Addendum 1 - Vendor QA.pdf

RFP # 02-09-224-KS-010

Subject: Merchant Banking Services

Addendum #1 – Vendor Q&A

***Please note the City will not require this document to be signed in order for a response to be considered***

1. Can you please provide 3 of your most recent processing statements.

We are unable to provide the statements, but please see attached table for breakdown of charges.

2. Will the City accept electronic signatures such as DocuSign on proposal forms requiring signatures?

Yes

3. For phone payments, is the City requesting an Interactive Voice Response (IVR) system, a live agent call center, or both?

Only an Interactive Voice Response (IVR) system. Our current IVR system is recorded.

4. On RFP p. 12, 4.3, it is stated that the “New partner/system must be certified by Tyler.”

What is meant by “certified by Tyler”? Our firm has a history of successful integration with many software providers, including Tyler Technologies; would this meet the requirement?

The partner must have capability to integrate with Tyler Incode.

5. What is the annual processing volume (number of transactions) anticipated under this

Scope of Work?

See attached table

6. Can this be broken down by department?

See attached table

7. What is the annual processing volume (dollar amount) anticipated under this Scope of

Work?

See attached table

8. Can this be broken down by department?

See attached table

9. Are processing fees currently paid by the City (absorbed model), or is a convenience fee passed to the customer?

Most departments are currently absorbing all fees and not passing any convenience fee, but the Court passes along convenience fees.

10. In either scenario, what is the current fee?

For the Court, there is a $2.00 credit card fee charged to defendants on phone payments over $40. For online payments, the vendor charges a fee that the defendants pay.

11. On RFP p. 14, Pricing, there is a statement to “Attach pricing table.” Should vendors provide a pricing table in our own format, or does the City have a desired format?

In your own format please.

12. The “List of Machinery and Equipment” seems to be designed for “cave preserve maintenance services.” Should vendors disregard that statement and provide a list of relevant equipment, i.e., point-of-sale terminals?

Yes, you can disregard that statement.

13. Should a vendor still provide a completed Conflict of Interest Questionnaire if there is no conflict to report?

It still needs to be completed; you can list N/A on the conflicts line.

14. I am reaching out to see if you would be able to send over last 3 months of merchant statements.

We are unable to provide the statements, but please see attached table for breakdown of charges.

15. Please provide merchant statements for each department.

We are unable to provide the statements, but please see attached table for breakdown of charges.

16. Please provide the following by department

a. Annual volume of OTC payments (over the counter payments)

i. Cash

ii. Echeck/ACH

iii. Credit

iv. Debit

v. Check

b. Annual number of transactions (OTC payments)

i. Cash

ii. Echeck/ACH

iii. Credit

iv. Debit

v. Check

c. Annual volume of payments (Online payments)

i. Echeck/ACH

ii. Credit

iii. Debit

d. Annual number of transactions (Online payments)

i. Echeck/ACH

ii. Credit

iii. Debit

e. Annual volume of payments (IVR/Pay by Phone)

i. Echeck/ACH

ii. Credit

iii. Debit

f. Annual number of transactions (IVR/Pay by Phone)

i. Echeck/ACH

ii. Credit

iii. Debit

We are unable to provide a breakdown by type of payment, but please see attached table for breakdown of charges.

17. What is the annual credit card volume and annual number of transactions, broken down by department?

See attached table

18. Are all your departments accepting transactions in person and online or just in person?

It varies by department:

a. UTILITY BILLING accepts in person payments

b. BUILDING INSPECTIONS takes payments, but they don’t have a pin pad.

c. LIBRARY – in person only

d. COURT – in-person, by phone, and online

e. FIRE MARSHALL – in person, over the phone, and online through 3rd party website

(not in Incode, currently mygovernment online)

f. PARKS and REC – over the phone, in person, and online through 3rd party website

(Activenet)

g. POLICE DEPARTMENT Records – going to be in person and over the phone (not yet set-up) but they will need pin pad.

19. Scope of Work, 4.6, b. Requires echeck conversion for internet payments. Will credit cards be accepted in addition to electronic checks for internet payments?

Yes

20. Is the City absorbing the fees for all your departments or is a convenience fee being used in certain departments?

Most departments are currently absorbing all fees and not passing any convenience fee.

21. What is the make and model of your credit card readers? Do you own them or are you leasing them?

We own the credit card readers. We purchased 16 EMV Ingenico ISC250 on 11/10/2016.

At least one department is looking to obtain 2 more.

22. Instead of paying by invoice, can we debit your account with proper documentation?

No, we require payment via invoice.

23. Can we please have a 2 week extension to reply to your RFP?

We cannot provide an extension at this time.

Merchant # Month CC Tranfactions Amount

0000394750508604 Jan-23 14794 1,805,624.39 10229 Utility Billing

WF6560 Feb-23 16249 1,984,360.61 121635 Court 2

10229 Mar-23 15252 1,825,838.71 127918 Public Library

Apr-23 14575 1,759,873.59 132175 Utility Billing

May-23 15226 1,981,958.81 132176 Courts 3

Jun-23 14923 1,951,104.26 132929 Permits

Jul-23 15263 2,085,317.41

Aug-23 15213 2,342,986.00

Sep-23 15412 2,613,450.98

Oct-23 15392 2,479,896.77

Nov-23 15209 2,202,328.61

Dec-23 15220 1,994,917.73

182728 25,027,657.87

0000394750511003 Jan-23 144 32,634.13

WF2612 Feb-23 153 40,566.70

121635 Mar-23 207 53,338.83

Apr-23 173 38,159.03

May-23 161 36,234.30

Jun-23 142 37,540.65

Jul-23 187 43,740.66

Aug-23 192 40,891.65

Sep-23 205 49,541.26

Oct-23 183 40,175.70

Nov-23 169 38,641.66

Dec-23 166 37,679.93

2082 489,144.50

0000394750520146 Jan-23 129.00 3,249.38

WF2612 Feb-23 127.00 3,677.30

127918 Mar-23 110.00 2,979.75

Apr-23 114.00 2,860.53

May-23 122.00 3,630.88

Jun-23 161.00 4,583.64

Jul-23 137.00 4,064.40

Aug-23 119.00 3,741.50

Sep-23 154.00 4,213.59

Oct-23 116.00 3,269.15

Nov-23 92.00 2,729.25

Dec-23 83 2,202.90

1464 41,202.27

0000394750524415 Jan-23 239 39,575.71

WF6560 Feb-23 247 36,624.37

132175 Mar-23 270 40,580.00

Apr-23 241 34,186.91

May-23 266 38,837.47

Jun-23 232 33,466.68

Jul-23 257 42,059.01

Aug-23 270 41,754.65

Sep-23 254 43,464.24

Oct-23 281 52,969.80

Nov-23 242 38,241.16

Dec-23 233 39,993.20

3032 481,753.20

0000394750524417 Jan-23 251.00 39,712.33

WF2612 Feb-23 246.00 35,006.13

132176 Mar-23 289.00 44,888.00

Apr-23 265.00 38,825.92

May-23 298.00 48,504.56

Jun-23 298.00 47,632.33

Jul-23 314.00 50,700.74

Aug-23 306.00 44,960.13

Sep-23 268.00 42,921.14

Oct-23 272.00 48,634.83

Nov-23 268.00 39,799.46

Dec-23 227 33,534.40

3302 515,119.97

0000394750525069 Jan-23 270.00 54,173.48

WF2612 Feb-23 280.00 50,188.85

132929 Mar-23 320.00 36,227.68

Apr-23 309.00 59,918.65

May-23 336.00 46,181.86

Jun-23 348.00 55,192.35

Jul-23 297.00 39,770.79

Aug-23 370.00 111,265.97

Sep-23 270.00 53,710.69

Oct-23 303.00 80,595.04

Nov-23 293.00 32,887.71

Dec-23 214 40,171.10

3610 660,284.17

Dollar Amount # of Transactions Average Transaction

$25,027,657.87 182,728 $136.97

$489,144.50 2,082 $234.94

$41,202.27 1,464 $28.14

$481,753.20 3,032 $158.89

$515,119.97 3,302 $156.00

$660,284.17 3,610 $182.90