2025-0201-FIN/JL Payment by Debit/ Credit Card or Electronic Transfers Services Addendum No 3

Agency:	Santa Fe County
State:	New Mexico
Type of Government:	State & Local
NAICS Category:	522320 - Financial Transactions Processing, Reserve, and Clearinghouse Activities 541519 - Other Computer Related Services
Posted Date:	Feb 25, 2025
Due Date:	Mar 6, 2025
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rfp	2025-0201-FIN/JL Payment by Debit/ Credit Card or Electronic Transfers Services 2025-0201-FIN JL Payment by Debit Credit Card or Electronic Transfers Services.pdf Addendum No 1-2025-0201 FINJL 02142025.pdf Addendum No 2-2025-0201 FINJL 02182025.pdf Addendum No 3-2025-0201 FINJL

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Justin S. Greene

Commissioner, District 1

Lisa Cacari Stone

Commissioner, District 2

Camilla Bustamante

Commissioner, District 3

Adam Fulton Johnson

Commissioner, District 4

Hank Hughes

Commissioner, District 5

Gregory S. Shaffer

County Manager

February 25, 2025

SANTA FE COUNTY

RFP No. 2025-0201-FIN/JL

PAYMENT BY DEBIT/CREDIT CARD OR ELECTRONIC TRANSFERS SERVICES

ADDENDUM NO. 3

Dear Proponents,

This addendum is issued to reflect the following changes, effective immediately. It shall be the

responsibility of interested Bidders to adhere to any changes or revisions to the RFP as identified

in this Addendum No. 3. This documentation shall become permanent and made part of the

departmental files.

REMINDER: Deadline for proposals is Thursday, March 6, 2025 at 2:00PM.

Attachment B: Monthly Average Credit Card Usage

Question No. 1: Does Santa Fe County want hard copy proposals or are electronic proposals

acceptable via the Drop Box link?

Answer No. 1:Santa Fe County does not have a preference, however, electronic submissions are

strongly encouraged, as they streamline the process for vendors. Proposals submitted via Dropbox

should

uploaded

using

the

following

link:

https://www.dropbox.com/request/g8XKmgJDGDXuM7JZxTd2.

Question No. 2: By department, list the municipal software being used and if integrating into that

software is required.

Answer No. 2:

The County’s currently integrated software are the following:

CentralSquare

Cubics Utility Software (ACI Payments Inc) – integration not needed

Clerk – ClerkTrack but transitioning to GovOS

Growth Management (permits) - GeoCivics

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

Question No. 3: Is the winning credit card processor required to have an integration to CentralSquare?

Answer No. 3: Yes, however, the County will work with the awarded vendor on scheduling

implementations to try to limit duplicative implementation for tor CentralSquare or the new ERP.

Question No. 4: What is the actual credit card volume and average ticket of each department?

Answer No. 4: Please see attached for all payments types, excluding property taxes (see below).

Treasurer’s office 12-month numbers 23546 transactions totaling $50,592,253.03. That’s a

transaction average of around $2148.65.

Question No. 5: Is invoicing fees required, or can we directly debit your account?

Answer No. 5: Fees are passed on as a convenience fee to the consumer.

Question No. 6: Are all departments required to use the winning vendor, or can they stay with the

incumbent?

Answer No. 6: Yes, all departments are required to use the awarded vendor as required in Resolution

2022-80

Question No. 7: The RFP mentions the integration with systems currently in use in the various county

departments. Besides CentralSquare, can you please list those other programs/systems? Also, what

hardware is necessary for each department?

Answer No. 7: See response to No. 2 regarding programs the County is currently using and no known

special hardware is needed for integration.

Question No.8: Does the county have direct contact at CentralSquare to aide in specific details

regarding the integration?

Answer No. 8: Yes, and the details will be shared with the awarded vendor.

Question No. 9: In RFP page 6 “Only a portion of property taxes are currently collected by payment

card.” - Please clarify. Does the second line of the table (“Online Payment Card Property Tax

Payments”) represent all payment card transactions for property tax?

Answer No. 9: Yes, the second line of the Online Payment Card Property Tax Payments table

represents the volume of property taxes collected by the current merchant service vendor.

Question No. 10: In RFP page 6 Chart of Santa Fe County Incoming Payment Details for Calendar

Year 2024 - Will all of these departments/installations be participating in this procurement? (ex., Will

the selected vendor be responsible for the Lockbox property tax payments?)

Answer No. 10: No. The awarded vendor would not be responsible for Lockbox. This is handled by

the County’s banking institution. All other departments collecting cash receipts will be given the

option to accept electronic payment. Most departments currently do accept electronic payments.

Question No. 11: Do any of the lines include multiple payment methods (credit, debit, eCheck, etc.)?

If so, can the County break down each line by payment method?

Answer No. 11: The County accepts eCheck, debit (Visa, MC, Discover), credit (Visa, MC, AmEx,

Discover), PayPal, PayPal credit, Venmo

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

Question No. 12: in RFP page 8 “General Conditions. Contractor must submit evidence of insurance.”

-Will responding vendors need to submit evidence of insurance with our proposals, or is this only a

requirement for the awarded vendor?

Answer No. 12: Each vendor will need to submit evidence of insurance with their proposal.

Question No. 13: In RFP page 25 “Preferences” -If a vendor does not meet any of the preference

criteria (in-state, resident veteran, and/or Santa Fe County), can the vendor still gain any preference

points by partnering with a subcontractor that meets one or more of these criteria?

Answer No. 13: No.

Question No. 14: In RFP page 31 Appendix C: Resident Veterans Preference Certification. Should

this form be omitted from a vendor’s submission if the vendor is not claiming resident veterans

preference?

Answer No. 14: If the vendor does not possess or hold a Resident Veterans form then they do not

need to include this form in your proposal.

Question No. 15: Will the County provide the current rates for each participating department?

Answer No. 15:

Tax Payments - 2.5% for all debit/credit card transactions

All other Payment Types - 2.65% for all debit/credit card transactions

All Payment types - $1.95 flat fee for e-check transactions.

Utility payments – ACH $1.05 per transaction and debit/credit $2.05 per transaction

Question No. 16: Will the County accept electronic signatures on proposal forms requiring

signatures?

Answer No. 16: Yes

Question No. 17: Will the County accept electronic notarization on proposal forms requiring

notarization?

Answer No. 17: Yes

Question No. 18: Does the County currently use a single payment vendor, or several?

Answer No. 18: Paymentus & ACI Payments Inc ACI Payments are being used for utility billing, the

County is currently in transition from Cubics software to CentralSquare for utility billing.

Question No. 19: Is the County looking to consolidate all departments under a single vendor?

Answer No. 19: Yes

Question No. 20: How many point-of-sale terminals will the County require for each participating

department?

Answer No. 20: Approximately 15-25, this may increase or decrease with the County’s needs

Question No. 21: During the pre-proposal conference, the County mentioned a batch process with

Central Square and then a real-time process. Could you please elaborate on how Paymentus is

currently integrated with Central Square?

Answer No. 22: We have jobs that query the tax tables for payments and property tax information

and send the information to Paymentus using SFTP on a daily based. We also receive payments from

Paymentus that the Treasure office loads payments with batch files into Central Square.

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

Question No. 23: During the pre-proposal conference, the County also mentioned they are going out

to bid for a new ERP solution. As your payment vendor will likely be selected before the County

decides on a new ERP, will that RFP solicitation specify the need for compatibility with your chosen

merchant credit/debit card services provider?

Answer No. 23: No, the County would expect the selected merchant services provider to be able to

interface at some level with the CentralSquare and the new ERP.

Question No. 24: Regarding implementation, is there a specific department/agency that will be the

first to adopt the new system, or will the County implement it across all departments/agencies

simultaneously?

Answer No. 24: Simultaneously through all the County departments.

Question No. 25: Are there specific areas of types of payment that will take precedence?

Answer No. 25: No.

Question No. 26: Can you provide more background on the County’s current payment processing

environment? For example, what systems are currently in place across all the Mid’s, and what

challenges or successes have been experienced?

Answer No. 26: The County’s current payment processing environment has been working with

minimal issues.

Question No. 27: We are aware of the County currently processing via data from the AS400, however

is it a mixed system with CentralSquare that also uses other resources i.e. Dell/HP etc. Windows

based servers for customer/taxpayer data that also requires custom integration?

Answer No. 27: No.

Question No. 28: Are there any historical performance metrics or case studies regarding current or

past systems that would help us understand these needs better?

Answer No. 28: No.

Question No. 29: Has the County evaluated any new payment processing solutions in the past two

years, and if so, what were the primary takeaways?

Answer No. 29: No.

Question No. 30: How many kiosks will be needed?

Answer No. 30: This would be a new option for the County to consider and determine locations that

would benefit from the option. At a minimum, there would be 2 locations where this would work.

Question No. 31: What specific remittance data elements do each of the County departments require?

Are there standardized formats or sample templates available?

Answer No. 31:

• Account number

• Date of payment and settlement date

• Payment amount

• Convenience fee

• Total amount charged

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

• County customer account #

• Customer name

• Customer contact information (i.e. phone, email)

• Payment method type (i.e. Visa (debit/credit), checking account, MasterCard (debit/credit))

• Payment method (last of 4 digits of the payment method)

• Origin (i.e. responsive OTP, IVR interface, customer portal)

• Channel of payment (i.e. web channel, customer portal, county dashboard, scheduled

payment)

• Originator (i.e. consumer, scheduler)

• Payment status

• Payment confirmation

Question No. 32: Are there any unique data capture challenges (e.g., custom fields, regional

variations) that we should be aware of?

Answer No. 32: For Treasurer’s Office - We require that our bills be viewable for 3-5 years on the

customers’ profile. We have had issues with getting those displayed correctly. We have had issues

with the proper amount of penalties and interest being displayed on the payment portal. Also, we

require that a 10-year tax table be viewable on every account. Here is an example of what we had

prior.

Question No. 33: Previously we had issues with the AS400 throwing corrupted files that get swapped

in the morning. That issue was with SunGard for the treasurer’s office. Is that also currently an issue

using CentralSquare or has that been resolved by County IT and no programing workarounds will be

required?

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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