PRICE_PROPOSAL_FORM.docx
DOCX document 21 KB Posted
- Solicitation number
- 2025-RFP-CNH-293
- Issued by
- New Haven County, Connecticut
About this file
This is a Price Proposal Form and Fee Schedule for the City of New Haven, Connecticut's Citywide Payment Modernization, Mobile Wireless Payment Systems, Unified Cash Management, and Treasury Integration project. The City seeks to replace fragmented, department-specific payment systems with a unified, standardized platform capable of supporting all municipal payment operations. The system must support mobile wireless payment acceptance via handheld devices, digital wallets (Google Pay, Apple Pay, PayPal, Venmo, Cash App, and Zelle if possible), ACH, wires, and all major credit cards. Required functionality includes text-to-pay capabilities, secure mobile communication, treasury-level reporting and financial reconciliation, and mandatory integration with the Munis ERP platform and other existing systems.
Vendors must propose a single, flat universal transaction fee of 2.5% or less for all payment types, including credit and debit cards and digital wallets, with no tiered or "non-qualified" pricing structures permitted. All backend costs—including processor fees, gateway fees, network assessments, software licensing, hosting, PCI compliance, and tokenization services—must be included in the proposed transaction fee. Vendors must also detail any hardware costs for mobile and office use, one-time implementation and integration costs (particularly for Munis ERP setup), training expenses, and any recurring software or support fees, though such recurring fees should be covered under the all-inclusive transaction fee model. The City explicitly prohibits hidden fees and requires vendors to certify that all pricing is complete and transparent, with blank cells on the proposal form prohibited.
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Text version
PRICE PROPOSAL FORM & FEE SCHEDULE
Project ID.: _______ Project: Citywide Payment Modernization & Mobile Wireless Systems Vendor Name: ___________________________________________________ Date: __________________________
INSTRUCTIONS TO VENDORS
1. All-Inclusive Pricing: The City of New Haven requires a Universal Transaction Fee model. Your proposed percentage rate must cover all backend costs, including processor fees, gateway fees, network assessments, software licensing, and hosting.
2. No Hidden Fees: Any cost not explicitly detailed on this sheet will NOT be paid by the City.
3. Format: Do not alter the structure of this form. If a fee is $0.00 or included, you must write "$0.00" or "INCLUDED". Do not leave cells blank.
SECTION 1: UNIVERSAL TRANSACTION FEES
The Vendor must propose a single, flat percentage rate for card transactions. Tiered pricing (e.g., "Qualified vs. Non-Qualified") is cause for immediate disqualification.
| Payment Type |
| Proposed Rate / Fee |
| Notes / Volume Tiers (If any) |
| Credit & Debit Cards (All Brands: Visa, MC, Amex, Discover) |
| _______ % |
| Must be 2.5% or less. |
| Digital Wallets (Apple Pay, Google Pay, PayPal, Venmo, Cash App) |
| _______ % |
| Must be 2.5% or less. |
| ACH / eCheck / Bank Transfer |
| $ _______ per item |
| Flat fee preferred for ACH. |
| Chargeback / NSF Fee |
| $ _______ |
Fee Component Checklist To ensure compliance with the "All-Inclusive" requirement, confirm that the following are INCLUDED in the rates above:
| Component |
| Status (Write "INCLUDED") |
| Gateway / Switch Fees |
| __________________ |
| Network Assessments & Interchange |
| __________________ |
| PCI Compliance Fees |
| __________________ |
| Merchant Account Monthly Fees |
| __________________ |
| Tokenization / Encryption Fees |
| __________________ |
| Software Platform Licensing |
| __________________ |
| Hosting & Data Storage |
| __________________ |
| Digital Receipt / SMS Fees |
| __________________ |
SECTION 2: HARDWARE & EQUIPMENT COSTS
List all required hardware for mobile/field and office use. If hardware is free/loaned, indicate "NO CHARGE".
| Device Make / Model |
| Function (e.g., Mobile Handheld, Countertop) |
| Purchase Price (Per Unit) |
| Monthly Rental (If Applicable) |
| Annual Maintenance / Warranty (Per Unit) |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| $ |
| Shipping & Handling |
| (Flat Rate or Per Unit) |
| $ |
SECTION 3: PROFESSIONAL SERVICES (IMPLEMENTATION)
The City prefers a turnkey implementation. If there are one-time costs for setup, list them here. If included in the transaction fee, write "$0.00".
| Service Description |
| One-Time Cost |
| Implementation & Project Management |
| $__________ |
| Munis ERP Integration Setup (Mandatory) |
| $__________ |
| Training (On-site & Virtual) |
| $__________ |
| Custom Reporting Configuration |
| $__________ |
| TOTAL ONE-TIME IMPLEMENTATION COST |
| $__________ |
SECTION 4: RECURRING SOFTWARE FEES (IF ANY)
The Request for Proposals specifies that software licensing should be covered by the transaction fee. If you are proposing a separate SaaS/Software fee, it must be listed here. If compliant with the "All-In" model, enter "$0.00".
| Description |
| Frequency (Monthly/Annual) |
| Cost |
Base Platform Fee
Per-User License Fees
Technical Support / Helpdesk
TOTAL ANNUAL RECURRING COST
SECTION 5: BINDING CERTIFICATION OF PRICING
The undersigned Vendor hereby certifies that the pricing listed above is full and complete. We understand that the City of New Haven will not pay any fees, surcharges, or costs that are not explicitly disclosed in this document.
We certify that our Transaction Fee proposal allows for:
· [ ] Acceptance of all major card brands (Visa, MC, Amex, Discover).
· [ ] Acceptance of required Digital Wallets (Apple, Google, PayPal, Venmo).
· [ ] No "Non-Qualified" surcharges.
Authorized Signature: _________________________________________________ Printed Name & Title: _________________________________________________ Date: _________________________________________________
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