Merchant_Card_Processing_Services_-_Parks_and_Interactive_Voice_Response_(IVR)_Services.pdf

REQUEST FOR PROPOSAL

CITY OF KINGMAN

Finance

2026-RFP-005

MERCHANT CARD PROCESSING SERVICES - PARKS

AND INTERACTIVE VOICE RESPONSE (IVR) SERVICES

ISSUE DATE: April 30, 2026

PROPOSAL DUE DATE: May 28, 2026, 3:00 pm (Arizona Time)

CONTACT PERSON:

Wendy Sherer, Assistant Finance Director

(928) 753-8582 wsherer@cityofkingman.gov

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofkingman https://secure.procurenow.com/portal/%7bproject.government.code%7d

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PLEASE NOTE: Bidder is responsible for obtaining any addenda and acknowledging it through the procurement portal.

CITY OF KINGMAN

I. INTRODUCTION

II. SCOPE OF WORK

III. PROPOSAL INSTRUCTIONS AND REQUIREMENTS

IV. INSURANCE REQUIREMENTS

V. PRICING PROPOSAL (Proposers Can Bid on One or Both Services:

Selectron IVR and/or Civic Plus)

VI. PROPOSAL EVALUATION PROCESS AND CONTRACT AWARD

VII. EVALUATION CRITERIA

VIII. PREFERENCE IN PURCHASING

IX. VENDOR QUESTIONNAIRE

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1. INTRODUCTION

1.1. General Information

The City of Kingman, Arizona (City) is seeking to contract with a merchant card processor for it's Utility

Billing Selectron (provider) IVR phone payment system and Park & Recreation's Civic Plus (provider)

POS system. The merchant processor must offer the customer convenience fee option and must integrate seamlessly with one or both systems. Multiple contracts may be awarded if a single bidder can only integrate with one of the systems.

The City provides a full range of services including public safety, highways and streets, economic development, parks, golf, pools, recreation, water, wastewater, solid waste, airport, development services, and other administrative/support services. The City serves as the Mohave County, Arizona seat and has a population of more than 35,000. It employs 400+ full-time employees who provide services for 31 divisions. More detailed information on the City and its finances can be found in the City's Annual

Comprehensive Financial Report on the City's website at www.cityofkingman.gov.

1.2. Submittal Location and Details

Proposals must be submitted electronically through the City's procurement portal at https://procurement.opengov.com/portal/cityofkingman by no later than 3:00 pm, Arizona time, on

Thursday, May 28, 2026. Any proposal received after the submission deadline will not be accepted.

The City anticipates selecting and notifying the selected Proposer by June 11, 2026 and requesting the award of the contract at the City Council Meeting on July 7, 2026 . There is not an expressed or implied obligation for the City of Kingman to reimburse responding Proposers for any expenses incurred in preparing proposals in response to this request.

Mailed, faxed, hand-delivered, and e-mailed responses will not be accepted. Mailed responses will be disposed of, unopened, and will not be returned to the Proposer.

During the evaluation process, the City of Kingman reserves the right, where it may serve in the City’s best interest, to request additional information or clarification from Proposers. At the discretion of the City of

Kingman, a selection of firms submitting proposals may be requested to attend interviews as part of the evaluation process.

The City of Kingman reserves the right to retain all proposals submitted and to use any ideas in a proposal, regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained herein.

The objective of requesting proposals is for the City to contract with the firm offering the highest quality of service at the best value possible.

1.3. RFP Schedule

The City anticipates the following general timeline of key events during the proposal evaluations and contract award period:

Issue RFP: April 30, 2026 http://www.cityofkingman.gov/ https://procurement.opengov.com/portal/cityofkingman

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Questions from Proposers Due: May 14, 2026, 6:00pm

Last Day to Publish Addenda: May 19, 2026

Proposal Due Date: May 28, 2026, 3:00pm

Evaluate Proposals: June 8, 2026

Notice of Intent to Award: June 11, 2026

Contract negotiations: 06/11/2026-06/18/2026

Council Contract Award: July 7, 2026

1.4. Terms of Engagement

The term of this contract will be one (1) year with four (4) optional annual renewals, from the contract execution date, with monthly contract terms thereafter, and no requirement to renew for additional annual terms. The maximum overall contract term, including any optional renewals, cannot exceed five (5) years.

1.5. Multiple Contracts

The City may consider awarding multiple contracts if a single bidder can only fully integrate with one of the City's systems. The systems include: Selectron (IVR phone payment system) and Civic Plus (Parks &

Recreation POS software system).

1.6. Questions

Questions regarding this solicitation must be submitted online through the OpenGov portal. Questions must be received by no later than the date and time specified in the timeline included in this RFP (Questions Due

From Proposers).

2. SCOPE OF WORK

2.1. Description

1. The City is seeking a qualified firm to process debit and credit card payments via point of sale (web based) through the Parks & Recreation software known as Civic Plus, as well as for the automated phone payment system known as Selectron for the Utility Billing Division.

2. Proposer must have the ability to assess and collect a customer paid convenience fee in the convenience

(not absorbed) fee structure.

3. Proposers must have a minimum of five (5) years of experience in providing merchant credit card services.

4. Proposers must demonstrate technical expertise, technical capability and functional capacity to process transaction volumes, amounts and information accurately and on time without interruption.

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5. Proposers must be capable of providing a web portal for transaction research, refund management, and chargeback response.

6. All transaction fees are to be collected by the provider through a convenience fee added to the transaction.

7. The successful proposer will have customer and client support available during City of Kingman business hours (Monday through Friday, 7:00 - 6:00 pm AZ time) with preference given to both internet and telephone support options.

8. Proposers must be Payment Card Industry – Data Security Standard (PCI-DSS) compliant and shall utilize secure technology to shield against fraudulent activity.

9. A description of fraud detection technology and procedures should be included with the proposal.

10. Proposers must describe and demonstrate that they have the technical expertise, technical capability and functional capacity to process the city's transaction volume, amounts and information accurately and on time without interruption.

11. The City is seeking to have the new merchant service provider fully implemented and in use by no later than September 20, 2026.

2.2. Transaction Volumes

Parks & Recreation

Software: Civic Plus

Average Annual Credit Card Volume: $325,000

Average Transaction Amount: $39.65

Average Number of Annual Transactions: 8,187

IVR Phone Payment System (Utility Billing)

Software: Selectron

Average Annual Credit Card Volume: $3M

Average Transaction Amount: $89.92

Average Number of Annual Transactions: 36,022

3. PROPOSAL INSTRUCTIONS AND REQUIREMENTS

3.1. Proposal Format

The City will follow the evaluation process and selection criteria described in this RFP. In order to provide each Proposer with an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal must contain the following elements organized into separate chapters and sections, in an order determined by the Proposer:

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A. Cover letter;

B. Sample contract with terms and conditions;

C. Detailed response to all requirements;

D. Description of the experience and knowledge base of the proposer;

E. Pricing Table;

F. Sample Reports: Daily Settlement and Transaction Detail;

G. Proposer Signature Page;

H. Proposer Guarantees and Warranties;

I. References (a minimum of three (3) must be provided);

J. New Vendor Application;

K. IRS W-9 Form; and

L. Optional - Vendor EFT Form

All requested items must be included with the proposal or it will be considered non-responsive and will be rejected. The City is not responsible for failure to locate, consider and evaluate qualification factors presented outside of this format.

Each Proposer must demonstrate a clear understanding of the work to be performed and must provide detailed specific qualifications and prior working experience.

Unsigned proposals will be considered non-responsive and will be rejected. Proposals must be signed by a duly authorized representative of the Proposer. If a Proposal is signed by an agent of the Proposer, a Power of Attorney showing the authority of the agent to sign must be submitted with the proposal or the proposal will be rejected.

The City will not be liable for any cost incurred by Proposers in preparing and submitting proposals.

Proposers may not collect proposal preparation charges from the City as a result of cancellation of this RFP.

In the case of error in the extension of prices in the proposal, the unit price will govern. No proposal shall be altered, amended or withdrawn after the specified RFP closing date and time.

It is the responsibility of the Proposer to examine the entire request for proposal package and seek clarification for any item, service or requirement that may not be clear.

It is the responsibility of the Proposer to check the proposal for accuracy before submitting a proposal.

3.2. Minimum Required Response Information

Proposers must respond to the following, at a minimum:

A. Can the proposer integrate with the fully web-based Parks & Recreation software known as Civic

Plus?

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B. Can the proposer integrate with the automated phone payment system known as Selectron for the

Utility Billing Division?

C. Does the proposer have the ability to assess and collect a customer paid convenience fee in the convenience (not absorbed) fee structure through each of the two above-mentioned systems? All fees must be collected by the merchant processor and not passed through the City. The proposers fee structure, caps, and minimums must be clearly provided.

D. Does the proposer have a minimum of five (5) years of experience in providing merchant credit and debit card services?

E. Proposers must demonstrate technical expertise, technical capability and functional capacity to process transaction volumes, amounts and information accurately and on time without interruption.

F. Proposers must identify its capabilities for providing a web portal for transaction research, refund management, and chargeback response.

G. Proposer will have customer and client support available during City of Kingman business hours

(Monday through Friday, 7:00 - 6:00 pm AZ time) with preference given to both internet and telephone support options.

H. Proposers must be Payment Card Industry – Data Security Standard (PCI-DSS) compliant and shall utilize secure technology to shield against fraudulent activity. Proposer must identify whether they maintain PCI compliance or pass this off onto the client.

I. Proposer must acknowledge compliance with all convenience fee card brand rules, practices, and applicable laws.

J. A description of fraud detection technology and procedures should be included with the proposal.

K. Proposers must describe and demonstrate that they have the technical expertise, technical capability and functional capacity to process the city's transaction volume, amounts and information accurately and on time without interruption.

L. Proposer must provide settlement processing times.

M. Proposer must identify implementation timelines, required City resources, and go-live support. The

City is seeking to have the new merchant service provider fully implemented and in use by no later than September 20, 2026.

N. Proposer must provide a minimum of three (3) references (preference given for governmental clients).

O. Proposer must identify whether the convenience fee is refunded to the customer when the transaction is refunded or voided.

3.3. Minimum Qualifications

Firms shall possess the qualifications and Arizona licenses as required by law, in addition to having extensive knowledge, expertise, and a minimum of 5 years of experience.

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3.4. Periods of Time

Periods of time, stated as a number of days, shall be calendar days unless otherwise specified.

3.5. Proposal Withdrawal

Any proposal may be withdrawn at any time prior to the specified date and time for RFP closing. The City will not accept late proposals, late requests for modifications, or late withdrawals. All proposals shall be irrevocable for one hundred twenty (120) calendar days from the day of RFP closing.

Delays in submitting your proposal will not be considered excusable to the time requirements contained within this RFP.

3.6. Subcontractors

Proposer must include in their submittal a list of any subcontractors that will be utilized in the performance of the work awarded under this procurement. Proposer must describe the subcontractors qualifications in detail in their response.

3.7. Addenda

All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

It is the responsibility of the Proposer to ensure that they have received all Addendums. Solicitation

Addenda will be posted to the RFP on the City's OpenGov procurement portal where the RFP is posted.

Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

3.8. Copies

Proposer may obtain copies of current or past procurement documents through the OpenGov procurement portal. If a document is not available through the procurement portal, Proposers may request copies through the City Clerk's office. The charge per copy is payable in advance. Please contact the City Clerk’s Office for a current per copy cost.

3.9. Late Delivery of Proposal

Late proposals will not be considered under any circumstances. Delays in submitting your proposal will not be considered excusable to the time requirements contained within this request for proposal.

3.10. Extension of Time

Prior to proposal opening, the City shall have the authority to extend the deadline for the submittal of proposals when unforeseen circumstances arise. If this occurs, the City will post an addenda at a minimum of five (5) business days prior to the proposal’s original opening date.

3.11. Collusion

Upon evidence that collusion exists among Proposers, none of the proposals of participants in such collusion will be considered. All involved proposals shall be rejected. Proposals in which prices are unbalanced may be rejected. The Proposer will be required to complete, notarize and submit a "No-

Collusion Affidavit" upon request by the City. Failure of the Proposer to submit a properly executed affidavit upon request by the City shall be grounds for rejection of the proposal.

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3.12. Conflicts of Interest

A. Notify. Prior to taking an action in connection with a City contract, every employee shall, in writing, notify the employee's supervisor, the City Attorney, and Purchasing Officer of any actual or potential conflict of interest of such employee. City employees shall comply with A.R.S. Title 38 regarding conflicts of interest in the purchasing of and contracting for goods, services, and construction for the City.

B. Review potential conflict of interest. Upon receiving notice of an actual or potential conflict of the interest, the City Attorney or designated representative shall review the purchasing procedures for compliance with applicable laws and regulations.

C. Determination of conflict of interest. If the City Attorney determines that an employee has an actual or potential conflict of interest in connection with a purchase, no contract shall be awarded without City

Council review and approval.

3.13. Rejection of Proposals

The City reserves the right to waive technical defects, discrepancies and minor irregularities in a proposal.

The City reserves the right to re-seal any proposal that was opened prematurely; the City has determined this event as a minor irregularity. The Deputy City Manager/Finance Director shall be notified and shall log the event and place it in the procurement file.

The City reserves the right to award any alternatives set forth in the RFP documents at its sole discretion.

Proposals may be rejected if there are any alterations to the required forms, additions not called for, conditional proposals, incomplete proposals, or irregularities of any kind. The City reserves the right to reject any proposal not in compliance with the RFP documents, or prescribed public proposal procedures and requirements. Written notice of rejection of all proposals shall be sent to all Proposers. ALL

UNSIGNED PROPOSALS SHALL BE REJECTED.

3.14. Rejection of All Proposals and Cancellation of Award

The City reserves the right to reject all proposals or to cancel award of the contract at any time prior to the execution of the contract by both parties if rejection of all proposals or cancellation of the award is deemed to be in the City's best interest. In no event shall the City have any liability for the cancellation of award.

3.15. Reissuance of RFP

The City reserves the right to re-issue a subsequent procurement for this service at any time if deemed to be in the best interest of the City.

3.16. Protest of Award

A protest of award must be physically delivered to the Purchasing Officer within seven (7) business days of the notice of award date. Our office is open Monday through Thursday from 7:00 am to 6:00pm (closed on holidays). Packages containing protests shall be marked as follows:

RFP Award Protest, RFP - 2026-RFP-005

City of Kingman

Attn: Tina Moline

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310 N. 4th Street

Kingman, AZ 86401

3.17. Vendor Registration

Prior to the execution of a Contract, the successful Proposer must properly fill out and complete a City

Vendor Application and IRS W-9 Form, and include the documents with the proposal.

3.18. Licenses

Proposer will maintain, in current status, all Federal, State, and local licenses and permits required for the operation of the business.

Pursuant to the Kingman Municipal Code, Chapter 8, Article 1.5, Business Licenses, Vendors conducting business within the City of Kingman with a permanent or temporary physical business location within the city limits must apply for a business license and pay the applicable license fee, unless exempted under section 8-13. The full municipal code can be found on the City's website or at the following link:

https://www.codepublishing.com/AZ/Kingman/.

For details regarding how to submit an application, pay the license fee, etc., please visit our website at:

https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses.

3.19. Disputes

In the event any doubt or differences of opinions exists as to the items or service to be furnished hereunder, or from evaluation and/or testing of substitutes, or the interpretation of the provisions of this procurement, the decision of the City of Kingman shall be final and binding upon all parties.

3.20. Confidentiality

A. All documents, reports, proposals, submittals, responses, or other materials submitted to the City by

Proposers shall become the sole and exclusive property of the City and become a public record.

B. Proposals shall be opened publicly at the time and place designated in the RFP. The name of each

Proposer and such other relevant information as is specified by rule shall be publicly read and recorded.

The proposals shall be open for public inspection after contract award.

C. To the extent the Proposer designates, trade secrets or other proprietary data contained in the proposal documents shall remain confidential. The City of Kingman is subject to the Arizona Revised Statutes, Title

39, Chapter 1, relating to public records.

3.21. Transaction Privilege Tax (TPT)

The City is not exempt from Transaction Privilege Tax (TPT); Proposer must include tax in the pricing proposal, when applicable.

https://www.codepublishing.com/AZ/Kingman/ https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses

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4. INSURANCE REQUIREMENTS

4.1. Required Insurance Policies

All insurance, with the exception of Workers Compensation and Professional Liability, must name the City as additional insured before a final contract can be executed. The City reserves the right to request a copy of the full policy for review. A copy of additional insured endorsement will be required prior to contract execution. Insurance must be be primary and include a waiver of subrogation. Proposer agrees to obtain and maintain the following insurance coverage from insurers licensed to do business in the state of Arizona that have an "A.M. Best" rating of not less than "A-VII" with the following minimum insurance required:

4.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits of not less than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

4.3. Commerical Automobile Liability

$1,000,000 Commercial Auto (can be waived, depending on circumstances)

4.4. Worker's Compensation

Per Occurrence: statutory requirement

4.5. Other and Professional Liability

$1,000,000 - Applicable to design services (architects or engineers).

Pollution, where necessary.

Builders Risk (for new construction). Bid bonds may be required and if awarded, payment and performance bonds. All bonds must be verified before work can begin.

4.6. Minimum Limits

The City in no way warrants that the minimum limits contained herein are sufficient to protect the firm from liabilities that might arise out of the performance of work under this contract/agreement. The firm is free to purchase such additional insurance as may be determined necessary.

5. PRICING PROPOSAL (Proposers Can Bid on One or Both

Services: Selectron IVR and/or Civic Plus)

CREDIT CARD FEES

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Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Selectron IVR: Customer Paid

Convenience Fee Percentage (If

Applicable)

1 %

2 Selectron IVR: Customer Paid

Convenience Fee Flat Rate (If

Applicable)

1 $

3 Selectron IVR: Minimum Per

Transaction Convenience Fee Amount

(If Applicable)

1 $

4 Civic Plus (Parks POS): Customer Paid

Convenience Fee Percentage (If

Applicable)

1 %

5 Civic Plus (Parks POS): Customer Paid

Convenience Fee Flat Rate (If

Applicable)

1 $

6 Civic Plus (Parks POS): Minimum Per

Transaction Convenience Fee Amount

(If Applicable)

1 $

TOTAL

DEBIT CARD FEES

Measure Unit Cost Total

1 Selectron IVR: Customer Paid

Convenience Fee Percentage (If

Applicable)

1 %

2 Selectron IVR: Customer Paid

Convenience Fee Flat Rate (If

Applicable)

1 $

3 Selectron IVR: Minimum Per

Transaction Convenience Fee Amount

(If Applicable)

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Unit Cost Total

4 Civic Plus (Parks POS): Customer Paid

Convenience Fee Percentage (If

Applicable)

1 %

5 Civic Plus (Parks POS): Customer Paid

Convenience Fee Flat Rate (If

Applicable)

1 $

6 Civic Plus (Parks POS): Minimum Per

Transaction Convenience Fee Amount

(If Applicable)

SELECTRON IVR: OTHER FEES

Measure Unit Cost Total

1 Implementation Fees (If Applicable) 1 $

2 Gateway Fees (If Applicable) 1 $

3 Settlement Fees (If Applicable) 1 $

4 NSF Fee 1 $

5 Chargeback/Return Payment Fee 1 $

6 Batch Fees (If Applicable) 1 $

7 All Other Fees Not Listed (If

Applicable)

CIVIC PLUS (PARKS POS): OTHER FEES

Measure Unit Cost Total

1 Implementation Fees (If Applicable) 1 $

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Unit Cost Total

2 Gateway Fees (If Applicable) 1 $

3 Settlement Fees (If Applicable) 1 $

4 NSF Fee 1 $

5 Chargeback/Return Payment Fee 1 $

6 Batch Fees (If Applicable) 1 $

7 All Other Fees Not Listed (If

Applicable)

6. PROPOSAL EVALUATION PROCESS AND CONTRACT

AWARD

6.1. Evaluation Process

An Evaluation Committee, comprised of a minimum of three (3) City team members will be assigned to evaluate each proposal received. Proposals will be evaluated using the criteria specified in Section 7:

Evaluation Criteria of this RFP.

For purposes of evaluation, when provided for in the solicitation, the using department may award the contract based on:

a. Solely the ranking of offers based on criteria developed by the City.

b. Selection committee discussions leading to the best and final offers, in which the using department may not disclose private discussions leading to the best and final offers or information derived from proposals submitted by competing proposers.

c. Serial negotiations, beginning with the highest ranked offeror.

d. Competitive simultaneous negotiations.

e. Multiple-tiered competition designed to identify, at each level of review, a class of offerors that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked offerors.

f. A multi-step solicitation first requesting the submission of unpriced technical submittals, which are evaluated and ranked based on criteria created by the using department, and then requesting prices from only the highest ranked and qualified offerors of the unpriced technical submittals.

g. Any combination of methods described in this subsection.

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The successful Proposer shall submit all required information and documents as a condition of final award of the contract.

6.2. Interviews

The City may interview some or all of the Proposers at any point during the evaluation process. Information provided during the interview process will be taken into consideration in the evaluation process.

6.3. Other Information

Information that Evaluation Committee Members have regarding a specific proposer, aside from what is provided in the response, may be taken into consideration during the evaluation process.

6.4. Special Conditions for Submitting a Response

Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this RFP.

The contents of the proposal and any clarifications distributed by the City shall become part of the contractual obligation and incorporated by reference into the ensuing contracts.

6.5. Notice of Intent to Award a Contract

The firm selected to move forward with contract negotiations will be notified in writing (either by email or other formal means), which serves as the Notice of Intent to Award, on June 11, 2026. A Notice of Intent to Award does not create a contract. Contracts are not considered executed until formal award by the City

Council and signature of the selected Proposer.

RFP results will be posted on the City of Kingman's OpenGov portal.

6.6. Contract Negotiations

Negotiations may be considered in person, in writing, or by telephone.

Terms, conditions, prices, methodology, or other features of the fee proposal may be subject to negotiation and subsequent revision. As part of the negotiation, the Proposer may be required to submit supporting financial, pricing, and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the fee proposal.

The mandatory requirements of the RFP shall not be negotiable and shall remain unchanged unless the City determines that a change in such requirements is in the best interest of the City.

In the event the City is unable to negotiate terms it deems acceptable, the City may withdraw its selection and select another firm. It is anticipated that negotiations will be concluded and a contract for Merchant

Card Processing Services - Parks and Interactive Voice Response (IVR) Services will be presented for consideration and approval by the City Council on July 7, 2026.

Additionally, if the City and the Proposer are unable to agree on final contract terms by the end of the negotiation period (as set forth in the RFP Schedule) , the City may withdraw its selection and move forward with contract negotiations with another Proposer.

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6.7. Multiple Awards

The City may award multiple contracts if a single proposer can only integrate with one system and scores the highest in the evaluation.

6.8. Commencement of Work

Proposer will not perform any billable work, provide any material or service under this contract until the

Proposer receives a purchase order, or is otherwise directed to do so in writing by the City of Kingman.

7. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Integration with Civic Plus (Parks &

Recreation) System

Proposer shall demonstrate the ability to integrate seamlessly with the City’s Civic Plus

Parks & Recreation system. Proposals should describe whether the integration is native, third-party, or custom, and identify any limitations or required workarounds. Preference will be given to solutions that minimize manual intervention, support automated reconciliation, and have a proven track record of successful Civic Plus integrations.

Points Based 20 (20% of Total)

2. Integration with Selectron (IVR Utility

Billing Phone Payment System)

Proposer shall demonstrate compatibility and integration capabilities with the City’s Selectron

IVR utility phone payment system. Evaluation will consider the ability to process secure payments via phone, support real-time authorization and maintain a seamless customer experience. Proposals should detail prior experience with Selectron or similar IVR systems, required configurations, and any dependencies. Preference will be given to solutions that provide reliable, secure, and fully integrated IVR payment processing with minimal disruption to existing operations.

Points Based 20 (20% of Total)

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3. Implementation & Technical Approach

Proposer shall provide a detailed implementation plan outlining project timeline, key milestones, resource requirements, system configuration, testing, training, and go-live support. Evaluation will consider the clarity, feasibility, and completeness of the approach, as well as the proposer’s ability to minimize disruption to City operations

Points Based 10 (10% of Total)

4. Experience

Proposer shall demonstrate relevant experience providing merchant payment processing services, particularly in government or public sector environments. Evaluation will consider the proposer’s history, years of operation, experience with similar implementations, and familiarity with municipal operations.

Points Based 10 (10% of Total)

5. References

Proposer shall provide references from at least three (3) current or recent clients. Preference will be given to government entities of similar size and complexity. Evaluation will consider client satisfaction, quality of service, system reliability, responsiveness, and overall performance. The City reserves the right to contact references and consider feedback as part of the evaluation.

Points Based 10 (10% of Total)

6. Pricing & Fee Structure

Proposer shall provide a complete and transparent pricing proposal utilizing the pricing tables provided in this solicitation, including all customer-paid convenience fees and any costs to the City. Evaluation will consider overall cost competitiveness, clarity of pricing, and the absence of hidden or pass-through fees.

Proposals must clearly describe how convenience fees are assessed through the system, including the method for which the fees may be increased.

Points Based 30 (30% of Total)

8. PREFERENCE IN PURCHASING

Preference in Purchasing (City of Kingman, Procurement Code, 2-349):

A. Resident bidders. When evaluating a bid, except for procurement of construction services, the applicable amount of the City’s transaction privilege taxes shall not be included when the City is evaluating an award to be made between a City of Kingman bidder and an Arizona based non-City of Kingman bidder. This section may be utilized for non-bid purchases as well.

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B. Non-resident bidders; award of identical offers. When a department receives offers identical in price, fitness, availability, and quality, and chooses to award a contract, the department shall award the contract based on the following order of precedence:

1. The department shall award the contract to the offeror among those submitting identical offers that is offering goods and/or services that have been manufactured or produced in

Arizona.

2. If 2 or more offerors submit identical offers, and they offer goods and/or services manufactured or produced in Arizona, the department shall award the contract by drawing lots among the identical offers offering goods and/or services that have been manufactured or produced in Arizona. The department may request either in the solicitation document, following closing of the solicitation or at any other time deemed appropriate, any information needed to determine if the goods and/or services in the solicitation are manufactured or produced in Arizona. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

3. If the department receives identical offers, and none of the identical offers offer goods and/or services manufactured or produced in Arizona, and then the department shall award the contract by drawing lots among the identical offers. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

C. Determining if offers are identical. A department shall consider offers identical in price, fitness, availability, and quality as follows:

1. Bids received in response to an invitation to bid (IFB) or request for quotation are identical in price, fitness, availability, and quality if the bids are responsive and offer the goods and/or services described in the IFB or request for quotation at the same price.

2. Proposals received in response to a request for proposals (RFP) are identical in price, fitness, availability, and quality if they are responsive and achieve equal scores when scored in accordance with the evaluation criteria set forth in the RFP.

3. Evaluating each offeror’s performance of previous work history for the City.

D. Procedure for drawing lots. In any instance when this section calls for the drawing of lots, the department shall draw lots by a procedure that affords each offeror subject to the drawing a substantially equal probability of being selected, and that does not allow the person making the selection the opportunity to manipulate the drawing of lots to increase the probability of selecting 1 offeror over another.

If the solicitation is for the procurement of goods for less than $50,000, the offeror shall include a statement as to qualification for any preference in purchasing pursuant to CC 2-349.

9. VENDOR QUESTIONNAIRE

Request for Proposal #2026-RFP-005, Merchant Card Processing Services - Parks and Interactive Voice Response

(IVR) Services 20

9.1. Proposal Package*

The proposal package shall include at a minimum, in this order:

A. A. Cover letter;B. Sample contract with terms and conditions;C. Detailed response to all requirements;D. Description of the experience and knowledge base of the proposer;E. Pricing

Table;F. Sample Reports: Daily Settlement and Transaction Detail;G. Proposer Signature Page;H.

Proposer Guarantees and Warranties;I. References (a minimum of three (3) must be provided);J.

New Vendor Application;K. IRS W-9 Form; andL. Optional - Vendor EFT Form

*Response required

9.2. Proposer Signature Page*

Please download the below documents, complete, and upload.

• PROPOSER_SIGNATURE_PAGE.pdf

*Response required

9.3. Proposer Guarantees and Warranties*

Please download the below documents, complete, and upload.

• PROPOSER_GUARANTEES_AND_WAR...

*Response required

9.4. For the purpose of applying 2-349 Preference in Purchasing, is your company/agency located within the City of Kingman city limits?* ☐ Yes

☐ No

*Response required

9.5. References*

Please download the below documents, complete, and upload. Proposers shall provide a minimum of three

(3) references.

• REFERENCES.pdf

*Response required

9.6. Proposer Addenda Confirmation*

Proposer hereby acknowledges it is the responsibility of the Proposer to ensure they have received all

Addendums and responses to questions. Solicitation Addenda will be posted to the RFP on the City's

OpenGov procurement portal where the RFP is posted. Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

☐ Please confirm https://government-project.s3.us-west-2.amazonaws.com/51213/13715088-7014-4b6a-80c7-69cd42be08d4_PROPOSER_SIGNATURE_PAGE.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GR7DVD3R%2F20260430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260430T150019Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEcaCXVzLXdlc3QtMiJGMEQCIC7fFjNELCEw2gq95nlr3DF4dwtYnyxSpUillfZyi9TsAiB%2B%2FGEnc%2BMhhHNrLpA1R97HnIc2pRBTdbNLsFdQej1ERyqMBQgQEAIaDDg5MjM2NDY4NzY3MiIMYW9%2Fghw4erdBCa8VKukE845HACBTUOSB5w0c699r9dDjiFprL43vvKFwqtWIhopwUZfV5mrHJzOr%2BzWy9W4KoC9DyzTaVzAXpsSsl343Ru4vDPwl1hEFs5ubFWVTVGRYL0sYgrP19JMbWrDZJrWLJAsnW%2Fz5nT7mXvq5uqGaYMSbBBbXI4KZhSvNGerdSAa2LNU5rxX4g810zMJ8gRoHfV7DvN%2FeOC1d9cPVNCMmZPCmB7fdDzSIogxOmfbyIFUr7mkH7YdQvMcn3eWZ4c8rVOl%2B4dOue6DbExaWwbKBazaM57WQi457pKRir%2Bp0NmPx%2BrLgGoY0eB0897h1kWs%2FU2NMuieMCIdbxlgUBVXjT6%2BNZjksAl2u1rwnHXUHYRPRslgbpgThN1U%2FuSxAxBXEwt3DVBUhkpBjQd761qNuGPJnesU9I823WGVV%2BsEMtL6mt6yY8WXTYbLMIA8RMN78k%2BG9nACnCVqsTAXKI3JoSNc67smnGrHsjBApmq2Akt2AoHSjz4psTZSdfCkrF8f8Nh04fah4bi0Oph5fF7aWQX5xoengPfhIaZWKfGmCtkEn6ilIeWtdzQD5LRQ0%2BIV1G81fPUsbDzE85AGpXGrVl8VKPppqG6YU1lmg2QBugN%2Bob2wUBfA3zYx5hdfRx5enr7lo6iiP1mkKgVFYINdrGch5wnGKyIu70IhsMIqVPyTdKGp3ZMVcoTf%2Bw6W%2FlJ7xZsm2Dn1lVbCOEYZfwy3F0FmER0dLCvbF39ZL6TQ29SY2KQ4ArrOapjlEeuewZZuISeqdj10GvG89DUSd6zZXlwV6VHJWpZ0sO%2Bx2g%2FdmBhyzN44LekrH9XYw8tHNzwY6mgFBgQwP2LDjMD7NcB%2BraTfr0jtKJRdkErel%2B3jhlm7V0sAhb4IRCZi7ehp%2BLqqIy0%2FAv4Q0HrKMnSVyVZs6ApP8nYsbM1kSyGj4R9srAbxzNKQQcaXDLNO4xR1zNypEjbj30BAOtn4RVUJGgOa444kOL7pI6sDqYRHWz5y7SslEz6MPDLK%2FpKTXop6O5XOOzf4LYRF60793OGgF&X-Amz-Signature=b74f8a6741efb926809e9c6e0bbd3243306fe7760b9d7bdcaf9cf80ef0c0257b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22PROPOSER_SIGNATURE_PAGE.pdf%22&x-id=GetObject 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Request for Proposal #2026-RFP-005, Merchant Card Processing Services - Parks and Interactive Voice Response

(IVR) Services 21

*Response required

9.7. New Vendor Application/Existing Vendor Verification Form* Please download the below documents, complete, and upload. If you are a new vendor, please complete the

New Vendor Application. If you are already a vendor with the City of Kingman, please complete the Vendor

Verification Form.

• Vendor_Verification_Form.pdf

• New_Vendor_Application.pdf

*Response required

9.8. (Optional) Vendor EFT Form Please download the below documents, complete, and upload.

• Vendor_EFT_form,_FAQ_and_in...

9.9. W-9*

Please download the below documents, complete, and upload.

• W-9.pdf

*Response required

9.10. Please upload a copy of your City of Kingman business license (if applicable)

9.11. No Collusion Affidavit *

Please download the No Collusion Affidavit and upload a completed version with your response.

• Non-Collusion_Affidavit_-_O...

*Response required

9.12. Please attach a purchasing contract/service agreement.* *Response required https://government-project.s3.us-west-2.amazonaws.com/51213/aeecf92d-ac31-4c56-bcf0-6893a87efb34_Vendor_Verification_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GR7DVD3R%2F20260430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260430T150019Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEcaCXVzLXdlc3QtMiJGMEQCIC7fFjNELCEw2gq95nlr3DF4dwtYnyxSpUillfZyi9TsAiB%2B%2FGEnc%2BMhhHNrLpA1R97HnIc2pRBTdbNLsFdQej1ERyqMBQgQEAIaDDg5MjM2NDY4NzY3MiIMYW9%2Fghw4erdBCa8VKukE845HACBTUOSB5w0c699r9dDjiFprL43vvKFwqtWIhopwUZfV5mrHJzOr%2BzWy9W4KoC9DyzTaVzAXpsSsl343Ru4vDPwl1hEFs5ubFWVTVGRYL0sYgrP19JMbWrDZJrWLJAsnW%2Fz5nT7mXvq5uqGaYMSbBBbXI4KZhSvNGerdSAa2LNU5rxX4g810zMJ8gRoHfV7DvN%2FeOC1d9cPVNCMmZPCmB7fdDzSIogxOmfbyIFUr7mkH7YdQvMcn3eWZ4c8rVOl%2B4dOue6DbExaWwbKBazaM57WQi457pKRir%2Bp0NmPx%2BrLgGoY0eB0897h1kWs%2FU2NMuieMCIdbxlgUBVXjT6%2BNZjksAl2u1rwnHXUHYRPRslgbpgThN1U%2FuSxAxBXEwt3DVBUhkpBjQd761qNuGPJnesU9I823WGVV%2BsEMtL6mt6yY8WXTYbLMIA8RMN78k%2BG9nACnCVqsTAXKI3JoSNc67smnGrHsjBApmq2Akt2AoHSjz4psTZSdfCkrF8f8Nh04fah4bi0Oph5fF7aWQX5xoengPfhIaZWKfGmCtkEn6ilIeWtdzQD5LRQ0%2BIV1G81fPUsbDzE85AGpXGrVl8VKPppqG6YU1lmg2QBugN%2Bob2wUBfA3zYx5hdfRx5enr7lo6iiP1mkKgVFYINdrGch5wnGKyIu70IhsMIqVPyTdKGp3ZMVcoTf%2Bw6W%2FlJ7xZsm2Dn1lVbCOEYZfwy3F0FmER0dLCvbF39ZL6TQ29SY2KQ4ArrOapjlEeuewZZuISeqdj10GvG89DUSd6zZXlwV6VHJWpZ0sO%2Bx2g%2FdmBhyzN44LekrH9XYw8tHNzwY6mgFBgQwP2LDjMD7NcB%2BraTfr0jtKJRdkErel%2B3jhlm7V0sAhb4IRCZi7ehp%2BLqqIy0%2FAv4Q0HrKMnSVyVZs6ApP8nYsbM1kSyGj4R9srAbxzNKQQcaXDLNO4xR1zNypEjbj30BAOtn4RVUJGgOa444kOL7pI6sDqYRHWz5y7SslEz6MPDLK%2FpKTXop6O5XOOzf4LYRF60793OGgF&X-Amz-Signature=a4131468220e78e0ac09bc03b4729678a8d7f12a94901f985df88648436aeb67&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Vendor_Verification_Form.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/51213/c9185d96-81eb-4e7e-a299-ce5282f335ff_New_Vendor_Application.pdf https://government-project.s3.us-west-2.amazonaws.com/51213/1388aa37-0092-49d6-8148-2056c88be3ae_Vendor_EFT_form%2C_FAQ_and_instructions_3_PG.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GR7DVD3R%2F20260430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260430T150019Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEcaCXVzLXdlc3QtMiJGMEQCIC7fFjNELCEw2gq95nlr3DF4dwtYnyxSpUillfZyi9TsAiB%2B%2FGEnc%2BMhhHNrLpA1R97HnIc2pRBTdbNLsFdQej1ERyqMBQgQEAIaDDg5MjM2NDY4NzY3MiIMYW9%2Fghw4erdBCa8VKukE845HACBTUOSB5w0c699r9dDjiFprL43vvKFwqtWIhopwUZfV5mrHJzOr%2BzWy9W4KoC9DyzTaVzAXpsSsl343Ru4vDPwl1hEFs5ubFWVTVGRYL0sYgrP19JMbWrDZJrWLJAsnW%2Fz5nT7mXvq5uqGaYMSbBBbXI4KZhSvNGerdSAa2LNU5rxX4g810zMJ8gRoHfV7DvN%2FeOC1d9cPVNCMmZPCmB7fdDzSIogxOmfbyIFUr7mkH7YdQvMcn3eWZ4c8rVOl%2B4dOue6DbExaWwbKBazaM57WQi457pKRir%2Bp0NmPx%2BrLgGoY0eB0897h1kWs%2FU2NMuieMCIdbxlgUBVXjT6%2BNZjksAl2u1rwnHXUHYRPRslgbpgThN1U%2FuSxAxBXEwt3DVBUhkpBjQd761qNuGPJnesU9I823WGVV%2BsEMtL6mt6yY8WXTYbLMIA8RMN78k%2BG9nACnCVqsTAXKI3JoSNc67smnGrHsjBApmq2Akt2AoHSjz4psTZSdfCkrF8f8Nh04fah4bi0Oph5fF7aWQX5xoengPfhIaZWKfGmCtkEn6ilIeWtdzQD5LRQ0%2BIV1G81fPUsbDzE85AGpXGrVl8VKPppqG6YU1lmg2QBugN%2Bob2wUBfA3zYx5hdfRx5enr7lo6iiP1mkKgVFYINdrGch5wnGKyIu70IhsMIqVPyTdKGp3ZMVcoTf%2Bw6W%2FlJ7xZsm2Dn1lVbCOEYZfwy3F0FmER0dLCvbF39ZL6TQ29SY2KQ4ArrOapjlEeuewZZuISeqdj10GvG89DUSd6zZXlwV6VHJWpZ0sO%2Bx2g%2FdmBhyzN44LekrH9XYw8tHNzwY6mgFBgQwP2LDjMD7NcB%2BraTfr0jtKJRdkErel%2B3jhlm7V0sAhb4IRCZi7ehp%2BLqqIy0%2FAv4Q0HrKMnSVyVZs6ApP8nYsbM1kSyGj4R9srAbxzNKQQcaXDLNO4xR1zNypEjbj30BAOtn4RVUJGgOa444kOL7pI6sDqYRHWz5y7SslEz6MPDLK%2FpKTXop6O5XOOzf4LYRF60793OGgF&X-Amz-Signature=c621058c6e78299b4a9f65b494aa28364a275d43c8b2b0ae5f2b44a89aa47de1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Vendor_EFT_form%252C_FAQ_and_instructions_3_PG.pdf%22&x-id=GetObject…