BOISE STATE UNIVERSITY
REQUEST FOR PROPOSAL
RFP #NS14-169
Merchant Card Services
Issue Date 01/21/2015
TABLE OF CONTENTS
Page
1. RFP ADMINISTRATIVE INFORMATION 2
2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS 6
3. TERMS OF PROCUREMENT PROCESS 9
4. PROPOSAL FORMAT 11
5. SCOPE OF WORK 16
6. COST PROPOSAL 25
7. PROPOSAL REVIEW AND EVALUATION 25
8. general terms and conditions……………………………………………………………….…… 27
9. Submission Checklist…………….……………………………………………………………….…… 27
ATTACHMENT 1 -- VENDOR QUESTIONS 28
ATTACHMENT 2 -- REFERENCES 29
ATTACHMENT 3 -- Signature page 33
ATTACHMENT 4A -- BALANCE SHEET 34
ATTACHMENT 4B -- STATEMENT OF OPERATIONS 35
ATTACHMENT 4C -- STATEMENT OF ACTIVITIES (for Non-Profit organizations) 36
ATTACHMENT 5 -- Vendor'S Scope of Work RESPONSE 37
ATTACHMENT 6 -- Cost proposal 38
EXHIBIT 1 -- Current equipment in Service on campus ………………………………….……. 40
Exhibit 2 -- CONSOLIDATED BALANCE SHEET EXPLANATIONS 42
EXHIBIT 3 -- Solicitation Instructions to Vendors 43
EXHIBIT 4-- special Banking solicitation Instructions to Vendors 49
_RFP____ i date of issuance
1. RFP Administrative Information
RFP Title: / Merchant Card ServicesRFP Project Description: / Credit and Debit Card Processing
RFP Lead: / Nancy Schwend, Sr. Buyer
Mailing Address: 1910 University Drive, Boise, ID 83725-1210
Physical Address: 960 W. Broadway Ave., Suite 300, Boise, ID 83706
Email:
Phone: (208) 426-3363
University Purchasing Dept. (all RFP information and updates will be posted to this website): / http://vpfa.boisestate.edu/purchasing/ under Bid Opportunities.
Pre-Proposal Conference Date: / February 2, 2015, 10:00 a.m. Mountain Time, interested Vendors must pre-register with the RFP Lead to obtain participation instructions.
Deadline To Receive Questions: / February 3, 2015, 05:00 p.m. Mountain Time
Anticipated Answers to Questions Posted: / February 6, 2015
RFP Closing Date: / February 20, 2015, 05:00 p.m. Mountain Time
RFP Opening Date / Location: / 10:30 a.m. Mountain Time the following work day after closing. Boise State University 960 S. Broadway, Suite 300, Boise, ID 83706.
Anticipated Demos / Oral Presentations: / March 19-20, 2015
Anticipated Contract Award: / July 1, 2015
Anticipated Go-Live: / August 1, 2015
Validity of Proposal: / Proposals are to remain valid for one hundred eighty (180) calendar days after the scheduled closing date. Proposals submitted with a validity period of less than this will be found nonresponsive and will not be considered.
Initial Term of Contract and Renewals: / Initial term of the contract shall be for a five (5) year period commencing approximately 07/01/2015 through 06/3/2020. Upon mutual agreement, the contract may be renewed under the same terms and conditions for:
· one additional five-year period OR
· up to five, one-year periods.
· It will be at the University’s discretion whether to request a single five-year renewal OR renew one year at a time for a possible total of five additional years.
1.1 A non-mandatory Pre-Proposal Conference will be held at the date and time indicated in Section 1, page 2 of this RFP. This will be your opportunity to ask questions of the University staff. All interested parties are invited to participate either in-person or via call-in. Those choosing to participate must pre-register via email with the RFP Lead to receive meeting details. This conference will be used to explain, clarify, or identify areas of concern in the RFP. Those asking questions during the Pre-Proposal Conference will be asked to submit those questions to the University in writing by the designated “Deadline-to-Receive-Questions” period as indicated in Section 1, page 2 of this RFP. For simplicity’s sake, Vendors are strongly encouraged to submit just one final set of questions after the Pre-Proposal Conference but prior to the question deadline rather than multiple sets of questions. Any oral answers given by the University during the Pre-Proposal Conference are to be considered unofficial. Conference attendance is at the Vendor’s own expense and is limited to two (2) representatives from each Vendor as space is limited.
1.2 All questions must be submitted to the RFP Lead by the date and time noted above. Questions must be submitted using Attachment 1 via email to the RFP Lead at the address listed above. Official answers to all questions will be posted on the University’s website as an amendment as indicated in Section 1, page 2 of this RFP.
Questions regarding the State of Idaho Standard Contract Terms and Conditions, found at http://purchasing.idaho.gov/terms_and_conditions.html and incorporated in this RFP by reference must be submitted by the deadline to receive questions from the Vendor, stated in Section 1, page 2 of the RFP. NOTE: Section 5 – Administrative Fees DOES NOT apply to this RFP. Questions regarding these requirements must contain the following:
1.2.1 The term or condition in question;
1.2.2 The rationale for the specific requirement being unacceptable to the Vendor (define the deficiency);
1.2.3 Recommended verbiage for the University’s consideration that is consistent in content, context, and form with the University’s requirement that is being questioned; and
1.2.4 Explanation of how the University’s acceptance of the recommended verbiage is fair and equitable to both the University and the Vendor.
1.3 Proposal opening will be held at the location and time as indicated in Section 1, page 2 of this RFP. All Vendors, authorized representatives, and the general public are invited, at their own expense, to be present at the opening of the Proposals. During the Proposal opening only the names of the Vendors will be provided.
1.4 Background Information:
1.4.1 Current Operations - The University has a long-standing relationship with its current service provider as our acquiring bank for credit card processing. All campus locations that accept credit cards are required to use the current service provider as the acquiring bank for transactions processed. We have made exceptions for selected merchants who are using a specialized platform that has its own acquiring bank. Multiple payment gateways exist including TouchNet, Authorize.net, Monetra, Tender Retail, Parkmobile, Plug N Play, and Paypal Payflow Pro.
For the period September 2013 through August 2014 the University processed over $87 million in credit card payments. Transaction volume is over 620,000 transactions per year. Average ticket is approximately $142, with some transactions being much more (tuition & fee payments) and some being much less (parking/bookstore).
The University has 35 merchant accounts on campus that currently accept credit cards. We accept MasterCard/VISA and Discover at all locations and American Express at a limited number of locations. All transactions are processed as credit or Pin Debit. The University merchant base consists of a diverse group of University departments with low to high peak levels at some locations and consistently low levels of activity at others. Some departments are high-volume with low-dollar and other departments are low-volume with high-dollar transactions. The average ticket varies significantly from department to department and from month to month.
Merchant fees are debited to our settlement bank account. Detailed statements for each merchant account, are provided on a monthly basis. The University’s Accounting Office allocates fees to each merchant according to their monthly activity.
We have a variety of acceptance methods on campus. Many of our lower volume Merchants accept payment via dial up and cellular terminals (stand-alone Point-of-Sale (POS) terminals). We accept cards online through our cashiering system using the TouchNet payment gateway. Through TouchNet-UStores we have approximately 50 vendor storefronts operating. We also process cards through multiple point-of-sale systems --– Tender Retail, IParq/Authorize.net, Ace/TouchNet to name a few.
The University currently experiences minimal chargeback activity.
The University’s goal in issuing this RFP is to reduce the overall cost of accepting credit card payments for all departments on campus and facilitate efficient cash management where we receive funds within 24 hours, but no later than 48 hours following a transaction. Other objectives include PCI Compliance, EMV Technology and reporting.
1.4.2 Statement of Work - Boise State University is soliciting Proposals from responsive, responsible Vendors from which it may enter into an agreement for Merchant Card Services. The following is a summary of current and desired services that must be provided by Vendors:
1.4.2.1 Electronic draft capture for each transaction.
1.4.2.2 Support point-of-sale equipment.
1.4.2.3 Be able to support card swipe equipment and provide replacement
equipment with pin & chip technology (EMV) at no cost to University
departments. A listing of existing equipment in service on campus is
attached as Exhibit 1.
1.4.2.4 Be able to support processing through TouchNet for departmental web
payments. Also have the capacity to interface with other cashiering programs.
1.4.2.5 Provide maintenance of current equipment and supplies as well as transportation, training, installation, maintenance, and other ongoing support of equipment for new merchants to sites designated by the Boise State University Treasury Department.
1.4.2.6 A telephone help line must be available for technical problems during the
University’s business hours (7:30 a.m. – 5:00 p.m., M-F, Mountain Time) and during special events such as sporting events, University Store rush and other activities outside normal business hours. The University prefers a 24-hour, seven-day per week support line.
1.4.2.7 Deposits shall be electronically processed and credited to our bank account within 24 hours, but no longer than 48 hours following a transaction.
1.4.2.8 A daily deposit confirmation must be received for reconciliation purposes.
This information should contain the following components: daily batches totaled by merchant number, each batch that is transmitted must be identified by merchant number, and merchant number should appear as a reference number when funds are ACH deposited.
1.4.2.9 Separate merchant statements shall be sent monthly.
1.4.2.10 Electronic copies of the merchant statements shall be sent to the
University’s Treasury Department.
1.4.2.11 Provide automated or on-line reporting services.
1.4.2.12 Back-up information must be available for at least a 45-day period in
case the original information is lost.
1.4.2.13 Training for University staff working directly with credit card payments
shall be provided at no charge. Training will be provided in various
forms and for entire University departments.
1.4.2.14 The Vendor shall provide all technical assistance, staff, materials and
specific programming required for Conversion. Conversion is to be
interpreted as using the University’s existing systems, software or
equipment, or the bank providing new equipment or software at no cost.
Conversion includes, but is not limited to, loading all existing merchants’
accounts and terminal numbers and expansion for future merchant
accounts.
1.4.2.15 Data must be available for each individual merchant upon request in
order to resolve problems or errors. We prefer that this information be
made available electronically via the Internet.
1.4.2.16 Electronic authorization services must be available 24 hours per day,
seven (7) days per week.
1.4.2.17 Provide services as needed to each merchant to resolve operating or
accounting difficulties. A local or toll-free telephone access shall be
available to answer questions and resolve credit card transmission
problems. The Vendor shall list hours of availability for this service.
1.4.2.18 The Vendor shall provide state-of-the-art equipment for new merchant
accounts.
1.4.2.19 The Vendor shall provide operation and procedures manuals for use by
University staff involved in the credit card service program at each
merchant location.
1.4.2.20 The Vendor shall describe any products or services not requested in this
document that may assist the University in its credit card operations.
These products or services shall be described in a separate attachment.
1.4.2.21 The Vendor shall propose credit card services under the assumption
that the University will continue taking credit cards through all current
merchants.
1.4.2.22 The Vendor must be compliant with all PCI DSS security standards, and
must be able to show proof of such certification.
1.4.2.23 Contract prices, terms, and conditions shall be extended to Boise State
University auxiliaries and affiliates such as the Alumni Association, BAA
& Foundation. It is the responsibility of the auxiliary or affiliate to
Independently contract with the Vendor.
2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS
2.1 Any qualified Vendor may submit a Proposal. All Vendor s are qualified unless disqualified. Those Vendors presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” may be disqualified. Vendor information is available on the Internet at: https://www.sam.gov/portal/SAM/##11
2.2 Proposals must demonstrate that Vendors have the ability to complete the described functions of this RFP.
2.3 In order to be considered for award, the sealed Proposal must be delivered to the place specified, no later than the date and time specified in Section 1, page 2, of the RFP.
A Proposal received at the office designated in this RFP after the RFP closing date and time will not be accepted unless the University determines that late receipt was due solely to mishandling by the University after its arrival. No late Proposals will be accepted.
2.4 (M) The Proposal must be submitted with the University–supplied signature pages which must contain an ORIGINAL HANDWRITTEN signature executed in BLUE INK and be returned with the relevant Solicitation documents. PHOTOCOPIED SIGNATURES, FACSIMILE SIGNATURES or DIGITAL SIGNATURES are NOT ACCEPTABLE. Failure to include a signed, complete, original University Signature Page will result in a finding that the Proposal is non-responsive, and no further consideration will be given to the Proposal.
2.4.1 The Proposals must be addressed to the RFP Lead and clearly marked “CONTRACT PROPOSAL – RFP #NS14-169 Merchant Card Services.”
2.4.2 Each Proposal must be submitted with one (1) original and five (5) copies of the Business and Scope of Work Proposal and one (1) original and one (1) copy of the Cost Proposal.
2.4.3 In addition, Vendors must submit one (1) electronic copy of the Proposal on CD or USB device. Word or Excel format is required. The only exception will be for financials or brochures. The format and content must be the same as the manually-submitted Proposal. The electronic version must NOT be password protected or locked in any way. Please attach the CD or USB device to the original version of the Business and Scope of Work Proposal.
2.4.4 Submit one (1) electronic, redacted copy of the Business and Scope of Work Proposal, on CD or USB device, with all trade secret information removed or blacked out, as further described in Section 4.5 hereof. The electronic file name should contain the word “redacted.” This is the copy of the Vendor’s Proposal which will be released under Idaho’s Public Record Law, if the Proposal is requested. The redacted copy of the Business and Scope of Work Proposal must be an exact copy of the Business and Scope of Work Proposal regarding trade secret information. The original Proposal and redacted Proposal may be submitted on the same CD or USB device.