25-P-131TF Exhibit A – Scope of Services

Table of Contents

1.0 Multi-Entity Banking Structure

2.0 Bank Accounts

3.0 Bank Account Services

4.0 Optional Services

1.0 Multi-Entity Banking Structure

A. The multi-entity banking structure is designed to accommodate the independent operational and fiduciary responsibilities of the County of Volusia and its three (3) Constitutional Officers. the Property Appraiser, Supervisor of Elections, and Tax Collector, while leveraging the economies of scale and administrative efficiencies of a consolidated banking contract.

B. Each entity maintains its own Federal Employer Identification Number

(FEIN) and operates as a separate legal entity with distinct statutory responsibilities, requiring segregated account structures to ensure proper fund management, accounting transparency, and regulatory compliance.

C. Under this arrangement, the County maintains its comprehensive account structure for general government operations, utilities, corrections, and other County functions, while each Constitutional Officer maintains separate account groupings tailored to their specific needs.

D. This multi-entity approach allows each office to maintain complete financial independence and accountability for their respective funds while benefiting from unified banking services, consolidated reporting capabilities, shared technology platforms, and potentially better pricing through the combined relationship volume, ultimately providing both operational efficiency and the financial segregation required by Florida Statutes and sound governmental accounting principles.

2.0 Bank Accounts

2.1 Volusia County Bank Accounts

A. Multiple Bank Accounts. The County maintains multiple bank accounts.

The County warrants that it will maintain these accounts in the Bank, except funds required to be deposited with an escrow and/or paying agent by bond or certificate resolutions, contracted agreements, or other requirements of law. The following bank accounts will be maintained during the contract period, as amended:

B. Pooled Cash and Related Sub-Accounts. The County maintains a Pooled Cash Account and related sub-accounts to manage daily cash operations for the County of Volusia.

a. Pooled Cash Account. This pooled cash account will be used to concentrate the daily cash balances of the various accounts of the County and will earn either interest or earnings credit rate. Incoming wire transfers will be deposited into this account unless those deposits use specialized deposit sub-accounts. Numerous County department/divisions located in a variety of geographic locations within the County will be depositing funds into this account and each deposit needs to be uniquely identified with the specific department/division using location reporting/location ID on the deposit tickets. Internal transfers will be made automatically on a daily basis to cover zero-balance accounts.

b. Accounts Payable Account. This zero-balance, positive-pay enabled account will be used to process accounts payable and other disbursements of the County other than payroll. Outgoing wire transfers will be made from this account.

c. Payroll Account. This zero-balance, positive-pay enabled account will be used solely to process payroll disbursements to County employees. This account will include both payroll checks and direct deposit distributions.

d. Airport Automated Account. This zero-balance account will be used exclusively for accepting Daytona Beach International Airport related ACH and wire deposits from various Airport customers. Zero balance transfers will be made on a daily basis into the Pooled Cash Account.

e. Utility Payment Account. This zero-balance account will be used for the receipt of electronic payments for the County’s Utility Systems. Zero balance transfers will be made on a daily basis into the Pooled Cash Account.

f. Votran Deposit Account. This zero-balance account will be used for the deposit of daily revenue collected from Votran activities, the County's public transit system. Collections will be deposited via an external contractor's bank courier service on a daily basis. Zero balance transfers will be made on a daily basis into the Pooled Cash Account.

g. Electronic Deposit Account. This zero-balance account will be used for the deposit of daily credit card and other electronic payments received from customers online by an authorized 3rd party vendor. Balance transfers will be made on a daily basis into the Pooled Cash Account.

C. Stand Alone and Non-Sweeping Accounts. Stand-alone accounts operate independently with their own balances and do not participate in automated sweep arrangements with other County accounts.

a. E-Payables Account. This account will be used as a clearing account for processing e-Payables disbursements to the County’s e- Payables service provider. Deposits into the account will only be transfers from other County bank accounts or the Constitutional Officers bank accounts. Payments to the County’s e-Payable service provider will be electronic; no paper checks will be posted to this account. This account will carry a balance related to outstanding e- Payable amounts and should earn either interest or earnings credit rate.

b. HDPP Local Participation Fund Account. This account will be used to manage funds collected through a non-ad valorem special assessment imposed on hospitals within the County as part of the Hospital Directed Payment Program (HDPP). The collected funds are transferred to the state to draw down additional federal Medicaid matching funds, which enhances healthcare reimbursements for qualifying hospital services. This account will carry a balance and should earn interest. Specifically for this account, the fees are deducted directly from this account, and the charges are not included on the monthly invoice.

c. Corrections Inmate Account. This positive-pay enabled account is used to account for money held by the County for inmates at the Volusia County Correctional Facility and the Volusia County Branch Jail. Cash, certified checks, and money orders will be deposited into this account. The Bank shall guarantee the endorsement of deposited items, as these funds are deposited for the inmates of the County. Checks may be written from this account when a debit release card is not applicable or available for a transaction at time of inmate release. This account will carry a balance and should earn either interest or earnings credit rate.

d. Inmate Imprest Account. This account will be used for funding the daily inmate debit release transaction settlements processed by an authorized third-party vendor. This account will carry a balance.

e. Utilities Deposits Account. This account is used to account for utility deposits and is a non-checking, non-interest-bearing account.

This account will carry a balance related to outstanding checks and should earn earnings credit rate. Transfers are made into and out of the Pooled Cash and Accounts Payable Accounts from this account.

f. Non-interest Grant Account. This account is used to account for grant-related deposits and is a non-checking, non-interest-bearing account.

g. Other accounts for specific purposes. These accounts will be established as needed.

2.2 Volusia Property Appraiser Bank Accounts

A. Multiple Bank Accounts. The County will maintain multiple bank accounts on behalf of the Property Appraiser. The County warrants that it will maintain these accounts in the Bank, except funds required to be deposited with an escrow and/or paying agent by bond or certificate resolutions, contracted agreements, or other requirements of law. The following bank accounts will be maintained during the contract period, as amended:

of the Property Appraiser.

a. Pooled Cash Account. This account will be used to concentrate the daily cash balances of the various accounts of the Property Appraiser and will earn either interest or earnings credit rate.

Incoming wire transfers will be deposited into this account. Internal transfers will be made automatically on a daily basis to cover zero-balance accounts.

disbursements of the Property Appraiser other than payroll.

Outgoing wire transfers will be made from this account.

will be used solely to process payroll disbursements to Property Appraiser employees. This account will include both payroll check and direct deposit distributions.

2.3 Volusia Supervisor of Elections Bank Accounts

on behalf of the Supervisor of Elections. The County warrants that it will maintain these accounts in the Bank, except funds required to be deposited with an escrow and/or paying agent by bond or certificate resolutions, contracted agreements, or other requirements of law. The following bank accounts will be maintained during the contract period, as amended:

of the Supervisor of Elections.

daily cash balances of the various accounts of the Supervisor of Elections and will earn either interest or earnings credit rate.

Incoming wire transfers will be deposited into this account. Internal transfers will be made automatically on a daily basis to cover zero-balance accounts.

disbursements of the Supervisor of Elections other than payroll.

Outgoing wire transfers will be made from this account.

will be used solely to process payroll disbursements to Supervisor of Elections employees. This account will include both payroll check and direct deposit distributions.

2.4 Volusia Tax Collector Bank Accounts

on behalf of the Tax Collector. The County warrants that it will maintain these accounts in the Bank, except funds required to be deposited with an escrow and/or paying agent by bond or certificate resolutions, contracted agreements, or other requirements of law. The following bank accounts will be maintained during the contract period, as amended:

of the Tax Collector.

daily cash balances of the various accounts of the Tax Collector and will earn either interest or earnings credit rate. Incoming wire transfers will be deposited into this account. Internal transfers will be made automatically on a daily basis to cover zero-balance accounts.

disbursements of the Tax Collector other than payroll. Outgoing wire transfers will be made from this account.

will be used solely to process payroll disbursements to Tax Collector employees. This account will include both payroll checks and direct deposit distributions.

d. Tax Certificate Sale Account. This zero-balance account is used for the tax deed process. Balance transfers will be made on a daily basis into the pooled cash account.

e. Tax and Tag Wires Account. This zero-balance account is used to accept tax and tag payments via incoming wires. Balance transfers will be made on a daily basis into the pooled cash account.

3.0 Bank Account Services

3.1 Multi-Entity Bank Account Services Matrix (Exhibit E Composite)

A. Purpose and Overview. The Bank Account Services Matrix provides detailed technical specifications for all banking services, features, and capabilities required for each account within the County's multi-entity banking structure. These matrices serve as comprehensive blueprints that define the detailed service requirements for County operations and Constitutional Officer accounts.

B. Service Categories and Requirements. Exhibit E - Bank Accounts

Composite (Exhibits E.1, E.2, E.3, and E.4) details the specific banking services required for different account groupings, including but not limited to, ACH fraud filtering levels, positive pay protection, wire origination capabilities, automatic reconciliation programs (ARP), treasury reporting functions, transaction processing features, and electronic banking capabilities. The matrices specify fraud protection levels (stop vs. review), account relationship structures (zero-balance vs. standalone), required reporting formats and frequencies, and specialized services unique to government operations.

C. Compliance and Response Requirements. The Bank must demonstrate their ability to provide all services listed in the applicable Bank Account Services Matrix for each account type and entity. Any deviation from the specified services must be clearly identified in the proposal response, along with alternative solutions that meet the County's operational requirements.

The detailed service specifications will become the foundation for contract terms and will serve as benchmarks for ongoing performance evaluation and contract compliance monitoring throughout the banking relationship.

D. Service Delivery and Pricing. Failure to provide any required service listed in the Bank Account Services Matrix may result in proposal rejection. All costs associated with providing the services detailed in these matrices must be included in Exhibit B.1 - Pricing and Services Chart. See Exhibit B.1.A - Appendix, Services Descriptions for details of each service description provided in Exhibit B.1 - Pricing and Services Chart.

3.2 Cash Management and Float Elimination Procedures

A. The intention of the County and the Constitutional Officers is to eliminate the float factor from all accounts subject to this proposal. County and Constitutional Officer funds collected daily for various activities will be deposited into the prospective entity’s Pooled Cash Account. Any returned checks will be re-deposited a second time before being charged to the County or the Constitutional Officer account. The County or Constitutional Officer will be charged a returned item fee only for those items returned a second time.

B. Large checks, warrants, drafts, etc., drawn on the provider’s bank are to be deposited directly into the designated Pooled Cash Account. Special treatment will be given, whenever possible, to large checks, drafts, letters of credit, etc., drawn on other banks, in order to make sure funds are available to the County and Constitutional Officers to invest as quickly as possible.

C. In addition, the County and Constitutional Officers have several revenue collection offices which, from time to time, need to buy straps of currency and rolled coin for their change funds. The Bank shall supply these offices with the necessary change order requests.

3.3 Vault Deposit Processing for all Accounts

A. The County requires the bank to have a centralized vault for deposit processing capable of accepting armored courier deposits located in Orange, Seminole, Lake, Volusia, Brevard or Flagler counties.

B. The County's preferred banking partner would own and operate its own cash vault facility rather than relying on third-party processors or correspondent banking arrangements for deposit processing services.

3.4 Online Account Access

A. The Bank shall utilize a web-based system. The Bank shall provide a secure web-based solution that shall allow the County on-line access to all of the multi-entity bank accounts.

B. The system will enable the County user to communicate with the bank, download and archive information, provide daily reporting, execute on-line stop payments, perform internal and external wire transfers, and access detailed ACH information.

C. The system will be able to operate in the current versions of Microsoft Edge, Mozilla Firefox or Google Chrome. The preferred solution will require no client software, other than plug-ins. A plug-in is defined as a computer program that interacts with a web browser to provide a certain, usually very specific, function “on demand”.

D. The Bank shall utilize dual factor authentication for access to sensitive functions of the banking website. Sensitive functions of the website include wire transfers, ACH transfers, ACH file submission and user administration, at a minimum.

E. The Bank shall provide a system that requires authentication by both password and another method of authentication. Specifically, the County requires verification of both a password as well as something physically in the possession of a County employee before access is granted to the Bank’s website. Acceptable physical components of dual factor authentication include token devices with rotating/random security codes or email. In order for email to be considered, it must be sent to a pre-registered County email address under the exclusive control of the authorized employee, with time-limited single-use codes and delivery confirmation required. Other methods of dual factor authentication may be considered;

however, they cannot rely solely on knowledge of passwords, security questions and/or other knowledge; they shall include a physical possession element.

3.5 Overdrafts

A. It is not the intention of the County or the Constitutional Officer to overdraw any account. In the event of an overdraft, all checks presented for payment must be paid.

B. The Bank shall indicate whether it will or will not charge for overdrafts on the Exhibit A.1 - Banking Services Processes.

C. Any deductions for overdraft charges must be reflected in the monthly invoice.

3.6 Debit/Credit Memos

A. All advices affecting a debit or credit memo type transaction shall be delivered daily.

B. Debit memos shall not be used to charge the County or Constitutional

Officer’s bank accounts for supplies or services provided.

C. Charges for supplies or services shall be included in the invoice prepared by the bank at the rate for the supplies or services.

D. Deposit corrections shall include backup detail including, at a minimum, the amount and date of the deposit and a copy of the check(s) involved.

E. The only acceptable debit memos allowed to be posted to the accounts are the following:

• Deposit Errors

• Returned Items

• Foreign Exchange Discount Rate

• Debit and Credit Posting Corrections

F. All advices, statements, and notices shall be mailed to:

County of Volusia, Florida Accounting Division, Room 302 123 W Indiana Avenue DeLand, FL 32720-4609

3.7 Wire Transfers

The Bank shall wire funds through the Federal Reserve System to other financial institutions for the account of the County of Volusia, Supervisor of Elections, Property Appraiser, and Tax Collector only upon request of the County of Volusia’s Chief Financial Officer or designee, who will initiate the request via a secure web-based system.

3.8 Positive Pay

A. Currently, the Accounts Payable, Payroll and Corrections Inmate accounts are using positive pay. The Bank shall provide a system to automatically compare checks issued by the County with checks presented for payment.

B. This system will automatically reject any checks presented for payment that do not match the file of issued checks transmitted to the bank or those entered manually over the Web by a designated, authorized County or Constitutional Officer user.

C. At a minimum, the file that is sent to the bank includes check date, check number, and amount and in most cases, the payee name is included. See Exhibit F.2 - Positive Pay Format for the requirements.

3.9 Electronic Payment Processing

A. The Bank shall provide a service that allows the County to easily identify and post the payments to customers’ accounts. Currently, the Utility Payment Account has customers who authorize their bank to pay their utility bill and remit funds to the County’s bank.

B. The ACH transaction is pre-authorized by the utility customer to withdraw the funds from the customer’s account on the specified billing due date.

Reference Exhibit G.1 - E-box Remittance Report and Exhibit G.2 - Tax Collector E-Box Export transmission file format for text file requirements.

C. In addition to ACH authorized transactions, the County also utilizes the

Image Cash Letter service. The Image Cash Letter, also known as a substitute check, is a negotiable instrument used in electronic banking systems to represent a physical paper check for payment via an Image exchange and Image Replacement Documents (IRDs). Image Cash Letter service allows the submittal of check payments in electronic files of data and images instead of making paper cash letter deposits.

D. The County Treasury and Billing office as well as the Tax Collector’s office utilizes a Falcon Opex model 72 for processing checks. See Exhibit G.3 - ICL File Format for details.

E. The Bank shall provide a comprehensive electronic payment processing service that enables the Tax Collector to efficiently identify and post payments to customers' property tax accounts.

a. This bill pay service includes support for taxpayer-initiated automatic payments where customers authorize their bank to pay annual tax bills directly from their accounts, with funds remitted to the Tax Collector's pooled cash account on specified due dates

b. The Bank shall provide an electronic file transmission system (such as Ebox or equivalent) that securely transmits detailed payment information including transaction details, taxpayer account information, payee information, and payment confirmation data.

c. The system will allow taxpayers to establish bill pay services using their property account information and authorize payments through their banking institution. See Exhibit F.4 - Images of Cleared Checks.

d. Upon payment processing, the Bank will transmit a structured data file to the Tax Collector that can be integrated directly into the tax collection system for automated posting and record updates.

e. The Bank shall transmit these electronic files daily, including empty files when no transactions have occurred, to ensure consistent data flow and system synchronization. This streamlined process ensures timely, accurate payment posting while reducing manual processing requirements for the Tax Collector's office.

3.10 Electronic Funds Transfers and Direct Deposit

A. The various entities pay some Accounts Payable vendors via ACH. See below the approximate amount paid each week using this method. See Exhibit F.1 - EFT File Format for details.

B. All four (4) entity’s process payroll checks bi-weekly through direct deposit.

See specific bi-weekly amounts below. The data necessary to execute the direct deposits will be transmitted to the Bank, typically, no later than 10:30 a.m. Wednesday morning of each pay week. This requirement changes due to holiday office closings. The Bank shall process the transfers so that funds are available to the employees by Thursday morning. See Exhibit F.1 - EFT File Format for the details.

Accounts Payable via ACH Average per week

County of Volusia 7,000

Property Appraiser 7,000

Supervisor of Elections 5,500

Tax Collector 30,000

Payroll Direct Deposit Counts

County of Volusia 2,534

Property Appraiser 34

3.11 Remote Deposit Capture Services

A. The County currently uses one remote desk top deposit service for its ambulance cash receipt processing: Panini Model My Vision X AT. In the future, the County may use remote deposit services in various departments throughout the County.

B. The cost of this service shall be provided in Exhibit B.1 - Pricing and

Services Chart.

3.12 Stop Payments

A. The majority of payments the County and Constitutional Officer wishes to no longer have processed will be reported to the Bank as a cancellation of a positive pay item. However, some items may require the use of stop payment orders.

B. Stop payment orders, when utilized, will routinely be initiated electronically.

On very rare occasions it may be necessary to initiate a stop payment by telephone.

C. When the County initiates a stop payment order, the Bank shall immediately inform the County electronically if the check has been paid and provide an image of the paid item to the County or Constitutional Officer. If not paid, the Bank shall provide an electronic confirmation of the stop payment.

D. Stop payments shall be effective for a period of not less than twelve months.

Cancellation of a stop payment order shall be processed in the same way as the stop payment order.

E. All checks paid by the Bank after a stop payment order has been confirmed, shall be the responsibility of the bank.

3.13 Bank Statements and Account Reconciliation

A. For each bank account, statements will be produced on the last day of each month or more often, if requested, for reconciliation.

B. For each bank account, images of all paid items will be provided in electronic file format.

Supervisor of Elections 137

Tax Collector 151

C. The Bank shall include canceled check images in electronic file format (front and back of canceled checks) and sorted by check number on a weekly basis for each of the multi-entity accounts. The image files shall be in an archival-quality format, either TIFF or PDF-a, which can be imported to the County’s imaging system, Highland OnBase.

D. The file name of the image must contain the check number of the check in the image.

E. The Bank shall also supply a file(s) that includes an index of check images.

See Exhibit F.4 - Imaged of Cleared Checks, for details needed related to images of cleared checks.

F. The Bank shall supply separate secure on-line access to the check image files for the accounts of each entity.

G. In addition, an analysis statement will be produced monthly and included with each bank statement. The types of reconciliations needed are:

a. Full Reconciliation. The County requires the Bank to provide a full account reconciliation program for the Accounts Payable account.

The information furnished for this account will be the account number, check number, amount of check, and date check was paid.

The information will be transmitted or made available via web access to the County within five (5) business days after the end of each month. The electronic transmission will be in the format illustrated in Exhibit G.2 - Tax Collector E-Box Export.

b. Partial Reconciliation. The County requires the Bank to provide a partial account reconciliation program for two (2) bank accounts (Payroll and Corrections Inmate Accounts). The information will be transmitted to the County within five (5) business days after the end of each month. The electronic transmission will be in the same format as required for the Exhibit F.1 - EFT File Format.

3.14 Monthly Billing

A. Monthly, the Bank shall prepare a billing for services rendered. The monthly billing will be presented in a format similar to Exhibit B.1 - Pricing and Services Chart and Exhibit B.2 - Net Earnings Chart included herein, with a total for all the service charges for the month.

B. Any service rendered by the Bank for which a price per item is not detailed will be considered as included in the price of the other detailed items, unless itemized under Exhibit B.1 - Pricing and Services Chart and Exhibit B.2 - Net Earnings Chart.

3.15 Emergency Services

A. The Bank shall be prepared to deliver banking services within twenty-four

(24) hours of a disaster event (hurricane, tornado, wildfire, etc.).

B. The Bank shall be prepared to supply the County with a written plan describing how they would meet our banking needs prior to (if forecast), during, and after an event. The plan must include a process for paying both employees and vendors of the County should the County’s normal systems be inoperative.

C. The Bank shall provide a listing of bank contact names, phone numbers, and physical locations that will be available to assist with these emergency services and said listing shall be provided to the County semi-annually.

3.16 Failures

A. The Bank shall reimburse the County of Volusia or Constitutional Officer for interest lost due to the bank’s delay of a scheduled transfer of funds. The amount reimbursed shall be at the same daily rate that is provided by the entity on overnight investment of excess funds or the amount of any penalty incurred by the entity because of this delay.

B. Any of the Bank’s work that is not readable, usable, or not in accordance with the Agreement specifications will be returned for correction and reprocessing and will be resubmitted to the County or Constitutional Officer as soon as possible.

C. In the event the Bank is unable to correct faulty work, the Bank shall reimburse the County or Constitutional Officer for any additional cost(s) incurred by the entity because of the Bank’s failure.

4.0 Optional Services

4.1 Bank Supplies

A. Bank Supplies. The County and Constitutional entities desire to receive bank supplies as listed in the chart below.

B. Check Stock with Account Name Pre-Printed. All multi-entity Accounts Payable and Payroll laser checks are printed in-house including complete MICR encoding. Therefore, for these checks, the County and Constitutional Officers need blank safety stock with only the account name pre-printed.

C. Deposit Slips. Because Accounting needs to track the department/division location where a deposit originated, the deposit slips need to be coded to these various locations with location reporting / location IDs assigned on the deposit slip.

a. Currently, the County is tracking twenty-five department locations within the multi-entity structure. See Exhibit I - Average Cash Vault Deposits for the 2025 location code information.

b. If any costs are necessary to provide the service, they shall be included on the Exhibit B.1 - Pricing and Services Chart. All of the locations are assigned to the related Pooled Cash account.

4.2 Additional Services

A. Although the County has provided a detailed statement of needs and mandatory requirements for the Bank to meet, it is not intended to limit Bank’s innovations or creativity to accomplish these goals. Innovative ideas, Bank Account Item Style Annual Quantity

Pooled Cash Deposit Slip Two-part 7,000

Pooled Cash Small Deposit Bags Clear sealed 7,000

Pooled Cash Large Deposit Bags Clear sealed 5,500

Accounts Payable Check Laser MICR 30,000

Payroll Check Laser MICR 2,000

Utility Payment None None None

Utility Deposit None None None

Corrections Inmate Deposit Slip Two-part 300

E-Payables None None None

Votran Deposit Deposit Slip Two-part 3,000 new concepts, and partnership arrangements might include, for example, unique business features, special service, and discounts specific to each Bank.

B. The specific cost or additional shared savings associated with each idea or concept will be fully disclosed along with the innovative idea on the Exhibit B.1 - Pricing and Services Chart.

C. Banks are encouraged to suggest other services or improvements that the

County has not requested and explain their potential benefit to the County.

A description of the services and related costs is to be provided.