Bidder submitting this Bid should check the appropriate box.
ONE ORIGINAL AND 2 COPIES OF THIS BID MUST BE SUBMITTED
0 This is: 0
This is:
REQUEST FOR PROPOSAL (RFP)
The Original One of the Copies
City of Columbus, Ohio 5
TH
Purchasing Office Floor, 77 North Front Street Columbus, Ohio 43215 614/645-8315
SA005789 (Solicitation No.) I (Item) City Treasurer's Office (Department)
NIA (Division)
Bid Proposal Submitted By: Company Name
Street Address
City
Federal I.D. No.
Contact Person
State YES 1 NO circle one Contract Compliance No.
Phone No.
Zip
E-Mail Address
Fax No.
CONTACTS FOR INFORMATION CONCERNING THIS BID PROPOSAL Solicitation No.: SA005789
E-Payment Services
Title:
Department/Division or Agency:
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_
CITY OF COLUMBUS PURCHASING OFFICE Contact the following individuals on questions regarding specifications:
Procurement Specialist:
NAME
E-MAIL.
Talia J. Brown
[email protected]
Purchasing Expediter:
EQUAL BUSINESS OPPORTUNITY COMMISSION OFFICE Contract Compliance Applications are available online by registering at the City of Columbus Vendor Services website: http://vendorservices.columbus.gov/e-proc/ For assistance with questions regarding Contract Compliance, telephone (614) 645-4764. Contact Kaelyn Poindexter at (614) 645-5449 for assistance from an Equal Business Opportunity Specialist.
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EQUAL OPPORTUNITY CLAUSE (1) The contractor will not discriminate against any employee or applicant because of race, color, religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: employment upgrading, demotion, or termination; rates of payor other forms of compensation; and selection for training. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of this Equal Opportunity Clause. (2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that the contractor is an equal opportunity employer. (3) It is the policy of the City of Columbus that business concems owned and operated by minority and female persons shall have the maximum practical opportunity to participate in the performance of contracts awarded by the city. (4) The contractor shall permit access to any relevant and pertinent reports and documents by the Executive Director for the sole purpose of verifying compliance with this article, and with the regulations of the Equal Business Opportunity Commission Office. All such materials provided to the Executive Director by the contractor shall be considered confidential. (5) The contractor will not obstruct or hinder the Executive Director or her deputies, staff, and assistants in the fulfillment of their duties and responsibilities imposed by Article I, Title 39. (6) The contractor and each subcontractor will include a summary of this Equal Opportunity Clause in every subcontract. The contractor will take such action with respect to any subcontract as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause. (7) The contractor agrees to refrain from subcontracting any part of this contract or contract modification thereto to a contractor not holding a valid contract compliance number as provided for in Article I, Title 39. (8) Failure or refusal of a contractor or subcontractor to comply with the provisions of Article I, Title 39, may result in the cancellation of this contract.
ALL CONTRACTORS MUST HOLD A VALID CONTRACT COMPLIANCE CERTIFICATION NUMBER ISSUED BY THE EBOCO EXECUTIVE DIRECTOR.
For information regarding contract compliance, please contact the Equal Business Opportunity Commission Office at 614.645.4764 or online: http://eboco.ci.columbus.oh.us/ Contract Compliance Applications are available online by registering at the City of Columbus Vendor Services website: http://vendorservices.columbus.gov/e-proc/ City of Columbus Home Page:
http://www. columbus.govl -2A-
INFORMATION FOR OFFERORS (RFP)
SPECIAL CONDITIONS Special conditions included in the specifications, if inconsistent with provisions included in "Information for Offerors (RFP)", shall take precedence over any provisions in "Information for Offerors (RFP)" to the extent Inconsistent.
officer or Member of the Company, an affidavit or a resolution of the Board of Directors showing the authority of that person to bind the corporation must be furnished. DEFAULT PROVISION In case of default by the offeror or the contractor, the City of Columbus may procure the articles or services from other sources and hold the offeror or contractor responsible for any excess costs occasioned or incurred thereby.
PERSONAL EXAMINATION Offerors are required to satisfy themselves by personal examination of the proposed contract documents and investigation of the conditions at the site of the work in order that they may be fUlly informed of the contract requirements, the conditions existing, and the difficulties likely to be encountered in the execution of the work.
CONTRACT AND BOND The offeror to whom an award is made will be required to execute a written contract with the City of ColumbUS, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form hereih specified.
SUBMISSION OF RESPONSE Responses must be submitted as specified in this RFP and enclosed in a sealed envelope marked with the bid name and solicitation number. Offerors are invited to be present at the opening of the responses. All proposals and other material SUbmitted in response to this Request for Proposal (RFP) become the property of the City of Columbus. The City may choose to retain or return these materials to the offeror, at the offeror's expense.
If, at any time during the continuance of the Contract, any surety shall, in the opinion of the contracting agent of the City, become irresponsible, then said agent shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said agent, within ten (10) days after notice. In default thereof the default provision herein shall apply.
The City is not liable for any cost associated with the preparation of the proposal or any other costs incurred by any bidder prior to the execution of the contract. The rejection of any proposal in whole or in part, at it discretion, will not render the City liable for incurring any cost or damage.
LIABILITY, INSURANCE, LICENSES AND PERMITS Where offerors are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of contract award, the offeror will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required. The offeror shall be liable for any damages or loss to the City occasioned by negligence of the offeror (or his agent) or any person the offeror has designated in the completion of his contract as a result of his response. Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.
If at any time prior to the closing date the invited offeror decides not to provide a proposal, the City will appreciate that a letter to that effect be supplied to the City prior to the deadline. ACCEPTANCE AND REJECTION This response submitted by the offeror to the City of Columbus will be accepted or rejected within a period of 180 days from due date. The City reserves the right to waive technicalities, and to cancel and renew the request on the required service. If more than one service, prices shall be quoted on the services requested. However, each service may be considered a separate offer and the City reserves the right to award a contract on each service separately or on all services as a whole or any combination thereof. Offerors whose proposal is made on an "All or None" basis must clearly state such fact in their written responses.
TAXES The City, being a municipality, is tax exempt and will provide appropriate artifact upon request. Federal and/or State Taxes are not to be included in prices quoted. The successful offeror will be furnished an exemption certificate if needed. PRICING Offerors are to quote firm or fixed prices for the duration of any contract, which may be a result of the proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the cost, the UNIT PRICE quoted will govern. In the event of a conflict between the price in numbers and the price in words, the price in words will control.
Each invitation for Bids, Request for Statements of Qualifications, and Request for Proposais issued by the City shall state that the Bid or Request may be cancelled and that any bid or proposal may be rejected in whole or in part when it is for good cause and in the best interests of the City. WITHDRAWAL OF RESPONSE PROPOSALS Offerors may withdraw their responses at any time prior to the time specified in the advertisement as the closing time for the receipt of responses. However, no offeror shall withdraw or cancel a proposal for a period of 180 calendar days after said advertised closing time for the receipt of the proposals.
DELIVERY Time will be of the essence for any orders placed as a resuit of this response. Purchaser reserves the right to cancel such orders, or any part thereof, without obligations if delivery is not made within the time(s) specified. Delivery shall be made during normal working hours and to the destination shown on the proposal.
SIGNATURE REQUIRED The responses must be signed in ink. If the offeror is a firm or corporation, insert the corporate name followed by the signature of a person authorized to sign said response; if a partnership, indicate partnership name followed by the signature of one of the partners; if a sole proprietorship the signature of the owner is required. Where the person signing for a corporation is NOT an
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INFORMATION FOR OFFERORS (RFP) (Continued) CAMPAIGN CONTRIBUTIONS Contractor hereby certifies the following: that it is familiar with Ohio Revised Code ("ORC.") Section 3517.13; that all applicable parties listed in Division (1)(3) or (J)(3) of ORC. Section 3517.13 are in full compliance with Divisions (1)(1) and (J)(1) of that Section; that it is eligible for this contract under the law and will remain in compliance with ORC. Section 3517.13 for the duration of this contract and for one year thereafter.
the Ohio Public Records Law. Consequently, the Offeror understands that ALL documents submitted in response to this RFP are considered pUblic records and WILL be released when a public records request is made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio's public records law, you MUST submit your legal basis in support of that assertion with your response.
QUALITY Unless otherwise stated by the offeror, the proposal will be considered as being in strict accordance with the specifications outlined in this RFP document.
If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately.
SAMPLES Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.
If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio's pUblic records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to .the requestor and notify you that a request was made and that a redacted version of your response was released. Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDiATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio's pubiic records law.
CHANGES AND ADDENDA TO RFP DOCUMENTS Each change or addenda issued in relation to this document will be pUblished on the City's Vendor Services website no less than five (5) working days prior to the scheduled RFP due date. In addition, to the extent possible, c notice will be e-mailed to each person registered as having interest in the commodities seiected for this RFP. Total RFP inquiry or specific item cancellations may be issued later than that time specified above. REPUDIATION OF AGREEMENT The liability of the City for repudiation of any agreement which might result from this request shall be limited to the difference between the market price at the time and place for tender of the service and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City. The liability of the city shall not be measured by the profits or overhead of seller.
If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.
CONTRACT MODIFICATION An agreement which may result from this request shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.
DO NOT mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer. COSTS INCURRED FOR PROPOSAL SUBMISSIONS The City is not liable for any cost associated with the preparation of the proposai or any other costs incurred by any offeror prior to the execution of the contract. The rejection of any proposal in whole or in part, at it discretion, will not render the City liable for incurring any cost or damage.
APPLICABLE LAWS The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the iaws of competitive bidding, contracts, and purchases, are made a part hereof.
WITHDRAWL OF PROPOSALS If at any time prior to the closing date the invited offeror decides not to provide a proposal, the City will appreciate that a letter to that effect be supplied to the City prior to the deadline.
REMEDIES All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.
CITY IS TAX EXEMPT The City, being a municipality, is tax exempt and will provide appropriate certification upon written request.
OFFERORS TERMS AND CONDITIONS Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful offeror shall be notified as to which terms and conditions, if any, have been deleted or changed.
SAFETY REQUIREMENTS Successful vendor shall at all times while performing duties, adhere to all rules of their particular industry, with regard to mandates by the Environmental Protection Agency (EPA) and/or Occupational Safety and Health Administration (OSHA), and any other regulation applicable to the circumstance.
PUBLIC RECORDS REQUESTS The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as
(INFORMATION FOR OFFERORS continued next page)
-3ARevised 6-28-07
INFORMATION FOR OFFERORS (RFP) (Continued) NON-COLLUSION AFFIDAVIT Each respondent is required to submit with his proposal an affidavit stating that neither he nor his agents, nor any other party for him, has paid or agreed to pay, directly or indirectly, any person, firm or corporation any money or valuable consideration for assistance in procuring or attempting to procure the Contract herein referred to, and further agreeing that no such money or regard will be hereafter paid. This affidavit must be on the form required, titled "Non-Collusion Affidavit."
SAVE HARMLESS Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys' fees resulting from claim, by third parties for any or all injuries to persons or damage to property arising from the acts or omissions of the Contractor, its officers, employees, agents, or Subcontractors in providing goods or services under the terms and conditions of this contract. SAVE HARMLESS DISCLOSURE OF PROPRIETARY INFORMATION The Contractor agrees to indemnify and hold harmless the City of Columbus, Ohio and their respective officials, employees and other agents and representatives, against loss, claim, liability in tort or by statute imposed, charge, cost or expense, inclUding without limitation, attorneys fees to the extent permitted; by law, which may be incurred in connection with, or in any manner of any damage or loss arising from disclosure of proprietary information.
ADDITIONAL CONTRACT TERMS AND REQUIRED DOCUMENTS IN THE EVENT OF A CONTRACT This section sets forth contract terms and the required contract documents that the successful offeror must execute following the award of the contract by the contracting authority. PUBLICATIONS The Contractor agrees to submit to the City's Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City's name is mentioned or language used from which the connection of the City's name therewith may, in the City's judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be reqUired under law.
PROPRIETARY INFORMATION INDEMNIFICATION The Contractor agrees to indemnify and hold harmless the City of Columbus, Ohio and their respective officials, employees and other agents and representatives, against loss, claim, liability in tort or by statute imposed, charge, cost or expense, including without limitation, attorneys fees to the extent permitted; by law, which may be incurred in connection with, or in any manner of any damage or loss arising from disclosure of proprietary information.
TERMINATION FOR CONVENIENCE The City upon thirty days written notice may terminate this agreement at its convenience. The party providing goods or services shall be entitled compensation for goods provided or services rendered under the terms of this contract up to the date of notification of termination.
CONFIDENTIAL INFORMATION The director of the agency requesting proposals may choose to keep RFP information in confidence during the evaluation process and until the time a contract is executed. This information may include all proposal documentation, notes, inclUding detailed prices, references, resumes, technical and cost information, etc. Thereafter, proposals and all submissions will become public information, as the City is subject to R.C. 149.43, the Public Records Act.
TERMINATION FOR DEFAULT If either the City or the Contractor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then the aggrieved party shall give the other party written notice of such failure or violation. The responsible party shall give the other party written notice of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Contract may be terminated immediately by written notice from the aggrieved party to the other party. The option to terminate shall be the sole discretion of the aggrieved party. If it determined for any reason the failure to perform is without the defaulting party's control, fault, or negligence, the termination shall be deemed to be a Termination for Convenience.
CONTRACTOR'S PROPRIETARY INFORMATION Contractor acknowledges that the City is subject to chapter R.C.149.43, the State of Ohio Public Records Law. The City agrees to keep any information confidential except as otherwise required to be disclosed by law including but not limited to the contract. INDEPENDENT CONTRACTOR STATUS The Contractor shall perform its duties as an independent contractor and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an agent or employee of the City of Columbus. The Contractor shall pay when due all required employment taxes and income tax on any monies paid pursuant to the contract. Contractor shall acknOWledge that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage and that the City does not appiy for or otherwise provide such coverage. Contractor shall have no authorization, express or implied, to bind the City to any agreements, liability, or understanding except as expressly set forth in the contract. Contractor shall provide and keep in force worker's compensation (and show proof of such insurance) and unemployment compensation insurance in the amounts required by law, and shall be solely responsible for the acts of the contractor, it's employees and agents.
APPLICABLE LAW, REMEDIES This agreement shall be governed in accordance with the laws of the State of Ohio. All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio. The remedies provided for in this Contract shall not be exclusive but are in addition to all other remedies available under law. ASSIGNMENT This agreement may not be assigned or otherwise transferred to others by the contractor without the prior written consent of the City.
(INFORMATION FOR OFFERORS continued next page)
-3BRevised 6-28-07
INFORMATION FOR OFFERORS (RFP) (Continued) AUTHORITY TO BIND The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.
IN THE EVENT OF A CONTRACT (continued) PROTECTION OF CITY'S CONFIDENTIAL INFORMATION The contractor shall acknowledge that some of the material and Information which may come Into its possession or knowledge in connection with the contract or its performance, may consist of confidential information, the disclosure of which to, or use by, third parties could be damaging. Therefore, access to information concerning individual recipients of the City's selVices to individual clients, among other items, shall not be granted except as authorized by law or agency rule. The contractor shall agree to hold all such information in strictest confidence, not to make use thereof for other than the performance of the contract, to release it only to authorized employees or subcontractors requiring such information, and not to release or disclose it to any other party. The contractor shall agree to release such information or material only to subcontractors who have signed a written agreement expressly prohibiting disclosure. The contractor shall further agree to either destroy or return all such Information at the end of the term of the contract.
PUBLIC LIABILITY INSURANCE The contractor shall take out and maintain during the life of the contract, such public liability (bodily injury and property damage) Insurance as shall protect him from claims from damages for personal injury, inclUding accidental death, as well as from claims for property damage which may arise from operations under the contract, whether such operation be by himself or any subcontractor or by anyone directly or indirectly employed by either of them. Such insurance policy shall include the City as named insured. The contractor shall maintain coverage of the types and in the amounts specified below. Proof of such insurance coverage shall be evidenced by submitting a certificate of insurance. A contractor's "umbrella" type policy with limits specified below may be submitted for this requirement with the City as named insured.
This section does not impose any obligation on the contractor if the information is: (1) publicly known at the time of disclosure; (2) already known to the receiving party at the time it is furnished to the contractor; (3) furnished by the City to others without restrictions on its use or disclosure; or (4) independently developed by the receiving party without use of the proprietary
The amount of such insurance shall be as follows: Bodily Injury Liability: Each Person Each Accident
$1,000,000.00 1,000,000.00
information. Property Damage Liability: WITHHOLDING OF CITY INCOME TAX Pursuant to Section 361.34 Columbus City Codes, 1959: "Said Contractor hereby further agrees to withhold all City income tax assessment due or payable under the provisions of Chapter 361, Columbus City Codes for wages, salaries and commissions paid to its employees and further agrees that any of its subcontractors shall be required to agree to withhold any such City income tax assessments due under said chapters for selVices performed under this Contract."
Each Person All Accidents
$1,000,000.00 1,000,000.00
Such insurance shall remain in full force and effect during the life of the contract. Insurance may not be changed or cancelled unless the insured notifies the City in writing not less than thirty days prior to such change or cancellation. If any part of the contract is sublet, the contractor is responsible for the part sublet being adequately covered by insurance hereinabove described.
WORKER'S COMPENSATION INSURANCE The contractor shall take out and maintain, during the life of the contract, adequate worker's compensation insurance for all his employees employed at the site of the project and, in case any work Is sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance for the latter's employees, unless such employees are covered by the protection afforded by the contractor. The contractor shall furnish three (3) copies of the worker's compensation certificate showing that the contractor has paid his industrial insurance premium.
Contractor assumes all risk of loss and damage to the equipment provided unless loss or damage occurs at the time the operator and equipment are being operated for the purpose designated by the City and such loss or damages is caused by an act of the City or its employee which constitutes gross negligence or wanton misconduct
-3CRevised 10-2-07
THE CITY OF
*
CITY COUNCIL
Request for Proposals for E-Payment Services
Deborah L. Klie, City Treasurer
Proposals Due: April 9, 2015@ 11:00 AM Deliver Proposals To: City of Columbus Purchasing Office 77 North Front St-5'h Floor Columbus, OH 43215
Table of Contents 1
Introduction
1.1 2
3
4
5
6
Purpose
SCOPE AND CLASSiFiCATION
3 3 3
2.1
Scope
3
2.2
Objectives
6
2.3
Classification
7
2.4
Estimated Quantity
7
REQUIREMENTS
8
3.1
General Requirements
8
3.2
Respondent Requirements
8
3.3
E-Payment Solution Requirements
RFP Process Overview
10 15
4.1
RFP Questions and Answers
15
4.2
RFP Schedule of Events
16
PROPOSAL SUBMISSION REQUIREMENTS
16
5.1
Section One: Transmittal Letter and Offer
16
5.2
Section Two: Competence
17
5.3
Section Three: Quality and Feasibility
17
5.4
Section Four: Ability
18
5.5
Section Five: Past Performance
18
5.6
Section Six: Cost & Payment Terms
18
EVALUATION CRITERIA AND PROCESS
19
6.1
Step One of Evaluation
19
6.2
Optional Step Two of Evaluation Process
20
1
INTRODUCTION
1.1 Purpose The City of Columbus, Office of the Treasurer, is soliciting proposals for a city-wide electronic consumer payment solution. The Electronic Payment Solution (E-Payment) will be a city-wide service that will provide each department with the technology to allow their customers options for paying for City services and goods. The solution will provide a full range of E-Payment services including credit cards, debit cards, over the Web, Mobile Phone and the City's current Interactive Voice Response (IVR). These services shall be offered 24 hours a day, 7-days a week, 365 days a year. The City also desires the inclusion of e-check (ACH payments and warehousing from a checking account) with this proposal however City Code necessitates that the successful offeror be approved as a fiscal agent by the City's Depository Commission and Treasury Investment Board. Please refer to Appendix A for Columbus City Code Section 321.11 and Appendix B for fiscal agent guidelines. The E-Payments consumer payment services shall be provided in accordance with all applicable card transaction security rules and regulations including payment card industry and data security standards ("PCI DSS") compliance, all laws, and any other governing authority requirements as may apply.
1.1.1 Approach The Proposer shall provide licensing and services to support E-Payment consumer payments services. Proposer shall also provide assistance in the initial implementation, migration and training, should it be required.
1.1.2 Single Award The City intends to award this solicitation to the highest ranked Vendor that will assume financial and legal responsibility for the contract. Proposals that include mUltiple vendors must clearly identify one Vendor as the "prime contractor" and all others as subcontractors.
2
SCOPE AND CLASSIFICATION
2.1 Scope The City entered into a contract with First Data to provide a platform for electronic payments using PayPoint. The First Data contract expires in 2015. Therefore, the City is returning for a competitive bid to establish a new contract. Currently, the City has 5 departments and approximately 5 applications on this platform. Any contract established as a result of this RFP will be entered into by the Office of the City Treasurer on behalf of City departments but it is anticipated to be used primarily by Public Utilities, Income Tax, Public Safety, Building and Zoning Services, and Public Health. Following is a brief description of organizations current use and future plan for E-Payment.
Page
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o
Columbus Public Health currently offers on-line registration and payment for various pool and food training classes to the public. Additionally, starting May 1, 2015, the public will be able to renew all environmental licenses on-line.
o
Department of Public Utilities (DPU) uses PayPoint for online as well as over the phone payments for water, sewer and electric bills. The customer calls an 800 number or is transferred from an IVR to the PayPoint phone system. For online payments customers go to the DPU web site and use a link to access PayPoint.
o
Building and Zoning Services (BZS) seeks a platform by which BZS can process a credit card transaction using a token rather than the payment card itself. The City requires two separate web portals. The first web portal would be used by the general public to enroll into the payment system and to record/store payment card information. The user would then be provided a token to use as proxy for their payment card. This data would not reside on the City of Columbus hardware or network. The second portal would be used by City of Columbus staff only to process transactions using the payment card token in lieu ofthe payment card.
o
Division of Income Tax - Our current E-File/E-Pay system (First Data) allows individuals and businesses to electronically file certain documents and/or remit payments related thereto online. An individual taxpayer can file and pay their Declaration of Estimated City Income Tax (lR-21) and their Quarterly Statement of Estimated Income Tax Due (IR-18). They can also file and pay their Application for Filing Extension (lR-42) and make payments on any delinquent tax liability. Businesses can file and pay certain documents related to both their net profit and employer withholding accounts. On the net profit side, businesses can file and pay their Declaration of Estimated City Income Tax (BR-21) and their Quarterly Statement of Estimated Income Tax Due (BR-18). They are also able to electronically file and pay their Application for Filing Extension (BR42) and make payments on any delinquent tax liability.
On the employer withholding side,
businesses can file and pay their Employers Deposit of Income Tax Withheld (IT-15) and their Employers Quarterly Return of City Tax Withheld (IT-11) as well as make payments on any delinquent tax liability. Our goal is to have this e-file/e-payment system adjusted to be more user friendly and to be made more flexible for ease of making changes as needed by the Income Tax Division (e.g.
add/delete cities from the various forms as well as change tax rates and
interest rates or modify form content as needed). Our desire is to have the application grow to be able to accept and process bulk filing of returns from payroll services and practitioners. Additionally, our goal is to have this e-pay application modified to accommodate a third credit card option (Discover card) to be added to the other-branded payment (credit/debit) cards (i.e. Master Card and Visa) as well as to continue offering an e-check option. Lastly, our goal is to have this application expanded to allow the taxpayers to access the application by anyone of at least five (5) of the most popular web browsers (e.g. Internet Explorer, Chrome, Firefox, etc.). •
Department of Public Safety, License and Weights and Measures needs a hosted web interface for customer payments.
•
Department of Public Service, Right of Way Permits needs a hosted web interface for customer payments. Page
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The new platform should support the following payment methods: •
Web Service/API, this method allows any front-end application to capture customer data, allow for customer validation and/or authentication, and take the payment information. A Web Service Call is executed from the department's application and links to vendor for payment processing. The vendor's API's provide functions to make a payment, pin less debit check, calculation of convenience fees, agency initiated payment cancellation, payment status, registration, registration inquiry, recurring payments, recurring payment inquiry and payment status retrieval. For each function available through the API, there is an input set of parameters and a corresponding output set of parameters. Web Service/API includes: o Real-Time API Web Services - Web Service API enables a business application to access the electronic payment services using XMl and SOAP (Simple Object Access Protocol) standards for sending messages using the Internet. Business applications can call on a WSDl (Web Service Description language) document, which presents the functionality exposed by the Web Service. o Real-Time API Secure HTTP - The Secure HTTP API interface accepts two types of inputs and can return two types of output. The business application may send data to the interface either through the query string or as FORM POST data. Depending on the applkation request, the API returns its results either via the query string or as the HTTP GET results of the application's query. o Batch API - The batch interface allows a business application to initiate and access payment transactions in an off-line mode. The application accumulates a number of payment transaction requests (a batch) in a single file, uploads them for processing, and then receives a results file.
•
Integrated Voice Response (IVR), this method allows the City's IVR system to transfer the customer to the vendor's IVR system where the customer provides payment information and the vendor processes the payment.
The Proposer will disclose the migration cost as stated in section 3.1.2 of the RFP. Other departments may choose to migrate applications at any time. Departments implementing new applications are not required to use the selected vendor's solution for accepting electronic payments. Parking Violations Bureau currently offers payments over the City's IVR using a Xerox solution, Parks and Recreation offer online payments through QuickScore and Active Network and Golf Card uses Course Trends as a web presence to collect credit card data for online transactions that are then processed at the pas at the golf office. Departments will NOT be required to immediately migrate the applications. An additional area of interest for development is for a centralized payment site which will streamline and simplify City of Columbus residents being able to utilize a single web site that allows them to quickly make payments for City goods or services. This is not a requirement for this RFP but we would welcome Proposers to incorporate recommendations in their responses.
2.1.1 Current payment channels This section lists the City's current First Data PayPoint payment channels.
2.1.1.1
Web Payments
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Department of Public Utilities o Division of Water (http:Uwaterpayments.columbus.gov) Income Tax (https:Uwww.columbusefileJdgs.com/web/welcome.aspx) Building and Zoning Services Public Health (http://cphsystems.org/webpayf)
2.1.1.2 IVR Payments •
Department of Public Utilities
2.1.1.3 Mobile Payments e
There are no current mobile payment channels
2.2 Objectives The objective is to provide the departments with a robust state-of-the-art solution, that will provide citywide E-Payment solution, that will accept payments via the internet, integrated voice response (IVR), and mobile devices while keeping all storage, processing and transmission of cardholder data off of the City's network by means of hosted services provided by the successful vendor. The City expects to achieve the following: •
Allow City departments to implement different payment processing options for bill presentment, payment methods, channels, convenience fees, recurring and one time payments, etc.
e
Provide a reliable, cost effective payment solution for the City and City customers
•
Provide efficient migration of existing E-Payment applications, if required
e
Allow for bulk or batch uploading and payment by payroll services and tax practitioners of employers deposit of income tax withheld from employee wages
e
Allow City departments to offer a mobile phone payment option
•
Provide significant experience implementing and supporting electronic payment applications for a variety of governmental and non-governmental organizations
•
Provide the experience and ability to provide the City with direction, advice, analysis, workflow/business process recommendations, and technical implementation support
•
Meet all PCI compliance standards. Detailed information about PCI DSS can be found at the PCI DSS Council's website:www.pcisecuritystandards.org
•
Provide the ability and resources to provide electronic payment (credit card and ACH) processing technology and services. This technology and services will be interfaced to City systems that Page
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provide customers with the ability to pay for services and/or goods. The technology must also provide settlement processing with the City's bank/processor Huntington Merchant Services for credit cards and JP Morgan Chase Bank for ACH. G
G
Provide any migration necessary to existing web and IVR payment applications to the new payment platform with minimal impact to City applications. Provide the ability and resources to design, implement, and support the City's portion of the electronic payment applications, including the front end Web pages and the interfaces to the associated business applications. Some departments may request this service.
2.3 Classification Qualified vendors must have experience providing the services described in this RFP. Qualified vendors must submit documentation of a minimum of three (3) E-Payment solution deployments with current customers utilizing a hosted solution. Deployments must have been completed in the past three (3) years, and be comparable to the size and complexity of the City's desired solution. Deployments to public sector organizations are preferred. Qualified vendors must also submit documentation of PCI DSS compliance.
2.4 Estimated Quantity The City processes approximately two and a half (2.5) million credit/debit card transactions annually, involving approximately $94 million in total. These transactions occur at various point-of-sale locations throughout the City, and through web and IVR channels. The following table summarizes activity for the past twelve months. The table below shows the annual transaction volumes and average payment amounts for each application for 2014: City Department/Division credit Income Tax card ACH Income Tax credit Department of Public Utilities card credit Building & Zoning card credit Health card
Volume 2,140 4,630
Dollars 693,524.11 5,059,884.97
278,162 67,156,228.49 9,869
1,724,125.00
202
17,880.00
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3 REQUIREMENTS 3.1 General Requirements 3.1.1 Term The proposed contract shall be for one (1) year. The contract will not automatically renew, but can be annually extended for a total of nine (9) additional years subject to annual appropriation, and approval from proper City authorities.
3.1.2 Pricing Respondents to this RFP are required to propose firm and fixed costs including but not limited to transaction fees, analysis fees, consulting fees, technical development fees, training fees, etc. These costs must include out-of-pocket expenses, including travel expenses. Price proposals that do not offer comprehensive costs (including all out-of-pocket and travel expenses) will not be considered. Firm and fixed fee schedule costs should be clearly identified as being associated with: costs of migrating from existing E-Payment solution; costs of provisioning of new services; costs of ongoing hosting and support fees; and other costs as necessary. The schedule must include all minimums, per-transaction and/or perminute charges applicable to the proposed solution. The City requires any associated setup costs be provided in advance and in the form of either on-site assistance or remote assistance options. The Electronic Payment Service Provider will create a separate Work Order agreements with each department based on the individual requirements of their E-Payments needs. For example, one department may require limited implementation support and elect to do the Web and interface development on its own. Another department may elect to have the service provider do the Web and interface application development work. The City requires such costs to be provided in the form of an hourly rate for on-site or remote system development services. For each of the services identified, respondents to this RFP must provide a proposed schedule for the next option periods (i.e. years two through ten). Pricing may be expressed as a percentage increase.
3.1.3 Work Hours Any work under this RFP that will be required to be performed, completed, and managed at City of Columbus premises shall be conducted during standard business hours (Monday through Friday, 8:00 a.m. - 5:00 p.m. EST, excepting City holidays) unless otherwise agreed upon in advance. The City will provide work space and at least one PC for the Vendor. At its sole discretion, the City may arrange remote connectivity at Vendor's request. The City has wireless Internet connectivity in many locations.
3.1.4 Supplier Personnel The successful vendor will provide evidence of background checks of employees assigned to the project. Upon request of the City, the Vendor shall withdraw any of the Vendor's employees on assignment to the City who is, in the City's reasonable opinion, unsatisfactory for servicing the City's needs. In all such cases, the Vendor agrees to assign a replacement employee who is acceptable to the City, as soon as possible. Vendor shall disclose any subcontractors to be used along with the location of their offices.
3.2 Respondent Requirements
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The following are minimum qualifications and licensing requirements that the Vendor must meet in order for their proposal submittal to be eligible for evaluation. The City requests a one-page or appropriate-length document as part of your proposal response, to clearly show compliance to these minimum qualifications. The RFP Coordinator may choose to determine minimum qualifications by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how you meet the minimum qualifications without looking at any other material. Those that are not clearly responsive to these minimum qualifications shall be rejected by the City without further consideration:
3.2.1 Payments The proposed solution must support all major card brands as well as electronic checks (ACH) payments. The solution must provide for the submission of form applications or filings while facilitating the user's payment via ACH credit.
3.2.2 PCI Compliance The Proposer must provide certification of compliance with all current Payment Card Industry (PCI) standards.
3.2.3 PABP Compliance The Proposer must provide certification of compliance with all current Payment Application Best Practices (PABP) standards.
3.2.4 Relevant Experience Proposer must submit documentation of a minimum of three (3) E-Payment solution deployments with current customers utilizing a hosted solution. Deployments must have been completed in the past three (3) years, and be comparable to the size and complexity of the City's desired solution. Respondents must briefly document capabilities and submit an outline of its experience including information describing the current corporate organizations date of incorporation, ownership, corporate office, number of years in business, total number of employees, services offered, and corporate ethics statement.
3.2.5 Experienced Staff The primary staff assigned to the project must have completed at least two (2) previous successful implementations of E-Payment software.
3.2.6 Certified Reseller (or Factory Authorized Reseller) The Proposer, if other than the manufacturer, shall submit with the proposal a current, dated, and signed authorization from the manufacturer that the Proposer is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to comply with this requirement may result in bid rejection. This includes the certification to license the product and offer in-house service, maintenance, technical training assistance, and warranty services, including available of spare parts and replacement units if applicable.
3.2.7 References Respondents to this RFP must provide references to verify capabilities, experience, and work history in delivering the services described in this RFP. A minimum of three (3) references are required. References should consist of projects of a similar scope, complexity, and cost. The reference contact information shall include the customer name, start/end dates of the project, customer e-mail address, street address, telephone number, fax number, and a description ofthe services provided.
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3.2.8 City of Columbus Contract Compliance If you do not have a valid City of Columbus Contract Compliance Number, please see the City's While prospective procurement site to obtain one: http://vendorservices.columbus.gov/e-proc/. vendors can respond to this RFP without a contract compliance number, the successful respondent to this RFP must obtain a contract compliance number as a condition of doing business with the City. The City is committed to equal business opportunity, and strongly encourages participation from minority/female business enterprises in this and all City procurement.
3.3 E-Payment Solution Requirements The following are mandatory technical reqUirements that the Vendor must meet for the proposal to remain eligible for consideration. You must clearly show that your product or service meets these mandatory technical requirements, or your proposal will be rejected as non-responsive. The City requests a one-page or appropriate-length document as part of your proposal response, to clearly show compliance to these mandatory technical requirements. The RFP Coordinator may choose to determine mandatory technical requirements by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how you meet the mandatory technical requirements without looking at any other material. Those that are not clearly responsive to these mandatory technical requirements shall be rejected by the City without further consideration: 3.3.1 General Requirements " The City will only consider hosted E-Payment solutions providing the capabilities outlined in this RFP. "
The proposed solution must be able to accept Credit/Debit Card Payments using Web API/ Web Service, hosted bill payments, and IVR.
"
The proposed solution must be able to accept ACH Payments using Web API/Web Service, hosted bill payments, and IVR.
"
The proposed solution must be able to establish recurring payments for credit cards, debit cards, and ACH.
"
The solution must provide for the submission of form applications or filings while facilitating the user's payment via ACH credit.
"
The solution must provide for the collection of data from the users form, filing, registration, or application as required by each department and facilitate the uploading of such data to departmental applications.
"
Although a specific department may require the creation of a user id and login, the proposed solution must allow customers to make a payment without creating a user-id and login.
•
The proposed solution must be able to validate ABA routing and transit numbers for ACH payments real time.
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The proposed solution must be able to provide payment data files that includes user defined data.
o
The proposed solution must be able to transmit payment details to the bank/processor.
e
The proposer must be able to provide an independent test report stating the application is free from known security defects.
3.3.2 Functional and Technical Requirements
3.3.2.1
Payment Processing Platform
This will be a central platform that allows payments to be made via the Web, the City's IVR or by mobile devices. The customer may make the payments with a credit card, debit card, and/or a checking account debit via ACH. The payment platform will allow the City to charge or not charge a convenience fee by department and/or application subject to the requirements of the card brand associations. The payment platform will provide confirmation numbers, notifications, and messages during the payment process as well as account-specific payment histories.
3.3.2.2 Hosted Bill Presentment and Payments The solution will offer the ability to host City payment applications including presenting customer billing statements, billing history, payment history, account information, and processing credit card, debit card, and ACH payments.
3.3.2.3 Web Service / API Payments The solution will provide a web service/API for processing customer payments from a web application or mobile device. The web service/API will support several methods to give the City flexibility in developing payment applications.
3.3.2.4 Pass through Payments This solution will have the ability for the application to collect customer information (not including debit card, credit card, or bank account information) and pass control to a vendor web page for payment processing. This process includes two way communications between the City application and the vendor's payment processing page.
3.3.2.5 Interactive Voice Response (IVR) The City's IVR system will continue to be used for all functions. The solution will be able to accept payments via an IVR system and integrate with the City's IVR system. The solution will support the
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ability to host customer information required for payment processing (account numbers, amounts due, etc.).
3.3.2.6 Mobile Payments The proposer must provide the ability to accept payments via a mobile device. The proposed solution must support the ability to brand the application to be consistent with City mobile applications. The proposed solution must offer fully secure and encrypted payment processing, web payments.
3.3.2.7 Financial Processing and Funds Settlement All funds from credit card transactions must be settled in the City's bank accounts and use the City's merchant services provider, currently Huntington Merchant Services. Funds from ACH transactions must settle in JP Morgan Chase Bank. The proposer shall advance funds to the City of Columbus from ACH transactions to allow for daily posting. The proposer must create and transmit daily payment data files for posting to departmental receivable and receipting applications.
3.3.2.8 Administrative Tools and Reporting The solution will provide a web-based administrative tool that will allow inquiry capabilities, reporting, and allow for all transactions to be journalized for auditing purpose. This functionality must be available to all departments within the City.
3.3.2.9 Payment Data Files Provide the ability to create and transmit daily payment data files for posting into each departmental receivable and receipting application. See current listing of departmental applications below. Division Department of Public Utilities Department of Building & Zoning Services Division of Income Tax Department of Public Safety, License Section Columbus Public Health
Application Hansen Banner CIS Accela Tax EPay I Public Service Corp. Medallion Decade
3.3.2.10 Information Data Files and Reports The solution must provide for the collection of data from the users form, filing, registration, or application as required by each department utilizing formats developed thereby and facilitate the download of such data to departmental applications. The proposed solution must provide the ability to transmit account maintenance requests by department. Page 112
3.3.2.11 Infrastructure The software solution system processes, and partners must adhere to the requirements of the full Payment Card Industry Data Security Standard (PCI DSS).
3.3.2.12 Quality Management and Change Control The proposed solution must include quality management and change control procedures.
3.3.2.13 Customer and Technical Support The vendor will proVide customer service with the ability to answer questions from both City constituents and the City employees. The Vendor will prOVide technical support that includes guaranteed response times and a documented escalation process.
3.3.3 Security Requirements 3.3.3.1
Industry and Regulatory Compliance
The proposer must demonstrate compliance with: • • •
Payment Card Industry (PCI) standards Payment Application Best Practices (PABP) Health Insurance Portability and Accountability Act (HIPPA)
3.3.3.2 Security Controls The proposer is responsible for ensuring that appropriate organizational, procedural, and technical controls are in place to safeguard the City's and its customers' information.
3.3.4 Management Requirements The City requires a vendor to perform all necessary tasks to initiate and activate the E-Payment service for the City. Tasks will include application setup or on boarding, testing and certifying the solution, providing solution documentation, and administration/security setup. The City will provide access to facilities and systems necessary for setup and configuration, and provide necessary information to include merchant and bank information. The City will also assist in designing and configuring customer interfaces required for the E-Payment solution.
3.3.4.1
Personnel Resources
The Proposer must warrant that any key staff members identified by the Proposer and accepted by the City shall be dedicated to the City's project as that person's primary assignment for the duration of such person's employment by the Proposer and that any change in assigned key staff is subject to prior City approval in writing. Page 113
3.3.4.2
Project Management
The proposer must provide expertise and experience in the end-to-end installation of the platform. This will include Project Management, Functional and Technical resources. The Proposer must designate the Project Manager who will have overall, daily responsibility for the project. This person will be responsible for the Proposer's project management and coordination with the City. The Proposer must provide an estimate of the timeline to complete migration of existing applications and implementation of new applications.
3.3.4.3
1"raining
The proposer is responsible for providing training to departments that utilize the E-Payments platform to enable the City to effectively leverage the capabilities that are presented with the solution. This may include training for different City departments, customer service staff, back-office, technical and functional staff. Training can be classroom based or remote. The City has automated training facilities equipped with overhead projection and smart boards that can be utilized for delivering classroom based computer training. These facilities can accommodate up to twenty persons per session.
3.3.5 Customer Payment • •
• • • •
•
•
The solution must be capable of processing transactions using a credit card, debit card, PINless debit and ACH. In addition to card account information, the solution must be capable of requiring additional information (e.g. a water utility account number) for processing transactions that require additional information. The solution must provide for the submission of form applications or filings while facilitating the user's payment via ACH credit. The solution must be capable of supporting electronic bill presentment for different City billers. The solution must be capable of incorporating a "convenience fee" requiring City customers to pay per-transaction fees associated with E-Payment services. The solution must present the customer with a review of the payment information collected before requesting payment authorization. The solution should enable customers to change information on review. The solution must require the customer to confirm the information before authorization is initiated. When authorization is complete, the solution must present the customer with payment confirmation. If authorized, the confirmation must include a unique confirmation number representing the transaction and its disposition. If declined, the solution must present options for attempting the payment again by correcting errors or using a different card or account. The solution should enable enrolled customers to establish recurring payments for different City billers.
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3.3.6 Data Management • The solution must include capabilities for authorized City users to import and export data using a web interface that enables manual data management functions. This interface should enable users to initiate batch jobs and track the status of jobs submitted. • The solution should include capabilities for authorized City systems to import and export data using Secure FTP (SFTP) or comparable protocol. Capabilities should include an administrative web interface to enable authorized system/application administrators to schedule and track the status of automated batch jobs. 3.3.7 Administration • The solution must include functions that enable authorized City users to administer support to consumers making payments. These functions should include payment search, cancel or void payment, record chargeback or chargeback reversal, and refund. • The solution must control access to administrative functions using role based security and also enable access controls based on City biller (e.g., only public utility users can see utility billing and payment information). • The solution must include standard reports accessible to authorized City users. • The solution should enable authorized City users to save (download) reports in pdf, text, or Excel format.
4
RFP PROCESS OVERVIEW
Selection of the winning proposal shall be in accordance with the relevant provisions of Chapter 329 of Columbus City Codes, 1959. Any agreement or contract entered into will be in accordance with the provisions of Chapter 329 of Columbus City Codes, 1959, the standard agreements for professional services of the City of Columbus, and all other applicable rules and regulations. The Columbus City Codes can be found at http://ordlink.com/codes/columbus/.
4.1 RFP Questions and Answers In order to enable accurate communication with respect to this RFP, to provide Vendors the opportunity to seek clarification on matters pertaining to the RFP requirements, and to enhance the Vendors' understanding ofthe City's needs, the City will accept questions from potential Vendors. 4.1.1 Question process Specific questions concerning the RFP requirements should be submitted in writing before 11:00AM Eastern on March 11, 2015. Written questions must be sent via email to:
[email protected] and include this solicitation number in the subject line. Questions submitted to other email addresses will be ignored. 4.1.2 Answer Process Written responses to all pertinent questions will be prepared by the City of Columbus and published as an addendum at http://vendorservices.columbus.gov/e-proc/. Responses will be sent by March 16, 2015 at 5:00 p.m. Eastern. This will ensure accurate, consistent responses are provided to all potential Vendors.
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4.2 RFP Schedule of Events The following RFP schedule of events represents the City's best estimate of the schedule that will be followed. All times are Eastern Time. Event RFP Issued Deadline for written questions City response to questions issued RFP Due
Date/Time (if applicable) March 2, 2015 March 11, 2015 at 11:00 AM March 16, 2015 at 5:00 PM April 9, 2015 at 11:00 AM
Notice of Award
Approximately 3 weeks after RFP due Approximately 3 weeks after Notice of Award May 21,2015
City Council Approval of Contract Anticipated Project Commencement
5
PROPOSAL SUBMISSION REQUIREMENTS
Vendor's response to this RFP should provide a clear and concise description of the Vendor's proposal and capabilities. Emphasis should be on completeness and clarity of content. Vendor shall provide one (1) original and three (3) copies oftheir proposal. Proposal should be in clear and succinct language and no longer than fifty (50) pages on twenty-five (25) double-sided sheets, not including samples and/or attachments. Plastic or ringed binders and non-recyclable paper are discouraged. An electronic copy of the proposal must also be submitted on a CD or equivalent storage device. Proposals shall be organized in the following sections:
5.1 Section One: Transmittal Letter and Offer A dated letter oftransmittal on the Vendor's letterhead must be in each submittal and include, but need not be limited to, the following information:
5.1.1 Offer Period Statement of proposal is valid for 180 days.
5.1.2 Signature The signature of a person authorized to legally bind the Vendor to the extent of a potential contract agreement with the City.
5.1.3 Identify Materials Identification of all material enclosures submitted in response to the RFP.
5.1.4 Contact Information The name, e-mail address, street address, and telephone number of the individuals to which inquiries relating to this RFP should be directed.
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5.2 Section Two: Competence Vendor shall demonstrate through its background and qualifications that it is capable of providing the services described in this RFP by submitting the following information in its response: 5.2.1 Company History/Facts Vendor should give a brief summary of the company's background. Please use this section to include any pertinent facts not otherwise requested. 5.2.2 Qualifications A brief descriptive statement indicating the Vendor's qualifications to deliver the services requested in this RFP. Successful vendor must have completed at least three (3) similar engagements in the past three (3) years. 5.2.3 PCI DSS Compliance Respondents to this RFP must be a PCI Levell Service Provider, and submit documentation to validate PCI DSS compliance.
5.3 Section Three: Quality and Feasibility 5.3.1 Proposed Solution Describe at a high level the key benefits of the proposed system, and how it differs from competitive offerings. Include screenshots or other graphic images illustrating the administrative and end-user application interface. Proposed solutions must be off-premise and address the following items: • PA DSS Compliance: Submit documentation showing that the proposed solution complies with PA DSS, as determined by a Qualified Security Assessor. • System Availability: Describe any guarantees, or service level standards, for the percent of time that the system will be available to end-users. Provide statistical information demonstrating that service availability standards have been achieved for current clients. • System Security: Describe capabilities for maintaining security in the vendor data center, and ensuring that application data is protected from unauthorized access. Include information demonstrating compliance with the most recent PCI DSS standards. • System Integration: Describe abilities to integrate the hosted system with existing City applications, using standards-based integration tools (e.g., APls and/or Web Services). • Application Configuration: Describe abilities to configure and personalize the system to meet the City's specific needs. • Application Updates and Enhancements: Describe schedule for updating the hosted application, and protocols used to coordinate updates with customers. • Application Support: Describe the training, phone, e-mail, and other application support provided to customers. Describe any guarantees, or service level standards, for support response times. • Service Level Agreements: Describe the service level agreement associated with the price proposal. Describe any credits or refunds offered in the event that service levels are not achieved. • Disaster Recovery: In the event of a major disaster, describe capabilities (failover and redundancy) for restoring end-user access to the system and expected time frames for restoration. Also describe the amount of data loss that can be expected in case of disaster. • Service Termination: In the event the hostingagreement is terminated, describe procedures for the City to obtain its data. Page 117
5.3.2 Solution Provisioning Plan Explain your service delivery plan for provisioning the E-Payment solution. Provide an example project plan with timelines (assuming the start date listed in section 4.2), milestones, and deliverables. Identify all necessary resources, both vendor-provided and City-provided to successfully produce the deliverables within the timeline proposed. Of particular interest is the amount of City-provided time you will need to successfully provision the E-Payment solution. Proposals that fail to include a fUlly resourced example project plan with timelines will be considered non-responsive. 5.3.3 Satisfaction of Requirements Describe how the proposed solution satisfies the high level requirements outlined in section 3.3.
5.4 Section Four: Ability Vendor must demonstrate the ability to complete the project as planned and on schedule. 5.4.1 Workload Vendor shall provide a calendar covering the proposed service delivery time frame indicating periods when the vendor has the resources available to work on the project, and periods when the vendor will not be available to work on the project. Previous commitments do not need to be disclosed specifically, but should be blocked out on the calendar. Preferred times to commence work on the project should be indicated. 5.4.2 Financial Responsibility Vendor shall provide documentation of financial responsibility, financial stability, and sufficient financial resources to provide the scope of services to the City in the volume projected and Within the time frames required. This documentation may take the form of: a letter of credit or reference from a bank or other financial institution; an insurance policy or bond; audited financial statements; and a satisfactory credit rating from a reputable credit rating agency.
5.5 Section Five: Past Performance Vendor must be able to demonstrate experience providing the services described in this RFP by submitting the contact information of three (3) Professional Reference(s). The reference contact information shall include the name, e-mail address, street address, telephone number, fax number, and a description of the contract amount and service that was provided.
5.6 Section Six: Cost & Payment Terms 5.6.1 Cost Respondents to this RFP are required to propose firm and fixed costs for setup, development, configuration and training services (see 3.1.2). These costs must include out-of-pocket expenses, including travel expenses. Price proposals that do not offer comprehensive costs (including all out-ofpocket and travel expenses) will not be considered. In addition to these professional service fees, respondents must also propose a firm and fixed fee schedule associated with ongoing support and hosting (see 3.1.2). The schedule must include all minimums, per-transaction and/or per-minute charges applicable to the proposed solution. 5.6.2 Payment Terms The City's standard terms are Net 30 days, but will consider early payment incentives as part of its evaluation. Payment terms that include late payment penalties are not acceptable. Page 118
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EVALUATION CRlTERIAAND PROCESS
Proposal responses shall be reviewed, judged, scored, and ranked by an evaluation committee consisting of City staff. Evaluation will be a multi-step process consisting first of a complete proposal submission prior to the RFP deadline, a review of the proposals by the City evaluation committee, and then two (2) or more ofthe highest rated vendors may be selected with which to hold additional discussions.
6.1 Step One of Evaluation Evaluation Committee will study the proposals and rate them according to the following:
6.1.1 Vendor's Competence (Section 5.2) - 15 points total this section To receive points on this criterion, proposals must document completion of at least three (3) similar projects in the past three years. To receive points on this criterion, proposals must also include documentation showing that the vendor is a PC! Levell Service Provider in compliance with PCI DSS. Up to fifteen (15) points will be awarded based on the vendor's background and qualifications as described in the proposal. Higher points will be given to respondents demonstrating competence to perform the required service as indicated by its background and qualifications. Higher points will be awarded to vendors with experience provisioning and providing hosted E-Payment services to public sector organizations.
6.1.2 Quality and Feasibility (Section 5.3) - 30 points total this section A maximum often (10) points will be awarded based on the overall expected benefits of the system as described in section 5.3.1. Particular attention will be paid to demonstrated compliance with PCI DSS. A maximum of ten (10) points will be awarded based on the quality and feasibility of the proposed provisioning plan described in section 5.3.2. Higher points will be awarded to proposals that provide deliverables sooner, and clearly identify needed City staff hours and other resources necessary for successful delivery. A maximum of ten (10) points will be awarded based on satisfaction of the high level requirements described in section 3.3.
6.1.3 Ability (Section 5.4) - 5 points this section Up to five (5) points will be awarded based on availability of proposed staff. Higher points will be awarded to proposals demonstrating that personnel can be made available to meet the City's needs at the time services are needed.
6.1.4 Past Performance (Section 5.5) - 20 points this section To receive points on this criterion, proposals must include contact information for at least three (3) professional references, as described in section 5.5. All professional references will be contacted to evaluate such factors as quality of work, success in controlling costs, and success in meeting deadlines. Up to twenty (20) points will be awarded to vendors with a proven track record of success in providing quality services on projects of a similar size and complexity.
6.1.5 Cost & Payment Terms (section 5.6) - 30 points this section Up to ten (10) points will be awarded based on proposed costs of provisioning the system (costs for setup, development, configuration and training per 3.1.2). Ten (10) points will be awarded to the lowest cost proposal and other proposals will receive proportionately fewer points. Page 119
Up to twenty (20) points will be awarded based on the proposed fee schedule for ongoing support and hosting of the system (per 3.1.2). Higher points will be awarded for lower expected cost based on current City transaction volumes (see 2.4). Higher points will be awarded to fee schedules that are easier to understand, based on the judgment of the evaluation committee.
6.2 Optional Step Two of Evaluation Process At the discretion of the evaluation committee, two (2) or more of the highest rated vendors may be selected for holding additional discussions to elaborate upon their qualifications and proposals in follow up interviews with the evaluation committee.
6.2.1 Demonstration/Presentation Finalists will be asked to present their proposed solutions. The presentations will include scripted scenarios, City specific information, and questions from the City. Presentations are ordinarily provided at City of Columbus facilities, but online presentations (e.g., using WebEx) are acceptable.
6.2.2 Revisions The committee may permit revisions of proposals so long as all vendors who are selected for additional discussions are given equal opportunity.to revise their proposals.
6.2.3 Selection Vendors selected for this phase will be evaluated using the same criteria outlined in section 6.1, incorporating any additional information provided during the presentation and in revised proposals. The evaluation committee will recommend an award to the Depository Commission and Treasury Investment Board. With the concurrence of the Depository Commission and Treasury Investment Board, the City Treasurer and successful Offeror will negotiate a contract. With approval from the City Council, the City Treasurer and successful Offeror will execute the contract.
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PROPOSAL To the Finance & Management Director of the City of Columbus, Ohio: We (I) propose to furnish the following article(s) and/or service(s) at the price(s) and terms stated subject to all instructions, conditions, specifications and all attachments hereto. We (I) have read all attachments including the specifications and fully understand what is required.
Delivery: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - calendar day(s) after receipt of order. Terms:
Company Name or Bidder's Name:
Business Address of Bidder:
REQUIRED Company Employee Information: Total number of company employees Total number of company employees working in Columbus Additional number of employees that will be working in Columbus in the event this contract is _ awarded to your company =
=
-
=
---
-
The full name and residence of all persons and parties interested in the foregoing bid are: (If a corporation, give the name and address of the president and secretary; if firm or partnership, the names and address of the Members or partners.)
Name
Address
Authorized Signature X
Title: (SIGNATURE MUST IN WRITING IN OTHER THAN BLACK INK)
REVISED
10-5-05
-6-
----(=TI=TL:-:E":7M=-U"'ST=-B=E::-:G::7.IV - ::E"'N::-:)--
CONTRACT SIGNATURE AFFIDAVIT (Must be completed when the individual signing the Contract is NOT an officer or Member of the Company.) STATE OF:
_
COUNTY OF:
_
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ , being duly sworn, deposes and says that he/she is
_ _----;:=--:-- of_---::=-
:-;-_-;--(Company Name)
(Title)
, a Corporation, LLC, or LLP organized and existing under
and by virtue of the laws of the State of
, and having its principal office at
City, State, Zip Code Affiant further says that he/she is familiar with the records, minute books and by-laws of
(Company Name) Affiant further says that is (Name of Person Signing Contract)
----, (Title)
_
Of the Company and is duly authorized to sign the Contract for :
_
-::-::_-::-::--::,-----:--:=:-_.,-_-:;:-_--:---:-_----,For said Company by virtue of -::-:---:(State whether the provision of by-laws or a resolution of the Board of Directors. If resolution, give date of adoption.)
Signature of Affiant** ** AFFIANT MUST BE SOMEONE OTHER THAN THE INDIVIDUAL SIGNING THE CONTRACT:*
Sworn to before me and subscribed in my presence this
day of
Notary Public My Commission Expires:
_
7
20__
Non-Collusion Affidavit (This affidavit must be executed for the proposal to be considered) State of
-')
County
)
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, being first duly ,(sole owner, a partner, sworn deposes and says that the is, president, secretary, etc.) of the party making the foregoing proposal or bid; that such bid is genuine and not collusive or sham; that said bidder is not financially interested in, or otherwise affiliated in a business way with any other bidder on the same Contract; that said has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid, or that such other person shall refrain from bidding, and has not in any manner directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or any other bidder or to secure any advantage against the City of Columbus, Ohio or any person or persons interested in the proposed Contract; and that all statements contained in said proposal or bid are true; and further, that such bidder has not directly or indirectly submitted this bid, or the contents thereof or divulged information or data relative thereto to any association or to any member or agent thereof.
Signature of Affiant Sworn to and subscribed before me this
day of
, 20__.
Notary public in and for
(Seal)
(county)
(state)
My commission expires:
8
321.11- Authorized fiscal agents for the collection of city funds. The Columbus depository commission shall have the authority to designate a person or organization as an authorized fiscal agent, subject to the approval of the city auditor. An authorized fiscal agent shall be responsible for the collection and temporary custody of city funds until such time as the funds can be deposited into a bank account of the city that has been approved as an eligible depository pursuant to Section 321.09 of the city codes. Funds collected by an authorized fiscal agent as previously described shall not be construed as a deposit as defined in Section 321.02 of the city codes. The Columbus depository commission shall promulgate rules and regulations, subject to the approval of the city auditor, for any person or organization designated as an authorized fiscal agent. Any person or organization designated as an authorized fiscal agent shall be held to all of the duties and obligations of a fiduciary as set forth by the laws of the state of Ohio. (Ord. 21-01 § 1.)
Page 1
Columbus Depository Commission Authorized Fiscal Agent Guidelines Amended March 27, 2014
The Columbus Depository Commission, pursuant to Columbus City Code 321.11, hereby amends the guidelines for the designation of a person or organization to act as an Authorized Fiscal Agent of the City of Columbus. These guidelines are as follows: 1. All persons or organizations wishing to serve as an Authorized Fiscal Agent of the City of Columbus shall be subject to the approval of the Depository Commission of the City of Columbus. 2. All entities approved to serve as an Authorized Fiscal Agent of the City of Columbus may be required to provide a Bond to the Columbus City Treasurer in an amount to be determined by the Columbus Depository Commission. 3. All funds initially collected and deposited by an Authorized Fiscal Agent of the City of Columbus must be transferred into an account of the City of Columbus in an Eligible Depository, as directed by the City Treasurer, subject to the approval of the City Auditor. 4. The transfer of funds from an Authorized Fiscal Agent may be facilitated by the use of check truncation and an ACH transaction in which the credit transfer to the City of Columbus is offset by debits to the respective issuing banks for the checks. 5. The Columbus Depository Commission shall have the authority to set forth additional requirements for an applicant on a case-by-case basis.
