2107 Addendum 1.pdf

RFP 2107 Cashiering Solution Addendum 1 Vendor Questions and Kenosha County Responses

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Section 1.1 - Overview

1. Is the system vendor required to provide:

The cashier stations hardware?

A No; but, if special hardware is required for your solution, it shall be clearly stated in the proposal.

Hardware break/fix maintenance/exchange?

A No; and, see clarification to prior bullet.

How many different sites have cashier stations?

A 8 stations on the current system

Section 1.2 – About the Project

2. What are the transaction volumes by quantity and dollar value for the various types and methods of transactions?

The following transaction metrics are provided here to address a number of questions asked on this subject.

Metric FY 2019 FY 2020 FY 2021 Projected

Number of transactions processed in person 6557 3883 6600

Revenue from in-person transactions 75,829,330.10 60,574,947.17 75,000,000.00

Number or transactions processed online N/A (1) N/A (1) N/A (1)

Revenue from online transactions N/A (1) N/A (1) N/A (1)

Number of transactions processed by phone N/A (1) N/A (1) N/A (1)

Revenue from phone transactions N/A (1) N/A (1) N/A (1)

Number of transactions processed by ACH N/A (2) N/A (2) N/A (2)

Revenue from ACH transactions N/A (2) N/A (2) N/A (2)

Number of transactions processed by e-Check N/A (2) N/A (2) N/A (2)

Revenue from e-Check transactions N/A (2) N/A (2) N/A (2)

Number of transactions processed by Debit and Credit Card

967 (3) 1046 (3) 1100 (3)

Revenue from Debit and Credit Card transactions 216,276.31 (3) 300,898.16 (3) 250,000.00 (3)

Number of transactions processed as Department Checks

68 51 60

Revenue from Department Check transactions 412,197.27 362,661.85 400,000.00

Notes:

(1): KC does not track whether a transaction in Tyler was from an in-person, online, or over the phone customer. Numbers for in-person transactions cover all transactions in Tyler.

(2): The zeroes in the ACH and E-Check rows? We do not process any ACH or E-Check transactions in Tyler

(3): KC does not currently differentiate between Debit vs. Credit Card in Tyler Cashiering; therefore, the values shown are inclusive of both types.

3. The County lists 50 users for the cashiering application. Could the County differentiate that number between read-only versus cashiers/supervisors. We do not charge for read-only users so trying to get an accurate number for pricing purposes.

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A The 50 users estimated are all cashiering/supervisor users. We are not aware of any read-only users in the

County at this time.

4. The County will need integration with MS AX in 2021 and then MS 365 Dynamics in 2022. How would the County prefer a vendor price that out?

A Please itemize any configuration, interface development (including throwaway interfaces), services, and licenses to accommodate each version of Microsoft and include in the price proposal

5. Outside a real-time integration with the MS Financial and the MS A/R system, for the integration of remaining applications for cashiering/receipting purposes is it the intent of the County to (1) have a batch integration (ex. End of day) for pulling payment information in or (2) have the new cashiering solution record transactional receipts and have a real-time bi-directional interface to those applications. Please note for the requested interface applications:

a. GCS Tax

b. Health Clinic Systems

c. Other applications not listed

A The preference is to have real-time integration, but batches are acceptable. Please describe which method you are proposing and the reason.

6. Could the County clarify how vendors should approach Credit Processing? Part of the RFP seems to want the vendor to propose a credit processor as an option, but Q35 requires the vendor to interface with the County’ chosen credit processor. We work with numerous processors, so the latter is fine. Can the County detail who their current/chosen processor is?

A The County requires a processor to be part of this solution. If the vendor can leverage the County’s current processors, please state so and include pricing. If a Vendor has a preferred vendor, please propose

A The County has current gateway services through Point & Pay and Authorize.net

7. The County list counts for several types of POS equipment. Is the County planning on using the existing equipment or would the County like the vendor to quote equipment? If the County would like to use existing equipment, could you provide manufacture and model numbers?

A If there is an opportunity to leverage the equipment that the County purchased before, the County would prefer that method; otherwise, please propose compatible equipment

A The County currently uses Epson TM-S9000/II receipt printers/check scanners/MICR readers. Most cashiering kiosks are equipped with ID Tech Minimag magnetic stripe readers for credit cards.

8. The County has requested the option to accept payments online. Could the County describe the current online portal and what the County would like to have in the future regarding a Customer Online Portal?

A Several Departments offer online payments for taxes and services (County Clerk, County Treasurer, Kenosha

County Health, and UW Extension). The County plans to offer online payments in the future. Core services are being explored where customers can submit payments and view basic information about what they are paying for.

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9. Would the County like the cashiering solution to create an Image Cash Letter (ICL) with scanned checks for deposit and send to your bank? If so, what bank would be used for the ICL destination?

A Yes. The County’s primary bank is Johnson Financial Group. We can provide technical documentation from

JFG with ICL specifications as needed.

10. The County list check readers. Does the County have a multi-check scanning process in place for recording checks and bills/invoices in batch? If not, should this be included in the response? What is the annual volume that the

County would scan using this process?

A The County does not have a multi-check scanning process in place. The County would like to incorporate a process as part of the response. We do not have good estimates of the annual check volume that would be scanned using this process, but multiple departments handle weekly deposits which may include 30-100+ checks that need to be processed as one transaction.

11. Does the County have scenarios where different departments/agencies need to submit end of day receipt summary information? If so, would the County like to automate that?

A Yes; Yes

12. Can the County provide information regarding the MS implementor?

A The County is in the process of issuing an RFP for implementation services.

Reference: Section 2.1 Scope Overview

Cashiering Station/Receipt Printer

13. How many county departments will be processing over the counter cashiering payments?

A Please See Section 2.9 of RFP

14. What is the anticipated monthly and annual volume of cashiering transactions?

A Expected annual volume of transactions is approximately 6500-7000 transactions across all sites.

15. Who is the current cashiering vendor?

A Tyler Technologies

16. Please provide a list of the invoice types that are to be processed through the system

A AR “Free Text Invoices” from Dynamics AX 2012/365 financial system representing any invoiced receivables from customers for services/goods billed.

17. Please share merchant processing annual dollar volumes and transactions including any convenience fees and average transaction amounts

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A KC is charged fees from $1.50 per transaction on some smaller transactions to 2.39-3% on larger transactions. Actual fees on credit card processing vary from department to department with Point and Pay.

These costs are absorbed by the County. Courier costs for physical deposits vary between $4-17 per deposit.

18. Please share examples of the transactions having source files and the types of transactions that typically do not

A KC is not clear on what a source file refers to. If a source file refers to data pulled from an external system, then AR invoices from Dynamics AX 2012/365 have source files. All other transaction types typically do not have source files.

19. Please list all host systems that would require an integration for the scope of this project.

A Please See Section 2.5 of RFP

20. Please list all transaction types in scope of this project e.g., tax, permit, misc, etc.

A Tax Payments and Miscellaneous Receivables

21. Please provide the current credit card merchant services provider for transactions that would be in scope for this project.

A The County currently uses Point & Pay and Authorize.net. Vendors are welcome to propose other merchant and payment gateway solutions

22. Will the awarded vendor be required to integrate the proposed cashiering solution with the existing merchant services provider?

A The County currently uses Point & Pay and Authorize.net. Vendors are welcome to propose other merchant and payment gateway solution

23. Is the County willing to utilize the proposed vendor’s merchant services solution for credit card processing?

A Yes

24. What is the estimated number of annual transactions & dollar volumes in total?

A See response to Question 2.

25. What is the estimated number of annual credit/debit card transactions & dollar volume?

A Estimated number of credit/debit transactions is 1000-1100 transactions annually, dollar volume is approximately $300,000 annually.

26. What is the estimated number of annual online transactions & dollar volume?

A See response to Question 2.

27. What is the County’s annual count for ACH transactions?

A See response to Question 2.

28. What is the number of existing payment windows/cashiers/workstations?

A Please See Section 2.9 of RFP

29. What are the different types of tenders are accepted for transactions?

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A Cash, Check, Credit/Debit Card

30. What payment channels are currently supported (Over the Counter, Online, Kiosk)?

A All current transactions are handled as over the counter transactions.

31. Can you provide which merchant service funding models the County currently utilizes?

A Absorbed Model (County pays the credit card processing fees)

A Service Fees (County passes these fees on to the payer)

32. Which County Departments are processing In-Person POS transactions?

A Please assume four departments (Clerk, Treasurer, Health Services and UW Extension) for pricing submittal;

however, the County plans to offer more locations in the future. Please provide any pricing information beyond the four departments.

33. Which County Departments are processing Online transactions?

A See answer to question #32.

34. Does the County require the proposed vendor to provide any credit card processing equipment?

A Please See Section 2.9 of RFP

35. How many credit card processing terminals does the County currently utilize for transactions related to the scope of this project?

A Please See Section 2.9 of RFP

Online Payment Portal

36. How many county departments will be receiving Online Payments?

A Reference response for question #33 above

37. What is the anticipated annual and monthly volume of online payments?

A This is a new business process, so there is no current count. Please assume the Treasurer’s office will offer online payments.

38. Will the Online Payment Portal replace the current Point & Pay method for paying county taxes online?

A No; Property taxes are receipted into the Tax Receipting system, so the cashiering system won't need to process them.

Payment Gateway Services

39. Does the county require an existing payment gateway service to be used by the new system or is the vendor’s proposal to include gateway services?

A No, the County does not require a specific service is to be used. The vendor’s proposal shall include provisions for a gateway service.

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40. What vendor provides the current gateway service?

A Point & Pay; Authorize.net

41. If a new gateway services are to be proposed, please answer the following questions:

a. What is the volume of credit/debit card transactions to be processed?

b. What is the dollar value annually of credit/debit card transactions?

c. Please provide a breakdown by credit card type - Visa, MasterCard, American Express, and Discover

d. Please provide a breakdown between debt and credit card transactions.

e. What is the volume of electronic checks processed annually?

f. What is the dollar value annually of electronic checks?

A All transaction quantity and dollar values are found in the response to Question #2.

General questions

42. Will bills or payment coupons be scanned for cashiering transactions?

A No

43. Will full-page documents be scanned or processed by cashiering?

A No

Reference: Section 2.9 Anticipated number of Users and Devices

44. Does the county own existing cash drawers, receipt printers, credit card readers, or check scanners that can be used for this project or does the county wish to replace all devices?

A Yes, the County owns devices in all categories mentioned; the County does not wish to replace them.

45. For card processing, will EMV chip processing or Near Field Communication (NFC) be required to accommodate touchless payments and digital wallet services like Apple Pay® or Google Pay® ?

A EMV: Yes; NFC: No

Attachment 7

46. spreadsheet has hours for Project Manager pre-filled. Is this done as an example in completing the sheet, or are the

Project Manager hours an expectation, and we’re to then list the other team members and respective hours?

A The Project Manager hours were provided as an example.

Reference Attachment 8 Functional Requirements

System #24

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47. Please provide details of the payment file to be imported directly into Cashiering System for processing. Where does this file originate?

A The County is not aware of payment files being imported directly into the existing Cashiering System.

Vendors are welcome to propose/demonstrate this functionality.

System #34

48. Will the proposed vendor be required to propose a payment processor or will an interface to an existing processor be required?

A The County currently uses Point & Pay and Authorize.net. Vendors are welcome to propose other merchant and payment gateway solutions

Cashiering #35

49. Who is the County’s chosen Credit Card Processor?

A Point & Pay; Authorize.net is used for some other departments that are not currently included in the

Cashiering system

Cashiering #58

50. Will the ability to scan up to 50 checks in a transaction be required for all 10 cashiering workstations? Please describe the transaction.

A No. Most transactions are generally one-time, single check transactions; some cashiering workstations will have this need, however (Health, Sheriff).

Cashiering #69

51. Please describe “Other electronic receipts”.

A If Vendors offer other types of receipts, please indicate “Y” here and provide additional information in

Comments field.

A ACH and wire payments are not processed using Tyler. We will continue to record them directly to AX.

#35. Cashiering system to interface to County's chosen (PCI Compliant) Credit Card Processor

52. Who will be the Merchant of Record – Kenosha County; or the system provider?

A The County currently uses Point & Pay and Authorize.net. Vendors are welcome to propose other merchant and payment gateway solutions

53. Who is the current credit card processor?

A Point & Pay

54. Is the current credit card processor the “chosen” one the system must interface to?

A The County currently uses Point & Pay and Authorize.net. Vendors are welcome to propose other merchant and payment gateway solutions

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55. What was the processing fee per transaction paid in FY 2020?

A Kenosha County charges typical and standard fees for services similar to other Counties in Wisconsin. If additional information is needed beyond this reply, Kenosha County requires more specifics on what is being asked for and why (context will help).

56. What is the processing fee per transaction being paid in FY 2021?

A See the response to the prior question #55.

#36. Ability to accommodate different fee structures for different receivable types.

57. Does the county charge a convenience fee for payments processed online?

o Please provide details of any convenience fees charged.

A Reference the answer to question #31.

58. Please provide details of fee structures by receivable type.

A See the response to question #55.

#58. System can scan a large number of checks at once (e.g. run 50 checks through scanner at once) then process them.

59. Please provide use-case example of running a large number of checks through scanner at once.

A A Department receives checks by mail and submits the checks to the Cashiers in batches.

End Addendum 1