Request for Proposals For

Randall Sellers

Director, Procurement Services

September 27, 2013 Release RFP to the marketplace

October 9, 2013 Pre-proposal conference, 11:00 a.m. ET

October 10, 2013 Deadline for written questions, 11:00 a.m. ET

October 14, 2013 Response to questions to be posted to the APS website

October 22, 2013 RFP due in Procurement Services by 11:00 a.m. ET

October 23, 2013 Administrative Review

October 28, 2013 Evaluation

December 2, 2013 Recommendations to the APS Board of Education.
TABLE OF CONTENTS
Scope of Work pg. 4
Non–Submittal Response Form pg. 18
Offeror Affirmation Form pg. 19
Offeror Information Form pg. 20
Joint Venture Affidavit pg. 21
Primary Vendor / Subcontractor Utilization pg. 24
Promise of Non-Discrimination pg. 25
Contractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (1) pg. 26
Subcontractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (3) pg. 27
Sub-subcontractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (4) pg. 28
Affidavit of Exception pg. 29
Local Preference pg. 30
Solicitation Checklist pg. 31
Sealed Bid Label pg. 32
Vendor Requirements Form separate Excel spreadsheet
Price Proposal Form (miscellaneous services) separate Excel spreadsheet

1.0 PURPOSE

1.1 The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) is requesting qualified vendors to submit a proposal to provide banking and investment portfolio management services.

1.2 In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be eligible for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Offeror to meet all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta Public Schools.
2.0 Current Situation – banking Services

2.1 The Banking and Investment Management Portfolio Services contracts expire June 25, 2014.

2.7 Investment Portfolio Management

1. 
   The Investment Portfolio is managed in accordance to APS Board of Education Investment Earnings Policy and Regulations. The primary objectives are:
   

1. 
   ensure adequate liquidity for the school district to meet its financial obligations
   
2. 
   minimize the risk of capital loss
   
3. 
   achieve highest possible rate of return
   

2. 
   Assets under management will include two distinct pools of money; (1) the investment account of the General Fund and (2) the investment account of the Special Local Option Sales Tax (SPLOST) fund.
   
3. 
   Fund performance is benchmarked to the Georgia Fund One.
   
4. 
   The Investment Policy can be reviewed by logging on to the URL below:
   

Note: These amounts are expected to be illustrative of the funds to be under the sole management of the

vendor. However, the Board does not warrant that the investment portfolio will equal or exceed these

historical amounts.

3.1 APS is seeking a cost effective solution in combining its banking and investment management services with a qualified financial institution.

1. 
   APS utilizes remote capture for deposit services.
   
2. 
   School accounts receive location deposit details for armored car deposit services.
   
3. 
   Additional services may include coin and currency, prefixed deposit tickets and reporting capability to manage location details, transaction imaging and other related service activities.
   

1. 
   Check issue file transmissions;
   
2. 
   Positive pay and account reconciliation services;
   
3. 
   Electronic file transmission of all paid checks during the month in an acceptable file format to the Information Technology Department of APS for downloading to the Lawson ERP system;
   
4. 
   Electronic files or documents that enable APS to reconcile its accounts on a monthly basis. This shall include, but is not limited to, the following:
   

1. 
   a cumulative listing of outstanding checks
   
2. 
   a detail and summary listing of activity by type for each account
   
3. 
   images and copies of paid checks each month on CD-ROM
   

5. 
   Acknowledgements of transmitted files via email;
   
6. 
   Alternative fraud enhancement services for school accounts not utilizing positive pay services;
   
7. 
   Notification of positive pay dispositions via email;
   

1. 
   Direct deposit of payroll amounts to the designated banks and accounts of employees of APS.
   
2. 
   For employees who do not qualify for a checking account, an account will be provided to allow the employees to receive payroll funds. (There will be no account fees assessed to the employee.)
   
3. 
   Employees will have the ability to access funds and withdraw all balances.
   
4. 
   The vendor shall make available to APS employees additional banking services at no additional charge.
   
5. 
   Vendor must have a retail presence (branch locations) in metro Atlanta.
   

1. 
   Monthly statements on all accounts must be available electronically no later than the tenth of the following month.
   
2. 
   Monthly statements shall include transactions through the last business day of the month.
   
3. 
   Statements must include listings of specific checks in check number sequence.
   
4. 
   Daily batch totals will not be acceptable.
   
5. 
   APS requires an electronic account analysis of statement of fees charged and any earnings on compensating balances.
   

1. 
   A single point-of-entry solution for its banking platform and reporting needs. The selected institution will be required to provide APS with access to online reporting capabilities.
   
2. 
   Features shall include, but are not limited to:
   

1. 
   Current and previous day activity
   
2. 
   Ability to initiate, approve, and transmit wire transfers
   
3. 
   Ability to manage and execute ACH payments
   
4. 
   Transaction management – check images, deposit images
   
5. 
   Ability to initiate stop payment requests
   
6. 
   Ability to inquire on check status and print paid checks
   
7. 
   Positive Pay decisions
   

1. 
   Automated daily BAI data downloads in an acceptable APS file format that integrates with the Lawson ERP system.
   

1. 
   The vendor shall open and maintain a trust account in the name of the Atlanta Public Schools and will purchase, hold and exchange approved securities in accordance with the Investment Policy guidelines set forth by the APS Board of Education.
   
2. 
   Investment management service providers are expected to keep APS abreast of market conditions and report on performance against agreed upon benchmark on a monthly basis. Additionally, investment advisors generally make oral presentations to the Investment Committee.
   
3. 
   Vendor will provide on-line access to details concerning portfolio holdings and transactions activity on a same day and historic basis and will provide downloadable reports in both Adobe PDF and text formats.
   
4. 
   The record keeping and reporting capabilities of the proposer must be sufficient to meet generally accepted financial control standards. Reporting must also be sufficient to monitor performance and adherence to the investment plan.
   
5. 
   The awarded vendor will report monthly against the financial benchmarks selected by APS. These will include, but not limited to the Georgia Fund 1.
   
6. 
   The vendor shall cooperate with external auditors on interim and annual reviews. As required by the Board’s auditors, the proponent shall maintain such records and other measures necessary to insure internal controls.
   
7. 
   Vendor must be able to move funds electronically between accounts, e.g., from the General Operating account to General Fund investment portfolio account and vice versa, also, from SPLOST Funding account to SPLOST Investment portfolio account, etc.
   

1. 
   Vendor shall identify and communicate key components relative to transitioning banking and investment portfolio management services.
   
2. 
   Vendor shall define and organize collaborative efforts steps to assure competency of transition.
   
3. 
   Vendor shall test and validate financial systems integration.
   
4. 
   Vendor shall run parallel systems with existing system during the transition period.
   

1. 
   Vendor may provide a list of other services for banking, investment portfolio management and safe keeping not included in this solicitation. e.g., credit cards, P-cards, T&E cards, E-payables, Tax Anticipation Notes (TAN), Securities Lending, Private Placements, etc.
   
2. 
   APS reserves the right to determine if the proposed optional services will be used.
   

1. 
   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.
   
2. 
   Vendor shall submit pricing for other banking services not listed on the price proposal form.
   
3. 
   Vendor shall submit pricing for investment portfolio management services in a separate Excel spreadsheet (see section 3.5). Following is an example of tiered pricing structure or asset-based fee calculated that may be submitted:
   

1. 
   0.000% (00.0 basis points) on the first $00 million
   
2. 
   0.009% (00.0 basis points) on the next $00 million
   
3. 
   0.000% (00.0 basis points) on the next $00 million
   
4. 
   Minimum Account size $00 million (Fee based criteria to be determined)
   
5. 
   Minimum Annual Fee $00.00 (Fee based criteria to be determined)
   
6. 
   Quarterly Billing under a separate cover
   

4. 
   Vendor shall submit pricing for account transition services (see section 3.6).
   
5. 
   Vendor shall submit pricing for optional services (see section 3.7).
   

4.1 All communications regarding this solicitation must be with David Odom, the assigned Procurement Officer for the APS.

4.8 Vendor agrees that its duty to indemnify, defend and hold harmless the Atlanta Public Schools as set forth in section 10.2 of this RFP shall not be reduced or limited by the insurance provided by the vendor.

5.1 APS policy requires that all contractors, consultants, or vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a fee of $44.25 per individual payable by money order associated with the background check.  The payment of this fee is the sole responsibility of the contractor, consultant, vendor or the employing company.  Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by APS.

1. 
   If subcontractors will be used in the performance of this contract, vendor must complete and submit with its response the Primary Vendor/Subcontractor Utilization form.
   
2. 
   Vendor shall not assign any duties to perform services nor to provide goods to APS under this contract to a subcontractor that is not listed in vendor’s response to this solicitation.
   
3. 
   If a subcontractor is removed from the contact at any time during the term, vendor must notify APS Procurement Services in writing with name of subcontractor, reason for removal and effective date.
   
4. 
   If vendor desires to add a subcontractor at any time during the term of the contract, vendor must submit to APS Procurement Services in writing the following information on the subcontractor; company name, address, telephone and fax number, service they will be providing and proposed effective date. Subcontractor may not begin providing service until approved by APS.
   
5. 
   Vendor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract.
   
6. 
   Vendor shall give APS immediate notice in writing of any claim, action or suit filed against vendor by any subcontractor.
   
7. 
   APS reserves the right to require that a subcontractor be removed from the contract.
   

5.3 Vendor must complete and submit with their proposal the applicable documentation related to Georgia House Bill 87 (commonly known as the “Illegal Immigration Reform and Enforcement Act of 2011”).

• 
  http://www.atlanta.k12.ga.us
  
• 
  Quick Links
  
• 
  Procurement
  
• 
  E-verify
  

5.5 Failure to provide the required Georgia House Bill 87 documentation may result in the offeror’s response to the solicitation being deemed non-responsive and ineligible for evaluation.

contracts shall be required to comply with Board policy GAG, Staff Conflict of Interest. All vendors and

contractors doing business with the APS shall provide all persons with equal opportunity without regard

to race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

Investment instruments with maximum value to APS.

1. 
   Bankrate Star Rating, minimum 4 Star Rating;
   
2. 
   Predictive Indicators, (+) improve, neutral;
   
3. 
   Composite Summary, sound financial condition;
   
4. 
   Institution Summary, rated sound.
   

5.17 Vendor must have the following

1. 
   A current S&P rating of no less than AA.
   
2. 
   A minimum current Moody’s rating of Aa2.
   

5.18. Vendor must complete and submit the vendor requirements form with their proposal.

6.1 Proposals shall be submitted as follows:

Section 6.12, Sections 1-5,

1. 
   The original (marked as such) documents and eight (8) hard copies of all documents in a separate sealed envelope labeled sections 1-5.
   
2. 
   All hard copies should be submitted on loose leaf paper.
   
3. 
   All documents saved on four (4) CD-ROMs or Flash Drives. All CD-ROMs/Flash Drives should be labeled with the company name, bid name and bid number. All information on CD-ROMs/Flash Drives should be provided in a single PDF file format.
   

Section 6.12, Section 6, Pricing (see section 3.8)

1. 
   The original (marked as such) price proposal form and three (3) hard copies of the price proposal form and items b 1-6 in a separate sealed envelope labeled pricing.
   
2. 
   All hard copies should be submitted on loose leaf paper.
   

6.2 The following required documents must be submitted with your proposal:

1. 
   Offeror affirmation form
   
2. 
   Offeror information form
   
3. 
   Joint venture affidavit (if this will not be a joint venture, check the appropriate box on the form and return with your response)
   
4. 
   Primary vendor / subcontractor utilization (if subcontractors will not be used, check the appropriate box on the form and return with your response)
   
5. 
   Promise of non-discrimination
   
6. 
   Contractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (1), if applicable
   
7. 
   Subcontractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (3), if applicable.
   
8. 
   Sub-subcontractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (4), if applicable
   
9. 
   Affidavit of Exception, if applicable.
   
10. 
    Local Preference Form
    
11. 
    Copy of Occupation Tax Registration Certificate, (if applicable, refer to section 9 Local Preference)
    
12. 
    Copy of local or state business license or permit (if firm does not qualify for local preference)
    
13. 
    Vendor Requirements, separate Excel spreadsheet
    
14. 
    Vendor service agreement and/or other contract documents
    

6.3 The required documents should be submitted as follows:

1. 
   The original (marked as such) document and three (3) hard copies of the document in a separate sealed envelope labeled required documents.
   
2. 
   All hard copies should be submitted on loose leaf paper.
   
3. 
   All documents saved on three (3) CD-ROMs or Flash Drives. All CD-ROMs/Flash Drives should be labeled with the company name, bid name and bid number. All information on CD-ROMs/Flash Drives should be provided in a single PDF file format.
   

6.4 Proposals, in the format requested in 6.1, 6.2 and 6.3 shall be submitted together in a sealed package with the following information listed on the outside of the package:

• 
  Full company name
  
• 
  RFP name and number
  
• 
  RFP due date and time
  
• 
  Name of the assigned Procurement officer
  

6.5 No telephone, electronic or facsimile proposals will be accepted.