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POINT-OF-SALE (POS) EQUIPMENT AND SOFTWARE SYSTEM FOR UW-MADISON

(contract last updated 05/14/2013)

SCOPE: Contract for the purchase of Point of Sale Equipment, Debit Card Equipment, and Related Software.

The system needs to provide software and hardware to operate the University's debit card, transaction and point-of-sale operations.  The system is integrated solution that will support multiple cardholder privileges and declining balance accounts as well as provide a robust POS solution to support food service operations.  The system also needs to provide solutions for vending, laundry, copying, printing, retail services, and online account management. 

The purpose of the system is to provide superior customer service, improved management controls, and greater accessibility to information for managers and departments who use these systems. System must be able to read multiple magnetic card stripe formats


CONTRACT # DESCRIPTION
12-5387 POINT-OF-SALE (POS) EQUIPMENT AND SOFTWARE SYSTEM FOR UW-MADISON
CONTRACT ORIGIN: ADDITIONAL INFORMATION:
UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218
UW-Madison users contact:
Bruce Riley
(608) 890-3646 FAX (608) 262-4467
briley@bussvc.wisc.edu
  Non-UW-Madison users contact: Vendor Representative
COOPERATIVE PURCHASING: YES
CONTRACT TERM: July 1, 2012 through June 30, 2013, with automatic renewal extensions to June 30, 2017, with an optional five (5) one-year renewals, unless amended, cancelled or rebid.

Vendor(s)
115120
Blackboard Inc
650 Massachusetts Ave NW 6th FL
Washington DC 20001 3796
     
Sales Representative: PHONE # FAX #
Jay Schutte 480-254-2272 602-532-7058
E-mail Jay.Schutte@Blackboard.com
  PHONE # FAX #
Ordering/Expediting: 202-463-4860 623-476-1444
Invoice Information: 623-521-7045 623-476-1495
Returns: 623-521-7045 623-476-1495
Supplier Diversity Reporting: 202-463-4860 623-476-1495
Website: www.blackboard.com/
Commodity Code 208-46
209-42
209-43
209-66
946-35
Federal Employee ID # (FEIN) 52-2081178
F.O.B.

“E” F.O.B. DESTINATION, FREIGHT PREPAID AND BILLED
“V” F.O.B. SERVICE/MAINTENANCE

Terms: N/30
Invoicing: Invoices shall reflect contract pricing.
Warranty: Manufacturer’s warranty.
Pricing Information: Contact agent at (608) 890-3646 or briley@bussvc.wisc.edu for pricing.

SPECIFICATIONS

1.         PCI Compliance
  • Contractor shall undertake commercially reasonable efforts to at all times comply with the Payment Card Industry Data Security Standard (“PCIDSS”) requirements for cardholder data that are prescribed in the PCI Data Security Standard or otherwise issued by the PCI Security Standards Council, as they may be amended from time to time (collectively, the “PCIDSS Requirements”).  A copy of current PCIDSS Requirements documentation is available on the PCI Security Standards Council website at https://www.pcisecuritystandards.org .
  • Contractor acknowledges and agrees that cardholder data may only be used for assisting in completing a card transaction, for fraud control services, for loyalty programs, or as required by applicable law and as contemplated by the Agreement.
  • In the event of a breach or intrusion of or otherwise unauthorized access to cardholder data stored by Contractor, Contractor shall immediately notify Customer, in the manner required in the PCIDSS Requirements, and provide 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 PCIDSS Requirements.  Contractor shall fully cooperate with any reviews of their facilities and records provided for in this paragraph by such financial institution.
  • 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 Contractor’s primary data systems.
  • Contractor agrees to indemnify and hold University, its officers, employees, and agents, harmless for, from and against any and all claims, causes of action, suits, judgments, assessments, costs (including reasonable attorneys’ fees) and expenses arising out of or relating to any loss of University customer credit card or identity information managed, retained or maintained by Contractor, including but not limited to fraudulent or unapproved use of such credit card or identity information.  Contractor agrees to notify the University within 48 hours of a data breach involving card holder data.
  • Contractor and its successors and assigns shall comply with the PCIDSS Requirements after termination of the Contract.
  • The University agrees to remain PCI compliant in handling transactions related to this Contract

2.      System Architecture, Security and Technical Requirements

  • The system must operate in a TCP/IP-only environment.
  • The system must be capable of supporting a multi-user environment.  The system must support concurrent access to the database files by a number of users. Explain.
  • System must be capable of supporting operations 24 hours/day, 7 days/week. 
  • The system must maintain an audit trail for all transactions and system operator actions.
  • The system must support multiple magnetic stripe card formats.
  • Transaction response time for on campus card transactions must be less than two seconds.
  • The system should allow for all debit card system readers and POS equipment to be monitored and identify any equipment that is offline.

3.      Debit Card and Transaction System

  • The system must support multiple accounts for each cardholder..
  • The system must support multiple cardholder permissions that can be assigned to each cardholder to control access to various services. 
  • The system must be able to restrict access to permissions based on location, date, and time of day.
  • Readers and POS devices must be able to operate and store transactions in the event of a server or network outage. 
  • Reader and POS devices must display a remaining account balance on the printed receipt or display if printer is not present.
  • The system must allow deposits to be taken and entered into the system by multiple methods including point of sale devices, computer terminals, and online web services.
  • The system must have the ability to deal with lost or stolen cards and provide the ability to assign a temporary card to the user’s account.
  • The system must provide appropriate error messages for invalid transactions.

4.         Point of Sale

            Overview and Hardware

  • POS equipment must be able to support an alpha/numeric cashier and remote patron display as well as an electronic scale, bar code reader, receipt printer, and integrated magnetic stripe reader for MC/Visa and campus debit card purchases. 

            User Interface

  • System should allow for discounts or premiums based on specific items purchased, category of items, tender key selected, or cashier entry.
  • System must allow for multiple tender types to be used in one transaction.
  • The system must be able to recognize the difference in account types being accessed for payment and if applicable charge an appropriate discount or premium.
  • System must require cashier to log-on to access system. 
  • The operator must be able to void all or part of a transaction before the sale is concluded. This feature should have the option to be configured by device and controlled by manager approval if desired.
  • System should allow for multiple menus.
  • System should provide the ability to establish pre-determined operator prompts associated with the sale of specific items or groups of items.
  • System should have the ability to automatically record pre-selected messages on receipts related to the purchase of specified products.
  • POS equipment should support dual cash drawers and/or dual operator log-on.
  • System must be able to identify each individual operator and provide appropriate access based on the assigned security rights.
  • The cashier should be able to process a refund for any tender type. It should also be possible to prohibit this function.
  • The receipt should not print until payment has been processed.
  • The receipt should include the ability to print a custom header message to specify the specific revenue center/service area. Describe information that can be included on the receipt.
  • Allow for customer data or cashier comments to be entered as part of a sale.  Retain this information and allow it to be associated to a specific purchases (i.e., capture a customer’s name, address, and phone number; enter a ticket or bus pass number sold; or collect information on why a transaction was voided or returned.) The software should provide the option of tracking the sale of serialized items.
  • POS should contain a training mode.

            Back Office Software

  • POS system should allow for administration of all POS terminals from the centralized server.
  • Allow for real-time POS monitoring of transaction activity and sales.
  • Allow for assigning discounts or premiums to individual products or tender keys.  Options should also include support of combination pricing.
  • System should have the ability to set sales on items or groups of items to start and end on specified dates.
  • System should have the ability to create custom tender types.
  • System should allow users to add new products to a menu at an administrative computer (PC) and at the POS.
  • The system should be able to handle multiple menus.  Describe any limitations on the number of menus, products, tender keys, etc.?  Describe how/when a menu change goes into effect.
  • It is desired that the system should provide integrated real time, full featured, inventory management for a convenience store environment. 
  • It is desired that the system should have the ability to maintain an inventory of rental items and charge based on time of use.

5.      System Integration

  • The system must be able to interface with the MBS System in use at the University Book Store.
  • The system must be able to interface with GoPrint software for printing services.
  • The system must include the capability for an online copier control system that allows debit card purchases of items from copy machines. The system must demonstrate an ability to interface with a wide variety of makes/models of copy machines.
  • System must include the capability for an online laundry control system that allows a cardholder’s ID to activate the machine for debit card purchases.  The system must demonstrate an ability to interface with a wide variety of makes/models of laundry machines.
  • The system must include the capability for an online vending control system that allows debit card purchases of items from vending machines. The system must demonstrate an ability to interface with a wide variety of makes/models of vending machines.
  • The system must provide an online account management solution for cardholders to make deposits, check transaction history and report lost cards. The campus currently uses JSA Technologies to provide this service.

6.      Capacity
The new system must be able to process the volume of activity reflected in the following list:

  • Number of accounts on debit card system – 315,000 (active + historical)
  • Number of active campus debit card accounts – 75,000
  • Total annual cash sales – $9 million
  • Total annual cash transactions – $2 million
  • Average daily cash transactions during academic year –8,500
  • Total annual campus debit card sales -- $14 million
  • Total annual campus debit card transactions – 3.5 million
  • Average daily campus debit card transactions during academic year – 19,000
  • Total annual credit card sales – $4.5 million
  • Total annual credit card transactions – 900,000
  • Average daily credit card transactions during academic year – 4,500
  • Transaction activity originating from over 250 devices

7.        Card Formats
The University issues a HID DuoProx card to all students, faculty and staff.  The card contains a 2750 oersted high coercivity  three track magnetic stripe and a 128 kHz 35 bit encoded proximity chip based on HID’s Corporate 1000 standard.


Revision History

(5/14/13): updated sales rep information for Blackboard Inc.
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