Doc P-Card Services Provider RFP

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1 1 of 9 2/29/2016 4:55 PM Go To Dashboard Help Keith Haran Doc P-Card Services Provider RFP Prev Next Exit On this page you create the information that participants will read and respond to during events. Add different types of More All Content [filter] Display: Edit Item Actions Name 1 Scope and Objectives of the Event 1.1 Responsibility for management of the University s travel and procurement card activities is with the Accounts Payable and Payroll Office which is in the Comptroller s department of the University s Office of Financial Affairs, reporting to the Vice President, Chief Financial Officer and Treasurer. The University's Office of Financial Affairs has recently completed a comprehensive evaluation of its travel policy and procedures, and as a result of this review has contracted with Concur to implement a travel expense management system. Currently, University employees generally use either their own credit cards or personal liability Diner s Club cards to pay for their travel and business expenses and reimbursement is through a traditional paper based system. With implementation of the new system, the University s goal is to achieve significant improvements in business process efficiency and cost, with broad adoption and usage of the automated Concur system. The objective of this RFP is to solicit proposals for a corporate liability card program that will be implemented in conjunction with the Concur project. The project timeline for the Concur/travel card project anticipates completion of system development, testing, training, and a pilot program on or before September 1, The following data provide an estimate of the University s current annual travel activity and spending. Note that these figures are estimates only, and should not be construed as an indication of any minimum annual volumes. A major goal of the new travel system is to enhance the University s ability to access accurate University wide travel/spend data. Annual travel and entertainment spend: $19,500,000 Annual domestic T&E spend: $17,000,000 Annual foreign T&E spend: $2,500,000 Number of domestic travelers: 4,300 Number of international travelers: 700 The University also has a procurement card program, currently with American Express. The procurement card is not within the scope of this RFP, but the possibility of combining the procurement card and travel card programs will likely be considered at a future date. Current annual procurement card volume is in the $10 million range. 2 Vendor Contact Information Please enter contact information for the primary respondent to this RFx and confirm that this individual will be the primary contact for clarifications, questions, etc. for this RFx process. 2.1 Contact Name 2.2 Title 2.3 Telephone 2.4 address

2 2 of 9 2/29/2016 4:55 PM Terms of Use Security Disclosure Privacy Statement Cookie Statement Participant Terms Ariba Inc. All Rights Reserved 2.5 Mailing/Shipping address 2.6 Confirmation that this individual is the primary contact for all clarifications, questions, etc. for this RFx process. 3 Corporate Information and Company Background 3.1 Full company name 3.2 Federal taxpayer identification number 3.3 Select the categories that describe your company. 3.4 Provide the following financial information: Brief description of company business/ history Summary information on current financial profile Most recent annual report Public debt ratings 3.5 Is your company currently for sale or involved in any transaction to expand through acquisition or merger or to become acquired by another business entity? If yes, please explain. 3.6 Do you currently supply any products and/or services to Boston University? If yes, please provide a list of the product and/or service and the estimated value. 4 Industry Presence and Experience 4.1 Briefly comment on your company presence/experience selling commercial card services? 4.2 How many years has your company been selling commercial card services to clients similar to Boston University? 4.3 What are your niche segments in the commercial card market? 4.4 Overall, how many active client cards do you have in the market? Please breakdown your card data by type (i.e. T&E, PCard, combined) 4.5 Please provide similar card data by type for your higher education client base. 4.6 Please comment on any partnership or business alliance that supports your card business. 5 Describe a recent large-scale corporate liability travel card program conversion or implementation that your company has successfully undertaken, preferably in higher education, that was integrated with Concur. 6 Vendor References List 3 references of companies or institutions comparable to Boston University for which your company currently provides travel card services. Indicate the institution's ERP system provider, if the card services are integrated with the Concur travel management system and the length of the relationship. Include the contact information and name for the main point of contact.

3 6.1 Reference 1: 6.2 Reference 2: 6.3 Reference 3: 6.4 Please list your three largest domestic primary competitors in this product or service area. 6.5 Provide contact information for one major account that your company has lost to a competitor in the last twelve months. Describe the reasons why you lost the account. 7 Program Management 7.1 Identify what platforms (Visa, MasterCard, AMEX, or other) your program employs. Why? If more than one is used, which would you recommend for Boston University's program and why? 7.2 Can your company provide a custom card? A custom card is defined as a card that includes the University's logo and/or a background image and/or school color. 7.3 The University requires an online new card application that is hosted entirely on your company's website and is a web-based application (HTML, etc.). Can your company meet this requirement? 7.4 With which computer platforms and Internet browsers is your online new card application compatible? 7.5 Identify whether your company's online new card application can accommodate custom field labels so the University can use familiar terms such as Department Name, Room Number, Fund Code, Campus instead of traditional labels used by corporations. 7.6 Does your company's online new card application have the functionality to require certain fields to be specific in character length (no more, no less)? Also, identify if the online application can produce an error message if applications do not meet required specifications (missing field, etc.). 7.7 Does your online new card application accommodate and electronically route to two levels of online approval? Explain the functionality for online approval workflow. 7.8 Can your online new card application workflow accommodate a pre-populated list of approvers in a drop-down menu determined by cost center? 7.9 Is your company's account administration tool hosted by your company and is it a web-based application? If no, please explain Identify and provide a description of all of the tasks that can be performed by an individual cardholder and/or by the University Program Administrator on your company's account administration site Confirm whether or not a University Program Administrator can add comments in a memo field when changes are made online According to industry best practices, how much time (weeks, months) should cardholders have to reconcile their expenses? How long should delinquent accounts be permitted before terminating card privileges? 3 of 9 2/29/2016 4:55 PM

4 4 of 9 2/29/2016 4:55 PM 7.13 Identify the number of years that cards remain valid Do your cards function in the same way in both the U.S. and all international markets? If not, please explain How can your travel card program assist the University with tax tracking and recovery? For example: Domestic tax European VAT Vehicle (fuel) tax 8 Spending Limits/ Cash Management Options 8.1 List any pre-set spending restrictions associated with your travel and entertainment card program. 8.2 Are these spending limits customizable by cardholder, by cost center or by any other differentiators? 8.3 Are spending limit tiers allowed and, if so, how many tiers can be implemented? 8.4 Do you allow for cards to be maintained with a zero balance until the cardholder travels and requests the University Program Administrator to increase their limit? 8.5 To help the University understand how your card program can help maintain the appropriate level of control on spending within its organization, check the box next to the control type if your program would allow the University to customize the control. Maximum transaction size Transaction frequency (day, week, month) Maximum transaction dollar volume (per day, week, month) Monthly credit limits Total balance (high credit limit) Restriction by merchant category groups Restriction by Merchant ID Group limits for card pools or organizations within the program 8.6 Explain how en-route travel cardholders who have exceeded their spending limits are serviced by your company for travel-related transactions needed during non-business hours. Assume the University Program Administrator is not available. 8.7 Describe all cash management options available to the University's travelers ( e.g. ATM, traveler checks, etc.). Can the University pre-set ATM limits by cardholder, by cost center or by any other differentiators? 8.8 Does your company's travel card program offer different levels of cards that offer extra privileges for travelers, for example VIP cardholders? 9 Fraud/ Liability 9.1 Identify under what circumstances the University would be liable for fraudulent charges on a travel card.

5 5 of 9 2/29/2016 4:55 PM 9.2 What happens if unauthorized charges are incurred before a card is reported missing? 9.3 Provide statistics on fraud associated with your travel card program covering the last three years. 9.4 Does your company actively screen transaction activity for fraud? Explain your screening process. If your answer is "no", is this capability planned for future implementation and, if so, when? 9.5 Describe the security features we can expect from your cards. 9.6 Do your cards have chip and pin security features? If your answer is "no", is this capability planned for future implementation and, if so, when? 9.7 Explain how you will ensure that Boston University is protected from unauthorized charges. Describe your security provisions regarding unauthorized/fraudulent charges. 10 Dispute Resolution 10.1 What options are available to cardholders for disputing a transaction (e.g. phone, online, etc.) 10.2 Identify the timeline cardholders are given to dispute a charge (weeks, months, etc.) Identify your company's average number of calendar days between submittal of a dispute and resolution. What tools do you utilize to track this metric? Describe how the cardholder and/or the Program Administrator are notified of the dispute results. 11 Card Acceptance 11.1 Describe the acceptance of your cards in the U.S. and abroad. Indicate which countries accept your credit card and the extent of ATM availability to facilitate cash withdrawals Identify the cities and countries in which your card is NOT accepted How do you define card acceptance and how do you calculate card acceptance figures? 11.4 Describe your company's strategy for incorporating merchants/suppliers that do not currently accept your travel card. How can your company assist the University with coverage gaps if any are discovered? 12 Customer Support 12.1 Confirm that your company provides customer service 24 hours a day, 7 days a week, including major holidays. If you cannot provide this level, specify your hours per day, days per week and holiday exclusions Provide brief biographies for the following: Employee who will have day-to-day operational responsibility for the University's account Employee who will have principal managerial oversight of the University's account

6 6 of 9 2/29/2016 4:55 PM 12.3 Describe your customer service capabilities for the following: Toll-free or collect number phone access Cardholder complaints 12.4 How will our cardholders be supported while traveling overseas? 12.5 Describe other services available to cardholders while traveling Describe your company's emergency and after-hours support available for our cardholders in the U.S. and abroad Describe how cardholders obtain replacement cards while traveling in the U.S. and abroad Describe your process for escalating any service and contract issues. 13 Technology 13.1 Confirm that your company's travel and entertainment card system can be fully and seamlessly integrated with the Concur travel expense management system Is any customized programming required to accomplish the interface with Concur? 13.3 Confirm that your company can provide Boston University and Concur with a testing environment to test data exchange during implementation How do you ensure the accuracy and integrity of captured data? 13.5 How do you ensure data privacy? Describe your compliance with data privacy laws What is the frequency of feeding credit card data to Concur? 13.7 Describe your procedures for ensuring that your technology systems function properly. What resources do you provide to support your technology tools? 13.8 Provide examples of system interruption and downtime. Include total system downtime with the examples Describe your company's disaster preparation and recovery plans including timeframe to become fully operational after a disaster. Explain how you would provide system backup. 14 Implementation and Training 14.1 Describe your implementation process for the Boston University travel and entertainment card program Will Boston University be assigned a dedicated implementation team? Will the implementation team remain actively engaged after initial program set-up? If yes, for how long and to what extent? 14.3 Attach an implementation schedule including tasks, action owners and projected timeframe for completion of each task. Tasks must include testing of technology environment and a pilot program. Attach a file 14.4 Indicate what resources, if any, will be required from Boston University and describe the role/involvement of University personnel.

7 7 of 9 2/29/2016 4:55 PM 14.5 Discuss any challenges/obstacles associated with effective and timely implementation and recommended steps to avoid these obstacles Describe the training resources that you can provide. What initial training do you provide for Program Administrators and for cardholders? What initial training do you recommend? 14.7 Specify where Program Administrator training is held and how many Program Administrators the training will accommodate What guidance can your company provide during the implementation process with regard to phasing out of the current Diner's Club personal liability cards? What are the industry best practices for transitioning easy cardholders? 15 Audit and Reporting 15.1 What reports are available to the University through the online program administration site? Indicate which reports are available to the University Program Administrator and/or the cardholder How frequently can reports be generated? 15.3 Can reports be generated for various levels or groups of our organizational structure? List options for report distribution to managers, financial administrators and cardholders Can reports be generated for various time frames or accounting periods? 15.5 Is historical information available? If so, how far back is the information available? 15.6 Are reports capable from the online site? 15.7 Describe your options for customized reporting and stipulate how often they can be generated Provide samples of the most commonly requested reports. Attach a file 16 Statements 16.1 Identify the number of months statement are online. Once statements are no longer available, explain how they can be obtained Do foreign currency conversions post on online statements? 16.3 Describe how foreign currency is reported and how exchange rates are set when processing foreign charges Do ATM service fees for both the issuing and servicing banks post on online statements? 16.5 Does a merchant's level 2 and 3 data, assuming such data is provided, post on online statements? 16.6 What billing cycle start dates are available to the University? 16.7 Can you reproduce lost charge slips? What is the typical turn-around time? 17 Loyalty Programs

8 17.1 Describe options for loyalty programs and explain how they are funded. 18 Account Performance 18.1 How will your company track and measure its performance with respect to our account? 18.2 Do you monitor performance indicators? If so, what key performance measures do you track? 18.3 How will performance information be communicated to Boston University? 19 Invoicing and Billing Capabilities 19.1 It is Boston University's intention to receive invoices via paper or electronic means, at the University's option. Do you agree to this requirement? 19.2 Please attach a sample invoice. Attach a file 19.3 Describe options for billing and billing cycles Describe how advances and ATM transactions are handled with respect to billing and how they fall into the billing cycle Are advances and ATM transactions treated differently than other charges with respect to interest costs in the billing cycle? 20 Insurance 20.1 Boston University requires its service providers to maintain the attached minimum insurance. Do you agree to maintain these requirements if you were to be awarded this business? References 20.2 Describe any insurance options available to cardholders (baggage, car rental, etc.). 21 Financial Incentives and Program Costs 21.1 Using the attached workbook, provide the following: Incentives: propose basis points based on noted annual spend volumes and DSO Program Costs Proforma: project the University's total annual revenue based on the scenario provided References Attach a file 21.2 In any given year, if the University's average DSO for the total program is less than 45 days, what additional speed-of-pay incentive rate will you apply for each day less than 45 days? 21.3 Are there any transaction types that are excluded from incentives? 21.4 Do you agree to absorb losses due to fraud so that the losses do not impact the University's financial incentives? 21.5 Do you agree to offer Boston University a signing bonus? If yes, state the amount and any associated conditions. When would this bonus be payable to the University? 21.6 Do you agree to offer Boston University retention bonuses? If yes, state the amount and associated conditions. When would these bonuses be payable to the University? 8 of 9 2/29/2016 4:55 PM

9 9 of 9 2/29/2016 4:55 PM 21.7 Identify any other financial incentives that you are willing to offer to Boston University. 22 Conclusion 22.1 List the five most compelling reasons why Boston University should select your proposed travel and entertainment card program Thank you for your response and for your interest in doing business with Boston University. Add Edit Delete Excel Import (*) indicates a required field Prev Next Exit