HomeMy WebLinkAbout27898CONTRACT INFORMATION_ SHEET
DATE:
Contract No.: P-15-176-N
Contract Title: Banking & Lockbox
SeN ices
Contract Period:
Using Agencies:
Terms:
Total Contract Amt.: $ ~-------------------
Buyer Name: Gary E. Cornuelle
Requisition No: 1401500184 ----------------------
[!]NEW
D TICKDATE
I RENEWAL ..___ _ _,
Vendor Number:
Name/Address:
Representative:
Phone No.:
Email:
Bid Reference No.:
Org: 04100400
Supersedes:
I ADJUSTMENT .___ __ _,
DESCRIPTION: Banking and Lockbox Services. See Attached memo.
SPECIAL INSTRUCTIONS:
DISTRIBUTION: Completed By: Date:
DEPARTMENT:
REQUISITIONER:
Check Processors Inc
1010 Hurly Way, Ste 185
Sacramento, CA95825
946-5298
'----'' REFERENCE
Completed By: Date
Conn fFresno
Vicki Crow, C.P.A.
Auditor-Controller/Treasurer-Tax Collector
DATE:· May 7, 2015
TO: Gary Cornuelle, Purchasing Manager
FROM: Vicki Crow, CPA, Auditor-Controller/Treasurer-Tax Collector
SUBJECT: Lockbox Services Agreement
RFP No. 946-5298 for Banking, Custody and Lockbox Services was released on August 21, 2014.
The banking and lockbox services were awarded to Bank of the West based on the RFP
committee recommendations and the agreement was entered into on April91h, 2015. Provisions
under Government Code Section 53649 allow the Treasurer, on behalf of the County, to enter into
an agreement with the bank, and it was on the authority of this Section that the agreement was
signed.
Bank of the West utilizes Check Processors Inc. (CPI) as its outsourced lockbox services provider
and CPI has provided us an agreement that allows CPI to pick up warrants made payable to the
County from the State Controller's Office and deposit them into our account at Bank of the West.
As this agreement is an extension of the banking services provided by Bank of the West, the
agreement was signed under the same provisions of Government Code Section 53649.
All fees for services provided by CPI and Bank of the West relating to Lockbox Services will be
paid using the same analysis credits that pay for all County banking services, and all invoices from
CPI will be sent directly to Bank of the West for payment. This relationship allows the County to
utilize the services as set forth in the Agreement for Services between Check Processors, Inc. and
the County of Fresno without requiring separate payment to CPl.
Please see the attached agreement, which has been provided for your signature, and contact Kim
Lamanuzzi, Deputy Treasurer-Tax Collector, at 559-600-1383 if you have any additional questions.
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An ilffs Fa,·nily of Companies
Providing Payment Processing Solutions
1010 Hurly Way Ste: 185 Sacramento, CA 95825
(800) 691-7638-Office (888) 313-0021-Fax
Hal.beswick@checkprocessors.com
Check Processors, Inc., hereinafter referred to as (CPI)
agrees to provide services and CUSTOMER agrees to use
these services according to these terms:
SERVICES:
CPI agrees to supply and CUSTOMER agrees to purchase
the services described in Exhibit 1. Services to be
performed under this Agreement shall include all work
necessary to accomplish the services in a manner
satisfactory to CUSTOMER.
TERMS AND RENEWAL:
This agreement is for (1) one three-year period and
it will be renewed automatically for additional one-
year periods unless canceled by either party or
modified with mutual consent at least sixty (60) days prior
to any termination date. Prices quoted in the attached
Exhibit 1 shall be guaranteed for one year, subject to
CUSTOMER authorizations for paper purchases. For
subsequent changes in prices. CPI will provide sixty
(60) days' notice. Termination shall be as listed in Exhibit 1.
CONFIDENTIALITY:
Confidential information disclosed by either party to the other
for the purposes of this agreement shall be protected by the
recipient in he same manner that the recipient protects its
own confidential information.
LIMITATION OF LIABILITY:
1) The performance of services by CPI shall conform to the
specifications set forth in Exhibit 1. CPI will correct non-
conforming services which are due to errors on the part
of CPl.
2) Failure by CUSTOMER to give notice of non-conforming
services within 20 days of performance of such services
shall constitute final acceptance of those services. CPI
shall not be responsible for non-conforming services
which are caused by inaccurate or incomplete data,
programs or software supplied by customer.
3) Customer should maintain adequate support materials to
enable CPI to regenerate data furnished by
CUSTOMER. Should any customer-supplied data be
lost or damaged through error on the part of CPI, shall
AGREEMENT FOR SERVICES
Between
Check Processors, Inc.
And
County of Fresno
Hereinafter referred to as customer
be limited to the cost of regeneration or replacement of
the lost or damaged media. Should customer fail to
maintain supporting materials, CPI's liability shall be
limited to the cost of replacement or regeneration at
CPI's standard rates as if the CUSTOMER had so
maintained adequate supporting data.
4) No consequential liability or costs in excess of the total
amount billed shall be assumed for work performed.
CUSTOMER RESPONSIBILITY:
If the data supplied by CUSTOMER is incorrect or
incomplete, CUSTOMER agrees to pay CPI at its standard
rates for any additional work performed by CPI to correct or
complete such data.
CHANGE IN SERVICES TO BE PERFORMED:
CUSTOMER may make changes in the above-named
services, issue additional instructions, require additional
services or omit services previously performed, and the
provisions of this agreement shall apply to all such changes,
with the same effect as if they were embodied in the original
services requested. The cost of such additionally authorized
services shall be based on standard CPI prices.
EXCUSED PERFORMANCE:
CPI shall not be liable for any failure to perform services if
such failure is due to any cause beyond CPI's control.
TAXES:
The amounts payable for services do not include any
amounts for sales, use, or other similar taxes. If any such
taxes should be required, they will be added to the
agreement.
PAYMENT:
The CUSTOMER will be invoiced monthly for all services
provided by CPI in the preceding month unless otherwise
stated in Exhibit 1. The terms shall be: Net 45 days from
receipt of invoice. Past due accounts shall be subject to a
1.5% monthly service charge.
This agreement shall supersede all prior proposals and agreements between the parties in relation to the services mentioned
in Exhibit 1 and constitutes the entire agreement between CPI and CUSTOMER for services described in Exhibit 1. This
agreement shall be governed by the laws of the State of California.
NOTICE:
Any notices herein provided to be given, or which may be given by either party to the other, shall be deemed to have been fully
given when made in writing and deposited in the United States mail, first class postage prepaid and addressed as follows:
Hal Beswick Vicki Crow, CPA
Vice President! Business Development Manager Auditor-Controller/Treasurer-Tax Collector
Check Processors Inc. County of Fresno
1010 Hurly Way STE 185 Hall of Records, Room 105
Sacramento, CA 95825 Fresno, CA 93721
CHECK PROCESSORS, INC.
By:
Date:
//~--eft~ /-'~" ~~--
COUNTY OF FRESNO
By:
Title:
Date:
EXHIBIT 1
(PAYMENT PROCESSING SERVICES INCLUDING LOCKBOX, WARRANT PROCESSING)
This agreement covers services CPI provides to County of Fresno related to Payment Processing Services, Remittance
Processing (Lockbox) Including: Warrant Processing. These services shall start effective and continue for
Three Years at which time It will be renewed automatically for additional one-year periods unless canceled by either party, or
modified with mutual consent at least sixty (60) days prior to any termination date.
Check Processors, Inc. will process all Warrants received on a daily basis. Warrants will be deposited at the State Treasurer's Office.
1. Warrants will be picked up from the State Controller's Office twice a day, every business day of the month, minus holidays.
Contractor will pick up the first batch of warrants at 8:30A.M. for processing the same day. Contractor will pick the second batch of
warrants at 4:00P.M. for processing the following day.
2. All Warrants in good order will be imaged along with all advices received. Warrants picked up at 8:30A.M. will be processed
and delivered to the State Treasurer's office by 1 0:00A.M. the same day. Warrants picked up at 4:00 P.M. will be processed and
delivered to the State Treasurer's Office by 10:00 AM the next business day.
3. The image file along with the deposit total will be forwarded via email to the person or persons designated by each county by 10:00
AM daily. The image files will also be sent to the person or persons designated by bank or uploaded to a website for retrieval from bank.
4. CPI will provide via fax, email, or upload to a website a daily recap of all funds deposited for each county.
Compensation
1. Monthly maintenance (per Bank of the West client. ....................... $150.00
2. Image, e-mail and encode items with advices .............................. $1.50/item
3. Image and e-mail advices only ............................................... $.70/item
4. Monthly Courier Fee (per Bank of the West client) ........................ $50.00/month
5. US Post Office Box Rental (at Cost) ......................................... At Cost if Needed
6. Postage (if applicable) ......................................................... At cost
The above listed fees include the normal charges for Warrant processing. Any other seNices not listed shall be performed according to mutually agreed
upon prices between Customer and CPl. All fees are guaranteed for one (1) year. CPI retains the right to renegotiate fees annually; however
annual increases will not increase by more than the lesser of CPI or 5%.
Termination
This agreement may be terminated for non-allocation of funds. The terms of this Agreement, and the services to be provided under it,
are contingent upon the approval of funds by the appropriating agency, which is the County. Should sufficient funds not be allocated, the
services provided may be modified, or this Agreement terminated, at any time, by the Treasurer giving CPI thirty (30) days advance
written notice.
Check Processor, Inc.
County of Fresno
By: __ ~--------~~--------------------------------------
Title: ---'------,-----------------------------------------------
Date: ____ ~-------------------------------------------------