55693-2026-RFP-BANKING SERVICES

Effingham County School District
55693-2026-RFP-Banking Services
RFP Number: 55693-2026-RFP-Banking Services
Project Overview & Scope
Effingham County School District (ECSD) is a political subdivision of the State of Georgia, the affairs
of which are governed and otherwise managed by the Effingham County Board of Education (Board).
ECSD is comprised of approximately 14,000 students across 16 campuses. ECSD includes 9 elementary
schools, 3 middle schools, and 2 high schools. ECSD also includes a high school college & career
academy and a learning center providing alternative education and education in a therapeutic setting for
students with significant emotional and/or behavioral needs. ECSD provides pre-kindergarten
educational services at all elementary schools and the 2 high schools. In addition, ECSD offers a
daycare program for children of employees which is housed at 2 of the elementary school campuses.
For business activities, ECSD currently utilizes one general fund checking account, one daycare
account, and an ESPLOST VII account. There are 15 lunchrooms across ECSD. One account receives
all daily deposits from the various lunchrooms and serves as the source of disbursements of all payments
associated with the School Food Service. ECSD maintains a catering checking account with modest
volume as well. Additionally, each of ECSD's 16 campuses maintains its own school activity checking
account which is administered at the school level.
Exclusions
Custodial Accounts - Excluded from RFP
ECSD currently maintains three custodial accounts:
Debt Service Accounts: Two accounts associated with the 2022 and 2025 bond
issuances.
Construction Account: One account dedicated to bond-funded projects.
These accounts are strictly excluded from this bidding process. As the custodial requirements and
provider for these funds were established within the original bond issuance details, ECSD will not be
transitioning these services. These accounts shall remain under the custodianship of the current
institution for the duration of the debt service life cycle to avoid unnecessary administrative burden and
ensure compliance with bond covenants.
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Request for Proposal Guidelines
ECSD will only consider outstanding high quality financial institutions that focus on financial
relationships. Unrealistic low or high bids will not be considered.
All proposals submitted to ECSD shall be valid for 60 days.
ECSD reserves the right to negotiate services during the 60 days and the terms of any existing
and binding contract.
No binding contract will exist between ECSD and any Bank, and no relationship will be
considered created between ECSD and a Bank, until all parties have signed and otherwise fully
executed an agreed contract.
ECSD is seeking a contract with a 1-year term and annual renewal rights not to exceed 5 years.
Any contract between ECSD and a Bank must include, but not be limited to, substantially the
following: non-discrimination provisions, E-Verify requirements, and indemnification language
similar to the following: The vendor hereby agrees to indemnify, hold harmless, and defend
ECSD and the Board, their officers, agents, and employees, and any member of the Board, from
any and all claims, liabilities, damages, losses, judgments, charges, expenses (including
reasonable attorney's fees), and/or causes of action resulting from any breach of the contract by
the vendor or in any way related to the performance of any duties, requirements, or other actions
undertaken by the vendor or its agents, employees, and contractors in connection with the
contract, for which ECSD and/or the Board, their officers, agents, or employees, and/or any
member of the Board, is alleged to be liable; the indemnification obligations shall survive the
termination and/or expiration of the contract.
Banking Specifications
ECSD requires a banking partner capable of managing a minimum of twenty (20) checking accounts,
with the ability to add additional accounts as necessary. The structure of these accounts is defined as
follows:
Public Funds Checking (Standard)
The majority of the twenty accounts (including the 16 school activity accounts) must be established
as Interest-Bearing Public Funds Checking accounts.
ESPLOST Account (Specific)
One (1) of the twenty accounts will be designated specifically for ESPLOST (Education Special
Purpose Local Option Sales Tax) funds.
These accounts must provide high transaction liquidity for daily school operations.
ECSD expects competitive interest rates or a "compensating balance" structure that offsets
monthly service fees across the entire account relationship.
Direct Disbursement: The Bank must allow for direct check-writing and ACH disbursements
from this account to vendors for capital projects, ensuring a clean audit trail as required by
O.C.G.A. 48-8-121.
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Insured Cash Sweeps (ICS): ECSD is open to discussing the implementation of an Insured Cash
Sweep (ICS) or similar daily sweep mechanism for this account to maximize yield while
maintaining full collateralization/FDIC protection for large balances. A final decision on the
utilization of a sweep product is pending and will be determined during the final negotiation
phase based on the proposed interest rates and fee structures.
On-Line Banking System
The Bank will be required to provide ECSD with access to a secure, web-based on-line banking system
that provides, at a minimum, the following information and capabilities:
Real-Time Reporting: Access to current day balances, previous day balances, and intra-day
transaction details.
Transaction Management: Capability for the initiation of money transfers, wires, and stop
payments.
Self-Service Inquiry: Ability to inquire on check cleared status and view/print high-resolution
copies of cashed checks and deposit backup without Bank intervention.
Fraud & Accuracy: Display of ACH files for accuracy, notice of returned items, and controlled
disbursement presentments.
Administrative Control: Ability to change passwords and add or remove users internally.
Digital Archiving: Comprehensive on-line statement and reporting capability, including the
ability to download and save monthly statements and transaction reports in PDF and CSV
formats for a minimum of seven (7) years to satisfy state record retention requirements.
Support: Provision of toll-free technical access and support.
Fraud Prevention & Positive Pay Services
The Bank shall provide a comprehensive, web-based Positive Pay system for all twenty (20) accounts to
mitigate the risk of fraudulent check and ACH activity.
Payee Positive Pay (Enhanced Check Protection)
Payee Name Verification: While matching check numbers and amounts is essential, ECSD strongly
prefers a system that utilizes OCR (Optical Character Recognition) to verify the Payee Name on the
physical check against ECSD's issued check file. ECSD continues to issue a significant volume of paper
checks, and this enhanced capability is a priority for our fraud prevention strategy.
Image Integration: Exception reports must include high-resolution images of the front and back
of each flagged check. This allows ECSD staff to visually inspect endorsements and check for
chemical "washing" or physical alterations before making a payment decision.
Real-Time Alerts: Authorized personnel must receive immediate email or SMS notifications
when an exception is identified.
ACH Positive Pay (Electronic Protection)
ACH Filters & Blocks: ECSD requires the ability to create "Authorized Vendor" lists. Any
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ACH transaction initiated by a company not on the white list must be flagged for approval.
Threshold Controls: ECSD must be able to set maximum dollar limits for specific ACH
originators.
Default Action (Return): ECSD requires a "Default to Return" protocol. If no action is taken by
ECSD by the daily deadline, the bank must automatically return the item as unauthorized.
Teller-Level Integration: Issued check data should be available to the bank's branch tellers in
real-time. If a fraudulent check is presented at a physical branch in Effingham County, the teller
should be able to identify it as an exception immediately.
Remote Electronic Deposit (RED) Requirements
ECSD requires Remote Electronic Deposit capabilities for all primary locations to streamline the deposit
of checks and money orders. The banking partner must provide high-volume, multi-feed desktop
scanners for the Central Office and sixteen (16) individual school locations as requested. Please provide
a comprehensive cost breakdown for the RED program. Specifically, does ECSD own the scanners after
an initial period, or is there a recurring monthly 'rental' or 'maintenance' fee per device? Additionally,
disclose any 'hidden' per-item or per-batch deposit fees that are not offset by the Earnings Credit Rate
(ECR).
Automated Reconciliation & Location-Based Deposit Tracking
The Bank shall provide a robust electronic reporting system to facilitate automated bank reconciliation
and detailed location tracking within the District's Tyler Tech Enterprise ERP system. This process must
eliminate manual data entry and provide a clear audit trail for all 16 school locations and the Central
Office.
Standardized File Format: The Bank must provide a monthly electronic data file-specifically
in BAI2 or fixed-width format-no later than the tenth (10th) of each month for all accounts.
Data Requirements for Tyler Tech: At a minimum, the file must include serial numbers for all
disbursements and deposits, transaction type codes (e.g., ACH, Check, Wire), date of occurrence,
and individual amounts.
Unique Location Identification: To facilitate decentralized reconciliation, the Bank must
provide a means to assign each depositing entity (ECSD location) a unique identification
number.
Deposit Serial Tracking: This unique identifier must increase for each deposit slip and appear
in the serial number field of the deposit slip and the Bank statement.
Location Sub-Totaling: Using this numbering system, the Bank must provide data sufficient to
track and sub-total deposit data by specific location for accurate reporting.
Auto-Match Capabilities: The file will be used to auto-match "Bank Cleared" items against
"District Issued" items within Tyler Tech to streamline the monthly closing process.
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Ancillary Services & Local Support Requirements
To ensure seamless daily operations and support for ECSD personnel, the following specifications must
be met:
Local Presence & Logistics:
Branch Requirement: Proposers must maintain a physical, full-service branch presence within
Effingham County.
Safe Deposit Box: The Bank shall provide a safe deposit box at the branch location closest to the
ECSD Central Office at 405 N. Ash Street, Springfield, Georgia.
Supplies: The Bank will provide all necessary deposit bags at no charge to the District or
individual school locations.
Payroll & Employee Services:
Tax Depository: The Bank will act as the official depository for all federal withholdings and
payroll taxes.
Check Cashing: The Bank shall not charge a fee to any ECSD employee for cashing a District
payroll, petty cash, or reimbursement check, regardless of whether the employee holds a personal
account at the institution.
Collection & Fee Structure:
Check Collections: The Bank will be responsible for forwarding all returned checks to ECSD's
designated collection agency.
Net-Zero Cost Objective: It is the expectation of ECSD that all services listed in this RFP,
including the ancillary services above, be provided at no net cost to the District, ideally offset
through an Earnings Credit Rate (ECR) structure.
Comprehensive Card Services & Expense Management
The Bank shall provide a robust commercial card platform (P-Cards and Travel Cards) integrated with a
cloud-based expense management software. ECSD's goal is to decentralize the coding process by
allowing individual cardholders to categorize their own expenses at the point of purchase.
Flexible Coding Interface: The software must allow employees to assign General Ledger (GL)
codes to transactions via a mobile app or web portal. This must include a searchable drop-down
list of the District's Org-Object segments or the ability to manually enter account strings.
Tyler Tech (Munis) Integration: The system must be capable of exporting transaction data in a
format compatible with Tyler Tech Enterprise ERP. Banks should confirm their ability to
provide a pre-configured export file that maps District-coded transactions directly to Munis
import specifications.
Sample Deliverables: As part of the proposal, Banks must provide a sample BAI2 file and a
description of their standard export process for Tyler Tech customers.
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Card Issuance & Administrative Controls
Physical Cards: Provision of P-Cards and Travel Cards with customizable spending limits and
Merchant Category Code (MCC) restrictions.
Virtual Card Technology: Ability to issue single-use or vendor-specific virtual cards for AP
automation and recurring digital subscriptions.
Real-Time Management: A web portal allowing Administrators to instantly freeze cards, adjust
limits, or cancel accounts.
Distributed Workflow & Mobile Capture
Mobile Application: A dedicated app for cardholders to photograph receipts at the point of sale.
OCR Integration: Use of Optical Character Recognition (OCR) to automatically populate
vendor, date, and amount for matching to pending transactions.
Delegated & Local Coding: The app must allow cardholders (or authorized delegates) to assign
"Business Purpose" notes and full GL Coding directly from the device.
Automated Notifications: System-generated alerts for missing receipts or un-coded transactions
to reduce Central Office follow-up.
Compliance & State Reporting
TIGA/DOAA Integration: Automated generation of the annual P-Card Data File meeting exact
Georgia Department of Audits and Accounts (DOAA) specifications.
Digital Approval Workflow: A multi-level workflow allowing supervisors to remotely review
and approve transactions with viewable receipt images.
Audit Retention: A searchable digital archive of all receipts and approval timestamps
maintained for 7 years to satisfy state record retention laws.
Rebate Structure
Revenue Share: The proposal must include a detailed "Volume Rebate" or "Cash Back"
schedule based on the District's annual spend.
Payment Terms: Proposers should clarify if rebates are impacted by the District's payment
timing (e.g., 7-day vs. 30-day settlement).
Minimum Qualifications of Bidders
Local Presence: Must maintain a full-service home office or branch within Effingham County.
Depository Network: Must provide a physical branch network in Effingham County for
processing deposits (checks, cash, and bulk coin) or provide a daily bonded courier service at no
cost to ECSD.
Charter & Legal: Must be a federally chartered bank qualified to do business and accept public
deposits in the State of Georgia.
Collateralization: Must maintain a portfolio of investments, safely kept by a third party (e.g.,
the Federal Reserve Bank) and specifically pledged to ECSD, sufficient to collateralize all
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deposits in excess of FDIC coverage. Pledges must comply with all state/federal laws and ECSD
policy regarding the perfection of security interests.
Advisory Expertise: Must have staff expertise to provide investment advisory services for
ECSD as required.
Transparency: Must disclose any operations through an intermediary bank for any services.
Proven Experience: Must demonstrate experience servicing Georgia public school districts with
similar account attributes, transactional volumes, and ESPLOST management.
Payroll & ACH: Must have experience serving customers whose payroll is generated by online
data transmission and processed through ACH direct deposit.
Conversion & Training: Must submit a detailed conversion plan and timeline. ECSD requires a
dedicated, named Account Representative/Relationship Manager who is based locally (within
Effingham or the immediate Savannah Metropolitan Statistical Area (MSA)).
On-Site Commitment: The successful bidder must commit to on-site training for Central Office
and individual school-level bookkeepers for all new systems (RED, Expense Management,
Online Banking). ECSD will not accept "Virtual Only" implementations or remote-only support
teams.
Submission Instructions
To be considered, proposers must submit their packages exactly as follows:
Location: Effingham County Board of Education Central Office, 405 N. Ash Street, Springfield,
GA 31329.
Labeling: Sealed envelopes must be marked: "55693-2026-RFP-Banking Services - [Bank
Name]".
Quantity: Four (4) physical paper copies and one (1) USB Flash Drive (Searchable PDF +
Redacted PDF).
Late Submissions: Any proposal received after the deadline will be returned unopened.
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Timeline of Events
ECSD reserves the right to modify this timeline as needed. All times are Eastern Time (ET).
Event Date Time
RFP Release Date April 23, 2026 -
Deadline for Written Questions (Submit via: May 04, 2026 12:00 PM
Vendor Inquiry Form; questions submitted via
email, telephone, or other format will not be
accepted).
Response to Questions/Addenda Issued May 06, 2026 04:00 PM
Proposal Submission Deadline - Bid Opening May 13, 2026 12:00 PM
Immediately Following
Finalist Presentations - notified on May 15 May 21, 2026 TBD
Board Approval & Award Notification June 03, 2026 -
Once a Bank has been selected, all bidders will be notified by ECSD.
Questions regarding RFP specifications or requirements must be submitted via the Vendor Inquiry Form
linked in the Timeline of Events above. No official RFP clarifications will be provided via telephone or
direct email. For administrative issues regarding the submission process or form access, please contact
Lauren Cain, ECSD Director of Finance, by phone at (912) 710-1512 or email to
llcain@effingham.k12.ga.us.
In the event the successful bidder, through any cause, should fail to fulfill the agreed-upon obligations in
an effective and timely manner, ECSD shall have the right to terminate its contract by specifying the
date of termination in a written notice to the selected Bank at least thirty (30) days before that
termination date. ECSD also reserves the right to procure the articles or services from other sources and
hold the defaulting Bank responsible for any excess cost incurred.
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RFP Evaluation and Selection Process
ECSD is seeking a long-term financial partner rather than just a service provider. While pricing is of
significant importance, it is not the sole consideration; therefore, proposals will be evaluated based on a
comprehensive set of criteria.
The evaluation will be conducted utilizing a two-phase scoring system with a maximum possible score
of 125 points.
Phase 1: Written Proposal (100 Points)
ECSD will evaluate all written submissions to determine a "Short List." This phase assesses the bidder's
ability to meet the mandatory qualifications, technical requirements, and cost-effectiveness. The two (2)
highest-scoring banks from Phase 1 will advance to Phase 2.
Phase 2: Oral Presentation & Sandbox Evaluation (25 Points)
The top two (2) finalists will be invited to a 90-minute session (includes Q&A) at the ECSD Central
Office. This phase is designed to move beyond the written word and evaluate the actual user experience
and the strength of the partnership.
A. The Partnership "Pitch" (The "Extras")
The bank's proposed Relationship Manager and implementation team must deliver a formal
presentation addressing:
The "Why": Why is your institution the best fit specifically for Effingham County
Schools?
The Value-Add: What "extras" or value-added services are provided (e.g., financial
literacy programs for students, specialized training for staff, or unique community
investment initiatives)?
The Team: Introduction of the local team who will be answering the phone when a
bookkeeper has an issue.
B. Comprehensive Sandbox Runthrough (The "Show Me")
This is a live, hands-on demonstration of the bank's digital ecosystem. Finalists must navigate
the following in a live environment (no slide decks or pre-recorded videos):
Online Banking Portal:
Demonstrate the ease of navigating account balances, pulling real-time reports, and
initiating a wire/ACH.
i. Show the process for managing "Positive Pay" exceptions and fraud alerts.
P-Card & Expense Management:
i. Live Transaction Coding: Show a cardholder uploading a receipt via mobile and
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successfully coding it to a ECSD account string.
ii. Approval Workflow: Show how a Principal or Department Head approves that
transaction and how it looks once it reaches the Finance Department.
iii. Card Management: Demonstrate how the District can instantly freeze a card,
change a limit, or issue a new card digitally.
Final Selection
The final contract award will be based on the Total Combined Score (Phase 1 + Phase 2) out of a
maximum 125 points. ECSD reserves the right to reject any or all proposals received and to waive any
informalities in the bidding process.
Phase 1:
Points
Category Target Criteria
Earned
Experience & Evaluation of the Bank's track record with public sector entities
Qualification of similar size and complexity. This includes the quality of
_____ / 30
references and the expertise of the dedicated municipal banking
team.
Fees & Compensation The competitiveness of the fee structure, clarity of the pricing
Schedule model, and the value of the Earnings Credit Rate (ECR) offered _____ / 25
to offset monthly service charges.
Scope of Services & Assessment of the banking software platform, including
Technology security protocols, fraud prevention tools (Positive Pay, etc.),
ease of use, and compatibility with ECSD accounting systems. _____ / 20
ECSD uses Tyler Technologies Enterprise ERP (formerly
known as Munis).
Card Program & Evaluation of ECSD's commercial card solution, including:
Expense Management Software Platform: Robustness of the portal used to
manage expenses, upload receipts, and track real-time
spending.
Card Flexibility: Ease of issuing/managing both physical
_____ / 15
and virtual cards with customizable spending limits.
Control Features: Ability to restrict Merchant Category
Codes (MCC) and set instant alerts or freezes.
Rebate Incentives: Any revenue-sharing or cash-back
programs based on annual card spend.
Local Presence & The convenience and proximity of the main office and local
Accessibility branch locations to ECSD facilities for physical deposits and _____ / 10
in-person service.
Total Presentation Score _____ / 100
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