Banking, Treasury, and Cash Management Services

The Vendor is required to provide comprehensive banking and treasury management services that support a complex governmental entity with IRS nonprofit designation and with multiple funding sources, including grant-funded and restricted programs.
- Banking services
1. Depository services and account structure
•    Provide operating and deposit account services suitable for a governmental entity with IRS non-profit designation.
•    Support multiple account structures, including operating accounts, restricted accounts, and accounts aligned to programmatic or grant funding requirements. 
•    Virtual account structures for grant and program tracking. 
•    Successful proposer(s) must support account structures that allow segregation of funds at the grant, program, or funding source level through virtual accounts, sub-accounts, remote accounts, or equivalent bank-level segmentation tools. 
•    Virtual account capability is strongly preferred due to reconciliation and compliance efficiencies. 
•    Support sub-accounts and virtual accounts (preferred) to improve tracking and reconciliation of deposits and disbursements. 
•    Provide account access and reporting suitable for multiple finance roles with role based security controls.
- Grant-level segmentation and remote account requirements:
•    Remote or auxiliary accounts,
•    Sub-accounts or virtual accounts, or
•    Successful proposer(s)-level tagging or reporting segmentation
- Data and numbers integral care will provide
•    Estimated number of accounts required at go-live (and anticipated growth)
•    Monthly deposit and transaction volume ranges by account type
•    Required user roles and approximate number of users by function
•    Successful proposer(s) must provide:
•    Recommended account structure approach (including any best practice guidance for nonprofits with restricted funding)
•    Standard cutoff times and funds availability policies
•    Pricing for accounts, maintenance, and reporting tools
- Treasury management and cash operations
•    Provide treasury management services to support daily cash positioning, liquidity planning, and operational efficiency.
•    Support electronic banking tools that enable visibility into balances and transactions across accounts in real time or near real time.
•    Provide high-quality customer support, including escalation support for payment exceptions, fraud events, and urgent operational needs.
•    Provide formal service management cadence and ongoing optimization recommendations.
- Payments and disbursement services
•    ACH payments (batch and individual)
•    Domestic wire transfers
•    Commercial purchasing card program (preferred)
•    Check issuance support and controlled disbursement (if applicable)
•    Virtual card payments. 
•    Successful proposer(s) must support a virtual card payment program that integrates with workday’s supplier payment format and reconciliation tools. 
•    Virtual card files must include workday payment reference numbers, suppliers and vendor identifiers, remittance details, and settlement-level reporting. 
•    The program must support rebate structures and provide detailed reporting compatible with account payable workflows.
- Rental assistance and third party payments workflow
1. Successful proposer(s) must provide:
•    Ability to maintain multiple payment profiles or designated payees linked to a client identifier 
•    Ability to quickly update or modify landlord and property manager payment information to avoid misrouted checks 
•    Electronic payment options (ACH credit, push to card, or electronic vendor portal) specifically designed for third party payments 
•    Ability to flag or halt payments when a client has vacated a unit or contact information changes • exception reporting for undeliverable or returned payments, including reason codes and timestamped notifications 
•    Tools that allow landlords or property managers to securely update banking or remittance information 
•    Optional vendor maintenance support for high risk payees (e.g., small landlords unfamiliar with ACH onboarding)
•    Audit ready reporting that maps payments to program and grant identifiers for compliance
- Automated clearing house (ACH) payment status, return notifications, and exception management
•    Created and pending approval
•    Approved and released
•    Transmitted and processing
•    Settled and complete
•    Rejected and returned (including reason code)
•    A searchable payment history view using:
o    Vendor and payee name
o    Payment date and amount
o    Workday reference number (or equivalent)
o    ACH trace number and transaction id
•    Exception reporting that identifies:
o    Returned and rejected items
o    Impacted vendor and payee
o    Original payment reference
o    Return full compliance -compliant return data
o    Provide extended remittance fields (minimum 140 characters).
o    Support ISO 20022 formats (camt.053, camt.054).
o    Provide online banking dashboard with search, filter, and export.
o    Provide downloadable return data in csv/excel/api formats.
o    Provide user-level permission for return data.
o    Provide daily and weekly reporting tools (ACH returns, unclaimed cash aging).
o    Provide documentation for unauthorized returns.
o    Provide ACH positive pay or equivalent fraud-control tools.
o    Recommended resolution actions
o    Configurable notifications for returns and exceptions delivered via email and portal alerts within ≤ 1 business hour of receiving the return from the operator. 
o    Notification must be delivered via email, online banking alert, API and web hook (if applicable).
o    Provide real-time or near-real-time visibility into rejected or undeliverable rental-assistance payments, with alerts that include landlord name, amount, and workday reference information. 
o    Notifications must be provided within 1 business hour of the return posting.

- Optional Pre-Bid Conference Timeframe Date: April 2, 2026 – April 9, 2026