4578 Merchant Svcs RFP Complete 1
Purchasing Department
901-B Texas St.
Denton, TX 76209
(940) 349-7100
www.dentonpurchasing.com
RFP 4578
REQUEST FOR PROPOSAL
FOR MERCHANT SERVICES
SEPTEMBER 3, 2010
OPENING DATE:
OCTOBER 4, 2010
Proposal submitted by:
Company Name
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NOTICE TO BIDDERS
Sealed proposals will be received by the City of Denton, Texas at the office of the Purchasing
Agent prior to 2:00 p.m. CST. October 4, 2010 then publicly opened to purchase the following
listed items as per proposal instructions and specifications.
RFP # 4578– Request for Proposals for Merchant Services
Qualified prospective bidders may obtain copies of the proposal invitation with
information to bidders, proposals, plans and/or specifications at the office the Purchasing
Agent, located at 901-B Texas Street, Denton, Texas, 76209 in the Purchasing/Warehouse
portion of the Service Center complex.
The City of Denton, Texas reserves the right to reject any and all bids, to waive defects in bids,
and to award proposal separately or in conjunction with the City’s request for proposals for bank
depository services.
Minority and small business vendors or contractors are encouraged to bid on any and all City of
Denton projects.
CITY OF DENTON, TEXAS
(940) 349-7100
KAREN SMITH
SENIOR BUYER
This advertisement to run: September 7 & 14, 2010
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1.0 INTRODUCTION
The City of Denton is seeking fully hosted applications from eligible merchant institutions
for a fully integrated merchant services program for the City of Denton that includes
credit/debit card acceptance, check verification, check guarantee, and check conversion
through face-to-face, phone, mailed-in, integrated voice response (IVR), e-check and web
transactions. Currently, the City does not utilize e-check but desires to implement this
service as a result of this proposal process. The City of Denton is an incorporated
municipality located in Denton, County Texas. Revenues are largely generated through the
collection of utility payments, permits, fines and fees, traffic citations, etc.
This Request for Proposals (“Request”) is intended to serve as the OFFICIAL PROPOSAL
FORM for the merchant services agreement. There are several blanks to fill in and
questions to be answered. Any alterations, changes, or deletions to this Proposal may be
reason for the City to disregard and reject the proposal. All points outlined and materials
requested will be incorporated into the bidder’s reply to be considered for evaluation.
Attachments will be appropriate in order to answer some of the enclosed questions.
Questions regarding this Proposal should be e-mailed to: Tony Puente, Treasury Manager,
at Antonio.Puente@cityofdenton.com or faxed to 940-349-7206.
2.0 CALENDAR OF EVENTS
Target Date Description of Events
September 3, 2010 Proposal sent to all prospective bidders
September 7 & 14, 2010 Advertise Merchant Services notice in local newspaper
September 15, 2010 Questions regarding Proposal due to City
September 17, 2010 City to send responses to all Bidders
October 4, 2010 Receive proposals from interested Merchants
October 18-22, 2010 Merchant Presentations and Product Demonstrations
TBD Review proposals with Audit/Finance Committee
December 7, 2010 City Council to award contract
June 1, 2011 Merchant Services contract period begins
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3.0 EVALUATION CRITERIA AND FACTORS
The City staff will review the submitted proposals carefully. The recommendations will be
based on the proposal determined to be the best value to the City of Denton based upon the
following selection criteria:
45% Lowest aggregate cost of merchant services
1. Proposed Fee Schedule.
2. Proposed Fee in compliance with minimum specifications.
3. Proposed check verification and guarantee fees.
4. Proposed check conversion fees.
5. Proposed implementation costs, including other costs identified by
City in conjunction with existing software and hardware.
35% Ability to perform the requested services
1. Demonstrated prior experience in providing similar services.
2. Capability to provide responsive service.
3. Capability to provide off-site technical support.
4. Service and technical support infrastructure.
5. Timeliness of deposits into City’s bank account.
20% Agreement to points outlined in this Request
1. Adherence to requirements of Request.
2. Bidder’s responsibility clearly defined.
3. City of Denton’s participation and responsibility clearly defined.
4. Service availability and proposed activation schedule.
The City of Denton, Texas reserves the right to reject any and all bids, to waive defects in
bids, and to award proposal separately or in conjunction with the City’s request for proposals
for bank depository services.
4.0 PROPOSAL CONTENTS
In order to be considered, all proposals must include the following:
4.1 Cover Letter
The first page of the proposal must be a cover letter providing an overview of the
company’s service and any special considerations. Please provide the names, titles,
mailing addresses, phone numbers and e-mail addresses for at least two company
representatives that may be contacted for questions on this proposal.
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4.2 Responses to Requirements
All requirements contained in this Request must be responded to in the same order as
they are shown. Use the same numbering scheme and respond to every requirement.
For questions that do not apply to the proposed program, use “Not Applicable” after
the paragraph number.
4.3 Supporting Documentation and Other Attachments
All information that supports the answers for the questions must be included in the
appropriate section and labeled with the corresponding requirement number.
Additional material may be submitted at the end of the proposal.
4.4 Pricing
All pricing must be described in complete detail including Discount Rate, all fees,
and charges, including the processing of refunds. Explain how the rates and charges
are calculated and where, if applicable, volume discounts apply. Please specify if any
monthly or annual fees or minimum discount fees will be charged and explain the
purpose of these fees and charges. Clearly identify whether or not government and/or
utility discount rates have been utilized or explain the reason why a more economical
discount rate was utilized.
4.5 References
Three references must be submitted for similar programs launched within the past
three years. Each reference must include a brief project description, the company/city
name and address and the name, title, and phone number of an individual who can
speak knowledgeably about the project.
4.6 Proposed Contract
Bidders will be required to execute, if awarded the merchant services contract, the
documents attached as Attachment “A” – Merchant Services Contract, unless bidders
note in their proposal exceptions to the terminology in such attachment. This contract
will be considered a draft from which to develop the final contract with the City of
Denton.
4.7 Transition/Implementation Schedule
The implementation plan for this system is critical to the success of this program.
Please provide detailed information regarding the program launch, including the
project timeline (milestone dates) for implementing and transitioning from the City’s
current provider to your institution. Please detail any one-time implementation costs.
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5.0 MERCHANT ACCOUNT REQUIREMENTS
The City desires check, credit card and debit card services for the purpose of collecting
payments for 21 merchant accounts (point of purchase and/or accounts receivable
conversion) and 3 internet accounts (Utilities, Municipal Court and Building Inspections).
It is critical that the Merchant provide complete and accurate processing for MasterCard
and Visa card transactions accepted by the City of Denton in compliance with Payment
Card Industry (PCI) standards. The City only accepts MasterCard and Visa. In order to
minimize the risk of fraudulent check transactions and minimize resources spent on the
collection of returned (NSF) checks, it is critical the Merchant provide check verification,
check guarantee and check conversion services. The City’s Library payments are made
through PayPal but must be processed/funded through the selected Merchant. Face-to-
Face, phone, mail-in, integrated voice response (IVR), e-check and web transactions will
be handled at the City of Denton.
Attachment A contains the City’s average merchant services activity over the past 12
months. Using Attachment B, please indicate the cost of providing each of these services
on a per-item basis. If appropriate, identify other services not listed and their associated
costs. Any service not appearing or that does not have a fee indicated on the Proposal
Form will be considered to be free of charge in the merchant services contract. Please
attach a sample monthly statement.
5.1 List any other applicable credit card charges, including information on discount rates,
government rates, and MasterCard/Visa utility rates, also monthly maintenance,
statement, software and minimum transaction fees. Only the credit card charges
listed on Attachment B and in this section will be acceptable in the monthly credit
card statement.
5.2 Please describe how mail-in and phoned credit card transactions, and e-check will be
handled.
5.3 Describe in detail how the City of Denton’s processing program will be operated on a
day-to-day basis. Provide transaction flow diagrams whenever possible.
5.4 Identify all subcontractors to be used for these services and what procedures will be
used to monitor quality.
5.5 Explain what back-up procedures will be established in the event of a problem at the
City of Denton or with the merchant provider.
5.6 Merchant capability to meet the following requirements for internet, POP, ARC, and
e-check must be detailed in the proposal.
5.6.1 AAVS and CVVI verification is required.
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5.6.2 Daily settlements based on Central Standard Time. Funds must be
available the same, preferred, or next day. Deposits to the City’s
depository account must be made daily and must reflect daily batch
settlement totals.
5.6.3 Must provide on-line reporting services allowing viewing capabilities of
all transactions by merchant number. Service must allow exporting and
downloading of all transactions for the City.
5.6.4 Must provide chargeback information by e-mail, fax and/or on-line
application.
5.6.5 Must provide internet gateway service.
5.7 Notification to payer of the dollar amount of all payments and obtain the
payer’s approval (electronic or otherwise) of such charges prior to initiating credit
and/or debit authorizations.
5.8 Provide payers with confirmation of payment transactions electronically.
5.9 Electronically transmit all card transactions to the appropriate card processing center,
in real time, as the transactions occur, and balance and reconcile electronically
captured transactions on a daily basis.
5.10 Retain credit authorization logs and transaction records for such period of time as
required by applicable law and the rules, regulations and operation procedures of the
respective card organizations, and records shall contain the following information:
transaction type, date and time of transaction, City account number, and card’s
account number and expiration date, card holder’s name, dollar amount of transaction
and approval code.
5.11 Provide City of Denton with logos, graphics, and other appropriate marketing
materials for citizen communication in English and Spanish.
5.12 Provide City of Denton with monthly reports (in a mutually agreed upon format)
summarizing use of the services for the applicable reporting period. Sample report
must be included in this proposal.
5.13 Provide IVR and internet payment service in both English and Spanish.
5.14 Explain how the Merchant will handle any copy requests or chargebacks for the City
of Denton.
5.15 Identify all subcontractors to be used for these services and what procedures will be
used to monitor quality.
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5.16 List any other applicable check or credit/debit card service charges. Only the
charges listed above and in this section will be acceptable in the monthly fee
statement.
5.17 Check Verification. Provide a service that uses negative and activity data, in addition
to other tools to issue a response code back to the City enabling the City to determine
whether to accept a check. Please describe the services available.
5.18 Check Guarantee. Provide a service that uses negative and activity data, in addition
to other tools to issue a response code back to the City enabling the City to determine
whether to accept the check. Checks approved through this service will be backed by
the Merchant. Please describe the services available.
5.18.1 The City of Denton is to receive 100% of its check collections. Return
checks will be the responsibility of the Merchant. Explain how return
checks will be handled.
5.19 Check Conversion. Provide a service that converts paper checks into electronic items
at the point of purchase and accounts receivable environment, and initiate a direct
ACH deposit of funds into the City’s account. Explain the services available.
5.19.1 Explain the check conversion process and any requirements for the City in
handling or retaining voided or electronically processed checks.
5.19.2 Must provide daily settlement of the City’s transactions in accordance
with the City’s approved procedures and time periods. Cash receipts in
the settlement account must reconcile with the submitted batch report each
day.
5.19.3 Describe the service’s reporting capabilities. Must have the capability of
providing daily batch reports by cashier and location reference number.
5.19.4 Explain how returned checks will be handled if the City chooses to use
check verification or the check guarantee services listed above.
5.20 Red Flag Act Rules and Fair & Accurate Credit Transactions (FACT) Act.
City’s utility staff are required to receive annual training for compliance with the
FTC’s Red Flag Act Rules. Indicate if the Merchant is able to offer local training to
City staff in the areas of cash handling, identity theft prevention or counterfeit
detection.
The Merchant is required to comply with the Red Flag Rules and the FACT Act. The
Merchant must ensure that all nonpublic personal customer identity information
provided by the City remain confidential by maintaining safeguards for the
information received. The Merchant will not disclose or use such information for any
purpose other than is reasonably necessary to fulfill the purpose for which such
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information was provided by the City or as otherwise permitted by applicable law. A
signed service provider acknowledgement form must be completed in conjunction
with the Merchant Services contract.
5.21 Identify all subcontractors to be used for these services and what procedures will be
used to monitor quality.
6.0 TECHNOLOGY REQUIREMENTS
It is critical that the system installed at the City of Denton be a fully hosted system,
incorporates current technology and fully integrates with our existing web processor and
provides smooth and efficient transaction processing. Describe the type of equipment
and support to be provided. Merchant must be able to fully integrate into the City’s
existing software via an Application Program Interface (API) set up by Teleworks, an
outside technology firm contracted by the City.
6.1 System Requirements
6.1.1 Point of Sale processing terminals for handling check verification and
batching and debit or credit card authorizations are to be connected to
existing Microsoft Windows-based desktop computers through standard
peripheral connections, such as COM or USB (Preferred). The terminal
peripherals would utilize software present on the computer, either an
installed software client or a web-browser-based control interface, to
communicate via the internet with the Merchant’s host system for
purposes of communicating transaction information at the point of
purchase. Client software would provide for receipt printing of all
transactions, with capability to re-print receipts if necessary. Software
interface must be capable of handling both card-present, and card-not-
present transactions, along with check conversion, and associate each with
the correct fee schedule.
6.1.2 Transaction data would need to be captured and cataloged according to the
following hierarchy: City of Denton >> Department >> Location >>
Operator >> Batch ID. Reporting capabilities would need to be provided
to allow the City to research and reconcile transactions passing through
the Merchant. This reporting should be web-based, and accessible in real-
time. Transaction data should be captured either locally on City provided
database and hardware platforms or remotely at the Merchant’s location as
long as reporting needs are effectively met.
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6.2 Point of Purchase Equipment
The City prefers that bidders utilize the following hardware/software currently
owned and deployed throughout the City: RDM711F (dual sided check scanner
with credit card magnetic reader), Verifone PIN Pad 1000SE, and Verifone
Printer 900.
If bidders require different hardware/software, please list any hardware/software
requirements for this service and the costs to replace existing hardware/software.
Please list financing options or other replacement considerations bidder may
desire to propose to the City. City prefers one piece of equipment that processes
checks and credit cards. Below are the hardware/software requirements the City
prefers if current hardware/software cannot be utilized:
6.2.1 Debit/Credit Card Terminal – Industry standard hardware utilizing 3-
track magnetic stripe reader, integrated PIN pad and display unit with
COM or USB (Preferred) connectivity to interface with current Microsoft
Windows-based desktop computer. Terminal would have the ability to be
placed within the customer’s reach for transaction processing so as to
afford the customer the added security benefit of card retention. Terminal
display would be programmed with all relevant customer prompts and
responses so as to minimize cashier instruction.
6.2.2 Check Processor – Industry standard hardware utilizing horseshoe bend-
style check processor with COM or USB (preferred) connectivity to
interface with current Microsoft Windows-based desktop computer.
Processor must perform MICR capture, two-sided check imaging, and
endorsement of the item in one pass. After the item is processed, the
cashier would be prompted to enter the dollar amount of the item and
other City required data for completion of the transaction.
6.2.3 Receipt Printer – Industry standard thermal printer hardware using
Parallel, COM or USB (preferred) communication to connect to current
Microsoft Windows-based desktop computer. Printer should use 3”
standard two part paper rolls, and may incorporate automated feed cutter
(preferred) or tear off strip. Receipt would provide the following
information for all transactions: (1) credit cards - City logo, department,
address, phone number, operator, transaction date and time, card holder’s
name, last four digits of card used, transaction amount, approval code,
other City required data, and signature line and (2) checks - City logo,
department, address, phone number, operator, transaction date and time,
check number, transaction amount, approval code, and other City required
data.
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6.3 Software Updates
6.3.1 The City expects that software “bugs” will be addressed within a
reasonable and fair time frame under the basic maintenance agreement
held with the Merchant. A software “bug” is defined as a glitch, anomaly,
or other reproducible condition that materially affects the proper operation
of the software as designed, and prevents the City from using the software
as intended.
6.3.2 The City may request additional features or functionality during the
duration of the contract. City and Merchant will agree whether these
enhancements constitute a material change above and beyond what is
covered under the standard maintenance agreement for the software. In the
event that the changes represent a billed-for service, the City will have the
option to purchase the enhancement, and incorporate the ongoing support
for that enhancement as part of the standard maintenance agreement.
6.3.3 Merchant is responsible for ensuring that their software functions on
current mainstream desktop computers. This includes hardware not to
exceed 4 years in age, and the current public release of the Microsoft
Windows desktop operating system for business and professional use with
all required security patches installed. If the client software is deployed in
a browser, it must be compatible with the current retail release of
Microsoft Internet Explorer with all required security patches installed. It
is the Merchant’s responsibility, under the terms of the maintenance
agreement, to resolve issues arising from the application of critical
Microsoft patches that may interfere with the proper operation of the
Merchant’s software.
6.3.4 City is expected to have access to new releases of software free of charge
under the terms of the annual maintenance agreement.
6.4 Telephone Lines/Internet/Preferences for selection
6.4.1 None of the peripherals used in any solution will use a conventional
telephone line to process transactions; all transactions will be handled over
the Internet. In the event that Internet processing is unavailable,
transactions will be queued for processing at such time as Internet
connectivity is restored. This queuing process may be manual, or
integrated into the software (preferred). Provide an explanation of how
face-to-face credit card transactions can be authorized and then processed
later in the merchant software?
6.4.2 Preference will be given to vendors demonstrating the ability to fully
integrate all non-cash transactions regardless of collection method: in-
person POP, call center POP, self-service payment kiosk, e-government
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transactional website, e-check, and interactive voice response pay-by-
phone. Currently, the City offers kiosk, web, and phone payment options,
and is looking for the ability to integrate the POP capabilities.
7.0 REPORTING REQUIREMENTS
The City of Denton will require on-line access to daily funding notices, exception items
and weekly and month-end summary reports. One hard copy of each report must be sent
to the City of Denton by U.S. mail to the attention of the Treasury Manager. The daily
funding notice; must also be faxed or e-mailed each day. The City of Denton has a tiered
account structure and reports and transaction information must be accessible within each
tier.
For this proposal, describe the contents and distribution frequency of all of the reports
that will be provided to the City of Denton. Sample reports must be included in the
proposal.
8.0 OPERATIONS AND TECHNICAL SUPPORT REQUIREMENTS
The processing system provided must be fully automated and easy to use. Describe in
detail how the program will be operated on a day-to-day basis. Identify the
subcontractors to be used for these services and what procedures will be used to monitor
quality. Additionally, explain what back-up procedures will be established for each item.
Include the activities listed below in your description.
8.1 Supplies/Equipment
It is critical that the Merchant provide the City of Denton with the necessary
equipment and supplies for this program. Describe the entire process in detail;
include:
8.1.1 What equipment/supplies will be needed
8.1.2 Who should order them and how
8.1.3 From whom and where they are to be ordered
8.1.4 What time schedules should be used for placing orders
8.1.5 Provide complete pricing
8.2 Error Detection
It is important that the Merchant does everything possible to identify errors for the
City of Denton. Describe actions the Merchant will take to identify and correct
errors? Include how different errors will be handled such as interchange rates,
late daily settlements, etc. Also include methods for notifying the City of Denton
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of these errors and advise what level of support front line custodians will be
provided during all business hours.
8.3 POP Signage
Identify the requirements regarding point of sale signage and formats for mail-in
forms. Please describe as much of this information as possible.
8.4 Chargebacks and Copy Requests
The City of Denton expects to maintain transaction copies. Please explain
requirements that must be followed regarding these receipts and the penalties for
not doing so. Explain how the Merchant will handle any copy requests or
chargebacks for the City of Denton. The City of Denton expects the Merchant to
fully represent its position in the event of any type of dispute with one of the card
companies.
8.5 Training and Reference Manuals
It is the Merchants responsibility to ensure that the City of Denton staff is
thoroughly trained before the program launch will be considered final. Describe
the requirements for installing and using the equipment. Include explanations of
time, skill, and resource requirements. Describe any manuals, videos, or other
materials that will be provided; if possible provide samples.
8.6 Escalation Procedures
Indicate what procedures are in place in the event that a problem with the program
needs to be brought to the attention of the Merchant’s management. This applies
to both the conversion process and for situations that may occur once the program
is fully operational.
9.0 PROPOSAL INSTRUCTIONS
9.1 Date, Time, Location
Five (5) copies of the sealed proposals clearly marked “Proposal for Merchant
Services” should be delivered to the office of the Purchasing Agent located at the
City’s Service Center, no later than 2:00 p.m. CST, October 4, 2010 to the
attention of:
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Karen Smith
Senior Buyer
901-B Texas St.
Denton, Texas 76209
NO PROPOSAL WILL BE ACCEPTED AFTER 2:00 P.M. CST.
9.2 Response to the Proposal
This proposal form must be used to submit rates and to answer questions
wherever possible. However, any point that the bidder cannot agree with should
be clearly noted with attachments, which explain this disagreement. Please
reference the section and paragraph in these cases. Also, please clearly restate the
question when supplying answers on any supplemental pages.
9.3 Pricing
All pricing must be described in detail. Include all assumptions upon which the
prices are based. The City of Denton would like separate pricing for face-to-face,
web, mailed-in and phone transactions, and e-check (See also 5.0. Requirements)
9.4 Additional Information
The City reserves the right to request additional information or to meet with
bidders to discuss points in the proposal before and after submission, any and all
which may be used in forming a recommendation.
9.5 Right to Reject Bids
The City reserves the right to reject any and all proposals or to award proposal
separately or in conjunction with the City’s request for proposals for bank
depository services.
10.0 CONTRACT SPECIFICS AND MISCELLANEOUS INFORMATION
10.1 Periodic Review
The City of Denton may require a review meeting at least once every month to
evaluate the working relationship between the City and the Merchant Services
provider. The objective will be to address any problems and to seek a responsible
solution. More frequent meetings may be called if necessary.
10.2 City Council Action
The final appointment will be made by the City Council of the City of Denton.
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10.3 Designation of Individuals
Upon being awarded the contract, the Merchant provider shall designate, in
writing, an individual to be the official contact person for all correspondence.
The City of Denton shall do the same.
10.4 Program Launch
Program launch will occur with installation of the equipment and completed
training of the City of Denton staff. These activities should have minimal impact
on day-to-day operations of the City of Denton and should be in coordination with
the implementation of a new bank depository. Unless emergency work is
required, any on-site work must be scheduled at least two days in advance.
Business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.
10.5 Contract Term
The term of the agreement will be for a five (5) year period. However, the City of
Denton retains the right to cancel this Agreement with 90 days written notice and
prefers a dynamic rate structure with the ability to match market pricing.
10.6 Non-Exclusive Agreement
The agreement granted will not be exclusive, and nothing contained in it shall be
construed so as to prevent the City from granting other like or similar rights,
privileges and agreements to any other person, firm or corporation.
10.7 Venue
For purposes of determining venue and the law governing the agreement granted,
services to be performed under said agreement are performed in the City and
County of Denton, Texas. Any suit or dispute regarding said agreement shall be
decided and settled in a State or Federal court of competent jurisdiction sitting in
Denton County, Texas for State courts, and sitting in the Federal Eastern District
of Texas, Sherman Division, for Federal courts.
10.8 Right to Audit
The City shall have the right to audit and make copies of the books, records and
computations pertaining to this agreement.
10.9 Banking Relationships
It is required that daily deposits for credit card and check conversion transactions
are made to the City’s Bank Depository daily.
S:\Materials Management\PRCH\BIDS SPEC\4000-4999\4578 Merchant Services\Attachment A - Merchant Services Contract with Ins CIQ (2).doc
MERCHANT SERVICES CONTRACT BY AND BETWEEN
CITY OF DENTON, TEXAS AND ______________________
PROPOSAL NO.
THIS CONTRACT is made and entered into this day of A.D., 2010, by and
between a corporation, whose address
is , hereinafter referred to as "Merchant," and the CITY OF
DENTON, TEXAS, a home rule municipal corporation, hereinafter referred to as "City," to be effective
upon approval of the Denton City Council and subsequent execution of this Contract by the Denton City
Manager or his duly authorized designee.
For and in consideration of the covenants and agreements contained herein, and for the mutual
benefits to be obtained hereby, the parties agree as follows:
I.
SCOPE OF SERVICES
Merchant shall provide all labor, supervision, materials and equipment necessary for
. These products and services shall be provided in
accordance with the Merchant's Proposal in response thereto, a copy of which is attached hereto and
incorporated herein for all purposes as Exhibit "A". The Contract consists of this written agreement
and the following items which are attached hereto and incorporated herein by reference:
(a) Merchant’s Proposal. (Exhibit "A");
(b) Insurance Requirements. (Exhibit "B");
(c) Form CIQ – Conflict of Interest Questionnaire (Exhibit "C").
These documents make up the Contract documents and what is called for by one shall be as
binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions of the
Contract documents, the inconsistency or conflict shall be resolved by giving precedence first to the
written agreement then to the contract documents in the order in which they are listed above. These
documents shall be referred to collectively as “Contract Documents.”
II.
TIME OF COMPLETION
Merchant agrees and covenants that all work hereunder shall be complete within
( ) days following notice to proceed from City.
Or
III.
TERM OF CONTRACT
The term of this Contract shall be five (5) years from date of contract execution unless otherwise
stated.
S:\Materials Management\PRCH\BIDS SPEC\4000-4999\4578 Merchant Services\Attachment A - Merchant Services Contract with Ins CIQ (2).doc
IV.
WARRANTY
Merchant warrants and covenants to City that all goods and services provided by Merchant,
Merchant's subcontractors, and agents under the Agreement shall be free of defects and produced and
performed in a skillful and workmanlike manner and shall comply with the specifications for said goods
and services as set forth in this Agreement and the Proposal attached hereto and incorporated herein as
Exhibit "A". Merchant warrants that the goods and services provided to City under this Agreement
shall be free from defects in material and workmanship, for a period of five (5) years commencing on
the date that City issues final written acceptance of the project.
V.
PAYMENT
Payments hereunder shall be made to Merchant following city's acceptance of the work and
within thirty (30) days of receiving Merchant's invoice for the products and services delivered.
Merchant recognizes that this Contract shall commence upon the effective date herein and
continue in full force and effect until termination in accordance with its provisions. Merchant and City
herein recognize that the continuation of any contract after the close of any given fiscal year of the City
of Denton, which fiscal year ends on September 30th of each year, shall be subject to Denton City
Council approval. In the event that the Denton City Council does not approve the appropriation of funds
for this contract, the Contract shall terminate at the end of the fiscal year for which funds were
appropriated and the parties shall have no further obligations hereunder.
VI.
PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC
Merchant shall at all times exercise reasonable precautions for the safety of employees and
others on or near the work and shall comply with all applicable provisions of Federal, State, and
Municipal safety laws. The safety precautions actually taken and the adequacy thereof shall be the sole
responsibility of the Merchant. Merchant shall indemnify City for any and all losses arising out of or
related to a breach of this duty by Merchant pursuant to paragraph VIII. INDEMNIFICATION and
paragraph IX. COMPLIANCE WITH APPLICABLE LAWS set forth herein.
VII.
LOSSES FROM NATURAL CAUSES
Unless otherwise specified, all loss or damage to Merchant arising out of the nature of the work
to be done, or from the action of the elements, or from any unforeseen circumstances in the prosecution
of the same, or from unusual obstructions or difficulties which may be encountered in the prosecution of
the work, shall be sustained and borne by the Merchant at its own cost and expense.
VIII.
INDEMNIFICATION
Merchant shall release, defend, indemnify and hold the City, its elected officials, officers and
employees harmless from and against all claims, damages, injuries (including death), property damages
(including loss of use), losses, demands, suits, judgments and costs, including attorney’s fees and
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expenses, in any way arising out of, related to, or resulting from the services provided by Merchant
under this Agreement or caused by the negligent act or omission or the intentional act or omission of
Merchant, its officers, agents, employees, subcontractors, licensees, invitees or any other third parties
for whom Merchant is legally responsible (hereinafter "Claims"). Merchant is expressly required to
defend City against all such Claims.
In the event the City is a named party to a suit arising out of the subject matter of this Contract,
the City shall have reasonable input into the selection of defense counsel to be retained by Merchant in
fulfilling its obligation hereunder to defend and indemnify City. City reserves the right to provide a
portion, or all, of its own defense; however, City is under no obligation to do so. Any such action by
City is not to be construed as a waiver of Merchant’s obligation to defend City or as a waiver of
Merchant’s obligation to indemnify City pursuant to this Contract. Merchant shall retain defense
counsel within seven (7) business days of City’s written notice that City is invoking its right to
indemnification under this Contract. If Merchant fails to retain counsel within such time period, City
shall have the right to retain defense counsel on its own behalf, and Merchant shall be liable for all costs
incurred by City.
IX.
COMPLIANCE WITH APPLICABLE LAWS
Merchant shall at all times observe and comply with all Federal, State and local laws, ordinances
and regulations including all amendments and revisions thereto, which in any manner affect Merchant or
the work, and shall indemnify and save harmless City against any claim related to or arising from
the violation of any such laws, ordinances and regulations whether by Merchant, its employees,
officers, agents, subcontractors, or representatives. If Merchant observes that the work is at variance
therewith, Merchant shall promptly notify City in writing.
X.
VENUE
The laws of the State of Texas shall govern the interpretation, validity, performance and
enforcement of this Contract. The parties agree that this Contract is performable in Denton County,
Texas, and that exclusive venue shall lie in Denton County, Texas.
XI.
ASSIGNMENT AND SUBLETTING
Merchant agrees to retain control and to give full attention to the fulfillment of this Contract, that
this Contract shall not be assigned or sublet without the prior written consent of City, and that no part or
feature of the work will be sublet to anyone objectionable to City. Merchant further agrees that the
subletting of any portion or feature of the work, or materials required in the performance of this
Contract, shall not relieve Merchant from its full obligations to City as provided by this Contract.
XII.
INDEPENDENT CONTRACTOR
Merchant covenants and agrees that Merchant is an independent contractor and not an officer,
agent, servant or employee of City; that Merchant shall have exclusive control of and exclusive right to
control the details of the work performed hereunder and all persons performing same, and shall be
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responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and
consultants; that the doctrine of respondent superior shall not apply as between City and Merchant, its
officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be
construed as creating a partnership or joint enterprise between City and Merchant.
XIII.
INSURANCE AND CERTIFICATES OF INSURANCE
Merchant shall procure and maintain for the duration of the contract insurance coverage as set
forth in the Insurance Requirements marked Exhibit "B" attached hereto and incorporated herein by
reference. Merchant shall provide a signed insurance certificate verifying that they have obtained the
required insurance coverage prior to the effective date of this Contract.
XIV.
HINDRANCES AND DELAYS
No claims shall be made by Merchant for damages resulting from hindrances or delays from any
cause during the progress of any portion of the work embraced in this Contract.
XV.
AFFIDAVIT OF NO PROHIBITED INTEREST
Merchant acknowledges and represents it is aware of all applicable laws, City Charter, and City
Code of Conduct regarding prohibited interests and that the existence of a prohibited interest at any time
will render the Contract voidable. Merchant has executed the Affidavit of No Prohibited Interest,
attached and incorporated herein as Exhibit "C".
XVI.
SEVERABILITY
The provisions of this Contract are severable. If any paragraph, section, subdivision, sentence,
clause, or phrase of this Contract is for any reason held to be contrary to the law or contrary to any rule
or regulation having the force and effect of the law, such decisions shall not affect the remaining
portions of the Contract. However, upon the occurrence of such event, either party may terminate this
Contract by giving the other party thirty (30) days written notice.
XVII.
TERMINATION
City may, at its option, with or without cause, and without penalty or prejudice to any other
remedy it may be entitled to at law, or in equity or otherwise under this Contract, terminate further work
under this contract, in whole or in part by giving at least ninety (90) days prior written notice thereof to
Merchant with the understanding that all services being terminated shall cease upon the date such notice
is received.
XVIII.
ENTIRE AGREEMENT
This Contract and its attachments embody the entire agreement between the parties and may only
be modified in writing if executed by both parties.
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XIX.
CONTRACT INTERPRETATION
Although this Contract is drafted by City, should any part be in dispute, the parties agree that the
Contract shall not be construed more favorably for either party.
XX.
SUCCESSORS AND ASSIGNS
This Contract shall be binding upon the parties hereto, their successors, heirs, personal
representatives and assigns.
XXI.
HEADINGS
The headings of this Contract are for the convenience of reference only and shall not affect in
any manner any of the terms and conditions hereof.
XXII.
RIGHT TO AUDIT
The CITY shall have the right to audit and make copies of the books, records and computations
pertaining to this agreement. The MERCHANT shall retain such books, records, documents and other
evidence pertaining to this agreement during the contract period and five years thereafter, except if an
audit is in progress or audit findings are yet unresolved, in which case records shall be kept until all
audit tasks are completed and resolved. These books, records, documents and other evidence shall be
available, within 10 business days of written request. Further, the MERCHANT shall also require all
Subcontractors, material suppliers, and other payees to retain all books, records, documents and other
evidence pertaining to this agreement, and to allow the CITY similar access to those documents. All
books and records will be made available within a 50 mile radius of the City of Denton. The cost of the
audit will be borne by the CITY unless the audit reveals an overpayment of 1% or greater. If an
overpayment of 1% or greater occurs, the reasonable cost of the audit, including any travel costs, must
be borne by the MERCHANT which must be payable within five business days of receipt of an invoice.
Failure to comply with the provisions of this section shall be a material breach of this contract
and shall constitute, in the CITY’S sole discretion, grounds for termination thereof. Each of the terms
"books", "records", "documents" and "other evidence", as used above, shall be construed to include
drafts and electronic files, even if such drafts or electronic files are subsequently used to generate or
prepare a final printed document.
XXIII.
NON-EXCLUSIVE CONTRACT
This Contract is non-exclusive and nothing contained herein shall be construed so as to prevent
the City from granting other like or similar rights, privileges and contracts to any other person, firm or
corporation.
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IN WITNESS WHEREOF, the parties of these presents have executed this agreement in the year
and day first above written.
MERCHANT
BY:
OWNER (SIGNATURE)
Date:
Name:
Title:
MAILING ADDRESS
PHONE NUMBER
FAX NUMBER
PRINTED NAME
CITY OF DENTON, TEXAS
BY:
CITY MANAGER
DATE:
DEPARTMENTAL APPROVAL
APPROVED AS TO LEGAL FORM
ANITA BURGESS, CITY ATTORNEY
BY:
DATE:
EXHIBIT B
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CITY OF DENTON
INSURANCE REQUIREMENTS FOR CONTRACTORS
Bidder's attention is directed to the insurance requirements below. It is highly recommended
that bidders confer with their respective insurance carriers or brokers to determine in advance
of Bid submission the availability of insurance certificates and endorsements as prescribed
and provided herein. If an apparent low bidder fails to comply strictly with the insurance
requirements, that bidder may be disqualified from award of the contract. Upon bid award, all
insurance requirements shall become contractual obligations, which the successful bidder
shall have a duty to maintain throughout the course of this contract.
STANDARD PROVISIONS:
Without limiting any of the other obligations or liabilities of the Contractor, the Contractor shall
provide and maintain until the contracted work has been completed and accepted by the City of
Denton, Owner, the minimum insurance coverage as indicated hereinafter.
As soon as practicable after notification of bid award, Contractor shall file with the Purchasing
Department satisfactory certificates of insurance, containing the bid number and title of the
project. Contractor may, upon written request to the Purchasing Department, ask for
clarification of any insurance requirements at any time; however, Contractors are strongly
advised to make such requests prior to bid opening, since the insurance requirements may not be
modified or waived after bid opening unless a written exception has been submitted with the bid.
Contractor shall not commence any work or deliver any material until he or she receives
notification that the contract has been accepted, approved, and signed by the City of Denton.
All insurance policies proposed or obtained in satisfaction of these requirements shall comply
with the following general specifications, and shall be maintained in compliance with these
general specifications throughout the duration of the Contract, or longer, if so noted:
Each policy shall be issued by a company authorized to do business in the State of
Texas with an A.M. Best Company rating of at least A.
Any deductibles or self-insured retentions shall be declared in the bid proposal. If
requested by the City, the insurer shall reduce or eliminate such deductibles or
self-insured retentions with respect to the City, its officials, agents, employees and
volunteers; or, the contractor shall procure a bond guaranteeing payment of losses and
related investigations, claim administration and defense expenses.
Liability policies shall be endorsed to provide the following:
Name as additional insured the City of Denton, its Officials, Agents,
Employees and volunteers.
That such insurance is primary to any other insurance available to the
additional insured with respect to claims covered under the policy and that this
insurance applies separately to each insured against whom claim is made or
EXHIBIT B
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(2).doc
suit is brought. The inclusion of more than one insured shall not operate to
increase the insurer's limit of liability.
Cancellation: The City requires 30 day written notice should any of the
policies described on the certificate be cancelled or materially changed
before the expiration date.
Should any of the required insurance be provided under a claims-made form,
Contractor shall maintain such coverage continuously throughout the term of
this contract and, without lapse, for a period of three years beyond the contract
expiration, such that occurrences arising during the contract term which give
rise to claims made after expiration of the contract shall be covered.
Should any of the required insurance be provided under a form of coverage that
includes a general annual aggregate limit providing for claims investigation or
legal defense costs to be included in the general annual aggregate limit, the
Contractor shall either double the occurrence limits or obtain Owners and
Contractors Protective Liability Insurance.
Should any required insurance lapse during the contract term, requests for
payments originating after such lapse shall not be processed until the City
receives satisfactory evidence of reinstated coverage as required by this
contract, effective as of the lapse date. If insurance is not reinstated, City may,
at its sole option, terminate this agreement effective on the date of the lapse.
EXHIBIT B
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SPECIFIC ADDITIONAL INSURANCE REQUIREMENTS:
All insurance policies proposed or obtained in satisfaction of this Contract shall additionally comply
with the following marked specifications, and shall be maintained in compliance with these additional
specifications throughout the duration of the Contract, or longer, if so noted:
[X ] A. General Liability Insurance:
General Liability insurance with combined single limits of not less than $1,000,000.00shall
be provided and maintained by the Contractor. The policy shall be written on an occurrence
basis either in a single policy or in a combination of underlying and umbrella or excess
policies.
If the Commercial General Liability form (ISO Form CG 0001 current edition) is used:
Coverage A shall include premises, operations, products, and completed
operations, independent contractors, contractual liability covering this contract and
broad form property damage coverage.
Coverage B shall include personal injury.
Coverage C, medical payments, is not required.
If the Comprehensive General Liability form (ISO Form GL 0002 Current Edition and ISO
Form GL 0404) is used, it shall include at least:
Bodily injury and Property Damage Liability for premises, operations, products
and completed operations, independent contractors and property damage resulting
from explosion, collapse or underground (XCU) exposures.
Broad form contractual liability (preferably by endorsement) covering this
contract, personal injury liability and broad form property damage liability.
[X] Automobile Liability Insurance:
Contractor shall provide Commercial Automobile Liability insurance with Combined Single
Limits (CSL) of not less than $500,000.00 either in a single policy or in a combination of basic
and umbrella or excess policies. The policy will include bodily injury and property damage
liability arising out of the operation, maintenance and use of all automobiles and mobile
equipment used in conjunction with this contract.
Satisfaction of the above requirement shall be in the form of a policy endorsement for:
any auto, or
all owned, hired and non-owned autos.
EXHIBIT B
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[X] Workers Compensation Insurance
Contractor shall purchase and maintain Worker's Compensation insurance which, in addition to
meeting the minimum statutory requirements for issuance of such insurance, has Employer's
Liability limits of at least $100,000 for each accident, $100,000 per each employee, and a
$500,000 policy limit for occupational disease. The City need not be named as an "Additional
Insured" but the insurer shall agree to waive all rights of subrogation against the City, its
officials, agents, employees and volunteers for any work performed for the City by the Named
Insured. For building or construction projects, the Contractor shall comply with the provisions
of Attachment 1 in accordance with §406.096 of the Texas Labor Code and rule 28TAC 110.110
of the Texas Worker's Compensation Commission (TWCC).
[ ] Owner's and Contractor's Protective Liability Insurance
The Contractor shall obtain, pay for and maintain at all times during the prosecution of the work
under this contract, an Owner's and Contractor's Protective Liability insurance policy naming the
City as insured for property damage and bodily injury which may arise in the prosecution of the
work or Contractor's operations under this contract. Coverage shall be on an "occurrence" basis,
and the policy shall be issued by the same insurance company that carries the Contractor's
liability insurance. Policy limits will be at least combined bodily injury and property damage per
occurrence with a aggregate.
[ ] Fire Damage Legal Liability Insurance
Coverage is required if Broad form General Liability is not provided or is unavailable to the
contractor or if a contractor leases or rents a portion of a City building. Limits of not less than
each occurrence are required.
[ ] Professional Liability Insurance
Professional liability insurance with limits not less than per claim with respect to
negligent acts, errors or omissions in connection with professional services is required under this
Agreement.
[ ] Builders' Risk Insurance
Builders' Risk Insurance, on an All-Risk form for 100% of the completed value shall be
provided. Such policy shall include as "Named Insured" the City of Denton and all
subcontractors as their interests may appear.
EXHIBIT B
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[ ] Commercial Crime
Provides coverage for the theft or disappearance of cash or checks, robbery inside/outside the
premises, burglary of the premises, and employee fidelity. The employee fidelity portion of this
coverage should be written on a “blanket” basis to cover all employees, including new hires.
This type insurance should be required if the contractor has access to City funds. Limits of not
less than each occurrence are required.
[ ] Additional Insurance
Other insurance may be required on an individual basis for extra hazardous contracts and specific
service agreements. If such additional insurance is required for a specific contract, that
requirement will be described in the "Specific Conditions" of the contract specifications.
EXHIBIT B
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ATTACHMENT 1
[X] Worker's Compensation Coverage for Building or Construction Projects for Governmental
Entities
A. Definitions:
Certificate of coverage ("certificate")-A copy of a certificate of insurance, a certificate of
authority to self-insure issued by the commission, or a coverage agreement (TWCC-81,
TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance
coverage for the person's or entity's employees providing services on a project, for the
duration of the project.
Duration of the project - includes the time from the beginning of the work on the project
until the contractor's/person's work on the project has been completed and accepted by the
governmental entity.
Persons providing services on the project ("subcontractor" in §406.096) - includes all
persons or entities performing all or part of the services the contractor has undertaken to
perform on the project, regardless of whether that person contracted directly with the
contractor and regardless of whether that person has employees. This includes, without
limitation, independent contractors, subcontractors, leasing companies, motor carriers,
owner-operators, employees of any such entity, or employees of any entity which furnishes
persons to provide services on the project. "Services" include, without limitation, providing,
hauling, or delivering equipment or materials, or providing labor, transportation, or other
service related to a project. "Services" does not include activities unrelated to the project,
such as food/beverage vendors, office supply deliveries, and delivery of portable toilets.
B. The contractor shall provide coverage, based on proper reporting of classification codes and
payroll amounts and filing of any overage agreements, which meets the statutory
requirements of Texas Labor Code, Section 401.011(44) for all employees of the Contractor
providing services on the project, for the duration of the project.
C. The Contractor must provide a certificate of coverage to the governmental entity prior to
being awarded the contract.
D. If the coverage period shown on the contractor's current certificate of coverage ends during
the duration of the project, the contractor must, prior to the end of the coverage period, file a
new certificate of coverage with the governmental entity showing that coverage has been
extended.
E. The contractor shall obtain from each person providing services on a project, and provide to
the governmental entity:
1) a certificate of coverage, prior to that person beginning work on the project, so the
governmental entity will have on file certificates of coverage showing coverage for all
persons providing services on the project; and
EXHIBIT B
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2) no later than seven days after receipt by the contractor, a new certificate of coverage
showing extension of coverage, if the coverage period shown on the current certificate of
coverage ends during the duration of the project.
F. The contractor shall retain all required certificates of coverage for the duration of the project
and for one year thereafter.
G. The contractor shall notify the governmental entity in writing by certified mail or personal
delivery, within 10 days after the contractor knew or should have known, of any change that
materially affects the provision of coverage of any person providing services on the project.
H. The contractor shall post on each project site a notice, in the text, form and manner
prescribed by the Texas Workers' Compensation Commission, informing all persons
providing services on the project that they are required to be covered, and stating how a
person may verify coverage and report lack of coverage.
I. The contractor shall contractually require each person with whom it contracts to provide
services on a project, to:
1) provide coverage, based on proper reporting of classification codes and payroll amounts
and filing of any coverage agreements, which meets the statutory requirements of Texas
Labor Code, Section 401.011(44) for all of its employees providing services on the
project, for the duration of the project;
2) provide to the contractor, prior to that person beginning work on the project, a certificate
of coverage showing that coverage is being provided for all employees of the person
providing services on the project, for the duration of the project;
3) provide the contractor, prior to the end of the coverage period, a new certificate of
coverage showing extension of coverage, if the coverage period shown on the current
certificate of coverage ends during the duration of the project;
4) obtain from each other person with whom it contracts, and provide to the contractor:
a) certificate of coverage, prior to the other person beginning work on the project; and
b) a new certificate of coverage showing extension of coverage, prior to the end of the
coverage period, if the coverage period shown on the current certificate of coverage
ends during the duration of the project;
5) retain all required certificates of coverage on file for the duration of the project and for
one year thereafter;
6) notify the governmental entity in writing by certified mail or personal delivery, within 10
days after the person knew or should have known, of any change that materially affects
the provision of coverage of any person providing services on the project; and
EXHIBIT B
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7) contractually require each person with whom it contracts, to perform as required by
paragraphs (1) - (7), with the certificates of coverage to be provided to the person for
whom they are providing services.
J. By signing this contract or providing or causing to be provided a certificate of coverage, the
contractor is representing to the governmental entity that all employees of the contractor who
will provide services on the project will be covered by workers' compensation coverage for
the duration of the project, that the coverage will be based on proper reporting of
classification codes and payroll amounts, and that all coverage agreements will be filed with
the appropriate insurance carrier or, in the case of a self-insured, with the commission's
Division of Self-Insurance Regulation. Providing false or misleading information may
subject the contractor to administrative penalties, criminal penalties, civil penalties, or other
civil actions.
K. The contractor’s failure to comply with any of these provisions is a breach of contract by the
contractor which entitles the governmental entity to declare the contract void if the contractor
does not remedy the breach within ten days after receipt of notice of breach from the
governmental entity.
EXHIBIT C
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CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.
This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a
person doing business with the governmental entity.
By law this questionnaire must be filed with the records administrator of the local government not
later than the 7th business day after the date the person becomes aware of facts that require the
statement to be filed. See Section 176.006, Local Government Code.
A person commits an offense if the person violates Section 176.006, Local Government Code. An
offense under this section is a Class C misdemeanor.
OFFICE USE ONLY
Date Received
1 Name of person who has a business relationship with local governmental entity.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business
day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3 Name of local government officer with whom filer has an employment or business relationship.
Name of Officer
This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the filer has an employment or other business
relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the
filer of the questionnaire?
Yes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the
local government officer named in this section AND the taxable income is not received from the local governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer
serves as an officer or director, or holds an ownership of 10 percent or more?
Yes No
D. Describe each affiliation or business relationship.
4
Signature of person doing business with the governmental entity Date
Adopted 06/29/2007
Dollar
Volume
Item
Volume
Fee per
Item x
12
Mo.=
Estimated
Annual Cost
Point of Purchase (POP) - 17 Locations
Check Verification 1,300,000$ 6,000 x 12 =-$
Credit Card - Utility Customer Service (Billing)1,200,000$ 5,100 x 12 =-$
Credit Card - All Others 255,000$ 3,500 x 12 =-$
Debit Card - Utility Customer Service (Billing)200,000$ 1,000 x 12 =-$
Debit Card - All Others 109,000$ 440 x 12 =-$
Accounts Receivable Conversion (ARC) - 17 Locations
Check Verification 1,100,000$ 850 x 12 =-$
Credit Card 80,000$ 400 x 12 =-$
Point of Purchase (POP) - Police Department Warrants only
Check Guarantee 2,500$ 8 x 12 =-$
Credit Card 15,000$ 30 x 12 =-$
Debit Card 2,100$ 4 x 12 =-$
Accounts Receivable Conversion (ARC) - Police Department Warrants only
Check Guarantee 1,500$ 20 x 12 =-$
Credit Card 15,000$ 35 x 12 =-$
Remote Deposit Capture (RDC)
Municipal Court 50,000$ 250 x 12 =-$
Utilities Customer Service (Billing)2,100,000$ 5,500 x 12 =-$
Internet Credit Card Transactions
Municipal Court 100,000$ 400 x 12 =-$
Utilities Customer Service (Billing)3,000,000$ 12,500 x 12 =-$
Building Inspections*-$ - x 12 =-$
Library**450$ 35 x 12 =-$
E-Check (Municipal Court, Customer Service & Building Inspections)***
Point of Purchase (POP)-$ - x 12 =-$
Accounts Receivable Conversion (POP)-$ - x 12 =-$
Miscellaneous
Chargebacks 1,000$ 5 x 12 =-$
Refunds - Credit/Debt Cards -$ - x 12 =-$
Total Fees -$
*Implemention anticipated in mid-October 2010.
**Payments made through PayPal but processed/funded through selected merchant services provider.
***The City desires to offer this new service in conjunction with the implemention of selected merchant services provider.
Attachment B: Excel File to Enter Merchant Fees
Below is the City's average merchant services activity over the past 12 months.Please indicate the cost for providing each of these services on a per-
item basis.The formula entered for the estimated annual cost will calculate the cost using the 12-month item volume average x fee per item x 12 months.
If appropriate,identify any other services not listed and their associated costs.Any service not appearing or which does not have a fee indicated on the
Proposal Form will be considered free of charge in the merchant services contract. Please attach a sample monthly statement.
12 Month Average