BOARD OF WATER WORKS OF PUEBLO, COLORADO PURCHASING DEPARTMENT 719/ Phone 719/ Fax. 2:00 p.m. on Thursday, May 03, 2012

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1 BOARD OF WATER WORKS OF PUEBLO, COLORADO PURCHASING DEPARTMENT 719/ Phone 719/ Fax I. INVITATION TO BID: Sealed bids will be accepted at the Board of Water Works' Purchasing Department, 319 W. 4th Street, P.O. Box 400, Pueblo, Colorado , until: Material/equipment/services to be purchased: 2:00 p.m. on Thursday, May 03, 2012 CREDIT CARD MERCHANT SERVICES Price quoted shall include any charges for packaging, containers, freight and delivery to: Administration Building, 319 W. 4 th Street, Pueblo, CO II. INSTRUCTIONS TO BIDDERS: 1. Any bid received after the time and date specified above will not be considered. Bid responses must be enclosed in a sealed envelope and clearly marked on the outside: "Bid for RFP Credit Card Merchant Services". 2. Proposals shall be typewritten or written in ink on the form prepared by the Board of Water Works. Officials of Corporations shall designate their official title; partners or sole owners shall so state. The person signing the bid shall initial all corrections or erasures. 3. Bidder shall not stipulate in the proposal any conditions not contained in the specifications unless specifically required by special instructions. Any proposal which fails to comply with the literal letter of these instructions and the specifications may be rejected. 4. When approximate quantities are stated, the Board of Water Works reserves the right to increase or decrease the quantity as best fits its needs. 5. Whenever requested, samples or descriptive material shall be filed with the bid/proposal. 6. The Purchasing Agent reserves the right to reject any and all bids for any or all items covered in the bid request, to waive informalities or defects in bids or to accept such bids as shall be deemed in the best interest of the Board of Water Works. 7. In determining the lowest responsible bid, the Purchasing Agent will consider all acceptable bids on a basis of the net price to be paid after deduction of any discount specified by the bid. Discounts will be figured from the date of receipt of invoice, subsequent to delivery, or in the case of incorrect invoice, from the date of receipt of corrective invoice. Page 1 of 3

2 II. INSTRUCTIONS TO BIDDERS-Continued: 8. The Board of Water Works will allow use of fax equipment for receiving bids and has developed the following guidelines: a) Bids received on fax equipment will not be reviewed or evaluated upon receipt. The bid will be sealed until designated bid opening date and time. b) The Board of Water Works does not guarantee the availability of fax equipment; bidders choosing to use fax equipment do so at their own risk. Bidders should allow enough time prior to scheduled bid opening for access to fax equipment. c) The Board of Water Works will only accept bids that are fully received prior to the scheduled bid opening. Any bid that is printing at the bid opening time will be considered late and unacceptable. d) Any bid received via fax equipment must be confirmed with an original copy including original signature within two business days of bid opening. Quotes not confirmed within this time period will be considered unacceptable. New or varied information will not be accepted in the follow-up original. e) Purchasing Department fax number is 719/ In submitting the proposal, vendor agrees that acceptance of any or all bids by the Purchasing Agent within a reasonable time period constitutes a contract. No delivery shall become due or be accepted unless a purchase order has been issued by the Purchasing Department. 10. All good shall remain the property of the seller until delivered to and accepted by the Board of Water Works. 11. When a date is set for delivery, the material will be delivered on or before the specified date(s) or the Board of Water Works will have the right to cancel the contract for purchase of the material and proceed with purchase of equivalent material at market prices for immediate delivery and hold the bidder liable for any increase in price over and above the prices offered herein. 12. Seller agrees to defend and hold harmless the Purchaser, its customers and users of the material provided, against all loss, expense and damages, arising from bodily injury to any person, including death there from, and damage to property caused by any defective products supplied hereunder by the negligence or by the willful acts of seller, its agents or employees engaged in the manufacture, installation, delivery, erection, repair or operation of any equipment or material covered hereunder. Page 2 of 3

3 II. INSTRUCTIONS TO BIDDERS-Continued: 13. The successful bidder shall indemnify and save harmless the Board of Water Works against all claims for damages and any loss or expense, including attorney's fees, sustained by reasons of royalties, patent, trademark, or copyright infringement which may be involved in the manufacture or use of the material to be furnished. 14. The Board of Water Works of Pueblo, Colorado certifies that the material covered by this invitation to bid is for its exclusive use in its official capacity and that it is exempt from Federal excise taxes, State and County sales and use taxes. Certificate(s) available upon request. 15. It is the policy of the Board of Water Works to afford the opportunity for any and every business, vendor, or contractor to participate in business dealings with the Board. These business relationships are based on the premise that the Board of Water Works shall not discriminate against any person, regardless of race, color, creed, sex, sexual orientation, marital status, national origin, ancestry, age religion or disability. 16. These instructions, proposal form and specifications have been developed with the hope of raising the standard of purchase negotiations to a satisfactory plane so that all transactions will be mutually satisfactory to all concerned. Your cooperation is invited. * * * * * * The undersigned bidder warrants that the material or services offered for sale hereunder complies in all respects with the instructions and specifications for said item(s) incorporated herein. IN WITNESS WHEREOF, this offer is made this day of, Name of Firm By: (signature of authorized agent) (print or type name of authorized agent) Whose permanent mailing address is: Street or P.O. Box City State Zip Phone number Fax number address Page 3 of 3

4 I. INTRODUCTION BOARD OF WATER WORKS OF PUEBLO, COLORADO Request for Proposal Credit Card Merchant Services A. General Information The Board of Water Works of Pueblo Colorado (Board) is seeking a comprehensive credit card merchant solution that offers customers a choice of payment options and solutions to improve operational efficiency, enhance customer payment compliance with competitive collection rates. Credit card merchant service shall expedite the availability of funds to the Board in addition to supporting the promotion and development of electronic Board applications. The Contractor shall provide all services and furnish, install, and maintain all supplies, equipment, hardware and software at the Board s Administration office necessary to provide the Services in accordance with the terms of this RFP and in accordance with applicable law, and so as to not cause the Board to be in violation of applicable law. The Contractor must obtain any agreement, approval, merchant identification number, and any permits necessary for all major credit card institutions (such as Visa and MasterCard) other financial institutions or other third parties (such as software licensors), and address any merchant liability issues necessary due to the Board s capacity as a merchant. Additionally, the Contractor shall address PCI compliance requirements in a manner that minimizes risk to the Board while also minimizing the Board s participation in PCI relating activities. The Board operates the water system (System) of the City of Pueblo and adjacent areas pursuant to provisions of the Charter of the City of Pueblo. The Charter provides that title to properties of the System be held in the name of the City, but that the entire control, management and operation of the System is exercised by the Board, over which the City shall have no jurisdiction or control. The Board of Water Works operates as an enterprise and is a tax-exempt entity having all powers that are granted to cities of the first class by the Constitution and Laws of the State of Colorado, except the power to levy and collect taxes. B. Term of Agreement The Board is requesting proposals for a Credit Card Merchant Services Agreement (Agreement) to be awarded to a Contractor for an initial term of twenty-four months, with an option to renew for up to three additional one-year periods by mutual agreement of both parties. C. Schedule RFP will be distributed April 18, 2012 Sealed proposals are due by 2:00 p.m. May 03, 2012 Addressed to: Board of Water Works Kristen Spicola, Purchasing Agent 319 W. 4 th Street PO Box 400 Pueblo, CO Late submissions will not be considered. 4

5 Staff recommendation for approval by the elected Board May 15, 2012 The initial term of the Agreement June 01, 2012 June 01, 2014 D. Proposal Requirements 1. Cover Letter The cover letter should contain the name and address of the proposing Contractor, the name of individuals authorized to answer technical, price and contract questions. Include the individual s phone and fax number and address. 2. Table of Contents The proposal should contain a Table of Contents section at the beginning of the proposal that includes all contents and attachments. 3. Qualifications and Experience Provide a description of the proposing Contractor qualifications, the description shall be sufficiently detailed for the Board to determine whether Contractor is in compliance with qualifications. 4. Funds Availability Provide current availability schedule and cut-off schedules by location. 5. Proposed Schedule of Implementation Include a proposed implementation timeline that includes the responsibilities of the Board and the Contractor. 6. References Include the range of commercial services performed by the Contractor to public entities along with references to include length of relationship, contact person and phone numbers. 7. Fee Schedule The Board currently has 3 accounts, Web card processing, Swipe card processing and E check processing. Provide merchant service fee schedules for each account based on the Boards 2011 activity and volume provided in Appendix A, B and C. The fees and charges presented in this proposal shall remain firm for the entire initial term of the contract with the exception that shall be adjusted for increases or decreases in all applicable rates, fees, and assessments established by Visa and Master Card against all merchant service providers. 8. Additional Data and Other Information The Contractor may include any additional information, optional services, schedules, or attachments as deemed necessary for the proposal. E. Additional Terms and Conditions 1. Assignments to Successors The Contractor shall not assign, transfer, convey, or otherwise dispose of the Agreement, right, title of interest, or power to execute such an Agreement to any person, firm, or corporation without prior written consent from the Board. In the event that the Company is acquired, merged or sold, the 5

6 Board by providing a minimum sixty (60) day written notice, reserves the right to terminate the Agreement. 2. Notices Notices pertaining to the Agreement shall be given by the Contractor in writing and either delivered personally, mailed by first class mail, or by facsimile with original copy confirmation to: Board of Water Works, Attn: Finance Division Manager, 319 W. 4 th Street, PO Box 400, Pueblo, CO II. SCOPE OF SERVICES A. Payment Types 1. Process common nationally recognized credit cards including: a. Visa b. MasterCard 2. Process Cards both online and offline 3. Process common PIN-Credit cards such as Visa Verify 4. Process Card transactions for any dollar amount, including transaction in the hundreds of thousands of dollars (assuming the cardholder has the required credit limits available) 5. Decline Card transactions outside of a Board-defined dollar limit, when the Board s policy states as such 6. Stop processing any payment card payment at the Board s discretion with no additional fees associated whenever such discretionary decision is made 7. Process common international Cards B. Supported Payment Channels 1. Mail in payments 2. In-person payments 3. Telephone payments 4. Internet/Web payments 5. E Check payments C. Key Features 1. The Contractor shall provide processes, systems, and data for the Board to adjust credits and debits to Customers accounts. 2. Establish interfaces and process the various types of Card transactions provided: a. Standalone dial units b. Board s cashiering system Sungard Public Sector c. Various third-party service providers d. Third-party software 3. The Service shall employ a fully automated authorization process. 4. The Service shall be virtually paperless, except for transaction receipts printed for Customers (printed by equipment provided by the Contractor), or other printed materials as may be required. 5. The Service should require no periodic uploading of data by Board personnel, except for batching out. 6. The Service shall not require manual processing or referral calls. 6

7 7. The Contractor shall provide a clear and comprehensive description including diagrams of the network that is proposed including: a. Ownership b. Capacity c. Redundancy d. Performance 8. Contractor shall provide a description of proposed software to support the solution and include details of software functionality and features for each software type and any software license fees that may be applicable. 9. Ability to quickly and timely implement a web payment capability at any time during the contract Agreement period, upon request of the Board. D. Payment Processing 1. The Service shall process Card payment transaction by direct electronic capture of payments concurrent with each transaction. 2. Initiate authorization for all Card transactions submitted through the various Payment Channels described above. 3. Interface Card transaction information with the following: a. Board s cashiering system b. Board s third-party service providers c. Board s third-party software as applicable. 4. Manage and process regularly scheduled automatic payments. 5. Ability to accept regularly scheduled payments from a third-party processor. 6. Electronically provide the authorization number for authorized or declined Card transactions. 7. Provide a simultaneous authorization and capture-of-funds process. 8. Ability of Card processor and depository bank to interface with Sungard Public Sector Naviline and newer releases as they are implemented. 9. Contractor shall provide a detailed description of the proposed transaction process. 10. Contractor shall provide a list of acceptance and declination codes. E. Check Verification and Electronic Check Processing Capability 1. Contractor shall have the ability to provide the Board with check verifications and electroniccheck processing capability upon request by the Board, provided sufficient notice is given to the Contractor in accordance with the terms of the Agreement. 2. Verification a. Board will provide basic check information to Contractor such as MICR information and payment amount. b. Contractor will provide a response code indicating whether the check can be accepted, whether it can be converted to ACH, or whether to deny the check (including basis for denial). 3. Processing Contractor will recommend an electronic check processing approach for the Board to implement: a. Data b. Images c. Other 4. For each check, data shall be captured by the Contractor including the dollar amount, the date and time paid, the location paid at, the terminal/workstation paid at, and verification number. 7

8 5. Contractor shall maintain an audit trail of all check transactions. 6. Contractor shall manage and provide the ability to re-present all returned check payments whether initially deposited electronically or as paper. 7. Contractor shall enable an unlimited number of users to process check-verification and process electronic check transactions simultaneously. 8. Check processing shall be available 24 hours per day, 7 days per week. 9. ACH shall be available 99.8% of the time with an average response time of 5 seconds. 10. Contractor shall provide an Application Programming Interface (API) for Sungard Public Sector applications. 11. Contractor shall transmit all payment data for all processed checks to the Board. 12. Contractor shall provide monthly check verification and payment transaction reports listing the check payments. 13. Check verification and payment transaction reports should also be available online 24 hours per day 7 days per week and made accessible to Board personnel. 14. Board shall not require a software licensing agreement for these services. F. Web Payment Capability 1. Web payment services are accessible from Board s website through Sungard Public Sector. 2. Credit card, debit card and electronic funds transfer options shall be available to the Consumer. 3. Contractor must maintain an audit trail of all transactions. 4. Contractor shall support a large number of users to process web payment transaction simultaneously, up to 50 transactions per day. 5. Web payment processing shall be available 24 hours per day, 7 days per week. 6. Contractor shall transmit all relevant payment data for all processed web payment to the Board while avoiding the transmission of specific payment card information to comply with PCI requirements. 7. Contractor shall provide monthly web payment reports listing the transaction details in summary format. 8. Board shall not require a software licensing agreement for any services. 9. Ability to support multiple merchant IDs as required by the Board. G. Payment Reversals, Retrievals and Chargebacks 1. The Contractor shall provide the Board the ability to administratively process or reverse a Card transaction and allow the Board to restrict authority to perform these administrative transactions. 2. The Contractor will be required to provide retrieval requests and documented chargeback notices to the Board in a timely and efficient manner to avoid negative financial impacts to the Board due to untimely responses. 3. Any and all disputes involving the validity of any fee must be decided only through the Board s customer service policy and not through chargebacks. 4. The Board would like to eliminate paper inquiries and responses, and shall therefore conduct all such matters with the Contractor systematically and electronically when feasible. 5. The Contractor shall describe details and methods for handling chargebacks. H. Equipment 8

9 1. The Contractor shall provide a detailed description of equipment that would be installed to support each of the Payment Channels described above. 2. The Contractor shall provide two options for the Board to consider; an equipment purchase or equipment lease program for the necessary components. 3. The Contractor shall provide and install a means for authorizing Card transactions through a standalone swipe/pin-pad-printer combination or through a PC with related interface software. 4. In the event the Board requests the addition of a new user processing station which currently has no Card equipment, the necessary equipment shall be installed and tested and be fully operational within 15 business days from the Board s request. 5. Contractor shall provide a description of the types of connectivity alternatives available to support the system, including, but not limited to, dial-up, leased lines, ISDN, Host-to-Host (dial-up batch), wireless (cellular) and satellite. 6. Installation of supporting connections to the Service is the responsibility of the Contractor in coordination with Sungard Public Sector. 7. Contractor shall provide full maintenance repair and/or replacement services for all equipment and software so installed, including any equipment model upgrades, software upgrades or service patches, as may be required, all at no separate cost. I. Depositing Funds 1. The Contractor shall deliver to the Board s designated depository, the gross amount paid by Card without reduction for any discount, fee, service charge, chargeback or other charge to the Consumer that may be due to the Board. 2. The Contractor shall deposit gross collected funds initially and directly into the Board s bank account(s) no later than the next banking day following the date the transaction occurred and the Contractor has received funds from the respective Network for such transactions, ensuring the Board meets the deposit deadline to earn interest for that day. 3. The Contractor is required to deposit, daily, all revenues paid by Card, only in designated depositories as directed by the Finance Division Manager. 4. The Contractor shall reimburse the Board for any lost interest calculated at the average federal funds rate for the period during which funds were not deposited within the appropriate timeframe. 5. The Contractor must immediately reimburse the Board for any fees or penalties, or the like, which may have been deducted from any collections prior to the depositing of the gross collected fund amount in the Board s bank account(s). 6. The Board may elect to offset any reimbursement dollars by applying such values as a credit against an outstanding invoice payment due to the Contractor. 7. The Contractor shall provide interchange fee schedules for each Network supported. 8. Contractor shall provide a description of the data capture and settlement process for all four major credit cards including timeframes for crediting investable funds into the account(s) designated by the Board and the ability to provide individual or aggregated transfers to one or more accounts including recurring and pre-authorized payments if those are applicable to the Board. J. Authorization and Security 1. Contractor shall provide a complete list of credit card networks that the Contractor supports including, but not limited to: 9

10 VISA MasterCard Visa CheckCards MasterCard CheckCards 2. Contractor shall provide a complete list of debit networks that the Contractor supports including, but not limited to: Accel, AFFN Pulse, Other 3. Contractor shall have agreement in place between the Contractor and the supported Networks which indentify the Board as the merchant. 4. Contract shall describe any exceptions where agreements between the Contractor and supported Networks which identify the Board as a merchant are not feasible and provide detailed justification for any identified exceptions. 5. Contractor shall affirm that is authorized by the appropriate Associations, networks, and other necessary organizations to provide Card payment processing services. 6. Contractor shall seek authorization for future electronic payment devices as may be added upon mutual agreement of the parties during the Contract Terms (e.g. accepting payment via mobile cell phone or ipad technology). 7. Contractor may NOT contract our payment processing services to subcontractors; however, subcontractors may be used for providing non-payment card processing services such as providing transaction interface hardware and software. 8. The Contractor shall identify accounts as seasonal or temporary as defined by the Board, and allow pre-arranged account suspension on a pre-arranged date or after a pre-determined amount of time with no maintenance cost associated with the suspended account. K. Security 1. The Contractor shall provide a description of the security landscape that would be in place to support the Services described in the RFP. 2. All hardware provided by the Contractor must be PCI PED (PIN Entry Device) approved. 3. The Contractor must maintain (or cause to be maintained) redundant back-up systems, including disaster recovery facilities, in order to facilitate uninterrupted services, exclusive of planned maintenance downtime. 4. Contractor shall be in compliance in accordance with relevant PCI DSS requirements and should provide evidence of compliance in the form of the results of their most recent third party PCI audit. In the case where an audit is in process, Contractor must provide any available details to the Board for consideration. 5. The Service shall contain sufficient redundancy in design and in practice in order to insure that all Board data are secure and retrievable in the event that one part of the Service fails. 10

11 6. Business continuity functionality shall be provided immediately in the event of system failure, and be immediately reported to the Board s authorized representative when such event affecting Services occurs. 7. The Service shall appropriately encrypt all Card payment information to prevent fraud. 8. The Contractor shall provide, at minimum, the following industry fraud prevention measures and practices: a. Contractor shall notify Board of suspicious transaction activities; b. Contractor shall provide relevant fraud reporting in a timely manner; c. Contractor shall provide Board with relevant excessive chargeback reports in a timely manner. 9. The Contractor shall support the Board s efforts to minimize its management of credit card information in its systems to minimize exposure to PCI related issues. L. Implementation and Maintenance 1. Subsequent to award of a Contract, Contractor shall provide a detailed implementation and management plan which reflects specific implementation and management details for the Board s specific needs, based on the approach provided in the Proposal and shall address the following components a. Payment Types i. Supported Payment Types ii. Supported Networks iii. Payment Limits and Controls b. Supported Payment Channels c. Key Features i. System Design ii. Software iii. Data Requirements d. Payment Processing i. Transaction Processes ii. System Authorization and Settlement iii. Automatic and Regularly Scheduled Payments iv. Interfaces e. Check Verification and Electronic Check Processing Capability i. Design ii. Implementation iii. Testing iv. Maintenance f. Web Payment Capability i. Design ii. Implementation iii. Testing Maintenance g. Payment Reversals, Retrievals and Chargebacks Retrieval Requests 11

12 Chargeback Reconciliations h. Equipment Implementation Testing Maintenance Service i. Depositing Funds Compensation and Deposits Timing j. Authorization i. Network Agreements ii. Plans for Future Payment Types iii. Temporary/Seasonal Accounts k. Security i. Regulatory Compliance ii. Equipment Security iii. Business Continuity iv. Fraud Prevention v. City Involvement in Compliance l. Detailed Plan for Implementation i. Commencement of Operations ii. Acceptance Testing m. Maintenance i. Planned regular maintenance schedule ii. Regular performance testing n. Expansion of Services i. Payment Card Processing ii. Check Verification and Electronic Check Processing Capability iii. Web Payment Capability o. Service Levels i. Payment Card Processing ii. Web Payment Capability iii. Check Verification and Electronic Check Processing Capability p. Reporting i. Payment Card Processing ii. Web Payment Capability iii. Check Verification and Electronic Check Processing Capability q. Support to the Board i. Technical Support ii. Training 2. The Contractor shall provide a detailed implementation plan addressing, at a detailed level, all steps necessary for the successful implementation of services. 3. The Contractor shall define anticipated roll-out dates and key milestones. 12

13 4. The plan should be all-inclusive and include information on initial installment and testing of equipment, communication lines, training and continuing training, etc. 5. The plan should include a detailed diagram describing the equipment, networks, processing times and performance measures that the implementation plan supports. 6. Contractor shall provide detailed testing methodology for implementation as well as periodic performance testing. 7. Testing plan shall include testing for different payment card types and Payment Channels as appropriate. 8. Provide immediate notice of any system downtime incident to the authorized representatives to the Board and report on the potential impact such downtime may have had. 9. Provide sufficient notice of any scheduled system downtime to the authorized representatives at the Board. 10. Contractor shall provide detailed maintenance procedures, schedules, response times, number of staff available, experience of staff and other relevant details regarding the maintenance of the system. 11. Contractor shall provide equipment, maintenance, repair and supplies for system components whether leased, rented or owned by the Board. 12. Contractor shall make every attempt to scheduled maintenance for periods of low Service activity and at the convenience of the Board either after business hours, or in the base of 24-hour sales, during periods of anticipated lowest activity. 13. Contractor will be required to repair or replace any of the system equipment as needed. 14. Special arrangements as to space, equipment and storage locations shall be in writing and will become part of the Agreement between the Board and the Contractor. M. Expansion of Services 1. Within 15 business days after the installation of a Card processing system, the Board shall be fully equipped and operational, included but not limited to the initial training of Board personnel. 2. The Contractor understands that the Board currently has a fully operational system and that new merchant agreements may be required and the Contractor is expected to provide. 3. The Contractor will support reprogramming of transaction interfaces as necessary. 4. The Contract may be required to expand the Services and associated equipment to additional sites or terminals. Any expansions shall be operated in accordance with the same terms and conditions of this Agreement. 13

14 5. Presently 4 devices are installed in the Board s current solution. 6. Contractor may be required to provide and install equipment related to Card processing at Board s expense. 7. Contractor shall support the implementation and testing of new of revised Payment Channels at no added cost to the Board. N. Service Levels, Reporting and Support 1. The Services shall include the following: Verification and return authorizations within an acceptable range Details of average transaction processing timing expectations Electronic authorization or decline information of Cards submitted through the various Payment Channels described above Consistent speed in verifying and returning authorizations even when all units are accessing the authorizing entity simultaneously Shall NOT require more than one instance for batching out in a 24-hour period, which shall not exceed 5 minutes Board reported problems concerning services such as broken terminals, printers or interruption of service shall be resolved and all services restored within 24 hours from the time the problem was reported. Description of the timeframe for processing or receiving authorizations by device type 2. Capture for each Card transaction the following information: Card Type Card Number Card Expiration Date Dollar Amount Paid Date and Time Paid Terminal Paid Authorization Number Board Defined Payment Reference or Number Consumer Signature for in-person Payments Consumer unique identifier in the case of web or phone transactions 3. The Contractor shall provide the following: Maintain an audit trail of all Card transactions that have occurred within the past 5 years to be available for audit review as requested. Provide the Board complete operational and financial activity reports. Provide a monthly analysis of all fees charged to the Board to be included with the monthly invoice. Provide a monthly report of revenue by Card type. Provide monthly bank statements and supporting documentation for all transactions. A report indicating when a retrieval becomes a chargeback. 14

15 A general status report of Retrieval Requests by terminal and transaction type to determine active retrievals and those which have been responded to and dates. Deliver all required reports in a timely and preferably electronic fashion Generate daily and monthly Card transaction reports Provide requested reports within 24 hours of the request. Monthly reports for any month shall be delivered by the 6 th day of the following month. Provide online accessibilities and report generation capabilities Review chargeback records at least monthly to identify problems or trends in the Board s processing that seem to be a cause for chargeback incidents and formally notify the Board in writing should they become aware of a problem or trend. Fees shall be summarized in a monthly report. 4. Support to the Board shall be the following: Invoice the Board for any fees due Payment to the Board shall always be the gross amount of revenues due to the Board and fees shall not be withheld from Board revenues Description of record keeping responsibility of the Board for transactions Initial and follow-up training as necessary to Board personnel on the use of the equipment and software provided and installed by the Contractor, as applicable, including training as it may relate to the Board s policies and procedures. Training and written procedures shall be customized to meet the needs of the Board and detail specific process, reporting, software and hardware information as needed to support the Services Maintain a 24/7 help phone line to provide timely response to needed information or assistance to the Board staff in connection with the operation of the Service Assist the Board in promoting use of the Service and provide any related marketing material such as the provision and use of signage, logos, inserts for mailing, etc. Describe the measure that will be taken to facilitate the reconciliation of transactions and reports. Active assessment of processes and trends and make recommendations to the Board for continuous improvement opportunities. Bill the Board in the form of a consolidated invoice for the following: Consolidated invoice for all Card Company and Contractor Card processing costs, resulting from all Card transactions from any and all Board Payment Channels Invoice the Board once a month Describe equipment and equipment related charges, delivery, and installation schedules III. AWARD CONSIDERATION FACTORS Award recommendation shall include the following factors, but not necessarily in the order listed: 1. Cost of services will be an important factor as well as other subjective criteria such as convenience, customer service, response to inquiries, etc. 2. Reference of merchant services to similar public entity accounts. 3. Earnings capability and methodology presented (by attachment). 4. Ability to provide requested financial information. 15

16 5. Local support for all accounts and systems utilized by the Board. 6. Simplicity of monthly fee calculation. 7. Consideration of any other factors that are believed to be in the best interest of the Board not previously described. 8. Additional or optional services available to be offered (by attachment). The Board reserves the right to reject any or all proposals and to accept the proposal it considers to be in the best interest of the Board. Questions pertaining to this request for proposals can be referred to Gary Mehle, CPA, Accountant at (719) or Seth J. Clayton, Finance Division Manager, at (719) Proposals must be submitted directly to Kristen Spicola, Purchasing Agent, 319 W. 4 th Street, PO Box 400, Pueblo, CO no later than 2:00 p.m. on Thursday, May 03, 2012 at which time they will be opened and the names of the proposers will be read aloud. Any proposal received after the time and date specified will not be considered. The Board s evaluation committee will review proposals based on specifications and award considerations in Request for Proposal. Following negotiations with one or more proposers and the subsequent award, proposals become open to public review. The Board reserves the right to reject all proposals, to waive informalities, and to reject nonconforming, nonresponsive or conditional proposals. Please note all exceptions below: 16

17 Merchant Services Credit Card Processing Summary 4/2/2012 Web Card Account - Swipe Card Account - E Check Account - Total -

18 WEB CARD ACCOUNT 2011 Volume Proposed Settlement Description Items Amount $ Rate % Item Rate Amount Visa Card Network Interchange Utility Program Business 635 $ 72, Utility Program Debit 2522 $ 178, Utility Program Credit $ 1,303, Premium Card 4 $ Card Not Present (CNP) Purchasing (AVS) 45 $ 7, Standard Signature Preferred Non T&E 6 $ U S Regulated Debit 894 $ 66, EIRF PP Debit 1 $ EIRF Credit 11 $ EIRF Debit 75 $ 5, Total Visa Network Interchange Master Card Network Interchange Utility World Elite 103 $ 7, Utility Credit 336 $ 23, Utility Debit 4856 $ 362, Utility World 554 $ 35, Utility Enhanced 311 $ 22, Utility High Value 32 $ 1, Utility Commercial 65 $ 12, Business Enhanced Value Data Rate I (AVS) 26 $ Business Enhanced Value Utilities 15 $ 1, U S Regulated Debit 20 $ 1, U S Regulated Debit/W Fraud 115 $ 7, Corporate Data Rate I (AVS) 314 $ 106, Standard Debit 35 $ 2, Standard World 7 $ Total Master Card Network Interchange Card Network Assessments Visa Assessments (Gross Sales) $ 1,780, Master Card Assessments (Gross Sales) $ 586, Total Card Network Assessments

19 Other Charges VISA Authorization Fee Master Card Authorization Fee 7150 Statement Fee 12 Web/Online Reporting 12 Master Card NABU 6797 Visa APF Visa Base II Fee 4247 Visa Misuse of Auth Fee 7 Total Other Charges Total Processing Fees

20 SWIPE CARD ACCOUNT 2011 Volume Proposed Settlement Description Items Amount $ Rate % Item Rate Amount Visa Card Network Interchange Utility Program Business 287 $ 55, Utility Program Debit 610 $ 98, Utility Program Credit 5168 $ 460, Card Not Present (CNP) Purchasing (AVS) 17 $ 28, Standard Signature Preferred Non T&E 4 $ CPS/Small Ticket Regulated Debit 8 $ U S Regulated Debit 749 $ 76, Total Visa Network Interchange Master Card Network Interchange Utility World Elite 30 $ 6, Utility Credit 121 $ 19, Utility Debit 1438 $ 125, Utility World 166 $ 15, Utility Enhanced 92 $ 11, Cross Border Assessments Domestic 10 $ Utility Commercial 15 $ 2, Utilty World Business 6 $ 1, Business Enhanced Value Data Rate I (AVS) 10 $ 2, U S Regulated Debit 17 $ 1, U S Regulated Debit/W Fraud 46 $ 3, International Standard 10 $ Total Master Card Network Interchange Visa Assessments (Gross Sales) Card Network Assessments $ 720, Master Card Assessments (Gross Sales) $ 207, Total Card Network Assessments Other Charges VISA Authorization Fee 7084 Master Card Authorization Fee 2044 Statement Fee 12 Web/Online Reporting 12 Master Card NABU 1957 Visa APF 7084 Visa Base II Fee 1726 Visa Misuse of Auth Fee 14 Total Other Charges Total Processing Fees

21 E CHECK PROCESSING 2011 Propoased Description Volume Rate Amount Access 12 Charge Back 216 Check Conversion 8946 Total Processing Fees

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