DISTRICT-WIDE THIRD PARTY ELECTRONIC PAYMENT SERVICES … · 2015-05-19 · Third Party Electronic Payment Services Overview 2.1 Scope The District has recently completed an initiative

________________________________________________________________________________________ Los Angeles Community College District, Contracts Office, 6th Floor,

770 Wilshire Boulevard, Los Angeles, California 90017-3856

Tel: (213) 891-2430 Fax: (213) 891-2490

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REQUEST FOR PROPOSALS (RFP) NO. 12-21

DISTRICT-WIDE THIRD PARTY ELECTRONIC PAYMENT SERVICES

IMPORTANT NOTE: ANY PROPOSAL MAY BE DEEMED NON-RESPONSIVE IF THE

PROPOSAL CANNOT MEET ALL OF THE MANDATORY REQUIREMENTS FOR THE

PROPOSAL AND IF THE PROPOSAL DOES NOT PROVIDE ALL OF THE REQUESTED

SUPPORTING PROOF OF CAPABILITY INFORMATION FOR EVERY MANDATORY

REQUIREMENT.

PROPOSED RFP TIMELINE

NOTE: ALL DATES SUBJECT TO CHANGE AT DISTRICT’S SOLE DISCRETION

ISSUED:

July 9, 2012

MANDATORY PRE-PROPOSAL

CONFERENCE:

July 24, 2012 at 9:30 a.m. PDT

WRITTEN QUESTIONS DEADLINE:

July 26, 2012

PROPOSALS DUE:

August 3, 2012 at 2:00 p.m. PDT

PROPOSALS TO BE SUBMITTED TO:

Los Angeles Community College District

Attn: Contracts Office

811 Wilshire Blvd., 3rd

Floor

Los Angeles, California 90017

SCRIPTED DEMONSTRATIONS:

September 2012

CONTRACT NEGOTIATIONS:

Fall 2012

ANTICIPATED AWARD:

Fall 2012

ANTICIPATED START:

After the start of the new Student Information System

implementation



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INTRODUCTION

1. General Purpose and Scope of RFP The purpose of this RFP is to secure a contract with a vendor to provide services that will enable the LACCD

to accept various forms of electronic payment (e.g., check, e-check, credit card, debit card, ACH, EFT etc.).

This procurement is considered a service and not software that the LACCD would purchase. The District is

looking contract with a third party electronic payment service that will cost effectively meet the current and

future needs of the nine (9) community colleges and the District headquarters:

East Los Angeles College

Los Angeles City College

Los Angeles Harbor College

Los Angeles Mission College

Los Angeles Southwest College

Los Angeles Trade-Technical College

Los Angeles Valley College

Pierce College

West Los Angeles College

This Request for Proposal (RFP) solicits responses from qualified third party electronic payment vendors and

their authorized business partners for the sizing, design, configuration, provisioning and implementation of

the third party payment services necessary to support and interface with LACCD‟s financial and student

systems.

LACCD‟s timeline is to have this contract negotiated and signed in Fall 2012. The final project timeline will

be determined through discussions with proposing firms. LACCD‟s plan is to begin implementation at the

date above (see cover page).

1.1 About the District

The District is one of the largest community college districts in the nation, with nine (9) campuses serving

more than 200,000 students. The District is governed by an elected seven-member Board of Trustees (elected

at large for four year terms), and is part of the statewide California Community College system. The District

was organized in 1969 and serves a population of several million residents in over one hundred cities,

dispersed over an area of 884 square miles in metropolitan Los Angeles. The District extends from Agoura

Hills in the west San Fernando Valley to the City of San Fernando in the north and Monterey Park to the

east. The service area includes Culver City on the west side of the greater Los Angeles basin; Monterey Park

and San Gabriel on the east side as well as Palos Verdes Estates and San Pedro to the south.

The mission of the District is to provide comprehensive lower-division general education, occupational

education, transfer education, counseling and guidance, community services, and continuing education

programs which are appropriate to the communities served and which meet the changing needs of students

for academic and occupational preparation, citizenship, and cultural understanding. The Western

Association of Schools and Colleges accredits each of the nine colleges.

The colleges range in size from 22 acres to over 450 acres. College facilities include newly constructed

classroom buildings, outdated structures that are over 50 years old, as well as parking areas, maintenance

yards, athletic fields and gymnasiums. Technology Infrastructure at each college across the District is being

enhanced for interoperability along with Enabling Technologies and Applications that create a learning

environment conducive to the needs of students for the foreseeable future.



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In 2010-2011, the LACCD served 97,173 Full-Time Equivalent Students (FTES). Information on the

LACCD‟s annual FTES is maintained and available in the Allocation Reports, Appendix E – Recalculation

Apportionment, which can be viewed at the California Community Colleges website at

http://www.cccco.edu/ChancellorsOffice/Divisions/FinanceFacilities/FiscalServices/AllocationsSection/App

ortionmentReports/tabid/329/Default.aspx.

The reported FTES for the nine Los Angeles Community Colleges for 2010-2011 are as follows:

East Los Angeles College 20,930

Los Angeles City College 11,972

Los Angeles Harbor College 7,033

Los Angeles Mission College 6,710

ITV (Part of Mission College) 1,327

Los Angeles Southwest College 6,019

Los Angeles Trade-Technical College 11,274

Los Angeles Valley College 11,764

Pierce College 14,008

West Los Angeles College 6,827

TOTALS 97,173

1.2 Recent Transactions

The District processes approximately $35.5 million in credit and debit card transactions each year. Recent

transaction information is as follows:

Credit/Debit transactions:

Total $ net value of credit/debit cards processed in FY 2010 $32.3M and FY 2011 $32.5M

Average credit/debit transaction value ($) - FY2010 $1,720 and FY2011 $1,873

Transaction Volumes: Community Services 8.5% $ 2.8M

General fund 55.6% $18.0M

ITV 0.2% $0.1M

Cafeteria 2.6% $0.8M

Bookstore 33.1% $10.8M

Total 100.0% $32.5M

Transaction by type: Visa 70.0% MasterCard 23.0% Discover 2.0% Amex 1.0% PIN Debit 1.0% Electronic Check 4.0%

Total 100.%

ACH transactions:

Total $ net value of ACH transactions processed in FY 2010 $5.8 M and FY 2011 $3.5 M

Average transactions per month in FY 2010 is 350 and in FY 2011 is 381

http://www.cccco.edu/ChancellorsOffice/Divisions/FinanceFacilities/FiscalServices/AllocationsSection/ApportionmentReports/tabid/329/Default.aspx

http://www.cccco.edu/ChancellorsOffice/Divisions/FinanceFacilities/FiscalServices/AllocationsSection/ApportionmentReports/tabid/329/Default.aspx



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2. Third Party Electronic Payment Services Overview

2.1 Scope

The District has recently completed an initiative to purchase a vendor developed and supported Student

Information System (SIS). LACCD is currently in negotiations with Oracle‟s PeopleSoft Campus Solutions

system and CedarCrestone, Inc. to implement the new system. It is anticipated that the SIS project is

expected to begin in the Fall of 2012. LACCD expects that the third party payment service will be integrated

with the new SIS system and the existing SAP financial system, where appropriate.

Moran Technology Consulting is the consulting firm that supported this analysis effort. The firm is helping

to develop this RFP and will also provide technical support to the evaluation submittal process. It is

precluded from submitting a proposal on this RFP and from engaging in any discussions with any third

parties proposing to submit under this RFP. Any unauthorized contact with Moran Technology Consulting

personnel shall disqualify a proposer from the RFP process.

The overall goal of this RFP is to acquire a Third Party Electronic Payment Service that will support the

District‟s third party electronic payment services for the next five (5) years. The District requires that all

services be re-evaluated and re-bid every five (5) years.

Services included within the scope of this RFP include:

• An externally hosted and secure service that provides online self service capabilities for students to

receive bills and make payments using credit cards, debit cards, ACH and other electronic payment

methods;

• Extensive Real-time integration with SIS;

• Providing complete PCI compliance for any LACCD originated financial transactions;

• Implementation services of the proposed solution include setup and configuration of the solution and

assistance with integration to PeopleSoft Campus Solutions and SAP financial system and other

systems as determined by the District.

The District has established a set of guiding principles to follow as LACCD purchases and implements a new

system and implements “Best Practices” business processes. These guiding principles are:

• Students, faculty and staff should have easy, real time, well supported electronic access (local and

remote) to the data and information necessary to perform and manage their functions.

• We will maximize our use of new SIS SELF-SERVICE functionality.

• We will utilize continual improvement and best practices strategies to collaboratively develop

COMMON student processes and data across the entire District, while still supporting the truly

unique needs of our colleges.

• We will work as an integrated „SILO-FREE‟ TEAM to solve the problems of our students, faculty,

staff and institutions.

• We will strive to become a District that makes „EVIDENCE BASED‟ decisions through the use of

“easy to use” management reporting processes and technologies.

• We will treat information as a strategic asset that is: COMMONLY DEFINED; electronically

CAPTURED ONCE at its point of origin; and appropriately and securely SHARED, across the entire

institution.

• We will maximize our use of new SIS paperless/electronic capabilities and minimize printing



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• We will make MINIMAL customizations to the new SIS software that are not dictated by legislation

and/or regulations – we will strive to RE-ENGINEER our processes when logical and appropriate to

fit the software.

• We will ensure that our new SIS solution is designed to give us the flexibility that is needed to

address the new challenges that we can expect over the next 15-20 years.

• We will establish a DECISION MAKING MODEL and DECISION DUE DATES to keep our

project on time and on budget. If these due dates are not met, the delayed decision will immediately

be escalated and made by executive management – the project will then move on.

• We expect project participants to be responsible to manage project and personal calendars to allow

FULL and ACTIVE participation – non-responsiveness or non-engagement to identified objectives

and timelines implies agreement.

2.2 Current Technical Environment

Much of the current technical environment is described below. Some elements are expected to change in

conjunction with the new SIS implementation.

A. Current Database Environment

The existing Student Information (Core) System is running on an Rdb Database platform, in a

clustered environment. Various other modules attached and/or integrated with the core system, use

Microsoft SQL Server 2000, 2005, and 2008. The environment is also clustered.

Web applications related to the SIS Registration and Fee collection routines have minimal portions of

data on a SQL Server 2000 database.

The SAP Financial and HR modules use a „run-time‟ copy of ORACLE 10g.

B. Current Hardware and Operating System Environments

The current SIS is installed in an HP Superdome multi-server environment.

The District‟s SAN vendor is HP. The Storage Systems consist of HP EVA 5000 and HP P4500

utilizing fiber channel and iSCSI storage.

The existing SIS uses OpenVMS as its operating system. All SIS components and their data are

stored in the Rdb database.

The RDBMS environment is running in the HP Superdomes hardware as well.

The hardware environment is expected to change with the new SIS.

C. Identity Management Environment

The District supports a standards compliant LDAP directory and various Microsoft Active

Directories in addition to the OpenVMS security system, to support authentication, authorization and

role attribute authentication. LACCD‟s intention is to utilize a combination of Microsoft and RedHat

security tools for application authentication and identity management.

In addition, the District is currently in the process of implementing Microsoft Forefront Identity

Management, as the chosen ID Management solution.



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D. Role Based Application Access Authorization Controls

In true role-based security, roles are mapped to certain permissions, and granting access to a user is

merely a function of assigning that user to a set of roles - the permissions then happen automatically.

The District currently uses role based security to provide authorization for the SAP Finance and

Human Resource applications. Based on a user‟s role(s), they may be granted a set of permissions,

but the “granting activity” still occurs at a much more fine-grained level. The current SIS also uses a

simple „roles based‟ approach, but it is not seen as a long-term solution. New applications should

provide a more robust roles authentication model.

The District plans on implementing a Continuous Improvement initiative that will move it towards

meeting these requirements, and any system proposed must support this initiative.

E. Integration Standards

The District is beginning to standardize on contemporary interoperability protocols

(XML/SOAP/WS-*) that enable loose coupling of application components. The intended direction is

toward a Service Oriented Architecture (SOA) that will enable the construction/consuming of

agnostic, reusable “services” that provide business logic and application functions. The end result

will be a system that is agile, flexible and provides a disciplined standards-based technology

framework for the improvement of service delivery and support.

F. Current Student Information Systems

The requested services will not be integrated into the legacy student information system.

G. Backup / Recovery

Central Backup and Recovery is currently addressed through periodic full backups and incremental

backups of systems and data. Vendors shall be held responsible for their own backup and recovery

operations on hosted systems and services.

H. Job Scheduling

The District addresses Job Scheduling in two main environments: HP UX and Windows. Currently,

there are separate products used in each environment. LACCD has no strong desire to remain with

either of these products.

HP UX

o Cron Job Scheduler (IT group)

o AT function (End-user)

Windows

o AT Scheduled Tasks

I. Disaster Recovery / Business Continuity

No disaster recovery services are required within the scope of this RFP.

J. Data Warehouse

The District currently has a data warehouse, based on SAP‟s Business Warehouse/Business Objects,

for LACCD‟s Finance and HR systems.

K. Portal Solution



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The existing Portal environment is a website that provides students with self-service functions such

as online registration, bill payment, grades, unofficial transcripts, etc. Student access this portal via

links from the colleges websites and the main District website and authenticate with their student ID

as a username and a four-digit PIN as a password.

The Portal environment is expected to change with the new SIS.

For the purposes of responding to this RFP, Vendors should assume that the current student portal

solution will be replaced with software vendor‟s portal solution, which will need to be included as

part of the implementation phase of this project.

L. Future Student Information System and Portal

The future student information system is under negotiation.

2.3 Implementation Strategy

The District will be utilizing a dedicated „consultant team on the ground‟ model for the implementation of

the new SIS product. Furthermore, the new SIS and the electronic payments service will be implemented

utilizing a “Pilot Approach”. It is anticipated that the pilot would involve a two-campus pilot approach.

LACCD expects that the electronic payments service vendor would implement in tandem with SIS utilizing

the pilot approach. The two pilot campuses would go live in 12-24 months followed by the remaining 7

campuses in 12-18 months. Implementation of the credit card processing service will be in parallel with the

SIS implementation, with pilot campuses starting the first 12-24 months, followed by rapid deployment to

the remaining campuses.

Note: Due to the implementation approach, the payment processing vendor will not be receiving processing

revenues for all nine colleges at the beginning of the contract.

3. General Information

3.1 Mandatory Pre-Proposal Conference

Attendance (in-person or over a conference call) at a Mandatory Pre-Proposal Conference is required to

provide all proposers with the opportunity to better understand the intent and scope of this RFP. It will be

conducted at:

LACCD District Office

Board Room, 1st Floor

770 Wilshire Boulevard

Los Angeles, California 90017

at the date and time above (see cover page). Alternatively, participants can call-in to the pre-proposal

conference number. It is recommended that participants call in 15 minutes before the start of the conference

to ensure that participants can adequately access the conference line. The call-in information is:

LACCD Pre-Proposal Conference Call Information

PARTICIPANT DETAILS

Dial the telephone conference line: (888) 886-3951

Enter your pass code: 345060

PARTICIPANT CONFERENCE FEATURES:

*0 - Contact the operator for assistance.



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*6 - Mute/unmute your individual line with a private announcement.

During the Pre-Proposal Conference, the District will provide an overview of its RFP intent and process. No

information communicated verbally shall be binding upon the District unless confirmed by written

addendum to the RFP.

Proposers who do not attend this Mandatory Pre-Proposal Conference, either in-person or over the

phone, shall not be allowed to submit proposals to this RFP. In the event that a vendor is serving as the

‘Prime Contractor’ (potentially using subcontractors under them) for this RFP, an employee of the

Prime contractor must represent the firm for this pre-proposal conference.

Ample time should be allowed for downtown Los Angeles traffic and parking. The District does not

provide parking.

3.2 Questions from Proposers

Proposers are asked to submit all questions through email to Fabbee Buñag, Contracts Analyst, at

[email protected] by DEADLINE (see cover page). Proposers are instructed not to contact any other

District personnel or its agents in any manner concerning this RFP. Any unauthorized contact with District

personnel not designated in this RFP shall disqualify a proposer from the RFP process. Written responses to

questions will be posted on the website http://www.laccd.edu/business_services/ to ensure that all proposers

have complete information. District shall not be obligated to answer any questions received after the

Deadline or submitted in a manner other than as instructed above. Proposers who fail to adhere to the

Deadline shall be deemed to have waived raising these questions after RFP submission.

3.3 RFP Addenda/Clarifications

If it becomes necessary for the District to revise any part of this RFP, or to provide clarification or additional

information after the RFP is released, written addenda will be posted on the website

http://www.laccd.edu/business_services/. It shall be the responsibility of the proposers to check the website

for addenda issued. Addendum provided after the initial RFP due date will generally be intended to provide

clarification information prior to any BAFO process, to withdraw the RFP or to revise the RFP Schedule.

All addenda issued shall become part of the RFP, and proposers shall acknowledge, in writing, receipt and

incorporation of all addenda and clarifications in their response. Failure of the proposer to receive Addenda

shall not relieve the proposer from any obligation under its proposal as submitted. The Proposer shall

identify and list in its proposal all Addenda received and included in its proposal; failure to do so may be

asserted by the District as a basis for determining the proposal non-responsive.

3.4 Pre-Contractual Expenses

District shall not, under any circumstance, be liable for ANY pre-contractual expenses incurred by proposers.

Pre-contractual expenses shall mean ANY expenses incurred by the proposer in the following manner: (1)

preparing its proposal and any subsequent responses requested by LACCD in response to this RFP; (2)

submitting that proposal to District; (3) negotiating with District any matter related to this RFP, including a

possible contract; or (4) engaging in any other activity prior to the effective date of award, if any, of a

contract resulting from this RFP.

mailto:[email protected]

http://www.laccd.edu/business_services/

http://www.laccd.edu/business_services/



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3.5 No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit District to award a contract. The District

expressly reserves the right to postpone proposal opening for its own convenience, to accept or reject any or

all proposals received in response to this RFP, to negotiate with more than one proposer concurrently, or to

cancel all or part of this RFP.

3.6 Joint Offers

The District will only contract with a single firm for the service and implementation of the service. Single

proposals from two (2) or more proposers must be submitted on a prime–subcontractor basis in order to be

considered. One firm must declare that it is the „Prime‟ contract and that it assumes all responsibility for the

implementation of the solution. Proposals submitted by multiple firms doing business as joint ventures will

not be considered.

3.7 Exemption From Disclosure

Proposals will remain confidential in their entirety until the evaluation and analysis process is complete and a

Notice of Award has been issued by the District, except for information declared at the proposal opening

date. All proposals submitted will become the property of the Los Angeles Community College District.

The preparer must identify, in writing, all copyrighted material, trade secrets, or other proprietary

information that the preparer claims are exempt from disclosure under the Public Records Act (California

Government Code Section 6250 et seq.). Any proposer claiming such an exemption must also state in the

proposal that “the proposer agrees to indemnify and hold harmless the Los Angeles Community College

District, its Board of Trustees, and its officers, employees and agents, from any claims, liability, or damages

against, and to defend any action brought against above said entities for their refusal to disclose such

material, trade secrets, or other proprietary information by any party." Failure of a proposal to include such a

statement will be deemed a waiver of any exemption from disclosure under the Public Records Act. A

blanket statement that all contents of the proposal are confidential or proprietary will not be honored by the

District. In addition, a Proposer's identification of portions of its proposal as confidential or proprietary shall

not be considered if production of such portions of its proposal is subject to disclosure under the Public

Records Act.

3.8 Proposed Contract

Proposers selected by the District shall enter into a written agreement with the District.

Any exceptions to, deviations from, or inability to comply with the requirements set forth in this RFP, or the

terms and conditions contained in the Sample Form Agreement, must be declared in writing within the

proposal; failure to do so will prevent proposer from asserting its inability to comply with the terms or

conditions later on. Such exceptions or deviations must be segregated as a separate element of the proposal

under the heading "Exceptions and Deviations to Sample Form Agreement." The District will make a good

faith effort to consider contractual issues identified by vendors and LACCD requires all proposing vendors to

similarly make a good faith effort to comply with the District‟s sample agreement terms and conditions.

Proposals that mandate the use of vendor standard services contract, rather than utilizing the District‟s

standard services contract will result in that firm‟s proposal being judged non-responsive and these proposals

will be rejected. Proposals that reject the majority (generally 50% or more) of the wording or an integral

provision of the District‟s contract terms and conditions will be treated as a rejection of the District‟s

contract and these proposals will be rejected.



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Section 16 in the Professional Services Sample Agreement Form, Exhibit E, specifies the minimum

insurance requirements that must be met by the successful proposer. The proposer's inability or

unwillingness to meet these requirements as a condition of award must be stated as an exception in the

proposal.

3.9 Protests

Any actual or prospective proposer may protest the solicitation or award of a contract for violations of

District‟s procurement policies or of laws and regulations governing District's procurement activities. In

order to be considered, all protests must be in writing and filed with and received by LACCD, not more

than five (5) business days following the date of issuance of the District‟s Notice of Intent to Award with

the contact below. Protests received by LACCD after this date will be returned to the sender.

Director of Business Services

Los Angeles Community College District – Business Services Office

770 Wilshire Blvd, 6th

Floor

Los Angeles, CA 90017

Failure to timely file the protest shall constitute grounds for the District to deny the bid protest without

further consideration of the grounds stated therein.

4. Proposal Format and Content

4.1 General

The proposal should provide a straightforward, concise description of the proposer‟s ability to satisfy the

requirements of this RFP. Emphasis should be placed on conformance to the RFP instructions,

responsiveness to the RFP requirements, completeness and clarity of content. This RFP and the vendor‟s

successful proposal response will become a part of any contract that is executed as a result of this RFP. Any

proposal attachments, documents, letters, Advantiv responses, video-taped scripted demonstrations and

materials submitted by the proposer shall be binding and will be included as part of any final contract.

Promotional material will not be considered in awarding a contract and should not be included.

4.2 Proposal Content

The District is requesting proposals for a third party electronic payment service and the implementation

services needed to support the proposed payment system.

Vendors are strongly encouraged to adhere to the following general instructions in order to bring clarity and

order to the proposal and subsequent evaluation process:

Elaborate proposals in the form of brochures or other presentation materials beyond that necessary to

present a complete and effective proposal are not desired and should not be included.

The response should be complete and comprehensive, with a corresponding emphasis on being

concise and clear.

Any materials that a vendor feels are needed to provide clarity to their proposal should be included as

appendices in their proposal.

The following pages describe the Response Format for each section. Vendors MUST respond as requested.

Any deviation from this defined format may cause the vendor's proposal to be non-responsive, causing the



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proposal to be rejected. For example, the LACCD pricing spreadsheets included with this RFP must be the

only pricing documents that are delivered by the Proposer and they must comply with the District's

formatting directions. Providing this information within the any document other than the Pricing Proposal or

within a PDF or a copy protected spreadsheet would constitute a breach of response format, causing the

vendor‟s entire response to be considered non-responsive.

Response Format: Section 1: Electronic Payment Functional and Technical Requirements

Part A – Functional/Technical Proposal

The following documents comprise the functional/technical proposal:

1. Response to the Functional and Technical Requirements.

Detailed functional and technical requirements for this RFP were developed using

DecisionDirector®, a secure, web-based team collaboration system provided by Advantiv

Solutions, LLC. Accordingly, vendor responses to those requirements will also be collected and

processed via DecisionDirector.

Each responding vendor will be provided with a secure, on-line response environment within

DecisionDirector, similar to that shown in the example below:

Please contact Advantiv Solutions at [email protected]. Advantiv Solutions will provide each

vendor with all necessary instructions and support.

The DecisionDirector vendor response environment will open upon the release of the RFP and

will close on the Proposal Due Date and time above (see cover page). Should an award be made,

the District will make the selected Proposer‟s answers to the functional and technical

requirements a part of the eventual service contract. Accordingly, the District requires all

Proposers to provide written verification that the answers that the Proposers provide via

DecisionDirector are complete, accurate, and final.

mailto:[email protected]



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NOTE: The responses that the Proposer provides to LACCD through the DecisionDirector tool

must be for the version of the service that the vendor is currently providing to all clients within 60

calendar days of the proposal due date. If the vendor has a new version available AFTER that

date, its DecisionDirector response must match the currently service version, not the next version.

2. Response to Exhibit A: Mandatory Requirements

A set of Mandatory Requirements has been established and provided in the exhibit. ALL

PROPOSALS MUST COMPLY WITH ALL MANDATORY REQUIREMENTS FOR THE

PROPOSAL TO BE DEEMED RESPONSIVE.

3. Response to Exhibit B: Other Requirements

A set of Other Requirements has been established and provided in the exhibit.

4. Response to Exhibit C: Implementation Statement of Work

Vendors are required to indicate how their service will be implemented at LACCD. Vendors will be

responsible for configuring their systems as well as assisting the SIS implementation firm with

integration with PeopleSoft. If any additional integrations with SAP financials may be necessary,

then this effort needs to be described.

Vendors may propose implementing the service themselves or offering a “Prime Contractor”

situation for implementing their service. In the case of a “Prime Contractor” option, the vendor

would be the Prime Contractor and would offer implementation services via a sub-contractor. Sub-

contractors must be part of a formal „business partner‟ program where the sub-contractor receives

regular training and support from the service vendor. Proposals from independent vendors without

this type of formal relationship with the service vendor will be rejected.

5. Response to Exhibit D: Non-Collusion Affidavit

6. Response to Exhibit E: Non-Discrimination Certification

7. Response to Exhibit F: Confidentiality Agreement



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Part B – Pricing Proposal

The following documents comprise the pricing proposal for the complete service solution:

Completed “Exhibit G: LACCD Pricing” spreadsheet. The Excel spreadsheet should be

completed and returned AS A NON-COPY PROTECTED EXCEL SPREADSHEET, NOT A

PDF FILE or any other type of document. Any of the following actions by the Proposer will

result in the immediate rejection of the vendor‟s proposal:

1. Please include one printed version of LACCD‟s pricing spreadsheets within a sealed

document labeled PRICING PROPOSAL. However, the District will only consider the

pricing numbers included within the Excel spreadsheet that is provided by LACCD as part

of this bid. The pricing within the LACCD-provided spreadsheet will be considered the

vendor‟s official proposed pricing.

2. If any modifications to the pricing spreadsheet are made, the proposal will be considered non-

compliant and therefore rejected. The pricing spreadsheets must be completed in their

present structure. The proposer CANNOT change the structure of the pricing

spreadsheets.

NOTE: The District reserves the right to ask for additional clarification information regarding pricing.

Additionally, the District reserves the right to use information it has learned during this procurement

process to refine its needs and request new pricing information for any vendors who remain in the

procurement process at that point in time.



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Proposal Submittal

For proposers who are submitting proposals, they must submit their Functional/Technical Proposal in one envelope and their Pricing Proposal in a separate envelope as follows:

The Functional/Technical Proposal, including fifteen 15) paper copies and one (1) CD, must be enclosed in a sealed opaque envelope, with a label that is plainly and clearly marked, displaying the proposer’s legal name and the following words: "Proposal Responding to RFP: THIRD PARTY ELECTRONIC PAYMENT SERVICE PROPOSAL” NOTE: The CD must contain electronic versions of the technical proposal in both Adobe Acrobat format and in Microsoft Word format. The vendor is responsible to ensure that all electronic documents and CD’s are readable and not corrupt. Providing corrupt/non-readable documents can cause the vendor’s proposal to be considered non-responsive.

1. The Pricing Proposal, including one (1) paper copy and one (1) CD, must be enclosed in a sealed opaque envelope, with a label that is plainly and clearly marked, displaying the proposer’s legal name and the following words: "Proposal Responding to RFP: THIRD PARTY ELECTRONIC PAYMENT SERVICE PRICING PROPOSAL” NOTE: The CD must contain electronic versions of the pricing proposal in both Adobe Acrobat format and in Microsoft Excel format. Restrictions on modifying the LACCD-provided CD are described elsewhere in this RFP. The vendor is responsible to ensure that all electronic documents and CD’s are readable and not corrupt. Providing corrupt/non-readable documents can cause the vendor’s proposal to be considered non-responsive.

Mail or hand deliver proposals to this Address (see cover page). Proposals submitted via fax, telephone or e-mail will not be accepted. If hand-delivered, ample time should be allowed for delays caused by downtown Los Angeles traffic and parking.

Proposer assumes full and sole responsibility for timely receipt of its proposal and the proposal security. Any proposal received after the stated deadline, may, at the sole discretion of the District, be returned without consideration. Delays in the mail service or any other delivery method shall not be considered a valid excuse for late proposals. Late proposals will only be considered in the event that a selection cannot be made from timely proposals.

All proposals must be firm offers subject to acceptance by District and may not be withdrawn for a period of ONE YEAR following the last day to submit proposals. All pricing must be held firm for a period of one year after the submission date of this RFP and vendors must commit to this period in their cover letter. Proposals may not be amended once submitted to District, except as permitted by District.



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RESPONSE PROPOSAL CHECKLIST

The following checklist should be used to ensure that the proposer has provided LACCD with all the

documents needed to be considered a complete response.

Proposal Section Verify Proposal

Inclusion

SECTION 1 - Part A – Technical Proposal

Complete Advantiv Requirements Response □

Response to Exhibit A: Mandatory Requirements □

Response to Exhibit B: Other Requirements □

Response to Exhibit C: Implementation Statement of Work

□

Response to Exhibit D: Non-Collusion Affidavit □

Response to Exhibit E: Non-Discrimination Certification □

Response to Exhibit F: Confidentiality Agreement □

Provide Fifteen (15) Hard Copies and One CD Copy □

SECTION 1 - Part B – Pricing Proposal (separate sealed document)

Response to Exhibit G: Pricing Spreadsheet □

Provide One (1) Hard Copy and One (1)CD Copy □



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5. Proposal Evaluation and Contract Award

5.1 Evaluation Process

An Evaluation Panel consisting of District and/or representative College staff will review, analyze and

evaluate all services proposals received. Each evaluation task will include written evaluations by the

Evaluation Panel for each responsive proposal evaluated.

The following describes the intent of each currently planned evaluation task. LACCD reserves the right to

conduct these evaluation tasks in a different time sequence and to add additional evaluation tasks if it finds

this necessary.

TASK 1: The Evaluation Panel‟s first major evaluation task will be to review all the proposals to

validate that the proposer‟s proposal adheres to the RFP format and content requirements and to determine

which proposals have satisfactorily addressed the Mandatory Requirements section of LACCD‟s RFP.

Proposals that do not satisfactorily address ALL OF THESE REQUIREMENTS will be judged to be non-

responsive and will be rejected.

Functional Evaluation and Implementation/Interface Evaluation:

TASK 2: The Evaluation Panel will then analyze responsive proposals, including the Proposer‟s

Advantiv Responses, to determine how well the proposed solution meets LACCD‟s needs. If there are more

than 4 proposers, the Evaluation Panel shall short-list the top 4 scoring proposals, based on the Advantiv

Decision Director scoring.

TASKS 3-4: The Evaluation Panel will then conduct a series of evaluation activities with remaining

proposers at that point. These activities are planned to include:

TASK 3: Written Proposal Evaluation

TASK 4: Scripted / Customized Demonstrations and Implementation/Interface approach

Reference Evaluation:

TASK 5: The Evaluation Panel will conduct Reference Calls and Evaluations.

TASK 6: The Evaluation Panel will complete its evaluation of the proposals and select the top scoring

proposals that best meet the needs of LACCD.

TASK 7: At its sole discretion LACCD may ask for Best and Final Offer (BAFO) pricing from all

vendors who are still under consideration at this point in the evaluation process.

Pricing Evaluation:

TASK 8: The Evaluation Panel will evaluate the proposal pricing for all viable service proposals as

well as all prior evaluation analysis.

Selection:

TASK 9: The Evaluation Panel will then evaluate the three lowest responsive proposals to select the

proposal that best meets the needs of LACCD. Additionally, the team will rank the remaining two proposals

for the possible event that the LACCD is not able to come to a satisfactory conclusion to contract

negotiations with the vendors associated with the initially selected proposal.



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TASK 10: Notices of Intent to Award Letters will be issued to all proposers identifying the vendor

selected by the Evaluation Panel.

TASK 11: LACCD will then begin contract negotiations with this vendor to obtain acceptable contracts

from this firm. If LACCD cannot come to acceptable contract terms with the first firm within a fixed

timeframe, that the District will specify, the District will terminate negotiations and move to the next set of

vendors that can provide an acceptable solution.

TASK 12: The LACCD Board must approve the contract before a contract can be signed and work can

begin.

5.2 Evaluation Criteria

All of the Evaluation Tasks described above are scored by use of numerical and narrative scoring techniques,

proposals will be evaluated by District against the factors specified below. Each of these criteria will be

evaluated during a set of RFP events (as described in section 5.1) occurring throughout the RFP process. The

relative weights of the criteria are based on a 100 percent scale, as listed below.

Scoring Criteria

RFP Events Used to Evaluate Each Criteria

Evaluation Criteria

Percent

of

Total

Score

Written

Proposal

Evaluation

Decision

Director

Scoring

Scripted

Demo

Reference

Checking Pricing

Functional Evaluation 50% 5% 5% 40%

Reference Evaluation 15% 5% 10%

Implementation and

Interfaces with SIS and

SAP

5% 5%

Pricing 30% 30%

TOTAL 100% 10% 5% 45% 10% 30%

The District reserves the right to reject any or all proposals, to waive any irregularities or informalities in the

offers received.

5.3 Contract Award

The District desires to award to one of the three lowest responsive competitive proposals received.

Responsive proposals will be determined based on scored evaluation criteria noted above. There is no

guarantee expressed or implied that the District will provide work to any party who has submitted a proposal.

A proposal submitted in accordance with instructions constitutes a binding offer subject to board approval

and full execution of the Agreement. Proposed revisions or modifications to the District‟s standard contract

terms must be included with the submittal. Proposed exceptions may render the proposal non-responsive.



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6. Exhibits:

Exhibit A: Mandatory Requirements

Exhibit B: Other Requirements

Exhibit C: Implementation Statement of Work

Exhibit D: Non-Collusion Affidavit

Exhibit E: Non-Discrimination Certification

Exhibit F: Confidentiality Agreement

Exhibit G: Pricing Spreadsheet

Exhibit H: Professional Services Agreement



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EXHIBIT A: MANDATORY REQUIREMENTS

In reviewing responses to the District‟s RFP for a third party electronic payment service THE VENDOR’S

PROPOSAL WILL BE DEEMED NON-RESPONSIVE IF THEIR PROPOSAL CANNOT MEET

ALL OF THE FOLLOWING MANDATORY REQUIREMENTS AND IF THE PROPOSAL DOES

NOT PROVIDE ALL OF THE REQUESTED INFORMATION AND SUPPORTING PROOF OF

CAPABILITY INFORMATION FOR EACH MANDATORY REQUIREMENT. These requirements

will be evaluated on a „Pass/Fail‟ basis. In order for a proposal to be considered RESPONSIVE, a Proposer

must be able to demonstrate that they satisfy EVERY Mandatory requirement. LACCD recommends that

vendors not respond to this RFP unless they can satisfy EVERY Mandatory requirement.

For many of these mandatory requirements, LACCD will call your reference client(s) to validate your ability

to provide a required capability. When you are requested to provide client contact information for any

references, you MUST include the following information:

Name

Mailing Address

Title

Phone number

Email address

Responses to these requirements must be submitted via DecisionDirector.

1. The vendor’s service must be currently in use at a multi-campus higher education district or

system, with a Student Head Count of at least 50,000 students, and interface with a single

instance database for all the campuses.

o Supporting Proof of Capability: Provide a detailed description of a reference institution where

your service is used that effectively addresses the requirements of this Mandatory requirement.

You must provide both client reference contact information and the reference institution‟s:

Student FTE count

Student Headcount

# of campuses using the service

A description how the service was implemented

The starting and ending dates (month/year) for the service agreement

o Background: The capability of a vendor‟s service to support the needs of a small community

college is very different from being able to scale up to implement one of the largest Community

College Districts in the U.S. LACCD needs vendors who have a proven track record of supplying

services to large multi-campus higher education systems.

2. The proposed service must demonstrate the capacity to effectively support the necessary

concurrent users for an institution of LACCD’s size.

o Supporting Proof of Capability: Provide a detailed description of a reference institution where

your service is used that demonstrates the capability of your proposed solution to support an

institution of LACCD‟s size. If your reference institution is smaller than LACCD, then, in

addition the above information, you must effectively describe the performance testing or other

means that your firm has used to determine that your proposed solution is capable of supporting

an institution that is the size of LACCD.



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You must provide both client reference contact information and the reference institution‟s:

Student FTE count

Student Headcount

# of campuses using the service

The maximum number of concurrent transactions that the institution has experienced

while using the service.

The starting and ending dates (month/year) for the service agreement

o Background: A vendor‟s ability to support the processing needs of a small community college is

very different from being able to scale up to one of the largest Community College Districts in the

U.S. LACCD needs vendors who have a proven track record of having a system that can

effectively support the transaction processing levels of a large multi-campus higher education

systems.

3. The vendor’s service must be currently used by at least one or more California Community

Colleges.

4. The vendors system must currently be used by a community college utilizing PeopleSoft’s

Campus Solutions, with registration module currently in use.

o Supporting Proof of Capability: List which community colleges utilizing People Campus

Solutions are also using the services proposed in this bid.

5. The vendor must demonstrate that it has the skills and experience needed to create real-time

interfaces between the proposed service and the SAP Financial system as well as the Oracle

PeopleSoft Campus Solutions system.

o Supporting Proof of Capability: Describe how your system would interface with the SAP

Financial and Oracle PeopleSoft Campus Solutions systems. Provide reference accounts if

possible. Provide a verifiable (running in production) list of interfaces actually created for these 2

systems,

6. The user interface provided by the proposed service must be web-based, utilizing current and

standard web browsers for access to all user screens.

o Supporting Proof of Capability: Describe you capability to provide a pure web browser-based

user interface.

o Background: Distributing and managing vendor specific software on client workstations is not

affordable. LACCD does not have the staffing or money it would take to support a non-browser

based service.

7. The proposed solution must support utilizing LDAP/RedHat or Active Directory for user

authentication to the service.

o Supporting Proof of Capability: Describe you capability to support LDAP and/or Active

Directory in this manner, including any other authentication technologies that the proposer

natively supports for its proposed service. You must provide client reference contact information.



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o Background: LACCD currently uses an LDAP/RedHat system at the system office and has

Microsoft‟s Active Directory installed at many of the campuses. It has invested significantly in

building a secure application environment that it can afford to support. LACCD is also

considering moving to a standard MS Forefront Identity Management (FIM) system across all

applications in the future. LACCD needs to clearly understand its security technology options.

8. The vendor’s system must have the ability to protect the privacy of student educational and

financial information, and ability to meet the requirements of all applicable federal regulations,

including the Family Educational Rights and Privacy Act (FERPA), Health Insurance

Portability and Accountability Act (HIPPA), the Gramm-Leach-Bliley Act (GLBA), Payment

Card Industry Data Security Standard (PCI DSS), and all applicable California statutes.

o Supporting Proof of Capability: Describe the system‟s compliance with applicable statutes.



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EXHIBIT B’: OTHER REQUIREMENTS

Responses to these requirements must be submitted via DecisionDirector.

General Questions

1. The vendor should provide information about the company, including:

Company history

Company size and organization

How long the company has been in business

The most recent audited financial information (e.g., annual sales, profitability, etc.)

Contact information for at least three (3) comparable institutions where the proposed

solution is in production (Names, roles, phone numbers, and e-mail)

2. Provide a detailed description of the support and functional and technical training for the proposed

service, including:

Overview of proposed training options for on-site or training center services

Recommended training plan including estimated timeframes

3. Please provide detailed information regarding the support and maintenance of the proposed service.

Specify the nature of any post-implementation support provided by the vendor including:

Product support options

Telephone support

Online support

Delivery method and release schedules of future upgrades and product enhancements

Availability of user groups

4. Please describe the overall install base of the company‟s proposed solution, including specific

information related to other installs of similar size and complexity of the District.

5. Please describe the company‟s future plans regarding the proposed service including:

Release, update and fix schedules

Support for current or new hardware and/or software platforms

Product direction

Policy regarding duration of support for back-level versions of this solution

6. Please provide a complete list of all technical and functional documentation that will be provided with

your service. The costs of this documentation must be included in the pricing spreadsheet.

7. Please provide complete descriptions of all training courses that you recommend that LACCD attend

so that LACCD is prepared to support the implementation and to provide post-implementation

support.

8. Please provide a detailed project plan outlining the steps and responsibilities of all parties involved in

the implementation of the service

9. Provide detailed information as to how the vendor will work with the District during each of the

phases of the project, including the technical aspects of the project.



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10. Provide detailed information as to how the vendor proposes to transfer knowledge to the District

project team and IT staff members during the implementation project.

11. Provide a detailed plan for training the users prior to service implementation. The District requires

assistance from the vendor to provide and support initial training solutions and related services for

the development, implementation, management, administration, use, and maintenance of the

vendor‟s service. Please include information as to how the District can adapt the implementation

training plan for use in providing on-going training. Provide complete descriptions of all on-site

training that you would provide to functional and technical users, as well as a proposed schedule of

when these would occur.

12. Provide information for any subcontractors that the vendor proposes to use to complete the services

contracted under this agreement, including:

Company history


How long the company has been in business

The most recent audited financial information (e.g., annual sales, profitability, etc.)

Contact information for institutions (comparable to the District, if possible) where the

vendor and subcontractor have worked together on a completed implementation of the

proposed service

13. Provide information as to how the vendor proposes to manage its subcontractors to ensure that the

needs of the District will be met in a timely and cost efficient manner.

14. Provide a description of any value added components available from the vendor that support the

needs of the District and why the District should consider these value added components.

15. Provide a listing of all assumptions used to create this response.

16. Provide three current references who have utilized the service within the past five (5) years. Each

reference should describe the institution, service used, any interfaces to student or financial

systems, and length of time using the service. Each reference should provide detailed client contact

information for:

a. The client Project Manager

Functional Questions

Please describe how your service offering will meet this following list of functional requirements:

17. Ability to provide summary and detail electronic reconciliation reports as well as dashboard views

for both ACH transactions and credit/debit card transactions.

18. Ability to void transactions prior to settlement and carry the void through to reverse the payment on

the student information system.

19. Ability to accept various forms of payment (e.g., check, e-check, credit card, ACH, EFT etc.) to be

applied to specific line item charges.



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20. Ability to allow authorized users to create and categorize payment types on demand.

21. Ability to provide the payer a receipt for successful transactions and a message for unsuccessful

transactions.

22. Ability to produce separate credit card transmittals for each site/each terminal and settle on

demand.

23. Ability to pass the credit card payment information to the student's account in PeopleSoft with

appropriate detail (date, time, amount, receipt number etc.) in real time or near real time.

24. Ability to refund, disburse or hold student refunds and aid using direct deposit, ACH, or EFT to

individual bank accounts.

25. Ability for the system to recognize a possible duplicate payments and alert users.

26. Ability to restrict data, transactions and reports for selected departments.

27. Ability to meet all applicable federal and California accounting control and audit requirements

including AICPA, PCAOB, SEC, Sarbanes-Oxley, etc.

28. Ability for students to make payments on account, on specific charges, or payment plans, to opt in

or out of optional fees.

29. Ability to sign-up and authorize direct deposit and payment services to/from individual bank

account(s).

30. Ability to provide availability on a 24 hour a day, 7 day a week schedule, including holidays. The

System must maintain a 98% uptime rating with a maximum of 5 second response time.

Maintenance downtime must be less than one hour per week. The Vendor must maintain a hot site

or take appropriate measures to be able to recover quickly from a major disaster.

31. Ability to provide availability on a 24 hour a day, 7 day a week schedule, including holidays. The

System must maintain a 98% uptime rating with a maximum of 5 second response time.

Maintenance downtime must be less than one hour per week. The Vendor must maintain a hot site

or take appropriate measures to be able to recover quickly from a major disaster.

Technical Questions

32. Provide a detailed list of any additional software products (both vendor-owned and 3rd

party) that

are required to provide LACCD with a complete solution to its third party electronic payment

needs.

NOTE: Proposing vendors understand their products and complementary software products that are

needed to meet LACCD‟s needs. LACCD does not have this same level of information. As such,



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LACCD must assume that all software products that are necessary to meet the functional and

technical requirements of the RFP have been included within the vendor‟s proposal and within the

pricing information that is provided. Proposing vendors accept complete responsibility to provide

LACCD with all necessary software to meet its needs. Any software products that were not described

in this proposal but that are necessary for the proposed solution to meet LACCD‟s needs will be

provided to LACCD by the proposing vendor at no additional licensing or maintenance costs.

33. Provide detailed information regarding any third party software that is required to completely address

all of LACCD‟s requirements and to deliver a complete solution. For each of these 3rd

party software

firms, included in the proposed solution, describe:

Company

Company history


Description of product

Product contact information

Comparable institutions and contact information where the product is in production

Hardware and infrastructure requirements, if additional

Patch process

34. Provide a description of any features (or value added components) available for use with the proposed

service that have not been specifically requested in the RFP but that you think would be beneficial to

LACCD.

35. The new third party electronic payment service will be required to scale to meet the future computing

needs of the District. It is anticipated that the District will grow FTES 30% over the next ten (10)

years.

Please describe how your proposed solution meets the scalability needs of the District.

36. The vendor must describe their process for resolving and implementing bug fixes to its service.

37. LACCD is planning to move to MS Forefront Identity Management (FIM) solution over the next

few years. Please describe how your solution interacts with FIM.

38. The District is currently evaluating its identity management requirements and it is expected that its

security practices and processes will evolve. Please describe how your service will support the

following security functionality:

a. Self-service portal functionality for prospective students as well as parents.

b. The ability for students to grant access to parents to pay on their behalf

c. Service provision for students that never set foot on campus, such as pure distance learning

programs and overseas programs.

39. Please provide a complete list of all hardware and software platforms on which your service operates.

40. Please provide detailed information regarding backup and disaster recovery requirements and

recommendations. Vendors shall include procedures for backup and recovery.



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EXHIBIT C: Implementation Statement of Work

Vendors are required to indicate how their service will be implemented at LACCD. Vendors will

responsible for configuring their systems as well as assisting the SIS implementation firm with

integration with the SIS. IF any additional integration with SAP financials may be necessary, then

this effort needs to be described.

Vendors may propose implementing the service themselves or offering a “Prime Contractor”

situation for implementing their service. In the case of a “Prime Contractor” option, the vendor

would be the Prime Contractor and would offer implementation services via a sub-contractor. Sub-

contractors must be part of a formal „business partner‟ program where the sub-contractor receives

regular training and support from the service vendor. Proposals from independent vendors without

this type of formal relationship with the service vendor will be rejected.



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EXHIBIT D: NON-COLLUSION AFFIDAVIT

NONCOLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER

AND SUBMITTED WITH ITS PROPOSAL

(Name) _______________________________________, being first duly sworn, disposes and says that he or

she is (Title) _________________________________ of (Company) _____________________________,

the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any

undisclosed person, partnership, company, association, organization, or corporation; that the proposal is

genuine and not collusive or sham; that the proposer has not directly or indirectly induced any other proposer

to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed

with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that

the proposer has not in any manner, directly, or indirectly, sought by agreement, communication, or

conference with anyone to fix the proposal price of the proposer or any other proposer, or to secure any

advantage against the public body awarding the contract of anyone interested in the proposed contract; that

all statements contained in the proposal are true; and further, that the proposer has not, directly or indirectly,

submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged

information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership,

company, association, organization, bid depository, or to any member or agent thereof to effectuate a

collusion or sham proposal.

IN WITNESS WHEREOF, the undersigned has executed this Non-collusion Affidavit this

__________ Day of ____________________, 2012.

PROPOSER

(Type or Print Complete Legal Name of Firm)

By

(Signature)

Name

(Type or Print Name of Signer)

Title

Address

City State _____ Zip ________



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EXHIBIT E: NON-DISCRIMINATION CERTIFICATION

CERTIFICATION OF NON-DISCRIMINATION TO BE EXECUTED BY PROPOSER


Proposer hereby certifies that in performing work or providing products for the District, there shall be no

discrimination in its hiring or employment practices because of age, sex, race, color, ancestry, national

origin, religious creed, physical handicap, medical condition, marital status, or sexual orientation, except as

provided for in Section 12940 of the California Government Code. Proposer shall comply with applicable

federal and California anti-discrimination laws, including but not limited to the California Fair Employment

and Housing Act, beginning with Section 12900 of the California Government Code.

IN WITNESS WHEREOF, the undersigned has executed this Certificate of Non-Discrimination this

__________ day of ____________________, 2012.

PROPOSER

(Type or Print Complete Legal Name of Firm)

By

(Signature)

Name

(Type or Print of Signer)

Title

Address

City State _____ Zip ________



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EXHIBIT F: CONFIDENTIALITY AGREEMENT

CONFIDENTIALITY AGREEMENT TO BE EXECUTED BY PROPOSER


The undersigned, a duly authorized officer of _________________________________________________,

does hereby represent, warrant and agree to the following statement:

All financial, statistical, personal, technical or other data and

information relating to the District‟s operation which are designated

confidential by the District and made available to the undersigned shall

be protected by the undersigned from unauthorized use and disclosure.

Date: _________________________ ___________________________________

Name of Proposer

By: ___________________________________

Authorized Officer



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EXHIBIT G: PRICING SPREADSHEET

The pricing spreadsheet will be provided to bidders as an Excel file.



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EXHIBIT H: SAMPLE FORM OF CONTRACT

PROFESSIONAL SERVICES AGREEMENT

PARTIES: LOS ANGELES COMMUNITY COLLEGE DISTRICT

("District", "LACCD")

By:

[Name of College]

[College Address]

Attn:

[Contact name and phone number]

("College")

("Contractor")

[Address]

Attn:

[Contact name and phone number]

DATE:

TERM OF AGREEMENT:



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RECITALS

WHEREAS, the District may contract for professional services to the extent permitted by law; and

WHEREAS, the Contractor has represented itself to be specially licensed and/or certified and/or trained,

experienced and competent to perform the services described herein;

NOW, THEREFORE, in consideration of the mutual covenants and conditions hereinafter contained, the

parties hereby agree as follows:

AGREEMENT

1. SERVICES. The Contractor shall perform the Services set forth in Exhibit "A" (the "Services") in

compliance with specifications and standards set forth in that Exhibit. The District shall have the right

to order, in writing, changes in the scope of work or under the Services to be performed with any

applicable version of the compensation paid hereunder agreed upon by the District and the

Contractor. Any adjustment to fees, rate schedules, or schedule of performance can only be adjusted

pursuant to written agreement between the parties.

2. INCORPORATION OF RESPONSE TO REQUEST FOR PROPOSALS. The Contractor's

response to Request For Proposals (RFP No. 12-21) is incorporated into this agreement. In case of any

conflict between the general contract provisions and the Contractor's response to the Request For

Proposals, the District's terms and conditions shall prevail.

3. COMPLIANCE REQUIREMENTS FOR CARDHOLDER DATA.

The provisions set forth in this Section apply to the Contractor that either itself, or through a

processor or other agent, stores, processes, handles or transmits cardholder data in any manner. For

purposes of this Section, the term “cardholder data” refers to the number assigned by the card issuer

that identifies the cardholder‟s account or other cardholder personal information.

A. The Contractor shall at all times comply with the Payment Card Industry Data Security

Standard (“PCI DSS”) for cardholder data that are prescribed in the card association Operating

Regulations or otherwise issued, as they may be amended from time to time (collectively, the “PCI



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DSS Requirements”). Copies of current PCI DSS Requirements documentation are available on both

the Visa and MasterCard websites.

B. The Contractor acknowledges and agrees that cardholder data may only be used for assisting in

completing a card transaction, for fraud control services, or as specifically agreed to by the card

associations or as required by applicable law.

C. In the event of a breach or intrusion of or otherwise unauthorized access to cardholder data

stored at or for the Contractor, the Contractor shall immediately notify the District, in the manner

required in the PCI DSS Requirements, and provide the card associations, and the acquiring financial

institution and their respective designees access to Contractor's facilities and all pertinent records to

conduct a review of Contractor's compliance with the PCI DSS Requirements. The Contractor shall

fully cooperate with any reviews of their facilities and records provided for in this paragraph,

including but not limited to facilitating production of records in accordance with the California Public

Records Act.

D. In the event of a breach as described in Section 3(C), the Contractor will pay all fees, cost

escalations, assessments, tariffs, penalties, fines or other items that may be charged, assessed or

imposed under this Agreement and/or the card association Rules.

E. The Contractor shall maintain appropriate business continuity procedures and systems to ensure

security of cardholder data in the event of a disruption, disaster or failure of the District's or the

Contractor's primary data systems.

F. The Contractor and its successors and assigns shall comply with the PCI DSS Requirements

after termination of this Agreement.

4. WARRANTIES. The Contractor warrants and represents that it is specially trained, qualified, duly

licensed, experienced, and competent to provide the Services. The Contractor warrants that Services

(and any goods in connection therewith) furnished hereunder will conform to the requirements of this

Agreement (including all descriptions, specifications and drawings made a part hereof) and in the case of

goods will be merchantable, fit for their intended purposes, free from all defects in materials and

workmanship and to the extent not manufactured pursuant to detailed designs furnished by the District,

free from defects in design. The District's approval of designs or specifications furnished by the

Contractor shall not relieve the Contractor of its obligations under this warranty. All warranties,



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including special warranties specified elsewhere herein, shall inure to the District, its successors, assigns,

and users of the goods or services.

5. FEES. The District shall pay the Contractor the fees set forth in Exhibit B, in accordance with the terms

and conditions of this Agreement. The Contractor represents that such fees do not exceed the

Contractor's customary current price schedule. The District shall pay all applicable taxes; excepting,

however, the federal excise tax, and all state and local property taxes, as college districts are exempt

therefrom. Payment shall be made by the District's Accounts Payable Office upon submittal of

invoice(s) approved by the Vice-President of Administration, or designee, at the College.

6. EXPENSES. The Contractor shall assume all expenses incurred in connection with performance except

as otherwise provided in this Agreement.

7. TERM OF AGREEMENT. This Agreement shall be for the term set forth above, unless sooner

terminated pursuant to the terms hereof.

8. TERMINATION OF AGREEMENT. This Agreement may be terminated by the District by

providing 30 days' prior written notice to the Contractor or immediately upon breach of this Agreement

by the Contractor.

9. DOCUMENTATION. The Contractor agrees to provide to the District, at no charge, a sufficient

number of nonproprietary manuals and other printed materials, as used in connection with the Services,

and updated versions thereof, which are necessary or useful to the District in its use of the Services

provided hereunder.

10. RIGHTS IN DATA. All technical communications and records originated or prepared by the

Contractor pursuant to this Agreement including papers, reports, charts, computer programs, and other

documentation, but not including the Contractor's administrative communications and records relating to

this Agreement shall be delivered to and shall become the exclusive property of the District and may be

copyrighted by the District. The ideas, concepts, know-how, or techniques relating to data processing,

developed during the course of this Agreement by the Contractor or jointly by the Contractor and the

District can be used by either party in any way it may deem appropriate. All inventions, discoveries or

improvements of the computer programs developed pursuant to this Agreement shall be the property of

the District. During the term of this Agreement, certain information which the District deems

confidential ("Confidential Information") might be disclosed to the Contractor. The Contractor agrees

not to divulge, duplicate or use any Confidential Information obtained by the Contractor during the



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Contractor's engagement. Such Confidential Information may include, but is not limited to, student and

employee information, computer programs, and data in the District's written records or stored on the

District's computer systems.

11. PROTECTION OF PROPRIETARY AND CONFIDENTIAL INFORMATION.

The District's Proprietary and Confidential Information are defined as identifiable student records and

data, including but not limited to, financial information transacted through this agreement. The

Contractor is authorized in performing the services set forth in Section 1 to use LACCD's proprietary

and confidential information provided that:

A. The Contractor acquires only the right to use the Proprietary and Confidential Information for

the purposes of carrying out its obligations pursuant to this Agreement and does not acquire any

ownership rights or title in or to the Proprietary and Confidential Information of LACCD.

B. The Contractor agrees to take all reasonable steps and the same protective precautions to

protect the Proprietary and Confidential Information from disclosure to third parties as with its own

proprietary and confidential information. Neither party shall, without the other party's prior written

consent, disclose, provide, or make available any of the Proprietary and Confidential Information of

the other party in any form to any person, except to its bona fide employees, officers, directors, or

third parties whose access is necessary to enable such party to exercise its rights hereunder. Each

party agrees that prior to disclosing any Proprietary and Confidential Information of the other party to

any third party, it will obtain from that third party a written acknowledgment that such third party

will be bound by the same terms as specified in this section with respect to the Proprietary and

Confidential Information.

C. The Contractor accepts full responsibility for the acts or omissions of its employees, officers

and agents with respect to Proprietary and Confidential Information; and Contractor shall defend,

indemnify and hold harmless LACCD, its Board of Trustees, officers, employees and agents against

any and all losses or damages suffered by LACCD arising from and/or in connection with any breach

of confidentiality or inappropriate use of any proprietary and confidential information.

12. CONTRACTOR ACCOUNTING RECORDS. Records of the Contractor's directly employed

personnel, other consultants and reimbursable expenses pertaining to the work and records of account

between the District and the Contractor shall be maintained on an accounting basis acceptable to the

District and shall be available for examination by the District or its authorized representative(s)



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during regular business hours within one (1) week following a request by the District to examine such

records. Failure by the Contractor to permit such examination within one (1) week of a request shall

permit the District to withhold all further payments until such examination is completed unless an

extension of time for examination is authorized by the District in writing.

13. RELATIONSHIP OF PARTIES. With regard to performance hereunder, the Contractor is an

independent contractor and not an officer, agent, partner, joint venturer, or employee of the District. The

Contractor shall not, at any time, or in any manner, represent that it or any of its agents or employees

is in any manner agents or employees of the District.

14. DISTRICT REPRESENTATIVE. The contact person set forth above or his or her designee shall

represent the District in the implementation of this Agreement.

15. CONTRACTOR'S INDEMNITY. At Contractor's expense as provided herein, Contractor agrees

to defend, indemnify, and hold harmless LACCD and its Users, Board of Trustees, directors, officers,

agents, employees, members, subsidiaries, joint venture partners, and predecessors and successors in

interest from and against any claim, action, proceeding, liability, loss, damage, cost, or expense,

including, without limitation, attorneys' fees as provided herein (collectively referred to for purposes

of this Section 15 as "Claim(s)") arising out of any alleged act or failure to act by Contractor or its

directors, officers, agents or employees, including, without limitation, negligent or willful

misconduct, alleged to (1) cause any injury to any person or persons or damage to tangible or

intangible property, or (2) breach the provisions of Section 11 (Protection of Proprietary and

Confidential Information) relating to Contractor's use of confidential information owned or controlled

by LACCD (collectively referred to for purposes of this Section 15 as "Claim(s)") by paying all

amounts that a court finally awards or that Contractor agrees to in settlement of any Claim( s) as well

as any and all Contractor authorized expenses or charges as they are incurred by LACCD or any other

party indemnified under this Section 15 in cooperating in the defense of any Claim(s). To qualify for

such defense and payment, LACCD must: (i) give Contractor prompt written notice of such Claim;

and (ii) fully cooperate with Contractor in, the defense and all related negotiations.

16. INSURANCE. Without limiting the Contractor's indemnification of the District and as a material

condition of this Agreement, the Contractor shall procure and maintain at its sole expense, for the

duration of this Agreement, insurance coverage with limits, terms and conditions at least as broad as set

forth in this section. The Contractor shall secure and maintain, at a minimum, insurance as set forth

below, with insurance companies acceptable to the District to protect the District from claims which may

arise from operations under this Agreement, whether such operations be by the Contractor or any

subcontractor or anyone directly or indirectly employed by any of them. As a material condition of this

Agreement, the Contractor shall furnish to the District certificates of such insurance and endorsements,



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which shall include a provision for a minimum thirty-days notice to the District prior to cancellation of

or a material change in coverage.

The Contractor shall provide the following insurance:

A. Commercial General Liability Insurance, "occurrence" form only, to provide defense and

indemnity coverage to the Contractor and the District for bodily injury and property damage.

Such insurance shall name the District as an additional named insured and shall have a combined

single limit of not less than one million dollars ($1,000,000) per occurrence. The policy so

secured and maintained shall include personal injury, contractual or assumed liability insurance;

independent contractors; premises and operations; products liability and completed operation;

broad form property damage; broad form liability; and owned, hired and non-owned automobile

insurance. The policy shall be endorsed to provide specifically that any insurance carried by the

District which may be applicable to any claim or loss shall be deemed excess and non-

contributory, and the Contractor's insurance primary, despite any provisions in the Contractor's

policy to the contrary.

B. Professional liability insurance in an amount not less than one million dollars ($1,000,000) per

incident.

C. Workers' Compensation Insurance with limits as required by the Labor Code of the State of

California and Employers Liability insurance limits of not less than one million dollars

($1,000,000) per accident.

Failure to maintain the insurance and furnish the required documents may terminate this Agreement

without waiver of any other remedy the District may have under law.

17. AMENDMENTS. This Agreement is the entire agreement between the parties as to its subject matter

and supersedes all prior or contemporaneous understandings, negotiations, or agreements between the

parties, whether written or oral, with respect thereto. This Agreement may be amended only in a writing

signed by both parties.

18. ASSIGNMENT. This Agreement may not be assigned or otherwise transferred, in whole or in part, by

either the District or the Contractor without prior written consent of the other.



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19. GOVERNING LAW. This Agreement shall be deemed to have been executed and delivered within the

State of California, and the rights and obligations of the parties hereunder, and any action arising from or

relating to this Agreement, shall be construed and enforced in accordance with, and governed by, the

laws of the State of California or United States law, without giving effect to conflict of laws principles.

Any action or proceeding arising out of or relating to this Agreement shall be brought in the county of

Los Angeles, State of California, and each party hereto irrevocably consents to such jurisdiction and

venue, and waives any claim of inconvenient forum.

20. NONDISCRIMINATION. The Contractor hereby certifies that in performing work or providing

services for the District, there shall be no discrimination in its hiring, employment practices, or operation

because of sex, race, religious creed, color, ancestry, national origin, physical disability, mental

disability, medical condition, marital status, or sexual orientation, except as provided for in section

12940 of the Government Code. The Contractor shall comply with applicable federal and California

anti-discrimination laws, including but not limited to, the California Fair Employment and Housing Act,

beginning with Section 12900 of the California Government Code, the provisions of the Civil Rights Act

of 1964 (Pub. L. 88-352; 78 Stat. 252) and Title IX of the Education Amendments of 1972 (Pub. L. 92-

318) and the Regulations of the Department of Education which implement those Acts. The Contractor

agrees to require compliance with this nondiscrimination policy by all subcontractors employed in

connection with this Agreement.

21. EQUAL OPPORTUNITY EMPLOYER. The Contractor, in the execution of this Agreement,

certifies that it is an equal employment opportunity employer.

22. ATTORNEYS' FEES AND COSTS. If either party shall bring any action or proceeding against the

other party arising from or relating to this Agreement, each party shall bear its own attorneys' fees and

costs, regardless of which party prevails.

23. BOARD AUTHORIZATION. The effectiveness of this Agreement is expressly conditioned upon

approval by the District's Board of Trustees.



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24. SEVERABILITY. The Contractor and the District agree that if any part, term, or provision of this

Agreement is found to be invalid, illegal, or unenforceable, such invalidity, illegality, or unenforceability

shall not affect other parts, terms, or provisions of this Agreement, which shall be given effect without

the portion held invalid, illegal, or unenforceable, and to that extent the parts, terms, and provisions of

this Agreement are severable.

25. TERMINATION FOR NON-APPROPRIATION OF FUNDS. If the term of this Agreement

extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement

is contingent on the appropriation and availability of funds for such purpose, as determined in good faith

by the District. If funds to effect such continued purpose are not appropriated or available as determined

in good faith by the District, this Agreement shall automatically terminate and the District shall be

relieved of any further obligation.

26. NOTICE. Any notice required to be given pursuant to the terms of this Agreement shall be in writing

and served personally or by deposit in the United States mail, postage and fees fully prepaid, addressed

to the applicable address set forth above. Service of any such notice if given personally shall be deemed

complete upon delivery, and if made by mail shall be deemed complete on the day of actual receipt or at

the expiration of 2 business days after the date of mailing, whichever is earlier.

27. CONFLICTS OF INTEREST. The Contractor agrees not to accept any employment or

representation during the term of this Agreement which is or may likely make the Contractor

“financially interested” (as provided in California Government Code Sections 1090 and 87100) in

any decision made by the District on any matter in connection with which the Contractor has been

retained pursuant to this Agreement.

28. DEFAULT BY CONTRACTOR. If the Contractor at any time during the period of the contract, fails

to perform satisfactory service called for under the contract the District may, without notice, or demand,

cancel the contract in its entirety or in part; and may, whether or not the contract is cancelled in whole or

in part; procure services elsewhere without notice to the Contractor.

29. REQUIREMENTS FOR FEDERALLY FUNDED CONTRACTS

A) If this Agreement is funded by the District, in whole or in part, from revenues received from the Federal

Government, then the following additional provisions shall apply. It shall be the Contractor‟s responsibility to

ascertain if Federal funds are involved.



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B) Contractor, and any subcontractors at any tier, shall comply with E.O. 11246, "Equal Employment

Opportunity," as amended by E.O. 11375, "Amending Executive Order 11246 Relating to Equal Employment

Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance

Programs, Equal Employment Opportunity, Department of Labor."

C) No contract, or any subcontract at any tier, shall be made to parties listed on the General Services

Administration's List of Parties Excluded from Federal Procurement or Nonprocurement Programs in

accordance with E.O.s 12549 and 12689, "Debarment and Suspension." This list contains the names of parties

debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or

regulatory authority other than E.O. 12549. Contractors with awards that exceed the small purchase threshold

(currently $100,000) shall provide the required certification regarding its exclusion status and that of its

principal employees.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement in Los Angeles,

California, on the date set forth above.

CONTRACTOR DISTRICT

LOS ANGELES COMMUNITY

COLLEGE DISTRICT

By: THE BOARD OF

TRUSTEES OF THE

LOS ANGELES COMMUNITY

By: COLLEGE DISTRICT

Name: By:

Title: Name:

Title:

By:



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Name:

Title:



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PROFESSIONAL SERVICES AGREEMENT - EXHIBIT A

SCHEDULE OF SERVICES AND SPECIFICATIONS

CONTRACTOR'S SERVICES:

SPECIFICATIONS:



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PROFESSIONAL SERVICES AGREEMENT - EXHIBIT B

SCHEDULE OF PAYMENT

TOTAL FEE: $

(broken down as follows):

$

$

$

COSTS (IF ANY)

NOT INCLUDED IN FEES: $

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DISTRICT-WIDE THIRD PARTY ELECTRONIC PAYMENT SERVICES … · 2015-05-19 · Third Party Electronic Payment Services Overview 2.1 Scope The District has recently completed an initiative