901036 RFP Purchasing Card Program
**IMPORTANT NOTICE**
The format of this RFP has been simplified.
Only the following pages require signatures:
1. Exhibit A Bid Response Packet, Bidder Information and
Acceptance page
a. Must be signed by Bidder
2. Exhibit A Bid Response Packet, SLEB Partnering Information
Sheet
a. Must be signed by Bidder
b. Must be signed by SLEB Partner if subcontracting to a
SLEB
Please read EXHIBIT A Bid Response Packet carefully, INCOMPLETE
BIDS WILL BE REJECTED. Alameda County will not accept submissions
or documentation after the bid response due date.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901036
For
Purchasing Card Program
For complete information regarding this project, see RFP posted
at
http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp
or contact the County representative listed below. Thank you for
your interest!
Contact Person: Umiika Wright, Procurement & Contracts
Specialist
Phone Number: (510) 208-9616
E-mail Address: [email protected]
RESPONSE DUE
by
2:00 p.m.
on
July 1, 2014
at
Alameda County, GSAProcurement & Support Services
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
Alameda County is committed to reducing environmental impacts
across our entire supply chain.
If printing this document, please print only what you need,
print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901036
SPECIFICATIONS, TERMS & CONDITIONS
for
Purchasing Card Program
TABLE OF CONTENTS
Page
4I.STATEMENT OF WORK
4A.INTENT
4B.SCOPE
4C.BIDDER QUALIFICATIONS
5D.SPECIFIC REQUIREMENTS
17E.DELIVERABLES / REPORTS
19II.CALENDAR OF EVENTS
20F.NETWORKING / BIDDERS CONFERENCES
20III.COUNTY PROCEDURES, TERMS, AND CONDITIONS
G.EVALUATION CRITERIA / SELECTION COMMITTEE20
25H.CONTRACT EVALUATION AND ASSESSMENT
26I.NOTICE OF RECOMMENDATION TO AWARD
26J.TERM / TERMINATION / RENEWAL
27K.QUANTITIES
27L.PRICING
27M.AWARD
29N.METHOD OF ORDERING
29O.INVOICING
30P.ACCOUNT MANAGER / SUPPORT STAFF
30IV.INSTRUCTIONS TO BIDDERS
30Q.COUNTY CONTACTS
31R.SUBMITTAL OF BIDS
33S.RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A - BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS INTENTIONALLY OMITTED
EXHIBIT C - VENDOR BID LIST
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms, and conditions
to describe the Purchasing Card (P-Card) program required by the
County of Alameda. The program must provide an efficient,
cost-effective method of purchasing and paying for small purchases
(currently identified as purchases valued up to and including
$3,000), simplify the purchasing process, reduce paperwork, lower
administrative costs, and increase the Countys ability to monitor
P-Card spending.
The County intends to award a five-year contract (with option to
renew) to the bidder selected as the most responsible bidder whose
response conforms to the RFP and meets the Countys
requirements.
B. SCOPE
The County of Alameda implemented a purchasing card program in
1997 to provide a procurement tool for the purchase of goods and
services, as required, by approximately nine thousand (9,000)
employees. The Countys current purchasing card program with JP
Morgan expires on September 1, 2014 and consists of over
three-hundred (300) cardholders in twenty-five (25) business units
comprised of sixty-five (65) corporate accounts. The Countys
current program allows charges of up to $3,000 per single
transaction and averages over four million dollars ($4,000,000) in
annual purchases and the County earns an incentive payment in the
form of a rebate check on program activity. Changes to the
single-transaction limit may be considered during the proposed term
of any contract that may be awarded as a result of this RFP.
C. BIDDER QUALIFICATIONS
1. BIDDER Minimum Qualifications
a. Bidder shall have been regularly and continuously engaged in
the business of providing purchasing cards for at least ten (10)
organizations that meet or exceed the scope requirements below for
at least five (5) years as evidenced by references submitted. The
scope is approximately as follows:
(1) 9000 employees;
(2) 65 customer departmental accounts; and
(3) A minimum of 300 cardholders.
b. Bidder shall be an FDIC-insured, credit-card issuing
commercial bank, credit union, or savings institution. Bidder must
have obtained a Community Reinvestment Act (CRA) rating of
satisfactory or above (outstanding) as of the most recent
evaluation and examination by its federal financial supervisory
agency. Information regarding the rating system can be found at:
http://www.ffiec.gov/craratings/Default.aspx
c. Bidder shall be committed to community investment and be
socially responsible. Bidder must provide examples of community
reinvestment initiatives, goals, and end results for similar
clients such as local hiring, local sponsorship of community event,
philanthropy, etc.
d. Bidder shall submit innovative processes it is currently
conducting in Alameda County or plans to conduct to promote healthy
communities.
e. Bidder must provide a branch location listing advising all
branches residing in Alameda County and loan detail to include:
(1) The total number of home loans,
(2) Total small business loans; and
(3) Total loans to non-profit organizations within Alameda
County.
D. SPECIFIC REQUIREMENTS
The proposed P-Card program must contain the following
features:
1. Browser-Based Card and Report Management: The system must
allow for quick updates and business rule changes, as the County
deems necessary, and shall include the capability to interface with
the Countys Financial Management system (FMS). The below items are
fundamental prerequisites for the system, although
additions/modifications may be requested during the course of the
contract:
a. Provide username/password controlled access to the account by
authorized personnel over the internet in a secure manner,
b. Allow designated County staff to view P-Card transactions and
all related data as soon as they are posted to the Contractors
system (not to exceed 48 hours after transactions occur),
c. Provide the ability to create an oversight hierarchy wherein
stakeholders are assigned varying roles and responsibilities as
established by the Countys needs and policies,
d. Allow designated County staff to access, download and/or
print standardized reports as well as create customized reports to
provide requisite Agency-specific data for auditing and monitoring
purposes,
e. Provide integration capability between Contractors
card-management system and the Countys FMS,
f. Provide cost-allocation/general ledger capabilities, enabling
users to allocate different budgets to individual transactions
using budget codes for review and approval, and
g. Retain all card related data, such that it is accessible by
the County, for a minimum period of seven years, as mandated by the
IRS.
2. Direct Cash Rebate
The program must include a rebate offering. Other program
incentives may be offered. The County expects the rebate to be
calculated using the aggregate County P-Card spending for its
fiscal year and receipt of rebate checks no later than August 15th
following conclusion of each fiscal year. The Countys fiscal year
begins July 1st and ends June 30th. Other rebate payment receipt
schedules (e.g., bi-annually, quarterly, and monthly) may be
proposed.
3. Technology Uptime Commitments and Disaster Recovery Plan
a. The Contractor shall provide an overall commitment to ensure
the card-management system is available 24 hours a day, seven (7)
days a week. The Contractor shall enter into a Service Level
Agreement (SLA) with the County that prescribes safeguards to
ensure service continuity to maintain maximum uptime, planned down
time for system maintenance, penalties for failure to remediate
system problems within prescribed time limits, and response time
parameters for system problem resolution.
b. The Contractor shall provide a disaster recovery plan which
addresses 24 hours a day, seven (7) days a week account
accessibility in the event of natural disasters and/or declared
emergencies where the County is responsible for stabilizing the
welfare of the general public. Proposal shall identify handling of
the following:
(1) Disaster only P-Cards cards vs. virtual ghost account
numbers,
(2) Provisions for emergency spending limits on current
cards,
(3) Activation of nontraditional merchant categories, and
Revision to card security limits, e.g. number of transactions
per day.
4. Online Functionality for Agency P-Card Administrators
The Contractor shall provide a browser-based system that allows
County P-Card Administrators to perform the following
administrative tasks, including, but not limited to:
a. Card termination/cancellation/suspension to be effective
instantaneously,
b. Card spending limit changes to be effective
instantaneously,
c. New user and card creation the Contractor shall issue new
cards within five (5) business days of receipt of request,
d. Change of address to be effective within two business
days,
e. Change of program/user hierarchy to be effective
instantaneously, and
f. MCC Code Restriction ability to restrict or allow usage at
the card level.
5. Controls/Restrictions
The Contractor shall address its card use/system controls and
restrictions to prevent the improper use of cards as may be
designated by the County as a whole. The Agency P-Card
Administrator will determine how the cards will be used, consistent
with the terms of the contract, and within the Countys single
per-transaction dollar limit. Cash advances are strictly
prohibited. The County may specify:
a. Single per-transaction dollar limits for each cardholder up
to the current Countywide single transaction limit,
b. Number of credit card authorizations per day,
c. Number of credit card transactions per billing cycle,
d. Transaction dollar limits per billing cycle per
Cardholder,
e. Authorization tied to budget limits, and/or
f. Restriction on the types of merchants with which the card may
be used.
g. Agency P-Card Administrators shall have the authority to
contact the Contractor directly to make specific account changes or
queries on behalf of Agency Cardholders (i.e. status of ordered
cards, change of spending levels, etc.)
h. The Countywide P-Card Administrators shall have the authority
to review any and all County Transactions and shall possess the
ability to review and change individual Agency account settings and
speak on behalf of all County Accounts
i. The Contractor will allow individual Agencies to prohibit
Merchant Category Codes (MCCs) that will be in addition to any
Countywide MCC prohibitions as determined by the Countywide Program
Administrator. Prohibited Countywide MCCs are not to be changed by
agencies but can be modified at the discretion of the Countywide
Program Administrator and by changes to County Policy
6. Hierarchy Development within the card-management system
The Contractor shall work with the County to develop a
multi-tiered hierarchy within its card-management system enabling
administrators to effectively monitor and control card activity by
creating, managing, and editing profiles of various P-Card
stakeholders.
7. General Ledger/Accounting
The Contractor shall identify existing general ledger
capabilities of its card management system, such as the number of
fields and the number of characters that can fit into each field.
Moreover, the contractor shall describe the systems ability to
modify the number of fields should the County require such
additional fields.
8. Application Functionality Improvement Schedule
It is expected that during the Contractors contract with the
County the Contractors online card-management system will undergo
functional improvements. The County expects the Contractor to
notify the Countywide P-Card Administrator of such improvements,
allowing the Administrator to evaluate the impact of the changes
and assist Agencies in accommodating the changes. The notification
of substantial changes to the online system must be made to the
County no later than 90 days prior to the change.
9. Transition
a. Transition Strategy
The County anticipates the Contractor will possess requisite
experience and capability with such transitions to ensure it is
seamless, orderly, and presents no disruptions of P-Card
utilization, temporary or otherwise. The transition strategy work
plan shall include, but is not limited to:
(1) A detailed, written plan outlining specific transition
activates or tasks and timeframes,
(2) Account setup, card production, and card delivery to the
Countywide P-Card administrator for distribution in advance of the
cut over date,
(3) Establishment of reporting and payment hierarchies in the
card-management and reporting system,
(4) Training of County Staff,
(5) Mapping and migration of all legacy P-Card data, and
(6) Specific reconciliation/closing-out details for managing
County agencies last payment/past due account to the current
vendor.
The County expects the Contractor will manage a one-time
transition of all Agencies and Cardholders currently using P-Cards
to the Contractors program. However, the County invites proposers
to recommend other transition strategies.
b. Vendor Transition and Support
The Contractor shall provide experienced personnel, dedicated
solely to assisting the County and the Countywide P-Card
administrators in conducting and managing a successful transition
from the current programs P-Card provider to the new P-card
Provider. The resources assigned to the County by the Contractor
shall have the ability to reach out to the Contractors senior
managers in order to resolve matters which would otherwise impede
the transition process within the agreed upon project plan
timeframes. Such tasks for vendor transition support shall include,
but are not limited to:
(1) Training for County personnel on the Contractors
card-management system,
(2) Work with County personnel to determine if the Contractors
card management system meets the Countys needs or if customization
will be required. The Countys card-management system needs to
include but is not limited to:
(a) Customized names of field headers such as object code and
budget code,
(b) Standardized/customizable reports,
(c) Merchant Category Code (MCC)/object code matches,
(d) Password/logon IDs for cardholders and other users,
(e) Workflow/program hierarchy within the card-management
system,
(f) Email notifications and reminders of pending
activations/steps to be taken, and
(g) Card profiles, settings and ability to manage them.
(3) The County expects that the Contractor shall assign a
dedicated Program Transition Manager, who will provide the
following support during the initial phase of the transition:
(a) Coordinate all Contractor resources,
(b) Manage communications with the County, and
(c) Ensure all deliverables are met and adhere to the terms of
the contract and work plan.
(4) The transition from the current P-Card provider to the
Contractor will be a critical activity that may affect the programs
continuing success and potential. The County expects the Contractor
shall provide a dedicated team leader to manage the entire aspect
of the transition, both logistically and technically. This person
will work closely with the organization to marshal all resources to
ensure the transition is smooth and any issues are resolved in a
timely manner.
c. Exchange of Financial Forms and Information
The Contractor shall provide all necessary forms to be completed
by the County, including but not limited to, technology usage and
license agreements and other forms and agreements, as required.
d. Card Design/Logo
(1) The Contractor shall issue new, inactivated cards to the
County P-Card Administrator. The Contractor shall work with the
County in the designing/branding of the new cards. The Contractor
shall provide a project plan that includes:
(a) Card design,
(b) Collection of needed County Data,
(c) Agency account(s) setup,
(d) Card production,
(e) Card delivery to the County P-Card Administrator, and
(f) The card shall contain, at a minimum:
i. Prominent indication that the card is an Alameda County
Government Procurement/Purchasing Card and placement of the Alameda
County emblem on the plastic to avoid it being mistaken for a
personal credit card,
ii. Phrase for OFFICIAL USE ONLY prominently displayed on the
card,
iii. Contractor contact information (i.e. customer service or
lost/stolen telephone number) for the cardholder on the back of the
card, and
iv. The Cardholders name and his/her Agency/Department name.
In the event that the customized card design/logo will delay the
issuance of the first batch of cards, then interim cards shall be
issued to existing Cardholders with all the information, as listed
above, except for the Cardholders Agency/department name.
e. Credit Setup
The Contractor is expected to provide a line of credit to the
County, as a whole, sufficient for its purchasing needs; the
overall County credit limit will be apportioned to the individual
Agencies sufficient for their needs, pursuant to the designation by
the Countywide P-Card Administrator. Agency monthly credit limits
currently range from $23,000 to more than $500,000 depending on the
volume of spending and are subject to change based upon request and
obtain the speedy approval for specific agency credit limits
changes.
f. Card Distribution
All P-Cards issued by the Contractor shall be sent to the
Countywide P-Card Administrator, inactivated, at a designated
location for distribution to Agency staff, pursuant to countywide
card distribution policy and procedure. Issued cards shall not be
sent via first class mail but shall be sent via traceable/tractable
shipping method (i.e. Fed Ex or UPS).
g. Training for Administrators and Cardholders
The Contractor shall provide on-site, computer based and
web-based training for County designated Staff. The training
classes should be conducted, at a minimum, once a week, for
approximately the first six months of the contract. The County will
provide space for classes. Classes will have no fewer than ten (10)
and no more than twenty-five 25 participants. Training shall
include, but not be limited to:
(1) Card administration (i.e. hierarchy development within the
card-management system, etc.),
(2) Card use issue (i.e. transaction dispute resolution, card
misuse procedures, lost/stolen card issues, etc.),
(3) Accessing, modifying, scheduling, and printing Agency
reports.
Training curricula should be designed in train the trainer
format and should be similar in content and format to web-based
training, which is also required. Proposers may suggest other
training formats.
h. Hierarchy Development Within The Card-Management System
The County expects the Contractor will work with the County and
the current card P-Card provider to transition to a hierarchy
format within the Contractors card-management system (i.e.
Administrator, Approver, or Cardholder).
i. Billing Cycle/Payment Deadlines
During the transition, the Contractor shall work with the County
to establish billing cycle dates and payment deadlines that will
apply to the remainder of the contract term.
10. Ongoing Program Requirements
a. Dedicated Customer Service Representatives
The Contractor shall provide dedicated call center resources for
the County so that the Countywide P-Card Administrator, Agency
P-card Administrators, and other stakeholders are able to work with
at least two resources familiar with the Countys program. These
resources shall be available during the Countys normal business
hours (8:00 a.m. 5:00 p.m. PST) excluding weekends and County
designated holidays. Additionally, the Contractor shall provide
contact information to address after hour emergency needs.
b. Additional or Replacement Card Distribution
The distribution of any additional or replacement cards will be
handled in the same manner as with the initial distribution of
cards. All cards must be sent inactivated to the countywide P-Card
Administrator at a designated location for distribution to Agency
staff, pursuant to countywide card distribution policy. Issued
cards shall not be sent via first class mail but shall be sent via
traceable/track able shipping method (i.e. FedEx or UPS).
c. Lost and/or Stolen Cards
The Contractor shall provide a 24 hour contact phone number to
report lost or stolen cards. The Contractor shall provide immediate
cancellation and emergency issuance of a replacement for the
reported lost or stolen card. The County expects replacement cards
will be issued within 48 hours of being reported lost or stolen in
non-emergency situations and be sent to the Countywide P-Card
Administrator pursuant to the Countywide Card distribution
policy.
d. Transaction Dispute Resolution
The Contractor shall offer a transaction dispute resolution
process pursuant to industry best practices. The proposing vendor
shall describe the mechanism that would be set up for the County
Cardholders wishing to dispute charges attributed to their
purchasing cards. The transaction review process must be completed
by the Contractor within ninety (90) days of the dispute. The
dispute resolution process will include:
(1) How to file a transaction dispute
(2) Required documentation
(3) Handling of charges and payments pending resolution during
the dispute process
e. Escalation Process
The Contractor shall provide details of the escalation process
that shall be developed to resolve any potential conflicts between
P-Card stakeholders and the Contractors personnel. Such a procedure
shall include a mechanism to escalate the matter to the dedicated
call center personnels supervisor.
f. Ongoing Training
In addition to the initial program training, the Contractor
shall provide ongoing training and/or remedial support for all
County P-Card appointed staff. This support shall include
face-to-face, teleconference, and recorded presentations as well as
electronic materials (i.e. FAQs, manuals, etc.).
g. Mid-Cycle Account Changes
Contractor shall provide a procedure for managing/reconciling
accounts when changes occur during a billing cycle, such as a
Cardholder changing Agencies with a minimum of disruption to
service.
11. Card Usage
a. Liability Waiver
Contractor shall assume all liability for any unauthorized use
of cards, and for account numbers, etc. that are fraudulently used,
lost or stolen, pursuant to industry wide best practices.
b. Card Insurance
The Contractor shall obtain and maintain standard insurance for
purchasing cards pursuant to industry wide best practices.
12. Contract Succession Transition
At the end of any Contractors contract term, the Contractor will
furnish training with a successor vendor to effect a cooperative,
orderly, and seamless transition to any successor. Upon the Countys
written request, the Contractor shall furnish a phase-inphase-out
plan up to 365 calendar days prior to the expiration of this
contract. The Contractor shall furnish a complete master file, in a
format (electronic and/or hard copy) agreeable to the County, of
all accounts, to any successor no less than 90 days prior to the
end of the contract. The Contractor shall also settle all account
related transaction disputes. The Contractors responsibility for
settling all transaction disputes survives the expiration of this
contract.
13. Financial Management System (FMS) Integration
Requirements
The full benefits of a program cannot be achieved until P-Card
data is channeled directly from the Contractors card-management
system into its FMS, thereby eliminating manual entry of data,
human error, and additional paperwork. Contractor will provide
support, expertise, and a robust, secure process for implementing
this integration.
a. Integration Support
Contractor shall provide support to assist the County with
planning, developing, and implementing its P-card/FMS integration.
Support may include, but is not limited to, requisite expert
resources, data mapping and migration assistance, and an ongoing
process for securely transmitting P-card data from the Contractors
card-management system to FMS.
b. Electronic Billing File
Contractor shall, at a minimum, provide billing files
electronically for an interface to the Countys FMS. Such files
shall contain all requisite P-card purchase information. All
interfaces to and from the FMS system, which would potentially
cause any change to the data, must be approved by the County Agency
which owns that data. In the case of accounting interfaces, the
Alameda County Office of the Comptroller must approve all
interfaces with the accounting data.
The Contractor shall provide an electronic billing file of all
transactions for the card cycle formatted according to the needs of
the County. The Contractor shall work with the County to define the
process for cost allocation, workflow, approvals, and mapping to
the General Ledger and payment. The Contractor shall work with the
County to create and test such a file, and transmit the data on at
least a daily basis in a secure and reliable manner, in accordance
with County requirements and standards. The Contractor shall make
all changes to the billing file format in the future, if requested
to do so by the County.
c. Level I, II, III Data
The Contractor shall work with the County to determine the
feasibility and requirements for accessing Level I, II, and III
data.
d. Training for County Designated Employees
The Contractors bank technology expert shall provide appropriate
technical training and material to County personnel. Such training
shall be developed at the cardholder, and administrative levels and
include, but not be limited to:
(1) Card administration procedures,
(2) Benefits and features of the cards,
(3) Generating online reports and duplicate statements,
(4) Contractors technology for cost allocation process,
(5) Format and contents billing,
(6) File delivery process,
(7) Quality assurance on file delivery process and contents,
(8) Contractors 1099 management system and,
(9) Customization required for Level I, II and III data
configuration.
E. DELIVERABLES / REPORTS
1. Management Reports
Contractor shall provide reporting capability via a secure,
internet-based solution that meets the Countys security needs for
internet viewing of financial information and transaction
monitoring. The system shall provide designated County staff and
Cardholders the ability to view P-Card transaction information
using username/password-protected access. In addition to providing
reporting capability, the Contractor is expected to work directly
with the Countywide P-Card Administrator and Agency P-Card
Administrators to develop customized Agency reports that fulfill
both current and future Agency requirements.
a. Program Management Reports
Contractor shall provide via its online card-management system
reports, that include but are not limited to, the following:
(1) User/Agency spend analysis
(2) Merchant data analysis including ethnicity and gender for
Small, Local and Emerging (SLEB) merchants within Alameda
County
(3) Exception reports (i.e. declined transactions, disputed
transactions, etc.)
(4) User transaction reports including Level I, II, and III
detail
(5) Financial settlement reports
(6) Monthly billing
(7) Agency expenditure data, as required by the Agency
(8) A summary report statement to each Cardholder each month
(9) A consolidated Agency statement each month to the Agency
P-card Administrator or his/her designee
(10) Delivery of hard copy statements for each individual
Cardholder and a consolidated hard copy statement of all Agency
transactions for delivery to the Agency Administrator following
conclusion of each billing cycle
(11) Online queries for individual cardholder statements shall
be printable
b. 1099 Reporting and Enhanced Merchant Reporting Tools
The proposed program must include participation in the Internal
Revenue Service (IRS) Qualified Payment Card Agent (QPCA) program
authorizing the Contractor to solicit and validate merchant
Taxpayer Identification Numbers (TIN) on the Countys behalf. The
Contractor Enhanced Merchant Reporting tool shall be available via
an online portal, updated quarterly, and accessible to County
designated staff.
The Enhanced Merchant Reporting online portal shall have
hierarchy security in place allowing individual cardholders, and
County departments access to their specific transaction information
while allowing administrative staff access to all transaction
information or for a specific group. The report shall include the
following data: merchant name, merchant address, taxpayer ID
number, total sales, SIC/MCC number.
c. Level I, II and III Reports
Contractors shall provide user transaction reports including
level I, II and, Level III detail.
II. CALENDAR OF EVENTS
EVENT
DATE/LOCATION
Request Issued
May 14, 2014
Written Questions Due
by 5:00 p.m. on May 30, 2014
*Networking/Bidders Conference #1
(Online conference option enabled for remote participation)
May 29, 2014 @ 10:00 a.m.
at:General Services Agency
Room 1107, 11th Floor
1401 Lakeside Dr.
Oakland, CA 94612
OR remotely @
http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog
Networking/Bidders Conference #2
May 30, 2014 @ 2:00 p.m.
at:Public Works Agency
Conference Room
4825 Gleason Drive
Dublin, CA 94568
Addendum Issued
June 16, 2014
Response Due
July 1, 2014 by 2:00 p.m.
Evaluation Period
July 1 July 23, 2014
Vendor Interviews
July 17 -18, 2014
Board Letter Recommending Award Issued
September 19, 2014
Board Consideration Award Date
October 7, 2014
Contract Start Date
October 14, 2014
Note:Award and start dates are approximate.
F. NETWORKING / BIDDERS CONFERENCES
1. The bidders conference held on May 29, 2014 will have an
online conference option enabled for remote participation. Bidders
can opt to participate via a computer with a stable internet
connection (the recommended Bandwidth is 512Kbps) at
http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog
. In order to get the best experience, the County recommends
that bidders who participate remotely use equipment with audio
output such as speakers, headsets, or a telephone. Bidders may also
attend this conference in person.
2. Networking/bidders conferences will be held to:
a. Provide an opportunity for Small Local Emerging Businesses
(SLEBs) and large firms to network and develop subcontracting
relationships in order to participate in the contract(s) that may
result from this RFQ.
b. Provide an opportunity for bidders to ask specific questions
about the project and request RFQ clarification.
c. Provide the County with an opportunity to receive feedback
regarding the project and RFQ.
3. All questions will be addressed, and the list of attendees
will be included, in an RFQ Addendum following the
networking/bidders conference(s).
4. Potential bidders are strongly encouraged to attend
networking/bidders conference(s) in order to further facilitate
subcontracting relationships.
5. Vendors who attend a networking/bidders conference will be
added to the Vendor Bid List. Failure to participate in a
networking/bidders conference will in no way relieve the Contractor
from furnishing goods and/or services required in accordance with
these specifications, terms, and conditions. Attendance at a
networking/bidders conference is highly recommended but is not
mandatory.
III. COUNTY PROCEDURES, TERMS, AND CONDITIONSG. EVALUATION
CRITERIA / SELECTION COMMITTEE
All proposals will be evaluated by a County Selection Committee
(CSC). The County Selection Committee may be composed of County
staff and other parties that may have expertise or experience in
purchasing card programs. The CSC will score and recommend a
Contractor in accordance with the evaluation criteria set forth in
this RFP. The evaluation of the proposals shall be within the sole
judgment and discretion of the CSC.
All contact during the evaluation phase shall be through the
GSAPurchasing Department only. Bidders shall neither contact nor
lobby evaluators during the evaluation process. Attempts by Bidder
to contact and/or influence members of the CSC may result in
disqualification of Bidder.
The CSC will evaluate each proposal meeting the qualification
requirements set forth in this RFP. Bidders should bear in mind
that any proposal that is unrealistic in terms of the technical or
schedule commitments, or unrealistically high or low in cost, will
be deemed reflective of an inherent lack of technical competence or
indicative of a failure to comprehend the complexity and risk of
the Countys requirements as set forth in this RFP.
Bidders are advised that in the evaluation of cost it will be
assumed that the unit price quoted is correct in the case of a
discrepancy between the unit price and an extension.
As a result of this RFP, the County intends to award a contract
to the responsible bidder(s) whose response conforms to the RFP and
whose bid presents the greatest value to the County, all evaluation
criteria considered. The combined weight of the evaluation criteria
is greater in importance than cost in determining the greatest
value to the County. The goal is to award a contract to the
bidder(s) that proposes the County the best quality as determined
by the combined weight of the evaluation criteria. The County may
award a contract of higher qualitative competence over the lowest
priced response.
The basic information that each section should contain is
specified below, these specifications should be considered as
minimum requirements. Much of the material needed to present a
comprehensive proposal can be placed into one of the sections
listed. However, other criteria may be added to further support the
evaluation process whenever such additional criteria are deemed
appropriate in considering the nature of the goods and/or services
being solicited.
Each of the Evaluation Criteria below will be used in ranking
and determining the quality of bidders proposals. Proposals will be
evaluated according to each Evaluation Criteria, and scored on the
zero to five-point scale outlined below. The scores for all
Evaluation Criteria will then be added, according to their assigned
weight (below), to arrive at a weighted score for each proposal. A
proposal with a high weighted total will be deemed of higher
quality than a proposal with a lesser-weighted total. The final
maximum score for any project is five hundred fifty (550) points,
including the possible fifty (50) points for local and small, local
and emerging, or local preference points (maximum 10% of final
score).
The evaluation process may include a two-stage approach
including an initial evaluation of the written proposal and
preliminary scoring to develop a short list of bidders that will
continue to the final stage of oral presentation and interview and
reference checks. The preliminary scoring will be based on the
total points, excluding points allocated to references, oral
presentation, and interview.
If the two-stage approach is used, the three bidders receiving
the highest preliminary scores and with at least 200 points will be
invited to an oral presentation and interview. Only the bidders
meeting the short list criteria will proceed to the next stage. All
other bidders will be deemed eliminated from the process. All
bidders will be notified of the short list participants; however,
the preliminary scores at that time will not be communicated to
bidders.
The zero to five-point scale range is defined as follows:
0
Not Acceptable
Non-responsive, fails to meet RFP specification. The approach
has no probability of success. If a mandatory requirement this
score will result in disqualification of proposal.
1
Poor
Below average, falls short of expectations, is substandard to
that which is the average or expected norm, has a low probability
of success in achieving objectives per RFP.
2
Fair
Has a reasonable probability of success, however, some
objectives may not be met.
3
Average
Acceptable, achieves all objectives in a reasonable fashion per
RFP specification. This will be the baseline score for each item
with adjustments based on interpretation of proposal by Evaluation
Committee members.
4
Above Average / Good
Very good probability of success, better than that which is
average or expected as the norm. Achieves all objectives per RFP
requirements and expectations.
5
Excellent / Exceptional
Exceeds expectations, very innovative, clearly superior to that
which is average or expected as the norm. Excellent probability of
success and in achieving all objectives and meeting RFP
specification.
The Evaluation Criteria and their respective weights are as
follows:
Evaluation Criteria
Weight
A.
Completeness of Response:
Responses to this RFP must be complete. Responses that do not
include the proposal content requirements identified within this
RFP and subsequent Addenda and do not address each of the items
listed below will be considered incomplete, be rated a Fail in the
Evaluation Criteria and will receive no further consideration.
Responses that are rated a Fail and are not considered may be
picked up at the delivery location within 14 calendar days of
contract award and/or the completion of the competitive
process.
Pass/Fail
Financial Stability (See Exhibit A Bid Response Packet)
Pass/Fail
Debarment and Suspension:
Bidders, its principal and named subcontractors are not
identified on the list of Federally debarred, suspended, or other
excluded parties located at www.sam.gov .
Pass/Fail
B.
Technical Criteria:
In each area described below, an evaluation will be made of the
probability of success of and risks associated with, the proposal
response:
1. System Design - A comparison will be made of the proposed
purchasing card systems.
2. Software Design and Development - The evaluation will compare
the proposed software capabilities with the requirements of this
RFP in terms of the softwares compatibility with existing
purchasing card management and data processing systems
3. Life-Cycle Support - An assessment will be made of the scope
and extent of resources required to operate and maintain the
proposed purchasing card system.
4. Ancillary Services - A comparison will be made of the
proposed services with the requirements of this RFP. Credit will be
given for convenience, responsiveness, and technical expertise.
15 Points
C.
Cost:
The points for Cost will be computed by dividing the amount of
the lowest responsive bid received by each bidders total proposed
cost.
While not reflected in the Cost evaluation points, an evaluation
may also be made of:
1. Reasonableness (i.e., does the proposed pricing accurately
reflect the bidders effort to meet requirements and
objectives?);
2. Realism (i.e., is the proposed cost appropriate to the nature
of the products and services to be provided?); and
3. Affordability (i.e., the ability of the County to finance
system and/or services.
Consideration of price in terms of overall affordability may be
controlling in circumstances where two or more proposals are
otherwise adjudged equal, or when a superior proposal is at a price
that the County cannot afford.
2202 1515 Points
D.
Implementation Plan:
An evaluation will be made of the likelihood that Bidders
implementation plan will meet the Countys requirements.
5 Points
E.
Relevant Experience:
Proposals will be evaluated against the RFP specifications and
the questions below:
1. Does the organization have experience on similar projects?
(4pts)
2. Does the organization have a Community Reinvestment Act (CRA)
rating of satisfactory or above? (4pts)
3. How extensive is the applicable education and experience of
the personnel designated to work on the project? (2pts)
4. Philosophy on Community Investments -
Does the organization show demonstrated experience with programs
that implement and promote a corporate philosophy of community
investments and healthy communities. (12pts)
5. Does the organization show data for loan approvals in Alameda
County? (3pts)
25 Points
F.
References (See Exhibit A Bid Response Packet)
15 Points
G.
Overall Proposal
15 Points
H.
Oral Presentation and Interview:
The oral presentation by each bidder shall not exceed sixty (60)
minutes in length. The oral interview will consist of standard
questions asked of each of the bidders and specific questions
regarding the specific proposal. The proposals may then be
re-evaluated and re-scored based on the oral presentation and
interview.
10 Points
SMALL LOCAL EMERGING BUSINESS PREFERENCE
Local Preference: Points equaling five percent (5%) of bidders
total score, for the above Evaluation Criteria, will be added. This
will be the bidders final score for purposes of award
evaluation.
Five Percent (5%)
Small and Local or Emerging and Local Preference: Points
equaling five percent (5%) of bidders total score, for the above
Evaluation Criteria, will be added. This will be the bidders final
score for purposes of award evaluation.
Five Percent (5%)
H. CONTRACT EVALUATION AND ASSESSMENT
During the initial sixty (60) day period of any contract, which
may be awarded to Contractor, the CSC and/or other persons
designated by the County will meet with the Contractor to evaluate
system and services performance and to identify any issues or
potential problems.
The County reserves the right to determine, at its sole
discretion, whether:
1. Contractor has complied with all terms of this RFP; and
2. Any problems or potential problems with the proposed system
and services were evidenced which make it unlikely (even with
possible modifications) that such system and services have met the
County requirements.
If, as a result of such determination, the County concludes that
it is not satisfied with Contractor, Contractors performance under
any awarded contract and/or Contractors services as contracted for
therein, the Contractor will be notified of contract termination
effective forty-five (45) days following notice. Contractor shall
be responsible for the removal of equipment/system and shall return
County facilities to their pre-installation or original state at no
charge to the County. The County will have the right to invite the
next highest ranked bidder to enter into a contract. The County
also reserves the right to re-bid this project if it is determined
to be in its best interest to do so.
I. NOTICE OF RECOMMENDATION TO AWARD
1. At the conclusion of the RFP response evaluation process
(Evaluation Process), all bidders will be notified in writing by
e-mail or fax, and certified mail, of the contract award
recommendation, if any, by GSA Procurement & Support Services.
The document providing this notification is the Notice of Intent to
Award.
The Notice of Recommendation to Award will provide the following
information:
a. The name of the bidder being recommended for contract award;
and
b. The names of all other parties that submitted proposals.
2. At the conclusion of the RFP process, debriefings for
unsuccessful bidders will be scheduled and provided upon written
request and will be restricted to discussion of the unsuccessful
offerors bid.
a. Under no circumstances will any discussion be conducted with
regard to contract negotiations with the successful bidder.
b. Debriefing may include review of successful bidders proposal
with redactions as appropriate.
3. The submitted proposals shall be made available upon request
no later than five (5) calendar days before approval of the award
and contract is scheduled to be heard by the Board of
Supervisors.
J. TERM / TERMINATION / RENEWAL
1. The term of the contract, which may be awarded pursuant to
this RFP, will be three (3) years.
2. By mutual agreement, any contract which may be awarded
pursuant to this RFP, may be extended for an additional two-year
term at agreed prices with all other terms and conditions remaining
the same.
K. QUANTITIES
Quantities listed herein are annual estimates based on past
usage and are not to be construed as a commitment. No minimum or
maximum is guaranteed or implied.
L. PRICING
1. All pricing as quoted will remain firm for the term of any
contract that may be awarded as a result of this RFP.
2. Unless otherwise stated, Bidder agrees that, in the event of
a price decline, the benefit of such lower price shall be extended
to the County.
3. All prices are to be F.O.B. destination. Any freight/delivery
charges are to be included.
4. Any price increases or decreases for subsequent contract
terms may be negotiated between Contractor and County only after
completion of the initial term.
5. All prices quoted shall be in United States dollars and
"whole cent, no cent fractions shall be used. There are no
exceptions.
6. Bidder shall include a quote of time and materials and
schedule of fees for additional work outside the scope of work
requested in the bid form.
7. Price quotes shall include any and all payment incentives
available to the County.
M. AWARD
1. Proposals will be evaluated by a committee and will be ranked
in accordance with the RFP section entitled Evaluation
Criteria/Selection Committee.
2. The committee will recommend award to the bidder who, in its
opinion, has submitted the proposal that best serves the overall
interests of the County and attains the highest overall point
score. Award may not necessarily be made to the bidder with the
lowest price.
3. Small and Emerging Locally Owned Business: The County is
vitally interested in promoting the growth of small and emerging
local businesses by means of increasing the participation of these
businesses in the Countys purchase of goods and services.
As a result of the Countys commitment to advance the economic
opportunities of these businesses, Bidders must meet the Countys
Small and Emerging Locally Owned Business requirements in order to
be considered for the contract award. These requirements can be
found online at:
http://acgov.org/auditor/sleb/overview.htm
For purposes of this bid, applicable industries include, but are
not limited to, the following NAICS Code(s): 522210, 522110, and
522120.
A small business is defined by the United States Small Business
Administration (SBA) as having no more than the number of employees
or average annual gross receipts over the last three (3) years
required per SBA standards based on the small business's
appropriate NAICS code.
An emerging business is defined by the County as having either
annual gross receipts of less than one-half (1/2) that of a small
business OR having less than one-half (1/2) the number of employees
AND that has been in business less than five (5) years.
4. The County reserves the right to reject any or all responses
that materially differ from any terms contained in this RFP or from
any Exhibits attached hereto, to waive informalities and minor
irregularities in responses received, and to provide an opportunity
for bidders to correct minor and immaterial errors contained in
their submissions. The decision as to what constitutes a minor
irregularity shall be made solely at the discretion of the
County.
5. The County reserves the right to award to a single or
multiple Contractors.
6. The County has the right to decline to award this contract or
any part thereof for any reason.
7. Board approval to award a contract is required.
8. A contract must be negotiated, finalized, and signed by the
recommended awardee prior to Board approval.
9. Final Standard Agreement terms and conditions will be
negotiated with the selected bidder. Bidder may access a copy of
the Standard Services Agreement template can be found online
at:
http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf
The template contains minimal Agreement boilerplate language
only.
10. The RFP specifications, terms, conditions and Exhibits, RFP
Addenda and Bidders proposal, may be incorporated into and made a
part of any contract that may be awarded as a result of this
RFP.
N. METHOD OF ORDERING
1. A written PO and signed Standard Agreement contract will be
issued upon Board approval.
2. POs and Standard Agreements will be faxed, transmitted
electronically or mailed and shall be the only authorization for
the Contractor to place an order.
3. POs and payments for products and/or services will be issued
only in the name of Contractor.
4. Contractor shall adapt to changes to the method of ordering
procedures as required by the County during the term of the
contract.
5. Change orders shall be agreed upon by Contractor and County
and issued as needed in writing by County.
O. INVOICING
1. Contractor shall invoice the requesting department, unless
otherwise advised, upon satisfactory receipt of product and/or
performance of services.
2. Payment will be made within thirty (30) days following
receipt of invoice and upon complete satisfactory receipt of
product and performance of services.
3. County shall notify Contractor of any adjustments required to
invoice.
4. Invoices shall contain County PO number, invoice number,
remit to address and itemized products and/or services description
and price as quoted and shall be accompanied by acceptable proof of
delivery.
5. Invoices shall only be issued by the Contractor who is
awarded a contract.
6. Payments will be issued to and invoices must be received from
the same Contractor whose name is specified on the POs.
P. ACCOUNT MANAGER / SUPPORT STAFF
1. Contractor shall provide a dedicated competent account
manager who shall be responsible for the County account/contract.
The account manager shall receive all orders from the County and
shall be the primary contact for all issues regarding Bidders
response to this RFP and any contract which may arise pursuant to
this RFP.
2. Contractor shall also provide adequate, competent support
staff that shall be able to service the County during normal
working hours, Monday through Friday. Such representative(s) shall
be knowledgeable about the contract, products offered and able to
identify and resolve quickly any issues including but not limited
to order and invoicing problems.
3. Contractor account manager shall be familiar with County
requirements and standards and work with the Alameda County
Auditor-Controller Agency and GSA-Purchasing to ensure that
established standards are adhered to.
IV. INSTRUCTIONS TO BIDDERSQ. COUNTY CONTACTS
GSAProcurement & Support Services is managing the
competitive process for this project on behalf of the County. All
contact during the competitive process is to be through the
GSAProcurement & Support Services Department only.
The evaluation phase of the competitive process shall begin upon
receipt of sealed bids until a contract has been awarded. Bidders
shall not contact or lobby evaluators during the evaluation
process. Attempts by Bidder to contact evaluators may result in
disqualification of bidder.
All questions regarding these specifications, terms, and
conditions are to be submitted in writing, preferably via e-mail by
5:00 p.m. on May 30, 2014 to:
Umiika Wright, Procurement & Contracts Specialist
Alameda County, GSAProcurement & Support Services
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
E-Mail: [email protected]
PHONE: (510) 208-9607
The GSA Contracting Opportunities website will be the official
notification posting place of all Requests for Interest, Proposals,
Quotes, and Addenda. Go to
http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp
to view current contracting opportunities.
R. SUBMITTAL OF BIDS
1. All bids must be SEALED and must be received at the Office of
the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date
specified in the Calendar of Events.
NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND
DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR
PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE
BUILDING.
Bids will be received only at the address shown below, and by
the time indicated in the Calendar of Events. Any bid received
after said time and/or date or at a place other than the stated
address cannot be considered and will be returned to the bidder
unopened.
All bids, whether delivered by an employee of Bidder, U.S.
Postal Service, courier or package delivery service, must be
received and time stamped at the stated address prior to the time
designated. The Procurement & Support Services Department's
timestamp shall be considered the official timepiece for the
purpose of establishing the actual receipt of bids.
2. Bids are to be addressed and delivered as follows:
Purchasing Card Program
RFP No. 901036
Alameda County, GSAProcurement & Support Services
1401 Lakeside Drive, Suite 907 *
Oakland, CA 94612
Bidder's name, return address, and the RFP number and title must
also appear on the mailing package.
*PLEASE NOTE that on the bid due date, a bid reception desk will
be open between 1:00 p.m. 2:00 p.m. and will be located in the 1st
floor lobby at 1401 Lakeside Drive.
3. Bidders are to submit one (1) original hardcopy bid (Exhibit
A Bid Response Packet, including additional required
documentation), with original ink signatures, plus five (5) copies
of their proposal. Original proposal is to be clearly marked
ORIGINAL with copies to be marked COPY. All submittals should be
printed on plain white paper, and must be either loose leaf or in a
3-ring binder (NOT bound). It is preferred that all proposals
submitted shall be printed double-sided and on minimum 30%
post-consumer recycled content paper. Inability to comply with the
30% post-consumer recycled content recommendation will have no
impact on the evaluation and scoring of the proposal.
Bidders must also submit an electronic copy of their proposal.
The electronic copy must be in a single file (PDF with OCR
preferred), and shall be an exact scanned image of the original
hard copy Exhibit A Bid Response Packet, including additional
required documentation. The file must be on disk or USB flash drive
and enclosed with the sealed original hardcopy of the bid.
4. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS.
BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED,
WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S)
OR ANY OTHER COUNTY-PROVIDED DOCUMENT.
5. No email (electronic) or facsimile bids will be
considered.
6. All costs required for the preparation and submission of a
bid shall be borne by Bidder.
7. Only one bid response will be accepted from any one person,
partnership, corporation, or other entity; however, several
alternatives may be included in one response. For purposes of this
requirement, partnership shall mean, and is limited to, a legal
partnership formed under one or more of the provisions of the
California or other states Corporations Code or an equivalent
statute.
8. All other information regarding the bid responses will be
held as confidential until such time as the County Selection
Committee has completed its evaluation, a recommended award has
been made by the County Selection Committee, and the contract has
been fully negotiated with the recommended awardee named in the
recommendation to award/non-award notification(s). The submitted
proposals shall be made available upon request no later than five
(5) business days before the recommendation to award and enter into
contract is scheduled to be heard by the Board of Supervisors. All
parties submitting proposals, either qualified or unqualified, will
receive mailed recommendation to award/non-award notification(s),
which will include the name of the bidder to be recommended for
award of this project. In addition, award information will be
posted on the Countys Contracting Opportunities website, mentioned
above.
9. Each bid received, with the name of the bidder, shall be
entered on a record, and each record with the successful bid
indicated thereon shall, after the award of the order or contract,
be open to public inspection.
10. California Government Code Section 4552: In submitting a bid
to a public purchasing body, the bidder offers and agrees that if
the bid is accepted, it will assign to the purchasing body all
rights, title, and interest in and to all causes of action it may
have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or
under the Cartwright Act (Chapter 2, commencing with Section 16700,
of Part 2 of Division 7 of the Business and Professions Code),
arising from purchases of goods, materials, or services by the
bidder for sale to the purchasing body pursuant to the bid. Such
assignment shall be made and become effective at the time the
purchasing body tenders final payment to the bidder.
11. Bidder expressly acknowledges that it is aware that if a
false claim is knowingly submitted (as the terms claim and
knowingly are defined in the California False Claims Act, Cal. Gov.
Code, 12650 et seq.), County will be entitled to civil remedies set
forth in the California False Claim Act. It may also be considered
fraud and the Contractor may be subject to criminal
prosecution.
12. The undersigned Bidder certifies that it is, at the time of
bidding, and shall be throughout the period of the contract,
licensed by the State of California to do the type of work required
under the terms of the Contract Documents. Bidder further certifies
that it is regularly engaged in the general class and type of work
called for in the Bid Documents.
13. The undersigned Bidder certifies that it is not, at the time
of bidding, on the California Department of General Services (DGS)
list of persons determined to be engaged in investment activities
in Iran or otherwise in violation of the Iran Contracting Act of
2010 (Public Contract Code Section 2200-2208).
14. It is understood that County reserves the right to reject
this bid and that the bid shall remain open to acceptance and is
irrevocable for a period of one hundred eighty (180) days, unless
otherwise specified in the Bid Documents.
S. RESPONSE FORMAT
1. Bid responses are to be straightforward, clear, concise, and
specific to the information requested.
2. In order for bids to be considered complete, Bidder must
provide responses to all information requested. See Exhibit A Bid
Response Packet.
3. Bid responses, in whole or in part, are NOT to be marked
confidential or proprietary. County may refuse to consider any bid
response or part thereof so marked. Bid responses submitted in
response to this RFP may be subject to public disclosure. County
shall not be liable in any way for disclosure of any such records.
Please refer to the Countys website at:
http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm
for more information regarding Proprietary and Confidential
Information policies.
EXHIBIT A
BID RESPONSE PACKET
RFP No. 901036 Purchasing Card Program
To:The County of Alameda
From:
(Official Name of Bidder)
AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP,
BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A BID
RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION),
WITH ORIGINAL INK SIGNATURES, PLUS five (5) copies AND ONE (1)
ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)
ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE
SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO;
ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A
(OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE
SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR
ITEMS CLEARLY MARKED N/A
BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED,
WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A BID
RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT
ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN;
NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND
CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE
INITIALED IN INK BY PERSON SIGNING BID
BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP
BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT
INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND
THEIR BIDS REJECTED IN TOTAL
IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR
TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP,
INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED
IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS
EXHIBIT A BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE
CONSIDERED COMPLETE
BIDDER INFORMATION AND ACCEPTANCE
1. The undersigned declares that the Bid Documents, including,
without limitation, the RFI, RFP, Addenda, and Exhibits have been
read.
2. The undersigned is authorized, offers, and agrees to furnish
the articles and/or services specified in accordance with the
Specifications, Terms & Conditions of the Bid Documents of RFP
No. 901036 Purchasing Card Program.
3. The undersigned has reviewed the Bid Documents and fully
understands the requirements in this Bid including, but not limited
to, the requirements under the County Provisions, and that each
Bidder who is awarded a contract shall be, in fact, a prime
Contractor, not a subcontractor, to County, and agrees that its
Bid, if accepted by County, will be the basis for the Bidder to
enter into a contract with County in accordance with the intent of
the Bid Documents.
4. The undersigned acknowledges receipt and acceptance of all
addenda.
5. The undersigned agrees to the following terms, conditions,
certifications, and requirements found on the Countys website:
Bid Protests / Appeals Process
[http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]
Debarment / Suspension Policy
[http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]
Iran Contracting Act (ICA) of 2010
[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]
General Environmental Requirements
[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]
Small Local Emerging Business Program
[http://acgov.org/auditor/sleb/overview.htm]
First Source
[http://acgov.org/auditor/sleb/sourceprogram.htm]
Online Contract Compliance System
[http://acgov.org/auditor/sleb/elation.htm]
General Requirements
[http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]
Proprietary and Confidential Information
[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]
6. The undersigned acknowledges that Bidder will be in good
standing in the State of California, with all the necessary
licenses, permits, certifications, approvals, and authorizations
necessary to perform all obligations in connection with this RFP
and associated Bid Documents.
7. It is the responsibility of each bidder to be familiar with
all of the specifications, terms and conditions and, if applicable,
the site condition. By the submission of a Bid, the Bidder
certifies that if awarded a contract they will make no claim
against the County based upon ignorance of conditions or
misunderstanding of the specifications.
8. Patent indemnity: Vendors who do business with the County
shall hold the County of Alameda, its officers, agents and
employees, harmless from liability of an nature or kind, including
cost and expenses, for infringement or use of any patent, copyright
or other proprietary right, secret process, patented or unpatented
invention, article or appliance furnished or used in connection
with the contract or purchase order.
9. Insurance has been intentionally omitted.
10. The undersigned acknowledges ONE of the following (please
check only one box):
Bidder is not local to Alameda County and is ineligible for any
bid preference; or
Bidder is a certified SLEB and is requesting 10% bid preference;
(Bidder must check the first box and provide its SLEB Certification
Number in the SLEB PARTNERING INFORMATION SHEET); or
Bidder is LOCAL to Alameda County and is requesting 5% bid
preference, and has attached the following documentation to this
Exhibit:
Copy of a verifiable business license, issued by the County of
Alameda or a City within the County; and
Proof of six (6) months business residency, identifying the name
of the vendor and the local address. Utility bills, deed of trusts
or lease agreements, etc., are acceptable verification documents to
prove residency.
Official Name of Bidder:
Street Address Line 1:
Street Address Line 2:
City:
State:
Zip Code:
Webpage:
Type of Entity / Organizational Structure (check one):
Corporation
Joint Venture
Limited Liability Partnership
Partnership
Limited Liability Corporation
Non-Profit / Church
Other:
Jurisdiction of Organization Structure:
Date of Organization Structure:
Federal Tax Identification Number:
Primary Contact Information:
Name / Title:
Telephone Number:
Fax Number:
E-mail Address:
SIGNATURE:
Name and Title of Signer:
Dated this
day of
20
BID FORM(S)
COST SHALL BE SUBMITTED ON EXHIBIT A AS IS. NO ALTERATIONS OR
CHANGES OF ANY KIND ARE PERMITTED. Bid responses that do not comply
will be subject to rejection in total. The cost quoted below shall
include all taxes and all other charges, including travel expenses,
and is the cost the County will pay for the three-year term of any
contract that is a result of this bid.
Quantities listed herein are annual estimates based on past
usage and are not to be construed as a commitment. No minimum or
maximum is guaranteed or implied.
Bidder hereby certifies to County that all representations,
certifications, and statements made by Bidder, as set forth in this
Bid Form and attachments are true and correct and are made under
penalty of perjury pursuant to the laws of California.
Year 1
Year 2
Year 3
Fee Category
Unit of Measure
Estimated Annual Volume
(A)
Unit Cost (B)
Extended Cost
(C)
(A x B = C)
Unit Cost (D)
Extended Cost
(E)
(A x D = E)
Unit Cost (F)
Extended Cost
(G)
(A x F = G)
Total 3 Year Cost (C+E+G)
P-Cards
Per Card
200 Cards
$
$
$
$
$
$
$
Customized Reports
Per Report
12
$
$
$
$
$
$
$
On-Site Training
Per Session
10
$
$
$
$
$
$
$
Web-Based Training
Per Course
5
$
$
$
$
$
$
$
Software Licenses
Per Agency
65 Agencies
$
$
$
$
$
$
$
Electronic Statement Transmission
Per Transmissions
60
$
$
$
$
$
$
$
Total Annual Cost
$
$
$
$
BID FORM(S)
Estimated Sales for Each Year
Year 1
Year 2
Year 3
3 Year Total (=A+B+C)
% for Year 1
Extension (A)
% for Year 2
Extension (B)
% for Year 3
Extension (C)
Rebate to be paid based on estimated sales per year
$5,000,000
%
$
%
$
%
$
$
Yearly Initial Payment
$
$
$
$
Total Rebate for 3 Years
$
Minus Total Fees for 3 Years
$
Grand Total of Rebate Minus Fees for 3 Years
$
For Informational Purposes Only
Pricing is for informational purposes only and will not be
calculated into the bid total for purposes of evaluation. Prices
should be firm and will be used in the contracts whenever the need
arises.
A. Payment Cycle: No. Days:
B. Grace Period for Payment: No. Days:
C. Late Payment Fees: %
D. Late Payment Fees: $
Annual P-Card Spending Volume Brackets Standard Transactions
Payment in 30 Days
Payment in 60 Days
Payment in 90 Days
$1 $500,000
$500,001 - $1,000,000
$1,000,001 - $2,000,000
$2,000,001 - $3,000,000
$3,000,001 - $4,000,000
$4,000,001 - $5,000,000
$5,000,001 - $6,000,000
$6,000,001 - $7,000,000
$7,000,001 - $8,000,000
$8,000,001 - $9,000,000
$9,000,001 - $10,000,000
>$10,000,001
REQUIRED DOCUMENTATION AND SUBMITTALS
All of the specific documentation listed below is required to be
submitted with the Exhibit A Bid Response Packet in order for a bid
to be deemed complete. Bidders shall submit all documentation, in
the order listed below and clearly label each section with the
appropriate title (i.e. Table of Contents, Letter of Transmittal,
Key Personnel, etc.).
1.Table of Contents: Bid responses shall include a table of
contents listing the individual sections of the proposal/quotation
and their corresponding page numbers. Tabs should separate each of
the individual sections.
2.Letter of Transmittal: Bid responses shall include a
description of Bidders capabilities and approach in providing its
services to the County, and provide a brief synopsis of the
highlights of the Proposal and overall benefits of the Proposal to
the County. This synopsis should not exceed three (3) pages in
length and should be easily understood.
3.Exhibit A Bid Response Packet: Every bidder must fill out and
submit the complete Exhibit A Bid Response Packet.
(a)Bidder Information and Acceptance:
(1)Every Bidder must select one choice under Item 10 of page 3
of Exhibit A and must fill out, submit a signed page 4 of Exhibit
A.
(b)SLEB Partnering Information Sheet:
(1)Every bidder must fill out and submit a signed SLEB
Partnering Information Sheet, (found on page 11 of Exhibit A)
indicating their SLEB certification status. If bidder is not
certified, the name, identification information, and goods/services
to be provided by the named CERTIFIED SLEB partner(s) with whom the
bidder will subcontract to meet the County SLEB participation
requirement must be stated. Any CERTIFIED SLEB subcontractor(s)
named, the Exhibit must be signed by the CERTIFIED SLEB(s)
according to the instructions. All named SLEB subcontractor(s) must
be certified by the time of bid submittal.
(c)References:
(1)Bidders must use the templates on pages 121-12 of this
Exhibit A Bid Response Packet to provide references.
(2)Bidders are to provide a list of five (5) current and five
(5) former clients. References must be satisfactory as deemed
solely by County. References should have similar scope, volume, and
requirements to those outlined in these specifications, terms, and
conditions.
Bidders must verify the contact information for all references
provided is current and valid.
Bidders are strongly encouraged to notify all references that
the County may be contacting them to obtain a reference.
(3)The County may contact some or all of the references provided
in order to determine Bidders performance record on work similar to
that described in this request. The County reserves the right to
contact references other than those provided in the Response and to
use the information gained from them in the evaluation process.
(d)Exceptions, Clarifications, Amendments:
(1) This shall include clarifications, exceptions, and
amendments, if any, to the RFP and associated Bid Documents, and
shall be submitted with your bid response using the template on
page 14 of this Exhibit A Bid Response Packet.
(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS,
AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.
4.Key Personnel: Bid responses shall include a complete list of
all key personnel associated with the RFP. This list must include
all key personnel who will provide services/training to County
staff and all key personnel who will provide maintenance and
support services. For each person on the list, the following
information shall be included:
(a)The persons relationship with Bidder, including job title and
years of employment with Bidder;
(b)The role that the person will play in connection with the
RFP;
(c)Address, telephone, fax numbers, and e-mail address;
(d)Persons educational background; and
(e)Persons relevant experience, certifications, and/or
merits.
5.Description of the Proposed Reporting System: Bid response
shall include a description of the proposed system, as it will be
finally configured during the term of the contract. The description
shall specify how the proposed system will meet or exceed the
requirements of the County and shall explain any advantages that
this proposed system would have over other possible systems. The
description shall include any disadvantages or limitations that the
County should be aware of in evaluating the proposal. Finally, the
description shall describe all product warranties provided by
Bidder.
6.Description of the Proposed Services: Bid response shall
include a description of the terms and conditions of services to be
provided during the contract term including response times. The
description must: (1) specify how the services in the bid response
will meet or exceed the requirements of the County; (2) explain any
special resources, procedures or approaches that make the services
of Bidder particularly advantageous to the County; and (3) identify
any limitations or restrictions of Bidder in providing the services
that the County should be aware of in evaluating its Response to
this RFP.
7.Transition Plan: An evaluation will be made of the likelihood
that Bidders implementation plan will meet the Countys
requirements.
8.Financial Statements
(a)Most recent Dun & Bradstreet Supplier Qualifier Report.
For information on how to obtain a Supplier Qualifier Report,
contact Dun & Bradstreet at 1-800-424-2495 or
http://www.dnb.com/government/contractor-management-portal.html;
9.Sample Reports: The bid response shall include copies of
samples reports that the County has requested which shall include
but not limited to:
(a)Level I, II, and III reports;
(b)Program Management Reports;
(c)Vendor reports; and
(d)1099 reports.
10.Sample Card: The bid response shall include an example of the
card as referenced on page 10 of the RFP section D (Specific
Requirements) item 10.d.(1).
11.Disaster Recovery Plan: The bid response shall include
provide a disaster recovery plan that mitigates the risk of any
data being lost due to unforeseen events. Plan to include details
for handling P-Card transactions in the event of a natural
disaster.
12.Hierarchy Plan: The bid response shall include provide a
hierarchy plan for use with the card-management system enabling
administrators to effectively monitor and control card
activity.
13.Other Incentive Programs: The bid response may include a
description of any other proposed program incentives.
14.Community Investment Programs: The bid response shall include
a description of current and/or proposed successful programs and
loan approvals in Alameda County
SMALL LOCAL EMERGING BUSINESS (SLEB)
PARTNERING INFORMATION SHEET
RFP No. 901036 Purchasing Card Program
In order to meet the Small Local Emerging Business (SLEB)
requirements of this RFP, all bidders must complete this form as
required below.
Bidders not meeting the definition of a SLEB
(http://acgov.org/auditor/sleb/overview.htm) are required to
subcontract with a SLEB for at least twenty percent (20%) of the
total estimated bid amount in order to be considered for contract
award. SLEB subcontractors must be independently owned and operated
from the prime Contractor with no employees of either entity
working for the other. This form must be submitted for each
business that bidders will work with, as evidence of a firm
contractual commitment to meeting the SLEB participation goal.
(Copy this form as needed.)
Bidders are encouraged to form a partnership with a SLEB that
can participate directly with this contract. One of the benefits of
the partnership will be economic, but this partnership will also
assist the SLEB to grow and build the capacity to eventually bid as
a prime on their own.
Once a contract has been awarded, bidders will not be able to
substitute named subcontractors without prior written approval from
the Auditor-Controller, Office of Contract Compliance (OCC).
County departments and the OCC will use the web-based Elation
Systems to monitor contract compliance with the SLEB program
(Elation Systems:
http://www.elationsys.com/elationsys/index.htm).
BIDDER IS A CERTIFIED SLEB (sign at bottom of page)
SLEB BIDDER Business Name:
SLEB Certification #:
SLEB Certification Expiration Date:
NAICS Codes Included in Certification:
BIDDER IS NOT A CERTIFIED SLEB and will subcontract % with the
SLEB named below for the following goods/services:
SLEB BIDDER Business Name:
SLEB Certification #:
SLEB Certification Expiration Date:
SLEB Certification Status: Small / Emerging
NAICS Codes Included in Certification:
SLEB Subcontractor Principal Name:
SLEB Subcontractor Principal Signature:
Date:
Upon award, prime Contractor and all SLEB subcontractors that
receive contracts as a result of this bid process agree to register
and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will
be used to submit SLEB subcontractor participation including, but
not limited to, subcontractor contract amounts, payments made, and
confirmation of payments received.
Bidder Printed
Name/Title:____________________________________________________________________________
Street Address:
_____________________________________________City_____________State______
Zip Code______
Bidder Signature:
Date:
CURRENT REFERENCES
RFP No. 901036 Purchasing Card Program
Bidder Name:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
FORMER REFERENCES
RFP No. 901036 Purchasing Card Program
Bidder Name:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
Company Name:
Contact Person:
Address:
Telephone Number:
City, State, Zip:
E-mail Address:
Services Provided / Date(s) of Service:
EXCEPTIONS, CLARIFICATIONS, AMENDMENTS
RFP No. 901036Purchasing Card Program
Bidder Name:
List below requests for clarifications, exceptions, and
amendments, if any, to the RFP and associated Bid Documents, and
submit with your bid response.
The County is under no obligation to accept any exceptions and
such exceptions may be a basis for bid disqualification.
Reference to:
Description
Page No.
Section
Item No.
p. 23
D
1.c.
Vendor takes exception to
*Print additional pages as necessary
EXHIBIT B
INSURANCE REQUIREMENTS
*** INSURANCE REQUIREMENT HAS BEEN INTENTIONALLY OMITTED ***
EXHIBIT C
VENDOR BID LIST
RFP No. 901036Purchasing Card Program
Below is the Vendor Bid List for this project consisting of
vendors who have responded to RFI No. 901036, and/or been issued a
copy of this RFP. This Vendor Bid List is being provided for
informational purposes to assist bidders in making contact with
other businesses as needed to develop local small and emerging
business subcontracting relationships to meet the requirements of
the Small Local Emerging Business (SLEB) Program:
http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.
RFI No. 901036 - Purchasing Card Program
Business
Contact
Phone
Address
City
ST
Email
Bank of Alameda
Elizabeth Crilly
510-748-8000
2130 Otis Drive
Alameda
CA
[email protected]
Bank of America Merrill Lynch
Jonathan Millard
415-913-2834
315 Montgomery St.
San Francisco
CA
[email protected]
Bank of Montreal
Peter Ziegler
312-750-3888
115 S. Lasalle, 12th Floor
Chicago
IL
[email protected]
Bank of the West
Ken Bliss
916-561-6656
1651 Response Road, # 101
Sacramento
CA
[email protected]
Citibank, N.A.
Brian Wong
510-351-8221
1300 E 14th Street
San Leandro
CA
[email protected]
Citibank, N.A.
John Kim
703-204-8307
8110 Gatehouse Rd, Ste. 300E
Falls Church
VA
[email protected]
Citibank, N.A.
Thad Garrison
415-627-6101
One Sansome St., 23rd Floor
San Francisco
CA
[email protected]
Community Bank of the Bay
Chaula Pandya
510-433-5415
1750 Broadway
Oakland
CA
[email protected]
Computer Techs, Inc.
Beverley D. Sanders
570-686-2306
P.O. Box 926
Alameda
CA
[email protected]
CoreStates Bank of Delaware, N.A.
Corporate Card Division
302-477-7000
3 Beaver Valley Road
Wilmington
DE
Send via US Mail
Deltek
Alexandra Howden
571-306-5985
2291 Wood Oak Drive
Herndin
VA
[email protected]
First Bankcard
Karl Pfeifer
916-543-9341
3031 Stanford Ranch Rd.
Rocklin
CA
[email protected]
Fremont Bank
Karl Pfeifer
916-295-0474
39150 Fremont Boulevard
Fremont
CA
[email protected]
JP Morgan
Natasha Bottari
650-389-6266
560 Mission St., 4th Floor
San Francisco
CA
[email protected]
LaSalle Bank, NA
Maura Purtell
312-992-0991
540 W. Madison
Chicago
IL
[email protected]
MasterCard International
Eva Robinson
914-249-6396
2000 Purchase Street
Purchase
NY
[email protected]
MasterCard International
Jean Cawley Taplett
914-249-6311
2000 Purchase Street
Purchase
NY
[email protected]
Mellon Global Cash Management
Thomas H. Heisey
412-234-1697
500 Ross St.
Pittsburgh
PA
[email protected]
Metropolitan Bank
Stella Kong
510-834-1933
250 East 18th Street
Oakland
CA
[email protected]
One Pacific Coast Bank
Andrea Walker
510-463-6565
1438 Webster Street # 100
Oakland
CA
[email protected]
U.S. Bank National Association ND
Carol Kroshus
510-690-0301
4325 17th Avenue SW
Fargo
ND
[email protected]
Union Bank of California
Jonathan Carlysle
415-273-2585
San Francisco
CA
[email protected]
US Bank Corporate Payment Systems
Leslie Massey
805.481.1585
2389 Brant Street
Arroyo Grande
CA
[email protected]
US Bank
Jerilyn Nelson
925-838-3204
1140 Shady Creek Place
Danville
CA
[email protected]
Valley Community Bank
Janelle Wrzesinski
925-600-3064
465 Main St.
Pleasanton
CA
[email protected]
Wachovia Corporation
Stephen Hudd
203-401-5756
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Mike Hanna
813-276-6475
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Mara Holley
404-332-5267
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Elysa Scharf
908-598-3035
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Linda Cava
914-286-5026
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Ron Hankins
336-378-4200
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Donn Scott
267-321-7739
301 South College St., # 4000
Charlotte
NC
[email protected]
Wachovia Corporation
Carolyn Clouser
804-697-7126
301 South College St., # 4000
Charlotte
NC
[email protected]
Wells Fargo Bank
Shelley Rintala
415-396-8426
550 California St., 10th Fl
San Francisco
CA
[email protected]
WellsOne Commercial Card
Elizabeth Klune
760 73