Request for Proposals for Payment Card Processing & Hardware Services

The Elbert County Board of Commissioners in Georgia is requesting proposals for payment card processing and hardware services across three locations in Elberton, with proposals due October 23, 2026. The scope requires a turnkey solution: four card readers (two stationary terminals and two mobile terminals with charging docks), natively compatible payment software and hardware, all necessary middleware, low-voltage wiring, device provisioning, and system testing. Locations are Code Enforcement (45 Forest Avenue), Transfer Station (2188 Hulmes Chapel Road), and Parks & Recreation Department (1041 Mobley Hill Road).

The solution must comply with PCI-DSS standards, support Point-to-Point Encryption (P2PE) and end-to-end encryption, process EMV chip cards, magnetic stripe, and contactless/NFC payments, and include automated software lifecycle management and real-time transaction reporting via secure web portal. The vendor must provide minimum one-year comprehensive hardware warranties with expedited replacement services. Pricing must itemize stationary terminals, mobile terminals, charging docks, wiring and installation labor, warranty and support programs, monthly SaaS/cloud dashboard access, and payment processing fees.

Proposals must include company qualifications with proof of business licensing and PCI compliance certification, hardware specification datasheets, warranty and service level agreement details, and a detailed deployment plan with site visit and installation timelines. The vendor assumes full responsibility for site inspections; no financial adjustments will be granted post-award for site conditions observable during on-site visits. Vendor questions are due October 2, 2026 at 4:00 p.m., with answers distributed by October 7, 2026. Award notification is scheduled for October 26, 2026 at 5:30 p.m. Proposals must be submitted via sealed mail or hand delivery to 45 Forest Avenue, Elberton, Georgia 30635, attention Ryan Wright. Contract term is not specified. No incumbent is identified.