REQUEST FOR PROPOSAL To Provide Services for RELEASE DATE: November 11, 2010 DUE DATE: December 10, 2010 2 p.m. Mark Hoss Purchasing Coordinator
I. GENERAL TABLE OF CONTENTS PAGE A. Intent of Request for Proposal 3 B. Background 3 C. Eligibility Requirements 3 D. Other Requirements 3 E. Written Agreement 4 F. Contract Period 4 G. Termination Rights 4 H. Proposal Calendar 4 I. Evaluation Criteria 5 J. Contacts 5 K. Right of Rejection 6 L. Addendum to RFP 6 M. Firm Proposal 6 O. Laws / Codes 6 II. PROPOSED SERVICES A. General Information 6 B. Certification 7 C. Payment Card Industry Security Standards 7 III. PROPOSAL RESPONSE FORMS Schedule A Certification of Proposal 8 Schedule B Organization/Construction Team 9 Schedule C References/Experience/Expertise 10 Schedule D Costs 11-12 2
I. GENERAL WASHINGTON COUNTY SCHOOL DISTRICT REQUEST FOR PROPOSAL RFP NO. B1210 Release Date: November 11, 2010 Due Date: December 10, 2010 A. Intent of Request for Proposal The purpose of this request for proposal is to solicit sealed, competitive proposals from qualified vendors to implement a merchant account services program for elementary schools. This Request for Proposal (RFP) provides prospective contractors (vendors) with sufficient information to enable them to prepare and submit competitive proposals. B. Background is the eighth largest school district in Utah with approximately 23,000 students. The district has a total of thirty-four schools, including five high schools and one alternative high school. The District ranks as the largest employer in Washington County. C. Eligibility Requirements In order to be eligible to respond to this RFP, the proposer must meet all of the following qualifications: Licensed. The proposing firm must be properly licensed in all areas noted hereafter to conduct business in the State of Utah. Non-Discrimination. The proposer must comply, at all times during the bidding and contracting period, with all applicable Federal, State, County, and City anti-discrimination laws, ordinances, rules, and regulations. Any violations of this provision shall be considered a violation of a material provision of the audit contract and shall be grounds for cancellation, termination or suspension. D. Other Requirements Conform to Response Form Guidelines. All proposed information must be submitted on the Proposal Response forms found in Section IV. Proposals Submitted on a Timely Basis. Proposals must be submitted on a timely basis. All proposals must include one original with two (2) complete copies and must be submitted to Mark Hoss, Purchasing Coordinator, by Friday December 10, 2010, 3
at 2:00 p.m. Mountain Standard Time at the following address: 121 W Tabernacle St. George, Utah 84770 Any proposal received after that will be deemed unresponsive and will not be considered for evaluation. Faxed copies will not be accepted. E. Written Agreement This RFP and the successful contractor s response shall constitute the written agreement with to be the provider for card processing for the district. F. Contract Period This agreement shall commence on the date of RFP acceptance by the Board and continue for one (1) year. Each proposal must include an option whereby the Board, in its sole discretion, can extend the contract for two (2) additional years on the same terms, prices, and conditions set forth in the proposal. The option shall be exercisable at the end of the first and again at the end of each consecutive year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. G. Termination Rights The contract shall provide that the has the right to cancel without cause at any time by written notice within thirty (30) days of its intent to terminate the contract. H. Proposal Calendar It is anticipated that the following schedule will be followed: November 11, 2010 December 10, 2010 December 13-17, 2010 RFP Released Proposals due. Sealed original proposal with two (2) complete copies are to be submitted to the Purchasing Coordinator no later than 2:00 p.m. Mountain Standard Time. Proposals must be signed by an official of the firm authorized to bind the firm. Proposed terms apply for a period of sixty (60) days from the date of receipt by the Purchasing Department. Evaluation of Proposals. The District may request formal written clarification of any item. 4
I. Evaluation Criteria The following criteria and weighing will be used to evaluate the proposal. The more complete the information the higher the possible score. The award will be made to those scoring highest on the following criteria: 10% Responsiveness - The completeness and conformity of the proposal response to the RFP requirements. Including but not limited to: Schedule A Complete Schedule B Complete Schedule C - Complete Schedule D - Complete 25% Organization - The administrative and functional structure including personnel, respondent s ability to perform and the description of the proposers capability to meet the district s needs. (Schedule B) 25% Experience/Expertise - This includes the technical qualifications and work experience of key personnel assigned to work with the District. This also includes past experience on similar projects. (Schedule C) 25% Cost - This includes the costs to furnish supervision, labor, supplies and services involved with testing and inspection services of construction materials. These costs for site work, concrete, masonry, structural steel, fireproofing, reporting and other costs, will be as requested by the district, and are listed as part of this RFP. 15% References and Past Performance This includes the quality and applicability of the feedback from the references that have similar needs and size as Washington County School District. J. Contacts All inquiries relative to this Request for Proposal must be submitted on www.bidsync.com. No other Employee, Board Member, or evaluation committee member should be contacted concerning this RFP during the selection process. Failure to comply with this requirement may result in disqualification. K. Right of Rejection The Board of Education reserves the right to reject any and all proposals or to waive any non-statutory informality. The Board of Education 5
further reserves the right to make the contract award to be in the best interest of the District. The Board's decision to accept or reject the contract shall be final. L. Addendum to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all bidders of record (those who received the original RFP). M. Firm Proposal Proposals must be signed by the contractor s authorized official, binding the RFP and the contractor for a period sixty (60) days from the date of receipt by Mark Hoss, Purchasing Coordinator. N. Laws / Codes Contractor must abide by all Federal, State and Local Laws including, but not limited to employment laws such as the Americans with Disabilities Act and E-Verify. Any Contract that will arise from this Invitation to Bid will be governed by Utah State Laws. The contractor must be familiar with Utah State Code 63G-6-604, Drug and Alcohol Testing, and agree to comply with the requirements of the section and is hereby given notice that any contract entered into with will contain a requirement to comply with this section of the Code. Any work subcontracted out will not relieve the original contractor from compliance with any of the original terms of the contract. II. PROPOSED SERVICES A. General Information This section describes the district s bank card processing minimum standards. By submitting its proposal, the vendor acknowledges that it has the commitment and resources to satisfy these standards. The district intends to accept Visa & MasterCard branded credit cards; it does not intend to accept additional brands in the foreseeable future. Visa and MasterCard branded debit cards that are capable of being processed through the national debit and credit networks will be processed as credit transactions. The vendor s proposal will include a flow diagram (with appropriate narration) that graphically describes the district s transaction processing. This diagram will depict the flow of data from the initial transaction authorization to the final funding of the District s bank account. Must have five (5) years of accepting credit card payments at a public school district. Must be able to demonstrate compatibility and the ability to upload and interfacing with PCS Revenue Control software system. No manual entry will be required by the. 6
Must be able to accept online and in person payment credit card payments. Must be able to have system in place no later than February 1, 2010. Have a reasonable process for issuing refunds. Must allow for a merchant account at each location. Must deposit funds into the school merchant account within 48 hours of payment. B. Certification The vendor will currently possess the necessary certifications established by the card associations and front-end processors to conduct Point-of-Sale terminal based transactions. The vendor will agree to maintain any association-mandated certifications that may become relevant to the district s bank card processing in the future, including Payment Card Industry (PCI) certification. Note: the District expects that the vendor will be on the cutting edge of all industry-standard requirements, including associations and certifications. C. Payment Card Industry Security Standards The vendor must be compliant with all relevant PCI security standards, and must be able to show proof of such certification. III. PROPOSAL RESPONSE FORMS A proposer must use the following schedules, or copies thereof, in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal document. Schedule A. Schedule B. Schedule C. Schedule D. Schedule E. Certification of Proposal Organization References/Past Performance Cost References/Past Performance 7
Schedule A CERTIFICATION OF PROPOSAL We have read the Request for Proposal and fully understand its intent. We certify that we have adequate resources to fulfill the proposal requirements. We further understand that our ability to meet the criteria and provide the required services shall be judged solely by the Washington County School District. We further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made nor will be made regarding this proposal for credit card/debit card processing services proposal with any Washington County School District employee or board member other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal. We further certify that we are properly licensed to conduct business within the scope of this RFP, in the State of Utah. We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document. Submitted by: Firm Name Authorized Signature Name and Title Telephone Date 8
Schedule B ORGANIZATION Entity Name Principal Name/Title Address Phone Fax History/Profile of proposer or proposer's firm Description of Administration Quality Control Procedures 9
REFERENCES, EXPERIENCE AND EXPERTISE Schedule C Provide a list of 4 clients with over 1,000 employees. Please include company name, address, telephone number, number of employees and a contact person. *If additional space is needed, please attach to this document 10
Schedule D COSTS We, the undersigned, hereby propose to furnish all supervision, labor, materials, tools, equipment, supplies, services, insurance, transportation, and other incidental requirements necessary to perform the work, in accordance with the RFP for dated November 11, 2010, which will be held firm for the duration of the contract period: Description / Fees 11
Schedule D continued NAME OF BIDDER: Telephone: DATE: Gentlemen: The undersigned, in compliance with this RFP hereby propose to furnish all labor, materials and supplies as required for the Project in accordance with the Contract Documents as specified and within the time set forth and at the price stated below. This price is to cover all expenses incurred in performing the work required under the Contract Documents of which this proposal is a part. ADDENDA: I/We acknowledge receipt of the following addenda: / / / COMPLETION DATE: Type of Organization: (Corporation, Partnership, Individual, etc.) SEAL (If a Corporation) Respectfully Submitted, Name of Bidder Authorized Signature 12