City of Conroe Sealed Solicitation
Title: 0626-2025 Bank Depository Services
Deadline: 7/3/2025 2:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Deadline Expired
Solicitation Number: 0626-2025
Description: The City of Conroe (the “City”) is seeking applications from eligible financial institutions to provide Bank Depository Services (the “Bank”). This includes the basic services of receiving deposits, paying items, wiring funds out, receiving wired funds, stop payments, time deposits, ACH debit file for payroll and accounts payable, ACH credit file for utility payments, various methods of merchant services for multiple departments, and other normal business banking activities. The agreement will not cover any investment transaction activities or safekeeping services. The City plans to manage its own investment portfolio.
Documents:
| Documents as of 6/2/2025 |
|---|
| 2025_Bank_Depository_Services_RFP_.pdf |
Addition 1
Posted: 6/25/2025
Type of Addition: Addendum
Overview: Did read 06/26/2025
Documents:
Addition 2
Posted: 6/25/2025
Type of Addition: Addendum
Overview: New Council award date.
Deadline: 7/3/2025 2:00 PM
Documents:
Addition 3
Posted: 6/25/2025
Type of Addition: Addendum
Overview: Pre-proposal meeting Q&A
Deadline: 7/3/2025 2:00 PM
Documents:
Question 1
Posted: 6/16/2025
Question: Will you share a copy of your current account analysis statement? Lockbox - Can you provide a sample coupon for a residential and a commercial client? Lockbox - Does the City use OCR scanline on the lockbox coupon to automate the capture of data and cash posting? Lockbox – Does the City provide a return remittance envelope with the invoice/payment coupon? If so, can you provide a sample image? Lockbox – Does the City require any keying of data for lockbox items? If so, what field(s) are being keyed and how many characters/digits are keyed on average per item or per month? Lockbox – Does the City require any mark sense technology for address change, etc.? Cash deposits - What is the average dollar amount deposited per month? Cash deposits - How many average deposits are made per month? Cash Deposits - Who is the City’s current armored courier, or are you handling from an internal department? Cash Deposits - Is the armored courier or an internal department delivering cash deposits to an approved vault location or a local branch? Cash Deposits - Number of cash orders per month? Cash Deposits – Average dollars of cash ordered per month? Cash Deposits – Does the City have a direct contract with an armored courier and pay them direct, or does the current bank provide a service or pay for your armored courier fees? Check 21 - How many checks are deposited per month using Check 21 process? Check 21 - Do you scan checks and upload through online bank portal or send a check image file for the bank to clear? Processing Volumes Please complete the following table: Yearly Volumes Total dollars Total Transactions Average Dollar Visa Mastercard Discover American Express PIN-Debit Other - please describe Totals • What is the annual dollar amount processed for Internet/eCommerce transactions? o What is the average dollar amount processed or number of transactions? • What is the annual dollar amount processed for Retail (card present) transactions? o What is the average dollar amount processed or number of transactions? • If you take IVR Payments, what is the annual dollar amount processed? o What is the average dollar amount processed or number of transactions? • Please provide 3 months of merchant processing statements? o Please do not redact the card types processed line items. • Are you charging a Service Fee? o What is the rate? o If yes, who is managing the fee? Third party or are you charging it? • Are there any special accommodates that we need to know about regarding card acceptance? Departmental Integrated Processing via Software systems (POS) • By Department, list POS systems in use today by Company and software name. o Which payment gateway is being used to process payments today? ? What other payment gateways are support by the software? o Are you using a “preferred” partner of the software provider? o Are you able to choose a processor other than the preferred provider? o Are there terminals in use and do they have an interface to the POS system? o If yes, what make, model and quantity are used? ? Are they P2PE validated? ? Are the terminals integrated to the payment gateway? ? Do the terminals process PIN Debit transactions? Departmental Standalone processing Desktop or mobile Terminals • Do you process with standalone (non-integrated)? • What are the make/s, model/s and quantity of each? o Do they process PIN Debit transactions? Payment gateways/Virtual terminals • Do you process eCheck payments? • Are you accepting eCheck payments via a payment gateway? o If yes, what is/are the name/s of the payment gateway or middleware that processes the payments? • Do your live agents process payments via the phone by key entering the data into a terminal of payment gateway? o If yes, what is/are the name/s of the payment gateway or middleware that processes the payments? • Do you accept payments via an IVR service that you host? o If so, what is the gateway/middleware connected to the IVR service? • Do you have recurring payments? o If so, do you accept/process recurring payments for credit card, eCheck or both? o What is/are the name/s of the payment gateway or middleware that processes the payments? o Will they need to be migrated to the new gateway if the existing is no longer an option?
Response: See addendum#2
Posted: 6/25/2025
Type of Addition: Addendum
Overview: Did read 06/26/2025
Documents:
Posted: 6/25/2025
Type of Addition: Addendum
Overview: New Council award date.
Deadline: 7/3/2025 2:00 PM
Documents:
Posted: 6/25/2025
Type of Addition: Addendum
Overview: Pre-proposal meeting Q&A
Deadline: 7/3/2025 2:00 PM
Documents:
Posted: 6/16/2025
Question: Will you share a copy of your current account analysis statement? Lockbox - Can you provide a sample coupon for a residential and a commercial client? Lockbox - Does the City use OCR scanline on the lockbox coupon to automate the capture of data and cash posting? Lockbox – Does the City provide a return remittance envelope with the invoice/payment coupon? If so, can you provide a sample image? Lockbox – Does the City require any keying of data for lockbox items? If so, what field(s) are being keyed and how many characters/digits are keyed on average per item or per month? Lockbox – Does the City require any mark sense technology for address change, etc.? Cash deposits - What is the average dollar amount deposited per month? Cash deposits - How many average deposits are made per month? Cash Deposits - Who is the City’s current armored courier, or are you handling from an internal department? Cash Deposits - Is the armored courier or an internal department delivering cash deposits to an approved vault location or a local branch? Cash Deposits - Number of cash orders per month? Cash Deposits – Average dollars of cash ordered per month? Cash Deposits – Does the City have a direct contract with an armored courier and pay them direct, or does the current bank provide a service or pay for your armored courier fees? Check 21 - How many checks are deposited per month using Check 21 process? Check 21 - Do you scan checks and upload through online bank portal or send a check image file for the bank to clear? Processing Volumes Please complete the following table: Yearly Volumes Total dollars Total Transactions Average Dollar Visa Mastercard Discover American Express PIN-Debit Other - please describe Totals • What is the annual dollar amount processed for Internet/eCommerce transactions? o What is the average dollar amount processed or number of transactions? • What is the annual dollar amount processed for Retail (card present) transactions? o What is the average dollar amount processed or number of transactions? • If you take IVR Payments, what is the annual dollar amount processed? o What is the average dollar amount processed or number of transactions? • Please provide 3 months of merchant processing statements? o Please do not redact the card types processed line items. • Are you charging a Service Fee? o What is the rate? o If yes, who is managing the fee? Third party or are you charging it? • Are there any special accommodates that we need to know about regarding card acceptance? Departmental Integrated Processing via Software systems (POS) • By Department, list POS systems in use today by Company and software name. o Which payment gateway is being used to process payments today? ? What other payment gateways are support by the software? o Are you using a “preferred” partner of the software provider? o Are you able to choose a processor other than the preferred provider? o Are there terminals in use and do they have an interface to the POS system? o If yes, what make, model and quantity are used? ? Are they P2PE validated? ? Are the terminals integrated to the payment gateway? ? Do the terminals process PIN Debit transactions? Departmental Standalone processing Desktop or mobile Terminals • Do you process with standalone (non-integrated)? • What are the make/s, model/s and quantity of each? o Do they process PIN Debit transactions? Payment gateways/Virtual terminals • Do you process eCheck payments? • Are you accepting eCheck payments via a payment gateway? o If yes, what is/are the name/s of the payment gateway or middleware that processes the payments? • Do your live agents process payments via the phone by key entering the data into a terminal of payment gateway? o If yes, what is/are the name/s of the payment gateway or middleware that processes the payments? • Do you accept payments via an IVR service that you host? o If so, what is the gateway/middleware connected to the IVR service? • Do you have recurring payments? o If so, do you accept/process recurring payments for credit card, eCheck or both? o What is/are the name/s of the payment gateway or middleware that processes the payments? o Will they need to be migrated to the new gateway if the existing is no longer an option?
Response: See addendum#2