STATE OF FLORIDA DEPARTMENT OF FINANCIAL SERVICES Division of Treasury REQUEST FOR PROPOSAL 02/03-18 Treasury Concentration Account ISSUING OFFICER: Purchasing Director Florida Department of Financial Services 200 E Gaines St Rm 150 Tallahassee, Florida 32399-0317 Telephone: 904/922-3183 Fax: 904/487-2389 STATEMENT OF WORK Revenue, including licenses, fees, imposts, or exaction’s collected or received under the authority of the laws of the state by each and every state official, office, employee, bureau, division, board, commission, institution, agency, or undertaking of the state or the judicial branch shall be promptly deposited in the State Treasury, and immediately credited to the appropriate fund. (F.S. Chapter 215.31) Pursuant to this authority the Treasury operates a concentration system, and maintains a depository account at a Florida Financial Institution. The primary purpose of the account is to serve the deposit requirements of state agencies and institutions made into a Treasury account by means of over the counter deposit, wire transfer, and Automated Clearing House (ACH). A secondary function is to support the concentration of funds from non-Treasury accounts through the use of wire transfers or other electronic funds transfers. State agencies make their check and cash deposits into the Treasury Concentration System Account, and use deposit slips provided by the Treasury. These deposit slips provide information for identifying the agency that made the deposit, and include the deposit number (serial number). Details of the services, information and items to be furnished by the financial institution are described below under Scope of Services. The State of Florida Department of Financial Services hereafter referred to as the “Treasury” or “Department”, requests written proposals from qualified financial institutions to provide banking services to support the Treasury Concentration Account System. The Financial Institution selected under this proposal will provide general banking services, plus support the Treasury’s internal accounting and cash management function, with support to the Department of Revenue and other state agencies. A. The cash concentration services will be made available to all state agencies, state institutions, and the 3 judicial branch. The Financial institution will be required to help the Treasury coordinate the conversion process for each agency. B. In addition, the pricing and services made available to the Department under this process must also be made available to other state agencies, state institutions, and the judicial branch for accounts, which are operated outside the Treasury. QUALIFICATION OF FINANCIAL INSTITUTION Proposals will be accepted only from individual financial institutions that meet all of the following requirements: A. Have deposits of at least $300,000,000. B. Have a banking office in Tallahassee, Florida. C. Maintain a clearing account at the Jacksonville Branch or the Miami Branch of the Federal Reserve Bank of Atlanta. D. Have been designated as a "Qualified Public Depository" by the State Treasury, in accordance with Chapter 280, Florida Statutes. 4 TABLE OF CONTENTS SECTION STATEMENT OF WORK QUALIFICATION OF FINANCIAL INSTITUTION DEFINITIONS 1 FINANCIAL INSTITUTION RESOURCES AND CAPABILITIES 2 Executive Summary 2.1 Management Plan 2.2 Technical Plan 2.3 SCOPE OF SERVICES Account Specifications Overview 3.1 Account Operations 3.2 Cash Management Information System Overview 3.3 Customer Services 3.4 Depository Service Requirements 3.5 Agency Deposits 3.5A Bank Statements 3.5B Returns and Chargebacks 3.5C Programming 3.5D ACH Origination 3.5E Incoming ACH Payments 3.5F Funds Availability 3.5G Cashing of State Warrants 3.5H Qualified Public Depository 3.5I Deposit Corrections and Adjustments 3.5J Coin and Currency Service 3.5K System Changes 3.5L Image Technology 3.5M Enterprise Resource Planning (ERP) 3.5N ACH Conversion at Point of Sale and By Mail 3.5O Deposit Slips and Endorsement Stamps 3.5P Account Analysis 3.5Q Compensation 3.5R Implementation Cost 3.5S Disaster Preparedness 3.6 5 PROPOSAL FORMAT INSTRUCTIONS 4 Technical Proposal 4.1 Geographic Service Match-up 4.2 Cost Proposal 4.3 Certified Minority Business Enterprise (CMBE)Participation 4.4 My FloridaMarketPlace – Vendor Registration 4.5 ATTACHMENT AND FORMS 5 Attachment 1 – Account Schematic 5.1 Attachment 2 – Agency Deposits 5.2 Attachment 3 – Sample Deposit Slip 5.3 Attachment 4 – Specifications for BAI Delimited ASCII File 5.4 Attachment 5 – Illustrated BAI File 5.5 Attachment 6 – Historical Volume Information 5.6 Attachment 7 – Sample EFT Return Item File 5.7 Attachment 8 – Taxes, Volume, Settlement (due) Date 5.8 Attachment 9 – Company Identifiers and Decriptions 5.9 Attachment 10 – Revenue Collection Report 5.10 Attachment 11 – Daily Flow of Files/Batches for ACH Debit Processing 5.11 Technical Proposal Package 5.12 Form PUR 7033, Contractual Services Acknowledgement Form 1, Drug-Free Workplace Certification Form Form 2, Client References Form 3, Technical Proposal Geographic Service Proposal Package 5.13 Form 4, Geographic Service Match Up Cost Proposal Package 5.14 Form 5, Cost Proposal Form Form 6, MBE Preference Certification Form GENERAL INFORMATION AND SCHEDULE 6 Deadline for Technical Questions Mandatory Pre-Proposal Conference Responses to Technical Questions RFP/Bid Proposal Opening Oral Presentations PROPOSAL EVALUATION 7 Proposal Responsiveness 7.1 Selection Team Evaluation 7.2 Cost Proposal Evaluation 7.3 Recommendation for Award 7.4 6 CRITERIA FOR EVALUATION 8 Cost Proposal Evaluation 8.1 Geographic Service Evaluation 8.2 Technical Proposal Evaluation 8.3 POSTING OF TABULATIONS 9 DISCRIMINATION AND PUBLIC ENTITY CRIMES 10 NOTICE TO FINANCIAL INSTITUTIONS 11 PROHIBITION FROM LOBBYING 12 PROVISIONS OF CHAPTER 287.058 F.S. 13 CONTRACT TERMS AND CONDITIONS 14 Entire Contract or Agreement 14.1 Term of Contract 14.2 Renewals and Transition 14.3 Additions, Deletions and Substitutions 14.4 Department’s Data 14.5 Financial Institution Responsibility 14.6 Sub-Contractors 14.7 Termination Clauses 14.8 Public Access 14.9 Relationship of Parties 14.10 Insurance Requirements 14.11 Conflict of Law and Controlling Provisions 14.12 7 SECTION 1: DEFINITIONS. Department or Treasury- The Department of Financial Services or the Chief Financial Officer The Treasury –The Division of Treasury, Department of Financial Services Financial institution - The Proposer, or the Contractor that is chosen to provide services to the State Treasury as a result of this RFP. (The concentration bank.) Treasury Concentration Account - A funds concentration account for state funds established as a result of this RFP. Proposal - The term proposal means the complete written response of the Proposer to the Request for Proposal, including properly completed forms, supporting documents and attachments. SECTION 2: FINANCIAL INSTITUTION RESOURCES AND CAPABILITIES 2.1 Executive Summary. The Proposer shall provide an Executive Summary to be written in non- technical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. Comment on the qualifications of the financial institution relative to the requirements of the Request for Proposal 2.2 Management Plan. A. The Proposer shall provide a management plan, which describes administration, management and key personnel, and strengths and experience in providing similar programs. B. Proposer should include a description of the organizational structure and management style established, as well as the means of coordination and communication between the organization and the Department. C. Proposer should provide the names and locations of key management personnel on the Proposer's team as well as a resume’ for each individual proposed and a description of the functions and responsibilities of each key person relative to the task to be performed. D. Provide information on your company's financial strength and capabilities. (1) Include audited financial statements for the past two fiscal years. (2) Provide at least four references (see Form 2, Client References) of the largest dollar transaction business and governmental agencies for which you are currently furnishing similar services. Include company name, contact name, and address and telephone number. Provide authorization for the Department to contact these references (3) List the names, addresses, functions, and professional experience of primary and support personnel involved with providing services. 8 E. Discuss the financial institution’s commitment to quality, and its quality record. 2.3 Technical Plan. The Proposer must provide a technical plan, which explains technical approach. A. Assuming a contract award date of August 1, 2003, and a starting date of October 1, 2003, provide an implementation schedule for start-up and conversion of the participant's current system. B. The Proposer should explain the approach, capabilities, and means to be used in accomplishing the requirements of the RFP. Any specific techniques to be used should also be identified. C. Describe the approach for providing a single bank account with the capability to capture, track and report account information of multiple statewide participants, as specified in the Scope of Services. Provide details of your “one account product”. D. Describe the reporting features available for the one account product. E. Discuss options you will make available for providing wire transfer and ACH activity on