Banking Services (RFP 26_09) Packet.pdf

CITY OF NORCROSS

FINANCE DEPARTMENT

REQUEST FOR PROPOSALS

BANKING SERVICES

RFP 26-09

Request for Proposals Banking Services

RFP 26-09

TABLE OF CONTENTS

OVERVIEW

1. INTRODUCTION

2. BACKGROUND

3. SCOPE OF SERVICES

4. MINIMUM REQUIREMENTS

5. SCHEDULE OF EVENTS

6. RESTRICTIONS ON COMMUNICATIONS

7. SUBMISSION GUIDELINES & INSTRUCTIONS

8. EVALUATION CRITERIA

9. GENERAL CONDITIONS

10. TITLE VI/NON-DISCRIMINATION NOTIFICATION

APPENDIX A: REFERENCES

APPENDIX B: COST PROPOSAL FORM

APPENDIX C: ACKNOWLEDGEMENT OF ADDENDA

APPENDIX D: CHECKLIST

REQUEST FOR PROPOSALS

BANKING SERVICES

RFP 26-09

OVERVIEW

The City of Norcross is seeking competitive sealed proposals from qualified financial institutions to provide full service municipal banking and p-card services. The intent of this solicitation is to ensure efficiency, productivity, and fiscal responsibility by establishing a strong working relationship with a banking partner. The City intends to award an initial contract term of 5 years with the option to extend the contract for 2 additional 1-year periods. The successful banking institution must meet minimum qualifications detailed in the solicitation.

The proposal package should be clearly marked “RFP 26-09– BANKING SERVICES” on its face and submitted by 12:00 p.m. (Eastern) on August 12, 2026, to the address below. Please submit two printed copies and one electronic copy (USB) of your RFP package to:

Charlene Marsh Procurement & Capital Projects Manager

City of Norcross Public Works Department 345 Lively Avenue

Norcross, GA 30071

Both printed and electronic copies must contain the same information. Return address must be clearly marked on the outside of the proposal packet.

There will be an optional but highly recommended pre-proposal meeting for this solicitation on July 20, 2026, at 10:00 a.m. at Norcross City Hall (65 Lawrenceville Street Norcross, GA 30071). There will be no virtual or hybrid component.

Please submit questions/requests via e-mail only to procurement@norcrossga.net by 5:00 p.m.

(EST) on July 31, 2026. Questions and answers will be posted in an addendum on the City Website. Please review the document and addenda in detail prior to submitting questions.

No proposal will be received or accepted after the above specified date and time.

Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

No proposal may be withdrawn within thirty (30) days after the proposal deadline. Requests for withdrawals must be submitted in writing. All proposals shall remain firm for 90 days after the submission deadline.

We appreciate your interest in the City of Norcross!

mailto:procurement@norcrossga.net https://www.norcrossga.net/bids.aspx https://www.norcrossga.net/bids.aspx

1. INTRODUCTION

The City of Norcross is seeking competitive sealed proposals from qualified financial institutions to provide municipal banking and p-card administration services. The intent of this solicitation is to ensure efficiency, productivity, and fiscal responsibility by establishing a strong working relationship with a banking partner. The City intends to award an initial contract term of five years with the option to extend the contract for two additional one-year periods. The successful banking institution must meet minimum qualifications detailed in the solicitation.

2. BACKGROUND

The City of Norcross operates under a Council-Manager form of government. The City currently employs 143 full-time and part-time employees who provide services to the City’s approximately 18,000 residents. All employees of the City are paid via direct deposit. Norcross Power, the City’s utility company, provides power to approximately 5,500 residential and commercial customers. The City contracts sanitation services for 1,000 customers. The City has approximately 10 accounts with an average balance of $15-20M in funds.

3. SCOPE OF SERVICES

1. Deposit accounts

The City of Norcross will need an operations account and will have several supplemental accounts.

2. Remote Deposit Services The City of Norcross utilizes remote deposit for the majority of the checks that the City receives for payment of services.

3. Lockbox services

4. Merchant card processing

5. Wire transfers (internal & external)

The awarded Financial Institution agrees to make timely execution of any orders for outgoing wire transfers. Wire transfers ordered by 2:00 p.m. and not received by the destination party by the close of business will be traced by the awarded financial institution from origin to destination to ascertain the party responsible for delaying the transfer. If necessary, adjustments will be made from any lost interest or charges resulting from a “failure” to complete any transaction.

A standard wire transfer agreement will be executed with the bank. The City requires adequate security provisions and procedures. Information should be submitted detailing the use of online wire transfer requests. The City requires:

• The ability to initiate and monitor wire transfers online

• The ability to create and store recurring/repetitive wire instructions/templates

• The ability to create and store future dated wire instructions

• Security measures for wire initiation and approval

6. ACH (Automated Clearing House) Transfers may be in the form of repetitive, non-repetitive, internal, ACH or EFT.

The City shall have the ability to initiate all types and amounts of wire transfers electronically. Confirmations of all incoming and outgoing wires will be made available daily by the bank. Describe security measures for wire initiation and approval. Outgoing wire transfers ordered by noon local time shall be received by the destination party by 2:00 PM local time.

7. API Integrations The financial institution must have existing integrations or compatible file formats to reduce implementation risk.

8. Fraud Prevention Proposals must provide a detailed explanation of the banking institution’s security services and the fraud protection measures that would be in place to protect against fraudulent transactions. Any associated fees must be included in the proposal.

9. Purchase Card (P-Card) Program

10. Monthly Statements and Account Analysis

11. Online banking services

Online services should include the following at a minimum:

1. Daily reporting of account balances, collected and available

2. Account detail for current month and, at minimum, eleven prior months

3. Internal transfer initiation and authorization

4. Wire transfer initiation and authorization

5. City-originated stop payment of checks

6. Returned items charged against accounts

7. Bank reconciliation files

8. Online check images (front and back) for all accounts

9. Records of all account activity must be accessible online for a minimum of twelve months

12. Positive Pay The City of Norcross utilizes positive pay services for all checks that the City disburses. This would include Accounts Payable, Court Bond, and Payroll checks.

4. MINIMUM REQUIREMENTS

Banking institutions wishing to submit a response to this RFP must:

A. Be a state or federally chartered banking institution.

B. Be a full-service financial institution in good standing.

C. Be insured by the Federal Deposit Insurance Corporation (FDIC) D. Be a member of the Federal Reserve System and have access to all related services.

E. Be a member of an automated clearinghouse association and be in compliance with all rules and regulations set by the National Automated Clearinghouse Association (NACHA), local ACH associations, and ACH operators.

F. Have the ability to accept deposits at a City of Norcross location for next day deposit at the latest.

G. Offer a full range of lockbox services.

H. Have a secure, web-based banking and reporting system.

I. Be a qualified depository for public funds and have sufficient qualified collateral available to pledge in accordance with banking regulations.

J. Be able to accept deposits at a branch up to 2:00 PM (ET) and credit the City’s account on the day of the deposit.

K. Demonstrate appropriate experience servicing customers with similar account attributes and transaction volume as described herein.

5. SCHEDULE OF EVENTS

Event: Date and Time:

Release of RFP July 10, 2026, 12:00pm Eastern Optional In-Person Pre-Proposal Meeting July 20, 2026, 10:00 am Eastern Deadline for Questions July 31, 2026, 5:00 pm Eastern Proposals Due August 12, 2026, 12:00 pm Eastern Proposal Evaluation August - September 2026 Contract Award October 2026

6. RESTRICTIONS ON COMMUNICATIONS

All questions about this RFP should include the company name and the referenced RFP section in the following format:

Company Name

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

Please thoroughly review the entire solicitation packet prior to submitting questions.

7. SUBMISSION GUIDELINES & INSTRUCTIONS

Proposers must submit two paper copies and one USB copy (Microsoft Word or PDF format) of the proposal package. Please limit proposals to no more than 40 8.5 x 11-inch pages (not including resumes, standard services contract agreement, and required forms found in appendices). Please clearly label each section.

A complete submission includes the following components:

A. Cover letter/Executive summary

Proposals should include a cover letter introducing the financial institution, indicating understanding of the scope of services requested, and highlighting key aspects of the proposal. Provide an overview of the bank’s operations, management, and customer service philosophies.

B. Background

1. Bank name, address, telephone numbers, and email addresses

2. Years in business under present name and names and dates for previous names (if applicable)

3. List of all parent or subsidiary companies

C. Statement of Qualifications

1. Describe experience with providing requested services to municipal governments

2. Address minimum requirements addressed in section 4, “Minimum Qualifications”

3. Attach resumes of proposed account representative and proposed personnel assigned to the City of Norcross

D. Response to Scope of Services Please provide a summary of your bank’s offerings for each service listed in Section 3, Scope of Services. This section should include:

1. Deposit accounts

i. Cutoff times and requirements

ii. Bank policy on strapped/rolled and pricing basis

iii. Credit advice processing

iv. Discrepancy and write-off policies

v. Change order processing

vi. Availability of deposit reconciliation services

2. Remote Deposit Services

i. Scanning equipment and transfer procedures

ii. Deadlines for same day credit of deposit

iii. Document retention policy for checks converted to ACH or processed via remote deposit capture

3. Lockbox services

4. Merchant card processing

5. Wire transfers (internal & external)

i. Ability of government to initiate and monitor wire transfers online.

ii. Ability to create and store recurring/repetitive wire instructions/templates

iii. Ability to create and store future-dated wire instructions.

iv. Security measures for wire initiation and approval.

v. Copy of wire transfer agreement

6. ACH (Automated Clearing House)

i. Method of submission or initiation

ii. Pre-notification policy

iii. Re-presentment of checks

iv. Security measures

7. Fraud Prevention

8. API Integrations

Description of bank’s existing integrations or compatible file formats to reduce implementation risk

9. Purchase Card Program

i. Card management processes

ii. Settlement terms/billing cycle options

iii. Card control and usage restriction options

iv. Information reporting capabilities

v. Security features

10. Interface options with internal financial systems

11. Fraud policy

12. Monthly Statements and Account analysis

13. Online banking services

14. Positive pay

i. Teller data update schedules

ii. Data transmission method

iii. Control options

iv. Online access

E. Implementation Approach and Plan Please clearly identify each phase, proposed timeline, and proposed roles to be performed. This section should include:

1. Description of implementation approach

2. List and description of all implementation deliverables

3. Outline of roles and responsibilities of City of Norcross staff during the implementation

4. Training, testing, and deployment plans

5. Summary of bank’s disaster recovery plan

F. References Form (Appendix A) Submission must be accompanied by a reference form containing at least 4 references (attached in Appendix B) or a minimum of 3 letters of reference. References must be for projects of similar size and scope.

G. Cost Proposal Form (Appendix B) Cost proposal form must be submitted in a sealed envelope. There should be no price escalation for the initial five-year contract period.

H. Acknowledgement of Addenda (Appendix C) I. Certificate of Liability Insurance

Insurance requirements detailed in “General Conditions” section.

J. E-Verify Contractor & Subcontractor Affidavits (with required documentation—Forms found in supplemental documents) K. Financial Institution’s Standard Services Contract Agreement

8. EVALUATION CRITERIA

The proposal evaluation will be made on the following criteria:

Evaluation Criteria Max Score Experience & Qualifications 35 Proposed Approach & Timeline 30 References 15 Cost Proposal 20 *Local Firm Credit (Bonus) 5 Total 105

Experience & Qualifications – Experience and qualifications of the team personnel, as demonstrated by resumes, organizational chart, and other information provided. Experience of the firm in executing successful and relevant projects including other city-wide safety action plans.

Proposed Approach & Timeline – Evidence of thorough understanding of the project scope, quality and detail of the proposed approaches to the completion of the required tasks. Evidence of team’s capacity and availability to provide the proposed services in a timely fashion. Evidence of ease of use and security.

References – Quality and relevance of references.

Local Firm Credit (Bonus) --Businesses with a current and valid City of Norcross Business License shall receive a ‘local firm’ credit of 5 points added to their technical (pre-cost proposal) score. Businesses with a valid business license within the boundaries of Gwinnett County or another Gwinnett County city will receive a credit of 2.5 points.

Cost Proposal— The cost proposal will not factor into the committee’s evaluation of the technical proposal. Scores will be determined by weights assigned based on proposed cost.

The City of Norcross reserves the right to interview top-scoring firms.

9. GENERAL CONDITIONS

PROPOSERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE

GENERAL CONDITIONS AND SPECIAL PROVISIONS, PRIOR TO

SUBMITTING THEIR PROPOSALS.

I. QUALIFICATIONS

A. Proposals will be considered only from experienced and well‐ equipped Vendor(s) engaged in work of this type and magnitude.

B. Proposers may be required to submit evidence setting forth qualifications which entitle their company for consideration as a responsible Vendor. A list of work of similar character successfully completed within the last five years may be required, which lists the location, size, and scope for use on this work. Before accepting any proposals, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

C. Proposers must provide their own materials for this contract.

D. Liability Insurance: During the term of the Agreement, Contractor shall, as its sole expense, secure and maintain in-force policies of insurance of the following types:

1. Workers’ compensation coverage in accordance with the statutory requirements of the jurisdiction in which Services are to be performed.

2. Employer’s liability insurance with a minimum of $250,000.

3. Comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per occurrence, and property damage with limits of no less than $500,000.00 per occurrence

4. Employee dishonesty and/or crimes coverage with respect to personnel of the contractor having access to City buildings, with limits of no less than $50,000.00 per occurrence.

E. Contractor shall furnish Client Certificates of Insurance evidencing the insurance coverages required. The certificates shall stipulate that should any of the above insurance policies be cancelled before the termination of this agreement, the issuing company will endeavor to mail thirty (30) days’ written notice to Client.

II. AUTHORITY TO SIGN

A. Proposers must ensure that the legal proper name of their firm and/or corporation is printed or typed as appropriate on all documents.

III. RIGHTS RESERVED

A. The City of Norcross reserves the right to reject any or all proposals, to waive informalities or to re‐advertise. It is understood that all proposals are made subject to this agreement, and that City of Norcross reserves the right to decide which proposal(s) it deems the most qualified. In arriving at this decision, full consideration will be given to the experience and qualifications of the Proposer, work of this type successfully completed and past performance with the City of Norcross.

B. Proposers are advised to examine the site(s) of the proposed work, as are necessary, to familiarize themselves with location conditions, which may affect the proposed work. Proposers are also advised to fully inform themselves regarding conditions under which the work will be performed.

The City of Norcross will not be responsible for the Proposer’s errors or misjudgment, nor for any information on location conditions or general laws and regulations.

C. Latest Financial Statements, certified audit, if available, prepared by an independent certified public accountant, or other financial documents or reporting may be requested by City. If requested, such statements must be provided within five (5) business days, or the bid proposal will be rejected.

D. Any unauthorized additions, conditions, limitations, or provisions attached to the Proposal shall render it informal and may be cause for rejection.

IV. AWARD OF CONTRACT

A. The contract will be awarded to the most qualified firm whose proposal will provide the best value and be the most advantageous to the City, experience, technical considerations, cost, and other factors considered.

The City is to make the determination.

B. Prior to award of the Contract, the successful Proposer will be required to submit a schedule to the City, demonstrating the Proposer’s ability to commence and proceed in a timely manner.

A Proposer’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

C. Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re‐advertising of any and/or all these contracts.

D. Prior to execution of a Contract, a Utility Coordination Meeting may be required between Vendor(s), utility agencies and City of Norcross Public Works to ensure clarity and commitments concerning inter‐related work schedules.

V. PRODUCTION REQUIREMENTS

A. Time is of the utmost importance of this project. The successful Proposer will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to the specifications in the RFP.

VI. LOCATION AND SITE(S)

A. All work is within City limits of the City of Norcross, Georgia.

B. The Vendor shall accept the site(s) in its present condition and carry out all work in accordance with the requirements of the specifications as indicated in this RFP.

C. The Vendor is responsible for the location of above and below ground utilities and structures, which may be affected by the work.

VII. NON-COLLUSION

A. Vendor(s), by submitting a proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

VIII. MATERIALS

A. Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

B. All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

IX. CONTRACT REQUIREMENTS

The successful Vendor is required to do the following within ten (10) days of Notice:

A. Return to the City contract documents executed by the authorized representative attested by the corporate secretary treasurer.

B. Provide Insurance Certificates as specified in the RFP documents.

C. Failure to execute the Contract or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the RFP guaranty of City of Norcross, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re‐ advertised or constructed by City forces.

10. TITLE VI/NON-DISCRIMINATION NOTIFICATION

The City of Norcross, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21,Nondiscrimination in Federally-assisted programs of the Department of

Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

APPENDIX A: REFERENCES

RFP PW 26-09

Please provide accurate information and inform your references that the City of Norcross will follow up to perform reference checks. It may affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Bidders are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

References for _____________________________________________________________ Please provide a list of contact numbers, addresses and a contact person for at least four (4) projects completed (or in progress) having a similar specification and scope of work.

Company Name: _______________________________________________________ Description of Project: __________________________________________________ Contract Dates: ______________________________________________________ Contact Person: ________________________________________________________ Telephone: ____________________________ Fax: ___________________________ Email address: ________________________________________________________

Company Name: _______________________________________________________ Description of Project: __________________________________________________ Contract Dates:______________________________________________________ Contact Person: ________________________________________________________ Telephone: ____________________________ Fax: ___________________________ Email address: ________________________________________________________

Company Name: _______________________________________________________ Description of Project: __________________________________________________ Contract Dates: ______________________________________________________ Contact Person: ________________________________________________________ Telephone: ____________________________ Fax: ___________________________ Email address: ________________________________________________________

Company Name: _______________________________________________________ Description of Project: __________________________________________________ Contract Dates: ______________________________________________________ Contact Person: ________________________________________________________ Telephone: ____________________________ Fax: ___________________________ Email address: ________________________________________________________

APPENDIX B: COST PROPOSAL FORM

This form must be submitted in a separate, sealed envelope.

PROPOSER, in compliance with the Request for Proposals associated with this project, having examined the Specifications with related documents and the site of the proposed work, and being familiar with all of the conditions surrounding the implementation of the proposed project, including the availability of materials and labor, hereby proposes to furnish all labor, materials and supplies, and to implement the project in accordance with the production and contract requirements, within the time set forth therein, and at the price(s) stated above. This price is to cover all expenses including overhead and profit incurred in performing the work required under the contract documents, of which this proposal is a part.

PROPOSER verifies that all information provided in response to this bid package is truthful and accurate to the best of the Proposer’s knowledge and belief.

This bid is submitted to the City of Norcross by:

Firm Name: __________________________________________________________________

Authorized Representative: _____________________________________________________

Signature: _______________________________

Firm Address: ________________________________________________________________

TASK

# DESCRIPTION TOTAL ANNUAL COST

(YEARS 1 THROUGH 5)

1 Deposit Accounts $ 2 Remote Deposit Services $ 3 Lockbox Services $ 4 Merchant Card Processing $ 5 Wire Transfers (internal & external) $ 6 ACH (Automated Clearing House) $ 7 API Integrations $ 8 Fraud Prevention $ 9 Purchase Card Program $

10 Monthly Statements and Account analysis $ 11 Online Banking Services $ 12 Positive Pay $

TOTAL ANNUAL COST OF ALL

SERVICES: $

APPENDIX C: ACKNOWLEDGEMENT OF ADDENDA

The undersigned hereby acknowledges receipt of the following Addenda:

Addendum Number Dated Acknowledge

Receipt (initial)

No addenda were received:

Acknowledged for:

(Name of Firm)

Signature of Authorized Representative

Name (Print or Type)

Title

Date

APPENDIX D: CHECKLIST

FIRM NAME: _____________________________________________________

PROJECT: ________________________________________________________

DATE: ___________________________________________________________

Please use this checklist to ensure you have properly completed all forms and requirements. Use of this appendix is not required but highly recommended to ensure responsiveness of proposal.

� Two Hard Copies & One Electronic Copy of Bid Package (including completed appendices and all required forms)

Bid Package Components:

� Cover letter/Executive Summary � Background � Qualifications � Response to Scope of Services � Implementation Approach and Plan � References Form/Letters of Reference � Cost Proposal (in Sealed Envelope) � Acknowledgement of Addenda � Certificate of Liability Insurance � E-Verify Contractor & Subcontractor Affidavits (with required documentation) � Standard Services Contract Agreement

Mail or deliver to:

City of Norcross Public Works Department 345 Lively Avenue

Norcross, GA 30071 Attn: Charlene Marsh, Procurement and Capital Projects Manager

RFP 26-09 – BANKING SERVICES