Web Based Electronic Payment Software

The vendor required to provide web-based electronic payment software solution that is capable of providing real time data and robust reporting.
- the software product will be used to conduct payment transactions including those that pertain to Licenses, permits, tax assessments, invoices, violation notices and parking fees for the city. 
- The software product will be able to provide integrated voice recognition (IVR) functionality that is fully integrated with the web-based platform, and thus seamless to our constituents.
- The solution should support all major credit cards, debit cards (pin-based and pin-less), e-check, and ach transactions. 
- Payments for collection and processing of payments can be via the internet, interactive voice response (IVR), key entry, point-of-sale devices, walk in, payment kiosk, and possibly others.
- Software solution proposed must work in conjunction with the city of advantage financial management information system (FMIS) software.
- Requirement:
•    The system must be web-based and provide capabilities to allow viewing access as well as data entry by city of user departments and any other interested party deemed appropriate by the city.
•    Allow for citizens to access the service by logging on from a link embedded on the city of website or a telephone call to an integrated voice recognition (IVR) platform, branded as the city. 
•    The system will be user friendly, utilizing point and click methodology along with data input via keyboarding.
•    The system shall utilize drop down menus and radio buttons where possible to enhance the ease of use.
•    Allow for citizens to make one-time payments via credit card, debit card, or electronic check (ACH). 
•    Proof of payment shall be given to the customer in the form of an email or via a self-printed receipt. 
•    A confirmation number shall also be generated.
•    Allow citizens to utilize MasterCard, MasterCard debit, visa, visa debit, American Express, discover, discover debit and electronic check (ach) to remit payments.
•    Allow for citizens to register within the system, whereby they can authorize future and multiple payments. 
•    The system shall store pertinent demographic data, including username, password, security questions and credit card information. 
•    Proof of payment shall be given to the constituent in the form of an email or via a self-printed receipt. 
•    A confirmation number shall also be generated.
•    Provides the appropriate level of PCI compliance. 
•    The city of preference would be that no credit card numbers are stored on our servers. in addition, all credit card transactions should be processed on the server of the chosen vendor. 
•    The personal information of the customer must be fully encrypted for the entire transfer, as they pass from our pos to the vendor server.
•    Allow for the uploading and attachment of files to electronic remittance transactions, for both one time and enrolled constituents.  
•    Include pdf, gif, bmp, grid, TIF, jpeg, doc, XLS, xml and csv.
•    Allow for maintenance by designated city of employee’s roles to include user and administrator. administrator shall have the ability to add, delete, modify, and unlock users, as well as any other tasks the city of deems necessary. 
•    Users shall have the ability to complete payment transactions, voids, refund payments, maintain citizen profiles, un-enroll citizens, maintain user profiles, run role appropriate reports as well as any other tasks the city of deems necessary
•    Have in place mechanisms that can authenticate users, ensure payments can be matched to an outstanding invoice, and prevent a transaction from advancing to the next step if fields designated as mandatory are incomplete.
•    Be adaptable for future interface with the city of advantage FMIS system including the ability to export information from advantage into the system software.
•    Be adaptable for future interface with the city of Accela software including the ability to export information from Accela into the system software.
•    Provide general import and export (microsoft word, excel, outlook, access, etc.) capability and must be able to import and export from microsoft-based analysis tools.
•    Be capable of creating alerts in addition to automatic e-mails for notifications of updates, events and communications workflow.
•    The selected consultant shall provide appropriate training, detailed manuals and technical support as part of system implementation and maintenance
•    The system shall provide for consolidated settlement and allow for next day batch posting to the city's bank account.
•    The system shall provide a search mechanism to assist in managing returns, charge-backs, and retrieval requests.
•    System must generate reports based upon both standard and ad-hoc queries by the user, retrieve detailed listing of all major record types for a specified period of time (i.e. weekly, monthly, quarterly, yearly), and create reports based on keyword search results. 
•    Reports must be in a format that is easily manipulated. 
•    Examples of the reports to be generated include, but are not limited to:
o    Report of total system transaction amounts, by day, week, month, and prior YTD. 
o    Include total for division and separate break out by cashier.
o    Report of transaction amounts, by specific credit card type or ach, day, week, month, year-to-date, and prior year-to-date.
o    Report of balance due, by permanent parcel number (PPN) and owner's name.
o    Aging report billing versus payment.
o    Aging report for balances due by PPN and owner's name.
o    Reports for all organizational management levels; as deemed necessary by the city.
o    Statistical report to include average, median, mode, standard deviation, skewness, outlier, etc. for transactions, voids, refunds.
o    Report detailing returns and exceptions.

- Pre-Proposal Meeting (Non-Mandatory) Date: December 1, 2025
- Questions/Inquires Deadline: December 5, 2025