Merchant Card Processing Services - Parks and Interactive Voice Response (IVR) Services

NOTICE OF REQUEST FOR PROPOSALS

Merchant Card Processing Services - Parks and Interactive Voice Response (IVR) Services

2026-RFP-005

The City of Kingman, Arizona ("City) is soliciting proposals from qualified firms for merchant card and gateway processing services for the Utility Billing Selectron IVR phone payment system and Park & Recreation's Civic Plus POS system with a contract term of one (1) year with four (4) optional annual renewals. Proposals are due by 3:00 pm, Arizona time, on Thursday, May 28, 2026. The City may reject any proposal not in compliance with all of the prescribed solicitation procedures and requirements contained herein. The City also reserves the right to reject any proposal when cancellation is in the best interest of the City.

Qualified firms must have the ability to provide merchant card processing services for the Utility Billing Selectron IVR phone payment system and Park & Recreation's Civic Plus POS system

The Request for Proposal (RFP) may be obtained by visiting the City of Kingman's website: https://procurement.opengov.com/portal/cityofkingman.

Proposers wishing to submit questions regarding this RFP must do so by 6:00 pm, Arizona time, on Thursday, May 14, 2026. Questions must be submitted through the procurement portal.

Proposals must be submitted through the OpenGov procurement portal.

Proposals must be submitted by 3:00 pm on Thursday, May 28, 2026. The City may reject any proposal not in compliance with all of the prescribed solicitation procedures and requirements contained herein. The City also reserves the right to reject any proposal when cancellation is in the best interest of the City.

Proposers wishing to submit responses should register for a free OpenGov account at: https://procurement.opengov.com/signup . To receive notification of future solicitations, please subscribe to the City of Kingman OpenGov solicitations by clicking here: https://procurement.opengov.com/portal/cityofkingman?status=all. For detailed instructions on how to register and subscribe, you can also visit the City of Kingman's website at: https://www.cityofkingman.gov/government/advanced-components/list-detail-pages/rfp-posts-list.

Mailed, faxed, hand-delivered, and e-mailed proposals will not be accepted. Mailed proposals will be disposed of, unopened, and will not be returned to the Proposer.

Tina Moline

Background

The City of Kingman is a municipal governmental entity providing a full range of utility services, including water, wastewater, and solid waste. The City of Kingman also provides police and fire protection services, planning and zoning, building and life safety, tourism, economic development, municipal court, public transit, airport, recreation, golf, parks, pools, street maintenance, and various administrative support services.

Kingman, Arizona is a top tourist destination with the largest industrial park in Northern Arizona. This makes us a location of choice for companies moving to the state. With 34 million people within a day’s drive time, Kingman’s strategic location makes it easy to connect with customers and suppliers. Kingman’s central location offers significant advantages for transportation, distribution and logistics companies seeking a central location between the California markets and the rest of the Southwest.

The City of Kingman operates under a Council-Manager form of government, led by an elected seven-member Council. The Council consists of the Mayor, Vice Mayor, and five Councilors. The Mayor and Council are elected by a city-wide election. The Council appoints the City Manager, who is the Chief Administrative Officer of the City. The Council meets on the 1st and 3rd Tuesdays of each month. The City Council holds the authority to award contracts for formal purchases of $100,000 or greater. Detailed information on the City and its finances can be found in the City's Annual Comprehensive Financial Report on the City's website at www.cityofkingman.gov.

Project Details

• Reference ID: 2026-RFP-005
• Department: Finance
• Department Head: Tina D. Moline (Director)

Important Dates

• Questions Due: 2026-05-15T01:00:00.000Z

Evaluation Criteria

• Integration with Civic Plus (Parks & Recreation) System (20 pts) —

  Proposer shall demonstrate the ability to integrate seamlessly with the City’s Civic Plus Parks & Recreation system. Proposals should describe whether the integration is native, third-party, or custom, and identify any limitations or required workarounds. Preference will be given to solutions that minimize manual intervention, support automated reconciliation, and have a proven track record of successful Civic Plus integrations.

• Integration with Selectron (IVR Utility Billing Phone Payment System) (20 pts) —

  Proposer shall demonstrate compatibility and integration capabilities with the City’s Selectron IVR utility phone payment system. Evaluation will consider the ability to process secure payments via phone, support real-time authorization and maintain a seamless customer experience. Proposals should detail prior experience with Selectron or similar IVR systems, required configurations, and any dependencies. Preference will be given to solutions that provide reliable, secure, and fully integrated IVR payment processing with minimal disruption to existing operations.

• Implementation & Technical Approach (10 pts) —

  Proposer shall provide a detailed implementation plan outlining project timeline, key milestones, resource requirements, system configuration, testing, training, and go-live support. Evaluation will consider the clarity, feasibility, and completeness of the approach, as well as the proposer’s ability to minimize disruption to City operations

• Experience (10 pts) —

  Proposer shall demonstrate relevant experience providing merchant payment processing services, particularly in government or public sector environments. Evaluation will consider the proposer’s history, years of operation, experience with similar implementations, and familiarity with municipal operations.

• References (10 pts) —

  Proposer shall provide references from at least three (3) current or recent clients. Preference will be given to government entities of similar size and complexity. Evaluation will consider client satisfaction, quality of service, system reliability, responsiveness, and overall performance. The City reserves the right to contact references and consider feedback as part of the evaluation.

• Pricing & Fee Structure (30 pts) —

  Proposer shall provide a complete and transparent pricing proposal utilizing the pricing tables provided in this solicitation, including all customer-paid convenience fees and any costs to the City. Evaluation will consider overall cost competitiveness, clarity of pricing, and the absence of hidden or pass-through fees. Proposals must clearly describe how convenience fees are assessed through the system, including the method for which the fees may be increased.

Submission Requirements

• Proposal Package (required) —

  The proposal package shall include at a minimum, in this order: 

  1. A. Cover letter;

     B. Sample contract with terms and conditions;

     C. Detailed response to all requirements;

     D. Description of the experience and knowledge base of the proposer;

     E. Pricing Table;

     F. Sample Reports: Daily Settlement and Transaction Detail;

     G. Proposer Signature Page;

     H. Proposer Guarantees and Warranties;

     I. References (a minimum of three (3) must be provided);

     J. New Vendor Application;

     K. IRS W-9 Form; and

     L. Optional - Vendor EFT Form

• Proposer Signature Page (required) —

  Please download the below documents, complete, and upload.

• Proposer Guarantees and Warranties (required) —

  Please download the below documents, complete, and upload.

• For the purpose of applying 2-349 Preference in Purchasing, is your company/agency located within the City of Kingman city limits? (required)
• References (required) —

  Please download the below documents, complete, and upload. Proposers shall provide a minimum of three (3) references.

• Proposer Addenda Confirmation (required) —

  Proposer hereby acknowledges it is the responsibility of the Proposer to ensure they have received all Addendums and responses to questions. Solicitation Addenda will be posted to the RFP on the City's OpenGov procurement portal where the RFP is posted. Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

  All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

• New Vendor Application/Existing Vendor Verification Form (required) —

  Please download the below documents, complete, and upload. If you are a new vendor, please complete the New Vendor Application. If you are already a vendor with the City of Kingman, please complete the Vendor Verification Form.

• (Optional) Vendor EFT Form —

  Please download the below documents, complete, and upload.

• W-9 (required) —

  Please download the below documents, complete, and upload.

• Please upload a copy of your City of Kingman business license (if applicable)
• No Collusion Affidavit (required) —

  Please download the No Collusion Affidavit and upload a completed version with your response. 

• Please attach a purchasing contract/service agreement. (required)
• Please describe what you are procuring. (required) —

  Example: decontamination services across multiple city locations

• Will a contract be awarded as a result of this procurement? (required)
• What is the term of the contract? (required) —

  Select the number of years you are seeking for this contract. You can update the "optional" annual renewals verbiage later in the draft, if applicable.

• Will more than one contract be awarded? (required) —

  You will say "Yes" to this if you are forming a pool of companies to use their services on an "as-needed", "if-needed" basis. Or if you intend to direct contract with more than one company.

• Will you be providing a sample City contract for this procurement? (required) —

  Please be sure to upload your contract document in the "Optional Attachments" section.

• Please be sure to upload a copy of the contract in the Optional Attachments section in the last step of this process. (required) —

  Be sure to upload the sample contract!

• The City anticipates selecting a proposer by (date committee will notify firm of selection): (required) —

  Date Format Required: Month, Day, Year

  Example: April 6, 2024

• Date the City anticipates taking the contract to the City Council for approval: (required) —

  Use the following format:

  April 6, 2024

• Will a No Collusion Affidavit be required? (required) —

  Upon evidence that collusion exists among Proposers, none of the Proposals of participants in such collusion will be considered. All involved Proposals shall be rejected. Proposals in which prices are unbalanced may be rejected. The Proposer will be required to complete, notarize and submit a "No-Collusion Affidavit" upon request by the City.

• Will there be a pre-proposal meeting? (required)
• Will your pre-proposal meeting be mandatory or non-mandatory? (required)
• Qualified proposers must have the ability to.... —

  Describe any specific qualifications the proposer must have. 

• Will Federal funds be used to pay for this purchase (in all or part)? (required)
• Will you be requiring the respondents to attach a sample contract? (required)