· Web viewUsage data for the County’s existing program is outlined in this Request For Proposal (RFP) in Exhibits A and B. St. Louis County is eager to grow, expand and ...

ST. LOUIS COUNTY, MISSOURI

Request For ProposalRFP #2015-13-PR

Purchasing Card andAccounts Payable Card Program

July 22, 2015

INTRODUCTION

This Request For Proposal (RFP) includes a Purchasing Card (hereafter Pcard) point of sale program and an Accounts Payable Card (hereafter AP Card) Program for processing of vendor payments. Successful proposal responses must include both programs.

Purchasing Card Program

Usage data for the County’s existing program is outlined in this Request For Proposal (RFP) in Exhibits A and B. St. Louis County is eager to grow, expand and update this program considering the following key goals:

1. Complete in-house management of the Pcard tools which includes the ability to:a. Establish individual user profiles in an online toolb. Provide cardholder reviewc. Provide an import file that is compatible with County’s Administrative

Processing System (MUNIS, Tyler Technologies)2. Generate revenues through rebates as a result of increasing the volume of

transactions utilizing purchasing cards.

Accounts Payable Card Program

St. Louis County has an accounts payable card program. This program gives vendors providing goods and services to the County the opportunity to accept payments via a commercial card. St. Louis County is eager to grow, expand and update this program considering the following key goals:

1. Utilize the existing electronic A/P MUNIS financial system to process payments to vendors and the resulting reconciliation of those transactions.

2. Generate revenues through rebates as a result of increasing the volume of transactions utilizing commercial cards.

Timetable and Milestones for the RFP:

Issue Date of RFP July 22, 2015Pre-proposal conference July 28, 2015Written questions due August 4, 2015Response to questions issued by addendum August 11, 2015RFP responses due August 18, 2015Interview of finalists week of August 24, 2015Anticipated contract award date October 5, 2015P-cards released to County December 7, 2015Implementation of Purchasing Card January 1, 2016Implementation of AP Card January 4, 2016

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SECTION IPROPOSAL INSTRUCTIONS AND CONDITIONS

1.0 General

1.0.1 St. Louis County is soliciting proposals from qualified purchasing card service providers (also referred to as Proposer or Proposers) offering a credit card program for procurement purposes (hereafter purchasing card program), which will enable St. Louis County to efficiently process routine small dollar transactions. Key metrics for the last two years of this program are available in Exhibit A.

1.0.2 St. Louis County is soliciting proposals for an accounts payable card

program for payment of invoices approved through the MUNIS Financial system. A summary of the most recent one-year history of payment information is available in Exhibit B. Proposers may request an electronic version of the RFP, including the Exhibits, by contacting Patricia Gentry via email to [email protected].

1.0.3 Any questions regarding the RFP, MUST be submitted in writing by August 4, 2015, by 2 p.m., prevailing central time, to allow time for an addendum to reach all Proposers before the submission of their proposal. Questions shall be submitted on Attachment 1, the Proposal Question and Comment Form, attention Patricia Gentry via email to [email protected].

1.0.4 Each Proposer, by submitting a proposal, represents that it has:

1.0.4.1 Read and completely understood the Proposal Documents. The Proposal Documents shall consist of the Proposal Instructions and Conditions, General and Special Conditions, Evaluation Criteria, and Formal Proposal.

1.0.4.2 Based its proposal upon the requirements described in the Proposal Documents.

1.0.5 Proposers shall submit responses following the format of the RFP on a paragraph-by-paragraph basis. Beginning with Section 1.0.4, for each item, the Proposer shall provide a response of either “Accept” or “Exception Taken.” For each item marked “Exception Taken,” a full explanation and alternate language are required. If a response requires additional documentation, the Proposer shall clearly identify and attach any documentation referenced in its proposal. For Section 6, the Proposer must answer/address the specific question/statement posed and provide a detailed explanation of its response.

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1.0.6 Pre Proposal Conference will be held on July 28, 2015 @ 10:00 A.M., at Lawrence K. Roos Building, 41 South Central Avenue, Clayton, MO 63105, 8th Floor, Administration(Public Works) Conference Room. This pre proposal conference is not mandatory, but proposers are encouraged to attend.

1.1 Submission and Opening of Proposals

1.1.1 Proposals must be submitted in a sealed envelope labeled "Sealed Proposals # 2015-13-PR, Purchasing Card and Accounts Payable Card Program". Proposer's proposal, in the form of one original and five copies, must be received by 2 p.m., prevailing central time, Monday, August 18, 2015, in the Procurement Division, St. Louis County, 41 S. Central, 8th Floor, Clayton, Missouri, 63105. Any proposals received after the time specified for the receipt of proposals will not be considered and will be returned unopened.

1.1.2 St. Louis County reserves the right to accept or reject any or all proposals and to waive any irregularities in the proposals if such waiver does not substantially change the offer or provide a competitive advantage to any Proposer.

1.1.3 No proposals submitted by use of oral, telephonic, telegraphic, or facsimile methods, or any modifications to previously submitted proposals, made by any of these methods, will be considered. If a proposal is sent by mail, allowance should be made by the Proposer for the time required for such transmission. The Procurement Division representative, whose duty it is to open proposals, will decide when the specified time has arrived and no proposal received thereafter will be accepted.

1.1.4 A legally authorized representative of the Proposer shall sign the proposal.

1.1.5 No responsibility will be attached to any person for premature opening of a Proposal not properly identified.

1.1.6 The laws of the State of Missouri require that the contents (with selected exceptions such as software codes) of all proposals will be placed in the public domain and be open to inspection by interested parties after award.

1.1.7 All opened proposals become the property of St. Louis County.

1.1.8 Proposals may be withdrawn any time prior to the scheduled closing time for receipt of proposals; no proposal may be modified or withdrawn for a period of one-hundred twenty (120) calendar days thereafter.

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1.1.9 All erasures or corrections are to be initialed by the person(s) signing the proposal.

1.1.10 Failure to comply with the requirements of this RFP or evidence of unfair proposal practices are causes for rejection of the proposal.

1.1.11 Non-acceptance of a proposal will mean that one proposal was deemed

more advantageous to St. Louis County or that all proposals were rejected. Companies whose proposals are not accepted will be notified after a binding agreement between St. Louis County and the selected Proposer exists, or after St. Louis County has rejected all proposals.

1.1.12 Unnecessarily elaborate brochures and other presentations beyond that sufficient to present a complete and effective proposal are not desired. Elaborate artwork or expensive paper and bindings are neither necessary nor desired.

1.1.13 This Request For Proposal does not commit St. Louis County to make an award, nor will St. Louis County pay any costs incurred by Companies in the preparation and submission of proposals, or costs incurred in making necessary studies for the preparation of proposals.

1.2 Addenda

1.2.1 In the event that it becomes necessary to revise any part of this RFP, written addenda will be issued. Any amendment to this RFP shall be valid only if in writing and issued by St. Louis County. Verbal conversations or agreements with any officer, agent, or employee of the County which modify any terms or obligations of this RFP are invalid. All addenda so issued shall become part of the Proposal Documents and shall be acknowledged in the Proposal.

1.3 Formation of Contract. At its option, St. Louis County may take any of the following actions in order to form a contract between St. Louis County and the selected Proposer:

1.3.1 Accept a proposal, as written, by issuing a written County Contract to the selected Proposer, which incorporates the Proposal Documents by reference and accepts all or selected portions of the Proposer's proposal. This Document will be in the form of a contract, which represents a contractual obligation, and will be executed by both St. Louis County and the Proposer.

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1.3.2 Enter into negotiation in an effort to reach a mutually satisfactory agreement, which represents a contractual obligation and will be executed by both St. Louis County and the Proposer. The Agreement will be based on the proposal documents, the proposal submitted by the selected Proposer and the associated negotiations. These negotiations will not include any changes to the cost/revenue structure submitted in the Proposal, unless the negotiations change the requirements.

1.3.3 Because St. Louis County may use the alternative described in Subsection 1.3.1, each Proposer shall include in its written proposal all requirements, terms or conditions it may have, and shall not assume that an opportunity will exist to add such matters after the proposal has been submitted.

1.3.4 St. Louis County reserves the right to award based on the proposal determined to be in the best interest of St. Louis County.

1.3.5 It is mutually agreed by and between St. Louis County and the Proposer, that St. Louis County's acceptance of all or a portion of the Proposer's offer shall create a contract between the parties thereto containing all terms and conditions of this request for proposal and the Proposer's proposal, except as amended by mutual agreement. Failure of the Proposer to execute the Contract within ten (10) days of receipt of the Contract may be cause for withdrawal of the award offer and St. Louis County may award to another proposer.

1.3.6 The Proposer’s proposal will be integrated into the contract as the base statement of work.

1.4 Modification or Withdrawal of Proposal

1.4.1 Prior to the date and time designated for receipt of proposals, proposals submitted early shall be withdrawn only by written notice to St. Louis County. Such notice shall be received by St. Louis County prior to the designated date and time for receipt of proposals.

1.4.2 Withdrawn proposals may be resubmitted up to the time designated for receipt of proposals provided that they are then fully in conformance with these Proposal Instructions and Conditions.

1.5 Qualification of Proposer

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1.5.1 Proposer shall demonstrate to St. Louis County’s satisfaction that Proposer has the expertise and the ability to provide the services outlined in this RFP.

1.5.2 St. Louis County shall make such investigations as deemed necessary to determine the ability of the Proposer to provide the desired Purchasing Card and Accounts Payable Card Program services.

1.5.3 St. Louis County reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy St. Louis County that said Proposer is properly qualified to carry out the obligations specified herein.

1.5.4 The selected Proposer shall keep informed of, and shall administer the Purchasing Card and Accounts Payable Card Program, subsequent to award of this RFP, in accordance with all applicable laws, ordinances, rules, regulations, and orders of the state and federal government, or public bodies having jurisdiction over the Purchasing Card and Accounts Payable Card Program.

1.5.5 The Proposer shall be licensed to do business in the state of Missouri.

1.6 Insurance Provisions

1.6.1 Proposer shall have in force a "Banker's Blanket Bond or Financial Institution Bond" in an amount no less than $10 million, which will provide coverage for the following perils:

Fidelity Covering: Dishonest acts of employees on and off premises.On Premises: Loss of property from all forms of theft including

mysterious disappearance.In TransitCounterfeitForgeryComputer Crime: On and off premises.

1.6.2 The successful Proposer shall purchase and maintain, throughout the term of this agreement, Comprehensive General Liability, which shall include contractual liability. This coverage shall have limits of not less than $2,800,000 combined single limit for claims involving bodily injury and property damage. The general aggregate limit shall apply separately to this agreement or the general aggregate shall be twice the required occurrence limit. St. Louis County shall be named as certificate holder and additional insured. The

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successful Proposer insurer shall agree to waive all rights of subrogation against the County, it’s elected, appointed officials and employees.

1.6.3 The selected Proposer shall, at the time signed contract is submitted, provide St. Louis County with a certificate of insurance, in a form acceptable to St. Louis County, indicating that the successful Proposer is in compliance with insurance provisions of the Proposal specification. The certificate shall also provide that, prior to the effective date for the change or cancellation, notice shall be given to the Director of Procurement, St. Louis County Government, 41 S. Central, Clayton, MO 63105.

1.6.4 The successful Proposer agrees to hold harmless and indemnify St. Louis County, its elected and appointed officials and employees, for all claims arising out of the negligent activities of the proposer.

1.7 Exceptions to Proposals Documents

IMPORTANT- The Proposer shall clearly state in the submitted proposal any exceptions to or deviations from, the Purchasing Card Program Parameters described in Section II and the Accounts Payable Card Program Parameters described in Section III, as well as any other exceptions to the requirements of the RFP. Such exceptions or deviations will be considered in evaluation of the proposals. Any exceptions must be noted in the section-by-section response. Companies are cautioned that exceptions taken to this RFP may cause their proposals to be rejected.

1.8 References and Credit Rating

All proposals shall include at least three (3) references of Government or commercial accounts of the same or similar size as St. Louis County for whom the Proposer has provided Purchasing Card and AP Card Services during the past year. References are to be listed as response to Section 5.3. The Proposer shall provide the customer's name, address, a contact person, phone number, and the number of years Proposer has provided Purchasing Card and Accounts Payable Program services for this customer.

All proposers must provide their current Credit Rating with their proposal.

1.9 Incomplete Information

Failure to complete or provide any of the information requested in this Request For Proposal, including references, and/or additional information as indicated, may result in disqualification of the proposal as nonresponsive.

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1.10 Evaluation

The evaluation criteria are described in Section IV.

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SECTION II PURCHASING CARD PROGRAM PARAMETERS

2.0 Purchasing Card: The Purchasing Card Program shall utilize a credit card with a thirty (30) day payment grace period from the date the billing is received, during which no interest or finance charges will accrue, provided payment is made within the grace period.

2.1 Payment Processing: Purchasing card billing statements, requesting payment for purchases made by St. Louis County departmental cardholders, shall be made available electronically to designated St. Louis County employees. Upon receipt of a purchasing card billing statement, St. Louis County will initiate a payment, which will be forwarded to the Proposer.

2.1.1 Companies are invited to propose various payment plans, which would streamline the process, while maintaining an audit trail. St. Louis County will be the sole judge of the acceptability of the proposed payment process and resultant audit trail.

2.1.2 Proposer shall adhere to a consistent billing and payment cycle.

2.2 Distribution of Cards: Proposer will provide purchasing cards (credit cards) for procurement purposes, as agreed between St. Louis County and Proposer, including, but not limited to, artwork and colors.

2.2.1 Receiving and distribution of all purchasing cards will be the responsibility of the St. Louis County Director of Procurement or appropriate designee.

2.2.2 All cards will be delivered from the Proposer to the Director of Procurement using a traceable signature delivery system that verifies that the St. Louis County Director of Procurement has received each card issued.

2.2.3 St. Louis County employees will not complete the Proposer's application forms for cards issued under this program.

2.3 Credit Limit: The credit limit may not be allowed to exceed the maximum balance authorized by the Director of Procurement. Proposer will receive notification of employee name and transaction / credit limits from the St. Louis County Director of Procurement. The maximum balance shall be monitored by the Proposer, and the Director of Procurement shall be notified promptly of any attempts to exceed the purchasing card credit limit.

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2.4 Cash Advances: Proposer shall include security measures to ensure cardholders cannot receive cash advances from any Automatic Teller Machines (ATMs) nor from any financial institution.

2.5 Representative: The Proposer shall provide a designated customer service representative knowledgeable of the Proposer’s Purchasing Card Services program. The representative shall become knowledgeable of the County’s credit card processes.

Proposer must have personnel available 24 hours a day, 7 days a week to be responsive to St. Louis County cardholders and administrative personnel.

2.6 Reports

2.6.1 The Proposer shall be capable of providing detailed reports that enable St. Louis County to establish program controls and meet state and federal audit requirements.

2.6.2 At a minimum, Proposer shall make available electronically the ability to create reports or have available the following canned reports in a format acceptable to St. Louis County.

Credit cardholder statementProposer Card Billing ReportVendor Analysis ReportIndividual Billing Summary Report

Additional reports may be requested. One example copy of the reports shall be forwarded to the Director of Procurement.

2.6.3 The Proposer shall provide the County an electronic detailed billing by cardholder, which can be downloaded into an Excel format.

2.6.4 The Proposer shall also provide the following:

1. Comprehensive statements emailed to the County or made available to download as an Excel file.

2. The ability to send individual card holder monthly transaction reports by email to certain individuals.

2.6.5 Include samples of the various reports available and the cost associated with reports, if any.

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SECTION IIIACCOUNTS PAYBLE CARD PROGRAM PARAMETERS

3.0 Accounts Payable Card Program

The Accounts Payable Card Program will allow St. Louis County to pay vendors electronically, thereby reducing check writing costs. This payment method will not change the existing workflow and electronic approval process through the County financial system. When County approves a transaction for payment using the accounts payable card transaction type, an electronic file containing invoice information will be transmitted to the Proposer. Vendor receives payment based on one of three accepted structures:

a. PULL Method: The Proposer processes the A/P file and provides electronic notification to the vendor of a pending payment. The file automatically adjusts the vendor account limit for the amount of the approved payment. Each vendor keeps a zero balance card on file. The vendor processes the transaction through their own point-of-sale device for the total remittance amount. The County receives a standard reconciliation report showing the payment has been processed.

b. PUSH Method: The Proposer processes the A/P file. The file automatically adjusts the vendor account limit and automatically processes the payment amount directly into the vendor’s Merchant account. An email notification is sent to the vendor. The County receives a standard reconciliation report showing the payment has been processed.

c. SINGLE USE: The Proposer processes the A/P file. The file automatically adjusts the vendor account limit for the amount of the approved payment. Each vendor will receive a PIN number to process the transaction through their own point-of-sale device for the total remittance amount. The County receives a standard reconciliation report showing the payment has been processed.

3.1 Vendor Enrollment: The Proposer will review existing St. Louis County vendor relationships and work to enroll potential vendors to accept payment via the Accounts Payable Card Program. For vendor enrollment in the program, all contact with the vendors will be initiated by the Proposer. County can provide a listing of current vendors to the Proposer.

3.2 Payment Processing: St. Louis County will process payments to the Proposer based on a thirty (30) day billing period and at the rebate structure most advantageous to St. Louis County.

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SECTION IVEVALUATION CRITERIA

4.0 Criteria of Award: Evaluation of proposals will be performed by St. Louis County's Evaluation Committee.

4.1 Proposals: Proposer's proposal may not be considered, and may be rejected as

non-responsive, unless the proposal includes or is accompanied by the following:

4.1.1. A signed and fully completed response to the Request For Proposal including all references and point-by-point responses to the Request For Proposal.

4.1.2 Samples of all reports available to St. Louis County under Proposer's Purchasing Card and Accounts Payable Card Program.

4.2 Method of Proposal Evaluation

4.2.1 Award will be made to the Proposer whose proposal is in the best interest of the County.

4.2.2 The Proposals will be evaluated by an evaluation committee according to the following criteria:

1. Greatest financial benefit to the County that includes costs to the County and rebates received by the County for the program that includes the purchasing card and AP card: 40 Points

Costs and rebates may include, but are not limited to,A. Annual feesB. Transaction feesC. Fees for use and upgrade of software programsD. Handling chargesE. Percentage of rebate returned to the County

2.Credit worthiness 10 PointsA. Credit Rating

3. Services provided by the Proposer: 25 Points

A. Procedures ManualB. Vendor enrollment and marketing C. Reporting

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D. Provide in import file that is compatible with the County’s Administrative Processing System (MUNIS, Tyler Technologies). See page 2.

E. Meet County’s implementation scheduleF. Twenty four hour/ seven day a week Customer Service and

supportG. On-site and on-going training, including Word versions of

all training documents

3. Expertise and experience of proposer in providing Purchasing Card and AP Card Program services. The proposal is complete and includes answers to all questions and provides solutions for all items in the Request For Proposal. 20 Points

4. The proposal follows the format of the County’s Request For Proposal. 5 Points

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SECTION VREQUIREMENTS FOR PROPOSAL FOR

PURCHASING CARD AND ACCOUNTS PAYABLE PROGRAM SERVICES

5.0 The Proposer, in response to RFP number # 2015-13-PR, having examined the Proposal Documents hereby proposes to furnish the specified Purchasing Card and AP Card Services in accordance with the requirements of this RFP.

5.1 Proposer acknowledges receipt and has attached signed addenda to the Proposal Documents.

5.2 The Proposer has attached a list of three references each for Purchasing Card Program and for AP Card Program services provided by the Proposer for the past year to other entities of the same or similar size as St. Louis County. For each client, include name, address, contact person, contact’s phone number/email, number of years as purchasing card client and number of years as AP card client. St. Louis County reserves the right to check additional sources or make any further investigations deemed necessary.

5.3 Proposer understands that St. Louis County reserves the right to reject any and all proposals, waive irregularities or technicalities in any proposal, and accept any proposal in whole or in part which it deems to be in its best interest.

5.4 Proposer agrees its proposal is an offer to St. Louis County that may not be withdrawn for a period of (120) calendar days after the proposal due date.

5.5 Proposer hereby certifies: (A) that this proposal is genuine and is not made in the interest of or on behalf of any undisclosed person, firm, or corporation; (B) that Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false proposal; (C) that Proposer has not solicited or induced any person, firm, or corporation to refrain from proposing; and (D) that Proposer has not sought by collusion or kickback to obtain any advantage over any other Proposer or over St. Louis County.

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SECTION VIQUESTIONS FOR

PURCHASING CARD AND ACCOUNTS PAYABLE PROGRAM SERVICES

6.0 Questions: Proposer shall provide a point-by-point response to each question in the sections listed below. Responses will be a part of the contract with the Proposer selected to provide Purchasing Card and AP Card Program services.

6.1 PROGRAM DESIGN – Purchasing Cards

6.1.1 What card platform(s) does your program employ (e.g., MasterCard, Visa, Amex or other)? If more than one is used, which would you recommend for St. Louis County’s program?

6.1.2 How many suppliers/vendors accept your purchasing card? At Level II and Level III? Describe your business plan to promote the usage of Level III.

6.1.3 Is Proposer capable of preventing card usage with a vendor(s) identified by St. Louis County, should St. Louis County consider doing business with the vendor to be a conflict of interest?

6.1.4 Can you place a sales tax certificate number on the card? Is there room to add the following on the card: “For Official Business of St. Louis County Only” and “sales tax exemption number 12599115”?

6.1.5 Does your system allow St. Louis County to delete sales tax charges included as a part of a transaction, without incurring finance charges/interest?

6.1.6 How would St. Louis County suspend payments (without incurring finance/interest charges) for disputed charges, such as items not received but charged by suppliers?

6.1.7 Is there a finance/interest charge on overdue balances? If so, what is that rate and how would it be applied?

6.1.8 Do any third-party partners perform other functions, such as systems support or customer service? If so, explain.

6.1.9 Discuss settlement terms: What billing cycles are available? How will St. Louis County receive billing statements?

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What are payment terms from “statement date”? What options are available for St. Louis County to make payment

(e.g., ACH, Wire, check)?

6.1.10 Describe the Proposer’s merchant support function. Is a third-party alliance established? If so, describe the nature of the alliance.

6.1.11 How does the Proposer handle merchant enrollment, education and ongoing management of hardware and software?

6.1.12 What other benefits/features will St. Louis County realize by using Proposer’s purchasing card program, e.g., are extended warranties provided on items purchased using Proposer’s purchasing card?

6.1.13 Describe any unique features provided by Proposer’s product that St. Louis County should consider.

6.2 PROGRAM DESIGN – Accounts Payable Card Program

6.2.1 What brand is your Accounts Payable Card Program? If more than one is used, which would you recommend for our program and why?

6.2.2 How long have you been issuing Accounts Payable cards? Provide your statistics regarding your experience as an Accounts Payable card provider.

6.2.3 How many vendors accept your Accounts Payable card for payment of receivables?

6.2.4 What software product do you offer to support your Accounts Payable card?

6.2.5 Do you use a third-party processor for authorization and transaction posting? If so, identify processor.

6.2.6 Do you provide multiple payment options depending on the vendor’s acceptance capability (push vs. pull)?

6.2.7 How would the vendor be notified of upcoming payments?

6.2.8 Do you issue individual accounts payable cards per vendor or an individual card number per payment?

6.2.9 Is your solution automated? Please describe the steps involved in your solution.

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6.2.10 Do you have a vendor enrollment team that will contact all of our vendors on our behalf to ask if they will accept our Accounts Payable card product for payment? If yes, is there a threshold for vendor spend before contact is made? If no, how does enrollment occur?

6.2.11 Do any third-party partners perform other functions, such as systems support or customer service? If so, please explain.

6.2.12 Explain settlement terms. What options are available for statement delivery? What options are available for the County to make payment to the Proposer? Can the County select our statement cut-off date? Can we select our billing terms?

6.2.13 Describe any unique features provided by your firm that we should consider incorporating into the County’s program.

6.2.14 What differentiates you from the competition?

6.3 CONTROLS - Purchasing Cards

6.3.1 Describe the card controls and usage restrictions supported by the Proposer’s program:

Proposer level restrictions Cardholder level restrictions Department level restrictions Merchant Category Code/Standard Industry Classification

(MCC/SIC) restrictions Merchant ID or group of ID’s limitations Cash advance restrictions Dollar limits

6.3.2 What are the liabilities of St. Louis County and employees in the event of fraud, abuse or loss of a card? Does the Proposer provide fraud insurance? If so, what are the stipulations and fees association with the insurance? What is the claims procedure?

6.3.3 Does your program screen transaction activity for fraud patterns? If so, explain the process. If not, is this capability planned for future implementation? If it is planned, what is the estimated implementation date? Provide statistics on fraud associated with your purchasing card program.

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6.3.4 The following functions shall be available to St. Louis County. Describe the Proposer’s card management process for:

New card issuance Deactivation of cards Removal of invalid cards Handling of lost/stolen cards Replacing cards (including “emergency” situations) Modifying a cardholder’s profile

6.3.5 Can you limit individual transactions to a specific dollar amount? Can some cards have a different transaction limit than others? Please provide details.

6.3.6 Can credit limits be established for each card issued? Can the credit limits be changed for short periods of time? What is the maximum allowable credit limit? St. Louis County expects the majority of the cards to have $1,500 per transaction and $5,000 per month credit limits.

6.3.7 Do you have a way to detect and notify St. Louis County when multiple transactions are placed with the same vendor, on the same day, using the same card number?

6.3.8 Is a transaction automatically rejected if it would cause the outstanding balance to exceed the established credit limit? How long does it take, after payments are received by the Proposer, to reduce the outstanding card balance?

6.3.9 What notification process would you expect St. Louis County to follow when an employee is terminated, retires, or leaves the employ of St. Louis County?

6.3.10 Will St. Louis County be charged for any credit card retrieval fees or capture fees for lost or stolen cards, or cards that are not returned when an employee leaves St. Louis County? If so, please state the amount.

6.3.11 What protection exists for St. Louis County when an employee utilizes the credit card fraudulently or outside of St. Louis County policies?

6.3.12 Does St. Louis County liability for unauthorized charges cease upon notification to the Proposer that a card should be revoked? Are the cardholder’s privileges revoked immediately upon notification?

6.3.13 What is St. Louis County’s maximum monetary liability for a lost or stolen purchasing card?

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6.3.14 What controls are available in Proposer’s credit card program to prevent fraudulent charges, counterfeit cards, etc.?

6.3.15 Describe extract capabilities of data from the system for audit purposes. Provide what detail can be extracted for each transaction.

6.3.16 Does your purchasing card system provide a report of transaction in dispute? Are these amounts removed from the amount due by the County?

6.5 CONTROLS- AP Card Program

6.5.0 What controls are available in the Proposer’s AP Card Program to prevent fraudulent charges?

6.5.1 How does the program control the credit limits for authorized payment transactions?

6.5.2 How does the program handle credit invoices paid to vendors if they pull per invoice instead of pushing?

6.5.3 How can the merchant logs be set to reconcile individually per invoice?

6.6 TECHNICAL CAPABILITIES – Purchasing Cards

6.6.0 What software do you offer for the purchasing card system?

6.6.1 Is this software owned in-house or is a third-party software involved? If it is a third party, does your Proposer or the third-party respond to problems, questions, and concerns?

6.6.2 What are the hardware/software requirements for accessing the purchasing card system? Is it Internet based?

6.6.3 Describe the logon procedures, including the password security and assignment of ID’s, password resets, etc.

6.6.4 What are the hardware and software requirements for using your purchasing card transaction reporting software packages, including minimum disk space, minimum processor speed, etc.?

6.6.5 What are the installation options for the reporting package (e.g., stand-alone PC, LAN/WAN, Client/Server, Internet/Intranet)?

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6.6.6 Are the reporting packages email capable?

6.6.7 What technical support is provided for your system and does it comply with County’s requirement of 24 hours per day/ 7 days a week? Describe the process for contacting your technical support.

6.6.8 What support do you provide for recreating files that may have been corrupted, lost or destroyed?

6.6.9 Do you have a disaster recovery plan? If so, provide a description of the plan, including: the time required to become fully operational after a disaster, the DR testing frequency, the ability to create emergency purchases, and the backup capabilities for all stored data. How would St. Louis County increase limits for card holders if communication (phone, email, Internet) is down? What is the maximum per card emergency limit?

6.6.10 What physical and software security measures does your Proposer take to protect the confidentiality of the Proposer’s transaction information including encryption, passwords and restricting access to information?

6.6.11 List all current clients who use the Tyler Technologies/MUNIS system to interface with your purchasing card system. Is customized programming required to accomplish the interface? If so, is there a cost associated with this programming?

6.6.13 How often is the purchasing card technology generally upgraded? Is there a regular cycle for upgrades? Describe the upgrade process and the County’s responsibility, if any.

6.6.14 What are the purchasing card system fields are available. Minimum shall be: vendor names, vendor ID’s, Federal ID, user names, last four digits of card numbers, transaction date, amount and purchased item descriptions?

6.7 TECHNICAL CAPABILITIES – AP Card Program

6.7.0 What are the options for payment of vendors using the AP card program? What are the hardware/software requirements for each method?

6.7.1 Is the vendor notification for the AP Card transactions email capable?

6.7.2 What technical support is provided for your AP Card program and what is the availability of your technical support?

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6.7.3 What support do you provide for recreating files that may have been corrupted, lost or destroyed?

6.7.4 What physical and software security measures does your Proposer take to protect the confidentiality of the Proposer’s transaction information including encryption, passwords and restricting access to information?

6.7.5 List all current clients who use the Tyler Technologies/MUNIS system to interface with your AP Card program. Is customized programming required to accomplish the interface? If so, is there a cost associated with this programming?

6.8 REPORTING CAPABILITIES – Purchasing Card Program

6.8.0 Provide a general description of the reporting packages you offer: Is the information available/accessible at any time? If no, what days and hours is it available? What is the average time to generate/compile reports?

6.8.1 What reports are available through the reporting packages? Provide samples of available reports.

6.8.2 Describe how the Proposer receives and processes Level II and Level III information. What information can you provide to us?

6.8.3 How quickly after a transaction has been processed is the information available?

6.8.4 Can canned and custom reports be generated by St. Louis County?

6.8.5 Can reports be generated for various levels of our organizational structure? List options for report distribution to managers, functional staff personnel and cardholders.

6.8.6 Can reports be generated for various time frames or accounting periods?

6.8.7 How far back is historical information retained and available for reporting?

6.8.8 What are the inquiry and ad hoc reporting capabilities for your reporting package?

6.8.9 Can the Proposer meet the requirements to be a qualified payment card agent as defined by the Internal Revenue Service?

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6.8.10 Is on-line access available for viewing individual St. Louis County accounts by cardholder account number? Is there a cost associated to this feature?

6.8.11 What information can the Proposer electronically transfer to St. Louis County?

6.8.12 Describe extract capabilities of data from the system for audit purposes. Provide what detail can be extracted for system changes made to individual accounts.

6.9 REPORTING CAPABILITIES – Accounts Payable Card Program

6.9.0 Describe the reporting capabilities for the Accounts Payable Card Program.

6.9.1 Describe the reconciliation reports provided for the Accounts Payable Card Program.

6.10 IMPLEMENTATION - Purchasing Card: The proposer must agree to complete the implementation of the purchasing card program by January 1, 2016. The proposal must include a timeline of activities that leads to this implementation date.

6.10.0 Provide a complete description of your implementation process, including a sample time line and description of various implementation tasks for both the Proposer and the County. How long does it take to get the purchasing card program under way?

6.10.1 Does your implementation plan offer the option of a pilot program or a staged rollout prior to full “live” implementation? Describe.

6.10.2 How do you propose to convert our existing card program to your program?

6.10.3 Describe the support provided during implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits, or other assistance.

6.10.4 What initial and ongoing training do you provide for program administrators and managers?

6.10.5 What are some common implementation obstacles that you have observed?

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6.10.6 Do you provide sample policies and procedures as part of the implementation process?

6.10.7 Describe your testing procedure prior to go-live. Do you provide a test environment for testing? Do you provide test scripts for County staff to perform testing?

6.11 IMPLEMENTATION - Accounts Payable Card: The proposer must agree to complete the implementation of the accounts payable card program by January 4, 2016. The proposal must include a timeline of activities that leads to this implementation date.

6.11.0 Provide a complete description of your implementation process, including a sample time line and description of various implementation tasks for both the Proposer and the County. How long does it take to get the accounts payable card under way?

6.11.1 Does your implementation plan offer the option of a pilot program or a staged rollout prior to full “live” implementation? Describe.

6.11.2 Describe the support provided during implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits, or other assistance.

6.11.3 What initial and ongoing training do you provide to the County?

6.11.4 What are some common implementation obstacles that you have observed?

6.11.5 Do you provide sample policies and procedures as part of the implementation process?

6.11.6 How will you assist St. Louis County in getting vendors to accept the AP card? The degree of Proposer involvement in recruitment will be a factor in evaluating the proposals.

6.11.7 Describe your testing procedure prior to go-live. Do you arrange for a test file to be sent to the Proposer and to a vendor?

6.12 CUSTOMER SERVICE AND QUALITY – Purchasing Card

6.12.0 Describe your customer service capabilities, including the following:

Hours of Coverage Toll-free number access Email access

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Cardholder account management Cardholder complaints Quality measures for response time

6.12.1 Describe the Proposer’s customer service organization structure. Describe the escalation process for reported incidents.

6.12.1 Will a specific customer service representative be assigned to handle this account? If so, is there also an alternate available? Describe the responsibilities of customer service personnel, including the chain of command for problem resolution.

6.12.2 How are inquiries requiring research handled by the Proposer?

6.12.3 Are there established turnaround times for responses? If so, specify.

6.12.4 What is the Proposer’s record on meeting established response times?

6.12.5 Define the dispute-resolution process including time frame and responsibilities of the parties involved. Are disputed items removed from the invoice while under investigation?

6.12.6 Does the Proposer have a formal quality-improvement program for this service? If so, describe.

6.12.7 What training will our program administrators receive regarding the resources available to them to resolve issues?

6.13 CUSTOMER SERVICE AND QUALITY-AP Card

6.13.0 Describe your customer service capabilities, including the following:

Hours of Coverage Toll-free number access E mail access Cardholder account management Cardholder complaints Quality measures for response time

6.13.1 Describe the Proposer’s customer service organization structure.

6.13.2 Will a specific customer service representative be assigned to handle this account? If so, is there also an alternate available? Describe the responsibilities of customer service personnel, including the chain of command for problem resolution.

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6.13.3 How are inquiries requiring research handled by the Proposer?

6.13.4 Are there established turnaround times for responses? If so, specify.

6.13.5 What is the Proposer’s record on meeting established response times?

6.13.6 Does the Proposer have a formal quality-improvement program for this service? If so, describe.

6.13.7 What training will the County receive regarding the resources available to resolve issues?

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SECTION VIICONTRACT AND FEES

7.0 Contract Period: Any contract derived from this Request shall be effective for a one (1) year period from date of award by the County, which may be terminated at the sole option of the County.

7.1 Option To Renew Contract: The County reserves the sole right and option to renew said Contract for four (4) additional one (1) year terms. If County exercises its right to renew, the Contractor is obligated to renew.

7.2 Contract Fees and Rebates: The fees quoted by the successful respondent shall remain firm during the initial contract term. Fees for contract renewal terms may be negotiated annually based upon any documented changes in the cost of the services, or reductions in fees based on the County's increased usage volume. Rebates in renewal years may not be reduced below the percentage quoted in the original contract terms; however, they may be increased.

7.3 Purchasing and Accounts Payable Card Fees: Proposer shall list all their fees below:

Fees Purchasing Card Accounts Payable Card Annual Fee per Card $ $Customer Service Fees $ $Delinquent/late Fees $ $Fraud & Insurance Protection $ $Implementation Fee $ $Licensing & Maintenance Fee $ $Other Fees $ $Per Transaction Fee $ $Printing Fee $ $Reports Fee $ $Required Software Fee $ $Training Fees $ $

7.4 Rebates: The County will pay purchasing card statements based on a thirty (30) day cycle and will pay AP card statements on a thirty (30) day cycle. Indicate the percentage of rebate to be paid based on the following purchasing card and accounts payable card combined volumes. Complete the grids based on the method of rebate payment to the County. Use all that may apply.

Rebate to be paid based on a monthly remittance:Volume (Dollars) Rebate Percentage to be Paid

0.00 to 1,000,000

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>1,000,000 to 5,000,000>5,000,000 to 10,000,000>10,000,000 to 20,000,000>20,000,000 to 30,000,000>30,000,000 to 40,000,000>40,000,000 to 50,000,000>50,000,000 to 60,000,000>60,000,000

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Rebate to be paid based on a quarterly remittance:Volume (Dollars) Rebate Percentage to be Paid

0.00 to 1,000,000>1,000,000 to 5,000,000>5,000,000 to 10,000,000>10,000,000 to 20,000,000>20,000,000 to 30,000,000>30,000,000 to 40,000,000>40,000,000 to 50,000,000>50,000,000 to 60,000,000>60,000,000

Rebate to be paid based on an annual remittance:Volume (Dollars) Rebate Percentage to be Paid

0.00 to 1,000,000>1,000,000 to 5,000,000>5,000,000 to 10,000,000>10,000,000 to 20,000,000>20,000,000 to 30,000,000>30,000,000 to 40,000,000>40,000,000 to 50,000,000>50,000,000 to 60,000,000>60,000,000

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The exact legal name of this Proposer is ______ incorporated as a _______ under the laws of .

Name of Bank

Signature(Name and Title of Officer)

STATE OF MISSOURI )COUNTY OF ST. LOUIS ) SS

)

On this day of , 2015, before me appeared to me personally known, who being by me duly sworn, did say that he is the of the ,a corporation, and that the seal affixed to the foregoing agreement is the corporate seal of said corporation, and said agreement was signed and sealed in behalf of said corporation, by authority of its Board of Directors; and said acknowledged said instrument to be the free act and deed of said corporation. IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed my official seal in the County and State aforesaid, the day and year first above written.

Notary Public

My commission expires:

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ATTACHMENT 1PROPOSAL QUESTION & COMMENT FORM

ANY AND ALL QUESTIONS PERTAINING TO THE PROPOSAL MUST BE SUBMITTED BEFORE AUGUST 4, 2015 @2:00 P.M. All questions are to be submitted on this form and emailed to Patricia Gentry, St. Louis County Division of Procurement at [email protected] or faxed to (314) 615-0197.

REQUEST FOR PROPOSAL: 2015-13-PRPROPOSAL TITLE: PURCHASING CARD AND ACCOUNTS

PAYABLE CARD PROGRAM

SUBMITTED BY (NAME)

ADDRESS:

EMAIL ADDRESS:

PHONE NUMBER:

SHEET OF

QuestionNo.

RFP Section Article &

Paragraph #

Questions by Proposer (Please type or print legibly)LAST DAY FOR QUESTIONS:

August 4, 2015 @2:00 p.m.

SHEET OF

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QuestionNo.

RFP Section Article &

Paragraph #

Questions by Proposer (Please type or print legibly)LAST DAY FOR QUESTIONS:

August 4, 2015 @2:00 p.m.

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