ADDENDUM No. 3. Sealed Bid # Request for Proposal Hosted Web Payment Solution Cobb County Information Services Department. Date: March 5, 2018

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1 ADDENDUM No. 3 Sealed Bid # Request for Proposal Hosted Web Payment Solution Cobb County Information Services Department Page 1 of 6 Date: March 5, 2018 The following addendum hereby amends and/or modifies the Proposal Documents and specifications as originally issued for this project. All proposers are subject to the provisions of this Addendum. This Addendum consists of: Questions Submitted in Writing Receipt of addendum MUST be acknowledged in the submitted proposal. It is the Proposer s ultimate responsibility to ensure that they have all applicable addenda prior to bid submittal. This acknowledgment form must be signed, dated, and included with your submitted proposal Company Name Date Signature Please Print Name All bids must be received before 12:00 (noon) by the Bid Opening date. Bids shall be delivered to Cobb County Purchasing Department, 122 Waddell Street, Marietta, GA

2 ADDENDUM No. 3 Sealed Bid # Request for Proposal Hosted Web Payment Solution Cobb County Information Services Department Date: March 5, Questions Submitted in Writing 1. Question: The scope of this project includes some online charges that go through the County website, including some purchases and some donations for various departments. There is no system to push information. The proposed system must be able to calculate and process these payments with notification sent to the appropriate department about the activity. Can the County please elaborate on the business process work flow for the supplemental online payment opportunity above. The requirement states that the proposed system must be able to calculate and process these payments with notification sent to the appropriate department about the activity. Are there any process flow documents or other further explanation on how this process will work with the possibility of more specific examples and if there is any known or preferred segregation of duties that the County will own or have responsibility to manage and what the proposed vendor is expected to manage for this supplemental requirement? Answer: Here is the current process for general online purchases: CobbLinc bus passes and donations are currently are simply deposited on the county account in one batch. County must manually match the payments to the department and provide a report to Finance for each batch. Departments (CCT) are notified of order and fulfill the order to customers. Here is the current step-by-step process for GIS purchases: o User presses Pay Now button. o Viewer displays form to collection billing & shipping information. o User enters billing/shipping addresses, plus any special requests. Then user presses Next button. o Viewer gathers selected options and submits a payment request to PayFlow Pro. o PayFlow Pro opens to collect user payment details. o User submits payment details to PayPal. o PayPal notifies Cobb County of new purchase. o Once purchase is processed notification is sent back to Viewer o Viewer then launches the FTP workflow o Integration: Sharefile API into our current workflows using the following steps:

3 1. Given a list of purchased datasets, determine list of ShareFile paths to grant permissions to the user 2. Lookup ShareFile user by (to determine if a user already has access) 3. Create a ShareFile user 4. Apply ShareFile user permission to folder(s) 5. Send user with ShareFile link o Map Viewer displays message that transaction is complete. Note: We will need notification (or a trigger) though, once the payment is processed back to the GIS application. So that it sends out the invoices and s (from GIS). 2. Question: Can you please explain more fully this requirement from RFP for Hosted Web Payment Solution: The agreement with the third party processor on the behalf of the County is the responsibility of the vendor. Answer: If the Vendor chooses to use another company to process credit card payments, then the Vendor will need a contract with that payment processor. The County will not contract directly with the payment processor. 3. Question: Currently, CCWS maintains its own merchant account. Could that account continue to be used in processing or is the vendor expected to collect payments directly from customers and forward to CCWS? a) Is there any financial requirement to receive or transfer payment funds placed upon the vendor in this proposal? Answer: We would expect the vendor to provide their own merchant account and forward to CCWS. 4. Question: For card payments, is there a payment limit (maximum amount) and if so, how much? Answer: Not at this time. 5. Question: For card payments, if there is a payment limit, is there a payment velocity limit (# of payments a customer can make in a month) and if so, how much? Answer: There is not a payment limit at this time. 6. Question: Please provide the current E-Billing and payment processing pricing from your current provider. Answer: This information is not available at this time. 7. Question: Can you please give an example of fees you desire to have listed and the source of such fees for each category? (Association fees interchange, dues assessments, associations authorizations, processor fees authorizations, settlement, or provider fees present & pay, gateway fee)? Should all these be captured under the Vendor Credit Card Transaction Fee (does not include credit card company fees) line item? Answer: It is up to each Vendor to determine how best to present their required fees in the proposal.

4 8. Question: Further what fees do you desire to see listed for each payment type/brand as a Transaction Charge? Answer: It is up to each Vendor to determine how best to present their required fees in the proposal. 9. Question: Define non-qualified? Answer: This is a fee charged by our current vendor, Datamatx. It applies to corporate cards or cards that they have issues with identifying. This charge may not be applicable to all vendors. 10. Question: What is a reversed transaction? Refund for transactions that have already been settled. Void for transactions not settled. Chargeback for Consumer disputes on settled transactions. Answer: This is correct. 11. Question: Will the County be awarding this contract to one or multiple vendors? Answer: The County s intent is to award to one vendor. 12. Question: Can the County disclose all of the systems the new vendor will need to integrate with? Answer: The scope of this RFP includes only Water systems. Those systems are Datamatx and Banner. 13. Question: Is the County interested in working with a turn-key payment solutions provider that offers more services, free of charge to the County, versus a merchant processor or bank processor? Answer: The County will consider all proposals that meet the specifications of the RFP. 14. Question: Can you please provide the various other website payments referred to and required in Section III: Background? Answer: * Parks & Senior Services: * Citations: B70F-3D4B8A64676B * Property Tax: * Permits & Fees: emid= Question: Can the County provide transaction history and volume by payment type for Water department (Amex, Visa, MC, etc.)? Answer: Here is a sample: May 2017 VISA 39,724; Mastercard 10,404; Discover 1,038; Amex 4, Question: Can the County provide transaction history and volume by payment channel for the Water Department (cash vs. credit vs. ACH)? Answer: Please see answer to question # 27.

5 17. Question: Can the County provide transaction history and volume by payment channel for the Water Department (web, Call Center, etc.)? Answer: Please see answer to question # Question: Can the County provide their current pricing structure for the Water Department? Answer: Please see answer to question # Question: Can the County provide its current processing vendor for each of the payment channels for the Water department? Please confirm Web is provided by Datamatx, IVR is provided by Banner? Please provide your current Call Center provider? Answer: All credit card payments accepted by the Water System whether on site, through the IVR, or through the web are processed through the Datamatx contract. 20. Question: Is an API available for integrations into Banner, CS? If not, does it currently export data to the current vendor in a batch file? Answer: Cobb County and Datamatx developed an integration for receiving payments and posting them on Banner. Different payment and billing data is given and received in different ways. The second question is a bit unclear. 21. Question: How many kiosks does the County require? Answer: The number of kiosks is not known at this time. This will be a new service and not a replacement for an existing service. 22. Question: How many card readers (POS terminals) does the County need? Answer: The County will need four (4) card readers for the Water System. 23. Question: Could the County please confirm if all bill data will be stored in the CCWS system so that no integration is necessary to Datamatx? Answer: Datamatx can provide a PDF of the bill to the vendor, and the vendor would need to coordinate with Datamatx on this. Cobb County and Datamatx have developed an API for sending billing information and receiving payment information. Cobb County will work with the selected vendor to modify these APIs as needed to send billing information to the vendor and for Cobb County to receive payment information from the vendor. 24. Question: Could the County please provide a cost comparison of a high customer bill versus a low customer bill? Answer: Lowest water-only customer is $7.00. Lowest water and sewer with streetlight is $ As a sample of information, on February 21, 2018, the lowest bill payment was $7.00 and the highest payment was $22, On that same day there were 108 payments that were greater than $1,000 with an average of $4, Question: Could the County please provide a transaction history and volume of business billing versus individual billing for the Water Department (cash vs. credit vs. ACH)? Answer: Please see sample given in response to question # 27.

6 26. Question: In section X: Requirements and Implementation, requirement 6 states The agreement with the third-party processor on behalf of the County is the responsibility of the Vendor. Will the County accept responsibility for the cost of the integration with the third-party processor(s), if the vendor is required to change processors? Answer: In order for the County to pay integration costs, they would have to be included in the Vendor s contract with the County, so they should be included in the costs submitted with the proposal. 27. Question: Can you provide transaction detail by card type? A redacted bill would be great. Answer: This question was asked in the Pre-Bid Meeting, however, here is some additional information: