My Original Understanding with Terry Toraason (Now No Longer with CTI) Is That the Equipment
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COUNTY OF DANE DEPARTMENT OF ADMINISTRATION PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd. Madison, WI 53703-3345 608/266-4131 FAX 608/266-4425 TDD 608/266-4941 BONNIE HAMMERSLEY CHARLES HICKLIN Director of Administration Controller
ADDENDUM # 4
DATE: September 5, 2008
TO: All Prospective Proposers
SUBJECT: Request for Proposal # 108094 – Banking Services
The following addendum becomes a part of the above referenced RFP. All other terms and conditions remain in effect, unchanged.
A pre-proposal conference was held at the Dane County Courthouse, 215 S. Hamilton St, Madison, WI, July 15, 2008.
The following individuals were present at the pre-proposal conference:
Name Affiliation Francisco Silva Dane County Purchasing Margaret Krohn Dane County Accounting Nancy Parsley Dane County Treasure Dave Worzala Dane County Treasures Matt Lindman First Data Jana McMackin M & I Bank Todd Conkey Amcore Jason Koski Amcore Julie Miller Amcore Robb Grehn Wells Fargo Matt Rosenthal Summit C U Sam Huntington Park Bank Lee Strom US Bank C. Breunig US Bank Teresa McBride US Bank Tom Harkless Chase Pete Pulos JP Morgan
The following is a listing of clarification answers to questions received up until July 31, 2008.
1 1. Question: Would deposits from the Treasurer, Alliant Energy Center, Dane County Airport, Clerk of Courts and the Sheriff Security Services all be made at the same bank location?
Answer: Deposits are currently made at the same bank location but, this would not have to be done in the future. However, the County does not want to incur greater costs for armored car and messenger services and this would be a consideration in the final contract.
2. Question: Section 1.5.2.3 – Parking Ramp – Does the Treasurer’s office send a deposit slip with the coin bags indicating the amount being deposited?
Answer: Yes.
3. Question: Section 1.5.2.7 Human Services Item B – Is this a description of what is required for Item A?
Answer: Yes.
4. Question: Section 1.5.2.7 – Human Services Item F – Please provide a more complete description of what is meant by a “Returns Report”. Is this an ACH Return / Notification of Change Report?
Answer: This is a report of electronic withdrawals made by the Federal Reserve of previously paid Social Security funds when a client dies.
5. Question: Section 1.5.2.7 – Human Services – “Online access to cleared checks and deposit information – The bank provides a daily listing via PC transmission of individuals whose social security checks have been ACH direct deposited” – Is this a description of what is required for item “A”?
Answer: No, this paragraph should read: “Online access to a download file of cleared checks each month.” This is a separate report/file from what is requested in item 1.5.2.7.A
6. Question: Section 1.5.2.7 – Human Services – Checks fine sorted numerically – Does this requirement apply for all 6 Human Services accounts including Protective Payee?
2 Answer: Yes. The Human Services Department would also like access to a web/internet based system that would provide the flexibility to look up checks by payee, check number, check date, or amounts.
7. Question: Section 1.5.2.7 – Stop Payments and 1.5.2.14 – Will the County consider placing Stop Payments online?
Answer: The County would consider putting Stop Payments on-line provided the necessary safeguards are in place to track them and they could be looked up by payee, check number, check dates or amounts. The Clerk of Courts currently does stop payments on line via MI-Web.
8. Question: Section 1.5.2.11 – Clerk of Courts - Please clarify how many accounts are used by the Clerk of Courts – am I understanding correctly that there is an account to which deposits are made (Control Account), another account from which checks are written (Zero Balance Account) and then a Repurchase Agreement account that sweeps to/from the Control Account?
Answer: The Clerk of Courts has two accounts. One is a zero balance account, the other is a repurchase account.
9. Question: Section 1.5.2.13 – Reconciliation – Clerk of Courts – What is meant by “Exceptions by division”?
Answer: “Exceptions by division” is an outdated reference. Apply the same reconciliation language found in 1.5.2.7 where the bank provides full reconciliation that includes the statements listed 1-13. Checks were being sorted numerically and returned.
10. Question: For how long does the County need access to online images of checks and other documents? Longer than 45 days?
Answer: The County requires access to check images in some form for 7 years. Currently, the County has access to images for 5 years and this capability is expected to grow to 10 years.
Questions related to Attachment E – Cost Proposal
11. Question: Cost Proposal-Demand Deposit Services - Maintenance Fee – The Current Operations section describes the need for 24 accounts, but if you divide the annual volume by 12 to determine the monthly volume there appear to be only 23 accounts. Please verify the annual volume.
Answer: A new Cost Proposal Format Table is included. The correct number of accounts that pay the maintenance fee is 24.
3 12. Question: Cost Proposal-Demand Deposit Services – ZBA Surcharge – The Current Operations section describes the need for 3 Zero Balance accounts but the annual volume is only 3. If this is a monthly charge per Zero Balance account this volume should be 36. Please verify the annual volume.
Answer: A new Cost Proposal Format Table is included. The correct number of ZBA that pay the maintenance fee is 3 and therefore the annual volume is 36. The Clerk of Courts is not charged this surcharge.
13. Question: Cost Proposal-Demand Deposit Services – Special Handling Multi Signatures – Please describe the service this fee relates to. Which accounts is this referring to?
Answer: The County requires multiple signatures on three accounts and this is a monthly fee per account to check that both signatures are affixed. This applies to the General fund and two Sheriff’s Department accounts.
14. Question: Cost Proposal-Demand Deposit Services – Return Items Special Handling Base Fee – Please describe the service this fee relates to. What service is being provided for Return Items that requires special handling?
Answer: Special handling applies to eighteen of the County accounts where County requirements diverge from the originally negotiated policy and the financial institution is required to handle the payment/debit differently. For example, standard policy on NSF checks less than $500 is that they are redeposited. For some Dane County accounts, this is no longer County policy and therefore there is a special handling fee.
15. Question: Cost Proposal-Demand Deposit Services – Debits – Are these electronic debits or paper debits?
Answer: These are paper debits, excluding checks paid. For electronic debits see ACH debits.
16. Question: Cost Proposal-Demand Deposit Services – Credits – Are these electronic credits or paper credits?
Answer: These are paper credits, electronic are under ACH credits.
17. Question: Cost Proposal-Demand Deposit Services – Check Paid (Truncated) – Is this the fee charged for clearing the check? Does this mean that these checks are not returned with your bank statement?
Answer: Yes, this is the fee charged for clearing the check and the checks are not returned. The County uses Webview to access on line check images.
4 18. Question: Cost Proposal-Demand Deposit Services – Non-Truncation per Item – Does this fee apply for returning checks back with our bank statement? Does it include the serial sort fee?
Answer: Yes, this fee applies to returning checks with our bank statement. The checks are returned with no serial sort provided. This only applies to the Clerk of Courts account and Human Services Department accounts.
19. Question: Cost Proposal-Demand Deposit Services – FDIC Assessment – What does the volume represent? For example, is it the average ledger balance divided by 100 or 1,000 at the end of a month or quarter?
Answer: This is the ledger balance divided by 1,000.
20. Question: Cost Proposal-Account Reconciliation – Full Plan Base Fee – The volume shown would indicate that 3 accounts use this service, but the Current Operations section indicates the following 4 accounts receive a Full Reconciliation: Protective Payee, General Account – Treasurer, Payroll Account – Treasurer and Clerk of Courts. Please verify the annual volume.
Answer: A new Cost Proposal Format Table is included. The correct number of accounts that pay the Full Plan Base Fee is 4 and therefore the annual volume is 48.
21. Question: Cost Proposal-Account Reconciliation – Full Plan Balancing – Please describe the service provided for this fee.
Answer: Bank provides full reconciliation that includes statements described as Items 1-13 (same as Human Services) in 1.5.2.7. Key reports include the descriptive checks paid, descriptive outstanding checks, and the reconciliation report that ties the balance on the reconciliation statement to the bank statement. Fee is calculated by the number of checks cleared per month (table shows 12 months).
22. Question: Cost Proposal-Account Reconciliation – Reconciliation Mail Charge - The volume shown would indicate that 3 accounts use this service, but the Current Operations section indicates the following 4 accounts receive a Full Reconciliation: Protective Payee, General Account – Treasurer, Payroll Account – Treasurer and Clerk of Courts. Please verify the annual volume.
Answer: A new Cost Proposal Format Table is included. The correct number of accounts that pay the Mail Charge is 3 and therefore the annual volume is 36. The Clerk of Courts is not charged this fee.
23. Question: Cost Proposal-Account Reconciliation – Transmission Output - The volume shown would indicate that 3 accounts use this service, but the Current Operations section indicates the following 4 accounts receive a Full Reconciliation:
5 Protective Payee, General Account – Treasurer, Payroll Account – Treasurer and Clerk of Courts.
Answer: A new Cost Proposal Format Table is included. The correct number of accounts that pay the Transmission Output is 3 and therefore the annual volume is 36. The Clerk of Courts is not charged this fee.
24. Question: Cost Proposal-Positive Pay – Positive Pay Base Fee (Image) – The volume shown would indicate that 2 accounts use this service, but the Current Operations section indicates the following 4 accounts use Positive Pay: Protective Payee, General Account – Treasurer, Payroll Account – Treasurer and Clerk of Courts. Please verify the annual volume.
Answer: A new Cost Proposal Format Table is included. The correct number of accounts that pay the Positive Pay Base Fee is 3 and therefore the annual volume is 36. The payroll account is not charged this fee.
25. Question: Cost Proposal-Positive Pay – Positive Pay Return – Does this volume represent checks returned for reason of fraud or were they returned for a non- fraud related reason?
Answer: The reason for the volume is varied. Some are fraud related but others are for non-fraud reasons such as being too old.
26. Question: Cost Proposal-Webview – Please describe in detail what this service provides. Which accounts use this service?
Answer: Webview is part of the suite of electronic access to County accounts. In particular, Webview provides electronic images of checks (back and front), and check number for each transaction. Images are available of paid checks, deposited checks, and returned checks. There is a fee separate from balance information for this service.
Webview is currently used by the General Fund and Human Services Department.
27. Question: Cost Proposal-Webview Returns - Please describe in detail what this service provides. Which accounts use this service?
Answer: Webview Returns is a service that allows electronic access to checks returned and allows images to be retrieved. There is a fee separate from balance information for this service.
The General Fund uses Webview Returns.
6 28. Question: Cost Proposal-EDI Received – Please describe what information this report provides. Is it a human readable report or some other format? Which accounts use this service?
Answer: It is a human readable report used by Human Services Department, primarily for federal social security payments. The federal government often includes additional data attached to a transaction that the Human Services Department captures in the reporting process.
29. Question: Cost Proposal-EDI Received - EDI Reports E Delivery – volume of 169 – What does this volume represent? Is it the number of reports provided?
Answer: There is a per report charge and this is the number of reports requested from Human Services Department.
30. Question: Cost Proposal-EDI Received – EDI Trans Proc E Deliver – volume of 11,179 – What does this volume represent? Is it the number of EDI transactions reported?
Answer: This is the number of ACH payments received with EDI.
31. Question: Cost Proposal-Web-Commercial – Many volume fields are left blank in this section. Please describe which accounts receive Prior Day Reporting. Do these accounts receive summary information only (information related to balances, number of debits/credits) or do they receive detailed account information (balances along with individual transactions reported. Please describe which accounts receive Current Day Reporting. Do these accounts receive summary information only (information related to balances, number of debits/credits) or do they receive detailed account information (balances along with individual transactions reported.
Answer: Web Commercial is part of the suite of electronic access to the County’s accounts. Each of the modules listed below has a base fee for the service that may be used by all of the accounts. Each module provides finer detail and broader features for the account.
Six accounts use the prior day and transaction-reporting feature. The features receive detailed account information as well as summary data. However, access to electronic versions of the checks is part of the Mi-Web function.
The charge for prior day reporting is monthly, not per account.
32. Question: Cost Proposal-Web-Commercial – ACH Module, File Transfer Module ACH, Per ACH Item Originated – Please describe what services are provided for these fees. How is this service different from the ACH fees shown in the ACH File Transfer Module section directly below the Web-Commercial section?
7 Answer: The difference between the two fees is balance reporting versus actual ACH’s county originates, primarily payroll. The Per ACH Item Originated under Web Commercial is a report. Under ACH File Transfer Module these are the ACH’s that the county originates when it pays the electronic deposits for payroll.
33. Question: Cost Proposal-Web-Commercial – File Transfer Module – Is this module used by the County to send issue files to the bank or is it used by the bank to send reconciliation reports to the County?
Answer: This module is used to send issue files to the bank.
34. Question: Cost Proposal-ACH – File Transfer Module – Please describe how this service differs from the ACH service listed under Web-Commercial section. Does this service represent ACH files sent directly from your accounting system to the bank? I don’t see a line item that indicates the number of times files are transmitted. Please provide that volume.
Answer: The current bank charges for the number of transactions originated and not the number of files uploaded. We do not track the number of files transmitted. However, since this is payroll, the number of files would be around 30 which is biweekly payroll plus occasional other files.
35. Question: Cost Proposal-Funds Transfer – Outgoing Non Repetitive and Outgoing Repetitive – are these wire transfers initiated via a phone call?
Answer: Repetitive are done via MI-Web (internet) while non-repetitive are initiated by telephone. The 114 and 6 were done by phone, but this service has been transferred to the Internet system for repetitive.
36. Question: Cost Proposal-Blank volumes – Many of the line items on Attachment E - Cost Proposal are left blank. Is the Proposer to assume that the County does not use the services related to these line items? If not, Proposers will need some indication of the volumes in order to quote fees appropriately.
Answer: Yes, the County had no volume on those services.
37. Question: Can Dane County use a repurchase agreement sweep as described below instead of collateral as defined in the RFP:
The Repurchase Sweep Account: · Investment collateralized with US Agency Mortgage-Backed Securities (MBS) and Collateralized Mortgage Obligations (CMO). · The Bank grants the business a primary interest in agencies equal to the amount in the repurchase sweep account at any given time. · Excess collected balances (over established target balance) from the business demand deposit account automatically sweeps into the Repurchase
8 Agreement Account. · Collateral notification is e-mailed daily
Answer: The County prefers the current collateral process that requires U.S. Agency Securities deposited with the Federal Reserve as collateral. However, the County would discuss the above process to meet collateral requirements. The County’s first concern is safety and therefore the details of the proposed collateral process would have to be further explored to ensure the safety of the collateral. In addition, it should be clear that the Clerk of Courts repurchase account is separate from the Treasurer’s General Account and also needs to be collateralized.
38. Question: Please list specifically the securities that are acceptable as U. S. Government issued securities for collateral. Can U. S. Government Agencies be used as collateral such as but not limited to those listed above in the first question (US Agency Mortgage-Backed and Collateralized Mortgage Obligations)?
Answer: The County currently requires U.S. Government Agency securities and prefers them to any other collateral. As mentioned above, safety is the primary concern of the County. However, the County is willing to discuss other collateral options.
39. Question: With FDIC insurance on $100,000 and an additional $400,000 through the State, can deposits less than $500,000 not be collateralized?
Answer: Yes, as long as the $500,000 limit is per account and not a total amount for all accounts held by the financial institution. In addition, some financial institutions periodically provide certificates of deposits for Dane County and these would also need to be accounted for in the amount of collateral required.
39. Question: Can fees be electronically debited or ACH'd ? or Is Invoicing the only acceptable means of billing?
Answer: The County would be willing to have some fees electronically debited or ACH’d. However, the County has some requirements that may require invoicing. The Clerk of Courts holds funds in trust and is concerned about attributing fees and requires an invoice.
40. Question: How does the Anti-trust provision 25.0 relate to the merchant processing services being proposed?
Answer: The Anti – trust provision means that if the county makes over payments due to an anti-trust situation the county can sue to collect rather than the financial institution.
9 41. Question: It stated you are consolidating merchant accounts to minimize fees by combining volumes. Could we get the total annual processing volumes for each of the locations. a) Airport, b) Alliant Energy Center, c) Solid Waste Landfill, d) Parks, e) Purchasing, f) Themis Cafe?
Answer: See response to question 45
42. Question: Equipment or software are important to know so we can connect our processing. Could we get the software or terminal for all the locations - a) Airport has a specified software what is it? b) Alliant Energy Center has Hypercom T7P terminals and verisign software, correct? c) Solid Waste Landfill is installing a new system, what is that system that will link to merchant account? d) Parks didn't state what they use, what type terminal or software? e) Purchasing didn't state what they use, what type terminal or software? f) Themis Cafe are processed on cash register software, what is that software?
Answer: See answers to questions 46 through 53.
43. Question: Who is the current processor for each merchant account?
Answer: AEC uses merchant services, Parks uses Visa.net, landfill uses authorize.net, Airport uses NPC Access Amex and Discover Network
44. Question: What is the annual credit card volume for each merchant account?
Answer: Airport=$5,383,790, Parks=$150,000, AEC=$907,880, landfill=$300,000+, purchasing=$10,000, Themis =21,000
45. Question: What is the average credit card transaction for each merchant account? And/or number of annual transactions per merchant account?
Answer: Airport=170,800, Parks=1,250, AEC=5,520, Purchasing=500, Themis =3,900
46. Question: Airport – please list the specialized hardware/software system with satellite link. Describe the credit card transaction flow.
Answer: Currently POS hardware is by Scheidt& Bachmann. Heartland Payment Systems is the satellite card transmitter. NPC is the settlement provider for Mastercard&Visa. Discover and Amex provides their own settlement services.
10 47. Question: Airport – terminal, please list model. Do you own, lease, or rent the terminal?
Answer: The airport owns a Trans 330 terminal. They also use online payments for citations. Both are processed by M&I banking services.
48. Question: Alliant Energy Center – terminal; do you own, lease, or rent the terminal?
Answer: AEC owns 3 T/P RR01 Hypercom Terminals processed by M&I merchant services.
49. Question: Alliant Energy Center - internet solution, please list the product solution.
Answer: Paypal for the Commerce 2007 website. Authorize.net for the WIFI system, both processed by M&I merchant services.
50. Question: Solid Waste Landfill - please describe the product (terminal) that accepts the link for processing credit card transactions. Do you own, lease, or rent the terminal?
Answer: Automated Access Solutions terminal sends to Authorize.net for processing, which sends back to M&I. Also use T7P manual unit for backup.
51. Question: Parks - please list the products that are used for in persons, online, and telephone transactions. Do you own, lease, or rent these products?
Answer: Parks owns a Verifone Tranz 330 for in-person and phone transactions.
52. Question: Purchasing – what is the product used to process credit card transactions?
Answer: POS Partner 2000
53. Question: Themis Café – please list the cash register software that allows for credit card transactions.
Answer: Themis Café uses Aloha Point software and the transactions are processed by M&I bank.
54. Question: May we review your last 3 months merchant statements for each merchant account?
Answer: See the answers to volume and transaction in Questions 44 and 45.
55. Question: Are you interested in new solutions and products, or would you like to keep your existing processing methods?
11 Answer: The County is interested in new methods. However, each agency has existing legal, personnel, and technological constraints that would be necessary to overcome. Proposals need to address the requirements of the RFP and can provide recommendations on how to operate differently.
56. Question: When do the current contracts expire for each merchant account?
Answer: The can be cancelled on relatively short notice
57 Question: How many people need online reporting access? By Corporate level? By Location or merchant number level?
Answer: Approximately 20 people at the County currently have access to the online reporting. The majority of those authorized have limited access to the more detailed reporting and viewing options. The County Treasurer administers access and expects the access to stay the same unless there is a greater reliance on electronic banking as a result of this request for proposals.
58. Question: Are any of these 6 merchant accounts seasonal?
Answer: No
59. Question: Will you be expanding your merchant accounts/locations to include other county government agencies?
Answer: That is certainly possible, but there are not plans at this time to do so.
60. Question: “Checks deposited are not pre-encoded.“ Just for clarification the County would like the bank to encode all checks, is this correct? There is no specific line item entry on the cost proposal for this
Answer: Some checks are encoded but many are not. We cannot tell you how many are encoded versus unencoded. Our current contract does not charge for this service.
61. Question: Please provide the last 12 months’ account analysis statements from your current bank service provider. A PDF format will be suitable.
Answer: One month’s account analysis is posted as an example. See Attachment - Accounts Analysis. If a proposer requires all 12 months, they should contact Francisco Silva by 2 PM on Monday September 8 to request copies of the additional months. Copies will be available by Wednesday September 10 at 11 AM for pick up at the Purchasing Office. The total cost for these copies is $360.00. The average number of pages per month is 120 pages for a total of 1440.
12 62. Question: In the cost proposal compensating balance of $4Million is identified. In these sections a total of $6.3Million is identified as being in a repurchase account. What total balance amount should we utilize for credit determination to the entire relationship?
Answer: To clarify, the County is not required to keep a compensating balance. The $4 million and $2.3 million are simply targets in the General and Clerk of Court’s repurchase accounts to ensure availability of funds to pay checks presented.
However, the County receives earnings credits that offset fees on numerous demand deposit accounts. Instead of interest on those accounts a credit is earned tied to the four-week average of the 30-day Treasury index. In August of 2008, the credit was equal to 2.1% of the balances.
63. Question: Cancelled Checks – Is it critical that paper checks be returned to the county or can the electronic image be available for viewing on-line?
Answer: The Clerk of Courts and Human Services are the two agencies receiving paper checks. The County would discuss moving to only electronic images if they were available for at least 7 years.
64. Question: Payroll disbursement – Does the County have the ability to transfer payment by NACHA guidelines via the internet (e.g. on-line banking)?
Answer: The county payroll system generates a file for the direct deposits that is transmitted to the bank.
65. Question: Scoring – If interviews are required, will the interview scores be added to the scores in Section 3.4 or will the interview scores be the deciding final evaluation?
Answer: The scores for the interviews will not be added to the pre-interview scores. Firms will be ranked based on the interview process for selection.
66. Question: Will the 30 cost of services points be pro-rated to all bidders based upon best overall pricing?
Answer: Each proposers cost score will be based upon their total cost proposal relative to the lowest cost proposal.
67. Question: Please explain items in section 2 so as to fully understand what the County will be evaluating objectively
Answer: The Quality of Services sections are criteria that will use to evaluate the various proposals. Revenue Enhancements are where the county may save money or
13 earn additional interest under a proposal. Provision of necessary services criteria is whether the proposal addresses meeting the County’s needs given our legal, process, and infrastructure and personnel requirements. Available technology criteria are how technology is employed in the proposal to benefit the County. Lastly, additional services criteria are expansions to existing services that benefit the County.
68. Question: Will best and final offers only be based upon cost of services?
Answer: If a best and final is requested, it may be based on cost or other factors as outlined in that request.
69. Question: Please share the cost analysis methodology that will be utilized prior to bid submissions.
Answer: Cost points will be awarded based on each cost proposal relative to the lowest cost proposal. The lowest cost will be the numerator of a fraction, the cost proposal for the response in question will be the denominator (meaning that the fraction will be 1.0 for the response with the lowest cost proposal). This fraction will the be multiplied by 30 to arrive at the cost score for an individual proposal. So, if a response has a cost proposal twice the amount of the lowest, it would receive a score of 15.
70. Question: What is the estimated Federal Funds rate that the County will be utilizing for all balance earnings calculations?
Answer: The rate for balance earnings calculations is to be provided by the proposer. Our current interest rate is 4 week rolling average of the 30 day Treasury bill plus 50 basis points on our sweep accounts. Our demand deposit accounts do not earn interest, instead there is a credit for fees based upon the sum of the balances. Earnings credit is four week rolling average of the 30 day Treasury bill.
Respondents should include a discussion of the rates that will be earned on balances and any available credits that would be earned for balances. Please refer to the Cost Proposal addendum.
71. Question: Provide a range of possible deposit amounts to anticipate the amount of collateral needed. Are other types of investments acceptable such as deposit insurance in lieu of collateral? Is the collateral amount net of the $500,000 in FDIC and state insurance?
Answer: The deposit amounts can fluxuate significantly during the tax collection period. The balances can range from $1 million to $20 million. The average in July was about $11 million and the collateral amount was $13 million. High balances are only for a short period of time as the funds are moved to higher interest bearing accounts or paid out to local municipalities. The Clerk of Court balances ranged from $2.0 million to $2.9 million.
Collateral amounts are net of the $500,000 in FDIC insurance and state insurance.
14 72. Question: Can the county provide a bank accounts and balances for 12 months or 12 months of bank statements?
Answer: One copy of the General Fund bank statement is posted as an example because it has the most activity. See Attachment – Bank Statement. The original statement is 60 pages long, but the first 22 pages are checks that have cleared. Only page one has been included. Beginning on page 23, the other activity is shown.
If a proposer requires all additional months, they should contact Francisco Silva by 2 PM on Monday September 8 to request copies of the additional months. Copies will be available by Wednesday September 10 at 11 AM for pick up at the Purchasing Office. The cost will depend on the amount requested.
73. Question: Who is on the evaluation team? How does the evaluation process work? Will there be interviews?
Answer: The composition of the evaluation team has not been determined. There will very likely be interviews.
74. Question: Which bank accounts need paper checks returned and which do not?
Answer: The Human Services Department, COC is willing to accept imaged copies and/or the ability to view images online up to 7 years. We used to have cancelled checks returned up until 7/1/08. The county is open to ending this practice as long as we the ability to view images online up to 7 years.
75. Question: Are delivery services needed between the bank and the city-county building, AEC, or Airport?
Answer No delivery services are necessary beyond our armored car service.
76. Question: For the non-bank items referred to in Section 1.5.2.20-what messenger services are needed? What non-bank items does the RFP refer to?
Answer: This is an old reference. No messenger service is provided.
77. Question: Is the current banking contract expired?
Answer: The current banking contract is expired.
78. Question: On the volume worksheet, is the interest paid or earnings credit applied?
15 Answer: No, however see question 70 and the Cost Proposal addendum.
79. Question: Can the county provide copies of the most current repurchase agreement statements for the general and clerk of courts accounts?
Answer: One copy of the repurchase statements for the General Fund and Clerk of Courts is posted as an example. See Attachment – Repurchase Statements. The General Fund Repurchase statement is received for each day there is activity but they are mailed together on a monthly basis. The Clerk of Courts statement is received monthly.
80. Question: How much money is available to purchase scanners? How many would be needed?
Answer: There are no funds implied in this RFP for the cost of scanners.
81. Question: Can the county provide a sample of the item referred to in Section 1.5.2.7.B?
Answer: The item referred to is the information provided by the EDI from federal payments. The format is simply a download of that information into a table that has the following fields of information (from the EDI information).
1) Protective payee account number 2) Dollar amount of deposit 3) Total amount of deposit 4) Date deposits will be posted to the bank 5) Social Security number of the client 6) Type of payment (SSI, SSDI, W-SSI etc) 7) Client name
82. Question: Can the county provide a brief explanation of the tax payment process?
Answer: After taxpayer’s have received their tax statements they are allowed two options for paying the bills. They can pay the full amount in one installment by January 31, or two installments on January 31 and July 31. The January payments are made directly to the local municipality. The second payments are made to the County Treasurer.
Payments are primarily made by check and either mailed or dropped off at a municipal treasurer’s location. Checks are then processed, some by hand and some by optical reader. Deposit slips are prepared and an armored car delivers the checks to the bank. For the second installment, the County does allow payments by echeck or credit card and a private vendor is used to do this (Official Payments Corp.)
16 At several times during the year, a statutory settlement process occurs to ensure that each taxing district receives the appropriate amounts. July and August are when the County has the most activity as approximately 40,000 second installments are made.
83. Question: Section 4.4.3, Safekeeping, Page 15 -Please confirm that the County is requesting collateral for the $500,000 insured amount.
Answer: The County does not require collateral for the $500,000 insured amount.
84. Question: Section 1.5.2.17, Charge Back Items, Page 7 -Please confirm that the County, not the Bank, will re-deposit checks a second time.
Answer: Different accounts are treated differently for the re-deposit of checks. The Treasurer’s office, which processes the property taxes, does not want checks automatically redeposited. For the Clerk of Courts, the bank automatically redeposits one time. Only when the check is returned a second time, does the bank returns the check to the Clerk of Courts.
85. Question: Standard Terms and Conditions, Section 18.0, Safety Requirements - Please send a copy of the Safety Requirements for the Wisconsin Department of Commerce.
Answer: The following links provide specific information. Section 32.15.
Currency and Coin Services Questions:
86. Question: Currency Ordered: Std Strap - Is this number of 100 note straps or number of notes purchased?
Answer: This is the number of straps.
87. Question: Currency Ordered: Nonstd Strap - Is this the number of loose currency bills ordered per bill?
17 Answer: Yes, non-standard means number of loose bills.
88. Question: Currency Deposited - Std Strap - Is this number of 100 note straps or number of notes deposited?
Answer: Yes, this is the number of straps .
89. Question: Currency Deposited - Nonstd Strap - Is this the number of loose currency bills deposited per bill?
Answer: Yes, this is the number of loose bills
90. Question: Coin Ordered - Full Box - Is this volume for a full box of 50 coin rolls?
Answer: Yes.
91. Question: Vault Supplies - What kind of supplies are ordered? Poly coin and deposit bags?
Answer: These are currency straps and bank bags.
Please acknowledge receipt of addendum(s) on the bottom of the Signature Affidavit when you submit your proposal.
If you have any questions regarding this addendum, please contact me at 608/267-3523.
Francisco Silva, CPPB
Purchasing Agent
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