The vendor required to provide banking services to identify the institution that offers a combination of innovative and technologically advanced solutions, while providing the highest quality service at the most advantageous cost.
- Requirement:
1. Account analysis
• Provide details of account analysis, including but not limited to itemized glossary of fee description and unit costs, level of detail provided in reports, statements available, downloadable options, ability to pay third party fees such as: armored car, banking supplies, merchant services fees, check stock, and custody charges with earnings credits.
• Verify the account analysis statement will include average daily ledger balance, collected balance, volume of services rendered, transaction charge (unit price), total charges per category of services, total charges for all services rendered, total earnings credit allowance.
• Verify the statement will provide consolidated reporting for the group of accounts and an individual statement for each account.
2. Centralized deposit management
• Solutions for a central cash deposit drop-off location within an office building that includes deposit drop-off verification and tracking, armored car pick-up, and deposit verification. Includes smart safes and any other services to automate the process.
3. Cash vault services
• Provide details of cash vault services including but not limited to reporting, physical location of the vault, hours of service, processing turnaround time, restrictions and exclusions, same day credit for deposits and next day delivery of currency orders.
• Armored car services that you utilize and provide a list of armored car companies you work with.
• Verify provision of daily, monthly, and annual reporting by pickup location.
• Verify ability to report on cash versus check totals for each deposit.
4. Third party credit card and electronic processing service
• Provide a list of vendors that your institution works with, and include details of electronic processing services, including but not limited to timing for card transaction postings, as well as daily crediting to the county’s bank account.
5. Depository services
• Depository services available, including but not limited to all branch office locations throughout county, availability of funds of wires and various deposit types, deposit reporting, destination department identification, adjustment reporting and notification thereof, same day credit for all deposits and wires, and supplies provided.
• Deposit discrepancies or returned items are handled, and the time frame that the county must notify the bank of such errors.
• Describe any applicable fees that would apply to the supplement of strapped and rolled funds, deposit bags, or discrepancy handling.
• Describe your best practice recommendations and solutions to provide deposit only proxy account numbers for ach and wire remittances received by the county.
• Including the ability to track multiple locations and departments.
6. Images
• Document storage related to image types, period of availability on online portal, adjustments, reporting, transmission of supporting documentation and record retention guidelines.
7. Lock box
• Lockbox services including but not limited to frequency of pickups, funds availability, transmission of supporting documents, adjustments, and reporting.
• Provide a list of third-party providers that you work with.
8. Merchant services
• Merchant service program including but not limited to: PCI compliance, encryption policies, ability to partner with county and third-party online payment gateways, chargeback policy, description of reporting available, support and training.
• Verify ability to work with existing v400m terminals.
• Describe terminal support, including replacement, and repairs.
9. Overdrafts
• The overdrafts service, and its policies, including but not limited to honoring daylight overdrafts, payment of overdrafts, format of notification to client.
• Confirm availability of funds for critical sweep accounts such as payroll.
• Define handling of negative collected balances as well as the fee calculation methodology.
10. Payment services
• Provide a detailed description of the bank’s payment services, including but not limited to: positive pay, virtual cards, ghost cards with controlled restrictions, online vendor portal payments, enhanced ach, check printing and testing, procurement cards, travel cards, electronic data interchange (EDI), and any additional information regarding technical and customer service supports, security measures, fraud protection and prevention, segregation of duties, reports available for each payment service type and retention period.
• Rebate or similar programs that the bank offers.
11. Remote desktop and deposit
• Remote desktop deposit services including but not limited to process description, ability to review and modify batches before transmission, handling of adjustments, notification of adjustments, equipment provided, security of protected information, number of customizable fields available and unique id (i.e., Deposit ticket number).
12. Stop payments
• Provide a detailed description of available bulk and batch transaction processes, including but not limited to the bank’s stop payment services, detailing the functionality and security control of the process, as well as ach reversals.
• Provide a copy of your stop payment agreement.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: January 21, 2026
