About this opportunity
AI summaryThe City of Vancouver seeks proposals from onshore USA organizations for an online merchant solution to implement and maintain a secure, scalable payment processing system. The scope includes integrating with existing utility billing and community development software, supporting credit card, debit card, and ACH payments with customer-paid processing fees, enabling future API integrations, and delivering transaction-level financial reporting. The resulting contract will run for a five-year term. Proposers must submit all questions by Friday, November 13, 2026. Proposals must be uploaded digitally through the city's procurement portal by 3:00 P.M. Pacific Time on Wednesday, November 25, 2026; emailed, mailed, or faxed submissions are not accepted. The city will evaluate proposals using a pass/fail General Information Form alongside scored criteria comprising project approach (30 points), proposer capabilities (30 points), cost proposal (25 points), references (10 points), and format and clarity (5 points).
Buyer and opportunity details
- Client
- City of Vancouver
- Solicitation No.
- 53-26
Scope of work
- Implement and maintain a secure, reliable, and scalable online payment solution
- Integrate with Selectron utility billing and Community Development software
- Integrate with Tolemi long-term rental licensing software
- Integrate with Concourse Fire Marshal software
- Support payment initiation, transmission, automatic posting, status updates, confirmations, refunds, and reconciliation
- Support future system integrations through documented APIs or standard methods
- Accept credit card, debit card, and customer fee-free ACH payments
- Provide transaction-level reporting and settlement data exportable to CSV or Excel
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| General Information Form | Pass/Fail |
| Project Approach and Understanding | 30 points maximum |
| Proposer Capabilities and Qualifications | 30 points maximum |
| References | 10 points maximum |
| Format and Clarity of Proposal | 5 points maximum |
| Cost Proposal | 25 points maximum |
Minimum qualifications
- Compliance with applicable payment security standards, including PCI DSS and ACH requirements
- Provide at least three references from other local government projects of similar size and scope performed within the last three years
- Insurance company authorized to do business in the State of Washington
- Register and enter into a Memorandum of Understanding with the Department of Homeland Security E-Verify program
- Obtain any license, permit or certificate required by federal, state or local law, including State of Washington Business License
Documents to include with your response
- General Information Form
- Cover Letter
- Project Approach and Understanding
- Proposer Capabilities and Qualifications
- References
- Cost Proposal
- List of exceptions and/or redline edits to the draft agreement (if applicable)
Key dates
- Date Issued
- Friday, October 30, 2026
- Questions Due
- 4:00 p.m. on Friday, November 13, 2026
- Addendum Due
- no later than 5:00 p.m. on Wednesday, November 18, 2026
- Proposals Due
- 3:00 PM (Pacific Time) Wednesday, November 25, 2026
How to submit
- Method
- Electronic via the City's Procurement Portal
- Instructions
- Submit through bidnetdirect.com/washington/cityofvancouver. Minimum font size is 12 point. Submissions in person, by mail, fax, or email will not be accepted.
Contract details
- Term
- The term of this Agreement, including any renewal(s), shall not exceed five years.
- Insurance and bonding
- Contractor shall maintain Bodily Injury, Property Damage, Personal Injury, and Broad Form Contractual Liability insurance, auto liability, errors and omissions/professional liability covering intellectual property claims, and a Fidelity/Employee Dishonesty Bond. Policies must be occurrence-based, name the City as additional insured, and include CG 20 10 07 04 and CG 20 37 07 04 endorsements.