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HomeMy WebLinkAboutR-96-05571 J-96-440 7/25/96 I RESOLUTION NO. 9 5 5 5 7 A RESOLUTION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS ("RFP"), IN SUBSTANTIALLY THE ATTACHED FORM, TO SOLICIT PROPOSALS FROM FINANCIAL j INSTITUTIONS LOCATED IN THE CITY OF MIAMI FOR CITYWIDE BANKING SERVICES, FOR A PERIOD OF THREE YEARS; ESTABLISHING A SELECTION COMMITTEE AND APPOINTING INDIVIDUALS TO SAID COMMITTEE; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO AN EXISTING AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH FIRST UNION NATIONAL BANK TO ALLOW FOR AN EFFICIENT TRANSITION OF SERVICES BETWEEN FIRST UNION AND THE SELECTED PROPOSER. WHEREAS, Section 18-2 of the Code of the City of Miami, Florida, as amended, authorizes the City of Miami ("City") to solicit requests for proposals for banking services for a three year period; and WHEREAS, the Request for Proposals received from interestec proposers located in the City of Miami will be reviewed by selection committee, to be appointed by the City Commission, tha" will make a recommendation to the City Commission for its fina review and approval; and WHEREAS, the current agreement for banking services wit First Union National Bank ("First Union") expires i September 30, 1996, and it is necessary to extend the existi-- agreement with First Union to allow for a smooth transition services between First Union and the selected proposer to assu that there will be no interruption of services; JATTACHMENT (5)� CONTAINED MEETING t JUL 2 5 Resolution N. 96. 5� NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The City Manager is hereby authorized to issue a Request for Proposals ("RFP"), in substantially the attached form, to solicit proposals from financial institutions located in the City of Miami for Citywide banking services, for a period of three years. Section 3. A Selection Committee is hereby established and the following individuals are hereby appointed to said Committee: APPOINTEES: No Appointment made No Appointment made No Appointment made No Appointment made No Appointment mad NOMINATED BY: Mayor Joe Carollo Vice -Mayor Wifredo Gort Commissioner Miller J. Dawkins Commissioner J. L. Plummer, Jr. Commissioner (Group II) 2 - 96-- 55 Section 4. The City Manager is hereby authorizedLl to I execute an amendment to an existing agreement, in a form acceptable to the City Attorney, with First Union National Bank i to allow for an efficient transition of services between First Union and the selected proposer. Section 5. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 25th day of July , 1996. CAROLLO, MAYOR ATTEST: LTER J FO CITY CLE APPROVED AS TO FORM AND CORRECTNESS: A. NN 9'Opffg, IT CITY ATTO EY W996:BSS The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. - 3 - 95- 557 CITY OF MIAMI REQUEST FOR PROPOSALS FOR BANKING SERVICES FOR THE CITY OF MIAMI, FLORIDA 96- 557 TABLE OF CONTENTS I. INTRODUCTIO A. General Information 2 B. Determination of Qualified Proposers 2 C. Sealed Proposal Process 5 D. Terms and Conditions 6 E. Minority Participation/Affirmative Action 7 II. SCOPE OF BANKING SERVICES_ A. General 8 B. Main Depository Account 8 C. Main Operating Account 10 D. Payroll Account 10 E. Workers' Compensation Account 10 F. Claim Account 10 G. Computerized Services 10 H. Statement and Advice Frequency 12 I. Lockbox Service (Receivables) 12 J. Credit Card Services 13 K. Comprehensive Payables 13 L. Other 13 96- 557 III. PROPOSAL , A. Explanation of Proposal Form B. Service Charge Calculation - Variable C. Price List i I IV. EXHIBIT EXHIBIT I. - Price Proposal Form EXHIBIT II. - Proposal Calendar EXHIBIT III. - Ordinance lOS38 EXHIBIT IV. - Resolution 10062 EXHIBIT V. - Resolution 11272 EXHIBIT VI. - Map 13 13 1S 9s- 557 I. INTRODUCTION The City of Miami (the "City"), by way of this document, requests proposals and competitive quotations of prices to provide the banking services specified herein, for a period of three years. A two step process will be followed to make a recommendation to the City Commission for a three-year banking services contract; First Step: Determination of qualified proposers. Second Step_: Final selection based on sealed Proposal. B. Determination of Qualified Proposers Proposers must present evidence of complying with the following requirements: Minimum Criteria - Noncompliance will automatically disqualify proposer. 1. On the list of Certified Public Depositories as designated by the Office of the State Treasurer and as required by the Florida Security for Public Deposits Act, Chapter 280, Florida Statutes. 2. Administrative offices to handle the City's account is located within the territorial limits of the City. 3. A member of the Federal Reserve System. 4. An originating Depository Financial Institution authorized by the Federal Reserve to originate direct deposit. 95- 5 Additional Criteria S. Compliance with the City's Minority Procurement Ordinance, attached to this document as Exhibit III, and inclusion of the bank's Affirmative Action plan and actual employment statistics for the last two years as of December 31 for: a. Officers b. Non -Officers C. Blacks d. Hispanics e. Female and any other information or statistics relevant to minority procurement. 6. Evidence of compliance with the provisions of the Federal Community Reinvestment Act by documenting the following factors: a. Copy of review made by the Federal Reserve if one has been completed or a notarized statement of why review has not been done. b. Investment policy statement adopted or promulgated by your institution in relation to low income areas of the City, particularly Black and Hispanic areas. C. Percentage of your institutional investments in low income areas of the City. If possible, this percentage is to be broken down by type of investment, such as construction loans, mortgages, commercial lines of credit and consumer credit. Also if possible it should be broken down by neighborhood as per the attached map. (Exhibit VI) 96- 557 d. Any other pertinent information that supports your institution's compliance with the Federal Reinvestment Act or other applicable legislation related to investments in areas of low income and more specifically within the City. 7. Evidence of participating in financing of City -sponsored projects and/or programs to further the goals of the City Commission, such as: • Southeast Overtown/ParkWest Redevelopment Project. • Minority Business Programs • Affordable Housing for Low and Moderate Income Families and Individuals. 8. Willingness and capability to meet required services, proved by: a. Statement to that effect based on services required by this RFP. See Exhibits 1 a-f. b. Audited financial statements for the last two years. C. Names and titles of personnel who would be assigned to service the City's accounts. d. Listing of offices/branches within the City and hours of operation. e. Location and hours of operation of the processing center. f. Discounts or free services to employees who establish an account with the bank. Banks will be deemed to be qualified when found to be in compliance with the requirements of this RFP as determined by the Selection Committee in its sole discretion. The selection committee may request or consider other information they consider relevant to evaluating compliance with these requirements and may waive any irregularities in its sole discretion. Presentation of qualifications with seven (7) copies are to be submitted by proposers no later than 3:30 P.M., on Submitted in person to the: City of Miami Office of the City Clerk 3500 Pan American Drive Miami, Florida 33133 The proposal must be signed in the name of the proposer and must bear the signature in longhand of the person or persons duly authorized to sign the proposal. The name, office address, and office telephone number of the point of contact must be clearly identified. A prospective Proposers Conference will be held on at 2:00 P.M., at the Finance Department, 444 S.W. 2nd Avenue, Miami, Florida, 33131. Questions relating to qualification answered at that time. All Proposers if they wish to be on the mailing list answers. C. Sealed Proposal Process and requirements will be must register at this time for further questions and Once proposers are found to be qualified by the selection committee and such qualification is ratified by the City Commission, they will be notified and advised as to when proposals are to be submitted using the enclosed Proposal Form. If an individual banking service account is proposed upon, then the proposal will be assumed to meet or exceed the requirements as stated. If a requirement can not be met by the proposer, then the phrase "NO PROPOSAL" should be entered on the quote form for that service account. In the case of a "NO PROPOSAL" remark, the proposer may offer an alternative service. 96- 557 Proposers may choose to propose on one, combinations, or all of the accounts as described in this Request for Proposals. Multiple and alternate proposals may be submitted by proposers. All proposals must be submitted in sealed envelopes bearing on the outside the name of the proposer, the address, the title of the proposal, and the words "City of Miami Banking Services". It is the sole responsibility of the proposer to ensure that the proposals arrive on time at the right place. The proposals must be signed in the name of the proposer and must bear the signature in longhand of the person or persons duly authorized to sign the proposal. The name, office address, and office telephone number of the point of contact must be clearly identified. Proposals from qualified proposers must be submitted envelopes with seven copies no later than 3:00 P.M. on 1996 in person to the D. Terms and Conditions in sealed City of Miami Office of the City Clerk 3500 Pan American Drive Miami, Florida 33133 1. The City reserves the right to reject any or all proposals, to waive any irregularities or informality in any proposals,and to accept or reject any item or combination of items. A contract (the "Contract"), may be offered by the City, to the previously qualified proposer whose proposal best complies with all the requirements set forth in this document. In the event that the proposer(s) to whom the Contract is offered does/do not execute the Contract within thirty (30) days after the selection of his/her proposal, the City may give notice to such proposer of intent to select the proposal of the next most qualified proposer, or to call for new proposals, and may proceed to act accordingly. The proposal form indicates the number of transactions anticipated based upon the prior years account activity, and although this is the City's best estimate of volume, the City is in no way guaranteeing these volumes; however, the City will make adjustments to the compensating balance based upon the per item cost if transactions substantially change from the estimates contained therein. If your price per item would change if the volumes change 96- 557 substantially then your proposal should indicate the volume range covered by the proposed price. 2. Proposers should thoroughly examine and be familiar with these specifications. The failure or omission of any proposer to receive or examine this document shall in no way relieve any proposer of obligations with respect to this proposal or the subsequent contract. The submission of a proposal shall be taken as evidence of compliance with this paragraph. 3. Deviations from the services requirement may, at the discretion of the Selection Committee, result in the rejection of the proposal as not being responsibe to this REQUEST FOR PROPOSALS. 4. The City reserves the right to establish demand deposit accounts in other banks or receive the same or different services from other banks as needed to conduct City business. 5. Under the Florida Public Records Act and the Florida "Sunshine" laws, all proposal materials, the results of the City's evaluation, and the proceedings of the subsequent contract negotiations are all open to public inspection. Banks should take special note of this as it relates to any proprietary information that might be included in their proposal package. 6. The selection of a proposal as most qualified shall not grant the proposer any vested rights until the Contract is executed. E. Minority Participation/Affirmative Action City Ordinance No. 10538, "The Minority and Women Business Affairs and the Procurement Ordinance of the City of Miami, Florida" sets forth a goal of awarding at least 5101 of the City's annual expenditures to businesses owned by Blacks (17 0 ) , Hispanics (17 0) , and Women (17 0 ) . Additionally, the proposer must provide an Affirmative Action/EEOC policy which indicates that there will be no discrimination as to race, color, creed, national origin, or handicap, in regards to its obligations, work and services performed under the terms of this contract. The proposer also agrees to present 96-- 557 an affirmative action plan that declares nondiscrimination on the basis of race, color, religion, creed, national origin, sex, age, or handicap, and that specifies target goals and target dates to assure implementation of that plan. In addition, the proposer must state the extent to which minorities/women will be involved in fulfilling the Contract should it be offered to the proposer and must make an affirmative commitment to be responsive to the taxpayers of the City and to minorities/women participation on the board of the banking institution. Attached as Exhibit III, to this REQUEST FOR PROPOSALS, is a copy of City Ordinance No. 10062, as amended. Statistics supporting your compliance with this provision should be submitted as required by section I(3)(5). The proposers, by submitting a response to this procurement request, agree to comply with Executive Order No. 11246 entitled "Equal Employment Opportunity" as amended by Executive Order No. 11375, as supplemented by the Department of Labor Regulations (41CFR, Pat 60). II. Scope of Banking Services A. General: The banking services detailed in this section are to be performed for the City on a contractual basis for three years. The City may choose a single bank or split up these j services among several banks if it would be more responsive j to the City requirements. y- ME•• • • City funds collected daily will be deposited in this account. Checks deposited will be available the next banking day if deposited in the bank by the time of day the bank normally closes its transactions for the day, deposits made at bank's operations center; or 5:00 p.m. for deposits made at designated branch with proximity to City of Miami Finance Department located at 444 S.W. 2nd Avenue, Miami, Florida, 33131. State of Florida Treasurer checks and Dade County checks in excess of $100,000 drawn against local banks deposited before noon will have same day availability. 96- 557 Disbursement of funds in this account will be made by: 1. Internal bank transfers 2. Wire transfers per City instructions Each transaction will be shown on the statements individually, i.e., no summing or netting of transactions. All deposit credit transactions will have a reference number. All other accounts will maintain a zero balance. Any items clearing thru these accounts will be funded by transfers from the main depository account at the end of each business day. Other services provided under the Main Depository Account are as follows: Investments - Safekeeping Agent: (Custodial Account) The selected bank must make arrangements with a New York City Bank to take delivery of securities on certain transactions. The custodian, on investment purchases, would not release monies until the security had been safekept; and conversely, on investment sales, securities would not be released until monies had been received. Examples of services required are as follows: • Safekeeping of all assets - physical and book entry. • Collection of all income - interest and dividends. • Execution and settlement of trades as directed. • Notification of bond calls, tender offers, exchanges, etc. • Disbursement of funds as directed. • Execution of wire transfers as directed (all wires in and out) . • Recording of all transactions • Monthly statements detailing all transactions and current portfolio at market value. Payroll Deductions: The Bank will purchase on behalf of City employees, approximately 130 United States Series EE Savings Bonds (or 96- 557 subsequent Series Bonds) per pay period, purchased through the City's payroll deduction plan. Such bonds shall be issued and mailed within ten business days of the City payday by the Bank directly to the employee or designated holder without charge. The City will furnish the Bank a magnetic character computer tape in a form acceptable to the Federal Reserve Bank for the Bonds to be issued each payday, accompanied by the City's check payable to the Bank. The Bank agrees to transfer to the Federal Reserve Bank, immediately upon receipt of said check, the amount of the Savings Bond purchase. C. Main Operating Account: The City's main operating demand deposit account will be a checking account. The City will issue checks for payment to the drawing bank. Approximately 3,300 checks amounting to $8,700,000, will be issued monthly. D. Payroll Account: The City is currently on a biweekly payroll basis paying every other Thursday/Friday for some 4,000 employees with net pay amounts of approximately $2,850,000 biweekly. It is the intent of the City to continue with this payroll system; however, mainly due to employee union contracts, this system may change. There will be no charge to City employees for paycheck cashing services. The Bank must be able to implement a direct deposit payroll system for all City employees to all bank locations in the South Florida Federal Reserve District. The City will provide a payroll tape for use by the Federal Reserve. The Federal Reserve will process the tape creating a direct deposit to each employee's account. �•_,- •�•- •R • This account will be exclusively used for paying Workers' Compensation claims. Approximately 600 checks amounting to $650,000 will be issued monthly. 95- 55 F. G. This account will be exclusively used for paying claims. The City will issue checks for payment to the drawing bank. Approximately 450 checks amounting to $700,000 will be issued monthly. Computerized Services: A complete reconcilement service is required which matches a customer's entire issue file against the paid check activity during the statement period. The automated input, "checks issued file", is usually generated by the City's automated Payroll and disbusement system. In the event the above services can not be provided the following requirements are necessary: All demand and time deposit accounts maintained must be computerized so that reconciliation can be performed and so that balances are known by 9:00 a.m. daily. At the discretion of the City, the Bank may be required to perform monthly account reconciliations. Alternatively, the City will receive on high voulume accounts, principally the Main Operating Demand Deposit Account, the Workers' Compensation Demand Deposit Account, the Payroll Demand Deposit Account, and Claim Demand Deposit Account, a magnetic tape of paid items that must contain all checks paid during the month with the following details for each item: Paid Date Check Number Amount Paid The magnetic tape should be 1600BPI, unlabeled, with an 80 character record size and blocking factor of 10. The layout of the required information is: From To Data Type Data Description 1 - 6 9(6) Clear Date (YYMMDD) 7 - 11 X(5) Spaces 96- 55 H I 12 - 15 9(4) Bank Account Number (same as recorded in MICR on checks) 16 - 21 9(6) Check Number 22 - 29 X(8) Spaces 30 - 39 9(8)V99 Check Amount ($$$$$$$$cc) 40 - 80 X (41) Spaces This information should be in EBCDIC format. All paid checks must be returned in check number sequence on all demand deposit accounts. The tape must be reconciled to the monthly statement and all reconciling items identified. Statement and Advice Frequency: All devises affecting a debit or credit memo type transaction must be produced daily and mailed to the City. Statements on all bank accounts will be produced monthly, except for Main Depository account where statements must be produced on a daily basis and held for City pickup. Lockbox Services (Receivables): As a minimum the services should provide the following: • Process payments with: • One check several stubs • Several checks one stub • One check one stub • Reject payments that are less than a set amount, percentage, or on accounts listed by the City as closed. • Process payments without stubs if account information is otherwise noted. 95- 557 • Lockbox to be cleared by noon each business day and all payments deposited to City account and funds available the next business day. • Data link to City computer for daily update of paid accounts. • All supporting documents to be batched by payment type and day received and forwarded to the City. • All unprocessed payments to be given to the City with all supporting documents attached to the check. • Microfiche of front and back of all payments processed with date processed so noted. • Mailing address for payments must be "City of Miami, Miami, Florida". Any proposal for this service should include all special requirements such as but not limited to; stub size,envelope size, printing specifications (OCR line) etc. J. Credit Card Services Acceptance for payments either in person or by phone, for City Services with major credit cards, including but not limited to Visa and Mastercard. K. Comprehensive Payables As a minimum, the services should provide the following: • Process of payments by: • ACH items, along with accompanying payment information. These data should be available for up to thirty (30) days. • Wire transfers for same day payments, these data should be available for thirty (30) days. 96- 557 Payments by check with a turn around of 24 hour after receiving invoices, as well as a full reconciliation services. L. Other Services • Wire transfers that allow the City to exess banks data base for inquire purposes • EDI Capability • CD rim check image capability - cancelled checks • Issue Payroll and Accounts Payable checks and mailing • Positive pay capability • Internet capability • Customer on-line interface • Translation Service - ability to transmit files from standard format to customer format and vise -versa Should any other banking services currently available or that become available in the future, such as automated payroll preparation be required by the City, the City has the option of utilizing some or all of these additional services, during the time period of the agreement, without the necessity to amend the agreement. III. Proposing A. Explanation of Proposal Form: The blank proposal form (Exhibit I(a) thru (e) or copy thereof, is required of all proposers. No proposal will be considered without amounts being placed on this form. If the proposing bank is unable to meet or exceed the requirements as specified, then the wording "NO PROPOSAL" should be placed in the extension column. Under the VARIABLE method, actual monthly services will be counted and the volume of transactions will be computed to determine the compensating balance required. Under the FIXED method, the compensating balance proposal will be a minimum average balance guaranteed by the City throughout the three-year contract. All proposals are final. It is the prerogative of the City to eliminate any service quoted on, if in its opinion the fees for providing these services are excessive; or if administratively the service could be performed in an alternative way. It is also within the discretion of the 95- 5 City to split up the banking services among several banks, or withhold awarding some of the services if in the best interest of the City. B. Service Charge Calculation - Variable Monthly, the selected bank(s) will prepare a billing for services rendered. This billing must be presented in a format similar to the bidding form with a total for all the service charges for the month. The total service charges thereby evaluated will then be converted to a "Balance Required to Support Service." this balance will be calculated by dividing the total service charges incurred by the monthly average yield on 13-week Treasury Bills issued during that month. A simple monthly average of new Treasury Bill issues, the Tuesday Wall Street Journal published average discount rate would be used as the earning factor. For example, the newly issued Treasury Bill in June 1996 were as follows: Average Discount Rate of 13-Week Bills 5.09 5.16 5.08 5.10 20.43 Total 5.11 Average Date of Issue 6/03/96 6/10/96 6/17/96 6/24/96 And therefore, the earnings factor for conversion of service charges to compensating balances for June 1996, would be 5.11a. Example of Calculation Charge for Services Earning Factor (see above) $ 7,500.00 .0511 96- 5 Compensating Balance Required (7,500/.0511 x 360 / 30) 1,761,252.00 Average Daily Collected Balance 2,000,000.00 Difference S <238.748.00> Times the Earning Factor (.0511 x 30 / 360) .0043 Earning Credit $ 1.026.61 The actual average daily collected of all non -interest bearing accounts would be calculated and compared to the amount of compensating balances required. The monthly calculation would enable the City to adjust upward or downward its uninvested funds. A maximum of one (1) working day will be permitted for uncollected balances. However, State Treasury Checks and Dade County checks drawn on local banks in excess of $100,000 would be made good on the day of deposit when deposited by 12:00 noon. There is no provision for Federal Reserve Requirements. C. Price List: Proposers should provide a comprehensive "List of Service Prices". This list will be considered all-inclusive and the prices shown on the list will be valid for the entire length of the bank services contract for those services not specifically requested in this proposal. 96- 557 EXHXBXT X FOR XNFORMATXON ONLY DO NOT S UBMX T WITH PROPOSAL 96- 557 Exhibit I(a) City of Miami Main Depository Account Estimated Annual Price Services Required Volume Per Unit Account Maintenance 12 ***************************************************************** Special Statements (daily) 240 ***************************************************************** Coin Shipments 5000 ***************************************************************** Currency Shipments 2000 ***************************************************************** Deposits 1500 ***************************************************************** Deposit Corrections 24 ***************************************************************** Items Deposited 300,000 ***************************************************************** Debit Memos 160 ***************************************************************** Credit Memos 400 ***************************************************************** Daily sweep into designated 240 cash equivalent fund, or Transfer to/from main depository account (Zero balance accounting) ***************************************************************** Item Deposited Returned - 840 Charge Back ***************************************************************** Item Deposited Returned - 1,500 Resubmitted ***************************************************************** Wire Transfers - In 250 ***************************************************************** Wire Transfers - Out/Repetitive 520 Wire Transfers - Out/Manual 50 ***************************************************************** 96- 55-7 Exhibit I(a) Cont 'd. City of Miami Main Depository Account Estimated Annual Price Services Required Volume Per Unit On-line terminal - Wire Transfer 12 (Module) On-line terminal/Daily Cash Balance 12 Basic Access (Module) On-line - Basic Access Multiple Account 36 On-line - Credit Detail Transaction 12 Reporting Suse. On-line Debit Detail Transaction 12 Reporting Suse ***************************************************************** Lockbox Maintenance 12 - Item Processed 250,000 - Item Processed - Key Entry 48,000 - Non-Processable Items 8,000 - Lockbox Correspondence 3,000 Daily magnetic tape of accounts 240 Paid and amounts in City format Optional data link to City 240 computer for daily update of paid accounts Acceptance of payments via VISA or Mastercharge. Number of Sites 4 Annual total $ paid 50,000 Electronic verification of Card at all sites 4 96- 557 Exhibit I(a) Cont I d . City of Miami Main Depository Account Estimated Annual Price Services Required Volume Per Unit Direct transmission 50,000 Value Added Network Transmission Payment Processing and Origination 50,000 Checks per month: 3,500 EDI ACH per month: 500 Wire Transfers per month: Repetitive Wire Transfers 150 Non -Repetitive Wire Transfers 16 PAYMENT CANCELLATION/REVERSAL Payments Reversal Check In Process 100 �c�elc*ic*Jc�c*9c�cic�c*�cyc�c�c�c9c*�rk9c�cir�*�c�c*�F�c�F*�t�ckk�c�c*�c�c�F**�c�e9c****�F�c�ck�c**�c*** Payments Reversal ACH In Process (Per item) 5 NOTIFICATION Fax per report (Max. 20 pages) E Mail 1,000 ***************************************************************** 95- 557 City of Miami Main Depository Account Services ReQuired Exhibit I(a) Cont I d . Estimated Annual Price Volume Per Unit Debit Return/NOC 20 ADDITIONAL SERVICES Account Reconciliation Full Reconciliation 12 Per Item 50,000 Cross Check Services 500 Monthly Maintenance 12 95- 55� Exhibit I (b) City of Miami Main Operating Account Estimated Annual Price Services Required Volume Per Unit Account Maintenance 12 Stop Payment via in house terminal 120 Checks Paid 40,000 Full or Partial Reconciliation - Full per item 40,000 Partial Output tape 12 Fine sort checks per item 40,000 Stop Payment - check copies front and back 10 Microfiche of paid checks - front and back 12 Stop Payment - Module 12 9s- 557 City of Miami Workers Compensation Account Exhibit I(c) Estimated Annual Price Volume Per Unit Account Maintenance 12 Stop Payment via in house terminal 50 Checks Paid 10,400 Full or Partial Reconciliation - Full per item 10,400 Partial Output tape 12 Fine sort checks 10,400 Stop Payment - check copies front and back 10 Microfiche of paid checks - front and back 12 56- 557 City of Miami Payroll Account Exhibit I(d) Estimated Annual Price volume Per Unit Account Maintenance 12 Stop Payment via in house terminal 50 ***************************************************************** Checks Paid 100,000 Full or Partial Reconciliation - per item 100,000 Output tape 12 Fine sort checks per item 100,000 Stop Payments - check copies front and back 10 Microfiche of paid checks - front and back 12 Direct Deposit - ACH Maintenance 12 ACH - Transactions 9,000 Transmission - IN 26 Savings Bonds Printing and mailing 3,380 96- 557 Exhibit I(f) City of Miami Trust Account Services Estimated Annual Price Services Required. Volume Per Unit Safekeeping of all assets - 220 physical and book entry - Collection of all income interest and dividends - Execution and settlement of trades as directed - Notification of swaps and, trades - Disbursement of funds as directed - Wire Transfers In - Investment Maturities - Wire Transfers out - Investment Purchases Monthly statements detailing all 12 transactions and current portfolio at market value 96- 557 Exhibit I (e) City of Miami Claims Payable Account Estimated Annual Price Services Required volume Per Unit Account Maintenance 12 Stop Payment via in house terminal 50 Checks Paid 10,000 Full or Partial Reconciliation - Full per item 10,000 Partial Output tape 12 Fine sort checks 10,000 Stop Payment - check copies front and back 10 Microfiche of paid checks - front and back 12 96- 55 PROPOSAL CALENDAR Approval of RFP by City Commission Distribution of RFP Proposers Pre -Proposal Conference Receipt of Proposers Qualifications City Commission approval of qualified banks as recommended by Selection Committee Receipt of Bids City Commission award of contract based on City Manager's recommendation of lowest bid EXHIBIT II DATE July 25 August 12 August 26 September 23 October 25 November 12 December 12 6- 551 SENT BY: 7-17-56 ;10:10,V DEPT. OF FINANCE 3058581707,4' 2/ 5 I Y OF MIAMI, FLORIDA INT5R-OFFICE MEMORANDUM 36 TO: Honorable Mayor and Members fSl1TF IILL `�: : , �' I i In�y of the City commission sut�,rct : Agenda Item ,'Rom: cesa i+rrr.RENGES City er ENCLOSURES: xecommendation: it is recommended that the attached resolution with attachments, be approved authorizing the city Manager to issue a request for proposals for banking services for a period of three years and providing for appointment of a selection committee, turther authorizing the city Manager to extend the current contract with the eirst union National Hank of Florida to assure a smooth transaction without interruption of said banking services. background: City Code section iB-2 provides for the City to request proposals for barking services for a three year period. 'i'he current contract with First Union National Flank of Florida, expires on September 30, 1996. The new banking services contract will cover all banking services required by city except for those related to revenue receipt assigned to minority banks and to bond servicing which is unique to each bond issue and is for the life of the bonds. The City Commission will appoint a selection committee to evaludLe Late proposals and determine which banks are qualified based on Lhe criteria in the Request for Proposals (,RFP). The CiLy Cuuutiibitilun will appvuve Lhe tshvi•L LLUL of qualified banks LhaL will lie iovunuucnded by Lhe beluuLiuii uuttt iiLlt ee. The qualified b-aiiks will then submIL co:3L bids and Lhe uunLrUCL will be awarded to the lowest bidder. 96- 557 CITY OF MIAMI REQUEST FOR PROPOSALS FOR BANKING SERVICES FOR THE CITY OF MIAMI, FLORIDA 96- 557 TABLE OF CONTENTS I. INTRODUCTION Page A. General Information 2 B. Determination of Qualified Proposers 2 C. Sealed Proposal Process 5 D. Terms and Conditions 6 E. Minority Participation/Affirmative Action 7 II. SCOPE OF BANKING SERVICES A. General 8 B. Main Depository Account 8 C. Main Operating Account 10 D. Payroll Account 10 E. Workers' Compensation Account 10 F. Claim Account 10 G. Computerized Services 10 H. Statement and Advice Frequency 12 I. Lockbox Service (Receivables) 12 J. Credit Card Services 13 K. Comprehensive Payables 13 L. Other 13 $ 96- 557 III. PROPOSAL A. Explanation of Proposal Form 13 B. Service Charge Calculation - Variable 13 C. Price List 15 I IV. EXHIBIT EXHIBIT I. - Price Proposal Form EXHIBIT II. - Proposal Calendar EXHIBIT III. - Ordinance 10538 EXHIBIT IV. - Resolution 10062 EXHIBIT V. - Resolution 11272 EXHIBIT VI. - Map 96- 557 I. INTRODUCTION A. General Information The City of Miami (the "City"), by way of this document, requests proposals and competitive quotations of prices to provide the banking services specified herein, for a period of three years. A two step process will be followed to make a recommendation to the City Commission for a three-year banking services contract; First Step: Determination of qualified proposers. Second Step: Final selection based on sealed Proposal. Proposers must present evidence of complying with the following requirements: Minimum Criteria - Noncompliance will automatically disqualify proposer. 1. On the list of Certified Public Depositories as designated by the Office of the State Treasurer and as required by the Florida Security for Public Deposits Act, Chapter 280, Florida Statutes. 2. Administrative offices to handle the City's account is located within the territorial limits of the City. 3. A member of the Federal Reserve System. 4. An originating Depository Financial Institution authorized by the Federal Reserve to originate direct deposit. 10 96- 55'7 Additional Criteria S. Compliance with the City's Minority Procurement Ordinance, attached to this document as Exhibit III, and inclusion of the bank's Affirmative Action plan and actual employment statistics for the last two years as of December 31 for: a. Officers b. Non -Officers C. Blacks d. Hispanics e. Female and any other information or statistics relevant to minority procurement. G. Evidence of compliance with the provisions of the Federal Community Reinvestment Act by documenting the following factors: a. Copy of review made by the Federal Reserve if one has been completed or a notarized statement of why review has not been done. b. Investment policy statement adopted or promulgated by your institution in relation to low income areas of the City, particularly Black and Hispanic areas. C. Percentage of your institutional investments in low income areas of the City. If possible, this percentage is to be broken down by type of investment, such as construction loans, mortgages, commercial lines of credit and consumer credit. Also if possible it should be broken down by neighborhood as per the attached map. (Exhibit VI) d. Any other pertinent information that supports your institution's compliance 95- 557 with the Federal Reinvestment Act or other applicable legislation related to investments in areas of low income and more specifically within the City. 7. Evidence of participating in financing of City -sponsored projects and/or programs to further the goals of the City Commission, such as: • Southeast Overtown/ParkWest Redevelopment Project. • Minority Business Programs • Affordable Housing for Low and Moderate Income Families and Individuals. 8. Willingness and capability to meet required services, proved by: a. Statement to that effect based on services required by this RFP. See Exhibits 1 a-f. b. Audited financial statements for the last two years. C. Names and titles of personnel who would be assigned to service the City's accounts. d. Listing of offices/branches within the City and hours of operation. e. Location and hours of operation of the processing center. f. Discounts or free services to employees who establish an account with the bank. Banks will be deemed to be qualified when found to be in compliance with the requirements of this RFP as determined by the Selection Committee in its sole discretion. The selection committee may request or consider other information they consider 12 96- 557 relevant to evaluating compliance with these requirements and may waive any irregularities in its sole discretion. Presentation of qualifications with seven (7) copies are to be submitted by proposers no later than 3:00 P.M., on Submitted in person to the: City of Miami Office of the City Clerk 3500 Pan American Drive Miami, Florida 33133 The proposal must be signed in the name of the proposer and must bear the signature in longhand of the person or persons duly authorized to sign the proposal. The name, office address, and office telephone number of the point of contact must be clearly identified. A prospective Proposers Conference will be held on _ at 2:00 P.M., at the Finance Department, 444 S.W. Miami, Florida, 33131. 2nd Avenue, Questions relating to qualification and requirements will be answered at that time. All Proposers must register at this time if they wish to be on the mailing list for further questions and answers. Once proposers are. found to be qualified by the selection committee and such qualification is ratified by the City Commission, they will be notified and advised as to when proposals are to be submitted using the enclosed Proposal Form. If an individual banking service account is proposed upon, then the proposal will be assumed to meet or exceed the requirements as stated. If a requirement can not be met by the proposer, then the phrase "NO PROPOSAL" should be entered on the quote form for that service account. In the case of a "NO PROPOSAL" remark, the proposer may offer an alternative service. 13 9 6 - 55'7 14 Proposers may choose to propose on one, combinations, or all of the accounts as described in this Request for Proposals. Multiple and alternate proposals may be submitted by proposers. All proposals must be submitted in sealed envelopes bearing on the outside the name of the proposer, the address, the title of the proposal, and the words "City of Miami Banking Services". It is the sole responsibility of the proposer to ensure that the proposals arrive on time at the right place. The proposals must be signed in the name of the proposer and must bear the signature in longhand of the person or persons duly authorized to sign the proposal. The name, office address, and office telephone number of the point of contact must be clearly identified. Proposals from qualified proposers must be submitted in sealed envelopes with seven copies no later than 3:00 P.M. on , 1996 in person to the City of Miami Office of the City Clerk 3500 Pan American Drive Miami, Florida 33133 D. Terms and Conditions 1. The City reserves the right to reject any or all proposals, to waive any irregularities or informality. in any proposals,and to accept or reject any item or combination of items. A contract (the "Contract"), may be offered by the City, to the previously qualified proposer whose proposal best complies with all the requirements set forth in this document. In the event that the proposer(s) to whom the Contract is offered does/do not execute the Contract within thirty (30) days after the selection of his/her proposal, the City may give notice to such proposer of intent to select the proposal of the next most qualified proposer, or to call for new proposals, and may proceed to act accordingly. The proposal form indicates the number of transactions anticipated based upon the prior years account activity, and although this is the City's best estimate of volume, the City is in no way guaranteeing these volumes; however, the City will make adjustments to the compensating balance based upon the per item cost if transactions substantially change from the estimates contained therein. If your price per item would change if the volumes change 96- 557 substantially then your proposal should indicate the volume range covered by the proposed price., 2. Proposers should thoroughly examine and be familiar with these specifications. The failure or omission of any proposer to receive or examine this document shall in no way relieve any proposer of obligations with respect to this proposal or the subsequent contract. The submission of a proposal shall be taken as evidence of compliance with this paragraph. 3. Deviations from the services requirement may, at the discretion of the Selection Committee, result in the rejection of the proposal as not being responsibe to this REQUEST FOR PROPOSALS. 4. The City reserves the right to establish demand deposit accounts in other banks or receive the same or different services from other banks as needed to conduct City business. 5. Under the Florida Public Records Act and the Florida "Sunshine" laws, all proposal materials, the results of the City's evaluation, and the proceedings of the subsequent contract negotiations are all open to public inspection. Banks should take special note of this as it relates to any proprietary information that might be included in their proposal package. 6. The selection of a proposal as most qualified shall not grant the proposer any vested rights until the Contract is executed. City Ordinance No. 10538, "The Minority and Women Business Affairs and the Procurement Ordinance of the City of Miami, Florida" sets forth a goal of awarding at least 510-. of the City's annual expenditures to businesses owned by Blacks (170), Hispanics (17 0) , and Women (17 0 ) . Additionally, the proposer must provide an Affirmative Action/EEOC policy which indicates that there will be no discrimination as to race, color, creed, national origin, or handicap, in regards to its obligations, work and services performed under the terms of this contract. The proposer also agrees to present 96- 557 an affirmative action plan that declares nondiscrimination on the basis of race, color, religion, creed, national origin, sex, age, or handicap, and that specifies target goals and target dates to assure implementation of that plan. In addition, the proposer must state the extent to which minorities/women will be involved in fulfilling the Contract should it be offered to the proposer and must make an affirmative commitment to be responsive to the taxpayers of the City and to minorities/women participation on the board of the banking institution. Attached as Exhibit III, to this REQUEST FOR PROPOSALS, is a copy of City Ordinance No. 10062, as amended. Statistics supporting your compliance with this provision should be submitted as required by section I(B)(5). The proposers, by submitting a response to this procurement request, agree to comply with Executive Order No. 11246 entitled "Equal Employment Opportunity" as amended by Executive Order No. 11375, as supplemented by the Department of Labor Regulations (41CFR, Pat 60). A. General_ The banking services detailed in this section are to be performed for the City on a contractual basis for three years. The City may choose a single bank or split up these services among several banks if it would be more responsive to the City requirements. -.. City funds collected daily will be deposited in this account. Checks deposited will be available the next banking day if deposited in the bank by the time of day the bank normally closes its transactions for the day, deposits made at banks operations center; or 5:00 p.m. for deposits made at designated branch with proximity to City of Miami Finance Department located at 444 S.W. 2nd Avenue, Miami, Florida, 33131. State of Florida Treasurer checks and Dade County checks in excess of $100,000 drawn against local banks deposited before noon will have same day availability. 16 96- 557 Disbursement of funds in this account will be made by: 1. Internal bank transfers 2. Wire transfers per City instructions Each transaction will be shown on the statements individually, i.e., no summing or netting of transactions. All deposit credit transactions will have a reference number. All other accounts will maintain a zero balance. Any items clearing thru these accounts will be funded by transfers from the main depository account at the end of each business day. Other services provided under the Main Depository Account are as follows: Investments - Safekeeping Agent: (Custodial Account) The selected bank must make arrangements with a New York City Bank to take delivery of securities on certain transactions. The custodian, on investment purchases, would not release monies until the security had been safekept; and conversely, on investment sales, securities would not be released until monies had been received. Examples of services required are as follows: • Safekeeping of all assets - physical and book.entry. • Collection of all income - interest and dividends. • Execution and settlement of trades as directed. • Notification of bond calls, tender offers, exchanges, etc. A Disbursement of funds as directed. • Execution of wire transfers as directed (all wires in and out) . 0 Recording of all transactions * Monthly statements detailing all transactions and current portfolio at market value. Payroll Deductions: The Bank will purchase on behalf of City employees, approximately 130 United States Series EE Savings Bonds (or subsequent Series Bonds) per pay period, purchased through the City's payroll deduction plan. Such bonds shall be 95-- 557 issued and mailed within ten business days of the City payday by the Bank directly to the employee or designated holder without charge. The City will furnish the Bank a magnetic character computer tape in a form acceptable to the Federal Reserve Bank for the Bonds to be issued each payday, accompanied by the City's check payable to the Bank. The Bank agrees to transfer to the Federal Reserve Bank, immediately upon receipt of said check, the amount of the Savings Bond purchase. C. Main Operating Account: The City's main operating demand deposit account will be a checking account. The City will issue checks for payment to the drawing bank. Approximately 3,300 checks amounting to $8,700,000, will be issued monthly. D. Payroll Account: The City is currently on a biweekly payroll `basis paying every other Thursday/Friday for some 4,000 employees with net pay amounts of approximately $2,850,000 biweekly. It is the intent of the City to continue with this payroll system; however, mainly due to employee union contracts, this system may change. There will be no charge to City employees for paycheck cashing services. The Bank must be able to implement a direct deposit payroll system for all City employees to all bank locations in the South Florida Federal Reserve District. The City will provide a payroll tape for use by the Federal Reserve. The Federal Reserve will process the tape creating a direct deposit to each employee's account. This account will be exclusively used for paying Workers' Compensation claims. Approximately 600 checks amounting to $650,000 will be issued monthly. F. Claim Payable Account: This account will be exclusively used for paying claims. The City will issue checks for payment to the drawing bank. 18 96- 557 Approximately 450 checks amounting to $700,000 will be issued monthly. G. Computerized Services: A complete reconcilement service is required which matches a customer's entire issue file against the paid check activity during the statement period. The automated input, "checks issued file", is usually generated by the City's automated Payroll and disbusement system. In the event the above services can not be provided the following requirements are necessary: All demand and time deposit accounts maintained must be computerized so that reconciliation can be performed and so that balances are known by 9:00 a.m. daily. At the discretion of the City, the Bank may be required to perform monthly account reconciliations. Alternatively, the City will receive on high voulume accounts, principally the Main Operating Demand Deposit Account, the Workers' Compensation Demand Deposit Account, the Payroll Demand Deposit Account, and Claim Demand Deposit Account, a magnetic tape of paid items that must contain all checks paid during the month with the following details for each item: Paid Date Check Number Amount Paid The magnetic tape should be 1600BPI, unlabeled, with an 80 character record size and blocking factor of 10. The layout of the required information is: From To Data Type Data Description 1 - 6 9 (6) Clear Date (YYMMDD) 7 - 11 X (5 ) Spaces 12 - 15 9(4) Bank Account Number (same as recorded in MICR on checks) 95- 557 16 - 21 9(6) Check Number 22 - 29 X(8) Spaces 30 - 39 9(8)V99 Check Amount ($$$$$$$$cc) 40 - 80 X(41) Spaces This information should be in EBCDIC format. All paid checks must be returned in check number sequence on all demand deposit accounts. The tape must be reconciled to the monthly statement and all reconciling items identified. H. Statement and Advice Fre ency: All devises affecting a debit or credit memo type transaction must be produced daily and mailed to the City. Statements on all bank accounts will be produced monthly, except for Main Depository account where statements must be produced on a daily basis and held for City pickup. I. L,ockbox Services (Receivables): As a minimum the services should provide the following: • Process payments with: • One check several stubs • Several checks one stub • One check one stub • Reject payments that are less than a set amount, percentage, or on accounts listed by the City as closed. • Process payments without stubs if account information is otherwise noted. 20 916- 55 • Lockbox to be cleared by noon each business day and all payments deposited to City account and funds available the next business day. • Data link to City computer for daily update of paid accounts. All supporting documents to be batched by payment type and day received and forwarded to the City. • All unprocessed payments to be given to the City with all supporting documents attached to the check. • Microfiche of front and back of all payments processed with date processed so noted. • Mailing address for payments must be "City of Miami, Miami, Florida". Any proposal for this service should include all special requirements such as but not limited to; stub size,envelope size, printing specifications (OCR line) etc. Acceptance for payments either in person or by phone, for City Services with major credit cards, including but not limited to Visa and Mastercard. As a minimum, the services should provide the following: • Process of payments by: • ACH items, along with accompanying payment information. These data should be available for up to thirty (30) days. • Wire transfers for same day payments, these data should be available for thirty (30) days. Payments by check with a turn around of 24 hour after receiving invoices, as well as a full reconciliation services. 96- 557 21 L. -Other Should any other banking services become available in the future, such as automated payroll preparation, the City hay the option of utilizing some or all of these additional services, during the time period of the agreement, without the necessity to amend the agreement. III. Proposing A. Explanation of Proposal Fora: The blank proposal forn (Exhibit I(a) thru (e) or copy thereof, is required of all proposers. No proposal will be considered without amount. being placed on this form. If the proposing bank is unablE to meet or exceed the requirements as specified, then the wording "NO PROPOSAL" should be placed in the extensior. column. Under the VARIABLE method, actual monthly services will be counted and the volume of transactions will be computed tc determine the compensating balance required. Under the FIXED method, the compensating balance proposal will be a minimum average balance guaranteed by the City throughout - the three-year contract. All proposals are final. It is the prerogative of the Cit1 to eliminate any service quoted on, if in its opinion th fees for providing these services are excessive; or i administratively the service could be performed in al { alternative way. It is also within the discretion of th, City to split up the banking services among several banks or withhold awarding some of the services if in the bes interest of the City. B. Service Charge Calculation - Variable 22 Monthly, the selected bank(s) will prepare a billing fc services rendered. This billing must be presented in format similar to the bidding form with a total for all ti service charges for the month. The total service charges thereby evaluated will then Ir converted to a "Balance Required to Support Service." th= balance will be calculated by dividing the total servi� charges incurred by the monthly average yield on 13-we: Treasury Bills issued during that month. 96- A simple monthly average of new Treasury Bill issues, the Tuesday Wall Street Journal published average discount rate would be used as the earning factor. For example, the newly issued Treasury Bill in June 1996 were as follows: = Average Discount Rate of 13-Week Bills 5.09 5.16 5.08 5.10 20.43 Total 5„®11 Average 6/03/96 6/10/96 6/17/96 6/24/96 And therefore, the earnings factor for conversion of service charges to compensating balances for June 1996, would be 5.110. Pant -AMP - .. Charge for Services Earning Factor (see above) Compensating Balance Required (7,500/.0511 x 360 / 30) Average Daily Collected Balance Difference Times the Earning Factor (.0511 x 30 / 360) Earning Credit $ 7,500.00 .0511 1,761,252.00 OWE .011241 11110 pills $1,026.61 The actual average daily collected of all non -interest bearing accounts would be calculated and compared to the amount of compensating balances required. The monthly 96- 557 23 calculation would enable the City to adjust upward or downward its uninvested funds. A maximum of one (1) working day will be permitted for uncollected balances. However, State Treasury Checks and Dade County checks drawn on local banks in excess of $100,000 would be made good on the day of deposit when deposited by 12:00 noon. There is no provision for Federal Reserve Requirements. C. Price List: Proposers should provide a comprehensive "List of Service Prices". This list will be considered all-inclusive and the prices shown on the list will be valid for the entire length of the bank services contract for those services not specifically requested in this proposal. 24 95-- 55` EXHIBIT I FOR INFORMATION ONLY DO NOT SUBMIT WITH PROPOSAL 96- 557 2'55 Exhibit I (a) City of Miami Main Depository Account Estimated Annual Price Services Required volume Per Unit Account Maintenance 12 Special Statements (daily) 240 Coin Shipments 5000 Currency Shipments 2000 Deposits 1500 Deposit Corrections 24 Items Deposited 300,000 Debit Memos 160 Credit Memos 400 Daily sweep into designated 240 cash equivalent fund, or Transfer to/from main depository account (Zero balance accounting) Item Deposited Returned - 840 Charge Back Item Deposited Returned - 1,500 Resubmitted Wire Transfers - In 250 Wire Transfers - Out/Repetitive 520 Wire Transfers - Out/Manual 50 26 96- 557 Exhibit I(a) Cont Id. City of Miami Main Depository Account Estimated Annual Price Services Required Volume Per Unit On-line terminal - Wire Transfer 12 (Module) ***************************************************************** On-line terminal/Daily Cash Balance 12 Basic Access (Module) ***************************************************************** On-line - Basic Access Multiple Account 36 ***************************************************************** On-line - Credit Detail Transaction 12 Reporting Suse. ***************************************************************** On-line Debit Detail Transaction 12 Reporting Suse ***************************************************************** Lockbox Maintenance 12 ***************************************************************** - Item Processed 250,000 - Item Processed - Key Entry 48,000 - Non-Processable Items 8,000 - Lockbox Correspondence 3,000 Daily magnetic tape of accounts 240 Paid and amounts in City format ***************************************************************** Optional data link to City 240 computer for daily update of paid accounts ***************************************************************** Acceptance of payments via VISA or Mastercharge. Number of Sites 4 Annual total $ paid 50,000 Electronic verification of Card at all sites 4 96- 557 21 Exhibit I (a) Cont Id. City of Miami Main Depository Account Estimated Annual Price Services e uired Volume P_ar_U1LtL Direct transmission (Per 1,000 characters) - $100 minimum VAN Transmission (Per 1,000- characters) Payment Processing and Origination Checks per month: ACH per month: Wire Transfers per month: Repetitive Wire Transfers Non -Repetitive Wire Transfers PAYMENT CANCELLATION/REVERSAL Payments Reversal Check In Process (Per item) Payments Reversal ACH In Process x (Per item) NOTIFICATION Fax per report (Max. 20 pages) E Mail 28 55-- 5' Debit Return/NCO ADDITIONAL SERVICES Account Reconciliation Full Reconciliation Per Item Cross Check Services Monthly Maintenance 96- 557 City of Miami Main Operating Account NEVER$ W. Estimated Annual Volume Exhibit I(b) Price Per Unit Account Maintenance 12 Stop Payment via in house terminal 120 Checks Paid 40,000 Full or Partial Reconciliation - Full per item 40,000 Partial Output tape 12 Fine sort checks per item 40,000 Stop Payment - check copies front and back 10 Microfiche of paid checks - front and back 12 Stop Payment - Module 12 30 '4 96- 557 City of Miami Workers Compensation Account Exhibit I(c) Estimated Annual Price volume Per Unit Account Maintenance 12 Stop Payment via in house terminal 50 Checks Paid 10,400 Full or Partial Reconciliation - Full per item 10,400 Partial Output tape 12 Fine sort checks 10,400 Stop Payment - check copies front and back 10 Microfiche of paid checks - front and back 12 Y 96•- 557 City of Miami Payroll Account Estimated Annual volume Exhibit I (d) Price Per Unit Account Maintenance 12 ***************************************************************** Stop Payment via in house terminal 50 ***************************************************************** Checks Paid 100,000 ***************************************************************** Full or Partial Reconciliation - per item 100,000 ***************************************************************** Output tape 12 ***************************************************************** Fine sort checks per item 100,000 ***************************************************************** Stop Payments - check copies front and back 10 ***************************************************************** Microfiche of paid checks - front and back 12 Direct Deposit - ACH Maintenance 12 ACH - Transactions 9,000 ***************************************************************** Transmission - IN 26 Savings Bonds Printing and mailing 3,380 32 96- 55, Exhibit I (e) City of Miami Claims Payable Account Estimated Annual Price sSerr;cPs Required Volume Per Unit Account Maintenance 12 Stop Payment via in house terminal 50 Checks Paid 10,000 Full or Partial Reconciliation - Full per item 10,000 Partial Output tape 12 Fine sort checks 10,000 Stop Payment - check copies front and back 10 Microfiche of paid checks - front and back 12 95- 55'7 ki City of Miami Trust Account Services Services Reguired Exhibit I(f) Estimated Annual Price Volume Per Unit Safekeeping of all assets - 220 physical and book entry - Collection of all income interest and dividends - Execution and settlement of trades as directed - Notification of swaps and, trades - Disbursement of funds as directed - Wire Transfers In - Investment Maturities - Wire Transfers out - Investment Purchases Monthly statements detailing all 12 transactions and current portfolio at market value a] Ri 557 PROPOSAL CALENDAR Approval of RFP by City Commission Distribution of RFP Proposers Pre -Proposal Conference Receipt of Proposers Qualifications City Commission approval of qualified banks as recommended by Selection Committee Receipt of Bids City Commission award of contract based on City Manager's recommendation of lowest bid EXHIBIT II DATE July 25 August 12 August 26 September 23 October 25 November 12 December 12 96- 55� EXHIBIT III ' .T-SQ-1153 1/12/89. ORDINANCE NO. _-Lp53B AN ORDINANCE AMENDING CHAPTER 16, ENTITLED -FINANCE", OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, BY REDEFINING THE TERM "MINORITY AND WOMEN -OWNED BUSINESS ENTERPRISE AND DEFINING THE TERM 'VENDOR" 'IN SECTION 18-68: REQUIRING IN SECTION. 18-72 THAT THE GOAL OF AWARDING AT LEAST FIFTY-ONE PERCENT (51%)- OF THE CITY'S TOTAL ANNUAL DOLLAR VOLUME OF ALL PROCUREMENT EXPENDITURES TO MINORITY/WOMEN SMALL BUSINESSES BE APPLIED TO ALL CITY OF MIAMI BIDS AND CONTRACTS; ` REVISING SECTION 18-73 TO PROVIDE THAT ALL CITY OF MIAMI INVITATIONS, REQUESTS AND/OR ADVERTISEMENTS FOR BIDS, PROPOSALS, QUOTES, LETTERS OF INTEREST AND/OR QUALIFICATION STATEMENTS CONTAIN THE APPROVED MINORITY/WOMEN BUSINESS ENTERPRISE (H/WBE) PARTICIPATION REQUIREMENTS PURSUANT •TO CITY OF MIAMI ORDINANCE NO. 10062 - HINORITY/WOMEN BUSINESS AFFAIRS AND PROCUREMENT PROGRAM; REQUIRING THAT ALL RESULTING AWARD AND/OR CONTRACT DOCUMENTS CONTAIN THE REQUIRED COMPLIANCE FORMS RELATIVE THERETO; REVISING SECTION 16-73(5) TO EXPAND UPON THE AFFIRMATIVE ACTION REQUIREMENTS FOR ALL:CITY- BIDS AND CONTRACTS; ADDING 'SECTION 18-76 AUTHORIZING ADMINISTRATIVE DEPARTMENTS TO ESTABLISH THE REQUIRED ADMINISTRATIVE PROCEDURES TO INSURE COMPLIANCE WITH THE CQDE: FURTHER, PROVIDING FOR RESOLUTION OF DISPUTES REGARDING WITHHELD PAYMENTS. OF CONTRACTORS AND SUBCONTRACTORS AND FURTHER ADDING SECTION 18-77 DESIGNATING THE DIRECTOR OF THE OFFICE OF H/WBE AFFAIRS AS THE CITY OFFICIAL RESPONSIBLE FOR ESTABLISHING AND IMPLEMENTING H/WBE BID AND CONTRACT PARTICIPATION REQUIREMENTS, COMPLIANCE GUIDELINES, AND MONITORING AND REPORTING PROCEDURES., CONTAINING A REPEALER PROVISION AND A SEVERABILITY CLAUSE. WHEREAS, Ordinance No. 10062 dealing with Minority/Women Business Affairs and Procurement established -the annual goal of procuring/contracting fifty-one percent (51%) with minority/women owned and managed business enterprises; and WHEREAS, Administrative Policy Manual 4-86 (APK 4-661, issued October 1, 1986, provides for the administrative implementation of Ordinance No. 10062; and WHEREAS, it has been determined that there is further need for legislative relief to obtain said goals, particularly as it 36 1,01138 9 6 Y relates to the City•s o bid, proposal and contract process and the resulting documents on a bid/contract by bid/contract basis to achieve the annual goals; NOW, THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. Section 18-68," is hereby amended in the following particulars.l , "Sec. 18-68. Definitions. T For the purpose of this article, the following terms, phrases, words, and their derivations shall have the following meanings: Minority and women -owned smj�ll business enterprise means a business enterprise in which at least fifty-one percent (511%) of said enterprise is owned by Blacks, Hispanics or women whose management and daily business operations are controlled by one or more Blacks, Hispanics or women end whQ em_Qls2y a maximum of twpnty- five (251 emg ove s sr havg a net worth not in excess of two miilZion dollars. - Vendor means any business entity providing goods, services or equipment to the City of Miami through a purchase, field or blanket order or contract." Section 2. Section 16-72(a), is hereby amended by adding the following language: "(a) The objective of the City is to achieve a goal of awarding a minimum of fifty-one percent (51t) of the total annual dollar volume of all procurement expenditures to Black, Hispanic and Women -owned small business enterprises_ to be apportioned as follows: Seventeen percent (17%) to Blacks, seventeen percent (171) to Hispanics and seventeen percent (17%) to women; such Qol_shall be applied to All city bids end contracts." Section 3. Section 18-73 is hereby amended by adding the following language: 'Sec. L8;7, ReQui ed statempnts f_s2T' as2l f.ctaUs2as or no_tic_ required statements on contracts and awards. =1� 1. .- I e1•. • 1 1 1 • • . • • • Il " 1 • Y l i i words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Asterisks indicate omitted and unchanged material. -2- tus3a 9 6 -- 5517 It shall be mandatory for all City contracts t and/or procurement award documents to contain the following: a + a (5) A requirement that each bidder, nrooQ,9�J• or vendor, submit along with the bid or proposal an affirmative action plan (AAP). Any significant eqquity participants, joint venture participants, oUbcontractors, suppliers or other parties to the bid or proposal shall also be required to submit such plans. 1' •. • 1' • -. •. 1 1' • r - 1 • 1 • qu• •1 / • 1 •• • 1 1 • 1 • • • 1 • 1 ! • • 1 • : 1 • 1 • • • • ' - • • 11 : • • 1 " • • • • 1 • •It• i ' • y . � • 1 • • 1 • 1 i•l • • • 1 1 f' •f • •i ••1%•' ll• •'1• 1 .1• • •• .1 Section 4. The following new Section 18-76 is added in its entirety: -Sec. 18-76. Administrative Procedures. The Departments of finance, Public works and General Services Administration are authorized to establish the required administrative procedures to insure compliance 38 with the provisions as set forth herein. 96- 5 1 ()r:-.IS=7 The Finance Department is mandated to institute payu_nt procedures which will insure, in those instances in which the M/WBE•bid or contract requirements result in• contracts, subcontracts or joint ventures for M/WSEs, that compensation provided pursuant thereto shall be in the form of a check made payable to the primary contractor, bidder or proposer, and (if 'appropriated jointly) to the minority/woman business enterprise subcontractor or joint venture partner in an amount not to exceed the subcontracted or joint venture amount, based upon approved invoices submitted by the prime contractor, proposer or joint. venture, to the City. In the event a dispute should arise as to the performance or payment of the primary contractor or bidder/proposer or the M/WBE, under the terms and conditions of the City contract or procurement award document, compensation shall be withheld until such time as the dispute is resolved in accordance with the procedures set forth in this Chapter for resolving such disputes. All Administrative Directors shall amend their existing policies and procedures or to create such new ones as may bg required to insure and report on compliance with all aspects of this article. - Section S. The following new Section 16-17 is added in its entirety: -Sec. 16-77. Designation of the Director of the Office of Minority/women Business Affairs. The Director of the Office of Minority/Women Business Affairs is designated as the official responsible for establishing M/WBE bid and contract/award requirements, creating and implementing compliance guidelines, monitoring compliance, resolving disputes, and. _ reporting on all of the above to the City Manager. - Section 6. All ordinances or parts of ordinances in conflict with the provisions of this ordinance insofar as they are inconsistent or in conflict with the provisions of this ordinance are hereby repealed. Section 7. If any section, part of section, paragraph, clause, phrase, or word of this ordinance is declared invalid, the remaining provisions of this ordinance shall not be affected. PASSED ON FIRST READING BY TITLE ONLY this 1Sth 'day of December , 19 66. PASSED AND ADOPTED ON SECOND AND FINAL READING BY TITLE ONLY this 12th day of January 19 69. A00�-a XAVIER L. EZ, Mayor HA Y HIRAI City Clerk -4- 1.0538 9s _ 5 5 739 PREPARED AND APPROVED BY! LINDA K. KEARSO Assistant City Attorney APPROVED AS TO FORM AND CORRECTNESS: r• 4JORE ,FER ANDEZ torne LKK/pb/bss/H424 I 40 -s- 1053 96- 557 EXHIBIT IV J-85-944 10/11/85 ORDINANCE No. -1 0 0,8 2 AN ORDINANCE REPEALING ORDINANCE NO. 9775. THE MINORITY PROCUREMENT PROGRAM ORDINANCE OF THE CITY OF MIAMI, FLORIDA AND SUBSTITUTING THEREFOR A NEW MINORITY PROCUREMENT PROGRAM ` ORDINANCE TO BE KNOWN AND CITED AS 'THE 0 TI 0 E CITY 0 MIAMI, ID RS ASLISHING A MINORITY AND WOMEN BUSINESS AFFAIRS PROCUREMENT PROGRAM AND COMMITTEE; PROVIDING FOR THE � EAR T10N BY THE CITY MANAGER OF AN OFFICE OF MINOY AND WOMEN BUSINESS AFFAIR PROCURRITEMiNT; FURTHER SETTING FORTH A 0 L OF AWARDING AT LEAST 51 PERCENT OF THE CIT 'S TOTAL ANNUAL ' DOLLAR VOLUME OF ALL PROCUREMENT EXPENDITURES TO BUSINESSES OWNED BY BLACKS (17S), HISPANICS (17%), AND W014EN (17t); AU_T_HO��RIZI��NG THE CITY MANAGER TO PROVIDE FOR' MII RRITY—A76 WOMEN -OWNED BUSINESS ENTERPRISE. PROCUREMENT Z�T-ASIDES AND CONTRACT PROVISIONS; PROVIDING FOR THE bEVELOPMENT OF PROCEDURES. MEASURES AND RESOURCES TO IMPLEMENT SAID PROGRAM. GOALS AND OBJECTIVES; AND CONTAINING A SEVERABILITY CLAUSE. WHEREAS, Ordinance No.. 9775 dealing with minority procurement has been found to be in need of revision and modificaticn to strengthen the effectiveness of the City of Miami's Minority Procurement Policy and Program; and WHEREAS, the City Commission. in repealing Ordinance No. 9775 and in adopting and substituting -therefor the herein Minority and Women Business Affairs and Procurement Ordinance is authorized pursuant to the Charter of the City of Miami, Sections 52 and 53; and the Municipal Home Rule Powers Act of 1973, Chapter 166.001 it seq., Florida Statutes, as amended; and WHEREAS. the U.S. Supreme Court has upheld Dade County Ordinance No. 82-67. adopted July 20, 1984. restricting bidding on construction projects to Black -owned firms when prior unwarranted discrimination has been proven; and WHEREAS. findings of a City of Miami Minority Procurement Disparity Study indicated a substantial exclusion of minority and women -owned businesses from the City's procurement process for the fiscal years between 1971 and 1981; and WHEREAS, this Ordinance will prevent the perpetuation of the effects of prior unwarranted discrimination which has 41 >> 95-- 55'7 A. Sus iTit SS* Ent - r!se weans any corporation, partnersnIV. individual, sole proprietorsniv. joint stock 1 company. joint venture.' professional association or any other j legal entity that is properly licensed to do business with the i City of Hiaoi and/or Dade County and/or the State of Florida. I1 E. Minority and Wowen-Owned Business Enterprise aeans ja business -enterprise in vnicn at least 51 percent of saio I "'- enterprise is owned by Blacks. Hispanics or Women vnose usnagewent and daily business operations are controlled by one ! or core Blacks. tii.spanics or,. :tocen. C. Contract means agreements for the procurement of goods. services or construction of facilities for the City of Hi anti . 42 D. Facilities weans all total or partial publicly _...mod..- - financed projects including„ but Without..limitation. unified developwent projects;' municipal public Worts and Municipal imvrovewents :o the -extent they are financed With C1zy money. utllize City property. or require City. services. E. Goods and services include. without licitation. Public Worts, iavrovements. facilities. professional services. cocaodities. supplies. materials and equivalent. F. Goal Means the perctntagel of the annual dollar volume of procurement expenditures deterained by this ordinance to be offered for Minority and Yomen business participation. G. Set aside is -the term which will be used to designate a given purchase or contract or a nortlon of a given Purchase or contract award for Slack. HISCaaic and/or Uccen- owned businesses. Set -asides may only be utilized where it is deterained. prior to th* invitation to bid cr request for proposals. that there are a sufficient number of certified Black. Hispanic and/or U40nen-owned businesses to afford efftctive cowpetiticn for the purchase. H. Joint Venture shall wean an association of persons or legal entities with the intent to .engage in and carry out a single business enterprise for prcflt: 96- 557 • SCL :�c' <. The ODj ec ti ve of the Z 4 ty 1S lcrtttve a 9G-&' of a..arding a •inlmun of Sl= of the total annual dollar volume Of all procurement expenditures to Blacks, HispariicS and Locen- owned business enterprises to be apportioned as follows: seventeen percent (17.) to Blacks, seventeen percent (1::1 to Hispanics and seventeen percent (17%) to Women.l A. 7o further the goal of increasing the total annual volume of ail procurement expenditures to minority and women- --,,owned business enterprises, authority for a minority and vocen- owned business enterprise procurement set -aside is nercoy established for use by the Clty Manager as he or she may oeec advisaole or necessary to increase the participation of Black, Hispanic and Vomen-ow"ed businesses in City procurement contracts. B. It shall be mandatory for all City of Miami contracts and/or procurement award documents to contain the fell -owing: , (1.) specific reference to the applicability of the Minority and Vasco Business Affairs and Procurement P-ogram established by this Ordinance; (2.) A provision stating the right of the city to terminate and cancel any contract or contractual Agreement .::entered into. including eliminatian„of the individuals) and/or business enterprise(sl fro* consideration and participation in future city contracts, an the basis of having submitted deliberate and will ful,••false or u1sleadiag information as to his, her or its status as a Black, Hispanic and/or Uomen-awned business enterpf411e and/or the Quantity And/or. type -of sonority and women -owned business participation; (3-1 A requirei•ent that each successful bidder or offeror agree to provide-4 sworn statement of Compliance with the provisions of this Ordinance and its specific applicability to the purchase or contract award under consideration; such statewent shall certify that the bidder• or offeror, during the 1 Vo"en. depending anon their own annual self-selection shall oe listed in only one (1) of the categories: race. ethnicity� _ gender. 6 f section9- Snould any Pert or Drav�%ion of _nis 0-dinancc oe declared by a Co.ur , of Competent jurisdiction to be InvAI lzme snail not affect the validity of the Oroinance as a .mole. PASSED ON FIRST READING 9T TITLE ONLY tniS _C,:t may of ' :iov�t�b�r 1985. I PASSED AND ADOPTED ON SECOND AND FINAL READING 8y ONLY tnis :4t6l day of 7<ceno.r 1985. AtTEST: athSJAwi, . ayor City Clerk PREPARED AND APPROVED BY: Deputy city t.arney APPROVED AS TO FORM ARC CORRECTNESS: (4 /d'1�l City Attorney . AaJ/.rpclp0/ao/8156 , s 96- 557 J-68-1153 1/12/69 ' ORDINANCE NO. 1(753� AN ORDINANCE AMENDING CHAPTER 18, ENTITLED 'FINANCE-, OF THE CODE OF THE CITY OF IJIAHI, FLORIDA, AS AMENDED, BY REDEFINING THE TERM -MINORITY AND WOMEN -OWNED BUSINESS ENTERPRISE AND DEFINING ' THE TERM -VENDOR- IN SECTION 18-68: REQUIRING IN SECTION• 18-72 THAT THE GOAL OF AWARDING AT LEAST FIFTY-ONE PERCENT (511-) OF T!!£ C.ITY'S TOTAL ANNUAL, DOLLAR VOLUME OF ALL PROCUREMENT EXPENDITURES TO MINORITY/WOKEN SHALL BUSINESSES BE APPLIED TO ALL. CITY OF MIAMI BIDS AND CONTRACTS: REVISING SECTION 18-73 TO PROVIDE THAT ALL CITY OF MIAMI INVITATIONS, REQUESTS AND/OR ADVERTISEMENTS FOR BIDS, PROPOSALS, QUOTES, LETTERS OF INTEREST AND/OR QUALIFICATION STATEMENTS CONTAIN THE . APPROVED MINORITY/WOMEN BUSINESS ENTERPRISE (H/WBE) PARTICIPATION REQUIREMENTS PURSUANT TO CITY OF MIAMI ORDINANCE NO. 10062 - MINORITY/WOKEN BUSINESS AFFAIRS AND PROCUREMENT PROGRAM; REQUIRING THAT ALL RESULTING AWARD AND/OR CONTRACT DOCUMENTS CONTAIN THE REQUIRED COMPLIANCE FORMS. RELATIVE THERETO; REVISING SECTION 16-73(5) TO EXPAND UPON THE AFFIRMATIVE ACTION REQUIREMENTS FOR ALL CITY BIDS AND CONTRACTS; ADDING SECTION I8-76 AUTHORIZING ADMINISTRATIVE DEPARTMENT'S TO ESTABLISH -THE•• REQUIRED ADMINISTRATIVE PROCEDURES TO INSURE COMPLIANCE' WITH 'THE CODE;, FURTHER,- PROVIDING FOR" RESOLUTION OF DISPUTES REGARDING WITHHELD PAYMENTS'• OF CONTRACTORS AND SUBCONTRACTORS AND FURTHER ADDING SECTION 16-77 DESIGNATING THE DIRECTOR OF THE OFFICE OF H/WBE AFFAIRS AS THE CITY OFFICIAL RESPONSIBLE FOR ESTABLISHING AND IMPLEMENTING H/WBE BID AND CONTRACT ,PARTICIPATION REQUIREMENTS, COMPLIANCE GUIOELIVES, AND MONITORING AND REPORTING PROCEDURES; CONTAINING A REPEALER PROVISION AND A SEVERABILITY CLAUSE. 'WHEREAS, Ordinance No. 10062 dealing with Hinority/Women Business Affairs and Procurement established the annual goal of procuring/contracting fifty-one percent (51%) with minority/women owned and managed business enterprises; and WHEREAS, Administrative Policy Manual 4-66 (APM 4-661, issued October 1, 1986, provides for the administrative implementation of Ordinance No. 1006.2; and WHEREAS, it has been determined that there is further need for legislative relief to obtain said goals, particularly as it A 557 I •tlf • 1 1 - • b_ It shall be mandatory for all City contracts and/or procurement award documents to contain the following: (5� A requirement that- each bidder, QnQser. Qr wen or, submit along %rith the laid or proposal an affirmative action plan (AAP). Any significant equity participants, joint venture participants, subcontractors, suppliers or other parties to the bid or proposal shall also be required to submit such plans. 1 ' • • - • - • • - . • •Nt • • ! • •RIM• -.1 M. tl • ' A ' 1 ••- Alt • • WIN. t : •! • 1 •• li" 1 1 • ' If• • /• • 1' •�•• It •• • .Iw •i 1•rr • • . 1• I • • 1" 034 MR&W921M %imeju• •' •!�' • • - all 1 . - ! 1 • • . - • 1 • 1 • •: .•• •• • • • • 1 . • • • tt •• •• , • - - Ott t ' • Section 4. The following new Section 16-76 is added in its entiretyi 46 'Sec- 16-76. Administrative Procedures. The Departments of Finance, Public works and General rr�� 5 5 Services Administration are authorized to establish the J E2,HIL IT V J-95-486 05/23/95 ORDINANCE NO. 11272 AN EMERGENCY ORDINANCE AMENDING CHAPTER 18, ENTITLED ,"FINANCE," OF THE CODE OF THE CITY OF MIAMI,--.FLORIDA, AS AMENDED, BY REDEFINING THE TERM "MINORITY AND WOMEN -OWNED BUSINESS ENTERPRISE," IN SECTION 18-68 .OF THE SAID CODE; CONTAINING A REPEALER PROVISION AND A SEVERABILITY CLAUSE. WHEREAS, Ordinance No. 10062 pertaining to the Minoi7ity/Women Business Affairs and Procurement Program established the annual goal of awarding a minimum of fifty-one percent (51%) of the total annual dollar volume of all procurement expenditures to Black, Hispanic and women -owned business enterprises; and WHEREAS, Ordinance No. 10062 was amended by Ordinance No. 10538 to, inter alia, define a minority/woman-owned business enterprise as being a small business enterprise in which at least fifty-one percent (51%) of said enterprise is owned by Blacks, Hispanics -or women whose management and daily business operations are controlled by one or more Blacks, Hispanics or women and who employ a maximum of twenty-five (25)employees or have a net worth not in excess of two million dollars; and 112'7` 48 �� � PREPARED AND APPROVED VY3 �4 'e, 14t-14-1' — LINDA K, KEARCO Assistant City Attorney APPROVED AS TO FORH AND CORRECTNESS: !� JOR E L. FER ANDEZ Cit Attorne LKK/pb/bss/N424 96_ 557 47 WHEREAS, the requirements to be met pertaining to the number of employees and net worth to be certified as a minority/women owned business enterprise have created a hardship for many minority/women-owned business enterprises who have achieved some measure of success and in effect have penalized them for being successful; NOW, THEREFORE, BE IT ORDAINED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: ! Section 1. The recitals and findings contained in the preamble to this Ordinance are hereby adopted by reference thereto and included herein as if fully set forth in this Section. Section 2. Section 18-68, Code of the City of Miami, Florida, as amended, is hereby amended in the following particulars:l "Sec. 18-68. Definitions. For the purpose of this Article, the following terms, phrases, words, and their derivations shall have the following meanings: Minority and women -owned emaI l business enterprise means a business enterprise in which at least fifty-one percent (51%) of said enterprise is owned 'by Blacks, Hispanics or women whose management and daily business operations are controlled by orie (1) or more Blacks, Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Asterisks indicate omitted and unchange, material, 112'7 86- 557 Hispanics or women net wrt-h net ift -e ees9 * * it Section 3. All ordinances or parts of ordinances insofar as they are inconsistent or in conflict with the provisions of this Ordinance are hereby repealed. Section 4. If any section, part of section, paragraph, clause, phrase, or word of this Ordinance is declared invalid, the remaining provisions of this Ordinance shall not be affected. Section 5. This Ordinance is hereby declared to be an emergency measure on the ground of urgent public need for the preservation of peace, health, safety, and property of the City of Miami, and upon the further grounds of the necessity to make necessary and required purchases of goods and supplies, and to generally carry on the functions and duties of municipal affairs. Section 6. The requirement of reading this Ordinance on two separate days is hereby dispensed with by an affirmative vote of not less than four -fifths of the members of the Commission. Section 7. This Ordinance shall become effective immediately upon its adoption. PASSED AND ADOPTED this 1st ATTEST WALTER WJfO-E MAN CITY CLERK 50 • 3 day of June 1995. STEtHEN P. CLARK, MAYOR 112'72 BID ITEMS BANKING SERVOCES BID 1t0.e RFP 95-96-150 ----_-----------------------,---- --------- ----- DATE BIDS) OPENED: SEPTEMBER 23, 1996 3:30 p.m. s 1. TOTAL BIDDER DID AWOIINT — _-- FIRS UNION NATIONAL BANK OF FLOR DA ------------- 4 Boxes & 1 Envelope _ .�--------------- BARNETT BANK OF SOUTH FLORIDA, N ----- ------------ 7,Envelopes -SUN TRUST BANK 1 Box Olf—ers from the vendors Rst d other oflcrs subr `!.d in herein are the 11!Yoffers I 'y ._---------------� --- -------------- ------------------- ------------- --- ---------------------- ----- - --------------- - -------- --------- --- ------------------- _ _ _received () envelopes on behalf of FINANCE - an c � (City Department) S I GNE D (Deputy Cit,yfClark) R E C E *96 S[P 23 P 3 :30 WALTER ?. FOEMAN CITY CLERK CITY U "41. FL,� Walter J. Focnian TO. City Clerk FROM Pete Chircut Debt Service Coordinator Gil)' OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM August 20, 1996 oArE iir.L RFP for Banking Services RFP No. 95-96-150 REFERENCES: ENCLOSURES. Please be advised that the Request for Proposal No. 95-96-150 for Banking Services are scheduled to be return to your oflice on September 23, 1996 at 3:30 p.m.. Please review and return them to me same day. If you have any gL►CStlon, please call me at ext. 4650. PC/lnm c� n O :- �J r r- z Ln ;tx Noto 1W t r,i R From r+ i'�sfK Ct %rt 1�/t.tvll DMILY BUSINESS REVIEW :'id�ivitta�l,�,1,ty:?Rc•ydS�tUr(lAy. unt90y8r(1 le+ )lN011daya 1,101YA, Ditdn !;nunly, H OK11a. ra :}Ittun ;+F FADE: '�, tht, i,=,dor,;lyn9d au+hnrity purepnnity appoarutl +t I erl,uym. who vo t Tim aity3 thal shn Is the t.c:gill Ntlllre3 of IN'? NI::m) Doily DuMneuo ?.Dan.! N,r inw, a wally (ara"I Smiurdoy, Sunday Ifottdalei ,. �tlpryr, Ir;IhilSh�Stl at MIAMI In nude cl,},,.1� 11 i,t it ttveha.t cnt of mfy0rilsoment, of ;I:iticn tit tho rnattnr of f ,............. Court ;,t15119d Ir. =::rid ne'.v;,µtlwr h, r,.a !•Fsivus of l +uromf Iays thut ihn mild Miami Dally SuylmiyA W 4r-17:tI1r1r C474i;Asmd at Mltnrtl In said Dsdn and IM M thy gold nAW"ur tins horetuforo pululnhsd In "Id OAtW County, 'Flortda, Z141uroay, pur,uay wul t.,rYrm ► 1,11,,-)A AtIA h ef,ty";' au u&Mld rtsu Frlait mattvrat tho punt ',rtr in Mlut ,t Sn t�A10 Dodo County, Fior-Ida, for a period of i 1+„vt pruCtxllnp thu first publication of lho alu+ChM 110 ll.ernnnl; W)d utfldnt futlhw t,ayn that she hat, Ir promFArtd any perm, fiml o_r corporatlun 1',1Wai9, L'q,YYhY1R3W11 Sir rjlf0 for -I N3 tlurposo ;ruljrfg tltla :dvaU:„m„ni (.%u Cation/n Via said Sworn to and subscribed before rno this i Aucjust; 96 Y Vr'._{_D,........./..`..-_ ..%4..-...........�... ......... . AA ,9...... '111: :Mrial.rCtfi.Y-.' „'vti1}_.� _ ,r y x r r Cr %rt I-IWAL NOTARY SL GI. Q S Clti'-nYL 11 MAHfiLa ,'°y• 1 L, CailbiD9�apry NLgAaF.R CCr r r C) p',. PAY C ULIrro �NN� E Y PGA i.._: FAN..,..... 12,200p r¢4iA- PROPOS1@;LS ilCiltlQCr��i#e!'i+frE �' , !a fUi uns�« Yn rpropnFtaf© iw 11Y8 prpral r �! fir•.:. D .. , j Fy}li Gorla cnjln for ltie pincxirit-ti it o ,; �fe bttrll4,(arYthrr,ri' vnara,an a cal5ptrfltl�e� IF for rxir;Eldoration by tho City,, '179Y11.�~d"rii GAM1A.�'.�A�' "v�uy't3tarT1:'; ,;•�,����:r�-:,•,;j.t`:-:l iilCiat_ fnfilitutia��'.rJutFi'oliinri' by. x,dlrsCt'(ielio�t ''t. � � �;•�-'ra�:',• y nrntmltY _ftainFstziiant Ac'r ° ; r;A. ;a1��+�W 5qurilks s ; n ark Wuot 11000010 joct~°,F Af ctrilYlti i� t��yrend (4�ofi0reta lnccme ,t.i, � ,.1 `1'�i,1• J�atiitlglsi�nd)�diylduals3�r:YxsRw rl, +r„4 'f�5'd?r'a', tK". ' t^olll faf htitmrtc�tt l*&,4 ri6k puIng ruquuul4d tomTpl and Inic r t q}r'saf;fee lbet(dtlt'ctit6da, and iemtis•und vhnditton.e �r Rita + d{llglt *b 1`4 ,tWl�,f r& w, Ata dOCURYnrFt; (his d ti urFiurd r»ey '!I r ^ l3kTca a Otv(I Wa �7ri ddU y ;�T'�'�� �,�,."�oC��� ����;Y'j,(turl! T•fnrftia i� f 31 '�xrtlw„ �F1��t is �, yy•If il',�ht';: yi n ". , .: A p drpoct;ve. Prdpgaar� Cotrttrrtinco v}II) bra 1010 o1i 3,+pturtlbur , f I 8 at x00 P M crt tiw filth floor Gcmferrmce Swim, Oly of MI rnt 44-1 3 YY'? Avbntln n, v 1,oitt h�trsl prUj]Usa s,.tO jgq161 with uav9r1 (7) "e§ ors to bo -'P M to thu �108, t+t l rtrtc ptemkkr; turnedycorn titiy bkWt, er ihNn 5o" � r J r l�,7t'u, ,! .� ; rJ: City of iAittm�Vn II. lug Y <), i tt4 y Millw Of.the City Clori, (HrP 5 90-15D), '.. '. q` r VjW PAn Amarimn Drive Migltil,Flatir(a9!UI,' ttM$ _ 4 LASON SYSTEM'S 6954 N.W. 12 STREET, MIAMI, FLORIDA 33126 305-477-9149 •800-287-4799 • FAX 305-477-7526 condition FC 017 kcx h1 CITY OF MIAMI. FLORIDA FAX70:372AS66 INTER -OFFICE MEMORANDUM First of four pages. ro PETE CHIRCUT Qebt S is drninistrator ALTER N �poaa City Cleric DATE September 27, 1996 r',R)ECT Minority Banking Services # REFERENCES ENCl4SL'RFS This memorandum is being written In order that we may clarity certain responsibilities by your department in order to facilitate an orderly process, following receipt of proposals in connection with banking services, Administrative Policy No. 2-91, (copy attached) states as follows: The User Department shall make a representative available to the City Clerk to assist with the transport of large boxes (usually samples of goods requested in the Irn or RFP) to the appropriate department, ultimately charged with the responsibility of tabulating results, These Items will be marked for Identifioation by the City Clerk prior to their removal from the Clerk's Office. Please be advised that by the 3:30 p•m. deadline of Monday, September 23, 1996, the Office of the City Clerk received three proposals in connection with banking services, (see attached bid security list. Please be advised that we respectfully request you to pick up the aforementioned proposals as soon as possible. 21 Z WJF:Ior -< r- Enclosures '—( Fri co: File rn r.11 C a •_ ru i_9 T J- J.. l0 _III Yip X r'1 ry 7 7 :. > r\, I)FAIT. cal' I: I `.A\C+': fl I !!ED iit" BaNr.tNG SE^V4CES _._.«_ . _.�------------- SID UO.r RFP 95-96-150 --- -- w-r D�l� �tDC>d) OP1lNSDt __ GkF'T[M4ER tJ`-1990------- - .p-----------------_- _. ' TOTAL ...,.-- FIRS UNION NATIONAL BANK; OF FLOR 6ARNETT BANK OF SOUTH rLORIDA, N ----- --- CA - ------------- ---- _--------_--__ 4 Boxes & I Envelope M 7• EnvI@lopes SUN TRUST GZNX I Box -rain era the von. ore :sty rargivotj lier�fn are !'.�e my n!{era olhtr atlrrS S'1}altl±ftr• in . 7Er: 4:z lI: �.^';.r, tl. Ifare s•:�1 _�-._--_..-._....___ ram..--.. ---- ----_ ___.-.'' _...--.__._—_+—�.. ....-.. __.r---------.-._.—.-.—_.—_ ------------------.--r .�-..-_-..+—.-..•.--•ter—..+.-++r �...I —.-_—.__.---.r.--. -------------rr-----r--r---_ �_-- -r received C,.,i •avelopaa oA bebelf of j ' �8�rsr' o�rieliiias biduj_r� FINANCE are (CTty Dopstsi.nt) i SIGMt------------------_------- (Deputy Cit7 Cl�r{)