Office of Treasury and Fiscal Services - Georgia
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Office of the State Treasurer
200 Piedmont Avenue, Suite 1204, West Tower
Atlanta, Georgia 30334-5527
otfs.
June 24, 2011
Usha Ramachandran
Vice Chancellor, Fiscal Affairs
Board of Regents of the University System of Georgia
270 Washington Street, SW
Atlanta, GA 30334
RE: Solicitation of Banking Proposals
Dear Usha:
In accordance with the State of Georgia Depository and Bank Fee Policy, colleges and universities under the auspices of the Board of Regents may conduct searches for banks and banking services utilizing a Request for Proposal (RFP) process. The Office of the State Treasurer (OST) is pleased to assist with a portion of this process by providing the instructions and forms to be used in obtaining information on bank accounts, bank services and their associated fees. We are attaching the following materials for you to forward to the institutions to be included as part of their upcoming RFPs for banking services. Prior to preparing an RFP, we ask that each institution review the attached instructions and exhibits.
Cover Memorandum to Colleges/Universities
Instructions to Colleges/Universities
Instructions from Colleges/Universities to Banks
Templates for Inclusion in Banking RFPs
Exhibit A: Bank Fee Proposal
Exhibit B: Account Structure Proposal
For the convenience of each institution, we will post these attachments on our OST website.
We ask that each institution send an RFP to any bank that has requested an opportunity to provide banking services as well as any bank with a branch within a reasonable distance from campus. As explained below, banks must complete and include both Exhibit A and Exhibit B in their proposals.
Solicitation of Banking Proposals
August 29, 2011
Page 2 of 2
Upon receipt of the banking proposals, each institution should forward copies of Exhibit A and Exhibit B to OST. We will then prepare a cost analysis of the information and send the institution a report identifying the three lowest priced banking service providers. In accordance with each institution’s own selection process, a college or university may select from among the three lowest cost providers for banking services.
Following the selection of the bank and prior to awarding a contract, an institution should provide OST with the name of the bank and a copy of the contract to be awarded. OST will submit each request to the State Depository Board for consideration. Upon approval, we will list the new account(s) in the State Registry of Depository Accounts.
As I think you know, the State Depository Board amended its policy regarding Board of Regents’ colleges and universities to permit the alternative process of reviewing their banking services by using the bank fee schedules that OST receives each year from banks that participate in our bank fee program. That alternative method is intended to facilitate a college or university in adding a new banking service without having to conduct a formal RFP.
Also, we thank you for enabling the participation of representatives from UGA, Georgia Tech, Armstrong Atlantic, and Gordon College in the preparation of this standardized RFP process.
Usha, we would appreciate you providing us with a list of the colleges and universities with their respective contract expiration dates. This will position OST to be more responsive in assisting each institution as they conduct their searches.
Sincerely,
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Thomas D. Hills
State Treasurer
cc: attachments
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