General Banking Services

From: Duval County Public Schools(School)
started - 21 Sep, 2021 (12 months ago)

Start Date

21 Sep, 2021 (12 months ago)
due - 21 Sep, 2021 (12 months ago)

Due Date

31 Jan, 2023 (in 4 months)
Bid Notification

Opportunity Type

Bid Notification
01-17/TW

Opportunity Identifier

01-17/TW
Duval County Public Schools

Customer / Agency

Duval County Public Schools
1701 Prudential Drive Jacksonville, FL 32207

Location

1701 Prudential Drive Jacksonville, FL 32207
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Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY. Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904) 858-4848 1701 Prudential Drive, Suite 322 FAX: (904)858-4868 Jacksonville, FL 32207 October 21, 2021 Bank of America Mary Steward, Client Manager 101 E. Kennedy Blvd., Tampa, FL 33602-5179 RE: RFP No. 01-17/TW, General Banking Services On Thursday, October 21, 2021 the Superintendents designee of Duval County Public Schools renewed the contract for General Banking Services RFP No. 01-17/TW. This is the first renewal for the period of February 1, 2022 through January 31, 2023. In accordance with Section 17 of the RFP, insurance requirements, please forward an updated copy of your insurance certificate. If you have any questions about this renewal, please contact Terrence Wright at (904) 858-4859. We look forward to a successful partnership. Terrence Wright, Director Duval County Public Schools cc Master Bid File a rd http://www.duvalschools.org/ Aya rmnmry rFrAs, ttt ki eM CEMmmycaririsy eT ., eee S.| [US rami rers | FSF EUR [etn oe ee tn te oe Oe Pa tala a Oe tea ent a |...) eS... oe Soe Ls iy fas oe ee ee ee ee ee ee eee rm eerie oryT aM OT rove TT AT Orme, lori we hCUC eat tts Wile sills WwocilVvitLlcs ht @wer~wereer HAProe le were MAM OF eee JET iLicit Y See elise l em Sige ff Finesse 0 OCULtlCUmS ee ee January 9, 2017, Regular Board Meeting Title 15, GENERAL BANKING SERVICES RFP NO. 01-17/TW Recommendation That the Duval County School Board approve the General Banking Services, RFP No. 01- 17/TW contract award to Bank of America from February 1, 2017 through January 31, 2022. Authorize the Board Chairman or Vice Chairman and the Superintendent to execute the contract when the form is approved by the Office of Legal Services. That the Duval County School Board delegate authority to the Superintendent or his designee to renew the contract for subsequent annual periods provided the terms and conditions are essentially the same as those at the time of the award and funds are available for the additional period. There are five (5) potential annual renewals. Description A Request for Proposals was issued to select a Certified Public Depository to manage the district's demand accounts, including an Investment Account, a Cash Concentration Account, a Payroll Account, an Accounts Payable Account, a Food Service Account and a Community Education/Extended Day Account. Proposals were solicited and five (5) responses were received. The proposals were evaluated and the recommendation for award from the evaluation committee is Bank of America. The RFP was coordinated through the Office of Economic Opportunity and any recommendations were included in the solicitation. Gap Analysis The General Banking Services contract is required for the efficient implementation of Board Policy 7.44 (1), (III), and (IV) "DEPOSITORIES, DEPOSITING, WITHDRAWING AND TRANSFER OF FUNDS." Previous Outcomes The previous RFP was awarded to Bank of America. The district has maintained a successful General Banking Services contract with Bank of America from February 1, 2007 through the present. Continuation of General Banking Services with Bank of America should ensure seamless continuity of current district cash management processes since no new system adaptations or implementations are needed for this vendor to provide the required services. Strategic Plan Goal Ensure Effective, Equitable and Efficient Use of Resources. Over the last five (5) years, the net cost for banking services has been as follows: e 2016: e 2015: e 2014: e 2013: e 2012: The anticipated maximum value of the new contract should not exceed $100,000 on a fiscal year basis. My Contact LaTrell Edwards, Chief Financial Officer, 390-2988 Terrence Wright, Director, Purchasing Services, 858-4859 Attachment: General Banking Services Contractv agenda.pdf $24,056 $19,853 $42,958 $62,302 $37,557 AGREEMENT FOR GENERAL BANKING SERVICES BETWEEN THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA, AND BANK OF AMERICA, N.A. This Agreement for General Banking Services (the Agreement), is made and entered into effective the 1st day of February, 2017, by and between the School Board of Duval County, Florida, operating a district school system in the State of Florida (hereinafter referred to as "District"), and Bank of America, N.A., a national banking association (hereinafter referred to as "Contractor"). WITNESSETH: Whereas, the Purchasing Services Division of the District issued a Request for Proposals dated July 21, 2016, entitled General Banking Services, RFP No. 1-17/TW, and all attachments thereto, and including two (2) addenda thereto dated August 22, 2016, and September 9, 2016 (collectively, the "RFP), a copy of which RFP is attached hereto and incorporated herein by this reference as Exhibit A; Whereas, after free and open competition, the Contractor submitted a proposal (the Proposal) (attached hereto and incorporated herein by this reference as Exhibit B), Contractor was selected as the best responsive and responsible Contractor by the District, the Parties then negotiated to create this Agreement to conform the RFP and the Proposal; Whereas, the Contractor is interested in and capable of performing the desired banking services (the Services) for the District and the District desires to have the Contractor perform the Services; and Whereas, the Parties have reached an agreement on the Services to be performed and the payment for the same, and therefore wish to set forth this understanding in writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, and other good and valuable consideration, the Parties agree as follows: ARTICLE | INTEGRATED AGREEMENT 4.1 The entire and integrated agreement between the District and the Contractor related to the Services shall consist of this Agreement, the District's RFP No. 01-17/TW in Exhibit A, the Contractor's Proposal in Exhibit B, the Cost proposal in Exhibit C, and the Banks Treasury Terms and Conditions booklet that the parties negotiated, and subsequently, was signed by the district on March 28, 2007. In the event of conflict among any of the preceding documents, such documents shall govern in the following order of precedence: (1) this Agreement (including Exhibit C), (2) the Contractors Treasury Terms and Conditions booklet executed by the District, (3) the Proposal and (4) the RFP. The integrated agreement supersedes all prior negotiations, representations, statements and agreements, whether written or oral, regarding the services. ARTICLE II SCOPE OF SERVICES 2.1 The recitals set forth above are true and correct and are incorporated into this Agreement by this reference. 2.2 The Contractor shall perform all services, jobs, duties, and functions described in the RFP (including, but not limited to, the Description of Contracted Services set forth in Section 2.0 of the RFP) and in accordance with the Proposal. 23 If any services, functions or responsibilities not specifically described in this Agreement are necessary for the proper performance and provision of the Services, they shall be deemed to be implied by and included within the scope of the Services to the same extent and in the same manner as if specifically described in this Agreement. The Contractor shall be responsible for providing the equipment, supplies, personnel (including management, employees, and training), and other resources as necessary to provide the Services. 2.4 All Services shall be fully, timely, and continuously performed by the Contractor in a manner in accordance with the District's objectives (including those set forth in Section 1.3 of the RFP and the Proposal) and this Agreement. 2.5 With respect to any Services not specifically provided in the RFP or this Agreement (Additional Services), the District reserves the right to engage third parties to provide these nal Services. However, the District and Contractor may agree that the Contractor provides these Additional Services at a fair and negotiated price upon the District's request. ARTICLE Ill COMMENCEMENT AND RENEWAL 3.1 The Effective Date of this Agreement is February 1, 2017, and pursuant to Section 1.4 of the RFP, the initial term shall be from the Effective Date and ending January 31, 2022 (the Initial Term). 3.2 Unless sooner terminated by the District according to this Agreement or the terms of the RFP, the District and the Contractor may renew this Agreement for five one (1) year periods upon the written consent and agreement of both parties (each such renewal, if any, shall be a Renewal Term). Any renewal shall be on the same terms and conditions set forth in this Agreement, unless the Parties mutually agree to amend this Agreement for such Renewal Term as provided in Section 1.4 of the RFP. 3.3 In order to provide transition assistance to the District in the event that this Agreement is terminated, not renewed, or naturally expires, the Contractor agrees that the District may provide written notice to the Contractor retaining the Contractor for a month-to-month basis on the same terms and conditions set forth in this Agreement. 3.4 The Services shall commence according to the schedule set forth in the RFP as modified by this Agreement, unless the District notifies the Contractor otherwise in writing. ARTICLE IV COMPENSATION 4.1 The compensation payable to the Contractor is set forth in the completed and attached Cost Projection Form in Exhibit C. 4.2 In the Contractors Account Analysis Summary provided to the District each month, the Contractor shall provide written detail of all charges to the District (as deducted from the District's General Fund [Cash Concentration] account) pursuant to this Agreement. If the District believes there is a discrepancy in the charges, the District shall notify the Contractor within one calendar year of the analysis statement in question. The Contractor will correct any discrepancy as appropriate. ARTICLE V TERMINATION OR SUSPENSION 5.1 So long as the Contractor is not in a breach of this Agreement or in an uncured event of default, the Contractor may have the option to terminate this Agreement for convenience upon written notice to the District, with such termination for convenience not being effective sooner than sixty (60) days from the District's receipt of such notice. The District may request the Transition Assistance set forth herein in the event of Contractor's termination for convenience. Nothing herein shall prohibit the Contractor from exercising its option to terminate this Agreement for cause as set forth in the termination section of the Treasury Terms and Conditions. 52 In the event the Contractor fails to perform as set forth in this Agreement, then the District shall provide written notice to the Contractor specifying the failure and allowing the Contractor: (a) ten (10) calendar days to cure a monetary breach, and (b) thirty (30) calendar days to cure a non-monetary breach. In the event a non-monetary breach cannot be reasonably cured within thirty (30) calendar days, then the Contractor will be permitted up to ninety (90) calendar days to complete the cure so long as the Contractor commences the cure of the non-monetary breach within the initial thirty (30) day period and then diligently and continuously pursues the cure and completes the cure by the ninetieth (90") day. Contractor's failure to cure a breach within the time periods set forth herein shall be an event of default. Nothing herein shall prohibit the District from exercising its option to terminate this Agreement for convenience as set forth in Section 12.1 of the RFP. 5.3 Notwithstanding anything stated herein, the District will be required to pay Contractor for any completed transactions that were initiated prior to termination. ARTICLE VI PERSONNEL 6.1 The Contractor agrees the Services will be performed in a workman like manner, in accordance with its normal, high standards for providing like Services to Contractor's other customers. The Contractor agrees it will use an adequate number of qualified individuals with suitable training, education, experience, and skill necessary to perform the Services and the Agreement and will perform the Services in accordance with the RFP and the Proposal as they are conformed by this Agreement. 6.2 The Contractor agrees that all of the Services required hereunder shall be performed by the Contractor as identified in the Proposal. Should the Contractor desire to delete, add, or amend any subcontractors or engage additional companies as subcontractors hereunder, the Contract will provide prior written notice to the District. 6.3 All the personnel assigned by the Contractor and any subcontractor shall be qualified and experienced to perform such Services. 6.4 The Contractor agrees that it will remove (within a mutually agreed upon period of time of the Districts notice) from assignment under this Agreement any individual mentioned in the Proposal or in its employ, if, after the matter has been reviewed jointly by the District and the Contractor, and thereafter approved by the Contractor. Any such removal shall not necessarily reflect on the capabilities or competence of the individual so removed. Nothing herein shall affect the status or responsibilities of the Contractor as an independent contractor solely responsible for the method, manner and means chosen by it to perform hereunder. ARTICLE VII REPORTS AND MEETINGS 7A The Contractor shall timely provide reports as specified in the RFP and Proposal, unless the parties mutually agree to additional reports hereafter. 7.2 The District may require of Contractor from time to time an appropriate set of meetings or telephone conferences to be held between representatives of the District and the Contractor. The District may prepare and circulate an agenda sufficiently in advance of each such meeting to give participants an opportunity to prepare for the meeting. ARTICLE VIII NOTICES 8.1 All notices and communications in writing required or permitted hereunder shall be pursuant to section 14.6.14 of the RFP, and the District's address for notices is set forth therein. The Contractor's address for notices is: If to the Contractor: Bank of America, N.A. Attn: Glenna Thompson Director, Senior Client Manager FL1-400-05-07 101 E. Kennedy Blvd. Tampa, Florida 33602 ARTICLE IX REPRESENTATIONS AND COVENANTS 9.1 The Contractor warrants that it is a national banking association duly organized and existing in good standing under the laws of the United States of America of its formation and is entitled and shall remain licensed to carry on its business as required for its performance pursuant to this Agreement. The Contractor agrees that it will comply with applicable rules and regulations of governmental bodies governing its performance under this Agreement whether or not such specified in this Agreement and Exhibits. The Contractor further warrants that the execution and delivery of this Agreement and the terms and conditions herein have been duly authorized. 9.2 The Contractor shall comply with all applicable federal, State and local laws, ordinances, rules, and regulations as they apply to financial banking institutions as the same exist and as they may be amended from time to time. The Contractor acknowledges and agrees that it is subject to the requirements of the Public Records Law, Chapter 119, Florida Statutes, for all matters pertaining to this Agreement. This agreement shall survive the termination or expiration of this Agreement. Contractor understands the broad nature of these laws and agrees to comply with Floridas public records laws and laws relating to records retention. In compliance with section 119.0701, Florida Statutes, Contractor agrees to: a. Keep and maintain public records required by the District in order to perform the service. b. Upon request from the District's custodian of public records, provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in the Chapter 119, Florida Statues or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if the Contractor does not transfer the records to the District. d. Upon completion of the Agreement, transfer, at no cost, to the District all public records in possession of Contractor or keep and maintain public records required by the District to perform the service. If Contractor transfers all public records to the District upon completion of the Agreement, Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If Contractor keeps and maintains public records upon completion of the Agreement, Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the District, upon request of the District's custodian of public records, in a format that is compatible with the information technology systems of the District. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTORS DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS (THE DISTRICTS CONTRACT ADMINISTRATOR) AT THE ADDRESS AND PHONE NUMBER PROVIDED TO CONTRACTOR PURSUANT TO SECTION 14.6.14 OF THE RFP. 9.3 Each Party agrees to continue performing its obligations under this Agreement while any dispute is being resolved (except to the extent the issue in dispute precludes performance); provided, however, that any dispute over payment shall not be deemed to preclude performance. 9.4 Each Party agrees that, in its respective dealings with the other Party under or in connection with this Agreement, it shall act in good faith. 95 Neither Party shall use the name or marks of the other without its express written permission, which may be withdrawn at any time. ARTICLE X MISCELLANEOUS 10.1 This Agreement shall be interpreted and enforced in accordance with the laws of the State of Florida and it shall be binding upon and inure to the benefit of the Parties hereto and their respective legal representatives, successors and assigns. Venue for any action arising out of this Agreement shall lie exclusively in the jurisdictional courts in and for Duval County, Florida. 10.2 This Agreement shall not be construed more strongly against any Party regardless of who was more responsible for its preparation. 10.3. Section 18.1 of the RFP is deleted in its entirety and replaced with the following: The Contractor shall to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the District, its agents, officers, elected officials, employees and volunteers from and against all claims, actions, liabilities, losses, and costs arising directly out of any actual or alleged bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting from, or any other actual damages or losses arising out of, or claimed to have resulted in whole or in part from any gross negligent act or omission or willful misconduct of the Contractor, subcontractor, or anyone for whose acts any of them may be liable in the performance of the services provided by the Contractor to the District pursuant to the Agreement. Except as described in this section, the Contractor shall not be liable for indirect, incidental, special, punitive or consequential damages, including lost profits. 10.4 Should any provision of this Agreement be determined by a court of competent jurisdiction to be illegal or in conflict with any laws of the State of Florida or of the United States Government, the remaining provisions shall not be impaired, and such provision shall be deemed to be restated to reflect as nearly as possible the original intentions of the Parties in accordance with applicable law. The remainder of the Agreement shall remain valid and in full force and effect. 10.5 Failure by either Party to insist upon strict performance of any of the provisions hereof or failure or delay by either Party in exercising any rights or remedies provided herein or by law, the District's payment in whole or in part for services hereunder or any purported oral modification or rescission of this Agreement by an employee or agent of either Party shall not release either Party of any of its obligations hereunder, shall not be deemed a waiver of the rights of either Party to insist upon strict performance hereof or of any of either Party's rights or remedies under this Agreement or by law and shall not operate as a waiver of any of the provisions hereof. A waiver by either of the Parties of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant in this Agreement. Except as otherwise expressly provided in this Agreement, all remedies provided for in this Agreement shall be cumulative and in addition to and not in lieu of any other remedies available to either Party at law, in equity or otherwise. 10.6 Nothing set forth in any provision of this complete Agreement shall mean or be construed that the District has waived the provisions of Section 768.28, Florida Statutes, regarding the District's sovereign immunity (the tations and provisions of which are not amended, expanded, altered or waived by any provision of this Agreement). 10.7 Except as may be modified in this Agreement, the Contractor's written exceptions set forth in its Proposal are accepted by the District. 10.8 This Agreement may not be amended or supplemented in any way except in writing, dated and signed by authorized representatives of both Parties. 10.9 The Article and Section headings and the table of contents used herein are for reference and convenience only and shall not enter into the interpretation hereof. 10.10 The Contractor is, and shall at all times be, an independent Party under this Agreement and not an agent of the District. Nothing in this Agreement nor any actions taken by or arrangements entered into between the Parties in accordance with the provisions of this Agreement shall be construed as or deemed to create as to the Parties any partnership or joint venture. Neither Party shall have any authority to bind or commit the other Party contractually or otherwise to any obligations whatsoever to third parties. 10.11 This Agreement is entered into solely between, and may be enforced only by, the District and the Contractor, and this Agreement shall not be deemed to create any rights in third parties, including suppliers and customers of a Party, or employees of either Party, or to create any obligations of a Party to any third parties. 10.12 Except where expressly provided as being in the discretion of a Party, where agreement, approval, acceptance, consent, or similar action by either Party is required under this Agreement, such action shall not be unreasonably delayed or withheld. An approval or consent given by a Party under this Agreement shall not relieve the other Party from responsibility for complying with the requirements of this Agreement, nor shall it be construed as a waiver of any rights under this Agreement, except as and to the extent otherwise expressly provided in such approval or consent. 10.13 Any provision of this Agreement which contemplates performance or observance subsequent to any termination or expiration of this Agreement, including those provisions relating to the obligations of Contractor in connection with the Transition Assistance, shall survive any termination or expiration of this Agreement and continue in full force and effect. 10.14 All media releases, public announcements, and public disclosures by either Party relating to this Agreement or the subject matter of this Agreement, including promotional or marketing material, shall be coordinated with and approved by the other Party prior to release. 10.15 This Agreement may be executed in one or more counterparts and via facsimile signature, the counterparts and facsimiles of which, when taken together, shall be deemed to constitute an entire and original Agreement. [Signatures on next page] [Signature page to Agreement for General Banking Services between the School Board of Duval County, Florida, and Bank of America, N.A., dated effective February 1, 2017] IN WITNESS WHEREOF, the District and the Contractor have each caused this Agreement to be signed and delivered by its duly authorized officer, all as of the date first set forth above. Attest: By: Nikolai R. Vitti, Ed.D., Superintendent Ex-Officio Secretary to the Board Approved by Board on January 9, 2017 Form Approved: . Siren Nt thesleus Office of Legal Services Wt AMERICA, N.A,. By Name: Glenna Thompson Title: Director, Senior Client Manager THE SCHOOL BOARD OF DUVAL EXHIBIT A REP EXHIBIT B PROPOSAL 10 EXHIBIT C COST PROJECTION FORM Volumes provided in the revised attachment C cost projection form appear inconsistent with volumes noted in the original cost projection form and services/volumes provided today. Volumes have been adjusted accordingly and additional information is provided in the footnotes following the cost projection form. Specifically noted below are the services with volume discrepancies: CONTROLLED DISBURSEMENT ACCT 0020 0002 0335 CONTROLLED DISB MAINTENANCE CONT DISB PAIC-TRUNCATED CONT DISB-FUNDING CREDITS CONTROLLED DISBURSEMENT ACCT 0020 0002 0343 CONTROLLED DISB MAINTENANCE CONT DISB CKS PAID-TRUNCATED CONT DISB-FUNDING CREDITS ARP FULL PPAY MAINT-PPR SUPP ARP FULL PPAY INPUT PER ITEM ARP VOID CANCEL ITEMS Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM General Account 0021 0123 9221 DEPOSITORY SERVICES ACCOUNT MAINTENANCE 1 $7.25 $7.25 VAULT DEPOSIT 57 $0.90 $51.30 ZBA SUBSIDIARY ACCOUNT MAINT 1 $6.50 $6.50 ZBA PER TRANSACTION 8 $0.00 $0.00 RETURNS-ERIN 1 $0.25 $0.25 RETURNS-CHARGEBACK 1 $0.75 $0.75 RETURNS-RECLEAR SERVICES 1 $0.50 $0.50 11 Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM CKS DEF UN-ENCODED ITEMS 563 $0.20 $112.60 STOP PAY AUTOMATED=12 MONTHS 13 $1.00 $13.00 DEBITS POSTED-ELECTRONIC 35 $0.02 $0.70 CREDITS POSTED-ELECTRONIC 79 $0.02 $1.58 DEPOSIT ACCOUNT STATEMENTS* 1 $0.00 $0.00 COMMERCIAL DEPS-CASH VAULT CURRI/COIN DEP/$100-VLT 10 $0.05 $0.50 DEF CONDITIONING-SURCHG-VAULT 1 2.25 $2.25 GENERAL ACH SERVICES ACH CREDIT RECEIVED ITEM 71 $0.02 $1.42 ACH DEBIT RECEIVED ITEM 6 $0.02 $0.12 WIRE TRANSFER CPO GP MTHLY MAINT BASIC 1 $7.50 $7.50 ELEC WIRE OUT-DOMESTIC 7 $2.50 $17.50 ELEC WIRE OUT-BOOK DB 22 $1.50 $33.00 INCOMING DOMESTIC WIRE 6 $2.50 $15.00 CPO GP COST MNT TEMP STORAGE 49 $0.75 $36.75 BOOK CREDIT 2 $1.00 $2.00 INFORMATION SERVICES CPO ARP ONLINE REPORTS 2 $4.00 $8.00 CPO ARP POSITE PAY NOTIF 46 $0.00 $0.00 CPO ONLINE SUBSCRIPTION 7 $5.00 $5.00 CPO PREM IR MAINTENANCE 1 $5.00 $5.00 CPO PREM PDR ACCOUNT 7 $2.25 $15.75 CPO PREM PDR ITM STORED 5580 $0.03 $167.40 CPO PREM CDR ACCOUNT 7 $2.25 $15.75 CPO PREM CDR ITEM 5308 $0.03 $159.24 CPO PREM RESEARCH ITEM* 1 $0.00 $0.00 CPO PER IMAGE ACCESS* 284 $0.05 $13.70 EDI SERVICES PAYMODE LICENSE 1 $100.00 $100.00 PAYMODE TRANSACTION* 847 $0.50 $423.50 12 Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM IMAGE IMAGE ARCHIVE 1 YEAR 57 $0.02 $1.14 IMAGE MAINTENANCE CPO 1 $1.00 $1.00 IMAGE RETRIEVAL CPO 6 $0.25 $1.50 TOTAL SERVICE CHARGES $1,227.45 01 0021 0123 9221 Food Service Account 0021 0123 9302 DEPOSITORY SERVICES ACCOUNT MAINTENANCE 1 $7.25 $7.25 VAULT DEPOSIT 2221 $0.90 $1,998.90 DEPOSIT CORRECTION NON-CASH 10 $0.75 $7.50 ZBA SUBSIDIARY ACCOUNT MAINT 4 $6.50 $6.50 ZBA PER TRANSACTION 23 $0.00 $0.00 RETURNS-DUPLICAT ADVICE 1 $0.17 $0.17 RETURNS-NOTIF COPY SERVICES 1 $1.00 $1.00 CKS DEF UN-ENCODED ITEMS 604 $0.20 $120.80 CREDITS POSTED-ELECTRONIC. 62 $0.02 $1.24 DEPOSIT ACCOUNT STATEMENTS* 1 $0.00 $0.00 COMMERCIAL DEPS-CASH VAULT CURR/COIN DEP/$100-VLT 2754 $0.05 $137.70 NON STD BAG SURCHARGE 16 $0.50 $8.00 DEPOSIT CORRECTION CASH 15 $3.50 $52.50 COIN SUPP ROLL-BKG CTR 69 $0.18 $12.42 CHANGE ORDER BKG CTR 6 $5.00 $30.00 DEP CONDITIONING-SURCHG-VAULT 53 $2.25 $119.25 CURR SUPP $100-BKG CTR 1 $0.25 $0.25 FAX NOTIFICATION-DCN-VLT 16 $0.00 $0.00 GENERAL ACH SERVICES ACH CREDIT RECEIVED ITEM 62 $0.02 $1.24 ACCOUNT RECONCILIATION DEPOSIT RECON MAINTENANCE 1 $10.00 $10.00 13 Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM DEPOSIT RECON PER ITEM 2294 $0.01 $22.94 IMAGE IMAGE ARCHIVE-1 YEAR 2242 $0.02 $44.84 IMAGE MAINTENANCE CPO 1 $1.00 $1.00 TOTAL SERVICE CHARGES $2,583.50 Community Education Account 0021 0123 9310 DEPOSITORY SERVICES ACCOUNT MAINTENANCE 1 $7.25 $7.25 VAULT DEPOSIT 103 $0.90 $92.70 DEPOSIT CORRECTION NON-CASH 2 $0.75 $1.50 ZBA SUBSIDIARY ACCOUNT MAINT 4 $6.50 $6.50 ZBA PER TRANSACTION 12 $0.00 $0.00 CKS DEF UN-ENCODED ITEMS 103 $0.20 $20.60 DEPOSIT ACCOUNT STATEMENTS 1 $0.00 $0.00 COMMERCIAL DEPS-CASH VAULT NON STD BAG SURCHARGE 87 $0.50 $43.50 FAX NOTIFICATION-RECEIPT-VLT 2 $0.00 $0.00 ACCOUNT RECONCILIATION DEPOSIT RECON MAINTENANCE 1 $10.00 $10.00 DEPOSIT RECON PER ITEM 104 $0.01 $1.04 IMAGE IMAGE ARCHIVE 1 YEAR 104 $0.02 $2.08 TOTAL SERVICE CHARGES $185.17 0021 0123 9310 Account Payable CONTROLLED DISBURSEMENT ACCT 0020 0002 0335 DEPOSITORY SERVICES CREDITS POSTED-ELECTRONIC 1 $0.02 $0.02 DEPOSIT ACCOUNT STATEMENTS 2 $0.00 $0.00 GENERAL ACH SERVICES 14 Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM ACH BLOCKS AUTH INSTRUCTIONS 4 $0.05 $0.05 ACH BLOCKS AUTH MAINTENANCE 2 $10.00 $20.00 ACH CREDIT RECEIVED ITEM 1 $0.02 $0.02 CONTROLLED DISBURSEMENTS CONTROLLED DISB MAINTENANCE* 1 $10.00 $10.00 CONT DISB PAIC-TRUNCATED* 910 $0.02 $18.20 CONT DISB-FUNDING CREDITS* 23 $0.00 $0.00 ACCOUNT RECONCILIATION ARP FULL PPAY MAINT-PPR SUPP 1 $22.50 $22.50 ARP FULL PPAY INPUT PER ITEM 995 $0.02 $19.90 ARP VOID CANCEL ITEMS 13 $0.01 $0.13 ARP DISBURSEMENT FLOAT REP 4 $22.50 $22.50 IMAGE CD ROM MAINTENANCE 1 $6.00 $6.00 CD ROM IMAGE 910 $0.01 $9.10 CD ROM DISK 1 $6.00 $6.00 IMAGE ARCHIVE 1 YEAR 910 $0.02 $18.20 IMAGE MAINTENANCE CPO 4 $1.00 $1.00 TOTAL SERVICE CHARGES $153.62 Payroll Account CONTROLLED DISBURSEMENT ACCT 0020 0002 0343 BALANCE RELATED SERVICES COLL OVERDRAFT INTEREST CHARGE* DEPOSITORY SERVICES LEDGER OVERDRAFT PER DAY 4 $50.00 $200.00 DEBITS POSTED- ELECTRONIC 2 $0.02 $0.04 CREDITS POSTED-ELECTRONIC 4 $0.02 $0.08 DEPOSIT ACCOUNT STATEMENTS* 1 $0.00 $0.00 GENERAL ACH SERVICES ACH OPTIONAL RPTS-ELECTRONIC 21 $1.00 $21.00 ACH DELETE/REVERSAL 3 $15.00 $45.00 15 Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM ACH RETURN ITEM 4 $0.25 $1.00 ACH MONTHLY MAINTENANCE 1 $7.50 $7.50 ACH INPUT-FILE 16 $4.00 $64.00 ACH NOTIF OF CHANGE (NOC) 4 $0.25 $1.00 ACH STANDARD RPTS-ELECTRONIC. 16 $1.85 $27.75 ACH CONSUMER ON US CREDITS 3465 $0.02 $69.30 ACH CONSUMER OFF US CREDITS 22536 $0.02 $450.72 CONTROLLED DISBURSEMENTS CONTROLLED DISB MAINTENANCE* 4 $10.00 $10.00 CONT DISB CKS PAID-TRUNCATED* 420 $0.02 $8.40 CONT DISB-FUNDING CREDITS* 23 $0.00 $0.00 ACCOUNT RECONCILIATION ARP FULL PPAY MAINT-PPR SUPP* 4 $22.50 $22.50 ARP FULL PPAY INPUT PER ITEM* 354 $0.02 $7.08 ARP VOID CANCEL ITEMS* 51 $0.01 $0.51 ARP DISBURSEMENT FLOAT REP 4 $22.50 $22.50 IMAGE CD ROM MAINTENANCE 1 $6.00 $6.00 CD ROM IMAGE 420 $0.01 $4.20 CD ROM DISK 1 $6.00 $6.00 IMAGE ARCHIVE - 1 YEAR 420 $0.02 $8.40 IMAGE MAINTENANCE CPO 1 $1.00 $1.00 MISCELLANEOUS CHECK COPY 2 $10.00 $20.00 NONRELATIONSHIP CUST CK CASHED 11 $0.00 $0.00 TOTAL SERVICE CHARGES $1,003.98 Investment Account 0021 0123 7025 BALANCED RELATED SERVICES DEP INSURANCE-BANK ASSESSMENT* $20,138 $0.1461 $2,942.16 DEPOSITORY SERVICES ACCOUNT MAINTENANCE 1 $7.25 $7.25 16 Projected Monthly DISTRICT WIDE ACCOUNTS: NUMBER | COST PER SERVICE CHARGE OF UNITS | ITEM ZBA MASTER ACCOUNT MAINT 1 $12.75 $12.75 ZBA PER TRANSACTION 15 $0.00 $0.00 DEPOSIT ACCOUNT STATEMENTS* 1 $0.00 $0.00 GENERAL ACH SERVICES ACH BLOCKS AUTH INSTRUCTIONS 1 $0.05 $0.05 ACH BLOCKS AUTH MAINTENANCE 1 $10.00 $10.00 ACCOUNTS PAYABLE E-SERVICES IMPLEMENTATION SET UP FEES 1 COST TO BE $0.00 Services in place today not incur any additional setup fees, DIVIDED BY 12 MONTHLY ACCOUNT FEES 1 $1.00 $0.00 Included above in PayMode License - No charge listed here PER ITEM CHARGE 83 $0.50 $0.00 Included above in PayMode Transaction - No charge listed here TOTAL SERVICE CHARGES $2,972.21 Footnotes to services listed above: Deposit Account Statements - One statement per month is provided at no cost. Any other frequency (weekly for example) would incur a charge of $5.00 per statement. CPO Research Item - Volumes 1-100 are provided at no cost. Volumes 101+ are $0.05 each. CPO Per Image Access - Volumes 1-10 are provided at no cost. Volumes 11+ are $0.05 each. Charge above is modified to reflect for 10 images at no cost. PayMode Transaction - Volumes 1-2000 are charged at $0.50. Volumes 2001+ are charged at $0.45. Controlled Disb Maintenance for acct 0335 - Volume provided at 910 has been changed to | Cont Disb Paic-Truncated for acct 0335- Volume provided at 23 has been changed to 910 Cont Disb-Funding Credits for acct 0335- Volume provided at | has been changed to 23 Collected Overdraft Interest Charge - this charge is based on Bank of Ame This is subject to change. Please see disclosures for additional information. Controlled Disb Maintenance for acct 0343 - Volume provided at 420 has been changed to | Cont Disb Paic-Truncated for acct 0343- Volume provided at 23 has been changed to 420 Cont Disb-Funding Credits for acct 0343- Volume provided at | has been changed to 23 ARP Full PPY Maint-PPR Supp for acct 0343 - Volume provided at 354 has been changed to | ARP Full PPY Input Per Item for acct 0343 - Volume provided at 51 has been changed to 354 ARP Void Cancel Items for acct 0343 - Volume provided at | has been changed to 51 Dep Insurance-Bank Assessment - Charge is assessed per $1.000 and is subject to change. Volume has been changed from 20,138.093 to 20,138 Additional Charges that may apply based on services utilized with Bank of America Service Code Description Unit Price ACH TRANSMISSION SETUP/TEST 75.0000 ACH SETUP. 50.0000 17 a Prime rate plus a margin Service Code Description Unit Price ACH INPUT-ECHANNEL 5.0000 ACH BLOCKS AUTH ADD-CHANGE 5.0000 DELETE/REVERSAL BATCH/FILE 50.0000 ACH STANDARD REPORTS-FAX 3.0000 ACH ON US DEBITS 0.0200 ACH OFF US DEBITS 0.0200 PP IMAGE REQUESTED 0.0000 POSITIVE PAY EXCEPTIONS 1.5000 ARP POSITIVE PAY RETURN-OTHER 5.0000 COLL OVERDRAFT INTEREST CHARGE 0.0000 NSF ITEMS RETURNED PER ITEM 0.0000 BANKING CENTER DEPOSIT 3.5000 QBD/NIGHT DROP DEPOSIT 1.7500 CHECK DEPOSIT-PAPER 0.2000 CURR/COIN DEP/$100-QBD-ND 0.0800 CURR/COIN DEP/$100-BKG CTR 0.1700 COIN SUPPLIED/ROLL-VLT 0.1000 COIN SUPP/ROLL-BOX-VLT 0.0700 CURRENCY SUPP/$100-STD-VLT 0.0200 ATM DEPOSITS 1.5000 CHANGE ORDER-AUTO OR STNDG- VLT 1.5000 MAIL NOTIF-DCN OR RECEIPT-VLT 1.0000 CHANGE ORDER REFUSAL-VLT 40.0000 CPO GPS RPT/CONFIRMS 0.5000 RETURNS-RECLEAR 0.5000 RET ITEM OTHER SPECIAL INST 0.1500 RETURNS-DUP ADVICE 0.1500 RETURNS-STORE PROCESSING 0.2000 RETURNS-NOTIF PHOTOCOPY 0.5000 LARGE ITEM RETURNED 10.0000 TRANSIT ITEMS>=TO $10M 50.0000 CKS DEPOSITED FOREIGN ITEMS 3.0000 DEBITS POSTED-OTHER 0.0500 OD ITEMS PAID/RETURNED 0.0000 NSF/OD/DAU WAIVED 0.0000 DAU ITEMS PAID/RETURNED 0.0000 CREDITS POSTED-OTHER 0.0500 STOP PAY MANUAL 30.0000 GCS-STOP PAYMENT 30.0000 18 Service Code Description Unit Price CPO STOP PAYMENT CANCEL 0.0500 NONRELATIONSHIP CUST CK CASHED 0.0000 CHECK DEPOSIT-ICL or RDSO 0.5000 IRD DEPOSITED ITEMS 0.1000 STATEMENT COPY 20.0000 DEPOSIT CORRECTION-RDSO 1.0000 REMOTE DEP-ACCOUNT MAINTENANCE 10.0000 REMOTE DEP CK IMAGE PROCESSING 0.0500 IMAGE DEPOSITED ITEMS-RDSO 0.0500 HIGH VOLUME SCANNER MAINT 10.0000 MED VOLUME SCANNER MAINT 5.0000 LOW VOLUME SCANNER MAINT 4.0000 PH OR STND ORDER TEMP STORE 1.0000 MANUAL ACCOUNT TRANSFERS 30.0000 Pricing Disclosures Due to the rapidly changing regulatory environment prices in this proposal are guaranteed to stay fixed for three years. After three years. we reserve the right to review and the prices may be adjusted based on the change in the Consumer Price Index Urban for the prior calendar year as published by the U.S. Department of Commerce, Division of Labor. Were certainly open to discussing language that is mutually agreeable to both parties. Bank of America has endeavored to provide Duval County Public Schools (DCPS) with a comprehensive fee schedule based on your current services. Given the number of services and product options available to our clients, it is difficult to determine or anticipate all products and services that may be applicable to DCPS for future enhancements. Therefore, banking services utilized but not specifically referenced in this proposal will be charged for and appear on the monthly analysis statements for the DCPS. Pricing for future enhanced services is often based on multiple factors and can often be more aggressively priced if we understand the total scope of services desired and the associated volumes. Therefore, it is most advantageous for DCPS to allow mutually negotiated pricing for enhanced solutions to be provided upon mandate and prior to set-up. Deposit Insurance Bank Assessment (formerly known as FDIC) is subject to change at any time. It is based on an accounts average positive ledger balance for the month. The Bank Assessment Fee may include deposit insurance, FICO assessment and other charges provided by law. This charge can be offset with earnings credit on eligible collected balances. The Bank Assessment Fee is computed based upon the current monthly multiple and the average ledger deposit balance. The current monthly assessment factor is .1461 per $1,000 which equates to .175% per annum and is subject to change. The monthly calculation is: Ledger balance divided by $1,000 x .1461. The Reserve Rate, historically at 10%, is currently at zero, but subject to change without notice. Our ECR is a managed rate and will move directionally with the market and is subject to change without notice. In compliance with DCPSs request for an earnings credit rate base on Effective Fed Funds, we're prepared to offer a weckly average of the Effective Fed Funds rate (source: Federal Reserve Bank H.15 Report and news services such as Telerate and Knight-Ridder. The Earnings Allowance Rate (EAR) on your account is used to calculate your Earnings Allowance, which is based on your average investable balance. Your EAR may vary; and, at our discretion, we may 19 change this rate at any time. When determining the EAR rate, Bank of America considers a number of prevailing market indicators. The Collected Overdraft Interest Charge Rate on your account is used to calculate your Collected Overdraft Interest Charge, which is based on your negative collected balance. The rate on your account may vary; and is subject to change. When determining this rate, Bank of America considers a number of factors and generally bases this rate on our Prime Rate plus a margin. The margin may change periodically. It is the responsibility of DCPS to review their monthly analysis statement and notify Bank of America of any discrepancies within 45 days of receipt of the analysis statements. Once DCPS contacts Bank of America, the discrepancies and/or additional charges can be reviewed and a mutually agreed upon price can be applied for these services. Additional information regarding pricing or fees may be obtained from your Bank of America representative. 20 RFP No. 01-17/TW, General Banking Services REQUEST FOR PROPOSALS (RFP) RFP NO. 01-17/TW General Banking Services RFP Release Date: July 21, 2016 NON - MANDATORY Pre-proposal Conference: August 18, 2016, 10:00 A.M. EST Deadline for Written Questions: September 8, 2016, 4:00 P.M. EST Proposals Opened: September 22, 2:00 P.M. EST Committee Evaluation: October 6, 2016 Board Award: November or December, 2016 DUVAL COUNTY PUBLIC SCHOOLS Purchasing Services Department 4880 Bulls Bay Highway Jacksonville, Florida 32219 eile re Page 1 of 32 RFP No. 01-17/TW, General Banking Services ATTACHMENT A Duval County Public Schools www.duvalschools.org 1701 Prudential Drive PHONE: (904) 390-2000 Jacksonville, FL 32207 TDD: (904) 390-2898 Purchasing Services PH: (904) 858-4848 4880 Bulls Bay Highway FAX: (904) 858-4868 Jacksonville, FL 32219 Request for Proposals (RFP) Required Response Form GENERAL BANKING SERVICES RFP No. 01-17/TW This response must be submitted to Duval County Public Schools, Purchasing Services, 4880 Bulls Bay Highway, Jacksonville, FL 32219-3235, no later than 2:00 p.m. on September 22, 2016 and plainly marked RFP No.01-17/TW. Responses are due and will be opened at this time. Responses received after 2:00 p.m. on the date due will not be considered. Anti-Collusion Statement / Public Domain I, the undersigned vendor have not divulged, discussed, or compared this proposal with any other vendors and have not colluded with any other vendor in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal. I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S. Proposal Certification I hereby certify that I am submitting the following information as my company's response and understand that by virtue of executing and returning with this response this REQUIRED RESPONSE FORM, I further certify full, complete, and unconditional acceptance of the contents of all pages, inclusive of this Request for Qualifications, and all appendices/attachments and the contents of any Addendum released hereto. VENDOR (firm name): STREET ADDRESS: CITY & STATE: PRINT NAME OF AUTHORIZED REPRESENTATIVE SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE DATE: CONTACT PERSON: CONTACT PERSON'S ADDRESS: TELEPHONE: FAX: TOLL FREE: INTERNET E-MAIL ADDRESS: INTERNET URL: VENDOR TAXPAYER IDENTIFICATION NUMBER: NOTE: Entries must be completed in ink or typewritten. An original manual signature is required. eile re http://www.duvalschools.org/ Page 2 of 32 RFP No. 01-17/TW, General Banking Services DUVAL COUNTY PUBLIC SCHOOLS RFP: GENERAL BANKING SERVICES RFP No. 01-17/TW INDEX 1.0 Introduction 2.0 Description of Contracted Services 3.0 Ex Parte Communication 4.0 Preparation and Submission Requirements 5.0 Familiarity with District 6.0 Anticipated Time Schedule 7.0 Proposal Evaluation and Award 8.0 Bonds 9.0 Proposal Format And Evaluation Criteria 10.0 Proposal Evaluation Process 11.0 Replacement of Contractor Staff 12.0 Termination, Suspension, and Remedies 13.0 Default 14.0 Legal Requirements 15.0 Federal and State Tax 16.0 Conflict of Interest 17.0 Insurance Requirements 18.0 Indemnification/Hold Harmless Agreement 19.0 Public Records Law 20.0 Permits and Licenses 21.0 Public Entity Crimes 22.0 Assignment of Contract And/Or Payment 23.0 Agreement 24.0 Dispute 25.0 Disclaimer 26.0 Office of Economic Opportunity Encouragement Page 3 of 32 RFP No. 01-17/TW, General Banking Services ATTACHMENTS: A. Required Response Form (Page 1 of 32) (to be completed and returned with proposal) B. Duval County School Board Current Account Relationships C. Cost Projection Form (to be completed and returned with proposal) D. Office of Economic Opportunity (OEO) Proposed Schedule of Participation (to be completed and returned with proposal) E. Additional Information Requested EXHIBITS: 1. Evaluation Worksheet 2. Federal Forms Page 4 of 32 RFP No. 01-17/TW, General Banking Services DUVAL COUNTY PUBLIC SCHOOLS RFP: GENERAL BANKING SERVICES 1.0 INTRODUCTION: 1.1 Background: This is a Request for Proposals ("RFP") for a qualified financial institution (the "Contractor" or "Contracted Firm") to provide comprehensive General Banking Services for Duval County Public Schools (the "District" or DCPS). 1.2 General Information about the District: The District and its governing board were created pursuant to Section 4, Article IX of the Constitution of the State of Florida. The District is an independent taxing and reporting entity managed, controlled, operated, administered, and supervised by the Districts school officials. The Board consists of seven elected officials responsible for the adoption of policies, which govern the operation of the District. The Superintendent of Schools is responsible for the administration and management of the schools within the applicable parameters of state and federal laws and regulations, State Board of Education Rules, and School Board policies. The Superintendent is also specifically delegated the responsibility of maintaining a uniform system of records and accounts in the District. Additionally, the District is held to adhering to the provisions outlined in the Jessica Lunsford Act. Proposers should be aware that potential labor challenges may exist as a result of the Districts adherence to this State mandate (see Section 14.4 of the RFP). The District is coterminous with Duval County, which covers 850 square miles and operates 171 facilities, including administrative areas, elementary schools, middle schools, high schools and specialized schools. The District serves approximately 127,000 students (the student population changes annually). It is the second largest employer in Jacksonville with approximately 8,500 teachers and a similar number of support staff at 104 elementary schools, 28 middle schools, 19 high schools, 3 exceptional student centers, 4 alternative schools, and 13 administrative facilities. Note: Purpose, number of, and name of schools may change during this contract. The annual Budget for the district for fiscal Year 2014-15 totaled approximately $1.7 billion, including an operating and special revenue budget of approximately $1.5 billion and a capital budget of $192 million. The District employs approximately 12,636 full-time and part-time employees annually. Charter schools in Duval County will NOT be a part of the contract resulting from this RFP. The administration of this Contract is a function of the Districts Business Services Division delegated to the Treasury Services Department. All post-award communications shall be directed to Supervisor, Treasury Services. For more information about the District, please visit www.duvalschools.org . http://www.duvalschools.org/ Page 5 of 32 RFP No. 01-17/TW, General Banking Services 1.3 District Objectives: The Contractor will be responsible to manage deposits, disbursements and records management for the Districts demand accounts, as well as for participating individual school accounts. The Contracted Firm shall offer a comprehensive services program for all accounts, which fulfills the objectives of the District. Proposers should provide a narrative as a part of their proposal that describes in detail the methods by which District objectives will be attained. Primary District objectives are as follows: A. Establishment of a contract that affords the District the widest array of account management services available. B. Establishment of a contract with a qualified firm that offers the necessary resources to provide efficient, effective and responsive service. C. Establishment of a contract that provides the District the most cost effectiveness for the level of services provided. NOTE: The district has a separate contract for Procurement Card (P-Card) Services. As such, the Procurement Card will not be a part of this contract. In the event the district decides to seek another contract for Procurement Card Services, the district, at its sole discretion can elect to enter into negotiations with the awarded contractor utilizing this contract or elect to choose another provider utilizing other procurement methods. 1.4 Contract Term: The District wishes to receive proposals for selection of a qualified financial institution to provide account management services for the District for an initial period of five (5) years, from February 1, 2017 through January 31, 2022. The contract shall thereafter be renewable with any mutually acceptable amendments to the original contract for five (5) additional one (1) year periods, upon the written consent and agreement of both parties. All charges by the Contracted Firm shall remain fixed over the period of the initial five (5) year contract. Negotiations for cost increases for subsequent terms will be based upon measurable devices within the banking industry, such as final adjustments in the Federal Reserve System Fee Schedules. 2.0 DESCRIPTION OF CONTRACTED SERVICES: A. Overview The District will initially require six (6) demand accounts to serve the Districts current banking needs. The summary of current services as noted by the account analysis statements for the various demand accounts are described in ATTACHMENT B, Duval County Public Schools Current Account Relationships. No guarantee as to the volume of services will be given. Any quantities/amounts provided herein are reasonable approximations only. Page 6 of 32 RFP No. 01-17/TW, General Banking Services 1. Investment Account The Investment Account is maintained for maximizing daily reserve fund earnings from the Cash Concentration Account and the Zero Balance Accounts via an approved overnight investment process. Appropriate balances shall be automatically transferred from the Investment Account to the Cash Concentration Account to fund the Zero Balance Accounts (ZBA) at the end of the business day, or at the beginning of the next day (depending on the banks policy), to cover the amount of checks presented for payment in each of the Districts Zero Balance Accounts. Any remaining amounts in the Zero Balance Accounts shall be transferred back to the Investment Account for maximizing the return on daily unused funds. Monthly earnings shall be calculated on available balances in this fund separately from the remaining District Accounts. 2. Cash Concentration Account The Cash Concentration Account will serve as the depository account for the District for revenues upon daily receipts from District deposits via a designated courier, wire transfers or other electronic means. The Cash Concentration Account is currently charged for disbursements via wire transfers for various payments and investment purchases. Any balances remaining in the Cash Concentration Account shall be automatically invested in the Investment ZBA Master Account for maximizing earnings. The Cash Concentration Account funds the Payroll and Accounts Payable accounts either through revenues received or from funds transferred from the Investment Account. The Cash Concentration Account thereby is managed as a ZBA Account. Revenue is received in the Cash Concentration Account via wire transfers, ACH transfers, or deposit deliveries as assigned by a designated District courier. The Cash Concentration Account, Payroll, Accounts Payable, Food Service, and Community Education Accounts are analyzed at the Group Level via the Cash Concentration Account. Each month calculations reflect the available balances for an Earnings Credit for all District accounts listed except the Investment Account. Any Service Charges associated with each account are applied to the monthly Earnings Credit that yields a net Service Charge for the month for District banking. This Service Charge is deducted from the Cash Concentration Account. The Contracted Firm shall provide to the District all required deposit slips at no cost. 3. Payroll Account All District employees are paid biweekly. Approximately 99% of the payroll is transmitted by Direct Deposit files via an on-line banking system. Currently the payroll files are transmitted on the Wednesday prior to the payroll effective date on the following Friday. Page 7 of 32 RFP No. 01-17/TW, General Banking Services The Contracted Firm shall define the time requirements for the District to submit the ACH transmission file for timely processing of the District's scheduled payrolls. The defined time shall not be more than two (2) banking days prior to the designated payday. The Contracted Firm shall provide a local facility as a backup for processing the payroll computer file transmissions for the Direct Deposit in the event of a District internal computer system failure. The District will create a backup of the Direct Deposit file, which will be provided to the Contracted Firm for processing the files, as necessary. The Payroll Account is a Controlled Disbursement, ZBA account that handles disbursements for all payroll checks, Direct Deposits and settlements from the IRS for 941 payments via the Electronic Federal Tax Payment System. The account is funded via the Cash Concentration Account and the Investment Account. 4. Accounts Payable The Accounts Payable Account is a Controlled Disbursement Account which is funded daily based on the overnight bank clearing of checks. The funds are transferred from the Cash Concentration Account via the Master ZBA Investment Account in order to cover the overnight disbursements. The Accounts Payable Department processes checks daily and averages approximately 1,000 checks per month. This account only is funded through the ZBA process and may receive disbursements from either District issued checks or District initiated ACH activity. The Contracted Firm shall provide the District with the ability to process Accounts Payable disbursements via a recognized epayment product that integrates the exchange of invoice data compatible with the Districts SAP IDocs format. Respondents shall provide cost information for this service (see Attachment C Accounts Payable E-Services). 5. Food Service The Food Service Account is a Commercial Deposit Account. The only disbursements from this account will be via EFT transfer to the Cash Concentration Account, initiated by authorized District personnel. The deposit for the Food Service Account is from each school, the Administration building and the Districts Team Center. The deposit will be transported on an average of twice per week per site to the contracted firm via a separate District contract for armored car services. A single, disposable deposit bag will be at each location for transportation to the Contractor. Each deposit bag is a single compartment bag. Each bag will be sealed and transported to the bank with evidence of transport via a manifest. Due to the significant amounts of currency, the schools and other buildings are to be supplied with money binders by the contracted firm at no cost to the District. Respondents shall present, as a part of their proposal, the methods used to assure accurate and efficient accountability for vault deposits. Page 8 of 32 RFP No. 01-17/TW, General Banking Services The Contractor shall provide the District Food Service Office an account statement on a monthly basis. The Contractor shall provide 3-part, pre-printed deposit slips at no cost to the District. The account number will be the same for all deposit slips. However, individual school/District identifying numbers shall be encoded on the deposit slips (MICR line). 6. Community Education/Extended Day Account The Community Ed/Extended Day Account is a ZBA Account used as a vehicle to receive deposits from approximately 80 schools. The deposits are transported in disposable deposit bags via a separate District contract with an armored car service. The deposit slips for this account are all printed with the same bank account number. However, each school has a school number encoded on the deposit slip to allow for tracking the funds to the original school source, and for bank preparation of the monthly bank statement. The Contractor shall provide pre-printed deposit slips at no cost to the District. The ZBA Account Name, Community Ed/Extended Day, school name and school number will be printed on the slips. B. School Accounts Approximately 161 schools of the District have independent demand deposit accounts. The schools are encouraged to maintain their accounts with the District bank. However, the decision to participate remains solely with the Principal of each school. Therefore, no guarantee as to the extent of participation will be given. C. Availability of Funds Deposits will be made to a location of the Contractor periodically during the business day. Deposits, other than EFTs or armored car services, made between 9:00 a.m. to 2:00 p.m. shall be considered same-day availability. Respondents who allow a later cutoff time shall clearly note this time in their proposal. Deposits received by 4:00 P.M. by the banks money center via armored car service shall be considered same-day availability. The District's Concentration Account shall be credited for selected items according to the following schedule: Incoming EFT Transfers shall receive same day credit regardless of time of receipt during any weekday. The deposit of checks will be based on the Contractor's "availability schedule". Proposing firms should include a copy of their current "availability schedule" with their proposal. The Contractor agrees to notify the Supervisor, Treasury Services in writing, of any changes to the schedule. The District reserves the right to periodically audit the Contractor's Page 9 of 32 RFP No. 01-17/TW, General Banking Services compliance with the existing "availability schedule". The majority of deposits will be made through an armored car service contracted by the District. All costs related to the armored car service are paid directly by the District through a separate contract and are not part of this Request for Proposals. In the event the Concentration Account has a negative balance, interest charged on any overdrawn balances will be calculated using the same formula used to derive the District's earnings credit allowance. There shall be no additional fees or penalties assessed on any negative balance. In the event that a ZBA account experiences a temporary overdraft (i.e.- due to a vendor or employee presenting a check for cash) the Contracted Firm shall continue to honor checks drawn on the account and the account will be funded automatically via the daily funding process. D. Partial and Full Reconciliation Services The Contractor shall make available FULL RECONCILIATION services on the District Payroll and Accounts Payable bank accounts. By the 5th banking day of each month, the District shall receive: CD ROMs for each of these two accounts with front and back cancelled check images; a paper prepared bank statement; debit and credit memos; and available ARP files for District uploads. The contracted firm shall provide software that is compatible with the information and file formats presented to the District on a monthly basis. For all other bank accounts (Investment, Cash Concentration, Food Service and Community Ed/Extended Day), the contracted firm shall provide monthly statements no later than the 5th banking day of the month. E. ONLINE Daily Report Notification The Contractor shall provide the District with web-based banking services that will facilitate preparing the Districts daily cash position reports not later than 9:45 A.M. for the Districts six (6) accounts. The available information shall include; opening ledger, opening collected, closing ledger, closing collected float, previous day debit and credit detail (including ZBA transfers), ACH credit and debit details and both summary and detailed reports of the current days Controlled Disbursement of clearing District checks. The online banking system shall provide the District the ability to download the prior days banking activity in the latest industry standard BAI coded format. The history and access to these files, and to the related daily cash reports noted above, shall be made available online to the District for at least 365 days subsequent to the date of original activity. The online banking system shall provide the means for repetitive and non-repetitive wire Page 10 of 32 RFP No. 01-17/TW, General Banking Services transactions to be initiated by authorized District personnel. The process options shall include the ability for wire transfers to be set-up in advance of the due date, a separate release function capability and the assignment of a separate confirmation number to each wire initiation. The online system shall allow access to information on cleared checks and automated stop payment facilities. Stop payments shall be allowed by phone for urgent requirements (i.e., emergency replacements or computer failures). Cleared check and NSF check images will be available for online access for a minimum of 360 days after processing by the Contractor. Respondents shall provide, as a part of their proposal, a detailed description of current Internet access for daily reporting needs, wire transactions, cleared checks and stop payment transactions. F. Check Fraud Avoidance ( a.k.a. - Positive Pay) Proposals shall include a plan for the Districts participation in a Check Fraud Avoidance (CFA) System. The transmission to the bank must be received via an FTP transmission or email. Each proposal shall describe the CFA plan and may include a sample contract for the District to review. G. Earnings Credit Program and Investments The District wishes to use direct pay for all banking services used under this RFP. The bank will deduct the amount of net services charges remaining, after giving the District credit for available funds left in the account during the month and calculating the reserve requirements of the Federal Reserve on the account. Any excess of service charges over earnings shall be debited to the Cash Concentration Account for the Cash Concentration, Payroll, Accounts Payable, Food Service and Community Education/Extended Day accounts. The credit for available funds will be based on the Effective Federal Funds rate for that month. The average balance left in the accounts is approximately $30,000,000. The Investment Account earnings shall be applied to that account as calculated per the overnight sweep method as agreed upon between the Contracted Firm and the District. At a minimum, each respondent shall quote two daily earnings credit rates, based upon the following: 1) the Effective Federal Funds Rate; 2) an Overnight Repurchase Agreement using 102% collateral Respondents may elect to quote a third rate based upon other factors. However, if a third rate is quoted the factors used to derive the rate shall be outlined in detail in the proposal. Page 11 of 32 RFP No. 01-17/TW, General Banking Services Each proposer shall recommend the method of overnight investment determined to be most advantageous to the District and provide justification and account requirements for this method. Also indicate a one-year history of that rate basis. Overnight sweep investments shall adhere to the requirements set forth in Section 218.416, Florida Statutes and any guidelines described therein. The overnight Investments shall be limited to United States Treasury Securities, GNMAs, or other agencies guaranteed by the U.S. Government. H. EFT Transfers 1. Incoming - The District will consider all EFT transfers received by the bank prior to the end of the business day as "available for investment" by the District, regardless of the actual time of receipt by the bank. Should an EFT transfer not be received by the Bank, as specified above, the EFT transfer will be investigated by District personnel to ascertain the party responsible for delaying the transfer. If it is determined that the contracted financial institution is responsible for the delay, adjustments shall be made by the contractor within one (1) business day for any lost interest or earnings credit to the Districts Cash Concentration Account. In the event that an incoming EFT transfer does not arrive by the end of the business day (defined as midnight), charges on any overdrawn balance shall be calculated using the same formula for which the District receives earnings credits. No other charges or penalties may be assessed for overdrawn balances. 2. Outgoing - The Contractor shall execute any EFT transfer order within one (1) hour after notification by authorized District personnel on-line. If on-line notification is not available, notification by telephone or by e-mail shall be accepted. EFT transfers ordered, but not received by the destination party by 6:00 p.m. shall be traced by the Bank from origin to destination to ascertain the party responsible for delaying the transfer. If necessary, the responsible party will be held accountable for adjustments or reimbursement for any lost interest, earnings credit, or charges resulting from a "fail" to consummate an investment transaction or vendor payment. The District may consider entering into an "EFT Transfer Agreement" with the Contractor for all incoming and outgoing EFT transfers. All terms and conditions of the EFT Transfer Agreement will be subject to negotiation prior to acceptance by the District. Each respondent should provide a sample copy of his/her EFT Transfer Agreement as a part of the proposal. I. Designated Account Executive Each respondent shall identify and provide resumes for Account Executives and Customer Service Representatives proposed to be assigned to District accounts. Bank designated Account Executives shall be authorized to make day-to-day decisions regarding disposition of Page 12 of 32 RFP No. 01-17/TW, General Banking Services District accounts. J. General Investment Portfolio Custodial services regarding overnight sweep investments are limited to handling the settlement of fixed-income trades for short-term cash positions. However, services shall not involve any other investment management functions for the District. The securities which qualify for delivery through the Federal Reserve Bank in book entry form credited to the banks Federal Reserve Account and for further credit to the District include: United States Treasuries, GNMAs and other agencies guaranteed by the U.S. Government, as stated in Florida Statutes 218.415. The Federal Reserve receipt must identify the CUSIP number and the District as owner of the security. All securities and cash held by the custodian shall be segregated from the assets of others and shall be and remain the property of the District. The custodian shall have only the basic custody thereof. Monthly reports describing all Repurchase Agreements within the Custodial account shall be provided by the Contractor. Respondents should submit a copy of their Custodial Agreement as a part of their proposal for the Districts review. K. Miscellaneous Banking Services and Information 1. The District may consider an automatic one-time redeposit of all checks returned due to insufficient funds. Each respondent is requested to include in the proposal the charge (if any) for this service. 2. District checks are considered stale-dated after 90 days from the date of issue. 3. Respondents are requested to describe any additional services offered that will be provided at no cost to the District. Proposals shall contain all costs associated with providing banking services as described in this RFP. All debit and credit memos required to adjust errors caused by the Contractor will not be charged to the District. All deposit errors shall be accompanied by copies of the related deposit slips. All Contractor's errors must be corrected within three (3) business days of notification by the District. The Contractor shall provide the MICR check specifications required for the District's check printer. Information on all stop payments, cleared and NSF checks shall be available through an on-line connection to the Contracted Firm, including access to related check image. Stop payments shall be allowed by phone or e-mail from authorized District Personnel under extenuating circumstances. 2.1 Projected Costs and Additional Information 2.1.1 Use of the attached Cost Projection Form (ATTACHMENT C) is required of all proposers. No Page 13 of 32 RFP No. 01-17/TW, General Banking Services proposal will be considered without amounts being place on this form. If the respondent is unable to meet the requirements specified, then the phrase "No Proposal" should be entered for that particular item. The District reserves the right to eliminate any individual service contained in the proposal, if, based on analysis, the fees for providing the service are excessive, or if it is determined the proposed service can be performed in a more effective/efficient manner. 2.1.2 Each Bank should review the proposal form and price each service specified. Per item charges should be extended to the "Projected Monthly Service Charges" column, per (ATTACHMENT C). Monthly Service Charge Calculations All respondents shall provide an example and explanation of a monthly billing for services rendered. The billing should be able to reconcile (using similar terms, formats, etc.) to the Cost Projection Form (ATTACHMENT C) in this Request for Proposal. All respondents shall use the Federal Fund Rate for this calculation in order for the District to utilize a consistent factor in the comparison of proposals. Total service charges will be calculated based on the quoted number of transactions (ATTACHMENT C) for a month multiplied by the fixed charge per item. 2.1.3 The District reserves the right within the scope of this solicitation to establish new demand accounts and close existing accounts as the needs of the District change. Additionally, the District reserves the right to add future services not specifically described in this document, subject to fee and contract negotiations, as the needs of the District may dictate. 2.1.4 The District will require the Contractor to coordinate with any third party check collection agency independently selected by the District in the exchange of information necessary and pertinent to the collection of NSF or other uncollectible checks deposited on behalf of the District. Such services shall be provided at no additional cost to the District. 3.0 EX PARTE COMMUNICATION: Ex parte communication, whether verbal or written, by any potential proposers/respondents or representative of any potential proposers/respondents to this RFP with District personnel or with the Legal Services personnel involved with or related to this RFP, other than as expressly designated in the document, is strictly prohibited. Violation of this restriction may result in the rejection/disqualification of the proposers/respondents proposal. Ex parte communication (whether verbal or written) by any potential proposers/respondents or representative of any proposers/respondents to this RFP with District Board members is also prohibited and will result in the disqualification of the proposers/respondents. Notwithstanding the foregoing, communications are permissible by this Section when such communications with a prospective proposer/respondent are necessary for, and solely related to, the ordinary course of business concerning the Districts existing contract(s) for the materials or services addressed in this RFP. Page 14 of 32 RFP No. 01-17/TW, General Banking Services However, in no event shall any existing vendor intending to submit a proposal initiate communications to any member(s) of the Duval County School Board: it being understood such communication initiated by a vendor under these circumstances would not be in the ordinary course of business. Notwithstanding the foregoing, communications are permissible by this Section when (1) such communication with a prospective respondent occur only within scheduled Project Invest business Process improvement meetings as established by the District, so long as the topics of such communications are unrelated to evaluation elements as set forth in this RFP; and/or (2) such communications with a prospective respondent are necessary for, and solely related to, the ordinary course of business concerning the Districts existing contract for the materials or services addressed in this RFP. 4.0 PREPARATION AND SUBMISSION REQUIREMENTS: Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District. 4.1 There will be a NON-MANDATORY Pre-proposal Conference held at the Districts Administration Building, 1701 Prudential Drive, Jacksonville, Florida on Thursday, August 18th at 10:00 A.M. EST in Room 307. The purpose of the Conference is to review the Request for Proposal (RFP) documents and answer any questions regarding the RFP and address any areas of concern in order to provide an equal opportunity for participation to all Proposers. NOTE: Potential Proposers are directed to bring any comments, questions or items for clarification to the pre-proposal conference. Comments, questions or items for clarification will NOT be addressed prior to this Conference. 4.2 All proposals must be received no later than 2:00 P.M. EST. on September 22, 2016. If a proposal is transmitted by US Mail or other delivery medium, the Proposers(s) will be responsible for its timely delivery to Purchasing Services, 4880 Bulls Bay Highway, Jacksonville FL 32219-3235. Any proposal received after the stated time and date or at another location will not be considered and will be returned unopened to the Proposers(s). Official time for the purpose of bid opening will be calibrated using http://www.timeanddate.com/worldclock/results.html?query=jacksonville. 4.3 One manually signed original, two (2) photocopies, and eight (8) copies on USB Flash Drive (in.pdf format) (8 USB Flash Drives to be submitted) of the complete proposal must be sealed and clearly labeled "REQUEST FOR PROPOSAL: GENERAL BANKING SERVICES" on the outside of the package. The legal name, address, Proposers' contact person, and telephone number must also be clearly annotated on the outside of the package. The manually signed original shall be marked as ORIGINAL. Once accepted, all original proposals and any copies of proposals become the sole property of the District and may be retained by the District or disposed of in any manner the District deems appropriate. All proposals must be signed by an officer or employee having authority to legally bind the Proposers(s). http://www.timeanddate.com/worldclock/results.html?query=jacksonville Page 15 of 32 RFP No. 01-17/TW, General Banking Services Any corrections of unit prices must be by line-outs of the original prices with correct amounts typed or written in and initialed by the originator. Corrections made using correction fluid (white out) or any other method of correction are unacceptable. NOTE: It is the sole responsibility of each respondent to assure all proposal copies are EXACT duplicates of the original proposal. USB Flash Drives will be utilized by the Evaluation Committee for the purpose of evaluation of proposals. Any information contained in the original proposal which has not been transferred to the USB Flash Drive or photocopies will NOT be considered. The original document will be used solely for official record keeping purposes. 4.4 It is the intention of the District that the NON-MANDATORY Pre-proposal Conference serve as a forum for clarifying issues regarding the intent, purpose and requirements of this RFP. Any questions and/or requests for additional information should be presented at the NON-MANDATORY Pre-proposal Conference. Potential Proposers shall not contact, by written or verbal communication, any District employee for information regarding this RFP other than as expressly permitted by this RFP. Additions, deletions or modifications to information contained in the RFP document as a result of the NON-MANDATORY Pre-proposal Conference(s) will be presented to all potential Proposers by means of a written addendum, if necessary. No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District. Subsequent to any NON-MANDATORY Pre- proposal Conference, any questions or requests for clarification regarding this RFP shall be submitted to Terrence Wright, Purchasing Services in writing via e-mail at wrightt@duvalschools.org. The deadline for such questions or requests will be 4:00 p.m., EDT on Thursday, Septemter 8, 2016 unless otherwise extended in writing by the District. Questions or requests for clarification received after the deadline will NOT be addressed. 4.5 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of ninety (90) days, to provide the District ample time to award the Contract for the services specified in the proposal and this RFP. Concurrent with the delivery of the Proposers proposal, the Proposer shall also irrevocably deliver a completed and properly signed Attachment A. Upon completion of the award process and within three (3) business days of the Duval County School Boards completion of the award process at its duly called meeting, the successful Proposer shall cause the delivery of the required Performance Bond (see Section 8.0 of this RFP) and deliver the required insurance certificate (see Section 17.0 of this RFP). 5.0 FAMILIARITY WITH DISTRICT: Proposers should become familiar with any local conditions which may, in any manner, affect the services required. The Proposers(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the Contract. No additional allowance will be made due to lack of knowledge of these conditions. mailto:wrightt@duvalschools.org Page 16 of 32 RFP No. 01-17/TW, General Banking Services Submission of a proposal shall constitute acknowledgement by the Proposers that it is familiar with all conditions. The failure to familiarize itself with the conditions shall in no way relieve him or her from any obligations with respect to the proposal. 6.0 ANTICIPATED TIME SCHEDULE: The District will attempt to adhere to the following time schedule: Thursday, July 21st, RFP Distribution Thursday August 18th, Non-Mandatory Pre-proposal Conference (Rm. 307, Administration Building) Thursday, September 8th, Deadline for written questions Thursday, October 6th, Committee Evaluation November or December 2016, Board Award 6.1 The Evaluation Committee reserves the right to require presentations of any or all respondents in the event that proposals cannot be properly evaluated based solely upon their content. If presentations are required, each presenting firm will be notified of their presentation time and date. NOTE: If any respondent has not received notification by this date, a presentation will not be required by that firm. 6.2 Inquiries regarding the status of a proposal must not be made prior to the posting of award recommendation. 7.0 PROPOSAL EVALUATION AND AWARD: In order to be considered for evaluation, the proposer shall possess sufficient capacity, resources and experience to successfully manage and operate the demand accounts of a large sized urban school district. At a minimum respondents shall: A. be certified as a "Qualified Public Depository" in accordance with Chapter 280, Florida Statutes; B. demonstrate the firm's technical expertise and technological resources; C. demonstrate the firms ability to devote the necessary financial resources; D. demonstrate the availability within the firm of qualified personnel to adequately service the District;. E. provide a competitive cost structure for services offered, and; F. maintain a full service facility within the boundaries of the County of Duval, Florida; G. be capable of generating banking related data files compatible with the Districts SAP Financial System. NOTE: The items above should be clearly outlined in the proposal. 7.1 Districts Rights and Reservations A. The District reserves the right to accept or reject any or all proposals. B. The District reserves the right to waive any irregularities and technicalities and may at its sole discretion request clarification or other information to evaluate any or all proposals. Page 17 of 32 RFP No. 01-17/TW, General Banking Services C. The District reserves the right, before awarding the Contract, to require Proposers(s) to submit additional evidence of qualifications or any other information the District may deem necessary. D. The District reserves the right, prior to its Board approval, to cancel the RFP or portions thereof, without liability to any Proposers or the District. E. The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed. F. The District reserves the right to further negotiate any proposal, including price, with the highest rated Proposers. If an agreement cannot be reached with the highest rated Proposer, the District reserves the right to negotiate and recommend award to the next highest ranked Proposer or subsequent Proposer(s) until an agreement is reached. 8.0 BONDS: Proposal Bond: As a guarantee the Proposers will enter into the Contract under the terms and conditions set forth in this RFP, a proposal bond in the amount of $5,000 made payable to the Duval County School Board shall accompany the proposal when submitted. The bond shall be issued by a surety company licensed to conduct business in Florida and approved by the United States Treasury Department. Cash and/or checks of any kind are not acceptable. PROPOSALS RECEIVED WITHOUT THE REQUIRED BOND ARE CONSIDERED NON-RESPONSIVE. Performance Bond: The successful Proposer shall execute and furnish to the Duval County School Board a bond, and only one bond, issued by the same surety company that issued the proposal bond. The performance bond shall be for an amount of $100,000; and it is required that the bond remain continuously in effect and renewal bonds be provided at least thirty (30) days prior to the expiration of the existing bond. Such bond shall be submitted within three (3) business days after the Districts notification of award of the Contract to the successful Proposer. Return of Proposal Bond: Proposal bonds will be returned to all unsuccessful Proposers after the Contract award has been made and to the successful Contractor after receipt of the performance bond and execution of the Contract. 9.0 PROPOSAL FORMAT AND EVALUATION CRITERIA: In order to maintain comparability and enhance the review process, it is required that proposals be organized in the manner specified below. Include all information in your proposal. Proposers are encouraged to provide tab separations for each item. Proposals received which do not address ALL items and sub-items listed in this section may be considered nonresponsive or be awarded less points for the given category below. A. REQUIRED RESPONSE FORM (ATTACHMENT A) Submit with all required information completed and all signatures as specified. No points are assigned to this required item. B. EXPERIENCE AND REFERENCES: (20 points) Provide the following general information about your firm: 1. List a minimum of three (3) previous, educational/institutional contracts providing similar Page 18 of 32 RFP No. 01-17/TW, General Banking Services services during the past five (5) years. Include names, titles, phone numbers and valid email addresses. Additionally, list a minimum of three (3) current educational/institutional contracts (distinct from those above) together with contact names and valid contact information as listed above. Provide a brief outline of each contract with information regarding services performed and any other information deemed relevant. List any contracts which have been terminated early or upon renewal within the past five (5) years. Explain the reason for early termination or non-renewal and include contact names, titles, phone numbers and email addresses. Note: References should include Florida-based accounts as well as accounts from other states 2. Provide a brief description of all lawsuits that are pending and/or filed against the proposer over the last five (5) years and any disciplinary action taken against the proposer. 3. Provide information on any legal or regulatory violations, pending, current or previous investigations by any regulatory agencies the firm has been involved with in the last five (5) years. C. ORGANIZATION AND KEY PERSONNEL: (20 points) Identify the management and office support team that will be responsible for providing the required contract services. Detailed resumes are required for the primary account manager and other key personnel who will be assigned to the District account. General information is required for management/administrative personnel at the regional and corporate levels (if applicable). Indicate the specific individual who would serve as the day-to-day contact and be responsible for the operation of the overall program. Describe any potential conflicts of interest your firm may have in the management of this account. Provide an organizational chart and a plan for the replacement of management staff. D. FIRMS CAPABILITIES AND APPROACH TO SERVICES: (30 points) Provide a narrative which profiles the background, experience, business philosophy and qualifications of the responding firm. Discuss the approach to be used in providing all of the services as described in Section 1.3. Also include the role of your team in communicating/coordinating effective with DCPS staff and other involved with this contract. E. PRICING OF SERVICES: (20 points) Complete and submit the attached Cost Projection Form (Attachment C). F. OEO COMPLIANCE STATEMENT (Attachment D): Submit with all signatures as specified. This is a required submittal. No points are assigned for this category. G. FINANCIAL INFORMATION: (10 points) Provide the most recent years audited financial statement for the firm. H. ADDITIONAL INFORMATION REQUESTED: Provide the information requested in Attachment E. No points are assigned for this category. Page 19 of 32 RFP No. 01-17/TW, General Banking Services I. ADDITIONAL INFORMATION: Information not specifically requested should not be included in the foregoing proposal sections. Give any additional information considered essential to the proposal in this section. No points are assigned for this item. 10.0 PROPOSAL EVALUATION PROCESS: Proposals are received and publicly opened. Only names of Proposers are read at this time. An Evaluation Committee will convene, review and evaluate all proposals submitted based on the factors set forth in the RFP. Purchasing personnel will participate in an administrative and advisory capacity only. The Evaluation Committee reserves the right to interview any or all Proposers and to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. This interview is to be based upon the written proposal received. All proposals will be evaluated in accordance with the evaluation criteria specified in this document. Information derived by investigation and overall due diligence of District staff will be considered. Based on the proposals received, the District may elect to proceed based on any of the following options, but will not necessarily be limited only to these options: (1) Award to the best initial proposal without any further discussion or negotiation; (2) Negotiate with the highest ranked Proposer; or, (3) Allow the top ranked Proposers make oral presentations. Proposers are advised to provide their best offer with the initial proposal because the District reserves the right to award a Contract based on initial proposals without further discussion or negotiation. The proposal most advantageous to the District in its sole discretion will be selected. The District reserves the right to negotiate out unacceptable clauses or restrictions incorporated within an otherwise acceptable proposal. In the event that a mutually acceptable contract between the District and the selected Proposers cannot be successfully negotiated and executed, then the District reserves the right to discontinue negotiations with such Proposers and to negotiate and execute a Contract with the next- ranked Proposers. The District reserves all rights, in its sole discretion, not to issue an award to any Proposers, to cancel this RFP at any time, to reissue this RFP for any reason, or a combination of any or all of the above. The District will not be liable to any Proposer for any costs incurred in connection with this RFP as a result of any of the above stated actions taken by the District. A recommendation agenda item will be prepared and submitted to the Superintendent of Schools, Duval County, Florida. The Superintendent will then recommend to the School Board the award or rejection of any and/or all proposal(s). The School Board will then award or reject any or all proposal(s). 11.0 REPLACEMENT OF CONTRACTOR STAFF: Replacement personnel must have, at a minimum, credentials equivalent to the individuals whom they replace. Resumes of replacement management personnel may be required to be submitted to the Page 20 of 32 RFP No. 01-17/TW, General Banking Services District for review. The District reserves the right to interview replacement management personnel prior to approval. The successful Contractor shall provide any and all necessary training for management and staff employed under the terms of the Contract with the District. Additionally, the Contractor agrees that it will remove (within a mutually agreed upon period of time) from assignment under the Contract any individual in its employ, if, after the matter has been reviewed jointly by the District and the Contractor, the District requests such action in writing. Any such removal shall not necessarily reflect on the capabilities or competence of the individual so removed. Nothing herein shall affect the status or responsibilities of the Contractor as an independent contractor solely responsible for the method, manner and means chosen by it to perform hereunder. 12.0 TERMINATION, SUSPENSION, AND REMEDIES: 12.1 The District reserves the right to terminate any Contract resulting from this RFP, at any time and for any reason upon giving a minimum of sixty (60) days prior written notice to the Contractor. If said Contract should be terminated for convenience as provided herein, the District will be relieved of all obligations under said Contract. The District will only be required to pay to the Contractor that amount of the Contract actually performed to the date of termination. Access to any and all work papers will be provided to the District after the termination of the Contract. The parties understand and agree that the Contractor shall in no event have the reciprocal right to terminate the Contract; it being understood that the Districts payment of the Contract fees forms the consideration for the Contractor not having this right to terminate for convenience. In the event of the Districts termination of the Contract, the District (in its sole election) may also require the Contractor to provide the Transition Assistance set forth in section 12. 3 of this RFP. 12.2 In the event any of the provisions of the Contract are breached by the Contractor, the Superintendent or designee will give written notice to the Contractor stating the deficiencies and unless the deficiencies are corrected within the applicable cure period set forth in this RFP (and if none is stated, then ten (10) days), the District may terminate the Contract. Upon termination hereunder, the District may pursue any and all legal remedies as provided herein and by law. Notwithstanding the foregoing, and in addition to the remedies set forth herein, the District may elect the following in its sole discretion, and without any obligation whatsoever to make this election. If Contractor is unable to reasonably cure a deficiency within ten (10) days after receiving the Districts notice notwithstanding Contractors continuous and diligent efforts to do so, the District may elect, in its sole discretion, to permit Contractor to cure the deficiency as soon as is reasonably practicable using continuous and diligent efforts, but in no event more than thirty (30) days after receipt of the Districts notice. Until the earlier of either (1) the deficiencies are cured or (2) this agreed upon cure period expires, the Contractor remains obligated to perform the Services without degradation and in accordance with the Contract. 12.3 In order to provide transition assistance to the District in the event that the Contract is terminated or expires, the Contractor agrees that the District may provide written notice to the Contractor retaining the Contractor for a mutually agreed upon period of time (at a minimum of one calendar month, plus Page 21 of 32 RFP No. 01-17/TW, General Banking Services five (5) additional calendar months on a month-by-month basis at the Districts sole and unilateral election) on the same terms and conditions set forth in the Contract (the Transition Assistance). The provisions of this section will not apply if the Contract is terminated by the Contractor based on an uncured event of default by the District. 13.0 DEFAULT: In the event that the Contractor breaches this contract, then the District reserves the right to seek all remedies in law and/or in equity. 14.0 LEGAL REQUIREMENTS: 14.1 It shall be the responsibility of the Contractor to be knowledgeable of and adhere to the stipulations of any federal, state, county and local laws, ordinances, rules and regulations that in any manner affect the items covered herein which may apply. Lack of knowledge by the Contracted Firm will in no way be a cause for relief from responsibility. Upon award, Contractor shall execute and deliver to the District, concurrent with its signature of the Agreement, the following, all of which shall be incorporated into the Agreement by this reference, and which are attached as composite Exhibit 2: (a) Federal Regulatory Compliance Statement; (b) Certification Regarding Drug-Free Workplace Requirements; (c) Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion; and (d) Non-Collusion Affidavit. 14.2 Contractor represents and warrants to the District that Contractor does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Contractors performance under the awarded Contract on account of race, color, sex, religion, age, handicap, marital status, national origin, citizenship status, creed, religious affiliation, sexual orientation, gender, gender identity, disability, veteran status, or any other protected status under applicable law. Contractor further covenants that no otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age, handicap, marital status or national origin be excluded from participation in, be denied services, or be subject to discrimination under any provision of the awarded Contract. 14.3 Proposers affirm by submitting their proposals they are equal opportunity and affirmative action employers and shall comply with all applicable federal, state and local laws and regulations including, but not limited to: Executive Order 11246 as amended by 11375 and 12086; 12138; 11625; 11758; 12073; the Rehabilitation Act of 1973, as amended; the Vietnam Era Veterans Readjustment Assistance Act of 1975; Civil Rights Act of 1964; Equal Pay Act of 1963; Age Discrimination Act of 1967; Immigration Reform and Control Act of 1986; Public Law 95-507; the Americans with Disabilities Act; 41 CFR Part 60 and any additions or amendments thereto. 14.4 JESSICA LUNSFORD ACT: The Contractor shall comply and be responsible for the costs associated with the Jessica Lunsford Act, which became effective on September 1, 2005. The Act states that contractual personnel who are permitted access to school grounds when students are present or who have direct contact with students must meet current requirements as described in the Florida Statutes. Contractual personnel shall include any vendor, individual or entity under contract with the District. Current employees that have met the requirements of this Act with the District, and are in good standing, could be available for immediate employment with the successful Proposer. Any current Page 22 of 32 RFP No. 01-17/TW, General Banking Services employees compliance with the Act is valid for one-year and would have to be renewed during a contract year as his/her current background check expires. All background checks (initial and renewals) will be at the expense of the Contractor. 14.5 Representations and Warranties. 14.5.1 The Contractor warrants that it is a duly formed business entity duly organized and existing in good standing under the laws of the State of its formation and is entitled and shall remain licensed to carry on its business as required for its performance pursuant to the Contract in the State of Florida. The Contractor agrees that it will comply with all rules and regulations of governmental bodies governing its performance under this RFP and the resulting Contract whether or not such specified in the Contract and Exhibits. The Contractor further warrants that the execution and delivery of the Contract and the terms and conditions herein have been duly authorized by proper corporate and/or partnership action (as the case may be). 14.5.2 The Contractor shall comply with all applicable federal, State and local laws, ordinances, rules, and regulations pertaining to the performance of the Services and all matters pertaining to the Contract, as the same exist and as they may be amended from time to time. The Contractor acknowledges and agrees that it is subject to the requirements of the Public Records Law, Chapter 119, Florida Statutes, for all matters pertaining to the Contract. 14.5.3 Each Party agrees to continue performing its obligations under the Contract while any dispute is being resolved (except to the extent the issue in dispute precludes performance); provided, however, that any dispute over payment shall not be deemed to preclude performance. 14.5.4 Each Party agrees that, in its respective dealings with the other Party under or in connection with the Contract, it shall act in good faith. 14.5.5 Neither Party shall use the name or marks of the other without its express written permission, which may be withdrawn at any time. 14.6 Miscellaneous. The Contract to be awarded pursuant to this RFP shall be further governed by the following: 14.6.1 This RFP and any Contract resulting therefrom shall be interpreted and enforced in accordance with the laws of Florida and it shall be binding upon and inure to the benefit of the parties hereto and their respective legal representatives, successors and assigns. Venue for any action arising out of the Contract shall lie exclusively in the jurisdictional courts in and for Duval County, Florida. 14.6.2 The Contract shall not be construed more strongly against any party regardless of who was more responsible for its preparation. 14.6.3 Except for the provisions requiring ...

Dates

Start Date

21 Sep, 2021 (12 months ago)

Due Date

31 Jan, 2023 (in 4 months)

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Location

Country : United StatesState : Florida