RFP Banking Services UCC S-P00590-0015769.pdf

1140 Umpqua College Rd • P.O. Box 967 • Roseburg, OR 97470-0226 541-440-4600 • 541-440-4612 fax • 1-800-820-5161 www.umpqua.edu

COVER PAGE

REQUEST FOR PROPOSALS (“RFP”)

Umpqua Community College is issuing RFP under OregonBuys

Solicitation No. S-P00590-00015769 for

BANKING SERVICES

ISSUE DATE:

January 15, 2026

DUE DATE:

February 10, 2026, at 2:00 PM Pacific Standard Time (“PST”)

QUESTION/CLARIFICATION DEADLINE:

Thursday, January 27, 2026, by 12 Noon PST

ON-CAMPUS DEMONSTRATIONS:

Top-ranked proposers may be invited to participate as part of the evaluation process.

RFP SUBMISSION AND QUESTIONS

uccbids.contracts@umpqua.edu.

SINGLE POINT OF CONTACT CONTRACT ADMINISTRATOR:

Joy Yori, Purchasing Manager Natalya Brown, Chief Financial Officer Umpqua Community College Umpqua Community College 1140 Umpqua College Road 1140 Umpqua College Road Roseburg, OR 97470 Roseburg, OR 97470 Email: Joy.Yori@umpqua.edu Email: Natalya.Brown@umpqua.edu

This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this RFP.

It is the Proposer’s responsibility to continue to monitor the UCC Solicitation Documents and OregonBuys website for Addenda.

UCC policies and procedures govern this solicitation (UCC Board Policies) unless otherwise reference or stated.

LATE PROPOSALS WILL NOT BE ACCEPTED

Electronic Bids Only Electronic bids must be received prior to the Closing Date/Time

Umpqua Community College promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:uccbids.contracts@umpqua.edu mailto:Joy.Yori@umpqua.edu mailto:Natalya.Brown@umpqua.edu https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://umpqua.edu/about/governance-operations/governance/board-of-education/board-policies/

RFP BANKING SERVICES

Due Date/Time: 02/10/2026 AT 2:00 PM Pacific Time

Table of Contents

SECTION I – INVITATION AND COLLEGE OVERVIEW

A. Request For Proposals Invitation B. College Overview

Section II – SCOPE OF SERVICES, REQUIREMENTS, AND EVALUATION A. Scope of Services Overview B. Banking Services C. Conversion and Training D. Mandatory Requirements E. Desirable Features F. Evaluation Criteria and Scoring

SECTION III - INSTRUCTIONS TO PROPOSERS

A. RFP Documents B. Single Point of Contact (“SPC”) C. Questions and clarifications D. Modification of Proposal E. Withdrawal of Proposal

SECTION IV – PROPOSAL RESPONSE AND SUBMITTAL REQUIREMENTS

A. Proposed Schedule for Selection and Award of Contract B. Proposal Requirements C. Proposal Submittals D. Consideration of Proposals E. Confidentiality and Proprietary Information – Public Records F. Contingent Proposals G. Clarification Of Proposals H. Rejection Of Proposal I. Withdraw Of Proposal

SECTION V – AWARD AND CONTRACT

SECTION VI – RFP MODIFICATIONS, CHANGES, PROTEST

A. Modifications B. Cancellation C. Firm Offer D. Cost of Proposal E. Proposals Property of UCC F. RFP Protest

SECTION VII – AWARD SELECTION, NOTICE OF INTENT, AND NEGOTIATIONS

A. Evidence of Qualification B. Closing and Opening of Proposals C. Selection D. Notice of Intent to award E. Award Protest F. Negotiations

SECTION VIII - CONDITIONS FOR PROPOSERS

A. Licensing and Tax B. Compliance with Applicable Law C. Public Record

Due Date/Time: 02/10/2026 AT 2:00 PM Pacific Time

D. Financial Responsibility E. Contract Termination F. Default by Contractor G. Responsibility for Damage/Hold Harmless H. Insurance Requirements I. Nondiscrimination J. Execution of Contract Agreement K. Reservation of UCC’s Rights

EXHIBIT 1 – MANDATORY REQUIREMENTS CHECKLIST

EXHIBIT 1-A DESIRABLE FEATURES CHECKLIST

EXHIBIT 2 – BANKING SERVICES – PRICE LIST

EXHIBIT 3 – CONVERSION AND TRAINING NARRATIVES

PROPOSAL SUBMISSION CHECKLIST

ATTACHMENT A - PROPOSER CERTIFICATION

ATTACHMENT B - NON-CONFLICT OF INTEREST CERTIFICATION

ATTACHMENT C - PROPOSER REFERENCE FORM

Due Date/Time: 02/10/2026 AT 2:00 PM Pacific Time

SECTION I – INVITATION AND COLLEGE OVERVIEW

A. Request For Proposals Invitation

Umpqua Community College (UCC) is accepting submittals for full Banking Services as stated in this Request for Proposals (RFP). Submittals will only be accepted electronically by Joy Yori, Purchasing Manager, at uccbids.contracts@umpqua.edu until, but no later than deadline stated on the cover page.

RFP and any support documents are available on the OregonBuys Website Page at: oregonbuys.gov and UCC Purchasing Website at: Office of Business Services - Purchasing - Solicitation Documents. Hard copies of the RFP will not be provided.

A Question Deadline has been set for January 27th 2026 at 12:00 pm, all questions shall be submitted via email to uccbids.contracts@umpqua.edu by the deadline for response consideration.

All responses submitted to this RFP shall contain a statement as to whether the responder is a resident or non-resident entity, as defined in ORS 279A.120. Each responder shall comply with Equal Opportunity requirements and provide Worker's Compensation Insurance for its employees as per ORS 656.029. All subject employers working under the contract are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126.

This Request for Proposal will be considered a contractual document which defines but does not limit the contractual obligations of the firm and must be signed by a signatory of the business with authority to enter into such an agreement. That signature does not bind the College to any agreement until such time as a contract agreement for services is perfected.

No submitted response may be withdrawn prior the College’s completion of all contracts for the subject services.

UCC will not be liable in any manner for expenses incurred by the responder(s) in relation to this opportunity.

The Board of Education for UCC may waive any or all informalities and irregularities, may reject any response not in compliance with all prescribed public procurement procedures and requirements; and may reject at any point, prior to perfecting a contract for the services requested in the solicitation, any or all submittals upon a finding of the College that it is in the public interest to do so.

B. College Overview

Umpqua Community College is a comprehensive two-year public college, supported by tuition, local property taxes, and state revenue, founded in 1964 to provide training and college-level educational opportunities. The College is a public institution under the general supervision of the Higher Education Coordinating Commission (HECC). Local authority is given to the Board of Education comprised of elected citizens within the College district. The district is in Douglas County in southwestern Oregon.

The Office of Business Services manages the College’s financial operations, including oversight of all banking services.

Current Banking Structure

The College currently maintains: Financial Aid – Federal Funds, Accounts Payable Operating Account, Payroll Operating Account, and two sweep (ZBA or equivalent) structures: Accounts Payable Sweep and Payroll Sweep.

The College maintains funds in the Oregon State Treasury LGIP, and will continue to do so.

The College offers direct deposit of payroll and student financial aid. The College utilizes check protection (“Positive Pay”) services and ACH filter blocks.

The College uses Ellucian and Evisions Intellecheck financial software, and creates an ACH file for direct deposits.

College is to be provided a remote deposit check scanner by banking institution for remote depositing of customer payments.

mailto:uccbids.contracts@umpqua.edu https://oregonbuys.gov/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/

SECTION II – SCOPE OF SERVICES, REQUIREMENTS, AND EVALUATION

A. Scope of Services Overview

Umpqua Community College (UCC) seeks proposals from qualified financial institutions to provide comprehensive, secure, and efficient banking services for a period of not less than five (5) years, with one (1) optional two-year extension. The College seeks a banking partner capable of supporting daily financial operations, maintaining strong internal controls, meeting all public-fund banking requirements, and offering technology solutions that enhance cash-management efficiency.

The selected institution (“Bank”) will provide all personnel, systems, technology, equipment, training, and services necessary to support reliable, compliant banking and cash-handling operations. Services must comply with all applicable federal and state regulations, NACHA rules, and Oregon public-funds requirements.

UCC intends to contract with a single financial institution for its primary banking services. The College, however, reserves the right to add, modify, or discontinue services based on operational needs and to maintain additional banking relationships when necessary to support convenient service to students, employees, or the public.

The College aims to improve operational efficiency and leverage banking advancements that support automation, fraud prevention, cybersecurity, and real-time visibility into cash activity. UCC expects its banking partner to provide creativity, technical expertise, and flexibility in recommending process and technology improvements throughout the life of the contract.

The College reserves the right to investigate and consider all information provided in response to the RFP, including, without limitation: any customer references, whether or not furnished by the proposer; past performance of any proposer with respect to its successful performance of similar contracts; compliance with specifications/contractual obligations; and its completion or delivery of a product/service on schedule

B. Banking Services

The banking services to be provided under this RFP include, but are not limited to:

• Full-service depository and disbursement services for all College accounts, including operating and sweep account (ZBA or equivalent) services.

• Cash-management services enabling daily account monitoring, automated reconciliation, cash forecasting, internal controls, and reporting.

• Fraud-prevention services, including Positive Pay, ACH blocks/filters/recalls, user-level configurable permissions, and multi-user approval workflows.

• Electronic payment services, including ACH origination, domestic and international wire transfers, and secure file transmission compatible with conventional data transfer formats.

• Remote check deposit solutions, including software, scanners, and support for deposit processing.

• Cash and coin services, including petty cash support and cash/coin orders, or a documented alternative

• Merchant bankcard processing services, including PCI-compliant solutions for campus departments.

Service must include a card-holder mobile interface for capturing receipt images and coding of expenses.

• Online and mobile banking platforms offering role-based access, real-time account information, file-transmission capabilities, and robust security features.

• Automated daily reconciliation files (including API, etc., in Excel, CSV, or agreed formats).

• Deposit availability consistent with public-sector requirements, including same-day ledger credit for deposits received by the cutoff time and same-day posting of incoming wire transfers.

• Collateralization of public funds in compliance with ORS 295, including the ability to adjust pledged collateral as necessary.

• Customer service and relationship management, including a designated primary banking officer with backup contacts familiar with public-sector banking.

• Reporting and account analysis, including monthly statements detailing all fees, balances, and earnings credits.

• Business continuity and disaster-recovery capabilities, including cybersecurity protections, data backups, and procedures to ensure uninterrupted banking operations.

• Optional value-added services such as financial literacy programs, student financial wellness initiatives, or educational partnerships that support the College’s mission.

• Proposers must describe their proposed transition plan and provide estimated implementation timelines, staffing, training, and required College resources.

• Support for on-campus services, including providing or partnering to provide an on-campus ATM (optional).

C. Conversion and Training.

The successful proposer shall provide a detailed transition and implementation plan describing the approach to onboarding Umpqua Community College’s banking services. The plan shall include, at a minimum, anticipated timelines, staffing roles and responsibilities, data conversion activities, system configuration, training for College staff, and identification of required College resources. Proposers shall also identify potential risks associated with transition and describe mitigation strategies to ensure continuity of services.

D. Mandatory Requirements

In order for a bank to be considered for further evaluation, the proposing entity must be a full-service bank capable of providing at least the services, or acceptable alternative(s), identified in items M1 through M21 below: (See Section VI. REQUIRED FORMS)

M1. Federal Insurance

The bank must be insured by the Federal Deposit Insurance Corporation (FDIC).

M2. Qualified Public Depository

The bank must be a qualified public depository that participates in Oregon’s Public Funds Collateralization Program (PFCP), under Oregon Revised Statutes (ORS) 295 and must meet or exceed all collateralization and reporting requirements.

M3. Banking Facilities and Depository Capability

The bank must be federally or State of Oregon chartered and must provide facilities (or an acceptable technological alternative) enabling deposits and disbursements. The bank must maintain a local branch and acceptable remote-deposit and cash-handling solution that serves the College’s needs in Roseburg, Oregon.

Proposers must describe any alternative systems, processes, or technology intended to replace in-person branch services, including cash/coin handling and check deposits.

M4. Dedicated Account Support

The bank must assign a primary relationship officer and at least one backup contact. All assigned personnel must be available during the College’s business hours and possess sufficient knowledge and authority to assist in resolving issues related to public-sector banking services.

M5. Account Structure and Fraud Controls

The bank must support an account structure equivalent to the College’s current configuration and provide check protection (Positive Pay) services for all applicable accounts, including Payroll, Accounts Payable, and Financial Aid. Proposers must indicate any minimum balance requirements for supporting sweep (ZBA or equivalent) activity. UCC originated checks must be honored upon verification through positive pay system, including in-branch presentment by non-customers.

M6. ACH and Wire Capabilities

The bank must provide access to the Automated Clearing House (ACH) network as both a sending and receiving institution, and support domestic and international wires through the Federal Wire System.

M7. Online Banking Platform

The bank must provide a secure, fully featured online banking platform that enables authorized College users to access real-time and historical account information, including balances, transaction details, void, recall, or stop payments, check and deposit images, returned items, and reporting. The platform must support electronic file transmission (including ACH and Positive Pay) and provide role-based security administration for multiple users.

M8. Electronic Payments and Transfers

The bank must support ACH credit and debit transactions, internal account transfers, and wire transfers.

The system must include dual-control capability, approval workflows, user-level limits, and secure payment-file transmission.

M9. Monthly Account Analysis

The bank must provide a consolidated monthly account analysis statement detailing services provided, ledger and collected balances, earnings credits, and all fees charged.

M10. Secure Deposit Bags

The bank must supply single-use and/or reusable secure deposit bags for courier deposits at no additional cost to the College.

M11. Remote Deposit Capture

The bank must offer remote deposit capture services that support electronic imaging and transmission of check deposits. Proposers must disclose capabilities and costs.

M12. Direct Deposit for Payroll, Financial Aid and Accounts Payable

The bank must support direct deposit for Payroll, Financial Aid and Accounts Payable. Proposals must include pricing, required formats, prenote procedures, transmission deadlines, and technical requirements.

The College currently transmits ACH files generated through Ellucian/Evisions for approximately 475 employees, with a daily cutoff around 2:00 p.m. for next-day crediting. Student enrollment fluctuates and has reached 800 students or more.

M13. Financial Stability Documentation

The proposer must submit two (2) recent annual financial reports to demonstrate financial strength and stability.

M14. Collateralization Requirements

The bank must provide collateralization for all College deposits in accordance with ORS 295 requirements and must demonstrate the ability to adjust collateral levels upon request.

M15. Relevant Experience

The bank must have demonstrable experience providing banking services to large organizations, preferably public-sector entities or municipalities.

M16. Merchant Bankcard Services

The bank must be capable of providing merchant card processing services compatible with the College’s operational needs. Up to 3 merchant-deposit terminals to be provided and technically supported free of charge. Must be able to provide training and demonstration to College staff.

M17. Deposit Availability and Posting Standards

Deposits delivered to the bank by 5:00 p.m. must receive same-day ledger credit. Items clearing within the Federal Reserve Region must be treated as collected funds within one business day. Incoming wire transfers must be credited to the College’s account on the day received.

M18. Automated Reconciliation Data

The bank must provide automated daily reconciliation data in formats compatible with the College’s financial systems (e.g., .xls, CSV, or mutually agreed-upon format). Data must include all posted transactions necessary for reconciliation.

M19. ACH Blocks and Filters

The bank must provide electronic payment authorization controls, including ACH blocks and filters allowing the College to limit transactions by Originating ID and/or dollar amount.

M20. Monthly Statements

The bank must provide checking account statements—including images of deposited and cleared checks— within three (3) calendar days after month-end.

M21. Disaster Recovery and Business Continuity

The bank must provide a description of its disaster recovery, cybersecurity, and business continuity procedures designed to protect the College’s financial operations.

E. Desirable Features

The proposal Narrative Body from each firm shall cover each of the below in the order listed. The rating criteria, within this section, and scoring requires firms to provide a response to each item, D1 through D9, for the College to be able to process a selection. Omitted or missing information may result in dismissal of a proposal.

D1. Service Capabilities and Availability

Quality, availability, timing, and reporting capabilities of all proposed services, including interest-bearing demand accounts.

D2. Pricing Response

Completion of the Banking Services - Price List (Exhibit 2) and competitiveness of proposed fees.

D3. Physical Proximity or Technological Alternatives

Proximity of bank facilities to the College or the quality of technological alternatives for deposits, cash services, and branch-equivalent functions.

D4. Responsiveness and Customer Service

Demonstrated responsiveness to client needs, service-level expectations, and the scope and quality of services offered.

D5. Customer Support Structure

Description of customer support structure, including dedicated representatives, escalation processes, and hours of availability.

D6. Interview or Presentation

Quality of interviews or presentations (if conducted), including responsiveness and demonstrated understanding of College needs.

D7. References

At least three (3) recent client references, preferably from public-sector organizations or comparable institutions.

D8. On-Campus ATM Services

Willingness and ability to provide an on-campus ATM at the UCC Library, including ownership, servicing, and cost structure.

D9. Additional Support for the College

Description of any additional value-added services or ways in which the bank will support students, academic programs, financial literacy, or College operations.

F. Evaluation Criteria and Scoring

Only proposals which appear to meet all requirements will be evaluated and scored. Proposals will be scored by an assigned confidential evaluation committee of College staff and, if applicable, a consultant with expertise related to the subject area of the solicitation. Each submission will be evaluated as noted below. The importance of each category is expressed as a Percentage that is applied to the committee’s scoring.

The Proposal evaluation for selection of Banking Services may occur in two steps. The Proposals received in response to this RFP (Step 1) will be evaluated by a selection committee.

Umpqua Community College may invite the highest-ranked proposers to participate in interviews and system demonstrations. The interview and demonstration will be used to assess the proposer’s understanding of the College’s needs, the qualifications and compatibility of the proposed service team, and the functionality and usability of the proposer’s banking platform. Interview scores may be incorporated into the final evaluation.

Step 1 – RFP Evaluation. Proposals that satisfy all mandatory requirements will be submitted to the selection committee for scoring based upon the Scored Criteria identified in this RFP. The evaluation process will be based on the information submitted, obtained, received, presented, found, and heard in response to this RFP. The College will be the sole judge of the merits of each Proposer’s submission.

Proposers are encouraged to organize their responses using the same headings and sequence as the evaluation criteria.

Compliance with Mandatory Requirements

Rate the proposer’s compliance with all Mandatory Requirements as identified in Exhibit 1. Evaluation is based on completeness, responsiveness, and adherence to required banking, regulatory, and public-funds requirements.

25%

Technology and Operational Efficiency

Rate the proposer’s banking platform and operational capabilities, including online banking functionality, ACH and bill pay setup, intra-bank transfers, reporting tools, purchase card and merchant services platforms, and overall ease of use and efficiency.

20%

Cash Management and Internal Controls

Rate the proposer’s cash-management tools and internal control environment, including Positive Pay (check and ACH), authorized payer setup, approval workflows, stop payment processes, fraud detection, alerts, and issue resolution controls.

15%

Service, Support and Relationship Management

Rate the proposer’s service model, including the structure and experience of the dedicated account team, issue resolution and escalation procedures, continuity of service, responsiveness, and experience serving public agencies or community colleges.

15%

Pricing and Cost Transparency

Rate the proposed fee schedule and pricing structure provided in the Banking Services Price List (Exhibit 2), including clarity, transparency, and alignment with UCC’s operational and budgetary needs.

15%

Phase II Demonstration/Usability

The highest-ranked proposers may be invited to participate in interviews and system demonstrations. 10%

Step 2 –Interviews/Demonstration. The interview and demonstration will be used to assess the proposer’s understanding of the College’s needs, the qualifications and compatibility of the proposed service team, and the functionality and usability of the proposer’s banking platform. Interview scores may be incorporated into the final evaluation as a sixth evaluation element.

If conducted, interviews and demonstrations may represent up to 15% of the total evaluation score and will be incorporated into the final ranking. Interview and demonstration scoring will supplement, not replace written proposal scoring.

Interview and Demonstration Evaluation Factors

During interviews and demonstrations, proposers may be evaluated on:

• Understanding of UCC’s banking environment and public-fund requirements

• Functionality, usability, and security of the online banking and cash-management platforms

• Fraud prevention controls, user permissions, and approval workflows

• Quality of reporting, reconciliation tools, and system integration

• Demonstrated experience and effectiveness of the proposed service team

• Communication style, responsiveness, and compatibility with College staff

• Transition and implementation approach as presented live

• Overall confidence in the proposer’s ability to serve as UCC’s long-term banking partner

Demonstration Focus Areas (Clarification)

As part of the interview and live demonstration, shortlisted proposers may be asked to demonstrate selected workflows relevant to UCC’s day-to-day banking operations. Demonstration focus areas may include, but are not limited to:

• Online banking portal navigation and user access administration

• Role-based permissions and approval workflows

• Positive Pay (check and ACH) setup and exception handling

• ACH origination, bill pay, and intra-bank transfers

• Stop payment requests for checks and ACH transactions

• Credit card and merchant services portals and reporting

• Purchase card platform functionality

• Issue resolution process and escalation support

Demonstrations will be evaluated based on usability, clarity of workflows, effectiveness of controls, and the proposer’s ability to support UCC’s operational needs.

After all the Interviews/Demonstrations are completed, the members of the selection committee will discuss the strengths and weaknesses of the finalists. The members of the selection committee will then score the finalists based on all information received, presented, and heard during the Interviews/Demonstrations. Upon completion of final scoring, negotiations may commence with the top-ranking Proposer.

SECTION III - INSTRUCTIONS TO PROPOSERS

The process used in the selection of a proposal will be a competitive evaluation and scoring of the responses.

Selection and award is based on combination of the qualifications and costs that represent the highest-scored, best overall value to UCC against the evaluation criteria. See Section II.

A. RFP Documents

The documents for this RFP (“RFP Documents”) consist of this RFP plus all attachments and all documents incorporated by reference into this RFP or into the attachments, plus any addenda to this RFP. Copies of the RFP Documents are available on the OregonBuys System located at oregonbuys.gov, and/or Office of Business Services - Purchasing - Solicitation Documents.

The College reserves the right to modify any RFP requirements, adjust the Solicitation Schedule or terminate the entire RFP process at any time, subject to the requirements of the Oregon Revised Statutes and Oregon Administrative Rules. The College will not mail notices of Addenda but will publish notice of any modifications to the solicitation through written Addenda, which may be downloaded at OregonBuys, https://oregonbuys.gov/, and/or Office of Business Services - Purchasing - Solicitation Documents. Proposers are advised to frequently check OregonBuys eProcurement system, and/or Office of Business Services - Purchasing - Solicitation Documents until closing date and time indicated on the cover page of this RFP (the “Closing”), i.e., at least once weekly until the week of the Closing and at least once daily during the week of the Closing.

https://oregonbuys.gov/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://oregonbuys.gov/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/

B. Single Point of Contact (“SPC”)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, the RFP process, contractual requirements, or any other provision.

Proposals are to be submitted to uccbids.contracts@umpqua.edu by the Due Date/Time.

C. Questions and clarifications

All questions shall be submitted in writing via e-mail to the SPC, uccbids.contracts@umpqua.edu no later than deadlines specified in this RFP. If a Proposer is unclear about any information contained in this document or its Exhibits and Attachments, they are urged to submit those questions for formal clarification. The email Subject Line should contain: RFP Banking Questions and Clarifications.

D. Modification of Proposal

Proposals, once submitted, may be modified in written communication via direct email to the SPC prior to the time and date set for proposal opening. Any modifications shall be prepared and submitted by the point of contact named in the original submission with the email Subject Line: RFP Modification; and Body Text to include RFP Identification (Title), Solicitation Number (RFP#) stating that the new document supersedes or modifies the prior proposal.

E. Withdrawal of Proposal

Proposals may be withdrawn by written notification from the authorized representative of the business via email to the SPC, prior to the scheduled proposal deadline. Requests to withdraw proposals shall be marked as follows in the email Subject Line: RFP Withdrawal; and Body Text: RFP Identification (Title), Solicitation Number

(RFP#).

SECTION IV – PROPOSAL RESPONSE AND SUBMITTAL REQUIREMENTS

A. Proposed Schedule for Selection and Award of Contract

The College reserves the right to modify the solicitation schedule at any time, with appropriate notice to prospective Proposers.

The table below represents a tentative schedule of events for the RFP process. All times are listed in Pacific Time. All dates listed are subject to change.

Date Time Post of Solicitation Thursday, January 15, 2026 9:00 AM Questions / Requests for Clarification Due Tuesday, January 27, 2026 12 Noon Proposal Due Thursday, February 10, 2026 2:00 PM Screening of Proposals by Selection Committee February 11 and 12, 2026 Demonstration and Interviews Week of February 16, 2026 Selection Committee Final Review February 20, 2026 Notice of Intent to Award* Monday, February 23, 2026 Recommendation to UCC Board of Educators* Wednesday, March 11, 22026

*Tentative – dates tentative and subject to change

B. Proposal Requirements

Proposer’s submission must include the following information in the order listed. Page limit excludes required forms and financial statements.

The proposal shall contain the proposer’s information and the required forms in this order:

mailto:uccbids.contracts@umpqua.edu%20

1. Introduction

2. Narrative Body - Proposers shall include a written response addressing all elements of the Scope of

Work, including the Transition and Implementation subsection.

3. Mandatory Requirements Exhibit 1

4. Desirable Features Exhibit 1-A

5. Banking Services – Price List Exhibit 2

6. Conversion & Training

7. Financial Reports as indicated in “M13.”

8. Proposal Response (Signature) Form (Attachment A)

9. Non-Conflict of Interest Certification (Attachment B)

10. Reference Form (Attachment C)

11. Signed W-9 Form

Any information Proposer submits that is not required to be included on forms prescribed by this RFP must be formatted in the manner called for in this RFP and submitted on Proposer’s letterhead. If forms are specified, Proposer shall provide required information on those forms. Concise and direct responses are encouraged.

C. Proposal Submittals

Submit one (1) electronic version via email to be received by the Due Date/Time listed in this document to uccbids.contracts@umpqua.edu as stated in this RFP. Electronic versions must be sized appropriately for transfer (under 10mb). Proposals submitted electronically to any other email address may be rejected. It is highly recommended that the Proposer confirms receipt of the email. The email may be opened to confirm receipt but will NOT verify the integrity of the attachment(s), answer questions related to the content of the Proposal, or address the overall responsiveness of the Proposal.

UCC will not accept proposals via file-share links (Dropbox, OneDrive, Google Drive). Only direct email attachments will be permitted.

The proposal should not exceed 20 pages, including visuals and text relevant to UCC’s review. Use 8½ x 11-inch pages, standard business font, and reasonable margins. Resumes of key personnel are exempt from the page limit and should be appended at the end. Additional materials beyond the 20-page limit will not be accepted.

Proposals must be received by the Single Point of Contact named on the cover page before the Due Date/Time.

Late submissions will be rejected but archived according to UCC standards.

Follow the Proposal Requirements format and label responses to each section accordingly.

Proposal should not include extensive artwork, unusual photographs, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested.

D. Consideration of Proposals

Proposals are recorded promptly following the deadline of submission. The responses and all information submitted become public record upon final award and contract execution with the selected Award Vendor, except redacted material as noted.

Locality preference may be given, for purpose of awarding the contract, per ORS 279A.120.

The Board of Education, Umpqua Community College, may waive any or all informalities and irregularities, may reject any Proposal not in compliance with the Proposal documents and all prescribed public procurement procedures and requirements, and may reject for good cause any or all Proposals upon a finding of the College that it is in the public interest to do so.

E. Confidentiality and Proprietary Information – Public Records

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall submit a fully redacted version of its Proposal. Confidential or propriety information shall be noted in the proposals. The electronic copy submitted shall become the proposal of record. For the purpose of public record requests and other dissemination, when proposals contain confidential or proprietary information, a separate identical electronic copy must be supplied with the submittal. Denote the file with the wording “REDACTED VERSION” in the file name.

F. Contingent Proposals

The Proposer must not make its Proposal contingent upon the College's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

G. Clarification Of Proposals

After Opening, the College may conduct discussions with apparent Responsive Proposer(s) for the purpose of clarification and to assure full understanding of the Proposal.

H. Rejection Of Proposal

Proposals may be rejected for failure to comply with the law applicable to submission, failure to comply with the rules adopted by the Board of Education concerning the submission of Proposals or failure to comply with the requirements of the RFP.

I. Withdraw Of Proposal

No Proposer may withdraw its Proposal within sixty (60) days after the hour set for the RFP Closing.

SECTION V – AWARD AND CONTRACT

It is the intent of the College to award the contract to the most reasonable, responsible, responsive highest-scored proposal received. The College will make reasonable effort to issue the notice of intent to award within thirty (30) days of the proposal closing deadline. A written contract embodying this RFP, the Contractor’s proposal in response and any other applicable documents will be issued following approval by the College Board of Education.

The initial term of the contract will not be less than five (5) years, with one (1) optional two-year extension from date of a fully signed contract resulting from award of this RFP.

The Proposer cannot begin work until a Notice to Proceed is issued by the College Representative.

SECTION VI – RFP MODIFICATIONS, CHANGES, PROTEST

A. Modifications

Any change or modification provided by the Owner for this RFP or the documents included as attachments to this RFP shall be made by a duly issued Addendum made available to all firms on the UCC Purchasing website and OregonBuys. The Proposer is solely responsible for checking Office of Business Services - Purchasing - Solicitation Documents and/or oregonbuys.gov to determine whether or not any Addendum(s) are incorporated into the RFP by this reference.

UCC will not be responsible for any other explanation or interpretation of this RFP or the documents included as attachments to this RFP.

Failure to acknowledge Addenda may result in disqualification.

https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://oregonbuys.gov/

B. Cancellation

The College reserves the right to cancel all or any portion of the procurement. In addition, the College reserves the right to reject any or all Proposals and to cancel all or any portion of the procurement.

The College may cancel, delay or suspend a solicitation, or reject all Proposals, if the College believes it is in the public interest to do so. In the event of any such cancellation, delay, suspension, or rejection, the College is not liable to any Proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection.

C. Firm Offer

Submission of a Proposal constitutes Proposer’s affirmation that all terms and conditions of the Proposal constitute a binding offer that shall remain firm for a period of ninety (90) Days from the Closing Date and Time specified on the cover page of this RFP (the “Closing”).

D. Cost of Proposal

All costs incurred in preparing and submitting a Proposal and participating in interviews in response to this Solicitation, and all costs for protest shall be the responsibility of the Proposer and shall not be reimbursed by UCC. The State and the Owner shall not be liable for the Proposer’s costs or damages for filing the protest or to any participant in the protest, on any basis, express or implied.

E. Proposals Property of UCC

All information submitted by a Proposer in response to the RFP shall become the property of UCC and will not be returned to the Proposer. UCC may delete a withdrawn Proposal as requested by the Proposer or its authorized representative, after notifying Propose receipt of withdrawal email.

F. RFP Protest

Submission of a protest by the above-mentioned deadline is the only opportunity for Proposers to protest procurement requirements, technical specifications or any contract terms and conditions attached to this RFP.

To be considered, prospective Proposer's written RFP protest must be emailed to the SPC noted on the cover page with the Subject Line of “RFP Protest – Banking Services.”

The College will consider a RFP Protest filed in compliance with the requirement of this Section if it: 1) identifies this RFP as the solicitation that is the subject of the protest 2) states the grounds that demonstrate how the process is contrary to law, or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) provides evidence or supporting documentation that supports the grounds on which the protest is based; and 4) states the relief sought by prospective Proposer.

If any Proposer takes exception to the technical specifications, contract terms and conditions, or the procurement requirements of this solicitation in its Proposal, other than those addressed and revised by the College through written Addenda, the Proposal must be deemed non-responsive and rejected by the College.

The College will respond to each properly submitted written request for clarification or change or protest. Where appropriate, the College will issue revisions or clarifications via Addenda. Specifications, contractual terms, and procurement requirements can only be changed via formal Addenda issued by the College and posted on the OregonBuys system and UCC website. Proposers are required to acknowledge receipt of all Addenda issued on Attachment B of this RFP.

An issue that could have been, but was not, addressed by the Proposer pursuant to a request for clarification or protest will not be considered grounds for a Protest of Award.

The College may extend Closing if it determines an extension is necessary to consider and respond to a properly filed Protest.

SECTION VII – AWARD SELECTION, NOTICE OF INTENT, AND NEGOTIATIONS

A. Evidence of Qualification

Each responder must meet the Mandatory Requirements and shall submit their evidence per the proposal content in the required completed forms, checklists, and complete narrative.

B. Closing and Opening of Proposals

Proposals will not be accepted after the closing date/time stated in this RFP. The RFP may be extended by any subsequently issued Addenda.

C. Selection

If the College does not cancel the Solicitation after it receives the results of the scoring and ranking for each Proposer, the College will begin negotiating a Contract with the highest ranked Proposer following the evaluation and interview (if conducted) process.

D. Notice of Intent to award

The College shall provide a written Notice of Intent to Award (NOI) to all Proposers at least seven (7) calendar days before the Award of a Contract, unless the College determines that circumstances require prompt execution of the Contract. The College's Award must not be final until the latter of the following:

1. Seven (7) calendar days after the date of the NOI, or

2. The College provides written response(s) to all timely filed protest(s) denying the protest(s) and affirming the Award.

E. Award Protest

Any actual proposing firm who is adversely affected or aggrieved by the College's award of the contract to another responding participant shall have five (5) calendar days after issuance of the award documents to submit to the College a written protest of the award.

In order to be an adversely affected Proposer with a right to submit written protest, a Proposer must itself claim to be eligible for Award of the Contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Proposer must demonstrate that the reason for the Protest is that : (a) all higher-ranked Proposers are ineligible for Award of the Contract because their Proposals were non-responsive;

or (b) as a result of the College committing a material violation of a provision or of an applicable procurement statute or administrative rule, the protester was unfairly evaluated and would have, but for such material violation, would have been the highest-ranked responsible proposer.

In addition, the written protest shall specify the grounds upon which the protest is based and suggested changes that may remedy the defects.

All Award Protests must be in writing and must be submitted via email to the Singe Point of Contact identified on the over page marked as follows:

SUBJECT LINE: RFP Award Protest FIRST LINE OF EMAIL: RFP Title SECOND LINE OF EMAIL: Protest Notice of Intent to Award Date

The President of the College, or such person's designee, shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section D.

If the protest is not settled or resolved by mutual agreement, the President of the College, or such person's designee, shall issue a written decision on the protest in a timely manner. The decision of the President or designee shall be the final decision of the College.

F. Negotiations

Upon the Board of Education approval of the selection committee’s recommendation, the College will proceed to negotiate a contract with the approved firm. If negotiations are not successful within 14 business days, UCC may break off negotiations and begin negotiations with the number two ranked firm, and so forth until a contract is negotiated. The Board of Education must approve and make final award of Contract.

Pursuant to OAR 137-049-0420, UCC may conduct discussions or negotiations with Proposers only in accordance with the requirements of OAR 137-049-0650.

• UCC may commence General and/or Best and Final Offer (BAFO) Negotiations in accordance with UCC

Policies and Procedures following final scoring under either a one or two-step process.

• Any/all exceptions to the Term and Conditions shall be clearly identified and appended to the Proposal in order to be considered by UCC during the negotiation period.

• UCC reserves the right to deny contract term negotiations with the apparent successful Proposer if such contract terms were not received by UCC in the Solicitation response.

• UCC reserves the right to defer decision(s) on requests for contract terms and conditions revisions until after a notice of intent to award is published.

• The College shall, either orally or in writing, formally terminate negotiations with the highest ranked

Proposer if the College and Proposer are unable for any reason to reach agreement on a Contract within a reasonable amount of time. The College may thereafter negotiate with the second ranked Proposer, and if necessary, with the third ranked Proposer, and so on, until negotiations result in a Contract. If negotiations with any Proposer do not result in a Contract within a reasonable amount of time, the College may end the particular formal solicitation. Nothing in this rule precludes the College from proceeding with a new formal solicitation for the same Services described in this Solicitation that failed to result in a Contract.

SECTION VIII - CONDITIONS FOR PROPOSERS

A. Licensing and Tax

The Proposer must meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services requested by this Solicitation.

The College considers the Oregon Corporate Activity Tax (OCAT) as a business expense. Therefore, UCC will not accept bids/Proposals or invoices that specifically cite OCAT as a line-item expense.

B. Compliance with Applicable Law

Proposer agrees to comply with all federal, state, county, and local laws, ordinances, and regulations as well as all applicable UCC policies and procedures while on college-owned properties.

C. Public Record

UCC will retain an electronic copy of this RFP and one electronic copy of each Proposal received, together with electronic copies of all documents pertaining to the award of a contract. These documents will be made a part of a file or record, which shall be open to public inspection after UCC has announced its intent to award a contract.

D. Financial Responsibility

UCC may postpone the selection of finalists or execution of a contract in order to complete its investigation and evaluation. Failure of a firm to demonstrate financial responsibility may render it non-responsible and constitute grounds for Proposal rejection.

E. Contract Termination

UCC may, in its sole discretion, by a written order or upon written request from the contractor, terminate the contract or a portion thereof per provisions of the contract agreement. Termination of the contract or a portion thereof shall not relieve the contractor of responsibility for the work completed, nor shall it relieve the surety of its obligations for any just claims arising from the work performed.

F. Default by Contractor

In the case of default by Contractor, the College may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the contractor, the difference between the price named in the contract and actual cost thereof to the College.

G. Responsibility for Damage/Hold Harmless

The Proposer shall defend and hold the College harmless from liability of any nature or kind because of the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this Proposal, and agrees to defend, at their own expense, any and all actions brought against the College because of the unauthorized use of such articles.

H. Insurance Requirements

During the term of the resulting contract, the awardee will be required to maintain in full force, at its own expense, from insurance companies authorized to transact the business of insurance in the state of Oregon, each insurance coverage/policy as set forth in the contract.

Contractor shall obtain, at contractor's expense and keep in effect during the term of this contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

Minimum scope of insurance. Coverage shall be at least as broad as:

Commercial General Liability. Insurance Services Office (ISO) form CG 0001, providing Commercial General Liability - Occurrence Form.