The following Definitions are highlighted from , Florida Statutes, for both clarity and the convenience of the vendor community.

Transcription

1 Attachment 1: Definitions Invitation To Bid Request For Proposal Invitation To Negotiate No. ITN V Purchasing Card Services 1 Solicitation Definitions This document contains the definitions for the Competitive Solicitation numbered ITN V for Purchasing Card Services and shall apply to any resultant Contract as follows: 2 Highlighted Existing Definitions The definitions found in of the Florida Statutes, Rule 60A of the Florida Administrative Code, the Form PUR 1000, and the Form PUR 1001 are incorporated by this reference and shall apply to any agreement created pursuant to this Solicitation. 2.1 Florida Statute Definitions The following Definitions are highlighted from , Florida Statutes, for both clarity and the convenience of the vendor community. a) Agency - Any of the various state officers, departments, boards, commissions, divisions, bureaus, and councils and any other unit of organization, however designated, of the executive branch of state government. Agency does not include the university and college boards of trustees or the state universities and colleges (1), Florida Statutes b) Commodity - Any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other personal property, including a mobile home, trailer, or other portable structure with floor space of less than 5,000 square feet, purchased, leased, or otherwise contracted for by the state and its agencies (5), Florida Statutes c) Competitive Solicitation or Solicitation- The process of requesting and receiving two or more sealed bids, proposals, or replies submitted by responsive vendors in accordance with the terms of a competitive process, regardless of the method of procurement (6), Florida Statutes d) Contractor - A person who contracts to sell Commodities or Contractual Services to an Agency (7), Florida Statutes e) Contractual Service - The rendering by a contractor of its time and effort rather than the furnishing of specific Commodities. The term applies only to those services rendered by individuals and firms who are independent contractors, and such services may include, but are not limited to, evaluations; consultations; maintenance; accounting; security; management systems; management consulting; educational training programs; research Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 1 of 7

2 and development studies or reports on the findings of consultants engaged thereunder; and professional, technical, and social services (8), Florida Statutes f) Department - The Department of Management Services (9), Florida Statutes g) Eligible User Any person or entity authorized by the Department pursuant to rule to purchase from State Term Contracts or to use the online procurement system (11), Florida Statutes h) Invitation to Bid - A written or electronically posted solicitation for competitive sealed bids (15), Florida Statutes i) Invitation to Negotiate - A written or electronically posted solicitation for competitive sealed replies to select one or more vendors with which to commence negotiations for the procurement of Commodities or Contractual Services (16), Florida Statutes j) Request for Proposals - A written or electronically posted solicitation for competitive sealed proposals (22), Florida Statutes k) State Term Contract - A Term Contract that is competitively procured by the Department pursuant to section , Florida Statutes, and that is used by Agencies and Eligible Users pursuant to section , Florida Statutes (27), Florida Statutes l) Term Contract - An indefinite quantity Contract to furnish Commodities or Contractual Services during a defined period (28), Florida Statutes 2.2 Florida Administrative Code Definitions The following Definition is highlighted from Rule 60A-1.005, Florida Administrative Code, for both clarity and the convenience of the vendor community. a) Eligible User - The following entities are Eligible Users: (1) All governmental agencies, as defined in Section , F.S., which have a physical presence within the State of Florida; (2) Any independent, nonprofit college or university that is located within the State of Florida and is accredited by the Southern Association of Colleges and Schools. Rule 60A-1.005, FAC 2.3 Form PUR 1000 Definitions The following Definitions are highlighted from Form PUR 1000 for both clarity and the convenience of the vendor community. a) Customer - The State agency or other entity identified in a contract as the party to receive Commodities or Contractual Services pursuant to a contract or that orders Commodities or Contractual Services via Purchase Order or other contractual instrument from the Contractor under the Contract. The Customer may also be the Buyer as defined in the PUR 1001 if it meets the definition of both terms. b) Product - Any deliverable under the Contract, which may include commodities, services, technology or software. Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 2 of 7

3 c) Purchase Order - The form or format a Customer uses to make a purchase under the Contract (e.g., a formal written purchase order, electronic purchase order, procurement card, Contract or other authorized means). 2.4 Form PUR 1001 Definitions The following Definitions are highlighted from Form PUR 1001 for both clarity and the convenience of the vendor community. a) Buyer - The entity that has released the solicitation. The Buyer may also be the Customer as defined in the PUR 1000 if that entity meets the definition of both terms. b) Procurement Officer - The Buyer's contracting personnel, as identified in the Introductory Materials. c) Respondent - The entity that submits materials to the Buyer in accordance with these Instructions. d) Response - The material submitted by the Respondent in answering the solicitation. e) Timeline - The list of critical dates and actions included in the Introductory Materials. 3 Solicitation Specific Definitions The following Solicitation Specific Definitions are defined for this Solicitation. If any Solicitation Specific Definitions modify or replace the Highlighted Existing Definitions incorporated in Section 2 of this Attachment 1, the Solicitation Specific Definitions shall control. a) Acceptance - A written notification that a Deliverable has been reviewed and is judged by the PMO to meet the Acceptance Criteria, as augmented by other Deliverables and amended from time to time, in writing, by the parties. b) Acceptance Criteria - Performance requirements and essential conditions contained in Attachment 12, Schedule of Deliverables that Deliverables are evaluated against before they are given Acceptance or Rejection. c) Accepted Deliverable - A Deliverable which has been granted Acceptance. d) Accounting Data Element (Un-Validated) - A field, required for FLAIR processing, containing data entered by an Approver, that must be stored in a database and transmitted in the Payment Settlement file as part of an Accounting Entry. e) Accounting Data Element (Validated) - A field, required for FLAIR processing, containing data entered by an Approver, and validated against Accounting Data Elements provided in the FLAIR Data Validation File, that must be stored in a database and transmitted in the Payment Settlement file as part of an Accounting Entry. f) Accounting Entry - A series of Accounting Data Elements, both validated and unvalidated, transmitted to DFS in the Payment Settlement File, that is required by FLAIR to process payment against a Transaction. g) Administrator - A Solution User that has electronic rights and permission to alter Card/Account and Program settings in the Solution. Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 3 of 7

4 h) Approver or Approver/Group - A Solution User, or grouping of users, that has electronic rights and permission to approve, attach scanned copies of documentation to, or add Accounting Entries to, Transactions in the Solution. i) Automated Clearing House (ACH) Credit File - An electronic file, produced by FLAIR and transmitted to the State s treasury provider by DFS, which contains payment information and is used to settle account balances with the Contractor. j) Business Day - Monday through Friday, 8am to 5pm, inclusive, not including paid state holidays described listed in (1), Florida Statutes. k) Card/Account - An account, that is established and issued by the Contractor on behalf of the Eligible User, is associated with the Eligible Users Corporate Account, and which allows charges to be incurred for the purchase of Commodities and Contractual Services either in person using a plastic PCard or electronically using a series of unique identification numbers. l) Cardholder - An employee filling a position within a Eligible User s organization for whom a Card/account is established by the Contractor, upon request by the Purchasing Card Administrator in the Solution. A Cardholder is designated and authorized by the Eligible User to make purchases within preset limits, set by the Purchasing Card Administrator in the Solution, on behalf of the Eligible User. m) Charge - A purchase, credit, accounting correction, or other activity associated with any Eligible User Card/Account which creates a liability against a Eligible User s Corporate Account. n) Charge Data File - An electronic file containing line item level detail of all Agency transactions. The Charge Data File includes payment card industry standard Level 3 data, when available. o) Confidential Information - Information in the possession or under the control of the State, Respondent, or the Contractor that is exempt from public disclosure pursuant to Section I, Section 24 of the Constitution of the State of Florida; the Public Records Law, Chapter 119, Florida Statutes; or to any other provision of State or Federal Law that serves to exempt information from public disclosure. p) Contract - The agreement that results from this competitive solicitation, if any, between the Department and the vendor identified as providing the best value to the State. (This definition replaces the definition in the PUR 1000.) q) Contractor - A business entity which has been awarded a Contract by Department in accordance with a bid, proposal, or reply submitted by that entity in response to this solicitation. (This definition augments the definition found in (7), Florida Statutes) r) Corporate Account - A master account, established with the Contractor by the Eligible User, to which Transactions made by Card/Accounts held by Cardholders can be posted for payment. s) Correction Period - The amount of time, specified in a Notice of Deficiency, which the Contractor has to correct the identified failure in a Deliverable in order to meet the Acceptance Criteria. Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 4 of 7

5 t) Date of Delivery - The date, specified in Attachment 12, Schedule of Deliverables, on or before which, the Contractor shall submit a Deliverable for Delivery. u) Deliverable A tangible object, Commodity, or Contractual Service, produced for, or provided to, an Eligible User as the result of this Contract. v) Delivery - The submission of a Deliverable to the PMO for review and Acceptance or Rejection. w) Department of Financial Services (or DFS) - The Florida Department of Financial Services. x) The Department (or DMS) - The Florida Department of Management Services. y) Error Resolution - The set of informal and formal procedures established by the PMO and Key Personnel to resolve issues regarding Electronic Files. z) Final Acceptance - A written notification that an Electronic File or Service Deliverable has been reviewed and has been operating in production with all functionality and without any material deficiency for thirty (30) calendar days of full production. aa) FLAIR Data Validation File - An electronic file, transmitted to the Contractor by DFS, containing all information necessary for to the Contractor s Solution to validate required accounting (FLAIR) data elements. bb) Florida Accounting and Information Resource (FLAIR) - The State of Florida s accounting system used by all State Agencies. cc) Information Warehouse - A central repository of data which is created by integrating transaction data from FLAIR and the Contractor, maintained by DFS. dd) Interim Acceptance - Acceptance of an Electronic File or Service Deliverable s design and operational specifications as detailed in an Accepted Deliverable. ee) Late Delivery - has the meaning given in section 11.2 of Attachment 10, Special Contract Conditions. ff) Merchant - A vendor which accepts a Purchasing Card as payment for Commodities or Contractual Services. gg) Merchant Category Code (MCC) - A payment card industry standard code or classification assigned to a merchant by a card platform that is used to classify the merchant by the type of Commodities or Contractual Services it provides. hh) Merchant Category Code Group (MCCG) - An electronic grouping of Merchant Category Codes, created by Eligible Users in the Solution, which may be applied as a restriction or permission to a Card/Account. ii) Non-Conformance Damage(s) - The liquidated damages specified for each Deliverable that the Contractor is liable for pursuant to section 11.3 of Attachment 10, Special Contract Conditions. jj) Notice of Deficiency - The State s written statement to the Contractor which formally rejects a Deliverable and identifies items given in section of Attachment 10, Special Contract Conditions. kk) Operational Acceptance - Acceptance of an Electronic File or Service Deliverable s meeting the design and operational specifications as detailed in an Accepted Deliverable. ll) Other Eligible User (OEU) An Eligible User that is not an Agency. Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 5 of 7

6 mm) Payment Settlement File - An electronic file, transmitted to DFS by the Contractor, containing State of Florida accounting information for all participating Agency Transactions processed in the Contractor s Solution. The Payment Settlement File allows for verification of accounting controls in FLAIR before payment is made to the Contractor. nn) Payment Settlement Error File - An electronic file, transmitted to the Contractor by DFS, containing Agency Transactions in the Payment Settlement File that were rejected by FLAIR. oo) Program - The State of Florida Purchasing Card Program. pp) Project Management Office (PMO) - A collective entity composed of personnel from DFS and the Department. The PMO is the primary governance body for all changes to the Solution and Services provided under the Contract. qq) Purchasing Card (PCard) - A restricted use, non-revolving credit card that is issued to a Cardholder by the Contractor, is controlled by the Card/Account created by the Purchasing Card Administrator in the Solution, and which creates a liability against a Eligible User s Corporate Account. rr) Purchasing Card Administrator (OEU) - The designated representative from the Eligible User assigned the administration and management of the Eligible User s Program and the primary point of contact for the Contractor and the Eligible User. ss) Purchasing Card Administrator (Agency) - The designated representative of an Agency who works directly with the Statewide Purchasing Card Administrator and the Contractor on issues that relate to the Agency s Program. tt) Rejected Deliverable - A Deliverable which has been given Rejection. uu) Rejection - has the meaning given in section 5.3 of Attachment 10, Special Contract Conditions. m) Reply - A Response to an Invitation to Negotiate (16), Florida Statutes n) Review Cycle - A period of time, specified in Attachment 12, Schedule of Deliverables, associated with a Deliverable, during which the PMO is examining the Deliverable and determining if it meets the Acceptance Criteria. vv) Scanned Images File - An electronic file containing all images electronically attached or associated to Agency Transactions processed through the Contractor s Solution. ww) Services - Any deliverable or work, which may include Commodities or Contractual Services, performed by the Contractor under the Contract. xx) Solution - The Contractor s internet based and accessible software application, hosted and maintained by the Contractor, and used by Eligible Users to administer their participation in the Program. yy) State - The State of Florida. zz) State Data - Any data or information of or concerning the State that is provided to or obtained by the Contractor or Contractor personnel in connection with the negotiation and execution of the Contract or the performance of the Contractor s obligations under the Contract, including any such data and information that either: i. is created, generated, collected or processed by Contractor personnel in the performance of the Contractor s obligations under the Contract, including data Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 6 of 7

7 processing input and output, performance measurements, asset information, reports, third party contracts for Product, and the Contractor s charges to the Department, or ii. resides in or is accessed through the Department s operating environment or the Contractor s Service delivery infrastructure; as well as any data and information derived from the foregoing. aaa) Statewide Purchasing Card Administrator - The designated representative from DFS assigned the administration and management of the Program and the primary point of contact for the Contractor and all Agency Eligible Users. bbb) Subcontractor - A company or individual to which the Contractor delegates performance of any portion of the Services. ccc) Supporting Documentation - Any documentation, such as: receipts, invoices, Purchase Orders, or other documentation that serves as a written record or account justifying a Transaction. ddd) Transaction - A purchase, charge, credit, accounting correction, or other activity associated with any Eligible User Card/Account. eee) Unauthorized Removal - Removal of Key Personnel from their assigned roles in the Program without the prior, written approval to the PMO pursuant to section of Attachment 10. fff) Unauthorized Use - Any Transaction which is prohibited by State or Federal law, rules, procedures, or executive order; which is prohibited by mutual agreement between the Eligible User and the Contractor; which is fraudulently made by an unauthorized user; or which is made with a lost or stolen card. ggg) User - Any Eligible User employee who has electronic access to the Solution. Definitions Solicitation: Purchasing Card Services Solicitation No. ITN V Page 7 of 7

8 Attachment 2: Procurement Officer Invitation To Bid Request For Proposal Invitation To Negotiate No V Purchasing Card Services Procurement Officer The person named below is the Procurement Officer issuing the above listed solicitation. The Procurement Officer is the sole point of contact for information regarding this solicitation from the date of release of the ITN until the Contract award is made and announced in the Vendor Bid System. The Procurement Officer for this solicitation is: Matthew A. Christovich, PMP Associate Category Manager Division of State Purchasing Florida Department of Management Services 4050 Esplanade Way, Suite 360, Tallahassee, FL Phone: (850) Submitting Questions All questions regarding the content of this solicitation should not be directed to the Procurement Officer listed above. Instead, all questions must be submitted in accordance with section 5 of the Form PUR Directions on submitting questions can be found in section 2.3 of this Solicitation. Limit on Contact Reminder As a reminder, per Section 21 of Form PUR 1001, please note: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Procurement Officer Solicitation: Purchasing Card Services Solicitation No V Page 1 of 1

9 Attachment 3: Timeline of Events Invitation To Negotiate No V Purchasing Card Services The table below contains the Timeline of Events for this solicitation. Respondents should become familiar with the Timeline of Events, as it is the Respondent s responsibility to submit replies to this ITN in MFMP Sourcing by the Public Opening/Due Date listed below. The dates, times, and locations of Events listed in the Timeline of Events are subject to change and may be altered by the Department at any time. The Department will update the Timeline of Events in an Addendum if any changes occur. It is the Respondent s responsibility to check for any changes to the ITN Timeline of Events in both MFMP Sourcing and the Vendor Bid System (VBS). Please Note: All Events following the Response Opening are anticipated and subject to change in time, date, and location. Activities during the Evaluation Phase and Negotiation Phase may alter the Timeline of Events. Solicitation Event Dates Event Time Date Location ITN Notification posted in the Vendor Bid System (VBS) MFMP Sourcing in Preview Mode Public Meeting: Pre-Reply Conference Non-Mandatory for Respondents 2:00 PM November 12, :00 PM November 21, 2013 Question Submission Deadline 2:00 PM December 3, 2013 Anticipated Date of Answers Addendum MFMP Sourcing Will Allow for Replies to be Submitted 2:00 PM December 10, :00 PM December 10, 2013 Room Esplanade Way Tallahassee, FL Conference Call Information Phone Number: (888) Conference Code: # Timeline of Events ITN No V Page 1 of 2

10 Last Day for Vendors to Register for MFMP Sourcing Public Meeting: Public Opening Replies Due in MFMP Sourcing Public Meeting: Evaluation Team Recommendation Anticipated Date of Posting the List of Respondents Invited to Negotiations Anticipated Date of Negotiations Beginning Public Meeting: Negotiation Team Recommendation Anticipated Date to Post Notice of Intent to Award 5:00 PM January 10, :00 PM January 14, :00 PM February 18, 2014 February 25, 2014 March 17, :00 PM June 3, 2014 June 10, 2014 Anticipated Date of Contract Start June 17, 2014 Room 360K 4050 Esplanade Way Tallahassee, FL Room Esplanade Way Tallahassee, FL Room Esplanade Way Tallahassee, FL Timeline of Events ITN No V Page 2 of 2

11 Attachment 4: Qualification Questions Invitation To Bid Request For Proposal Invitation To Negotiate No V Purchasing Card Services Each respondent shall submit Yes or No answers to the each to the following Qualification Questions within the MFMP Sourcing Tool, in accordance with the instructions presented. A Respondent must meet the qualifications identified and certify their compliance with the requirements in the following Qualification Questions in order to be considered for award. Respondents that answer No to any of the Qualification Questions are not responsive vendors and their replies will not be forwarded to the Evaluation Team. Qualification Questions Question 1 Question 2 Question 3 Does the Respondent certify that the person submitting the reply is authorized to respond to this solicitation on Respondent s behalf? Does the Respondent certify that they are not on the Suspended Vendors list as defined and identified in the PUR 1001? Does the Respondent certify that they are not on the Convicted Vendors list as defined and identified in the PUR 1001? Question 4 Does the Respondent certify compliance with section 9 of the PUR 1001? Question 5 Question 6 Question 7 Question 8 Question 9 Does the Respondent certify that they are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List? Does the Respondent certify that they will, if awarded, submit to the Department, at least annually, the completed signed Preferred Pricing Affidavit as outlined in section 2.2 of the Special Contract Conditions? Does the Respondent certify that they have a minimum of at least five (5) years experience providing Purchasing Card Services to government sector clients? Does the Respondent certify that, within the last two years, they have provided Purchasing Card Services to a client with a minimum annual spend of $10,000,000? Does the Respondent certify that, within the last two years, they have provided Purchasing Card Services to a client with 10,000 or more users and 10 or more Corporate Accounts? Qualification Questions Solicitation: Purchasing Card Services Solicitation No V Page 1 of 2

12 Question 10 Question 11 Question 12 Question 13 Question 14 Question 15 Does the respondent certify that their (or their identified subcontractor upon which the purchasing card s line of credit will be drawn) Texas Ratio has been below 100% for the last four (4) fiscal quarters? Does the respondent certify that their (or their identified subcontractor upon which the purchasing card s line of credit will be drawn) institution has been well capitalized or adequately capitalized, pursuant to the Federal Deposit Insurance Corporation Act s Prompt Corrective Action guidelines, for the last four (4) fiscal quarters? Does the respondent certify that they are able to provide a purchasing card branded with either a Visa or MasterCard card brand? Does the respondent certify that they have provided a complete reply to the questions asked in Tab A as required by Attachment 6? Does the respondent certify that they have provided the affirmation regarding the Cost Reply as required by Attachment 7? Does the respondent certify that they (and all their subcontractors) have no legal impediments to perform the services required by this ITN in the State of Florida? Qualification Questions Solicitation: Purchasing Card Services Solicitation No V Page 2 of 2

13 Attachment 5: Required Documentation Invitation To Bid Request For Proposal Invitation To Negotiate No V Purchasing Card Services Instructions This document contains the directions and requirements for a Respondent s Required Documentation for this ITN. Each Respondent shall prepare an electronic copy of the following required document(s) in accordance with the instructions provided herein, and then attach it to the appropriate link in MFMP Sourcing in accordance with the overall instructions regarding the use of MFMP Sourcing for this ITN. Required Document 1 Name: Instructions: Required Document 2 Name: Instructions: Required Document 3 Name: Instructions: Contractor Information Form Respondent shall submit one (1) complete Contractor Information Form, Attachment 15, with the Reply. Download the provided document, fill it in, and upload it in the link provided. Department of State Registration Form Respondent shall submit a copy of its registration with the Department of State, which authorizes the company to do business in Florida. Client Reference Form Respondent shall submit one (1) complete Client Reference Form, Attachment 13, with the Reply. Download the provided document, fill it in, and upload it in the link provided. Required Documentation Solicitation: Purchasing Card Services Solicitation No V Page 1 of 1

14 Attachment 6: Requirements of Technical Reply Invitation To Negotiate No V Purchasing Card Services 1 Instructions for Technical Reply This document contains the directions and requirements for a Respondent s Technical Reply to this ITN. Respondents are to prepare their Technical Reply in accordance with the instructions provided herein, and then attach an electronic copy of their prepared Technical Reply to the appropriate place in the MFMP Sourcing Tool in accordance with the overall instructions regarding the use of MFMP Sourcing for this ITN. 1.1 Organization Requirements The Respondent s Technical Reply is to be organized into Tabs according to the naming conventions and page limit listed in Table 1-1: Technical Reply Tab Requirements and should include the information requested in section 2, Required Tabs & Questions, of this document. Tab Title Page Limit A Company Overview 10 Pages B Project Management 20 Pages C Customer Support 20 Pages D Implementation 30 Pages E Operation 20 Pages F Transition 20 Pages G FLAIR Data Integration 40 Pages H User Training 20 Pages I Card Production & Issuance 25 Pages J Program Performance Measures & Contract Reporting 30 Pages K Solution 75 Pages Table 1-1: Technical Reply Tab Requirements Section 2, Required Tabs & Questions, contains multiple questions which correspond to topical areas within the Statement of Work (Attachment 11) with which the Department will evaluate a Respondents ability to perform under any potential Contract. These questions also correspond to specific Evaluation Criteria (Attachment 8) with which the Department will evaluate the Technical Reply provided by the Respondent. Requirements of Technical Reply ITN No V Page 1 of 16

15 1.2 Font, Size, and Page Limitations The Technical Reply should conform to the following style requirements: Use Arial font, with a minimum size of 11 points Use a page size of 8 ½ x 11 Use page margins of at least 0.5" Each Tab of the Technical Reply, including any attachments, exhibits, appendices, charts, or tables, should not exceed the length (in pages) designated in Table 1-1: Technical Reply Tab Requirements. 1.3 Electronic Submission Requirements Respondents should submit the Technical Reply as separate Tab files (one file per Tab) within MFMP Sourcing. The Tab files should be saved in the Adobe standard Portable Document Format (.pdf), and be named according to the following list: Respondent Name - Tab A - Company Overview Respondent Name - Tab B - Project Management Respondent Name - Tab C - Customer Support Respondent Name - Tab D - Implementation Respondent Name - Tab E - Operation Respondent Name - Tab F - Transition Respondent Name - Tab G - FLAIR Data Integration Respondent Name - Tab H - User Training Respondent Name - Tab I - Card Production & Issuance Respondent Name - Tab J - Program Performance Measures & Contract Reporting Respondent Name - Tab K - Solution Each Tab file should be attached as a separate electronic file to the appropriate link provided in MFMP Sourcing. Requirements of Technical Reply ITN No V Page 2 of 16

16 2 Required Tabs & Questions Respondents shall respond to the following questions and submit their Technical Reply in the Tab structure required above or the Respondent may be deemed nonresponsive. Respondents shall submit complete and detailed answers to each and every question within each Tab or the Respondent may be deemed nonresponsive at the discretion of the Department. Respondents should format each Tab to stand as a single, complete document without cross references to information contained in another Tab. If the Respondent feels that the information provided in answer to a question within one Tab may be useful to the evaluators in answering a question in another Tab, the Respondent should repeat the information in that Tab so as to make the narrative internally complete. 2.1 Tab A: Company Overview The Department desires a brief overview of your company. 1) Provide a brief history of your company. Include in your Reply, the following: Name and address (corporate office and main locations) Number of years in business Corporate structure Number of employees Subsidiaries related to Purchasing Card Services Revenue history 2) Identify any litigation within the last 5 years related to Purchasing Card Services and/or other litigation which may or has impacted your ability to provide the Services described in this Solicitation to which you have been a party. 3) Identify any subcontractors that you will use to provide the Services described in this Solicitation. Include in your Reply how each of these subcontractors will be used to provide specific elements of the Statement of Work. Requirements of Technical Reply ITN No V Page 3 of 16

17 2.2 Tab B: Project Management Project Management Experience The Statement of Work requires the Contractor to work cooperatively with the State of Florida to manage the Implementation, ongoing Operation, and eventual Transition of the State of Florida Purchasing Card Program. 1) Describe, in detail, your organization s internal methods for managing projects. 2) Describe, in detail, how your organization has participated in a joint Project Management Office with a customer. Include in your Reply a detailed description of the obstacles, barriers, and challenges that you have encountered using this kind of joint Project Management Office and how you have worked to identify the obstacles and barriers and overcome challenges presented. 3) Describe, in detail, how your organization develops and captures best practices in project management. Include in your Reply a description of the organizational process assets that your organization maintains to facilitate the Implementation, Operation, and Transition of a Purchasing Card Services Program with special attention paid to the following questions: How has communication to customers regarding internal changes, new processes/procedures, issue identification, and problem resolution been managed? How do you develop issue resolution procedures? How do you manage customer relationships? How do you perform change management for Services? Who would the State of Florida contact when there are questions/issues with the Program? Key Personnel The Statement of Work requires the Contractor to provide Key Personnel with specific skillsets and job functions to support Agency participation in the Program. 4) Identify the Key Personnel that you will provide to the State of Florida Purchasing Card Program and describe, in detail, how these Key Personnel meet the Key Personnel requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 4 of 16

18 2.2.3 Project Personnel The Statement of Work requires the Contractor to provide personnel to support the Implementation, ongoing Operation, and eventual Transition of the State of Florida Purchasing Card Program. 5) Identify additional project personnel that you will provide to the State of Florida Purchasing Card Program and describe, in detail, how these additional project personnel will assist you in meeting the requirements presented in the Statement of Work. Include in your Reply an organization chart illustrating how you will manage the State of Florida Purchasing Card Program. Requirements of Technical Reply ITN No V Page 5 of 16

19 2.3 Tab C: Customer Support Customer Support Experience The Statement of Work requires the Contractor to provide Customer Support for the State of Florida Purchasing Card Program Eligible Users. 1) Describe, in detail, your experience with Customer Support. Include in your Reply the size and scope of Purchasing Card programs to which you have provided Customer Support. 2) Describe, in detail, the processes that you have put in place with other customers to monitor their satisfaction with service and quality of your Customer Support. How has customer feedback been used to improve service and quality? 3) Describe, in detail, your ability to provide customer-specific Customer Support, (i.e. assuring that customer specific rules and regulations are followed) State of Florida Purchasing Card Program The Statement of Work requires the Contractor to provide Customer Support for the State of Florida Purchasing Card Program Eligible Users. 4) Describe, in detail, the Customer Support Services that you will provide to the Eligible Users and how the Customer Support Services you offer meet the requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 6 of 16

20 2.4 Tab D: Implementation Services Implementation Experience The Statement of Work requires the Contractor to create and manage separate and simultaneous Implementation Plans for both Agencies and Other Eligible Users. The Contractor must use these Plans to manage the enrollment of all 35 State of Florida Agency and 218 Eligible User Eligible Users in the Program within the allotted timeframe(s). 1) Describe, in detail, your experience with Implementation of a Purchasing Card Program the size and scope of the State of Florida Purchasing Card Program. 2) Describe, in detail, instances where you have developed a phased roll out plan of Services and Solution to a Purchasing Card Program the size and scope of the State of Florida Purchasing Card Program. Include in your Reply a discussion of how you manage stakeholder expectations and overall communication of implementation goals. 3) Describe, in detail, instances where you have managed a phased roll out plan of Services and Solution to a Purchasing Card Program the size and scope of the State of Florida Purchasing Card Program. Include in your Reply your performance measures for a successful implementation. 4) Describe, in detail, the challenges you have experienced when transitioning customers from a legacy system to your Solution. If there were barriers to the transition, please include how these challenges were identified and overcome and what best practices were developed as a result State of Florida Purchasing Card Program The Statement of Work requires the Contractor to provide Implementation Services for the State of Florida Purchasing Card Program Eligible Users. 5) Describe, in detail, the Implementation Services that you will provide to the State of Florida Purchasing Card Program and how the Implementation Services you offer meet the Implementation Services requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 7 of 16

21 2.5 Tab E: Operation Services Operation Experience The Statement of Work requires the Contractor to create and manage separate Operation Plans for the State of Florida Purchasing Card Program Eligible Users. The Contractor must use these Plans to manage the ongoing operation of all Eligible Users who elect to join the Program as long as they choose to participate in the Program. 1) Describe, at an overview, your experience with the operation of a Purchasing Card Program the size and scope of the State of Florida Purchasing Card Program. Include in your Reply a discussion of the staffing levels required to support and maintain a program the size and scope of the State of Florida Purchasing Card Program System Security 2) Describe, in detail, your experience with System Security. Include in your Reply a discussion of your System Security plan and procedures. 3) Describe, in detail, the System Security that you will provide to the State of Florida Purchasing Card Program and how the System Security Services you offer meet the System Security Services requirements presented in the Statement of Work Disaster Recovery 4) Describe, in detail, your experience with Disaster Recovery. Include in your Reply a description of your Disaster Recovery plan and procedures. 5) Describe, in detail, the Disaster Recovery Services that you will provide to the State of Florida Purchasing Card Program and how the Disaster Recovery Services you offer meet the Disaster Recovery requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 8 of 16

22 2.6 Tab F: Transition Services Transition Experience The Statement of Work requires the Contractor to create and update separate Transition Plans for the State of Florida Purchasing Card Program Eligible Users. 1) Describe, in detail, your experience with the transition to a vendor other than your organization of a Purchasing Card Program the size and scope of the State of Florida Purchasing Card Program. Include in your Reply a discussion of your approach to a phased close-out of individual Card/Accounts and the steps to reconcile all Corporate Accounts before final closure State of Florida Purchasing Card Program The Statement of Work requires the Contractor to use approved and current Transition Plans to manage the transition of any State of Florida Agency or Other Eligible User Eligible Users who elect to leave the Program, or to manage the transition of the Program as a whole should the Department elect to solicit and award a Contract for the Program to a vendor other than the Contractor. 2) Describe, in detail, the Transition Services that you will provide to the State of Florida Purchasing Card Program and how the Transition Services you offer meet the Transition Services requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 9 of 16

23 2.7 Tab G: FLAIR Data Integration Data Integration Experience The Statement of Work requires the Contractor s Solution to either 1) be capable of or 2) be made capable of integrating various Accounting Data Elements in order to process payments for State Agencies. 1) Describe, in detail, your experience with a data integration of your Solution with a similar size and scope to that required by the Statement of Work for the State of Florida Purchasing Card Program. 2) Describe, in detail, your experience creating and maintaining modifications to your Solution to meet the accounting data needs of a customer. Include in your Reply information pertaining to both the technical challenges of modifying your Solution and the project management challenges that such a modification may present State of Florida Purchasing Card Program The Statement of Work requires the Contractor to create and execute a comprehensive FLAIR Data Integration Plan which will allow the Solution to provide the various Accounting Data Elements required by FLAIR to process payments to the Contractor. 3) Describe, in detail, the FLAIR Data Integration Services that you will provide to the State of Florida Purchasing Card Program and how the FLAIR Data Integration Services you offer meets the FLAIR Data Integration Services requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 10 of 16

24 2.8 Tab H: User Training Development Experience The Statement of Work requires the Contractor to create User Training for the State of Florida Purchasing Card Program Eligible Users. 1) Describe, in detail, your experience with user training and how that experience will help you meet the requirements presented in the Statement of Work. Include in your Reply the size and scope of Purchasing Card Programs to which you have provided user training as well as a description of the user training staff you currently have and the skillsets possessed by these staff? 2) Describe, in detail, your approach to user training with regards to Solution functionality. o How do you familiarize user with the interface and capabilities of the Solution? o How do you refresh infrequent users knowledge of basic functions, or refresh the consistent users knowledge of seldom-used or advanced functions of the Solution? 3) Describe, in detail, your user training methods. Include in your Reply how you develop, update, and use documentation, classroom training, webinar training, and online training modules to facilitate user autonomy in the usage of the Solution Customization Experience The Statement of Work requires the Contractor to customize and maintain elements of the Agency User Training to include elements of State of Florida policy and procedures created by DFS. 4) Describe, in detail, any experience you have in creating and delivering joint user training for past or current customers State of Florida Purchasing Card Program The Statement of Work requires the Contractor to provide User Training for the State of Florida Purchasing Card Program Eligible Users. 5) Describe, in detail, the User Training that you will provide to the State of Florida Purchasing Card Program and how the User Training you offer meets the User Training requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 11 of 16

25 2.9 Tab I: Card Production & Issuance Card Production & Issuance Experience The Statement of Work requires the Contractor to offer Purchasing Cards issued to individual Eligible User s Programs. These PCards must have a customized visual style, contain specific data elements, and be issued, delivered, and activated according to a specific schedule. 1) Describe, in detail, your experience with card production and issuance and how that experience will help you meet the requirements presented by the Statement of Work. Include in your Reply a discussion of instances where you have issued cards for use by customers with a similar size and scope to that required by the Statement of Work for the State of Florida Purchasing Card Program. 2) Describe, in detail, your ability to provide customer specific artwork and design elements on individual cards. Include in your Reply a discussion of the limitations and requirements of making changes to the design of a card for each Eligible User State of Florida Purchasing Card Program The Statement of Work requires the Contractor to produce and issue over 40,000 cards spread across 35 State of Florida Agency and 218 Other Eligible User Eligible Users within the implementation timeline for the State of Florida Purchasing Card Program. 3) Describe, in detail, the card production and issuance that you will provide to the State of Florida Purchasing Card Program and how the card production and issuance you offer meets the card production and issuance requirements presented in the Statement of Work. Include in your Reply a description of any subcontractor relationships that you utilize to provide Purchasing Cards. Requirements of Technical Reply ITN No V Page 12 of 16

26 2.10 Tab J: Program Performance Measures & Contract Reporting Program Performance Measures & Contract Reporting Experience The Statement of Work requires the Contractor to develop or provide program performance measures and periodically report on those measures to the Department s Contract Administrator as part of Contract Reporting. 1) Describe, in detail, your experience with developing program performance measures and how that experience will help you meet the requirements presented by the Statement of Work. Include in your Reply a discussion of how you develop and use performance metrics, how you perform quality of service assessments, and your techniques to ensure overall quality of service. 2) Describe, briefly, your current monitoring of performance indicators for Purchasing Card Programs. Include in your Reply a discussion of what key performance measures you track and the reporting frequency and period covered for each measure. 3) Describe, in detail, the reporting options and the level of reporting detail you offer. Include in your Reply how these reports can be tailored to meet the requirements of Eligible Users State of Florida Purchasing Card Program The Statement of Work requires the Contractor to develop or provide specific Program Performance Measures for the State of Florida Purchasing Card Program. 4) Describe, in detail, your proposed Program Performance Measures and how the Program Performance Measures you offer meet the Program Performance Measures requirements presented in the Statement of Work. Requirements of Technical Reply ITN No V Page 13 of 16

27 2.11 Tab K: Solution Administration and Access Requirements The Statement of Work requires the Contractor to provide an internet-based software application (the Solution), accessible through the internet, hosted and maintained by the Contractor, and used by a Eligible User to manage their participation in the Program. 1) Describe, in detail, the Solution that you will provide to the State of Florida Purchasing Card Program and how the Solution you offer meets the general Solution requirements presented in the Statement of Work. Include in your Reply delineation between required functionality that currently exists in your Solution and functionality that will require a modification of your Solution. For those items that must be added or modified, include a discussion of your methods for creating and maintaining those modifications. 2) Describe, in detail how your Solution handles the requirements regarding User Administration & Access Requirements presented in the Statement of Work. Include in your Reply delineation between required functionality that currently exists in your Solution and functionality that will require a modification of your Solution. For those items that must be added or modified, include a discussion of your methods for creating and maintaining those modifications Card/Account Administration Requirements The Statement of Work requires the Contractor to provide a Solution that will allow for real-time management of Card/Accounts with no required action by the Contractor. 3) Describe, in detail, how your Solution handles the requirements regarding General Card/Account Administration presented in the Statement of Work. Include in your Reply delineation between required functionality that currently exists in your Solution and functionality that will require a modification of your Solution. For those items that must be added or modified, include a discussion of your methods for creating and maintaining those modifications. 4) Describe, in detail, how your Solution handles the requirements regarding Emergency Card/Account Administration requirements presented in the Statement of Work. Include in your Reply delineation between required functionality that currently exists in your Solution and functionality that will require a modification of your Solution. For those items that must be added or modified, include a discussion of your methods for creating and maintaining those modifications. 5) Describe, in detail, how your Solution handles the requirements regarding Transaction & Charge Limits presented in the Statement of Work. Include in your Reply delineation between required functionality that currently exists in your Solution and functionality that will require a modification of your Solution. For those items that must be added or modified, include a discussion of your methods for creating and maintaining those modifications. 6) Describe, in detail, how your Solution handles the requirements regarding Merchant Category Code Restrictions presented in the Statement of Work. Include in your Reply Requirements of Technical Reply ITN No V Page 14 of 16