RFICashAcceptanceSystem_.docx

STATE OF CALIFORNIA

-2-

SEN. GEORGE RUNNER (Ret.)

First District, Lancaster

FIONA MA, CPA

Second District, San Francisco

JEROME E. HORTON

Third District, Los Angeles County

DIANE L. HARKEY

Fourth District, Orange County

BETTY T. YEE

State Controller

CYNTHIA BRIDGES

Executive Director

STATE BOARD OF EQUALIZATION

450 N STREET, SACRAMENTO, CALIFORNIA

PO BOX 942879, SACRAMENTO, CALIFORNIA 94279-0040

1-916-323-8627 FAX 1-916-322-4530

www.boe.ca.gov

REQUEST FOR INFORMATION

CASH ACCEPTANCE SYSTEM

MARCH 18, 2016

PURPOSE:

The California State Board of Equalization (BOE) is requesting interested vendors to supply information regarding the vendor’s capabilities and knowledge of cash acceptance systems.

The BOE is looking for a solution to accept large cash deposits from our taxpayers to pay their taxes whether it is at a BOE office or elsewhere that is safe, secure, convenient, and cost effective.

BACKGROUND:

The BOE is the nation's only elected tax commission. Its mission is to serve the public through fair, effective, and efficient tax administration. The BOE's goals and responsibilities include:

· Interpret and apply tax and fee laws correctly, consistently, and fairly.

· Collect and allocate revenues as required by law.

· Assess and allocate property values as required by law.

· Educate and assist taxpayers and feepayers to voluntarily comply with taxes and fees, while minimizing their compliance burden.

· Provide high-quality customer service, using qualified staff and state-of-the-art technology.

· Achieve program objectives at the lowest possible cost.

The BOE administers four types of tax programs:

· Sales and use taxes.

· Property taxes.

· Special taxes and fees, such as on alcohol, tobacco, timber, and fuel.

· Tax appellate program for franchise and personal income tax appeals.

During the California fiscal year 2013/14, taxes and fees administered by the BOE yielded $60.4 billion, providing more than 30% of the state's tax revenue. These taxes and fees help to fund education, public safety, transportation, housing, health services, social services, and natural resource management. The revenues collected by BOE also provide essential funding for counties, cities, and special districts throughout California.

The BOE has approximately 4,000 staff, located throughout California and in Chicago, Houston, and New York. Businesses are registered with the BOE, authorized to collect California state sales and other taxes at point of purchase.

CURRENT PROCESS:

The BOE has district offices in California that are open to our taxpayers to visit and pay their sales and use taxes. Cash based businesses and unbanked taxpayers bring quantities of cash to these offices for payment on returns. The money is counted and collected and cashiers credit the taxpayers’ sales tax accounts. The cash is later deposited into the BOE’s bank account.

REQUIREMENTS:

· Self-service cash acceptance system with minimal agency involvement.

· Verification of counterfeit bills.

· Provide a receipt that includes the date, amount, account number and unique identifier when cash is accepted.

· Ability to transmit the deposit information, including the account number, for each transaction to BOE.

· Safe and secure handling of cash.

· Capacity to accept a minimum of 10,000 notes in all denominations.

· Ability to notify courier service and/or BOE when near capacity.

· Provide ability to only accept cash, no disbursements.

RESPONDING TO THIS RFI:

Please include the following information in your response:

· Company Name.

· Company Mailing Address.

· Company Representative’s Name.

· Company Representative’s Telephone Number, including extension (if any).

· Company Representative’s Fax Number.

· Company Representative’s Email Address.

· Whether you wish to be included in any solicitation resulting from this RFI.

· A high-level, conceptual description of your solution for meeting the BOE’s business need for a cash acceptance system, including:

· Obstacles (cons, drawbacks) and opportunities (pros, advantages) of using your proposed solution to meet this BOE business need.

· How much time you anticipate would be required to adapt your solution to meet BOE’s business needs.

· What type of initial support (such as training) and ongoing support (such as a Help Desk) are included in your solution, and how much time do you typically provide your customers with each type of support on a new project?

· What are the installation requirements?

· What software do you offer?

· How will it communicate/transmit information to BOE?

· Can it communicate with a financial institution?

· Does it require special software on our end?

· Can payments be verified and credited in real time to BOE’s bank account?

· Does your system require cash pick up services? If so, how often?

· Does the system have a dollar limit or note capacity?

· What are the security features?

· What are the terms of liability?

· Descriptions of similar projects your company has successfully completed, including:

· How much improvement in processes and efficiency each project provided to your customer?

· How much process disruption occurred during the transition to the new system, and what steps were taken to minimize disruptions?

· What project risks were encountered in each project, and how were those risks mitigated?

· A detailed portfolio about your company, including:

· Years of experience as a company, providing similar systems and solutions.

· Experience/education for each of the principals who would potentially be working with BOE in implementing this cash acceptance system.

IMPORTANT DATES:

CONTACT INFORMATION:

Please submit your responses to:

Nicole Wong Board of Equalization Compliance and Technology Section, MIC 40 PO Box 942879 Sacramento, CA 94279-0040

If you have any questions please contact Nicole Wong:

Phone: (916) 323-8627 Fax: (916) 322-4530 Nicole.wong@boe.ca.gov

DISCLAIMER

THIS IS A REQUEST FOR INFORMATION ONLY. THIS REQUEST IS FOR PLANNING PURPOSES, AND DOES NOT CONSTITUTE AN INVITATION FOR BIDS, A REQUEST FOR PROPOSALS, A SOLICITATION, A REQUEST FOR QUOTES, OR AN INDICATION THE BOE WILL CONTRACT FOR THE ITEMS CONTAINED IN THIS NOTICE. THE BOE WILL NOT REIMBURSE RESPONDENTS FOR ANY COSTS ASSOCIATED WITH SUBMISSION OF THE INFORMATION BEING REQUESTED OR REIMBURSE EXPENSES INCURRED TO INTERESTED PARTIES FOR RESPONSES.

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