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Request for Proposals for

Banking Services

Proposal #R118-03

Response Due: July 18th 2018

Inquiries and proposals should be directed to:

George Phillips-Olivier

1801 Superior Ave Suite 400

Cleveland, OH 44114

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Introduction The Council for Economic Opportunities in Greater Cleveland, (CEOGC) is a nonprofit

organization and the Community Action Agency for Cuyahoga County that assists residents in

achieving their full potential. The Council delivers education, personal and professional

development programs and support services to residents of Cuyahoga County. Programs

include Early Head Start (birth to three), Head Start (three to five years of age); individual

assessments for classes and coaching sessions on topics including parenting, anger

management and life skills; and professional development; job readiness, customer service

training and job placement. The Council also delivers the Home Energy Assistance Program

(HEAP).

This request for proposal (RFP) is to identify qualified and experienced Commercial Banking

Institutions interested in providing basic and specialized banking services as set forth in the

Scope of Services section. The selected financial institution(s) will serve as a general resource

to the CEOGC staff for information, advice, and training regarding cash management.

Additionally, respondents to the RFP may be required to provide additional or alternate services

as opportunities for improvement are identified or as the needs of CEOGC change.

It is the intention of CEOGC to award all commercial banking services to a single financial

institution, however, CEOGC reserves the right to award separate agreements for banking

services based on criteria that CEOGC determines to be appropriate. The objectives of this

solicitations are as follows:

To ensure CEOGC’s funds are adequately collateralized at all times

To take advantage of banking services and technology that increases the efficiency of

CEOGC’s operations and delivery of service

To minimize expenses while earning reasonable interest on bank balances to arrive at

the absolute lowest cost of services to CEOGC

Responders will be required to perform all services requested under this RFP, in accordance

with best practices, professional and ethical standards pertaining to the practice of Commercial

Banking Services.

Scope of Services

2.1 General Information

CEOGC is soliciting proposals from qualified institutions capable of providing a full range of

banking services. Banking services sought include, but are not limited to: concentration

accounts(s), controlled disbursements, outstanding check reconciliation, information services,

electronic funds transfer, on-line access, monthly account analysis and an operating line of

credit.

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2.2 Minimum Responder Requirements

Financial institutions submitting proposals for banking services must meet the following

minimum qualifications:

a) Must be listed as an active qualified depository by the State of Ohio Department of

Commerce

b) Must be a federally or Ohio chartered financial institution with banking facilities located in

Cuyahoga County; branches in Cleveland, OH must be able to perform the full range of

services required in the RFP

c) Must be insured by the Federal Deposit Insurance Corporation (FDIC)

d) Must be a member of the Federal Reserve System and have access to all services

e) Must be able to initiate and receive Federal Reserve System Wires

f) Must be a member of the National Automated Clearing House Association and be able

to initiate and receive Automated Clearing House (ACH) transactions

g) Must be sufficiently capitalized to accommodate the cash management needs of

CEOGC

h) Must be able to provide the services in RFP Section 9

i) Must be able to provide collateral as described in RFP section 9.06

2.3 General Account Information

CEOGC currently maintains multiple accounts in the name of the agency, from a variety of

different funding sources. Each of the funding sources may operate on different funding cycles,

with various reporting needs or requirements. The following table is a list of the major grants

and programs for the agency:

Grant/Funder Amount

Heap Administration (9/17 – 8/18) $1,434,415 Heap Winter Crisis Grant (11/1/17 – 3/31/18) $2,000,000 Cleveland Foundation Grant $200,000 CSBG (1/1/15 – 12/31/19) $6,945,326 Early Childhood Education $508,000 First Energy Service Grant $500,000 Minority Health Month 2018 $2,500 Fuel Fund First Energy (1/1/18 – 12/31/18) $69,500 PY 53 Federal Head Start (2/1/18 – 1/31/19) $26,246,648 PY 53 NON FEDERAL (2/1/18 – 1/31/19) $6,561,662 UPK 3 (8/01/17 – 7/31/18) $507,653 UPK (8/01/17 – 7/31/18) $657,850 USDA (10/1/17 – 09/30/18) $981,114

Total Grants $46,614,668

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2.4 Service Volumes

The following is a schedule of average monthly transaction volumes for some of the current

CEOGC services from our current financial institutions:

Service Avg./Monthly

Depository Services Account Maintenance 3 Regular Deposit Ticket 14 General Checks Paid 580 Stop Payments 1 Electronic/Scanned Deposits 85 General ACH Services ACH Monthly Maintenance 1 ACH Debit/Credit Originated 8 ACH Debits Received 6 ACH Credits Received 48 ACH Addenda Record Originated 40

Service Avg./Monthly

Account Reconciliation Partial Recon Monthly Maintenance Partial Reconcilement Item Web Disb. Stops and Cancels Not in Use Web Image Viewed Not in Use Web Disb. Check Inquiries-Range Not in Use Information Services Previous Day Account 599 Current Day Account 77 Previous Day Detail – 6 month storage Current Day Detail Balance Previous Day Transactions – 3 month Previous Day transactions – 6 month Current Day Transactions Disbursements – Monthly Maintenance Account Transfer Monthly Maintenance ACH Monthly Maintenance Misc. Other Charge for Invoice Printed Statement Fee

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Proposal Submission Instructions

3.1 Submission of Proposal

The Responder must submit a proposal in response to this RFP in accordance with the

instructions hereunder. By submission of a proposal, the Responder agrees to be bound to the

terms and the conditions of this RFP.

CEOGC will accept proposal(s) in accordance with the time table provided in section 3.2. It is

the responsibility of the Responder to ensure the proposal is delivered by the designated time

and date. Proposals which for any reason are not delivered within the deadline will not be

considered and will be returned unopened to the responder.

An original and five (5) copies of typewritten proposal(s), including all required certifications and

other pertinent information, must be executed and submitted in a sealed envelope or box. The

face of the envelope (or box) must contain, in addition to the address below, the RFP number

(R118-03), and the proposal description. Offers by email, or facsimile, and handwritten

proposals will not be accepted by CEOGC. Mail or hand deliver proposals to:

CEOGC

1801 Superior Ave, Suite 400

Cleveland, OH 44114

Attn: George Phillips-Olivier

3.2 Time Table

The submission of proposals to this RFP will be evaluated in accordance with the schedule

below.

Scheduled Procedure Date Time

RFP Date of Issue June 13th, 2018 Pre-Submission Conference June 28th, 2018 11:00am Deadline for Receipt of Additional Questions July 9th, 2018 Deadline for Proposal Submissions July 18th, 2018 12:00pm Committee meets to review proposals TBD Interviews of short-listed responders TBD Announce award of selected responder TBD

3.3 Pre-Submission Conference

A pre-submission conference will be held on June 28th, 2018. This pre-submission conference

will be held at the main offices of CEOGC; 1801 Superior, Suite 400, Cleveland, OH at

10:00am. Prospective responders will have the opportunity to ask questions concerning this

RFP. Although the pre-proposal conference is not mandatory, it is recommended that

prospective responders attend. Prospective responders are asked to submit written questions

in advance by c.o.b. June 25th,2018, to the address above, or to the following email so that

answers can be prepared for the meeting; gpolivier@ceogc.org.

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3.4 Confidentiality

There will be no public opening of proposals. All proposals and information concerning same

shall remain confidential until all negotiations are completed and the Notice of Award(s) is

issued. Responders are hereby notified that all proposals received by CEOGC shall be

included as part of the official contract file, therefore, any part of the proposal that is not

considered confidential, privileged or proprietary under any applicable federal, State or local law

shall be available for public inspection upon completion of the procurement process.

3.5 Interpretations and Questions

Any requests for interpretation or questions concerning this RFP must be submitted in writing to

the address noted in section 3.1 above and must be received no later than three (3) business

days prior to the date of the pre-submission conference. Inquiries must reference the RFP

number and the date for the receipt of the proposal. No interpretations shall be considered

binding unless provided in writing by CEOGC.

3.6 Preparation of Proposal

Responders are expected to examine the Scope of Services and all instructions prior to

preparing the proposal. Failure to do so will be at the responder’s risk. All costs relating to the

submission of the proposal, incurred directly or indirectly by the responder, including travel,

preparation, printing of attachments, exhibits and other miscellaneous expenses, in response to

this RFP shall be the sole responsibility of the Responder and shall be borne by the Responder.

Responders should make provisions for any and all costs and expenses related to the

performance of the Contract in their price proposal, and should identify all such costs and

expenses in the itemized breakdown of costs.

This RFP sets forth the minimum requirements that all proposals must meet. Failure to submit

proposals in accordance with this RFP may render the proposal unacceptable or non-

responsive. All written communications pertaining to this RFP should be directed to the Director

of Support Services as follows:

CEOGC

George Phillips-Olivier

Director, Support Services

1801 Superior Avenue,

Cleveland, OH 44114

Paper copies of the RFP may be picked up at the front desk of the main office of CEOGC.

Prospective responders may also download a copy of the RFP from the CEOGC website at

www.ceogc.org.

Equal Opportunity Requirements

4.1 MBE, WBE and SDB Companies

It is the policy of CEOGC and their Board to ensure that Minority Business Enterprises (MBE’s),

Women-owned Businesses (WBE’s) and Small and Disadvantaged businesses (SDB’s) are

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provided maximum opportunity to participate in all professional service contracts administered

by CEOGC; therefore, in conjunction with the performance of services under the proposed

contract, all Responders shall agree to comply with any applicable CEOGC policies concerning

Minority Business Enterprises (MBE’s), Women Business Enterprises (WBE’s); and/or Small

Disadvantaged Businesses (SDB), as such policies may be adopted or amended. CEOGC has

not established a minimum threshold for participation; however, CEOGC affirmatively promotes

Equal Opportunity in all CEOGC professional services contracts.

All MBE’s to be utilized for CEOGC contracts must be certified as an MBE or WBE by any

Federal, State or local jurisdiction in order for their participation to be acknowledged as such.

All certifications must be current. Provide a description of the work to be performed by each

firm and the proposed percentage of the total contract dollar amount that will be awarded to

each firm.

Insurance Requirements 5.1 Insurance

See RFP Section 9.6 for FDIC and other insurance requirements.

Proposal Review 6.1 Proposal Review Standards

CEOGC shall award contracts only to “Responsive Responders” who have the ability to perform

successfully under the terms and conditions of a Professional Services Contract. Therefore,

during the initial evaluation of proposals, CEOGC shall assess the responder’s responsiveness

prior to being advanced to the next stage for further consideration by the selection panel.

CEOGC’s determination of a Responder’s responsiveness shall include, but not be limited to the

following:

Proposal submitted on time

Submission complete (in accordance with instructions)

Minimum Responder requirements (Section 2.2)

Reputation (In good standing and good references)

6.2 Requests for Additional Information

In assessing the responder’s responsiveness, CEOGC may request the responder being

considered for award to submit additional information, letters, statements, and/or other such

documentation regarding any of the factors enumerated above. Failure of such Responder to

provide requested additional information within the time frame established by CEOGC may

render the Responder ineligible for further consideration.

If in the opinion of CEOGC, additional information or interpretation is necessary; such

information will be supplied in the form of an Addendum. As with the original solicitation,

CEOGC no longer provides copies of addenda. It is the responsibility of the interested party to

download the solicitation and the relevant addenda from the CEOGC website. Oral instructions

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or information concerning the specifications of the project given out by CEOGC staff, or agents

to prospective proposers shall not bind CEOGC.

Contract Award

7.1 Form of Award

Submission of a proposal constitutes acceptance of the terms and conditions of this RFP.

Further, the Responder agrees, if it is issued a written Notice of Award as the successful

Responder, to be bound by a contract whose provisions shall be substantially the same as: (1)

terms and conditions of the RFP, (2) the terms and conditions acceptable to CEOGC.

Acceptance of the Responder’s proposal to perform the services specified in this RFP will be

made by written Notice of Award from CEOGC to the successful responder.

Failure of the successful Responder, upon issuance of the Notice of Award, to execute a written

contract will render the award null and void. Responders are not entitled to rely on any

representations by any employee, member, officer or agent of CEOGC concerning the contract

award until written Notice of Award is provided by CEOGC. Responders are advised that the

contract documents may include any and all terms and conditions required by CEOGC for a

contract of this type and nature. The Notice of Award may be issued for a terms of up to three

(3) years from the date of issuance unless canceled by CEOGC without liability in its sole

discretion or superseded by execution of a written contract by and between the successful

Responder and CEOGC in accordance with the terms and provisions of this RFP.

7.2 Contract Term

The contract shall be awarded for a term of three (3) years, commencing the date specified in a

written Notice of Award issued by CEOGC of the contract executed by the parties, unless

terminated earlier as provide therein.

CEOGC reserves the right to cancel award of the contract at any time before the execution of

the contract by both parties if cancellation is deemed to be in the best interest of CEOGC. In no

event shall CEOGC have any liability for the cancellation of the award. The proposer assumes

sole risk and responsibility for all expenses connected with the preparation of the proposal.

Submission Requirements

8.1 Structure of the Proposal

In order to facilitate the evaluation of the proposal, CEOGC recommends the proposal be clearly

marked with the proposal Title, Date and the Name and Address of the Responder

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8.2 Content of the Proposal

The responder must include tin the proposal packet: (a) the executed original and five (5) copies

of the proposal and designated forms attached to this RFP, (b) the original proposal must

contain the Business Information Form included within this RFP. This form must be submitted

with the proposal signed in ink by an official authorized to represent and bind the proposing

financial institution and marked “ORIGINAL”. Each of the five proposal copies is to include a

copy of the signed business information form. (c) Proposals may include an appendix with

resumes, samples and other supporting documentation. (d) Proposals are to consist of the

following: I. cover page; ii. Response to specific proposal requirements outlined in RFP Section

9; iii Response to cost proposal must be on a separate tab.

Specific Proposal Requirements

The following sections list submission requirements which Responder must address within their

proposal. Inclusion in the following list does not necessarily indicate the requirement is a

current one for CEOGC. Each item should be a separate tab in the proposal.

9.1 Bank Overview

a) Provide an overview of the responder’s organization including the size, qualifications, years in

business, number of branches in Cuyahoga County, Ohio and other matters the responder feels

would assist CEOGC in the evaluation process

b) Provide three years of audited financial statements, including notes to financial statements.

9.2 Bank Experience

a) Describe the financial institution’s experience in providing services within the public sector,

with particular attention to non-profit and government agencies.

b) Provide a list of three clients for which the responder has provided similar services within the

past three years and a detailed description of the services provided to each. At least two of the

references should be current customers. Include the name, title address and telephone number

of an individual employed by each client who has personal knowledge of the quality of the

performance of work by the responder for the client. Include a statement consenting to allow

CEOGC to contact the references for their comment.

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9.3 Relationship Management

a) Identify bank officers and support personnel who will be assigned to the accounts of CEOGC

for purposes of customer service operations and treasury management. Include name, title,

location, email address, phone number and hours of availability for each person. Briefly detail

the credentials and experience of each person named for the relationship team. Preferably,

relationship management personnel should be based in Cuyahoga County.

b) Describe support procedures for times outside of normal business hours. Is this handled out

of area? How does the financial institution provide continuity of service?

9.4 Depository/Disbursement Accounts

a) Provide a list of the address and hours of operations for branches located in Cuyahoga

County.

b) Provide a list of branches that offer coin counting services

c) Describe availability of Treasury Management Services via phone

d) What is the cut-off time to ensure same day ledger credit for deposits?

e) Are evening, weekend, and/or holiday deposit services available?

f) How is funds availability of deposited items calculated?

g) What fraud prevention procedures are in place?

h) What on-line security features are in place?

9.5 Electronic Funds Transfer

a) Is the financial institution able to provide connection through the Automated Clearing House

(ACH) as well as the Federal Reserve for funds transfers and wires both initiation and receipt?

b) By what media doe the financial institution offer ACH and wire service initiation and

notification of receipt (e.g., internet, phone, facsimile, etc.)? Describe the procedure and cut-off

times for CEOGC initiation and notification of receipt of ACH and wire services.

c) Comment on the ability to initiate both non-repetitive ACH and wire transfers via the internet,

as well as the ability to create templates for funds transmissions to specific vendors.

d) When are incoming and outgoing ACH wire transfers posted to accounts? When is a record

of the transaction available for CEOGC’s access?

9.6 Collateralization

The financial institution must collateralize deposits in conformity with federal and state statutes

and regulations. The financial institution must demonstrate that it has the authority to pledge

collateral. CEOGC deposits at the financial institution must be insured with the FDIC to the

maximum extent available. To the extent that CEOGC deposits exceed the maximum FDIC

insurance coverage, CEOGC federal funds must be fully 100% secured by pledged collateral.

The financial institution will prepare and CEOGC will approve prior deposit of CEOGC funds, a

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collateralization plan which will conform with the requirements of all applicable federal and state

statutes and regulations.

a) Describe the ability of the financial institution to adhere to these requirements, providing

examples where similar requirements are in place with existing customers.

9.7 CEOGC Disbursements

CEOGC issues disbursements by via checks and ACH direct deposit transactions to

employees on a bi-weekly basis.

What is the format and cut-off for transmission of ACH payment data files and by what

means will the financial institution receive CEOGC data?

What is the format and cut-off for transmission of positive pay data files and by what

means will the financial institution receive CEOGC data?

How is the information concerning ACH return/reject transactions communicated?

Describe the process whereby CEOGC can delete ACH transactions before

transmission out through the ACH and retrieve ACH transactions after transmission out

through ACH.

Describe the process whereby CEOGC is notified of pay/return positive pay decisions

and by what means CEOGC is offered pay/return decision capabilities.

Describe the process for positive pay input of manual off-cycle checks and

voided/deleted checks.

Describe the process whereby CEOGC requests stop payment to a check.

Does the financial institution offer on-line image services of paid checks? If so, how

long are they available on line? Describe the ability of the financial institution to provide

CD-ROM or other archival services for paid checks front and back copy.

Is the financial institution able to provide electronic files of paid checks? If so, please

describe the format and include as a cost item in RFP Section 9.15.

9.8 Balance Earning Maximization

How does the financial institution determine the earnings Credit Rate (ECR)? Describe

the formula used to determine the ECR on collected funds, and provide a history of rates

over the previous twelve (12) months.

Describe the policy regarding carry-forward of earnings credits and charges for

uncollected funds.

Describe the “sweep” program including language regarding conformity with the

requirements for collateralization and investment of public funds

How are sweep rates determined and how often are they re-evaluated?

Include all fees in connection with the sweep process as a cost item in RFP Section

9.15.

9.9 Monthly Statements and Account Analysis

How and when would monthly statements be issued for all accounts?

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Does the statement show daily balances?

How and when would an account analysis be provided?

How are account analysis fees determined and assessed?

Are monthly statements available on-line?

Provide a sample monthly statement in both paper and on-line form.

Provide a sample analysis statement with analysis fees.

9.10 On-Line Account Information Access

Describe the ability to provide on-line banking services including information retrieval as

well as transaction initiation.

Describe user support available for on-line banking services. Include method of

accessing user support as well as available hours.

If selected for interview, please be prepared to demonstrate your on-line access

capabilities.

9.11 Disaster Recovery

In the event of a system failure, weather emergency or other disaster; describe how the

financial institution would provide uninterrupted essential banking services.

Describe any interruption of services and time to recover to normal operating conditions

following any major storm that has hit your financial institution.

How often are disaster recovery procedures tested? When were the disaster recovery

procedures last tested and updated? What were the results?

Describe off-site back-up storage facility capabilities. How long does it take to become

operational following an incident?

9.12 Other Commercial Banking Services

In addition to the services required in this RFP, CEOGC wishes to encourage proposals with

technological innovations and other services that could increase our operating efficiency, or

reduce our operating cost. Proposals for additional services offered by the financial institution

should include a description of how the proposed service is to be utilized, and the benefits to the

programs offered by CEOGC.

9.13 Implementation Plan

Provide a detailed description of the recommended implementation plan. Include training,

testing and conversion. Include a proposed implementation schedule, estimated costs, and a

description of the implementation team at the financial institution as well as the recommended

team at CEOGC.

9.14 Bank Loans

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CEOGC will be seeking a line of credit to assist with operations and cash flow. The proposal

should address all pertinent areas in regards to offering a line of credit. The line of credit should

correctly reflect the needs of an agency with an annual operating budget in excess of forty six

million dollars, as reflected in our total grants outlined in the tables shown in Section 2.3. This

includes, but is not limited to the following: a description of the loan, rate, term options,

conditions and closing costs.

9.15 Cost Proposal

The table at Section 2.4 illustrates a monthly average of some of the service volumes for

CEOGC accounts. These are provided to give a general idea of transaction volumes and are

not to be taken as a guarantee of volumes under any agreement resulting from this RFP

process.

Provide an item, or per account per month costs for these transaction service types, including

information describing volume discounts (e.g. for 1-10 items the cost is 50 cents per item but for

11 – 50 items the cost is 30 cents per item) if so applicable. Note that the cost proposal is to be

submitted as a separate section of the RFP.

9.16 Treasury Management Products

Comprehensive treasury management capabilities that will help us build and grow our business

with tools that increase efficiency and reduce expenses. From depository services to innovative

e-commerce solutions, we are in need of experienced treasury management professionals to

work with us to improve our company’s financial performance.

We are looking to accelerate collections, manage payables, automate processes and put

excess liquidity to work with the chosen Financial Institutions innovative treasury management

services. We are seeking an institution that provides cutting-edge solutions that supply the

latest technologies to create integrated processes that eliminate redundant and manual

processing. Optimize your cash flow, minimize your resource requirements and expenses, while

our automated investment services provide competitive returns on our excess cash balances.

Merchant Solutions

Corporate Credit Cards

Cash Management Products (Payables and Receivables)

E-Commerce Services

9.17 Employee Banking Programs

To help attract, retain and increase employee satisfaction by enhancing our overall benefits

package, helping save us and our over five hundred (500) employee’s time and money. We’re

committed to our employees’ financial well-being.

Services and benefits we would like to see offered our employees include:

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Financial Literacy and Training

Discounted and New Account Benefits

Loan and Product Discounts

Financial Planning to assist with employees achieving long and short term financial

goals

9.18 Community Relations

Seeking a financial partner that will support with in-kind and financial support to programs that

ore offered to our community; and look to align any programs or focuses that mirror our current

strategic plan.

Evaluation Factors

10.1 Qualifications – Financial Strength of the depository institution

10.2 Experience – In providing banking and cash management services to non-profits and

governmental clients.

10.3 Capacity – Ability to efficiently and effectively deliver banking services, demonstrated

understanding of the scope of work and ability to provide the required services, as evidenced by

ample and capable staff and a sufficient number of conveniently located branches.

10.4 Customer Service – Excellent Customer Service, including bank contacts with Cuyahoga

County to support, trouble shoot and assist in resolving problems promptly.

10.5 Implementation Plan – Provide a detailed description of the recommended

implementation plan; include training, testing and conversion. Include a proposed

implementation schedule, estimated costs, and a description of the implementation team at the

financial institution as well as the recommended team at CEOGC.

10.6 Responsiveness of Proposal – The proposal will be evaluated for clarity and

completeness of the submission including required certifications and documentation mentioned

in Section 6.1. The responder must demonstrate in the proposal(s) an understanding of the

requirements set forth in this solicitation.

10.7 Price – Quoted fees must be reasonable. The quoted fees are not subject to increase

during the effective period of the Notice of Award through the terms of the proposed contract.

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