1-SLCI26037.pdf

SLCI26037 Request for Information (RFI)

Salt Lake City – Cashiering Point of Sale System

Salt Lake City Corporation (City) is seeking information from qualified vendors regarding city-wide cashiering and point of sale (POS) solutions. The goal is to learn more about point of sale systems that can improve efficiency, provide reliable integration with Workday Financial Management, and enhance customer payment options. This RFI is for information-gathering purposes only and does not constitute a solicitation or commitment to purchase.

The City currently utilizes Teller, TMS Cash Register, Online Cash Receipt (in house custom systems to be replaced), OpenCounter, LightSpeed, ActiveNet and Square. The City is currently under the State of Utah contract with Chase Paymentech for merchant services. The City has several sub systems that are not POS that need to be integrated into one POS system. The City accepts cash, check, credit/debit, ACH, online payments, IVR payments (Lumen), and requires a modern solution to support in-person transactions at multiple locations.

Objectives

Through this RFI, the City aims to:

• Understand available cashiering/POS system capabilities and solutions.

• Understand options for integration with Workday Financial Management.

• Understand options for integration with internal sub systems (Accela, PUBS, CORIS, ACT, Salesforce, Special Assessment App)

• Explore features for payment processing, reconciliation, and reporting.

• Assess vendor experience with municipal/government clients.

• Identify potential implementation considerations and costs.

Desired Functionality

Vendors are asked to provide information on the following functional areas:

• Core Cashiering Functions: cash, check, debit card, credit card, ACH handling; refunds;

voids; audit trails, ability for payment plans/recurring payments for both cards and ACH.

• Payment Options: support for debit/credit card payments, contactless, mobile wallets, online bill pay integration, phone payments, credit card payment kiosks(cashless).

• Integration: Workday Financial Management, merchant services.

• Security & Compliance: PCI compliance, encryption, fraud prevention, audit logging.

• User Features: receipt printing (digital and paper), multi-location support, cashier permissions/roles, admin roles.

• Reporting & Analytics: daily reconciliation, transaction reporting, dashboards, historical data retention.

• Hardware Needs: POS terminals, receipt printers, card readers, barcode scanners, check scanners, credit card payment kiosk(cashless).

Vendor Information Requested

Please limit your response to 100 pages. Please provide responses to the following:

1. Description of cashiering/POS solution(s) offered.

2. Integration capabilities with Workday Financial Management.

3. Available payment processing and merchant service partnerships.

4. Security standards and compliance measures.

5. Typical implementation timeline and project approach.

6. Can you provide a range of estimated implementation fees/costs?

7. Does your product integrate with ACT, Accela, CORIS, PUBS, Salesforce?

8. Do you provide secure APIs for invoice processing?

9. Licensing and support models (on-premise vs Cloud)

10. Preliminary cost estimate or pricing model for merchant fees(hosting, monthly, annual, maintenance).

11. Will this fee be invoiced separately or automatically charged to the City’s account?

12. Is there a per-transaction fee? If yes, what is the rate?

13. Is there a credit card processing fee? If yes, what is the rate?

14. Are there chargeback or NSF fees? If yes, what are the amounts?

15. Can your product apply and collect a 2.4% credit card surcharge on behalf of the City?

16. Certain services are exempt from credit card fees under City ordinance 3.16.060 (debit cards are exempt). Does your product support this requirement, and if so, how is it handled?

17. How are credit card processing fees handled—are they deducted before deposits are made to the City’s account?

18. How often will deposits be made—daily, weekly, or monthly?

19. Will the City receive one deposit per day for all tender types?

20. What level of technical support is offered and what are typical response times.