Village of Bensenville, ILLINOIS

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1 Village of Bensenville, ILLINOIS Request for Proposals for Merchant Card Services September 9, 2014

2 Village of Bensenville, Illinois Request for Proposal for Merchant Services PURPOSE: To solicit proposals from qualified vendors to provide merchant card service for various Village departments and online payment sites. SCOPE OF WORK: The Village s objective in requesting this proposal is to receive merchant card service from qualified firms who are currently processing transactions from merchants under the International Standards Organization ISO-8583 format and protocol. The Village accepts about $2,000,000+ in merchant card payments per year. Our merchant base consists of many different retail customers, with high peak, seasonal volumes at some locations and low levels of activities at others. The Village has four locations where it accepts credit / debit card payments. Thos sites are: Village Hall 12 S Center St, Bensenville, IL Bensenville Theatre 15 S Center St, Bensenville, IL Edge Ice Arena 735 E Jefferson St, Bensenville, IL Edge Ice Arena 545 John Street, Bensenville, IL The Village also maintains two online payment sites. The online payment sites are operated using PlugNPay by Vermont Systems for parks & recreation and Payflowpro by Paypal for online utility payments, online business license renewals, and Metra Station Parking collection. The vendor shall operate an electronic merchant card processing system that will provide prompt authorizations and must be able to deliver collected funds to the Village s designated depository account. The float on Village funds should be minimized; at no time should Village funds take longer than 24 hours to transfer into the Village s primary bank account. The vendor shall operate an electronic merchant card processing system that allows for efficient charge backs to the customer s merchant card using either a merchant card number or reference number. The vendor must be able to provide and support the merchant card point of sale equipment and provide replacement equipment as part of the RFP response. Revenue statements shall be made available to the Finance Office via , web access or regular mail. The statements shall include a summary of all revenue related activity including all chargeback information by date, card type, and merchant number. Back up information must be available for at least one year if the original information should become lost. The vendor shall describe any products or services not requested in this document that may assist the Village in its merchant card operations. These products or services may be described in a separate attachment. The Village reserves the right to increase or decrease transaction volume and amounts specified herein as circumstances dictate. The number of transactions and dollar amounts are estimates and may vary. These volumes will be contingent upon a continuing need and public demand. The Village will pay no penalties for variations from the estimated volumes.

3 The term of this contract is for one year and will automatically renew for an additional year unless either party notifies the other in writing, 15 days prior to expiration. VILLAGE OF BENSENVILLE, ILLINOIS PREPARATION OF THE REQUEST FOR PROPOSAL: Proposers are expected to examine all related documents. Failure to do so is at the proposer s risk and may result in disqualification of the proposal as the Village s best interests, determined in its sole discretion require. Each proposer shall furnish the information required by the Request for Proposal (RFP). The proposer shall sign his/her proposal and print or type his/her name and address on the face page and each continuation sheet must be identified with the firm s name. The proposer shall retain a copy of all documents for future reference. SUBMISSION OR RECEIPT OF PROPOSALS: A. All sealed proposals must be submitted and received no later than Wednesday, October 15, 2014 at 4:30 p.m., Central Daylight Time, to the following location: Tim Sloth, Finance Director Village of Bensenville Finance Department 12 S Center St Bensenville, Illinois The outer envelope in which the proposals are tendered must be marked Proposal for Merchant Card Services. B. Original and two (2) copies of the sealed proposals are required and will not be opened until after the final submission date and hour noted above. C. The proposals will be analyzed and an award in conformity herein made no later than November 30, D. Any questions concerning this Request for Proposal should be directed to Tim Sloth, Finance Director, (630) (tsloth@bensenville.il.us) or Amit Thakkar, (athakkar@bensenville.il.us). INFORMATION REQUESTED FROM PROPOSER: The Village requests that all proposals be organized in such a format that will allow comparative uniformity within the review process. Therefore, please follow the format prescribed as follows when assembling your proposal. A. Letter of Transmittal Briefly state the proposer s understanding of the work to be accomplished. Proposers may use this section to present any information they consider essential in the comprehension of their proposal.

4 B. General Information Complete Appendix A C. Fee Proposal Provide fee information using Appendix B form. VILLAGE OF BENSENVILLE, ILLINOIS Appendix A General Information Name of Organization: Address: Contact Name: Phone/Fax Numbers: Address: Years in Business: Please provide a copy of your Federal and/or State Certification and F.E.I.N. number. Executive Summary Provide an overview of the firm s merchant service experience: Municipal/Governmental Experience How many years have you served municipal and public sector clients?

5 VILLAGE OF BENSENVILLE, ILLINOIS Municipal Clients Please list the municipalities that you currently provide merchant card services or have in the past: Municipality: Address, Village, State, Zip: Contact person, Phone #: Municipality: Address, Village, State, Zip: Contact person, Phone #: Municipality: Address, Village, State, Zip: Contact person, Phone #: (Attach additional sheets if necessary) Insurance Coverage 1. Please describe the various forms of liability insurance carried by your firm and the dollar amounts of coverage. 2. Do you provide insurance coverage for errors and omissions? Please attach copies of all applicable insurance documents. Professional Organizations Please provide a list of all professional organizations you are affiliated with. EOE Status Does your firm have a written policy for Equal Opportunity under the law?

6 VILLAGE OF BENSENVILLE, ILLINOIS Appendix B Fee Proposal MC/Visa Credit Discount MC/Visa Credit Transaction Fee MC/Visa Debit Discount MC/Visa Debit Transaction Fee Non-Bank Card Fees Statement Fee (per cycle & per location) Chargeback Fee Monthly Minimum Fee Rejected ACH Fee Non-Qualified Transaction Discount Voice Authorization Fee ARU Authorization Fee Additional Location Set-Up Fee Application RUSH Fee Processor Set-Up Fee PC-Training/HR: by phone or in person De-Conversion Fee Terminal Download Fee Other Other Other Other Other Other Other Other Other Other Other Other Other Other Other Other Other Other I hereby certify that I am authorized to submit this proposal as a Representative for my organization: Name of Offeror: _ Title:

7 Signature: _ Date: VILLAGE OF BENSENVILLE, ILLINOIS EVALUATION OF PROPOSALS A. The proposals will be evaluated by a Selection Committee. The award will be made to the firm, which in the opinion of the Village and in the Village s sole discretion, is best qualified to perform the merchant card services. Evaluation consideration will include, but not to be limited to the following which are listed in any particular order: 1. Responsiveness of the proposer in clearly stating and understanding work to be performed. 2. Technical experience of your firm in performing merchant card services within the State of Illinois for municipal and public sector clients. 3. The qualifications and experience of the firm. 4. The total cost of providing the services. B. The Village of Bensenville reserves the right to reject any or all proposals submitted and to request additional information from proposers as its best interests and sole discretion requires. Additionally, the Village receives the right to award this contract to the firm which will best meet the needs of the Village as outlines in this Request for Proposal.