CCDF2026-01_-_Information_for_Bidders.pdf

INFORMATION FOR BIDDERS

CAROLINE COUNTY DEPARTMENT OF FINANCE

BANKING SERVICES

RFP# CCDF2026-01

C.1 GENERAL

The County Commissioners of Caroline County, on behalf of the Caroline County Department of Finance, are accepting proposals for Banking Services.

• Caroline County currently has five accounts at its current financial institution.

Electronic copies of the RFP and bid forms may be obtained by email request to npearce@carolinemd.org or by accessing the County website at the following link: https://www.carolinemd.org/bids.aspx. Printed copies of the RFP, drawings, and bid forms may be obtained from the Caroline County Department of Finance at 109 Market Street, Denton, Maryland 21629. Refer to RFP# CCDF2026-01.

Questions about this RFP or bid RFIs shall be made in writing and directed to:

Primary Contact:

Daniel Fox Director of Finance 410-479-5845 dfox@carolinemd.org

C.1A MAIL DELIVERY

Bidders are cautioned that bids mailed, shipped express, or hand delivered to arrive the day of the bid opening must be in the offices of the Caroline County Commissioners, County Courthouse, at 109 Market Street, Denton, Maryland 21629 no later than Thursday, October 16, 2025 @ 10:00 am. Bids received later than that time will be returned unopened. Proposals must be mailed, shipped, or hand-delivered to the address provided above.

C.2 CHANGES TO BID DOCUMENTS

Changes to bid documents shall be made only in writing, and copies will be emailed, faxed, or mailed to all known prospective bidders. The County assumes no responsibility for verbal instructions or interpretations. The bid documents contain the provisions required for the contract. Information obtained from an officer, agent, or employee of the County or any other person shall not affect the risks or obligations assumed by the bidder or relieve him or her of fulfilling any of the conditions of the contract.

C.3 BID INSTRUCTIONS

Bids shall be submitted to the offices of the Caroline County Commissioners, County Courthouse, at 109 Market Street, Denton, Maryland 21629. BIDS WILL NOT BE RECEIVED AT ANY OTHER LOCATION.

Bids must be received by no later than Thursday, October 16, 2026, @ 10:00 am.

The Statement below shall be prominently displayed on the outside of the sealed bid document.

This is a sealed bid proposal for Caroline County Banking Services CCDF2026-01

The pre-bid meeting will be held on Thursday, September 25, 2025, @ 10:00 am at the Caroline County Courthouse at 109 Market Street, Denton, Maryland 21629.

C.4 BID OPENING

mailto:npearce@carolinemd.org https://www.carolinemd.org/bids.aspx mailto:dfox@carolinemd.org

All bids will be opened and publicly read by designated County staff on Thursday, October 16, 2025, @ 10:00 am, at the offices of the Caroline County Commissioners, County Courthouse, at 109 Market Street, Denton, Maryland 21629. Bidders and other interested parties are invited to attend.

C.5 MINIMUM QUALIFICATIONS

• The proposal must demonstrate that the Offeror (FINANCIAL INSTITUTION) has the resources and capabilities to provide the requested banking services on an “as needed” basis. Offerors (FINANCIAL INSTITUTION) shall submit documentation with their proposal demonstrating compliance with the minimum qualifications.

• The following criteria shall be met to be considered under this RFP (REQUEST FOR

PROPOSAL):

o Depository banks must be Federal or Maryland-chartered banks and federally insured in the State of Maryland.

o The Offeror (FINANCIAL INSTITUTION) shall provide a similar banking experience to what is currently being provided to the County.

o The Offeror (FINANCIAL INSTITUTION) must have a local branch presence within the

County or provide daily pickup service to the Tax Office.

C.6 SCOPE OF SERVICES

The Offeror (FINANCIAL INSTITUTION) shall meet or exceed all requirements of this RFP (REQUEST FOR PROPOSAL). Offeror (FINANCIAL INSTITUTION) shall provide details on the full services that can be offered related to the CAROLINE COUNTY COMMISSIONERS’ existing needs in the scope of services, as well as those that would exceed the CAROLINE COUNTY COMMISSIONERS’ needs. Offeror (FINANCIAL INSTITUTION) shall include product or system enhancement information for any product or service that would enable a more efficient use for

CAROLINE COUNTY COMMISSIONERS.

Current Account Structure:

• ATTACHMENT – A SAMPLE STATEMENT OF THE COUNTIES CURRENT CHECKING

ACCOUNT IS BEING PROVIDED– (FOR OFFERING FINANCIAL INSTITUTIONS TO ANALYZE

TRANSACTION VOLUME AND PROVIDE A RUNDOWN OF SERVICE CHARGES)

Accounts with the current financial institution.

Name of account Type of account Balance General Fund Business Checking w/Interest 53,000,000 Law Library Business Checking w/Interest 32,000 Drug Task Force Business Checking w/Interest 300,000 Inmate Account Business Checking w/Interest 15,000 Tax Sale Business Checking w/Interest 210,000 Confiscation Funds Savings 65,000

Services Interested In Immediate

RDC (Remote Deposit Capture) All Accounts ACH-Both Debits and Credits General Fund Account Wire Transfer General Fund Account Transfer Between Accounts All Accounts Online Information Svc

Previous Day Account All Accounts Current Day Account All Accounts Monthly Report-Debit All Accounts Monthly Report-Credits All Accounts Positive Pay Service General Fund Electronic Statements All Accounts

Customer Services

The Offeror (FINANCIAL INSTITUTION) shall provide an officer or manager to act as the primary liaison between the CAROLINE COUNTY COMMISSIONERS and the bank, hereinafter, the “Officer.” The Officer shall be responsible for conflict resolution between the CAROLINE COUNTY COMMISSIONERS and the selected bank. The Offeror (FINANCIAL INSTITUTION) shall provide direct contact information for the Officer and a secondary liaison in the event the Officer is unavailable. The Offeror (FINANCIAL INSTITUTION) shall endeavor to respond to any inquiries by the CAROLINE COUNTY COMMISSIONERS on the same day but in no case later than the next business day. The Offeror (FINANCIAL INSTITUTION) shall provide any requested training to appropriate CAROLINE COUNTY COMMISSIONERS staff for all online banking services. Any new services shall be made available to the CAROLINE COUNTY COMMISSIONERS with an associated cost for services negotiated at the time of the new service offer.

Contingency Planning

Although the bank may provide a viable product for each service the CAROLINE COUNTY COMMISSIONERS is requesting, the CAROLINE COUNTY COMMISSIONERS needs to ensure these products and services are available in alternative methods if unforeseen emergencies are making standard procedures unworkable. The bank shall provide a contingency plan to ensure access to standard operating functions. This shall include, but not be limited to, the following potential circumstances: (1) the online platform is down, and the CAROLINE COUNTY COMMISSIONERS are unable to obtain balance reporting, wire transfer, and ACH processing services. (2) File transfer malfunctions to positive pay or ACH transmission, or (3) the primary banking location is unavailable.

Transition of Services

To ensure a smooth transition of services, the Offeror (FINANCIAL INSTITUTION) shall provide the following transition of services:

• The Officer and key staff shall meet with CAROLINE COUNTY COMMISSIONERS staff immediately after the contract has been fully executed for a project kickoff meeting. In addition, the Officer and key staff shall be available for other meetings as required by the CAROLINE COUNTY

COMMISSIONERS.

• The Officer shall provide, within ten (10) days of contract execution, a schedule of the transition process, as well as a list of any documents, files, or information it shall need from the current banking service provider to have a successful transition.

• The Officer shall provide status reports to the CAROLINE COUNTY COMMISSIONERS regarding the progress of the transition of services.

• If requested, the Offeror (FINANCIAL INSTITUTION) shall provide on‐site training to appropriate CAROLINE COUNTY COMMISSIONERS staff for all online banking services.

• The Offeror (FINANCIAL INSTITUTION) shall be responsible for bearing all transition costs that may occur because of, including but not limited to, the conversion of existing images, loading of files, etc.

• At the termination of any contract resulting from this RFP (REQUEST FOR PROPOSAL), the Offeror (FINANCIAL INSTITUTION) shall comply with providing any banking information needed by the CAROLINE COUNTY COMMISSIONERS and the new banking services provider.

C.7 BID FORMS Refer to Proposal

All Bids must be made on the required bid forms. Only one (1) original copy of the bid form is required. A conditional or qualified bid will not be acceptable. The base price on the bid form shall be the total cost of the item being bid in accordance with the specifications in the contract documents. Alternates shall only be used to reflect increases or decreases in the base bid price. Only those alternates that are specifically requested by the County, will be considered.

C.8 BID BOND NOT USED

C.9 WAIVER OF TECHNICALITIES

The County reserves the right to waive formalities or technicalities in bids as the interest of the County may require in accordance with the terms of the County’s Purchasing Ordinance, Chapter 51, Code of Public Laws of Caroline County, Maryland.

C.10 CONTRACT AWARD

It is the intent of the County to award a contract to the lowest qualified responsible and responsive bidder within 30 calendar days following bid opening; however, the County requires bidders, by signing the “Standard Bid Acceptance” form to guarantee their bid for a period of 60 days following the bid opening date. The County reserves the right to reject any and/or all bids.

For this project, and in an effort to complete all work at the various project locations throughout the county, within the timeframes required, the second low bidder will be invited to match the low bidder’s unit prices and shall be afforded the opportunity to complete portions of the project that otherwise may not be able to be completed by the low bidder. The low bidder may or may not be able to take on and complete all work under this contract.

C.11 TAX EXEMPTION

The County is exempt from paying Federal, State, and Local Excise Taxes. We will not provide our sales tax exemption number for the materials on the project.

C.12 BASIS OF AWARD

The award of this contract is not based on price alone. The award will be based on the bidder submitting any/all information requested, clarity of bid, and the County’s determination of the most favorable bid, including but not limited to.

A. A clearly demonstrated understanding of the services to be performed and the completeness and clarity of the Offeror’s (FINANCIAL INSTITUTION) proposal for accomplishing the Scope of Services.

B. Clearly demonstrated the capacity and resources of the bank to provide the requested services

C. The professional competence and qualifications of the Offeror (FINANCIAL INSTITUTION and staff in providing banking services.

D. Current and past experience in providing similar banking services.

E. Cost of services

F. A local branch presence

G. Preference is given to local vendors pursuant to the Caroline County Purchasing Ordinance.

As part of the evaluation process, the CAROLINE COUNTY COMMISSIONERS may ask questions of a clarifying nature from Offerors (FINANCIAL INSTITUTIONS) as required. The CAROLINE COUNTY COMMISSIONERS may also request an oral presentation to explain the proposal and answer questions.

C.13 MODIFICATIONS OR WITHDRAWAL OF BIDS

A. Pre-Opening Modifications or Withdrawal of Bids - Bids may be modified or withdrawn by written notice received by the Project Manager before the time and date set for bid opening.

B. Disposition of Bid Bond – If a bid is withdrawn in accordance with the above, the Bid Bond if any shall be returned to the Bidder.

C. Late Bids – A late bid may not be considered under ANY circumstances and will be returned to the bidder at the bidder’s last known address.

D. Late Withdrawals & Late Modifications - Any request for Withdrawal or Modification received after the time and date set for receipt and opening of bids is late and will be disregarded.

C.14 CONTRACTOR’S ABILITY

The County may undertake such investigations or inquiries as it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish the County with all requested information and data for this purpose.

C.15 PAYMENT TERMS

Payment will be made only for properly approved purchase orders supported by adequate information and details enabling the County to determine that the appropriate level of performance has been reached, including invoices for materials actually delivered and services actually performed. Otherwise, payment will not be made. Invoices must include the periods covered and a detailed listing of all items included in the invoice, which shall be subject to the review of the County.

C.16 PERFORMANCE BOND – NOT USED

C.17 SUBSTITUTIONS-NOT USED

C.18 ADDENDA

Addenda, if any, will be emailed, mailed, or delivered to all who are known to have received a complete set of bidding documents. Copies of the Addenda will be made available for inspection wherever bidding documents are on file for that purpose. Bid questions will be received until noon on Wednesday, October 1, 2025. Bid questions will not be accepted after this date. Addenda will be issued before the end of the business day on Tuesday, October 7, 2025. except an Addendum withdrawing the request for bids or one that includes postponement of the date for receipt.

C.19 ALTERNATES- NOT USED

C.20 CONTRACT DOCUMENTS

The Contract Documents shall include this RFP, Information to Bidders, Bid Forms, the County General Terms and Conditions, the contract, and any other documents that are clearly intended to be a part of this product or service. A copy of the model contract will be provided at the pre-bid meeting.

C.21 CAROLINE COUNTY PURCHASING CODE

Effective April 05, 2014, all County purchases are subject to and to be accomplished in accordance with Chapter 51 of the CPLL. A copy of the new Chapter 51 may be obtained from the Executive Assistant to the County Commissioners, 410-479-0660. The Caroline County Purchasing System is to ensure that the taxpayers of Caroline County receive a full return on the investment of tax dollars; that the Caroline County government operates openly, efficiently, and effectively in public purchasing; that vendor and potential vendors are treated fairly; and that local businesses are given the opportunity to provide goods and services that are both cost-effective and in the County's interest. The County’s Purchasing Manual may be viewed here: https://www.carolinemd.org/DocumentCenter/View/2949/Caroline-County- Purchasing-Manual---Adopted-09-05-17?bidId=

C.22 BUDGET FUNDING - NON-APPROPRIATIONS CLAUSE

A contract made as a result of this bid will be subject to the appropriation of funding by the County.

Because the County is a local government entity, it may enter into multi-year contracts (contracts that require expenditures beyond the current fiscal year) without doing so as issuance of debt with accompanying legislation, by including a non-appropriations clause in a contract. Therefore, notwithstanding any provisions in this document or subsequent contract to the contrary, should the County Commissioners of Caroline County determine not to appropriate funds for the fulfillment of the contract in a fiscal year or portion thereof, the County shall be permitted to terminate its obligation pursuant to the contract upon thirty days written notice to the Contractor.

C.23 PURCHASE ORDER

Payment will be made only for properly approved purchase orders signed by authorized personnel supported by adequate information and details enabling the County to decide that the appropriate level of performance has been reached, including invoices for materials delivered and services performed.

Invoices must include the period covered and a detailed listing of the items included in the invoice, which shall be subject to the review of the County. Invoices shall be submitted in accordance with the schedule outlined in the signed Contract.

C.24 TRADE AND BRAND NAMES

The use of or references to any trade or brand names in this bid package shall be solely for the purpose of establishing a standard and shall in no way infer that other trade and brand names will not be acceptable.

C.25 NON-DISCRIMINATION

The County is an equal opportunity employer. The County complies with Title VI of the Civil Rights Act of 1964, which provides that no person shall be denied on the grounds of race, color, or national origin, be excluded from, be denied the benefits of, or discriminated against under any program or activity receiving Federal financial assistance. Each bidder shall verify through execution of the bid form that it does not discriminate based on race, color, creed, religion, gender, age, lawful sexual orientation, marital status, national origin, or on any other basis generally prohibited by any federal, State, or local law, rule, or regulation.

C.26 RESERVATION

The County reserves the right to increase or decrease quantities and/or projects at its discretion. Price adjustments for changed quantities shall be based upon the difference multiplied by the associated unit price in the executed bid forms.

C.27 PRODUCT LITERATURE

Bidders shall include with their bid submittal literature detailing the make, model, and specifications of the product on which they are bidding, if applicable.

https://www.carolinemd.org/DocumentCenter/View/2949/Caroline-County-Purchasing-Manual---Adopted-09-05-17?bidId https://www.carolinemd.org/DocumentCenter/View/2949/Caroline-County-Purchasing-Manual---Adopted-09-05-17?bidId

C.28 EXCEPTION TO BID SPECIFICATIONS

Any bidder taking an exception to stated specifications or requirements must make such exceptions clear and in writing and shall attach such exceptions to, or include them in, the sealed bid proposal. This section is not to be construed to mean that the county is obligated to accept any such exception. THE

COUNTY IS NOT OBLIGATED TO ACCEPT ANY BID NOT IN CONFORMANCE WITH BID

SPECIFICATIONS AND MAY REJECT SUCH BIDS WITHOUT COMMENT OR REVIEW. BIDDERS

TAKING SUCH EXCEPTIONS DO SO AT THEIR OWN RISK.

C.29 TIME OF CONTRACT

The initial term of the contract will be for three years. At the CAROLINE COUNTY COMMISSIONERS option, the contract may be renewed for up to TWO additional years. All terms and conditions shall remain in force for the term of the contract and any renewal period unless modified by mutual agreement of both parties. The cost of services shall not be increased during the initial term of the contract. The cost of services for any renewal periods shall be subject to the mutual agreement of both parties with written justification by the Offeror (FINANCIAL INSTITUTION) of any proposed price increases.

C.30 DEFAULT IN CONTRACTING

Should the bidder to whom the contract is awarded fail or be unable to execute the contract for any reason within seven (7) calendar days after notification of award, then an amount equal to the difference between the accepted bid price and that of the next highest bidder shall be forfeited to the County as liquidated damages.

C.31 CAROLINE COUNTY ETHICS ORDINANCE

By submitting a bid in response hereto, the bidder acknowledges that he/she is familiar with the County’s Code of Ethics, CPLL, Chapter 33, and certifies that he/she does not know of any violation of that Chapter, that he/she does not know any conflict of interest which may exist or arise under Chapter 33 if the bidder is awarded a contract, and that he/she has not given any gift (as that term is defined in Chapter

33) to anyone who has or may participate in the awarding of this contract or the management or supervision thereof.

C.32 CAROLINE COUNTY GOVERNMENT SUBSTANCE ABUSE POLICY

On August 15, 1995, the County adopted the “Caroline County Government Substance Abuse Policy” designated Resolution #95-015 and recorded in the Clerk’s Office for Caroline County in Liber 2, Pages 961, 962, 963. This policy MUST be strictly adhered to. Prospective bidders are cautioned to make themselves familiar with the policy.

C.33 INSURANCE

Prior to the execution of this contract, the successful bidder shall submit a “Certificate of Insurance” indicating it carries the specified insurance in the amount specified in this RFP. Coverage shall be maintained throughout the term of the contract.

Required Coverage:

A. Professional malpractice, negligence, and errors and omissions coverage in minimum amounts of $2,000,000 per event and $1,000,000 per person

B. General Liability – Minimum $2,000,000

i. This can be a combination of General Liability & Umbrella

C. Workers’ Compensation Insurance as required by law.

D. All required coverages shall include and specifically name the County as an additional insured and loss payee with respect to all operations under the contract.

E. The successful bidder will furnish the County with any up-to-date certificates of insurance stating the requirements listed above at contract implementation.

C.34 IMMIGRATION LAW COMPLIANCE

By submitting and signing a proposal, each bidder hereby certifies that it does not, and if awarded the contract, will not during the performance of the contract, employ illegal workers or otherwise violate any provisions of any applicable federal, State, or local law concerning the employment of illegal aliens, the certification of the nationality of workers, or otherwise.

C.35 BID NOTICE DISCLAIMER

The mailing of bid solicitations (notices) to incumbent and/or potential vendors of goods and services is a courtesy extended by the County, as well as a method for generating interest among vendors. Vendors should rely on the public notices published in eMaryland marketplace and the newspapers of general circulation in Caroline County.

C.36 FEDERAL TAX IDENTIFICATION CERTIFICATE (W-9)

All first-time successful bidders must complete the “Federal Taxpayer Identification Certification W-9”.

C.37 GENERAL TERMS AND CONDITIONS

All County agreements are subject to the County’s General Terms and Conditions unless otherwise specifically changed or waived hereunder or in the contract.

C.38 IN- COUNTY PREFERENCE

The County Commissioners reserve the right to show preference to local Bidders in the purchase, lease, or lease-purchase of goods, services, and construction. The amount of preference shall not exceed five

(5) percent in purchases up to or equaling $100,000 and two-and-one-half (2.5) percent in purchases greater than $100,000. Any In-County Bidder in default on the payment of any County or state tax shall not be eligible to receive preference until all taxes are paid.

C.39 BID/PROPOSAL AFFIDAVIT

All bidders must complete and execute the Bid/Proposal Affidavit.

C.40 OMISSION OF SPECIFICATIONS

The omission of a bidder of any specifications or details of any specifications which would normally apply to the products or services herein stated, shall not relieve the bidder from fulfilling those required specifications to provide an end product best suited to the intended purpose. The best commercial practices are to prevail, and only materials of first quality, correct type, size, and design are to be used.

NOTE: Any gaps in the number sequencing of items in this document are intentional.