Fiscal Agent and Merchant Services

Agency: City of Santa Fe
State: New Mexico
Type of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
  • V - Transportation, Travel and Relocation Services
Posted: Apr 13, 2022
Due: May 4, 2022
Publication URL: To access bid details, please log in.

Vendor Self-Service

Fiscal Agent and Merchant Services
Bid Number: 22/39/P
Status: Open
Close Date: 5/4/2022 3:00 PM
Project Manager:
Bradley Fluetsch, CFA,
(505) 955-6885
Proposal Submission Information:
See Bid/RFP documents for additional submission details.
City of Santa Fe Purchasing Office purchasing_RFP@santafenm.gov bjfluetsch@santafenm.gov

The City requires a depository that is fiscally strong, has a user-friendly online banking system and is able to provide the minimum required services on an uninterrupted basis. All qualified institutions, as defined below, are invited to submit a proposal. Existing City accounts, their inter-relationships, and the bank services provided represent the minimum service level required of all financial institutions responding to this RFP. The resulting contract may be a multiple award.

Related Documents:
22/39/P [2.3 MB]
Documents [16.4 MB]

Attachment Preview

The City of Santa Fe
AND
Finance Department
REQUEST FOR PROPOSALS (RFP)
Fiscal Agent and Merchant Services
RFP#
22/39/P
RFP Release Date: 4/13/22
Proposal Due Date: 5/4/22
ELECTRONIC-ONLY PROPOSAL SUBMISSION
CoSF
Version 3 6.18.2021
I. INTRODUCTION .............................................................................................................................................. 1
A. PURPOSE OF THIS REQUEST FOR PROPOSALS ............................................................................................1
B. BACKGROUND INFORMATION....................................................................................................................1
C. SCOPE OF PROCUREMENT .......................................................................................................................... 1
D. PROCUREMENT MANAGER......................................................................................................................... 1
E. PROPOSAL SUBMISSION ............................................................................................................................. 2
F. DEFINITION OF TERMINOLOGY...................................................................................................................2
G. PROCUREMENT LIBRARY ............................................................................................................................ 5
II. CONDITIONS GOVERNING THE PROCUREMENT .............................................................................................. 6
A. SEQUENCE OF EVENTS.....................................................................................................................................6
B. EXPLANATION OF EVENTS ............................................................................................................................... 6
1. Issue RFP ..................................................................................................................................................... 6
2. Acknowledgement of Receipt Form ............................................................................................................ 6
3. Pre-Proposal Conference ............................................................................................................................ 7
4. Deadline to Submit Written Questions .......................................................................................................8
5. Response to Written Questions .................................................................................................................. 8
6. Submission of Proposal...............................................................................................................................8
7. Proposal Evaluation .................................................................................................................................... 8
8. Selection of Finalists ................................................................................................................................... 8
9. Oral Presentations ...................................................................................................................................... 9
10. Finalize Contractual Agreements................................................................................................................9
11. Contract Awards ......................................................................................................................................... 9
12. Protest Deadline ......................................................................................................................................... 9
C. GENERAL REQUIREMENTS ............................................................................................................................... 9
1. Acceptance of Conditions Governing the Procurement ..............................................................................9
2. Incurring Cost............................................................................................................................................10
3. Prime Contractor Responsibility ...............................................................................................................10
4. Subcontractors/Consent ........................................................................................................................... 10
5. Amended Proposals .................................................................................................................................. 10
6. Offeror’s Rights to Withdraw Proposal.....................................................................................................10
7. Proposal Offer Firm...................................................................................................................................10
8. Disclosure of Proposal Contents ...............................................................................................................10
9. No Obligation............................................................................................................................................11
10. Termination .............................................................................................................................................. 11
11. Sufficient Appropriation............................................................................................................................11
12. Legal Review ............................................................................................................................................. 11
13. Governing Law .......................................................................................................................................... 11
14. Basis for Proposal ..................................................................................................................................... 11
15. Contract Terms and Conditions ................................................................................................................11
16. Offeror’s Terms and Conditions ................................................................................................................12
17. Contract Deviations .................................................................................................................................. 12
18. Offeror Qualifications ............................................................................................................................... 12
19. Right to Waive Minor Irregularities ..........................................................................................................12
20. Change in Contractor Representatives .....................................................................................................12
21. Notice of Penalties .................................................................................................................................... 12
22. Department Rights ................................................................................................................................... 13
23. Right to Publish.........................................................................................................................................13
24. Ownership of Proposals ............................................................................................................................ 13
25. Confidentiality .......................................................................................................................................... 13
26. Electronic mail address required ..............................................................................................................13
27. Use of Electronic Versions of this RFP.......................................................................................................13
ii
28. Campaign Contribution Disclosure Form ..................................................................................................13
29. Letter of Transmittal.................................................................................................................................13
30. Disclosure Regarding Responsibility .........................................................................................................14
31. Local Preferences ...................................................................................................................................... 15
III. RESPONSE FORMAT AND ORGANIZATION ....................................................................................................17
A. NUMBER OF RESPONSES ............................................................................................................................... 17
B. NUMBER OF COPIES ...................................................................................................................................... 17
1. ELECTRONIC SUBMISSION ONLY Responses ................................................ Error! Bookmark not defined.
C. PROPOSAL FORMAT .......................................................................................... ERROR! BOOKMARK NOT DEFINED.
1. Proposal Content and Organization ............................................................ Error! Bookmark not defined.
IV. SPECIFICATIONS ........................................................................................................................................... 20
A. DETAILED SCOPE OF WORK ........................................................................................................................... 20
B. TECHNICAL SPECIFICATIONS..........................................................................................................................29
1. Organizational Experience........................................................................................................................29
2. Organizational References........................................................................................................................30
3. Mandatory Specification........................................................................................................................... 30
4. Desirable Specification..............................................................................................................................31
C. BUSINESS SPECIFICATIONS ............................................................................................................................ 31
Financial Stability ............................................................................................................................................... 31
1. Letter of Transmittal Form........................................................................................................................31
2. Campaign Contribution Disclosure Form ..................................................................................................31
3. Oral Presentation......................................................................................................................................31
4. Cost ........................................................................................................................................................... 31
5. Local Preference ....................................................................................................................................... 32
V. EVALUATION................................................................................................................................................33
A. EVALUATION POINT SUMMARY ....................................................................................................................33
1. EVALUATION FACTORS .................................................................................................................................. 33
i. B.1 Organizational Experience (See Table 1) ............................................................................................33
ii. B.2 Organizational References (See Table 1) ............................................................................................33
iii. B.4 Mandatory Specifications...................................................................................................................34
iv. B.5 Desirable Specifications ......................................................................................................................34
v. C.1 Financial Stability (See Table 1) ..........................................................................................................34
vi. C.3 Letter of Transmittal (See Table 1) .....................................................................................................34
vii. C.4 Campaign Contribution Disclosure Form (See Table 1).......................................................................34
viii. C.5 Oral Presentation (See Table 1) .....................................................................................................34
ix. C. 6 Cost (See Table 1)..............................................................................................................................34
2. EVALUATION PROCESS .................................................................................................................................. 35
ACKNOWLEDGEMENT OF RECEIPT FORM ..........................................................................................................36
APPENDIX B ...................................................................................................................................................... 38
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ................................................................................................38
APPENDIX C ...................................................................................................................................................... 42
COST RESPONSE FORM ..................................................................................................................................... 42
APPENDIX D ...................................................................................................................................................... 44
LETTER OF TRANSMITTAL FORM........................................................................................................................44
APPENDIX E ...................................................................................................................................................... 46
iii
ORGANIZATIONAL REFERENCE QUESTIONNAIRE................................................................................................46
APPENDIX F....................................................................................................................................................... 50
NON-COLLUSION AFFIDAVIT..............................................................................................................................50
APPENDIX G ...................................................................................................................................................... 52
CONFLICT OF INTEREST ..................................................................................................................................... 52
APPENDIX H ...................................................................................................................................................... 55
LIVING WAGE ORDINANCE ................................................................................................................................ 55
APPENDIX I ....................................................................................................................................................... 57
DRAFT CONTRACT ............................................................................................................................................. 57
CITY OF SANTA FE ............................................................................................................................................. 58
iv
I. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSALS
The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through
competitive negotiations for the procurement of Fiscal Agent and Merchant Services.
B. BACKGROUND INFORMATION
The City of Santa Fe requires a sophisticated financial institution to partner with in order to provide financial
services to the public, vendors, and employees while prudently and efficiently managing the many financial
transactions the City engages on a daily, weekly, monthly basis. This Fiscal Agent contract is required and
highly imperative and critical to stay in compliance with federal, state and municipality oversights. The City
desires to award a four-year contract.
C. SCOPE OF PROCUREMENT
The City requires a depository that is fiscally strong, has a user-friendly online banking system and is able to
provide the minimum required services on an uninterrupted basis. All qualified institutions, as defined
below, are invited to submit a proposal. Existing City accounts, their inter-relationships, and the bank
services provided represent the minimum service level required of all financial institutions responding to this
RFP.
The resulting contract may be a multiple award.
This procurement will result in a contractual agreement between two parties; the procurement may ONLY be
used by those two parties exclusively.
D. PROCUREMENT MANAGER
The Finance Department has assigned a Procurement Manager who is responsible for the conduct of this
procurement whose name, address, telephone number and e-mail address are listed below:
Name:
Telephone:
Email:
Bradley Fluetsch, CFA, Procurement Manager
(505) 955-6885
bjfluetsch@santafenm.gov
1. Any inquiries or requests regarding this procurement should be submitted, in writing, to the
Procurement Manager AND the Central Purchasing Office at the following emails:
Procurement Manager: Bradley Fluetsch, CFA, Procurement Manager bjfluetsch@santafenm.gov
Central Purchasing Office: purchasing_RFP@santafenm.gov
Offerors may contact ONLY the Procurement Manager and the Central Purchasing Office regarding
this procurement. Other city employees or Evaluation Committee members do not have the authority
to respond on behalf of the Procurement Manager.
2. Protests of the solicitation or award must be submitted in writing to the Protest Manager
identified in Section II.B.13. As a Protest Manager has been named in this Request for Proposals,
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