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Submit Bids To

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Submit Bids To

    CITY OF HOLLYWOOD, FLORIDA

     Submit Proposals To:

     City of Hollywood

     2600 Hollywood Boulevard REQUEST FOR PROPOSALS

     Hollywood, Florida 33020

     Office of City Clerk, Room 221 PROPOSER ACKNOWLEDGMENT RFP Title: Banking Services Proposals must be received prior to 3:00 P.M., December

    18, 2009 and may not be withdrawn within 90 calendar days RFP No.: 4226-10-JE after such date and time. Proposals received by the date

    and time specified will be opened in Room 303. All A Cone of Silence is in effect with respect to this RFP. The Cone of Silence prohibits certain Proposals received after the specified date and time will be communications between potential vendors and the returned unopened. City. For further information, please refer to Section Procurement Services Contact: Janice English or Danette 30.15(E) of the City’s Code of Ordinances. Witherspoon or Macciano Lewis or his designee.

    Telephone No.: (954) 954-921-3345 or (954) 921-3248

    PROPOSER ACKNOWLEDGMENT

    THIS FORM MUST BE COMPLETED AND SUBMITTED ALONG WITH THE COMPLETE PROPOSAL PRIOR TO THE DATE AND THE TIME OF PROPOSAL OPENING. THE PROPOSAL SUMMARY SHEET PAGES ON WHICH THE PROPOSER ACTUALLY SUBMITS A PROPOSAL AND ANY PAGES UPON WHICH INFORMATION IS REQUIRED MUST BE COMPLETED

    AND ATTACHED WITH ALL PAGES OF THE PROPOSAL DOCUMENT.

     Fed. ID No. or SS Number Proposer’s

    Name:

     Telephone No.: Complete Mailing

    Address: Fax No.:

    Do You Have an Permanent Office Located in the City of E-Mail Address: Hollywood? Yes No

    Indicate type of organization below: Is the Proposer a City of Hollywood Qualified Local MBE or

    SBE? Yes No

     Certifying Agency: Corporation Partnership Individual

    Other

    ATTENTION: FAILURE TO SIGN (PREFERABLY IN BLUE INK) OR COMPLETE ALL RFP SUBMITTAL FORMS AND FAILURE TO SUBMIT ALL PAGES OF THE RFP DOCUMENT AND ANY ADDENDUMS ISSUED MAY RENDER YOUR RFP NON-RESPONSIVE.

    CHECK BOX BELOW TO ACKNOWLEDGE THIS PROPOSAL.

    The proposer certifies that this proposal is based upon all conditions as listed in the proposal documents and that he has made no changes in the proposal document as received. He further proposes and agrees, if his proposal is accepted, he will execute an appropriate agreement for the purpose of establishing a formal contractual relationship between him and the city of Hollywood, Florida, for the performance of all requirements to which this proposal pertains. Further, by checking the agree box listed below (if submitting RFP online) and by signing below in blue ink (if submitting RFP via mail) all RFP pages are acknowledged and accepted as well as any special instruction sheet(s) if applicable. I am authorized to bind performance of this RFP for the above proposer. Agree

    Authorized Name (Type or Print) Title Date

    Authorized Signature

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     RFP-4226-10-JE

    TABLE OF CONTENTS

PART I: PURPOSE, TERM OF CONTRACT AND SCOPE OF

    SERVICES REQUESTED

    A. PURPOSE ............................................................................................................ 4

    B. TERM OF CONTRACT ........................................................................................ 4

    C. SCOPE OF SERVICES ..................................................................................... 4-7

    D. MINIMUM QUALIFICATIONS ............................................................................... 7

PART II: PROPOSAL SUBMISSION REQUIREMENTS

    A. PROPOSAL CONTENTS ..................................................................................... 8

    B. SUBMISSION REQUIREMENTS ...................................................................... 8-9

    C. INSURANCE REQUIREMENTS ...................................................................... 9-10

    D. GENERAL INFORMATION AND SCHEDULE ................................................... 10

    E. OTHER CONSIDERATIONS ......................................................................... 11-12

    F. EVALUATION CRITERIA .................................................................................. 13

    G. SELECTION PROCESS .................................................................................... 13

    H. EQUAL EMPLOYMENT OPPORTUNITY........................................................... 13

    I. PROMPT PAYMENT .......................................................................................... 14

    J. ADA COMPLIANCE ........................................................................................... 14

    K. PUBLIC ENTITY CRIMES .................................................................................. 14

    L. DECLARATION .................................................................................................. 15

    M. DISCLOSURE STATEMENT.............................................................................. 16

     RFP CHECKLIST .............................................................................................. 17

     EXHIBIT A: TABULATION OF SUBCONTRACTORS AND MATERIAL

    SUPPLIERS

     EXHIBIT B: SUBCONTRACTOR AND MATERIAL SUPPLIER PAYMENT

    CONFIRMATION

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     RFP-4226-10-JE

    NOTICE TO ALL BIDDERS AND PROPOSERS

    Cone of Silence

The City of Hollywood City Commission adopted Ordinance No. O-2007-05, which

    created Section 30.15(E) imposing a Cone of Silence for certain City purchases of goods and services.

    The Cone of Silence refers to limits on communications held between vendors and vendor’s representatives and City elected officials, management and staff during the

    period in which a Formal Solicitation is open.

     The Ordinance does allow potential vendors or vendor’s representatives to communicate with designated employees for the limited purpose of seeking clarification or additional information. The names and contact information of those employees that may be contacted for clarification or additional information are included in the solicitation.

     The Cone of Silence does not prohibit a vendor or vendor’s representative from communicating verbally, or in writing to the City Manager, the City Manager’s designee, the City Attorney or the City Attorney’s designee on those procurement items to be considered by the City Commission.

The Cone of Silence does not prohibit a vendor or vendor’s representative from making

    public presentations at a duly noticed pre-bid conference or duly noticed evaluation committee meeting or from communicating with the City Commission during a duly noticed public meeting.

    The Cone of Silence shall be imposed when a formal competitive solicitation has been issued and shall remain in effect until an award is made, a contract is approved, or the City Commission takes any other action which ends the solicitation.

To view the Cone of Silence, Ordinance No. O-2007-05, go to the City of Hollywood’s

    Official website at http://www.hollywoodfl.org/ConeOfSilence

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     RFP-4226-10-JE

    REQUEST FOR PROPOSAL FORM

    CITY OF HOLLYWOOD, FLORIDA

    “AN EQUAL OPPORTUNITY AND SERVICE PROVIDER AGENCY”

PART I: PURPOSE, TERM OF CONTRACT AND SCOPE OF

    SERVICES REQUESTED

A. PURPOSE

     The City of Hollywood is soliciting proposals from qualified financial institutions to

    provide full service banking to the City. It is the intent of the City to select only

    one financial institution [hereinafter “bank”] -- the bank that best meets or

    exceeds the City's banking service requirements for the least cost, is financially

    sound, has excellent client references, and which shows both a past and future

    commitment to the Hollywood residential and business communities. Upon

    ranking all proposals received and with the approval of the City Commission, the

    City shall attempt to negotiate a banking services agreement with the number

    one ranked proposer. The City's current banking services agreement will serve

    as the baseline for negotiating a new banking services agreement. A copy of the

    City's existing banking services agreement is available along with this Request

    for Proposal on the City’s website. Final City Commission approval of the

    negotiated banking services agreement is expected in January 2010.

B. TERM OF CONTRACT

     It is anticipated that the period of the agreement for full banking services shall

    commence on February 1, 2010 and terminate five (5) years after the date of

    commencement on January 31, 2015. The agreement may be terminated by the

    bank upon six (6) months prior written notice to the City in the event of

    substantial failure by the City to perform in accordance with the terms of the

    agreement through no fault of the bank. It may also be terminated by the City

    with or without cause forthwith upon giving oral or written notice to the bank. The

    City requires that the prices, terms and conditions of the agreement entered into

    with the successful proposer remain firm throughout the five-year term of the

    contract unless modified or cancelled in accordance with the provisions of the

    agreement.

C. SCOPE OF SERVICES

     Required minimum banking services:

     -Provision of two separate master concentration account set-ups with multiple

    subsidiary zero-balance (ZBA) bank accounts

     -Other public funds banking accounts (checking, savings or certificate of deposit)

    as needed

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     RFP-4226-10-JE

     -On-line banking to access daily balances, initiate stop payments, pay by ACH or

    wire, initiate account or book transfers, look up amounts and detailed addenda

    for daily ACH deposits, and access positive pay service.

     -Deposit processing (different locations):

     ; Seven (7) to fourteen (14) sealed bags daily to the bank from this

    first group of locations. Deposit composition in total of these

    deposits: between $20,000 and $25,000 in cash (currency mostly)

    depending on the time of year, with the balance being in checks.

     ; 8 to 9 bags of coin daily depending on the time of year from this

    second group of locations. The coins are separated and bagged by

    the City in $0.25, $0.10 and $0.05 denominations. Additionally,

    there is between 2 and 3 bags of strapped currency per day, and

    another 24 bags of mixed coin and currency once per week.

     The successful proposer must be able to process this volume of daily coins,

    currency and checks on a timely basis, and give the City same-day credit for its

    daily deposits. Copies of original, validated deposit slips must be returned tot he

    City. The City has one location that requests change orders from the bank on a

    regular basis.

     -Deposit reconciliation service so that the City can track its deposits originating

    from main and remote locations.

     -Deposit Pickup: A contracted armored courier picks up the City’s deposits and

    takes them directly to the depository bank. Courier service is not part of this

    scope of services.

     -Second presentment of returned checks, and expeditious notification of returned

    items so the City can promptly follow up.

     -Overnight earnings on balances in the Master Concentration account with a

    competitive variable earnings rate.

     -Full account reconciliation on ZBA accounts with weekly transmission of paid

    items on its main disbursements account.

     -Check images on Compact Disks with search capability. If requested by the City,

    checks returned serially sorted.

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     RFP-4226-10-JE

     -Ability to process City-initiated ACH credits and debits, including direct deposit

    of payroll (approximately 1,360 employees participate) with file transmission by

    direct computer link. The City also wishes to begin processing certain vendor

    payments by transmission of ACH debit files.

     -Positive pay service (for both checks and ACH transactions), and dollar limits on

    smaller accounts.

     -Timely turn around of bank correspondence, lockbox output, debit/credit advices,

    bank statements, etc.

     -Retail lockbox services to handle monthly utility payments. Daily lockbox reports

    on Compact Disks. Total daily lockbox receipts faxed or emailed to City daily by

    2:00 p.m. Correspondence and exception items returned to the City.

     -Wholesale lockbox services to receive and process the City’s ambulance service

    payments. Correspondence and any exception items returned to the City.

     -Safekeeping services to hold about $50 million in investments on average

     -Payment of fees (preferably settled and paid annually) to the bank by either hard

    dollar payment or using a compensating balance with bank, whichever the City

    chooses

     -Special banking services package for the City's 1,500 employees (currently 90%

    utilize direct deposit)

     Not Part of the Scope of Services:

     -Credit card processing not part of the scope of services for this RFP for

    Banking Services

     -Purchasing cards not part of the scope of services for this RFP for Banking

    Services

     Prospective new banking services:

     -ACH conversion services at point of sale

     -Any new services that proposer may want to suggest

     Corporate Community Commitment:

     The City will expect the successful bank to take affirmative actions to ensure that

    the interests and needs of the City's residential and business communities are

    being addressed. This includes implementing Community Reinvestment Act

    programs within the City's corporate limits, promoting small business loan

    opportunities, facilitating economic development, providing home loan

    opportunities for low and moderate income families, promoting community events,

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     RFP-4226-10-JE

    educating consumers and homeowners, supporting charitable or not-for-profit

    organizations which foster growth and community within Hollywood, and entering

    into partnerships, where possible, with the City to accomplish these ends.

D. MINIMUM QUALIFICATIONS

     Proposer must be a:

     1) State of Florida authorized Public Depository pursuant to Florida Statutes

    Chapter 280

     2) Federal or State chartered bank with a principal branch office located

    within the corporate limits of the City of Hollywood, capable of servicing

    the City's banking needs as specified herein.

     3) Member of the FDIC

     4 ) Member of the Federal Reserve System

     Proposer must have adequate organization, facilities, equipment and personnel

    to insure prompt and efficient services to the City. The City reserves the right

    before recommending any award to inspect the proposer’s facilities, organization

    and financial condition or to take any other actions necessary to determine the

    proposer's ability to perform in accordance with the specifications, terms and

    conditions of this RFP. Severe or repeated breakdown of service due to the lack

    of sufficient personnel, organization, facilities or equipment will be cause for

    cancellation of the banking services agreement once entered into.

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     RFP-4226-10-JE

PART II: PROPOSAL SUBMISSION REQUIREMENTS

A. PROPOSAL CONTENTS

Proposers are required to utilize the City’s form templates in developing their responses to

    this RFP. All required form templates are created in Excel spreadsheet or Word and may be retrieved and saved to your PC by going to the City’s website at www.hollywoodfl.org/”Business”/”Bids & Awards”/”Current Bids”. If you need technical

    assistance with the spreadsheets, please contact jenglish@hollywoodfl.org or

    dwitherspoon@hollywoodfl.org .

    To help proposers respond completely to the RFP and to assist the City in evaluating the RFP responses, a Proposal Checklist is provided as part of the form templates. The

    Proposal Checklist lists all required forms and supplemental information that a proposer will need to submit and shows the correct order these documents should be compiled and submitted in.

Volume of Work:

    The proposal forms indicate the anticipated services and volume of transactions, and are provided for information and tabulation purposes only. No guarantee is given or implied as to the types or quantities of services that will be actually required.

B. SUBMISSION REQUIREMENTS

    All Proposals shall be received by the City Clerk, City of Hollywood, City Hall, 2600 Hollywood Boulevard, Room 221, Hollywood, Florida 33020, and plainly marked on the outside of the envelope.

PROPOSAL ENVELOPES SHALL BE SEALED AND IDENTIFIED AS

    SPECIFIED BELOW:

     RFP NO. 4226-10-JE BANKING SERVICES

     TO BE OPENED: 3:00 P.M., December 18, 2009

     AND ADDRESSED TO: CITY OF HOLLYWOOD

     OFFICE OF THE CITY CLERK

     2600 HOLLYWOOD BLVD., ROOM 221

     HOLLYWOOD, FLORIDA 33020

AN ORIGINAL, CLEARLY IDENTIFIED, AND TWELVE (12) COPIES OF YOUR

    PROPOSAL MUST BE SUBMITTED AT OR BEFORE TIME OF PROPOSAL

    OPENING.

     It will be the sole responsibility of the Proposer to have his Proposal

    delivered to the Office of the City Clerk on or before the closing time and

    date shown above for receipt of Proposals. If a Proposal is sent by mail, the

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     RFP-4226-10-JE

    Proposers shall be responsible for its delivery to the City Clerk's Office

    before the closing time and date shown above for receipt of Proposals.

    Proposals thus delayed will not be considered and will be returned

    unopened after award.

    The Proposal shall be signed by a representative who is authorized to contractually bind the Proposer.

    Each Proposal shall be prepared simply and economically, providing a straightforward, concise delineation of the Proposer's capabilities to satisfy the requirements of the RFP. The emphasis in each Proposal must be on completeness and clarity of content. In order to expedite the evaluation of Proposals, it is essential that Proposer follow the format and instructions contained herein. If the Proposer so wishes, the Proposal may be accompanied with brochures, promotional materials, or displays properly identified. However, Proposal Submission Requirements as listed herein must be followed. All Proposals must be submitted as specified in Section A above using the Proposal form templates. Any attachments must be clearly identified.

    The Proposal shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval of the City Commission of the City of Hollywood, and in case of default the City of Hollywood reserves the right to accept or reject any or all Proposals, to waive irregularities and technicalities, and request new Proposals. The City also reserves the right to award any resulting agreement as it deems will best serve the interests of the City.

C. INSURANCE REQUIREMENTS

    The successful Proposer shall not commence work under this contract until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk Manager of the City, nor shall the successful Proposer allow any subcontractor to commence work on its subcontract, if any, with Proposer until all similar such insurance required of the subcontractor has been obtained and approved.

    Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the Risk Manager prior to the commencement of the work. These certificates shall contain a provision that coverage afforded under these policies will not be canceled until at least thirty (30) days prior written notice has been given to the City. Policies shall be issued by companies authorized to do business under the laws of the State of Florida, shall have adequate policyholders and financial ratings in the latest ratings of A.M.Best, and shall be part of the Florida Insurance Guarantee Association Act.

    Insurance shall be in force until all work required to be performed under the terms of the contract is satisfactorily completed as evidenced by the formal acceptance by the City. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this contract, the successful Proposer shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of the contract and extension thereunder is in effect. The successful Proposer shall not continue

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    to work pursuant to this contract unless all required insurance remains in full force and effect.

    The City reserves the right to require any other insurance coverage it deems necessary depending upon the exposures.

1. Commercial General Liability Insurance naming the City as an additional insured

    with not less than the following limits:

     General Aggregate $1,000,000

     Products-Comp $1,000,000

     Personal Injury $1,000,000

     Each Occurrence $1,000,000

     Fire Damage $ 50,000

     Coverage shall include contractual liability assumed under this agreement, products

    and completed operations, personal injury, broad form property damage, and

    premises-operations.

2. Commercial Automobile Liability Insurance naming the City as an additional insured

    with not less than the following limits:

     Combined Single Limit $500,000

     Coverage shall include contractual liability assumed under this agreement, owned,

    hired and non-owned vehicles.

3. Professional Liability (Errors and Omissions) or functional equivalent with limits not

    less than $10,000,000. If coverage is provided on a claims made basis, then

    coverage must be continued for the duration of this contract and for not less than

    one (1) year thereafter, or in lieu of continuation, provide an "Extended Reporting

    Clause" for one (1) year.

4. Workers' Compensation Insurance shall be maintained during the life of this

    contract to comply with statutory limits for all employees.

     Minimum Limits $100,000/500,000/100,000

    5. Fidelity Bond: The bank shall purchase and maintain, throughout the term of the

    contract, Fidelity Bond/Employee Dishonesty Insurance which will pay for losses

    to City property or money caused by the fraudulent or dishonest acts of the

    contractor’s employees or its agents, whether acting alone or in collusion of

    others. The minimum limits shall be $10,000,000 per occurrence.

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