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 and Mobile Wireless Systems project. The RFP seeks a comprehensive, unified payment ecosystem to replace fragmented departmental systems and support multiple payment methods including mobile wireless payments via handheld devices, digital wallets (Apple Pay, Google Pay, PayPal, Venmo, Cash App), ACH transfers, eChecks, and all major credit cards. The City requires mandatory integration with the Tyler Technologies Munis ERP system and treasury-level reporting capabilities. Proposal submissions are due January 6, 2026, at 11:00 AM through the City's eProcurement Portal, with questions due by December 22, 2025, at 5:00 PM. The contract term is one initial year with two optional one-year extensions subject to the Purchasing Agent's approval.
The City mandates an all-inclusive universal transaction fee model with a maximum rate of 2.5% for credit/debit cards and digital wallets, with no tiered pricing, hidden fees, or surcharges permitted. The proposed rate must cover all backend costs including processor fees, gateway fees, network assessments, software licensing, hosting, PCI compliance, tokenization, and encryption services. Vendors must provide detailed pricing for hardware (mobile handhelds and countertop devices), one-time implementation costs including Munis ERP integration setup and on-site training, and any separate SaaS/software fees if not covered by the transaction fee. All cells on the form must be completed with either a specific dollar amount or "$0.00"/"INCLUDED." Vendors must certify compliance with all requirements and demonstrate PCI DSS Level 1 and SOC 2 Type II certification, along with live production-level Munis integration in at least three municipalities. The City will automatically reject proposals containing hidden fees, tiered pricing, minimum volume penalties, or equipment rental charges.
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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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