RFP FI151-06 Banking Services for the City of Fayetteville.docx.pdf

CITY OF FAYETTEVILLE

REQUEST FOR

PROPOSAL

Issue Date:

02/22/2023

RFP Number:

FI151-06

RFP Title: City of Fayetteville Banking Services

RFP Due Date and Time:

03/23/2023, 2pm

Number of Pages:

CONTACT INFORMATION

Procurement Agent and Contact for this RFP:

Carleetha Talmadge, Asst. Finance Director

Procurement Official:

Tina Rich, Senior Accounting Specialist

City of Fayetteville Finance & Administrative Services

Department 210 Stonewall Ave West Fayetteville, GA 30214

Phone: (770) 719-4152 Fax: (770) 460-4238

Website: www.fayetteville-ga.gov

INSTRUCTIONS TO OFFERORS

Return Sealed Proposal to:

City of Fayetteville

Finance & Administrative Services Department

210 Stonewall Ave West Fayetteville, GA 30214

Mark Face of Sealed Envelope/Package:

Offeror’s Name and Address RFP Name and Number: # City of Fayetteville Banking Services RFP Due Date & Time: 03/23/2023, 2pm Special Instructions: Submit 1 original, 3 copies of all documents and 1 electronic copy

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name & Address:

Authorized Signatory:

(Please Print Name and Sign in Ink)

Offeror Phone Number:

Offeror Fax Number:

Offeror Federal I.D. Number:

Offeror Email Address:

OFFEROR MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

TABLE OF CONTENTS

Page Number

Offeror’s Checklist

Schedule of Events 4

Section 1: Project Overview and Instruction 5

1.0: Project Overview 5

1.1: Single Point of Contact 5

1.2: Required Review 5

1.3: Submitting a Sealed Proposal 6

1.4: Offeror’s Certification 8

1.5: Cost of Preparing a Proposal 8

Section 2: RFP Standard Information 8

2.0: Authority 8

2.1: Offeror Competition 8

2.2: Receipt of Proposals and Public Inspection 9

2.3: Classification and Evaluation of Proposals 9

2.4: City’s Rights Reserved 11

Section 3: Scope of Project 12

3.0: City’s Intent 12

3.1: Required Information

3.2: General Information

Section 4: Offeror Qualifications 18

4.0: City’s Right to Investigate 18

4.1: Offeror Informational Requirements 18

Section 5: Cost Proposal 19

Section 6: Evaluation Criteria 20

Section 7: Standard Contract Information 21

7.1: Additional Contract Provisions and Terms 21

7.2: Contract Term 21

7.3: Subcontractors 22

7.4: General Insurance Requirements 22

7.5: Compliance with Workers Compensation Act 22

7.6: Compliance with Security and Immigration Act 22

7.7: Compliance with Laws 25

7.8: Contract Termination

Appendix A: Standard Terms and Conditions 26

Appendix B: Standard Forms 29

Attachment A and B 35

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Fayetteville

1. _______ Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (e.g. contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement agent's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the

RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the procurement agent by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The proposals are evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, e.g. cover page, sample budget form, certification forms, etc.

8. _______ Check the City website for RFP addenda. Before submitting your response, check the City website at www.fayetteville-ga.gov to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and complete. The copies are provided to the evaluation committee members and will be used to rank your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late proposal responses will not be accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s http://www.fayetteville-ga.gov/

SCHEDULE OF EVENTS

EVENT DATE

RFP Issue Date 02/22/2023

Deadline for Receipt of Written Questions 03/10/2023

Response to written questions from City 03/14/2023

RFP Response Due Date 03/23/2023

Notification of Offeror Interviews/Product Demonstrations 03/30/2023

Offeror Interviews/Product Demonstrations (if needed) 04/17/2023

Intended Date for Contract Award 05/04/2023

SECTION 1: PROJECT OVERVIEW AND INSTRUCTION

1.0 Project Overview

The City of Fayetteville is requesting proposals for banking services as described in this Request for Proposal (RFP) for an initial one-year period with the option to renew for four additional one-year terms. The purpose of this RFP is to provide for the benefit of the City the most cost effective and efficient banking services available.

1.1 Single Point of Contact

From the date this Request for Proposal (the “RFP”) is issued until an offeror is selected and the selection is announced by the procurement officer, offerors are not allowed to communicate with any City staff or elected officials regarding this procurement, except at the direction of Tina Rich; the procurement agent in charge of the solicitation. Any unauthorized contact may disqualify the offeror from further consideration. Contact information for the single point of contact is as follows:

Procurement Agent: Tina Rich Address: 210 Stonewall Ave West

Fayetteville, GA 30214 Telephone Number: 770-719-4152 Fax Number: 770-460-4238 E-mail Address: trich@fayetteville-ga.gov

1.2 Required Review

1.2.1 Review RFP: Offerors should carefully review the instructions, mandatory requirements, specifications, and standard terms/conditions as set out in this RFP and promptly notify the Procurement Agent, identified above, in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.2.2 Form of Questions: Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions in writing or via e-mail to the Procurement Agent referenced above on or before March 10, 2023. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.2.3 City’s Answers: The City will provide by March 14, 2023, an official written answer to all questions received within the time frame stipulated under section

1.2.2. The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City.

Any formal written addendum will be posted on the City’s website alongside the posting of the RFP at www.fayetteville-ga.gov by the close of business on the date listed.

1.2.4 Standard Terms and Conditions: By submitting a response to this RFP, offeror agrees to accept the standard terms and conditions as set forth in Appendix A of this RFP. Much of the language included in the standard terms and conditions reflects requirements of state law. Requests for exceptions to the standard terms and conditions or any added provisions must be submitted to the Procurement Agent referenced above by the date for receipt of written/e-mailed questions or with the offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest-ranking offeror during negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions will be addressed in a formal written addendum issued for this RFP and will apply to all offerors submitting a response to this RFP.

1.2.5 Mandatory Requirements: To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. The City will determine whether an offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to ranking reductions during the evaluation process or may be deemed non-responsive.

1.3 Submitting a Sealed Proposal

1.3.1 Organization of Proposal: Offerors must organize their proposal into sections that follow the format of this RFP, with tabs separating each section. A point-by-point response to all numbered sections, subsections, and appendix is required. If no explanation or clarification is required in the offeror’s response to a specific subsection, the offeror shall indicate so in the point-by-point response or utilize a blanket response for the entire section with the following statement:

“(Offeror’s Name)” understands and will comply.

1.3.2 Failure to Comply with Instructions: Offerors failing to comply with these instructions may be subject to ranking reductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further http://www.fayetteville-ga.gov/ consideration any proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.3.3 Multiple Proposals: Offerors may, at their option, submit multiple proposals, in which case each proposal shall be evaluated as a separate document.

1.3.4 Cost Proposal Form: Offerors must respond to this RFP by utilizing the Cost Proposal form found in Section 5. The Cost Proposal form will be used as the primary representation of each offeror’s cost/price, and will be used extensively during proposal evaluations. Additional information should be included as necessary to explain in detail the offeror’s cost/price. One Cost Proposal shall be submitted in a separate, sealed envelope marked “Cost Proposal, RFP #, RFP Name, and Due Date/Time. Additional Cost proposal sheets shall not be included in proposal original or copies.

1.3.5 Standard Forms: Offerors must respond to this RFP by completing the standard forms set forth under Appendix B. The standard forms include legal requirements that must be met before formal negotiations can be completed and the award process commenced.

1.3.6 Copies Required and Deadline for Receipt of Sealed Proposals: All proposals must be received in sealed packaging. Offerors must submit one (1) original proposal, 3 copies (1) electronic copy, to the address set forth in the Cover Page.

One (1) Cost Proposal shall be submitted in a separate, sealed envelope marked “Cost Proposal”, RFP #, RFP Name, and Due Date/Time. Additional Cost Proposal sheets shall not be included in proposal original or copies.

Proposals must be received sealed and at the receptionist’s desk of the location noted in the Cover Page prior to or on March 23, 2023, local time 2:00 pm. Facsimile responses to requests for proposals are NOT accepted.

1.3.7 Late Proposals: Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the offeror’s sole risk to assure delivery to the receptionist's desk at the designated office by the designated time. Late proposals will not be opened and may be returned to the offeror at the expense of the offeror or destroyed if requested.

1.4 Offeror's Certification

1.4.1 Understanding of Specifications and Requirements: By submitting a response to this RFP, offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.4.2 Offeror’s Signature: The proposals must be signed in ink by an individual authorized to legally bind the business submitting the proposal. The offeror’s signature on a proposal in response to this RFP guarantees that the prices quoted have been established without collusion and without effort to preclude the City from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.4.3 Offer in Effect for 90 Days: A proposal may not be modified, withdrawn or canceled by the offeror for a 90-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and offeror so agrees in submitting the proposal.

1.5 Cost of Preparing a Proposal

1.5.1 City Not Responsible for Preparation Costs: The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the offeror. The City is not liable for any expense incurred by the offeror in the preparation and presentation of their proposal.

1.5.2 All Timely Submitted Materials Become City Property: All materials submitted in response to this RFP become the property of the City and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and offeror resulting from this RFP process.

SECTION 2: RFP STANDARD INFORMATION

2.0 Authority

This RFP is issued under the authority of the City of Fayetteville. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

2.1 Offeror Competition

The City encourages free and open competition among offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 Receipt of Proposals and Public Inspection

2.2.1 Public Information: During the opening of sealed proposals, only the name of each supplier shall be announced. No other information will be disclosed nor shall the proposals be considered open record until after council award. All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the council award with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City;

(3) any company financial information requested by the City to determine vendor responsibility, unless prior written consent has been given by the offeror; and (4) other constitutional protections.

2.2.2 Procurement Agent’s Review of Proposals: Upon opening the sealed proposals received in response to this RFP, the Procurement Agent in charge of the solicitation will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the proposal;

• The proposal does not contain confidential material in the cost or price section; and

• An affidavit from an offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each proposal containing trade secrets. Counsel must use the City’s Affidavit for Trade Secret/Private Information form in requesting information remain confidential. This affidavit form is available by contacting the Procurement Agent at the contact number set forth under Section 1.1.

Information separated out under this process will be available for review only by the Procurement Officer, Procurement Agent, the Evaluation Committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 Classification and Evaluation of Proposals

2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive: All proposals will initially be classified as either “responsive” or “nonresponsive”.

Proposals may be found nonresponsive any time during the evaluation process or negotiations if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP;

or the proposal is not within the plans and specifications described and required in the RFP. If a proposal is found to be nonresponsive, it will not be considered further.

2.3.2 Determination of Responsibility: The Procurement Officer will determine whether an offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through negotiation if information surfaces that would result in a determination of non-responsibility. If an offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected offeror.

2.3.3 Evaluation of Proposals: The Evaluation Committee will evaluate the remaining proposals and recommend whether to award to the highest-ranking offeror or, if necessary, to seek discussion/negotiation or a “best and final offer” in order to determine the highest-ranking offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In ranking against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These rankings will be used to determine the most advantageous offering to the City.

2.3.4 Completeness of Proposals: Selection and award will be based on the offeror’s proposal and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the offeror being disqualified from further consideration.

2.3.5 Achieve Passing Ranking: Any proposal that fails to achieve a passing ranking for any part/section for which a passing ranking is indicated will be eliminated from further consideration.

2.3.6 Opportunity for Discussion/Negotiation and/or Oral Presentation/ Product Demonstration: After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, offerors should be prepared to send qualified personnel to the City to discuss technical and contractual aspects of the proposal. Oral presentations and product demonstrations, if requested, shall be at the offeror’s expense.

2.3.7 Best and Final Offer: The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

2.3.8 Evaluation Committee Recommendation for Award: The Evaluation Committee will provide a written recommendation for award to the Procurement Officer that contains the ranking and related supporting documentation for its decision. The Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring in the Evaluation Committee’s recommendation.

2.3.9 Negotiation: Upon recommendation from the Selection Committee, the Procurement Officer and/or City department representatives may begin negotiations with the responsive and responsible offeror whose proposal achieves the highest ranking and is, therefore, the most advantageous to the City. If negotiation is unsuccessful or the highest-ranking offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest-ranking offeror.

2.3.10 Award: Award, if any, will be made to the highest-ranking offeror who provides all required documents and successfully completes the negotiation process.

2.4 City’s Rights Reserved

While the City of Fayetteville has every intention to make an award as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City to award. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

• cancel or terminate this RFP;

• reject any or all proposals received in response to this RFP;

• waive any undesirable, inconsequential, or inconsistent provisions of this

RFP which would not have significant impact on any proposal;

• not award if it is in the best interest of the City; or

• if awarded, terminate any contract if the City determines adequate funds are not available.

SECTION 3: SCOPE OF PROJECT

3.0 City’s Intent

Introduction The City of Fayetteville is moving forward with new technologies and improving our economic structure. We feel that it is essential to find a qualified financial institution, to cultivate with us, in our ever-changing needs.

The City of Fayetteville is requesting proposals from banking institutions that have experience in providing banking services to municipalities. The objectives are to obtain the required services at the most favorable cost consistent with efficient operation and to optimize return on available cash flows for the benefit of the City of Fayetteville.

Minimum Qualifications The financial institution must maintain a full-service branch network with depository facilities physically located within the City of Fayetteville for the full term of the banking contract, or be able to demonstrate how banking services not provided by a local bank would not increase City costs or unnecessarily encumber staff time. This branch bank must be able to offer the full range of banking services required by this RFP.

Must be federally or state-chartered bank qualified to do business and accept deposits in the State of Georgia. By submitting a proposal, the financial institution represents and warrants that it is familiar with local laws and ordinances, and will conform to all local, state, and federal laws, including but not limited to workers’ compensation and all antidiscrimination laws.

Through this contract, the City intends to minimize banking costs, improve operational efficiency, and to maximize investment capabilities. This request for proposal represents the City’s cash management goals, the bank’s required qualifications, and the banking services required to ensure sound financial practices.

Awarded Contract

When the City has tentatively selected a proposer, a planning conference(s) will be scheduled to discuss in detail service implementation and daily operational procedures.

During these conferences, the City may choose to select another proposal if this is in the best interest of the City. Based upon these conferences, a proposed contract will be prepared and recommended for acceptance at the May 4th, 2023 regular meeting of City Council.

Attachments A and B must be completed by bidder and returned as part of this proposal.

Section A: Minimum Depository Criteria

The City's demand and time deposits must be collateralized with pledged securities at or greater than 110% of the market value of such deposits that are in excess of the F.D.I.C.

coverage. The pledged securities for collateral purposes must be of a nature that are acceptable under the applicable Georgia law.

The award of contract must grant the City the privilege that no bank overdrafts will occur and honor such overdrafts on any bank account maintained with that institution either through the City's error or the bank's error.

Section B: Banking Service Requirements

The City currently maintains thirty (30) accounts that will be maintained separately. Each account will be an interest-bearing account. (where applicable)

The minimum scope of banking services requested is as follows:

During the term of this contract, it may become necessary to add and/or delete accounts due to changes in the City's operating structure. The City will instruct the bank as to the relationship the new and/or deleted account will have to the existing account structure.

• Return Deposit Items- All returned items will be permitted for re-deposit one time. If still uncollected, the original deposit account will be charged, and returned items will be emailed to the City. The original advice will be forwarded daily to the City for our review and collection.

• Online Banking- The financial institution will have the ability to supply web-based information reporting systems and allow multiple users with different security level access; provide electronic notifications, provide electronic images of cleared checks front and back, direct deposit services, wire transfers, cashier’s checks, electronic funds and automatic clearinghouse transfers.

■ Stop Payments- All stop payment requests are to go into effect immediately upon the City’s notification to the bank.

■ Wire Transfers-The City makes monthly wire transfers between accounts.

● Remote Deposit- Describe how your remote deposit works

◼ Include type of scanning equipment, software, and transfer procedures involved.

◼ Include equipment purchasing options and any fees associated with the equipment.

◼ Include editing abilities available during deposit process.

◼ Include any fees for deposits.

◼ Provide any other information that would be useful.

• Reconciliation-All accounts will run on a calendar month basis beginning on the first (1st) and ending on the last appropriate day of the month. We request that all reports be available by the 5th of the month for the City’s use of reconciling bank accounts.

• Annual Auditing-Response to Auditor's Request for Confirmation of Balances, and any other information required for our annual audit shall be provided at no cost to the City.

• Banking Materials: Provision of Required Supplies and materials, Including:

◼ Pre-encoded deposit slips and deposit bags ◼ Envelopes ◼ Check Scanning technologies

• Direct Deposit/Check Cashing- Direct Deposit of Payroll capabilities for bi-weekly payroll with 190 employees. Also, banking services to employees; check cashing, accounts, etc.

• Interest Bearing Accounts-Interest must be calculated on a 360-day basis compounded daily and credited monthly to the account(s). Please provide the most recent 12-month history of your banks public interest-bearing accounts.

• Debit-Credit Memo’s- All debit and credit memos required to adjust financial institution errors will not be charged to the City.

• ACH – We offer ACH services for Water & Sewer customers and Accounts Payable. Please describe service and process for ACH. Automatic deposit data will be transmitted to the bank via electronic transmission in a mutually agreed upon data file format. The bank must be a member of the automated clearinghouse associations and be in compliance with all rules and regulations set by the National Automated Clearing House Association, local ACH associations, and ACH operators.

• Image Retrieval - At the end of each month, the bank must provide an electronic image of paid checks that have not been provided on a monthly CD Rom or other imaging capturing media.

• Daily Notifications- Daily email notifications listing rejected items with reason for rejecting. All rejected items will be researched by the bank, and the City will be contacted via email or telephone as necessary to resolve problem.

• Other special reports- Please provide monthly account analysis on all master and subsidiary account lists. The City would like all reports to be electronic.

Does not necessarily need hard copies.

• Positive Pay- The City is looking to implement positive pay services. The city will submit weekly, either through EFT or online, a list of checks issued by the city for accounts payable and our bi-weekly payroll. Please provide in detail how you handle your positive pay accounts, and the benefits this service will provide to the City.

• Security Features- Please describe any other security features that you that would help protect against fraud.

Desirable Services to be priced separately

The following services are desirable, but not mandatory

• Lock Box Services- Please provide detailed information on your Lock Box service capabilities, and any/or other custodial services.

◼ Include types of services (wholesale or retail) ◼ Deadlines and formats of data transmissions ◼ Handling of unprocessed items or return items ◼ How processing errors are resolved and timeline for resolution ◼ Imaging capabilities ◼ Location of center ◼ Security features and retention options ◼ How are changes communicated, whether by the bank or City

• Zero Balance Accounts- Describe process for this type of account

• Investments- Please provide what type of investments you can offer the City and what costs are associated with them.

• Sweep Accounts- The City might consider a sweep account as an alternative to the interest payment on the average collected balance. Please describe the process for this.

• Other Banking Services- It is the City’s intent to advance with the latest technologies. Please provide us with any other banking services in detail that you offer, that will be beneficial to the City, that will be cost effective as well as beneficial.

• Purchasing Cards-

The City issues credit cards to certain staff to assist in transacting City business.

◼ Contract Bank must provide Visa or MasterCard branded credit card.

◼ Sales tax exemption number shall be shown on card.

◼ Contract Bank must have software which enables City to maintain transactions and cards- which includes but is not limited to, changing credit limits, activating/deactivating cards and attaching receipts to each transaction.

◼ Contract Bank must be able to allow for blocking of certain vendor types or commodity codes.

◼ Monthly statements to be provided by bank via paper copy to all card holders and via electronic to certain management and administrative staff.

◼ Payment terms on card are net 30. Please specify in your response any late payment fees to be assessed if payment is beyond net 30.

◼ Interest rates may not be applied if payment is made net 30. Please specify in your response what interest rate will be applied if payment is made beyond net 30.

◼ Contract Bank shall designate personnel who are available during regular banking hours to assist cardholders with transaction questions and shall provide toll free number for card holders to access personnel.

◼ Describe fraud prevention tools.

◼ What protections does your firm offer against fraudulent activity on City accounts?

◼ What are limits of insurance?

◼ Respondents to this RFP will submit a proposal that combines banking services and purchase card services under a single proposal.

Respondents will also submit a second proposal for Banking Services

(without Purchase Card Services). Respondents will also submit a third proposal for Purchase Card Services (without Banking Services). The

City, in its sole discretion, may choose to accept combined Banking

Services and Purchase Card Services Solution; OR they may choose to contract for Banking Services from one Contract Bank and Purchase

Card Services from another Contract Bank.

3.1 Required Information

Offerors shall provide the following information in 8 ½” x 11” format:

1. Cover Letter – statement of interest expressing the professional experience of the consultant including documentation of similar projects completed.

2. References: List of at least 3 professional references to support professional experience.

3. Organizational Chart – identification of key team members and information on professional experience, affiliations, and experience with comparable projects. Please include who will be the City’s main contact and their info (phone number, email, etc.)

4. Time Line – a chart showing key aspects of the project with corresponding completion dates. Include merchant services and remote deposit services.

5. List of Current Projects – identification of all existing team responsibilities and current commitments.

6. Cost Proposal – submitted in separate envelope detailing proposed budget and expenses for project.

3.2 General Information

1. Offerors please answer these questions with in your proposal:

2. What benefits would you offer our employees?

3. What is your disaster recovery procedure?

4. Provide copy of all bank holidays

5. Provide a copy of all agreements that will be required to change to your institution

SECTION 4: OFFEROR QUALIFICATIONS

4.0 City’s Right to Investigate

The City may make such investigations as deemed necessary to determine the ability of the offeror to provide the supplies and/or perform the services specified.

4.1 Offeror Informational Requirements

In determining the capabilities of an offeror to perform the services specified herein, the following informational requirements must be met by the offeror. (Note: Each item must be thoroughly addressed. Offerors taking exception to any requirements listed in this section may be found non-responsive or be subject to ranking reductions.)

4.1.1 References: Offeror shall provide a minimum of three references that are using services of the type proposed in this RFP. The references may include any government or universities where the offeror, preferably within the last five years, has successfully completed a Banking Service for a municipal government or similar agency. At a minimum, the offeror shall provide the company name, the location where the services were provided, contact person(s), customer’s telephone number, a complete description of the service type and dates the services were provided. These references may be contacted to verify offeror’s ability to perform the services requested. The City reserves the right to use any information or additional references deemed necessary to establish the ability of the offeror to perform the conditions of this request. Negative references may be grounds for proposal disqualification.

4.1.2 Resumes/Company Profile and Experience: Offeror shall specify how long the individual/company submitting the proposal has been in the business of providing services similar to those requested in this RFP. A resume or summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area should be provided for all key personnel who will be involved with any aspects to perform the services requested. Offeror should specify how long it has been in the business of providing these services and under what company name.

4.1.3 Method of Providing Services: Offeror should provide a description of the work plan and the methods to be used that will convincingly demonstrate to the City what the offeror intends to do, the timeframes necessary to accomplish the work, and how the work will be accomplished.

SECTION 5: COST PROPOSAL

An appropriate worksheet should be tailored for the project.

Award will consider price, but price will not be the sole, determining factor.

Instructions for submitting Cost Proposal: One Cost Proposal shall be submitted in a separate, sealed envelope marked “Cost Proposal, RFP #, RFP Name, and Due Date/Time. Additional Cost proposal sheets shall not be included in proposal original or copies.

Proposal Price Certification

In compliance with the attached specification, the undersigned offers and agrees that if this proposal is accepted by the City Council within one hundred and twenty (120) days of the date of proposal opening, that the undersigned will furnish any or all of the deliverables upon which prices are quoted, at the price set opposite each, to the designated point(s) within the time specified.

COMPANY__________________________________________________________________

ADDRESS___________________________________________________________________

AUTHORIZED SIGNATURES_____________________________________________________

PRINT / TYPE NAME __________________________________________________________

SECTION 6: EVALUATION CRITERIA

6.0 Evaluation Criteria

All proposals received will be reviewed by the Procurement Agent to ensure that all administrative requirements of the RFP package have been met, such as all documents requiring a signature have been signed and submitted. Failure to meet these requirements may be cause for rejection. All proposals that meet the administrative requirements will be turned over to the Evaluation Committee for further evaluation. The Evaluation Committee will review all proposals received and determine a ranking based on the information provided in Sections 3 through 5 of this RFP. As previously indicated, the Evaluation Committee may, in its sole discretion and in the course of its evaluation, arrange a site visit or request presentations/demonstrations with one or more selected offerors.

In reviewing proposals, the Evaluation Committee will weigh the following:

1. Responsiveness to RFP 10%

2. Ability to perform required Services 25%

3. Financial strength, and long-term viability 25%

4. Fees and costs related to services 20%

5. Interest Rates 10%

6. Banking services within our community 10%

Total 100%

Optional Oral Presentation and Product Demonstration

Oral presentation/interviews and product demonstrations may be required before the final selection and award. Additional points for oral presentation/interviews and product demonstration will be added to the proponent’s total score.

Oral presentation/Interview (if applicable) Scoring Value Maximum Points 15

SECTION 7: STANDARD CONTRACT INFORMATION

7.1 Additional Contract Provisions and Terms

This RFP and any addenda, the offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The Standard Terms and Conditions do not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under any resulting contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.2 Contract Term

The contract term is for an initial one-year period with the option to renew for four additional one-year terms beginning (08/01/2023) and ending (07/31/2023). Renewals of the contract, by mutual agreement of both parties, may be made at any time.

In the event the recommended bidder does not execute the written contract within thirty

(30) days after notice to award, the City may give notice to such proposer of intent to award the contract to the next qualified proposer or to call for new proposals.

The "Banking Services Volume Estimate Sheet", which is included in this RFP (see Attachment 2), indicated the number of transactions anticipated and, although this is the City's best estimate of volumes, the City is in no way guaranteeing that these volumes will actually occur.

By submitting a proposal, the proposer certifies that he has fully read and understands this RFP and has full knowledge of the scope, nature, quantity and quality of the work to be performed, the detailed service requirements to be performed, and the conditions under which the services are to be performed.

The term of the contract shall be for a period of one-year with the option to renew for four (4) additional one-year contracts. It is the intent of the City to allow for termination by convenience by either party after giving written notice to the other party within ninety

(90) days prior to actual termination of services. This provision can be exercised only after the contract has been in effect for two (2) calendar months. In the event of termination for convenience, the awarded bank shall be entitled to compensation for services rendered up to the period of termination and not previously reimbursed by the City. After the contract has been completed, awarded and executed, the bank agrees to maintain all terms of the contract during a transition period of at least ninety (90) days while the accounts from the previous bank are being closed.

7.3 Subcontractors

The highest-ranking offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

7.4 General Insurance Requirements

7.4.1 General Requirements: The Contractor shall maintain for the duration of the contract, at its cost and expense, insurance against claims for injuries to persons or damages to property, including contractual liability, which may arise from or in connection with the performance of the work by the Contractor, agents, employees, representatives, assigns, or subcontractors. This insurance shall cover such claims as may be caused by any negligent act or omission. Proof of insurance must be received at the address listed under Section 1.1 within acceptable time limits established during the contract negotiation process

CONTRACTS WILL NOT BE ISSUED TO VENDORS WHO FAIL TO PROVIDE THE REQUIRED

DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.

7.5 Compliance with Workers’ Compensation Act

The Contractor is required to supply the City with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. Proof of compliance must be received at the address listed under Section 1.1 within acceptable time limits established during the contract negotiation process.

7.6 Compliance with Security and Immigration Act

7.6.1 Work Eligibility Verification Requirement:

(1) Pursuant to O.C.G.A. 13-10-91, every public employer, every contractor of a public employer, and every subcontractor of a public employer’s contractor must register and participate in a federal work authorization program, as follows:

(a) On or after July 1, 2007, every public employer shall register and participate in a federal work authorization program to verify the work eligibility information of all new employees.

(b) No public employer shall enter into a contract for the physical performance of services within the State of Georgia unless the contractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

(c) No contractor or subcontractor who enters into a contract with a public employer shall enter into such a contract or subcontract in connection with the physical performance of services within the State of Georgia unless such contractor or subcontractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

(2) In accordance with O.C.G.A. 13-10-91, the requirements of paragraphs (b) and

(c) of paragraph (1) shall apply to public employers, their contractors and subcontractors, as follows:

(a) On or after July 1, 2007, to public employers, contractors, or subcontractors of 500 or more employees;

(b) On or after July 1, 2008, to public employers, contractors or subcontractors of 100 or more employees; and

(c) On or after July 1, 2009, to all other public employers, their contractors, or subcontractors.

(3) As of the date of enactment of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “Employment Eligibility Verification (EEV)/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA). Public employers, contractors and subcontractors subject to O.C.G.A. 13-10-91 shall comply with O.C.G.A. 13-10-91 and this rule by utilizing the EEV/Basic Pilot Program. The EEV/Basic Pilot Program can be accessed from the USDHS U.S. Citizenship and Immigration Services Internet website at http://www.uscis.gov/. Information and instructions regarding EEV/Basic Pilot Program Registration, Corporate Administrator Registration, and Designated Agent Registration can be found at that website address.

(4) All rules, regulations, policies, procedures and other requirements of the EEV/Basic Pilot Program or any other federal work authorization program defined in Rule 300-10-1-.01 and permitted to be used to satisfy the requirements of O.C.G.A. 13-10-91 and these rules, shall be considered additional requirements of this rule.

(5) In accordance with O.C.G.A. 13-10-91, public employers, contractors and subcontractors may utilize any other federal work authorization program operated by the United States Department of Homeland Security or any other equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control act of 1986 (IRCA), P.L. 99-603, as such work authorization programs become available.

(6) A copy of these Chapter 300-10-1 rules, including any forms prescribed or available to administer and effectuate these rules, shall be published on the Georgia Department of Labor’s website.

7.6.2 Contractor and Subcontractor Evidence of Compliance:

(1) Pursuant to O.C.G.A. 13-10-91, public employers who enter into a contract for the physical performance of services within the State of Georgia shall include in such contract all of the following provisions:

(a) A provision stating that compliance with the requirements of O.C.G.A.

13-10-91 and Rule 300-10-1-.02 are conditions of the contract;

(b) A provision listing the three statutory employee-number categories of “500 or more employees,” “100 or more employees,” and fewer than 100 employees,” as identified in O.C.G.A. 13-10-91, with a space provided for the contractor to check, initial or otherwise affirmatively indicate the employee-number category applicable to the contractor (See Appendix B for the applicable form); and

(c) Provisions stating that: (1) the contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 shall be attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07 which document shall become part of the covered contract; and (2) the contractor’s agreement that, in the event the contractor employs or contracts with any subcontractor(s) in connection with the covered contract, the contractor will secure from the subcontractor(s) such subcontractor(s) indication of employee-number category applicable to the subcontractor (See Appendix B for the applicable form).

(2) Pursuant to O.C.G.A. 13-10-91, public employers shall include in all covered contracts a provision stating the contractor’s agreement that, in the event the contractor employs or contracts with any subcontractor(s) in connection with the covered contract, the contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of the contractor/subcontractor agreement and is available from the Georgia Department of Labor.

(3) All portions of contracts pertaining to compliance with O.C.G.A. 13-10-91 and these rules, and any affidavit related hereto, shall be open for public inspection in this State at reasonable times during normal business hours.

Forms necessary to ensure compliance with this section are included under Appendix B and must be must be received at the address listed under Section 1.1 within acceptable time limits established during the…