RFP Payment Processing Services

Location:	Florida
Posted:	Sep 11, 2026
Due:	Sep 16, 2026
Agency:	Loxahatchee River District
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Loxahatchee River District

2500 Jupiter Park Drive

Jupiter, FL 33458

www.loxahatcheeriver.org

Request for Proposals (RFP) for:

Payment Processing Services

RFP No:

Title:

Due Date:

Purchasing Agent:

RFP 26-003-00152

Payment Processing Services

Wednesday, September 16, 2026, at 2:00 p.m., Eastern Time

Sharyn Allen, Purchasing Agent

Purchasing@lrecd.org

(561) 401-4026

*** Proposals will NOT be accepted after the Due Date and Time ***

LRD Payment Processing Services Page 1 of 32

TABLE OF CONTENTS

INTRODUCTION .......................................................................................................................... 3

BACKGROUND, OBJECTIVE & SPECIFIC CONDITIONS ..................................................... 3

SCHEDULE.................................................................................................................................... 8

GENERAL INFORMATION & REQUIREMENTS ..................................................................... 8

CONTRACT DOCUMENTS AND EXCEPTIONS ........................................................ 11

SERVICE LEVELS .......................................................................................................... 12

SETTLEMENT, FUNDS HANDLING AND FEES........................................................ 12

DATA SECURITY, PRIVACY AND DATA OWNERSHIP ......................................... 13

LIMITATION OF LIABILITY, INDEMNITY AND SOVEREIGN IMMUNITY ........ 14

TERM, TERMINATION, TRANSITION AND CHANGE OF CONTROL .................. 14

PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT........................................... 15

SELECTION PROCESS & EVALUATION FACTORS ................................................ 18

GENERAL CONDITIONS .......................................................................................................... 20

Required Forms:

Exhibit A - PROPOSAL CERTIFICATION .................................................................... 28

Exhibit B - ESTIMATED ANNUAL COSTS BREAKDOWN WORKSHEET ............. 29

Exhibit C - REFERENCES............................................................................................... 30

Exhibit D - DRUG-FREE WORKPLACE CERTIFICATION ........................................ 31

Accompanying Microsoft Excel File – LRDPaymentServices.xlsx

Six (6) months of Transaction Data for January – June 2026, Exhibit B Annual Cost

Submittal Worksheet, and MCSJ Payments File format requirements.

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INTRODUCTION

The Loxahatchee River Environmental Control District, d/b/a Loxahatchee River District (the

“District”), is a regional sanitary sewer provider based in Jupiter, Florida with approximately 33,500

customers. The Loxahatchee River District (“District”) is soliciting proposals from qualified Vendors

for Payment Processing Services to support its Customer Service Department for accepting utility

payments, connection charge payments, estoppel payments, and other payments. Throughout this

RFP, “District” means the Loxahatchee River Environmental Control District; “Proposer” means an

entity submitting a proposal in response to this RFP; and “Contractor” means the Proposer to whom

a contract is awarded. Where the terms “Vendor,” “Respondent,” “Firm,” “successful vendor” or

“successful Firm” appear elsewhere in this document, they have the same meaning as “Proposer”

before award and “Contractor” after award.

The District will accept proposals until 2:00 p.m., Eastern Time, on Wednesday, September 16,

2026. Proposals received after that date and time are considered non-responsive. There will be no

public opening of submitted proposals.

Discussions or communications (written only) concerning the solicitation, or the award shall be

through the District’s Purchasing Agent, Sharyn Allen (purchasing@lrecd.org).

The District may institute changes or modifications to this solicitation and shall notify all known

participants by an addendum to this RFP that will be posted on the District’s Purchasing web page

(https://loxahatcheeriver.org/governance/purchasing-bids/) and through the listing on

DemandStar.com. It is the Respondents’ responsibility to monitor the District’s web page or the

DemandStar listing for any notifications prior to the Due Date.

To be eligible for consideration, Respondents must demonstrate a minimum of three (3) years of

experience providing payment processing services of similar size and complexity and must be

authorized to conduct business in the State of Florida.

BACKGROUND, OBJECTIVE & SPECIFIC CONDITIONS

The District is an independent Special District of the State of Florida that serves as the regional

wastewater/sanitary sewer utility for approximately 33,500 customers in northern Palm Beach and

southern Martin Counties, including the municipalities of Jupiter, Tequesta, and Juno Beach.

The District intends to enter into a continuing services contract with a Contractor to provide secure,

cost-effective, flexible, and convenient payment systems for our customers to help the District receive

payments faster and process them efficiently. The contract resulting from this RFP will have an initial

term of five (5) years commencing on the date of Final Acceptance as defined in the General

Information & Requirements section, with one (1) optional renewal term of five (5) years exercisable

at the sole discretion of the District upon written notice not less than one hundred eighty (180) days

before expiration of the initial term. The maximum total duration of the contract is ten (10) years.

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At minimum, the payment systems must include:

1. An administrative portal for District customer service staff to accept payments and assist

customers with managing payments and payment information.

2. A standard and mobile-friendly web payments system for customers to make payments and

review bills, with a Guest payment option that does not require account creation

3. The ability to set up and process automatic payments

a. Preference for the customer service agent to help the customer set up automatic

payments.

b. Ability to configure recurring monthly installment payments against a quarterly bill

or account balance due — that is, a customer may elect to pay the full quarterly amount

on the due date or pay the account balance in monthly installments.

4. An Interactive Voice Response (IVR) telephone payment system.

5. A payment device (preferably wireless) for District walk-in customers that uses current tap-

to-pay technology.

6. Ability for the customer to pay on multiple accounts and multiple payment methods.

7. Support transaction adjustments, including at minimum: same-day void of an unsettled card

transaction; full and partial refund of a settled transaction; ACH return handling and re-

presentment; reversal of a misapplied payment; and correction of the account number on a

posted payment. Each action must produce a complete audit trail. Proposers must state which

of these actions a District customer service representative can perform without Contractor

intervention.

8. Maintain, throughout the term of any contract and amendment(s) resulting from this RFP: (a)

validation as a PCI DSS Level 1 Service Provider under the then-current version of the PCI

Data Security Standard, evidenced by an annual Attestation of Compliance and current listing

on the Visa Global Registry of Service Providers; and (b) compliance with the then-current

NACHA Operating Rules. Adoption of and migration to successor versions of either standard

during the term shall be performed at the Contractor’s sole cost and without interruption to

District services.

9. Maintain industry-standard data privacy controls sufficient to meet the requirements of the

applicable security standards and Florida State Privacy statutes and regulations. Contractor

shall be fully responsible for all administrative and financial obligations that arise from any

security breach caused by the Contractor.

10. Funds settlement. Proposers must state (a) the daily batch cutoff time, (b) the time by which

transactions authorized before that cutoff are submitted for settlement, and (c) the time by

which settled funds are available as good funds in the District’s designated account at Truist

Bank. At minimum, transactions authorized before the daily cutoff must be submitted for

settlement no later than the next business day, and settled funds must be available in the

District’s designated account no later than two (2) business days after authorization.

Settlement must be made on a gross basis; fees shall be invoiced separately and shall not be

netted from deposits.

11. Reporting that facilitates easy reconciliation to the bank deposits.

12. Transaction coding that includes the payment details including date, amount, account, channel

and method.

13. Configurable payment limits. The platform must enforce configurable per-transaction, per-

account, and per-period payment limits across all channels (web, IVR, guest, counter, and

AutoPay). The District currently applies a limit of $5,000 per account per calendar month for

card payments.

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14. Accessibility. The customer-facing web payment portal and all customer-facing digital

content must conform to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA.

The IVR must be designed for accessible use. Proposers must submit a current Voluntary

Product Accessibility Template (VPAT) or Accessibility Conformance Report upon request.

Remediation of accessibility non-conformance identified during the term shall be performed

at the Contractor’s sole cost.

15. Point-to-point encryption. The counter payment device must be included on the PCI Security

Standards Council list of validated P2PE solutions. Proposers must state whether the proposed

device is P2PE-validated and which PCI Self-Assessment Questionnaire the District would

complete under the proposed solution.

16. Data residency. All District and customer data must be stored and processed within the United

States. No offshore access, support, or development activity may touch District data without

prior written District approval. Proposers must disclose any offshore support model in their

proposal.

Not required, but desired, services include:

1. Payment channels such as Apple Pay, Google Pay, Paypal, and others.

2. The ability to store a payment method for a customer to speed the next call and transaction.

3. Pay by SMS messaging.

4. Customer notification options for reminders and notifications of card expiration, failed

transactions, etc.

5. Ability for the customer to make multiple payments on the same account and business day.

6. Ability to sign up for paperless billing.

7. Validate the checking account numbers or guarantee funding on check processing (in- person).

8. Multilingual payments web page, IVR and SMS.

9. Single bank deposit or configurable deposit options.

The District intends to utilize a data file transfer and exchange process for loading payments data into

Edmunds GovTech MCSJ customer information system using the Payment Import routine for

Standard Utility Lockbox payments. We are not aware of an option for a near-real time API integration

with MCSJ. The Edmunds GovTech file specification is provided in the Transactions workbook that

is included in this solicitation. The Contractor is responsible for building, testing, and maintaining its

side of the interface and for conforming to the then-current Edmunds specification throughout the

term at no additional cost to the District. Proposers must state whether they have an existing MCSJ

integration and identify the utilities at which it is in production. Proposers are invited to propose an

API-based or near-real-time alternative if one is available.

The District bills its sewer customers quarterly. The vast majority (~95%) of its customers are billed

a flat rate less than $110; a few commercial customers have bills $20,000 to $60,000. The District

currently accepts Visa, Mastercard, Discover, and American Express. District rules presently limit

credit card transactions to $5,000 per account, per month. The District presently absorbs all

transaction costs and intends to continue the absorbed model.

The District’s printing partner is InfoSend (infosend.com) and they host digital versions of the

quarterly bills for our customers to access through a web link. The District’s ERP software is

Microsoft Business Central, and the bank is Truist Bank.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP Payment Processing Services

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See also