JSD0111 - Application for Depository Services

8/2/2019 JSD0111 - Application for Depository Services

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Offer Sheet 1 Revised 11/17/09

C I T Y O F A U S T I N, T E X A SPurchasing Office

REQUEST FOR PROPOSAL (RFP)Offer Sheet

SOLICITATION NO: JSD0111

DATEISSUED: 8/1/11

COMMODITY/SERVICE DESCRIPTION: Application for DepositoryServices

REQUISITION NO.: RQM 7400 11071800476

COMMODITY CODE: 94625

PRE-PROPOSAL CONFERENCE TIME AND DATE: 8/11/2011 at 10:0AM

LOCATION: : MUNICIPAL BUILDING, 124 W 8th

STREETRM 310, AUSTIN, TEXAS 78701

FOR CONTRACTUAL AND TECHNICALISSUES CONTACT:

Jeff Dilbert

PROPOSAL DUE PRIOR TO: 9/30/2011 at 2:00 PM

COMPLIANCE PLAN DUE PRIOR TO: N/A

PROPOSAL CLOSING TIME AND DATE: 9/30/2011 at 2:00 PM

Buyer IIPhone: (512) 974-2651

LOCATION: MUNICIPAL BUILDING, 124 W 8th

STREETRM 310, AUSTIN, TEXAS 78701

It is the policy of the City of Austin to involve certified Minority Owned Business Enterprises (MBEs) and WomanOwned Business Enterprises (WBEs) in City contracting. MBE and WBE goals for this Solicitation are contained Section 0900.

All Contractors and Subcontractors must be registered to do business with the City prior to submitting a responsto a City Solicitation. In the case of Joint Ventures, each individual business in the joint venture must be registerwith the City prior to submitting a response to a City solicitation. If the Joint Venture is awarded a contract, theJoint Venture must register to do business with the City. Prime Contractors are responsible for ensuring that thSubcontractors are registered. Registration can be done through the Citys on-line vendor registration system.Log ontohttps://www.cityofaustin.org/purchase and follow the directions.

SUBMIT 1 ORIGINAL AND 8 SIGNED COPIES OF RESPONSE

SOLICITATION TO:Insert Vendor Name & Address___________________________________________________ _____________________________________________________

Signature of Person Authorized to Sign Offer Signer's Name and Title: (please print or type)

FEDERAL TAX ID NO._ Date:

Company Name:_

Address:

City, State, Zip Code__

Phone No. ( ) Fax No. ( )

BELOW INFO MUST MATCH THE NAME AND ADDRESS ON INVOICE AND IN COMPANY PROFILE WITH CITY Company Remit To Name:_Remit to Address:City, State, Zip Code__Email Address__
https://www.cityofaustin.org/purchasehttps://www.cityofaustin.org/purchase


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Table of Contents

SECTION NO. TITLE PAG

0100, 0200, 0300 See http://www.ci.austin.tx.us/purchase/standard.htm * *

0400 SUPPLEMENTAL PURCHASE PROVISIONS 5

0500 SCOPE OF WORK 16

0600 PROPOSAL PREP INSTRUCTIONS / EVALUATION FACTORS 7

0610 DEPOSITORY SERVICES APPLICATION Exc

0615 COA PORTFOLIO HOLDINGS Exc

0620 COA INVESTMENT POLICY 23

0625 TEXAS PUBLIC FUNDS INVESTMENT ACT ACKNOWLEDGMENTS 1

0700 REFERENCE SHEET 1

0800 NON-DISCRIMINATION CERTIFICATION 1

0805 NON-SUSPENSION OR DEBARMENT CERTIFICATION 1

0810 NON-COLLUSION, NON-CONFLICT OF INTEREST, AND ANTI-LOBBYING AFFIDAVIT 2

0815 LIVING WAGES AND BENEFITS CONTRACTOR CERTIFICATION 1

0820 LIVING WAGES AND BENEFITS EMPLOYEE CERTIFICATION 1

0825 WORK PLACE CONDITIONS AFFIDAVIT N/

0830 BUY AMERICAN ACT CERTIFICATE N/

0835 NONRESIDENT BIDDER PROVISIONS 1

0900 MBE/WBE PROCUREMENT PROGRAM PACKAGE or NO GOALS UTILIZATION PLAN N/

1000 NO OFFER RESPONSE FORM 1

All other Sections may be viewed at: https://www.cityofaustin.org/purchaseby clicking the link to Vendor Self Service (VSS)sign in if registered, register, or use public access to follow the links to Business Opportunities and Search for Solicitation.

RETURN FOLLOWING DOCUMENTS WITH BID/PROPOSAL/QUOTE/RESPONSE/SUBMITTAL** Cover Page Offer Sheet

Section 0600 Proposal Section 0700 Reference Sheet (if required) Sections 0800 - 0835 Certifications and Affidavits (return all applicable Sections) Section 0900 MBE/WBE Procurement Program Package or No Goals Utilization Plan, if applicabl Proposal Guaranty (if required)

** See also Section 0200, Solicitation Instructions, Section 0400, Supplemental Purchase Provisions, and Section0500, Scope of Work/Specification, for additional documents that must be submitted with the Offer.

NOTES:The Vendor agrees, if this Offer is accepted within 90 calendar days after the Due Date, to fully comply in strict accordance withthe Solicitation, specifications and provisions attached thereto for the amounts shown on the accompanying Offer.

* INCORPORATION OF DOCUMENTS. Section 0100, Standard Purchase Definitions; Section 0200, Standard SolicitationInstructions; and Section 0300, Standard Purchase Terms and Conditions are hereby incorporated into this Solicitation byreference, with the same force and effect as if they were incorporated in full text. The full text versions of these Sections are

available, on the Internet at the following online address: http://www.ci.austin.tx.us/purchase/standard.htm.

If you do not have access to the Internet, you may obtain a copy of these Sections from the City of Austin Purchasing Office at thebelow address. Please have the Solicitation number available so that the staff can select the proper documents. Thesedocuments can be mailed, expressed mailed, or faxed to you.
http://www.ci.austin.tx.us/purchase/standard.htmhttps://www.cityofaustin.org/purchasehttp://www.ci.austin.tx.us/purchase/standard.htmhttp://www.ci.austin.tx.us/purchase/standard.htmhttps://www.cityofaustin.org/purchasehttp://www.ci.austin.tx.us/purchase/standard.htm


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When sending a sealed Offer and/or Compliance Plan, use the proper address for the type of service desired, as shownbelow.

P.O. Address for US Mail Street Address for Hand Delivery or Courier Service

City of Austin City of Austin, Purchasing Office

Purchasing Office Municipal Building

P.O. Box 1088 124 W 8th

Street, Rm 310

Austin, Texas 78767-8845 Austin, Texas 78701

Reception Phone: (512) 974-2500

Notes: Offers (including Compliance Plans) that are not submitted in a sealed envelope or container will not be considered.Unless authorized in the Solicitation, telegraphic or facsimile Offers will not be accepted.


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CITY OF AUSTINPURCHASING OFFICE

SUPPLEMENTAL PURCHASE PROVISIONSAPPLICATION FOR DEPOSITORY SERVICES RFP JSD0111

The following Supplemental Purchasing Provisions apply to this solicitation:

1. EXPLANATIONS OR CLARIFICATIONS (reference paragraph 5 in Section 0200)

All requests for explanations or clarifications must be submitted in writing to the PurchasingOffice by 8/18/2011 at 4:00 PM. Submissions may be made via email [email protected] or via fax at (512)974-2388

2. INSURANCE. Insurance is required for this solicitation.

A. General Requirements. See Section 0300, Standard Purchase Terms and Conditions,paragraph 32, entitled Insurance, for general insurance requirements.

i. The Contractor shall provide a Certificate of Insurance as verification ofcoverages required below to the City at the below address prior to contractexecution and within 14 calendar days after written request from the City. Failureto provide the required Certificate of Insurance may subject the Offer to

disqualification from consideration for award

ii. The Contractor shall not commence work until the required insurance is obtainedand until such insurance has been reviewed by the City. Approval of insuranceby the City shall not relieve or decrease the liability of the Contractor hereunderand shall not be construed to be a limitation of liability on the part of theContractor.

iii. The Contractor must also forward a Certificate of Insurance to the City whenevera previously identified policy period has expired, or an extension option orholdover period is exercised, as verification of continuing coverage.

B. Specific Coverage Requirements. The Contractor shall at a minimum carry insurance

in the types and amounts indicated below for the duration of the Contract, includingextension options and hold over periods, and during any warranty period. Theseinsurance coverages are required minimums and are not intended to limit theresponsibility or liability of the Contractor.

i. Worker's Compensation and Employers Liability Insurance. Coverage shall beconsistent with statutory benefits outlined in the Texas Workers CompensationAct (Section 401). The minimum policy limits for Employers Liability are$100,000 bodily injury each accident, $500,000 bodily injury by disease policylimit and $100,000 bodily injury by disease each employee.

(1) The Contractors policy shall apply to the State of Texas and include theseendorsements in favor of the City of Austin:

(a) Waiver of Subrogation, Form WC 420304, or equivalent coverage(b) Thirty (30) days Notice of Cancellation, Form WC 420601, orequivalent coverage

ii. Business Automobile Liability Insurance. The Contractor shall provide coveragefor all owned, non-owned and hired vehicles with a minimum combined singlelimit of $500,000 per occurrence for bodily injury and property damage. Alternateacceptable limits are $250,000 bodily injury per person, $500,000 bodily injuryper occurrence and at least $100,000 property damage liability per accident.

(1) The policy shall include these endorsements in favor of the City of Austin:

JSD0111 Section 0400
mailto:[email protected]:[email protected]


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(a) Waiver of Subrogation, Endorsement TE 2046A, or equivalentcoverage

(b) Thirty (30) days Notice of Cancellation, Endorsement TE 0202A, orequivalent coverage

(c) The City of Austin listed as an additional insured, Endorsement TE 9901B,or equivalent coverage.

iii. Commercial Crime Insurance for all losses emanating from the handling of City checksor cash including but not limited to losses resulting from dishonest or criminal acts,fraud, embezzlement, forgery, misappropriation or loss of funds and errors in theprocessing or reporting of funds. This policy shall be written for a minimum limit of$5,000,000.

iv. Commercial General Liability Insurance. The minimum bodily injury and propertydamage per occurrence are $500,000 for coverages A (Bodily Injury andProperty Damage) and B (Personal and Advertising Injuries).

(1) The policy shall contain the following provisions:

(a) Blanket contractual liability coverage for liability assumed under theContract and all other Contracts related to the project.

(b) Independent Contractors Coverage.(c) Products/Completed Operations Liability for the duration of the

warranty period.(d) If the project involves digging or drilling provisions must be included

that provide Explosion, Collapse, and Underground Coverage(X,C,U).

(2) The policy shall also include these endorsements in favor of the City ofAustin:(a) Waiver of Subrogation, Endorsement CG 2404, or equivalent

coverage(b) Thirty (30) days Notice of Cancellation, Endorsement CG 0205, or

equivalent coverage(c) The City of Austin listed as an additional insured, Endorsement CG

2010, or equivalent coverage

C. Endorsements. The specific insurance coverage endorsements specified above, or theirequivalents must be provided. In the event that endorsements, which are the equivalent ofthe required coverage, are proposed to be substituted for the required coverage, copies ofthe equivalent endorsements must be provided for the Citys review and approval.

D. Certificate: The following statement must be shown on the Certificate of Insurance.

The City of Austin is an Additional Insured on the general liability and the auto liabilitypolicies. A Waiver of Subrogation is issued in favor of the City of Austin for general liability,

auto liability and workers compensation policies.

3. TERM OF CONTRACT

A. The Contract shall be in effect for an initial term of 36 months and may be extendedthereafter for up to 2 additional 12 month periods, subject to the approval of the Contractorand the City Purchasing Officer or his designee.

B. Upon expiration of the initial term or period of extension, the Contractor agrees to hold overunder the terms and conditions of this agreement for such a period of time as is reasonably



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necessary to re-solicit and/or complete the project (not to exceed 120 days unless mutuallyagreed on in writing).

C. Upon written notice to the Contractor from the Citys Purchasing Officer or his designee andacceptance of the Contractor, the term of this contract shall be extended on the same termsand conditions for an additional period as indicated in paragraph A above. A price increase,subject to the provisions of this Contract, may be requested by the Contractor (for eachperiod of extension) for approval by the Citys Purchasing Officer or his designee.

THIS IS A 36 MONTH CONTRACT.

FIRM PRICES ARE TO BE SUBMITTED FOR THE FIRST THIRTY SIX (36) MONTHPERIOD

4. INVOICES and PAYMENT (reference paragraphs 12 and 13 in Section 0300)

A. Invoices shall contain a non-duplicated invoice number and the information required inSection 0300, paragraph 12, entitled Invoices. Invoices received without all required

information cannot be processed and will be returned to the vendor.

Invoices shall be mailed to the below address:

City of Austin

Department TREASURY

Attn: Georgia Sanchez

Address PO Box 2106

City, StateZip Code

Austin, TX 78768

B. The Contractor agrees to accept payment by either credit card, check or Electronic FundsTransfer (EFT) for all goods and/or services provided under the Contract. The Contractorshall factor the cost of processing credit card payments into the Offer. There shall be noadditional charges, surcharges, or penalties to the City for payments made by credit card.

5. NON-COLLUSION, NON-CONFLICT OF INTEREST, AND ANTI-LOBBYING

A. The Austin City Council adopted Ordinance No. 20071206-045 on December 6, 2007,adding a new Article 6 to Chapter 2-7 of the City Code relating to Anti-Lobbying andProcurement. The policy defined in this Code applies to Solicitations for goods and/orservices exceeding $5,000. During the No-Contact Period, Offerors or potential Offerorsare prohibited from making a representation to anyone other than the person designated

in the Solicitation as the contact for questions and comments regarding the Solicitation.

B. If during the No-Contact Period an Offeror makes a representation to anyone other thanthe Authorized Contact Person for the Solicitation, the Offerors Offer is disqualified fromfurther consideration except as permitted in the Ordinance.

C. The City requires Offerors submitting Offers on this Solicitation to provide a signed affidavitcertifying that the Offeror has not in any way directly or indirectly made representations toanyone other than the Authorized Contact Person during the No-Contact Period as defined inthe Ordinance (see the Non-Collusion, Non-Conflict of Interest, and Anti-LobbyingAffidavit included in the Solicitation).



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6. NON-SOLICITATION

A. During the term of the Contract, and for a period of six (6) months following termination of theContract, the Contractor, its affiliate, or its agent shall not hire, employ, or solicit foremployment or consulting services, a City employee employed in a technical jobclassification in a City department that engages or uses the services of a Contractoremployee.

B. In the event that a breach of Paragraph A occurs the Contractor shall pay liquidateddamages to the City in an amount equal to the greater of: (i) one (1) year of the employeesannual compensation; or (ii)100 percent of the employees annual compensation whileemployed by the City. The Contractor shall reimburse the City for any fees and expensesincurred in the enforcement of this provision.

C. During the term of the Contract, and for a period of six (6) months following termination of theContract, a department that engages the services of the Contractor or uses the services of aContractor employee will not hire a Contractor employee while the employee is performing

work under a Contract with the City unless the City first obtains the Contractors approval.

D. In the event that a breach of Paragraph C occurs, the City shall pay liquidated damages tothe Contractor in an amount equal to the greater of: (i) one (1) year of the employees annualcompensation or (ii) 100 percent of the employees annual compensation while employed bythe Contractor.

7. WORKFORCE SECURITY CLEARANCE AND IDENTIFICATION (ID)

A. Contractors are required to obtain a certified criminal background report with fingerprinting(referred to as the report) for all persons performing on the contract, including allContractor, Subcontractor, and Supplier personnel (for convenience referred to asContractors personnel).

B. The report may be obtained by reporting to one of the below governmental entities,submitting to fingerprinting and requesting the report [requestors may anticipate a two-weekdelay for State reports and up to a four to six week delay for receipt of a Federal report.].

i. Texas Department of Public Safety for any person currently residing in the State ofTexas and having a valid Texas drivers license or photo ID card;

ii. The appropriate governmental agency from either the U.S. state or foreign nation inwhich the person resides and holds either a valid U.S. state-issued or foreign nationaldrivers license or photo ID card; or

iii. A Federal Agency. A current Federal security clearance obtained from and certified by

a Federal agency may be substituted.

C. Contractor shall obtain the reports at least 30 days prior to any onsite work commencement.Contractor also shall attach to each report the project name, Contractors personnel name(s),current address(es), and a copy of the U.S. state-issued or foreign national drivers license orphoto ID card.

D. Contractor shall provide the City Certified Criminal Background Report affirming thatContractor has conducted required security screening of Contractors personnel to determinethose appropriate for execution of the work and for presence on the Citys property. A list ofall Contractor Personnel requiring access to the Citys site shall be attached to the affidavit.



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E. Upon receipt by the City of Contractors affidavit described in (D) above and the list of theContractors personnel, the City will provide each of Contractors personnel a contractor IDbadge that is required for access to City property that shall be worn at all times byContractors personnel during the execution of the work.

F. The City reserves the right to deny an ID badge to any Contractor personnel for reasonablecause, including failure of a Criminal History background check. The City will notify theContractor of any such denial no more than twenty (20) days after receipt of the Contractorsreports. Where denial of access by a particular person may cause the Contractor to beunable to perform any portion of the work of the contract, the Contractor shall so notify theCitys Contract Manager, in writing, within ten (10) calendar days of the receipt of notificationof denial.

G. Contractors personnel will be required to wear the ID badge at all times while on the worksite. Failure to wear or produce the ID badge may be cause for removal of an individual fromthe work site, without regard to Contractors schedule. Lost ID badges shall be reported tothe Citys Contract Manager. Contractor shall reimburse the City for all costs incurred in

providing additional ID badges to Contractor Personnel.

H. ID badges to enter and/or work on the City property may be revoked by the City at any time.ID badges must be returned to the City at the time of project completion and acceptance orupon removal of an individual from the work site.

I. Contractor is not required to obtain reports for delivery personnel, including but not limited toFedEx, UPS, Roadway, or other materials delivery persons, however all delivery personnelmust present company/employer-issued photo ID and be accompanied by at least one ofContractors personnel at all times while at the work site.

J. The Contractor shall retain the reports and make them available for audit by the City duringregular business hours (reference paragraph 17 in Section 0300, entitled Right to Audit).

8. INTERLOCAL PURCHASING AGREEMENTS (applicable to competitively procuredgoods/services contracts).

A. The City has entered into Interlocal Purchasing Agreements with other governmentalentities, pursuant to the Interlocal Cooperation Act, Chapter 791 of the TexasGovernment Code. The Contractor agrees to offer the same prices and terms andconditions to other eligible governmental agencies that have an interlocal agreement withthe City.

A. The City does not accept any responsibility or liability for the purchases by othergovernmental agencies through an interlocal cooperative agreement.

9. CONTRACT MANAGER

The following person is designated as Contract Manager, and will act as the contact point betweenthe City and the Contractor during the term of the Contract:

Georgia Sanchez

Treasury

(512) 974-7886



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*Note: The above listed Contract Manager is not the authorized Contact Person for purposes of theNON-COLLUSION, NON-CONFLICT OF INTEREST, AND ANTI-LOBBYING Provision of this

Section; and therefore, contact with the Contract Manager is prohibited during the no contactperiod.


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CITY OF AUSTIN

PURCHASING OFFICE

SCOPE OF WORK

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111

1.0 GENERAL INFORMATION

The City of Austin is soliciting applications for providing the City depository services forCity funds and certain other activities usually performed by a depository bank. Qualifiedfinancial institutions are invited to submit a sealed application for City Depository forpublic funds of the City of Austin.

The objectives of this solicitation are to identify the banking institution that can offer thehighest quality service at the lowest cost to the taxpayers. This objective is similar to allother goods and services placed on a competitive bidding approach by the City.

The City reserves the right to enter into secondary agreements with banks other than theprimary bank to make investments of funds that are not immediately needed to payvendors.

The City also reserves the right to enter into secondary agreements with banks other

than the primary depository in order to secure services not provided by the primary.

2.0 SPECIFIC CITY REQUIREMENTS

The contract negotiated between the City and the financial institution selected to serveas the Citys depository institution through this solicitation will encompass the services tobe employed by the City during the term of the contract.

2.1 Qualified Financial Institutions

Only qualified financial institutions shall be considered as the City Depository.The City considers a financial institution to be qualified if it meets each of the

following requirements:

The financial institution must be authorized to do business in Texas and has anoffice or branch physically located within the city limits of the City of Austin that isa member of the Federal Reserve System and is insured by the Federal DepositInsurance Corporation. The institution must be a direct member of NACHA.

The financial institution must demonstrate in its response that it is able to providethe services, accounts, and banking locations required by the City as describedin this solicitation.

The financial institution demonstrates in its response that it will be able to complywith the Citys depository collateral requirements described in this solicitation.

The financial institution currently has a Community Reinvestment Act rating ofsatisfactory or better. A discussion of the Institutions CRA activities will berequired.

2.2 Required Accounts and Detailed Services for Each Account

Below is the list of the 32 accounts required by the City at the time of thisRequest for Application. The City reserves the right to add or subtract accounts

JSD0111 Section 0500 SCOPE OF WORK 07/01/111


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CITY OF AUSTIN

PURCHASING OFFICE

SCOPE OF WORK


as necessary to meet its needs. The City of Austin uses an investment poolstrategy that consolidates funds that can be legally merged under one investmentumbrella. To minimize idle bank account funds, the City uses an extensive ZBAaccount structure for pooled funds. Those funds that cannot be legally pooled are

invested separately and flow through segregated bank accounts and aredescribed below.

Each account will cycle monthly for statement purposes. The depository shallsubmit a monthly itemized invoice in the form of an Account Analysis. Allaccounts and fees must be included in the monthly account analysis.Additionally, paper as well as online DDA statements are required for eachaccount listed below. The depository will provide additional itemization and/orcorrections should it be considered necessary by the City.

A. Investment Pool Receiving Account. This account, which servesas the City's concentration account for pooled funds, is creditedand/or debited with types of transactions bulleted below.

ACH debit filters are required. Online current and prior daytransaction detail is required, as is online access to addendainformation for ACH credits. Although this is not a checkingaccount, payee positive pay without reconciliation, or a similarsolution, is required so that no checks will pay from this account.Detailed online access to returned items is required. Safekeepingportfolio is required.

Departmental deposits of currency and checks, some of whichare encoded. Most are delivered via armored carrier.

Deposit of investment maturities, calls, sales, and interest

coupons Purchase of investment securities Transfers to and from ZBA accounts, including funding of the

Controlled Disbursement via ZBA Various EFT credits including wire and ACH ACH debits allowed via ACH filter Returned item chargebacks Account Analysis fees Deposit slip order fees

B. Utility Deposit Receiving Account. This ZBA account receivesdaily deposits of utility payments from the Citys remittanceprocessing center via EFT and Image Cash Letter. The ability to

accept an X9.37 Cash Letter or X9.100 formatted Cash Letter, aswell as a notification system of the receipt of the electronic cashletter and corresponding deposit details, is required. A smallamount of pre-encoded paper checks will be delivered daily. ACHdebit filters are required, as is online access to current and priorday transaction detail. Although this is not a checking account,payee positive pay without reconciliation, or a similar solution, isrequired to ensure no checks will pay from this account. Detailedonline access to returned items is required.



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PURCHASING OFFICE

SCOPE OF WORK


C. PARD Deposit Receiving Account. The Parks and RecreationDepartment deposits cash, including coin, and check collectionsinto this ZBA account daily. Deposits are made through the night

depository and over-the-counter. At least 10 keys are required tonight depository boxes. Online access to prior day transactiondetail. Debits are made by the Citys merchant processor;therefore, ACH debit filters are required. Although this is not achecking account, payee positive pay without reconciliation, or asimilar solution, is required to ensure no checks will pay from thisaccount. Detailed online access to returned items is required.

D. Parking Meters Receiving Account. The Parking Meters sectiondeposits coin, cash, and merchant processing credits into thisZBA account daily. Deposits are made by armored carrier. ACHdebit filters are required. Although this is not a checking account,payee positive pay without reconciliation, or a similar solution, isrequired to ensure no checks will pay from this account.

E. EFT Accounts Payable Account. From this ZBA account, anumber of EFT debits are made, with the exception of those fromnon-pooled funds. EFT debits include domestic and internationalwire transfers and ACH. These services are required. ACH debitfilters are required. Online access to current and prior daytransaction detail is required. Although this is not a checkingaccount, payee positive pay without reconciliation, or a similarsolution, is required to ensure no checks will pay from thisaccount.

F. Investment Pool Disbursement Account This controlleddisbursement account is used to pay all City vendors and toreimburse petty cash funds. Online access to current day finalpresentment data is required and desired by 10:00 am CT. Theaccount is required to be funded daily by a ZBA transfer or byautomated bank wire so that a zero balance is achieved at theclose of business each day. Checks are issued and mailed daily.This account requires payee positive-pay, to be transmitted onlineby file as well as the occasional manual entry. Positive paydecisions should also be made via internet. Online image access,paid item inquiry and stop payments are required. This accountalso requires full reconciliation, CD-ROM imaging as well as anelectronic file of cleared items. ACH debit filters are required.

Stale date control service is requested.

G. Payroll Account. All City employees are paid through this ZBAaccount. Approximately 93% of all employees are paid via directdeposit payroll. The goal is to have 98% of employees on directdeposit by September 2011. Provisions for receiving directdeposit files are required and described in more detail in 2.3. Theremaining employee payroll payments are made by check. Thisaccount requires payee positive-pay, to be transmitted online by



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CITY OF AUSTIN

PURCHASING OFFICE

SCOPE OF WORK


file as well as the occasional manual entry. Positive pay decisionsshould also be made via internet. Online image access, paid iteminquiry and stop payments are required. This account alsorequires full reconciliation, CD-ROM imaging as well as an

electronic file of cleared items. ACH debit filters are required.Stale date control service is requested.

H. Employee Benefits. Erisa Administration Account. Employeehealth benefits payments are processed and paid by check fromthis ZBA account by Erisa Administrative Services Inc. bycontractual agreement with the City. Although Erisa is the legalowner of the account, ZBA funding is provided by the City. TheCity shall be responsible for all account activity charges. Thisaccount requires payee positive-pay, to be transmitted online byfile as well as the occasional manual entry. Positive pay decisionsshould also be made via internet. Online image access, paid iteminquiry and stop payments are required. This account alsorequires full reconciliation, CD-ROM imaging as well as anelectronic file of cleared items. ACH debit filters are required.Stale date control service is requested.

I. JI Workers Comp Account. Employee workers compensationbenefits payments are processed and paid by check from thisZBA account by JI, by contractual agreement with the City.Although JI is the legal owner of the account, ZBA funding isprovided by the City. The City is responsible for all accountactivity charges. This account requires payee positive-pay, to betransmitted online by file as well as the occasional manual entry.Positive pay decisions should also be made via internet. Online

image access, paid item inquiry and stop payments are required.This account also requires full reconciliation, CD-ROM imaging aswell as an electronic file of cleared items. ACH debit filters arerequired. Stale date control service is requested.

J. Austin Energy Deposit Refund Account. Austin Energy issuessecurity deposit and other refunds to utility customers from thisZBA account. Checks are issued and mailed approximatelyweekly. This account requires payee positive-pay, to betransmitted online by file as well as the occasional manual entry.Positive pay decisions should also be made via internet. Onlineimage access, paid item inquiry and stop payments are required.This account also requires full reconciliation, CD-ROM imaging as

well as an electronic file of cleared items. ACH debit filters arerequired. Stale date control service is requested.

K. United Health Care Account. Health care benefits payments areprocessed and paid from this ZBA account by a single daily wiredebit from United Health Care, by contractual agreement with theCity. The City is responsible for all account activity charges. Wiredebit ability is required. Although this is not a checking account,payee positive pay without reconciliation, or a similar solution, is



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PURCHASING OFFICE

SCOPE OF WORK


required so that no checks will pay from this account. ACH debitfilters are required.

L. Debt Management Accounts: 14 Accounts. The following 14

accounts are required. These are not ZBAs, although a daily zerobalance is achieved manually by the City of Austin. Funds flowingthrough these accounts are segregated and invested separatelyfrom Investment Pool funds. Safekeeping portfolios may berequired for each; currently only one account is actively holdingsecurities. Most transactions through the accounts are wiretransfers out or consist of transfers from other accounts or funds.Although these are not checking accounts, payee positive paywithout reconciliation, or a similar solution, is required so that nochecks will pay from these accounts. ACH debit blocks arerequired.

Bergstrom Debt Service Fund Bergstrom Construction Fund Bond Interest and Sinking Fund Hotel Occupancy Tax Debt Service Ser A Prior Lien Bond Fund Interest & Redemption Fund Convention Center/Waller Project Bond Debt Service Water/Wastewater Debt Service Fund Electric Utility Debt Service Fund ABIA Development Corp ABIA Variable Debt Service HOT Subordinate Debt Service Town Lake Debt Service

M. Reserves: 4 Accounts. The following four accounts are required.These are not ZBAs, although a daily zero balance is achievedmanually by the City of Austin. Funds flowing through theseaccounts are segregated and invested separately from InvestmentPool funds. Safekeeping portfolios may be required for each;currently only two accounts are actively holding securities. Mosttransactions through the accounts are wire transfers out or consistof transfers from other accounts or funds. Although these are notchecking accounts, payee positive pay without reconciliation isrequired to ensure no checks will pay from these accounts.Online access to previous day transaction detail is required. ACHdebit blocks are required.

EUD Debt Management WWW Reserve HOT Reserve Combined Utility Reserve

N. Special Purpose Accounts: 3 Accounts. The followingchecking accounts are required in addition to those listed above.



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CITY OF AUSTIN

PURCHASING OFFICE

SCOPE OF WORK


They are special purpose accounts that issue checks from time totime as needed. These accounts require payee positive-pay, tobe transmitted manually online. Positive pay decisions shouldalso be made online. Online image access, paid item inquiry and

stop payments are required. ACH debit blocks are required.Online access to previous day transaction detail is required.

Austin Convention Enterprises - ACCD imprest fund Waller Creek LGC ACCD imprest fund Urban Renewal Agency- Housing imprest fund

2.3 Required Services

Detailed required services for each DDA account is listed in 2.2 above. Inaddition to these required services, the following is a general list of services theCity requires at the time of this RFA. The estimated volume of services used are

listed on the Application Form (Section 0610).

Any deviation from or exceptions to the required services described in thisparagraph should be included in the Application.

A. Collateral requirements - All City funds must be collateralized bythe depository in accordance with State law (Chapter 2257 -Collateral For Public Funds) and the City Code. In addition toChapter 2257 and City Code requirements, the Citys InvestmentPolicy (Section 0620) must be followed. This paragraph containsthe City's requirements. Note in item seven (7) that the City hasdetermined that the minimum level of permanent depositorycollateral to be pledged at all times at the relationship level will be

$10 million, regardless of the City of Austins collected or ledgerbalances on deposit.

1. General requirements - The bank selected as the City'sdepository must deposit and pledge, not later than five daysbefore the effective date of the depository contract, approvedsecurities having a market plus accrued interest value no lessthan equal to 100% collateral level required in this solicitation.Securities pledged to the City must be held at a third partybanking institution approved by the City, or in a TreasuryDirect account, in the name of the City with the FederalReserve Bank.

2. Approved securities - "Approved securities" shall mean USTreasury and agency securities having a maturity of less thanfive (5) years. Refer to the Citys Investment Policy (Section0620) for a definition of approved securities. See alsoSection 0615 for a listing of the securities held by the City ofAustin at June 30, 2011 for reference. Note that the City doesnot accept Collateralized Mortgage Obligations (CMOs) ascollateral.



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3. Collateral substitutions and take downs - Upon approval of theCity Treasurer or his designee, the Depository Bank maysubstitute approved securities so long as the total amount ofsecurities pledged is adequate. Likewise, any excess shall be

delivered to the Depository Bank upon approval of the CityTreasurer or his/her designee when not required as part of thecollateral securities.

4. Reporting and valuation - The Depository Bank shall provide atleast monthly reports valuing the approved securities, showingthe current market value plus accrued interest through thedate of valuation. Whenever it is determined by the CityTreasurer that collected funds on deposit are not fully coveredby the approved securities, the Depository Bank shallimmediately deposit and pledge additional approved securitiesin an amount sufficient to restore collateral to the requiredlevel. Online access to daily collateral reports is desired.

5. Surety Bonds -The use of a surety bond to meet collateralrequirements will be considered provided the bonding firm isacceptable to the city.

6. Title 12 Title 12 of U.S. Code Paragraph 1823(e) of theFederal Institution Reform, Recovery, Enforcement Act(FIRREA) requires that the Citys security interest in acollateral deposit be perfected by incorporating the followingconditions in a collateral agreement:

The agreement must be in writing.

The agreement has to be executed by the depositoryinstitution and the depositing entity making the claimcontemporaneously with the acquisition of the asset.

The agreement must be approved by the Board ofDirectors or the loan committee of the institution.

The agreement has been an official record of theinstitution continuously since its execution.

In addition, the agreement must specify that upon receipt by theCustodian Bank of the City Managers sworn affidavit stating

that a contract default has occurred and stating the amount ofthe City's resulting loss of deposited funds to the extentreasonably ascertainable by the City, the Custodian Bank shallsurrender the pledged securities to the City. On receipt, theCity is entitled to possession of the securities and may sell thesecurities at either public or private sale in accordance with theTexas Uniform Commercial Code, and apply the proceeds tocover any loss of deposited funds, costs of sale, or expensesustained by City as a result of the Depository default. Any



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excess after liquidation shall be delivered to Depository uponthe City Treasurers direction when not required as part of thecollateral securities. The Depository shall cooperate with theCity in taking any additional actions necessary to perfect the

City's security interest in the pledged securities.

The executed collateral agreement incorporating the fourpreceding conditions must be presented to the City prior to thedeposit of any City funds.

7. Required collateral structure - The City has determined thatthe minimum level of permanent depository collateral to bepledged at all times will be $10 million, regardless of the Cityof Austins collected or ledger balances on deposit.

All fees, if any, associated with the provision of collateral must

be stated in the Application Form. A detailed calculation of thefee must be included and it must be stated if this fee is basedon collected or ledger balances.

B. Deposit Services - The City contracts with an outside armoredcarrier to deliver most City deposits to the Depository Bank. TheCity's Depository Bank must have available a secure unloadingarea which will accommodate armored vehicles. The secureunloading area will be located within the city limits of the City ofAustin. The City desires that a vault be located within the citylimits.

1. Credits - The City requires sequentially encoded deposit slips foreach entity depositing into City accounts. Reporting of deposits bysequence or serial number through the balance reportingmechanism is required. Deposit slips should be ordered throughthe depository and charged through the account analysis.

2. Availability - The City will expect to receive the bank's bestavailability published in its most recent availability schedule andany improvements over its published availability will be passed tothe City. On occasion, the City will request an end-point floatanalysis for selected accounts or dates. The bank's proposedavailability schedule must be included in detail in the application.

3. Non-encoded checks deposited - Deposits of non-encoded checksare deposited daily by several departments via armored car. Someare deposited at the motor banks and the night depository. Thebank must state on the Application Form its cut-off time for sameday credit.

4. Encoded checks deposited - Approximately 90% of the City'sencoded checks are deposited by the Citys utility remittance



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processing center. The remainder are deposited by the City's OneStop Shop. The applicant must state on the Application Form thecut-off time for same day credit for encoded items. A 6 P.M. cut-offis desired.

5. Image Cash Letter - The ability to accept an X9.37 Cash Letter orX9.100 formatted Cash Letter, as well as a notification system ofthe receipt of the electronic cash letter and corresponding depositdetails, is required. The applicant must include a detaileddescription of the file requirements, reporting/confirmationmechanisms, returns process and notification, and the cut-off timefor same day credit for ICL deposits.

6. Return items- All checks returned unpaid for insufficient funds mustbe presented for payment a second time before they are returnedto the City as charge-backs. All return items must be charged tothe account of original deposit and notification of the item must bemade by US mail as well as an image online. The City will makeevery attempt to insure that endorsements conform to the bank'srequirements. When the City finds that a check has been charged-back to the incorrect account, the City will request that the chargebe reversed and the proper account charged without penalty to theCity.

7. Currency deposits - Several departments make cash-only andcash/check deposits via armored car to the vault. They are AustinEnergy (utility payments), Aviation (parking only), Municipal Court,Austin-Travis County Health and Human Services Department,

Emergency Medical Services Department, Austin Water Utility,Austin Police Department, Controllers Office, and the ConventionCenter. The Austin Public Library, Solid Waste Services, and theParks and Recreation Department cash deposits are made bypersonnel to either a night depository or a branch facility (lobby ormotor bank). Although difficult to quantify, it is estimated thecurrency/ coin portion of City of Austin deposits is in excess of $30million annually.

8. Coin deposits The Parking Meter section of the CitysTransportation Department collects coins from parking metersthroughout the City and delivers collections to its own armoredcarrier for sorting. The armored carrier delivers bags to the bank

with a deposit slip for credit to the Citys account.

C. Check Disbursement Services

1. Controlled disbursement - The City requires one controlleddisbursement account, the Investment Pool DisbursementAccount. First presentment reporting via balance reportingmust be available by 8 A.M. CT with a second presentmentreporting required by 10:15 A.M. CT. The City desires a



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Texas controlled disbursement point. Funding should beautomated via either ZBA or bank initiated transfers so as togenerate a zero balance at the close of business each day.

Checks drawn on the controlled disbursement account mustbe honored if presented for payment at the main depositorybank in Austin. The City will reimburse the Depository throughthe account analysis for any resulting availability deficiency tothe Depository.

2. Non-controlled disbursement - The City will require non-controlled disbursement check services through severalaccounts as described in 2.2 above.

3. Paid check service - The City requires prompt online access tocurrent-month paid check information. If the check is paid, a

legible image of both sides must be available online forviewing.

4. Stop Payments - The City requires stop payment services onseveral accounts. Placement and confirmation must beavailable online.

5. Reconciliation - The following reconciliation services arerequired:

o Payee Positive Pay Reconciliation Payee positivePay Reconciliation is currently required for theInvestment Pool Disbursement Account, the EmployeeBenefits ERISA disbursement account, the JI Services- Worker Compensation Account, Payroll Account, andUtility Deposit Refund Account. The City transmits itsissue information daily through the internet. Ability tovoid checks from the issue file without stop paymentfees is required.

Upon contract award, the City will require the file layoutfor this service as soon as possible to allow sufficienttime for an interface setup.

o Paid list reconciliation - A paid list reconciliation will be

required for the Payroll Account and the Austin EnergyDeposit Refund Account. Within five (5) business daysafter the statement closes, the bank will provide thefollowing:

Electronic access to paid items and exceptions orrejects including check number, amount paid, datepaid, and sequence or reference number in checknumber sequence;



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a paper paid report listing each check number,amount paid, date paid, and sequence or referencenumber in check number sequence;

the bank statement of the account; and

canceled checks (if the account is set-up to receivethem), serially sorted, within ten (10) business daysafter the bank statement closes.

6. Serial Number Sort - The City will require numeric check serialsorting on the Austin Energy Deposit Refund Account.

7. Paid Check Safekeeping - Paid check safekeeping is currentlyused for the Employee Benefits ERISA disbursement account.

8. Stale Dated Check Service The City desires automaticdecisioning abilities for each check that is presented againstits accounts with an issue date longer than six months.

9. Paid Check Images - The City requires each months paidcheck images, front and back, on CD-ROM media for theInvestment Pool Disbursement Account, the Payroll Account,and the Employee Health Benefits Account. Images must becapable of being printed on laser printers and must be of highquality and admissible as legal documents. Preferred magecapabilities include reverse polarization, zoom, and checknumber or amount indexing

10. Electronic Paid Check File - Two accounts currently requirean electronic file of cleared items for reconciliation to the Citysgeneral ledger. This is in addition to receiving CR-ROMimages of the cleared items. Upon contract award, the Citywill require the file layout for this service as soon as possibleto allow sufficient time for an interface setup.

D. EFT Services

1. Electronic Credits - The City will require internet confirmationof electronic credits. Hard copy or fax notification is not

required.

2. Electronic Debits - The City will require an internet product forACH and wire initiation. On-line Repetitive, semi-repetitive,and non-repetitive initiation capability as well as confirmationcapability is required. Password security and secondaryauthorization capability is required.



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Most of the City's ACH and wire transfers are originated out ofthe Investment Pool EFT Disbursement Account (a ZBAaccount) for transfers between accounts and vendorpayments. These electronic debits are usually funded by

maturing investments and available balances, includingtransfers from other fund accounts, in the main account.Ideally, proceeds from maturing investments, which areprocessed in the securities/safekeeping area, should beposted real-time to City accounts. If, however, they arememo-posted, the City will require a daylight overdraft facilityor other mechanism for City accounts to insure that release ofthese wires is not delayed due to bank review and approvalrequirements. The response should include details of thedaylight overdraft policy.

3. ACH payroll direct deposit - Approximately 93% of all Cityemployees are on direct deposit payroll. The goal is to have98% of employees on direct deposit by September 2011. Foreach of its bi-weekly payrolls, the City transmits an ACH fileconforming to NACHA format containing employee directdeposit payroll credits. The Depository Bank agrees to performthe services of Originating Bank for these automatic depositentries and to abide by the rules of the National AutomatedClearing House Association. City agrees to comply with andbe subject to the rules and operating guidelines of the NationalAutomated Clearing House Association. Applicants will berequired to provide a contingency plan in the event of

processing problems for direct deposit in the applicationresponse.

4. Outgoing ACH transactions - The City originates ACHdebits/credits to transfer funds between City accounts and topay certain vendors. A number of non-originated ACH Debitsare also received each month. An internet product allowinginitiation of ACH transactions in standard ACH and CCD+format is required.

5. Incoming ACH transactions - The City receives a number ofACH credits each month, particularly State sales tax and otherdistributions, Federal grant proceeds, and credit cardproceeds. Some of these are received in CCD+ format.Access to addendum details is required.

E. Additional Online Requirements and Balance/TransactionReporting If the financial institution utilizes any supplier or vendorto act on the financial institutions behalf to conduct accountmanagement, customer service, collection activities or have fiduciaryresponsibility over the institution, customer or associate funds, thefinancial institution is required to obtain a satisfactory SAS70 audit



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from the supplier or vendor and review it for acceptability. Wheneverinformation is moved across national boundaries, the financialinstitution must ensure compliance with all laws and regulationsrelated to privacy and encryption. The financial institution should

provide a SAS70 audit annually for its online product. Further,confidential information should not be placed into a public cloud, andany utilization of a private cloud should be detailed in this response.for any supplier, a SAS70 audit should be required

Dual security administration is required for the various entitlementsneeded to transact banking online.

Additionally, the City requires an extensive balance/transactionreporting internet product. This product is used for a number offunctions including reconciliation, cash position management,transaction notification, and accounting/journal entry support.Therefore, the City will require the following capabilities, at aminimum:

1. Ability to download the information in CSV format to MicrosoftExcel and/or Microsoft Access for selected accounts with a 10day minimum online history:

Current day balances and transaction detail for selectaccounts as listed in 2.2 and

Previous day balances and transaction detail for allaccounts.

2. Ability to download the following information in CSV format toMicrosoft Excel for all accounts with a 10 day minimum onlinehistory:

Prior day closing ledger balance; Prior day closing collected balance; One Day float; Two Day float; Summary of prior day account debits and Summary of prior day account credits.

F. ZBA accounts - At present, the City requires nine (9) ZBA accounts.A zero balance will be achieved by the bank in each of the accounts

at the close of business each day by transferring an appropriateamount to or from the Investment Pool Receiving Account.Transactions that create daylight overdrafts in ZBAs prior to the closeof business will be honored.

G. Change orders - Several City departments require change orderscontaining currency and coin. Change orders are placed by phone orinternet and returned the next day in the locking deposit bag



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containing the previous day's validated deposit slip. Payment is madeby automated debit by the bank on the day the order is filled.

H. Securities clearance - As the City's depository, the Offeror will be

required to serve as transfer agent for security transactions initiatedby the City. All transfers must be executed delivery verses payment.Delivery of instructions on-line is desired.

I. Safekeeping - The City will require that safekeeping receipts beissued within two business days following receipt of securities.Monthly statements of holdings are required. All book entry securitiesshall be listed at the Federal Reserve under the Bank's customeraccount. Such securities shall not be commingled with bank assets.The bank shall keep accurate records specifically identifying whichinvestments belong to the City and the City shall have access to theserecords at all times. On-line access to safekeeping records isdesired.

Securities which serve as collateral for repurchase agreements withdealers must be delivered to a third-party custodian acceptable to theCity. Pursuant to State Law, the custodian bank shall be:

A state or national bank that is designed by the comptroller as a statedepository, has its main office or a branch office in this state and hasa capital stock and a permanent surplus of $5 million or more; or

The Texas Treasury Safekeeping Trust Company; or a Federal Reserve Bank or a branch of a Federal Reserve

Bank; or

a federal home loan bank.

J. Payroll and Employee Petty Cash check cashing. All cityemployees serving as petty cash custodians and employees not ondirect deposit will be permitted to cash their City petty cash andpayroll checks at any of the bank's locations within the Austin-SanMarcos MSA at no charge, including those who do not maintainaccounts. The bank's standard check cashing guidelines regardingproper identification will apply to all employees.

K. Overdrafts. Applicants will be asked to submit informal and/or formalprocedures for handling overdrafts on the Citys aggregate accountbalances. Any agreement required by applicants to be executed in

connection with a formal overdraft facility should be submitted with theapplication response. Any overdraft facility will be utilized as a back-up facility and the City does not intend to use it as a source of credit.The term "Overdraft," as used in the preceding sentence for purposesof determining the payable interest to the Depository Bank, shallmean negative balances in all city demand accounts netted againstpositive balances in all other city accounts as determined on the City'smonthly consolidated average net collected balance position.



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1. Ledger- Although it is the City's policy to avoid overnightledger overdrafts at all times, they do occur on an infrequentbasis. The Depository Bank will be requested to provide anoverdraft facility for this purpose. The terms of an overdraft

facility will be negotiated by the parties and inserted in theDepository Contract. Ledger overdraft fee should be insertedon the bid sheet in the space provided.

2. Collected - Collected overdrafts may occur from time to time inany City account, particularly the Investment Pool ReceivingAccount due to the unpredictable level of float in the account.The City desires that no interest charges for overnightcollected balance overdrafts in any City account be incurred,unless a collected deficit occurs in the City's total averagecollected balance position for an entire month. Any deviationfrom this stipulation must be stated in the applicationresponse. The City reserves the right to add an estimatedcost to the total bid if it will be the applicants policy to assesscollected overdrafts interest charges per occurrence, peraccount.

The applicants money market basis for calculating interest oncollected balance deficits, or other calculation method, mustbe clearly outlined on the Application Form.

3. Daylight - Due to the nature of its business, the City will createdaylight overdrafts. The applicant will be asked to describe itsdaylight overdraft policy in the application response. If it is theapplicants policy not to allow daylight overdrafts, this should

be stated as an exception in the application response.

L. Reports. The Depository Bank shall furnish reports/statementsregarding the City's accounts and services performed under thecontract in a form and content satisfactory to the City of Austin ChiefFinancial Officer, and comply with requests from external auditors asdirected by the City Manager, Assistant City Manager, City of AustinChief Financial Officer, City Treasurer, or City Controller.

M. Disaster/Pandemic Preparedness. The City requires that detailedplans be put in place to deliver the services outlined in thesespecifications during times of disaster or pandemic outbreaks. Adiscussion of pandemic influenza preparedness will be required in the

application response.

N. Errors. Bank errors resulting in lost interest to either party, such asloss of availability, will be reimbursed by improving or deproving theCity's collected balance position. The City will be notified immediatelyof such improvements or deprovements in writing. A recap ofimprovements and deprovements in the monthly account analysis isdesired. Fee corrections noticed in the account analysis will be



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brought to the depositorys attention and corrected prior to the nextmonths analysis statement.

O. Compliance with the Texas Public Funds Investment Act. All

applicants must comply with the Texas Public Funds Investment Actand sign the Citys PFIA acknowledgement, included in Section 0625.


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JSD0110 Section 0600 EVALUATION FACTORS 1

1.0 GENERAL INFORMATION

All applicants are subject to the terms and conditions of this solicitation. Material exceptions to theterms and conditions, or failure to meet the Citys minimum specifications, shall render the applicationnon-responsive. Non-responsive applications will be rejected from further consideration.

Applicants are expected to examine the entire request for application package, all specifications, andall instructions. Failure to do so will be at applicants risk.

Only one award shall be made under this application. The award shall be made for all requirements tothat single responsive and responsible qualified financial institution who offers the highest qualityservice at the lowest cost to the taxpayer.

2.0 RESPONSE PACKAGE CONTENTS

2.1 Completed Application Form Section 0610 The Application Form is the single most

important document in this Request for Application and must be completed and included withyour response. The Application Form must be submitted in an electronic format (e.g., CD ROM)as well as a matching printed output signed by an authorized agent. In the event that theelectronic data file differs from the printed data submitted, the printed signed form will be usedas the final form.

Should a contract be awarded, only the itemized fee charges listed on the Application Form wilbe acceptable on the monthly account analysis, with the exception of services requested by theCity after the contract award is made.

Applicants should be certain the completed Application Form contains all of the feecharges that will appear on the account analysis for the services required. Additionalines are provided on the Application Form for this purpose. A reference to an attachedfee schedule or verbiage will not constitute inclusion on the Application Form. Anyinserted fee charges must be placed in the appropriate section of the Application Formand include an estimated volume amount from information inferred from the providedestimated volume for similar items. Fees inserted without corresponding estimatedvolumes will not be accepted. Additionally, the City reserves the right to edit ootherwise correct the estimated volume for fee charges that are inserted by the applicantIf required, the City will contact the applicant to obtain a definition of the inserted feecategory. Should the City believe it is necessary to edit or otherwise correct volumesthe applicants total amount may be changed accordingly.

Fraudulent statements on any response will result in disqualification and may result in legalaction.

2.2 Response Package

In addition to the Application Form listed above, the applicant shall complete all of the requiredinformation in Section 3.0 below in the requested response format.

Response package shall be typed using 11-point or larger font, on standard paper, and haveconsecutively numbered pages.


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Submit one original and seven (8) copies of the response and required attachmentsHowever, only three copies of the CD ROM are required. The original response must containoriginal signatures and shall be suitable for photocopying.

3.0 INFORMATIONAL RESPONSE PACKAGE

To assist the City in its determination of responsibility, applicants are required to furnish the followingrequested information with their application.

Response Format

The response shall be organized in the following format and informational sequence. Each areashould be addressed as thoroughly yet succinctly as possible.

A. Part I Application Form: Section 0610. Complete and sign the form as described in 2.1 above.

B. Part II - Business Organization: State full name and address of your organization and identifyparent company if you are a subsidiary. Specify the branch office or other subordinate element whichwill perform, or assist in performing, work herein. Indicate whether you operate as a partnershipcorporation, or individual. Include the State in which incorporated or licensed to operate. Confirm theinstitutions authorization to do business in Texas, and list the office or branch physically located withinthe city limits of the City of Austin. Confirm the institution is a member of the Federal Reserve Systemis insured by the Federal Deposit Insurance Corporation and is a member of NACHA.

C. Part III Implementation plan Each application, except that of the incumbent depository, mustinclude a proposed implementation plan which describes a time schedule consistent with a contractcommencing April 1, 2012, and a detailed description of City and bank responsibilities through theimplementation phase. If necessary or required, the applicant selected as the Citys Depository mus

assist in the transfer of accounts from the current depository to the new depository.

D. Part IV - Services

A.1 Designated bank contact personnel - Applicants must provide the name or names, phonenumber(s) and city/state location(s) of those within the bank qualified to provide information andassistance in the following areas on a regular basis:

ACH paymentsBalance/transaction reporting assistance (online products)Collateral adequacyGeneral informationPositive payPosting and deposit discrepanciesReconciliation (including check imaging)Safekeeping and securities clearanceStop paymentsVault servicesWire transfers/ACH payments

Please attach a resume of the primary contact's professional qualifications. The primary contacis the person designated by the applicant as the one bank officer responsible for overseeing theCity's entire relationship, who would serve as the City's primary contact and who would be ableto make decisions regarding operational aspects of this contract.


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A.2 Enhancements/Additions to required services - Applicants may use this paragraph to elaborate

on particular product capabilities or distinctions the City requires or describe products which theCity does not require at the present time but may at a future date. These products

specifications, descriptions, prices and pricing expiration may be included in this area.

A.3 Location of service performance - Applicants must list the location (city, state) in which thefollowing services are to be performed under this contract:

Controlled disbursement points (Texas preferred)Deposit processingPositive payReconciliation (including check imaging)Safekeeping and securities clearanceStop payment processingVault services

A.4 Required Accounts and Detailed Serviced for Each AccountConfirm an understanding and agreement to provide each of the required accounts and servicesdescribed in Section 2.2 of the 0500. A summary matrix of services to be provided may besubmitted if desired.

A.5 Depository CollateralConfirm an understanding and agreement to each of the collateral requirements described inSection 2.3.A.1 through 2.3.A.7 of the 0500. Additionally, include a paragraph describing thedepository collateral process, the process for increase requests, and if available, submit asample collateral agreement. Describe the reporting methods available from the third party(such as online access) to the City for collateral monitoring.

A.6 Deposit ServicesConfirm an understanding and agreement to each of the requirements described in Section2.3.B.1 through 2.3.B.8 of the 0500. Include requested information and documentation for eachsection.

A.7 Check Disbursement ServicesConfirm an understanding and agreement to each of the requirements described in Section2.3.C.1 through 2.3.C.10 of the 0500. Include requested information and documentation foeach section. Additionally, provide brief answers to the following:

Controlled Disbursement: Are there ever more than two presentments at the sitefor the controlled disbursement point city/state listed above? Indicate the timethe final presentment is available online, expressed in central time. Describe awhat dollar level and by what method the City will be notified should the physica

check clearing differ from the originally reported presentment total. Payee Positive Pay: Indicate how soon after receipt of the issue file transmission

that teller lines are updated. Additionally describe at what time and by whacommunication method exception decision/reports are sent, the deadline forproviding pay/no pay decisions and if a no items today notification is available.

A.8 EFT ServicesConfirm an understanding and agreement to each of the requirements described in Section2.3.D.1 through 2.3.D.5 of the 0500. Include requested information and documentation for eachsection. Additionally, provide brief answers to the following:


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Wires: What are the financial institutions procedures for releasing a wireif it creates a daylight overdraft situation? What is the longest time youonline wire transfer system has been down in any one day, and what areyour backup procedures for ensuring timely release of wires?

ACH: Expressed in central time, provide the earliest time and latest timeeach day that the City may initiate an ACH payment online for both oneday and two day or two day+ settlement. Describe your procedure fosame day rejection of non-originated ACH debit entries, including whatnotification options are available. What contingency plans exist to payCity employees in the event of processing problems with the directdeposit file?

A.9 Online PlatformConfirm an understanding and agreement to each of the requirements described in Section2.3.E.1 through 2.3.E.2 of the 0500. Additionally, include a paragraph describing the onlineplatform available. Provide at least one paragraph describing the policies or procedures in usefor third party suppliers or vendors that might conduct account management, customer servicecollection activities or have fiduciary responsibility over the institution, customer or associatefunds. Describe the current and planned use of cloud computing in both public and privateenvironments.

Provide information concerning dual security administrators and security concerningconnectivity and fraud prevention measures.

A.10 Safekeeping and Securities ClearanceConfirm an understanding and agreement to each of the requirements described in Section2.3.H and 2.3.I. Describe the online reporting system for current day transactions. Providecutoff times for submission of security delivery/receipt instructions, expressed in Central Timeand method of submission. Confirm that a detailed statement of portfolio holdings will be mailed

and indicate how many days after month-end the City will receive this statement.

A.11 Payroll and Employee Petty Cash check cashingConfirm an understanding and agreement to each of the requirements described in Section2.3.J.

A.12 OverdraftConfirm an understanding and agreement to each of the requirements described in Section2.3.K.1 through 2.3.K.3 of the 0500. Include requested information and documentation for eachsection. Specifically, in the event that intraday and/or interday overdraft situations arise, statethe banks policy and procedures regarding overdrafts, and include information concerningdaylight overdrafts in regular as well as ZBAs. Describe if the rates and fees, if any, are to becharged on a per event or per account basis (fees themselves must be included on the

Application Form). Include information regarding how the bank policy determines that the Cityof Austin is in overdraft (for example, are all accounts aggregated or does each account standalone?). Confirm if the fee applies to ledger or collected balance overdrafts and provide adetailed calculation of the fee in this area of your response as well as on the Section 0610.

A.13 ReportsConfirm an understanding and agreement to Section 2.3.L.

A.14 Disaster/Pandemic Influenza PreparednessDescribe to what extent the institution had assessed the risk of an influenza pandemic and/orother disaster. Include the general assumptions, absenteeism/event duration assumptions


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location assumptions and technology limitation assumptions. Provide information concerningservice level impacts to the public sector under your assumptions, specifically the availability ofcash and access to account information.

A.15 Misc: Deposit/Vault ServicesPlease describe your vault location and delivery process. Describe the latest cut-off for sameday ledger credit for deposits of coin, currency and checks delivered via armored carrier. Whaare the hours that your vault is open for armored carrier deliveries? Describe any requirementsyou have with respect to preparation of mixed check/cash deposits delivered to your vaultDescribe any requirements you have with respect to preparation of pre-encoded deposits. Whacontrol procedures are in place to ensure timely and accurate investigation and resolution odisputed discrepancies?

A.16 Misc: Account AnalysisTo what balance is the earnings credit rate applied? What rate is charged on uncollectedfunds? How are uncollected funds defined (e.g., average balance for the month if negativeaverage balance computed on only those days when the balance is negative such that positivebalances are not used to offset negative balances)? Are overdraft fees and interest onuncollected funds assessed on each individual account or are accounted grouped so positivebalances in one account offset negative balances in another?

A.17 ExceptionsIdentify the section number and clearly state any and all exceptions to, conditions of orqualifications in Sections 0400, 0500 or 0600 of this Request for Appliation.

D. Part V Certifications and Compliance

A.1 Investment Policy Certification Section 0625 - A copy of the City's Investment Policy isattached as Section 0620. Applicants must indicate they have read and understand the City's

investment objectives by signing the Certification document Section 0625.

A.2 Community Reinvestment Act (CRA) - Applicants shall describe their bank's compliance withthe Community Reinvestment Act. Responses should, at minimum, address the following:

A general statement concerning the bank's commitment to the Community ReinvestmentAct.

Copy of the CRA statement as filed with appropriate banking regulators for the last year.

Description of the bank's level of compliance with the CRA including the current rating andany documentation which demonstrates compliance. Such documentation would includedisclosure of the extent of lending activity in the City of Austin's target neighborhoods.

Discussion of plans to improve or increase access to banking facilities for residents of theCity of Austin's target neighborhoods.

Discussion of plans to improve or increase access to banking products and services forbusinesses in the City of Austins target neighborhoods.

E. Part VI - References

List references from at least two current customers who use services similar to those requested by theCity. The City may make such investigations and inquiries as it deems necessary to determine the


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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS



ability of the applicant to perform the work. In addition, list local government entity accounts, such ascities, counties, and school districts, held during the last three (3) years.

4.0 APPLICATION PREPARATION COSTS:

All costs directly or indirectly related to preparation of a response to the Request for Application orany oral presentation required to supplement and/or clarify a proposal which may be required by theCity shall be the sole responsibility of the applicant.

5.0 EVALUATION FACTORSAND AWARD

Competitive Selection: This procurement will comply with applicable City of Austin Policy. Thesuccessful Applicant will be selected by the City on a rational basis. Evaluation factors outlined inbelow shall be applied to all eligible, responsive applicants in comparing application responses andselecting the successful applicant. Award of a contract may be made without discussion with

applicants after application responses are received. Application responses should, therefore, besubmitted on the most favorable terms.


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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS



Evaluation Factors: Possible Number of Points: 100

Part I Application Form: 60 Points

Applicant with the lowest cost to the City is given the maximum points; percentage ratio formula isapplied to remaining applicants.

Part II - Business Organization: No points awarded

Requirements must be described and met.

Part III Implementation plan: 5 Points

Implementation plan, if applicable, is detailed, reasonable and provides required deadlines.

Part IV Services: 35 Points

Documentation responsive to all requirements and processes appear reasonable, effective and ofquality.

Part V References: No points awarded

Required references must be submitted.

Part VI Certifications and Compliance: No points awarded

Required certifications and compliance must be submitted.

Interviews, Optional. Interviews may be conducted at the discretion of the City. Maximum 25

additional points.


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City of Austin, Texas

Request for Applications: Depository Services

Application Form - JSD0111

Submitted by:

Bidding Institution Name

NOTE: This form must be completed in its entirety and signed in ink below. Applicants should be certain that the completed form contains ALL of the fee charges

that will appear on the account analysis for the services required. Enter price proposal in column J. Do not change or otherwise edit formulas or format.

Do NOT insert Excel lines or columns into the worksheet. Use "blank" rows for proposer-added pricing items when needed to meet provided specifications. Include descriptions.

Any proposer-added service items and pricing must use annual volume estimate (pricing that is provided without related service volume is not allowed).

The City reserves the right to edit or otherwise correct the estimated volume for fee charges that are inserted or otherwise modified by the applicant.

Annual Volume Price Annual Total Cost Estimate

Estimate * Per Item By Service Sub-Total

* Annual volumes are best estimate. Actual usage will vary.

1 DEPOSITS:

Credits Posted - Electronic 21,600Credits Posted - Other 100Item Processing Deposit 200Controlled Disb - Funding Credits 300Foreign Items - Check Deposits 20Image Deposits 300IRD Deposit Items 2,300

Image Deposited Items 1,300,000

Un-encoded Non-ICL

Items-by end-point

On Us Items 24,750Local Clearings 85,500Local Other In District 78,750All Others 36,000

Pre-encoded Non-ICL

Items-by end-point

On Us Items 4,400Local Clearings 15,200Local Other In District 14,000All Others 6,400

Check ReturnsReturns - Chargebacks 1,600

Returns - Reclears 1,900

Returns - Reclear Service Fee 50

Deposit Corrections - Non-Cash 200Check Deposit Rejects 70

Lobby/Branch Services

(Pricing by bill)

Service

Item

0610 - Application Form Application Form - Page 1 of 9


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Submitted by:










Service

Item

Deposits 5,500Total Currency/Coin Amount Deposited $1,780,000

QBD/Night Drop DepositDeposits 6,500Total Currency/Coin Amount Deposited $3,630,000

Vault ServicesDeposits 15,600

Coin Deposit - Non Std Bag 5,700

Total Currency/Coin Amount Deposited $28,200,000Deposit Correction - Cash 100

Mail Notification - Receipt 5,200

Bank by Mail Deposit 20

Deposits Sub-Total 0.00

2 DEBITSControlled Disbursement

Set up Fee 1Maintenance 12Checks Paid - Truncated 75,000

Standard Checks PaidChecks/Debits Paid 120,000

0610 - Application Form Application Form - Page 2 of 9


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Submitted by:










Service

Item

OtherNon-Relationship Check Cashed 1000Debits Posted Electronic 4,600Debits Posted Other 20

ReconciliationPositive Pay Full Recon

Set-Up (including software) 5Maintenance 60Items 200,000Issue Match 200,000Exception Returns 300

Monthly Paid Check FileImage -

Documents

JSD0111 - Application for Depository Services