The purpose of the contract is to carry out the banking management of the budget of the Municipality of Sosnowiec and its organisational units, including:
1. Opening and maintaining bank accounts, including:
1.1. 43 current accounts in Polish zlotys;
1.2. 324 auxiliary accounts in Polish zloty;
1.3. 2 US dollar support accounts;
1.4. 27 subsidiary accounts in EURO.
2. Providing an electronic banking system.
The contracting authority requires the contractor, for the provision of a service involving the banking management of the budget of the Municipality of Sosnowiec, to make available an electronic banking system enabling the following operations to be carried out:
2.1. Internet access to the system based on SSL encryption technology in a version of at least 3.0 with an encryption key of at least 128 bits;
2.2. Authorisation of orders and activities in the system using the signature key retained on external cryptographic devices such as: USB cryptographic carrier, cryptographic or other card for saving the signature key;
2.3. Logging in to the system only from the public IP addresses indicated by the contracting authority – applies to entities that have a permanent IP address;
2.4. To outsource/to carry out banking operations only from the IP addresses indicated by the contracting authority – concerns entities that have a permanent IP address;
2.5. Access to the system only for authenticated users;
2.6. Specify the user’s detailed access to the functionalities in the system (in particular to individual accounts);
2.7. Full separation of access to special (wage) accounts in respect of preview rights, statements and operations on the account indicated;
2.8. Identification of bulk payments for payments for: taxes, local charges, charges for municipal waste management, rents and other charges representing the income of the Municipality, the State Treasury;
2.9. Make national transfers on the day they are submitted to the next session of Elixir, Sorbnet;
2.9.1. 3 regularisation sessions in ELIXIR are required, whereby orders sent by the procurer by 15:00 must be submitted for settlement on the same day in ELIXIR III.
2.10. Making transfers between accounts at the contractor’s bank without undue delay and no longer than 15 minutes after the order was made;
2.11. Making transfers with a future date of transfer;
2.12. Making group transfers according to the settlement period (e.g. payments to ZUS, Tax Office, etc.);
2.13. The transmission of data in electronic form covering large sets of transfers;
2.14. Making cross-border payments in accordance with the SWIFT standard;
2.15. Timely access to up-to-date information on the balance of funds in the accounts and on the transactions carried out, including:
Preparation of reports on operations in individual accounts (for a specific account and group of accounts);
2.15.2. an overview of the current balance on the selected account or groups of accounts;
Extraction of PDF extracts;
Printing of single confirmations of credit and debit transactions recorded in bank accounts with the possibility to record data in PDF format;
2.15.5. direct connection between the accounting application and the bank server and direct data exchange (importation of transfers issued in the contracting authority’s financial system) – a list of financial and accounting systems used in the contracting authority’s organisational units is set out in Annex 3 to the Specifications.’;
2.15.6. passive inspection of the balance of all bank accounts and bank statements of the contracting entity by the persons designated by the contracting authority;
2.15.7. an overview of past transactions taking into account the type of operations, the name of the counterparty, the date and the amount of the transaction.
3. Execution of transfer orders (in electronic form) from all the contracting authority’s accounts to the accounts assigned through the available inter-branch and interbank settlement systems.
4. Issue of bills of cash cheques – purchased by the contracting authority and their implementation (it is also permissible to replace blank cash cheques with cheques generated using an electronic banking system).
5. Making closed payments.
6. Cash withdrawals, at the contractor’s offices, from all the contracting authority’s accounts by authorised persons designated by the contracting authority – cash payments will be ordered by means of blank cheques purchased by the contracting authority or by cheques generated using the electronic banking system.
7. Making mass payments to the contracting authority and providing information on payments made by contributors.
8. Drawing up in paper form bank statements for each day for one bank account indicated by the contracting authority.
9. Issuing and renewing pre-paid debit cards for the recipients designated by the contracting authority for the purpose of making payments, in particular: family benefits, allowances.
9.1. These cards shall:
9.1.1. must allow non-cash payments to be made at commercial and service establishments located in the Republic of Poland;
9.1.2. must be capable of withdrawing cash in at least 5 ATMs located within the administrative boundaries of the Municipality of Sosnowiec;
9.1.3. shall have a minimum validity period of 3 years;
9.1.4. will be charged a one-off fee for issuing and handling them (the only fee related to the handling of pre-paid debit cards to be charged by the contractor);
10. Issuing and renewing debit ‘charge’ cards for non-cash payment transactions within and outside the Republic of Poland.
11. Issue and renewal of debit payment cards for non-cash payment transactions in the Republic of Poland.
12. Award to the contracting authority for a maximum period of 6 months, i.e. 183 days in each calendar year of the contract concluded as a result of the outcome of the present public procurement procedure – current loan in the basic account of the municipal budget (hereinafter: “credit”)
the amount set by the Sosnowiec Municipal Council in the budgetary resolution. The contracting authority informs that the amount of credit during the term of the agreement concluded as a result of the resolution of the present proceedings should not exceed PLN 10 million each year.
12.1. The ‘credit’ may be triggered after the relevant resolution of the City Council has been forwarded to the contractor and a separate credit agreement has been signed in the bank account;
12.2. Interest on the ‘loan’ used will accrue and collect interest on each last day of the month;
12.3. The interest rate for the ‘loan’ will be determined monthly by the contractor as the sum of the arithmetic average of WIBOR 1M and the ‘mk’ margin specified in the tender. The year is assumed to be 365 days to accrue interest;
12.4. Interest on the ‘loan’ shall be charged by the contractor on the amount actually used by the contracting authority of the ‘loan’ and the actual number of days of use of the ‘loan’;
12.5. Any impact on the basic account of the municipality’s budget will result in a reduction of the ‘loan’ balance; the reduction in the ‘loan’ balance will also result in an impact of the funds generated by the consolidation of accounts;
12.6. The contractor will not charge commission fees on unused ‘loan’, preparatory commission from the start of the ‘loan’ or any other fees and commissions;
12.7. The only acceptable security for the repayment of the ‘loan’ will be a declaration of submission to enforcement in accordance with Article 97. 1 and 2 of the Banking Act of 29 August 1997 (consolidated text – Dz.U.
of 2012, item 1376, as amended) for the amount of the loan, i.e. PLN 10.000.000. The declaration of submission to enforcement will be countersigned by the Treasurer of the City.
13. Maintaining the consolidated account of the Municipality of Sosnowiec according to the following rules:
13.1. ‘Consolidated account’ means that, at the end of each working day, after 18:00, excluding the last day of each month, the balance of the group of accounts (including the basic account of the municipality’s budget and other accounts indicated by the contracting authority, including the accounts of the contracting authority’s organisational units) is transferred virtually.
13.2. If there is a positive sum of balances resulting from consolidation, the funds accumulated in the consolidated virtual account will be automatically placed in the form of overnight and weekend term deposits (without incurring any fees);
13.2.1. The interest rate on investments in consolidated accounts will be determined by the contractor on each occasion on the basis of the WIBID ON reduced by a fixed non-negative margin which it will propose to the contracting authority in its tender.
13.3. The rules on the placement of funds set out above will apply on condition that the interest rate on fixed-term deposits is higher than the interest on funds held in current accounts;
13.4. Interest shall be capitalised on each last day of the month. Interest on funds on the consolidated account will be transferred to the basic account of the municipality’s budget in the form of a single amount;
13.5. If there is a debit balance in the basic account of the municipal budget, the sum of the balances resulting from consolidation will be used to reduce the ‘loan’ balance;
13.6. The Contractor will draw up and transmit a balance consolidation report on a daily basis (with the exception of Sundays and holidays) (data transmission in the form of a daily report sent electronically);
13.7. Information on changes to the accounts to be consolidated will be communicated to the contractor in writing.
13.8. On each last day of the month, the balances of the accounts to be consolidated shall first be reduced by bank charges due and then automatically transferred to the basic account of the municipal budget and placed in accordance with the rules set out in point 13.2.
14. Interest on non-consolidated bank accounts held in Polish zlotys.
14.1. Interest on bank accounts shall be calculated and capitalised each last day of the month;
14.2. Each last day of the month, the monies obtained from the interest rate will be automatically transferred from each interest-bearing bank account to the account indicated by the contracting authority.
14.3. The amount of interest on non-consolidated bank accounts will be determined by the contractor on each occasion on the basis of the WIBID 1M rate reduced by a fixed, non-negative margin, which it will propose to the contracting authority in its tender.
15. Interest rates on non-consolidated currency accounts held in euro.
15.1. Interest on bank accounts shall be calculated and capitalised each last day of the month;
15.2. The interest rate for money will be determined by the contractor on a case-by-case basis on the EURIBOR 1M minus a certain fixed non-negative margin that it will propose to the contracting authority in its tender.
16. Interest rates on unconsolidated currency accounts held in USD.
16.1. Interest on bank accounts shall be calculated and capitalised each last day of the month;
16.2. The interest rate for money will be determined by the contractor on a case-by-case basis on the LIBOR 1M minus a certain fixed non-negative margin that it will propose to the contracting authority in its tender.
17. Placing of free cash on weekly fixed-term deposits.
17.1. The accrual and capitalisation of interest on the investment of free cash on term weekly deposits will take place on the last seventh day from the day on which the weekly investment was established;
17.2. The interest rate for fixed-term weekly deposits will be determined by the contractor on the basis of the WIBID 1W rate reduced by a fixed non-negative margin which it will propose to the contracting authority in its tender.
18. Other banking services, including:
18.1. Issuing bank opinions and certificates at the request of the contracting authority;
18.2. Financial advice on contractual bank accounts, including: the raising of promotional loans, the placement of free funds;
18.3. Provision of contracting services in at least four contractors’ cash services located within the administrative boundaries of the Municipality of Sosnowiec, where at least two cash-based posts will be open at the same time;
18.4. The contracting authority requires that the contract for the ‘banking of the GMINY Sosnowiec BUDJET’ be concluded separately with the Municipality of Sosnowiec and with each of its organisational units. In the event of the merger, conversion or creation of new organisational units of the municipality, the contractor will sign a banking service contract with them on the same terms and conditions as will be laid down in the contract signed as a result of this procedure in respect of the subject matter covered by the contractor’s tender.
19. Collection of bank charges for the execution of financial operations on individual bank accounts each last day of the month and automatic reimbursement of costs from one bank account indicated by the contracting authority.
20. The contracting authority shall require the economic operator not to charge any fees for:
20.1. Bank statements collected electronically by the contracting authority using the electronic banking system as well as for paper-based extracts issued in the event of failure of the electronic banking system;
20.2. Execution of operations using debit prepaid cards at the contractor’s premises and ATMs belonging to the contractor (cash and non-cash transactions);
20.3. Cash withdrawals made with debit payment cards from automated teller machines belonging to the contractor;
20.4. Acceptance of cash payments from the contracting authority and from third parties to the accounts of the contracting authority and its organisational units in the cash registers in all establishments of the contractor located within the administrative boundaries of the Municipality of Sosnowiec;
20.5. Receipt of closed payments from the contracting authority;
20.6. Providing the client’s and e-banking adviser’s service to the procurer and his organisational units;
20.7. Provide training during the implementation period and after implementation (during the duration of the contract) about 320 contracting staff working in the electronic banking system;
20.8. Transfers between the bank accounts of the contracting authority and its organisational units (under contracts signed as a result of these proceedings);
20.9. Maintaining a consolidated bank account of the municipality of Sosnowiec;
20.10. Compiling and transmitting a report on the consolidation of balances;
20.11. Automatic placement of funds held in a consolidated account;
20.12. Cryptographic equipment, issued to authorised personnel of the contracting authority, necessary to log in and use an electronic banking system.
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