Transcription
RFP for Payment Services for Payments to the City for Various ItemsSpecification No. 121714REQUEST FOR PROPOSAL ("RFP") FORPAYMENT PROCESSING SERVICES FOR PAYMENTS TO THE CITYFOR VARIOUS ITEMSSpecification No. 121714Required for use by:CITY OF CHICAGO(Department of Finance)This RFP distributed by:CITY OF CHICAGO(Department of Procurement Services)All proposals and other communications must be addressed and returned to:Jamie L. Rhee, Chief Procurement OfficerAttention: Altha Riley Senior Procurement SpecialistAltha.riley@cityofchicago.org312 -744-0762Department of Procurement ServicesBid & Bond Room - Room 103, City Hall121 North LaSalle StreetChicago, Illinois 60602A Pre-Proposal Conference will be held on February 02 , 2015 at 2:30 p.m. Central Time, City Hall,11th Floor, Room# 1103, 121 North LaSalle Street, Chicago, Illinois 60602.Attendance is Non-Mandatory, but encouraged.PROPOSALS MUST BE RECEIVED NO LATER THAN 4:00 P.M., CENTRAL TIME, ON MARCH12, 2015RAHM EMANUELMAYORJAMIE L.RHEECHIEF PROCUREMENT OFFICER
RFP for Payment Services for Payments to the City for Various ItemsSpecification No. 121714TABLE OF CONTENTSEXHIBITS .I.GENERAL INVITATION . 1A. PURPOSE OF THE REQUEST FOR PROPOSAL . 1B. INTERNET ACCESS TO THIS RFP . 2II. DEFINITIONS . 2III. BACKGROUND: IT ENVIRONMENT . 3IV. CURRENT CITY OPERATIONS . 3V. SCOPES OF SERVICES . 5A. DESCRIPTION OF SERVICES . 5B. CONTRACT TERM. 5VI. GENERAL INFORMATION AND GUIDELINES. 5A. COMMUNICATIONS BETWEEN THE CITY OF CHICAGO AND RESPONDENTS . 51. SUBMISSION OF QUESTIONS OR REQUESTS FOR CLARIFICATIONS . 52. PRE-PROPOSAL CONFERENCE . 5B. DEADLINE AND PROCEDURES FOR SUBMITTING PROPOSALS . 6C. RFP INFORMATION RESOURCES . 7D. PROCUREMENT TIMETABLE . 7E. TRANSPARENCY WEBSITE: TRADE SECRETS . 7VII. PREPARING PROPOSALS: REQUIRED INFORMATION . 8A. FORMAT OF PROPOSALS . 8B. REQUIRED CONTENTS OF PROPOSAL . 81. COVER LETTER . 82. EXECUTIVE SUMMARY . 93. PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE OF RESPONDENT AND TEAMMEMBERS COMMITTED TO THIS PROJECT . 94. PROFESSIONAL QUALIFICATIONS, SPECIALIZED EXPERIENCE AND LOCAL AVAILABILITY OF KEYPERSONNEL WHO WILL BE DEDICATED TO THE SERVICES DESCRIBED IN THIS RFP. . 115. IMPLEMENTATION AND MANAGEMENT PLAN . 116. DEDICATED RESOURCES . 137. ITEMIZED COST PROPOSAL . 138. MINORITY AND WOMEN BUSINESS ENTERPRISES COMMITMENT. 139. FINANCIAL STATEMENTS. 1410.ECONOMIC DISCLOSURE STATEMENT AND AFFIDAVIT (“EDS”) AND APPENDIX A . 1511.LEGAL ACTIONS . 1512.INSURANCE . 15VIII. EVALUATING PROPOSALS . 16A. EVALUATION PROCESS . 16B. EVALUATION CRITERIA . 16IX. SELECTION PROCESS . 18X. ADDITIONAL DETAILS OF THE RFP PROCESS . 18A. ADDENDA . 18B. CITY’S RIGHTS TO REJECT PROPOSALS . 19C. NO LIABILITY FOR COSTS . 19D. PROHIBITION ON CERTAIN CONTRIBUTIONS.- MAYORAL EXECUTIVE ORDER NO. 2011-4. 19E. FALSE STATEMENTS . 201. 1-21-010 FALSE STATEMENTS . 202. 1-21-020 AIDING AND ABETTING. . 203. 1-21-030 ENFORCEMENT. . 20i
RFP for Payment Services for Payments to the City for Various ItemsSpecification No. 121714EXHIBITSExhibit 1:Scope of Services & DeliverablesExhibit 2:Schedule of Compensation/Itemized Cost ProposalExhibit 3:Company Profile InformationExhibit 4:Company References/Client Profile InformationExhibit 5:Special Conditions Regarding Minority and Women OwnedBusiness Enterprise (M/WBE) Commitment, including:1.2.3.4.Attachment A:Attachment B:Schedule B:Schedule C-1:Assist AgenciesSample Letter to Assist AgenciesAffidavit of Joint Venture (M/WBE)Letter of Intent from M/WBE to Perform as Subcontractor,Supplier and/or Contractor5. Schedule D-1: Affidavit of M/WBE Goal Implementation PlanExhibit 6:Online City of Chicago Economic Disclosure Statement and Affidavit and Appendix A (EDS)Instructions and Attachment A, Online EDS AcknowledgementExhibit 7:Contract Insurance Requirements and Insurance CertificateExhibit 8:Contractual Requirements related to HIPAAExhibit 9:Standard Terms and ConditionsExhibit 10:Compliance with Payment Card Industry Data Security Standard and City ofChicago Red Flags Policy and ProtocolsExhibit 11:Data Protection Requirements for Contractors, Vendors and Third- PartiesExhibit 12:Local and Other Preferences: Adjustments to the Cost Proposal and AffidavitsExhibit 13:Current Annual Payment Volumesi
RFP for Payment Services for Payments to the City for Various ItemsSpecification No. 121714REQUEST FOR PROPOSAL (“RFP”)forPAYMENT PROCESSING SERVICES FOR PAYMENTS TO THE CITY FOR VARIOUS ITEMSSpecification No. 121714I.GENERAL INVITATIONA. Purpose of the Request for ProposalCurrently, the City of Chicago supports multiple points of entry into the City’s cashiering system, known aspayment channels, through which payments from customers are made (including, without limitation, self-servicepayment kiosks, internet web-portals, walk-in payment sites, mail-in lockboxes, and an interactive voice responsesystem). The City, through this RFP, seeks to (i) replace the current network of self-service kiosks, and (ii) expandpayment opportunities to its customers by contracting with Respondents to supplement, update or replaceexisting payment channels for the payment for City fees and fines.The City intends to attract RFP responses to supplement, update or replace existing payment channels to processpayments for City fees and fines, in such means and venues that may be proposed by the Respondents. The Cityanticipates that this RFP will result in contracts between the City and multiple Respondents. Every Respondentwho is selected will be required to enter into a non-exclusive Agreement with the City – the intention being thatthe existing points of entry (whether operated by City personnel or contractors under contract with the City), aswell as Contractors selected through this RFP process, will be authorized to process payments for City fees andfines. A Contractor may also be required to sell or dispense City materials such as vehicle stickers, tax stamps orother inventory controlled items.The City, through its Department of Finance, is herein requesting proposals for Payment Processing Solutionswhich would provide for the following: The Contractor (or Contractors, if multiple contracts are awarded) will be required to provide andoperate, consistent with City guidelines and oversight, its own front-end payment system to processcustomer payments for various debt types owed to the City;For Payment Processing Solutions that are internet-based, the Contractor’s internet paymentsystem may provide the option for customers to voluntarily link debt accounts from various Cityreceivable systems;The Contractor will access and provide payment information real-time through the City’s API viaweb services;The Contractor, via the API, will be provided real-time access to the applicable debt amount throughthe City’s cashiering system, thereby enabling the Contractor to process the payment for the Citydebt;The Contractor, via the API, will be required to provide the payment information real-time back tothe City to post against the outstanding receivable, and to record the revenue;All payments made by a customer must be immediately deposited directly into a designated Citybank account through a City-approved banking partner, and at no time would flow through theContractor’s bank account.Compensation to the Contractor will either be provided through payments made directly to the Contractor, bythe City, for services provided, or in the form of a transaction processing “Convenience Fee” paid by thecustomer, the amount of which shall be subject to applicable law and the City’s approval.1
RFP for Payment Services for Payments to the City for Various ItemsSpecification No. 121714The City reserves the right to award one or more contracts pursuant to this RFP process. In the interest ofmaintaining uniformity and consistency, it is the City’s goal that the same terms, conditions, and paymentstructure would generally apply under each contract.Companies with demonstrated experience in this area, and with an interest in making their services available tothe City, are invited to respond to this RFP. Joint ventures and other such partnerships are also encouraged tosubmit proposals.The Contractor shall perform all services and functions associated with cashiering and customer serviceoperations all in accordance with Exhibit 1, Scope of Services.The work contemplated is professional in nature. It is understood that the Contractor acting as an individual,partnership, corporation or other legal entity, is of professional status, licensed to perform in the State of Illinoisand licensed for all applicable professional discipline(s) requiring licensing and will be governed by theprofessional ethics in its relationship to the City. It is also understood that all reports, information, or dataprepared or assembled by the Contractor under a contract awarded pursuant to this RFP are confidential innature and will not be made available to any individual or organization, except the City without the prior writtenapproval for the City. Any contract resulting from this document will require the Contractor to execute astatement of confidentiality.The Contractor shall be financially solvent and each of its members if a joint venture, its employees, agents orsubcontractors of any tier shall be competent to perform the services required under this RFP document. Furtherthe Contractor shall employ financial processing and cash handling controls sufficient to safeguard all Citypayments, information and systems, and take all prudent and necessary steps to ensure the compliance of bothContractor personnel and systems.B. Internet Access to this RFPAll materials related to the RFP will be available on the internet at:www.cityofchicago.org/bids.In the event you do not have download capability, all materials may be obtained from the City of ChicagoDepartment of Procurement Services' Bid & Bond Room, located in Room 103, City Hall, 121 N. LaSalle Street inChicago, IL 60602.A Respondent who chooses to download an RFP solicitation instead of picking it up in person will be responsiblefor checking the aforementioned web site for clarifications and/or addenda, if any. Failure to obtain clarificationsand/or addenda from the web site shall not relieve Respondent from being bound by any additional terms andconditions in the clarifications and/or addenda, or from considering additional information contained therein inpreparing your Proposal. Note, there may be multiple clarifications and/or addenda. Any harm to theRespondent resulting from such failure shall not be valid grounds for a protest against award(s) made under thesolicitation.All Respondents are responsible for obtaining all RFP materials. If Respondent chooses to download and printRFP document, the Respondent must contact the City of Chicago, Department of Procurement Services, Bid &Bond Room by emailing BidandBond@cityofchicago.org to register Respondent’s company as an RFP documentholder, which will enable the Respondent to receive any future clarifications and/or addendum related to thisRFP.II.DEFINITIONS“ACH” is an acronym for Automated Clearing House, an electronic network for financial transactions in theUnited States.2
RFP for Payment Services for Payments to the City for Various ItemsSpecification No. 121714"Agreement" means the City of Chicago’s Professional Services Agreement, including all exhibits attached to itand incorporated in it by reference, and all amendments, modifications, or revisions made in accordance with itsterms.“API” means the City’s secure Application Programmer's Interface by which Contractors will be required tointerface to the City’s systems.“C2” means the City’s cashiering system and related applications.“Customer” means the person or business entity with which the Contractor’s cashiering personnel will havecontact with and with whom City-related payment transactions will be made, in accordance with the Agreement.“Chief Procurement Officer” (“CPO”) means the Chief Procurement Officer for the City of Chicago."Comptroller" means the chief executive officer for the City of Chicago, Department of Finance.“Contractor” means the Respondent or Respondents selected by the City and with whom the City wouldcontract, and incudes the Contractor’s subcontractors.“Convenience Fee” means the fee charged to a customer for the convenience of taking and processing apayment for City debt. The fee is charged for a single payment made, regardless of the number of individual Citydebts or receivables being paid."Department" means the City of Chicago Department of Finance and other participating City Departments.“Payment Processing Solution” means any solution proposed by a Respondent to process payments on behalf ofthe City. Solutions can include options for, but not limited to, walk-in payment locations, self-service paymentkiosks, internet/web, mobile and interactive voice response systems."Proposals" means the documents submitted in response to this RFP.“Real Time Processing” means an equivalent time interval to a transaction processed by a cashier from apayment station at a Department of Finance payment site."Respondent" means the individuals or business entities submitting a proposal in response to this RFP.“Revenue Shortage” means the shortfall between the amount of payments processed by the Contractor andrecorded in C2 and the amount deposited into the City’s bank account by the Contractor.III.BACKGROUND: IT ENVIRONMENTThe selected Respondent(s) will access City debt real-time and provide payment information real-time, boththrough the City’s API via web services, to the City’s cashiering system and/or to a replacement system, asdescribed below. The City expects the Contractor to provide the cashiering front-end software and/or hardwaresystems and any needed interface into City systems. The Contractor will also access the City’s cashiering systemfor revenue reporting and reconciliation. Additional interfaces are needed to the City’s credit card processor andACH processor. In the event that the City’s current cashiering system is replaced or otherwise changed, theContractor shall be required to adapt to such changes successfully, upon City approval, prior to executing anypayment transactions.The City currently processes payments through a centralized cashiering system known as C2. C2 is a cashiering,accounting and revenue reporting application which interfaces with various department level business receivablesystems that house and manage the receivable and related billing functions. C2 queries the source systems toidentify the receivable amount owed, records the payment, records the revenue and provides the paymentrecord to the various source systems. The receivable systems post the payment records to the receivables.C2 interacts with various front-end applications such as Payment Manager for walk-in payments and otherproprietary applications for web, lockbox and kiosk payments.3
RFP for Paym
For Payment Processing Solutions that are internet-based, the Contractor’s internet payment system may provide the option for customers to voluntarily link debt accounts from various City receivable systems; The Cont
