Addendum #2. Procurement and Contracting Services. Request for Proposals for Credit and Debit Card Services

Transcription

1 Addendum #2 Procurement and Contracting Services Request for Proposals for Credit and Debit Card Services Please mark all proposal submission Envelopes with the following information Sealed RFP # L Now Due on December 13 th, 2012 no later than 2:00 PM, MST Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 1 of 10

2 Questions, with answers, that have been received prior to the due date. Q1. Concerning section 5.2.2, in the document you reference same day funding as long as settlement occurs before 11:00 pm MST. A. When does settlement occur? B. Is this uniform across all departments? C. When do the funds memo post and when are they available for use? A1A. Settlement normally occurs between 11:00 pm-midnight. A1B. Yes. A1C. Currently, the flow is as follows: Settlement, Next Day- Bank settles and transfers monies to our Depository Bank which are available to University at that time. Normally due to banking schedule, monies are available and in our depository bank within 2 days of batch settlement. Q2. Concerning section , in the document you reference that funds will remain in the University depository account until the charge back dispute is settled. A. Does the incumbent process provide this service today? B. Do you have an annual volume of chargebacks processed? C. Of that figure can you provide the volume of chargebacks reversed and chargebacks accepted? A2A. Yes. A2B. We have very low chargeback volume % of $ sales -.006% of transactions. A2C. We do not have a figure on what was actually accepted or reversed. Most of our chargebacks come from not easily connecting merchant name to event. We work diligently on keeping tabs on chargeback issues and resolving. Q3. Within Addendum #1 (Q1), you have referenced that U of A owns 4 terminals and leases 140 additional analog and wireless devices. A. Are these leases transferable? I.E. can U of A use these devices should they select another vendor? B. What are the makes and models of these devices? C. What are the makes and models of the 4 devices owned by U of A? A3A. The leases are not transferable- the leases are provided through our current Acquirer. The successful vendor must supply equipment lease options and supply terminals. If a new vendor is accepted- all terminals will have to be replaced. A3B. Mostly Hypercom T7+ s- new contract, we will replace all leased analog and cellular point of cell equipment except those that are owned by Departments. A3C. Hypercom T7+ Q4. Annual credit/debit card volume & avg. ticket by card type, (Visa/MC, Discover & AmEx)? A Total Transactions- 2,338,901;Sales- $228,374,072; Avg-$97.64 Visa- Transactions- 2,076,602; Sales-$181,040,505 MasterCard- Transactions-256,537; Sales- $54,575,505 Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 2 of 10

3 Discover- Transactions- 607; Sales- $50,405- not accepted in all merchant locations AMEX- Transactions- 55,574 ; Sales- $47,044,373- not accepted in all merchant locations Q5. Breakout debit card volume separately & whether you currently process signature or PIN debit. A No information available- Where we do accept debit transactions- it is always PIN debit. Q6. Describe current POS infrastructure, hardware software (& version), vendor/manufacturer type. A6. Point of sale infrastructure depends on the merchant. Most merchants that are analog point of sale terminals are Hypercom T 7+. Larger merchants such as Student Union, UA Presents and Bookstore have register software and machines. Student Union has Micros WS4 s or NCR s interfacing with Blackboard; Bookstore utilizes Missouri Book Store with SUREPOS Registers; UA Presents interfaces with Tessitura. Q7. Desired conversion/upgrade or additional POS equipment needs, if applicable. A7. Dependent on chosen vendor recommendations Q8. Method of submission, (IP, frame-relay or dial-up). A8. We utilize all types of available submissions such as Internet, cellular and analog. Q9. Deposit/settlement bank & current settlement time from batch closing. A9. See A1. Q10. Is UofA currently PCI/DSS compliant? A10. Yes, since we are a Level II merchant, we must have third party PCI-QSA s validate our compliance each year. Q11. Desired operational improvements if any. A11. We are always reviewing any new compliant technology for merchant authorization. Q12. Existing merchant services provider pricing. A12. We currently are on a unbundled interchange rates plus.08% discount for Visa/MC. Discover is 1.75% and AMEX 2.05% for State contract. Q13. Chargeback ratio? A13. See A2 Q14. Any significant fraud issues? A14. No Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 3 of 10

4 Q15. Satisfaction with your existing reporting, service & support? A15. Yes Q16. Processing by volume types: RFP states gross volumes of million annual sales (can we get a detailed breakdown as asked below?) A. Internet (Via the Web): 1. Volume-break down (How much credit/signature debit (non-pin) card volume via the internet?). 2. MasterCard/Visa volume total? 3. Average ticket (sale) by website? 4. How many separate internet sites in total? B. Retail (Card Present): 1. Volume break down (How much credit/debit card volume via retail car swipe?) 2. MasterCard/Visa volume total? 3. What is the average ticket for retail card swipe? 4. Pin Base debit if any? i. Volume total? ii. Average ticket? 5. Processing Equipment: i. Micros (Utilizing Merchant Link for communication?) How much volume thru Micros for Visa/MasterCard/Discover? ii. Missouri Book Store Application (How much volume thru this application Visa/MasterCard/Discover?) C. MOTO (Card Not Present, non-web): 1. Volume Break down (How much credit card volume via card not present key entered?) 2. MasterCard/Visa volume total? 3. Virtual Gateways/Terminal being used for these types of transaction D. Equipment Questions: 1. Micros: i. Version(s)? ii. Dial or IPN? 2. Missouri Book Store Application version? Integrates with any other Software/Gateway? i. Communication method (Dial or IPN?) 3. Gateways: i. How many? 4. Wireless options: i. What it is the model #? 5. Four owned terminals and 115 leased, what are the breakdowns of Manufacturer and Model numbers of these terminals? To clarify is the plan to utilize these terminals if PCI compliant? Or is the University planning on replacing all at onset? A16A1. Information can t be acquired in the required answer response time frame. Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 4 of 10

5 A16A2. A16A3. A16A4. A16B1. Information can t be acquired in the required answer response time frame. A16B2. A16B3. A16B4. A16B5. A16C1. Information can t be acquired in the required answer response time frame. A16C2. A16C3. No virtual terminals utilized on campus due to PCI compliance campus policy. A16D1. Micros 9700 (V.3.6 MR9); IPN. A16D2. MBS POS V. 2.0; MBS POS 4690 V 05 L Windows IPN Paymetric. A16D3. Varied Gateways- Cybersource, Authorize.net and Payflow Pro. A16D4. Cellular wireless point of cell terminals Omni V610 CDMA currently but have used Lipman Nurit 8020 GPRS. A16D5. Hypercom T7+. We currently replace when PCI compliance changes occur. Upon new merchant agreement, all leased terminals will have to be turned in as they are leased through current Acquirer Bank. Q17. Are we able to obtain three months of merchant statements for our own analysis of card break down types etc.? A17. We have provided the 2011 Visa and MC Interchange categories synopsis, plus the last two months of campus interchange summary. Q18. Clarifying question: Are you under state contract? Do you require Authorization and capture for both networks or one of them? A. American Express volume? B. Discover volume? A18A. Yes for American Express and Discover. A18B. See A4 A18C. See A4 Q19. Please define the name, and version of third party software applications be utilized. A19. This is varied and dynamic. Due to the decentralized campus, each merchant can determine what third party software to utilize. We require that the third party be PCI compliant documentation and interface with the current merchant provider/bank. Q20. Does the University own any payment gateway applications? If so please note the gateway application. A20. No. Q21. Please share check information on the following items: dollar volume, number of checks, variance of check amount and number (percentage) of business v. consumer. Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 5 of 10

6 A21. Not applicable. Q22. Concerning section 4.3.2, it is standard practice to deduct fees daily or monthly for processing services. Will this comply with Title 35? A22. No, all submissions must be gross with once a month deduction of fees. No net submissions allowed or acceptable. Q23. Concerning section 5.6.4, please clarify use of a credit card for payment. It is standard practice for merchant services fee to be deducted from a bank account on a daily and/or monthly basis. A23. This language is included in every RFP it is the University s preferred method of payment. Please explain your method of payment If you are taking exception to credit card payment language. Merchant services fee will be deducted on a monthly basis only. Q24. Concerning section 5.2.2, please define the parameters of you current same day settlement. A24. See A26. Q25. We propose a Card Association cost pass-through pricing structure. With this scenario, we pass along costs and increases from the card associations as they occur. Is this acceptable to the University? A25. Yes, Card Association pass through is current pricing structure. Q26. Will the University accept next-day funding vs. same-day funding? Our latest batch close time is 3 a.m. MST; therefore, with next day funding, batches closed by 11 p.m. on Monday will be funded the next day (Tuesday). Batches closed after 11 p.m. but by 3 a.m., the next morning (Tuesday), will be funded that same day Tuesday. A26. Next Day funding in this scenario is acceptable. Q27. Standard Chargeback procedure is to debit the merchant bank account when a chargeback occurs and credit the merchant account if/when the dispute resolution results in the merchant s favor. Will the University disqualify the Bank if this is the case? A27. This will be a discussion point, but may not disqualify the Bank. Q28. We request clarification of the Indemnification/Hold Harmless clause (4.22 p. 17.) Does this mean that the University expects to be held harmless even if a breach occurs as a result of actions taken by University employees or in the event the University did not maintain PCI compliance? A28. No. Please see the next to the last sentence in that section. Q29. Other than terminals, what other specialized payment processing solutions does the University utilize? Please list and include the version. A29. As stated in the RFP, we have ecommerce utilizing different gateways dependent on compliant interface requirements such as PayflowPro, Cybersource, Authorize.net, etc. and Dial Pay which utilizes telephone for authorization. Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 6 of 10

7 Q30. We have partnered with another company to provide merchant services to our clients. The other company is willing to provide their financials and SSAE 16 Audit (formerly SAS70) as well, providing they receive a signed non-disclosure agreement. Would the University be willing to sign an NDA? A30. Yes, as long as we could agree on the terms. Q31. Please advise how many merchants/locations are currently using the following: A. Micros POS Registers? B. Missouri Book Store? A31A. Student Union - for Micros POS with Merchant Link A31B. Bookstore - IBM SUREPOS registers Q32. Can the University provide a visual schematic of their current processing environment? A32. No, too comprehensive and varied to provide. We are decentralized and complex and processing environment dependent on merchant department. Q33. How many analog point of sale terminals and wireless Verifone terminals that you currently lease will you replace, or will you continue to honor your current lease on this equipment and the awarded vendor will simply integrate and download to process with new vendor? A33. We will replace all sale terminals and wireless units due to current lease is through our current Acquirer Bank. Q.34. What model(s) are the analog point of sale terminals? A34. Mostly Hypercom T7+, some Verifone Omni VX570- Upon new contract, we will be requesting to replace all analog terminals to meet all PCI-PED certified security standards and to meet processor compatibility and certifications. Q35. Are any of the terminals IP, or all Dial? A35. Registers are all IP, most point of sale terminals are analog dial up, and cellular point of sale terminals. Q36. What model(s) are the 4 owned terminals? A36. Hypercom T7+ Q37. Pin Pads for debit: How many pin pads do you have and do you own them or lease them? A37. Lease- currently have 27 pin pads on campus. Q38. In regards to Parking, what all is involved? A. Are there any control access equipment? B. Parking Garage? C. Metered parking around campus that accepts credit/debit and if so, what POS equipment is being used for Parking? Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 7 of 10

8 A38A. If control access equipment in this scenario is considered parking garages, parking meters or pay stations then yes. A38B. Parking garages are currently utilizing a register with a tender type key and authorizing through an analog dial up terminal. A38C. 35 Cellular (TMobile) parking meters through Park Pro- Digital Payment Technologies, Luke C2CR6 Radius Pay Parking Meters which utilize Authorize.net for authorization gateway. Q39. Are you requiring Same-day funding (I.e. if you settle by 6:00pm MST Monday, funds will be in your account Tuesday 12:00am MST. Is this acceptable?) A39. Yes Q40. Are you currently accepting electronic check services and if so, what Gateway provider are you using? A40. Cybersource provides this service for us. Q41. What third party software applications are you currently using? A41. Varied. We are a decentralized campus, applications can be chosen by individual departments. We only require that the application be PCI validated and that ecommerce sites utilize redirect or link order pages. At no time, can the credit card information be entered or stored on campus computers or servers. Q42. What E-Commerce solution are you currently using? A42. Web site to payment gateway such as Cybersource- Hosted Order Page or Silent Order Page interface. Q43. Concerning your current statement, will you provide a 3 consecutive month s recent statement from current provider? A43. Our monthly statement for the merchants is 488 pages. We have included the Interchange Category breakdown for 2011 which should provide the interchange categories percentages. Q44. Please define the name, and version of third party software applications be utilized. A44. Varied. We are a decentralized campus, applications can be chosen by individual departments. We only require that the application be PCI validated and that ecommerce sites utilize redirect or link order pages. At no time, can the credit card information be entered or stored on campus computers or servers. Q45. Does the University own any payment gateway applications and if so please note the gateway application? A45. No, we do not own a payment gateway application. Q46. Please share check information on the following items, (dollar volume, number of checks, variance of check amount and number (percentage) of business v. consumer) Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 8 of 10

9 A46. Not applicable. Q47. Concerning section 5.2.2, will the University consider 24 hour availability of funds? A47. Yes Q48. Concerning section 5.2.7, please define processed separately on the daily statement. Does this mean that you require Miscellaneous Adjustments be debited from a separate checking account? A48. No. Q49. Concerning section , does the University currently own, rent or lease their point-of-sale terminals/printers and PIN pads and if so, what is the make and model of your existing equipment? A. Do any of the point-of-sale systems/terminals require replacement and if so, how many? B. What type of connection do the terminals currently use, analog or ethernet? C. If you require replacement terminals for existing departments or if you open merchant accounts for new departments, does the University expect the bidder to pay for the equipment? A49A. All of them will require replacement as we do lease from current vendor. A49B. Analog. A49C. No, we currently have a monthly lease of equipment which is billed through the merchant statement each month. It is essential that all equipment be billed to separately to merchants. Q50. Concerning section : A. What version of Micros do you currently use? B. Does the Missouri Book Store application use a gateway and if so, what is the name of it? A50A. Micros 9700 (v.3.6 MR9) A50B. No, Missouri Bookstore does not need to utilize a gateway between server and processor. MBS POS utilizes Paymetric tokenization process. Q51. Concerning section : A. Does the University currently allow online credit card payment and if so, what is the name of the gateway or system that is used for payment? B. What is the name of the web browser currently used by the University? A51A. Yes, various gateways are utilized dependent on the chosen application s validated gateway such as Cybersource, Authorize.net, Payflow Pro, etc. A51B. Various: Safari, Explorer, Firefox. Q52. Concerning section , does the University currently allow online electronic acceptance of checks and if so, what is the name of the system that is currently used? A52. Yes, through Cybersource Gateway for student accounts through Bursar s office only. Q53. Is your current software/gateway integrated into any other computer systems/networks and if so, what are the names of these computer systems/accounting applications/data bases? Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 9 of 10

10 A53. Varied. We do not have a centralized software/gateway. Dependent on merchant department. Q54. If your processing software/gateway is integrated into an internal accounting application (or other applications) do you have an internal IT Team who assists with programming and integration? A54. Currently, there is no internal accounting application attached. And Yes, each merchant is responsible for their IT support and integration since we are a decentralized campus. Q55. By what date will the RFP be awarded and announced to the public? A55. We will notify the proposers as soon as a decision has been made. When the contract has been executed, the name of the successful proposer will be posted on our website. Q56. Concerning section , you state that all terminals must support an 8 digit invoice field, is this flexible and will 6 digits be acceptable? A56. We require 8 digit invoice field due to the fact that student id# is 8 digits. Q57. Please advise how many merchants/locations are currently using the following: A. Micros POS Registers? B. Missouri Book Store? A57A. Micros POS Registers- Student Union. A57B. Missouri Book Store- Bookstore. Q58. In order for us to comply with section 5.2.1, is the University willing to sign our Non-disclosure Agreement for our Annual SSAE 16 which has replaced the SAS 70 report? A58. Yes, as long as we can agree with the terms. Q59. "Sales are to be credited or funded to the University account the same day batch is settled prior to 11:00 PM, MST." We are able to fund the next day if batched before 5:45PM Central Standard Time. Is this acceptable to the University? A59. Yes. Q60. "Detailed backup must be provided for all "miscellaneous credits"." Please describe or provide examples of the level detailed being requested. A60. As in any accounting or banking reports, there is always detailed description of revenue or expenses for accounting controls. The format may change but the information must provide information for reconciling and audit verification. Please note that the due date for the receipt of proposals has been extended to Thursday, December 13 th, 2012 at 2:00 PM, MST. ALL ELSE REMAINS THE SAME Addendum 2 to RFP #L Now Due on 12/13/12 at 2:00 PM, MST Page 10 of 10