Addendum 2 - Vendor QA.pdf
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- Attached to
- Merchant Banking Services
- Solicitation number
- RFP # 02-09-224-KS-010
- Issued by
- Williamson County, Texas
About this file
Addendum #2 for the City of Cedar Park's Request for Proposal (RFP) #02-09-224-KS-010 addresses Merchant Banking Services and provides clarifications and responses to vendor questions. The document covers electronic payment services for various city departments, including utility billing, building inspections, library, court, fire marshal, parks and recreation, and police department records. The RFP seeks a merchant banking partner to provide comprehensive electronic payment processing capabilities, including point-of-sale, phone, and internet transactions with echeck conversion and credit card acceptance.
Key details include the city's current payment infrastructure, which involves 16 EMV Ingenico ISC250 credit card readers purchased in 2016. Most departments currently absorb payment processing fees, with the court being the exception by passing a $2.00 convenience fee for phone payments over $40. The city will accept electronic signatures, requires integration with Tyler Incode software, and seeks an Interactive Voice Response (IVR) system for phone payments. Departments have varying payment acceptance methods, with some accepting in-person, online, and phone payments, while others are more limited. The city owns its current credit card readers and is seeking a comprehensive merchant banking solution that can accommodate the diverse needs of its departments.
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Other files
| File | Type | Posted |
|---|---|---|
| Addendum 1 - Vendor QA.pdf | ||
| RFP # 02-09-224-KS-010 Merchant Banking Services.pdf |
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Text version
RFP # 02-09-224-KS-010
Subject: Merchant Banking Services
Addendum #2– Corrected Vendor Q&A
Question #22 was incorrect the city will allow for debiting of the account for payment
***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. Yes, we can allow paying by debit of the account.
23. Can we please have a 2 week extension to reply to your RFP?
We cannot provide an extension at this time.
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