RFP Packet # 041425-01 Fiscal Agent.pdf

St. Tammany Parish Sheriff’s Office Randy Smith, Sheriff

Solicitation: RFP# 041425-01

FISCAL AGENT

Bid Designation: Public

ADVERTISEMENT

St. Tammany Parish Sheriff’s Office (“STPSO”) is actively seeking and accepting sealed proposals (“RFP”) for FISCAL AGENT for the St. Tammany Parish Finance department, located at 300 Brownswitch Rd. Slidell, LA 70458.

Information and proposal packages may be obtained by contacting the STPSO Purchasing Department as follows:

◊ In person: Purchasing Department, 300 Brownswitch Rd., 2nd Floor, Slidell, Louisiana 70458;

◊ Phone: April Harberson 985-726-7734 or Penny Vance 985-726-7735 ◊ Email: purchasing@stpso.com ◊ Electronically: www.bidnetdirect.com

Completed proposals must be received by the STPSO Purchasing Department, 300 Brownswitch Road, 2nd Floor, Slidell, LA 70458 no later than 10:00 a.m., April 14, 2025. All proposals must be sealed and plainly marked with the following label on the outside of the sealed envelope/package:

ATTN: Purchasing Department PROPOSAL FOR: Fiscal Agent

RFP NUMBER: 041425-01

VENDOR NAME:__________________________________________

RFP submittal options include the following methods:

◊ Mail: STPSO Purchasing Department, P.O. Box 1229, Slidell, LA 70459 ◊ Via carrier (FedEx, UPS, etc.)

◊ Hand delivery during regular business hours to STPSO Purchasing Department, 300 Brownswitch Road, 2nd Floor, Slidell, Louisiana 70458

Failure to meet the proposal opening date and time shall result in rejection of the proposal.

The St. Tammany Parish Sheriff’s Office shall have the right to reject any or all RFP’s for just cause in accordance with La. R.S. 38:2214(C).

Is accepting sealed proposals for:

Proposal Number: RFP-041425-01

FISCAL AGENT

This proposal will be received by:

STPSO Purchasing Department 300 Brownswitch Rd, 2nd Floor

Slidell, LA 70458

Until

10:00 A.M., Central Standard Time Monday, April 14, 2025

Advertisement in Official Journal St. Tammany Farmer

Please read Request for Proposal instructions on the following pages CAREFULLY.

THIS IS THE PROPOSAL OF: Fiscal Agent

VENDOR NAME: ____________________________________________________________

ADDRESS: __________________________________________________________________

PHONE NUMBER: ___________________________________________________________

DATE: ________________________________

Fiscal Agent Request for Proposal

ADVERTISEMENT

REQUEST FOR PROPOSAL

The St. Tammany Parish Sheriff’s Office is soliciting requests for sealed proposals for the following:

Fiscal Agent

Proposal specifications are available through the St Tammany Parish Sheriff’s Office Purchasing Department 300 Brownswitch Rd., second floor, Slidell, La 70458 (April Harberson (985) 726-7734 or Penny Vance (985) 726-7735)., or electronically at www.bidnetdirect.com.

Completed proposals must be received by the St. Tammany Parish Sheriff’s Office Purchasing Department, second floor, 300 Brownswitch Rd., Slidell, La 70458, no later than 10:00 a.m., April 14, 2025. All proposals must be plainly marked and must contain the following on the outside of the sealed envelope/package:

ATTN: Purchasing Department

PROPOSAL NUMBER: RFP-041425-01

PROPOSAL FOR: “Fiscal Agent”

FINANCIAL INSTITUTION: _________________________________

RFP submittal options are as follows:

Electronically submitted, hand delivered or mailed by proposer or his agent during regular business hours and with a written proof of delivery received from the Purchasing Department:

St Tammany Parish Sheriff’s Office Purchasing Department, 300 Brownswitch Rd.

Slidell, La. 70458

The St. Tammany Parish Sheriff's Office shall have the right to reject any or all RFP’s for just cause in keeping with La. R.S. 38:2214(C).

Run Dates: St. Tammany Farmer – March 12, March 19, and March 26, 2025.

Contents Introduction

General Information

Main Contact

Description of the Sheriff

Instructions to Proposers

General Instructions

Proposal Forms

Standards of Quality

Proposal Opening

Award

Taxes

Termination of Contract for Convenience

Termination of Contract for Cause

Order of Priority

Applicable Law

Venue

EEOC and ADA Compliance

Special Accommodation

Indemnity

Signature Authority

Other

Bonding and Insurance Requirements

Capacity to Provide Required Services

SPECIAL TERMS & CONDITIONS

SCHEDULE OF EVENTS

GENERAL SPECIFICATIONS

FINANCE EXHIBIT I

REQUIREMENTS– SALES TAX

SALES TAX EXHIBITS

REQUIREMENTS – PROPERTY TAX

PROPERTY TAX EXHIBITS

REQUIREMENTS – CIVIL DEPARTMENT

REQUIREMENTS – OCCUPATIONAL LICENSE

OCCUPATIONAL LICENSE EXHIBITS

REQUIREMENTS – ONLINE PAYMENTS RECEIVED – OTHER DEPARTMENTS

SIGNATURE FORM

Introduction General Information

Randy Smith, duly elected Sheriff for the Parish of St. Tammany, State of Louisiana, hereinafter referred to as “Sheriff,” is seeking applications from qualified banking institutions to be the Fiscal Agent for its public funds and monetary accounts. The contract period will be four (4) years, beginning July 1, 2025 and ending June 30, 2029, with an option to extend the contract another four (4) years if agreeable by both parties. The primary objective of the fiscal agent selection process is to identify the banking institution that can offer the highest quality of service at the lowest cost to the taxpayers while providing the highest measure of competence and convenience to the Sheriff for his banking needs.

The contract will be awarded to the most responsible proposer whose proposal conforms to this Request for Proposal and would be the most advantageous to the Sheriff in cost of services and convenience to the Sheriff with other important factors considered.

Main Contact

The principal contact with the Sheriff will be Captain Cynthia Bankston, CPA, the Controller. The main office is within the Sheriff’s Administration Complex, located at 300 Brownswitch Rd., Slidell, LA, 70458. The telephone number is (985)726-7732.

Description of the Sheriff

The Sheriff is a stand-alone local political subdivision (i.e., local governmental entity) providing a variety of services to the citizens of the parish over and above normal law enforcement duties.

The Sheriff serves an area of 854 square miles with a population of 273,263. The Sheriff’s fiscal year begins on July 1st and ends on June 30th.

The Sheriff is charged with four main responsibilities:

The Sheriff has the responsibility of enforcing state and local laws and ordinances within the territorial boundaries of the parish (i.e., general law enforcement). The Sheriff provides protection to its citizens through on-site patrols, criminal investigations, community policing, etc.

The Sheriff administers the St. Tammany Parish Jail. The facility is owned and maintained by the parish; however, the Sheriff provides the manpower to manage and run the facility.

The Sheriff exercises civil process duties required by the various parish courts, such as executing court orders, writs, attachments, and civil warrants, serving legal papers, subpoenas, and notices, seizing immovable and movable property, and administering garnishments.

The Sheriff serves as the “Ex-Officio” tax collector of the parish. As such, the Sheriff is responsible for the collection and distribution of advalorem (property) taxes, sales and use taxes, parish occupational licenses, state revenue sharing funds, fines and forfeitures, costs and bond forfeitures imposed by the courts, etc.

Instructions to Proposers

General Instructions

Read the entire proposal, including all terms and conditions, and specifications. Proposers shall promptly notify the purchasing department of any ambiguity, inconsistency or error which they may discover upon examination of the Proposal Documents. Proposers, requiring clarification or interpretation of Proposal Documents, shall make a written request to the purchasing department at least seven working days prior to the date of receipt of proposals. Any interpretation, correction, or change of the Proposal Documents will be made by written Addendum. Interpretations, corrections or changes of the Proposal Documents made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections or changes.

The proposer should initial any corrections, erasures, or other forms of alteration.

Proposals may be rejected, if they show additions not called for, conditional or alternate proposals not called for, or for incomplete proposals. To assure consideration of your proposal, all proposals and addenda together with the bid guaranty (if applicable) should be returned in an envelope or package clearly marked with the proposal opening date and the proposal description, as to indicate its contents without being opened. This envelope shall be sealed and delivered to the location designated herein prior to or by the proposal date and time specified in the official advertisement.

No responsibility will be attached to the St. Tammany Parish Sheriff’s Office for the premature opening of a package not properly addressed and identified, and/or delivered to the wrong office.

Proposals received after the time specified will not be accepted or considered and will be returned to the Proposer.

Proposals submitted are subject to provisions of the laws of the State of Louisiana including but not limited to LA R.S. 38:2181-2319; instructions to proposers; special conditions; and specifications listed in this solicitation.

IMPORTANT: By signing the proposal, the proposer certifies compliance with all instructions to proposers, special conditions and specifications, and further certifies that this proposal is made without collusion or fraud. The proposal is to be manually signed in ink by a person authorized to bind the vendor (See Signature Authority Pg. 9). All proposal information shall be made with ink or typewritten, or electronically submitted. Any costs incurred by the vendor in preparing or submitting the Proposal are the responsibility of the Vendor and will not be reimbursed by the St.

Tammany Parish Sheriff’s Office.

Proposal Forms

Proposal specifications are available through the St Tammany Parish Sheriff’s Office Purchasing Department 300 Brownswitch Rd., second floor, Slidell, La 70458 (April Harberson (985) 726- 7734 or Penny Vance (985) 726-7735), or electronically at www.bidnetdirect.com (registration fees may apply).

Proposals submitted in the following manner will not be accepted:

A. Proposal contains no signature indicating intent to be bound, or B. Proposal filled out in pencil.

Standards of Quality

Any product or service proposal shall conform to all applicable federal, state, or municipal laws and regulations and the specifications contained in the solicitation.

Proposal Opening

Proposers may attend the proposal opening but no information or opinions concerning the ultimate contract award will be given at the proposal opening or during the evaluation process. Information pertaining to completed files may be secured by requesting in writing from the Purchasing Department.

Award

The St. Tammany Parish Sheriff’s Office reserves the right to reject any or all proposals.

Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Sheriff and the bank selected. The Sheriff reserves the right without prejudice to reject any or all proposals.

In the discretion of the Sheriff and Chief Financial Officer, award shall be made in any manner that will discourage tie proposals. This would include, but is not limited to, consideration of such factors as resident business, proximity, past performance, delivery, and completeness of proposal.

If required, electronic or oral discussions may be conducted with any or all of the Proposers to make this determination.

The contract will be awarded to the most responsible proposer whose proposal conforms to this Request for Proposal and would be the most advantageous to the Sheriff in cost of services and convenience to the Sheriff with other important factors considered.

Taxes

St. Tammany Sheriff’s Office is exempt from all state and local sales and use taxes provided by LA R.S. 47:301 (8) (c).

Termination of Contract for Convenience

The Sheriff reserves the right in his sole discretion and for his convenience and without cause or default on the part of the bank, to terminate this agreement by providing ninety (90) days prior written notice of such termination to bank. Upon receipt of such notice from the Sheriff, the bank shall meet with the Sheriff and, subject to the Sheriff’s approval, determine what work shall be required of the bank in order to bring the project to a reasonable termination in accordance with the request of the Sheriff. If the Sheriff shall terminate for its convenience as herein provided, the Sheriff shall compensate the bank for all work completed to the date of termination. Compensation shall not include anticipatory profit or consequential damages, neither of which will be allowed.

Any termination of the Agreement for alleged default by BANK that is ultimately determined to be unjustified shall automatically be deemed a termination for convenience of the Sheriff.

Termination of Contract for Cause

The Sheriff may terminate this contract for cause based upon the failure of the Bank to comply with the terms and/or conditions of the Contract, provided that the Sheriff shall give the Bank written notice specifying the Bank’s failure. If within fifteen (15) days after receipt of such notice, the Bank has neither corrected such failure nor proceeded diligently to complete such correction, then the Sheriff may, at his option, place the Bank in default and the Contract shall terminate on the date specified in such notice. Additionally, the contract may be terminated, at the sole option of the Sheriff, if any adverse action is taken against Bank by any banking regulator. The Bank may exercise any rights available to it under Louisiana Law to terminate for cause upon the failure of the Sheriff to comply with the terms and conditions of this contract, provided that the Bank shall give the Sheriff written notice specifying the Sheriff’s failure.

Order of Priority

In the event there is a conflict between the instructions to proposers or standard conditions and the special conditions, the special conditions shall govern.

Applicable Law

All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana.

Venue

Bank and Sheriff agree that any legal action or proceeding with respect to this Agreement shall be brought exclusively in the State District Court for the Parish of St. Tammany, State of Louisiana.

EEOC and ADA Compliance

The Proposer agrees to abide by the requirements of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, as amended, Title IX of the Education Amendments of 1972, as amended, the Age Act of 1975, as amended, and the Americans with Disabilities Act of 1990, as amended. By submitting and signing this proposal, proposer agrees that he will not unlawfully discriminate in its employment practices and to render services pursuant to this Agreement with regard to race, color, religion, sex, sexual orientation, national origin, veteran status, political affiliation, or disabilities. Proposer acknowledges and agrees that any act of unlawful discrimination committed by Proposer or any other failure to comply with these legal/statutory obligations, when applicable shall be grounds for termination of any contract entered into by the Sheriff as a result of the RFP.

Special Accommodation

Any “qualified individual with a disability” as defined by the Americans with Disabilities Act who has submitted a proposal and desires to attend the proposal opening, must notify this office in writing not later than seven (7) days prior to the proposal opening date of their need for special accommodations. If the request cannot be reasonably provided, the individual will be informed before the proposal opening.

Indemnity

The Proposer will indemnify, defend, and hold harmless the ST. TAMMANY PARISH SHERIFF’S OFFICE, including the ST. TAMMANY PARISH SHERIFF’S OFFICE employees and agents, from and against any and all claims or liabilities arising from the fault of the Proposer, its employees or agents in carrying out the Proposer’s duties and obligations under the terms of this agreement. The ST. TAMMANY PARISH SHERIFF’S OFFICE will indemnify, defend, and hold harmless the Proposer, including the Proposer’s employees and agents, from and against any and all claims or liabilities arising from the fault of the ST. TAMMANY PARISH SHERIFF’S OFFICE, its employees or agents in carrying out the ST. TAMMANY PARISH SHERIFF’S OFFICE duties and obligations under the terms of this agreement. This section will survive the termination of this agreement. In the event that either party takes any action to enforce this mutual indemnity provision, the prevailing party shall be entitled to recover reasonable attorney’s fees and costs arising as a result thereof.

Signature Authority

The proposal shall be signed by an authorized representative of Proposer who has the authority to obligate the Proposer as evidenced by a corporate resolution.

Other

Please provide a list of references of comparable governmental banking within the last year in the State of Louisiana.

The envelope containing the completed RFP forms must be sealed and have the purchasing department's signature, date and time received on the envelope.

Bonding and Insurance Requirements

Each banking institution must maintain a financial institution bond, with a limit of not less than aggregate with valuable paper coverage.

Capacity to Provide Required Services

Each banking institution must have the capacity to provide all the required services internally.

SPECIAL TERMS & CONDITIONS

1. Proposal delivery instructions for St. Tammany Parish Sheriff’s Office.

Paper Proposals may be delivered by hand or courier service with at written receipt received from the Purchasing Department to out physical location as follows:

Purchasing Department 300 Brownswitch Rd, Second Floor Slidell, La 70458

(985) 726-7734

The Proposal shall be sealed in a package(s) showing, in addition to the address above; the following information should be included on the outside:

ATTN: Purchasing Department

PROPOSAL NUMBER: RFP-041425-01

PROPOSAL FOR: “Fiscal Agent”

FINANCIAL INSTITUTION NAME:

Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The St. Tammany Parish Sheriff’s Office is not responsible for any delays caused by the proposer’s chosen means of proposal delivery. Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening date and time shall result in rejection of the proposal.

2. Certificate of Liability Insurance naming St. Tammany Parish Sheriff’s Office as an additional insured.

SCHEDULE OF EVENTS

1. The following is the current schedule as defined by the St. Tammany Parish Sheriff’s Office

Selection Process Step Dates(s) Release and issuance of the Request for Proposal (RFP) March 12, 2025 Written Question Due April 01, 2025 10:00 A.M.

Proposals Due April 14, 2025 10:00 A.M.

Contract Review and Negotiations To Be Determined Begin Implementation To Be Determined Complete Implementation To Be Determined

The St. Tammany Parish Sheriff’s Office reserves the right to deviate from these dates with 72 hours’ notice posted at the St. Tammany Parish Sheriff's Office website.

2. All questions regarding the RFP should be directed, in writing by e-mail no later than 10:00 a.m., Central Standard Time, on Tuesday, April 01, 2025. Questions received after this date and time will not be accepted. Send questions to:

April Harberson or Penny Vance P O Box 1229 Slidell, LA 70459 purchasing@stpso.com

3. Vendors must submit ORIGINAL plus five (5) printed copies of their Proposal, one (1) usb drive and supporting materials by: April 14, 2025, 10:00 a.m. (Central Standard Time).

ST. TAMMANY PARISH SHERIFF’S OFFICE

RFP #041425-01

RFP FOR FISCAL AGENT BANK

GENERAL SPECIFICATIONS

We ____________________________ (insert name of financial institution) herewith submit this Request for Proposal, undersigned by our representative who is legally able to bind this institution, to serve as fiscal agent for the St. Tammany Parish Sheriff’s Office for the four (4) year period from July 1, 2025 through June 30, 2029 and may be renewed for one (1), four-year period, with the written consent of both parties. The St. Tammany Parish Sheriff’s Office has the option to cancel any contract, anytime, for any reason by issuing a NINETY (90) day written notice to the vendor. In the event of termination of said contract, all obligations of either party under this contract shall cease.

The services currently provided by our fiscal agent are satisfactory, but State law requires a request for proposal after the expiration of our contract. This process also provides the St. Tammany Parish Sheriff’s Office the opportunity to explore alternative procedural methods with various technological advances that could improve its banking, cash management and customer service capabilities. This proposal is made in strict compliance with all provisions of the applicable laws of the State of Louisiana, including Revised Statutes 39:1211 through 39:1235, and the following conditions and/or specifications:

Fiscal Agent must be a bank organized under federal and state laws. Fiscal Agent Bank must be domiciled in St. Tammany Parish with operating branches in Covington and Slidell.

Fiscal Agent must have online capability to transmit and receive wire transfers and process book transfers. Fiscal Agent must have capability for Positive Pay and ACH Debits Authorization services. Fiscal Agent must have the capability of servicing online payments from taxpayers.

Electronic Funds Transfers and Electronic Data Interchange shall be provided. The proposer shall be associated with the National Automated Clearing House Association (NACHA) and any other necessary clearing Houses to facilitate the electronic process.

A copy of all canceled checks will be numerically sorted on each account monthly and returned to the Sheriff’s Office via electronic download or on CD ROM or other digital device. The CD ROM or digital device must provide accessing, storing, and retrieving of images – front and back – made on a monthly basis. It also must allow searches of checks by dollar amount, check number, and/or account number. This application must be able to run on Windows 10/11 with Sharp printers.

The Sheriff’s Office hereby defines “media” when used in this RFP to mean CD- ROM, DVD, or electronic transfers.

No charge of any kind shall be made to the St. Tammany Parish Sheriff’s Office or any agency under its control for Direct Deposit Services, Bank Money Orders, Cashier’s Checks, Certified Checks, Wire Transfers in or out, Safekeeping Services, Overdrafts, Stop Payments, Bank Drafts and Account Confirmation Requests, Online payment receipt, Full Automated Account Reconciliation, Positive Pay, Departmental Credit Cards and/or Procurement Cards, Remote Deposit, Electronic Debit Protection, and Online information reporting. No charge of any kind shall be made to the Sheriff’s Office or any agency under its control on any non-interest or interest bearing checking accounts, nor shall the Fiscal Agent bank limit the number of such checking accounts. Please find included in this proposal the St. Tammany Parish Sheriff’s Office financial statements: Balance Sheet-Governmental Funds and Combining Statement of Fiduciary New Position for the Year Ended June 30, 2024 as well as four months of the St. Tammany Parish Sheriff’s Office bank analysis’ from the current Fiscal Agent. The four months that were chosen should provide current volumes of banking services rendered to our agency. (Finance Exhibit 1)

FINANCIAL STATEMENTS AND RATINGS:

Please provide the most recent audited financial statements for the bank; and at least two (Standards & Poor’s, Moody’s and Fitch) credit ratings for the past three years.

PLEDGED SECURITIES:

Deposits of all funds and checks by the St. Tammany Parish Sheriff’s Office, including all agencies under its control, shall be received at par.

It shall be the responsibility of the Fiscal Agent bank to provide security for the deposited funds in accordance with Louisiana Revised Statues 39:1221 through 39:1226, inclusive, as any, or all of said statutes may hereafter be amended or repealed. The market value of securities shall at all times be equal to or in excess of the amount of funds being secured, less the applicable federal deposit insurance.

A listing of securities pledged by and the market value assigned to each security as well as the deposits held by the bank will be supplied to the St. Tammany Sheriff’s Office within fifteen (15) working days after the end of each month. The source of assigned market values is to be identified and shall be in accordance with Revised Statute 39:1223. Pledging additional security will immediately make up any shortfall as noted by the Fiscal Agent Bank.

Further, the Fiscal Agent Bank agrees to pledge additional securities as deemed necessary at any time by the St. Tammany Parish Sheriff’s Office.

The pledged securities, as required by Revised Statute 39:1224, shall be deposited with the St.

Tammany Parish Sheriff, or with an unaffiliated bank or trust company, or Federal Reserve Bank, or any Federal Home Loan Bank or its successor. The depository bank or trust company; or federal reserve bank must be acceptable to both the Sheriff’s Office and the Fiscal Agent bank, and if these two (2) cannot agree, the commissioner of financial institutions shall designate a depository.

Banks or trust companies, which are subsidiaries of a bank holding company shall not be considered, affiliated. The pledged securities shall clearly indicate that they are pledged to the account of the St. Tammany Parish Sheriff’s Office. Pledged securities can only be released with the authorization of the designated authority of the Sheriff’s office.

At no time shall the deposits of the St. Tammany Parish Sheriff’s Office exceed the capital stock, declared surplus and undivided profits of the bank.

ACH PROCESSING:

Fiscal Agent shall have a payroll direct deposit application.

Bank must support the delivery of ACH payroll files.

Please provide the banks’ cut-off times for customer initiation of ACH transactions.

Describe the procedures used to verify accurate and secure receipt of transmissions.

Describe your bank’s process for reversing and deleting files, batches, and items.

This application must accommodate standard Windows 10/11 with Sharp printers.

No charges will be assessed against the Sheriff’s Office for direct deposit services.

REPORTING CAPABILITIES:

Fiscal Agent shall have on-line information reporting, and capability to initiate on-line bank transactions. Fiscal Agent shall have ability to interface with St. Tammany Parish Sheriff’s Office for monthly bank statements, information discrepancy reports, cashed check information, payroll direct deposits, wire transfers, online payment receipts, and interfund bank transfers. Sheriff will have online access to all daily banking transactions.

Please provide detail listing of all features and functionalities of on-line banking applications

Application must support standard Windows 10/11 with Sharp printers.

DEPOSITS/INVESTMENTS:

The balance of the St. Tammany Sheriff’s Office’s funds may be invested in interest bearing accounts or securities. The St. Tammany Parish Sheriff’s Office currently invests through the Louisiana Asset Management Pool, Inc. (LAMP).

Indicate whether you offer Dealer Bank or Brokerage services to assist with the purchase and sale of government securities.

If the Fiscal Agent cannot fulfill the remaining contract, bank agrees to compensate the St.

Tammany Parish Sheriff’s Office for all costs associated with termination of this contract and relocation of St. Tammany Parish Sheriff’s Office’s banking.

TRAINING SERVICES:

The bank must provide on-site training to the St. Tammany Parish Sheriff’s Office personnel for the operation and use of the bank’s services and automated systems for all areas of service on an as needed basis. Training, operating manuals, and ongoing support are to be supplied by the bank for all services provided. Bank will provide assistance with software installation, training, and support.

FORMAT OF PROPOSAL:

The proposal should be prepared simply and economically, providing straight-forward and concise information.

RELATED EXPERIENCE:

Describe the bank’s experience in providing similar services. Summarize the services provided for two to three of the bank’s most comparable corporate or government customers. Include a brief description of the services provided, how long such services have been provided, and a contact person for each client.

ASSIGNED INDIVIDUALS:

Please provide the credentials, experience, and availability of the person(s) assigned to the St.

Tammany Parish Sheriff’s Office accounts. Fiscal Agent shall notify the St. Tammany Parish Sheriff’s Office thirty (30) days in advance of a change in the contact person. If substantial changes in personnel occur, the St. Tammany Parish Sheriff’s Office shall have grounds for changing or canceling the contract. The notification must be in writing.

CONVERSION PLAN:

Give a description of the overall plan to ensure a smooth transition from the current provider including a timeline. The accepted provider should discuss any issues that may be different from the existing services.

SERVICE ENHANCEMENTS:

Using information about the St. Tammany Parish Sheriff’s Office banking needs and goals, please describe any enhancements, technological or otherwise, that the St. Tammany Parish Sheriff’s Office should consider to improve operational or cash management efficiencies.

INTEREST RATES:

Please provide both interest rates as given by the 91-Day US Treasury Bill and the Fed Funds Rate that will be given to the St. Tammany Parish Sheriff’s Office.

OTHER FEES AND CHARGES:

The bank shall not charge an employee of the Sheriff any fee for the cashing of any check drawn on a Sheriff’s account; this includes, but is not limited to, employee payroll checks.

EXCEPTIONS:

Please provide a list of any services required by the St. Tammany Parish Sheriff’s Office which are not included in the bank’s proposal.

EVALUATION OF PROPOSAL:

The proposals will be evaluated by a committee consisting of St. Tammany Parish Sheriff’s Office employees that are directly and indirectly responsible for administrating the St. Tammany Parish Sheriff’s Office banking activities.

SCORING:

The St. Tammany Parish Sheriff’s Office will determine whether to hold discussions with the banks that are in “competitive range” or to recommend that the contract be awarded without discussion on the basis of the proposal submitted. The scoring calculations with be based on a 100-point scale.

The evaluation criteria are as follows:

I. Comprehensiveness of Services Provided. The St. Tammany Parish Sheriff’s Office’s evaluation of the overall capabilities of the bank to meet all requirements as indicated in the request for proposal.

II. Related Experience. The bank’s related experience in providing services comparable to the St. Tammany Parish Sheriff’s Office needs.

III. Bank Stability. The bank’s financial standings and credit ratings. 15

IV. Assigned Individuals. The credentials, experience, and availability of the person(s) assigned to the St. Tammany Parish Sheriff’s Office accounts.

V. Conversion Plan. The thoroughness of the conversion plan to ensure a smooth transition from the current provider.

VI. Service Enhancements. The bank’s effort to understand the St. Tammany Parish Sheriff’s Office needs and the level of creativity the bank shows to introducing new technologies and ideas to improve current practices and procedures.

VII. Interest Rate. The interest rate based on the US Treasury Bill and Fed Funds Rate given to the St. Tammany Parish Sheriff’s Office.

VIII. Other Factors. Any other factors that the St. Tammany Parish Sheriff’s Office believes would be in the best interest of the St. Tammany Parish Sheriff’s Office to consider which were not previously described to include branch locations in relation to the St. Tammany Parish Sheriff’s office needs and capital requirements and strength of bank.

COMMENTS:

By requesting proposals, the St. Tammany Parish Sheriff’s Office is in no way obligated to award a contract or pay expenses of the proposing banks in connection with the preparation or submission of a proposal.

The St. Tammany Parish Sheriff’s Office would like to thank all the banks and their respective staff for the effort they put forth in responding to the Fiscal Agent request for proposal.

FINANCE EXHIBIT I

Finance Exhibit I

Finance Exhibit 1

List of Current Bank Accounts

Operating Fund Master (General Fund, Jail Fund, Commissary Fund) Payroll Account AP Agency Account Redemption Sales Tax Occupational License Court Fines Traffic Jail Agency Agency Protest Revenue Sharing Inmate Trust Civil Advalorem Crime Lab Bond Sinking Fund Capital Project Account Federal Asset Forfeiture-DOT Federal Asset Forfeiture-DOJ

LLEBG

Risk Management Self Insured Retention

Finance Exhibit I

St Tammany Parish Sheriff Account Service Volumes

Description 23-Dec 24-Jan 24-Aug 24-Sep Product Group

Deposit Administration Fee 12172

4 18869 38502 38460 BAL

Target/zero Balance Master Main 1 1 1 1 GEN Target/zero Balance Account Maint 3 3 3 3 GEN Monthly Account Maintenance 25 19 19 19 GEN

Cash Deposited Branch 11225

72821

22325

28662

7 DEP

Remote Deposit License Fee 12 12 8 8 DEP Paid Check Items Viewed 2 5 21 51 DEP Teller Transaction Fee 281 258 234 210 DEP Remote Deposit Maintenance 1 1 1 1 DEP Deposits Credits 1112 902 619 551 DEP Items Deposited Encoded 17447 7064 615 595 DEP Items Deposited Unencoded 5326 4146 2136 1969 DEP Return Items 31 23 10 5 DEP Adjustment/deposit Corrections 16 9 0 0 DEP Remote Deposit Items Processed 17433 7056 615 595 DEP Remote Deposit Car Lar 12 12 8 8 DEP Checks Paid 886 871 1260 1085 PAP Positive Pay - Exception Items 2 2 2 0 PAP Positive Pay Exception Item Return 2 2 1 0 PAP Positive Pay Maintenance 6 6 6 6 PAP Online Stop Payments 1 1 0 0 PAP Positive Pay Issues Uploaded 915 871 1369 1073 PAP Positive Pay Voids Uploaded 21 17 85 50 PAP Positive Pay Items 846 834 1224 1041 PAP ARP Duplicate/issue Corrections 2 1 3 1 PAR Online Upload Fee/file 55 54 68 55 PAR ACH Received Debit 139 135 85 75 ACH ACH Received Credit 902 1110 865 864 ACH ACH Return Item 152 213 23 15 ACH ACH Debit Filter Protection Maint 1 1 1 1 ACH ACH Input - Batch Processed 34 39 23 19 ACH ACH Debit Filter Authorization 2 2 2 2 ACH ACH Unauthorized Return 16 10 4 0 ACH ACH Online Credit Origination 1540 1539 1528 1526 ACH ACH Online Debit Origination 20108 14923 4940 4840 ACH File Transmission Per File 1 1 1 1 EDI

Description 23-Dec 24-Jan 24-Aug 24-Sep

Product Group

Online Book Transfer 46 65 51 44 WIR Incoming Domestic Wire 7 4 4 3 WIR Online Wire Transfer Monthly Maint 1 1 1 1 WIR Online Outgoing Domestic Wire 146 92 89 75 WIR Info Svcs Intraday Balance Report 1 1 1 1 INF Info Svcs Previous Day Items 3537 3254 3191 2687 INF Info Svcs Monthly Maintenance 1 1 1 1 INF Info Svcs Additional Accounts 28 28 28 28 INF ACH Monthly Maintenance 1 1 1 1 ACH

REQUIREMENTS– SALES TAX

ONLINE FILERS

The STPSO Sales Tax Department accepts online payments through a 3rd party provider. The Fiscal Agent must be able to accept uploaded/imported National Automated Clearing House Association (NACHA) files and any other necessary clearing house payment files to facilitate electronic deposit into the Sales Tax account on a daily basis. STPSO Sales Tax Department must be able to print ACH Payment Detail report (exhibit 1) and Audit Trail report (exhibit 2) with each uploaded and approved batch.

Fiscal Agent’s system must incorporate dual control capability for the initiation and approval of uploading/importing NACHA or other clearing house files by requiring separate transactions. The person that uploads/imports the NACHA file should not be the same person approving and releasing the NACHA file.

The Fiscal Agent must be able to accept ACH Credit payments from sales tax vendors.

REMOTE DEPOSITS

The STPSO Sales Tax Department must have the ability to make remote deposits in batches with equipment provided by the Fiscal Agent. STPSO Sales Tax Department must be able to print a Batch List Deposit report for remote deposits (exhibit 3).

ADDITIONAL REPORTS

The STPSO Sales Tax Department must have the ability to view and print bank statements on a daily basis and to view and print NSF and ACH returned items reports.

The STPSO Sales Tax Department must have the ability to download account detail as a CSV or Excel file.

FISCAL AGENT CONTACTS

Fiscal Agent shall provide a list of their contact personnel who are qualified to assist the STPSO Sales Tax personnel regarding any issues, questions, problems, etc., concerning this process.

ACKNOWLEDGEMENT AND ACCEPTANCE OF SALES TAX PROCESSING

Signature

Name/Title

Fiscal Agent Name

SALES TAX EXHIBITS

EXHIBIT 1

Payment Detail Report

EXHIBIT 2

Payment Audit History Report

EXHIBIT 3

Remote Deposit Batch List Report

REQUIREMENTS – PROPERTY TAX

The STPSO Property Tax Department accepts online payments through a 3rd party provider. The Fiscal Agent must be able to accept uploaded/imported National Automated Clearing House Association (NACHA) files and any other necessary clearing house payment files to facilitate electronic deposit into the Property Tax account on a daily basis. STPSO Property Tax Department must be able to print ACH Payment Detail report (exhibit 1) and Audit Trail report (exhibit 2) with each uploaded and approved batch.

Fiscal Agent’s system must incorporate dual control capability for the initiation and approval of uploading/importing NACHA or other clearing house files by requiring separate transactions. The person that uploads/imports the NACHA file should not be the same person approving and releasing the NACHA file.

REMOTE DEPOSITS

The STPSO Property Tax Department must have the ability to make remote deposits in batches with equipment provided by the Fiscal Agent. STPSO Property Tax Department must be able to print a Batch List Deposit report with images for remote deposits (exhibit 3).

ADDITIONAL REPORTS

The STPSO Property Tax Department must have the ability to view and print bank statements on a daily basis and to view and print NSF and ACH returned items reports.

The STPSO Property Tax Department must have the ability to download account detail as a CSV or Excel file.

FISCAL AGENT CONTACTS

Fiscal Agent shall provide a list of their contact personnel who are qualified to assist STPSO Property Tax Department personnel regarding any issues, questions, problems, etc., concerning this process.

ACKNOWLEDGEMENT AND ACCEPTANCE OF PROPERTY TAX PROCESSING

PROPERTY TAX EXHIBITS

EXHIBIT 3

Remote Deposit Batch List Report

REQUIREMENTS – CIVIL DEPARTMENT

ONLINE PAYMENTS

The STPSO Civil Department contracts with a 3rd party provider for online electronic payments.

The Fiscal Agent must be able to accept ACH deposits from this provider.

REMOTE DEPOSITS

The STPSO Civil Department must have the ability to make remote deposits in batches with equipment provided by the Fiscal agent. STPSO Civil must be able to print a Batch List Deposit report with images for remote deposits.

REPORTS

The STPSO Civil Department must have the ability to view and print bank statements on a daily basis and to view and print NSF and ACH returned items reports.

The STPSO Civil Department must have the ability to download account detail as a CSV or Excel file.

FISCAL AGENT CONTACTS

Fiscal Agent shall provide a list of their contact personnel who are qualified to assist the STPSO Civil Department personnel regarding any issues, questions, problems, etc., concerning this process.

ACKNOWLEDGEMENT AND ACCEPTANCE OF CIVIL PROCESSING

REQUIREMENTS – OCCUPATIONAL LICENSE

The STPSO Occupational License Department accepts online payments through a 3rd party provider. The Fiscal Agent must be able to accept uploaded/imported National Automated Clearing House Association (NACHA) files and any other necessary clearing houses to facilitate electronic process into the Occupational License account on a daily basis. STPSO Occupational License must be able to print ACH Payment Detail report (exhibit 1) and Audit Trail report (exhibit 2) with each uploaded and approved batch.

Fiscal Agent’s system must incorporate dual control capability for the initiation and approval of uploading/importing NACHA or other clearing house files by requiring separate transactions.

The person that uploads/imports the NACHA file should not be the same person approving and releasing the NACHA file.

REMOTE DEPOSITS

The STPSO Occupational License Department must have the ability to make remote deposits in batches with equipment provided by the Fiscal Agent. STPSO Occupational License Department must be able to print a Batch List Deposit report for remote deposits.

ADDITIONAL REPORTS

The STPSO Occupational License Department must have the ability to view and print bank statements on a daily basis and to view and print NSF and ACH returned items reports.

The STPSO Occupational License Department must have the ability to download account detail as a CSV or Excel file.

FISCAL AGENT CONTACTS

Fiscal Agent shall provide a list of their contact personnel who are qualified to assist the STPSO Occupational License personnel regarding any issues, questions, problems, etc., concerning this process.

ACKNOWLEDGEMENT AND ACCEPTANCE OF OCCUPATIONAL LICENSE

PROCESSING

Signature

Name/Title

OCCUPATIONAL LICENSE EXHIBITS

REQUIREMENTS – ONLINE PAYMENTS RECEIVED – OTHER

DEPARTMENTS

ONLINE PAYMENTS

The STPSO Collections Department (Traffic, Court Fines and Fees, etc.) contracts with a 3rd party provider for online electronic payments. The Fiscal Agent must be able to accept ACH deposits from this provider.

REMOTE DEPOSITS

The STPSO Collections Department must have the ability to make remote deposits in batches with equipment provided by the Fiscal agent. STPSO Collections must be able to print a Batch List Deposit report with images for remote deposits.

REPORTS

The STPSO Collections Department must have the ability to view and print bank statements on a daily basis and to view and print NSF and ACH returned items reports.

The STPSO Collections Department must have the ability to download account detail as a CSV or Excel file.

FISCAL AGENT CONTACTS

Fiscal Agent shall provide a list of their contact personnel who are qualified to assist the STPSO Collections Department personnel regarding any issues, questions, problems, etc., concerning this process.

THE MOST RECENT SWORN STATEMENT OF CONDITION OF THE BANK AS WELL

AS MOODY’S, S & P AND FITCH RATINGS MUST ACCOMPANY THIS RFP.

A LISTING, BY LOCATION, OF ALL BRANCHES IN ST TAMMANY PARISH WITH A

BRIEF DESCRIPTION OF SERVICES PROVIDED AT EACH BRANCH MUST

ACCOMPANY THIS RFP.

SIGNATURE FORM

In compliance with the Request for Proposal and subject to conditions thereof, the undersigned offers and agrees that the Proposal be accepted and to furnish any and all items at the prices set opposite each item.

Please PRINT the below information –

Legal Company Name:

Individual with Signature Authority:

Written Authority to Sign Request for Proposal:

Signature on the Proposal is that of any corporate officer listed on the most current annual report on file with the secretary of state, or the signature on the Proposal is that of any member of a partnership, limited liability company, limited liability partnership, or other legal entity listed in the most current business records on file with the secretary of state.

Signature on the Proposal is that of an authorized representative as documented by the legal entity certifying the authority of the person.

The legal entity has filed in the appropriate records of the secretary of state of this state, an affidavit, resolution, or other acknowledged or authentic document indicating the names of all parties authorized to submit Proposals for public contracts. Such document on file with the secretary of state shall remain in effect and shall be binding upon the principal until specifically rescinded and canceled from the records of the office.

Signature: ___________________________________________ Date: ___________________ (Individual with Signature Authority)

Title: ___________________________________________

Mailing Address: _____________________________________

Phone Number: ______________________________

THE ENVELOPE CONTAINING THE COMPLETED RFP FORMS MUST BE SEALED

AND HAVE THE PURCHASING DEPARTMENT'S SIGNATURE, DATE AND TIME

RECEIVED ON THE ENVELOPE.