A TECHNICAL SPECIFICATIONS LOCK BOX PAYMENTS

Transcription

1 JEA Solicitation # Customer Payment Processing Services - Bank to Bank Payments and Lockbox Payments APPENDIX A TECHNICAL SPECIFICATIONS LOCK BOX PAYMENTS The scope of Work is for lockbox payment processing services include, but are not limited to the following: Overview: Daily collection and transport of contents from JEA s current USPS PO box location to the Company s processing facility. This action shall be performed by the Company or a bonded courier service contracted by the Company, to the Company's processing facility. Processing facility shall complete daily processing of transaction items within 24 hours from time of receipt Opening and sorting of items collected from JEA s USPS PO box location according to JEA-specified agency codes Verification of remittance completeness, including amount of payment and customer account information as specified by JEA. Deposit of all items in a JEA-designated account. Same-day delivery of remittance documents, reports, image and data files and all exceptional items to the designated JEA Representative. Process transactions from third-party payment services Proximity Requirements: All aspects of the white mail payment processing services shall be performed at facilities located within the state of FLORIDA. Reporting Requirements: 1. The Company shall electronically communicate any returns to JEA each day and in a MS Excel report.. A separate disbursement will be remitted for repayment. All charges and fees shall be included in the agreed upon invoice format. 2. The specific format, content, and number of reports may be jointly defined by JEA and the Company during implementation. If the Company is providing both electronic payment and mail-in lockbox payment services, as described herein, Company shall have ability to show process and transaction data from lockbox payments in a report integrated with the electronic payment processing data. Other functionality of the Web-based interface should include: Ability to save ad-hoc inquiries for future use Ability to produce reports in PDF, MS Excel and delimited formats Compatibility with ALL MAJOR BROWSERS 3. The Company shall deliver daily to JEA an electronic report that summarizes the transactions processed that day, including payment types and amounts, and the deposit Page 1 of 11

2 ticket. Such items shall be delivered to JEA by the time indicated above in the Processing Cycle time requirements by the Company s representative or courier service. The Company and JEA may work together during the implementation phase to define the report format. Operational Requirements: 1. All business days shall be considered processing days including Holidays (as defined within this Solicitation) and nationally recognized bank holidays. 2. Below are the processing cycle time requirements for payments that are collected from the USPS PO box. Delinquent payments shall have higher processing priority than regular payments. (as noted above, delinquent payments will arrive at the General USPS Mail Center, PO Box 45047). 1. Process delinquent payment items and post customer payment information file: 10:00 AM EST same day 2. Process regular payments from PO boxes and post customer payment information file: 3:00 PM EST same day 3. Post file of exceptional and check marked items: 3:00 PM EST same day 4. Deposit deadline: 2:00 PM EST same day 5. Delivery of daily reconciliation report and deposit slip: 3:00 PM EST same day 6. Delivery of original exceptional items and check marked items: 3:00 PM EST same day 7. Delivery of correspondence items: 3:00 PM EST same day 8. Delivery of items that JEA will continue to process: Within twenty-four (24) hours of receipt 9. Images of regular items available via Web-based interface: 6:00 AM EST next business day Images of exceptional items available via Web-based interface: 3:00 PM EST same day 3. The following is JEA s anticipated implementation schedule: Begin implementation process NO LATER THAN January 14, 2019, Cut-over to system NO LATER THAN June 14, 2019, Transition period complete NO LATER THAN July 26, Non-urgent inquiries shall be resolved within next business day of Company s receipt of inquiry. 5. Company shall make every effort to resolve urgent inquiries on the same business day as receipt. 6. The Company, or the Company s courier, shall pick up payments received at the following PO Box location: General Mail Center 1100 Kings Rd. Jacksonville FL Items are available for pick up from the General Mail Center at 7:00 AM EST. Page 2 of 11

3 JEA payment coupons route mail to the following payments address: PO Box 45047, Jacksonville, FL JEA expects the Company to process payments once daily. The Company shall deposit all payments received each business day. 8. Exception items may include, but are not limited to, the items addressed herein. The cycle times for these items are also noted above. The Company shall provide JEA personnel with Web-based access to a database where JEA can select and view image files for all exception items, as indicated above. In addition, the Company shall provide IMAGES or original items with unverified account numbers and those with correspondence or mark-sense boxes checked via courier service to JEA no later than 3:00 PM EST of same day. 9. Payments with missing or invalid account numbers for which the Company is unable to verify account information via established business rules -- Prior to the start of the Work and subsequently as needed during the Contract, JEA will provide the Company with business rules for processing payments with missing or invalid account numbers. The Company should attempt to use such rules to process payments received with missing or invalid account numbers. If the Company is still unable to process such payments, the Company shall code such items as suspense items, and shall include them in the same data file of regular payment items made available to JEA each business day. The Company may be required to deposit suspense items in a separate JEA account, as will be determined during the implementation of Work. 10. JEA should be provided SAME DAY availability on WELLS FARGO accounts. 11. JEA should be provided NEXT DAY availability on other banks accounts. 12. Respondent shall include a copy of its business continuity plan(s) in its Response for evaluation. Online Requirements: 1. Company shall provide a single sign-on point for viewing all types of payments received via its online portal. The Company and JEA shall establish a payment inquiry process for both urgent and non-urgent payment inquiries. 2. Company shall be able to provide a Web-based interface to facilitate the following capabilities: JEA personnel access to research transactions. 3. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow concurrent access for at least 150 JEA personnel. Page 3 of 11

4 4. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow JEA to query the following fields: account number, customer name, customer address, amount of payment, date of payment, check number and payment stub. 5. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow JEA to administer payment reversals and provide audit tracking of such changes. 6. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Restrict information shown to JEA employees based on employee custom access rights. 7. The Company s Web-based interface shall provide JEA with the ability to generate adhoc reports that show various processes and transaction data, which may change from time-to-time during the term of the contract. Examples of such data include, but are not limited to, the following reporting requirements: number of items processed by payment method, payment type, dollar amount of transactions processed and itemized for each file transfer, number of returned items and exceptions, individual transaction details upon request of JEA and other items as agreed upon. 8. The Company shall provide training including but not limited to online portal training to JEA during the implementation phase, which may include on-site training at JEA. The Company and JEA shall mutually agree to a training schedule following execution of the Contract and during implementation phase. 9. Provide JEA with the ability to access via a Web-based interface, an integrated, daily remittance report showing all types of payments and including payments made via lockbox. The Web-based interface should also permit JEA personnel to general ad hoc reports. General Requirements: 1. JEA and the Company shall agree to define a suitable invoice format that provides sufficient detail for JEA to accurately allocate the cost of services. 2. The Company shall not deduct any fees, charges, assessments, penalties, liabilities, chargebacks or returns from any payment collected and remitted to JEA. 3. In the event that the Company s systems and or services are disrupted, the Company shall notify JEA immediately and be able to restore data, systems and services within two (2) hours or less. 4. The Company shall maintain images and payment transaction data for a period of five (5) years, on a monthly rotating basis subject to the requirements contained in Appendix B Page 4 of 11

5 Cloud Evaluation Matrix. 5. Upon either expiration or termination of the Contract for any reason, or at the request of JEA, the Company shall promptly provide an electronic file containing all images and transaction data for at least previous five years from the date of request or termination. 6. The Company shall provide reasonable redundancy and backup measures and facilities. The Company shall certify destruction of JEA customer data after the five (5) year archiving period in a manner that meets all current applicable customer data safety standards. 7. The Company shall comply with the service levels set forth in negotiated Contract. In the event of INCORRECT ENCODING/IMAGING, MISAPPLIED/MISSED DEPOSITS or NO DAILY PAYMENT DATA FILE TRANSMISSION, a penalty of $ per incident per day shall be communicated to the Company and reflected on the next subsequent Company invoice to JEA. If the Company foresees, on any one day, that any transaction information file or confirmation file will not be available to JEA by the deadlines established herein, the Company shall notify JEA as soon as it becomes apparent to the Company that it will not meet the deadline. The Company shall include the estimated time that information will be available. Such notification does not relieve the Company of any consequences resulting from its failure to meet the established deadline, but does allow JEA to make adjustments to allow for processing to begin upon late receipt of the file. During the implementation of services, JEA and the Company may mutually agree on additional quality measures for lockbox payment processing. 8. The Company shall place encrypted files containing payment information data or images on the Company s secure FTP server for JEA retrieval in accordance with deadlines set forth herein for each transaction type in formats specified by JEA. 9. The Company shall ensure the integrity of its systems and processes for sending deposit information to JEA s designated bank account, including SOC 2 Type II certification and any data shall be stored within the continental United States. See Appendix B Cloud Evaluation Matrix 10. The Company shall shred and dispose of all items in compliance with CHECK 21 procedures. The Company shall ensure no JEA customer data in its possession (paper or electronic) is released, stolen, made public or used under malicious intent. 11. The Company shall not compile or use JEA customer information for any purpose other than that described herein. Use, sale or disclosure of JEA customer data by Company or associated merchants is not permitted in any case without written permission from JEA. 12. The Company shall notify JEA within twenty-four (24) hours of any breach of JEA customer information with the date, nature of the breach, circumstances surrounding the Page 5 of 11

6 breach and the Company must provide a list affected customers to JEA. The Company shall work with JEA to provide information and support to affected customers. 13. The Company shall be able to generate encrypted files, which JEA will receive via a secured FTP process. 14. The Company shall create a separate image file containing images of correspondence, address changes or items containing mark-sense boxes. 15. JEA anticipates that cash will occasionally arrive in PO Boxes. The Company shall have established procedures to deposit and account for cash received in JEA s USPS PO Boxes, and ensure cash is deposited the same day as received. 16. JEA will provide the Company with information regarding certain JEA customers who have been deemed as cash only customers. The Company shall have the ability to recognize such customers and to avoid processing any personal checks received from such customers. JEA may periodically update its list of cash only customers. If the Company receives a personal check from a cash only customer, the Company shall transmit such item to JEA as an exception item. 17. Daily by the time indicated under Process Cycle Times, the Company shall place three encrypted image files including all items from the previous business day s batch, in a format to be jointly defined, of all items (including front and back images of all checks, bill stubs) on Company s secured FTP server for download, as needed, by JEA. The three (3) files are to contain: a. All regular items b. All exception items c. All check marked items 18. JEA personnel shall have the ability to access payment images for a period of at least five (5) years after the payment was processed. 19. The Company shall provide JEA with a single representative, who shall be JEA s main point-of-contact for assisting JEA personnel in resolving lockbox payment processing issues. Such support shall include, but is not limited to, providing assistance to JEA in resolving discrepancies between deposit information generated by JEA s bank and deposit information reported by the Company. Page 6 of 11

7 THIRD PARTY BANK-TO-BANK TRANSACTIONS The scope of Work is for lockbox payment processing services include, but are not limited to the following: Reporting Requirements: 1. The Company shall deliver to JEA a daily electronic report that summarizes the transactions processed that day, including payment types and amounts. The Company and JEA may work together during the implementation phase to define the report format. 2. The specific format, content, and number of reports may be jointly defined by JEA and the Company during implementation. If the Company is also providing both electronic payment and mail-in lockbox payment services, as described herein, Company shall have ability to show process and transaction data from lockbox payments in a report integrated with the electronic payment processing data. Other functionality of the Web-based interface should include: Ability to save ad-hoc inquiries for future use Ability to produce reports in PDF, MS Excel and delimited formats Compatibility with ALL MAJOR BROWSERS Operational Requirements: 1. All business days shall be considered processing days including Holidays (as defined within this Solicitation) and Nationally recognized bank holidays. 2. Below are the processing cycle time requirements for payments that are collected from third-party payment processors. Delinquent payments shall have higher processing priority than regular payments. Process delinquent payment items and post customer payment information file: 10:00 AM EST same day Process regular payments from third-party processors and post customer payment information file: 3:00 PM EST same day Deposit deadline: 2:00 PM EST same day Delivery of daily reconciliation report and deposit slip: 3:00 PM EST same day Images of regular items available via Web-based interface: 6:00 AM EST next business day Images of exceptional items available via Web-based interface: 3:00 PM EST same day 3. The following is JEA s anticipated implementation schedule: Begin implementation process NO LATER THAN January 14, 2019, Cut-over to system NO LATER THAN June 14, 2019, Transition period complete NO LATER THAN July 26, Page 7 of 11

8 4. Non-urgent inquiries shall be resolved within next business day of Company s receipt of inquiry. 5. Company shall make every effort to resolve urgent inquiries on the same business day as receipt. 6. JEA should be provided SAME DAY fund availability on WELLS FARGO accounts. 7. JEA expects the Company to process payments once daily. The Company shall deposit all payments received each business day. 8. Exception items may include, but are not limited to, the items addressed herein. The cycle times for these items are also noted above. The Company shall provide JEA personnel with Web-based access to a database where JEA can select and view all exception items, as indicated above. 9. Payments with missing or invalid account numbers for which the Company is unable to verify account information via established business rules -- Prior to the start of the Work and subsequently as needed during the Contract, JEA will provide the Company with business rules for processing payments with missing or invalid account numbers. The Company should attempt to use such rules to process payments received with missing or invalid account numbers. If the Company is still unable to process such payments, the Company shall code such items as suspense items, and shall include them in the same data file of regular payment items made available to JEA each business day. The Company may be required to deposit suspense items in a separate JEA account, as will be determined during the implementation of Work. Online Requirements: 1. Provide JEA with the ability to access via a Web-based interface, an integrated, daily remittance report showing all types of payments made via third-party payment processors. The Web-based interface should also permit JEA personnel to general ad hoc reports. 2. Company shall be able to provide a Web-based interface to facilitate the following capabilities: JEA personnel access to research transactions. 3. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow JEA to query the following fields: account number, customer name, amount of payment, payment tender type (cc / check, etc.), date of payment and thirdparty tender source (Checkfree/Metavante/Online Resources, etc.). 4. Company shall provide a single sign-on point for viewing all types of payments received. The Company and JEA shall establish a payment inquiry process for both urgent and non-urgent payment inquiries. Page 8 of 11

9 5. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow concurrent access for at least 150 JEA personnel. 6. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow JEA to administer payment reversals and provide audit tracking of such changes. 7. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Restrict information shown to JEA employees based on employee custom access rights. 8. Company shall be able to provide a Web-based interface to facilitate the following capabilities: Allow JEA employees to reset portal passwords (for electronic payment processing services). 9. The Company s Web-based interface shall provide JEA with the ability to generate adhoc reports that show various processes and transaction data, which may change from time-to-time during the term of the contract. Examples of such data include, but are not limited to, the following reporting requirements: number of items processed by payment method, payment type, dollar amount of transactions processed and itemized for each file transfer, number of returned items and exceptions, individual transaction details upon request of JEA and other items as agreed-upon. 10. The Company shall provide training to JEA during the implementation phase, which may include on-site training at JEA. The Company and JEA shall mutually agree to a training schedule following execution of the Contract and during implementation phase. General Requirements: 1. JEA and the Company shall agree to define a suitable invoice format that provides sufficient detail for JEA to accurately allocate the cost of services. 2. The Company shall not deduct any fees, charges, assessments, penalties, liabilities, chargebacks or returns from any payment collected and remitted to JEA. 3. The Company shall electronically communicate any returns to JEA each day and in a mutually agreed upon format. A separate disbursement will be remitted for repayment. All charges and fees shall be included in the agreed upon invoice format. 4. In the event that the Company s systems and or services are disrupted, the Company shall notify JEA immediately and be able to restore data, systems and services within two (2) hours or less. Page 9 of 11

10 5. The Company shall maintain images and payment transaction data for a period of five (5) years, on a monthly rotating basis. 6. Upon either expiration or termination of the Contract for any reason, or at the request of JEA, the Company shall promptly provide an electronic file containing all images and transaction data for at least previous five years from the date of request or termination. 7. The Company shall provide reasonable redundancy and backup measures and facilities. The Company shall certify destruction of JEA customer data after the five (5) year archiving period in a manner that meets all applicable customer data safety standards. 8. The Company shall comply with the service levels set forth in negotiated Contract. In the event of INCORRECT ENCODING/IMAGING, MISAPPLIED/MISSED DEPOSITS or NO DAILY PAYMENT DATA FILE TRANSMISSION, a penalty of $ per incident per day shall be communicated to the Company and reflected on the next subsequent Company invoice to JEA. If the Company foresees, on any one day, that any transaction information file or confirmation file will not be available to JEA by the deadlines established herein, the Company shall notify JEA as soon as it becomes apparent to the Company that it will not meet the deadline. The Company shall include the estimated time that information will be available. Such notification does not relieve the Company of any consequences resulting from its failure to meet the established deadline, but does allow JEA to make adjustments to allow for processing to begin upon late receipt of the file. During the implementation of services, JEA and the Company may mutually agree on additional quality measures for electronic billing and/or electronic payment processing services. 9. The Company shall place encrypted files containing payment information data or images on the Company s secure FTP server for JEA retrieval in accordance with deadlines set forth herein for each transaction type in formats specified by JEA. 10. The Company shall ensure no JEA customer data in its possession (paper or electronic) is released, stolen, made public or used under malicious intent. 11. The Company shall not compile or use JEA customer information for any purpose other than that described herein. Use, sale or disclosure of JEA customer data by Company or associated merchants is not permitted in any case without written permission of JEA. 12. The Company shall notify JEA within twenty-four (24) hours of any breach of JEA customer information with the date, nature of the breach, circumstances surrounding the breach and the Company must provide a list affected customers to JEA. The Company shall work with JEA to provide information and support to affected customers. 13. The Company shall ensure the integrity of its systems and processes for sending deposit information to bank including SOC 2, Type II certification and, in the event the Company Page 10 of 11

11 accepts credit cards, PCI standards & NACHA/IAT compliance. (NOTE:Ensure that these or other standards apply to 3 rd party bank-to-bank transactions) 14. The Company shall be able to generate encrypted files, which JEA will receive via a secured FTP process. 15. The Company shall provide JEA with a single representative, who shall be JEA s main point-of-contact for assisting JEA personnel in resolving bank-to-bank payment processing issues. Such support shall include, but is not limited to, providing assistance to JEA in resolving discrepancies between deposit information generated by JEA s bank and deposit information reported by the Company. Page 11 of 11

12 Appendix B - Minimum Qualification Form Customer Payment Processing Services - Bank to Bank Payments and Lockbox Payments GENERAL THE MINIMUM QUALIFICATIONS SHALL BE SUBMITTED ON THIS FORM. IN ORDER TO BE CONSIDERED A QUALIFIED RESPONDENT BY JEA YOU MUST MEET THE MINIMUM QUALIFICATIONS LISTED BELOW, AND BE ABLE TO PROVIDE ALL THE SERVICES LISTED IN THIS SOLICITATION/TECHNICAL SPECIFICATION. THE RESPONDENT MUST COMPLETE THE RESPONDENT INFORMATION SECTION BELOW AND PROVIDE ANY OTHER INFORMATION OR REFERENCE REQUESTED. THE RESPONDENT MUST ALSO PROVIDE ANY ATTACHMENTS REQUESTED WITH THIS MINIMUM QUALIFICATIONS FORM. PLEASE SUBMIT THE ORIGINAL AND THREE (3) COPIES AND ONE (1) CD OF THIS FORM AND ANY REQUESTED ADDITIONAL DOCUMENTATION WITH THE BID SUBMISSION. RESPONDENT INFORMATION COMPANY NAME: BUSINESS ADDRESS: CITY, STATE, ZIP CODE: TELEPHONE: FAX: PRINT NAME OF AUTHORIZED REPRESENTATIVE: SIGNATURE OF AUTHORIZED REPRESENTATIVE: NAME AND TITLE OF AUTHORIZED REPRESENTATIVE: MY RESPONSE TO THIS SOLICITATION IS FOR THE FOLLOWING SERVICE(S): LOCKBOX PAYMENT BANK TO BANK PAYMENT INCLUSIVE MINIMUM QUALIFICATIONS: Lockbox Payment or Inclusive Respondents: Lockbox Payment Respondent or Inclusive Respondent must show evidence of successful completion of two (2) similar contracts each with an annual value of $100,000 or more in the last five (5) years from the time of the Response Due Date. o A similar contract is described as lockbox services for a utility or comparable company receiving at least 50,000 customer payments per month. The examples should be able to demonstrate that the Respondent s experience and knowledge qualify them to complete the necessary work in a successful manner. Bank to Bank Payment or Inclusive Respondents: Bank to Bank Payment Respondent or Inclusive Respondent must be listed as Compliant Service Provider\ with Visa U.S.A. Cardholder Information Security Program.

13 Appendix B - Minimum Qualification Form Customer Payment Processing Services - Bank to Bank Payments and Lockbox Payments AND Bank to Bank Payment Respondent or Inclusive Respondent must show evidence of successful completion of two (2) similar bank to bank payment service contracts each with a minimum annual bank to bank transaction count of 700,000 or more in any of the last five (5) years from the time of the Response Due Date. o A similar contract is described as bank to bank payment services for a company that includes bank transfer payments from a customer s bank. The examples should be able to demonstrate that the Respondent s experience and knowledge qualify them to complete the necessary work in a successful manner. Respondent shall attach documentation of this minimum qualification to this form. Lockbox or Inclusive Respondent shall provide reference using the space indicated below. SIMILAR CONTRACT 1 Similar Company Client Name Similar Company Client Address Similar Company Client Contact Person Name Similar Company Contact Person Telephone Number Similar Company Contact Person Address Similar Contract Completion Date Annual Value $ Customer Payments Per Month Description of Services

14 Appendix B - Minimum Qualification Form Customer Payment Processing Services - Bank to Bank Payments and Lockbox Payments SIMILAR CONTRACT 2 Similar Company Client Name Similar Company Client Address Similar Company Client Contact Person Name Similar Company Contact Person Telephone Number Similar Company Contact Person Address Similar Contract Completion Date Annual Value $ Customer Payments Per Month Description of Services Bank to Bank or Inclusive Respondent shall provide reference using the space indicated below. SIMILAR CONTRACT 1 Similar Company Client Name Similar Company Client Address Similar Company Client Contact Person Name Similar Company Contact Person Telephone Number Similar Company Contact Person Address

15 Appendix B - Minimum Qualification Form Customer Payment Processing Services - Bank to Bank Payments and Lockbox Payments Similar Contract Completion Date Annual Transaction Count Customer Payments Per Month Description of Services Bank to Bank or Inclusive Respondent shall provide reference using the space indicated below. SIMILAR CONTRACT 2 Similar Company Client Name Similar Company Client Address Similar Company Client Contact Person Name Similar Company Contact Person Telephone Number Similar Company Contact Person Address Similar Contract Completion Date Annual Transaction Count Customer Payments Per Month Description of Services

16 Appendix B - Minimum Qualification Form Customer Payment Processing Services - Bank to Bank Payments and Lockbox Payments

17 APPENDIX B - RESPONSE FORM # Customer Payment Processing Services - Bank to Bank Payments and/or Lockbox Payments The Respondent shall submit one (1) original Proposal, three (3) duplicates (hardcopies), and one (1) CD. If there is a discrepancy between the electronic copy and hard copy, the hard copy will prevail. JEA will not accept Proposals transmitted via . RESPONDENT INFORMATION: RESPONDENT S COMPANY NAME: BUSINESS ADDRESS: CITY, STATE, ZIP CODE: TELEPHONE: FAX: OF CONTACT: WEBSITE: MY RESPONSE TO THIS SOLICITATION IS FOR THE FOLLOWING SERVICE(S): LOCKBOX PAYMENT BANK TO BANK PAYMENT INCLUSIVE INCLUSIVE RESPONDENT INCENTIVE RATES Maximum score for Bank to Bank Payment Respondents: (10 Points) Maximum score for Lockbox Payment Respondents: (10 Points) An Inclusive Respondent submits a Response that includes the ability to perform both Bank to Bank Payments and Lockbox Payments as described in Appendix A Technical Specifications. If an Inclusive respondent submits a a leading combined price, the Inclusive Respondent shall receive ten (10) additional points for each of the separate bank to bank and lockbox evaluations. The lowest inclusive respondent will receive the full ten (10) points for each evaluation and additional inclusive respondents will be scored on a sliding scale QUOTATION OF RATES Maximum score for Bank to Bank Payment Respondents: (45 Points) Maximum score for Lockbox Payment Respondents: (45 Points) Respondent shall provide a firm-fixed price quote for all Work in this ITN by completing the enclosed Response Form. The prices shall include all profit, taxes, benefits, travel, and all other overhead items. Please note, that the Respondent's total price cannot be increased during the BAFO process. The percent mark-up for materials, consumables, subcontractors, and rental equipment shall not be subject to any adjustment during the Term of the Contract. The percent mark-up for rental equipment shall be all inclusive including the cost of fuel. Please note, the prices quoted by Respondent on the Response Form must be firm-fixed prices, not estimates. All Respondents shall complete Section One of Appendix B Response Workbook. Section Two of Appendix B Response Workbook shall be completed by Inclusive Respondents only. This Amount Should Be Transferred From Appendix B Response Workbook Item No. Description Customer Payment Processing Services - Bank to Bank Payments and/or Lockbox Payments 1

18 Bank to Bank Payment Services TOTAL BID PRICE Transfer this Total to page one of Appendix B - Response Form Lockbox Payment Services TOTAL BID PRICE Transfer this Total to page one of Appendix B - Response Form Customer Payment Processing Services (Inclusive Respondents) TOTAL BID PRICE Transfer this Total to page one of Appendix B - Response Form <Insert TOTAL BID PRICE from Appendix B Response Workbook here> <Insert TOTAL BID PRICE from Appendix B Response Workbook here> <Insert TOTAL BID PRICE from Appendix B Response Workbook here> PAST PERFORMANCE/COMPANY EXPERIENCE Maximum score for Bank to Bank Payment Respondents: (20 Points) Maximum score for Lockbox Payment Respondents: (20 Points) JEA shall evaluate the reference information for Lockbox Payment Respondents submitted in Section MINIMUM QUALIFICATIONS to score points for this Section. Lockbox Payment or Inclusive Respondents: Lockbox Payment Respondent or Inclusive Respondent must show evidence of successful completion of two (2) similar contracts each with an annual value of $100,000 or more in the last five (5) years from the time of the Response Due Date. o A similar contract is described as lockbox services for a utility or comparable company receiving at least 50,000 customer payments per month. The examples should be able to demonstrate that the Respondent s experience and knowledge qualify them to complete the necessary work in a successful manner. Respondents shall receive higher evaluation consideration for the following: Utility experience references are preferred. References with positive vendor performance and no at fault implementation delays will also be given preference. Bank to Bank Payment or Inclusive Respondents: Bank to Bank Payment Respondent or Inclusive Respondent must show evidence of successful completion of two (2) similar bank to bank payment service contracts each with a minimum annual bank to bank transaction count of 700,000 or more in any of the last five (5) years from the time of the Response Due Date. o A similar contract is described as bank to bank payment services for a company that includes bank transfer payments from a customer s bank. The examples should be able to demonstrate that the Respondent s experience and knowledge qualify them to complete the necessary work in a successful manner. Respondents shall receive higher evaluation consideration for the following: Utility experience references are preferred. References with positive vendor performance and no at fault implementation delays will also be given preference. Respondent shall provide this information where indicated on Appendix B Minimum Qualifications Form. 2

19 1.4.4 ABILITY TO MEET THE FUNCTIONALITY REQUIREMENTS Maximum score for Bank to Bank Payment Respondents: (25 Points) Maximum score for Lockbox Payment Respondents: (25 Points) Respondents will be evaluated and points will be assigned according to the percentages identified in Technical Specifications contained herein. The Technical Specifications of this document includes the requirements that have been identified by JEA as important to their selection of a qualified Bidder. LockBox Payment Respondents: LockBox Payment Respondents shall include in their Response their ability to satisfy each of the Lockbox Payment Requirements in each of the categories seen below contained in Appendix A Technical Specifications. Reporting Requirements Operational Requirements Online Requirements General Requirements Bank to Bank Payment Respondents: Reporting Requirements Operational Requirements Online Requirements General Requirements Respondent shall provide this information in its own format PROXIMITY TO JEA Maximum score for Lockbox Payment Respondents: (10 Points) Respondent shall provide the address of the Respondent's clearing house from which the work for this engagement will be performed and its distance from JEA Headquarters located at 21 West Church St. JEA will use Google Maps to verify distance. In order to receive points for this criterion, Respondent's office must be occupied and staffed with at least three (3) employees for a duration of six (6) months prior to the Response Due Date stated in this RFP. Additionally, the office shall not be used as a residential premises. If necessary, JEA will use zoning records and tax rolls to validate this criteria. Respondent shall provide this information in its own format. I have read and understood the Sunshine Law/Public Records clauses contained within this solicitation. I understand that in the absence of a redacted copy my proposal will be disclosed to the public as-is. Respondent's Certification By submitting this Response, the Respondent certifies (1) that it has read and reviewed all of the documents pertaining to this ITN and agrees to abide by the terms and conditions set forth therein, (2) that the person signing below is an authorized representative of the Respondent, and (3) that the Respondent is legally authorized to do business and maintains an active status in the State of Florida. The Respondent certifies that its recent, current, and projected workload will not interfere with the Respondent's ability to work in a professional, diligent and timely manner. The Respondent certifies, under penalty of perjury, that it holds all licenses, permits, certifications, insurances, bonds, and other credentials required by law, contract or practice to perform the Work. The Respondent also certifies that, upon the prospect of any change in the status of applicable licenses, 3

20 permits, certifications, insurances, bonds or other credentials, the Respondent shall immediately notify JEA of status change. We have received addenda through Signature of Authorize Officer of Respondent or Agent Date Printed Name & Title Phone Number 4