Retail Payment Solution_minimum mandatory matrix.pdf

ATTACHMENT 1 – MINIMUM MANDATORY REQUIREMENTS MATRIX

(Word Document Table Posted Separately for Download)

Minimum Mandatory Requirements Matrix Attachment 1 shall be submitted in Packet 1 Tab 5 of the proposal. Any deviations from the stated requirements or any requirements that the Offeror cannot satisfy will affect the evaluation of the Offer and will disqualify the Offeror. Any requirement offeror marks as “Not Met” shall include an explanation. Offerors must refer to the RFP for full requirements to determine if minimum requirements have been met for each section.

Minimum Requirements

RFP

Section Description Met/Not Met

1.

D.2.1 Geographic & Demographic Service Coverage for Retail

Payment Locations:

Offerors shall provide a coverage map(s) to assist in demonstrating how the coverage requirements in the RFP shall be met.

Met Not Met

D.2.1.1 Underserved Zip Code Coverage:

Offeror shall provide a list of locations they currently have in the zip codes in Appendix 1.

D.2.1.2 Regional Tollway Service Territory Coverage:

Offerors shall provide a plan describing how they shall serve the counties listed in Appendix 1.

Met Not Met

D.2.2 Section D.2.2 Customer Service: The Offeror’s solution is required to have walk-in, retail locations which accept cash payments,.

Met Not Met

D.2.2.1 D.2.2.1 Payment Processing:

Offerors’ proposal shall describe how their solution will meet the payment processing requirements outlined in the RFP.

Payment locations shall have a point-of-sale (POS) interface using a customer service agent or self-service kiosk technology that accepts payments. The POS must have the ability to scan barcodes and QR codes. The POS must also allow for manual entry of the Illinois Tollway account or invoice customer reference number. The POS is required to provide the patron with a record of payment details.

Payments received from patrons shall be guaranteed by the vendor. Offerors shall describe how they will handle payment processing errors. Retail location shall not charge customers fees for services.

Met Not Met

6.

D.2.2.2 D.2.2.2 Operations for Retail Locations:

Offeror shall provide a plan to confirm fully trained staff and safety precautions identified in this section.

RFP

Section Description Met/Not Met

7.

D.2.2.3 D.2.2.3 Marketing:

The vendor shall be required to publicize its payment solution to Tollway customers. Offerors must provide a marketing plan in their proposals.

8.

D.3.1 D.3.1: Technical Requirements:

Any connectivity, data exchange or technical components of the Offeror’s system that interfaces with Illinois Tollway systems are required to be designed in conjunction with, and approved by, the Illinois Tollway’s Information Technology (I.T.) Department via the technology governance process, prior to any work being initiated. Offeror must follow policies provided in the Security Program Appendix 2. Information exchanged between the Tollway and the vendor shall not be transmitted by the vendor or its subcontractors to any other entity, whether electronically or via any other method The Tollway may request routine random audits of reconciliation data to support processing performance, and/or compliance matters.

4.

D.3.1.1 D.3.1.1 QR Codes/Barcoding and Account Number Entry:

The POS is required to accept QR codes and barcodes from Tollway patrons in the form of scanned paper invoices, account identification cards, or smartphone devices. The POS must also allow for manual input of customer account/invoice numbers.

Met Not Met

5.

D.3.1.2 D.3.1.2 Payment Acceptance Process:

Offeror’s solution shall process payments to the Tollway in real time. Offeror shall present to the Tollway their detailed process flow for posting payments to the Tollway. At a minimum, the following information shall be required for transmission to the Tollway: transaction reference number, customer reference number, payment amount, date/time, and facility location. The POS system must have payment posting time-out/transmission failure capability. The vendor and Tollway shall agree on the time-out/transmission failure duration.

Met Not Met

6.

D.3.1.3 D.3.1.3 Real-time Data Transmission:

Offeror shall have the ability to send and confirm all payment transactions in real-time to the Illinois Tollway electronically for posting to the customer’s account, using a standard Application Programming Interface (API) protocol. The vendor shall be able to exchange data through a real-time data transfer or secure web service across a Virtual Private Network (VPN). Offerors shall be prepared to follow the Illinois Tollway’s anticipated transaction flow described in the

RFP.

RFP

Section Description Met/Not Met

7.

D.3.1.4 D.3.1.4 Payment Cancellation:

Offeror has ability to send a real-time cancellation message to the Tollway’s back-office system. The cancellation message shall include the same information as provided in the original payment request, as well as the message identification number.

Met Not Met

8.

D.3.1.5 D.3.1.5 End of Day Reconciliation:

Vendor shall be required to submit an electronic reconciliation file to the Tollway, at the end of each day, to confirm all payment/cancel transactions processed via a secure data transfer service. Vendor shall remit to Tollway full amounts collected from customers daily. Funds must be deposited daily into the designated bank account by electronic funds transfer. Vendor shall invoice the Illinois Tollway monthly for fees based on pricing contract terms.

Met Not Met

9.

D.3.1.6 D.3.1.6 Alerts for Technical Difficulty:

Vendor must immediately notify the Illinois Tollway of technical difficulties with sending updates to the Illinois Tollway. Vendor shall be prepared to determine an agreed upon period and alert method to report payment location technical difficulties with the Illinois Tollway. Offeror shall provide a description of alert methods that exist within their program. All reconciliation issues shall be rectified within 48 hours of notification. Additionally, Offeror shall provide a business continuity plan showing the ability for ongoing operations before and during recovery and it shall include pandemic protocols.

Met Not Met

10.

D.3.2 D.3.2 Reporting Requirements:

As outlined in the RFP, vendor is required to provide daily and monthly reporting of payment transactions to the Tollway. At a minimum, vendor must submit a daily funding report, reconciliation report and demographic report. Offeror Proposal acknowledges they can meet reporting requirements and describes how.

RFP

Section Description Met/Not Met

12.

D.4 D.4 Vendor/Staff Specifications

Offeror is required to have three (3) years of experience accepting and processing payments with a network of payment locations. Offeror's proposal includes team members with experience that can best perform the work in Section D.2

- Services Required of the RFP. Offeror shall provide a project manager with a minimum of three (3) years experience integrating such programs under this contract. Within thirty

(30) days of a primary contact person leaving the Offeror’s employment or being reassigned, Offeror shall notify the Illinois Tollway of the new contact person and provide the Illinois Tollway with their qualifications and experience.

Offeror shall provide all necessary clerical support, office supplies, and reproduction services at its own expense.

Vendor must comply with governor’s current COVID-19 Protections and exceed governor’s Executive Orders related to COVID-19.

12.

Tab 4 Tab 4 Audit and Compliance:

Offeror must provide 3 most recent financial statements, a compliant SSAE16 SOC 1 audit, and a compliant PCI DSS audit (if applicable) upon award and yearly thereafter.