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NEW HANOVER COUNTY, WILMINGTON, NCREQUEST FOR PROPOSALSBANKING SERVICESRFP # 16-0249LISA WURTZBACHER, CHIEF FINANCIAL OFFICERCOUNTY COMMISSIONERSBETH DAWSON, CHAIRMANJONATHAN BARFIELD, JR., VICE-CHAIRMANWOODY WHITESKIP WATKINSROB ZAPPLECHRIS COUDRIET, COUNTY MANAGER
TABLE OF CONTENTSSection 1AdvertisementSection 2Instructions and General ConditionsSection 3Accounts and Procurement Card Service InformationSection 4Required ServicesSection 5Other ServicesSection 6Proposal RequirementsSection 7Evaluation ProceduresAPPENDICESA.B.C.D.E.F.G.H.I.J.K.Proposer GuaranteesOffer of ServiceScope of Required ServicesScope of Other ServicesExceptionsAnalysis of Banking Services BB&T-Low Month- 7/1/2014-7/31/2014 BB&T-High Month-1/1/2015-1/31/2015Average Collected BalancesCounty Owned EquipmentCredit Card Transactions and SalesMerchant Services StatementDraft ContractPage 2 of 26
Section 1AdvertisementNEW HANOVER COUNTY, WILMINGTON, NCREQUEST FOR PROPOSALSBANKING SERVICESRFP # 16-0249Sealed proposals addressed to Jennifer Maready, Deputy Chief Financial Officer, New HanoverCounty Finance Office, 230 Government Center Drive, Suite 165, Wilmington, North Carolina28403 and marked “RFP # 16-0249-BANKING SERVICES” will be accepted until 5:00 P.M.EST, Tuesday, March 15, 2016.A pre-proposal meeting will be held in the Finance Conference Room 500 located at 230Government Center Drive, Suite 165, Wilmington, NC 28403 on February 22, 2016 from 10:00AM – 12:00 PM. Attendance at this meeting is OPTIONAL BUT HIGHLYRECOMMENDED for any wishing to submit a proposal.A written record of all questions and answers will be provided to all bidders who have notifiedthe County of their intent to submit a proposal. This information will also be made available onthe County’s website at http://www.nhcgov.com/business-nhc/bids/.Proposals submitted under this section are not subject to public inspection until after award andexecution of contract; therefore, there will be no public bid opening. Proposals will be evaluatedand selected bidders may be requested to provide additional information regarding their proposedservices.Instructions for submitting bids and complete requirements and information may be obtained byvisiting the County’s website at http://www.nhcgov.com/business-nhc/bids/.The Board of County Commissioners reserves the right to accept or reject any or all bids and tomake the purchase which will be in the best interest of the County.Released: Monday, February 8, 2016Page 3 of 26
Section 22.1Instructions and General ConditionsScheduleAdvertisementMonday, February 8, 20161st Round of QuestionsWednesday, February 17, 2016 by 4:00 PMPre-proposal ConferenceMonday, February 22, 2016 10:00-12:00 PMNew Hanover County Finance DepartmentConference Room 500230 Government Center Drive, Suite 165Wilmington, NC 28403Wednesday, March 2, 2016 by 5:00 PMCounty Responses to QuestionsTuesday, March 8, 2016Deadline for Receipt of ProposalsTuesday, March 15, 2016 at 5:00 PMNew Hanover County Finance Department230 Government Center Drive, Suite 165Wilmington, NC 28403Board of Commissioners’ MeetingMonday, April 18, 2016New Contract BeginsJuly 1, 20162.2Final Deadline for QuestionsIntroductionNew Hanover County is requesting proposals from qualified banking institutions toprovide banking services, effective July 1, 2016 for a period of three (3) years endingJune 30, 2019. The County may elect to renew the agreement for an additional two (2)year period.2.3Definition of PartiesNew Hanover County will hereinafter be referred to as the "County." Respondents to theRFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shallbe referred to as the "Service Provider."Page 4 of 26
2.4Objective of PartiesThe purpose of this request for proposal is to identify a banking institution that can offerthe highest quality of services at the lowest cost to the taxpayers. This objective is thesame as all other goods and services placed on a competitive bidding approach by theCounty.2.5BackgroundNew Hanover County, established in 1729, is located in the tidewater section ofSoutheastern North Carolina. It is set between the Atlantic Ocean and the Cape FearRiver. The surrounding terrain is low lying, with an average elevation of less than 40 feetand the highest elevation approximately 75 feet above sea level. The County is thesecond smallest in the state with land area totaling approximately 198 square miles, andthe most densely populated with a population of over 218,510. The City of Wilmington,the County seat and the largest city, is centrally located in the County. Otherincorporated municipalities in the County are Wrightsville Beach, Carolina Beach, andKure Beach.The County utilizes a County Manager form of government with five Commissionerswho serve four year staggered terms. The Chairman is elected by the Commissionerseach year for a one year term. The County Manager, County Attorney, and the Clerk tothe Board are appointed by, and serve at the pleasure of the County Commissioners.Commissioners hold policy-making and legislative authority. They are also responsiblefor adopting the annual budget. The County Manager is the chief executive officer andprepares and recommends the annual budget in addition to being responsible forimplementing policies, managing daily operations and appointing department heads.The County provides its citizens with a wide range of services including human services,public safety, economic and physical development, culture and recreation andenvironmental protection. However, the majority of the annual budget consists of publicsafety, human services, and education. The County also extends financial support tocertain agencies and commissions to assist their efforts in serving citizens.2.6Instructions2.6.1Proposals should be submitted containing one original and one (1) copy onCD/DVD/USB drive. Submit proposals in a sealed envelope properly marked“RFP # 16-0249 BANKING SERVICES" and address to the County at thefollowing address:New Hanover County Finance DepartmentAttn: Jennifer Maready, Deputy Chief Financial Officer230 Government Center Drive, Suite 165Wilmington, NC 28403Page 5 of 26
2.6.2No telephone, electronic or facsimile proposals will be considered. Proposalsreceived after the time and date for closing will not be considered.2.6.3All proposals received are considered public record and available for publicinspection after award and execution of contract. According to General Statutes132 - 1.2, trade secrets contained in a bid may be kept confidential if the Bidder ,at the time the bid is submitted, designates the secret and requests that it be keptconfidential. Pricing and other information that is an integral part of the offercannot be considered confidential after an award has been made. The County willhonor requests for confidentiality for information of a proprietary nature to theextent allowed by law. Clearly mark any information considered confidential.This right of privacy will be construed as narrowly as possible to protect theinterests of the vendor while attempting to maximize the availability ofinformation to the public. Bidders agree to indemnify New Hanover County, itsemployees, and officers against any costs arising out of a public records requestfor documents the company claims contain protected trade secrets.2.6.4After the bid issue date, all communications between the County and prospectivebidders regarding this bid request shall be in writing. Any inquires, requests forinterpretation, technical questions, clarification, or additional information shall bedirected to Jennifer Maready, Deputy Chief Financial Officer by emailingjmaready@nhcgov.com or faxing (910) 798-7806.2.6.5A Pre-Proposal Conference will be held on Monday, February 22, 2016 from10:00 AM – 12:00 PM in Finance Conference Room 500 located at 230Government Center Drive, Suite 165, Wilmington, NC.Please submit your first round of questions to jmaready@nhcgov.com prior toWednesday, February 17, 2016 at 4:00 PM. This will allow the Finance Teamto be ready to discuss these questions at the Pre-proposal Conference.Following the Pre-proposal Conference, you will have until Wednesday,March 2, 2016 at 5:00 PM for any follow-up questions. Questions andresponses affecting the specifications of the bid will be provided by issuance of anAddendum which will be posted on the County’s website and may be obtained athttp://www.nhcgov.com/business-nhc/bids.Bidders may not have communications, verbal or otherwise, concerning this RFPwith any personnel or boards from New Hanover County, other than the personlisted in this section. If any vendor attempts any unauthorized communication, theproposal will be rejected.All bidders who intend to submit a proposal for this solicitation should send anemail to jmaready@nhcgov.com. Your email should include your contactinformation where you wish to receive any addenda issued regarding this RFP; ifPage 6 of 26
applicable. When completing your proposal to be submitted to the County, youmay request a WORD file of this RFP.2.6.6The deadline for receipt of all proposals is Tuesday, March 15, 2016 at 5:00PM, EST. Any proposals received after the scheduled closing time will not beaccepted.2.6.7New Hanover County reserves the right to allow or disallow minor deviations ortechnicalities should the County deem it to be in the best interest of the County.New Hanover County shall be the sole judge of what is to be considered a minordeviation or technicality.2.6.8 Bidders may withdraw or withdraw and resubmit their bid at any time prior to theclosing time for receipt of bids. NO bid may be withdrawn after the scheduledclosing time for receipt of bids.2.6.9 All proposals submitted will be evaluated by a team of staff members and theaward will be made to the responsible bidder whose proposal is determined to bethe most advantageous to the County based on the evaluation factors set forth inthis RFP. Although price will be considered, it will not be the sole determiningfactor. During the evaluation process, the County reserves the right, where it mayserve the County’s best interest, to request additional information or clarificationsfrom bidders, or to allow corrections or errors or omissions.2.6.10 Proposals must be signed by an authorized individual of the firm. Proposals thatare not signed will be rejected.2.6.11 The County reserves the right to reject any or all proposals or any part thereof, orto accept any proposal, or any part thereof.2.6.12 The successful bidder is expected to enter into a contract with the County.2.6.13 Bidders are solely responsible for all costs and expenses incurred in preparing andsubmitting a proposal.2.6.14 Any person, firm, corporation or association submitting a proposal shall bedeemed to have read and understood all the terms, conditions and requirements inthe specifications and/or scope of work.2.6.15 All proposals and accompanying documentation will become the property of NewHanover County at the time the proposals are opened.2.6.16 Submission of a signed proposal in response to this solicitation is certification thatyour firm (or any subcontractor) is not currently debarred, suspended, proposedfor debarment, declared ineligible or voluntarily excluded from participation inPage 7 of 26
this transaction by any State or Federal department or agency. Submission is alsoagreement that the County will be notified of any change in this status.2.6.17 Unless specified otherwise, all proposals shall be valid for ninety (90) days fromthe due date of the proposal.2.6.18 The Bidder's products, service and facilities shall be in full compliance with anyand all applicable state, federal, local, environmental and safety laws, regulations,ordinances and standards or any standards adopted by nationally recognizedtesting facilities regardless of whether or not they are referred to in the biddocuments.2.6.19 Failure to comply with these provisions or any other provisions of the GeneralStatutes of North Carolina will result in rejection of bid.2.6.20 Before commencing any work or services, Bidders shall procure insurance inBidder’s name and maintain all insurance policies for the duration of the Contractof the types and in the amounts listed in this Contract. The insurance shall providecoverage against claims for injuries to persons or damages to property which mayarise from operations or in connection with the performance of the workhereunder by Bidder, its agents, representatives, employees, or subcontractors,whether such operations by itself or anyone directly or indirectly employed by it.Certificates and Notice of Cancellation. Before commencing work under thiscontract, Vendor shall furnish County with certificates of all insurance requiredbelow. Certificates shall indicate the type, amount, class of operations covered,effective date and expiration date of all policies, and shall contain the followingstatement:"The insurance covered by this certificate will not be canceled or materiallyaltered, except after thirty (30) days written notice has been received by County".The Certificate of Insurance, naming New Hanover County as an additionalinsured, shall be further evidenced by an actual endorsement furnished to theCounty from the insurer within thirty (30) days of the signing of the contractbetween the Vendor and the County.Workers Compensation and Employers Liability Insurance. Bidder shallmaintain Workers’ Compensation as required by the General Statutes of the Stateof North Carolina and Employer’s Liability Insurance.The Employer’s Liability, and if necessary, Commercial Umbrella Liabilityinsurance shall not be less than 500,000 each accident for bodily injury byaccident, 500,000 each employee for bodily injury by disease, and 500,000policy limit.Page 8 of 26
The insurer shall agree to waive all rights of subrogation against County, itsofficers, officials, agents, and employees for losses arising from work performedby Service Provider for County.Commercial General Liability. Bidder shall maintain Commercial GeneralLiability (CGL) and if necessary, Commercial Umbrella Liability insurance witha total limit of not less than 1,000,000 each occurrence for bodily injury andproperty damage. If such CGL insurance contains a general aggregate limit, itshall apply separately to this project/location or the general aggregate shall betwice the required limit.CGL insurance shall be written on Insurance Services Office (ISO) “occurrence”form CG 00 01 covering CGL or its equivalent and shall cover the liability arisingfrom premises, operations, independent contractors, products-completedoperations, personal, and advertising injury, and liability assumed under aninsured contract , including the tort liability of another assumed in a businesscontract.County, its officers, officials, agents, and employees are to be covered asadditional insureds under the CGL by endorsement CG 20 26 or an endorsementproviding equivalent coverage as respects to liability arising out of activitiesperformed by or on behalf of Service Provider; products and completedoperations of Service Provider; premises owned, leased or used by ServiceProvider; and under the commercial umbrella, if any. The coverage shall containno special limitations on the scope of protection afforded to County, its officers,officials, agents, and employeesBidder’s CGL insurance shall be primary as respects County, its officers,officials, agents, and employees. Any other insurance or self-insurancemaintained by County, its officers, officials, agents, and employees shall beexcess of and not contribute with Service Provider’s insurance.Automobile Liability Insurance. Bidder shall maintain Business Auto Liabilityand, if necessary, Commercial Umbrella Liability insurance with a limit of notless than 1,000,000 each accident.Such insurance shall cover liability arising out of any auto, including owned,hired, and non-owned autos.Business Auto coverage shall be written on ISO form CA 00 01, or a substituteform providing equivalent liability coverage. If necessary, the policy shall beendorsed to provide contractual liability coverage equivalent to that provided inISO form CA 00 01.Page 9 of 26
Bidder’s Business Auto Liability insurance shall be primary as respects County,its officers, officials, agents, and employees. Any other insurance or selfinsurance maintained by County, its officers, officials, agents, and employeesshall be excess of and not contribute with Bidder’s insurance.Professional Liability Insurance. Bidder shall maintain in force for theduration of this contract Professional liability or errors and omissions liabilityinsurance appropriate to bidder’s profession. Coverage as required in thisparagraph shall apply to liability for a professional error, act, or omission arisingout of the scope of Bidder’s work or services as defined in this contract. Coverageshall be written subject to limits of not less than 1,000,000 per loss.If coverage in this Agreement is on a claims-made basis, warrants that anyretroactive date applicable to coverage under the policy precedes the effectivedate of this contract; and that continuous coverage will be maintained or anextended discovery period will be exercised for a period of two (2) yearsbeginning from the time that work under the contract is complete.Fidelity Coverage. Bidder shall maintain Fidelity Coverage providingemployee dishonesty, forgery or alteration, theft, disappearance, destruction, andcomputer fraud coverage covering contractors, employees, officials, and agentsfor in the amount of 10,000,000. This requirement may be met with CommercialCrime insurance or a Fidelity Bond.Cyber Liability. Bidder shall maintain cyber liability insurance in the amount of 5,000,000 each occurrence and insuring against liability to cover expensesassociated with data breaches, including: notification costs, credit monitoring,costs to defend claims by state regulators, fines and penalties and loss resultingfrom identify theftPage 10 of 26
Section 3:3.1Accounts and Procurement Card Service InformationGeneral AccountNew Hanover County uses Tyler Technologies’ Munis enterprise resourceplanning solutions for its financial operations and reporting. The AccountsPayable team processes checks twice weekly for vendor payments. The majorityof the County's daily transactions, such as deposits, checks and wires areprocessed through this account.We currently have eight (8) departments making their own deposits: Library (all four (4) locations) Register of Deeds Animal Services NC State University Extension Service Senior Resource Center Lanier Parking Environmental Management (Landfill) Cape Fear MuseumDeposit tickets shall be designed so that the department making the deposit can bedetermined from the deposit ticket.3.2Payroll AccountAll employees are paid from this account. The County employs approximately1,500 full and part time employees. The County pays on a biweekly basis and themajority of employees are on direct deposit. The County would like for allemployees to be on direct deposit.3.3Tax Transfer AccountThis account is handled by the Tax Department of the County to facilitateprocessing daily tax collections. The Tax Office handles collections for allmunicipalities in the County as well as the County. Collections are handledthrough a lock box arrangement and deposits made by the Tax Department. Eachday ACH transfers shall be made from this account to designated bank accountsof the municipalities and the County.3.4Sheriff’s Jail Inmate AccountsThis account is used by New Hanover County Jail. Money is held for inmateswhile they are incarcerated. Upon their release, the balance is written to them bycheck. These are issued on a daily basis.Page 11 of 26
3.5Tourism and Development Authority (TDA)This account is used for payment of all bills and payroll. There are twodifferent numbering sequences to sep
BB&T-High Month-1/1/2015-1/31/2015 G. Average Collected Balances H. County Owned Equipment I. Credit Card Transactions and Sales J. Merchant Services Statement K. Draft Contract . Page 3 of 26 Section 1 Advertisement NEW HANOVER COUNTY,
