Project Title: Payment Processing Technology Solution
Project #: RIP-234-2019
Issued by: Multnomah County view agency website
Publish Date: 5/24/2019
Due Date: 6/21/2019

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Description

Amendment/Addendum 1 - 6/6/19 Prerequisites for proposer assurance # 3 language update. Company Certification Information 1.1.3 language update. PRE-PROPOSAL CONFERENCE There will not be a pre-proposal conference for this sourcing event. INTRODUCTION Multnomah County’s Division of Assessment Recording and Taxation (DART) strives to offer its residents a variety of methods to pay real estate property taxes while keeping convenience fees for card payments to a minimum. DART also provides services for marriage license and domestic partnerships and recording document services. DART accepts payment utilizing a variety of payment channels, including credit cards and debit cards (card present or not) and electronic check (ACH) payments via the internet (online), telephone interactive voice response IVR (Interactive Voice Response) and in person, point of sale (POS). Multnomah County is seeking a qualified firm to process credit card and debit card (card present or not) and electronic check (ACH) payments via the internet (online), mobile devices, telephone interactive voice response IVR (Interactive Voice Response) and in person, point of sale (POS). This is a Request for Intermediate Proposals (RIP) used when County expenditure will be less than $150,000 for the anticipated duration of the contract. SCOPE OF WORK BACKGROUND The Division of Assessment, Recording, and Taxation (DART) maintains assessed values for over 340,000 parcels to establish the basis for property tax collection. Over $1.8 billion in tax revenue was billed in 2018 (about 51,000 transactions) utilizing credit cards and debit cards (card present or not) and electronic check (ACH) payments via the internet (online), telephone interactive voice response IVR (Interactive Voice Response) and in person, more than 11,000 transactions using point of sale (POS). CURRENT SERVICES The Incumbent Vendors collect the full amount on behalf of DART in addition to a convenience fee paid directly to the vendor by users of the system.  Payment processing by the Incumbent includes, credit and debit (card present or not), electronic check, as well as provides an IVR (Interactive Voice Response) payment channel for payment methods listed above and via/ point of sale (POS) in person.   The Incumbent Vendors provide daily payment files. This includes the name, address, phone number, and email address of the payer.  For taxes this also includes the property tax account number, amount paid, payment by electronic check (like a debit card transaction) or credit card, electronic check or credit card fees assessed, the transaction initiation date, and the transaction origination date. MULTNOMAH COUNTY TECHNICAL ENVIRONMENT Not applicable to this sourcing event. FUNDING Adequate funding has been budgeted for the purchase of this software solution. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS DART seeks to achieve the following by implementing a comprehensive, hosted, web-based electronic payment solutions.●      Replace current electronic payment solution●      Improve efficiency of taxpayers payment options●      Eliminate the current multiple payment solution setup, where possible●      Improve reporting and integration with our ERP and property assessment and taxation software FUNCTIONAL REQUIREMENTS Payments Processing The County desires a comprehensive, hosted, web-based electronic payment solution with the ability to collect various types of payments to be held in trust and transferred to the County, as well as payments made via mobile platforms, over the phone, and in person transactions.   1. Ability to provide taxpayers with an electronic confirmation of transaction.2. Ability to validate payment transaction in full including account and routing number, the dollar amount is below or equal to the maximum and above or equal to the minimum specified by the Agency, and have the ability to check against a negative file.3. Ability to work with Bank of America Merchant Services First Data for processing and settlement.4. Internet (online) Solutionsa. Provide taxpayers the ability to make online payments via credit cards and debit cards (card present or not) or electronic check payments. Ability to accept Visa, MasterCard, American Express, Discover, debit cards, and electronic check (ACH) payments5. Telephone Solutionsa. Provide taxpayers the ability to make payments over the phone via credit cards and debit cards (card present or not), or electronic check payments.  Ability to accept Visa, MasterCard, American Express, Discover, debit cards, and electronic check (ACH) paymentsb. Ability for taxpayers to make electronic payments made via IVR (Interactive Voice Response) and phone-based customer service, accessible via a toll-free number.  Ability to accept Visa, MasterCard, American Express, Discover, debit cards, and electronic check (ACH) payments.c. Ability to provide IVR (Interactive Voice Response) solution in multiple languages.  County currently uses an IVR in English, Spanish, Russian, Vietnamese, Chinese, Korean, and Arabic.  Scripts will be provided to the firm by the County in all required languages.6. POS (Point of Sale) Solutionsa. Ability to provide an over-the-counter POS (Point of Sale) solutions.  Ability to accept Visa, MasterCard, American Express, Discover, debit cards, and electronic check (ACH) payments Payment Transfer 1. Ability to transfer payment next day after completion of the Payment Transaction.2. Ability to construct payment posting for County synchronized to Pacific Standard Time/Pacific Daylight Time.3. Ability to authorize credit/debit card transactions on a real-time basis.4. Ability to refund payment if payment was received in error.  Reporting  1. Solution that has an easy dashboard to navigate and run reports that are uncomplicated and intuitive.2. Ability to provide standard reports to the County3. Ability to provide all required collection and financial reports on a daily and monthly basis.4. Ability to provide payment transaction report on a daily and monthly basis.5. Ability to provide chargeback transaction reports on a daily and monthly basis. Customer Service 1. Ability to provide ongoing support, access to a Help Desk and a dedicated Account Manager during regular business hours; Monday through Friday from 7am-5pm Pacific Standard Time/Pacific Daylight Time.2. Ability to provide at least 30 days of close oversight to the new payment system upon go-live. FUNCTIONAL REQUIREMENTS Hosting 1. Ability to provide a secure hosted solution separate from the County and that no privacy and/or personal information shall migrate or trespass from any user to any County system or website.2. Ability to integrate with the County ERP system.3. Ability to integrate with the County property assessment and taxation software.4. Ability to allow customers the ability to make payments without creating a user-id/login. Maintenance and Blackout Days 1. Ability for taxpayers to make payments 24 hours a day, seven days a week including evenings, weekends, and holidays.  2. Ability to have an expected uptime in excess of 99%.  3. Planned maintenance must not occur during regular business hours from 7am to 5pm Pacific Standard Time/Pacific Daylight Time as well as within the following dates:●      November 10th - 20th●      February 10th - 20th●      May 10th - 20th  Security Requirements 1. Website and system provisions shall be PCI compliant and meet all industry standards for a secure payment environment. 2. Ability to provide certification of compliance with all payment application best practices (PABP).3. Ability to provide an independent test report stating that the application is free from known security defects.4. Ability to comply with industry standard security requirements, including data encryption during transmission. PRE-AWARD RISK ASSESSMENT Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a PreAward Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County. MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS Timely submission of responsive, responsible offers is the only minimum requirement for this sourcing event. FISCAL REQUIREMENTS AND REPORTING  Not applicable to this sourcing event. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING  Not applicable to this sourcing event  CONTRACT NEGOTIATION  The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached. CONTRACT AWARD  Through this RIP process, the County is seeking to award one contract.  Award, as determined by the County, will be made to the responsible Supplier whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RIP.  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.  CONTRACT TERM  The contract term will be negotiated at time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules. COMPENSATION AND METHOD OF PAYMENT  Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed cap.  Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier. INSURANCE REQUIREMENTS The Supplier awarded a Contract as a result of this RIP will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance                         Per Occurrence     Aggregate Professional Liability                         $1,000,000      $2,000,000  Commercial General Liability                 $1,000,000      $2,000,000  Cyber Liability (Only required if Software as a Service)         $5,000,000     $10,000,000  Workers Compensation                          Required      MULTI-STAGE SOURCING EVENT SUMMARY Multnomah County will follow a multi-stage RIP process that incorporates the following potential steps in the Multco Marketplace Supplier Portal:• Supplier Qualification based on Basic Solution Requirements• Scripted Remote Demo• Autoscored Written Proposal• Panel Questionnaire Written Proposal• Oral Evaluation• Pricing Evaluation• Best and Final Offer (BAFO)The purpose of a multi-stage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process.  The first stage for this Sourcing Event will be Supplier Qualification based on Basic Solution Requirements. The follow-on stages will be determined based on the results of the first stage.Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process.  EVALUATION PROCESS Proposed solutions will be evaluated using a combination of auto-scoring and scoring by an evaluation panel depending on the stage.  Evaluation process for each stage will be provided in the Stage Description.  Scores of each stage will be added together for a total score for all stages excluding BAFO.  If the County uses an optional BAFO process, prior scores will be considered but a new score will be determined based on evaluation of Best and Final Offers.  DETERMINATION OF COMPETITIVE RANGE Multnomah County will determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer.  At the conclusion of each stage, all proposers will be receive notification of which Proposers have been determined to comprise Competitive Range.  Proposers determined to be within the Competitive Range will continue to the next stage.

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Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

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If your firm is interested in an opportunity posted on our webpage, we'd love to hear from you. Here's how:

  1. First, read over the opportunity description.
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Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.