1 REQUEST FOR PROPOSALS MERCHANT SERVICES AND CREDIT CARD PROCESSING FOR THE HARRISBURG INTERNATIONAL AIRPORT SUSQUEHANNA AREA REGIONAL AIRPORT AUTHORITY ONE TERMINAL DRIVE, SUITE 300 MIDDLETOWN, PA 17057
2 SECTION 1.00 INVITATION SECTION 2.00 GENERAL INFORMATION 2.01 Definitions 2.02 Introduction 2.03 Determination of Respondents SECTION 3.00 INSTRUCTIONS TO RESPONDENTS 3.01 Responsibility for Proposal 3.02 Proposal Submittal 3.03 Proposal Deadline 3.04 Pre submittal Meeting and Questions 3.05 Proposal Submittal Requirements 3.06 SBE/DBE 3.07 Authority Contact 3.08 Schedule SECTION 4.00 EQUIPMENT AND CERTIFICATIONS 4.01 Equipment 4.02 Certifications SECTION 5.00 AIRPORT AND PARKING TRANSACTION INFORMATION 5.01 Airport Information 5.02 Parking Facilities 5.03 Parking Transactions 5.04 Parking Revenue and Current Processing Fees SECTION 6.00 POST SUBMITTAL EVENTS 6.01 Evaluation of Proposals 6.02 Proposal Selection 6.03 Selection Criteria 6.04 Notice of Acceptance of Proposal 6.05 Authority s Right to Amend/Cancel RFP 6.06 Representation of Respondents EHXIBIT 1 CERTIFIED NETWORK PROCESSORS EXHIBIT 2 PARKING FACILITIES EXHIBIT 3 PARKING TRANSCATIONS
3 EXHIBIT 4 PARKING REVENUE EXHIBIT 5 QUESTIONAIRE EXHIBIT 6 QUOTED FEES
4 SECTION 1.00 INVITATION REQUEST FOR PROPOSALS MERCHANT SERVICES AND CREDIT CARD PROCESSING The Susquehanna Area Regional Airport Authority (SARAA), owner and operator of the Harrisburg International Airport, is seeking proposals from Companies wishing to provide merchant services, credit card transaction processing and related ancillary services at the Harrisburg International Airport (HIA) parking and ground transportation facilities. This RFP is only available electronically; paper copies will not be available. Interested parties may download the Request for Proposals from the HIA website: under Doing Business With Us, Projects, Merchant Services and Credit Card Processing RFP. Four (4) copies of sealed responses must be submitted to Rebecca McCrone, SARAA, One Terminal Drive, Suite 300, Middletown, PA by February 11, 2015 by 12:00pm E.S.T. labeled PROPOSAL FOR MERCHANT SERVICES. SARAA reserves the right to accept, reject or make requests for new statements at its sole discretion.
5 SECTION 2.00 GENERAL INFORMATION 2.01 DEFINITIONS The following terms and definitions will apply throughout this Request for Proposal Airport Agreement Authority Company Credit Card Transactions MMTF Proposal Respondent(s) RFP Transactions means Harrisburg International Airport located in Middletown, Pennsylvania refers to the document allowing the company to exclusively provide Merchant Services and Credit Card Processing for the Authority refers to the Susquehanna Area Regional Airport Authority, for the purposes of this document means the successful company summary/example of credit card transactions that the Company will provide services the Multi Modal Transportation Facility that encompasses the Airport s parking garage (floors 2, 3 and 4), toll plaza, rental cars (floor 1) and rental car counters document submitted by Respondent(s) to be considered for the Agreement; the overall proposal shall include Respondents required information (Section 3.05) including Exhibit 5 and Exhibit 6 any company or organization submitting a Proposal for the services requested in this RFP Request for Proposals includes the total cash and credit parking transactions 2.02 INTRODUCTION The Susquehanna Area Regional Airport Authority (hereinafter called the Authority ), owner and operator of the Harrisburg International Airport (hereinafter called the Airport ) in Middletown, Pennsylvania, requests Proposals from qualified firms wishing to provide merchant services and credit card processing at the Airport relating to the parking operation. The Authority will receive and review Proposals from Respondent(s) and intends to select one (1) Company to provide merchant services and credit card processing for the parking transaction processing. The Authority intends to enter into a (3) year Agreement with two (2), one (1) year options, commencing no later than April 1, 2015, with renewal options subject to mutual agreement.
6 2.03 DETERMINATION OF RESPONDENT (S) Only those Proposals received in a timely manner and in proper form (defined in Section 3.05) form Respondents who can provide evidence that they are fully competent, have the necessary experience, organizational and financial capability to fulfill the requirements for merchant service and credit card processing of the Airport s parking transactions will be considered. Based on those Proposals, and other information derived from and about the Respondents, the Authority intends to enter into negotiations with one (1) Company with respects to finalizing the following: the proposed Agreement, organization, experience, transaction fees and schedules, accessibility to account information and any additional features of the proposed Agreement (including all Submittal Requirements). In the event that such negotiation does not produce a satisfactory Agreement, a second Respondent shall be invited to enter into negotiations. Should the second Respondent and the Authority fail to negotiate an Agreement acceptable to the Authority, the third firm shall be invited to enter into negotiations, and so on until an Agreement satisfactory to the Authority is reached. Some of the job scope described in the document may not be required. Firms should be aware that there is no guarantee that any work will result from this selection process and that if the assignment is undertaken, in whole or in part, there is no assurance of, nor should firms expect to receive further work or assignments. SECTION 3.00 INSTRUCTIONS TO RESPONDENTS 3.01 RESPONSIBILITY OF RESPONDENT (S) Each Respondent is responsible for carefully examining the terms and conditions set forth in this RFP, inspecting the Airport and its parking facilities and equipment, and for otherwise judging for itself all the circumstances and conditions affecting the Respondent s Proposal. Submission of a Proposal shall be conclusive evidence that the Respondent has made such examinations and investigations. Failure on the part of the Respondent(s) to make such examinations and to investigate fully shall not be grounds for any declaration that the Respondent did not understand the conditions of the Proposal PROPOSAL SUBMITTAL Respondents shall abide by all the procedures set forth in the RFP in the preparation and submission of their Proposal. Each Respondent must include one original and three (3) copies of the Proposal. Proposals shall be mailed or delivered to the following address. Rebecca McCrone Accounting Manager Susquehanna Area Regional Airport Authority One Terminal Drive, Suite 300 Middletown, PA 17057
7 3.03 PROPOSAL DEADLINE Proposals must be received at the addressed provided in Section 3.02 herein no later than 12:00pm E.S.T. February 13, PRE SUBMITTAL MEETING AND QUESTIONS There will be no pre proposal meeting. Interested Respondent(s) shall submit questions in writing via e mail to the Authority representative designated in Section Deadline for questions will be 12:00pm E.S.T. on January 30, If it becomes necessary to revise any part of this RFP, or to respond to general inquiries posed by vendors, addenda shall be posted at the location set forth in Section 3.07 below. It is the requirement of all Respondent(s) acknowledge the receipt of all changes and addenda PROPOSAL SUMBMITTAL REQUIREMENTS Respondent(s) that submit a proposal must include sufficient details of the following: The main RFP body Company representative name and contact information (this will be the representative the Airport will contact if needed throughout the RFP process) Completed questionnaire (Exhibit 5) Key contact information, availably and methods of contact (Account representative and customer service) Transaction flow chart representing a transaction from the sale to settlement of funds at the depository bank Sample Agreement Description or samples of reports, information and services available online Proof of minimum of ten (10) years of experience providing merchant service and credit card processing Minimum of four (4) references from current clients one (1) of which must be of similar size (or larger) government entity A cost sheet detailing any and all fees that are associated with accepting Visa, MasterCard, Discover, American Express as a form of payment for parking at the Airport (including Exhibit 6) Proposals missing any of the requested information in Section 3.05 may be disqualified SBE/DBE The Authority is committed to promoting of development of small business enterprises (SBE) and disadvantaged business enterprises (DBE) in this area. All SBE and DBE are encouraged to participate in the RFP process and the Authority agrees to comply with all applicable federal, state and local laws, including the Civil Rights Act of 1964 as amended AUTHORITY CONTACT Inquiries on all matters pertaining to this RFP or the process should be directed to:
8 Rebecca McCrone Accounting Manager Susquehanna Area Regional Airport Authority One Terminal Drive, Suite 300 Middletown, PA E mail: Telephone: (717) Facsimile: (77) Inquires shall be limited to questions related to clarification of the contents and submittal of this RFP. All addenda and clarifications will be posted to Doing Business With Us, Projects, Merchant Services and Credit Card Processing, Changes and Addenda SCHEDULE December 29, 2014 RFP issued January 30, 2015 Deadline for questions February 11, 2015 Proposals due by 12:00pm E.S.T February 12 19, 2015 SARAA review and grading of Proposals February 25, 2015 Board approval to negotiate and enter into an Agreement February 26 March 30, 2015 Negotiation/execute agreement with Company 4.01 EQUIPMENT SECTION 4.00 EQUIPMENT AND CERTIFICATIONS The equipment used for parking transactions (excluding XpressPARK transactions) at HIA is Federal APD equipment installed approximately two (2) years ago. The platform used is Federal APD/3M s ScanNet. Parking and ground transportation credit card transactions run through the ScanNet Central Credit Card in conjunction with NETePay from Datacap Systems. When a credit card is used at a piece of equipment, the information on the card is sent to ScanNet Central Credit Card which then passes the transaction to NETePay (internet based) and then to the bank processor (see Exhibit 1 for a list of certified network processors that can be used with ScanNet) CERTIFICATIONS The Company will currently possess the necessary certifications established by the credit card associations, including Payment Card Industry (PCI), and front end processors to process the Airport s parking transactions. The Company agrees to maintain these mandated certifications in the future as the requirements change.
9 SECTION 5.00 BACKGROUND INFORMATION 5.01 AIRPORT INFORMATION Owner: Susquehanna Area Regional Airport Authority (SARAA) Location: Township of Lower Swatara Borough of Middletown Dauphin County, Pennsylvania Identifier: MDT Operator: SARAA, an independent Airport Authority created in 1998 under the Pennsylvania Municipalities Act of 1945 Classification: Small Hub Air Carrier 5.02 PARKING FACILITIES The parking facilities and lot counts are as follows: Multi Modal Transportation Facility (MMTF) 2,504 Economy Parking 2,835 Employee Lot (no charge) Administration Lot (no charge) Attached Exhibit 2 is a map of the Harrisburg International Airport parking facilities PARKING TRANSACTIONS Attached Exhibit 3 summarizes the number of parking Transactions for calendar years 2010 to PARKING REVENUE Exhibit 4 is a summary of annual revenue from Transaction EVALUATION OF PROPOSALS SECTION 6.00 POST SUBMITTAL EVENTS The Authority will use evaluation criteria it judges most appropriate to the review process and the relative importance of this criteria will be determined at the sole discretion of the Authority (see Section 6.03, Selection Criteria). No Company shall have any cause of action against the Authority arising out of a failure to secure an Agreement with the Authority, failure by Authority to consider a Respondent's Proposal or the methods by which the Authority evaluated Proposals. The selection
10 of the prospective Company and the decision to engage in negotiations with that Company shall be at the sole discretion of the Authority. The Authority intends to enter into an Agreement with the selected Company whose Proposal, in the sole judgment of Authority, is most advantageous to Authority and users of the Airport. The Authority reserves the right 1) to accept the Company it deems most suitable and beneficial, 2) to reject any or all Proposals for any reason, and 3) to waive any of the requirements of the Proposal procedures explained in this document. The Authority reserves the right to retain all copies of Proposals submitted by prospective Respondents PROPOSAL SELECTION The Authority intends to select one (1) Proposal but reserves the right to accept none of the Proposals, to negotiate for modification of any Proposal with the mutual consent of the Company, to accept the Proposal which, in the judgment of the Authority, shall be deemed the most advantageous to the Authority and the users of the Airport, and/or to proceed in any other manner deemed to be in the Authority s best interest. Initial review and ranking of Companies shall occur within approximately two (2) week of proposal due date. The Authority will review all proposals, ranking each proposal in accordance with the applicable selection criteria. Notice to Companies: Upon the review of proposals and ranking of firms, the Airport will notify the selected Company of their selection for negotiation. THERE WILL BE NO INTERVIEWS. FIRMS WILL BE SELECTED AND RANKED ON THE BASIS OF THEIR PROPOSALS ONLY. Negotiation: The Authority will enter into negotiations with one (1) Company with respect to finalizing a proposed Agreement including, but not limited to, the following: organization; staffing and personnel schedules; fees; hours of operation; fee schedules; level of service; and any other features or provisions of mutual concern in the proposed Operating Agreement. In the event that such negotiation does not produce a satisfactory Agreement, a second Respondent shall be invited to enter into negotiations. Should the second Respondent and the Authority fail to negotiate an Agreement acceptable to the Authority,, the third firm shall be invited to enter negotiations, and so on until an Agreement satisfactory to the Authority is concluded SELECTION CRITERIA Although not intended to be an all inclusive list of factors to consider, the following items will be considered when selecting a Company, in no particular order: a. Reporting Capabilities b. Proposal Format and Requirements c. Ability to Work with FAPD Equipment (DataCap) d. Customer Service e. Cost f. Experience g. Promptness of settlement of funds to SARAA
11 6.04 NOTICE OF ACCEPTANCE OF PROPOSAL Upon the Authority s selection of a Proposal, the selected Company will be notified by telephone, then Certified Mail, Return Receipt Requested, of the selection to commence negotiations of an Agreement to provide management and operation services of the airport parking facilities. Should the selected Company fail or refuse to so perform, the Authority reserves the right and shall be free to revoke such selection and to select another Company. The selected Company will negotiate and enter into an Agreement with the Authority AUTHORITY S RIGHT TO AMEND/CANCEL RFP The Authority reserves the right, in its sole discretion, to terminate, suspend, modify or cancel this RFP at any time prior to executing an Agreement with a selected Company. In the event of such termination, suspension, modification or cancellation, the Authority shall have no obligation or liability to any person or entity as a result, including but not limited to those participating in the RFP process REPRESENTATION OF RESPONDENTS By submitting a proposal, the Respondent understands and agrees that the Authority is not incorporating the public bidding process into the solicitation; that the Authority has full and complete discretion to reject or accept any proposal; and that nothing in this RFP shall create any contractual rights or obligations by and between the Authority and any person or entity responding hereto.
12 Alliance Data/Heartland BluePay Chase Paymentech CEPAS Dialect Payments Desjardins Elavon First Data Merchant Services Global Payments Mercury Moneris Canada Sterling Payments TSYS Vantiv EXHIBIT 1 CERTIFIED NETWORK PROCESSORS datacap/netepay
13 EHXIBIT 2 PARKING FACILITIES EMPLOYEE LOT MMTF ADMINISTRATIVE LOT ECONOMY LOT
14 EXHIBIT 3 PARKING TRANSACTIONS Credit Transactions Only Year Garage Trns. Average Price Long Term Trns. Average Price , , , , , , , , Ticket prices in the garage normally vary from $2.20 to $200 and from $2.20 to $100 in the long term lot. There are transactions that are processed for higher amounts, but they are not the norm.
15 EXHIBIT 4 PARKING REVENUE Below is the annual detail of transaction payment amounts and types for the years 2010 through Year Cash Amex Visa Master Discover Other Enplanements 2010 $1,499, $1,706, $3,416, $1,525, $193, $ , $1,208, $1,759, $3,397, $ $183, $ , $1,180, $1,743, $3,586, $1,584, $204, $ , $1,068, $1,723, $3,689, $1,672, $227, $ ,944
16 EXHIBIT 5 QUESTIONAIRE The following questions must be completed in their entirety and submitted with Respondent(s) proposal. 1. At what time does your batch close for the day and can this be done automatically? If no specific time, are there any time restrictions? 2. If there is a communication error on your end and we are unable to process Credit Card Transactions, what steps are in place to get your system operational? 3. How does your Company handle chargebacks? 4. Can you provide next day settlement? If not, what are the settlement options? 5. How is settlement made to SARAA s account and how is this information described on the bank statement? 6. How are your fees charged to SARAA (i.e. are they netted against a settlement, automatically withdrawn, etc.). 7. Are there any fees associated with the initial set up? If so please provide a list of all charges. 8. Are there any limitations to the number or dollar amount of Credit Card Transactions that are batched? 9. How to you handle multiple merchant accounts? 10. Do you currently have the proper certifications to process Credit Card Transactions with Datacap? Please provide any information you deem necessary. 11. Do you currently use a third party processor? 12. Describe your PCI DSS compliance status and how you maintain compliance.
17 EXHIBIT 6 QUOTED FEES (CONTINUED ON NEXT PAGE) Please provide the fees SARAA would be charged by your company for the following transactions : Card Type Dollar Amount Number of Transactions VS CPS Retail Check Debit $27, VS CPS Small Ticket Debit $ VS CPS Small Ticket Pp $ VS CPS Retail Pp $ MC Merit III Debit $8, MC Small Ticket Debit $ VS REG DB CPS RETAIL CK $42, VS REG DB CPS SMALL TICKET $1, VS REG PP CPS RTL $ VS REG PP SMALL TICKET $ MC REGF MERIT 3 DBT $7, MC REGF SMALL TICKET DB $ VS Electronic $ VS CPS Retail Credit $19, VS InterReg Issuer Chip $ VS CPS Small Ticket Credit $1, VS CSP Rewards I $92, ,662 MC Merit III Credit $9, MC Enhanced Merit III Base $9, MC World Merit III $31, DS Retail Core $ DS PSL Express Service Rewards $ DS PSL Retail Rewards $8, DS PSL Express Services PR $ DS PSL Retail PR $3, VS Premium Card $ MC Merit I Credit $ MC Intl Electronic $ MC Merit I Debit $ MC REGF MERIT 1 DBT $ MC Enhanced Merit I $ MC World Merit I $ DS PSL Key Entry rewards $ VS EIRF Credit $ VS EIRF Debit $ VS Business Card Retail $7, VS Corporate Card Retail $62, ,197 VS Purchasing Card Retail $24, VS InterReg Purchasing $ VS Interreg Corporate $ VS Commercial Retail Prepaid $ VS REG BUS CP DB $4, Proposed Fees
18 VS REG DB EIRF $ VS US Bus Enhanced Retail $11, VS US Signature Bus Retail $10, VS Business Card CP Debit $1, VS Signature Preferred Retail $35, VS Signature Preferred Standard $ MC Corporate Standard $ MC Corporate Data Rate 1 $55, ,081 MC REGF CORP DATA $ MC Business Level 4 Data Rate 1 $3, MC Business Level 1 Data Rate 1 $3, MC Business Level 2 Data Rate 1 $1, MC Enhanced Standard $ MC World Standard $ MC World Elite Standard $ MC World Elite Merit I $ MC World Elite Merit III $17, MC Business Level 3 Data Rate 1 $1, MC High Value Standard $ MC High Value Merit III Base I $1, MC Interregional Super Prem Elec $ DS Commercial Electronic Submission $3, DS Commercial Base Submission Level $ DS Mild Submission Level Rewards $1, DS Mild Submission Level PR $ DS Express Services $ DS Retail $2, DS Mild Submission Level $ Please list any and all additional fees/charged that would be charged to SARAA for the above transactions.