REQUEST FOR PROPOSAL (West Virginia State Auditor s Office RFP LGPC18001)

Transcription

1 Purchasing Card Services State of West Virginia Local Government Purchasing Card Program West Virginia State Auditor s Office State Capitol Complex, Building Kanawha Blvd, East, Room W-100 Charleston, WV 25305

2 Table of Contents Section # Title Page Section I General Information and Instructions 1.1 Purpose Signature Schedule of Events... 4 Section II Program Specifications 2.1 Location Background and Current Operating Environment Qualifications and Experience... 6 Section III Project and Goals 3.1 Goal/Objective 1-Transaction Volumes Goal/Objective 2-Worldwide Transactions Goal/Objective 3-Billing Accounts Goal/Objective 4-Cardholder Account Maintenance Goal/Objective 5-Account Statement Delivery Goal/Objective 6-Entity Billing/Payment Cycle Goal/Objective 7-Rebate Calculations and Fees and Charges Goal/Objective 8-Program Optimization Goal/Objective 9-Card Issuance Goal/Objective 10-Physical Card Issuance and Time Factors Goal/Objective 11-Card Format and Design Goal/Objective 12-Card Controls and Restrictions Goal/Objective 13-Lost/Stolen Cards, Unauthorized/Fraudulent Transactions, Time Requirements and Procedures Goal/Objective 14-Changes in Program Coordinators Page 1

3 Table of Contents (continued) Section # Title Page Section III Project and Goals (continued) 3.15 Goal/Objective 15-Disputed Items and Credits Goal/Objective 16-Secure Data Transmission Goal/Objective 17-Software Solutions Goal/Objective 18-Program and Transaction Data Reports Goal/Objective 19-Implementation Plan Goal/Objective 20-Training Goal/Objective 21-Emergency Purchasing Cards Goal/Objective 22-Disaster Recovery Plan Goal/Objective 23-Liability Goal/Objective 24-Card Brand Goal/Objective 25-Additional Items Section IV Mandatory Requirements 4.1 Requirement 1: Card Issuance Requirement 2: Card Format/Design Requirement 3: Card Controls and Restrictions Requirement 4: Fraud Detection Requirement 5: Cardholder Information Requirement 6: Contact Information Requirement 7: Lost/Stolen Cards and Account Closures Requirement 8: Data Transmission Requirement 9: Rebate Documentation Page 2

4 Table of Contents (continued) Section # Title Page Section V Oral Presentations 5.1 Materials and Information Required at Oral Presentation Section VI Vendor Proposal 6.1 Economy of Preparation Incurring Cost Proposal Format Proposal Submission Technical Bid Opening Financial/Revenue Bid Opening Section VII Evaluation and Award 7.1 Evaluation Process Evaluation Criteria Vendor Response Sheet Appendix A Entity Type and Spend Volume (FY2017) Appendix B Total Spend Volume by FY Page 3

5 Section I General Information and Instructions: 1.1 Purpose: The West Virginia State Auditor s Office is soliciting proposals from a qualified vendor to provide and administer a Purchasing Card Services for participating Local Government entities of the State of West Virginia (pursuant to West Virginia Code 6-9-2a) for the time frame of January 1, 2019 through June 30, Signature: By signing and submitting its proposal, the successful Vendor agrees to be bound by all the terms contained in this Request for Proposal (RFP). The objective of this Request for Proposal is to identify a qualified provider with the resources and experience to administer a purchasing card program that has been designed to meet the needs of Local Government entities throughout the State of West Virginia. The successful vendor will be one that will provide the best overall value to the State of West Virginia Local Government Purchasing Card Program. Price will not be the sole determining factor, the award will be based on a combination of factors, both financial/revenue and technical, as described in the Evaluation Section. Through its proposal, the vendor will offer solutions to the objectives and needs specified in this RFP, and define how it intends to meet (or exceed) the RFP requirements. 1.3 Schedule of Events: Event Date Vendor s Written Questions Submission Deadline (All questions are to be submitted via to stuart.stickel@wvsao.gov and catherine.preston@wvsao.gov) Technical Bid Opening Date..... Prior to or no later than Financial/Revenue Proposal Date Time....9:00am Location WV State Office Building, 153 West Main Street, Suite C, Clarksburg, WV Oral Presentations (Location listed above) & Page 4

6 Section II Program Specifications: 2.1 Location: Agency is located at the WV State Office Building, 153 West Main Street, Suite C, Clarksburg, WV Background and Current Operating Environment: The State of West Virginia Local Government Purchasing Card Program has been in existence since Currently, the program has approximately 322 participating Local Government entities. For the Fiscal Year Ending June 30, 2017, there were approximately 700 billing accounts, which included over 7,900 cardholders who executed 333,054 transactions with a total dollar volume exceeding $178 million of card spend and an average transaction amount of $ The State of West Virginia Local Government Purchasing Card Program requires a minimum monthly credit line of $100 million. The State Auditor s Office web site located at contains additional information in regard to the overall operation of the Local Government Purchasing Card Program. The State of West Virginia Purchasing Card Program encompasses many different types of governments. While all should conform to the State Auditor s recommended Policies and Procedures, the hierarchical structure or set-up is delegated to each individual entity participating within the Purchasing Card Program. The program is a One Card program. The following card products are offered to and implemented by Local Government entities under the current One Card program: a) Traditional p-cards b) Card-less accounts/ghost accounts c) Fleet cards: vehicle and driver cards d) Virtual cards/electronic Payables e) Declining balance cards The State is committed to a model of continuous process improvement and prefers a vendor who has an established, verifiable history of delivering innovative solutions to its clients and customers. The State seeks proposals that reflect the vendor s capability to supply not only the core capabilities, but also to understand the unique needs of the participating Local Government entities and to recommend solutions that promote the continuous improvement model. Page 5

7 The State s Local Government Purchasing Card Program must maintain its current level of efficiency and is seeking a vendor that can continue to successfully meet the following objectives: Simplify the purchasing process. Provide a minimum of 7 levels of hierarchy structure on the processing platform for customization of entity account set-up. Provide data and information (reporting, analytical & auditing) management reports, both at a Program and entity level. Provide flexible reporting functions, including customizable reporting options and hierarchy development. Provide web-based card management allowing for quick card updates in real-time. Provide cost-allocation/general ledger capabilities that allow users to allocate budget line items to individual transactions and split a transaction to allocate to multiple expenses; as well as default coding capabilities. Provide training when and where needed on multiple levels. Provide access to strong customer support service. Provide a wide range of products and services that include, but are not limited to, chip enabled cards, virtual accounts/electronic payables, declining balance products, and fleet products. Provide assistance with integration with various Local Government budgetary software products and continued integration as systems change. Provide resources to promote and expand the Local Government Purchasing Card Program. The successful vendor meeting the specifications is one who is able to incorporate all the above described services and demonstrates verifiable performance in operating programs of similar size and complexity and has the capability to keep the State Auditor s Office abreast of any new industry studies and any Best Practices studies as they become available. 2.3 Qualifications and Experience: Vendors will provide in Section A: Vendor Response Sheet information regarding their firm, such as staff qualifications and experience in completing similar projects; references; copies of any staff certifications or degrees applicable to this project; proposed staffing plan; descriptions of past projects completed entailing the location of the project, project manager name and contact information, type of project, and what the project goals and objectives were and how they were met. The State s Local Government Purchasing Card Program desires a vendor with the organizational experience, size and qualifications to ensure successful administration of the purchasing card program as well as financial stability to administer the purchasing card program throughout the contract duration. Page 6

8 Vendors will provide the following information in Section B: Vendor Response Sheet a) Organizational Experience, Size and Qualifications Please provide a description of the organization, personnel and experience that would substantiate qualifications and ability to perform the required services. b) Eligibility of Vendor Provide a summary detailing the vendor s business and ability to provide the services described in the RFP including: 1) The history of its purchasing card services 2) A contact list of three (3) customers, including the contact person, phone number and address, one of which should be a public sector customer 3) For each contact listed, the number of cards issued, average daily transaction dollar volume and number of daily transactions c) Organizational Size/Structure in Relation to the Scope of Work Please provide the following information: 1) Any information about the vendor s current dollar and transaction volume capacity to provide the services described in this document 2) Information supporting the adequacy of personnel resources available to implement and support the State of West Virginia s Local Government Purchasing Card Program including a) the number of employees currently assigned to government credit card and corporate credit card accounts, respectively; b) the number of positions that would be assigned to the State s Local Government purchasing card account and the number of hours each position will spend on implementation and promotion of growth of on-going operations for the duration of the contract; and c) the physical location of employees to be assigned to the account. d) Financial Information The State desires to review the vendor s financial information that confirms the financial stability of the company. The vendor should provide its most recent audited financial report and describe any outstanding or potential liabilities which may impact the vendor s ability to provide requested services. Section III Project and Goals The project goals and objectives are: The use of the purchasing card will not be restricted to specific vendors, countries, or types of purchases. Vendors may submit proposals for multiple card brands. If services vary by brand and vendors opt to submit proposals for more than one, the vendor should clearly address such differences in the applicable sections of their proposal. If differences affect the financial/revenue Page 7

9 portion of the response, vendors will be required to complete separate financial/revenue proposals based on the attached financial/revenue scenario for evaluation purposes. The following specifications should be addressed in the vendor s proposal. 3.1 Goal/Objective 1 Transaction Volumes The vendor should describe available options for handling large volumes of transactions for Local Government entities throughout the entire state. 3.2 Goal/Objective 2 Worldwide Transactions The vendor should describe available options to accommodate the use of the card worldwide. 3.3 Goal/Objective 3 Billing Accounts The State s Local Government Purchasing Card Program needs to provide card services to multiple Local Government entities that participate in the program. There are currently approximately 700 billing accounts issued to entities. The vendor should describe options and requirements for billing account set-up and maintenance, including but not limited to: a) Electronic processing capabilities b) Mobile processing capabilities c) Secure file upload capabilities d) Workflow approval and number of levels e) Credit usage alerts f) Assignment of software roles/permissions to program coordinators and administrators at various hierarchy levels g) Audit trail capabilities 3.4 Goal/Objective 4 Cardholder Account Maintenance The vendor should describe options and requirements for maintaining cardholder accounts, including but not limited to: a) Electronic processing capabilities b) Mobile processing capabilities c) Secure file upload capabilities d) Workflow approval and number of levels e) Card demographic modifications f) Real time capabilities g) Assignment of software roles/permissions to perform maintenance by program coordinators at various hierarchy levels h) Audit trail capabilities Page 8

10 3.5 Goal/Objective 5 Account Statement Delivery The vendor should describe available options for statement delivery to include, but not limited to: a) Online b) c) Secure file delivery d) Mobile e) Paper f) Ability to have multiple delivery methods 3.6 Goal/Objective 6 Entity Billing/Payment Cycle The vendor should describe their billing and payment cycle options to include, but not limited to: a) Monthly b) Bi-Monthly c) Weekly 3.7 Goal/Objective 7 Rebate Calculations and Fees and Charges The vendor should provide an annual rebate plan to the State of West Virginia based on the aggregate volume of purchases from all entities during a standard payment cycle and, if applicable, based upon increasing dollar and rebate tiers. Tiers should clearly indicate rebate percentages and any changes in rebate percentages related to payments made by a specified grace period date. Grace period dates shall either be 15 or 25 days. Additionally, if varying rebates are offered based on categories of spend (preferred vendors, large ticket items), timing, frequency of payments, and/or partial payments, those differences should be thoroughly explained. The vendor shall provide a complete listing of any general products fees and charges (including interest charges) with a brief description and the dollar amount or interest percentage associated with the fee or charge. 3.8 Goal/Objective 8 Program Optimization The vendor should describe any other options available to optimize card utilization, including but not limited to: a) Virtual cards/electronic Payables b) Fleet card programs, including tracking capabilities and fuel tax reclamation options for government entities c) One-time use cards or similar capabilities Page 9

11 d) Expansion of payment capabilities through additional card platform tools e) New vendor recruitment f) Vendor card acceptance analysis g) Benchmarking and performance goals h) Integration of card charge activity with entity accounting systems i) Program Local Government marketing 3.9 Goal/Objective 9 Card Issuance The State s Local Government Purchasing Card Program desires an automated process for card issuance. The vendor should describe options and requirements for card issuance, including but not limited to: a) Electronic processing capabilities b) Mobile processing capabilities c) Secure file upload capabilities d) Workflow approval and number of levels e) Real-time capabilities f) Assignment of software roles/permissions to perform card issuance by program coordinators at various hierarchy levels g) Audit trail capabilities 3.10 Goal/Objective 10 Physical Card Issuance and Time Factors The vendor should provide a description or narrative of card issuance and specify the time frame and delivery method options to: a) Produce a card when an application is initially submitted b) Re-issue lost or stolen cards c) Re-issue damaged cards d) Re-issue due to fraudulent activity or compromised accounts 3.11 Goal/Objective 11 Card Format and Design The vendor should describe specifications for any card customizations that may be necessary to fulfill the program requirements to include, but not limited to: a) Technical design specifications Page 10

12 3.12 Goal/Objective 12 Card Controls and Restrictions The vendor should describe card controls and restrictions available through their card products, including but not limited to: a) The ability to modify card controls and restrictions within the vendor s software based upon a user s hierarchy level b) The ability to modify card controls and restrictions at the billing account level c) The ability to modify card controls and restrictions at the individual card account level d) Other controls and restrictions available that are not included in Mandatory Requirement Goal/Objective 13 Lost/Stolen Cards, Unauthorized/Fraudulent Transactions, Time Requirements and Procedures The vendor should describe any deadlines or time frame requirements for insurance purposes, including your process for handling: a) Lost or stolen cards b) Unauthorized transactions c) Fraudulent transactions d) Employee fraud e) Charges that may occur after an account is closed f) Automated account closure process g) Insurance recovery for fraudulent transactions Goal/Objective 14 Changes in Program Coordinators The State s Local Government Purchasing Card Program desires an automated process for maintaining program coordinators. The vendor should describe the available methods of change for program coordinators, including but not limited to: a) Electronic processing capabilities b) Mobile processing capabilities c) Secure file upload capabilities d) Workflow approval and number of levels e) Real-time capabilities f) Assignment of software roles/permissions for program coordinators at various hierarchy levels g) Audit trail capabilities h) Any other available capabilities not listed above Page 11

13 3.15 Goal/Objective 15 Disputed Items and Credits The vendor should describe the options available for handling disputed items and credits, including the following: a) Processes for disputing charges appearing on the statement b) Procedure for crediting an entity s account, pending resolution of the questioned/disputed item c) Process for credit of items resolved in the entity s favor d) Description of any time frames or requirements involved with this process e) Process for returning credit balances on master billing accounts f) Process for returning credit balances on declining balance accounts 3.16 Goal/Objective 16 Secure Data Transmission The State s Local Government Purchasing Card Program desires secure data transmission. The vendor should describe the methods of securely transmitting data files, including but not limited to the following: a) Any limitations or restrictions to distributing these data fields b) The different versions of data transmission files available and the data file layouts, including an overview of the differences and a discussion as to how often new versions and/or updated versions are made available. c) A description of technical support capabilities including access, phone number, , etc. and include a description of a file delivery help desk and an escalation process Goal/Objective 17 Software Solutions The vendor should describe its available software solutions including, but not limited to, the following: a) The software solution s capabilities and operational requirements b) Transaction reconciliation 1. Workflow approval and number of levels 2. Default fund allocation capabilities 3. Split funding capabilities 4. Field lengths 5. Number of possible fields 6. Integration with external software products 7. Ability to attach documents 8. Ability to lock down extracted transactions 9. Ability to upload chart of accounts 10. Process for modifying chart of accounts 11. Fund allocation approval capabilities Page 12

14 c) Reporting 1. Standard reporting 2. Ad hoc or customized reports 3. Report scheduling 4. Delivery options, i.e. online, , mobile 5. Exporting options and formats 6. Dashboards 7. Number of data fields available 8. Time frame for data retainage 9. Ability to access accounts/run reports across hierarchy levels based on user s security role(s) d) Single sign-on to available software solutions e) Program audit tools; accessible at both Program level and entity level 3.18 Goal/Objective 18 Program and Transaction Data Reports The State s Local Government Purchasing Card Program desires to obtain transaction data as well as overall card program information. The successful vendor should provide comprehensive reporting capabilities. The State desires to have a system that has the most reporting capabilities at all hierarchical program levels. The vendor should describe a detailed description of all reporting capabilities including, but not limited to: a) Transaction detail reports b) Decline reports c) Authorization reports d) Non-activation reports e) Delinquency reports f) Credit line in use reports g) Account re-issue reports h) New account reports i) Control and sub account reports 3.19 Goal/Objective 19 Implementation Plan The vendor s transition and implementation plans are extremely important. The implementation team should be available during normal business hours. The vendor should describe the implementation plan and should include, but is not limited to, the following: a) An overall summary of the implementation plan b) The timeline for implementing the purchasing card program c) The tasks to be performed and responsible parties Page 13

15 d) All customer support that will be provided during implementation such as onsite support, technical assistance, user manuals, web-based training, etc. e) The process for adding new cardholders, billing accounts and coordinators during transition if different than the applicable sections above f) Names of the proposed on-site implementation team members g) Resumes and experience of the proposed team members h) The man-hours required to complete the transition within identified timelines i) Any other information necessary to understand the implementation of the proposed system j) Expansion of payment capabilities through additional card platform tools k) A plan to expand the program 3.20 Goal/Objective 20 Training The State s Local Government Purchasing Card Program desires a vendor that has the capability to train at all levels, from the Local Government Purchasing Card staff to the entity level coordinators. The vendor should describe the Training considerations including, but not limited to: a) Updates and training about technology changes b) Updates and training about purchasing card rules and regulations affecting the Local Government Purchasing Card Program c) Updates and training about changes within the financial institution that affect the Local Government Purchasing Card Program d) The updated training about best practices and current emerging technologies. Please include educational training for Local Governments about new products, services and industry trends as well as networking with both domestic and international peers. e) Supplements to the existing training programs of the Auditor s Office. The Auditor s Office reserves the right to deploy and use vendor-provided training programs on the Auditor s Office web site or any other web site or server by which the training programs are distributed for the Local Government Purchasing Card Program Goal/Objective 21 Emergency Purchasing Cards The State s Local Government Purchasing Card Program currently utilizes Emergency Purchasing Cards for federal or state declared emergencies. Describe the process for the deployment and use of this type of card activity on a 24 hour/7 day per week basis Goal/Objective 22 Disaster Recovery Plan The vendor should describe its disaster recovery plan in detail and indicate the length of time required to restore full service assuming that the vendor s primary operation site is unavailable due to either man-made or natural disaster. Page 14

16 3.23 Goal/Objective 23 Liability Each Local Government is liable for all valid transaction not exceeding the single purchasing card transaction limit which are initiated within the control restrictions in effect at the time of the transaction. The State s Local Government Purchasing Card Program shall not accept liability for unauthorized use of purchasing cards, fraudulent use, or lost or stolen cards that are reported in accordance with the successful vendor s policies. The vendor should describe how it handles unauthorized/fraudulent use or lost/stolen cards procedures Goal/Objective 24 Card Brand The State s Local Government Purchasing Card Program may desire to select the card brand if multiple brands are offered by the financial institution. The vendor must submit a separate proposal for each card brand Goal/Objective 25 Additional Items The vendor should describe available options or methods for the following areas of interest to the State s Local Government Purchasing Card Program: a) Services available to aid participating entities with conversion from their current operation to the vendor s proposed system b) Electronic notifications, i.e. mobile, , online c) International card usage d) Ongoing support Section IV Mandatory Requirements The following mandatory requirements must be met by the Vendor as a part of the submitted proposal. Failure on the part of the Vendor to meet any of the mandatory specifications shall result in the disqualification of the proposal. The terms must, will, shall, minimum, maximum, or is/are required identify a mandatory item or factor. Decisions regarding compliance with any mandatory requirements shall be at the sole discretion of the State Auditor s Office. 4.1 Requirement 1: Card Issuance Card Issuance requires the approval of the State Auditor s Office. The successful vendor will incur all costs associated with card issuance. Page 15

17 4.2 Requirement 2: Card Format/Design It is mandatory that the vendor provide customized card designs created specifically and exclusively for the State of West Virginia Local Government Purchasing Card Program. Examples include, but are not limited to: a) The phrase FOR OFFICIAL USE ONLY on the face b) The phrase TAX EXEMPT and each entities unique tax exempt number embossed or otherwise placed on the face of the card c) The successful vendor s toll-free telephone number for reporting a card lost or stolen printed on the back of the card d) Custom background on the face of the card. 4.3 Requirement 3: Card Controls and Restrictions It is mandatory that the State Auditor s Office and participating entities have the ability to place account controls and restrictions on any card under the purchasing card program at various hierarchy levels. The vendor is to describe the controls and restrictions they have available. Such controls and restrictions shall include the following: a) The ability to use or restrict card access for cash or cash-like products b) MCC group templates c) Vendor blocking d) Single per transaction dollar limits e) Number of purchasing card authorizations per day f) Number of purchasing card authorizations per billing cycle/month g) Temporary card maintenance based on date parameters h) Dollar limits per day i) Dollar limits per billing cycle/month j) Dollar limits per cardholder 4.4 Requirement 4: Fraud Detection A robust and effective fraud detection system is mandatory for the purchasing card program. The State s Local Government Purchasing Card Program desires to have a vendor with a system that will alert the State of any possible fraudulent transactions and desires a process to alert entity level card management personnel and to investigate suspect transactions for fraud or misuse. Vendor should provide a description of how their proposed fraud system operates. 4.5 Requirement 5: Cardholder Information The successful vendor shall not sell or distribute a list of participating entity s addresses, cardholder names and addresses, or any other information to any person, firm, or other entity for any purpose. Page 16

18 Additionally, the vendor shall not contact individual cardholders for any purpose not directly related to the use of the local government purchasing card. Please confirm compliance. 4.6 Requirement 6: Contact Information The successful vendor must provide customer service to the State Auditor s Office Local Government Purchasing Card Division and entity Purchasing Card Coordinators as designated by the State Auditor s Office. Please address personnel assignments, hours of availability, methods of access to personnel and account information and response times. a) 24/7/365 Customer service call center and technical support available to program coordinators and cardholders b) Dedicated account representative(s) for the State s normal business hours c) Emergency contacts 4.7 Requirement 7: Lost/Stolen Cards and Account Closures Neither the State of West Virginia nor the participating Local Government entities are liable for charges related to card misuse which post to an account that are properly reported to the financial institution in accordance with program requirements. 4.8 Requirement 8: Data Transmission The successful vendor must have a process to provide secure data transmission of its accounts and transaction activity to multiple points as designated by the State Auditor s Office. The data transmission and frequency shall include, but are not limited to: a) All data fields available in the transaction output from the card processor b) Any data associated will account transactions c) Transaction activity for all accounts at least once per bank processing day d) Quarterly transaction activity broken down by individual entity with any available information on transactions processed at reduced interchange rates 4.9 Requirement 9: Rebate Documentation The State Auditor s Office requires the vendor to provide the backup documentation for the rebate earned at a minimum of the master account level. The vendor shall show any rebate withheld because of failure to meet payment due date requirements or applicable fees at the same level. The State assumes any applicable cash advance or foreign transaction fees will be charged and billed to the associated card account. Page 17

19 Section V Oral Presentations Oral Presentations: During oral presentations, Vendors may not alter or add to their submitted proposal, but only clarify information. A description of the materials and information to be presented is provided below: 5.1 Materials and Information Required at Oral Presentation: It is highly desirable to view an actual software demonstration of an entire card process from the creation of a new cardholder through transfer of the cardholder s transaction into an accounting system; to include cardholder as well as administrator functions and capabilities. Vendors will have a strict three (3) hour time period to present their software product(s), which may include, but are not limited to, the following features. Vendors are free to present any additional software feature they feel would further meet the needs of the State s Local Government Purchasing Card Program within their 3-hour period. Administrative Features such as set-up/maintenance for: o New cardholders o New billing accounts o Program Coordinators, Department Coordinators, Reviewers, etc. o Roles/Responsibilities o Hierarchy o Number of hierarchies available o Hierarchy changes; adding or deleting hierarchy points o Card demographic information o Card single transaction and monthly limits o MCC templates o Temporary card limit increases/decreases o Real-time capabilities o Audit trail capabilities Reporting: o Standard transaction reports o Ad hoc reporting capabilities o Location of reports (different reporting systems or self-contained) o Hierarchy reporting o Cardholder reporting o Fleet reporting o All available data fields, i.e. Level 2 or 3 data, line item detail, etc. Page 18

20 Section VI o 1099 reporting to identify usage that qualifies for 1099 issuance Transaction Review/Editing o Search by capabilities (hierarchy, cardholder, coded, approver reviewed/approved, merchant, amount, etc.) o Line item/fund allocation (creating customized fields, extract file templates, etc.) o Split funding o Approval levels o Number of screens per transaction review o Default allocations o Data mapping Additional Software Capabilities o Import/Export functions o Virtual Cards/Single Use Accounts o Audit/Monitoring o Mobile Technology including notifications, receipt attachment, etc. Vendor Proposal 6.1 Economy of Preparation: Proposals should be prepared simply and economically providing a straightforward, concise description of the Vendor s abilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of the content. 6.2 Incurring Cost: Neither the State nor any of its employees or officers shall be held liable for any expenses incurred by any Vendor responding to this RFP, including but not limited to preparation, delivery, or travel. 6.3 Proposal Format: Vendors should provide responses in the format listed below: Title Page: State the RFP subject, number, Vendor s name, business address, telephone number, fax number, name of contact person, address, and Vendor signature and date. Table of Contents: Clearly identify the material by section and page number. Section A: Within the attached response sheet (Section A: Vendor Response Sheet), provide the following: information regarding their firm, such as staff qualifications and experience in Page 19

21 completing similar projects; references; copies of any staff certifications or degrees applicable to this project; proposed staffing plan; descriptions of past projects completed detailing the location of the project, project manager name and contact information, type of project, and what the project goals and objectives were and how they were met. Section B: Provide a response for a) Organizational Experience/Size b) Eligibility of Vendor c) Organizational Structure in Relation to Scope of Work and d) Financial Information. A detailed description is contained in Section 2.3. Section C: Complete Mandatory Requirements. The State reserves the right to require documentation detailing how each is met at its discretion. Section D: Financial/Revenue Proposal. The vendor should provide an annual rebate plan to the State of West Virginia based on the aggregate volume of purchases from all entities during a standard payment cycle and, if applicable, based upon increasing dollar and rebate tiers. Tiers should clearly indicate rebate percentages and any changes in rebate percentages related to payments made by a specified grace period date. Grace period dates shall either be 15 or 25 days. Additionally, if varying rebates are offered based on categories of spend (preferred vendors, large ticket items), timing, frequency of payments, and/or partial payments, those differences should be thoroughly explained. The vendor shall provide a complete listing of any general products fees and charges (including interest charges) with a brief description and the dollar amount or interest percentage associated with the fee or charge. Oral Presentations: All Vendors participating in this RFP will be required to provide an oral presentation, based on the criteria set in Subsection Six of Section Four: Project Specifications. During oral presentations, Vendors may not alter or add to their submitted proposal, but only to clarify information. 6.4 Proposal Submission: Proposals must be received in two distinct parts: technical (Sections A, B and C) and financial/revenue (Section D). Technical proposals must not contain any financial/revenue information relating to the project. Financial/Revenue proposal shall be sealed in a separate envelope and will not be opened initially. All proposals must be submitted to the West Virginia State Auditor s Office prior to the date and time stipulated in the RFP as the opening date. All bids will be dated and time stamped to verify Page 20

22 official time and date of receipt. All submissions must be in accordance with the provisions stipulated in the Section V. 6.5 Technical Bid Opening: The West Virginia State Auditor s Office will open only the technical proposals received prior to the date and time specified in the Request for Proposal. The technical proposals shall then be forwarded to the Agency evaluation committee. 6.6 Financial/Revenue Bid Opening: The West Virginia State Auditor s Office shall schedule a date and time to publicly open and announce financial/revenue proposals when the West Virginia State Auditor s Office has approved the technical recommendation of the evaluation committee. All financial/revenue bids for qualifying proposals will be opened at the date, time, and location specified in Section 1.3 in the Request for Proposal. Financial/revenue bids for non-qualifying proposals will also be opened but shall not be considered. A proposal may be deemed non-qualifying for a number of reasons including, but not limited to, the vendor s technical proposal failing to meet the minimum acceptable score and the vendor s technical proposal failing to meet a mandatory requirement of the contract. SECTION VII: EVALUATION AND AWARD 7.1 Evaluation Process: Proposals will be evaluated by a committee of three (3) or more individuals designated by the West Virginia State Auditor s Office. The Vendor who demonstrates that they meet all of the mandatory specifications required; and has appropriately presented within their written response and/or during the oral demonstration their understanding in meeting the goals and objectives of the project; and provides a viable financial/revenue solution will be considered and evaluated by the committee. The selection of the successful Vendor will be made by a consensus of the evaluation committee. 7.2 Evaluation Criteria: The following are the evaluation factors and maximum points possible for technical point scores: Section A, B, and C - Project Specifications (35) Points Possible Oral Presentation (25) Points Possible Section D - Financial/Revenue Proposal (40) Points Possible Total 100 Points Possible Page 21

23 Vendor Response Sheet SECTION A: Provide a response regarding the following: firm and staff qualifications and experience in completing similar projects; references; copies of any staff certifications or degrees applicable to this project; proposed staffing plan; descriptions of past projects completed entailing the location of the project, project manager name and contact information, type of project, and what the project goals and objectives were and how they were met. SECTION B: Provide a response for a) Organizational Experience/Size b) Eligibility of Vendor c) Organizational Structure in Relation to Scope of Work and d) Financial Information. A detailed description is contained in Section 2.3. SECTION C: List project goals and objectives contained in Section3: 3.1 Goal/Objective 1 Transaction Volumes 3.2 Goal/Objective 2 Worldwide Transactions 3.3 Goal/Objective 3 Billing Accounts 3.4 Goal/Objective 4 Cardholder Account Maintenance 3.5 Goal/Objective 5 Account Statement Delivery 3.6 Goal/Objective 6 Entity Billing/Payment Cycle 3.7 Goal/Objective 7 Rebate Calculations and Fees and Charges Page 22

24 Vendor Response Sheet 3.8 Goal/Objective 8 Program Optimization 3.9 Goal/Objective 9 Card Issuance 3.10 Goal/Objective 10 Physical Card Issuance and Time Factors 3.11 Goal/Objective 11 Card Format/Design 3.12 Goal/Objective 12 Card Controls and Restrictions 3.13 Goal/Objective 13 Lost/ Stolen Cards, Unauthorized/Fraudulent Transactions, Time Requirements, and Procedures 3.14 Goal/Objective 14 Changes in Program Coordinators 3.15 Goal/Objective 15 Disputed Items and Credits 3.16 Goal/Objective 16 Secure Data Transmission 3.17 Goal/Objective 17 Software Solutions 3.18 Goal/Objective 18 Program and Transaction Data Reports Page 23

25 Vendor Response Sheet 3.19 Implementation Plan 3.20 Goal/Objective 20 Training 3.21 Goal/Objective 21 Emergency Purchasing Cards 3.22 Goal/Objective 22 Disaster Recovery Plan 3.23 Goal/Objective 23 Liability 3.24 Goal/Objective 24 Card Brand 3.25 Goal/Objective 25 Additional Items Section D: Please address the vendor s ability to meet the mandatory requirements stipulated in Section IV. 4.1 Requirement 1: Card Issuance 4.2 Requirement 2: Card Format/Design 4.3 Requirement 3: Card Controls and Restrictions Page 24

26 Vendor Response Sheet 4.4 Requirement 4: Fraud Detection 4.5 Requirement 5: Cardholder Information 4.6 Requirement 6: Contact Information 4.7 Requirement 7: Lost/Stolen Cards and Account Closures 4.8 Requirement 8: Data Transmission 4.9 Requirement 9: Rebate Documentation Page 25

27 APPENDIX A Entity Type and Spend Volume of Local Government Purchasing Card Program Entity Type Number of Entities Participating Fiscal Year Ending June 30, 2017 Spend Volume Airport Authorities 4 $ 407,907 Ambulance Authorities 6 485,209 Board of Education ,602,926 County Commissions 50 27,645,530 Economic Development Authorities 3 143,828 Health Departments 36 3,056,855 Municipalities ,481,384 Parks and Recreation 2 249,978 Public Libraries ,729 RESA 6 2,821,613 Sanitary Boards 7 585,550 Solid Waste Authorities ,100 Career & Techical Institutes 2 139,879 Transit Authorities 5 469,235 Utility Boards 6 875,142 Water Boards 4 252, $ 178,673,141 Page 26

28 APPENDIX B Historical Financial Information Fiscal Year Ending June 30, Spend Volume Spend Increase (%) from Preceding Year Number of Transactions Average Dollar ($) Amount Per Transaction 2010 $ 16,413,307 N/A 42,455 $ $ 30,773, % 78,138 $ $ 51,075, % 116,462 $ $ 84,437, % 171,446 $ $ 124,567, % 231,861 $ $ 141,843, % 260,017 $ $ 164,168, % 300,328 $ $ 178,671, % 333,054 $ * $ 177,078, % 309,218 $ Total Cardholders and Types of Cards as of 3/26/2018) BOES Other Governments Entire Program Purchasing Cards 1,869 2,758 4,627 Declining Balance 1, ,265 Ghost Accounts Fleet Cards 355 1,540 1,895 Non-employee Totals 3,571 4,503 8,074 * Through April 30, 2018 Page 27