RFP 11-11 Automated Mail Payment Processing
Superior Court of California
County of San Bernardino
Request for Proposals
Automated Mail Payment Processing
RFP No. 11-11
Bid Due Date: May 6, 2011
10:00 a.m.
No late bids will be accepted
Go to web address to download bid document
RFP 11-11 Automated Mail Payment Processing Section Notice to Bidders 1. Background 1.1 Calendar of Events 2. Proposal Instructions 2.0 Submitting Proposal 2.1 Proprietary Information 2.2 Proposal Cost
2.3 Request for Clarification or Modifications 2.4 Discrepancies and Omissions
2.5 Contact with the Court 2.6 Public Records
2.7 Termination Due to Fund Appropriation
3. Submitting Proposal
3.0 Submitting Proposal and number of copies 3.1 Error in Submitted Proposals
3.2 Authorized Signatures 3.3 Mistake in Proposal 3.4 Validation of Proposal 3.5 Knowledge of Requirements 3.6 Joint Proposals
3.7 Covenant Against Gratuities
4. Evaluation Process 4.0 Evaluation Process 4.1 Minimum Qualifications 4.2 Evaluation Steps 4.3 Reservation Rights 4.4 Cash Discounts
4.5 Request for Additional Information 4.6 Interviews
4.7 News Release
5. Bid Protest Procedure
5.0 Procedure
5.1 Prior to Submission of Proposal 5.2 Protest of Award
5.3 Form of Protest
5.4 Determination of Protest Prior to Submission of Proposal 5.5 Determination of Protest After Submission of Proposal 5.6 Appeals Process
5.7 Protest Remedies
6. Proposal Format and Content
7. Scope of Work 8 Pricing Sheet 9. Attachment #2 10. Attachment #3
NOTICE TO BIDDERS
Agency: Superior Court of California, County of San Bernardino
RFP Due May 6, 2011 Time: 10:00 a.m. Date:
Project: Automated Mail Payment Processing
Submission
Of Bids: Bids must be submitted in a sealed envelope and clearly marked on the outside of envelope with: bid number, due date and project title. No late bids will be accepted. It is the responsibility of bidder to assure their bid is received at the location indicated in the Purchasing Service Unit. Addendums may be posted on Court website. It is the responsibility of bidders to verify addendums prior to bidding. All proposals must be delivered via U.S. Mail, common carrier, or hand delivery. Proposals will be date and time stamped. Any late bids will be unopened and returned to bidder. The Court shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays or missed delivery.
Submit Bid Superior Court of California, County of San Bernardino
To: Purchasing Dept.
172 West Third Street, 2nd Floor San Bernardino, CA 92415-0312
Contact: Questions regarding bidding and contracting with the Court
Contact: Sharon Prentiss, Director of Administrative Services (909) 708-8745
Questions regarding project related to plans/specifications: Contact: Pam Nay, Project Manager (909) 363-4425
DEFINITIONS:
1.1 "COURT" shall mean the Superior Court of California, County of San Bernardino 1.2 “PROPOSAL or BID” shall mean the response to this Request for Bids and is
interchangeable with Quote and Bid.
1.3 "OFFEROR" shall mean any person, firm, partnership, or corporation submitting a proposal to the Court in response to this solicitation.
1.4 "CONTRACTOR" shall mean the offeror whose proposal is accepted by the Court and who has entered into an agreement with the Court to provide the products/services described herein.
1.5 "VENDOR" shall mean the same, as contractor, bidder or offeror and all terms are
interchangeable.
1.6 “CONTRACT” shall mean document executed upon acceptance of bidders offer including terms and conditions incorporated in the bid/proposal.
Section 1
1.0 BACKGROUND:
1.1 Calendar of Events:
Event Date
Release of RFP April 12, 2011
Final Date for Questions April 28, 2011
RFP Closing Date May 6, 2011
Evaluation of Proposals and Selection Proposal TBA
Notice to of Award TBA
Contract Execution TBD
Commencement of Service TBD
* Dates are subject to change
Section 2
2.0 Instructions on Submitting Proposal
Vendors shall conform to all instructions and conditions as specified in the proposal document. Bids must be submitted on Court bid form. Failure to properly complete the bid document may result in bid being rejected. Bid documents may be accessed through the Court‟s Website: www.sbcounty.gov/courts/
2.1 Disposition of Material and Confidential or Proprietary Information
All materials submitted in response to the solicitation document will become the property of the Court and will be returned only at the Court‟s option and at the expense of the vendor submitting the proposal. One copy of a submitted proposal will be retained for official files and become a public record. Any material that a vendor considers as confidential but does not meet the disclosure exemption requirements of the California Public Records Act should not be included in the vendor‟s proposal as it may be made available to the public. 2.2 Proposal Preparation Costs
Vendors submitting proposals do so entirely at their expense. There is no express or implied obligation by the Court to reimburse a vendor for any costs incurred in preparing or submitting proposals, providing additional information when requested by the Court,
participating in any selection interviews or product demonstrations, or participating in this procurement.
2. 3 Request for Clarifications or Modifications
Questions related to the RFP processes and contract matters submit to the Sharon
Prentiss @ 909-708-8745 or email [email protected]. Questions related to scope of
work and specifics to the Automated Mail Payment Processing system contact Pam Nay @
909-363-4425 or email [email protected]. All questions will be answered within 24 hours and posted on the Courts website.
2.4 Ambiguity, Discrepancies, Omissions
If a vendor submitting a proposal discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document, the vendor shall immediately provide in writing and send to the court contact person specifically those items. It will be up to the Court to determine if any changes will be made resulting from this request. If prior to the date fixed for submission of proposals a vendor submitting a proposal knows of or should have known of an error in the solicitation document but fails to notify the Court of the error, the vendor shall propose at its own risk, and if the vendor is awarded the contract, the vendor shall not be entitled to additional compensation or time by reason of the error or its later correction.
2.5 Contact with Court
Vendors are specifically directed NOT to contact any Court personnel or consultants for meetings, conferences, or discussions that are specifically related to this RFP at any time prior to any award of a contract. Unauthorized contact with any Court personnel or consultants may be cause for rejection of the vendor‟s response.
2.6 Public Records
Even though the Public Records Act (PRA) does not apply to the Court, the Court‟s policy is to look to the PRA for guidance in responding to requests for documents. If a vendor‟s proposal contains material noted or marked as confidential and/or proprietary that, in the Court‟s sole opinion, meets the disclosure exemption requirements of the PRA, then that information will not be disclosed pursuant to a written request for public documents. If the Court does not consider such material to be exempt from disclosure under the PRA, the material may be made available to the public, regardless of the notation or markings. If a vendor is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the PRA, then it should not include such information in its proposal because such information may be disclosed to the public
2.7 TERMINATION DUE TO FUND APPROPRIATION AND AVAILABILITY
Court's obligations under this Agreement are subject to the availability of funds authorized for this Work. Expected or actual funding may be withdrawn, reduced, or limited prior to the expiration or other termination of this Agreement. Funding beyond the current Appropriation Year is conditioned upon appropriation of sufficient funds to support the activities described in this Agreement. Upon Notice, Court may terminate this Agreement in whole or in part, without prejudice to any right or remedy of Court, for lack of appropriation of funds. Upon termination, Court will pay Contractor for the fair value of Work satisfactorily performed prior to the termination, not to exceed the total Agreement amount.
Section 3
3.0 Submitting Proposals
The following must be received no later than the Proposal Due Date and time specified on the “Bid Notice” The proposer is solely responsible for ensuring that the full proposal is received by the Court in prior to the date and time specified in the solicitation, and at the place specified.
a. Number of proposals to be submitted”
a. One (1) original b. One (1) copy
3.1 Error in Submitted Proposals
If an error is discovered in a vendor‟s proposal, the Court may at its sole option retain the proposal and allow the proposer to submit certain corrections. The Court may, at its sole option, allow the proposer to correct obvious clerical errors. In determining if a correction will be allowed, the Court will consider the conformance of the proposal to the format and content required by the solicitation, the significance and magnitude of the correction, and any unusual complexity of the format and content required by the solicitation.
3.2 Authorized Signatures, Validity Period of Proposals
Proposals must include the vendor name, address, telephone and facsimile numbers, and federal tax identification number. The proposal must be signed by a duly authorized officer or employee of the vendor and include the name, title, address, and telephone number of the individual who is the proposer‟s designated representative.
3.3 Mistake in Proposal
If prior to a contract award, a proposer discovers a mistake in their proposal that renders the proposer unwilling to perform under any resulting contract, the proposer must immediately notify the court in writing and request to withdraw the proposal. It shall be solely within the Court‟s discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of “all or none” of the items, then any withdrawal must be for the entire proposal. If the solicitation provided for evaluation and award on a line item or combination of items basis, the Court may consider permitting withdrawal of specific line item(s) or combination of items.
3.4 Validation of Proposals:
Proposals will be valid for sixty (60) days after the Proposal Due Date In the event a final contract has not been awarded the Court reserves the right to negotiate extensions to the Proposal Validity Date.
3.5 Knowledge of Requirements
The vendor shall carefully review all documents referenced and made a part of the solicitation document to ensure that all information required to properly respond has been submitted or made available and all requirements are priced in the proposal. Failure to examine any document, drawing, specification, or instruction will be at the proposer‟s sole risk.
Proposers shall be responsible for knowledge of all items and conditions contained in their proposals and in this RFP, including any Court issued clarifications, modifications, amendments, or addenda. The Court will provide notice to perspective proposers of addenda, modifications and clarifications. The Court may post these to the Courts website however, it is the proposer‟s responsibility to ascertain that the proposal includes all addenda issued prior to the Proposal Due Date.
3.6 Independence of Proposal and Joint Proposals
Unless a proposer is submitting a joint proposal, the proposer represents and warrants that by submitting its proposal it did not conspire with any other vendor to set prices in violation of anti-trust laws.
A proposal submitted by two or more vendors participating jointly in one proposal may be submitted, but one vendor must be identified as the prime contractor and the other as the subcontractor. The Court assumes no responsibility or obligation for the division of orders or purchases among joint subcontractors.
3.7 Covenant Against Gratuities
Proposer warrants by signing its proposal that no gratuities, in the form of entertainment, gifts, or otherwise, were offered by the proposer or any agent, director, or representative of the proposer, to any officer, official, agent, or employee of any Court with a view toward securing award of or securing favorable treatment with respect to any determinations concerning the performance of any resulting contract. For breach or violation of this warranty, the Court will have the right to terminate any resulting contract in whole or in part. The right and remedies of the Court provided in this provision shall not be exclusive and are in addition to any other rights and remedies provided by law or under the resulting contract.
Section 4
4.0 Evaluation Process:
The Court will conduct an impartial evaluation of proposals submitted. Proposals will be reviewed and evaluated by a committee of the Court personnel. The names of the individual members will not be made available to any vendor.
4.1 Minimum Qualifications
To be considered for full evaluation and possible award, proposers must first meet the minimum qualification requirements the combination of experience, expertise, and resources.
Minimum Qualifications
Revenue greater than $1,000,000 per year for each of the last 2 years.
5 or more years‟ experience working with government entities/public sector customers Neither vendor nor any of its proposed subcontractors are currently under
suspension or debarment by any state or federal government agency and neither vendor nor any of its proposed subcontractors are tax delinquent with the State of California or Federal Government.
Vendor must have all required licenses and permits to perform requirements of this RFP.
Vendor must meet all insurance requirements.
4.2 Evaluation Steps
The Evaluation Committee will first review and screen all proposals submitted that are responsive and meet the minimum qualifications set forth in this RFP for further consideration. If a proposal fails to meet a material solicitation document requirement the proposal may be rejected.
Step 1.
The Evaluation Committee will rank those proposals for further consideration. If the Court desires to enter into negotiations, they will do so with one or more proposers, at their discretion. If the Court enters into negotiations and no contract is reached, the Court can negotiate with the other proposers or make no award under this RFP. The Court reserves the right to award a contract, if any, without negotiations.
Step 2.
The Evaluation Committee will make a final recommendation for award of the contract. Upon award, the successful proposer will be required to execute a Contract in accordance with the Statement of Work and terms. Bidder shall provide a certificate of insurance in conformance with the requirements set forth in the General Conditions within thirty (30) business days of award. The period for execution of the Contract may be changed by mutual consent of the parties.
4.3 Reservation of Rights
The Court, in its complete discretion, may eliminate proposals that have not met the minimum qualifications, or have not scored adequately in relation to other proposals to warrant further consideration. The Court reserves the right to reject any or all proposals, in whole or in part, and may or may not waive any immaterial deviation or defect in a proposal. The Court reserves the right to negotiate with proposers who have presented, in the opinion of the Evaluation Committee, the best proposal in an attempt to reach a contract. If no contract is reached, the Court can negotiate with other proposers or make no award under this RFP. At any time the Evaluation Committee can reject all proposals and make no award under this RFP. Moreover, the Court reserves the right to reconsider any proposal submitted at any phase of the procurement. It also reserves the right to meet with vendors to gather additional information Proposals that contain false or misleading statements may be rejected if in the Court‟s opinion the information was intended to mislead the Court regarding a requirement of the solicitation document.
4.4 Cash Discounts
The Court encourages proposers to offer cash discounts for prompt payment. However, unless provided elsewhere in the solicitation, cash discounts offered by proposers for the prompt payment of invoices will not be considered in evaluating offers to determine the successful proposer for this RFP.
4.5 Requests for Additional Information
The Court reserves the right to seek clarification or additional information from any proposer throughout the solicitation process. The Court may require a proposer‟s representative to answer questions during the evaluation process with regard to the vendor‟s proposal. Failure of a proposer to demonstrate that the claims made in its proposal are in fact true may be sufficient cause for deeming a proposal non-responsive.
4.6 Interviews
Following the initial screening of proposals, the Court reserves the right to require, and each proposer must be prepared to conduct, oral presentations and other discussions (written or verbal) on the content of its proposal. If the Court determines that interviews or presentations are required, selected proposers will be notified in writing of the date, place, time and format of the interview or presentation. Proposers will be responsible for all costs related to the interview, which, at the Court‟s sole discretion, may be in-person and/or by teleconference. Failure to participate in such interviews or presentations shall result in a proposer‟s disqualification from further consideration.
4.7 News Releases
News releases pertaining to the award of any contract resulting from this solicitation may not be made by a vendor without the prior written approval of the Court.
Section 5
5.0 Protest Procedures
Failure to comply with the protest procedures set forth in this RFP will render a protest inadequate and untimely, and will result in rejection of the protest. In no event shall a protest be considered if all submittals are rejected or after a contract has been executed.
5.1 Prior to Submission of Proposal
An interested party that is an actual or prospective proposer with a direct economic interest in the procurement may file a protest based on allegedly restrictive or defective specifications or other improprieties in the solicitation process that are apparent, or should have been reasonably discovered prior to the submission of a proposal. Such protest must be received three (3) business days prior to the Proposal Closing Time.
The protestor will have exhausted all administrative remedies specified in Request for Clarification or Modifications, Ambiguity, Discrepancies, Omissions; RFP Addenda; and this Section as applicable, prior to submitting the protest. Failure to do so may be grounds for denying the protest.
5.2 After Award
A vendor submitting a proposal may protest the award based on allegations of improprieties occurring during the proposal evaluation or award period if it meets all of the following conditions:
a. The vendor has submitted a proposal that it believes to be responsive to the solicitation document.
b. The vendor believes that its proposal meets the administrative and technical requirements of the solicitation, proposes items and/or services of proven quality and performance, and offers a competitive cost.
Such protests must be received no later than five (5) business days after the protesting party receives a notice of no-award letter.
5.3 Form of Protest
A vendor who is qualified to protest should submit the protest to the individual listed in the Submission of Proposal section of this RFP who will forward the matter to the appropriate Contracting Officer.
a. The protest must be in writing and sent by certified or registered mail or delivered personally to the address noted above. If the protest is hand-delivered, a receipt must be requested.
b. The protest shall include the name, address, telephone and numbers of c. The title of the solicitation document under which the protest is submitted
shall be included.
d. A detailed description of the specific legal and factual grounds of protest and any supporting documentation shall be included.
The Court, at its discretion, may make a decision regarding the protest without requesting further information or documents from the protestor. Therefore, the initial protest submittal must include all grounds for the protest and all evidence available at the time the protest is submitted. If the protestor later raises new grounds or evidence that was not included in the initial protest but which could have been raised at that time, the Court will not consider such new grounds or new evidence.
5.4 Determination of Protest Submitted Prior to Submission of Proposal
Upon receipt of a timely and proper protest based on allegedly restrictive or defective specifications or other improprieties in the solicitation process that are apparent, or should have been reasonably discovered prior to the submission of a proposal, the Court will provide a written determination to the protestor prior to the Proposal Closing Time. If required, the Court may extend the Proposal Closing Time to allow for a reasonable time to review the protest. If the protesting party elects to appeal the decision, the protesting party will follow the appeals process outlined below and the Court, at its sole discretion, may elect to withhold the contract award until the protest is resolved or denied or proceed with the award and implementation of the contract.
5.5 Determination of Protest Submitted After Submission of Proposal
Upon receipt of a timely and proper protest, the Court will investigate the protest and will provide a written response to the vendor within a reasonable time. If the Court requires additional time to review the protest and is not able to provide a response within ten (10) business days, the Court will notify the vendor. If the protesting party elects to appeal the decision, the protesting party will follow the appeals process outlined below and the Court, at its sole discretion, may elect to withhold the contract award until the protest is resolved or denied or proceed with the award and implementation of the contract.
5.6 Appeals Process
The Assistant Court Executive Officer decision shall be considered the final action by the Court unless the protesting party thereafter seeks an appeal of the decision by filing a request for appeal with the within five (5) calendar days of the issuance of the decision. The justification for appeal is limited to:
A. Facts and/or information related to the protest, as previously submitted, that were not available at the time the protest was originally submitted; or
B. The Contracting Officer‟s decision contained errors of fact, and that such errors of
fact were significant and material factors in the Contracting Officer‟s decision; or
C. The decision of the Contracting Officer was in error of law or regulation. The request for appeal shall include:
(1) The name, address telephone numbers of the vendor filing the appeal or their representative;
(2) A copy of the Contracting Officer‟s decision; (3) The legal and factual basis for the appeal; and
(4) The ruling or relief requested. Issues that could have been raised earlier will not be considered on appeal.
Upon receipt of a request for appeal, the Assistant Court Executive Officer will review the request and the decision of the Contracting Officer and shall issue a final determination. The decision of the Assistant Court Executive Officer shall constitute the Court‟s final action.
5.7 Protest Remedies
If the protest is upheld, the Court will consider all circumstances surrounding the procurement in its decision for a fair and reasonable remedy, including the seriousness of the procurement deficiency, the degree of prejudice to the protesting party or to the integrity of the competitive procurement system, the good faith efforts of the parties, the extent of performance, the cost to the Court, the urgency of the procurement, and the impact of the recommendation(s).The Court may recommend any combination of the following remedies:
a. Terminate the contract for convenience; c. Issue a new solicitation;
d. Refrain from exercising options to extend the term under the contract, if applicable;
e. Award a contract consistent with statute or regulation; or
Proposal Format and Content
6.0 ADHERENCE TO ALL LOCAL, STATE, AND FEDERAL LAWS AND REQUIREMENTS. The Contractor shall adhere to all applicable federal, state, and local laws, codes and ordinances, including, but not limited to, those promulgated by CAL-OSHA, FED-OSHA, EPA, the California State Department of Health Services, and Environmental Health
Department.
6.1 LAWS GOVERNING CONTRACT. This contract shall be in accordance with the laws of the
state of California. The parties stipulate that this contract was entered into in the county of San Bernardino, in state of California. The parties further stipulate that the county of San Bernardino, California is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.
6.2 REJECTION OF WORK. Contractor agrees that the Court has the right to make all final
determinations as to whether the work has been satisfactorily completed.
6.3 RIGHTS RESERVED. (a) Rejection of Work. Contractor agrees that the Court has the right to make all final determinations as to whether the work has been satisfactorily completed. (b) Completion of Work. If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the Court reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor, including but not limited to, by recourse to provisions of the performance bond if such bond is required under the conditions of this bid.
6.4 WARRANTY. Successful Bidder shall fully warrant all materials, equipment, and service
against poor and inferior quality or workmanship for a period of not less than one (1) year from date of final acceptance by the Court. Successful Bidder shall repair or replace any inoperable materials or equipment in a timely manner during warranty period at their expense.
6.5 BRAND NAMES. Manufacturers names, trade names, brand names, model and catalog
numbers used in these specifications are intended to describe and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item.
6.6 COMPLIANCE WITH OSHA. Bidder agrees that all item(s) offered comply with all
applicable Federal and the State Occupational Safety and Health Act, laws, standards and regulations, and that Bidder will indemnify and hold the buyer harmless for any failure to so conform.
6.7 F.O.B. POINT & SHIPPING CHARGES. All prices shall be quoted F.O.B. destination to
worksite.
6.8 SAMPLES. For evaluation purposes, samples may be requested from any bidder.
Samples shall be provided at no charge unless bidders have indicated on their bids the charge for samples. The (Agency) reserves the right to consume samples for testing purposes. The (Agency) may retain samples until delivery and acceptance of contracted items. Bidders shall remove samples at their expense.
6.9 TESTING. Random samples may be requested and submitted to a commercial laboratory,
or other inspection Agency, for testing to determine if they conform to the specifications. In cases where tests indicate the samples do not meet specifications, the cost of the testing shall be borne by the contractor. When tests indicate the materials do not meet specifications, the Courtreserves the right to cancel the award and purchase the goods in the open market at the expense of the vendor.
6.10 LIQUIDATED DAMAGES. Time is of the essence of this contract. Failure to start and complete all work specified within the time allowed shall constitute material breach of contract. The "time allowed" will be calculated from the date of the Notice to Proceed through the" Maximum Completion/Delivery Time" indicated by the Successful Bidder/Contractor on his Bid Form for the completion work or delivery of the goods specified. Failure of successful Bidder to complete the work or deliver the goods within the time allowed will result in damages, and for each consecutive day in excess, the contractor shall pay to the Court the sum of $ TBD(per contract), per calendar day. Such amount
shall not be construed as a penalty but as a minimum value of liquidated damages that may be deducted from payment due to be the contractor if such delay occurs.
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Scope of Work1 Scope of Work Equipment and software necessary to process mailed in payments for the Superior Court of California, County of San Bernardino.
Scope of work to include the following software:
Software to scan payment coupons and create transaction files according to attached technical documentation (Attachment #2 and #3). Software to capture and store local image of checks processed through imager.
Software to produce a Check 21 file for bank deposit transaction. FTP Software for file Transfer
Installation Maintenance Training 2 Equipment and Supply Requirements
OPEX Model 72 Rapid Extraction Desk with Top Milling Cutter, PCC, Front Shelf, Bin Organizer and mail tray holder
Motorized height Adjustment
OPEX AS7200 with rear inkjet, CIS Imagers and stand barcode package
OPEX AS7200 MICR Reader OPEX AS7200 VRS Technology Installation
Maintenance Training
Price to include trade in value for the following equipment: (1) OPEX Model 51
Bid Pricing Sheet
Pricing sheet must be completed to consider your bid.
Project Total Cost
Total Software $
Total Hardware $
Total Software Maintenance $
Total Hardware Maintenance $
Additional Costs List:
$ $ $
Total Base Bid Amount $
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Attachment #2
Courtesy Notice Coupon
Sample Courtesy Notice Coupon:
Box Selection Matrix (scanned from coupon and used to determine transaction type for
payment file):
Traffic School X X X X
Credit Card X X X X
Proof of Correction X X X X
Resulting Transaction Type Field TS BF Reject Reject TS Reject Reject
Pos s i bl e entri es on
coupon
Scanline layout:
The scanline is located on the bottom of the payment coupon. The fields are as follows:
Field Name
Type
Length Comment
Case Number
Char
13
Case number of the payment being
processed. Left justified and right
filled with asterisks.
Defendant Number
Num
12
Defendant number of the defendant
on the case being processed. Right
justified and left filled with zeros.
Amount Due
Num
09
The maximum valid payment on this
case 9999999v99 where „v‟ is an
implied decimal point.
Check Digit
Num
01
See attached spreadsheet for
calculation
Check Payment File layout:
Field Name
Type
Length Comment
Case Number
Char
13
Case number of the payment being
processed. (Left Justified)
Defendant Number
Num
12
Defendant number of the defendant
on the case being processed. Right
justified and left filled with zeros.
Transaction Type
Char
02
„BF‟ – bail forfeiture
„TS‟ – traffic school
Transaction Total
Num
09
9999999v99 where „v‟ is an implied
decimal point.
Payment Type
Char
02
„CS‟ – Cash
„CK‟ – Check
„VS‟ – Visa
Transaction Date
Num
08
The date the transaction is to be
processed in CCYYMMDD format.
If the above coupon was accompanied with a $490.00 payment the record in the transaction file
should be as follows:
V049963ACW 000003593358BF000049000CK20110223
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Payment Coupon
Sample Payment Coupon:
Scanline layout:
The scanline is located on the bottom of the payment coupon. The fields are as follows:
Field Name
Type
Length Comment
Case Number
Char
13
Case number of the payment being
processed. Left justified and right
filled with asterisks.
Defendant Number
Num
12
Defendant number of the defendant
on the case being processed. Right
justified and left filled with zeros.
Amount Due
Num
09
The maximum valid payment on this
case 9999999v99 where „v‟ is an
implied decimal point.
Check Digit
Num
01
See attached spreadsheet for
calculation
Check Payment File layout:
Field Name
Type
Length Comment
Case Number
Char
13
Case number of the payment being
processed. (Left Justified)
Defendant Number
Num
12
Defendant number of the defendant
on the case being processed. Right
justified and left filled with zeros.
Transaction Type
Char
02
„PF‟ – fine payment
Transaction Total
Num
09
9999999v99 where „v‟ is an implied
decimal point.
Payment Type
Char
02
„CS‟ – Cash
„CK‟ – Check
„VS‟ – Visa
Transaction Date
Num
08
The date the transaction is to be
processed in CCYYMMDD format.
If the above coupon was accompanied with a $230.00 payment the record in the transaction file
should be as follows:
MSB1005096 000002142693PF000023000CK20110223
NOTE: At this time all payment types in the check payment file should be CK for check.
Sample Payment File
V049963ACW 000003593358BF000049000CK20110223
MSB1005096 000002142693PF000023000CK20110223
635531DP 000003576394BF000016600CK20110223
U433348PV 000000683854BF000017000CK20110223
93398MQJH 000001521936TS000042400CK20110223
47021MQDJ 000003574996BF000024000CK20110223
49505MQJP 000003579717BF000024400CK20110223
45535MMKH 000003583334TS000029800CK20110223
TBA1000006 000003331137PF000006000CK20110223
051452SASW 000001691154PF000005000CK20110223
86690LWBP 000003375702PF000003000CK20110223
TSB1002736 000003512231PF000015000CK20110223
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Attachment #3
Scanline Position 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 CD Scanline 2 1 9 5 1 4 1 M A * * * * 0 0 0 0 0 1 8 7 8 4 9 8 0 0 0 0 0 6 5 6 6 0 0 Numeric Scanline 2 1 9 5 1 4 1 4 1 0 0 0 0 0 0 0 0 0 1 8 7 8 4 9 8 0 0 0 0 0 6 5 6 6 0 0 Modules 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 Product 2 2 9 10 1 8 1 8 1 0 0 0 0 0 0 0 0 0 1 16 7 16 4 18 8 0 0 0 0 0 6 10 6 12 0 0 Digit addition 2 2 9 1 1 8 1 8 1 0 0 0 0 0 0 0 0 0 1 7 7 7 4 9 8 0 0 0 0 0 6 1 6 3 0 0 sum of all digits 92divide by 10 9 remainder 2
check digit 8 the tens compliment of the remainder. If the remainder is zero, the check digit is zero. (Ten minus remainder) Alpha Conversion A B C D E F G H I J K L M N O P Q R S T U V W X Y Z * Table
Convers to 1 2 3 4 5 6 7 8 9 1 2 3 4 5 6 7 8 9 2 3 4 5 6 7 8 9 0
BID AGREEMENT DOCUMENT
This page must be signed
Bidder Company Name:
__________________________________________________
Address (Street, City, State, and Zip):
___________________________________________________
Phone Number:
Fax Number:
______________________ ___________________
E-Mail:
Federal Tax ID:
________________________
___________________
Persons Name and Title Submitting Bid (signature)
Persons Name and Title (print or type)
