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HomeMy WebLinkAbout240-09 RESOLUTIONRESOLUTION NO. 240-09 A RESOLUTION AWARDING RFP #09-16 AND APPROVING A CONTRACT WITH JACK HENRY & ASSOCIATES, INC. D/B/A PROFITSTARS IN AN AMOUNT UP TO $33,240.00 FOR AN ELECTRONIC CHECK PROCESSING SYSTEM; AND AMENDING THE 2009 CITY BUDGET BY APPROVING A BUDGET ADJUSTMENT OF $18,240,00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby awards RFP #09-16 and approves a contract with Jack Henry & Associates, Inc. d/b/a Profitstars in an amount up to $33,240.00 for an electronic check processing system. A copy of the contract, marked Exhibit "A," is attached hereto and made a part hereof. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby amends the 2009 city budget by approving a budget adjustment, a copy of which is attached to this Resolution and made a part hereof as if set out word for word, in the amount of $18,240.00. PASSED and APPROVED this 15th day of December, 2009. APPROVED: By: L 'I LD JO ayor ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurr ��rtitnrrrrrrrrrr %‘‘‘Q)%‘\, -. ,.G ,R�vr • U••73 st :FAYETTEVILLE: ;-"Li .9,)K S W • � .,,,./4(GT rN4,C lal..tevile ARKANSAS Selection Committee Memo Date: August 25, 2009 To: Selection Committee - Electronic Check Processing Services From: Andrea Foren: 479.575.8220, aforen@ci.fayetteville.ar.us RE: RFP 09-16, Electronic Check Processing Services Attached is a packet containing three proposals that were received for the above referenced RFP (Request for Proposals). A selection committee meeting to discuss awarding a proposal is scheduled for Thursday. September 3, 2009 at 3:00 PM in the Audit Room in City Hall. Please review each proposal and be prepared to discuss any questions, comments, or concerns with the committee at the scheduled meeting. As a committee, there are a few options that can be exercised. One is to vote during this meeting to proceed with negotiations for a contract. The second option is request interviews from short listed firms or call firms for interviews via telephone. I have also enclosed the voting form we will be using when voting time arises. This should help in evaluating each firm according to the criteria that we outlined in our RFP. Please be advised that all of the information regarding the proiect is confidential until a contract has been awarded by City Council. CC: Sarah Lewis — City Council Vicki Deaton — Internal Auditor Marsha Hertweck — Accounting Director Rainy Laycox — Billing & Collections Manager Scott Huddleston — Information Technology Director City of Fayetteville RFP 09-16, Electronic Check Processing Services FINAL CONTRACT This contract executed this 154 -clay of1),/11/9 , 2009, between the City of Fayetteville, Arkansas, and Jack Henry & Associates, Inc., acting thro gh its ProfitStars Division ("JHA") . In consideration of the mutual covenants contained herein, the parties agree as follows: 1. JHA at its own cost and expense shall furnish all labor, materials, supplies, machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services necessary to complete items bid per RFP 09-16 as stated in JHA's bid proposal, and in accordance with specifications attached hereto and made a part hereof under RFP 09-16, all included herein as if spelled out word for word. 2. The City of Fayetteville shall pay JHA based on their proposal in an amount not to exceed the following items listed below. Payments shall be made after approval and acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt of invoice a. For total software: $21,200 • b. For installation, training, & technical support: $2,350 c. For travel expenses related to initial installation: not to exceed $2,000.00, which includes up to three (3) days on site. Additional on site training days shall be at the cost of $750 per day. All travel expenses shall be billed on actual expenses incurred from JHA and shall not exceed said pricing. d. Initial annual software fees, first fee due after complete installation: $3,668.00. 3. The Contract documents which comprise the contract between the City of Fayetteville and JHA consist of this Contract and the following documents attached hereto, and made a part hereof: A. Appendix A: Request for proposal identified as RFP 09-16 with the specifications and conditions typed thereon. B. Appendix B: JHA's RFP submittal with revised pricing. C. Appendix C: JHA's ProfitStars Standard Terms and Conditions — rev 1208 4. These Contract documents constitute the entire agreement between the City of Fayetteville and JHA and may be modified only by a duly executed written instrument signed by the City of Fayetteville and JHA. 5. JHA shall not assign its duties under the terms of this agreement. 6. JHA agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville, against any and all claims for property damage, personal injury or death, caused by JHA and its Subcontractors arising from JHA's performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law. 7. JHA shall furnish a certificate of insurance addressed to the City of Fayetteville, showing that he carries the following insurance which shall be maintained throughout the term of the Contract. Any work sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance. In case any employee engaged in work on the project under this contract is not protected under Worker's Compensation Insurance, JHA shall provide and shall cause each Subcontractor to provide adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. Page 1 of 2 EXHIBIT a. Insurance required: Workmen's Compensation, Statutory Amount The premiums for all insurance and the bond required herein shall be paid by JHA. 8. JHA to furnish proof of licensure as required by all local and state agencies. 9. This contract may be terminated by the City of Fayetteville or JHA with 10 days written notice. 10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. 11. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees." WITNESS OUR HANDS THIS DAY OF -De , 2009. Page 2 of 2 CITY OF FAYETTEVILLE, VETILLE, AR •' NSAS `4,l,IIIlfyl�l, ▪ • FAYETTEVILLE: ;,▪ y�.:Skil NSP, • . ', '%,tip • .... • • pJ�.. Nx G., JACK HENRY & ASSOCIATES;1 I,110 `'`� ProfitStars Division L INELD Attest: AN, Mayor 14)61 Sondra Smith, City lerk BY David;Foss, President Business Address: Jack Henry & Associates, Inc. 663 West Highway 60 Monett, Missouri 65708 • -1 Rainy Laycox Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 12/15/2009 City Council Meeting Date Agenda Items Only Billing and Collections Division Action Required: Finance Department A resolution to approve RFP 09-16, Electronic Check Processing Services to ProfitStars a Jack Henry Company for an electronic check processing system in the amount of $21,200 for software, $2,350 for installation and training, related travel expenses not to exceed $3,10zand first year of maintenance of $3,668 plus applicable sales tax of approximately $2,500.00., and the approval of a budget adjustments for $18,240 33,240.00 Cost of this request 5400.1840.5801.00 Account Number 03038.1 Project Number 15,000.00 Category / Project Budget $ Business Office Improvements Program Category1 Project Name Water & Sewer Improcwmwnra Funds Used 10 Date Program 1 Project Category Name 15,000.00 Water & Sewer Fund Remaining Balance Fund Name Budgeted Item MI Budget Adjustment Attached x Depa Director /i City Attorney It - ZcJ - 2ba9 Previous Ordinance or Resolution # N/A Date zs• 09 Date t -7_S -NI Finance and Internal Services Director Date //--hi-87 Date AZ07 Original Contract Date: N/A Original Contract Number: N/A Received in Mayor's Office Comments: Revised January 15, 2009, 1 'Mitt -111e THE CITY OF FAYETTE'VILLE, ARKANSAS ARKANSAS www.accessfayetteville.org TDD (Telecommunications Device for the Deaf ) (479) 521-1316 December 8th Agenda Session To: Mayor Lioneld Jordan From: Rainy Laycox, Billing and Collections Manager Scott Huddleston, Information Technology Director Date: November 13, 2009 Subject: Approval of Contract with Profit Stars for Electronic Check Processing Software Mayor's Approval RECOMMENDATION Staff recommends approval of purchase request to Profit Stars in the amount of $ 33,240.00 for RemitPlus electronic check processing software, installation, training, and first year software maintenance. BACKGROUND The City currently processes utility payments received through the mail, using a labor intensive data entry process utilizing several employees each day. Checks are manually batched for deposit and physically presented to the bank. The City currently has approximately 37,000 utility customers and the average daily volume of paper checks is approximately 1,500. The selection committee for RFP 09-16 selected the Profit Stars RemitPlus applications from three submitted proposals. DISCUSSION The RemitPlus application from Profit Stars will automate the check processing by capturing and converting paper checks and related documents into digital data for upload into the City's Revenue Accounting system, Utility Billing systems, and Electronic Document Management System (EDMS), Additionally, this application will allow the City to electronicly transfer all processed checks to the bank. This system will increase efficiency and effectiveness by reducing the staff time that is currently required for processing payments, reduce staff time required for accessing and retrieving payment related documents, and reduce the staff time currently required to process and physically present checks to the bank for deposit. Additionally, due to recent changes in service fees charged by our bank for electronically deposited checks, the City will see an approximate $2,000 monthly reduction in bank service charges by going to electronically deposited checks. BUDGET IMPACT Total Cost for this project is $39,776.54. This amount includes $32,240.00 for the software, installation and first year software maintenance, and $7,536.54 for scanners and first year scanner maintenance. Annual hardware and software maintenance cost will be approximately $4,500. RESOLUTION NO. A RESOLUTION AWARDING RFP #09-16 AND APPROVING A CONTRACT WITH JACK HENRY & ASSOCIATES, INC. D/B/A PROFITSTARS IN AN AMOUNT UP TO $33,240.00 FOR AN ELECTRONIC CHECK PROCESSING SYSTEM; AND AMENDING THE 2009 CITY BUDGET BY APPROVING A BUDGET ADJUSTMENT OF $18,240.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby awards RFP #09-16 and approves a contract with Jack Henry & Associates, Inc. d/b/a Profitstars in an amount up to $33,240.00 for an electronic check processing system. A copy of the contract, marked Exhibit "A," is attached hereto and made a part hereof. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby amends the 2009 city budget by approving a budget adjustment, a copy of which is attached to this Resolution and made a part hereof as if set out word for word, in the amount of $18,240.00. PASSED and APPROVED this 15th day of December, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer aye evl_ e ARKANSAS RFP (REQUEST FOR PROPOSAL) REQUEST FOR PROPOSAL: RFP 09-16, City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.52 .1316 Electronic Check Processing Services DEADLINE: Friday, August 14, 2009 at 2:00 PM, Central Standard Time DELIVERY LO- CATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: And- rea Foren, CPPB, aforeneci.fayetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTI- SEMENT: Friday, July 24, 2009 REQUEST FOR PROPOSAL RFP 09-16, Electron- ic Check Processing Services No late proposals will be accepted. RFP'S shall be submitted in sealed envelopes labeled "RFP 0916, Electronic Check Processing Services" with the name and address of the Proposer. RFP's shall be submitted in accordance with the attached City of Fayetteville specifications and RFP doc- uments attached hereto. Each Proposer is required to fill in every blank and shall supply all information re- quested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the ProposerlBidder and City Purchasing Manager. Name of Firm: ProfitStars a Jack Henry Company Contact Person: Janice Tuschong Title: Sales Executive E -Mail: jtuschonq(cr�profitstars.com Phone: 972-239-4486 x561180 Business Address: 1025 Central Expressway South City: Alien Signature:p"'" Date: August 19, 2009 State: Texas Zip: 75013 City of Fayetteville, AR RFP 09-16, Electronic Check Processing Services Page 1 of 14 1 City of Fayetteville RFP 09-16, Electronic Check Processing Services Authorized Negotiator Information — TO BE SUBMITTED WITH ALL PROPOSALS At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. PART .1: Primary Contact Information: Name of Firm: ProfitStars a Jack Henry Company Name of Primary Contact: Janice Tuschong Title of Primary Contact: Sales Executive Phone#1 (cell preferred): 214-796-4397 E -Mail Address: `i tuschona@prof itstars . com Phone#2: 972-239-4486 x561180 PART 2: Contact for Legally Binding Contracts: Is the primary contact (listed in Part I) able to legally bind contracts? If no, please list contact that can legally bind a contract for the firm: Name: David Foss NO (circle one) Title: President, ProfitStars Phone#1 (cell preferred): 214-585-2857 E -Mail Address: dfoss©profitstars . com Date: Phone#2: 417-235-4114 x510100 Signed: City of Fayetteville, AR RFP 09-16, Electronic Check Processing Services Page 13of14 11 u 11 11 11 4 11 11 11 11 RFP 09-16, Addendum 1 Date: Wednesday, August 05, 2009 To: All Prospective Vendors aye ev! le From: Andrea Foren, CPPB -- 479.575.8220 — aforenOci.favetteville.ar.us TDD (Telecommunication Device for the Deaf): 479.521.1316 RE: RFP 09-16, Electronic Check Processing Services This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Addendum shall be included with proposal documents, signed, and dated. Failure to do so may subject Proposer to disqualification. 1. The deadline to submit a proposal has been extended until Friday, August 21., 2009 at 2:00 PM, CST. 2. The City currently processes utility payments, received through the mail, using a labor intensive data entry process utilizing several employees each day. Checks are manually batched for deposit and physically presented to the bank. The City currently has approximately 40,000 utility customers and the average daily volume of paper checks is approximately 1,500. This application will automate this process capturing and converting paper documents into digital data for upload into our Revenue Accounting and Utility Billing System, Electronic Document Management System (EDMS), and electronic funds transfer to the bank. Additionally, all checks collected over the counter will process through this system in a daily batch for storage to the EDMS and electronic funds transfer to the bank. We expect the system to increase efficiency and effectiveness by reducing the staff time that is currently required to process payments and access and retrieve payment related documents. The City expects to see reduced bank charges due to elimination of bank presentment of paper checks. The City currently has no plans to change the cashiering system. The system currently processes all payments received by the City regardless of type. 3. The current payment coupon is a set 8.5" X 3.67". The coupon currently contains a bar code in the lower right hand corner but can be modified as needed to accommodate and/or increase the efficiency of the remittance processing system. A sample coupon is attached to this addendum. The City will create a substitute coupon if needed. 4. The system must have the capability to export all captured images and metadata for import into the City's current EDMS (EMC Documentum ApplicationXtender). City of Fayetteville, Arkansas RFP 09-16, Addendum 1 Page 1 of 2 5. Electronic deposit options have been evaluated and the City will utilize the most cost effective means to deposit funds. This may result in a combination of ACH and Check 21. 6. Any change in contract language, such as termination, shall be presented with each proposal. The City does not guarantee to accept any Proposers suggested modifications. 7. The City is specifying any accounting system because the system only needs to export a delimited text file with the processed account and payment information and have a means for validating counts and totals. No other special considerations are need from the vendor to integrate with our current New World Systems applications. 8. The City has previously demoed and tested various scanners for this process. The Canon CR -180 series best fits current and future needs, functionality, and capacities needed for the system. The City of Fayetteville will purchase these scanners as a separate purchase from this project. Proposers are welcome to suggest scanners of equal quality for the City to purchase. 9. All Proposers shall submit a minimum of five (5) references for customers currently using the proposed product. Such references shall be utilizing the product for similar purposes related to the City of Fayetteville. Contact information for references shall include name of company, primary contact name, phone number, e-mail address, and mailing address. City of Fayetteville, Arkansas RFP 09-16, Addendum 1 Page 2 of 2 Acknowledge Addendum # 1: Printed Name: David Foss �r Signature: Title: president, Pr• itstarspate: 1S(! Company: ProfitStars a Jack Henry Company RFP 09-16, Addendum 2 Date: Wednesday, August 12, 2009 To: All Prospective Vendors aye evi ARKANSAS From: Andrea Foren, CPPB — 479.575.8220 -- a forenOci.fayetteville.ar.us TDD (Telecommunication Device for the Deaf): 479.521 .1316 RE: RFP 09-16, Electronic Check Processing Services This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Addendum shall be included with proposal documents, signed, and dated. Failure to do so may subject Proposer to disqualification. 1. Reference 2.0 Scope of Work, Item 47, language contained in the original RFP is omitted and hereby replaced with the following: "Software shall be capable of exporting all captured images and metadata for import into the City's current EDMS (EMC Documentum ApplicationXtender). All access to archived images will be accomplished through the City's current EDMS." 2. Reference 2.0 Scope of Work, Item 29 (clarification) — The term "trail utility coupons" is referring to the standard coupon or a substitute coupon that could be created. 3. Reference 2.0 Scope of Work, Item 1 (clarification) — The City needs licensing to allow two users and one administrator to all access to remittance software concurrently. The City will be running two scanners in separate locations and will both need to be able to scan and index batches simultaneously. In addition, the City will need to be able to administer the software without stopping or interrupting one of the two scan stations. City of Fayetteville, Arkansas RFP 09-16, Addendum 2 Page 1 of 1 Acknowledge Addendum # 2: Printed Name: I_- •.: Fo =ate Signature Title: P:,."`de"`. Pf t5z°'° Date: irlYM AWAI Company: ProfitStars a Jack Henry Company ProfitSta City of Fayetteville Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 August 19, 2009 Andrea Foren, In response to your RFP 09-16 we have submitted for your review a proposal of RemitPlus Software. The total price for the RemitPlus Software and the 15t years Annual License Fee is $36,666.00. This includes the prices for the RemitPlus Software, two (2) Canon CR -18011 Scanners, Software Annual License Fees; 1St Year Hardware Maintenance; Installation, Training and Estimated Travel Expense. The Software Annual License Fee of $3,668 will be invoiced by ProfitStars annually and the scanner maintenance will be invoiced separately by a third party service provider. You currently are an existing client of ProfitStars EPS Division therefore we have also included the fees for processing your deposit of items processed through the RemitPlus Software. EPS offers a Hybrid Solution that would decision each item in your deposit and process them using least cost routing. Prices for these items would be $0.06 for items processed as ACH (ARC) and $0.10 for items processed as Check 21. Any returned item would have a $1.00 fee and we will set up Additional Depository Accounts for a fee of $5.00 per month. By using EPS for the electronic deposit of these scanned items, you will be provided consolidated reporting for all items you process through the EPS platform. Total cost for depositing through ProfitStars EPS Division would be based on total the number of items deposited and would be invoiced monthly. Included is the detail break out of the pricing. Kind Regards, Janice M. Tuschong Sales Executive ProfitStars - A Jack Henry Company Jack Henry named in "Best Small Companies" — Forbes, Oct 2008 (P) 972-239-4486 x561180 (F) 972-239-4511 (T) 800-250-4486 x561180 (C) 214-796-4397 JTuschong@profitstars.com ProfitStars® - Company Information ProfitStars®, a division of Jack Henry & Associates, Incorporated®, is a leading provider of 60 best -of -breed products and services that are designed to improve the operating performance for a diverse range of organizations. Listed below is a summary of ProfitStars product solutions your organization may consider outside of this proposal. • Enterprise Content Management — Electronic document imaging solution modules with workflow processes, web -portal accessibility, reporting, document security, auditing functionality and e-mail distribution capabilities. • Enterprise Conversion Services - Multi -media conversions from paper, microfilm and/or electronic files into electronic document management system formats • Business Analytics — Interactive management reporting dashboards for operations and financial areas ProfitStars® Parent Company Information - Jack Henry & Associates® Jack Henry & Associates, Incorporated® (NASDAQ: JKHY) was founded in 1976. The company's extensive array of products and services include processing transactions, automating business processes, and managing mission -critical information for more than 8,700 financial institutions and corporate entities. In 2008, Jack Henry & Associates achieved $743 million in total revenue with a resulting net income of $104.2 million. By the June 30th 2009 fiscal year-end, Jack Henry & Associates balance sheet reflected zero long-term debt and zero short-term borrowings. Jack Henry & Associates financial statements are audited and readily available for public inspection at www:iackhenry.com. Jack Henry & Associates received consecutive annual ranking as the industry leader in customer satisfaction according to an annual independent survey firm. Corporate Headquarters 663 W. Highway 60 P.O. Box 807 Monett, MO 65708-8215 417.235.6652 Jack Henry & Associates, Incorporated® includes three primary brands: Jack Henry Banking'"", SymitarTM and ProfitStars®. Jack Henry Banking`"' provides mid -tier and community banks with enterprise -wide information and transaction processing solutions that are available for in- house and outsourced implementation. SymitarTM provides credit unions of all sizes with industry-leading information and transaction processing solutions that are also available for in- house and outsourced implementation. The ProfitStars® division provides 60 best -of -breed solutions designed to create efficiencies, enhance business processes and to control or mitigate risk. ProfitStars® services 8,600 clients including Banks, Credit Unions, Securities Firms, Hospitals, City and County Governments, Utilities, Manufacturers, Retailers and General Businesses. ProfitStars® solutions are utilized both in the United States and overseas. ProfitStars is headquartered in Allen, Texas, outside of Dallas. ProfitStars® Account Management Group Each ProfitStars® client is assigned an Account Executive to oversee the entire business relationship and better ensure long-term, overall client satisfaction. The ProfitStars Account Executive serves as a key contact person at the ProfitStars® divisional level. In addition to ensuring client satisfaction, the Account Executive is also responsible for serving the client on a consultative level by providing resources and information critical to aiding the client with existing or future initiatives. 0 m E 0 0 0 CFI 0 0 ro j .c Yr0 0 a1 >- L V Q) O u rn lJ Q �-1 Fayetteville, AR 72701 CN 0 CY 0000 0000 0 m N N N N to V} V) V} O CT V1 0 n co co e-1 ei et' V1 to Q h C O 'w 0 0 0 0 0 O co COO O CcriO O co a w 0 uOi co m 00 00 v r-1 ri r1 H 2. Li Vl Ln ^r•J N N ,--I C; in- tfF V} V? V} V? V1 th t./F ref 4 W L. .. 0 0 00 0 0 o O 0 10 00 4 Tr Ln LO LO LD 111 00 ry M O ca ni 7, ,-1. ,4 .--i r -i 1.2, N Vi. V1 N N C X 01 C O 13 v Z r-1 ,-, .-i .-i .-4 .--1 N N N "t C O Q O D a E °' a Q L suC o ti IA v ,I1 LL n u O } O -c to O �1 U .v,. a a U W _D O CU O i V -a es = L 00 4,, C1 v v 0.1 1.4 N-, a 41 as.. ro 0 m o o a c n E v, a a 00,, E E -- .0 0 Q V t N V V Q1 E E ra o h0 L c -4 a1 to vt n c `m w p n a a o .- O v vi. L. E o L CO co o p 4-. CLO II) U a, n C n, a+ G/ O M O '� PRODUCT DESCRIPTION: _ - _ - u O. 41 C CJ C N V} V} 0 4 O .- ry._.. E c, u m H O CEJ v1 N v, U cn 0) y Z .0 W ,n p LLJ 4, na n 0-° w o c a°1i O w E E a O .r v, y u E 71 C _ o "a of i Z V ,� 740 C L V +. 41 (0 O PC C d? OL (0 C i O r0 r1 cc ¢ L 7.O 0�1 E z f1lt .. 03 c Y v C L. G r a1 v ti CC U 2 w c V) u VI V w H + w Q V cC Q r h' ProfitStars Response to RFP 09-16 August 4, 2009 Response To City of Fayetteville Arkansas RFP 09-16 By Jack Henry & Associates, Inc. ProfitStars® Division Janice Tuschong 972-239-4486 x561180 Submitted on August 21, 2009 The information provided by Jack Henry & Associates, Inc. in this Response document contains confidential and proprietary information owned by Jack Henry & Associates, Inc. and its licensors. This information is provided for the sole use and benefit of the City of Fayetteville for its evaluation of this Response and the ProfitStars solutions referenced in this Response. If the City is utilizing advisors to assist the City in its evaluation of this Response and the ProfitStars solutions referenced in this Response, then the City is authorized to grant access by its advisors to this Response document for that limited purpose. This information may not be provided to any other party by the City or its advisors, without the prior written consent of Jack Henry & Associates, Inc. or as otherwise permitted under applicable open records and procurement laws and regulations. By Janice Tuschong, RemitPlus Sales Associate Page 1 ProfitStars Response to RFP 0946 August 4, 2009 1. Provide 2 current license as well as administration access to information. Our RemitPlus Software proposal will include an Administrator License and a Multi User License to accommodate additional users. 2. Index and allow for customized searchable fields as needed. The ProfitStars RemitPlus Software allows you to pick up to 16 customizable fields that make sense to your organization for searching, Such as: Account Number, Applied Amount, Current Due, etc. 3. Ability to create a file allowing funds to be deposited electronically to ANY bank supporting either X9.37 or ACH NACHA or hybrid of both through least cost routing. If your bank is willing and able to accept an electronic deposit file, we can send an X9.37 (Check2l format) directly to your bank. However. many customers elect to acquire and use our separate ProfitStars EPS (Enterprise Payment Solutions) electronic payment processing services which will receive the check images through an Internet portal and ACH the personal checks and Check2l the business checks and money orders directly with the Fed then apply an ACH credit directly into the customer's bank account. This provides our customers with the most cost effective method for processing deposits. 4. Create a file to interface with existing data base for posting payments and be capable with other should the city decide to change without cost. RemitPlus Software currently supports well over 80 billing system types (including commercial and custom software platforms). RemitPlus employs a powerful free form ProjectBuilder engine capable of handling simple to complex ASCII interface file formats. Change in extract format is available at no extra cost. 5. System shall be easily scalable to accommodate increased volume. Our RemitPlus Software is licensed on a scalable basis, ranging from a single user processing one check a day all the way up to the largest lockbox processing up to 250,000 items a day. 6. Shall interface with and allow for multiple scanner styles to be used for various volume processing needs, not limited too but including flatbed TWAIN driven scanner and Kofax driven scanners. RemitPlus Software supports many different scanner models, including: NCR, Unisys, Digital Check, RDM, Panini, Epson. Opex, Canon, TWAIN driven scanners, Kofax driven scanners, etc. By Janice Tuschong, RernitPlus Sales Associate Page 2 ProfitStars Response to RFP 09-16 August 4, 2009 7. Ability to run items regardless of orientation (software should recognize items even if run upside-down). Our RemitPlus Software solution supports multiple invoice types within a batch through template zoning processing. A side benefit to this concept is that the RemitPlus Software will recognize both checks and remittance invoices ran upside-down by mistake. 8. Support many batch types, and rules sets for exceptions based on batch types. The RemitPlus Software currently supports a multitude of batch types including but not limited to the four most common: Singles, Multies, Check Onlys, Doc Onlys. For each batch type, there can be up to a dozen different balancing rules sets, exceptions, or endorsement requirements. 9. Support the reading of OCR, barcodes, machine printed information, check boxes and hand printed information on any remittance or coupon types. Our experience has been that OCR offers the best highest read rates, we do support a dozen of the most common barcodes, OCR of static machine printed information, checkboxes, and hand printed information in a static location as well. 10. Support template recognition such that different coupon styles could be run together. Yes; see answer #7. We can accommodate different coupon types. such as, if your termination notice looks different than your regular remittance—they can be run together. As long as the OCR scanline are in the same position OR the'e is something unique to identify each form clearly. 11. Print audit trail information on the checks and coupons. The RemitPlus Software supports this using most of the qualified scanners. However, the RDM & Epson scanners do not support rear of item audit trail. 12. Provide Batch, Deposit, Summary, and Reject Reports. See samples on next couple of pages. By Janice Tuschong, RemitPlus Sales Associate Page 3 ProfitStars Response to RFP 09-16 August 4, 2009 $ qNo TYPO 1 D 2 C 3 ❑ 4 C 5 D 6 C 7 D AccountPfq_ 433 1025304 00012774 4335613091025309 10000152844 433560081025309 0001101335 433560091025305 0001850441 Totat a.•.- Batch Detail Demo Project - 3002 (8) 01/1712008 Singles Amount Sea No Tvoe Account No Amount 5307 53.87 462.11 462,11 45.91 45.91 172.88 1 22,89 734.77 fit" .11eV,:.i! *Pik ,101P ..t-,,k:4;#41V111'.* , •-••,,,• ' «10" "lc' ,ffltmdl7:40.4".• Batch 1 °:w Batch Detail Report Deposit Report for Demo X937 Balch No 3000 Batch Date: 02/14/2008 Seq Check# Amount Seq Check# Amount Seq Check# Amount Seq Check# Amount 1 1077 45,91 102 2684 62.11 2 5245 3,589.21 103 2191 53.87 3 2100 53.87 105 1177 145.91 4 123 18700 107 1026 172.88 5 3041 25,0010 9 1225 45 91 G•^- 6.- •• • X177.,.,..—.., ti Bank Deposit Report Batch Summary Report 01/17/2008 Derno Project Batch Type Batch Batch Date Docs Checks Total Amount Singles 3000 01/17/2008 0 0 0.00 Singles 3001 01/17/2008 0 0 0.00 Singles 3002 01/17/2008 4 4 734.77 Multies 4000 01/17/2008 0 0 0.00 Multies 4001 01/17/2008 1 2 353.82 Total 5 6 1,088.59 Singles Subtotal 4 4 Mutties Subtotal 1 2 Total 5 6 Batch Summary Report 734.77 353.02 1,088.59 By Janice Tuschong, RemitPlus Sales Associate Page 4