Watertown-Mayer ISD# 111
REQUEST FOR PROPOSAL
CREDIT CARD SERVICES
RFP #061308
Due: Wednesday, July 9, 2008
2:00 P.M.
Watertown-Mayer ISD# 111
Purchasing Department
District Office
1001 Hwy 25 NW
Watertown, MN 55388
Kyle H. McDonough
Director of Communication and
Administrative Services
1
Watertown-Mayer IDS# 111
Credit Card Services
RFP #061308
Due: July 9, 20087, 2:00 PM
TABLE OF CONTENTS
I.GENERAL
A.Intent of Request for Proposal...... 2
- Watertown-Mayer ISD#111’s Background...... 2
- Eligibility Requirements...... 2
- Other Requirements...... 3
- Written Agreement...... 3
- Proposal Calendar...... 3
- Clarification of Proposal...... 4
- Required Signatures...... 4
- Evaluation Criteria...... 4
- Watertown-Mayer ISD# 111 Contacts...... 4
- Right of Rejection...... 4
- Addenda to RFP...... 4
- Firm Proposal...... 5
II.SCOPE OF SERVICES NEEDED...... 5
- PROPOSAL RESPONSE FORMS
- Certification of Proposal...... 6
- Organization...... 7
- References, Experience and Expertise...... 8
- Cost...... 9-10
Watertown-Mayer ISD# 111
Request for Proposal
CREDIT CARD SERVICES
RFP: #061308
Due: Wednesday, July 9, 2008 at 2:00 P.M.
I.GENERAL
- Intent of Request for Proposal (RFP)
The purpose of this Request for Proposal is to solicit competitive sealed proposals from qualified vendors to provide Watertown-Mayer ISD# 111 (further known as WM) with credit card services. This contract will provide all district locations the ability to receive payments from district patrons by credit/debit card transmissions on-line, over the telephone, and in person. Bids and Requests for Proposal (RFP) are now available on our website: . Any bidder who downloads a bid from our website must be responsible to check back periodically for any addenda.
B. WM’s Background
WM has an enrollment approaching 1,800 students, located west of Minneapolis, MN. WM is in a rural setting combining the communities and surrounding area of the cities of Watertown and Mayer.
WM employs nearly 220 full-time and part-time employees. About 54% of the jobs are teaching and certificated positions while the other 46% are supporting non-teaching positions.
WM consists of 4 schools: 2 elementary schools, 1 middle school, 1 high school.
C.Eligibility Requirements
In order to be eligible to respond to this RFP, the proposer must meet all of the following qualifications:
- Experience
1)The proposer should have performed similar services in other school districts and large businesses. The proposer should have performed similar card processing services as an ISO/MSP of in at least 400 other school districts and the non-profits organizations (boosters, PTO, foundations, etc) that make up the district revenue profile. RevTrak fully meets this experience requirement criteria with 450-500 total institutions that include Foundations, Arts Partnerships, Boosters, PTO’s see
2)No 3rd party's. Either on support, programming, or installation. No subcontractors allowed. No finger pointing allowed. Support must be 1st party support by an *ISO/MSP. Revtrak is a 1st party ISO/MSP card processor audited by global PCIDSS (Payment Card Industry Data Security Standard) Certified Auditor. Every question gets answered without finger pointing because we control all of the card processing components (front & back) that securely run eCommerce. We use no subcontractors in support.
3)Must be able to direct and track transactions to multi-deposit & multi-revenue accounts. RevTrak fully meets this experience requirement criteria
4)Must be able to provide individual sisters sites for the non-profit 501-C3 organizations that support the district including booster clubs, foundations, the PTA/PTO. RevTrak fully meets this experience requirement criteria (see answer to
To Experience Requirement number 1.
5)Vendor must maintain, upgrade and develop the web-mall, including the construction, reconstruction, additions, changes, testing & implementation. RevTrak fully meets this experience requirement criteria through our extended hosting support. We do it all for you.
6)Provide project management services and interview internal potential users of the service. RevTrak fully meets this experience requirement criteria
7)Implementation must be turn-key. No multiple transactions for multiple fees/child allowed. All items must fit into one shopping cart transaction, district-wide. RevTrak fully meets this experience requirement criteria
8)One single cost item. All services must be included and be unlimited. No up-front costs or ongoing costs. RevTrak fully meets this experience requirement criteria
9)Design work must be custom along with fee/registration items, colors, fonts, links, receipts, pages, functions, icons, district homepage mirroring, links & banners, drop-down data collectors (form matching/automation), receipt comments, reports, text structure, intranet security settings, interfaces, training, assessments, card swiping events, project management. RevTrak fully meets this experience requirement criteria
10)Must be able to add convenience, handling, tax, shipping surcharges at the item level. RevTrak fully meets this experience requirement criteria
11)Custom reporting to MS Excel. RevTrak fully meets this experience requirement criteria
12)Forms must be automated with unlimited custom drop-down data collectors capable of price modification upwards and downwards. RevTrak fully meets this experience requirement criteria
13)Interception and contention of chargeback challenges from cardholder. RevTrak fully meets this experience requirement criteria
- Expertise
Special consideration will be given for proposers who have expertise in related areas.
3.Vendor/proposer AND its card processor(s) 3rd Party Processor(s) must be audited and certified by a qualified PCI approved assessor and be indicated on (both) the Visa & MasterCard List of Compliant Service Providers and to the Minnesota's Plastic Card Security Act of May 21, 2007 RevTrak fully exceeds this expertise requirement criteria
Database & App. on Separate Servers
Separate Databases for each institution)
Hacker Safe (tested every 24 hours)
Off-site Super Secure XO Data Center
3 Human Fraud Scrubs daily
Please submit this documentation showing you are PCI compliant.
Include these documents in your proposal:
See attachments
1) Visa & MasterCard List of Compliant Service Providers or
2) Copy of PCI Annual Audit"
D.Other Requirements
1.Conformance to Response Form Guidelines
All proposed information must be submitted to the WM District Office attn.
Kyle H. McDonough
2.Submission of Proposals on a Timely Basis
All proposals must be submitted by: Wednesday, July 9, 2008, 2:00 PM.
- Submission of Proposals:
Sealed proposals six (6) copies must be submitted to Kyle H. McDonough, Director of Communication and Administrative Services (position further known as DCAS) at the following address:
Watertown-Mayer ISD# 111
District Office
1001 Hwy 25 NW
Watertown, MN 55388
4. Late Proposals Unacceptable
Any proposals received after the deadline will be deemed non-responsive and will not be considered for evaluation.
5. Fax Proposal Unacceptable
Faxed copies of the proposal will not be accepted.
E.Written Agreement
If a proposing vendor expects to have a formal contract signed a copy of that contract should be included in vendor’s proposal. See Attachments
F.Proposal Calendar
It is anticipated that the following schedule will be followed:
June 16, 2008RFP Released and Advertised
July 9, 2008Proposals Due. Sealed proposals with six (6) complete and bound copies are to be submitted to the DCAS no later than 2:00 PM Central Standard Time. Proposals must be submitted to:
Mr. Kyle H. McDonough
DCAS
July 14 – July 18, 2008Evaluation of Proposals.
July 21, 2008Recommendation given to the Board of Education for approval.
G.Clarification of Proposal
The district may request formal written clarification of any item at any time.
H.Required Signatures
Proposals must be signed by an official of the firm authorized to bind the firm to the proposed terms for a period of sixty (60) days from the date of receipt by the district’s DCAS.
I.Evaluation Criteria – 100 Points Possible
The award will be made to the proposer with the lowest bid who scores the highest on the following criteria:
1.Experience (30 Points)
It is important to WM that the successful proposer have experience in a similar public education environment to provide understanding of the needs.
2.Flexibility and Broadness of Services (30 Points)
The ability of the vendor to provide all of the services needed by WM will be considered. See Scope of Services for a detailed description.
3.Cost (40 Points)
The costs for each of the services associated with the needed services.
J.WM Contacts
1.Inquiries
All inquiries relative to this Request for Proposal must be directed to:
Kyle H. McDonough, DCAS (952.955.0490).
2.Other Contacts Prohibited
No other WM employee, Board Member, or evaluation committee member should be contacted concerning RFP during the selection process. Failure to comply with this requirement may result in disqualification.
K.Right of Rejection
The WM Board of Education reserves the right to reject any and all proposals or to waive any non-statutory informality. The Board of Education further reserves the right to make the contract award deemed by the DCAS to be in the best interest of the district. The Board’s decision to accept or reject the contract shall be final.
L.Addenda to RFP
If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all proposers of record who received the original RFP. Any bidder who downloads a bid from our website must be responsible to check back periodically for any addenda.
II. SCOPE OF SERVICES NEEDED WM would like to provide its patrons with the ability to use a credit/debit card to pay for district services. RevTrak fully exceeds this service requirement criteria
A. A link will be available on district/school web sites which would allow patrons to pay for all types of student fees including school lunch. RevTrak fully exceeds this service requirement criteria with registration and facility scheduling built-in
The vendor system must also be willing, at no cost to the district, to establish an interface with any of the district’s current software providers. RevTrak fully meets this service requirement criteria
B.Schools/departments would like to be able to swipe the patron’s debit/credit cards when the patron presents the card for payment. RevTrak fully meets this service requirement criteria
C.Schools/department would like to process payments when a patron calls in to make a payment over the phone. RevTrak fully meets this service requirement criteria
This district will only use credit/debit card solutions provided by Service Providers that have completed the Payment Card Industry lData Security Standard l (PCIDSS) as certified by a certified Qualified Security Assessor of Visa/ MasterCard. This policy applies to any vendor that forwards (even if no card data is stored); stores or any way handles credit card numbers for the district.
RevTrak fully exceeds this service requirement criteria
IV.PROPOSAL RESPONSE FORMS
The 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 forms may be included in the proposal document. Completed schedules shall be rated against the evaluation criteria on page 3 of this Request for Proposal.
Schedule A.Certification of Proposal
Schedule B.Organization
Schedule C.References, Experience and Expertise
Schedule D.Cost
Schedule A
CERTIFICATION OF PROPOSAL
We have read the WM Request for Proposal and fully understand its intent. We certify that we have adequate personnel and 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 WM.
We further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made nor will be made regarding the proposal, with any WM employee or Board member other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal.
Proprietary Information
Offerors are required to mark any specific information contained in their proposal, which is not to be disclosed to the public or used for purposes other than the evaluation of the proposals. Pricing and service elements of the successful proposal will not be considered proprietary. All materials become the property of WM and may be returned only at the district's option. Proposals submitted may be reviewed and evaluated by any person at the discretion of the district.
We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the completed documents submitted shall be considered a legally binding document.
Submitted by:
Proposer’s Name
Authorized Signature
Name and Title (if Applicable)
Telephone
Date
Schedule B
ORGANIZATION
Entity Name
Principal Name/Title
Address
Phone
Fax
History/Profile of Proposer or Proposer’s Firm
Description of Organization (if applicable)
*If additional space is needed, please attach to this document.
Schedule C
REFERENCES, EXPERIENCE AND EXPERTISE
This includes the qualifications and work references, experience and expertise of key personnel assigned to work with the District. (Information should include references and history of applicable experience).
*If additional space is needed, please attach to this document.
Schedule D
COST
- I (we) the undersigned, hereby propose to furnish all supervision, labor, materials, tools, equipment, supplies, services, insurance, transportation, and other incidental requirements necessary to provide the services in accordance with the foregoing RFP. We offer the following price schedule, which will be held firm for the duration of the contract period.
Which “Qualified Data Security Company” (QDSC) conducts your PCI security audit?______Do you comply with PCI security standards? ______
Cost per transaction by type
Internet transaction______
Call-in Transaction______
Card Swipe Transaction______
Other______
Cost for cards swiping equipment______
______
______
Method of payment to WM entities______
______
Please list any items not included in your price.*
- I (we) acknowledge receipt of the following Addenda and have included their provisions in our proposal:
Addendum No.
Dated
- I (we) agree to hold the RFP amount firm for sixty (60) calendar days after the receipt of the proposal by WM.
- I (we) have read and understand the RFP documents. Furthermore, we are prepared to comply with all requirements contained therein.
Submitted by:
Proposer’s Name
Authorized Signature
Name and Title (if applicable)
Telephone
Date
*If additional space is needed, please attach to this document.
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Watertown-Mayer IDS# 111
Credit Card Services
RFP #061308
Due: July 9, 20087, 2:00 PM