Request for Proposal Card Reader.docx

REQUEST FOR PROPOSAL (RFP)

PROJECT: Card Reader Systems and Payment Processing Solutions RFP Release Date: September 10, 2026

1. Project Overview & Objective The Elbert County Board of Commissioners is seeking proposals from qualified vendors to provide four (4) card readers for three (3) locations. The vendor must furnish, install, and support all applicable payment software and processing equipment required to deliver a fully operational system. Proposals must outline a turnkey solution where the payment software and card reading hardware are natively compatible. Any middleware or standalone operating software required to execute, secure, and settle transactions at the point of sale must be provided directly by the Vendor and included in the base licensing costs.

RFP Issued: September 10, 2026 Vendor Questions Due: October 2, 2026 at 4:00 p.m.

Answers Distributed: October 7, 2026 Proposal submission Deadline: October 23, 2026 at 4:00 p.m.

Proposals awarded: October 26, 2026

2. Scope of Work & Locations The selected vendor will deliver an all-inclusive solution covering equipment procurement, physical low-voltage network wiring, device provisioning, software, and system testing at these locations:

· Location 1: Code Enforcement – 45 Forest Avenue. Elberton, Georgia Average Monthly Processing Value = $5,300.00 monthly Average Monthly Transaction Count = 35

· Location 2: Transfer Station – 2188 Hulmes Chapel Road. Elberton, Georgia We do not currently have a card payment solution at this location.

· Location 3: Parks & Recreation Department – 1041 Mobley Hill Road. Elberton, Georgia Average Monthly Processing Value = $3,100.00 Average Monthly Transaction Count = 30

3. Hardware Distribution & Installation Scope:

· Stationary Terminals (Qty: 2): Secure countertop mounting and hardwired integration at Location 1 and 2.

· Mobile Terminals (Qty: 2): Delivery and setup of handheld wireless payment devices for untethered on-site client interactions at Location 3.

· Charging Equipment (Qty: 2): Delivery and configuration of dedicated charging docks/cradles for the mobile units to ensure continuous operational uptime at Location 3.

· Low-Voltage Wiring: Running dedicated power and Cat6 internet cabling from local network switches to the two stationary terminal stations.

· Merchant Integration: Syncing all four devices to route payments securely to three (3) corporate bank accounts.

4. Site Survey Scope of Work

· Network Infrastructure: Inspect existing Ethernet drops, Wi-Fi signal strength, or cellular coverage at each point of sale (POS).

· Power Allocation: Confirm proximity to dedicated power outlets or evaluate Power-over-Ethernet (PoE) capabilities for the readers.

Bidders assume full responsibility for inspecting all physical locations. No financial adjustments will be granted post-award for site conditions that could be observed during an on-site visit.

5. Technical & Compliance Requirements Proposed payment solutions must meet the following hardware and backend criteria:

· Stationary Reader Specifications:

· Dedicated, physical power supply connection.

· Wired Ethernet interface as the primary data connection.

· Mobile Reader & Charging Specifications:

· Integrated long-life rechargeable battery.

· Wireless data connectivity via secure Wi-Fi and/or built-in cellular SIM failover.

· Dedicated Charging Cradles: Must include matching drop-in charging docks/cradles for each mobile unit to prevent cable wear and tear.

· Target System Compliance & Security Clauses

· Clause 3.1: Complete Data Isolation & P2PE The software architecture must fully isolate the organization’s internal systems from exposure to raw cardholder data. The solution must feature PCI-validated Point-to-Point Encryption (P2PE) and cloud-managed tokenization running natively within the vendor-provided terminal software.

· Clause 3.2: Automated Software Lifecycle Management The vendor must maintain full ownership over software stability and security. All platform feature modifications, compliance updates, security patches, and terminal operating system updates must be provided automatically at no additional fee to the organization throughout the entire contractual period.

· Clause 3.3: The proposed software platform must feature built-in, real-time transaction reporting and reconciliation tools accessible via a secure web portal. The software must support multi-layered access permissions, allowing specific departments to isolate their data. It must also support automated standard and ad-hoc reporting exportable in CSV, XLSX, and PDF formats.

· Universal Core Features:

· Full support for EMV Chip cards, magnetic stripe swipe, and Contactless/NFC mobile wallets (Apple Pay, Google Pay).

· Strict compliance with current PCI-DSS standards.

· End-to-End Encryption (E2EE) from the exact point of interaction.

· A unified cloud dashboard to view transaction history and settlement reports across all three sites simultaneously.

6. Warranty & Device Replacement Requirements To minimize operational downtime, the vendor must provide a robust warranty and hardware replacement program meeting these minimum standards:

· Hardware Warranty: Minimum one (1) year comprehensive warranty covering all hardware defects, component failures, and charging cradle malfunctions under normal operational use.

· Rapid Device Replacement: In the event of a device failure, the vendor must offer an expedited replacement service (e.g., overnight shipping or next-business-day delivery of a pre-configured replacement reader).

· Remote Troubleshooting: Access to a dedicated technical support helpdesk available during standard retail operating hours to diagnose and resolve device errors before triggering a replacement.

7. Submission Guidelines

· The county will receive proposals until Friday October, 23rd at 4:00 p.m. All proposals must be sent by mail or hand delivered and sealed in an envelope with the words “Sealed Proposal” on the outside of the envelope. Send proposals to 45 Forest Ave. Elberton, Georgia 30635 with ATT. Ryan Wright. Faxed or e-mailed proposals cannot be accepted. Proposals will be awarded at 5:30 p.m. on Monday October, 26th at the above address.

8. Submission Requirements Bidders must submit their proposals by Friday October, 23rd at 4:00 p.m. Submissions must contain:

· Company Qualifications: Proof of business licensing, PCI compliance certification, and low-voltage electrical/wiring capabilities.

· Hardware Specifications: Data sheets for the specific stationary terminals, mobile terminals, and charging docks proposed.

· Warranty SLA: Explicit details regarding your hardware warranty coverage and your guaranteed turnaround time for replacement terminals.

· Deployment Plan: A clear timeline detailing site visits, physical wiring windows, and estimated downtime per location.

9. Cost & Pricing Structure Vendors must provide a completely transparent fee structure. Use the table below to itemize the hardware, charging equipment, and warranty tiers: