Solicitation_Banking Services_2025.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: October 1, 2025

OPENING DATE: November 1, 2025

OPENING TIME: 12:00 PM

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH

510 4th Street NW,3rd Floor

WASHINGTON, D.C. 20001

SOLICITATION NUMBER: DCSC-25-RFP-127

OFFER/BID FOR: BANKING AND DEPOSIT

SERVICES & DISBURSEMENTS MARKET TYPE: Open Market

TYPE OF SOLICITATION: Sealed

Proposals (RFP)

TABLE OF CONTENTS

Sealed offers in original and __4__ copies, One electronic copy to perform the w ork required are due at 510 4th St. NW, Room 317 by November 1, 2025 at 12:00 PM (date).

(X) SEC. DESCRIPTION PAGE (X) SEC. DESCRIPTION PAGE

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 34

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 36

X C Description/Specs. Work Statement 3 X J List of Attachments 40

X D Packaging and Marking 22 X K Representation Certificates 41

X E Inspection and Acceptance 23 X L Instructions, Conditions, Notices 45

X F Deliveries and Performance 24 X M Evaluation Factors for Award 53

X G Contract Administration Data 28

OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bid solicitations “Offer” and “Offeror” mean “Bid” and

“Bidder.”

The undersigned offers and agrees that, with respect to all terms and conditions accepted by the District of Columbia Courts under

“AWARD” below, this offer and the provisions of the RFP will constitute a Formal Contract.

OFFEROR Name and title of Person Authorized to Sign Offer:

(Type or Print)

Name:

Street:

City, State:

Zip Code:

Signature

(Seal)

Date:

Area Code &

Telephone Number:

Impress

Corporate

Seal

Corporate (Seal)

(Secretary) _____________________________________ (Attest)

AWARD (To be completed by the District of Columbia Courts)

CONTRACT NO._________________________________________________AWARD AMOUNT $_______________________

ACCEPTED AS TO THE FOLLOWING ITEMS:

DISTRICT OF COLUMBIA COURTS

BY:___________________________________

CONTRACTING OFFICER

CONTRACT PERIOD: __________________________________________ ______________________________________

AWARD DATE

All written communications regarding this solicitation should be addressed to the Contracting Officer and should be directed by e-mail to Flor Rivera, Contract

Specialist at maria.rivera@dccsystem.gov .

mailto:maria.rivera@dccsystem.gov

DCSC-25-RFP-0127

This solicitation is open market procurement.

DISTRICT OF COLUMBIA COURTS

BANKING SERVICES

PART I

SECTION B - SUPPLIES OR SERVICES AND PRICE/COST

B.1 SERVICES: The District of Columbia Courts (the Courts) are seeking a qualified

Contractor to provide banking services that include deposit services and disbursements.

The Contractor must meet the following minimum requirements:

1. Be a Federal or District of Columbia chartered financial institution

2. Be a member of the Federal Reserve System and have access to all services;

3. Be a depository of Public Funds

4. Be accessible to the public and have branches located in the District of Columbia

5. Be a full service member bank in good standing among other comparable banks; and be capable in excess of the limits established by the Federal Deposit Insurance

Corporation (FDIC).

6. Rating Agency rating

B.1.1 The Courts are soliciting proposals for banking services and products that are described in the scope of services. The Courts are interested in examining the prospective financial institution’s banking services and associated costs. Offeror shall complete attachment J.9, typically represents a monthly total number of transactions and items associated with DC

Courts’ banks accounts. A separate bound price proposal must be submitted using the format provided in attachment J.9.

B.2 TERM OF THE CONTRACT: The term of the contract will be one year from the date of the award with one (4) four option years. The date of award shall be the date the

Contracting Officer signs the contract document.

B.3 COMMENCEMENT OF WORK:

The work starting date for the financial institution (Contractor) shall be mutually agreed upon by the Courts and the Contractor. The implementation of the new banking system is expected to be January 2, 2026.

B.4 CONTRACT TYPE: The Courts contemplate the award of a Fee for Services contract resulting from this solicitation.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 OBJECTIVE. The Court is seeking a financial institution that demonstrates a strong commitment to customer service by its banking services and products in addition to cost savings.

C.2 BACKGROUND

The Courts consisting of the Courts of appeals, The Superior Court and the Court System, constitute the Judicial Branch of the District of Columbia Government and are separate from and distinct from the Executive and Legislative Branches. The Mission of the

Courts is to provide a fair, swift and accessible justice, enhance public safety and to promote trust and confidence in the justice system.

C.2.1 Effective October 1, 1197, the National Revitalization and Self Government

Improvement Act of 1997 “ (Revitalization Act ) effected mayor changes in the funding process for the Courts. Under the Revitalization Act, The federal government assumed responsibility for the funding of the Courts Directly. However, for financial statement purposes, the Court must comply with pronouncements of the Government Accounting

Standard Board (GASB) which promotes accounting standards for state and local governments.

C.2.2 The Courts collects fees, fines, forfeitures, escrows monies from customers and receive grant funds from the District of Columbia and Federal Governments. The funds are deposited in the Courts’ bank accounts.

C.2.3 The Courts are not allowed to supplement appropriations with interest earned on bank accounts. If interest were earned on all of the bank accounts each month, the total amount of interest earned generally exceeds the total amount of banking services incurred they will deposited in a separate bank account. The Court intended to maintain all banking system services with one financial institution to maximize available earnings and minimize administrative cost. In addition the Courts is interested in various technological advances and pilots that could improve our banking and customer service capabilities, particularly in the areas of accounts reconciliations, efficient and immediate processing of customers checks and positive pay.

C.3 SERVICES/ FORMAT AND CONTENT

For the District of Columbia Courts to be able to adequately compare and evaluate proposals, Section C must be submitted in accordance with the format described below.

Each proposal should be separated by sections, properly tabbed and labeled in conjunction with the proposal specifications (i.e. “TAB A-Letter of Transmittal”, “TAB

B-Bank Profile”, etc.).

C.4 TAB A-LETTER OF TRANSMITTAL

Describe the financial institution’s understanding of the work to be preformed and why the financial institution is the best qualified to perform the services required.

C.5 TAB B- BANK PROFILE

C.5.1 The financial institution shall include the following information in this section:

1. Bank Overview: General overview of the bank’s customer service philosophy and identification of the primary office or branch location to which the District of

Columbia Courts will be assigned to or are near in location to the Courts.

2. Experience: The bank’s direct experience in servicing public sector clients. Your response shall include: (a) the number of public agency clients, (b) the dollar amount of public funds on deposit; (c) the bank’s knowledge of and adherence to the District of Columbia Government Code and applicable laws, (d) compliance with bonding requirements, (e) specify any deadlines or time constrains the institution might have, and (f) describe any alternatives, enhancements or improved methods of providing the services mentioned in the REF. In addition, describe any products or series not specifically mentioned in the REP that the bank believes would be beneficial to the institution.

3. Provide the following reports and information about the bank:

a. Two most recent fiscal years of audited statements, and

b. One copy of each of the four most recent quarterly call reports (Consolidated

Report Condition and Income required to be completed by the Federal Financial

Institution Examination Council.

4. Disaster Recovery Plan: Describe the bank’s disaster recovery plan in place in the event of system failure.

5. Bank Rating: The Federal Deposit Insurance Corporation (FDIC) and/or other private companies (Better Business Ranking, Best Earning Credit Rate, Veribanc, etc.)

provide a bank rating to the public on its safety and soundness based on standard factors, such as credit risk, asset quality, etc.

C.6 TAB C- CONVERSION PLAN

C.6.1 The District of Columbia Courts requires a smooth and low-cost transition plan to a new bank or to enhance services with its existing bank. The transition plan must be detailed and ensure all current banking services are not interruption and fully implemented by

January 2, 2026.

C.6.2 The financial institution transition plan shall include, at a minimum the following information in this section:

1. Describe an overall plan to ensure a smooth transition from the current bank service provider. This includes but is not limited to the establishment of required bank accounts, the District of Columbia Courts authorized users for various services (i.e. e-banking, signature of checks, positive pay, etc.), modification of checks, etc.

2. Detail all cost and responsible party (the District of Columbia Courts or Bank) in connection with the conversion. State a specific dollar amount and identify those supplies, products or series included or not included.

3. Detail the training program for the Courts staff (i.e. on-site training) and how it will be structured. Along with the training material or user guide that will be provided.

4. Provide a detailed timeline for the transaction period to full implementation. This timeline should detail the services and bank personal that will be assigned to oversee and manage the tasks. The transaction period will occur during the month of December 2025 and new services must be full implementation by January 1, 2026.

C.7 TAB D- BANK ACCOUNTS

C.7. 1 The Courts currently have 17 bank accounts, including 14 checking accounts. The following listing represents the statement balances of each account as of August 30, 2025 (the Courts do not guarantee that the balances will be maintained at these levels):

Name of Account

1. Crime Victims Compensation (Checking Account-ACH, EFT and check issue files transmission) $587,605.71

2. Family Division

Checking Account (Numerous ACH deposits and check-issue file transmission) $135,419.46

3. Criminal Division

(Numerous ACH deposits and check-issue file transmission) $ 2,900,582.63

4. Probate Division

(Numerous ACH deposits and check-issue file transmission) $14,002,564.09

5. Civil Division

(Numerous ACH deposits and check-issue file transmission) $28,119,038.55

6. Imprest Fund

(Checking Account, numerous ACH deposits) $241,538.28

7. General Checking\Pass-Through Account (Numerous ACH and EFT Transfers to Treasury) $193,962.69

8. Juror Fees

(Numerous ACH deposits and check-issue file transmission) $208,377.46

9. Witness Fees

(Numerous ACH deposits and check-issue file transmission) $65,117.04

10. Special Operations

(Numerous ACH deposits and check-issue file transmission) $2,427.05

11. Court Reporter

(Numerous ACH deposits and check-issue file transmission) $91,989.13

12. Courts of Appeals

(Numerous ACH deposits and check-issue file transmission) $509,158.57

13. Child Support (Deposit and Sweep Account-daily) $ 0.00

14. Art Trust Fund

(Minimal account activity) $9,506.92

15. Awards Fund

Checking Account $14,905.72 (Minimal account activity)

16. Gym

Checking Account $8,069.00

17. Chief Judge Portrait $1,115.79

TOTAL BANK ACCOUNT BALANCES $ 47,091,378.09

(Balances as of August 31, 2025)

C.7.2 The financial institution shall include the following information in this section:

a. Does the financial institution offer online bank statements, whereby the District of

Columbian Courts can receive the bank statements on the first day of the following month?

b. How many days after banking cycle close would the District of Columbia Courts receive account and analysis statements?

c. What is the financial institution retention policy for banking transactions?

C.8 TAB-E ARMORED CAR AND DEPOSIT SERVICES & DISBURSEMENTS.

C.8.1 The District of Columbia Courts currently uses an armored car service (Brinks, LLC) for daily deposit pick-ups at various locations in the Courts. The armored car service, which is System for Award Management (SAM) registered, is contracted and paid directly by the Courts. The expectation are that the selected contractor interact with Brinks and with the service they provide.

C.8.2 At various locations within the Courts, funds are collected and transported by Brinks, which then takes the funds to the bank. The Courts receives immediate credit, enabling deposits to post by midnight on the day they were collected, receives adjustment(s) for any differences noted once the money deposited is physically counted and receives credit adjustments for no collections/picks-up by the armored car. Below is a listing of the pickup locations and frequency by location:

Location Frequency

001 -Family Central Intake Mon-Fri

500 Indiana Ave NW JM 540

Washington, DC 20001

002-Family Child Support Mon-Fri

500 Indiana Ave NW JM 300

003- Criminal Finance Mon-Fri

500 Indiana Ave NW Room 4001

004- Civil Actions Mon-Fri

500 Indiana Ave NW Room 5000

005-Courts Reporter Mon-Fri

500 Indiana Ave NW Room 5400

006-Child Care Center Wed

500 Indiana Ave NW C-185

007-Public Office Wed and Fri

430 E Street NW

008 Special Operations

500 Indiana Ave. NW Room 4660 Wed

009-Probate Division Mon-Fri

515 5th Street NW Room 314

010-Small Claims Mon-Fri

510 4th Street NW Room 120

011- Landlord & Tenant Mon-Fri

510 4th Street NW Room 110

C.8.3 In addition, to the locations noted above, weekly the armor car service must collect currency and coins at the Budget and Finance Division, located at 510 4th Street NW,3rd

Floor, Washington, DC 20001.

C.8.4 Deposits in the checking accounts are typically made once a day. Deposits are primarily made in the form of checks, currency, and electronic funds transfer (EFT).

Disbursements form the accounts will be through checks and EFTs (e.g. wire transfers) to recurring customers and bank cards.

C.8.6 The financial institution shall include the following information in this section:

a. Describe the bank’s armor car credit/deposit business process. Along with how matters are handled when armor car services are missed, late, or skipped on scheduled date(s).

b. Describe the bank’s deposit requirements.

c. Would the bank require that checks and currency be on separate deposit tickets?

d. What type of deposit bags will the bank allow? Will the bank charge fees for these bags or deposit tickets?

e. Describe the bank’s deposit adjustments and returned check time handling and notification procedures and business process.

C.9 TAB-F COMMERICAL VAULT SERVICES

C.9.1 The financial institution shall offer cash vault services for cash ordering needs with high quality processing, unique customer information reporting and security.

C.9.4 The financial institution shall include the following information in this section:

a. Describe the bank’s policy for meeting the Courts’ cash ordering needs at the Courts various locations.

b. Describe the banks method to order these funds.

C.10 TAB H- ACCOUNT RECONCILIATION

C.10.1 The District of Columbia currently performs monthly bank reconciliations on each of the bank accounts using the Sage MIP Accounting software.

C.10.2 To assist with the bank reconciliations, the financial institution shall provide the following monthly reports for ALL bank accounts electronically:

a. Deposit Summary: A report detailing a summary of all the daily deposits from all accounts.

b. Checks Paid- A report that lists each check paid during the month. The report must identify the check number, issue date, date paid, and dollar amount. There must be subtotals by page and a grand total. Unregistered (outstanding checks), stop payments, and voided top payments must be specifically identified and each category totaled.

c. Outstanding Check Register- A report detailing all the checks that are outstanding at the end of each month. The report must list the check number, issue date, and dollar amount.

d. Stale Date- A report that compliances with the Courts’ stale date policy as illustrates in the table below.

Account Name Stale Date (# of Days)

Courts of Appeals 60

Family Child Support I 60

Crime Victims 60

Witness Fees 60

Juror Fees 60

Awards and Special Programs 60 Imprest Fund 60

Pass-Through N/A

Courts Reporting 60

Art Trust N/A

Chief Judge Portrait Fund 60

Civil Division 120

Criminal Division 60

Family Courts 60 Special Operations 60

Probate Division 60

Escrow Disbursement N/A

Gym N/A

e. Miscellaneous Advice Activity- A report detailing all the one-time debit can credit memos that occurred during the month by reference to date, dollar amount, and a brief description of the adjustment by type. Advices must accompany the monthly statement.

f. Consolidated Register- A report consolidation of items (a) through ( e) noted above. The report must contain both page and report totals, amount fields, check issue and paid dates, check numbers, and transaction type.

C.10.3 The Courts are interested in further automating its accounts reconciliation process and utilizing all additional available banking reconciliation resources to meet its banking and audit requirements for all its bank accounts. Please provide what process/services you have available.

C.10.4 The financial institution shall also address the following questions:

(i) To assist the Courts in reconciling monthly bank reconciliations, describe in detail the bank’s technical capacity to accept the Courts’s electronically transmitted check-issue file, daily, weekly, and monthly using a CSV or other standard accounting format.

(ii) Describe in detail the bank’s technical capacity to prepare and provide the monthly check reconciliation reports mentioned above.

(iii) To assist the Courts monthly bank reconciliations that are prepared on the

Sage MIP Accounting System, describe the bank’s technical capacity for downloading cleared check data to interface with the Courts’s financial system(s) of record.

(iv) Describe the bank’s policy and related fees for cashing checks of non-account holders.

C. 11 TAB I- POSITIVE PAY

C.11.1 The District of Columbia Courts currently utilize Positive Pay on its checking accounts, sending check issue files (no later than 4:00pm daily) and obtaining daily information through the Internet. The financial institution must be able to assist the Courts with enhanced development and implementation of Positive Pay to provide early fraud detection and prevention through the review of suspicious or unauthorized checks before they are paid. This process completed by only three designated Courts personnel is called the Daily Exception which must be completed, reported to the bank, between

11:00am and 2:00pm daily. Below is the current configuration of Positive Pay for each of the bank accounts.

Account Name Positive Pay Setup

Courts of Appeals Positive Pay NO Payee Verification

Family Child Support I Positive Pay and Payee Verification

Crime Victims Full Recon with Positive Pay and Payee Verification

Witness Fees Full Recon with Positive Pay and Payee Verification

Juror Fees Full Recon with Positive Pay and Payee Verification

Awards and Special

Programs

Full Recon with Positive Pay- NO Payee Verification

Imprest Fund Positive Pay and Payee Verification

Pass-Through Positive Pay ONLY

Courts Reporting Positive Pay and Payee Verification

Art Trust Positive Pay ONLY

Chief Judge Portrait Fund Positive Pay and Payee Verification

Civil Division Positive Pay and Payee Verification

Criminal Division Positive Pay and Payee Verification

Family Courts Positive Pay and Payee Verification

Probate Division Positive Pay and Payee Verification

Escrow Disbursement Positive Pay ONLY

Gym Not on Positive Pay

C.11.2 The financial institution shall address the following questions:

1. Describe in detail the bank’s technical capacity and latest technology for providing

Positive Pay.

2. The District of Columbia Courts currently are able to provide bank with a file of all checks issued and voided prior the checks being distributed. Describe the bank’s ability to do this. If so, what are the file format requirements?

3. For bank accounts with the Positive Pay feature, describe the bank’s policy for checks that were subsequently identified as counterfeit. What is the time frame for identifying checks that are determined to be counterfeit? What is the time frame for submitting an affidavit of claimant? What liability, if any, remains with the Courts for fraudulent checks and debit transfers?

4. Describe if the bank has the capacity to accept same-day electronic check clearing.

“Same-day” is defined as being able to be transmitted and received by the close of business.

C.12 TAB J-ONLINE BANKING ACCESS

C.12.1 The financial institution shall provide online banking access to allow the Courts to monitor and review all financial activities on all bank accounts. The financial institution must describe the bank’s online service capability for accessing and reviewing prior-day balance report which itemize the day’s activities, viewing deposits and cleared checks, reviewing and placing stop payment orders, originating EFTs to Treasury and other vendors, and performing transfers among the Courts’ bank accounts.

C.12.2 The financial institution shall address the following questions:

1. The financial institution must include any costs associated with setting up the system, ongoing costs for all options, including summary balance information, detailed transaction information, stop payment orders, and EFTs.

2. Describe the bank’s online service capability. Include any costs associated with system set-up and other additional costs.

3. What reports are available? Describe the security of data both internally and externally.

4. Can the District of Columbia Courts perform these functions online:

a. Issue stop payments and view stop payments,

b. View deposits and cleared checks,

c. View and print prior-day balance reports with itemized account activities on a daily basis,

d. Perform transfers among the courts accounts,

e. Send EFT’s electronically,

f. Download cleared check data to be uploaded onto the Court’s accounting software, and

g. Electronic account balance deficiency notification.

C.13 TAB J- CUSTOMER CHECK IMAGING

C.13.1 The financial institution shall provide the latest technology and services available to allow the Courts to electronically transmit and deposit customer’s checks, credit/debit card transactions, money orders, and cashier checks into the Courts’ bank accounts within hours and no later than the next business day.

C.13.2 The financial institution shall address the following:

1. Describe in detail the bank’s product, service, and technology to accept the Courts’ customers’ checks/money orders for immediate credit to the bank account.

C.14 TAB K-STOP PAYMENTS

C.14.1 The financial institution shall provide an Internet-based stop payment system. Immediate

“same day” verification of stop payments is required. Back up procedures (via phone, fax, and email), forms, and contacts shall be designated in the event of system failure or emergency.

C.14.2 The financial institution shall address the following:

a. The financial institution shall provide online stop payment confirmations.

b. Describe in detail the bank’s stop payment services.

c. Can stop payments be placed online?

d. Will the bank’s system verify if a check has been paid before accepting the stop payment?

C.15 TAB L- ACH RECEIPT AND ELECTRONIC FUNDS

C.15.1 The financial institution shall address the following:

1. Describe the financial institution current use of and requirements of ACH services.

2. The financial institution shall provide options for receiving payments from various EFT credits and receipts, and other payments such as credit and debit transactions.

3. Describe if the financial institution is capable of providing debit cards to be distributed to customers where the Court determines the amount and the funds are available immediately.

4. Describe in detail the bank’s EFT process.

C.16 TAB M-EFT ORIGINATION

C.16.1 The financial institution shall provide an automated wire transfer system providing customer security, accuracy, and ease of transfer.

C.16.2 The financial institution shall provide “same day” EFTs to the Federal Departments, Treasury, and other Vendors.

C.16.3 The financial institution shall provide a computer-based or an Internet-based customer-initiated wire transfer capability, ability to create and store both repetitive and non-repetitive wires, and security measures for wire initiation and approval. The system shall have security features (multiple passwords, encryption/authentication, test keys, etc.) acceptable to the Courts.

C.16.4 The financial institution shall address the following:

1. Describe the financial institution requirements for incoming, outgoing, and other wire transfers.

2. Describe in detail the bank’s EFT origination products and services that can meet the

Courts’ EFT requirements described above.

C. 17 TAB N- ACCOUNT MAINTENACE

C.17.1 The financial institution shall furnish the following monthly account analysis, monthly bank statements, and annual fiscal statements electronically, via online system and via email to designated Court personnel. (See deliverable section).

C.18 TAB O- ONLINE SERVICES

C.18.1 The financial institution shall provide web-based online banking services that provide added convenience and cost savings. These web-based online banking services should include such services as: image inquire, image on demand, ability to print images, bank statements, information reporting, stop payments, wire transfers, Positive Pay, account balance and transactions inquiries, deposit history, online statements and other applications available online.

C.18.2 The financial institution shall address the following:

1. The financial institution shall provide copies of paid checks online or by CD-ROM.

Imaging that offers convenience of checks storage of paid checks images and online viewing of paid checks images is required.

2. Detail the financial institution policy on: (a) the lengths of time reports or images are maintained online, and (b) bank’s dispute resolution process.

3. Describe the bank’s online services requirements for this service as well as those outlined above.

C.19 TAB P-ESCROW MANAGEMENT

C.19.1 The financial institution shall have the capability to provide escrow management services designated to track, maintain, and report the Court’s escrow accounts by court case.

C.19.2 The District of Columbia Courts is required to track customers’ deposits of escrow funds and disbursement activities for monies held in the Courts’ registry. The Courts may be required to pay interest, if ordered. In total there will be a total of 4 accounts (Civil, Criminal, Family and Probate) that will require escrow management.

C.19.3 The financial institution shall address the following:

1. Describe the bank’s escrow management services ad described above.

2. Detail the associate cost for the escrow management of four, individual escrow bank accounts.

C.20 TAB Q-CREDIT/DEBIT CARD ACCEPTANCE

C.20.1 The District of Columbia Courts currently accepts checks, credit and debit card payment transactions in person and online from customers for purposes of e-filing documents and conducting normal Court services. All funds are directly deposited by a third-party vendor into our bank accounts.

C.20.2 The financial institution shall have the capability to interface with our accounting system

SAGE MIP fund accounting software, which represents our Point of Sale (POS) terminal.

C.20.3 The financial institution shall address the following:

1) Please describe your program, functionality of how the system works, and relevant experiences. Provide any and all cost and requirements.

C.21 TAB R- BANK BRANCHES

C.21.1 For some bank accounts, daily the District of Columbia Courts disburse manual checks over the counter to numerous customers. Many of those customers do not maintain bank accounts. To provide and assist the customers’’ immediate banking needs, the Courts require the financial institution to have branch facilities in the Washington, D.C.

downtown location. The financial institution must have available bank branches in the

Washington, D.C. location to meet customers’ immediate banking needs.

C.21.2 The financial institution shall include the following information in this section:

1. Provide the number and locations of bank branches in the Washington, D.C.

2. Provide listing of locations with bank hours and capabilities at each location.

C.22 TAB S- TRAINING AND SUPPORT

C.22.1 The financial institution must provide training to the Courts’ staff who utilizes any of the services or systems offered. The financial institution selected shall also provide support for all products and services provided to the Courts.

C.22.2 The financial institution shall include the following information in this section:

1. Describe the financial institution’s policy for providing training and support of the products and services provided and/or offered.

C.23 TAB T- REQUIRED EXHIBITS

C.23.1The financial institution shall include the following exhibits in its submission(s):

a. Exhibit 1: Provide a sample of a monthly account analysis statement and the user’s guide to the analysis statement.

b. Exhibit 2: Provide a sample of a monthly bank statement.

c. Exhibit 3: Provide a sample of a prior day balance report.

d. Exhibit 4: Provide a sample of a Positive Pay report.

e. Exhibit 5: Provide samples of any other reports you want us to consider.

f. Exhibit 6: Provide a sample of stop payment/cancelled check report.

g. Exhibit 7: Provide a sample of the electronic file of cleared checks.

C.24 TAB U- MINIMUM QUALIFICATIONS

C.24.1 This section shall include proof that the financial institution meets the following minimum requirements:

1. Is a Federal or District of Columbia chartered financial institution,

2. A member of the Federal Reserve system and has access to all services,

3. Is a depository for public funds,

4. Is a full service member bank in good standing among other comparable banks, and

5. Is capable of securing funds in excess of the limits established by the FDIC.

C.25 TAB V-MANAGEMENT RESPONSABILITIES

C.25.1 The Bank shall warrant that all people assigned by it to the performance of this contract shall be employees of the Bank (or a specified subcontractor) and shall be fully qualified to perform the work required. The Bank shall include a similar provision in any contract with any subcontractor selected to perform work under this contract.

Failure of the Bank to provide qualified staffing at the level required by the proposal specifications may result in termination of this contract for cause.

C.25.2 The financial institution shall include the following information in this section:

a) List names, titles, phone and fax numbers, and e-mail addresses of key persons with ongoing responsibility for servicing this account.

b) Describe their relationship to our account (relationship manager, primary day-to-day contact, secondary contact, etc.) their roles and responsibilities and authority and provide brief biographical sketches for these individuals.

C.26 TAB W- BANKING SERVICES PRICE SHEET

C.26.1 A separately bound prices proposal must be submitted for this solicitation (Attachment

J.9). The District of Columbia Courts will not rate or score price, but will evaluate each

Offeror’s price proposal for realism, reasonableness, and completeness. This evaluation will reflect that the Offeror understands the solicitation requirements and the validity of the Offeror’s approach to performing the work. The closer the technical evaluations, the greater influence price will have on the evaluation.

C26.2 A list of the Court’s estimated monthly transactions is provided in attachment J.9 for pricing purposes. Fees related to all services described in the proposal must be listed, even if the service is not show on the schedule. Also, include any one-time or set-up charges, research fees, minimum fees, and all other fees that will be charged. Prices must be guaranteed for the initial, and option years of the contract. Any costs associated with the requested services not listed on the Fee Schedule at the end of this proposal will be assumed to be free of charge to the Courts.

C.26.3 The financial institution shall address the following on Attachment J.9:

a) Provide a complete fee schedule for all the services described in your proposal.

b) List any additional services for which the proposer intends to charge, along with the price per item (use additional page(s), if necessary

C.27 TAB X-BANK COMPENSATION

C.27.1 The Courts may compensate banks for services through balances of earnings credits must be carried forward to future periods. The proposed Earnings Credit Rate (ECR) for the monthly analysis must be equal or exceed the 90-day Treasury Bill average for the previous month; however, the bank may offer an enhanced ECR.

C.27.2 All earnings credits for each of the individual bank account established (total of 16) will be deposited directly into an individual bank account. Any and all funds with this individual bank account belong to the Courts. This bank account will be used to issue payments to the Bank for their monthly services. The Bank shall notify the Courts immediately if the earning credits are not sufficient to cover monthly service fees.

C.27.3 Under no circumstances can the Bank debit this individual account for any cost or fees associated with the services provided, with the formal approval of the Courts Chief

Financial Officer (CFO). Monthly, the Bank will submit a detailed electronic invoice for services along with analysis statement to the following email:

AccountingBranch@dccsystem.gov. Upon review and approval of the Bank’s monthly invoices, payment will be issued via wire transfer payments.

C.27.4 The financial institution shall address the following:

a) Does the Courts have the option of compensating your financial institution through either direct fees or compensating balances? Is the price the same for either option? If not, what is the difference?

b) If on a fee basis, can excess balances be used to partially offset activity charges? Will earnings credit on collected balances in excess of those required to pay charges incurred in any month be carried forward to offset future bank charges?

c) Please provide a sample analysis statement.

d) How soon after month-end is the analysis statement available and emailed?

e) Does the bank offer electronic analysis and bank statements? How many months are these statements maintained/retained on this service?

f) How is your earnings credit determined, adjusted, and applied? Please include in your explanation the impact of your reserve requirement, your formula for converting service charges to balance requirements, and a listing of your earnings credits and reserve requirements for the most recent 12- month period.

g) Please disclose the OCR that the bank will offer the Courts and describe the method to calculate the earnings credits.

h) What billing options do you offer?

i) How soon after the closing of the billing period is the account analysis available?

mailto:AccountingBranch@dccsystem.gov

j) How are adjustments reflected in the account analysis? What is the cutoff date for the

Courts to notify the bank of errors to have adjustments reflected on the next account analysis statement?

k) Is there a fee or other assessment for FDIC Insurance? If so, how does the bank calculate that charge?

l) When calculating average balances, are daily positive and negative balance netted to avoid overdraft on the main account?

m) Describe in detail exactly which type of items and services can be applied against the

Court’s account analysis in addition to standard bank services such as online transactions, number of checks paid, and number of deposits tickets submitted.

C.27.5 The bank must submit its pricing in the pro-formats provided; it is expected the bank will have some charges not specified in the formats provided or those descriptions differ slightly from those presented in the formats provided. While the goal is to be able to compare pricing against other bank proposals, the bank is responsible for ensuring that all cost associated with the requirements described in this RFP and/or addressed in their

Proposal are included. Any Fee that is not fully documented and included in the Proposal and included on the formatted schedules provided will not be allowed during the contract, unless agreed in writing by the Courts.

THE END OF SECTION C

SECTION D - PACKAGING AND MARKING

This section is not applicable to this solicitation

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.1.1 DEFINITIONS: "Services," as used in this clause, includes services performed, furnished or utilized in the performance of services.

E.1.2 The Contractor shall provide and maintain an inspection/monitoring system acceptable to the Courts covering the services furnished under this contract. Complete records of all inspection/monitoring work performed by the Contractor shall be maintained and made available to the Courts during contract performance and for as long as the contract requires.

E.1.3 The Courts have the right to inspect all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Courts shall perform inspections in a manner that will not unduly delay the work.

E.1.4 If the Courts perform inspections on the premises of the Contractor or subcontractor, the

Contractor shall furnish, and shall require subcontractors to furnish, at no increase in the contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

E.1.5 If any of the services do not conform to the contract requirements, the Courts may require the Contractor to perform the services again in conformity with the contract requirements, at no increase in the contract amount. When the defects in services cannot be corrected by performance, the Courts may:

A) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

B) Reduce the contract price to reflect the reduced value of the services performed.

E.1.6 If the Contractor fails to promptly perform the services again or take the necessary action to ensure future performance in conformity with the contract requirements, the Courts may (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Courts that is directly related to the performance of such service or

(2) terminate the contract for default.

[END OF SECTION E]

SECTION F - DELIVERIES AND PERFORMANCE

F.1 TERM OF CONTRACT

The term of the contract will be for one (1) year from the date of the award with four

(1 year) option years. The date of award shall be the date the Contracting Officer signs the contract document.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

The Courts may extend the term of base period of this contract for four (4) one (1 Year period or a fraction thereof by written notice to the Contractor before the expiration of the contract; provided that the Courts shall give the Contractor a preliminary written notice of its intent to extend at least thirty (30) calendar days before the contract expires. The preliminary notice does not commit the Courts to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) calendar day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract.

F.2.1 The prices for the option periods shall be as specified in the contract.

F.2.2 The total duration of this contract including the exercise of any options under this clause shall not exceed five (5) years.

F.3 DELIVERABLES/PERFORMANCE

F.3.1 All Deliverables shall be performed in accordance with the Statement of Work in

Section C. In addition, the contractor shall complete the tasks and provide to the

COTR the deliverables specified below within the designated time frames:

The financial Institution shall furnish the following monthly account analysis, monthly bank statements and annual fiscal statements.

a. Monthly Account Analysis-All accounts are to be consolidated into one account analysis. The report shall include a monthly detailed analysis of the financial institution’s costs of operating the Courts’ bank accounts. Interests earned that month and deposits made on Earned Interest Account. The statement should reflect what fees were incurred and that they were waived due to the account balances maintained by the Court. Statement cycles shall be on a calendar month basis.

b. Monthly Bank Statements- Monthly bank statements shall be provided within 10 working days following the end of each month and must include a listing of the daily activity for deposits, withdrawals, voided/cancelled checks, return check fees and adjustments. A beginning and ending balance must be provided as well.

Cancelled checks must be provided on a CD ROM disk if they are not available online. Immediate access to online monthly bank statements at the beginning of each month would be preferable.

c. Annual/Fiscal Statements- the annual/fiscal statement shall detail the total annual costs of the banking services provided by the financial institution. The number of transactions made that year. The annual statement detailed banking services analysis shall be prepared based on the Courts’ fiscal year (October 1st-September

31st) and submitted within 30 days after the end of each fiscal year.

F.5 STANDARD OF PERFORMANCE

The Contractor shall provide a high standard of professional service. In determining whether the Contractor has performed accordingly, it is understood and agreed that the

Courts will measure the amount and quality of the services required by the contract against the representations made by the Contractor in the written proposal provided during the solicitation process.

Performance

Metric

Required Service Performance

Indicator

Monitoring Method

Accuracy/ completeness/ technical proficiency

All work products shall be complete, accurate, and conducted according to industry standards.

Draft and final work products are complete and accurate and were conducted in a technically-competent and appropriate manner.

The COTR review of work products may include external peer review of deliverables. The

Courts reserves the right to perform any inspection and audit as deemed necessary to assure that the Contractor’s services conform to contract requirements.

Timeliness All work products shall be completed on timeline requested by the Courts in order to be most effective and used for intended purpose.

Contractors’ deliverables are provided on timeline requested by the

Courts or defined in the contract and all accepted schedules submitted by the

The COTR will review deliverables with respect to the timeline requested by the Courts or defined in the contract and in accepted Contractor schedules accepted by the Courts during the contract period.

Contractor unless modified with COTR concurrence.

Responsiveness The Contractor shall be responsive to requests for clarifications on submitted work products or to refinements to the work based on changing needs (but within the contract scope).

The Contractor is able to provide requested information or make adjustments to work products that provide benefit(s) to the Courts without undue delays.

The COTR will review the

Contractor's ability to adjust task work in response to changing conditions, needs, and unexpected circumstances.

Communication The Contractor shall proactively keep the

Courts apprised of all issues related to the conduct of the task including, but not limited to progress of work, any issues that affect the multiple

Contractor's ability to meet schedule or budget requirements, or unforeseen logistical issues.

The Contractor shall provide both regular updates on the progress of work under the task order and notify the COTR of any unanticipated circumstances that affect either the analytics/logistics of the project(s) scope, schedule, or budget.

The COTR will review both regular and ad hoc updates and program-related communication.

Cost The Contractor shall proactively manage financial status and health of the CM contract.

Contractor shall provide Quarterly

Financial report to demonstrate actual costs incurred against the Contractor's cost proposal and spending.

The COTR will review all cost-related reporting to determine if

Contractor is performing within proposed cost.

F.6 TERMINATION FOR CAUSE

F.6.1 The Courts may terminate this contract, or any part of this contract, for cause under any one of the following circumstances:

(a) The Bank fails to make delivery of services as specified in this contract, or

(b) The Bank fails to perform any of the provisions of this contract, fails to perform in a professionally acceptable manner, or fails to timely perform, as to endanger the ability of the Courts to perform its duties.

C.6.2 The Contracting Officer shall provide the Bank with written notice of the conditions endangering performance. If the Bank fails to remedy the conditions within ten (10) days from the receipt of the notice (or such longer period as may be authorized in writing)

OST shall issue the Bank an order to stop work immediately. Receipt of the notice shall be presumed to have occurred within three (3) days of the date of the notice.

C.6.3 TERMINATION FOR CONVENIENCE

The Courts may terminate performance of work under this contract in whole or in part whenever, for any reason, the Courts shall determine that the termination is in the best interest of the Courts. In the event the Courts elect to terminate this contract, in whole or in part pursuant to this provision, it shall provide the Bank written notice at least thirty

(30) days prior to the termination date. The termination shall be effective as of the date specified in the notice. The Bank shall continue to perform any part of the work that may have not been terminated by the notice. In the event termination occurs under this provision, such shall be without liability to the Court and any officer and employee thereof.

[END OF SECTION F]

SECTION G -CONTRACT ADMINISTRATION DATA

G.1 Payment

G.1.1 The contractor shall be compensated at the fixed fees specified in its Final Proposal

Revision for providing banking services from earning (interest) generated from the accounts credit balances and any excess earnings credits must be carried out forward to future periods.

G.1.2 Under no circumstances can the Bank debit the Court’s accounts for any cost or fees associated with the services provided. Fees for the services provided must be billed monthly in conjunction with an analysis statement. Charges for overdrafts shall be handled through the statement analysis process.

G.1.3 All of the earning (interest) generated from the Court’s accounts credit balances and any excess earnings credits must be transferred, at the end of the month, into a separate non-interest earning account. The Courts will make the fixed fees monthly payments to the contractor directly from this account. At the end of the Courts fiscal year (September

31st) any funds that remain in this non-interest earning account belongs to the Courts.

G.1.4 The Contractor will be compensated upon completion and acceptance of the work as specified in the contract. The contractor shall be compensated for its monthly fixed fees upon the submission and approval of a proper invoice. Once the invoice is approved by the Financial Operations Branch Chief, an EFT payment will be issued the Bank.

G.1.5 Payment request means any request for contract financing payment or invoice payment by the Contractor. All monthly invoices must be submitted electronically via

AccountingBranch@dccsystem.gov to the attention of the Financial Operations Branch

Chief. To constitute a proper invoice, at a minimum, the Contractors’ electronic invoice submitted shall include the following information:

• Name and address of the Contractor,

• The purchase order number,

• Invoice date,

• Invoice number,

• Name of the Contracting Officer Technical Representative (COTR),

• COTR email address, and

• Description, quality, unit of measure, and extended price of the services or supplies rendered.

G.1.6 The Contracting Officer’s Technical Representative (COTR) shall review each electronic mailto:AccountingBranch@dccsystem.gov invoice for certification of receipt of satisfactory services prior to authorization of payment.

G.1.7 The invoice form to be reported with the following elements:

TOTAL EXPENDITURES

(Document Number: XXX-X-XX-XXXX-XX)

Line

Item

Description Approved

Budget

Amt.

Voucher To

Date

Amt.

Voucher

This Period

Balance of

Approved

Budget

0001 $XXXX.XX $XXXX.XX

0002 $XXXX.XX $XXXX.XX

Total $XXXX.XX $XXXX.XX

(1) The invoice shall include a certification, signed by an authorized representative of the

Contractor, as follows:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the

Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the…