Request for Proposals For

1. 
   Provide a brief history and the present organizational structure of the firm that will support APS.
   
2. 
   Provide the name, phone number and email address of the individual(s) who will be the firm’s primary contact with APS for contract negotiation.
   
3. 
   Provide a list of the addresses for your corporate office and all branch locations in the metropolitan Atlanta area.
   

Describe how your firm will address and provide the following services:

1. 
   Employee Payroll Services
   

1. 
   Direct deposit services for APS employees. This should include bank account service options for employees without bank accounts.
   
2. 
   Provide banking services available to APS employees at no additional cost to APS.
   

2. 
   Deposit Services
   

1. 
   Remote Deposit Capture capabilities and functionality
   
2. 
   Money Center coins and currency services for school deposits
   
3. 
   Information reporting capabilities via the web, including, but not limited to transaction imaging features on deposit and return items.
   

3. 
   Account Reconciliation Services
   
4. 
   Fraud Control Services
   

1. 
   ACH positive pay and/or block control
   
2. 
   Positive Pay
   
3. 
   Positive payee services
   
4. 
   Non-Positive pay alternatives for school accounts
   
5. 
   Delivery versus payment in securities settlement
   

5. 
   Check Printing and Disbursement Services
   
6. 
   Safekeeping Services
   

1. 
   Indicate if pledged collateral for APS will be held with a third-party custodian.
   
2. 
   Provide name of custodial, if applicable, and indicate if separate agreement is required by APS with the custodial bank.
   

7. 
   BAI Reporting Services and File Formats
   

1. 
   Provide five (5) references from school districts or public agencies for which your firm has provided banking services similar to the requirements in this solicitation. Provide the following for each reference:
   

1. 
   Name of agency/organization
   
2. 
   Name of primary contact, telephone number and email address.
   
3. 
   Description of services provided including dates.
   

2. 
   Identify key measures of financial strength (e.g. capital ratios, market capitalization, total assets, etc.) which illustrates that the financial institution has been in business continually under its present name or as part of a merger for the last seven years. A copy of the Audit Report and its financial statements, including Balance Sheets and Statements of Revenue and Expenses, and/or other documentation which demonstrates financial solvency for the last two years.
   
3. 
   Provide in a PDF format the latest “Report on the Description of Controls Placed in Operation and Test of Operating Effectiveness”, i.e. SAS 70 report, prepared by your external auditors.
   

1. 
   Describe your firm’s data processing capability. Disclose all pertinent information, including location and time schedule of processing, the capability of providing electronic statements and reports, and electronic files as specified.
   
2. 
   Describe your firm’s ability to expand capabilities and provide additional services not currently being requested.
   
3. 
   Describe your firms “positive pay’ procedures and capabilities: include time of information, ability to “push down”/email positive pay notifications.
   
4. 
   Describe report customization requirements and the ability to support BAI file transmissions and integration capabilities with Lawson ERP system.
   
5. 
   Provide information on electronic options for monthly bank statements and Account Analysis information. Please include sample copies of statements.
   
6. 
   Describe your firms ACH processing capabilities.
   
7. 
   Describe your firms Web based reporting capabilities.
   
8. 
   Describe your system administration capabilities for all applicable tools and application to support services required by APS. Describe any stand-alone applications and note if system administration and entitlement capabilities for remote deposit services and information reporting tools (i.e., wire transfers, reporting) are integrated and/or operate on different platforms.
   
9. 
   Provide information on your firm’s contingency plan to ensure no disruption of services to APS.
   

1. 
   Provide a brief description of your customer service and support processes for APS.
   
2. 
   Provide a brief description of your quality control processes including but not limited to:
   

1. 
   Procedures and conditions for escalation and monitoring status of open issues. And standard response times.
   
2. 
   Error management and reporting, including schedules or studies regarding error rates for services within the scope of the RFP.
   

3. 
   Provide information on the implementation approach and timelines for a banking and investment portfolio services migrations including:
   

1. 
   Information on the organizational structure for support services for APS
   
2. 
   Description of a dedicated support team.
   
3. 
   Qualifications and experience of personnel that would be directly involved in the delivery, Implementation and/or on-going management support of banking services to APS
   

4. 
   Provide information regarding the frequency of meetings with APS financial staff and your firm’s portfolio managers.
   

Describe how your company will address the following:

1. 
   Does your firm have the ability to provide investment purchases and sales on behalf of the Board with in-house personnel?
   
2. 
   Describe your firm’s ability to provide investment advisory services to the Board with in-house personnel.
   
3. 
   Describe your firm’s fixed income investment management philosophy.
   
4. 
   Describe your firm’s experience providing cash flow forecasting and cash management services.
   
5. 
   Within the limits of the Board’s Investment Policy, please describe how you would structure the Board’s portfolio.
   
6. 
   Describe your firm’s research capabilities and resources.
   
7. 
   How does your firm choose the broker with whom you trade?
   
8. 
   Describe your portfolio accounting system and reporting capabilities.
   
9. 
   Does your firm reconcile portfolio with the custodian? How often?
   
10. 
    What types of accounting reports are available to APS? Current reports include, but are not limited to the following:
    

1. 
   Performance comparison to benchmark
   
2. 
   Annualized yields by periods
   
3. 
   Portfolio Compliance Data
   
4. 
   Duration and WAM
   
5. 
   Investment types by distribution
   
6. 
   Market and economic updates
   
7. 
   Portfolio Holdings
   
8. 
   Portfolio Holdings by Maturity
   

11. 
    Provide the current number of clients, average portfolio size and average duration of similar assets under management by your organization. If possible, provide a list of existing clients.
    
12. 
    Discuss any current relationship between the company and your organization, its parent or affiliates.
    
13. 
    Describe how your firm monitors and responds to regulatory (e.g., FASB, SEC, Federal Reserve) changes that impact short-term investment management. Provide an example based on a recent regulatory change.
    
14. 
    Describe your firm’s screening process for ensuring that investments meet the company’s investment policy and guidelines.
    
15. 
    What is the process for handling investments that initially comply with company’s investment policy but during the investment period fall outside of the company’s investment policy?
    
16. 
    How is the firm protected in the event the investment manager makes an investment that initially or at any time during the holding period falls outside the company’s investment policy?
    
17. 
    Provide your firm’s methodology for managing credit exposure for individual issuers over and above the information provided by the rating agencies. Does your organization have its own, independent credit research team?
    
18. 
    Can your firm access daily investment balances, transactions, and account history? If yes, discuss:
    

1. 
   The system used;
   
2. 
   All information available through the system;
   
3. 
   The time period for which information is retained on the system.
   

19. 
    Can your firm provide detail of all purchases, sales, maturities and interest payments on trade date? By what means (e.g., Internet, e-mail, and fax) can this detail be provided to the company?
    
20. 
    Can your firm customize statements and reports into a format specified by APS?
    
21. 
    Discuss all of the steps involved in the implementation process and the estimated timeline if the company transfers a portion of its cash portfolio to your organization for management.
    
22. 
    Can your firm accept transfers of securities in kind?
    
23. 
    Provide copies of all documents that must be signed if the company transfers a portion of its cash portfolio to your organization for management.
    
24. 
    What is the average lead-time for opening an account? What are the critical factors that might impact the lead time?
    

Provide the following information related to the account transition:

1. 
   A list of individuals who will serve on the transition project team and specify their roles and responsibilities.
   
2. 
   The data and resources APS will be expected to provide during the transition.
   
3. 
   A detailed list and timeline of the support activities, tasks and reports that will need to be completed by APS.
   
4. 
   A detailed list and timeline of the support activities, tasks and reports that will need to be completed by APS current bank.
   
5. 
   A detailed list and timeline of the support activities, tasks and reports that will need to be completed by offeror.
   
6. 
   A schedule and flowchart(s) showing the steps and describing how the transition will be accomplished.
   
7. 
   Describe potential problems/issues the offer might reasonably expect and their approach for resolving the problem/issue
   
8. 
   Describe the training that will be provided to APS.
   

6. 
   Submit pricing for miscellaneous services on the price proposal form which is a separate Excel spreadsheet. This form must be submitted in a separate sealed envelope labeled pricing.
   
7. 
   On a separate sheet(s), submit pricing for other banking services not listed on the price proposal form referenced in item a.
   
8. 
   On a separate sheet(s), submit pricing for investment portfolio management services including but not limited to:
   

1. 
   Describe the fees for each recommended investment alternative, how they are calculated and enumerate all applicable advisory charges for portfolio management (exclude custodial fees).
   
2. 
   Indicate (yes or no) if your firm will accept a performance based fee that depends on whether investment objectives were met? If yes, provide details.
   
3. 
   What is the additional fee if any your firm uses your organization’s custodial services?
   
4. 
   Indicate (yes or no) if your fee can be either be debited from the company’s account or paid after invoiced?
   
5. 
   Provide a sample bill showing the level of detail that will be provided.
   

9. 
   On a separate sheet(s), submit pricing for account transition services (see section 3.6). Include a description and other relevant information.
   
10. 
    On a separate sheet(s), submit pricing for optional services (see section 3.7). Include a description of the service, frequency and other relevant information.
    

7.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded vendor to meet all specifications and guidelines set forth herein.

(Lowest price / price of proposal being evaluated) x points available for price = score

• 
  Business profile and experience
  
• 
  Technical capabilities
  
• 
  Customer service and quality control
  
• 
  Investment management
  
• 
  Account transition
  
• 
  Price
  

7.9 APS reserves the right to request a best and final offer (BAFO) from offerors during the evaluation process.

1. 
   Concurrent which may be conducted concurrently with multiple offerors or;
   
2. 
   Exclusive which may be conducted with the offeror whose proposal is the overall highest rated.
   

7.14 Exceeding Available Funds

In the event the pricing submitted by (a vendor or vendors) exceeds available funds, APS reserves the right to negotiate an adjustment of price with the (vendor or vendors.)
8.0 AWARD

8.1 Please be advised that it is the policy of the Atlanta Public Schools that all contracts be awarded without regard to the race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability of the offeror.

8.5 The original and one (1) copy of itemized invoices must be submitted to:

Atlanta Public Schools

Accounts Payable Department

P. O. Box 4659

Atlanta, GA 30302

8.6 Invoices

1. 
   Invoices must include the APS purchase order number and the “ship to” location where the goods and/or services were delivered that do not include this information will be returned to the vendor.
   
2. 
   Separate invoices are required for each purchase order.
   
3. 
   The accounts payable department may be contacted at 404-802-2400.
   

8.7 Vendor Payment - APS may make payments to vendors via one of the following:

1. 
   Automated Clearing House (ACH)
   
2. 
   Check
   
3. 
   Purchasing Card
   

8.8 At the end of each contract term, the awarded vendor may request a price re-determination. Price re-determination requests must be submitted to the Procurement Services Contract Administrator ninety (90) days prior to the contract term expiration date accompanied by justification of price re-determination. APS may, at its discretion:

1. 
   Accept the proposed price re-determination.
   
2. 
   Reject the proposed price re-determination.
   
3. 
   Suggest an alternative price re-determination.
   

8.9 If APS rejects a proposed price re-determination the awarded vendor may:

1. 
   Continue with the existing pricing.
   
2. 
   Suggest an alternative price re-determination.
   
3. 
   End the contract.
   

8.10 APS reserves the right to reject all proposals when such action is in the best interest of the district.

• 
  http://www.atlanta.k12.ga.us
  
• 
  Quick Links
  
• 
  Procurement
  
• 
  Contracts Awarded
  

9.1 In order to encourage and promote Atlanta Public Schools contracting opportunities with local businesses, formal solicitation processes may give preference to proposals and bids from local businesses based on the following rules.

Occupation Tax Registration Certificate issued by Clayton, Cobb, DeKalb, Fulton or Gwinnett counties

or by a city government located with the five-county metro area (e.g. Atlanta, Decatur, Marietta) covering

the last 12 month period to certify qualification or the preference as part of each proposal or response.

10.1 Vendor must submit a service agreement and any other contract documents that APS will be asked to execute.

RFP Name: Banking and Investment Portfolio Management Services

RFP Number: 102213-01
NOTE TO VENDOR:

If your company’s response is a “non-submittal”, the Atlanta Public Schools is very interested in the reason for such response since APS desires to ensure that the procurement process is fair, non-restrictive and attracts maximum participation from interested companies. We therefore, appreciate your responses to this non-submittal response form.

Your response will be reviewed and placed in the solicitation file. Your input will assist APS in determining changes necessary to increase participation in the solicitation process.

Company name

Company address

Company telephone number Company fax number

Primary company contact e-mail address

Authorized company official signature Title Date

RFP Name: Banking and Investment Portfolio Management Services

RFP Number: 102213-01
After careful examination of the solicitation document in its entirety, Banking and Investment Portfolio Management Services, #102213-01 and any addendum(s) issued, the undersigned proposes to satisfy all requirements in accordance with said documents.

For consideration of this proposal, the undersigned hereby affirms that:

1. 
   He/she is a duly authorized official of the offeror,
   
2. 
   No changes were made to the original RFP document,
   
3. 
   The proposal is being submitted on behalf of the offeror in accordance with any terms and conditions set forth in this document,
   
4. 
   The offeror will accept any awards made to it as a result of the proposal submitted herein for a minimum of one hundred and twenty (120) calendar days following the date of submission,
   
5. 
   The offeror will accept the terms and conditions set forth in the contract template attached hereto.
   

If notified in writing by mail or delivery of the acceptance of the award, the undersigned agrees to furnish and deliver to the assigned Procurement officer within five (5) days of the request, a certificate of insurance indicating the coverages specified within this solicitation.

Nondiscrimination in Employment: We, the supplier of goods, materials, equipment or services covered by this bid or contract, have not discriminated in the employment, in any way, against any person or persons, or refused to continue the employment of any person or persons on account of their race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

Respectfully submitted,

_____________________________________________________

Company Name

Address

Authorized Official Name Signature

Title Date

Business Telephone Number Fax

E-mail Address