PRF84 RFQ-SOW RMV Applications - 5-7-2025.docx

COMMONWEALTH OF MASSACHUSETTS

REQUEST FOR QUOTE AND STATEMENT OF WORK (SOW)

RFR#: PRF84designatedCTR

PAYMENT SOLUTIONS

COMMBUYS BID# BD-25-1030-0P100-0P110-116436

Purchasing Agency: Massachusetts Department of Transportation (“MassDOT”) Address: 10 Park Plaza, Boston, Massachusetts 02116 Procurement Contact: John Cadorette E-Mail: john.cadorette@dot.state.ma.us

This Quote Form/Statement of Work (SOW) must be used by all Commonwealth of Massachusetts Eligible Entities for any engagement under PR84designatedCTR—Payment Solutions.

The scope of performance identified in this Quote Form/SOW for the purpose of Contractor selection is an estimate in order to evaluate potential Contractors and select the best value qualified Contractor for the engagement. The Eligible Entity will determine which Contractor provides the best value and may base final selection on the best fit of experience, expertise and skills, interviews with Contractors and project managers, willingness of Contractors to negotiate the best value for a project (including allocation of resources), and the ability to perform the engagement in the time required.

Once a Contractor has been selected, the details of the engagement (services to be performed, timeline, or schedule of performance completion dates and pricing) must be completed as part of this Quote Form/SOW (and not by separate attachment) as the formal engagement of a Contractor.

This Quote Form/SOW is not a separate contract but serves as the scope of performance and budget for each Payment Solutions engagement. The Quote Form/SOW incorporates by reference all the terms of the Contractors Response to the Statewide Contract. Performance may not begin until the SOW has been executed by authorized signatories of the eligible entity and the contractor. If an amendment is needed, then this SOW template must be used for any amendments. This SOW shall become public record, maintained by the eligible entity.

Note: All allowable additional terms and conditions have been included in the Statewide Contract. Eligible Entities may NOT execute a separate Standard Contract Form or ANY OTHER contract form or addendum with engagement or contractual terms. All performance expectations must be included as part of this Quote Form/SOW. For questions, please contact the Office of the Comptroller.

All SOWs for Commonwealth of Massachusetts eligible entities must be reviewed by CTR prior to execution to ensure no conflict with state finance law or state financial systems.

ENTER COMMONWEALTH ELIGIBLE ENTITY ENGAGING A PRF84designatedCTR CONTRACTOR:

Eligible Entity Name: MassDOT Registry of Motor Vehicles Division Identify if Eligible Entity is a State Department or other type of Eligible Entity: MassDOT Eligible Entity Mailing Address: 25 Newport Ave, Quincy, MA Quote Form/SOW Contact Name: Anu Goutham E-Mail Address: Anu.Goutham@dot.state.ma.us Telephone:

ENTER PRF84designatedCTR CONTRACTOR:

Statewide Contractor Legal Name:

MMARS Contractor Code:

Authorized Representative (Contact) Name:

Business Mailing Address:

Email Address:

Telephone:

CHECK ONE OPTION BELOW. (IDENTIFY IF THIS IS A NEW QUOTE FORM/SOW OR AN AMENDMENT TO AN EXISTING SOW):

SERVICE OPTIONS SOUGHT UNDER THIS REQUEST FOR QUOTE/SOW:

For the purposes of submitting the Quote Form/SOW to the Contractors, identify the service options desired in the table below, and provide a brief narrative description of the engagement. Contractor(s) engaging in a SOW must have submitted an RFR Response for the listed services and may not provide services that were not bid under the Statewide Contract. General qualifications, key personnel, contract manager, and pricing are listed in the Contractor RFR Response and pricing. Eligible Entities are required to review the RFR Response and pricing for PRF84designatedCTR available at https://www.commbuys.com. Prices may not exceed those listed in the RFR Response and Pricing documents posted for the Statewide Contract.

Please check all service options that the Eligible Entity is seeking under this Request for Quote/SOW engagement or Amendment.

☐ PIN Pad (describe below)

☐ Wireless (describe below)

☒ Shopping cart functionality

☐ Other (describe below)

☒ Client (eligible entity) pays fees

☐ Customer pays fees (convenience fee)

☐ Other (describe below)

DESCRIBE SCOPE OF PERFORMANCE UNDER ENGAGEMENT (please include description of integration with any third-party solutions, if applicable):

Currently, MassDOT Registry of Motor Vehicles (RMV) operates an E-Commerce website ("MyRMV" at https://mass.gov) that allows the State of Massachusetts constituents to conduct a variety of transactions on their driver licenses and vehicles. The MyRMV web site is hosted in the cloud at FAST Hosting Services (FHS), and it is a subset of the core RMV Business application called ATLAS. This application is maintained by FAST Enterprises and MassDOT. For processing payments, and keeping the ATLAS application outside of PCI scope, MyRMV uses web service API calls and redirects back and forth with a separate, proprietary MassDOT Payment web site hosted at the Commonwealth of MA (EOTSS).

The RMV is considering replacing this external MassDOT Payment web site (in orange) with a cloud-based Service Provider solution.

MassDOT and Commonwealth goals for this change include:

· removing the proprietary legacy .NET software code and maintenance

· removing the aging infrastructure at the Commonwealth (EOTSS)

· reducing MassDOT RMV’s PCI compliance audit scope

· adding a more robust and resilient vendor platform for our 24x7 operations

· adding more payment options and capabilities, if elected

· adding more support and transactional reporting for our Revenue processing

At a minimum, the Service Provider solution shall comprise the following core components: Payment web site, portal reporting web site, settlement data files and data retention.

Assumption is that all responding Service Providers can provide a PCI-Compliant Payment web site that can be seamlessly integrated with our MyRMV web site while being separately hosted by the vendor. Also assumed is a robust web portal for transaction research, maintenance and reporting.

WorldPay is the RMV's current payment processor, and the Service Provider is required to interface to WorldPay for all transactions. The RMV also operates alternate payment channel interfaces to WorldPay through Verifone pin pads in Service Centers, AAA Offices, Contact Centers, Business headquarters and direct IVR interfaces that are not changing and are not included in this RFQ’s scope.

With this RFQ, the RMV would like to explore two options for implementing the new Payment Web site: Payfac and non-Payfac (for lack of a better term) models:

· With the Payfac model, the Service Provider acquires its own merchant id, and the RMV becomes a sub merchant to the Service Provider. Full payment processing, settlement, transaction management and reporting are all owned and handled through the Service Provider’s solution only.

· For the non-Payfac model, the Service Provider would be configured to use an RMV-acquired merchant id, and the Service Provider’s solution would securely manage all cardholder data capture (CHD), authorizations and reversals while transaction results are stored in the existing Host Data Capture (HDC) settlement file maintained at WorldPay. The current payment web site solution uses this model thus all transactions across all RMV processing channels are maintained within one consolidated settlement file.

The responding Service Provider should indicate whether their platform supports only one or both models above and clearly differentiate how the two models impact their proposed offerings and associated costs. In addition, the responding Service Provider must clearly describe how the two models (Payfac and direct merchant) impact PCI compliance obligations for RMV.

MyRMV requires 24-hour x 365 days operational uptime.

RMV requires a parallel QA/UAT instance connected with WorldPay Test systems to be available during Business hours for integration and regression testing of any changes to our systems or to test any pertinent changes to your systems.

In light of the RMV’s budgetary constraints and the significant $330M yearly transaction volume, we encourage Service Providers to consider proposing discounted contract fees for this engagement in their RFQ response.

Describe in detail the cost structure associated with your product offerings:

· One-time implementation costs (project management, development and configuration, testing support)

· Yearly Support costs

· Transaction processing costs:

· Are only approvals charged (not declines, timeouts, AVS and CVV rejections)

· Are reversals charged (manual or automatic for AVS and CVV)

· How are one-cent approvals billed (we have some)

· Are WorldPay fees included in your rate (assumed yes for Payfac model)

· Other costs or fees

Please use our 2024 yearly statistics below to estimate our yearly cost totals for 2024 using one or both payment models, if there is a difference. Clearly explain how you calculated all costs. Our statistics below reflect approvals only, but the Service Provider can use standard failed and reversed transaction percentage ratios if those transactions factor into your invoicing.

Regarding integration, FAST Enterprises typically prefers “redirect” methods over iFrames or other tightly coupled methods due to PCI Compliance concerns for their application. To help us estimate our level of effort, please briefly describe the request response flow (APIs and redirects) back and forth between our MyRMV and your Payment Web site.

The RMV does not accept approvals that fail AVS or CVV validation:

· With the Payfac model, how is AVS and CVV validation handled, and what gets reported back to MyRMV for those transactions?

· With the non-Payfac model and HDC, how are reversals automatically handled and submitted to correct the settlement file at WorldPay, and what gets reported back to MyRMV? How are reversal errors handled?

With the non-Payfac model, is there an option to set specific fields in the WorldPay capture request to store supplemental transaction data in our WorldPay settlement file? This answer will help determine impact on our backend processes for reconciliation. RMV currently uses the following WorldPay fields:

· CustomerId – variable reference data for searching (license no, plate no, title id)

· OrderId – unique web transaction id

· ReportGroup – ECOM

A daily settlement file for reconciliation will be expected in the Payfac model, and a transaction audit file will be expected in the non-Payfac model. What mechanism is recommended with your product to cross reference RMV transactions with Service Provider authorizations?

To assist with vendor evaluation, please provide a list of all mobile apps and alternate payment apps supported by your current COTS product.

Accessibility Requirements

The Service Provider shall be evaluated according to their ability to meet Commonwealth and Industry accessibility standards. Additional information can be found at these two locations:

Enterprise Information Technology Accessibility Policy https://www.mass.gov/policy-advisory/enterprise-information-technology-accessibility-policy

IT Acquisition Access Compliance Program https://www.mass.gov/guides/it-acquisition-access-compliance-program

The following table lists questions and requirements to help us score the Service Provider’s ability to meet accessibility standards. Service Providers are encouraged to submit the required forms and provide detailed responses.

· Blind or visually impaired

· Deaf or hard of hearing

· Intellectual and learning disabilities

· Physical and motor disabilities

· Other disabilities as defined by the ADA

Vendor must adhere to all statutes and MassDOT / Commonwealth / EOTSS standards related to data privacy and security breaches:

ANTICIPATED PROGRAM VOLUME:

Average Transaction Size: $50.00 to $100.00 Set Amount: ☐ or Variable Amount: ☒

Minimum Individual Authorization: $0.01

Maximum Individual Authorization: $100,000

Anticipated Annual Revenue: $330,000,000

Anticipated Annual Transaction Volume: 3,200,000

Constant throughout the year: ☒ or Cyclical: ☐ If Cyclical, Peak Times/seasons: ________________

Yearly Stats:

Monthly Stats:

SPECIFIC SKILLS THAT CONTRACTOR MUST DEMONSTRATE FOR SELECTION UNDER SOW:

Contractors have already identified overall qualifications in the designated areas in the RFR Response posted on www.commbuys.com under PRF84.

The following are additional specific skills, experience or expertise required for this engagement and to evaluate Contractors responding to this Quote Form. Contractors should identify why their experience, skills or expertise are superior and best suited for this engagement, why Contractor is the best partner and the best economic value for this engagement and what additional benefits an engagement with the Contractor would provide the Eligible Entity.

Engagement specific skills, expertise required for this engagement.

· Demonstrable ability to handle RMV traffic volume (examples with existing clients)

· Sufficient resources to support the RMV Business and transaction volume (expected queries)

Contractor’s Response to this need: (Contractor must respond to these needs requirements for a Quote to be complete.)

ANTICIPATED SOW START DATE (Required):

The eligible entity anticipates that the work under this SOW will begin on or about: August 2025

ANTICIPATED GO-LIVE DATE (Required): Before December 31, 2025

Additional performance calendar details if required: (Insert details here):

CONTRACT END DATE: SOW performance shall terminate as of: April 30, 2027*, with no new performance after this date unless the SOW is amended, provided that the terms of this SOW and performance expectations and obligations shall survive its termination for the purpose of resolving any claim, dispute or other SOW action, or for effectuating any negotiated representations and warranties, any close out performance, transition performance to a new Contractor, reporting, invoicing or final payment obligations. SOWs under this Statewide Contract may not be entered into after the termination date of this Statewide Contract as of April 30, 2027. SOWs entered into prior to this termination date (or as amended) may complete the engagement as executed but may not extend beyond April 30, 2028.

* In the event that the Commonwealth extends PRF84designatedCTR for one or both of the two (2) available option terms and the SOW Contractor’s agreement thereunder is also extended, the Eligible Entity, in its sole discretion, may extend SOW performance for all or a portion of each such option term. In such event, the SOW will be amended accordingly.

DETAILS OF PERFORMANCE AND SOW PROJECT SCHEDULE ((The Eligible Entity engaging a Contractor will enter as much information as is available to enable a Contractor to submit a response to the Request for Quote/SOW. This section will be updated once final performance is negotiated by the parties. Add lines as required):

Solution Design Document acceptance Interface Control Document acceptance

TAG Group approval

10. Go Live

4th quarter 2025

Enter Additional deliverable details of performance information here (if required):

Attachments to the SOW may not include additional terms and conditions not negotiated as part of the Statewide Contract or approved in writing by CTR.

KEY PERSONS ASSIGNED TO THE TASK ORDER AND THEIR ROLES:

The contractor must identify their Project Team resources that will be assigned to this SOW. In addition to informal communications, the contractor should expect formal project control procedures. For the purposes of the Quote, the Eligible Entity does not have to enter the Project Team unless known at time of the quote. Contractors bidding on an SOW must identify their Project Team that will be assigned to this SOW. The SOW project will be managed by appropriate Eligible Entity stakeholder participants (i.e., technical, program, and finance resources). In addition to informal communications, Contractors should expect formal project control procedures to include:

· Reporting of activity and status at weekly or bi-weekly meetings or calls with Project Team.

· Weekly progress reports produced outlining work accomplished during the preceding period and work planned for the succeeding period.

· Timely and accurate identification of any problems encountered by the contractor.

· Mandatory written documentation of any potential or actual security vulnerabilities or SOW compliance issues that are discovered and recommendations for remediation.

Eligible Entity Project Team Member

Phone Email Address

Douglas Leccese Project Manager

Max Tassinari

Architect

CIO

(Include details of day-to-day responsibilities)

Phone Email Address

Project Manager

Contractor Project Team Members may not be replaced without prior written approval from the Eligible Entity and must be replaced with individuals with comparable experience and skills to ensure no loss in the quality or level of services under the SOW.

PRICING:

All costs must be part of authorized price listing under PRF84designatedCTR. The per item or service, convenience fee rate (if applicable), hardware, and hourly rates include all related fringe benefit costs and profit as negotiated and identified in the Contractor Cost Sheets posted on www.Commbuys.com for this Statewide Contract. In addition, all other direct, clerical, administration, indirect, overhead, and incidental costs, such as travel, accommodations, meals, non-deliverable related printing, equipment and supplies are included as part of pricing as negotiated. Time and materials are not authorized under this pricing structure.

All bids submitted in response to this RFQ shall be valid for at least one hundred eighty (180) days from the date of bid submission. The prices submitted in a Bidder’s proposal shall remain firm during the term of any contract awarded under this RFQ. The estimated project start date will be around August 2025.

ELIGIBLE ENTITY COMMITMENT:

1. All SOWs for Commonwealth of Massachusetts eligible entities must be reviewed by CTR prior to execution to ensure no conflict with state finance law or state financial systems.

2. If a third-party business application (e.g., licensing, permitting, fees, taxes, etc.) originates the payment request, then the Eligible Entity certifies that an executed contract is already in place for the development, testing, and deployment of said business application that will be integrated with the PRF84 payment solution scoped in this Statement of Work.

3. If a third-party business application (e.g., licensing, permitting, fees, taxes, etc.) originates the payment request, then the Eligible Entity certifies that it will execute end-to-end testing, document any changes required to the PRF84 payment solution vendor, and provide approval for final PRF84 deliverables. Testing, documentation and communication of desired changes, and final approval of deliverables cannot be delegated to the third-party business application vendor since no contractual relationship exists between them and the PRF84 payment solution vendor.

4. The Eligible Entity is responsible for encumbering sufficient funds for costs associated with the SOW for the duration of the SOW project in accordance with Comptroller policies.

5. Eligible Entities recognize their obligation to comply with Card Association rules and will meet all PCI Compliance requirements associated with this project’s configuration and volume. See the CTR Payment Collection Data Security policy for details.

6. Material changes after implementation may require an amendment to this Statement of Work, or an entirely new Statement of Work depending on scope.

PAYMENT TERMS:

Pursuant to state finance law and the terms of the contract, payments cannot be made until deliverables are received and accepted by the Eligible Entity. The parties may negotiate a payment plan based upon the expected delivery and acceptance of deliverables and the deliverable acceptance criteria identified in this SOW.

STATEMENT OF WORK SUBMISSION REQUIREMENTS:

Eligible entities will complete this Request for Quotes/SOW and submit the unsigned document to the Contractor for review, iteration, and completion. The details of performance will be discussed, and the SOW must be updated accordingly with schedule, project team members, and budget (if applicable), and then executed by the parties. All documentation related to performance, funding, and other contract file contents must be retained for audit purposes by the Eligible Entity. Once the SOW is finalized and executed by authorized signatories of the Eligible Entity and Contractor, performance may begin.

STATEMENT OF WORK CHANGE ORDERS:

Any additional work that may be required outside the scope of an executed Statement of Work (SOW) will require the SOW to be amended prior to the start of performance of the additional work. The Contractor project manager is responsible for maintaining work within scope.

ACCEPTANCE OF TERMS OF STATEMENT OF WORK (SOW):

The Quote Form/SOW does not need to be executed for submission to the Contractors for a quote. All participating parties will execute a SOW when the Eligible Entity has selected a Contractor and the terms of the SOW performance have been negotiated and finalized, funding has been identified, and performance is ready to begin.

The terms of this Final SOW are accepted by authorized signatories of the Eligible Entity and the Contractor as of the latest dates of signatures below.

AUTHORIZING SIGNATURE FOR THE CONTRACTOR:

X: _ Date: ____ (Date Must Be Handwritten at Time of Signature)

Print Name: _

Print Title: __

AUTHORIZING SIGNATURE FOR THE ELIGIBLE ENTITY:

X: _ Date: __ (Date Must Be Handwritten at Time of Signature)

Print Name: ______________________________________

Print Title: _______________________________________ image1.png image2.png