Exhibit_A_Frequently_Asked_Questions.pdf
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- Solicitation number
- ITN-2025-9055-EK
- Issued by
- Volusia County, Florida
About this file
This Frequently Asked Questions exhibit pertains to the School Board of Volusia County, Florida's Invitation to Negotiate (ITN-2025-9055-EK) for Banking Services, Purchasing Card Services, and Merchant Services, with a response deadline of February 5, 2026, at 2:00 PM EST. The District seeks comprehensive banking solutions to support its financial operations, including check printing and mailing, ACH origination for vendor payments and payroll, cash vault services across approximately 70 locations, positive pay fraud control services, and purchasing card program management. The District currently maintains over 500 purchasing cardholders with an annual spend of $11.5 million combined across the District and Internal Accounts, and requires integration with the District's Focus School Systems ERP platform.
The District is currently banking with Bank of America and Ameris Bank, with existing contracts expiring between February 28, 2026, and July 31, 2026. The incumbent check printing, deposit processing, and transactional record management are handled in-house through Oracle templates and ERP systems. The District processes ACH files weekly or as needed via secure file transmission handled by its IT department and utilizes Mid Florida Armored and ATM Service for cash vault services. The District's purchasing card program is currently settled monthly with one central bill and payment structure, with peak usage in May ($777,000 District/$987,000 Internal Accounts) and lower usage in June ($214,000 District/$10,000 Internal Accounts). The District is exploring virtual card and ePayables solutions and plans to transition cardholding and reconciliation from a dual card platform and ERP environment to ERP-only processing tentatively in April 2026.
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QUESTION NO. CATEGORY QUESTION ANSWER
1 Check Print Do you print and mail your checks in house? Yes.
2 Incumbent Bank Who is your current Financial Institution? Bank of America and Ameris Bank
3 Incumbent Bank How long have you been banking with them? At least 2011
4 Incumbent Bank When does your current contract expire?
Bank of America Purchasing Card: July 4, 2026 Bank of America Banking Services: July 31, 2026 Ameris Bank: February 28, 2026 (waiting for an extension to be executed)
5 Transaction records How are you currently digesting transactional records into your system? Deposit journals are uploaded into Oracle via template. For Payments, the transactions flow from our ERP to the bank account
6 ACH Origination What method is used to send ACH Files to the bank? (File Transmission through Secure FTP, or File Upload through online portal)
The ACH Files are created from our AP & Payroll Payments and sent to our IT department who handle the transmission to the bank via a job
7 ACH Origination What is the frequency of the ACH Files? (daily/weekly/monthly) Weekly, or as needed
8 ACH Origination How is ACH Origination being utilized? (vendor payments/payroll/collection etc.) Vendor Payments, Payroll, & Collection
9 ACH Origination Is payroll performed in house or through a third-party payroll provider? How many employees receive checks vs. direct deposit?
In house
10 Cash Vault Services What provider is used for armored courier service currently? Is the contract directly with the courier service provider? Would it be acceptable to receive an invoice directly from the courier?
Provider is Mid Florida Armored and ATM Service
11 Cash Vault Services How many locations does the armored courier pick up from and on what frequency? Approximately 70 locations (including school sites and DAC)
12 Cash Vault Services Please describe any change order processing that is done and on what frequency. Are they done online, via email or through the phone? Are they Automatic Standing orders or done on an as needed?
No change order processing is currently done
13 Cash Vault Services
Are the deposits cash only or is there a combination of cash and checks deposited through the courier vault service? Are the checks on a separate deposit ticket from the cash? Please provide the breakout of checks vs. cash vs. coin deposited at the cash vault.
For school sites (including Internal Accounts, EDEP sites and SWC) cash and checks are deposited together and transported to the bank by the courier. The district/Finance deposit scans checks to BOA and sends cash and Check Redi checks to the bank via the courier as needed.
14 Cash Vault Services Please describe and provide samples of any special reports received from the current cash vault provider.
Cashpro Remote Deposit report. A record of scanned checks and MO from each deposit.
15 Fraud Control Services Describe the method used to send Positive Pay issue files to the bank? (File Transmission through Secure FTP, or File Upload through online portal)
Positive Pay files are created from AP & Payroll payments and sent to our IT department who handle the transmission through a job
SCHOOL BOARD OF VOLUSIA COUNTY, FLORIDA
Invitiation to Negotiate # ITN-2025-9055-EK
Banking Services, Purchasing Card Services, and Merchant Services Due Date: February 5, 2026 @ 2:00 PM EST
Buyer: Enid Kunce Exhibit "A" Frequently Asked Questions
Purchasing Card/Credit Card Program
Is there currently a Purchase Card program in place? If there is not a current program, what is the estimated annual spend that will be charged to the card program?
Yes.
Purchasing Card/Credit Card Program
What is the settlement frequency of payment for the Purchasing Card program?
(weekly/bi-weekly/monthly)
Monthly.
Purchasing Card/Credit Card Program
What is the billing payment structure for the Purchasing Card Program? One central bill and one central payment to issuer.
Purchasing Card/Credit Card Program
What is the annual and monthly spend of the existing Purchasing Card program?
IA Annual: $6,400,000 IA Average Monthly: $535,000 District Annual: $5,100,000 District Average Monthly: $425,000
Purchasing Card/Credit Card Program
Are there some months that have a higher or lower usage than others? Please describe and provide the dollar usage during peak and lower usage months.
Peak: May (District $777K, IA $987K) Low: June (District: $214,000, IA $10,000)
Purchasing Card/Credit Card Program
Please provide the number of cards issued.
Total: 533 District: 334 Internal Accounts: 199
Purchasing Card/Credit Card Program
Please provide the breakdown of Travel & Expense vs. vendor payments. Since the District does not currently have a travel card program, we cannot provide this breakdown.
Purchasing Card/Credit Card Program
Where are cardholders or reconcilers allocating Purchasing card transactions today?
(Card platform or ERP)
Both; however we will be transitioning to ERP only tentatively in April 2026.
Purchasing Card/Credit Card Program
How many vendors and how much volume are being paid through a Virtual Card or ePayables Card program? (Payment upon invoice approval) If none, has this been explored in the past and what was the outcome?
None currently. Unsure if this was previously explore, but it is something we would like to explore.
Purchasing Card/Credit Card Program
Are static credit card numbers used to pay approved invoices for each vendor? Not currently.
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