City of Portland
Request for Application for Depository Services
The City of Portland is seeking applications for Depository Services for a period of one (1) year
beginning on May 9, 2024; with the option to extend the term by four (4) one-year terms in
addition to the one-year contract period.
Applications will be received by the City Secretary, City of Portland, 1900 Billy G. Webb Drive,
Portland Texas 78374 until 2:00 p.m., Friday, April 19, 2024. At that time, all applications will
be publicly opened and read. Any applications received after this stated date and time will be
returned unopened.
The application specifications are available for pickup from John Elizondo, Purchasing Officer,
at City Hall or via email at john.elizondo@portlandtx.gov.
Applications must be received in a sealed envelope marked “Depository Services for the City
of Portland” in the lower left-hand corner.
The City of Portland reserves the right to reject any and all responses, to waive all
formalities, and to make the award of the Depository Services contract deemed to be in the best
interest of the City.
For additional information contact Aldilia Martin, Director of Finance, or John Elizondo,
Purchasing Officer, at (361) 777-4500, 1900 Billy G. Webb Drive, Portland, Texas 78374.
INTRODUCTION
GENERAL INFORMATION
In accordance with Texas Local Government Code Chapter 105, the City of Portland, Texas
(“City”) hereby issues this Request for Application (“RFA”). The City is issuing this RFA for
depository institutions qualified to provide depository services for the City’s funds. Only those
depository institutions located and operating within the city limits of Portland, Texas with full
depository services capabilities as required in this RFA will be eligible to serve as the City’s
depository (“Depository”).
This RFA and any addenda are located on the City of Portland website at
https://portlandtx.gov/bids.aspx?bidID=54.
Respondents must submit one (1) original and four (4) copies of their application by 2:00 p.m.
on Friday, April 19, 2024. Any responses received after this time and date will not be
considered. Applications must be sealed and marked “Depository Services”. The full address
for application delivery is as follows:
City Secretary
City of Portland
1900 Billy G Webb Dr.
Portland, TX 78374
Applications will be opened publicly on the date and time specified herein the City Council
Chambers of City Hall at 1900 Billy G. Webb Drive, Portland, Texas 78374.
SCHEDULE OF IMPORTANT DATES
The schedule for this RFA is as follows. The City reserves the right to change the schedule of
dates as it deems necessary.
Release RFA / begin advertisement
Deadline for Questions & Inquiries
Responses to Questions & Inquiries will be
posted via addendum on the City’s Website
Applications Due
Projected Date of Award of Contract
Anticipated Notice to Proceed
March 14, 2024
April 1, 2024, 12:00 p.m. (CT)
April 5, 2024, 5:00 p.m. (CT)
April 19, 2024, 2:00 pm (CT)
May 7, 2024
May 9, 2024
OVERVIEW
The City of Portland has a population of approximately 23,000 people as of 2024 and is located
in San Patricio County, Texas. The City has 11 departments under the direction of the City
Manager. These departments function throughout different locations in the City at which funds
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are collected and are deposited frequently. All deposits are made under the direction of the
Director of Finance. The City’s Finance Department manages and handles all City financial
transactions which includes all banking, treasury, investment activities, accounts payable and
receivable, payroll, accounting, financial reporting and reconciliation. The City currently uses
Incode software for financial applications.
For Fiscal Year 2023 – 2024, the City has 350 budgeted employee positions at which 100%
utilize direct deposit pay on a bi-weekly basis. All employees are paid on a bi-weekly basis. Per
City policy, it is required that all employees utilize direct deposit upon employment.
The City currently maintains 3 bank accounts. Majority of the depository activity will occur I the
City’s Combined Funds account. This account directly receives and sends wire transfers, ACH
payments, receives utility customer drafts, daily revenue deposits, image capture deposits, utility
deposits, sends debt service payments and settles investment transactions. The accounts are
outlined below:
• Combined Funds – Master
• Payroll -ZBA
• Accounts Payable - ZBA
INSTRUCTIONS
1. EXAMINATION OF CONTRACT DOCUMENTS
Each applicant shall thoroughly examine and be familiar with the contract. The submission of
an application shall constitute an acknowledgment that the Applicant has thoroughly examined
and is familiar with the contract documents. The failure or neglect of an Applicant to receive or
examine any of the contract documents shall in no way relieve them from any obligations with
respect to their application or to the contract. No claim for extra or additional compensation
shall be allowed based upon a lack of knowledge of any contract document and the City shall in
no case be responsible for any loss or for unanticipated cost that may be suffered by the
Applicant as a result of conditions pertaining to the contract.
2. ADDENDA AND INTERPRETATIONS OF DOCUMENTS
No interpretations of the contract documents or other application documents shall be made to
any Applicant orally. Every request for such interpretation shall be submitted in writing,
addressed to the City Manager, and in order to receive consideration shall be received at least
five days prior to the date fixed for opening of responses. Any and all such interpretations and
any supplemental instructions shall be in the form of written addenda to the specifications,
which, if issued, will be mailed or otherwise delivered to each prospective Applicant. Failure
of any Applicant to receive any such addendum shall not relieve such Applicant from any
obligation under their application as submitted. All addenda issued shall become a part of the
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contract documents.
3. QUALIFICATIONS OF FINANCIAL INSTITUTIONS
The City desires that the services be supplied by an Applicant who is competent, adequately
financed, and established in the business of supplying the services required. The application
must include a response to the following questions. Failure to comply with this request may
cause rejection of the application.
A. In order to fulfill the City’s fiduciary responsibility to protect public funds, all banks
submitting applications will provide, in response to this item:
I. audited financial statements for the most recent fiscal year, if audited
financials are not available, explain why. The bank will be required during
the contract period to provide audited annual financial reports each year.
II. statement regarding any recent or unforeseen merger or acquisition,
III. certification that Applicant has reviewed the City’s Investment Policy
B. Describe the bank’s approach to satisfying the banking service and
customer service requirements of the City.
C. List references from at least three (3) current, comparable governmental clients
using services similar to those requested in this RFA. Include a contact person,
their title and telephone number.
D. Provide a copy of all agreements not directly referenced in this RFA that will be
required under the contract.
4. EXECUTION OF CONTRACT
The Applicant, as part of the application, shall execute the City of Portland Services Contract
and fill in all blanks. Supplemental printed brochures may be submitted but will not be accepted
as substitutes for filling in blanks.
5. PREPARATION OF THE APPLICATION
The proposing depository bank can use this RFA for the Authorized Submittal Form. The final
RFA Submittal form shall include submitted prices, rates, conditions, and answers. The City of
Portland will provide an RFA Submittal form in Microsoft Word via email upon request. This
will minimize errors and increase the ease of both response and evaluation. Contact John
Elizondo, Purchasing Officer, (361)777-4576, or john.elizondo@portlandtx.gov.
If the Applicant is required to provide a special form appropriate to the nature of their
application, then such form shall be complete in all respects as required by the contract
documents if it is to merit consideration by the City. Where indicated, all blank spaces shall be
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filled in with words and figures. Written amounts shall take precedence where there is a conflict
between the written word amounts and the figures.
If the Application is made by a partnership, it should contain the name of each partner and should
be signed in the firm name followed by the signature of a partner or that of a person duly
authorized to act for and on behalf of such partnership. If made by a corporation, the application
should be signed with the name of the corporation and the state in which incorporated, followed
by the written signature of the qualified officer and the designation of the office he holds in the
corporation. The address of the person, firm, or corporation in whose behalf the application is
submitted shall be given. The Applicant shall comply with all other specific requirements of the
application form.
6. ALTERATION OF DOCUMENTS PROHIBITED
Except as may be provided otherwise herein, applications that are incomplete or conditioned in
any way, may contain alterations, or include items which are not named in the application form
or which are unlawful, may be rejected.
7. SUBMISSION OF APPLICATION
Submit one (1) original and four (4) copies of the application sealed and labeled: “Depository
Services for the City of Portland” by Friday, April 19, 2024, at 2:00 pm.
Annette Hall
City Secretary
City of Portland
1900 Billy G Webb Dr.
Portland, TX 78374
NO APPLICATIONS SHALL BE RECEIVED AFTER 2:00 P.M. ON THE DATE
DUE.
8. MODIFICATION OF APPLICATION
A change in an application already delivered shall be permitted only if a request for the privilege
of making such modification is made in writing signed by the Applicant and the specific
modification itself is stated prior to the scheduled closing time for the receipt of applications.
To be effective, every modification must be made in writing over the signature of the Applicant,
and no other procedure will be acceptable.
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