Please be advised of the following clarifications to the above referenced Solicitation:

Transcription

1 = June 26, 2014 CLARIFICATIONS Re: - Payment Processing Services Please be advised of the following clarifications to the above referenced Solicitation: 1. Would the Board consider extending the deadline for response to July 11 due to the complexities of the RFP? The Board will extend the RFP submittal due date if necessary. 2. Who is your current merchant card processor? Paymentech and American Express 4 What is the time frame of your current funding for payment of your settlement items? Standard MVD ~~hers. AE ~~ 48hrs. 5 How are you funded wire or ACH? Wire 6 What bank provides your funding? Chase processes the wire payments 7 The RFP indicates the Board processes 1.5 million transactions for approximately $57 Million annually. Please break this down by card type and PIN debit. See the estimated breakdown of all MID with transaction counts and sales for FY Page 1 of 9

2 Estimated FY 2014 Sum of Number of Items Sum of Sales DFW AIRPORT PARKING 1,925,904 $ 44,137, American Express 314,113 $ 11,402, Discover 33,413 $ 774, Mastercard 451,367 $ 11,584, Visa 1,127,011 $ 20,376, DFWGTPARK 1,167 $ 112, American Express 216 $ 19, Discover 17 $ 4, Mastercard 201 $ 29, Visa 732 $ 59, DFWETC 4,736 $ 937, American Express 377 $ 113, Discover 160 $ 38, Mastercard 1,000 $ 202, Visa 3,199 $ 583, DFW FINANCE PARKING 21,279 $ 65, American Express 3,139 $ (59,858.00) Discover 571 $ (13,518.67) Mastercard 6,136 $ 49, Visa 11,433 $ 88, DFW FINANCE AR PAYMENT 703 $ 104, American Express 89 $ 29, Discover 15 $ (268.00) Mastercard 201 $ 60, Visa 397 $ 14, DFWFOUNDRS 11 $ 1, American Express 0 $ - Discover 0 $ - Mastercard 1 $ Visa 9 $ 1, DPS TRAINING - FIRE 39 $ 59, American Express 4 $ 3, Discover 0 $ - Mastercard 21 $ 33, Visa 13 $ 22, DFWAIRPORT EVENT MISC 195 $ 14, American Express 0 $ - Discover 5 $ Mastercard 56 $ 4, Visa 133 $ 9, DFWPARKPRIV 1,292 $ 945, American Express 319 $ 303, Discover 29 $ 3, Mastercard 325 $ 330, Visa 619 $ 307, DFWACO 19,161 $ 1,557, American Express 9,029 $ 659, Discover 76 $ 5, Mastercard 3,172 $ 280, Visa 6,884 $ 611, DFWFINPARK 284 $ 14, American Express 39 $ 2, Discover 12 $ Mastercard 83 $ 4, Visa 151 $ 7, Grand Total 1,974,769 $ 47,951, Page 2 of 9

3 8 What are the various methods that you accept payments, e.g., walk-in/face-to-face, MOTO, call center, Internet, IVR, kiosk? Walk in (face to face), Card on File and in person pin pad (IRMS ACO), over the phone with input into processor s virtual terminal, Future: Web based application payment portal. 9 Do you currently have a recurring billing process in place? No, not recurring 10 Do you have a need for B2B or Purchasing Card Level II and/or Level III? 9 Do you currently charge a convenience fee for any of your payment acceptance processes? No at this time. 10 Would you be interested in implementing a convenience fee in the future? 11 Will the successful proposer have one DFW contact for the full implementation or will DFW have an implementation contact for each department implementing, e.g., Parking Operations, Parking Guest Services, Department of Public Safety (DPS), DPS Gun Range, Ground Transportation, Finance, Employee Parking Office, Access Control Office (ACO), Web based, Individual locations? Mixture, most MID implementation will be supported by Finance, PBU and ITS, IRMS will be supported by ITS and ACO Manager 12 Can you provide documentation regarding the transaction flow for each department, e.g., Parking Operations, Parking Guest Services, Department of Public Safety (DPS), DPS Gun Range, Ground Transportation, Finance, Employee Parking Office, Access Control Office (ACO), Web based, Individual locations? Credit Card transactions are captured in each DFW department as A point of Sale by the methods in #6 above. Credit Card captured and payment processed by each MID. 13 Section 4, page i, notes that the Small Business Enterprise (SBE) goal is 0%. However, pages contain detailed SBE requirements. Please confirm these provisions do not pertain to. There is no SBE goal for this solicitation. 14 Section 7, pages 4-9, contains Proposal Format Requirements. Under which tab would you like the following sections, or should they be presented as their own tab? a Disclosure Statements (page 5) A separately labeled tab Disclosure Statements b Addenda (page 5) A separately labeled tab Addenda c. Specifications/Scope of Work (pages 19-25) The tab noted in the RFP instructions. d. Requirement (page 5) requests audited financial statements. Will a link to these statements suffice? No please provide the statements Page 3 of 9

4 15 Per requirement (page 5), Tab 1, Brief Executive Overview, the response to this requirement is limited to two pages. Additionally, you ask for completion of several forms. Please confirm the forms do not count toward this two page limit. The forms do not count towards the page limit. 16 Would the Board consider increasing this page limit? The three questions in this section cannot be fully addressed in such a limited amount of space. No. 17 Per requirement (page 7), the proposer must provide a preliminary implementation plan, based on their understanding of the Work to be performed. What is the Board s timeline to start the implementation process and what is the target date for completion? The implementation timeline begins with the September Board s OBA approval on September 4, The implementation timeline: 18 What resources will be provided from the Board for implementation? Will each department provide a resource or will a single project manager be assigned for all departments? The implementation for DFW s departments noted in #13 and supported by Finance, PBU, and ITS leads. 19 Please provide a sample of the required Gantt Chart Format. Please identify any blackout dates and timeframes that may impact implementation timeframes., no blackout dates 24 Requirement (page 9) contains instructions for pricing. Please confirm that pricing and the following forms should be submitted in a separate envelope and not be included in the main RFP response. Confirmed 25 Cooperative Purchasing Provisions Confirmed 26 Insurance Review Verification Confirmed 27 Insurance Affidavit Confirmed 28 Additionally, the RFP contains two other notations regarding pricing. Requirement (page 24) references a Schedule A of all fees. Page 56 references an Exhibit A Pricing Schedule. However, neither a Schedule A nor Exhibit A is included with the RFP. Does the Board want pricing in a specific format? If so, can you please provide? Exhibit A will be posted at 29 Pages contain the Bid/Proposal Checklist. Under which tab the completed checklist should be placed in the final response? Tab entoleted Forms 30 Per requirement 2.1 (page 19), the successful proposer must support the current applications in use by specific departments. Please complete the following table so the successful proposer can adequately determine whether they support these applications. Finance responses below. ITS? Page 4 of 9

5 Department Acceptance Method (e.g., Internet, Face to Face) Terminals (Make and Model) and Any Additional Peripherals (PIN Pad, Check Readers, etc) POS Application or Management System (Including Applicable Versions) Internet Payment Gateways/Payme nt Interface (Gateway Name) or Credit Card Software Application (Company & Product Name Including Applicable Versions & Service Packs) Parking Operations (Plazas/Remote and Command Center) Card Present SkiData Parking Guest Services (Administration) Card Not Present Department of Public Safety (DPS) Fire Training not present DPS Gun Range not present Ground Transportation not present Pin Pad Finance not present, and Pay on Line Oracle AR Interface Employee Parking Office (EPO) Parking Privileges/Employee Transportation not present Pin Pad Access Control Office (ACO) Card on File Pin Pad Web based: Payment Portal Internet Individual locations within sections/programs Page 5 of 9

6 Department Acceptance Method (e.g., Internet, Face to Face) Terminals (Make and Model) and Any Additional Peripherals (PIN Pad, Check Readers, etc) POS Application or Management System (Including Applicable Versions) Internet Payment Gateways/Payme nt Interface (Gateway Name) or Credit Card Software Application (Company & Product Name Including Applicable Versions & Service Packs) that may be identified 31 Per requirement 2.2 (page 19), the successful proposer must integrate the Board s current credit/debit prepaid and gift card acceptance into existing applications. Please provide the following information on your current gift card program: a. Who is your current provider? b. What are the current card volumes for B2B, B2C, Internet, and across consortiums? None c. What is the current average gift card activation amount per month? d. What is the average gift card activation amount? e. Annual gift card sales for the past 3 years? f. What is the forecasted growth in your total gift card activation for the next 5 years or for as long as you have projections? 32 Number of cards issued annually for the past 3 years? 33 Number of transactions per card in 2014? 34 Number of cards activated with outstanding balances? 35 Total outstanding balance dollar amount? 36 Number of cards in inventory not issued/activated? Page 6 of 9

7 37 Who manages the current outstanding balance, DWF or a third-party vendor? 38 Can DFW provide a file with all outstanding cards and balances? 39 Per requirement 2.2 (page 19), the successful proposer should provide current processing technology to support DFW s business unit automation with banking apps and ipad integration. Can you provide clarification regarding this requirement? What is the business unit s automation needs (credit card processing, mobile solutions, reporting, reconciliation)? Is DFW s automation application based or browser based? What operating systems are currently supported? If application based, what options are available for consumers to download the application? Please provide a process flow for each business unit s automation requirements. 40 Per requirement 2.2 (page 19), the successful proposer must support for Finance Oracle Account Receivable customer Pay on Line. What specific support is required with the use of Oracle s payment acceptance logic. How is the payment acceptance logic used? Is a thirdparty payment interface used? If so please provide the company name and product name, including any applicable versions and service packs. 41 Per requirement (page 19), the selected proposer must provide processing for multiple brands and types of cards. Does the Board require the proposer to acquire and fund for American Express and Discover transactions or just convey the card types? Is the Board currently funded by your current provider or the specific brand? Funded: Discover- Paymentech, American Express, American Express Provide you solution in your RFP response 42 Per requirement (page 20), the selected proposer must be able to process transactions and accept settlement and settlement of transactions through the transfer of files through a secure, appropriate format. Are Board departments the merchant of record on all payment transactions Yes, or are any third-party providers, such as Inventory Record Management System (IRMS), the merchant of record? No How many merchant numbers do the departments process with today? Each Department has only ONE MID 43 Does IRMS use a third-party interface or gateway as the payment processing interface? ITS Sandeep If so, please provide company and product name with applicable versions and service packs. ITS Sandeep Is it the Board s intention to continue using IRMS? Yes, this will be used by GT, ACO, and Parking Privilege 44 Per requirement (page 20), the successful proposer must provide for authorization codes as required by individual departments. Is the intention that individual departments will continue to use their current payment processing solution or will alternative solutions provided by the proposer be acceptable? Yes continue to use. 45 Per requirement (page 20), the successful proposer must provide the ability to process a credit for a transaction not processed within the system which accepted the original payment. What payment processing solution, company name, and product name used today Page 7 of 9

8 cannot process credit/return transactions on sale transactions processed through the solution? Is this issue across multiple merchant accounts or a single merchant account? All MID accounts 46 Per requirement (page 21), all reports must be detailed and provide the ability to view, report, reverse, and analyze the credit card activity in each department. Please expand on the requirement that all reports provide the ability to reverse the credit card activity in each department? Processing functionality such as reversals are not built into reporting functionality due to compliance restrictions. Is the Board willing to remove reversals from the reporting requirement scope? 47 Per requirement , all reports must meet the needs of each DFW department. Can you provide detail on the needs of each department? 48 Per requirement (page 21), PCS authorization codes should be real time and declines should be within DFW s predetermined scope of allowances. What is DFW s predetermined scope of allowances for declines? None. 49 Per requirement 2.10 (page 22), what is the company and product name of the Board s Access Control Office (ACO) credit card processing interface? IRMS 50 Per requirement 2.10 (page 23), what is the company name and product name of the payment gateway used by the Department of Public Safety (DPS) Fire Training? Orbital 51 Per requirement 2.10 (page 23), what are all specific requirements and use basis for the Web based Payment Portal? Different DFW department payment offered on the Web. Parking, Finance, DPS, currently interested. 52 Per requirement (page 23), the successful proposer must provide Virtual Terminals with client based online registration for customer to submit credit card on file payment access. Is the Board referring to a consumer-facing portal where a consumer can enroll and store payment data, allowing them to use this data in the future to provide payment? Or are you looking for a merchant-facing portal where the Board can store a consumer s data? This ties to the IRMS online registration of Card on File with the IRMS application 53 The RFP requires the completion of the following forms. Would the Board provide the RFP, or the forms, in Microsoft Word format to aid in ease of completion? Yes a. Bid/Proposal Checklist, pages b. Cooperative Purchasing Provision, page 56 c. Organizational Summary Information, page 57 d. Work Force Composition, page 58 Page 8 of 9

9 e. Insurance Affidavit, page 59 f. Business Disclosure, page 60 (this is not legible in our copy of the RFP due to font issues) NOTE: A copy of this questions and clarifications document shall be acknowledged by appropriate signature and attached to the submitted proposal. Company Name Signed Date If you have any questions regarding this matter, please contact Mr. Shannon Hamilton during normal working hours (8:00 a.m. to 4:30 p.m., Monday through Friday) at (p), (f) or at the address of [email protected].. Sincerely, Shannon Hamilton Mr. Shannon Hamilton Contract Administrator Procurement and Materials Management Department Page 9 of 9