CALHOUN COUNTY, MICHIGAN

PURCHASING DEPARTMENT
315 WEST GREEN STREET, MARSHALL, MICHIGAN 49036
Request for Information (RFI)

Solicitation Number: RFI#112-20

Date of Issue: February, 19, 2020

RFI Title: Credit Card Payment Processing

Purpose of RFI: Calhoun County is reviewing potential vendors to provide the County
with a credit card processing system that will enable citizens to complete simple and
effective over the counter and online payments.
 SECTION ONE
INTRODUCTION AND INSTRUCTIONS

1.01 Purpose of the RFI

Calhoun County, acting through its Purchasing Division is soliciting information from potential
vendors for the installation of a credit card payment system.

The information obtained may be used as research for a future solicitation. This RFI does not
constitute a Request for Bid or Proposal and is not to be construed as a commitment by the
County.

The County will review all responses received. If the County decides to issue a solicitation for
credit card processing services, the procurement will be conducted in accordance the County
policy.

1.02 Contact and Response Information

The Purchasing Department is the point of contact for this RFI. Please submit responses to the
Purchasing Department by the deadline specified in the RFI Schedule. Please reference the
Solicitation Number and Title. Vendors may submit response in person, by mail, or by email to
the Purchasing Department at:

Address: Calhoun County

Purchasing Division
Attention: Bradley J. Wilcox
Credit Card Processing RFI#112-20
315 West Green Street
Marshall, MI 49036
Email: bwilcox@calhouncountymi.gov

1.03 RFI Schedule

EVENT DATE
RFI issued February 19, 2020
Deadline for Submission of Questions and Requests for Clarification February 26, 2020
Questions Deadline February 28, 2020
Deadline for Submission of Responses by 3:00 PM. EST March 11, 2020

1.04 Questions and Requests for Clarification

Please submit any questions or requests for clarifications about this RFI in writing to the
Purchasing Department by the deadline for submission of questions and requests for
clarification identified in the RFI Schedule. Preferred method of submission is email.

Two types of questions generally arise. One type of question may be answered by directing the
questioner to a specific section of the RFI, and the Purchasing Department may answer these
questions over the telephone. The other type of question may be more complex and may
require a written amendment to the RFI. The Purchasing Department will make that decision.

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1.05 Notice Provided – State Procurement Website
This RFI and any related amendment and notices will be posted on the Calhoun County
Purchasing website:

https://www.calhouncountymi.gov/government/administrative_services/bid_opportunities/

Notices related to this RFI will be sent to the Bidders List for the needed service and other
known potential vendors. Additionally, vendors may request to receive notices related to this
RFI by contacting the Purchasing Department in writing with the following information: RFI title,
business name, contact person, mailing address, telephone number, fax number, and email
address.

1.06 Respondents Responsible for All Preparation Costs

Respondents are responsible for all costs associated with the preparation, submittal, and
presentation of their response to this RFI.

1.07 Bidders List Registration

Registration is not required to respond to this RFI.

If a formal competitive solicitation is issued, notice will be sent to approved bidders on the
County Vendors List and other known potential bidders. Individuals and business entities
interested in being placed on the County Vendor List must complete the registration process.
For information on becoming a registered bidder:

http://www.calhouncountymi.gov/vendors/login/

1.08 Disclosure of Information and Compliance with Freedom of Information Act Laws
All information submitted in response to this RFI becomes the property of the County and may
be returned only at the County’s option. All information is subject to the Freedom of Information
Act. Records are closed or confidential only if specifically stated in the law.

Respondents may make a written request to hold confidential any trade secrets and other
proprietary data contained in its response. Respondent must clearly identify the material
considered confidential and explain why the material is confidential. If the County receives a
request for public information, the County FOIA Officer shall determine whether the information
is an exception to FOIA and the information shall be processed accordingly.

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 SECTION TWO
GOAL AND BACKGROUND INFORMATION

2.01 Goal and Background Information

The County is requesting information to provide an easy, efficient and affordable credit card
processing system that will enable the public to make credit card payments. The following
background information is intended to help respondents understand the needs of the County.
The County has experienced a decentralized approach to credit card payment where each
Court and Department selected and implemented a processing system of their choice. The
County is designing a new website and the goal is to have all Courts and Departments using the
same vendor for the processing of all over the counter and online credit card transactions.

2.02 Information Requesting

Respondents are asked to provide a response in the following format:
A. Introduction
1. Contact name, phone number, and email
2. Business name, address, and phone number
3. Brief Description of Firm

B. Technical Response

Respondents are asked to provide the following information

1. Over the Counter Payments

a. Briefly Describe your system and process for over the counter payments
b. Integration with other County backroom financials or other applications
c. Equipment requirements such as credit card swipers and printers
2. Online Payments
a. Secure online payments assurance
b. Confirm efficient payment using mobile and tablet enabled devices
c. Demonstrate process for branding to match new website presence
3. General Service Requirements (state your ability to meet the following)
a. Secure processing -Payment Card Industry (PCI) Certified
b. Quick, easy and efficient credit card payment
c. Real time reporting capabilities
d. Multiple payment methods (Visa, MasterCard, Discover, American Express)
e. Enhanced Access Fees (EAF) – provide a table of fees for each price range
f. Revenue Sharing- if available provide a revenue sharing model
g. Fraud Protection – statement to what extent you provide protection or
reimbursement against fraudulent transactions

C. Enclosures

Optional- Include vendor marketing material for your credit card processing system.

Responses to the Credit Card Payment Processing RFI#112-20 due at 3:00 PM;
WEDNESDAY, MARCH 11, 2020;
LATE SUBMISSIONS WILL NOT BE CONSIDERED.