Pinellas_Banking_RFP_DRAFT_-_12.9.2025.docx

SECTION 1 - Notice

SECTION 2 – Introduction

SECTION 3 – Instructions & General Conditions for Submittals

SECTION 4 – Special Terms & Conditions

1.

2.

3.

4.

4.1. Intent

4.2. Non-Negotiable Items

4.3. Pricing/Period of Contract

Unit prices submitted of listed items will be held firm for the duration of the Agreement. Duration of the Agreement will be for a period of 120 months from the date of Agreement award and any extension thereof.

4.4. Term Extension(s) of Contract

The Agreement may be extended for up to two (2) additional twenty-four (24) month periods, subject to mutual written agreement between the County and the successful respondent. If the option is used to extend the contract end date, banking service charges will remain the same unless otherwise negotiated.

SECTION 5 – Insurance Requirements SECTION 6 –Scope of Work / Specifications

6.1 Objective/Justification

The objective is to identify the institution that offers a combination of innovative and technologically advanced solutions, while providing the highest quality service at the most advantageous cost.

The Proposer selected to negotiate should be prepared to enter into two separate agreements for the following:

· Master Banking Services Agreement for Comprehensive Banking Services for the Clerk of the Circuit Court and Comptroller (“Clerk and Comptroller”) and.

· Master Banking Services Agreement for Comprehensive Banking and Custody Services for the Board of County Commissioners (“Board”)

The selected Proposer must demonstrate the ability to support both agreements independently and concurrently, ensuring seamless service delivery to both the Clerk and Comptroller and the Board.

6.2 Minimum Mandatory Requirements

A) The Reply must be received by the time and date specified as the Deadline for Receipt of Reply B) Proposer must be a member of the Federal Reserve System. (provide proof) C) Proposer must be and maintain Qualified Public Depository (QPD) status (Chapter 280, Florida Statutes) with the capacity to accept and hold balances in excess of $350,000,000 for the duration of the contracts. (provide proof) D) Proposer must maintain at least five (5) full-service branches in Pinellas County, including one each in North (north of SR 580), Mid (between SR 580 and Ulmerton Road), and South Pinellas (south of Ulmerton Road).

E) Proposer must provide affirmation that the bank has no person or affiliate having been convicted of a public entity crime as defined in Section 287.133 Florida Statutes.

F) Proposer must have the ability to interface with PaymentWorks, the County’s vendor onboarding and payment platform.

6.3 Additional Qualification of Proposers

All Proposers must demonstrate expertise and a successful track record in providing banking services to local governments of similar size and complexity as Pinellas County. Proposals will not be accepted from any Proposer who:

A) Fails to meet the minimum requirements outlined in this RFP.

B) Is currently engaged in, or anticipates engaging in, any activity or business condition that would impair their ability to perform the required services.

C) Is in arrears to the County or the Clerk on any debt or contract.

D) Is in default, as surety or otherwise, on any obligation to the County or the Clerk.

E) Is deemed irresponsible or unreliable by the County or the Clerk.

Proposers must provide documentation of the following: Comment by Votaw, Angela T: Include references in this section

A) Bank Ratings - Current short-term and long-term credit ratings from Moody’s, S&P, and Fitch as of the RFP issue date.

B) Financial Stability - Information on the bank’s current capital structure, adequacy, and coverage.

C) Insurance and Bonding – Proof of current insurance and bonding coverage.

D) Relevant Experience – Demonstrated experience providing banking services to entities of similar size and scope.

E) Organizational Overview – A brief history and general overview of the organization, including parent and/or subsidiary companies (especially any investment services affiliates), and their impact on the bank’s operations.

F) NACHA Participation– Affirmation that the proposer is a sending and receiving bank within the National Automated Clearing House Association (NACHA) network.

G) Public Project Funding – Evidence of participation in funding public projects in Pinellas County and/or the State of Florida, including project descriptions and funding amounts.

6.4 Scope of Work / Services

When responding to this section, please provide information in the order listed below. For each of the following services, if applicable, provide any innovations, including but not limited to, technology that you believe sets you apart from other banking services providers.

A) Account Analysis

Provide details of Account Analysis, including but not limited to itemized glossary of fee description and unit costs, level of detail provided in reports, statements available, downloadable options, ability to pay third party fees such as: armored car, banking supplies, merchant services fees, check stock, and custody charges with earnings credits. Verify the account analysis statement will include Average daily ledger balance, collected balance, Volume of services rendered, Transaction charge (unit price), Total charges per category of services, Total charges for all services rendered, Total earnings credit allowance. Verify the statement will provide consolidated reporting for the group of accounts and an individual statement for each account.

B) Centralized Deposit Management

Describe your solutions for a central cash deposit drop-off location within an office building that includes deposit drop-off verification and tracking, armored car pick-up, and deposit verification. Includes smart safes and/or any other services to automate the process

C) Cash Vault Services

Provide details of Cash Vault Services including but not limited to reporting, physical location of the vault, hours of service, processing turnaround time, restrictions and/or exclusions, same day credit for deposits and next day delivery of currency orders. Please describe your armored car services that you utilize and provide a list of armored car companies you work with.

Verify provision of daily, monthly, and annual reporting by pickup location. Verify ability to report on cash versus check totals for each deposit.

E) Depository Services

Describe Depository Services available, including but not limited to all branch office locations throughout Pinellas County, availability of funds of wires and various deposit types, deposit reporting, destination department identification, adjustment reporting and notification thereof, same day credit for all deposits/wires, and supplies provided.

Specify how deposit discrepancies or returned items are handled, and the time frame that the County must notify the bank of such errors. Describe any applicable fees that would apply to the supplement of strapped/rolled funds, deposit bags, or discrepancy handling.

Please describe your best practice recommendations and solutions to provide deposit only proxy account numbers for ACH and wire remittances received by the County. Including the ability to track multiple locations and departments.

F) Images

Describe in detail document storage related to image types, period of availability on online portal, adjustments, reporting, transmission of supporting documentation and record retention guidelines.

G) Lock Box

Describe lockbox services including but not limited to frequency of pickups, funds availability, transmission of supporting documents, adjustments, and reporting. Provide a list of third-party providers that you work with. Comment by Votaw, Angela T: Necessary? And/or should we ask if they work with Catalis? Comment by Seiter, William E: I think it is okay. If I recall, the issue wasn't that they couldn’t work with Catalis (Bill2Pay); most banks didn’t want to manage the contract. Comment by Votaw, Angela T: Talk to purchasing regarding current lock box contract and if there is a desire to consider alternatives.

H) Merchant Services Comment by Votaw, Angela T: Leave in to understand options or remove since it is a separate BOA agreement? Comment by Seiter, William E: Let's mark it to discuss with Purchasing since they manage the merchant services contracts. I think it will be deleted.

Describe Merchant Service program including but not limited to: PCI compliance, encryption policies, ability to partner with county and third-party online payment gateways, chargeback policy, description of reporting available, support and training. Verify ability to work with existing V400m terminals. Describe terminal support, including replacement, and repairs.

I) Overdrafts

Provide a detailed description of the overdrafts service, and its policies, including but not limited to honoring daylight overdrafts, payment of overdrafts, format of notification to client. Confirm availability of funds for critical sweep accounts such as payroll. Define handling of negative collected balances as well as the fee calculation methodology.

J) Payment Services

Provide a detailed description of the Bank’s payment services, including but not limited to: positive pay, virtual cards, ghost cards with controlled restrictions, online vendor portal payments, enhanced ACH, check printing & testing, procurement cards, travel cards, Electronic Data Interchange (EDI), and any additional information regarding technical and customer service supports, security measures, fraud protection and prevention, segregation of duties, reports available for each payment service type and retention period. Describe rebate or similar programs that the Bank offers

K) Reconciliation Provide a detailed description of the reconciliation services, including but not limited to the bank reconciliation process, electronic files for cleared checks and deposited data as well as additional automation opportunities.

L) Remote Desktop/Deposit

Describe remote desktop deposit services including but not limited to process description, ability to review and modify batches before transmission, handling of adjustments, notification of adjustments, equipment accepted/required/provided, security of protected information, number of customizable fields available and unique id (i.e. deposit ticket number).

M) Returned Items

Provide a detailed description of the returned items services, including but not limited to handling of NSF and UCF return items, including dollar thresholds, timing, detail of reporting, and online images available.

N) Stop Payments

Provide a detailed description of available bulk/batch transaction processes, including but not limited to the Bank’s stop payment services, detailing the functionality and security control of the process, as well as ACH reversals. Provide a copy of your stop payment agreement.

O) Transfers Comment by Votaw, Angela T: Do we want to add anything about e-pay (payment cards) and P-Cards to get the info or leave that out since that is a BOA agreement? Comment by Votaw, Angela T: Talk to purchasing regarding current contract and if there is a desire to consider alternatives

Provide a detailed description of the wire and book transfer service including but not limited to the period of time necessary to align electronic and hard copy documentation, the ability to initiate and monitor payments online, the ability to create and store recurring/repetitive wire instructions, and security measures for wire initiation and approval. Details with regards to ACH services should include recurring templates, handling of emergency requests, ability to import existing templates, segregation of duties and services offered for the direct deposit of payroll including EDI reporting.

P) Zero Balance Accounts (ZBA) Comment by Votaw, Angela T: Do we need to add anything for subaccounts or word this different?

Provide a detailed description of the ZBA services and features, including but not limited to account structure, master consolidated account, automatic sweeps, timing of daily account reimbursement, daily balance and detail reporting. Please describe how transactions and balances can be tracked by department and location, and available reports.

6.5 User Experience

A) Online Self Administration

Provide a detailed description of the Online Self Administration service. Describe levels of administration available, including but not limited to dual control features, account maintenance, user maintenance, product access, segregation of functions, token and password administration, user access audit reporting.

B) Online Services

Describe online services available including but not limited to: Interface and integration capability with client and/or third parties; activity/documents available for viewing; download and print capabilities; reporting available including: ledger balance, available or collected balance, summary of debits and credits posted including checks paid and wire transfers, daily detail of account transactions, all addenda records available for incoming EFT and ACH deposits, stop payment activity, intraday, previous day reporting, desktop deposit, cash vault, customizable reports, and sweep (ZBA) transactions included in the daily details of account transactions.

C) Other Proposed Services & Uses of Technology

Provide a description of any other services, including, but not limited to, any innovations and use of technology that is otherwise not listed in this RFP and that you believe sets you apart from your competitors. Additionally, provide the following for any proposed services, including, but not limited to:

· User requirements

· A schedule of service charges

· Projected cost of software, hardware, and/or equipment required

D) Required documents, training and demo's

Describe Bank’s ability to provide demos on services offered, training, and comprehensive reference guides for all services provided. Additionally, provide details of what fees will be charged for transitory or training services. Describe electronic document storage options and retention periods.

E) Transition Methodology

Provide a summary of the methodologies used to achieve a successful transition to a new bank or account structure within the incumbent bank, including, but not limited to a high-level timeline detailing the transition phases, the sequence of major tasks, duration of each task, as well as key milestones. Describe the services and resources that Bank would provide during the transition. Describe the Bank’s plan to transfer assets of the Clerk and the County, including the lead-time that would be necessary before contracts can be implemented. Indicate the Bank’s plans for educating and training Clerk employees in the use of the Bank’s systems, as well as any associated costs. Comment by Votaw, Angela T: Should we add language specific to the incumbent? They would still need to provide a transition plan, but specific to the change in products/ account structure. Comment by Votaw, Angela T: Talk to purchasing regarding how to include appropriate language to be inclusive of transition methodology with the incumbent—we think it is covered in the language we used but need confirmation

6.6 Information Technology, Fraud Protection & Security

A) Safe Transmission Services

Describe available file transmission / transfer capabilities, including, but not limited to, available API functionality to ERP systems, and secure email or system protocols.

B) Security and Fraud Protection Services Comment by Seiter, William E: Have we asked about proxy accounts (i.e. better services than perfect receivables)? Comment by Votaw, Angela T: Last sentence under depository services in scope

Provide a detailed description of the Bank’s security protocols, including but not limited to:

reporting functionality, password encryption and/or authentication. Discuss the Bank’s fraud mitigation strategies, including, but not limited to how the Bank responded to fraudulent attempts and confirmed fraud over the past ten years, such as volumes, mitigation and deterrent programs. Verify ability to establish access by user, function, account, single transaction amount, daily aggregate amounts and dual authorization.

C) Systems and Data Protection Comment by Seiter, William E: CoPilot:

🔐 Systems and Data Protection Requirements (Sample RFP Language)

1. Information Security Standards The vendor must maintain a comprehensive information security program aligned with industry standards such as ISO/IEC 27001, NIST Cybersecurity Framework, or SOC 2. The program must include administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of all data processed or stored on behalf of the client.

2. Data Privacy and Confidentiality The vendor shall comply with all applicable data protection laws and regulations, including but not limited to GLBA, GDPR (if applicable), and state-specific privacy laws. The vendor must ensure that all customer and institutional data is encrypted at rest and in transit using industry-standard protocols (e.g., AES-256, TLS 1.2+).

3. Access Controls and Authentication The vendor must implement role-based access controls, enforce multi-factor authentication for all administrative access, and maintain audit logs of all system access and data interactions.

4. Incident Response and Breach Notification The vendor must have a documented incident response plan. In the event of a data breach or security incident affecting client data, the vendor must notify the client within 24 hours and provide a detailed incident report within 72 hours.

5. Third-Party Risk Management The vendor must disclose all subcontractors or third-party service providers with access to client data and demonstrate that equivalent security and privacy controls are in place.

6. Business Continuity and Disaster Recovery The vendor must maintain and test a business continuity and disaster recovery plan at least annually. The plan must ensure minimal disruption to services and data integrity in the event of a system failure or disaster.

7. Audit Rights and Compliance Reporting The client reserves the right to audit the vendor’s security controls annually or upon request. The vendor must provide recent SOC 2 Type II, ISO 27001 certification, or equivalent third-party audit reports. Comment by Votaw, Angela T: Send to Clerk Technology for comment

1. Information Security Standards The vendor must maintain a comprehensive information security program aligned with industry standards such as ISO/IEC 27001, NIST Cybersecurity Framework, or SOC 2. The program must include administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of all data processed or stored on behalf of the client.

2. Data Privacy and Confidentiality The vendor shall comply with all applicable data protection laws and regulations, including but not limited to GLBA, GDPR (if applicable), and state-specific privacy laws. The vendor must ensure that all customer and institutional data is encrypted at rest and in transit using industry-standard protocols (e.g., AES-256, TLS 1.2+).

3. Access Controls and Authentication The vendor must implement role-based access controls, enforce multi-factor authentication for all administrative access, and maintain audit logs of all system access and data interactions.

4. Incident Response and Breach Notification The vendor must have a documented incident response plan. In the event of a data breach or security incident affecting client data, the vendor must notify the client within 24 hours and provide a detailed incident report within 72 hours.

5. Third-Party Risk Management The vendor must disclose all subcontractors or third-party service providers with access to client data and demonstrate that equivalent security and privacy controls are in place.

6. Business Continuity and Disaster Recovery The vendor must maintain and test a business continuity and disaster recovery plan at least annually. The plan must ensure minimal disruption to services and data integrity in the event of a system failure or disaster.

7. Audit Rights and Compliance Reporting The client reserves the right to audit the vendor’s security controls annually or upon request. The vendor must provide recent SOC 2 Type II, ISO 27001 certification, or equivalent third-party audit reports.

D) Disaster Recovery and Control

Describe in detail the Banks's Disaster Recovery program/Continuity of Operations plans including but not limited to:

· Bank’s strategy and ability to facilitate customer support

· Facilitating payment of employees if the office is unable to run payroll

· Processes for handling offsite data backups

· Remote access capability for maintaining online banking services

· Planned maintenance

· Disaster notification procedures

SECTION 7 –Evaluation Criteria

7.1 Evaluation Process

The Clerk’s office acknowledges that the banking industry is a competitive one, and that Replies may offer similar services. The RFP selection process may result in an outcome where final Proposer rankings differ by a small percentage. By virtue of submitting a Reply, Proposers are acknowledging this possibility and waive any right to protest based on narrow point differences.

A) The Evaluation Committee will evaluate all responses to this RFP that meet the Minimum Mandatory Requirements and are deemed responsive, without consideration of the Cost Replies. Proposers are urged to ensure that their Reply contains all the necessary information for the Evaluation Committee to fairly and accurately evaluate each of the evaluation and scoring criteria. However, the Evaluation Committee reserves the right to determine that additional written information, interviews, internal staff analysis, outside consultants and experts, and/or any other information may be required by the Evaluation Committee, at any time during the evaluation process, to help the Committee determine the final ranking of Proposers. The Evaluation Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Evaluation Committee. All responsive Proposers will be provided an equal opportunity to provide additional information if the Evaluation Committee determines additional information is required.

B) The Evaluation Committee will utilize the scores to narrow the Proposers to the highest scoring Proposers (the short-list Proposers) who will be subject to further evaluation and scoring as set forth in paragraph C, below. The number of short-listed Proposers selected will be determined by the Evaluation Committee. Comment by Votaw, Angela T: Is this the approach we plan to take? Comment by Seiter, William E: Discuss with Purchasing. The RFP's I have been on have taken two approaches, short-list or recommend to negotiate with the highest scoring. Comment by Staveley, Jeanette L: Thoughts: Is this including transition costs and project manager on bank side to help manage the bank transition? Is there a way to make it fair and not give the current bank an undue advantage since transition costs would theoretically be less for them? Comment by Votaw, Angela T: We will bring these points up with Purchasing

C) The Evaluation Committee will then open the sealed Cost Replies of the short-listed Proposers for evaluation.

7.2 Evaluation Criteria Matrix

The evaluation criteria shown in the following matrix will be used by an Evaluation Committee to review, score and rank qualified Replies.