Banking Services
NORMANDY SCHOOLS COLLABORATIVE
3855 Lucas and Hunt Road – St. Louis, Missouri 63121 Telephone: 314-493-0400
(Fax: 314-493-0480)
Greetings Bid Respondents. We appreciate your interest in working with the Normandy Schools Collaborative (NSC). Please note that NSC will not accept any bids received after the published bid opening time and date indicated below and will not be responsible for any bids mailed or delivered to any address other than those above. No exceptions!
FORMAL BID PROPOSAL
BID OPENING SCHEDULE
BID NUMBER: BUS-001
BID TITLE: Banking Services
BID OPENING DATE: March18, 2024
BID CLOSE DATE: April 2, 2024
BID CLOSE TIME: 4:00 pm
INTERVIEWS FOR FINALISTS: April 4-5, 2024
FINAL SELECTION: April 8, 2024
VENDOR NAME: ______________________________________________
MAILING ADDRESS: ______________________________________________
VENDOR TELEPHONE NO.: _______________ VENDOR FAX NO.: ___________________
VENDOR E-MAIL ADDRESS ______________________________________________
All items contained in this bid shall be as specified or NSC approved equal. For any item(s) proposed which is other than as specified, a complete and detailed cut and description for each item(s) must accompany the bid, if the item(s) is to be considered. Please carefully read each section of this bid.
I/WE UNDERSTAND AND AGREE THAT NEITHER THE AWARD OF THIS BID TO ME/US BY THE DISTRICT'S BOARD OF TRUSTEES NOR RECEIPT BY ME/US OF A NOTICE OF ACCEPTANCE OF THIS BID SHALL CONSTITUTE THE MAKING OF A CONTRACT BETWEEN NSC AND ME/US, WHICH SHALL BE CONDITIONED UPON THE EXECUTION BY BOTH NSC AND ME/US OF A FORMAL, WRITTEN AGREEMENT.
PLEASE SUBMIT ORIGINAL BID DOCUMENTS AND THREE COPIES.
Normandy Schools Collaborative
REQUEST TO ADD VENDOR
(Substitute Form W-9)
To be completed by NSC School/Location: Location Requesting Vendor Addition ___Multiple locations within District___________________
To Be Completed by Vendor: Please complete all sections and return with the submitted proposal.
Will your company accept purchase orders? _____Yes _____No
Will your company accept purchasing/credit cards? _______ MC/Visa _______American Express
Note: An original NSC purchase order is required for all material purchases. Do not accept any order without an original NSC purchase order.
Product Line ___________________________________________________________
PARENT COMPANY NAME: ______________________________________________
D/B/A NAME: _____________________________________________
Order Address: _________________________________________________________
City: __________________________ State: ____________ Zip: ________
Physical Address: _______________________________________________________ City: __________________________ State: ____________ Zip: ________
Contact Person: ________________________________________________________
REMITTANCE ADDRESS:
Vendor Name: __________________________________________________________
Address: _______________________________________________________________
City: ___________________________ State: ______________ Zip: _________
Phone: (_____) _____________________ Fax (_____) _________________
Email Address: __________________________________________________________
Federal Tax ID/Social Security #: ____________________________________________
Select One Minority Code: _____Woman & Minority _____Minority _____Non-Minority _____Woman Select One Type of Entity _____Individual/Sole Proprietor _____Corporation _____Partnership _____Other ___________
****NSC accepts no responsibility for orders filled without a valid purchase order.
Submitted By: ______________________________ Signature Date: __________________
FEDERAL WORK AUTHORIZATION PROGRAM (“E-VERIFY”)
Pursuant to Missouri Revised Statute 285.530, all business entities awarded any contract in excess of five thousand dollars ($5,000) with a Missouri public school district must, as a condition to the award of any such contract, be enrolled and participate in a federal work authorization program with respect to the employees working in connection with the contracted services being provided, or to be provided, to the Normandy School Collaborative (to the extent allowed by E-Verify). In addition, the business entity must affirm the same through a sworn affidavit and provision of documentation. In addition, the business entity must sign an affidavit that it does not knowingly employ any person who is an unauthorized alien in connection with the services being provided, or to be provided, to the Normandy Schools Collaborative (the District). Accordingly, your company:
a) agrees to have an authorized person execute the attached “Federal Work Authorization Program Affidavit” attached hereto as Exhibit A and deliver the same to the District prior to or contemporaneously with the execution of its contract with the District;
b) affirms it is enrolled in the “E-Verify” (formerly known as “Basic Pilot”) work authorization program of the United States, and are participating in E-Verify with respect to your employees working in connection with the services being provided (to the extent allowed by E-Verify), or to be provided, by your company to the District;
c) affirms that it is not knowingly employing any person who is an unauthorized alien in connection with the services being provided, or to be provided, by your company to the District;
d) affirms you will notify the District if you cease participation in E-Verify, or if there is any action, claim or complaint made against you alleging any violation of Missouri Revised Statute 285.530, or any regulations issued thereto;
e) agrees to provide documentation of your participation in E-Verify to the District prior to or contemporaneously with the execution of its contract with the District (or at any time thereafter upon request by the District), by providing to the District an E-Verify screen print-out (or equivalent documentation) confirming your participation in E-Verify;
f) agrees to comply with any state or federal regulations or rules that may be issued subsequent to this addendum that relate to Missouri Revised Statute 285.530; and
g) agrees that any failure by your company to abide by the requirements a) through f) above will be considered a material breach of your contract with the District.
By:________________________________________________
(signature)
Printed Name and Title: ________________________________
For and on behalf of: ___________________________________
(company name)
FOR INTERNAL USE ONLY Vendor Number: _____________________ 1099: _____Yes _____No Completed By: _______________________ Date: __________________
EXHIBIT A
FEDERAL WORK AUTHORIZATION PROGRAM AFFIDAVIT
I, ________________________, being of legal age and having been duly sworn upon my oath, state the following facts are true:
1. I am more than twenty-one years of age; and have first-hand knowledge of the matters set forth herein.
2. I am employed by ____________________________ (hereinafter “Company”) and have authority to issue this affidavit on its behalf.
3. Company is enrolled in and participating in the United States E-Verify (formerly known as “Basic Pilot”) federal work authorization program with respect to the Company’s employees working in connection with the services the Company is providing to, or will provide to, the District, to the extent allowed by E-Verify.
4. Company does not knowingly employ any person who is an unauthorized alien in connection with the services the Company is providing to, or will provide to, the District.
FURTHER AFFIANT SAYETH NOT.
By:________________________________
(individual signature)
For ________________________
(Company name)
Title:_______________________
Subscribed and sworn to before me on this _____ day of ____________________, 200___.
__________________________________
NOTARY PUBLIC
My commission expires:
Normandy Schools Collaborative
Request for Proposal for Banking Services
I. ABOUT THE NORMANDY SCHOOLS COLLABORATIVE (NSC) The Normandy Schools Collaborative is a comprehensive public school system located in North St. Louis County, Missouri that educates approximately 3,000 students at eight separate school sites (1 Early Education Center, 4 elementary schools, 1 middle school, 1 high school and 1 alternative education center). The District employs approximately 470 staff members, composed of approximately 266 certificated personnel, in addition to administrators, and support staff.
The District has a rich history and has provided educational services to its community for over 100 years. The school system is a political subdivision of the state of Missouri and serves 23 respective municipalities. The state of Missouri recommends that its political subdivisions bid out banking services every five years, and the Normandy Schools Collaborative is commencing this RFP process in response to these guidelines.
The District currently holds banking accounts at two regional banks. These accounts include a General Fund account, a Payroll account, a Debt Service account (to manage and address principal and interest payments and related fees on long term debt), a Repurchase (Repo) account, and a self-insured benefits account.
Additionally, the District has an overall expenditures budget of $67 million for its 2023-24 fiscal year (July through June).
II. RFP Process and Timeline:
· March 18, 2024 RFP Issuance
· April 2, 2024 Deadline for the receipt of responses
· April 3, 2024 Review of RFP responses & selection of finalists by review committee
· Finalist interviews April 4-5th
· Selection of awarded banks (April 5th)
· Implementation of banking services processes as needed (April 8th forward)
III. CURRENT BANKING SERVICE NEEDS NSC currently utilizes the following bank services:
• Operating/ Demand Deposit
• Lockbox
• Payroll/ ACH
• Interest Checking
• Repurchase (Repo) Overnight sweeps
• Wire/ACH Transfers
• Please include in the proposal your bank's ability to meet the following requirements:
1. Deposits of cash receipts. Deposits are made multiple times a week representing various types of receipts and payments from District schools and facilities, including food service collections, receipts for school fines, member dues, education program revenues and other income generating activities for the Normandy Schools Collaborative (NSC).
2. Repurchase (Repo) Overnight Services – Currently, we maintain an interest-earning repurchase account that sweeps nightly from one of our general fund accounts. We are interested in your repurchase options, and the associated interest rates for these accounts and related transactions.
3. Other potential investment options.
4. We would be interested in learning if your bank offers credit card processing services. We currently use the corporate American Express card for credit card transactions but would like to receive information on your credit or purchasing card solutions.
5. Prompt wire transfer/ACH capabilities. Please indicate daily deadline and fees for wire/ACH transfers placed by phone, fax, or on-line.
6. Online banking services access to all accounts by authorized and designated NSC personnel.
7. Lock box services. NSC does utilize a lock box service that does require sorting and notation of the amount paid and check number put onto the remittance slips. We also would like the back-up available at the local branch the next day through interbank mail or other communications options.
8. Positive Pay processing. We would like to know your Positive Pay process and fees for daily confirmation of the receipt of checks issued from any of our bank accounts.
9. Treasury Management Services, including remote desktop deposit capabilities, etc.
10. Bank statement reconciliation tool(s). We seek a strong reconciliation tool to assist with our monthly account reconciliation process.
11. Monthly account statements. NSC requires bank statements to be mailed or available electronically following the close of business for the calendar month. Currently, we receive the monthly statements, and all associated canceled checks are viewable online. For online banking, we would like to be able to view by current period and prior month history. We also need to be able to sort the reports by description and check number and request the ability to copy and paste this information into Excel or similar formats.
12. Monthly account analysis statement combining all the accounts, clearly defining services, fees, ledger and collected balances, credits for balances in excess of uncollected funds, and costs incurred by NSC, etc.
13. An explanation of disaster recovery and backup procedures that are in place to protect NSC’s deposited assets and the bank in the event of disaster to either entity or both.
Other items of interest:
14. Direct Deposits for all personnel payroll payments.
15. Returned Check options (please note pricing). Automatic redeposit of returned checks a second time if the instruments are initially dishonored due to “NSF” notations. NSF fees are to be assessed against the monthly analysis.
16. Account Analysis reporting and related fee structure.
17. Please discuss your Information Technology/IT and data security protocols.
18. We are also interested in exploring NSC’s potential use of electronic payments. Please provide your recommendations and capabilities with respect to how other clients are using this service and the fees involved to setup and maintain.
19. With your response, please indicate all fees involved, how long they will be in effect and at what activity levels or based on what indices these fees will change and by how much.
20. Please note that your ability to provide quality customer service to NSC is as important to us as your bank pricing and financial stability. Please let us know how your bank can exceed our customer service expectations.
21. NSC operates its school system in the 24:1 footprint region of North St. Louis County. Please advise on your current locations within this footprint or future plans to establish a physical presence in our communities.
22. Please address if and how you propose to invest in Normandy Schools Collaborative students through internships or by other means.
23. Briefly describe your proposed implementation plan and related timetable, including any required training and how your staff can assist NSC in making the transition to your financial institution. The plan should provide NSC with sufficient detail to allow for a reasonable estimate of the complexities and costs.
24. In conclusion, please also provide the following information regarding your financial institution:
a. How do you operate? (size, bank’s history, ownership etc.)
b. Who are your clients? Please provide a minimum of five references, including other school districts or non-profit entities you serve.
c. What level of account executive would be assigned to our banking relationship?
d. Please include the following financial information as part of your response:
i. Last two annual financial reports
ii. Most recent Moody's and/or Standard & Poor ratings if available.
e. Please forward 3 copies of your proposal by the 4 p.m. deadline on April 2, 2024 as follows:
Normandy Schools Collaborative
c/o Carlton Brooks, CFO
3855 Lucas & Hunt Rd.
St. Louis, MO 63121
ANTICIPATED SCHEDULE FOR SELECTION AND AWARD OF BANKING SERVICES CONTRACT
|
Description |
Due Date(s) |
|
Request for Proposal (RFP) Issuance |
March 18,2024 |
|
Responses to Questions |
March 26 through March 31, 2024 |
|
RFP Deadline – Bid Proposals Received |
April 2, 2024 by 4 p.m. Central Time |
|
Evaluation of Responses Period (By Committee) |
April 3, 2024 |
|
Selection of Finalists |
April 3, 2024 |
|
Interviews with Finalists |
April 4 – 5, 2024 |
|
Selection and Award of Services |
April 8, 2024 |
|
Recommendation to the JEGB Board for Approval |
April 9 or May 14, 2024 |
|
Implementation |
Following Board approval (tentatively May 15, 2024 forward) |
Note: This is the Normandy Schools Collaborative’s (NSC) desired project schedule. NSC reserves the right to modify this schedule.
EVALUATION CRITERIA
|
|
Description/Rating Criteria |
Percentage (%) |
|
1) |
Cost of services; overall cost to provide the most efficient means to manage NSC’s cash assets. |
40% |
|
2) |
Services provided; ability to provide all the minimum requirements and a proven record of technological capabilities, with plans for continued advancement / innovation. Accessibility to branches and services. |
25% |
|
3) |
Communication and interpersonal skills; ability to be responsive on an ongoing basis; a track record of effective working relationships with clients. Desirable to have existing public sector clients with a record of positive relationships. Understanding the nature and scope of the work involved and being able to present an effective response to accomplish the work. |
25% |
|
4) |
. Financial condition; stability of current conditions and proven track record of effective management decisions. |
10% |
Please feel free to contact the District’s CFO Carlton Brooks on or after March 26, 2024 should you have related questions. We appreciate your interest in serving the Normandy Schools Collaborative.