Appendix B to Part 231 - In-Store Banking
32:2.1.1.1.31.5.1.1.12 : Appendix B
Appendix B to Part 231 - In-Store Banking
A. Selection Process. The purpose of this guidance is to
assure an impartial and thorough process to select the best on-base
financial institution to provide in-store banking services when
such services are desired and approved by the installation
commander.
1. Consistent with DoD Component delegation, the final decision
to solicit for an in-store banking office rests with the
installation commander.
2. The DoD Component seeking in-store banking (e.g., in
buildings operated by the Defense Commissary Agency, Military
Exchange Services and MWR activities) shall draft the solicitation
letter.
3. Close coordination among all cognizant DoD organizations is
essential throughout the selection process.
B. Specific Procedures
1. The need for in-store banking service may be identified from
either:
a. An unsolicited proposal from an on-base financial
institution,
b. A DoD Component's request, or
c. An installation commander's request.
2. The cognizant installation commander (or designee) is
responsible for assessing the environment and authorizing the
Bank/Credit Union Liaison Officer(s) to pursue the acquisition of
in-store banking services. If no authorization is given, no further
action is required.
3. The cognizant installation commander shall determine whether
a solicitation is required. (A solicitation shall be required
whenever there are two or more financial institutions on a DoD
installation.) If no solicitation is required, then the Bank/Credit
Union Liaison Officer shall work directly with the on-base
financial institution to obtain the requested services. Where there
is neither a banking office nor an on-base credit union, use the
solicitation process outlined in § 231.5(c) of this chapter, as
supplemented by the provisions outlined in paragraph A, above.
4. The solicitation letter shall identify the financial services
being requested and classify these services as either mandatory or
optional. In addition, the solicitation letter shall highlight any
services that will be weighed as more important than others during
the evaluation of the proposals. Any space consideration and terms
of the proposed agreement also shall be identified in the
letter.
5. The installation commander (or designee) formally shall
notify the selected financial institution and request that
institution to coordinate with the proper activity to begin any
construction, modifications or renovations necessary to open the
in-store banking office. The cognizant facility management
personnel shall begin the process of obtaining the necessary
outgrant instruments. Concurrently, the requesting DoD Component
representative and the financial institution representative shall
draft the appropriate amendment to the operating agreement. The
amendment should contain provisions regarding:
a. The roles and responsibilities of all parties involved.
b. The financial services to be provided, and
c. The logistical support arrangements to include custodial
services and security provisions. The amendment should be
coordinated with the Bank/Credit Union Liaison Officer(s) prior to
forwarding that document to the installation commander for
signature. The amendment shall be signed by the installation
commander (or designee) and the appropriate financial institution
official with a copy furnished to the Secretary of the Military
Department concerned (or designee) and the Director, DFAS (or
designee).