Merchant Card Services

The Vendor is required to provide to establish a contract for merchant card, automated clearing house (ACH) and eCheck  services, which will enable state agencies and state smart buy members to accept payments using credit and debit cards, ach and eCheck payments.
- Responsible for designating depositories and financial agents of the state and for monitoring daily deposit flows and coordinating credit and debit card programs for state agencies.
- The contract(s) shall be in addition to and separate from any other contracts for any type of credit and debit card services that the office may have or may subsequently procure, including other contracts for credit and debit card services.
- Each Customer is treated as a separate entity and will have unique merchant agreements to provide credit and debit card services, but all are governed by the State’s master contract.
- The fees collected, the transaction volume, and the average ticket size of each Customer vary widely.
- Credit and Debit Card Acceptance/Authorization
•    Electronic authorization services, including Internet, if other than website and phone authorization, 24 hours per day, seven days per week.
•    An initial response time of not more than 30 seconds for any transaction with a monthly average of no more than 12 seconds per transaction.
•    Electronic authorization through a Point of Sale (POS) terminal.
•    Electronic authorization through a computer.
•    Back-up procedures for alternative authorization in the event that the individual Customer is unable to access the system via computer or POS terminal.
•    Procedures to securely issue a credit to a customer account.
•    A means of alternative authorization provided during network downtime.
- ACH and eCheck Payments
•    Support for all agency formatted Standard Entry Class (SEC) Codes.
•    The ability to connect and support ACH and eCheck payment transactions, including same-day transactions.
•    Deposit all funds for all ACH and eCheck payments into the appropriate CPA-Treasury account for state agencies and into designated accounts for state SmartBuy Members.
•    Propose a funds flow process for debit-based ACH and eCheck payments by a Consumer, subject to CPA approval.
•    Funds flow process shall minimize risk to CPA, Customers, Consumers, and Contractor.
•    Funds flow process shall be mutually agreed to by the Parties prior to award.
•    Respondent’s bank account(s) shall be Federal Deposit Insurance Corporation (FDIC) insured.
•    Support for variable recurring payments.
- Provide a monthly service charge report (statement) detailing the total dollar volume, the number of transactions processed, ACH, eCheck, or card type and any and all service charges to each participating Customer.
- Account Manager must be accessible by direct toll-free telephone numbers (no extensions), email and extremely knowledgeable of all aspects of the State’s programs.
- The Account Manager must be available Monday through Friday (excluding Federal and State holidays) from the core hours of 8 am to 5 pm Central Time.
- The Dedicated Account Manager shall also be expected to continually promote and increase participation in the Contract with the SmartBuy Members during the contract period.
- Account manager and a backup person must be assigned to each Customer as a point of information, coordination of new projects, and escalation point for unresolved issues. 
- Account manager and backup person must be knowledgeable with the needs of assigned Customers, relevant state laws, and the services to be awarded under this Contract.
- Customer Service Representatives must be accessible by direct toll-free telephone numbers (no extensions), fax and email, to handle questions and customer service matters, with coverage on Monday to Friday (excluding Federal and State holidays) from 7 am to 7 pm Central Time.
- Point of Sale Support must be available by toll-free telephone number 24 hours a day, seven days a week. This must also include access to the communications network/computer processor 24 hours per day, seven days per week.

- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: October 20, 2025
- Questions/Inquires Deadline: October 22, 2025