City of Waxahachie

Primary Depository Services

RFA-2026-7-1

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

August 7, 2026, 10:00 am

NO LATE SUBMISSIONS WILL BE ACCEPTED

ELECTRONIC RESPONSES SUBMITTED THROUGH

https://procurement.opengov.com/portal/waxahachie-tx

FOR QUESTIONS CONCERNING THIS SOLICITATION PLEASE CONTACT:

Leila Cole , Purchasing Manager

Phone: (469) 309-4165 Email: lcole@waxahachietx.gov

Table of Contents

I. Introduction II. Respondent Instructions

III. Cash Balances & Transactions by Account IV. Evaluation Criteria V. Required Disclosures

VI. Sample Depository Services Contract VII. Depository Application & Submissions

VIII. Fee Schedule Submission

1. Introduction

1.1. Summary

The City of Waxahachie, Texas, is requesting electronic applications from qualified financial institutions to serve as the City’s primary depository. The City’s current depository service contract expires in January 2027. In accordance with Texas Local Government Code § 105.017, municipal depository services contracts are limited to a maximum term of five years.

The City anticipates awarding a new depository services contract effective January 2027 and invites eligible financial institutions to submit applications for consideration. The selected institution will provide banking and depository services in accordance with the terms, conditions, and requirements outlined in this Request for Applications (RFA).

1.2. Background

The City Council will award the depository services contract to the applicant(s) whose application provides the most advantageous terms for the City, based on compliance with the

RFA requirements and the City's needs. The City may request presentations and/or demonstrations from any one or all applicants, and reserves the right to waive any formality or irregularity, (with the exception of the due date and time) and to make awards to more than one applicant, or to reject any or all applications.

Eligibility to Apply: All qualified financial institutions with a main office or a branch office operating within the City's municipal boundaries. (Local Government Code Chapter 105.011)

Governing Statutes:

• Chapter 105, Texas Local Government Code

• Chapter 2256, Texas Government Code, "Public Funds Investment Act" as amended

• Chapter 2257, Texas Government Code, "Public Funds Collateral Act" as amended

• Chapter 131, Sub-chapter Z, Sec 131.903, Conflict of Interest, Texas Local Government

Code, "Finances"

1.3. Contact Information

Leila Cole, Purchasing Manager

408 S Rogers

Waxahachie, TX 75165

(469) 309-4165 lcole@waxahachietx.gov

1.4. Timeline

Release Project Date: July 10, 2026

Question Submission Deadline: August 3, 2026, 1:00pm

Application Submission Deadline: August 7, 2026, 10:00am

2. Respondent Instructions

2.1. Important Instructions for Electronic Submittals

The City of Waxahachie requires electronic submittals for this Solicitation. Before the

Respondent can submit their electronic response to this solicitation, they must create a FREE account with OpenGov Procurement by registering online at https://procurement.opengov.com/signup. Once the Respondent has completed their account registration, they must return to this page to view the project details or use the following link https://procurement.opengov.com/portal/waxahachie-tx/projects/261783 . The Respondent should select "Draft Response" and follow the instructions provided to begin submitting their electronic response.

To view all City of Waxahachie project opportunities, use the following link: https://procurement.opengov.com/portal/waxahachie-tx. If you would like to be notified of any future City of Waxahachie project opportunities, select "Subscribe".

Please ensure the following items are included and completed before submitting your proposal:

1. Using the Depository Application & Submission Section on OpenGov, answer all of the required questions provided.

2. Please complete the provided conflict of interest questionnaire and upload the completed document.

3. Please complete the Fee Schedule Submission section with your proposed fees.

4. Please use the final question on the Application Submission Section to submit the following:

• Executive Summary / Coversheet

• PRO-FORMA ACCOUNT ANALYSIS -A pro-forma account analysis statement using your format and service descriptions that reflect your proposed fees based on the volumes provided in this RFA and indicate any capability to provide the information electronically.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/waxahachie-tx/projects/261783 https://procurement.opengov.com/portal/waxahachie-tx/projects/261783

• SAMPLE COLLATERAL AGREEMENT - As required by Bank/Custodian named in the RFA.

• SAMPLE SAFEKEEPING AGREEMENT - As required by Safekeeping Agent.

• SAMPLE SAFEKEEPING REPORT OF CITY-OWNED SECURITIES - Sample safekeeping report of the City owned securities that the City will receive monthly.

• SECURITIES SAFEKEEPING FEES-Schedule of Securities Safekeeping Fees.

• SAMPLE FIRREA COMPLIANT DOCUMENT-A sample copy of the document that clearly shows that the institution's Board or designated committee has accepted the Depository

Contract and authorized the pledge of collateral, with a permanent record of this action to be maintained in the minutes of the institution.

• EXCEPTIONS TO RFA REQUIREMENTS - Please provide a summary of any exceptions your institution has noted regarding the requirements as contained in this RFA.

2.2. Instructions to Respondents

This Request for Applications will be available online through https://procurement.opengov.com/portal/waxahachie-tx from the date issued until the due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

All submittals must be received no later than 10:00 am Central Time on Friday, August 7, 2026. Late submissions will not be accepted. Submittals must be electronic through our online electronic bidding system https://procurement.opengov.com/portal/waxahachie-tx

Solicitation Questions

Questions regarding this solicitation shall be submitted online using the OpenGov electronic bidding system or shall be emailed to the City’s Purchasing Manager at Purchasing@waxahachietx.gov with the solicitation number in the subject line no later than

1:00 pm Central Time, Monday, August 3, 2026.

The City’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any City staff except those designated in this solicitation or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://procurement.opengov.com/portal/waxahachie-tx. The City of Waxahachie shall

NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx mailto:Purchasing@waxahachie.com

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

2.3. Contract Award and Contract Terms

Contract Award

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a response most advantageous to the

City. The City reserves the right to enter into an agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at sole discretion of the

City.

Any contract awarded in pursuant to this solicitation is not assignable. The awarded

Contractor(s) shall not sell, assign, transfer, sub-contract, or convey this contract, in whole or in part, without the prior written consent of the City of Waxahachie.

The City reserves the right to accept and/or reject any and all submitted responses or any part thereof, waive immaterial errors, waive any irregularities or informalities in the submittal received, and award the contract in the best interest of the City.

Respondents shall promptly notify the City of any omissions, ambiguity, inconsistency, or error that they may discover upon examination of this solicitation. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

Any submitted responses may be withdrawn or a revised submission may be substituted prior to the submittal deadline. The solicitation documents submitted to the City cannot be altered, amended, or withdrawn by the Respondent after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

An opened response may not be changed for the purpose of correcting any error by the

Respondent or Respondent’s agent. Any ambiguity in the submittal as a result of omission, error, lack of clarity or noncompliance by the Respondent with specifications, instructions, and all conditions shall be construed in the favor of the City. If the unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Respondent will be bound thereby.

Contract Term

The City intends to enter into a contract with the awarded Institution for a maximum of 5 year;

further delineated as an initial term of two (2) years with an option to renew an additional three (3) one-year renewal terms. The contract will automatically renew unless either party provides a written cancellation notice at least ninety (90) days before the active term end date.

Contract Termination

If at any time, the successful Contractor fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this solicitation, or any contract awarded and entered pursuant thereto, the City reserves the right to deduct charges from successful

Contractor’s invoice at the time it is due; or Cancel the contract at the City’s convenience, without penalty, by furnishing written notice of termination to Contractor, and select another

Contractor and award a contract to its Contractor pursuant to the terms thereof.

At the City’s sole discretion, any awarded contract may be canceled or terminated for convenience without penalty at any time by giving the Contractor thirty (30) days written notice. The Contractor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

3. Cash Balances & Transactions by Account

3.1. Cash Balances - September 2024 - August 2025

3.2. Transactions by Account - July 2025

4. Evaluation Criteria

All applications received from qualified Institutions will be evaluated fully to ascertain which application is most advantageous to the City. The respondent’s submittal should provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements listed in this RFA.

An evaluation committee (“Committee”) will review the submitted Applications.

During the evaluation process, the Committee and the City reserve the right, where it may serve the City’s best interest, to request additional information or clarifications from the respondents. In fairness to all firms, requests for interviews, visits, or presentations prior to the closing time and date will not be permitted. Interviews with selected institutions may or may not be requested at the sole discretion of the City after the closing date. Selection may be made strictly from the information provided in the application, however, the City of

Waxahachie reserves the right to conduct interviews as well as request presentations from any respondents as part of the final selection process.

The applications will be evaluated on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost of Services & Various Rates

Fees will be evaluated based on a mathematical formula comparing the total cost to the other application total cost. Interest rates on interest bearing accounts and deposits; Earnings credit rate on compensating balances.

Points Based 40 (40% of Total)

2. Experience and Qualifications

Previous service relationship with the City, Convenience of location(s), Financial strength and stability of the institution.

Points Based 25 (25% of Total)

3. Quality of Services

Ability of applicant to perform and provide the required and requested services, Transition cost, retention and transition offers, and incentives

Pass / Fail 25 (25% of Total)

4. References

References provided and feedback received

Pass / Fail 10 (10% of Total)

5. Required Disclosures

5.1. Required Disclosuers

As defined in Section 105.015 (c), each applicant shall comply with the conflict of interest provision of Section

131.903 of the Texas Local Government Code in regard to the selection of the depositories:

Sec. 131.903. CONFLICT OF INTEREST.

(a) A bank is not disqualified from serving as a depository for funds of a political subdivision if:

1. an officer or employee of the political subdivision who does not have the duty to select the political subdivision's depository is an officer, director, or shareholder of the bank; or

2. one or more officers or employees of the political subdivision who have the duty to select the political subdivision's depository are officers or directors of the bank or own or have a beneficial interest, individually or collectively, in 10 percent or less of the outstanding capital stock of the bank, if:

(A) a majority of the members of the board, commission, or other body of the political subdivision vote to select the bank as a depository; and

(B) the interested officer or employee does not vote or take part in the proceedings.

(b) This section may not be construed as changing or superseding a conflicting provision in the charter of a home-rule municipality.

In addition, the following disclosures apply:

Disclosure of interest: Pursuant to Chapter 176 of the Texas Local Government Code, a person, or agent of a person, who contracts or seeks to contract for the sale or purchase of property, goods, or services with the

City of Waxahachie, Texas must file a completed conflict of interest questionnaire which is available at www.ethics.state.tx.us. The conflict of interest questionnaire must be filed with the City of Waxahachie, Texas no later than the seventh business day after the later of the date that the person or agent begins contract discussions or negotiations with the City or submits to the City an application, response to a request for proposal or bid, correspondence, or writing related to a potential agreement. An updated conflict of interest questionnaire must be filed in accordance with Chapter 176 of the Texas Local Government Code. An offense under Chapter 176 is a Class C misdemeanor.

Certificate of interested parties: Section 2252.908 of the Texas Government Code applies to all contracts entered into on or after January 1, 2016. The law states that a governmental entity may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity at the time the business entity submits the signed contract to the governmental entity.

The law applies, with a few exceptions, to all contracts/purchases of a governmental entity that require action or vote by the governing body of the entity. The electronic filing application process can be started on the Texas Ethics Commission website at www.ethics.state.tx.us. The City acknowledges that publicly traded business entities are exempt from this requirement.

In compliance with Chapter 2252 Subchapter F, of the Texas Government Code, Prohibiting government contracts with a company doing business with Iran, Sudan or a foreign terrorist organization, the City of

Waxahachie, Texas will not enter into a contract with a company reported on the LISTED COMPANIES per

Section 2252.153.

6. Sample Depository Services Contract

6.1. Sample Depository Services Contract

THIS DEPOSITORY SERVICES CONTRACT, hereinafter called the "Contract", is made and entered into on the date last herein written by and between the City of Waxahachie, Texas, hereinafter called the "City", and a banking association, organized under the law of the United States and authorized by law to do banking business in the State of Texas, hereinafter called the

"Bank", and provides as follows:

1. Designation of Depository. The City, through action of the City Council, on _________

_, 2026, hereby designates the Bank as a primary depository bank for the period beginning January _, 2027, and continuing through January _, 2029, with the option for three (3) one-year renewals under the same terms and conditions. The contract will http://www.ethics.state.tx.us/ http://www.ethics.state.tx.us/ automatically renew unless either party provides a written cancellation notice at least ninety (90) days before the active term end date.

2. General. All services rendered to the City by the Bank under this Contract shall be performed in accordance with commercially reasonable standards for public fund organizations and under the overall direction and instructions of the City pursuant to the

Bank's standard operations, policies, and procedures.

3. Scope of Service. The Bank agrees to provide those services as described in the City's

Request for Application for Depository Bank Services released in July, 2026, hereinafter referred to as the "RFA". The RFA and the Bank's response to the RFA, hereinafter referred to as the "Application", are incorporated herein by reference. The Bank acknowledges that all services performed by the Bank are subject to the approval of the

City. The Bank agrees to provide additional services as requested from time to time by the City and mutually agreed upon by the Bank.

4. City Representatives. During the term of this Contract, the City will, through appropriate action of its City Council, designate the officer, or officers, who singly or jointly will be authorized to represent and act on behalf of City in any and all matters of every kind arising under this Contract and to (a) appoint and designate, from time to time, a person or persons who may request withdrawals, orders for payment or transfer on behalf of the City in accordance with the electronic funds or funds transfer agreement and addenda, and (b) make withdrawals or transfer by written instrument.

5. Custodian. The ·City and the Bank, by execution of this Contract, hereby designate as custodian, hereinafter called the "Custodian", to hold in trust, according to the terms and conditions of this Contract, the collateral described and pledged by the Bank in accordance with the provisions of this Agreement.

6. Custodial Fees. Any and all fees associated with the Custodian's holding of collateral for the benefit of the City shall be paid by the Bank, and the City will have no liability therefore.

7. Entire Agreement. The entire agreement between Bank and City shall consist of this

Contract, the City's RFA (except to the extent Bank took specific exceptions in the Bank's

Application), the Bank's Application, the Custodial Agreement with Custodian, and other such bank service agreements, policies and documents as may be required and approved by the parties (together, the "Banking Agreements"), each incorporated by reference as they presently exist and each listed in governing order of precedence in the event of conflict among the documents. This Contract supersedes any and all prior representations, statements, and agreements, whether written or oral. The terms and provisions of this Contract may not be amended, altered, or waived except by mutual agreement evidenced by a written instrument signed by duly authorized representatives of both parties.

8. Collateralization. All funds on deposit with the Bank to the credit of the City shall be secured by collateral as provided for in the Public Funds Investment Act (Chapter 2256 of the Texas Government Code as amended), the Public Funds Collateral Act (Chapter 2257 of the Texas Government Code), the City's Investment Policy, and the Bank's Application.

a copy of which has been provided to the Bank. The Depositor agrees to promptly provide to the Bank any changes to its Investment Policy. The Depositor agrees that it shall only direct the Bank in writing to make investments authorized pursuant to the foregoing.

If marketable securities are pledged by the Bank as collateral, the total market value of the securities securing such deposits shall be in an amount at least equal to the minimum required amount as per the City's Investment Policy. The market value of any pledged securities (collateral) must be obtained from non-Bank-affiliated sources. The Bank shall monitor and maintain the required collateral margins and levels at all times.

The Bank has heretofore, or will immediately hereafter, deliver to the Custodian collateral of the kind and character above mentioned of sufficient amount and market value to provide adequate collateral for the funds of the City deposited with the Bank.

The Custodian shall accept said collateral and hold the same in trust for the purposes herein stated. Said collateral or substitute collateral, as hereinafter provided for, shall be kept and retained by the Custodian in trust so long as deposits of the City remain with the

Bank. The Bank hereby grants a security interest in such collateral to City.

If at any time the collateral in the hands of Custodian shall have a market value in excess of the required balances, the City may authorize the withdrawal of a specified amount of collateral, and the Custodian shall deliver this amount of collateral (and no more) to the

Bank.

If the Bank shall desire to sell or otherwise dispose of any one or more of said securities so deposited with the Custodian, the Bank may substitute for any one or more of such securities other securities of the same market value and of the character authorized herein. Such right of substitution shall remain in full force and may be exercised by the

Bank as often as it may desire; provided, however, that the aggregate market value of all collateral pledged hereunder, shall be at least equal to the amount of collateral required hereunder. If at any time, the aggregate market value of such collateral so deposited with the Custodian be less than the total sum of the City's funds on deposit with the Bank, the

Bank shall immediately deposit with the Custodian such additional collateral as may be necessary to cause the market value of such collateral to equal the total amount of required collateral. The Bank shall be entitled to income on securities held by the

Custodian, and the Custodian may dispose of such income as directed by the Bank without approval of the City.

If surety bonds or letters of credit are utilized, the City shall agree as to the issuer and form of contract prior to pledge. The amount of surety bonds or letters of credit will be at least equal to the minimum required amount as per the City's Investment Policy.

9. Pledge Receipts. The Custodian shall promptly forward to the City copies of pledge receipts covering all such collateral held for the City, including substitute collateral as provided for herein.

10. Default. Should the Bank fail at any time to pay and satisfy, when due, any check, draft, or voucher lawfully drawn against any deposits and the interest on such deposits or in any manner breach the Banking Agreements with the City, the City shall give written notice of such failure or breach to the Bank, and the Bank shall have one (1) business day to cure such failure or breach. In the event the Bank shall fail to cure any such failure or breach within one (1) business day or should the Bank be declared insolvent by a Federal banking regulatory agency, it shall be the duty of the Custodian, upon demand of the

City, to surrender the above described collateral to the City, or it shall be the duty of the surety bond or letter of credit provider to perform under the terms of their respective contract.

The City may sell any part of such collateral, or receive all or any part of a surety bond or letter of credit settlement, and out of the proceeds thereof, pay the City all damages and losses sustained by it, together with all reasonable and documented expenses of any and every kind incurred by it on account of such failure or insolvency, or sale, and account to the Bank for the remainder, if any, of said proceeds or collateral remaining unsold.

11. Sale of Seized Collateral. Any sale of such seized collateral, or any part thereof, made by the City hereunder may be either at public or private sale, provided however, it shall give both the Custodian and the Bank two (2) hours' prior written notice of the time and place where such sale shall take place, and such sale shall be to the highest bidder therefore for cash. The City and the Bank shall have the right to bid at such sale.

12. Release of Collateral. When the relationship of the City and the Bank shall have ceased and when the Bank shall have properly paid out all deposits of the City, it shall be the duty of the City to give the Custodian notice to that effect; whereupon the Custodian shall, with the approval of the City, redeliver to the Bank all collateral then in its possession belonging to Bank. An order in writing to the Custodian by the City and a receipt for such collateral by the Bank shall be a full and final release of the Custodian of all duties and obligations undertaken by it by virtue of these presents.

13. Successors. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns. Whenever a reference is made herein to either party, such reference shall include the party's successors and assigns.

14. Compensation. The City and the Bank agree that any compensation for the performance of all duties and services and interest rate or earnings credit paid on all deposits is set forth in the Application accepted by the City. Except as may otherwise be provided in the Banking Agreements, said compensation shall constitute full payment for all services, liaison, products, materials, and equipment required to provide the professional banking services, including services, materials, training, equipment, travel, overhead, and expenses. Fees shall be fixed for the term of the Banking Agreements, including all extensions.

15. Consideration. The Banking Agreements, are executed by the parties hereto without coercion or duress and for substantial consideration, the sufficiency of which is forever confessed.

16. Counterparts. The Depository Contract and other agreements shall be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes. An electronic or other signature shall also be deemed to constitute an original if properly executed.

17. Authority to Execute. The individuals executing the Depository Contract and other

Agreements on behalf of the respective parties below represent to each other and to others that all appropriate and necessary action has been taken to authorize the individual who is executing the Depository Contract and other agreements to do so for and on behalf of the party for which his or her signature appears, that there are no other parties or entities required to execute the Depository Contract and other agreements in order for the same to be an authorized and binding on the party for whom the individual is signing and that each individual affixing his or her signature hereto is authorized to do so.

18. Governing Law and Venue. This Contract shall be governed by the laws of the State of Texas. Ellis County shall be the venue for any lawsuit arising out of this Contract.

19. Bank Certification regarding Boycotting Israel. Pursuant to Chapter 2271, Texas

Government Code, Bank certifies that either (1) Bank is a sole proprietorship or company with fewer than ten (10) employees, or (2) does not currently boycott Israel and will not boycott Israel during the Term of this Agreement. Bank acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

20. Bank Certification Regarding Boycotting Energy Companies: Pursuant to Chapter

809, Texas Government Code, the Bank certifies that if this contract has a value of

$100,000 or more that is to be paid wholly or partly from public funds of the City, either

(1) Bank is a sole proprietorship or company with fewer than ten (10) employees or (2)

Bank does not currently boycott energy companies and will not boycott energy companies during the Term of this contract. Bank acknowledges this contract may be terminated and payment withheld if this certification is inaccurate.

21. Bank Certification Regarding Boycotting Firearm And Ammunition Industries:

Pursuant to Chapter 2274, Texas Government Code, the Bank certifies that if this contract has a value of at least $100,000 that is to be paid wholly or partly from public funds of the

City, either (1) Bank is a sole proprietorship or company with fewer than ten (10) employees or (2) Bank does not currently boycott firearm and ammunition industries;

and will not boycott firearm and ammunition industries during the Term of this contract.

Bank acknowledges this contract may be terminated and payment withheld if this certification is inaccurate.

22. Notices. Except as may otherwise be specified in the applicable service-level agreements and/or set-up forms, any demand, notice, request, instruction, designation, or other communication(s) required in writing under this Agreement shall be personally delivered or sent certified mail, return receipt requested, to the other party as follows:

City: City of Waxahachie

Attn: Chad Tustison, Finance Director

408 Rogers Street

Waxahachie, Texas 75165

Bank:____________________________________

Attn:_________________________________

Changes to notice information may be made by either party with written notification to the other party.

23. Severability. If any provision of this Contract is held to be illegal, invalid, or unenforceable by a court of competent jurisdiction, the parties, shall, if possible, agree on a legal, valid, and enforceable substitute provision that is as similar in effect to the illegal, invalid, or unenforceable provision as possible. The remaining portion of the

Contract not declared illegal, invalid, or unenforceable shall remain valid and in full force and effect for the term remaining.

24. Binding Commitment. The Bank hereby acknowledges itself duly and firmly bound for the faithful performance of all the duties and obligations required by applicable law, including the Government Code and Local Government Code, such that all funds deposited with it as depository shall be faithfully kept by it and accounted for according to law.

25. Continuation. Unless this contract is terminated sooner, the Bank's designation as the primary City Depository will remain continuously in effect through January ___, 2029, subject to renewals.

7. Depository Application & Submissions

7.1. Authorized Respondent’s Information

7.1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

-Legal Name

-Title

-Email Address

-Phone Number

*Response required

7.1.2. ONE RELATIONSHIP OFFICER*

The City requests one relationship manager to coordinate the successful institution's efforts and remain directly responsible for facilitating all city/institution interaction.

Name:

Title:

Phone:

Email:

*Response required

7.1.3. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this

RFA entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this RFA if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this RFA's requirements.

☐ Please confirm

*Response required

7.1.4. Please review these stipulations below for your acknowledgement and confirmation.*

RIGHT TO CANCEL UNDER FEDERAL OR STATE LAW RULINGS- In the event it would be ruled illegal under the provisions of any Federal or State laws or regulations for the successful institution to comply with the requirements of the contract, then the City expressly reserves the right and privilege to cancel the contract and to re-solicit applications.

RIGHT TO OPEN & MAINTAIN OTHER ACCOUNTS - The City shall have the right, at its sole discretion, to direct, open and maintain accounts at other institutions.

CERTIFICATES OF DEPOSIT - Certificates of Deposit ("CDs") will be opened in the name of the

City and must be fully insured by the FDIC or collateralized in accordance with Chapter 2257

Public Funds Collateral Act and the City's Investment Policy until the maturity date. Proof of collateral must be supplied to the City prior to CD settlement.

RIGHT TO TERMINATE - The City expressly reserves the right to terminate the contract with or without cause at any time by providing ninety (90) days written notice to the successful institution to close its accounts and terminate services.

TERMS FIXED - All fees, rate formulas, and conditions shall be fixed for the entire contract period, including any and all continuations.

SEMI-ANNUAL MEETING-The City expects a review meeting at least once every six months to evaluate the working relationship between the City and the successful institution. The objective shall be to address any problems and to seek solutions as well as keeping abreast of changes, new services, or new requirements.

FORMAL CONTRACT REQUIRED - The final appointment of the successful institution shall be made by the City Council. The successful institution shall be required to enter into a contract that incorporates all of the requirements of their official response to this RFA, along with the accompanying related schedules and materials as called for in this RFA. The formal agreements should include: a primary depository services contract, a collateral custodial agreement, and a

FIRREA compliant resolution of certification (see reference under the Collateral Requirements).

A sample of the proposed contract is provided.

NET OVERDRAFT DEFINED - The City does not intend to have a net overdraft position occur during the term of the contract. A net overdraft shall be defined as a negative balance in the

City's accounts collectively, not by individual account.

OVERDRAFT NOTIFICATION - In the event a check or checks shall be presented for payment where there is insufficient funds in the City's collective accounts, the successful institution agrees to promptly notify the City's Finance department by telephone or other means, of the overdraft condition, and to provide the City a period not exceeding one business day to respond and rectify the condition.

RESEARCH - The City expects that all research requests are responded to within three business days of the request.

BANK ERRORS - Bank errors resulting in lost interest or incorrect service fees to the City must be reimbursed by the bank to the City, utilizing a mutually agreed upon method of reimbursement.

AUDIT CONFIRMATIONS - Successful institution must provide account balance audit confirmations to the City's audit firm annually at no charge.

☐ Please confirm

*Response required

7.1.5. Stipulations - Comment (Optional)

7.1.6. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

7.2. Institutions Information

7.2.1. Financial Institution Name*

*Response required

7.2.2. FDIC or NCUA Certificate #*

*Response required

7.2.3. Principal Place of Business Address and Local Office or Branch Address* *Response required

7.2.4. Principal Place of Business Phone Number*

*Response required

7.2.5. Company Website URL

7.2.6. Person Authorized to negotiate and sign contracts with the city (if different than the

Authorized Contact Provided)

7.2.7. Number of years in business.*

*Response required

7.2.8. State and Date of Incorporation, Partnership, or Ownership Established?* *Response required https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/07a52eb7-fa3b-431c-bff2-4635ee633b79_Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CKCKIKV3%2F20260710%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260710T135109Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEO7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDnqw%2FRTha8bTuNUIHqmqd%2BgwA667g1GjqKK6oArAI1%2BgIhAKXqZ9wtuP2Y0eDFZu0ybIvdNBD26If3KViKehktpCDFKpUFCLf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgyrv9BxqOZVE1dc5Mgq6QR2WdCdf8D9tR126n%2FGEqrIUUqv2mHVLPU%2Bff%2F%2FjTX79kX%2FNNCfnra9ahOrq946WxOG6RxbhO4XVdj3hxDpBY2%2FtK4qKtFJPNj0QAx7qINyQvS64qJd8tly7YU54Z%2BC3WP%2FJVnyhJK4p4UKhF7mSovoT7uKU1L8LQTVYGoAq63NfkhcbEksPxznICz9PU5Swe%2BI77qCgoDuCozbpCrb1mq6PMe5J7K76aGSa1VWBAkKZyVq8hqis46tniKgGU04EKPQrkRso73kwVpFlFdDETZtTlFJHznRw9F8Z6X%2F3GckSd%2BY32aea7YY4bg7a9JkL7Vvz8uUlZtzI4IaaRpsa9ZswRhOjZ3OFpNOspfOkYTN6z1a2M1YZdIdqX3ZoSKjEXoc%2B4gMW3cfZAMMJwhpVoJGgj7qXCUO%2BGIgzUlDjhvuizbH1B%2BDs1cr%2B1xTRyCB3B60%2Bx1cKV%2FcipZks9hUn8t%2BAFQuADz73Zt4ngU7As3IJrSgww7BCwgX1Lq1NIjU6z2Pf9UDzGqCXEkheWkPmpTuoBb04tynpz4XyRbs9%2FWE1rcYEuIST1tdosEjrLCqEr2qtDG7NyZZ75Nkx9RHvYzKgrJ9EbJCxO1NSW2P5UImRCvm6LwkkZfcvZ4ume24fqVjzXOqYAoi0sSOQtVCM9f4ycFmV4Dv1k33KNYhjk4%2F6n6rVl7voSEUjmo3icnOc%2FKdp9P0CNzMrL4oYAfkBojdrleO0gsAOWduX11hDuZucG6MhE6vkmSN8kjxqV1JUdBJBTA3ChFWJlWQnlXdK6PzyYvWP5mIClabZp%2FviFuCHXOPUIPokh5VKDC%2F7cPSBjqYAZ0lIQaTpu8090cKxsutiC0NGsLp8NRrybD3T4FEbU%2F9NFXpojKWsXxW32dIoF22R5elvFIy6Eo%2FUI%2BvnszBXO%2BUe1F9ZA4aFkS8NdNcM8gTtIo4%2BjGkvBtb6%2B8rbxo85uYVuuZ0d%2BwLyoE3pMZfA7n0l56eFUKQXBKnEZrybVx3KIjWnXGM4PAFD6MpW2LUci9n4Q13LqxY&X-Amz-Signature=6bcfcb6d2bcc869981f938421a534b518a1056200918f2e4bb76eb8fb80e6109&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf%22&x-id=GetObject

7.3. Expected Bank Services

The following services must be provided as described or in an alternative form that results in essentially the same outcome or capability.

7.3.1. Online Reporting Services *

The City uses Incode and expects online reporting that at a minimum include:

• ledger balance,

• collected balance,

• one day float amount,

• total credits,

• total debits,

• detail debits and credits,

• transaction search capability and export capability ms-excel, CVS

☐ Yes, you can provide as expected

☐ No, cannot provide as expected

*Response required

7.3.2. Online Reporting Services - Comment (Optional)

7.3.3. WIRE TRANSFERS*

The online banking system must offer wire transfer capability. Wires may be one time or be set up as repetitive of varying amounts. Notification of incoming wire transfers shall be made via the online banking portal.

☐ Yes, you can provide as expected

☐ No, cannot provide as expected

*Response required

7.3.4. WIRE TRANSFERS - Comment (Optional)

7.3.5. ACH*

The City expects a robust ACH system to create ACH credits for direct deposit of payroll and vendor payments, and to direct debit customer accounts for NR and utility billing charges.

☐ Yes, you can provide as expected

☐ No, cannot provide as expected

*Response required

7.3.6. ACH - Comment (Optional)

7.3.7. STOP PAYMENTS*

The City expects the ability to place stop payments online. Please provide additional information regarding auto-renewals and duration of stop payments:

Term of Initial Stop Payment

Automatic Renewal Offered (Yes/No)

Manual Renewal Offered (Yes/No)

*Response required

7.3.8. ONLINE BANKING HISTORICAL INFORMATION RETENTION*

How long is continuous historical information retained online and accessible by the uses?

Please use the comments section to explain the default time period, and if additional fees apply for extending storage time beyond the default time period.

☐ 90 Days

☐ 180 Days

☐ 12 Months

☐ Other - please detail retention length in comments

*Response required

7.3.9. ONLINE BANKING HISTORICAL INFORMATION RETENTION - Comment (Optional)

7.3.10. ONLINE BANKING ADMINISTRATION*

Once the service is in place, are users managed through self-administration, or through requests submitted to the financial institution?

☐ Self-Administration

☐ Via request sent to the financial institution

*Response required

7.3.11. ONLINE BANKING ADMINSTRATION - Comment (Optional)

7.3.12. ALERT/MESSAGING SYSTEM*

The City is interested in alerts sent via email or text messaging to alert City of Waxahachie specific activity such as incoming wires, positive pay exceptions, etc.? If your institution offers this service, how is the City charged for this service?

☐ Messaging is provided at no cost

☐ Messaging is provided for a flat monthly fee

☐ Messaging is provided as a fee per message/per device fee

☐ Messaging of this type is not currently offered by our bank

*Response required

7.3.13. ALERT/MESSAGING SYSTEM - Comment (Optional)

7.3.14. ELECTRONIC DATA INTERCHANGE *

The City expects Electronic Data Interchange ("EDI") service in order to see addenda information included with ACH deposits.

☐ Yes, can provide as expected

☐ No, cannot provide as expected

*Response required

7.3.15. ELECTRONIC DATA INTERCHANGE - Comment (Optional)

7.3.16. PAID CHECK IMAGE OPTIONS *

What options does your institution offer for providing copies of paid checks to the City? (Select all that apply)

Select all that apply

☐ Image of paid checks printed on statements

☐ Image of paid checks printed on the online version of the statements

☐ PDF File downloadable to the City each month

☐ Online Image Inquiry/Search

*Response required

7.3.17. PAID CHECK IMAGE OPTIONS - Comment (optional)

7.4. COLLECTIONS

7.4.1. RETURN CHECK PROCESSING*

The City expects deposited checks to be processed for collection at least twice before making non-paid checks available to the City. The City prefers to receive notice of rejected items electronically. The City expects same day notification of all returned items in excess of

$5,000.00.

☐ Yes, Can provide as expected

☐ No, Cannot provide as expected

*Response required

7.4.2. RETURN CHECK PROCESSING - Comment (Optional)

7.5. DISBURSEMENTS

7.5.1. EMPLOYEE CHECK CASHING *

The City expects the institution to cash checks issued to employees (with proper identification) without service charges or fees to the employee or the City, and without requiring the employee to open an account with the institution.

☐ Yes, Can provide as expected

☐ No, Cannot provide as expected

*Response required

7.5.2. EMPLOYEE CHECK CASHING - Comment (optional)

7.6. FRAUD PROTECTION SERVICES

7.6.1. POSITIVE PAY AND ACCOUNT RECONCILIATION SERVICE *

The City expects positive pay on designated accounts from which checks are issued and full/partial account reconciliation service on the AP Account. The City electronically transmits the issued check files to the institution. Positive pay files must be transmitted electronically.

Minimum payment verification criteria shall be payee name, date, check number, and amount.

The City may approve and make pay/no pay decisions on any exception items.

☐ Yes, can provide as expected

☐ No, cannot provide as expected

*Response required

7.6.2. POSITIVE PAY AND ACCOUNT RECONCILIATION SERVICE - Comment (Optional)

7.6.3. AUTOMATIC STALE DATING OF CHECKS*

The City prefers the option of checks automatically becoming stale dated after a set period of time, based on the issue date in the Positive Pay system. Does your institution offer this feature, and ifso, how does the institution handle items presented after they are stale?

☐ Yes, Stale dating is offered

☐ No, Stale dating is not offered as described

*Response required

7.6.4. AUTOMATIC STALE DATING OF CHECKS - Comment (Optional)

7.6.5. POST NO CHECKS*

The City expects the fraud protection feature or service that prevents checks being presented for payment to be posted to the accounts from which checks are not issued.

☐ Yes, can provide as expected

☐ No, cannot provide as expected

*Response required

7.6.6. POST NO CHECKS - Comment (optional)

7.6.7. ACH POSITIVE PAY aka ACH Fraud Filter*

The City expects ACH positive pay/filter capabilities on its accounts, with the ability to selectively permit specified ACH debits on certain accounts and restrict all ACH debits from certain accounts.

☐ Yes, can provide as expected

☐ No, cannot provide as expected

*Response required

7.6.8. ACH POSITIVE PAY aka ACH Fraud Filter - Comment (optional)

7.7. MISCELLANEOUS

7.7.1. ACCOUNT STATEMENTS*

The City expects that statements be rendered within five (5) working days after the close of the calendar month. Monthly cutoff of statements must occur on the last calendar day of each month. Bank will notify City before inactive accounts are placed in dormant status for inactivity.

The statement shall include debits and credits made on the last day of the period and the detail items. Bank statements must be received monthly, even if there is no activity for the account.

The City expects to have access to online bank statements with images for at least the previous twelve months of statements.

☐ Yes, Can provide as expected

☐ No, cannot provide as expected

*Response required

7.7.2. ACCOUNT STATEMENTS - Comment (Optional)

7.7.3. ACCOUNT ANALYSIS*

The City expects account analysis statements by individual account and at group level, reflecting average ledger balance, average uncollected funds, average collected balance, reserve requirement, average available balance, rate and amount of earnings credit, detail of services provided with quantities and unit fees for each, and total service cost, delivered to the

City on a monthly basis. This requirement applies to "No Fee" or "Fee Waiver" applications.

☐ Yes, Can Provide as Expected

☐ No, cannot provide as expected

*Response required

7.7.4. ACCOUNT ANALYSIS - Comment (Optional)

7.7.5. PAYMENT OF SERVICES and ACCOUNT SETTLEMENT*

The City expects to pay for all services provided by the earnings credit amount generated by account balances, or by direct payment, or a combination of both. The City prefers that settlement of the excess/deficient condition as reflected by the group level account analysis occur on a quarterly basis. The City reserves the right to select Monthly Settlement if the pricing structure of the awarded financial institution favors Monthly Settlement. If deficient, settlement is to be made by direct debit to the City's designated account.

☐ Yes, Can Provide as Expected

☐ No, cannot provide as expected

*Response required

7.7.6. PAYMENT OF SERVICES and ACCOUNT SETTLEMENT - Comment (Optional)

7.7.7. BALANCE ASSESSMENT*

State how the institution will treat any Balance Assessment or balance-based fee applicable to the City (i.e. Deposit Supervisory Fee, Premium Assessment Fee, etc.). Please indicate if the assessment will be for all depository balances or non-interest bearing balances only. (Also, please reflect treatment in the Fee Schedule)

☐ Fees apply to only non-interest-bearing balances.

☐ Fees to be waived.

☐ Fees to be partially waived.

☐ Fee to be passed in full to the City.

7.7.8. BALANCE ASSESSMENT - Comment (Optional)

7.7.9. RESERVE REQUIREMENT*

Applicant must indicate whether or not a reserve requirement on balances used in calculating earnings credit is required.

☐ Yes

☐ No, Reserve Requirement %

*Response required

7.7.10. RESERVE REQUIREMENT - Comment (Optional)

7.7.11. EARNINGS CREDIT RATE*

The institution must state the current ECR, rate formula, and rate floor being proposed:

ECR%

Rate Formula (i.e. is there an index or is it a bank determination?)

How often will the ECR adjust if not indexed?

Rate Floor:

*Response required

7.7.12. INTEREST RATE OPTION*

If balances are sufficient to cover all services and additional balances are available to earn interest, please state the current rate, rate formula, and floor being proposed:

Interest Rate %

Rate Formula (i.e. is there an index or is it a bank determination?):

Rate tiers based on balance?

Rate Floor:

Type of Account: (MMF, Interest Bearing Account, ICS, Investment Sweep Account): Any Fees associated with the recommended investment option:

Comments/additional info if desired to clarify determination of interest rate :

*Response required

7.8. SERVICES UNDER CONSIDERATION

7.8.1. CONTROLLED DISBURSEMENT ACCOUNT(S)*

The City currently utilizes two controlled disbursement accounts for its disbursements. The controlled disbursement presentment notification must also be accessible through online banking services. This information must be available and accessible by I 0:00 A.M. local time.

☐ Yes, Can provide as expected

☐ No, cannot provide as expected

*Response required

7.8.2. CONTROLLED DISBURSEMENT ACCOUNT(S) - Comment (Optional)

7.8.3. ZERO BALANCE ACCOUNT*

The City expects a zero-balance account for its AP Account and may consider replacing the two controlled disbursement accounts with zero balance accounts. The bank teller function must identify the Payroll Account as a ZBA to ensure employee presentments made at the bank are honored.

☐ Yes, Can provide as Expected

☐ No, cannot provide as expected

*Response required

7.8.4. ZERO BALANCE ACCOUNT - Comment (Optional)

7.8.5. REMOTE DEPOSIT CAPTURE (STANDARD)*

The City is considering remote deposit capture services for electronically preparing and…