Electronic Payment Solutions

The vendor is required to provide and integrate a payment processing system with the county website.
- To enhance the user experience and streamline payment processing, county seeks a vendor capable of integrating a secure and compliant payment solution that supports multiple payment methods, including credit cards, debit cards, and mobile wallet.
- Payment Processing Requirements:
•Provide a secure web payment page hosting, transaction processing and related services
•Ability to process payments for Civil Process fees
•Ability to integrate with the agency website
•Ability to allow select agency staff to initiate refunds
•Support for multiple payment methods , including credit card, debit card, and electronic wallet
•Configuration options allowing agency to change costs and items
•Maintenance of detailed transaction records (e.g., payment date, method, amount, payer name, participant, and payment purpose).
•Compliance with and approved by the comptroller pursuant to the comptroller payment collection data security policy.
•Refund management process
•The page must allow the customer to choose: (1) the type of service; (2) the type of document; (3) the number of individuals to be served; and, (4) the location of the city or town to be served; all four of these factors will then be included in calculating the checkout price.
•Electronic receipt must be generated that includes the four categories listed in there is no limit in the number of transactions that can be processed daily.
•Payment shall be deposited no less than monthly into the agency Civil Division’s bank account.
- Reporting and Notifications:
•Ability to allow agency staff to generate custom data reports by type of service, city or town, or customer.
•Ability to generate ad hoc reports and schedule automated report generation.
•Automatic confirmation of payment for both customers and agency staff sent through email.
•All Payment reporting will be done at the vendor’s payment site and will not be executed with the agency website.
•Vendor will provide agency with a payment and payment reporting portal.
•Payment portal will provide variety of search and reporting features, including transaction look up, daily transaction reports, transaction history reports, exception reports, refund reports, chargeback reports, and daily reconciliation reports.
•Reports are available in real time; agency will have the availability to run reports at any frequency it desires.
•Agency will have the ability to assign system access to the payment portal to multiple individuals.
•Historical data will always be available and never removed without the consent of the agency; all data will be maintained in compliance with data security best practices and retained according to the state records retention schedule.
- Daily reports will include but not be limited to:
•Transaction number
•Name of Payee
•Payee address
•Payee email address
•Payee phone number
•Payment type
•Amount paid
•What payment is for
•Date
•Confirmation number
•Comments
- Agency will be able to design reports to fit our needs. There will be no extra charge for report creation, design, and development.
- Agency will be able to search, drill down and report on any fields.
- Additional Requirements:
•Once payment is made, acceptance or rejection of the payment is displayed on the payment screen located on the vendor payment web site.
•If payment is approved, the payer will be presented with a payment receipt via the vendor site and shall also receive a receipt via their email and/or mobile device if the customer so chooses any outbound communication to and from the payment processing site will be the responsibility of the vendor.
•The vendor will update the agency specific vendor payment portal with payment details.
•Agency will notify the vendor through the vendor’s payment dashboard if a refund is needed; the vendor will refund back the credit card present for payment; if there is under payment the vendor will notify the applicant via automated email of underpayment and the remaining amount due.
•Payments will be able to be made 24/7/365.
•The vendor will create a link back to the precise page/location the end user accessed to process a payment designated agency website.
•The vendor will provide testing capabilities when upgrade to the agency site is being done.
- Compliance Requirements:
•Payment Card Industry Data Security Standards: Ensure compliance with for secure cardholder data processing, storage, and transmission.
•Personally Identifiable Information Protection: Safeguard PII related to payment processing in accordance with state and federal regulations,
•Data Security Audits: conduct independent data security compliance validations, as required, using a qualified security assessor from the commonwealth’s data security audits statewide contract.
•Annual Data Security Certifications: Assist agency with certifications required under the Commonwealth’s Internal Control Questionnaire process.
 
- Contract Period/Term: 4 years