RFI_001_2025_Payment System_2025.pdf

BIBB COUNTY PUBLIC SCHOOLS – Request for Information This is NOT a BID but just for Informational purposes ONLY

RFI –001-2025

RFI - Date & Time RFI Issued 02/19/2025 Deadline for Questions 02/26/2025 @ 9 am, EST Demonstrations From Qualified Vendors TBD Information must be received by the due date and time.

RFI Buyer Contact Information Name Elaine M Wilson - Beverly E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFI document shall be submitted to the buyer in writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFI Submittal Location All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFI Term

The Bibb County School District takes this opportunity to announce that we are requesting information from all vendors who maybe able to address the items listed within the document.

If you have any questions concerning this request, please submit them in writing to Elaine M.

Wilson, Elaine.wilson@bcsdk12.net.

Elaine M. Wilson Procurement Director

We are seeking to view the selected candidates via ONLINE Demonstrations, we will then utilize some of the information to compile a needed RFP for response from ALL Vendors. This is ONLY to gain information on what services can be offered and what we may need here at the district.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities mailto:Elaine.wilson@bcsdk12.net

Introduction/Background:

The Bibb County School District consists of 18,000 students: 38 Schools; the goal is to find a payment collection solution that will be valuable for the finance department, schools, clubs, parents, and students as addressed.

B. Invitation:

The procurement office, on behalf of the Bibb County School District would like to extend a formal offer to all qualified contractors according to the specifications indicated within this RFI.

Please review carefully all sections of the RFI along with the Closing Date and Time.

All questions pertaining to this RFI should be emailed to the Procurement Director, Elaine M.

Wilson, Elaine.wilson@bcsdk12.net, All questions and answers will be posted under the purchasing menu, located on the Bibb County Board of Education webpage.

Attention Participants:

I hope this message finds you well. We are reaching out to inquire about a new payment solution system for our district. We are currently in the process of evaluating payment solutions to collect payments from parents and students via multiple platforms including online, app, and card readers (with tap capability). Payment types include credit/debit cards, cash, check, eft.

The solution should integrate with Infinite Campus, be capable of depositing into multiple bank accounts, allow for robust reporting, account coding, and reconciliations.

I would appreciate it if you could provide the following information to help us assess whether your payment system is a good fit for our needs.

1. Product Overview

• Please provide a high-level description of your system and its key features.

• What are the main cases of use for the system, and what industries is it best suited for?

2. Functionality and Features

• What specific functionalities does the system offer? (e.g., reporting, automation, integration with other tools)

• Does the system support customization to fit our unique needs?

• Are there any specific workflows or processes that the system excels in?

3. System Requirements

• What are the minimum system requirements for using the payment solution?

4. Pricing and Licensing mailto:Elaine.wilson@bcsdk12.net

• What is the pricing model for the solution? (e.g., subscription-based, per transaction fee?)

• Are there different pricing tiers, and what is included in each tier?

• Are there any additional costs for updates, support, or integrations?

5. Security and Compliance

• How does the software handle data security and privacy? (e.g., encryption, user access controls, compliance with regulations like GDPR)

• Does the system meet industry standards for security and compliance?

6. Support and Training

• What support options are available (e.g., 24/7 support, chat, phone, email)?

• Are there support options for the end users (parents)?

• Is there training available for our team? If so, what type of training is provided (e.g., online, in-person, documentation)?

7. Integration and Compatibility

• Does the software integrate with other tools we are using, such as TylerTech (Munis ERP), Infinite Campus)?

• What are the integration options, and are there APIs available?

8. Customer Feedback and Case Studies

• Can you provide any case studies or examples of companies similar to ours that have successfully implemented your payment solution?

• Are there customer reviews or testimonials available?

9. Trial or Demo

• Do you offer a trial period or demo version of the software? If so, how can we access it?

• Is there a training module available for testing?

10. Additional Information

• Are there any other important details or features about the system that we should be aware of?

Thank you for your time and assistance. We look forward to your response and learning more about how we can support our organization’s goals.