ADDENDUM NO. 3 REQUEST FOR PROPOSAL NO. R BANKING AND MERCHANT SERVICES FOR HIGHER EDUCATION

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1 ADDENDUM NO. 3 Attention to Proposers: This constitutes Addendum No. 3 to the referenced Request for Proposals (RFP), and consists of this ten (10) page cover letter, which provides responses to questions raised by a prospective proposer. Q1: Is the establishment of bank branches at the College's campuses a mandatory requirement of the RFP? If the Bank chooses not to add a branch on campus will the RFP still be considered? If the Bank chooses not to add any ATMs on the campuses will the RFP still be considered? A1: The RFP clearly defines the services the College intends to contract. As indicated in the documents, Proposers may submit a response that includes one or more of the required services defined in the RFP. Q2: Will Account Analysis Statements from the incumbent bank be provided for review? (pricing may be redacted if preferred). In the interest of gathering complete and accurate services and pricing for all services in scope in the RFP, and to make sure we factor in and include complete and accurate pricing, would SCCC please provide copies of the last 3-6 months of detailed billing invoice statements/detailed account analysis statements showing service descriptions and volumes with current pricing redacted? A2: See A.6 & A.7 Below Q3: Will a bank proposal still be considered if Analysis statements are rendered after the 10 th day of the month? A3: Yes, however the proposal should include the timing of analysis statements. Q4: What will be the frequency of Armored Car pickups? At how many locations? A4: Currently Armored Car pickup are scheduled at each of our three Campus locations as well as the Culinary Arts center in Riverhead. A schedule of pickups is provided by the campuses prior to each semester and is based on established payment dates and historical activity. The College will also consider alternatives to armored car services. Such alternatives should be described in detail and provide equivalent security and availability of deposits. Page 1 of 9

2 Q5: Who is the current Merchant Acquirer and when does your contract expire? A5: Elavon is the College s Merchant Service provider. Q6: How many merchant accounts is processed under today? Please provide Merchant Services statement activity? How many merchant IDs do you have? For merchant services, please provide annual volumes and number of transactions by card type (Visa, MC and Discover). A6: The College currently has 6 MIDs. 3 Campus cashier offices 1 Web Payments 1 HSEC 1 Baker s Workshop Q7: What is the annual volume of credit card payments accepted today by card type? What is the annual number of credit card transactions processed today by card type? Can you share a current vendor spend file for a one year duration for analysis? A7: Total Payments # Transactions Mastercard $14,570, ,373 Visa $33,904, ,176 These payments are for student tuition and fee payment, not vendor payments. The college does not currently have a card payment program. Q8: Please provide the annual volume and number of transactions of the PIN debit transactions accepted? A8: PIN debit approx. 9,000 transactions $3,650,000 annually (PIN Debit transactions are included in the VISA/MC #s in A7. Q9: Please provide the number of transactions and sales volume processed annually for echeck by each acceptance methods Web, POS, and Phone? What percentage of the echeck transactions are business checks? Is any of the echeck volume warranted or guaranteed and if not are you looking for a warranty/guarantee program? Are electronic checks currently accepted? If so, please provide the departments where accepted, the solution used to process the payments and also the dollar volume and number of checks processed. A9: The College does not currently process echecks but we are looking to accept echeck and ACH transactions as part of our online payment platform. Page 2 of 9

3 Q10: What stand-alone credit card terminals are used today, the number of each, manufacturer, make and model and if owned, rented or leased? What card readers are used today, the number of each, manufacturer, make and model of each and if owned, rented or leased? What PIN pads are used today, the number of each, manufacturer, make and model and if owned, rented or leased? What is the make and model of your existing terminals? How many terminals does the college have per make/model? Please provide the model name and quantity of the terminals that are in use today. How are the terminals connected? (i.e. Ethernet or Analog) A10: Currently we use Verifone 520X credit card terminals along with 820X PIN pads. The terminals and PIN pads are owned by the college. 520X 820X Ammerman Campus cashier: 5 5 Grant Campus cashier: 5 5 Grant Campus HSEC: 1 1 East Campus cashier: 5 5 Culinary Arts building: 2 1 Q11: What check readers are used today, the number of each, manufacturer, make and model and if owned, rented or leased? A11: The College receives paper checks for payment via mail or in person. Checks are deposited using Remote Deposit Capture Digital Check TS240 3 machines (one at each campus business office) are owned by the College. The College process about 25,000 checks per year - $18 million in check deposits. Q12: If any location is using a POS systems provide the company name, product name, and version, including service packs of each system? Do you want to accept any in-person/pos payments? If so, what type (e.g. student account payments, merchandise sales, donations, etc.)? How many POS terminals are required? A12: The College processes tuition and fee payments at the cashier offices using Ellucian Banner. Q13: If any of the POS systems use a third-party payment software/middleware application, provide the company name, product name and version, including service packs of each software and the POS system it is used with? Do any of the software solutions mentioned utilize a gateway or software to connect to your current processor? A13: Ellucian Banner Page 3 of 9

4 Q14: If any of the POS systems use a third-party payment gateway, provide the company name, product name and the POS System it is used with? A14: The College uses PayFlow Pro for a payment gateway. Q15: If a third-party payment gateway is used for IVR payment processing, provide the company name and product name of the gateway and areas using this acceptance type along with the company name and product name of the IVR system? A15: N/A Q16: If a payment gateway is used for over the counter, mail or telephone payment processing, provide the company name and product name of the gateway and locations using this acceptance type and how it is used in conjunction with each acceptance method? A16: N/A Q17: Are any recurring transactions performed and automatically executed by the current vendor? A17: N/A Q18: Is the website payment interface with PayPal PayFlow Pro via a hosted order page or application programming interface? A18: The College currently uses an application programming interface. We would like to make it hosted. Q19: Are any of the College locations accepting or anticipate accepting convenience fees today and who manages or would manage the fees? What fees are your payers paying today for online payment transactions? A19: The College currently charges a $20 fee for payments made on the web. This fee is waived if payment is made using a College URL. Page 4 of 9

5 Q20: If planning on accepting convenience fees does the locations anticipate a two transaction model and if so who receives funding for the second transaction? A20: Single transaction model. Q21: What is the company name and product name of the Bill Payment Solution that the College is using today? A21: The College currently manages billing and payments in house. Q22: Does the current Bill Payment Solution host the web site that allows the College s students to pay online? A22: Yes it is managed internally Q23: What is the company name and product name of the payment interface used with the Bill Payment solution today? A23: N/A Q24: Does the current Bill Payment Solution interface with the College s EPR system to gain the amount owed or does the College provide a billing file to the vendor? Does the College reconcile in your Ellucian Banner ERP system or in the Card Issuer s system? A24: The College has an in house billing system that interfaces with the ERP system (Banner). Q25: If accepting today who funds for Discover transactions? A25: We accept Discover, less than 100 transaction annually. Q26: If accepting today who funds for American Express transactions? A26: The College does not currently accept AMEX Page 5 of 9

6 Q27: Are you PCI compliant today and what is your PCI level? A27: Yes, Level 3 Q28: Does any location utilize tokenization today, if so please provide the tokenization method and product used? A28: No Q29: Does any location utilize point-to-point (P2P) or end-to-end (E2E) encryption today, if so please provide the encryption method and product used? A29: The College utilizes P2P encryption. Q30: What is the time frame of your current funding for payment of your settlement items? A30: Overnight settlement, funds are available the next day. Q31: How are you funded via wire or ACH? A31: ACH Q32: What depository bank are your funds settled into? A32: Same account where cash and checks for tuition and fee payments are deposited. Q33: What is your settlement cutoff time? A33: 10:00pm EST Q34: Do you have an EMV strategy, if so what is your timeframe to implement. A34: The College currently use EMV card readers for all of our in-person credit card transactions. Page 6 of 9

7 Q35: How do you want to be priced? Blended rate? Or bundled rate? A35: Vendor should identify discretely the VISA/MC charges, and any other additional charges for their services. Q36: Does Suffolk County Community College currently have a Commercial Card program? Does Suffolk County Community College currently use Commercial Cards to pay approved AP invoices (Automated Payables)?If so, with whom? If yes, can you share the following about your existing card program: a. What retail establishments accept credit cards? b. How long has the program been in place? c. Who is the card provider for the program? d. # of active suppliers e. How many cards are currently utilized? # 0f active cards f. How much spend volume is transacted per year? # of annual transactions g. Annual spend h. What is the average transaction size for the existing program (total annual spend divided by number of transaction)? i. Type of Card (Purchasing, Travel, AP, Department Cards, etc.) j. Current rebate % k. Payment terms, i.e., 30 billing days/14 payment days, 3/25, etc. A36: The College does not have an existing card program. Q37: Do you have a Payment Optimization in place today with a card solution? If so, who is the provider? A37: No Q38: For merchant processing, does SCCC use a service fee and/or convenience fee today for credit cards and ACH? If so, please share the amounts. Does SCCC currently charge a convenience fee for credit card payments? If not, are you interested in doing so? A38: Yes. Please refer to response for Q19. Page 7 of 9

8 Q39: The College refers to use of the PayFlowPro gateway. How is PayFlowPro used today and does the college plan continue usage of PayFlowPro? Is the college open to replacing PayPal with another payment gateway that can process electronic payments and statements? What gateway(s) do you currently use? A39: The College plans to continue usage of PayFlow Pro. Q40: Other than PayFlowPro, what other payment gateway technologies are in use today? If others are being used, please detail the gateways (software) name and version and how they are currently being used. For example: Where the college accepts online donations, what payment gateway is facilitating those payments? If the college accepts other online payments (i.e. events, tuition etc.), what payment gateway is in place to facilitate those transactions? What software/gateways do you use for your online payments? A40: The College accepts online payment for student tuition and fees, and the process is currently handled in house. Q41: Does the college require integration of the payment gateway to your ERP or student system? If yes, what is the ERP/student system in place today? A41: Yes, Ellucian Banner. Q42: The College refers to in-person credit card acceptance. Can you describe the different environments where you accept in-person card payments? And please describe for-what (specifically) the college accepts in-person card payments? Please provide a list of the departments/areas that are currently accepting card payments. A42: Credit cards are accepted at the campus cashiers offices at all three campuses, the HSEC building on the Grant Campus (for health club memberships), and the Bakers Workshop in Riverhead. Q43: The College refers to online credit card acceptance. Please describe for-what (specifically) the college accepts online card payments? Please confirm that the online payment application will be used for student tuition payments. Please describe any other purposes or applications for online payment acceptance which SCCC is interested in. A43: Tuition and fees Page 8 of 9

9 The proposal due date and time of August 31, 2017 no later than 12:00 PM remains unchanged. All other terms and conditions of the RFP remain unchanged. A copy of this addendum must be signed by the proposer and attached to the proposal response. Prior to submission of your proposal, please check the College s website to confirm receipt of all Addenda that may have been issued under the RFP. Beatriz Castano Beatriz Castaño Administrative Director of Business Operations Acknowledged and Subscribed to: Firm Name By (Sign in ink) Print Name Title Date Page 9 of 9