15-0701_COLLECTOR SOLUTIONS, INC._F8_Agenda ReportTO:
FROM:
DATE:
City of San Juan Capistrano
Agenda Report
Honorable Mayor and Members of the City Council
Cindy Russell, Chief Financial Officer/cp·t TreasurerQfi.--
Prepared by: Amy Massey, Accountant
\
June 16, 2015
6/16/2015
Fa
SUBJECT: Consideration of Approval of a Personal Services Agreement for Merchant
Services (Collector Solutions, Inc.)
RECOMMENDATION:
By motion, approve a five (5) year Personal Services Agreement for Merchant Services
with Collector Solutions, Inc.
EXECUTIVE SUMMARY:
The City currently contracts a third party processor for its credit and debit card
transactions. The processor provides the software to the City to accept electronic
payments and settles the payments in batches and depositing the funds into the City's
bank account 72 hours after settlement. These services are needed to allow the
community the convenience of paying fees, water bills, classes, and other payments by
credit or debit card.
In order to ensure that the City receives the most up-to-date and cost-effective services,
staff issued a request for proposal (RFP) in December 2014, for banking and related
services, which included a component for merchant services. Based on evaluation of
the responses to this RFP, Collector Solutions, Inc. is the most successful bidder at an
estimated cost of $71,400 annually. This cost is approximately $21,000 lower than the
second lowest bidder.
DISCUSSION/ANALYSIS :
The City processes approximately 31,700 credit and debit card transactions and
approximately $3,238,800 in sales annually for its various services (water, parking
meters, community services, business licenses, building permits, and other services).
City Council Agenda Report
June 16, 2015
Page 2 of 3
As a Government Finance Officers Association Best Practice, the City utilizes a
processor for its merchant services to enhance customer service and convenience, to
increase the certainty of collection, to reduce check return and collection costs, and to
improve overall cash flow.
The Request for Proposal (RFP) was sent to more than twenty (20) vendors to award a
five (5) year contract for Merchant Services. The RFP requested a number of items
including the proposer's demonstrated ability to provide services to public agencies.
Four ( 4) proposals were received from responsible bidders. While services in the
proposals were comparable, pricing considerations narrowed the field to the top two (2)
bidders. The estimated annual fees for the selected bidders were summarized as
follows:
Merchant Services estimated annual cost
Projected 2014-15 annual cost
ESTIMATED ANNUAL SAVINGS
COLLECTOR
SOLUTIONS
$ 71,352.98
$ 102,341.56
$ 30,988.58
U.S. BANK
ELAVON
$ 92,386.93
$ 102,341.56
$ 9,954.63
Collector Solutions price module is broken down into 3 types of payments; utility,
parking meters, and general government. Utility and general government will be priced
at a percentage of sales while the parking meters will be priced per transaction. The
proposed fees are fixed for the five year contract term. Based on the evaluation of each
proposal, the proposal with the lowest estimated annual cost was Collector Solutions
Inc. (Attachment 1 ).
Collector Solutions has also committed to updating the City's current swipe machines to
new Europay, MasterCard and Visa standards body (EMV) compliant chip card readers
at no cost to the City. Normally, the card issuer is liable for fraudulent transactions.
However, as of October 2015 the liability will shift to the merchant if the merchant's point
of sale terminal does not support EMV. Therefore, Collector Solutions recommends the
updated machines to protect the City from the liability related to credit card fraud.
Collector Solutions is the City's current service provider. They have been in the
electronic payment processing industry providing its clients with industry-leading
customer service, industry standard security and a simple settlement process. Collector
Solutions has been in business for over 15 years. They have in excess of 270 clients in
32 states throughout the United States of America. In 2014, Collector Solutions
processed approximately $4 billion of payments for their government and utility clients in
almost 6 million transactions.
City Council Agenda Report
June 16, 2015
Page 3 of 3
FISCAL IMPACT:
As a result of Collector Solutions competitive pricing, the proposal will result in an
estimated annual savings of approximately $30,988.
ENVIRONMENTAL IMPACT:
Not applicable.
PRIOR CITY COUNCIL R EVI EW :
Not applicable .
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
Not applicable.
NOTIFICATION :
Christopher Sattel,· Chief Operating Officer-Collector Solutions, Inc.
Eileen Perez, Vice President and Relationship Manager-MUFG Union Bank, N.A.
Veronica Villasenor, Vice President-Relationship Manager-U.S. Bancorp
Robert Donohue, Assistant Vice President, Government Banking -JP Morgan Chase
ATTACHMENT:
Attachment 1 -Personal Services Agreement (Collector Solutions , Inc.)
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective July 1,
2015, by and between the City of San Juan Capistrano (hereinafter referred to as the
"City") and Collector Solutions, Inc. (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant to provide Merchant
Services; and,
WHEREAS, Consultant is qualified by virtue of experience, training, education
and expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by the Consultant shall consist of those tasks
as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent
that there are any conflicts between the provisions described in Exhibit "A" and those
provisions contained within this Agreement, the provisions in this Agreement shall
control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and
all services required hereunder shall be completed, no later than June 30, 2020.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed the total
amount in the City's adopted fiscal year operating budget for merchant services at the
rates as set forth in Exhibit "B," attached, fixed for the entire term of this Agreement and
incorporated herein by reference.
3.2 Method of Payment.
Subject to Section 3 .1, Consultant shall submit monthly invoices based on
total sales or quantity of each type of government service. The City will make payments
based on approved invoices in accordance with this Section.
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ATTACHMENT 1 Page 1 of 8
3.3 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be
made available at reasonable times to the City. Invoices shall be addressed as
provided for in Section 16 .
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not
an agent or employee of the City, and shall obtain no rights to any benefits which
accrue to Agency's employees.
Section 5. Limitations Upon Subcontracting and Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for the City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required
without written approval of the City. This Agreement may not be assigned, voluntarily or
by operation of law, without the prior written approval of the City. If Consultant is
permitted to subcontract any part of this Agreement by City, Consultant shall be
responsible to the City for the acts and omissions of its subcontractor as it is for persons
directly employed. Nothing contained in this Agreement shall create any contractual
relationships between any subcontractor and City. All persons engaged in the work will
be considered employees of Consultant. City will deal directly with and will make all
payments to Consultant.
Section 6. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra work. In the event of a change in the
Scope of Work provided for in the contract documents as requested by the City, the
Parties hereto shall execute an addendum to this Agreement setting forth with
particularity all terms of the new agreement, including but not limited to any additional
Consultant's fees.
Section 7. Familiarity with Work and/or Construction Site .
By executing this Agreement, Consultant warrants that: (1) it has investigated
the work to be performed; (2} if applicable, it has investigated the work site(s), and is
aware of all conditions there; and (3) it understands the facilities, difficulties and
restrictions of the work to be performed under this Agreement. Should Consultant
discover any latent or unknown conditions materially differing from those inherent in the
work or as represented by City, it shall immediately inform the City of this and shall not
proceed with further work under this Agreement until written instructions are received
from the City.
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ATTACHMENT 1 Page 2 of 8
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and
regulations of federal, state and local government.
Section 10. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 11. Copies of Work Product.
At the completion of the work, Consultant shall have delivered to City at least one
(1) copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise
approved by the City in writing.
Section 12. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant
in connection with the performance of its services pursuant to this Agreement are
confidential to the extent permitted by law, and Consultant agrees that they shall not be
made available to any individual or organization without prior written consent of the City.
All such reports, information, data, and exhibits shall be the property of the City and
shall be delivered to the City upon demand without additional costs or expense to the
City. The City acknowledges such documents are instruments of Consultant's
professional services.
Section 13. Indemnity.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and
hold harmless the City and its elective and appointive boards, officers, agents, and
employees from any and all claims, liabilities, expenses, or damages of any nature,
including attorneys' fees, for injury or death of any person, or damages of any nature,
including interference with use of property, arising out of, or in any way connected with
the negligence, recklessness and/or intentional wrongful conduct of Consultant,
Consultant's agents, officers, employees, subcontractors, or independent contractors
hired by Consultant in the performance of the Agreement. The only exception to
Consultant's responsibility to protect, defend, and hold harmless the City, is due to the
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ATTACHMENT 1 Page 3 of 8
negligence, recklessness and/or wrongful conduct of the City, or any of its elective or
appointive boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the
duration of the agreement, and provide proof thereof that is acceptable to the City, the
insurance specified below with insurers and under forms of insurance satisfactory in all
respects to the City. Consultant shall not allow any subcontractor to commence work
on any subcontract until all insurance required of the Consultant has also been obtained
for the subcontractor. Insurance required herein shall be provided by Insurers in good
standing with the State of California and having a minimum Best's Guide Rating of A-
Class VII or better.
14.1 Comprehensive General Liability.
Throughout the term of this Agreement, Consultant shall maintain in full
force and effect Comprehensive General Liability coverage in an amount not less than
two million dollars per occurrence ($2,000,000.00), combined single limit coverage for
risks associated with the work contemplated by this agreement. If a Commercial
General Liability Insurance form or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to the work to be performed
under this agreement or the general aggregate limit shall be at least twice the required
occurrence limit.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full
force and effect Comprehensive Automobile Liability coverage, including owned, hired
and non-owned vehicles in an amount not less than two million dollars per occurrence
($2,000,000.00).
14.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Workers' Compensation Employer's Liability Insurance in the statutory amount as
required by state law.
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ATTACHMENT 1 Page 4 of 8
14.4 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
the insurance certificates, including the deductible or self-retention amount, and ·an
additional insured endorsement naming City, its officers, employees, agents, and
volunteers as additional insured as respects each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or
borrowed by Consultant. The coverage shall contain no special limitations on the scope
of protection afforded City, its officers, employees, agents, or volunteers.
14.5 Notice of Cancellation/Termination of Insurance .
The above policy/policies shall not terminate, nor shall they be cancelled,
nor the coverages reduced, until after thirty (30) days' written notice is given to City,
except that ten (1 0) days' notice shall be given if there is a cancellation due to failure to
pay a premium.
14.6 Terms of Compensation.
Consultant shall not receive any compensation until all insurance
provisions have been satisfied.
14.7 Notice to Proceed.
Consultant shall not proceed with any work under this Agreement until the
City has issued a written "Notice to Proceed" verifying that Consultant has complied
with all insurance requirements of this Agreement.
Section 15. Termination.
City shall have the right to terminate this Agreement without cause by giving
thirty (30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by
providing ten (1 0) days' notice to the other party of a material breach of contract. If the
other party does not cure the breach of contract, then the agreement may be terminated
subsequent to the ten (10) day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses,
or to such other addresses as may be designated by written notice. These addresses
shall be used for delivery of service of process:
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ATTACHMENT 1 Page 5 of 8
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn : Michelle Bannigan, Assistant Finance Director
To Consultant: Collector Solutions, Inc.
316 South Baylen Street, Suite 590
Pensacola, FL 32502
Attn: Christopher Sattel, Chief Operating Officer
Section 17. Attorneys' Fees .
If any action at law or in equity is necessary to enforce or interpret the terms of
this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs
and necessary disbursements in addition to any other relief to which he may be entitled .
Section 18. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration
under the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
Section 19. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
Section 20 . Counterparts and Facsimile signatures.
This Agreement may be executed by the Parties in counterparts, which
counterparts shall be construed together and have the same effect as if all the Parties
had executed the same instrument. Counterpart signatures may be transmitted by
facsimile, email, or other electronic means and have the same force and effect as if they
were original signatures.
(SIGNATURE PAGE FOLLOWS)
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ATTACHMENT 1 Page 6 of 8
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
By: ______________________ __
Derek Reeve, Mayor
CONSULTANT
ATTEST:
Maria Morris, City Clerk
v
APPROVED AS TO FORM:
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ATIACHMENT 1 Page 7 of 8
REQUEST FOR PROPOSAL
FOR
BANKING
AND
RELATED SERVICES
Financial Services Department
CITY OF SAN JUAN CAPISTRANO
Released on December 23, 2014
Exhibit A Page 1 of 61
Dear Proposer:
BANKING AND OTHER RELATED SERVICES
REQUEST FOR PROPOSAL (RFP)
The City of San Juan Capistrano (hereinafter referred to as the "City") is requesting
proposals from qualified public and/or private firm(s), for professional and technical
services to provide the following services:
• Banking Services
• Custodial Services
• Lockbox Services
• Merchant Services
The proposer may respond to one or more service components under this RFP.
Each service component must be priced separately. All proposers must adhere to
the proposal format as described in section 7. The Excel format for each pricing bid
form is available on the City's Finance Department webpage at
www.sanjuancapistrano.org. The term will be for three (3) years with two (2) one-year
options to renew.
1. BACKGROUND
The City of San Juan Capistrano is a general law city, which operates under the
council/manager form of government with a General Fund expenditure budget of
over $22 million and an overall expenditure budget of over $63 million for fiscal year
2013-2014.
The City of San Juan Capistrano, incorporated in 1961, has a population of
approximately 35, 900 and has a land area of 14.4 square miles. It is located in the
southeastern portion of Orange County, California, approximately 62 miles south of
the city of Los Angeles and 65 miles north of the City of San Diego.
The City provides a wide range of municipal services that include: public works,
planning and zoning, water and sewer services, parks and recreation, finance, City
Clerk and City Manager's office. Police services are provided by contract with the
Orange County Sheriff's Department. Fire services are provided through the taxing
authority of the County Structural Fire Fund and the Orange County Fire Authority.
The City provides the collection of wastewater, whereas Southeast Regional
Reclamation Authority, of which the City is a contributing member, provides the
treatment and disposal.
2. SCHEDULE OF EVENTS
This request for proposal will be governed by the following schedule:
Release of RFP
Deadline for Written Questions
Responses to Questions Posted on Web
December 23, 2014
January 16 2015
January 23, 2015
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Exhibit A Page 2 of 61
Proposals are Due February 2, 2015
Interview (if held) TBD in February
Approval of Contract March 20, 2015
All dates are subject to change at the discretion of the City.
3. SERVICE #1 -BANKING SERVICES
a. Minimum Qualification
To be considered for selection, proposer must have at least the following
qualifications:
• Be a Federal or State of California chartered financial institution.
• Be a member of the Federal Reserve System and have access to all
services.
• Be a qualified State depository for public funds.
• Be a full service financial institution in good standing among other
comparable banks and have a location within five (5) miles of the City Hall
located at 32400 Paseo Adelanto, San Juan Capistrano, CA 92675.
• Be capable of providing the services sought by the City, which include a
wide range of electronic payment and deposit services.
• Be adequately capitalized to accommodate the City's cash and investment
management needs. This includes, but not limited to, a minimum $1 million
daylight overdraft facility, subject to credit review by the financial institution.
b. Scope of Work
The City is seeking a financial institution that has demonstrated its ability in the
following areas:
• Service Public Agencies
• Deposit Compensation
• Demand Deposit Accounts
• ACH, Wire and Other Transfers
• Deposit Transmittal Process
• Direct Deposit Relationship-State of California
• Direct Deposit of Payroll and Payroll Taxes
• Balance & Detail Reporting
• Bill Concentration Service
• Daylight Overdraft Protection
• Implementation Plan
• Business Continuity Plan
• Information Technology
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Exhibit A Page 3 of 61
c. Proposal to include the following tabs:
• Tab A-Table of Contents
• Tab 8 -Bank Services to Public Sector. Please respond to the following
sections:
);> Institution Overview-General overview of the financial institution,
governmental client services philosophy, corporate organization,
including identification of the government services unit, location of
corporation, processing center, branch localities, hours of
operation and banking holidays. Also please provide any relevant
information regarding a correspondent bank relationship.
);> Experience -Describe the institution's direct experience in
servicing public sector clients. Please include: the number of
public agency clients, the dollar amount of public funds on
deposit, and the institution's knowledge of and adherence to the
California Government Code including collateralization
requirements, and other applicable federal and state laws. Will
the institution be able to comply with transaction confirmation and
respond to other requests for data as needed (i.e. from the City's
auditors)? What role does technology play in the delivery of
services?
);> Relationship Management -Identify the size and scope of your
California-based public banking unit, bank officers responsible for
the City's accounts, what each person's role and responsibilities
will be, and the relevant credentials and experience of each
person on the relationship management team .
);> Compliance and Exception -Include a statement to confirm the
bank's compliance to the specific minimum qualifications in item
a, listing any exceptions to required services.
• Tab C -References. Please provide three references that are of
similar size and scope of service utilization as the City. Include the
following information for each reference:
~ Contact name and title
~ Name of the public agency
~ Telephone number and e-mail address
~ Number of years as customer and services provided
• Tab D -Collateralization of Deposits: The bank is required to
collateralize public funds deposits under the California Government
Code, Sections 53651 and 53652. Copies of the reports filed with the
State of California shall be made available to the City upon request.
Please detail the bank's procedures for collateralizing public funds
deposits.
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Exhibit A Page 4 of 61
» What types of securities are used as collateral? Can the City
select the type of collateral used?
» Which bank department is responsible for tracking deposits and
monitoring collateral?
» What is the bank's current level ($ amount) of California public
funds deposits and the related collateral?
» What is the frequency of reporting to the State Treasurer's Office?
• Tab E -Deposit Compensation: The City compensates for bank
services primarily with compensating balances and is charged for any
deficiencies based on monthly account analysis. Please indicate the
following in this section:
» List the financial institution's Earnings Credit Rate (ECR), and how
it is calculated and applied.
)> List the financial institution's ECR for the past twelve (12) months .
» Please explain, in detail, how and when the FDIC assessment is
computed and charged.
)> Does the City have the option of compensating on fees or
balances basis or, a combination of both? Please describe any
difference in related costs to the City with either option.
» What is the financial institution's settlement period for account
analysis and billing purpose -monthly, quarterly, semiannually or
annually? How long can any excess balances be carried forward
to apply to charges in future billing periods?
» Please explain exactly what type of items and services can be
applied against the City 's account analysis in addition to standard
bank services.
)> What procedure is used to make any adjustments to Account
Analysis statements and how long does it take for adjustments to
take effect?
» Please state the negative collected balance charge that the City
will pay and, in detail, explain how this charge is computed . Is
the rate quoted in this proposal good for the term of the contract?
Please provide escalation clauses.
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Exhibit A Page 5 of 61
• Tab F -Demand Deposit Accounts. The City, the Successor Agency
to the City's Redevelopment Agency and the Housing Authority currently
use four (4) demand deposit accounts (DDA) or checking accounts.
None of the accounts are Zero Balance Accounts. Please describe in
detail the institution's ability to provide services to this type of accounts.
Entity Name Account Type Average Collected
Balance
City of San Juan Checking Account $ 3,497,080
Capistrano
City of San Juan Investment Sweep $ 115,675
Capistrano Account
San Juan Capistrano Checking Account $ 148,400
Housing Authority
Successor Agency to the Checking Account $ 135,000
San Juan Capistrano
Community Redevelopment
Agency
• Tab G -Automated Clearing House (ACH) Services.
ACH Direct Deposit of Payroll: The City utilizes direct deposit services
for its bi-weekly payroll. Each payroll run has approximately 100
employees using the direct deposit service. Please address the following:
);> Describe the bank 's procedure in detail for receiving electronic
payroll data and any back-up plans for data transmissions.
);> Discuss screening measures that the bank uses to minimize errors
on files sent to the bank (i.e. pre-notes, ABA screening, etc.).
Describe the processes and timing available for file/error correction.
);> Indicate the transmission deadlines for direct deposit ACH files,
including date and time when the bank needs the file from the City
and when funds are debited from the City's account.
ACH Auto Debit: The financial institution must have the capability to
accommodate an online bill collection service. The City currently collects
utility bills via ACH debit each month.
• Tab H -Wire and Other Transfers. Please describe the financial
institution's on-line transfer service capability and what specifically is
recommended for the City's use and consideration.
);> What is the process for initiating wire transfers? Please include
the deadlines.
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Exhibit A Page 6 of 61
~ Describe the financial institution's incoming and outgoing
electronic money transfer services. Include safeguards and
security measures offered by your services.
~ Please provide a description or sample of the institution's funds
transfer agreement. How are the authorization levels established
for transfers?
• Tab I -Deposit Transmittal Process. The City currently makes
physical deposits at the local branch.
~ Please identify your branch locations within five (5) miles of City
Hall.
~ Please describe the institution's required deposit preparation for
check, currency and coin.
~ What are the cut-off times for deposits at the financial institution's
local branch to ensure same day credit? Is there additional
charge for after banking hours processing fee?
~ How would the City order cash vault supplies? How is payment
made for such supplies?
~ Please describe in detail the financial institution's procedures for
handling deposit adjustments. What documentation on
discrepancies does the bank provide?
~ Please describe the financial institution's returned item handling
and notification procedures. Is an automatic re-clear option
available? How long does it take for returned items to be sent to
the City?
• Tab J -Payroll Tax Processing: Please describe the services
available from the financial institution to accommodate the City's
payment and reporting of payroll taxes.
• Tab K -State Activity/LAIF Transfers: The City transacts State of
California Local Agency Investment Fund (LAIF) transfers on a regular
basis and receives State electronic payments.
~ Please describe the LAIF transfer process. Are the transfers done
by telephone, email, fax, wire transfer, etc.? How is the accuracy of
transfers assured?
~ What is the charge per transfer to LAIF? From LAIF?
~ Does the bank have an office in Orange County that maintains a
direct DDA banking relationship with the State Treasurer's office
and the State Controller's office?
~ Is the bank an approved State of California depository?
~ What is the charge for the deposit of State electronic payments?
State warrants?
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Exhibit A Page 7 of 61
• Tab L-Bill Concentration Service : The City implemented this service
in Fall2014.
~ Does the bank have the capability to provide a bill concentration
service? If so, please describe the service and any costs
associated.
• Tab M -Balance and Detail Reporting: The City currently utilizes a
web-based on-line system to perform a variety of processes, such as
placing stop payments, obtaining cancelled check image and accessing
on-line balance reporting information (current day and prior day) for all
accounts using a PC and the internet.
~ Please describe the financial institution's on-line banking and
information reporting system(s) including a list of all services
provided and its respective costs.
~ What are the current computer hardware and software
specifications for the financial institution 's on-line system?
~ At what time (Pacific Standard Time) is prior day information
available? Can the City obtain current day information?
~ Please include in this section: sample copies of prior day and
current day (if available) reports that would be the best example of
the system's capabilities.
~ Can the reports be customized for the end-user or exported to
Excel?
~ What types of security measures are in place? How is the
assignment of user I. D.'s and passwords managed?
~ What is the bank's contingency plan for providing this information if
the event of unexpected bank system problems or natural
disasters?
~ Does the bank offer electronic delivery of statements, reports and
notices?
• Tab N -Daylight Overdraft Protection: The City requires daylight
overdraft protection for the occasional situations whereby timing
differences occur between incoming wires or LAIF transfers and outgoing
wires .
~ Describe any issues, concerns and charges associated with the use
of a daylight overdraft facility.
~ Will the bank guarantee payment of all items even if it results in the
account being overdrawn temporarily for the day?
• Tab 0 -Conversion Plan: As part of any conversion, the City requires
an efficient transition to the new service provider or to enhanced services
with its existing service provider.
~ Please describe the overall plan the financial institution would
coordinate to ensure a smooth conversion.
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Exhibit A Page 8 of 61
~ Please describe the on-site training to the City's staff for the
operation and use of the services selected? How is the training
typically structured?
~ Please provide a detailed time line schedule and applicable charges
for the conversion plan.
~ What size of conversion allowance will the financial institution
provide to the City? Please state a specific dollar amount or identify
those supplies, products or services included .
• Tab P -Business Continuity Plan. The City requires assurance of ability
to provide financial services in the event of a major emergency and during
the disaster recovery period.
~ Please describe in detail, the financial institution's compliance with
the State and Federal regulations pertaining to this area.
~ Please describe testing of core service applications and system
that assure information backup, anti-intrusion and other privacy
requirements.
~ Please describe operational diversification and geographic
dispersal of service centers.
• Tab Q -Banking Services Bid Form. Please complete per form shown
in Exhibit A. In addition to submitting with proposal responses, this form
must also be submitted in Excel format with the proposal package.
Fees related to all services described in the proposal must be listed on
this form -even if the service is not shown on the form. Also, please
include any one-time set-up charges, equipment costs, research fees
and all other fees that will be charged. Include any incentives or price
breaks based on volume, timeliness, or rebates. Please state the period
of validity for these fees.
• Tab R -Sample Reports to Submit.
~ Sample Account Analysis and User's Guide
~ Sample Account Statements
~ Sample Prior Day and Current Day Reports
• Tab S -Relevant Contract, Agreements and Statements to Submit.
~ Sample Funds Transfer Agreement
~ Sample Contract for Deposit of Monies
• Tab T -Financial Statements and Ratings. Please provide the most
recent audited financial statements or annual report for the financial
institution (a reference to electronic availability will suffice). Also include
the institution's most current Standard & Poor's, Moody's and or Fitch
credit ratings, where available.
9
Exhibit A Page 9 of 61
• Tab U -Sample City Agreement, Mandatory Insurance and Business
License Requirements. See Attachment 1 for a sample of the City's
standard personal services agreement.
• Tab V-Service Enhancement and Industry Best Practices.
~ What best practices have you identified in this industry space?
~ Describe any services and technological enhancements not
previously mentioned that should be considered for further
improving the effectiveness of the City's treasury management
operations, including procedures for Positive Pay processing and
remote check deposits.
4. SERVICE #2 -CUSTODIAL SERVICES
a. Scope of Work
The City currently has two safekeeping accounts (one for the City and another for
the Successor Agency). The City contracts with an investment advisor firm,
PFMAM Asset Management, to manage approximately $30 million of the City's
$44 million investment portfolio. The City manages $14 million of the City's
investment portfolio and the entire portfolios for the Successor Agency and the
Housing Authority. The City's intention is not to hold uninvested cash in the
custodian accounts. Funding for investment purchases will be wired from the
City's investment sweep account, the Housing Authority's checking account, or the
Successor Agency's checking account. The October 2014 investment reports for
each entity, the most recent data available, is included as Attachment 2 to the
RFP.
The City is seeking proposal from qualified institutions that have demonstrated its
ability in the following areas:
• Service Public Agencies
• System and Data-Processing
• Accounting and Reporting
• Asset Safekeeping
• Implementation Plan
b. Proposal to include the following tabs:
• Tab A-Table of Contents
• Tab B -Organization Information. Please indicate the following
information in this section:
~ Provide a description of total custody assets and clients by type
and asset size (i.e. corporate client and public fund client, etc.).
10
Exhibit A Page 10 of 61
~ Include an organizational chart of the TrusUCustody Department
showing the position of the Department within the firm's structure.
~ Describe any organizational changes (mergers or acquisitions,
etc.) in the past three years that had an impact on your
trusUcustody operations.
~ Describe your TrusUCustody Department's long-term strategy for
business and personnel development.
~ Discuss the financial stability of your firm. Please provide the most
recent audited financial statements or annual report for the firm (a
reference to electronic availability will suffice). Also include the
firm 's most current Standard & Poor's, Moody's and or Fitch credit
ratings, where available.
~ Define your firm 's fiduciary responsibility and describe how your
firm maintains its independence.
~ Describe your firm's commitment to service quality and customer
services. Does your firm have a quality management program?
How do you measure customer satisfaction?
~ Describe briefly what you feel sets your firm apart from other
trusUcustody service providers.
• Tab C -General and Administration Information. Please indicate the
following information in this section:
~ How many accounts are assigned to each primary client contact
officer on average?
~ Identify the client service officer and account administration team
that would support the City. Please include biographies and years
of experience for client support person( s ). Also list the location
and hour of service for client support person(s).
~ What was your firm's custodial client turnover (gains and losses)
in the past three years?
~ Describe any litigation, legal proceeding or investigation in the last
three (3) years by a regulatory agency that involved your
TrusUCustody Department or its officers.
~ Describe your disaster recovery plan including backup capabilities
and procedures.
~ List all insurance coverage relevant to custody functions. Indicate
the type and the amount.
• Tab D -References. Provide contact information (name, address,
telephone number and e-mail address) of three (3) references for
trusUcustody services of similar size.
• Tab E -Investment Reconciliation Process. Please describe the
following in this section:
~ What information delivery system do you offer to investment
managers? Do managers have on-line access to portfolio data?
11
Exhibit A Page 11 of 61
);> How do investment managers communicate trade instructions to
your firm for settlement? Please include instruction deadlines.
);> Does your firm have a separate investment manager liaison group
that handles the reconciliation process? If so, please describe the
structure of the group and how it communicates with the
accounting group. If not, describe how investment manager
relationships are handled.
);> Describe the role your firm plays in the investment manager
reconciliation process. What specific procedures are performed
on the reconciliation prepared by managers? Do you formally
reconcile your records with those of the investment managers?
Describe the process and frequency of reconciliation. Do you
reconcile and research pricing and market value differences with
the investment managers?
);> Does your firm monitor tolerance levels for pricing discrepancies
with investment managers? How are pricing challenges resolved?
);> Please comment on follow-up procedures for discrepancies
identified during the reconciliation process.
);> How are reconciling items communicated to the client?
);> Do you have specific client services accounting staff with the
responsibility of reconciling exception items between you and the
investment managers?
• Tab F -Accounting and Reporting. Please describe the following in
this section:
);> Provide a description of your accounting system.
);> Describe your procedures for ensuring that all interest and
dividends for the City's portfolio are paid.
);> Provide a schedule of all accounting reports available in your
custody system and include samples. How often are such reports
produced?
);> How soon after accounting periods are fully audited reports
available? Can you provide daily pricing and related portfolio
holding report?
);> What steps are taken to ensure the accuracy of client reports?
Who is responsible for ensuring accuracy? What controls are built
into the process? What is the turnaround time for correcting
errors?
);> Do you have the ability to provide all accounting report on-line
through your custodian portal?
);> Describe your data retention policy.
);> Is there any special hardware and software required to use your
online service? If yes, please specify. If your system is a web-
based, what web-browser version does your system can operate
with?
12
Exhibit A Page 12 of 61
);> Please describe your on-line capabilities for accounting and
reporting information. What type of reports can be generated?
Can the client download the data to create custom reports? What
is your practice in creating custom reports for clients and related
cost?
);> How current is the on-line information? Is it real-time (access trade
information as it changes throughout the day) or batch processed
(data is updated each night)? How long is information available on
the system? Is this daily or monthly information?
);> What provisions are made for training clients in the use of the
systems?
• Tab G -Asset Safekeeping. Please describe the following in this
section:
);> Describe your depository memberships (i.e., DTC, FRB) and the
services you use at these depositories. Describe your system for
registration and custody of assets.
);> Discuss the level of automation of your security transaction
processing system.
);> How and where are physical settlements transacted?
);> What procedures are in place to ensure the accuracy in your
custody and clearing area?
);> How and when are corporate actions processed?
);> What source do you use to price securities? What is the
frequency of your pricing updates?
);> What procedures do you have to identify and investigate any
significant or unusual price changes?
• Tab H -Audit Controls. Please provide the following in this section:
);> A copy of your most recent SSAE 16 report (formerly SAS 70). A
reference to electronic availability will suffice
);> Copies of any internal control opinions issued by your
independent auditors specifically related to your custody services
within the last three (3) years.
);> What is responsible for monitoring and implementing the auditors'
recommendations made to management?
• Tab I -Implementation Plan. Please describe the following in this
section:
);> Discuss your approach to the implementation process. Include an
estimated implementation calendar, actions required on the part of
the City and Custodian and the timeframe to complete the tasks.
);> What dedicated resources (personnel and technical), procedures
and controls will you provide or recommend in the implementation
period to ensure a successful and timely implementation?
13
Exhibit A Page 13 of 61
• Tab J -Fees.
~ Please provide a fee schedule for custodial services. Specify
what services are included in the fee schedule. If you offer
unbundled custodial services, please list the specific unbundled
pricing for the services.
~ Will you guarantee your fees for a fixed number of years?
• Tab K-Service Enhancement and Industry Best Practices.
~ Describe any services and technological enhancements not
previously mentioned that should be considered for further
improving the effectiveness of the City's treasury management
operations.
~ What best practices have you identified in this industry space?
5. SERVICE #3-LOCKBOX SERVICE
a. Scope of Work
The City utilizes lockbox services to collect and process customer payments for its
Water Utility services. The City receives approximately 7,200 payments per
month through lockbox.
b. Proposal to include the following tabs:
• Tab A-Table of Contents
• Tab B -Organization and General Information. Please provide the
following information in this section:
~ General overview of the firm's and lockbox services unit, including
location of office, processing center and hour of operation.
~ Provide the names of individuals who will be working on the
proposed services and their areas of responsibility . Include their
specific experience relatives to the request for proposal
requirements and their contact numbers and e-mail addresses.
~ Describe your firm's approach to keep your product line
competitive and develop new services .
• Tab C - References. Please provide three (3) references (preferably
from current local government customers for lockbox services). Include
name, address, telephone number and e-mail address.
• Tab D -Lockbox Receipt Processing. Please describe the following in
this section:
~ Location of post office box
~ Time and frequency of pickups from the post office box
~ Turn-around processing time
~ Deposit frequency, deadlines and reconciliation
14
Exhibit A Page 14 of61
)> Ability to provide images of remittance documents and checks via
web and/or CD Rom.
)> Acceptance criteria for payments
)> Method and time of delivery for returning original documents to the
City
)> Treatment of exception (non-standard) items and ability to process
exception items separately
)> Ability to handle payments containing multiple remittance advices
)> Technical specifications of transmission of data to the City
)> Error tolerance of lockbox personnel and subcontractors
)> Bonding requirements of lockbox personnel and subcontractors
)> Procedures to handle inquiry, research and adjustments and turn-
around time if established
• Tab E -Security Measure and Disaster Recovery Plan. Please
describe your firm's security features to minimize the risk of unauthorized
transactions and formal disaster recovery plan.
• Tab F -Implementation Plan. Please describe the following in this
section:
)> Discuss your approach to the implementation process. Include an
estimated implementation calendar, actions required on the part of
the City and your firm and the timeframe to complete the tasks.
)> What dedicated resources (personnel and technical), procedures
and controls will you provide or recommend in the implementation
period to ensure a successful and timely implementation?
• Tab G -Lockbox Services Bid Form. Please complete per form shown
in Exhibit B. In addition to submitting with proposal responses, this form
must also be submitted in Excel format with the proposal package.
Fees related to all services described in the proposal must be listed on
this form -even if the service is not shown on the form. Also, please
include any one-time set-up charges, equipment costs, research fees
and all other fees that will be charged. Include any incentives or price
breaks based on volume, timeliness, or rebates. Please state the period
of validity for these fees.
• Tab H -Service Enhancement and Industry Best Practices.
)> Describe any services and technological enhancements not
previously mentioned that should be considered for further
improving the effectiveness of the City 's lockbox services.
)> What best practices have you identified in this industry space?
15
Exhibit A Page 15 of 61
..
6. SERVICE #4 -MERCHANT SERVICES
a. Scope of Work
The City currently accepts Visa, MasterCard, American Express and Discover
credit card payments approximating $245,000 or 2,400 transactions each month.
The City currently has two merchant locations accepting payments for City
services such as utility payments, business license fees, permits, plan checks,
recreation classes and parking fees, etc. The City also has hand-held devices to
process credit card payments. Payments are accepted over-the-counter, by mail,
by telephone, online and occasionally in the field (using hand-held devices). The
City prefers a single point of contact for technical issues, configuration changes,
upgrades, maintenance and troubleshooting for any merchant bankcard issues.
b. Proposal to include the following tabs:
• Tab A-Table of Contents
• Tab B -Organization and General Information. Please provide the
following in this section:
~ Describe your firm's Merchant Bankcard and Point-of-Sale
processing capabilities.
~ Include an organization chart of the Merchant Bankcard Service
Department showing the position of the Department within the
firm's structure.
~ Describe your customer service standards for Merchant Bankcard
processing and review. Do you have a quality management
program? How do you measure customer satisfaction?
• Tab C -Bankcard Transaction Processing
~ What is the settlement cutoff time for card transactions?
~ When and how will the City receive funds for each day's
transactions? Is settlement by ACH or Fed wire? Are settlement
amounts listed separately on the bank statement or will they
appear as one lump sum? Will your firm break out amounts by
merchant locations/payment types?
~ Describe your online reporting capabilities. What types of report
are available to view merchant card transactions? Can the user
create custom reports? Please provide sample reports.
~ How are adjustments and charge backs handled? How is the City
notified of charge backs? Are charge backs and other debit
adjustments netted with daily proceeds or debited separately? Is
the discount fee refunded when a charge back or refund
occurred?
• Tab D -Fees. Please complete per form shown in Exhibit C. In addition
to submitting with proposal responses, this form must also be submitted in
Excel format with the proposal package. Please provide the ("Interchange
Pass-Through") discount rate and all other applicable charges 1f@r
Exhibit A Page 16 of 61
credit/debit card processing services as described above. Include the
following:
~ Visa and MasterCard authorization fees
~ Monthly service fee
~ Monthly statement fee
~ Any other fees the City would be charged.
• Tab E -Service Enhancement and Industry Best Practices.
~ Describe any services and technological enhancements not
previously mentioned that should be considered for further
improving the effectiveness of the City's operations.
~ What best practices have you identified in this industry space?
7. PROPOSAL FORMAT GUIDELINES
Interested entities or contractors are to provide the City of San Juan Capistrano with
a thorough proposal using the following guidelines:
a. FORMAT
Proposal shall be typed and should contain no more than fifty (50) typed pages
using a 12-point font size, including a cover letter and resumes of key people, but
excluding Index/Table of Contents, tables, charts, and graphic exhibits. Each
proposal will adhere to the following order and content of sections . Proposal
should be straightforward, concise and provide "layman" explanations of technical
terms that are used. Emphasis should be concentrated on conforming to the
RFP instructions, responding to the RFP requirements, and on providing a
complete and clear description of the offer. Proposals which appear unrealistic in
terms of technical commitments, lack of technical competence or are indicative of
failure to comprehend the complexity and risk of any contract awarded under
this RFP, may be rejected. The following proposal sections are to be included
in the Proposer's response:
b. Cover Letter
Proposal shall be accompanied by a cover letter, not to exceed two (2) pages in
length. The cover letter should summarize key elements of the proposal. An
individual authorized to bind the consultant must sign the letter. The letter must
stipulate that the proposal price will be valid for a period of at least 180 days.
Indicate the address and telephone number of the contractor's office located
nearest to San Juan Capistrano, California and the office from which the project
will be managed.
c. Background, Project and Methodology Section
Refer to the Scope of Work for specific services.
17
Exhibit A Page 17 of 61
...
d. Staffing
Provide a list of personnel who will be working on this project and indicate the
functions that each will perform and anticipated hours of service of each
individual. Include a resume for each designated individual.
Upon award and during the contract period , if the contractor chooses to assign
different personnel to the project, the Contractor must submit their names and
qualifications including information listed above to the City for approval before
they begin work.
e. Financial Capacity
Provide the Proposer's latest audited financial statement or other pertinent
information such as internal unaudited financial statements and financial
references to allow the City to reasonably formulate a determination about the
financial capacity of the Proposer. Describe any administrative proceedings,
claims, lawsuits, or other exposures pending against the Proposer.
f. Fee Proposal
See requirements in the Scope of Work for specific services. Pricing instructions
should be clearly defined to ensure fees proposed can be compared and
evaluated. Proposals shall be valid for a minimum of 180 days following
submission.
g. Disclosure
Please disclose any and all past or current business and personal
relationships with any current San Juan Capistrano elected official, appointed
official, City employee, or family member of any current San Juan Capistrano
elected official, appointed official, or City employee. Any past or current
business relationship may not disqualify the firm from consideration.
h. Sample Agreement
The firm(s) selected by the City will be required to execute a Personal Services
Agreement (Agreement) with the City. The form of the Agreement is enclosed as
Attachment 1. See additional information on the Agreement at Section 12 below.
8 . PROCESS FOR SUBMITTING PROPOSALS
a. Content of Proposal
The proposal must be submitted using the format as indicated in the
proposal format guidelines.
b . Preparatjon of proposal
Each proposal shall be prepared simply and economically, avoiding the use of
elaborate promotional material beyond those sufficient to provide a complete,
accurate and reliable presentation.
18
Exhibit A Page 18 of 61
c. Number of Proposals
Submit one original, five (5) hard copies plus one disk copy of your proposal in
sufficient detail to allow for thorough evaluation and comparative analysis. In
the event of a conflict between the original and any hard copy or disk copy, the
original shall control.
d. Submission of Proposals
Complete written proposals must be submitted in sealed envelopes marked and
received no later than 4:30 p.m. (P.S.T) on February 2, 2015 to the address
below . Proposals will not be accepted after this deadline. Faxed or e-mailed
proposals will not be accepted.
e. lnqyjrjes
City of San Juan Capistrano
Michelle Bannigan, Assistant Finance Director
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
RE: Banking and Related Services
Questions about this RFP must be directed in writing, via e-mail no
later than January 16. 2015 at 4:30 p .m. to:
Michelle Bannigan
Assistant Finance Director
mbannigan@sanjuancapistrano.org
The City reserves the right to amend or supplement this RFP prior to the proposal
due date . The City will endeavor to answer all written questions timely received
no later than January 23, 2015. The City reserves the right not to answer all
questions.
From the date that this RFP is issued until the contractor(s) are selected and the
selection is announced, firms are not allowed to communicate outside the
process set forth in this RFP with any City employee other than the contracting
officer listed above regarding this RFP. The City reserves the right to reject
any proposal for violation of this provision. No questions other than written will
be accepted, and no response other than written will be binding upon the City .
f. Conditions for Proposal Acceptance
This RFP does not commit the City to award a contract or to pay any costs
incurred for any services. The City, at its sole discretion, reserves the right to
accept or reject any or all proposals received as a result of this RFP, to negotiate
with any qualified source(s), or to cancel this RFP in part or in its entirety.
The City may waive any irregularity in any proposal. All proposals will
become the property of the City of San Juan Capistrano, USA. If any
proprietary information is contained in the proposal, it should be clearly identified.
19
Exhibit A Page 19 of 61
10. EVALUATION CRITERIA
Evaluation of all proposals received by the City shall be based on the following
criteria.
a . Qualifications of Entity and Key Personnel-------25%
Includes the following: the Proposer's ability to provide the requested
scope of services; the Proposer's financial capacity; the Proposer's
recent experience conducting work of similar scope; the complexity, and
magnitude for other public agencies of similar size; and references.
b. Approach to Providing the Requested Scope of Services-------25%
Includes an understanding of the RFP and of the project's scope of
services, knowledge of applicable laws and regulations related to the
scope of services.
c. Price Proposal------25%
Price Proposals will be evaluated on the basis of the Total Estimated
Annual Price for each service area .
d. Innovative and/or creative approaches to providing the services that
provide additional efficiencies or increased performance capabilities. -----
--25%
10.EVALUATION OF PROPOSALS AND SELECTION PROCESS
In accordance with its Municipal Code Section 3-4.306, the City will adhere to the
following procedures in evaluating proposals. A Selection Committee
(Committee), which comprises City's staff will screen and review all proposals
according to the weighted criteria set forth above. While price is one basic factor
for award it is not the sole consideration.
a. Responsiveness Screening
Proposals will first be screened to ensure responsiveness to the RFP. The City
may reject as non-responsive any proposal that does not include the documents
required to be submitted by this RFP. At any time during the evaluation process ,
the City reserves the right to request clarifications or additional information from
any or all Proposers regarding their proposals.
b. Initial Proposal Review
The Committee will initially review and score all responsive written proposals
based upon the Evaluation Criteria set forth above. The Committee may also
contact Proposer's references. Proposals that receive the highest evaluation
scores may be invited to the next stage of the evaluation process. The City
may reject any proposal in which a Proposer's approach, qualifications, or price is
not considered acceptable by the City . An unacceptable proposal is one that
20
Exhibit A Page 20 of 61
would have to be substantially rewritten to make it acceptable. The City may
conclude the evaluation process at this point and recommend award to the lowest
responsible bidder. Alternatively, the City may elect to negotiate directly with one
or more Proposers to obtain the best result for the City prior to making a
recommendation or selection.
c. Interviews, Reference Checks, Revised Proposals, Discussions
Following the initial screening and review of proposals, the Proposers included in
this stage of the evaluation process may be invited to participate in an oral
interview. Interviews, if held, are tentatively scheduled to occur in February 2015
and will be conducted at City of San Juan Capistrano City Hall, 32400 Paseo
Adelanto, San Juan Capistrano, CA 92675. This date is subject to change. The
individual(s) from Proposer's firm that will be directly responsible for carrying out
the contract, if awarded, should be present at the oral interview. The oral
interview may, but is not required to, use a written question/answer format for the
purpose of clarifying the intent of any portions of the proposal.
In addition to conducting an oral interview, the City may during this stage of the
evaluation process also contact and evaluate the Proposer's references, contact
any Proposer to clarify any response or request revised or additional information,
contact any current users of a Proposer's services, solicit information from any
available source concerning any aspect of a proposal, and seek and review any
other information deemed pertinent to the evaluation process.
Following conclusion of this stage of the evaluation process, the Committee will
again rank all Proposers according to the evaluation criteria set forth above.
The Committee may conclude the evaluation process at this point, and make
a recommendation for award, or it may request Best and Final Offers from
Proposers. The City may accept the proposal or negotiate the terms and
conditions of the agreement with the highest ranked firm, which shall be
determined to be the lowest responsible bidder. The City may recommend award
without Best and Final Offers, so Proposers should include their best proposal
with their initial submission.
Recommendation for award is contingent upon the successful negotiation of final
contract terms. Negotiations shall be confidential and not subject to disclosure to
competing Proposers unless an agreement is reached. If contract negotiations
cannot be concluded successfully within a time period determined by the City, the
City may terminate negotiations and commence negotiations with the next highest
scoring Proposer or withdraw the RFP.
11. CONFIDENTIALITY
The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates
public access to government records. Therefore, unless information is exempt from
disclosure by law, the content of any request for explanation, exception, or
substitution, response to this RFP, protest, or any other written communication
between the City and Proposer, shall be available to the public. The City intends to
release all public portions of the proposals following the evaluation process at such
time as a recommendation is made to the City Council.
21
Exhibit A Page 21 of 61
If Proposer believes any communication contains trade secrets or other proprietary
information that the Proposer believes would cause substantial injury to the
Proposer's competitive position if disclosed, the Proposer shall request that the City
withhold from disclosure the proprietary information by marking each page containing
such proprietary information as confidential. Proposer may not designate its entire
proposal as confidential nor designate its Price Proposal as confidential.
Submission of a proposal shall indicate that, if Proposer requests that the City
withhold from disclosure information identified as confidential, and the City complies
with the Proposer's request, Proposer shall assume all responsibility for any
challenges resulting from the non-disclosure, indemnify and hold harmless the City
from and against all damages (including but not limited to attorney's fees that may
be awarded to the party requesting the Proposer information), and pay any and all
cost and expenses related to the withholding of Proposer information . Proposer shall
not make a claim, sue, or maintain any legal action against the City or its directors,
officers, employees, or agents concerning the disclosure, or withholding from
disclosure, of any Proposer information. If Proposer does not request that the City
withhold from disclosure information identified as confidential, the City shall have
no obligation to withhold the information from disclosure and may release the
information sought without any liability to the City.
12.EX PARTE COMMUNICATIONS
Proposers and Proposers' representatives should not communicate with the City
Council members about this RFP. In addition, Proposers and Proposers'
representatives should not communicate outside the procedures set forth in this RFP
with an officer, employee or agent of the City, including any member of the
evaluation panel, with the exception of the RFP Facilitator, regarding this RFP until
after contract award. Proposers and their representatives are not prohibited,
however, from making oral statements or presentations in public to one or more
representatives of the City during a public meeting .
A "Proposer" or "Proposer's representative" includes all of the Proposer's employees,
officers, directors, consultants and agents, any subcontractors or suppliers listed in
the Proposer's proposal, and any individual or entity who has been requested by the
Proposer to contact the City on the Proposer's behalf.
13.CONFLICT OF INTEREST
The Proposer shall warrant and represent that it presently has no interest and agrees
that it will not acquire any interest which would present a conflict of interest under
California Government Code sections 1090, et seq., or sections 87100, et seq.,
during the performance of services under any Agreement awarded . The Proposer
further covenants that it will not knowingly employ any person having such an
interest in the performance of any Agreement awarded. Violation of this provision
may result in any Agreement awarded being deemed void and unenforceable.
14.DISCLOSURE OF GOVERNMENTAL POSITION
In order to analyze possible conflicts that might prevent a Proposer from acting on
behalf of the City, the City requires that all Proposers disclose in their proposals
any positions that they hold as directors, officers, or employees of any governmental
entity. Additional disclosure may be required prior to contract award or during 1:f@
Exhibit A Page 22 of 61
term of the contract. Each Proposer shall disclose whether any owner or employee
of the firm currently hold positions as elected or appointed officials, directors, officers,
or employees of a governmental entity or held such positions in the past twelve (12)
months .
15.CONDITIONS TO AGREEMENT, IF ANY.
The selected Proposer will execute a Personal Services Agreement with the City
describing the Scope of Services to be performed, the schedule for completion of
the services, compensation, and other pertinent provisions . The contract shall
follow the sample form of Agreement provided as Attachment 1 to this RFP. All
Proposers are directed to particularly review the indemnification and insurance
requirements set forth in the sample Agreement.
The contractor will maintain insurance requirements during the entire time of the
contract. To confirm this requirement, within fifteen (15) days from execution of the
agreement, the contractor shall furnish the City satisfactory evidence of the insurance
requirements and evidence that each carrier is required to give at least thirty (30)
days prior notice of the cancellation agreement. The City shall be named additional
insured under the Contractor's policies as noted in the agreement.
The terms of the agreement, including insurance requirements have been
mandated by the City. Submittal of a proposal shall be deemed acceptance of all
the terms set forth in this RFP and the sample Agreement for Services unless the
Proposer includes with its proposal, in writing, any conditions or exceptions
requested by the Proposer to the proposed Agreement.
16. DISQUALIFICATION STATEMENT
Proposers shall submit a statement with the proposal to state whether a Proposer,
any officer of a proposer, or any employee of a Proposer who has a proprietary
interest in the Proposer, has ever been disqualified, removed, or otherwise prevented
from proposing on , or completing a federal, state, or local government project
because of a violation of law or safety regulation and if so, to explain the
circumstances . A proposal may be rejected on the basis of a Proposer, any officer or
employee of such Proposer, having been disqualified, removed, or otherwise
prevented from proposing on, or completing a federal , state, or local project because
of a violation of law or a safety regulation.
17.STANDARD TERMS AND CONDITIONS
a. Amendments
The City reserves the right to amend or supplement this RFP prior to the proposal
due date. All amendments and additional information will be posted to the San
Juan Capistrano City website, San Juan Capistrano -Official City Web Si te -
Department -Fina ncia l Services-Reques t for Pro posa ls . Proposers should check
this web page daily for new information.
b. Cost for Preparing Proposal
The cost for developing the proposal is the sole responsibility of the Proposer.
All proposals submitted become the property of the City.
23
Exhibit A Page 23 of 61
c. Business License
The Contractor must have a City of San Juan Capistrano business license while
conducting any work under this contract.
24
Exhibit A Page 24 of 61
EXHIBIT A
City of San Juan Capistrano -Banki ng Services B id Form
(Mark Items Clearly if "No Proposal: or Contracted to Third Party)
E sVmated Total Monthly Est i mated To tal Item Mo.jrthly Un it AFPC q~~ Por·u n.lt C<ts t GOJ t .Annual Cost Volume
Ge neral A ccount Services
Account Mai ntenance • We.b 4 AAAOOJ
Bank Statement. Web 4 CHK111
Information R eporting
Partia l R eco nciliation Month ly Ma intenance 2 A RP 003
Paper Repart Prinl & Ship pi no 1 A R P1 80
Image Item Prio r Day Statement 13 1NF450
CSV Report Monthly 1 A RP 502
Web P rior Day Repo rt 4 IN F407
We b Prio r Day Bala nce/Su mmary Upda ted 942 INF4 11
Web Prior Day Transaction Updated 572 INF412
Web Current D!!Y ReP_Ort 4 IN F425
Web Current Day Batance/Summal) 169 IN F413 Updated
Web Current Day Transaction Updated 202 INF414
Depo sito ry Services
Branch Deposit 40 CHK010
Electronic Cred it 129 C HK0 11
N l!lht Drop Deoosit 29 C HK0 12
Deposit AdminlslraHon Fee 369 9 CHK750
Currency Deposit Standard 309 15 ROC015
Check Deposit on Us 460 C KP 120
Check Deposit· Local C learing House 1672 CJ<P 137
Check Depo_sit • Selecl ln District. CA 2 168 C KP1 38
Check DelliJ§II • All Others 1759 CKP 139
Deposited Item Return -Reclea r 3 RET062
Deposited Item Return -Charcteback 2 RET063
A CH
AC H Web Monlhlv Base Fee 3 C PY406
ACH Web Credil Transactions 2 84 C PY407
ACH Web Debit Transactions 1 702 CPY409
ACH W e b Returns Transm ission 4 CPY417
ACH Web Rejej:ts/Rev/Del , C PY420
ACB Web NOC TransmlssloTJ 5 C PY430
ACH Web Batch Release 7 CPY432
Web Addenda Records 1 CPY435
ACH Web Acknowledgement Report 6 C PY458
Paper D isbursement Se rvice s
Check Paid Partial ·Truncated 276 AR P034
Pa id Check Charge 16 C HK020
Dally Paid Reoort 2 AR P051
Paid No Issue Report 2 A R P065
Reconcile Stop Payments· Renew al 1 ARP08 2
Transmission Output-Per TX 2 ARP 11 3
Transmission Output -Per Item 296 A R P 114
Check Capture 359 AR P 151
Check l maoe Retrieva l Monthly Fee 1 IM G401
Check lmaQe 4 IMG402
Check ProcessinQ Reiects 15 C KP1 8 1
Pre-EncOded Courier Deposit 16 CKP00 1
Non-Customer Cash Paid on ·us 1 C US301
Credit Error Nolice 2 CKP 19 1
Debit Error Notlce 1 CKP190
Web Stop Payment SinQie l nouirv 3 TS P450
Web Stop Payment Renewal 42 TSP418
Elect ronic D eb it and Wire Transfer
Electronic Debit 32 C HK02 1
Wire T ransfer Monthly Fee Web 1 WTM442
Account Transfer End of Day Web 2 WT M4 36
Outooino Domestic W ire Web 6 WTM443
Exhibit A Page 25 of 61
EXHIBIT A
City of San Juan Capistrano • Banking Services Bid Form
{M ark Items Clearly If "No Proposal : or Cont racted to Thi rd Party)
Estimated Tobll Monthly Estlmate<l ro'-'1 !tem Mon1hly Unit AFPCode Pe~Un lt Cost cost AnnuaiOost Voll!me•
LAIF
LAIF Redernp\lon 1 CSU170
LAIF Investment 1 CSU171
Bill Concentration
Monthly License Fee 1 BCS003
Tra nsm ission Fee 19 BCS005
Transacllon Fee 627 BCS007
Retum Fee 2 BCS026
Miscellaneous Items
Bank Supplies
Endorsement Stamps
Deposit Slips
DetJO Sit Bags
Exhibit A Page 26 of 61
EXHIBIT B
City of San Juan Capistrano -Lockbox Services Bid Form
(Mark Items Clea rly if "No Proposal or Contracted to Third Party")
Item Un it Price Estimated Monthly Monthly Cost Explanation Volume
Processing
Monthly Maintenance
Processed Item
Multiple Payment Surcharge
Dep_osit
Cash Payment Received
Additional Processing
Ma nuai/E)(press Mall
Sort
Stub Only Item
Photocopy
Outline Exception Review
Outline Exceptio ns Monthly
Outline Exceptio ns llem
Outline Excepllons User
Image Delivery Services
lmaqe Monthly Maintenance
lma(Je Web Ite m
lm_age Fuli-Pa<Je Item
Image CD-ROM
Image CD Rom Item
Reporting
Transmissio ns
Custom RePOrt Monthly
Other
Lockbox Changes
PackaQe Pre paration
US Mail per item
Research Request
Annual P.O. Box Rental
Initial Fees
Lockbox Setup Fee
lmaqe Setup Fee
Courier Fee
Da11y Courier Service
Third Party Courier Service
Photocopy
Per Item Pho tocopy Charge
Other Fees
Exhibit A Page 27 of 61
EXHIBIT B
City of San Juan Capistrano-Lockbox Services Bid Form
(Mark Items Clearly if "No Proposal or Contracted to Third Party")
Item Unit Price Estimated Monthly Monthly Cost Explanati on Volume
Processing
Monthly Maintenance
Processed item
Multiple Payment Surcharge
Deposit
Cash Payment Received
Additional Processing
Manual/Express Mail
Sort
Stub Only Item
Ph otoco py
Outline Exception Review
Outline ExceptJons Monthly
Outline Excepllons Item
Outline Exceptio ns Use r
Image Delivery Services
Image Monthly Maintenance
Image Web Item
Image Full-Page Item
Image CD-ROM
Image CD Rom Item
Reporting
Transmissions
Custom Report Monthly
Other
Lockbox Changes
Package Preparation
US Mail per item
Research Re quest
Annual P.O. Box Ren lal
Initial Fees
Lockbox Setup Fee
Image Setu p Fee
Courier Fee
Daily Courier Service
Third Party Courier Service
Photocopy
Per Item Photocooy Charge
Other Fees
Exhibit A Page 28 of 61
CITY OF SAN JUAN CAPISTRANO
EXHIBIT C-MERCHANT CARD SERVICES BID FORM
(Mark Clearly if "No Proposal or Contracted to a Third Party")
--.
Aufhorizatioo/EDC Fee -Visa s s s s s
Aufhorization/EDC Fee -Mastercard s s s s s
Authorization/EDC Fee -l:liscover Network Ca rd s s s s s
Authorizatioo/EDC Fee -American Ex ress Card s s s s s s s s $ s s s s s -s
s s s -s -s
Other Fees (Please provide descri $ s s s $
s s s s s
Subtotal All Fees r Transaction s
s s s s s s s s s s s s -s s s s s s s $ s s s
$ s s s s s -
Subtotal Monthly Fees. s
nnuat Fees
s s s -$ -
Oth&r Fees lease provide descri -s s s $
s s s s s
• "'~ s s -s
s s s s
Exhibit A Page 29 of 61
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this __ day
of , 2014, by and between the City of San Juan Capistrano (hereinafter referred to as
the "City") and (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to ; and
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by the Consultant shall consist of those tasks as
set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that
there are any conflicts between the provisions described in Exhibit "A" and those provisions
contained within this Agreement, the provisions in this Agreement shall control.
Section 2. Term .
[OPTION 1: ONGOING SERVICES, NO END DATE] This Agreement shall
commence on the effective date of this Agreement and services required hereunder shall
continue until notified that said services are no longer required, subject to 15 days notice of
termination .
[OPTION2: SPECIFIC TERM] This Agreement shall commence on the effective
date and shall terminate, and all services required hereunder shall be completed, no later
than ----
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $ __
[either, total contract amount, or amount per month or per fiscal year; also specify whether
the total compensation includes expenses, etc.], [as set forth in Exhibit "8," attached and
incorporated herein by reference [if Consultant provides a cost proposal or rate schedule]].
1
Exhibit A Page 30 of 61
3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly invoices based on
total services which have been satisfactorily completed for such monthly period. The City
will pay monthly progress payments based on approved invoices in accordance with this
Section.
3.3 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be made
available at reasonable times to the City. Invoices shall be addressed as provided for in
Section 16 below.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an inaependent contractor and not an
agent or employee of the City, and shall obtain no rights to any benefits which accrue to
Agency's employees .
Section 5. Limitations Upon Subcontracting and Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for the City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required without
written approval of the City. This Agreement may not be assigned, voluntarily or by
operation of law, without the prior written approval of the City. If Consultant is permitted to
subcontract any part of this Agreemen t by City, Consultant shall be responsible to the City
for the acts and om issions of its subcontractor as it is for persons directly employed .
Nothing contained in this Agreement shall create any contractual relationships between any
subcontractor and City. All persons engaged in the work will be considered employees of
Consultant. City will deal directly with and will make all payments to Consultant.
Section 6. Changes to Scope of Work .
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra work. In the event of a change in the
Scope of Work provided for in the contract documents as requested by the City, the Parties
hereto shall execute an addendum to this Agreement setting forth with particularity all terms
of the new agreement, including but not limited to any additional Consultant's fees.
Section 7. Familiarity with Work and/or Construction Site.
By executing this Agreement, Consultant warrants that: ( 1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
2
Exhibit A Page 31 of 61
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed under this Agreement. Should Consultant discover any latent or
unknown conditions materially differing from those inherent in the work or as represented
by City, it shall immediately inform the City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and regulations
of federal, state and local government.
Section 10. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated w ith Consultant.
Section 11. Copies of Work Product.
At the completion of the work , Consultant shall have delivered to City at least one ( 1)
copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation . All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved by
the City in writing.
Section 12. Ownership of Documents.
All reports , information, data and exhibits prepared or assembled by Consultant in
connection wfth the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any individual or organization without prior written consent of the City. All such reports,
information, data, and exhibits shall be the property of the City and shall be delivered to the
City upon demand without additional costs or expense to the City. The City acknowledges
such documents are instruments of Consultant's professional services .
Section 13. Indemnity.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold
harmless the City and its elective and appointive boards, officers, agents, and employees
from any and all claims, liabilities, expenses, or damages of any nature, including attorneys'
3
Exhibit A Page 32 of 61
. '
fees, for injury or death of any person, or damages of any nature, including interference
with use of property, arising out of, or in any way connected with the negligence,
recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents,
officers, employees, subcontractors, or independent contractors hired by Consultant in the
performance of the Agreement. The only exception to Consultant's responsibility to protect,
defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful
conduct of the City, or any of its elective or appointive boards, officers, agents, or
employees .
This hold harmless agreement shall apply to all liab i lity regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beg i nning any of the services o r work called for by any term of th is
Agreement, Consultant, at its own cost and e'<p~nse , shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to the
City. Consultant shall not allow any subcontrQctor to commence work on any subcontract
until all insurance required of the Consultant has also been obtained for the subcontractor.
Insurance required herein shall be provided by Insurers in good standing with the State of
California and having a minimum Best's Guide Rating of A-Class VII or better.
14.1 Comprehensive General Liability .
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive General Liability coverage in an amount not less than one
million dollars per o·ccurrence ($1 ,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or ot her form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non-
owned vehicles in an amount not less than one million dollars per occurrence
($1 ,000,000.00).
14.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
4
Exhibit A Page 33 of 61
Workers' Compensation Employer's Liability Insurance in the statutory amount as required
by state law.
14.4 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit the
insurance certificates, including the deductible or self-retention amount, and an additional
insured endorsement naming City, its officers, employees, agents, and volunteers as
additional insured as respects each of the following: Liability arising out of activities
performed by or on behalf of Consultant, including the insured 's general supervision of
Consultant; products and completed operations of Consultant; premises owned, occupied
or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant.
The coverage shall contain no special limitations on the scope of protection afforded City,
its officers, employees, agents, or volunteers .
14.5 Errors and Omissions Coverage [FOR PROFESSIONS/WORK
EXCLUDED FROM GENERAL LIABILITY]
Throughout the term of th is Agreement, Consultant shall maintain Errors and
Omissions Coverage (professional liability coverage) in an amou nt of not less than One
Million Dollars ($1 ,000,000). Prior to beginning any work under this Agreement, Consultant
shall submit an insurance certificate to the City's General Counsel for certification that the
insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancellation/Termination of Insurance .
The above pol icy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to City, except that
ten (10) days' notice ~hall be given if there is a cancellation due to failure to pay a premium .
14.7 Terms of Compensation.
Consultant shall not receive any compensation until all insurance provisions
have been satisfied.
14.8 Notice to Proceed .
Consultant shall not proceed with any work under this Agreement until the
City has issued a written "Notice to Proceed" verifying that Consultant has complied with all
insurance requirements of this Agreement.
Section 15. Termination.
City shall have the right to terminate this Agreement without cause by giving thirty
(30) days' advance written notice of termination to Consultant.
5
Exhibit A Page 34 of 61
In addition, this Agreement may be terminated by any party for cause by providing
ten ( 1 0) days' notice to the other party of a material breach of contract. If the other party
does not cure the breach of contract, then the agreement may be terminated subsequent to
the ten (10) day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice . These addresses shall be
used for delivery of service of process:
To City:
To Consultant:
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano , CA 92675
Attn: __________ _
Section 17. Attorneys' Fees.
If any action at law or in equity is necessary to enforce or interpret the terms of this
Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and
necessary disbursements in addition to any other relief to which he may be entitled.
Section 18. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration under
the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
Section 19. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
Section 20. Counterparts and Facsimile signatures.
This Agreement may be executed by the Parties in counterparts, which counterparts
shall be construed together and have the same effect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and have the same force and effect as if they were original signatures.
6
Exhibit A Page 35 of 61
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
By : ______________________ __
, Mayor
CONSULTANT
By : ______________________ ~
ATIEST:
Maria Morris, City Clerk
APPROVED AS TO FORM:
Hans Van Ligten, C ity Attorney
7
Exhibit A Page 36 of 61
City of San Juan Capistrano
Summary
October 31, 2014
*The information on City Managed Investments (LAIF and Non-Negotiable CD) reported on the following pages has been compiled by PFM
Asset Management based on information provided by the City of San Juan Capistrano. This report is for informational purposes only.
Exhibit A Page 37 of 61
CITY OF SAN JU~N CAPISTRANO
Portfolio Summary and Investment Allocation
PFM Managed Investments
Certificate of Deposit
Corporate Note
Federal Agency Bond I Note
U.S. Treasury Bond I Note
City Managed Investments
Non-Negotiable Certificates of Deposit
Local Agency Investment Fund
Total
Maturity Distribution
Maturity Bucket
Under 30 days
31 to 60 days
61 to 90 days
91 to 180 days
181 days to 1 year
1 to 2 years
2 to 3 years
3 to 4 years
4 to 5 years
Over 5 years
Consolidated Summary
Closing Market Value
1,740,909.03
6,297,275 .07
11,532,2 92 .09
10,603,815.70
750,000.00
13,344,459.00
$44,268,750.89
Closing Market Value
13,594,459.00
0.00
0.00
250,393 .50
3,607,955.27
15,460,747.27
11,355,195.85
0.00
0 .00
0.00
$44,268,750.89
Percent
3 .93
14.23
26 .05
23 .95
1.69
30.15
100.00%
Percent
30.71
0.00
0.00
0.57
8.15
34.92
25.65
0.00
0.00
0.00
100.00%
Sector Allocation
Non-
Negotiable CD
2 %
For the Month Ending October 31, 2014
Federal
Agency
26 %
SUMMARY Page 1
*The information on City Managed Investments reported on this page has been compiled by PFM Asset Management based on information provided by the City of San Juan Capistrano. This report is for
informational purposes only.
Exhibit A Page 38 of 61
City of San Juan Capistrano
Investments Managed by the City
October 31, 2014
*The information on City Managed Investments (LAIF and Non-Negotiable CD) reported on the following pages has been compiled by PFM
Asset Management based on information provided by the City of San Juan Capistrano. This report is for informational purposes only.
Exhibit A Page 39 of 61
Summary of Holdings
Cll~ Ot SAN JUAN CAPISTRANO -CITY MANAGED IN VESTMENTS
Security Type/Description
Dated Date/Coupon/Maturity CUSIP
local Government Investment Pools
Local Agency Investment Fund LAIFCITY
Security Type Sub-Total
Non-Negotiable Certificates of Deposit
Mission National Bank CD3810607SO -0.50% 11/10/2014
Independence Bank CD999999930B -0.95% 05/08/2016
Farmers and Merchants Bank CD7264
-0.40% 06/25/2016
Security Type Sub-Total
Securities Sub-Total
Accrued Interest
Total Investments
Par
S&P Moody's
Rating Rating
13,344,459.00 NR NR
13,344,459.00
250;000.00 NR NR
250,000.00 NR NR
250,000.00 NR NR
750,000.00
$14,094,459.00
Trade
Date
2/28/2009
11/10/2012
5/8/2014
6/25/2014
Settle
Date
2/28/2009
11/10/2012
5 /8/2014
6/25/2014
For the Month Endi'ng October 31, 2014
Original
Cost
YTM Accrued
at Cost Inte rest
1.3,344,459:00 0.26%
13,344,459.00 0.26%
250,000.00 0.50% 82.21
250,000.00 0.95% 143.15
250,000.00 0.40% 13.70
750,000.00 0.62% 239.06
$14,094,459.00 0.28% $239.06
Amortized
Cost
13,344,459.00
13,344,459.00
250,000.00
250,000.00
25.0,000.00
750,000.00
$14,094,459.00
Market
Value
13,344,459.00
13,344,459.00
250,000.00
250,000.00
250~000.00
750,000.00
$14,094,459.00
$239.06 ---
$14,094,698.06
CITY MANAGED INVESTMENTS Page 1
*The information on City Managed Investments reported on this page has been compiled by PFM Asset Management based on information provided by the City of San Juan
Capistrano. This report is for informational purposes only.
Exhibit A Page 40 of 61
Earnings Reconciliation
CITY OF SAN JUAN CAPISTRANO-CITY MANAGED INVESTMENTS
Earnings Reconciliation (Cash Basis)
Interest/Dividends/Coupons Received
Less Purchased Interest Related to Interest/Coupons
Plus Net Realized Gains/Losses
Total Cash Basis Earnings
Earnings Reconciliation (Accrual Basis)
Ending Amortized Value of Secur ities
Ending Accrued Interest
Plus Proceeds from Sales/W ithdrawals
Plus Proceeds of Maturities/Calls/Pri ncipal Payments
Plus Coupons/Dividends Received
Less Cost of New Purchases
Less Beginning Amortized Value of Securities
Less Beginning Accrued Interest
Total Accrual Basis Earnings
7,401 .09
0 .00
0 .00
$7,401.09
14,094,459 .00
239 .06
0.00
0 .00
7,401.09
(3,007,014 .00)
(11,087,445.00)
(226.38)
$7,413.77
For the Month Ending October 31, 2014
CITY MANAGED INVESTMENTS Page 2
*The information on City Managed Investments reported on this page has been compiled by PFM Asset Management based on information provided by the City of San Juan
Capistrano. This report is for informational purposes only.
Exhibit A Page 41 of 61
Summary of Transactions & Interest
CITYb'F SAN JUAN CA PISTRANO -CITY MANAGED INVESTMENTS
10/07/2014 10/07(2014 Local Agency Investment Fund LAIFCITY 3,000,000.00
10/14/2014 10/~5/2014 Local Ag e ncy Investment Fund LAIF CITY 7,014 .00
Transaction Type Sub-Total 3,007,014.00
INTEREST
10/03/2014 10/03/2014
Mi ssion National Bank
-0.50% 11/10/2014 CD381060750 250,000.00
10/09/20~4 10/09/2014 Independence Bank CD 999999930B 250,000.00 -0.95 % 05/08/2016
10/14/2014 10/15/2014 Local Agency Inv estment Fund LAI FCITY 13,337,445.00
10/30/2014 10/30/2014 Far mers and Me rchant s Ba nk CD7264 250,000.00 -0.40% 06 25 201 6
Transaction Type Sub-Total 14,087,445.00
Total Security Transactions
For the Month Ending October 31, 2014
Principal Accrued
(3,000,000.00) 0.00 (3,000,000.00)
(7 ,014.00) 0.00 (7,014 .00)
(3,007 ,014.00) 0.00 (3,007,014.00)
0.00 109 .61 109.61
0.00 195 .28 195.28
0.00 7,014.00 7,014.00
0.00 8 2.20 82.20
0 .00 7,401.09 7,401.09
(3,007,014.00) 7,401.09 (2,999,612 .91)
CITY MANAGED INVESTMENTS Page 3
*The information on City Managed Investments reported on this page has been compiled by PFM Asset Management based on information provided by the City of San Juan
Capistrano . This report is for informational purposes only.
Exhibit A Page 42 of 61
City of San Juan Capistrano
Investments Managed by PFM Asset Management
October 31, 2014
*The information on City Managed Investments (LAIF and Non-Negotiable CD) reported on the following pages has been compiled by PFM
Asset Management based on information provided by the City of San Juan Capistrano. This report is for informational purposes only.
Exhibit A Page 43 of 61
Managed Account Summary Statement For the Month Ending October 31, 2014
.OT¥ OF SA~ JUAN CAPISTRANQ -XXXXO.l:OO
Transaction Summary -Managed Account Cash Transactions Summary -Managed Account
Opening Market Value $30,148,384.66 Maturities/Calls 450,000.00
Maturities/Calls ( 450,000.00) Sale Proceeds 0.00
Coupon/Interest/Dividend Income 34,419.30 Principal Dispositions 0.00 Principal Payments 0.00 Principal Acquisitions 446,188.15
Security Purchases (446,355.03)
Unsettled Trades 0.00
Change in Current Value 29,719.08 Net Cash Contribution 0.00
Reconciling Transactions 0.00
Closing Market Value $30,174,291.89
Earnings Reconciliation (Cash Basis)-Managed Account Cash Balance
Interest/Dividends/Coupons Received 34,419.30 Closing Cash Balance $110,568.38
Less Purchased Interest Related to Interest/Coupons
Plus Net Realized Gains/Losses
Total Cash Basis Earnings
(166.88)
(2,420.00)
$31,832.42
Earnings Reconciliation (Accrual Basis) Total
Ending Amortized Value of Securities
End ing Accrued Interest
Plus Proceeds from Sales
Plus Proceeds of Maturities/Calls/Principal Payments
Plus Coupons/Dividends Received
Less Cost of New Purchases
Less Beginning Amortized Value of Securities
Less Beginning Accrued Interest
Total Accrual Basis Earnings
PFJ\·1 Asset l\:I a nagen1ent LLC
30,101,830.31
96,351.52
0.00
450,000.00
34,419.30
( 446,355.03)
(30,121,629 .83)
(95,574.43)
$19,041.84
Page 1
Exhibit A Page 44 of 61
~ Portfolio Summary and Statistics
CTIY OF SAN JUAN CAPISTRANO -XXXXO 100
Account Summary
Description Par Value
U.S. Treasury Bond I Note 10,440,000.00
Federal Agency Bond I Note 11,465,000.00
Corporate Note 6,165,000.00
Certificate of Deposit 1,745,000.00
Managed Account Sub-Total 29,815,000.00
Accrued Interest
Total Portfolio 29,815,000.00
Unsettled Trades 0.00
49.58%
37.63%
I
11.96%
0 .83% n 0.00%
0 -6 Months 6 -12 Months 1 -2 Years 2-3 Years 3-4 Years
-==--.=n::\r
::!iii_ PFM Asset Manage n1ent LLC
Market Value Percent
10,603,815.70 35.14 US TSY Bond I Note
11,532,292.09 38.22 35.14%1
6,297,275.07 20.87
1,740,909.03 5.77
30,174,291.89 100.00%
96,351.52
30,270,643.41
0.00
Yield to Maturity at Cost
Yield to Maturity at Market
Duration to Worst
Weighted Average Days to Maturity
0.00% 0.00%
4-5 Years Over 5 Years
For the Month Ending October 31, 2014
Sector Allocation
Cert of Deposit
~5.77%
Corporate Note
20.87%
Fed Agy Bond I
~Note
38.22%
Characteristics
Exhibit A Page 45 of 61
0.77%
0.62%
1.73
658
Page 2
~ Managed Account Issuer Summary For the Month Ending October 31, 2014
CITYOF SAN JUAN CAPISTRANO-)QQ(X0100
Issuer Summary Credit Quality (S&P Ratings)
Market Value
Issuer of Holdings Percent
BERKSHIRE HATHAWAY INC 790,432.72 2.62
CATERPILLAR INC 780,849.08 2.59 3.32%
CITIGROUPINC 249,940.50 0.83 AA-.
DISCOVER FINANCIAL SERVICES 251,319.25 0.83 10.19%
FANNIE MAE 3,928,982.55 13.02
FEDERAL FARM CREDIT BANKS 1,302,519.90 4.32
FEDERAL HOME LOAN BANKS 4,070,960.46 13.49
FREDDIE MAC 2,229,829.18 7.39
GENERAL ELECTRIC CO 1,049,539.77 3.48
GOLDMAN SACHS GROUP INC 250,393.50 0.83
IBM CORP 803,794.11 2.66
JP MORGAN CHASE & CO 786,097.64 2.61
PROCTER & GAMBLE CO 753,994.80 2.50
TOYOTA MOTOR CORP 776,594.60 2.57 76.01%
UNITED STATES TREASURY 10,603,815.70 35.14
US BANCORP 739,818.53 2.45
WELLS FARGO & COMPANY 805,409.60 2.67
Total $30,174,291.89 100.00%
Page 3
PFM Asset Management LLC
Exhibit A Page 46 of 61
Managed Account Detail of Securities Held For the Month Ending October 31, 2014
-------;;--~-~~-
CITY 'QF SAN JUAN CAPISTRANO -XXXX0100
Security Type/Description S&P Moody's Trade
Dated Date/Coupon/Maturity CUSIP Par Rating Rating Date
U.S. Treasury Bond I Note
US TREASURY NOTES 912828NP1 100,000.00 AA+ Aaa 09/26/13
D1D 08/02/2010 1.750% 07/31/2015
US TREASURY NOTES 912828NP1 940,000.00 AA+ Aaa 08/15/13
DTD 08/02/2010 1.750% 07/31/2015
US TREASURY NOTES 912828PM6 960,000.00 AA+ Aaa 07/02/14
D1D 12/31/2010 2.125% 12/31/2015
US TREASURY NOTES 912828C40 330,000.00 AA+ Aaa 04/04/14
DTD 03/31/2014 0.375% 03/31/2016
US TREASURY NOTES 912828QP8 580,000.00 AA+ Aaa 12/20/13
D1D 05/31/2011 1.750% 05/31/2016
US TREASURY NOTES 912828QX1 600,000.00 AA+ Aaa 06/02/14
D1D 08/01/20111.500% 07/31/2016
US TREASURY NOTES 912828LP3 915,000.00 AA+ Aaa 03/03/14
D1D 09/30/2009 3.000% 09/30/2016
US TREASURY NOTES 912828RM4 600,000.00 AA+ Aaa 06/02/14
DTD 10/31/2011 1.000% 10/31/2016
US TREASURY NOTES 912828RXO 995,000.00 AA+ Aaa 02/12/14
D1D 01/03/2012 0.875% 12/31/2016
US TREASURY NOTES 912828SC5 50,000.00 AA+ Aaa 02/10/14
D1D 01/31/2012 0.875% 01/31/2017
US TREASURY NOTES 912828SCS 250,000.00 AA+ Aaa 09/08/14
D1D 01/31/2012 0.875% 01/31/2017
US TREASURY NOTES 912828MK3 740,000.00 AA+ Aaa 01/17/14
D1D 02/01/2010 3.125% 01/31/2017
US TREASURY NOTES 912828SCS 1.100,000.00 AA+ Aaa 07/29/14
D1D 01/31/2012 0.875% 01/31/2017
US TREASURY NOTES 912828SM3 1,300,000.00 AA+ Aaa 03/20/14
DTD 03/31/2012 1.000% 03/31/2017
PFl\1 Asset Managetnent llC
Settle
Date
09/27/13
08/16/13
07/07/14
04/07/14
12/23/13
06/05/14
03/04/14
06/05/14
02/14/14
02/11/14
09/09/14
01/21/14
07/31/14
03/21/14
Original YTM
Cost at Cost
102,621.09 0.32
965.446 .10 0.36
986,137.50 0.28
329,651.95 0.43
597,332.03 0.51
613,382.81 0 .46
973,188.28 0.51
606,140.63 0.57
999,702.93 0.71
50,291.02 0.68
250,654.30 0 .76
790,701.56 0.83
1.102,234.38 0.79
1,302,945.31 0.92
Accrued
Interest
442 .26
4,157.20
6,873.91
108.79
4,270.77
2,274.46
2.413.19
16.57
2,933.63
110.56
552.82
5,844.09
2.432.40
1.142.86
Amortized
Cost
101,064.92
949,738.91
980,534.33
329,751.62
591,257.02
610,862.48
958,2.94 .41
605,111.93
998,547.13
50,220.76
250,615.30
777,757.01
1.102,010.29
1,302,353.73
Market
Value
101,195.30
951.235.82
981,300.48
330,386.72
592,642.19
611,296 .80
958,391.02
605,718.60
1,000,674.49
50,273.45
251,367.25
780,873.16
1.105,015 .90
1.309,241.70
Page 4
Exhibit A Page 47 of 61
~PPM'
~ Managed Account Detail of Securities Held -CJT)'' OF SAN JUAN CAPISTRANO -XXXXO lOC>
Security Type/Description S&P Moody's Trade
Dated Date/Coupon/Maturity CUSIP Par Rating Rating Date
U.S. Treasury Bond I Note
US TREASURY NOTES 912828SY7 500,000.00 AA+ Aaa 06/02/14
om 05/31/2012 0 .625% 05/31/2017
US TREASURY NOTES 912828TG5 5,000.00 AA+ Aaa 07/29/14
om 07/31/2012 o.5oo% 07/31/2017
US TREASURY NOTES 912828TG5 475,000.00 AA+ Aaa 07/02/14
om 07/31/2012 o.500% 07/31/2017
Security Type Sub-Total 10,440,000.00
ral Agency Bond I Note
FFCB NOTES 3133EANJ3 300,000.00 AA+ Aaa 06/1S/12
om 05/01/2012 o.500% 05/01/2015
FEDERAL HOME LOAN BANK GLOBAL NOTES 313383V81 1,000,000.00 AA+ Aaa 08/20/13
om 08/09/2013 o.375% 08/28/2015
FEDERAL FARM CREDIT BANK BONDS 3133ECB86 1,000,000.00 AA+ Aaa 12/26/12
om 12/26/2012 0.420% 10/15/2015
FHLB (EX-CALLABLE) GLOBAL NOTES 3130AOGKO 1,000,000.00 AA+ Aaa 01/06/14
om 12/30/2013 0.375% 12/30/2015
FEDERAL HOME LOAN BANK GLOBAL NOTES 3130AOSD3 245,000.00 AA+ Aaa 09/22/14
om 01/24/2014 0.375% 02/19/2016
FANNIE MAE GLOBAL NOTES 3135GOVA8 400,000.00 AA+ Aaa 08/20/13
om 02/15/2013 o .500% 03/30/2016
FANNIE MAE GLOBAL NOTES 3135GOVA8 445,000.00 AA+ Aaa 10/24/14
om 02/15/2013 o.500% 03/30/2016
FANNIE MAE GLOBAL NOTES 3135GOVA8 500 ,000.00 AA+ Aaa 09/25/14
om 02/15/2013 o.500% 03/30/2016
FHLMC NOTES 3137EACT4 240,000.00 AA+ Aaa 09/26/14
DTD 04/08/2011 2.500% 05/27/2016
FHLMC NOTES 3137EACT4 950,000.00 AA+ Aaa 02/19/14
om 04/08/2011 2.500% OS/27/2016
.:=:=-. =PF:>I' ~PFM Asset Managen1ent llC
Settle
Date
06/05/14
07/31/14
07/07/14
06/15/12
08/21/13
12/26/12
01/07/14
09/23/14
08/21/13
10/27/14
09/26/14
09/29/14
02/20/14
Original YTM
Cost at Cost
496,796.88 0 .84
4,923.63 1.02
467,856.45 1.00
10,640,006.85 0.64
300,000 .00 0.50
999,510.00 0.40
1,000,000.00 0.42
999,400.00 0.41
245,159.25 0.33
398,268 .00 0 .67
446,188.15 0.31
500,805.00 0 .39
248,088.00 0.46
994,298.50 0.43
For the Month Ending October 31, 2014
Accrued
Interest
1.314.89
6 .32
600 .20
35,494.92
750.00
656 .25
186.67
1,260.42
183.75
172.22
191.60
215 .28
2,566.67
10,159.72
Amortized
Cost
497,229.02
4,929.98
468,590.55
10,578,869.39
300,000.00
999,807.10
1,000,000.00
999,646.90
245,147.32
399,057.64
446,178.90
500,753.34
247,657.07
980,736.19
Market
Value
497,890.50
4,951.17
470,361.15
10,603,815.70
300 ,504 .90
1,001,685.00
1,002,015.00
1,001,414.00
245,277.34
400,728.00
445,809.90
500,910.00
247,685 .28
980,420.90
Page 5
Exhibit A Page 48 of 61
~
Managed Account Detail of Securities Held
Cffi' OF SAN JUAN CAPISTRANO -XXXXOiOO
Security Type/Description S&P Moody's Trade
Dated Date/Coupon/Maturity CUSIP Par Rating Rating Date
Federal Agency Bond I Note
FHLB NOTES 3130A2T97 500,000.00 AA+ Aaa 09/25/14
DTD 08/07/2014 0.500% 09/28/2016
FHLB NOTES 3130A2T97 620 ,000 .00 AA+ Aaa 08/06/14
DTD 08/07/2014 0.500%09/28/2016
FNMA NOTES 3135GOJA2 2,050,000.00 AA+ Aaa 09/03/14
DTD 03/01/2012 1.125% 04/27/2017
FHLB GLOBAL NOTE (CALLABLE) 3130A1US 700,000.00 AA+ Aaa 04/03/14
DTD 04/28/2014 1.625% 04/28/2017
FREDDIE MAC GLOBAL NOTES 3137EADJ5 1,000,000.00 AA+ Aaa 08/13/14
DTD 06/25/2012 1.000% 07/28/2017
FNMA NOTES 3135GOZLO 515,000.00 AA+ Aaa 08/21/14
DTD 08/25/2014 1.000% 09/27/2017
Security Type Sub-Total 11,465,000.00
orate Note
PROCTER & GAMBLE CO CORP NOTES 742718BZ1 720,000.00 AA-Aa3 08/20/13
DTD 11/25/2003 4.850% 12/15/2015
CATERPILLAR FINANCIAL SE 14912L4S7 760,000 .00 A A2 08/20/13
DTD 04/01/2011 2 .650% 04/01/2016
IBM CORP GLOBAL NOTES (EX-CALLABLE) 459200HL8 805,000.00 AA-Aa3 08/20/13
DTD 05/07/2013 0.450% 05/06/2016
JPMORGAN CHASE & CO GLOBAL NOTES 46625HJA9 760,000.00 A A3 08/20/13
DTD 06/29/2011 3.150% 07/05/2016
GENERAL ELEC CAP CORP 36962G6Z2 790,000.00 AA+ A1 08/20/13
DTD 07/12/2013 1.500% 07/12/2016
WELLS FARGO & COMPANY 94974BFL9 800,000.00 A+ A2 08/20/13
DTD 07/29/2013 1.250% 07/20/2016
!
PFi\·1 Asset Managen1ent LLC
Settle
Date
09/26/14
08/07/14
09/04/14
04/28/14
08/14/14
08/25/14
08/23/13
08/23/13
08/23/13
08/23/13
08/23/13
08/23/13
Original YTM
Cost at Cost
498,615.00 0.64
618,605.00 0.61
2,059.799.00 0.94
707,847.00 1.24
1,000,700.00 0.98
513,161.45 1.12
11,530,444.35 0.67
789,228.00 0.65
790,673.60 1.07
795 ,8 79.35 0.88
794,656.00 1.52
793,160.00 1.36
799,336.00 1.28
For the Month Ending October 31, 2014
Accrued
Interest
229.17
284.17
256.25
94.79
2,583.33
486.39
20,276.68
13,192.00
1,678.33
1.760.94
7,714.00
3,587 .9 2
2.,805.56
Amortized
Cost
498,681.81
618,755.76
2,059,224.94
703.862.92
1.000,650.35
513.267.95
11,513,428.19
753,744.18
776,784.04
799,865.44
780.465.28
791.874.87
799,605.20
Market
Value.
499,005.50
618.766 .82
2,066,879.70
704,811.80
1.001,723.00
514,654.95
11,532,292.09
753,994.80
780,849.08
803.794.11
786,097.64
800,102.52
805.409.60
Page 6
Exhibit A Page 49 of 61
Managed Account Detail of Securities Held For the Month Ending October 31, 2014
CITY OF SAN JUAN CAPISTRANO -XXXXO~OO " --
Security Type/Description S&P Moody's Trade Settle Original YTM Accrued Amortized Market
Dated Date/Coupon/Maturity CUSIP Par Rating Rating Date Date Cost at Cost Interest Cost Value
BERKSHIRE HATI-JAWAY INC GLOBAL NOTES 084670BB3 770,000.00 AA Aa2 08/20/13 08/23/13 79S,710.30 1.06 3,576.22 785,539.94 790.432 .72
DTD 08/15/2011 2 .200% 08/15/2016
TOYOTA MTR CRED NOTES 89233P5E2 760,000.00 AA-Aa3 02/19/14 02/24/14 784,259.20 0 .74 1,942.22 777,797.41 776,594 .60
DTD 09/15/2011 2.000% 09/15/2016
Security Type Sub-Total 6,165,000.00 6,342,902.45 1.07 36,257.19 6,265,676.36 6,297,275.07
ificate of Deposit
GOLDMAN SACHS BANK USA 38143AJLO 250,000.00 NR NR 02/08/12 02/08/12 250,000 .00 1.04 604.11 250,000.00 250,393 .50
DTD 02/08/2012 1.050% 02/09/2015
DISCOVER BANK 254671GN4 250,000.00 NR NR 09/26/12 09/26/12 250,000.00 1.03 258 .90 250,000.00 251 ,319.25
DTD 09/26/2012 1.050% 09/28/2015
GE CAPITAL BANK 36160JPD4 250,000.00 NR NR 05/03/13 05/03/13 250,000 .00 0 .70 872.60 250,000.00 249,437 .25
DTD 05/03/2013 0.700% 05/03/2016
CIT BANK (CALLABLE) 17284CEH3 250,000.00 NR NR 05/15/13 05/15/13 250,000.00 0.99 1,164.38 250,000.00 249,940.50
DTD 05/15/2013 1.000% 05/15/2017
US BANK NA CINONNATI (CALLABLE) CD 90333VPF1 745,000.00 AA-Aa3 09/09/14 09/11/14 743,800.55 1.41 1,422.74 743,856.37 739,818 .53
DTD 09/11/2014 1.375% 09/11/2017
Security Type Sub-Total 1,745,000.00 1,743,800.55 1.14 4,322.73 1,743,856.37 1,740,909.03
Managed Account Sub-Total 29,815,000.00 30,257,154.20 0.77 96,351.52 30,101,830.31 30,174,291.89
Securities Sub-Total $29,815,000.00 $30,257,154.20 0.77% $96,351.52 $30,101,830.31 $30,174,291.89
Accrued Interest $96,351.52
Total Investments $30,270,643.41
Page 7
PF!vi Asset Management LLC
Exhibit A Page 50 of 61
-PF~1 ~ Managed Account Fair Market Value & Analytics
CITY QF SAN JUAN · CAPISTRANO-.)OOQ(QlOO
Security Type/Description
Dated Date/Coupon/Maturity CUSIP
U.S. Treasury Bond I Note
US TREASURY N01ES 912828NP1
DTD 08/02/2010 1.750% 07/31/2015
US TREASURY N01ES 912828NP1
DTD 08/02/2010 1.750% 07/31/2015
US TREASURY N01ES 912828PM6
DTD 12/31/2010 2.125% 12/31/2015
US TREASURY N01ES 912828C40
DTD 03/31/2014 0.375%03/31/2016
US TREASURY N01ES 9128280P8
DTD 05/31/20111.750% 05/31/2016
US TREASURY N01ES 9128280X1
DTD 08/01/20111.500% 07/31/2016
US TREASURY N01ES 912828LP3
DTD 09/30/2009 3.000% 09/30/2016
US TREASURY N01ES 912828RM4
DTD 10/31/20111.000% 10/31/2016
US TREASURY N01ES 912828RXO
DTD 01/03/2012 0.875% 12/31/2016
US TREASURY N01ES 912828SC5
DTD 01/31/2012 0 .8 75% 01/31/2017
US TREASURY NOTES 912828SC5
DTD 01/31/2012 0.875% 01/31/2017
US TREASURY NOTES 912828MK3
DTD 02/01/2010 3.125% 01/31/2017
US TREASURY NOTES 912828SC5
DTD 01/31/2012 0 .8 75% 01/31/2017
US TREASURY N01ES 912828SM3
DTD 03/31/2012 1.000% 03/31/2017
US TREASURY N01ES 912828SY7
DTD 05/31/2012 0.625% 05/31/2017
US TREASURY NOTES 912828TG5
DTD 07/31/2012 0.500% 07/31/2017
US TREASURY N01ES 912828TG5
DTD 07/3U2012 0.500% 07/31/2017
PFM Asset Managernent LLC
--
Next Call Market
Par Broker Date Price
100,000.00 CffiGRP 101.20
940,000.00 CffiGRP 101.20
960,000.00 MERRILL 102.22
330,000.00 MORGANST 100.12
580,000.00 MERRILL 102.18
600,000.00 MORGANST 101.88
915,000.00 MORGANST 104.74
600,000.00 MERRILL 100 .95
995,000.00 MERRILL 100.57
50,000.00 MORGANST 100.55
250,000.00 CffiGRP 100.55
740,000.00 CffiGRP 105 .52
1.100,000.00 CffiGRP 100.55
1.300,000.00 HSBC 100.71
500,000 .00 CffiGRP 99 .58
5,000.00 MORGANST 99.02
475,000.00 MORGANST 99.02
Market
Value
101.19S .30
951,235.82
981,300.48
330,386.72
592.642 .19
611,296.80
958,391.02
605.718.60
1.000,674.49
50,273.45
251.367.25
780,873.16
1.106,015.90
1.309,241.70
497,890.50
4,951.17
470,361.15
Unreal G/L
On Cost
(1.425.79)
(14,210.28)
(4,837.02)
734.77
(4,689.84)
(2,086.01)
(14,797.26)
(422 .03)
971.56
(17.57)
712.95
(9,8 28.40)
3.781.52
6,296.39
1,093 .62
27 .54
2,504.70
For the Month End in g October 31, 2014
Unreal G/L Effective Duration YTM
Amort Cost Duration to Worst at Mkt
130.38 0 .75 0 .75 0.15
1.496.91 0.75 0.75 0.15
766 .15 1 .15 1.15 0 .22
635.10 1.41 1.41 0.~9
1,385 .17 1.55 1.55 0 .3 7
434.32 1.72 1.72 0.42
96 .6 1 1.87 1.87 0.51
606.67 1.98 1.98 0.52
2,127.36 2.14 2.14 0 .61
52.69 2.22 2.22 0.63
751.95 2 .22 2 .22 0.63
3,116.15 2.17 2.17 0.65
4,005.61 2.22 2.22 0.63
6,887.97 2.38 2.38 0.70
661.48 2 .55 2.55 0.79
21.19 2.72 2.72 0.86
1,770.60 2.72 2.72 0.86
Page 8
Exhibit A Page 51 of 61
.....
.:=PF:\
~ Managed Account Fair Market Value & Analytics
C:ITY ®F SAN JUAN CAPISTRANO-)()GO(QlOQ,
Security Type/Description
Dated Date/Coupon/Maturity CUSIP Par Broker
Security Type Sub-Total . 10,440,000.00
Federal Agency Bond I Note
FFCB NOTES 3133EANJ3 300.000.00 NEW ACCT
DTD 05/01/2012 0.500% 05/01/2015
FEDERAL HOME LOAN BANK GLOBAL 313383V81 1,000,000.00 NOMURA
NOTES
DTD 08/09/2013 0.375% 08/28/2015
FEDERAL FARM CREDIT BANK BONDS 3133ECB85 1,000,000 .00 NEW ACCT
DTD 12/25/2012 0.420 % 10/15/2015
FHLB (EX-CALLABLE) GLOBAL NOTES 3130AOGKO 1.000.000.00 HSBC
DTD 12/30/2013 0.375% 12/30/2015
FEDERAL HOME LOAN BANK GLOBAL 3130AOSD3 245,0 00 .00 WELLSFAR
NOTES
DTD 01/24/2014 0.375 % 02/19/2015
FANNIE MAE GLOBAL NOTES 3135GOVA8 400,000.00 CillGRP
DTD 02/15/2013 0.500% 03/30/2016
FANNIE MAE GLOBAL NOTES 3135GOVA8 445,000.00 NOMURA
DTD 02/15/2013 0.500% 03/30/2015
FANNIE MAE GLOBAL NOTES 3135GOVA8 500,000.00 WELLSFAR
DTD 02/15/2013 0 .500% 03/30/2016
FHLMC NOTES 3137EACT4 240,000.00 MERRILL
DTD 04/08/2011 2.500% 05/27/2016
FHLMC NOTES 3137EACT4 950,000.00 MERRILL
DTD 04/08/2011 2.500% 05/27/2016
FHLB NOTES 3130A2T97 500 ,000.00 MERRILL
DTD 08/07/2014 0.500% 09/28/2016
FHLB NOTES 3130A2T97 620,000.00 MORGANST
DTD 08/07/2014 0.500% 09/28/2016
FNMA NOTES 3135GOJA2 2.050,000 .00 TD SEC U
DTD 03/01/2012 1.125% 04/27/2017
FHLB GLOBAL NOTE (CALLABLE) 3130A1U5 700,000.00 MERRILL
DTD 04/28/2014 1.625% 04/28/2017
FREDDIE MAC GLOBAL NOTES 3137EADJ5 1,000,000 .00 JPMCHASE
DTD 06/25/2012 1.000% 07/28/2017
PFM Asset Managen1ent LLC
Next Call Market
Date Price
100.17
100.1 7
100.20
100.14
100.11
100.18
100.18
100.18
103 .2 0
103.20
99.80
99.80
100 .82
04/28/15 100.69
100 .17
Market
Value
10,603,815.70
300,504.90
1,001,585.00
1,002,015.00
1,001.414.00
245,277.34
400,728.00
445,809.90
500,910.00
247,685 .28
980,420.90
499,005.50
618,766.82
2,066,879 .70
704,811.80
1,001, 723 .00
Unreal G/L
On Cost
(36,191.15)
504.90
2,175.00
2,015 .00
2,014 .00
118.09
2.460 .00
(378.25)
105.00
(402.72)
(13,877.60)
390.50
161.82
7,080 .70
(3,035 .20)
1,023 .00
For the Month Ending October 31, 2014
Unreal G/L Effective Duration YTM
Amort Cost Duration to Worst at Mkt
24,946.31 1.88 1.88 0.52
504.90 0.50 0.50 0.16
1,877.90 0.82 0.82 0.17
2,015 .00 0.95 0.95 0.21
1.767.10 1.15 1.16 0.25
130.02 1.30 1.30 0.29
1,570.36 1.41 1.41 0.37
(359.00) 1.41 1.41 0.37
155.66 1.41 1.41 0.37
28 .2 1 1.53 1.53 0.45
(315.29) 1.53 1.53 0.45
323 .69 1.90 1.90 0.60
11.06 1.90 1.90 0.60
7,654 .76 2.45 2.45 0.79
948.88 0.61 0.49 1.34
1.072 .65 2.69 2.69 0.94
Page 9
Exhibit A Page 52 of 61
Managed Account Fair Market Value & Analytics
CITY OF 'SAN JUAN CAPISTRANO ;: XXXXCHOO
Security Type/Description
Dated Date/Coupon/Maturity
DTD 08/25/2014 1.00 0% 09!27/2017
Security Type Sub-Total
Corporate Note
PROCTER & GAMBLE CO CORP NOTES
DTD 11/25/2003 4.850% 12/15/2015
CATERPILLAR FINANCIAL SE
DTD 04/01/2011 2.650% 04/01/2016
IBM CORP GLOBAL NOTES (EX-CALLABLE)
DTD 05 /07/2013 0.450% 05/06/2016
JPMORGAN CHASE & CO GLOBAL NOTES
DTD 06/29/2011 3.150% 07/05/2016
GENERAL ELEC CAP CORP
DTD 07/12/2013 1.500 % 07/12/2016
WELLS FARGO & COMPANY
DTD 07/29/2013 1.250% 07/20/2016
BERKSHIRE HATHAWAY INC GLOBAL
NOTES
DTD 08/15/2011 2.200 % 08/15/2016
TOYOTA MTR CRED NOTES
DTD 09/15/2011 2.000% 09£1 5/2 016
Security Type Sub-Total
Certificate of Deposit
GOLDMAN SACHS BANK USA
DTD 02/08/201 2 1.050% 02 /09/2015
DISCOVER BANK
DTD 09/26/2012 1.050% 09/28/2015
GE CAPITAL BANK
DTD 05/03/2013 0.700% 05/03/2016
.::!ili=--p p ;,r
CUSIP Par Broker
11,465,000.00
742718BZ1 720,000.00 RBC CAP
14912L4S7 760,000 .00 MERRILL
459200HL8 805,000.00 BNP PARI
46625HJA9 760,000 .00 STIFEL
36962G6Z2 790,000.00 WELLSFAR
94974BFL9 800,000 .00 WELLSFAR
084670BB3 770,000.00 WELLSFAR
89233 P5E2 760 ,00 0.00 BARCLAY$
6,165,000.00
38143AJLO 250 ,000.00 NEW ACCT
254671GN4 250,000.00 NEW ACCT'
36160JPD'I 25 0.000 .00 NEW ACCT
~ PFM Asset Manag en1ent LLC
Next Call Market
Date Price
104 .72
102.74
99.85
103.43
101.28
100 .68
102 .65
102.18
100 .16
100.53
99.77
Market
Value
11,532,292.09
753,994.80
780,849.08
803,794.11
785,097 .64
800,102.52
805,409 .60
790,432.72
776,594.6 0
6,297,275.07
250 .393 .50
251 ,319 .25
249.437 .25
Unreal G/L
On Cost
1,847.74
(35,233 .20)
(9 ,824.52)
7,914.76
(8,558.36)
6,942 .52
6,073 .60
(5,277 .58)
(7,664 .60)
(45,627.38)
393.50
1,319.25
(562.75)
For the Month Ending October 31, 2014
Unreal G/L Effective Duration YTM
Amort Cost Duration to Worst at Mkt
18,863.90 1.65 1.64 0.57
250.62 1.08 1.08 0.62
4,065 .04 1.39 1.39 0.70
3,928.67 1.50 1.50 0.55
5,532 .36 1.52 1.62 1.08
8,227.65 1.67 1.67 0.74
5,804.40 1.69 1.69 0.85
4,892.78 1.75 1.75 0.70
(1,202.81) 1.84 1.84 0.82
31,598.71 1.57 1.57 0.76
393 .50 0.28 0.28 0 .72
1,319 .25 0.91 0.91 0.46
(562.75 ) 1.50 1.50 0.84
Page 10
Exhibit A Page 53 of 61
Managed Account Fair Market Value & Analytics
CTIY OF SAN .JUAN CAPISTRA rN O-)QOO<OlOO
Security Type/Description
Dated Date/Coupon/Maturity
ate of Deposit
CIT BANK (CAUABLE)
DID 05/15/2013 1.000% 05/15/2017
US BANK NA CINONNATI (CALLABLE) CD
DID 09/11£2014 1.375 % 09/11/20 17
Security Type Sub-Total
Managed Account Sub -Total
Securities Sub-Total
Accrued Interest
Total Investments
~
='PF:>of'
CUSIP Par Broker
17284CEH3 250,000.00 NEW ACCf
90333VPF1 745 ,000 .00 US BANK
1,745,000.00
29,815,000.00
$29,815,000.00
~;::=-PFM As set Manag ement LLC
Next Call Market Market
Date Price Value
11115/14 99.98 249,940 .50
08/11/17 99 .30 739 ,818.53
1,740,909.03
30,174,291.89
$30,174,291.89
$96,351.52
$30,270,643.41
For the Month End ing October 31, 2014
Unreal G/L Unreal G/L Effective Duration YTM
On Cost Amort Cost Duration to Worst at Mkt
(59.50) (59.50) 2.53 253 0.98
(3,982.02) (4,037.84) 2.84 2.84 1.60
(2,891.52) (2,947.34) 1.96 1.96 1.11
(82,862.31) 72,461.58 1.73 1.73 0.62
($82,862.31) $72,461.58 1.73 1.73 0.62%
Page 11
Exhibit A Page 54 of 61
~ .f
Managed Account Security Transactions & Interest For the Month Ending October 31, 2014
CITY OF SAN JUAN CAPISTRANO; ->006<0100 -
Principal Accrued Realized G/L Realized G/L Sale
10/24/14 10/27/14 FANNIE MAE GLOBAL NOTES 3135GO VA8 445,000.00 (446,188:15) (166.88) ( 446,355.03)
DTD 02/15/2013 0.500% 03/30/2016
Transaction Type Sub-Total 445,000.00 (446,188.15) (166.88) ( 446,355.03)
NTEREST
10/01/14 10/01/14 CATERPILLAR FINANCIAL SE 14912L4S7 760,000 .00 0.00 10,070.00 10,070.00
DTD 04/01/2011 2.650% 04/01/2016
10/15/14 10/15/14 FEDERAL FARM CREDIT BANK BONDS 3133ECBB6 1,000,000.00 0.00 2,100.00 2,100.00
DTD 12/26/2012 0.420% 10/15/2015
10/20/14 10/20/14 AMERICAN EXPR CENTURION 02587DEU8 200,000.00 0 .00 1,403.84 1,403.84
DTD 10/20/2011 1.400% 10/20/2014
10/24/14 10/24/14 INDEPENDENCE BK OWENSBOR 45340KCL1 250,000 .00 0.00 626.71 626.71
DTD 10/24/2012 0 .500% 10/24/2014
10/27/14 10/27/14 FNMA NOTES 3135GOJA2 2,050,000 .00 0.00 11 ,531.25 11,531.25
DTD 03/01/2012 1.125% 04/27/2017
10/28/14 10/28/14 FHLB GLOBAL NOTE (CALLABLE) 3130A1U5 700,000 .00 0 .00 5,687.50 5,687.50
DTD 04/28/2014 1.625% 04/28/2017
10/31/14 10/31/14 US TREASURY NOTES 912828RM4 600,000 .00 0.00 3,000.00 3,000.00
DTD 10/31/20111.000% 10/31/2016
,,
Transaction Type Sub-Total 5,560,000.00 0.00 34,419.30 34,419.30
10/20/14 10/20/14 AMERICAN EXPR CENTURION 02587DEU8 200,000.00 200,000.00 0.00 200,000.00 (2,420.00) 0.00
DTD 10/20/20111.400% 10/20/2014
10/24/14 10/24/14 INDEPENDENCE BK OWENSBOR 45340KCU 250,000.00 250,000.00 0 .00 250,000.00 0.00 0.00
DTD 10/24/2012 0.500% 10/24/2014
Transaction Type Sub-Total 450,000.00 450,000.00 0.00 450,000.00 (2,420.00) o.oo
Managed Account Sub-Total 3,811.85 34,252.42 38,064.27 (2,420.00) 0.00
Total Security Transactions $3,811.85 $34,252.42 $38,064.27 ($2,420.00) $0.00
Page 12
PFM Asset l\1 anagen1ent ll...C
Exhibit A Page 55 of 61
Important Disclosures
--~----------------fmpGrtant Qisclosur~s
This statement is for general information purposes only and is not
intended to provide specific advice or recommendations. PFM Asset
Management LLC ("PFM") is an investment advisor registered with the
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If you would like to receive a copy of our current disclosure statement,
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detail our investment advisory activity as well as the activity of any
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Key Terms and Definitions
Dividends on money market funds consist of interest earned, plus any
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(normally $1 .00 per share) at the beginning of the seven-day period . This
resulting net change in account value is then annualized by muniplying it by
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a representation of the yield of the fund in the future, since the yield is not
fixed .
Account Statement
For the Month Ending October 31, 2014
Average maturity represents the average maturity of all securities and
investments of a portfolio, determined by muniplying the par or
principal value of each security or investment by its maturity (days or
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based on the current market value, the annual interest receipts,
maturity value and the time period remaining until maturity, stated as a
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Attn: Service Operations
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Exhibit A Page 56 of 61
City of San Juan Capistrano
Portfolio Summary
Report Format: By Totals
Group By : Security Sector
Portfolio/Report Group: Successor Agency of the SJC CRA
As of 10/31/2014
Face
Description CUSIP/Ticker Amount/Shares
Certificate Of Deposit 1,000,000.00
Local Government 1,120,533.57 Investment Pool
US Agency 2,000,000.00
Cost Value Book Value Market Value
1,000,000.00 1,000,000.00 1,000,202.25
1,120,533.57 1,120,533.57 1,120,533.57
--
1,999,250.00 1,999,766.34 2,000,549.00
--
Total 1 Average 4,120,533.57 4,119,783.57 4,120,299.91 4,121,284.82
YTM@ Accrued Days To 0/o of
Cost Interest Maturity Portfolio ----
0.463 126.71 250 24.27
--
0.261 0.00 1 27.20
---
0.201 1,250.41 134 48.53
--
0.281 1,377.12 126 100
Exhibit A Page 57 of 61
City of San Juan Capistrano
Monthly Change in Portfolio
Report Format: By Transaction
Group By: Security Sector
Portfolio/Report Group: Successor Agency of the SJC CRA
Begin Date: 9/30/2014, End Date: 10/31/2014
Interest
Earned
During Ending Credit Credit Ending
Settlement Beginning Buy Sell Ending Cost Period-YTM@ Rating Rating Maturity Days To
Description CUSIP/Ticker Date Cost Value Principal Principal Value Ending MV Interest/ Dividends MV Cost 1 2 Date Maturity -----
CERTIFICATE OF DEPOSIT
BBCN Bank 0.5 073296AZ8 11/18/2013 250,000 .00 0.00 0.00 250,000.00 250,202.25 102.74 106.16 0.500 NR NR 8/18/2015 291 8/18/2015
Farmers &
Merchants Bank CD 7265 0.15 6/25/2014 500,000.00 0.00 0.00 500,000.00 500,000.00 61.64 63.69 0.150 NR NR 12/24/2014 54
12/24/2014
Independence
Bank 1.05 CD528059049 6/21/2013 250,000.00 0.00 0.00 250,000 .00 250,000.00 215 .8 5 223.04 1.050 NR NR 6 /21/2016 599
6/21/2016 -----------Sub
Total/ Average 1,000,000.00 0.00 o.oo 1,000,000.00 1,000,202.25 380.23 392.89 0.463 250 Certificate Of
Deposit
-------------LOCAL GOVERNMENT INVESTMENT POOL
lAIF LGIP lAIFCRA 3/31/2009 1,118,593.71 1,939.86 0.00 1,120,533.57 1,120,533.57 1,939.86 1,939.86 0.261 NR NR N/A -----------
Sub
Total/ Average
Local 1,118,593.71 1,939.86 o.oo 1,120,533.57 1,120,533.57 1,939.86 1,939.86 0.261 1 Government
Investment
Pool
---US AGENCY
FFCB 0.22 3133EDBE1 12/20/2013 999,500 .00 0.00 0 .00 999,500 .00 1,000,525 .00 0.00 189.44 0.252 Moodys-S&P-AA+ 7/9/2015 251 7/9/2015 Aaa
FHLB 0.125 3130AOC81 11/19/2013 999,750 .00 0.00 0.00 999,750 .00 1 ,000,024 .00 0 .00 107.64 0.150 Moodys-S&P-AA+ 11/18/2014 18 11/18/2014 Aaa -----------Sub
Total/ Average 1,999,250.00 0.00 o.oo 1,999,250.00 2,000,S49.00 o.oo 297.08 0.201 134
US Agency
=== ---
Total I 4,117,843.71 1,939.86 0.00 4,119,783.57 4,121,284.82 2,320.09 2,629.83 0.281 126 Average
Exhibit A Page 58 of 61
City of San Juan Capistrano
Portfolio Summary
Report Format: By Totals
Group By: Security Sector
Portfolio/Report Group: San Juan Capistrano Housing Authority
As of 10/31/2014
Face
Description CUSIP /Ticker Amount/Shares Cost Value
Certificate Of Deposit 575,000.00 575,000.00
Local Government 1,126,101.34 1,126,101.34 Investment Pool
US Agency 925,000.00 924,856.25
US Treasury 1,500,000.00 1,500,747.50
Book Value Market Value
575,000.00 575,022.28
1,126,101.34 1,126,101.34
--924,883.88 924,525.28
1,500,621.37 1,501,132.94
Total 1 Average 4,126,101.34 4,126,705.09 4,126,606.59 4,126,781.84
YTM@ Accrued Days To 0/o of
Cost Interest Maturity Portfolio
0.604 157.87 366 13.93
0.261 0.00 1 27.29
0.228 401.31 361 22.41
0.244 578.65 446 36.37
0.295 1,137.83 294 100
Exhibit A Page 59 of 61
City of San Juan Capistrano
Monthly Change In Portfolio
Report Format: By Transaction
Group By: Security Sector
Portfolio/Report Group: San Juan Capistrano Housing Authority
Begin Date: 9/30/2014, End Date: 10/31/2014
Interest
Earned
During Ending Credit Credit Ending
Settlement Beginning Buy Sell Ending Cost Period-YTM@ Rating Rating Maturity Days To
Description CUSIP /Ticker Date Cost Value Principal Principal Value Ending MV Interest/ Dividends MV Cost 1 2 Date Maturity ------------
CERTIFICATE OF DEPOSIT
Farmers and
Merchants Bank CD16646806 9/18/2014 250,000.00 0 .00 0 .00 250,000 .00 250,000.00 51.37 53 .08 0 .250 None None 9/18/2015 322
0.25 9 /18/2015
GE Capital Bank 36160JYL6 0.55 4 /13/2015 10/11/2013 75,000.00 0.00 0.00 75 ,000.00 75 ,022.28 206.82 35.04 0.550 NR NR 4/13/2015 164
Independence
Bank 0.9 CD526841368 10/6/2014 0.00 125,000.00 0 .00 125,000.00 125,000.00 0.00 77.05 0.900 None None 10/6/2015 340
10/6/2015
Independence
Bank 1.05 CD528450287 6/21/2013 125,000.00 0.00 0.00 125,000.00 125,000.00 107.92 111.52 1.050 NR NR 6/21/2016 599
6/21/2016 ---------------
Sub
Total/ Average 4SO,OOO.OO 125,000.00 o.oo 575,000.00 575,022.28 366.11 276.69 0.604 366 Certificate Of
Deposit
-LOCAL GOVERNMENT INVESTMENT POOL
Local Agency
Investment LAIFHA 6/19/2013 1,125,807. 77 293.57 0.00 1,126,101.34 1,126,101.34 293.57 293 .57 0.261 NR NR N/A
Fund LGIP ---------------Sub
Total/ Average
Local 1,125,807.77 293.57 0.00 1,126,101.34 1,126,101.34 293.57 293.57 0.261 1 Government
Investment
Pool
-----
US AGENCY
FFCB 0 .21 3133EDM82 6/26/2014 150,000.00 0.00 0 .00 150,000.00 149,923.95 0.00 27 .13 0.210 S&P-AA+ Moodys -11/27/2015 392 11/27/2015-14 Aaa
FHLB 0 .125 3130A2SJ6 8/27/2014 624,856.25 o.oo 0 .00 624,856 .25 624,696.88 0.00 67 .27 0.150 S&P-AA+ Moodys-7/30/2015 272 7/30/2015 Aaa
FHLB 0.57 3130A2AD8 7/16/2014 150,000.00 0.00 0.00 150,000.00 149,904.45 0.00 71.25 0 _570 Moodys -S&P-AA+ 9/30/2016 700 9/30/2016-14 Aaa ---------------
Sub
Total/ Average 924,856.25 0.00 0.00 924,856.25 924,525.28 0.00 165.65 0.228 361
US Agency
---US TREASURY
Exhibit A Page 60 of 61
Interest
Earned
During Ending Credit Credit Ending
Settlement Beginning Buy Sell Ending Cost Period-YTM@ Rating Rating Maturity Days To
Description CUSIP /Ticker Date Cost Value Principal Principal Value Ending MV Interest/ Dividends MV Cost 1 2 Date ~ ---T-Note 0.25 912828TT7 8/27/2014 500,625.00 0.00 0 .00 500,625.00 500,508.00 625 .00 106.18 0.140 S&P-AAA Moodys-10/15/2015 349
10/15/2015 Aaa
T-Note 0.25 912828UW8 8/27/2014 499,185.00 0.00 0 .00 499,185.00 499,648.44 625 .00 106.18 0.350 S&P-AAA Moodys-4/15/2016 532 4/15/2016 Aaa
T-Note 0 .375 912828641 8/27/2014 500,937.50 0.00 0 .00 500,937.50 500,976.50 0 .00 157.95 0.243 S&P-AAA Moodys-1/31/2016 457 1/31/2016 Aaa ---------------Sub
Total/ Average 1,500,747.50 0.00 o.oo 1,S00,747.50 1,501,132.94 1,250.00 370.31 0.244 446
US Treasury
-~-~
Total/ 4,001,411.52 125,293.57 o.oo 4,126,705.09 4,126,781.84 1,909.68 1,106.22 0.295 294 Average
Exhibit A Page 61 of 61
CollectorSolutions, Incorporated
316 South Baylen Street, Suite 590
Pensacola, Florida 32502
(850) 444-9330
RESPONSE TO:
REQUEST FOR PROPOSAL
FOR
BANKING AND RELATED SERVICES
Service #4 -Merchant Services
Financial Services Department
CITY OF SAN JUAN CAPISTRANO
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Exhibit B Page 1 of 24
b. Cover Letter
Mr. Christopher Batte.!
Chief Operating Officer
CollectorSolut!ons, Inc.
316 South Baylen Street
Suite 590
Pensacola, Florida 32SOZ
Office: (850) 444-9330 ext. 321
February 18,2015
Ms. Michelle Bannigan
Assistant Finance Director
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Re: Request For Proposal For Banking and Related Services; Service #4-Merchant Services
Dear Michelle:
It is my pleasure to submit the attached proposal on behalf of CollectorSolutions, Inc. ("CSI") in response
to the City of San Juan Capistrano's Request For Proposal For Banking and Related Services. Specifically,
CSI is submitting the attached proposal in response to Service #4-Merchant Services. In submitting this
. proposal, CSI acknowledges Addendum #I issued on l/2812015 and Addendum #2 issued on 1129/2015.
CSI currently provides merchant services to the City, and we have enjoyed a vendor relationship since
2008. As such, CSI welcomes the opportunity to continue serving the City at a very efficient and
competitive c-ost, utilizing the City's preferred modes of payment (online, point-of-sale, parking, etc .) and
expanding upon the services provided. As a result of operational and cost efficien.cies which CSI has been
able to realize, our proposal reflects providing all of the same merchant services with the same exceptional
customer service and user experience for the City of San Juan Capistrano and sharing our savings through
a reduced price from our existing contract.
As requested in the RFP, the pricing proposed by CSI in response to Service #4-Merchant Services will
be valid for a period of at leasl 180 days. The office from which the project is managed is CSI's
headquarters located in Pensacola, Florida, and can be reached by toll-free telephone at 1-866-756-6041.
The office that is Located nearest to San Juan Capistrano, California is CSI's satellite location in Jefferson
City, Missouri, and can be reached by telephone at (850) 444·9330 ext. 308.
Water payments currently represent the majority of the dollars of payments which CSI processes annually
on behalf of the City of San Juan Capistrano. CSI's seamless integration with Harris software solutions,
including Advanced Utility Systems, enables the City tD achieve significant operational efficiencies--no
double entry of data, additional user log-ins, real-time updated account infonnation and limiting all
Personally Identifiable Infomu\tion ("Pll") and payment card data to the CSI system. Furthermore, CSI
enables a simple and quick process for businesses and individuals to make payments, resulting in a positive
user experience for your customers.
Pagel
Exhibit B Page 2 of 24
Parking meter payments account for over 30% of the tow! transactions which we process for the City on
an annual basis; however, with an average payment of $3.74 in 2014, this represents a much smaller
percentage of the overall dollar volume which we process for the City. Our integration with the City's
parking meters enables CSi to efficiently process parking meter pa)'ments at the point ofm;e.
The operational efficiency of our process nnd piatfonn services are 11 significant differeutiator of CSI
amo11g its competitive peers. In 2014. CS! pmcessed approximately $4 .0 billion of payments for our
government and utility clients in a.lrnosl 6.0 million transactions. As sL!ch, CSJ processed approximately
$200 million of payments per employ~e which was over 4 times the rate of' our peer group of mmpetitive
publicly-traded electronic payment companies.
Our operational efficiency is achieved bn~cd upon how mtr platform b; buill and integrated including our
SC!tlcmcnt and fC{)(}rting proceSS. CSf' S significant !eve) of operational efllciency benefitS OUt clientS lt1
settlement, reporting. customer service, end user payment experience Hnd overall value.
Additionally , CS! i:. committed to providing exceptional customer service every day to every client in
every payment transacrion. In particulm·, we are proud of our record of conclusi vety resolving 96% of all
customer support calls within one (I) business day. Similarly, CS! is proud of maintaining a continuously
available system for customers to make payments. In particular, CSI hu~ procc~sed over I 33,725 ptlymcnts
for the City of San Juan Capistrano siru.'C 2009. csr received only 94 customer service rickets over this
period, nr less than l customer serdec inquirr per every LOOO tmnsactions which we process thr
customers of the City of Sun Juan Capistrano.
The CSl Team is committed to ensuring that the credit card processing services provided under this
contract are pertbm1cd diligently every day. To us, this means that all cusLOmers are oftercd !heir desired
payment mode (online, point-of-S!lle, IVR, phone-in , elc.) throughout the tcm1 of lhis contract, with the
possibilily of including new and emerging modes. Also, that customers arc otlered their desired pnymem
method (credit card. debit card, eChe~·k. etc.). exceptional customer service is provided to the City, and
that CSI will be responsive to improvcmenls that pt:;nnit the City to serve its customers eftcctively and
cost efficiently.
On behalf of the entire CSJ Team, we appreciate the opportunity to present uur proposal, and look forwanl
to the LlJ>porlunity to continue serving the merchnnt service needs of the City and its customers.
ince re lv. ~< l/ 1(J't/ ,_ --~~r /A I
Christopher Bntt c.!
-0
Page2
Exhibit B Page 3 of 24
Tab A-Table of Contents
b. Cover Letter ............................................................................................................................................ 2
Tab A-Table of Contents ......................................................................................................................... 4
Tab B-Organization and General Information ..................................................................................... 5
Tab C-Bankcard Transaction Processing .............................................................................................. 8
Tab D -Fees .............................................................................................................................................. 16
Tab E -Service Enhancement and Industry Best Practices ................................................................. 17
c. Background, Project and Methodology Section ................................................................................. 18
d. Staffmg ................................................................................................................................................... 19
e. Financial Capacity ................................................................................................................................ 22
f. Fee Proposal ........................................................................................................................................... 40
g. Disclosure ............................................................................................................................................... 41
Addenda ..................................................................................................................................................... 42
Exhibit 8 Page 4 of 24
Tab B -Organization and General Information
Describe your firm's Merchant Bankcard and Point-of-Sale processing capabilities.
CollectorSolutions, Inc. is a fully integrated, preferred partner of Harris that specializes in
processing all major credit cards, debit cards, and eChecks using the customers' preferred
payment channel-web (online), Interactive Voice Response (IVR), Point-of-Sale, recurring
payment, auto pay, and mobile. Being fully integrated with Harris enables CSI to increase the
efficiency and accuracy of the City's billing and collection operations.
CSI's PCI compliant Merchant Bankcard and Point-of-Sale processing capabilities are currently
utilized by the City for merchant services, and CSI is proud to have continually served the City
since 2008. By combining a renowned customer service team with an industry leading solution,
CSI helps to maximize customer adoption for the City while providing electronic payments at a
minimum total cost. CSI's Merchant Bankcard and Point-of-Sale processing capabilities include
a unique settlement methodology that results in a quick and simple reconciliation process for
City staff.
In terms of merchant bankcards, the CSI solution accepts MasterCard, Visa, Discover Card, and
American Express branded credit cards and MasterCard and Visa branded debit cards in
compliance with PCI DSS Level 1 service provider standards. Point-of-Sale processing is
handled using secure, end-to-end encrypted swipe terminals that protect payment card
information from the earliest point in the transaction (the swipe) all the way through processing.
All communication with the CSI system is performed over TLS secured channels.
Include an organization chart of the Merchant Bankcard Service Department showing the
position of the Department within the firm's structure.
Exhibit B Page 5 of 24
. '·
.Jer.ry \.\'it".gate
V'ice?Tr.>idoJlC
CollectorSolutions, Incorporated
Organizational Diagram
r::;:::-,
L..::;:!:J
r:::-1
t__:_j
Describe your customer service standards for Merchant Bankcard processing and review.
Customer service is a key component of CSI's electronic payment platform. Full service and
support for our cli~nts and their customers is provided through CSI's dedicated, in-house Help
Desk. CSI's Help Desk utilizes CRM software to track and manage all service requests . Unique
service tickets are generated for each request, and closed upon resolution. During the last month,
the Help Desk successfully resolved 96% of all support requests on the same day that they were
received. This resolution rate is driven by CSI's customer service standard of resolving all
service requests within two (2) business days of receipt.
Do you have a quality management program?
Yes , CSI employs a quality management program to ensure that service requests are resolved
within two (2) business days. All aspects of service delivery are actively tracked and managed,
including customer service and service availability. All incoming customer service requests are
directed to the CSI Help Desk, where a service ticket is generated. The service ticket is used to
manage the request all the way from receipt to resolution. Unique identification numbers and
descriptors are used to associate service requests with their respective transactions in the CSI
system.
Exhibit B Page 6 of 24
In terms of service availability (measured by customers' ability to make payments), CSI
maintains an Effectiveness Level in excess of 99.999%. In support of this level of service
quality, CSI has recently added redundant processing for our clients. For example, ifCSI's
primary processing channel experiences a service interruption, CSI dynamically routes
processing to a backup processor. CSJ's redundant processing capabilities are unique among our
competitive peers, and the merchant services industry as whole, and represent a high level of
dedication to providing quality merchant services.
As a result, CSI's clients will experience minimal unplanned downtime or service interruptions
in the future.
How do you measure customer satisfaction?
CSI measures customer satisfaction through periodic online surveys, monitoring Help Desk
requests (via telephone and email) from customers, and quarterly phone calls to our clients.
Through conversations and interactions with our clients we gather satisfaction information for all
aspects of the system, including customers' experiences.
Exhibit B Page 7 of 24
Tab C -Bankcard Transaction Processing
What is the settlement cutoff time for card transactions? When and how will the City
receive funds for each day's transactions? Is settlement by ACH or Fed wire? Are
settlement amounts listed separately on the bank statement or will they appear as one lump
sum? Will your firm break out amounts by merchant locations/payment types?
The settlement cutoff time for card transactions is 12:00 AM CST. CSI currently settles funds to
the City's account at Union Bank, via ACH transfer with funds are deposited to the City's
account within 72 hours following the transaction date. As a component of this proposal for
merchant services, CSI has updated procedures available that will reduce the settlement time to
48 hours following the transaction date.
Settlement amounts are deposited and listed separately by payment type in the CSI system, and
coincide with the City's bank statement. Yes, CSI breaks out settlement amounts by merchant
locations/payment types via the CSI reporting suite. The example below shows how this break
out applies all the way down to the individual transaction level.
ler.t, ~~ Cli>i Ca-€1 Cl'iill~' ~To'J
~1S {*'1te~
Sltl\CW MCO lledl~
1t2t£t15 0 t3 S1 19J9} $)1f;;l~)
1tt1Gl' 121&~0 14 f "_1~)1n!_ ~~:~A'J_'l!?'i& S1.1D3!1 11.1 03 ~~
liblG15 11,~~~0 H :-. ~i!6i_ Ull~)! _·~1m 69 S3£1i6l $.3.52i€1
1JE20 15 i[31J'i0 14 :· _1 !~!0!_ t~1"~.A'J_I~I ~}) $3A%1t !lAES.!5
ii5f2D1~ 1 ~3 1 110 11 ~-_1~!1); _(({J{:';l,' . ~~~~· ~ $.i1J795 }j 10195
Exhibit B Page 8 of 24
lt.lll! Do:~ li f~ Q"~COIO' -~-~ ¥.otllll fet Tala!
rE.c~.d i<·~ 1<1~ ~· AII'IOUnt ~!Ud
12128:'20 14 12f28 i201 ~ G 35 AM ~ s !0\8/JM 09!7 $5 1 ~6 .=.f J~ 1511&
12f25i20 14 1212SJZ0~4 64SAM 1 0 1 ~l711 5 xxxx 1361 06t7 $61 B3 -· .9 SS163
12i28f2014 12.!28r2014 o 59 AIJ 1013-Fil 5 XXXX35B2 O!tfl S51 \6 !I ,, >5116
12!28'2014 12;26:20!4 9;H,/.t 1t1!~.!?H 4 XXXX2244 091i sse 12 I•J? SSB 72
12/25:;201~ 1 2:28:.20~4 1007 AM 1c>HH1J 4 XXXI. 1339 12!7 511~ 37 .-. ~ ... ~ $119 'J7
5 12~J;i201J 12£28!2014 1048A'-l 1~)1 3-:7 15 4 XXXX~427 1216 $7026 I::; S7026
12f2G'201.l 12-'2:8:20'4 1112A\I ID12-:.716 5XXXXt208 0716 SIO~ i ~ '!f." 510:1 u
~2f2&;2 Q1-1 12!28•l0H 1128A!,t 1(•1.U7F 4 XXXX2211 D71E Si213 i ., S72 13
12:"2&'20 1.4 12:!2 8.:2 014 ll.:!(IA\1 IU13.P13 ~ xxx.x 2302 :~17 $172 31 $172 31
10 12..'25.!'201~ 12'26.~0'1-1 12 55 PM l tJ 1~?1S 5 XXXX3925 o91£ ~72 s -~ $56 72
11 il'2 5:'2 01~ 12 '28 20H 1 25 Pl.l 11)13<:.7£0 4 xxxx 0252 1017 $102 32 ;::~.; $102 32
12 12!28•2014 t2 •2a;201 .1 24SPM 1;113.:F21 4 xxxx 6-105 1216 $133 27 -n ~133 '27
13 '<212£!201~ 11128•20'' 3 10PM h)f3~'?2?. 4 xxxx 835< 1018 $227 31 .. : :> S227 3~
14 12r.2Bt20U 1212&20~~ J1S FM h1J:34?2J 4 XXXX85-l6 05H S37 30 ! " S37 30
15 i2i2Si2014 12i28:20~.4 3 :JO Pr~ 101:3~72!; 4 xxx_x 7320 '1117 1160,23 ~r !~ 516[123
16 12i25i2014 12128!2[1~.4 415PM 1011.-'715 4 xxxx 2161 ()615 S105 73 ~-'\ ;r .. SI05B
17 i2<2Bi2014 12:'2:8:20 ~ ~ 4 18 Pi.! F;f?-4?"2i~ 4 Y.XXX 6285 O<J15 S47 75 " ' Sfr 75
18 12'25'2014 12!28'20,4 4 33 PIA 1fl1:?-.:72i' 4 XXXX2573 0217 m30 ll ' 53730
19 12•25-1014 12!28:2014 ·1 ~SIPM 1'j1J-l/2g 4Y.XXX7747 [li)16 SI3G .85 ~~ ';; 565 85
20 12<28'2014 12;28-20 14 5:21PM H}1j472!.1 JXXXX200:i 0217 P3G7 $ •• .,, $73 67
21 ,2!281201-1 12;28:201-l 6:1G PM 101:?-J.l_;G .tXXXX3S2J J ~n7 S100 00 •-'\ ~ ' SIDO DO
22 12--25:2014 12-'26;201 4 9:48PM 1013~731 3XXXX 1009 [1?1S SS6 65 \111 555 B5
23 i2.!2Bt20 f4 12?28.'20~~ 12 01 A:O.I J013H35 4XXXX6 111 99% so ?5 ~1& S075
2J 12'25.:'2014 12r'26.1'2014 1201 Al.1 h.•1 :,~r,& Part.ir:g tAelet P3j'el 5 XXXXO:i04 9999 so 50 SIN SOEO
25 12!25:'20 14 12:2(1'20~4 12 01 Al-.l 1>!1 347}7 i=al!l'jr:;;~ Met~: ?aye; 5XXXX61So ~999 $2 25 •' S22S
26 l2/l&;2 0U 1 2.'28•'20~4 12 :01 M.1 1;1 13~738 Par!fir.g Ue ;et ?are~ 4 xxxx 481.'0 ~% S5 75 SH5
27 12i2t::'2014 1 2-~28:2[114 11::0; A'.i 1 =)1:"!·F3~ Panirog Me !e>r Pa'fN 4 XX.\X i79B 9S99 $i.OO "' J 57 co
26 12f25i2014 12i26!20~~ 12:0 1AM 10 1 347-~(: ?arkir:g Me ter Pa yer 4 XX.l()(543! 9999 S12 00 ,·~ S12 Co
29 12"!25;'2014 12/28!2J 14 11 :0' AM er:347:~1 PJrK 1r:g t.iete r PaJ·er 5 XXXX29?9 9999 >2 00 • ';.J 52(;[!
Exhibit B Page 9 of 24
Describe your online reporting capabilities. What types of report are available to view
merchant card transactions?
CSI provides online reporting capabilities to the City through the CSI Dashboard and Reporting
Suite. The Reporting Suite features more than 70 defined reports and customizable views. The
City is provided with reports through a single, convenient portal to view transaction information
in the CSI system. Regardless of payment method or collection mode, all transaction information
is available in one place. Additionally, City users are currently trained to use these features. As
always, ongoing and supplemental training is available upon request.
Several key data points are reported, including detailed transactions, summary transactions,
credit/void transactions, ACH return items, remittance items, and system reports (City users, City
distribution accounts, etc.).
Order By
Date Range
Start Time
End Time
Organization
Payment Type
Collection Mode
See Less Options [-]
eck Returns
Check NOCs
Credits
Declined Transactions
Detailed Transactions
Payment Method (summary)
Settlement
Users
Distribution Accounts
Organizational Units
Payment Types
Clients
All Payment Types
All Collection Modes ~
Run Report
Exhibit B Pa e 10 of 24
San juan Capistrano, City of
Please Select a Category
By Payment Type
email
face-to-face (manual)
face-to-face (scan)
ivr
mailroom or dropbox (manual)
mailroom or dropbox (scan)
pacific parking systems
phone-in
pre-authorized payment
web
All Collection Modes
Can the user create custom reports? Please provide sample reports.
Yes, users can create custom reports. Comprehensive filtering options allow users to generate
reports that are customized to their specific needs. The sample reports included below
demonstrate the flexibility ofthe reporting suite. The first sample shows the City's payment
method summary report, filtered by Payment Types. The second sample shows the City's credit
reports, filtered by organization units. The third sample shows the City's detailed transaction
report, filtered by City users.
Exhibit B Page 11 of 24
. •.
1. Sart Juan capislraoo . Cit;' IX
Bu!illess License
Pli';-flim! DEtO Cf(Ql fte~YlQri ' Feetlnlcm Tail
T~ T~ Pl...-l ~d! Ranihll
Amalan E,lle;s s $.41&~ Sll.OO ~1 1 ,68 MUJ
\llSA 30 Slm !8 SQOO S$6el $215918
r •. ~t«Cif d $~.22 51100 Sl8.16 $98822
Q~~ lke i1S eC~Ca¢·TQIJIIS . 51 t3,~80 $0.00 $105,6& $.3,66$80
~~T91p!s · 51 p.w eo $000 S105.61! SXE6580 .
Coorounily Services
Pit~·~ 1.\W i:i~ l!rnl;id Fse~ F!e h)TI IAri i cill
1~ Tlnxi'Oiis '!Jia,w) (ctl erll Fh!tl~
Asnl!llcal E 'r~~ s 3l.QI£6 sooo $3981 51.42£6
VISA. 21 suo 5 !000 S l ~365 $5.~15
Mas1a'CJ'd 11 $1682 17 50.00 S47 I $1 ,682.1i
D.sGOtEf 1 S\5000 we SJ lO $1.'000
C011unoofty Services C!edl Cardlc!olls : ~l $8~.2! sooo $23.1 .11 Sll)84 28
C~Servkll$t ,Q • ,J,8.1.28 $0 .00 S2.3l 77 58;38424
Geo&rlll
~1!11!fiii.EGUI Deb; O IQI flmOtd F'eeAmcu1 feeMiwt Jij
J~ rril'lidors IP1/!l) ldl«< led
AmetitalE•JJ~ 8 0 S14i8&.1 50(•) $.4~ SW8&1
VISA (3 0 S&58367 SJl(l) Sl -14 05 sa.st3.67
ld3st!!Catd 32 0 SS,5!ll3 1 S\1.00 S\58 ~ IMIJU I
L'5 C9"i< I 0 $1130 ro.oo 1132 <47.JJ
G'eneial CrMt Cud I Gillis • 89 515 .611 .12 S4QOo $444 .91 S1SJ1112
Geoei•T ToWs 89 $1 &.611.12 so.oo $#1.91 $1 5.61112
Meter Payments
1'3)illwtlltll>OO 'Cii'd!1 Amcud F lll'lll:on FeeAm«r:r 'TIUI
Tl~ Tmi<rlom . (ll'J.'OO ((ii!UJ R!!iiJ,!O
VISA 511 5!~00 SllOO WJ.OO Sl.~Ol
~tast<ttad 2"A $ll ~ SQ(Ii) sam ~<101 !<1
Me!m Paymeris Credt Ca!dTolals 80 1 S3, 169.-5() SO.IJO $80T.7 5 l3,169.50
~1tll!l eay,ne<Q fp~~ 807 53(169.50 $0.00 $80? 15 $3,169 ti/)
Water
Pi)mert f,l efJQI llilit Ci£dt liMill Fie.Amiij FoeAmorl T!tll
Tiwaeiet6 nna<:ln IIJ:litl) tdf.-tl Rnl'!d
Amerki>IE·~e!$ ~ m:m13 Wil s -19 1 S26.i76.13
\!)SA m S\IIO,li624 ~~.00 $1,900.!14 StOO.»W
f.tas;erC<ld 2Sl $34,81246 ~0.00 S!Jn95 W.S j2.4Q
tlscOter 17 SUTl )) 50.00 $)"}8 $U7J3)
Willer Cred t Crud l oter~ : 1260 $1 7 0;1 &~ 13 $0,00 .$1 .m47 Sf'/0 .1 69 1 ~
Exhibit B Page 12 of 24
Community Ser¥i c~s
Credit Cards
llo» ~'f l ~ llo • ""'O\n1 .00
11'3.7:)1 .1 Oe·., =i.J~..,, b:..-c>l't<:• 'm •o~~ ... au ~~:;=: f'Wfoi"WJ fy Yli"''IU ~,.~.,; $"l$6•
I :VI 2au ,~ u::;~ C."'!-d:: G~•,F\It-.U 'lot~Qo.ft:.II'T'.::JI'UJI 4 r,~.,o ~1 ~f.;'l :i fn• ew!\! h-;'ld nn Co!.;..,-,t:~r~ S4:1~ 0:: 20 I 4 ., t!lE ~'Tl~'tHJ!':It)' HsR
lf-T:5:'0H 1~):p;4 () t::"i<j~ o·,,.., t;., • .u l.ac:e--l;)·b .-.~I'No~tJ tl ~~~.,~~ '!'f>.~;"";d !:J:e v:~'".tJl=-'<i <:t:J Df-~":'1:0~! 1J, S1 J J :;: 2:)14 !lh~~
·~ 15 2ll' tlt13-im '"dt -~·.t ~t.I :O ..Jl (j;;..,o ft .:t tm ••J~I c~o:::~! -f•r;.~nj r::.~ ..... !'>1 P!•;::'! -o"l C"'c H:~ 15:~ f.o~ S530 0~ ~:c;::~r.,..-"
u.•1e'n'" 1Qll1J'-4A ~=~.:{:: o.~~·:.ao Ru~··· .1 =-t -!!ll.ft:C :"!''."UtI ~!;'Oi ': ·~f•i'"'d !o• ~.-~n: l"l ~~j :>n 12/~ 2114 ."l li-1!' S5~J ~J G:.'T·'l'!W>1"y~;>
I ~ tl7~U IOU.t'='' ~-,?j!j G:o•.t -.:•'a t ~,~.).fJ:+ af'/,n l D;;~o;1 ."?f J:id !!lr h~nt h i-~ o!'l D+o.~b;;! q , $150 0~ 2Jl ~at Go!l • ?a:io. La N-:IV.s
J.Z..H·l:t\ol l)i~l2:51 ¢fi~ht -t)-.i(t C.,.""11:1~'J b,.-<~·rcc t lr'-)""oJI! l Ptl~:<i l=.~l.;~j f(l•: l"l ;)JT\<:ji:_ """S~ II('/ 0~ 3 !1:1..;'~ S1-Jf, o: ..... '·
Cred il e;ra Tolals • $!,78().$1
eommon ny Ser\1~ Totnt$! $1 ,780 51
GEn~ral
Cr.edilCards
llolt PllC 1"fll" U..r C<.-~O~f\t1 ~~""
12..'" Z-t~l .: 10 n325J "" S!ii.~~ s-"" flct-tl>.f,.-:t '•e...n• C1~~Je d :~-::-or!t"=t s:n>:J1! S~4 o::
Cted ltC;tdTotst>: ~4 .00
Gene!lltTOtalh S64 00
Water
Cr~di(~rds
OolO Pllll ,,~ U..• ~ """" rooff• A.,U,I
1"'1 r~JO: !:i fR'ii);";' ::z•j~; 3t»:>.•""' .. f;;~e·1Q·b~ -;!B'::.U.i"i ~.~nt ~JO~i~~c 1\"oi'...,"'!' $ •.9• z 1 2:2 !2~ ~ ~ l:n;::, .. o y.>O ~t t -;;-t S "'-t:~· " "7u~hiij t.:-e:j ~ ~~ Jl)f!T:-e!l! Q~U!S $M j
12~2 2J1~ 101ffiU ,,.d su.: .. s"'a• -T?"S:t~-;l <(te: ~dOJf"!'"tortiJ, SM>
Clepn C;ua TotalS S84 .94
V/al<!rToJal$, ~84 -~4
s~o Juan Ca"Jllslnloo. 01)' o!'To1a1 :· 51,929.45
Exhibit B Page 13 of 24
csWeb2012 (CM1munity St-rvices Web User)
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How are adjustments and charge backs handled?
Chargebacks and adjustments are handled by CSI's dedicated chargeback department and the
Help Desk, respectively. CSI currently acts as the merchant of record on behalf of the City,
including all merchant card activity. As such, chargebacks and disputes are handled by CSI staff.
Adjustments such as voids and credits can be performed by Help Desk staff. Information
regarding any chargeback is available upon request, with adjustment activity displayed in the
reporting suite.
Upon receipt of a chargeback, transaction documentation and receipts are gathered. If additional
background information is required, CSI reaches out to the City. After documentation is
gathered, it is scanned and sent for further review. The documentation packet is reviewed for
Exhibit B Page 14 of 24
...
completeness before submission to the issuing bank. Once the bank has received the packet, it is
reviewed and sent to the bank's cardholder.
Following this review, the bank decides whether to support the cardholder's dispute. If the
cardholder is supported by their bank, then CSI receives notice to issue a chargeback credit in the
system, which debits the City's account only. In turn, the customer's account is debited. If the
bank does not support the cardholder's dispute, CSI waits for 60 days before closing out the
charge back. There is no movement of funds in this case.
How is the City notified of charge backs? Are charge backs and other debit adjustments
netted with daily proceeds or debited separately? Is the discount fee refunded when a
charge back or refund occurred?
CSI currently notifies the City of chargebacks via automated emails . These emails are delivered
to designated contacts. Chargebacks and other debit adjustments are currently handled as
separate debits from City accounts. Adjustment information is included in the CSI reporting
suite, and can be reviewed by authorized City staff. Yes, discount fees are refunded when a
chargeback or refund occurs.
Exhibit B Page 15 of 24
Tab D-Fees
Please complete per form shown in Exhibit C. In addition to submitting with proposal
responses, this form must also be submitted in Excel format with the proposal package.
Please provide the ("Interchange Pass-Through") discount rate and all other applicable
charges for credit/debit card processing services as described above. Include the following:
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Exhibit B Page 16 of 24
Tab E-Service Enhancement and Industry Best Practices
Describe any services and technological enhancements not previously mentioned that
should be considered for further improving the effectiveness of the City's operations.
To improve the effectiveness of the City's operations, CSI recommends the acceptance of
electronic checks ( eChecks) for payments through the CSI solution. The CSI payment platform
can accept electronic checks for web, IVR, phone-in, and over the counter POS collection modes
and for all payment types . Allowing customers to make eCheck payments through the CSI
solution is an opportunity to increase electronic payment adoption and consolidate merchant
services.
CSI receives communications from clients and individual customers expressing interest in new,
and innovative, methods to make electronic payments. These requests become the basis for new
system features and updates that are eventually put into production. As such, we will continue to
enhance our payment processing services during the term of the proposed contract.
Currently, CSI is developing a convenient solution for customers to receive electronic bills, and
directly make payments, through electronic communication. To use this feature, customers will
create individual profiles which will be stored by CSI. The profiles are encrypted for security and
include payment card and/or banking information . This enables customers to re-use a payment
method without having to re-enter all of their payment and account information. There will be no
additional fee or cost to the City or your customers to utilize these new services.
CSI's current policy is to implement features and updates for our clients as they are deemed
ready for full release to production. The release to production only occurs after extensive
business case analysis, design, and testing is performed on the proposed feature or update.
What best practices have you identified in this industry space?
In the merchant services industry space CSI uses several best practices to protect cardholder data
and sensitive authentication data along with annual PCI DSS Level 1 service provider
certification. For example, secure encryption is used to protect data elements such as Cardholder
Name and Expiration date . Also elements such as full magnetic stripe data and
CVC2/CVV2/CID is never stored.
Additional functionality includes end-to-end encryption of over the counter POS transaction
information, customer validation against client records, and double-entry of payment method
information to ensure the security, accuracy, and efficiency of payments.
End-to-end encryption of over the counter POS transactions safeguards card information at the
·earliest possible point in the POS transaction . Card information is encrypted in real-time as the
card is swiped through the device, and remains encrypted throughout processing.
Exhibit B Page 17 of 24
By validating customer account information against existing client records CSI ensures that
payments are accurately tied to their respective accounts. Also, the CSI solution reduces the
occurrence of incorrect authorizations, and the related burden of adjusting transactions, by
having customers confirm their payment information in the CSI payment screens.
c. Background, Project and Methodologv Section
a. Scope of Work
The City currently accepts Visa, MasterCard, American Express and Discover credit card
payments approximating $245,000 or 2,400 transactions each month. The City currently
has two merchant locations accepting payments for City services such as utility payments,
business license fees, permits, plan checks, recreation classes and parking fees, etc. The
City also has hand-held devices to process credit card payments. Payments are accepted
over-the-counter, by mail, by telephone, online and occasionally in the field (using hand-
held devices). The City prefers a single point of contact for technical issues, configuration
changes, upgrades, maintenance and troubleshooting for any merchant bankcard issues.
CSI currently provides PCI compliant merchant services to the City, and we have enjoyed a
vendor relationship since 2008. As such, the CSI solution is well integrated with the software
systems currently utilized by the City and set-up to accept credit card (Visa, MasterCard,
American Express, and Discover) and eCheck payments for City services such as utility
payments, business license fees, permits, plan checks, recreation classes and parking fees, etc.
CSI welcomes the opportunity to continue serving the City at a very efficient and competitive
cost, utilizing the City's preferred modes of payment (over-the-counter, online, parking, etc.) and
expanding upon the merchant services provided.
The City's merchant services are made operationally efficient through the integration of Harris
software solutions (Advanced Utility Systems) and the CSI payment processing solution. This
integration has several benefits including:
• no double entry of data,
• streamlined user log-ins,
• real-time updates to customer account information, and
• customers' Personally Identifiable Information ("PII") and payment card data is handled
on the CSI system instead of the City's system.
Furthermore, the described integration enables a simple and quick process for customers to make
payments, resulting in a positive user experience. For technical issues, configuration changes,
upgrades, maintenance, and troubleshooting for merchant bankcard issues the City can continue
to utilize the CSI Help Desk as a single point of contact.
Exhibit B Page 18 of 24
d. Staffing
Provide a list of personnel who will be working on this project and indicate the functions
that each will perform and anticipated hours of service of each individual. Include a
resume for each designated individual.
Upon award and during the contract period, if the contractor chooses to assign different
personnel to the project, the Contractor must submit their names and qualifications
including information listed above to the City for approval before they begin work.
The CSI project management team has decades of combined experience in electronic payment
processing, distributed system implementations, and technical data conversions. The team has
extensive experience working in collaboration with our clients in a large variety of project
implementations, maintenance, and support.
Key Personnel on the project management team are executive level staff members. In addition,
CSI includes the CSI Help Desk as a key component of the relationship management team, and
provides ongoing support via telephone and email communication, dedicated account
management communication, and supplemental training as needed.
Christopher Batte!, Chief Operating Officer
Mr. Christopher Batte! joined CSI in September of 2013 after working with CSI as an outside
consultant for 5 months. Mr. Batte! is a Chartered Financial Analyst, with 25 years of investment
banking experience at prominent national, regional and boutique investment banks serving
clients in technology, business services, financial services and health care industries. He has
comprehensive leadership experience and knowledge in entrepreneurial, analytical and sales
oriented environments. He is responsible for directing the leadership, strategy and operations of
CSI, with a focus on business growth and performance.
Prior to joining CSI, Mr. Battel held executive leadership positions at corporations and financial
institutions, and coordinated more than 100 transaction processes involving mergers,
acquisitions, public offerings, private placements of debt and equity securities. Mr. Batte!
received his Bachelor of Science in Finance from the University of Virginia, Masters of Business
Administration from Georgia State University, and holds the globally recognized Chartered
Financial Analyst credential for finance and investment professionals. Mr. Battel's role in the
subsequent contract is to oversee all aspects of performance pertaining to the contract agreement.
Jerry Wingate, Vice President of Government Systems and Development
Mr. Wingate joined CSI in January 2009 and became Vice President in 2012. Mr. Wingate has
extensive knowledge of Government systems integration, testing, and deployment. Mr. Wingate
coordinates and facilitates all levels of system life cycles using industry best practices and
experience to provide end to end system management.
Exhibit B Page 19 of 24
Prior to joining CSI, Mr. Wingate was the Tax Program Coordinator for the Missouri
Department of Revenue, managing development, integration, testing, deployment and system life
for many Department of Revenue programs. Mr. Wingate also handled many business analysis,
cashiering, accounting, and software development projects for the Department of Revenue. Mr.
Wingate's role in the subsequent contract is to provide training, service and support as needed.
Carol Talamo, Director of Operations
Ms . Talamo joined CSI in November 2010 as the Director of Operations. She is responsible for
process improvement, organizational effectiveness, and generally ensuring efficiency in CSI's
daily operations. Prior to joining CSI, Ms. Talamo held leadership roles for more than 15 years
with an emphasis on operations and process improvement in the healthcare and
telecommunication industries . Additionally, Ms . Talamo has more than 20 years of software
development, systems analysis and quality assurance experience.
Ms . Talamo graduated from the University of West Florida with a Bachelor of Science in
Systems Science/Business and subsequently earned a Master of Science in Management from
Troy State University. Ms. Talamo's role in the subsequent contract is to serve as the secondary
point of contact for contract activities.
Rick Carroll, Chief Financial Officer
Mr. Carroll, a Florida licensed CPA, joined CSI in June 2012 and currently has the role of Chief
Financial Officer. He is responsible for development and implementation of the corporate
strategic plan with emphasis on increasing market share, data management, and cost control.
Having worked as CSI's outsourced CPA in his own practice for 5 years prior to joining the
company, Mr. Carroll is familiar with the financial workings and electronic payment processing
services that CSI provides.
Prior to joining CSI, Mr. Carroll had his own practice for over 10 years. Before that, Mr. Carroll
held financial positions in the Banking and Healthcare industries. Mr. Carroll earned his
Bachelor's Degree in Accounting from the University of West Florida. Mr. Carroll's role in the
subsequent contract is to oversee financial aspects pertaining to the contract.
Heath Gardner. Software Developer
Mr. Gardner joined CSI in May 2012 as the lead Software Developer for CSI's secure web based
payment application. His primary responsibilities include software maintenance and
development of new enhancements for the CSI eCollections Portal User Interface and software
configuration management.
Prior to joining CSI, Mr. Gardner worked for over 15 years in software engineering and project
management roles providing him with broad experience and expertise in the software
development lifecycle. Mr. Gardner earned a Master of Science in Management from Troy State
University in addition to earning his Bachelor of Science in Computer Science from the
University of West Florida.
Exhibit B Page 20 of 24
Paul Shave, Information Technology Director
Mr. Shave joined CSI in May 2010. He is responsible for Network Integration, Security, and
Service Delivery for the organization. He has been working in the Enterprise Network and
Telecommunications field for over 20 years. During this time he has worked with a wide variety
of technologies and implemented mission critical solutions and designs for many organizations
worldwide.
Prior to CSI he was a Senior Network engineer for a regional technology integration firm
performing network design and consulting in the areas of operational guidance, wide area/local
area networking, voiceover IP, and network security. Previously, Mr. Shave served as a Network
Administrator with the United States Air Force, specializing as troubleshooting and
implementation for logistics systems in the European and Southwest Asia theaters.
If different personnel are assigned during the contract period, CSI will submit to the City any
new assignees' names, qualifications, and additional requested information.
Exhibit B Page 21 of 24
e. Financial Capacity
Provide the Proposer's latest audited financial statement or other pertinent information
such as internal unaudited financial statements and financial references to allow the City to
reasonably formulate a determination about the financial capacity of the Proposer.
Describe any administrative proceedings, claims, lawsuits, or other exposures pending
against the Proposer.
CSI is a privately held, Florida C Corporation and regards our financial statements as highly
confidential. However, as a confidential disclosure to the City based on the existing merchant
service provider relationship, please see the included copy of CSI' s 2013 audited financials.
Given the confidential nature of this information, CSI requests the ability to fully redact the
attached financial statements before they are released to the public in any form or fashion.
Exhibit B Page 22 of 24
f. Fee Proposal
See requirements in the Scope of Work for specific services. Pricing instructions should be
clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be
valid for a minimum of 180 days following submission.
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Exhibit B Page 23 of 24
..
g. Disclosure
Please disclose any and all past or current business and personal relationships with any
current San Juan Capistrano elected official, appointed official, City employee, or family
member of any current San Juan Capistrano elected official, appointed official or City
employee. Any past or current business relationship may not disqualify the firm from
consideration.
CSI does not have business or personal relationships with any current San Juan Capistrano
elected official, appointed official, City employee, or family member of any current San Juan
Capistrano elected official beyond CSI' s existing business relationship (merchant services
provider) with the City.
Exhibit B Page 24 of 24