901036 RFP Purchasing Card Program

**IMPORTANT NOTICE**

The format of this RFP has been simplified.

Only the following pages require signatures:

1. Exhibit A Bid Response Packet, Bidder Information and Acceptance page

a. Must be signed by Bidder

2. Exhibit A Bid Response Packet, SLEB Partnering Information Sheet

a. Must be signed by Bidder

b. Must be signed by SLEB Partner if subcontracting to a SLEB

Please read EXHIBIT A Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 901036

For

Purchasing Card Program

For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!

Contact Person: Umiika Wright, Procurement & Contracts Specialist

Phone Number: (510) 208-9616

E-mail Address: Umiika.Wright@acgov.org

RESPONSE DUE

by

2:00 p.m.

on

July 1, 2014

at

Alameda County, GSAProcurement & Support Services

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 901036

SPECIFICATIONS, TERMS & CONDITIONS

for

Purchasing Card Program

TABLE OF CONTENTS

Page

4I.STATEMENT OF WORK

4A.INTENT

4B.SCOPE

4C.BIDDER QUALIFICATIONS

5D.SPECIFIC REQUIREMENTS

17E.DELIVERABLES / REPORTS

19II.CALENDAR OF EVENTS

20F.NETWORKING / BIDDERS CONFERENCES

20III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

G.EVALUATION CRITERIA / SELECTION COMMITTEE20

25H.CONTRACT EVALUATION AND ASSESSMENT

26I.NOTICE OF RECOMMENDATION TO AWARD

26J.TERM / TERMINATION / RENEWAL

27K.QUANTITIES

27L.PRICING

27M.AWARD

29N.METHOD OF ORDERING

29O.INVOICING

30P.ACCOUNT MANAGER / SUPPORT STAFF

30IV.INSTRUCTIONS TO BIDDERS

30Q.COUNTY CONTACTS

31R.SUBMITTAL OF BIDS

33S.RESPONSE FORMAT

ATTACHMENTS

EXHIBIT A - BID RESPONSE PACKET

EXHIBIT B - INSURANCE REQUIREMENTS INTENTIONALLY OMITTED

EXHIBIT C - VENDOR BID LIST

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions to describe the Purchasing Card (P-Card) program required by the County of Alameda. The program must provide an efficient, cost-effective method of purchasing and paying for small purchases (currently identified as purchases valued up to and including $3,000), simplify the purchasing process, reduce paperwork, lower administrative costs, and increase the Countys ability to monitor P-Card spending.

The County intends to award a five-year contract (with option to renew) to the bidder selected as the most responsible bidder whose response conforms to the RFP and meets the Countys requirements.

B. SCOPE

The County of Alameda implemented a purchasing card program in 1997 to provide a procurement tool for the purchase of goods and services, as required, by approximately nine thousand (9,000) employees. The Countys current purchasing card program with JP Morgan expires on September 1, 2014 and consists of over three-hundred (300) cardholders in twenty-five (25) business units comprised of sixty-five (65) corporate accounts. The Countys current program allows charges of up to $3,000 per single transaction and averages over four million dollars ($4,000,000) in annual purchases and the County earns an incentive payment in the form of a rebate check on program activity. Changes to the single-transaction limit may be considered during the proposed term of any contract that may be awarded as a result of this RFP.

C. BIDDER QUALIFICATIONS

1. BIDDER Minimum Qualifications

a. Bidder shall have been regularly and continuously engaged in the business of providing purchasing cards for at least ten (10) organizations that meet or exceed the scope requirements below for at least five (5) years as evidenced by references submitted. The scope is approximately as follows:

(1) 9000 employees;

(2) 65 customer departmental accounts; and

(3) A minimum of 300 cardholders.

b. Bidder shall be an FDIC-insured, credit-card issuing commercial bank, credit union, or savings institution. Bidder must have obtained a Community Reinvestment Act (CRA) rating of satisfactory or above (outstanding) as of the most recent evaluation and examination by its federal financial supervisory agency. Information regarding the rating system can be found at: http://www.ffiec.gov/craratings/Default.aspx

c. Bidder shall be committed to community investment and be socially responsible. Bidder must provide examples of community reinvestment initiatives, goals, and end results for similar clients such as local hiring, local sponsorship of community event, philanthropy, etc.

d. Bidder shall submit innovative processes it is currently conducting in Alameda County or plans to conduct to promote healthy communities.

e. Bidder must provide a branch location listing advising all branches residing in Alameda County and loan detail to include:

(1) The total number of home loans,

(2) Total small business loans; and

(3) Total loans to non-profit organizations within Alameda County.

D. SPECIFIC REQUIREMENTS

The proposed P-Card program must contain the following features:

1. Browser-Based Card and Report Management: The system must allow for quick updates and business rule changes, as the County deems necessary, and shall include the capability to interface with the Countys Financial Management system (FMS). The below items are fundamental prerequisites for the system, although additions/modifications may be requested during the course of the contract:

a. Provide username/password controlled access to the account by authorized personnel over the internet in a secure manner,

b. Allow designated County staff to view P-Card transactions and all related data as soon as they are posted to the Contractors system (not to exceed 48 hours after transactions occur),

c. Provide the ability to create an oversight hierarchy wherein stakeholders are assigned varying roles and responsibilities as established by the Countys needs and policies,

d. Allow designated County staff to access, download and/or print standardized reports as well as create customized reports to provide requisite Agency-specific data for auditing and monitoring purposes,

e. Provide integration capability between Contractors card-management system and the Countys FMS,

f. Provide cost-allocation/general ledger capabilities, enabling users to allocate different budgets to individual transactions using budget codes for review and approval, and

g. Retain all card related data, such that it is accessible by the County, for a minimum period of seven years, as mandated by the IRS.

2. Direct Cash Rebate

The program must include a rebate offering. Other program incentives may be offered. The County expects the rebate to be calculated using the aggregate County P-Card spending for its fiscal year and receipt of rebate checks no later than August 15th following conclusion of each fiscal year. The Countys fiscal year begins July 1st and ends June 30th. Other rebate payment receipt schedules (e.g., bi-annually, quarterly, and monthly) may be proposed.

3. Technology Uptime Commitments and Disaster Recovery Plan

a. The Contractor shall provide an overall commitment to ensure the card-management system is available 24 hours a day, seven (7) days a week. The Contractor shall enter into a Service Level Agreement (SLA) with the County that prescribes safeguards to ensure service continuity to maintain maximum uptime, planned down time for system maintenance, penalties for failure to remediate system problems within prescribed time limits, and response time parameters for system problem resolution.

b. The Contractor shall provide a disaster recovery plan which addresses 24 hours a day, seven (7) days a week account accessibility in the event of natural disasters and/or declared emergencies where the County is responsible for stabilizing the welfare of the general public. Proposal shall identify handling of the following:

(1) Disaster only P-Cards cards vs. virtual ghost account numbers,

(2) Provisions for emergency spending limits on current cards,

(3) Activation of nontraditional merchant categories, and

Revision to card security limits, e.g. number of transactions per day.

4. Online Functionality for Agency P-Card Administrators

The Contractor shall provide a browser-based system that allows County P-Card Administrators to perform the following administrative tasks, including, but not limited to:

a. Card termination/cancellation/suspension to be effective instantaneously,

b. Card spending limit changes to be effective instantaneously,

c. New user and card creation the Contractor shall issue new cards within five (5) business days of receipt of request,

d. Change of address to be effective within two business days,

e. Change of program/user hierarchy to be effective instantaneously, and

f. MCC Code Restriction ability to restrict or allow usage at the card level.

5. Controls/Restrictions

The Contractor shall address its card use/system controls and restrictions to prevent the improper use of cards as may be designated by the County as a whole. The Agency P-Card Administrator will determine how the cards will be used, consistent with the terms of the contract, and within the Countys single per-transaction dollar limit. Cash advances are strictly prohibited. The County may specify:

a. Single per-transaction dollar limits for each cardholder up to the current Countywide single transaction limit,

b. Number of credit card authorizations per day,

c. Number of credit card transactions per billing cycle,

d. Transaction dollar limits per billing cycle per Cardholder,

e. Authorization tied to budget limits, and/or

f. Restriction on the types of merchants with which the card may be used.

g. Agency P-Card Administrators shall have the authority to contact the Contractor directly to make specific account changes or queries on behalf of Agency Cardholders (i.e. status of ordered cards, change of spending levels, etc.)

h. The Countywide P-Card Administrators shall have the authority to review any and all County Transactions and shall possess the ability to review and change individual Agency account settings and speak on behalf of all County Accounts

i. The Contractor will allow individual Agencies to prohibit Merchant Category Codes (MCCs) that will be in addition to any Countywide MCC prohibitions as determined by the Countywide Program Administrator. Prohibited Countywide MCCs are not to be changed by agencies but can be modified at the discretion of the Countywide Program Administrator and by changes to County Policy

6. Hierarchy Development within the card-management system

The Contractor shall work with the County to develop a multi-tiered hierarchy within its card-management system enabling administrators to effectively monitor and control card activity by creating, managing, and editing profiles of various P-Card stakeholders.

7. General Ledger/Accounting

The Contractor shall identify existing general ledger capabilities of its card management system, such as the number of fields and the number of characters that can fit into each field. Moreover, the contractor shall describe the systems ability to modify the number of fields should the County require such additional fields.

8. Application Functionality Improvement Schedule

It is expected that during the Contractors contract with the County the Contractors online card-management system will undergo functional improvements. The County expects the Contractor to notify the Countywide P-Card Administrator of such improvements, allowing the Administrator to evaluate the impact of the changes and assist Agencies in accommodating the changes. The notification of substantial changes to the online system must be made to the County no later than 90 days prior to the change.

9. Transition

a. Transition Strategy

The County anticipates the Contractor will possess requisite experience and capability with such transitions to ensure it is seamless, orderly, and presents no disruptions of P-Card utilization, temporary or otherwise. The transition strategy work plan shall include, but is not limited to:

(1) A detailed, written plan outlining specific transition activates or tasks and timeframes,

(2) Account setup, card production, and card delivery to the Countywide P-Card administrator for distribution in advance of the cut over date,

(3) Establishment of reporting and payment hierarchies in the card-management and reporting system,

(4) Training of County Staff,

(5) Mapping and migration of all legacy P-Card data, and

(6) Specific reconciliation/closing-out details for managing County agencies last payment/past due account to the current vendor.

The County expects the Contractor will manage a one-time transition of all Agencies and Cardholders currently using P-Cards to the Contractors program. However, the County invites proposers to recommend other transition strategies.

b. Vendor Transition and Support

The Contractor shall provide experienced personnel, dedicated solely to assisting the County and the Countywide P-Card administrators in conducting and managing a successful transition from the current programs P-Card provider to the new P-card Provider. The resources assigned to the County by the Contractor shall have the ability to reach out to the Contractors senior managers in order to resolve matters which would otherwise impede the transition process within the agreed upon project plan timeframes. Such tasks for vendor transition support shall include, but are not limited to:

(1) Training for County personnel on the Contractors card-management system,

(2) Work with County personnel to determine if the Contractors card management system meets the Countys needs or if customization will be required. The Countys card-management system needs to include but is not limited to:

(a) Customized names of field headers such as object code and budget code,

(b) Standardized/customizable reports,

(c) Merchant Category Code (MCC)/object code matches,

(d) Password/logon IDs for cardholders and other users,

(e) Workflow/program hierarchy within the card-management system,

(f) Email notifications and reminders of pending activations/steps to be taken, and

(g) Card profiles, settings and ability to manage them.

(3) The County expects that the Contractor shall assign a dedicated Program Transition Manager, who will provide the following support during the initial phase of the transition:

(a) Coordinate all Contractor resources,

(b) Manage communications with the County, and

(c) Ensure all deliverables are met and adhere to the terms of the contract and work plan.

(4) The transition from the current P-Card provider to the Contractor will be a critical activity that may affect the programs continuing success and potential. The County expects the Contractor shall provide a dedicated team leader to manage the entire aspect of the transition, both logistically and technically. This person will work closely with the organization to marshal all resources to ensure the transition is smooth and any issues are resolved in a timely manner.

c. Exchange of Financial Forms and Information

The Contractor shall provide all necessary forms to be completed by the County, including but not limited to, technology usage and license agreements and other forms and agreements, as required.

d. Card Design/Logo

(1) The Contractor shall issue new, inactivated cards to the County P-Card Administrator. The Contractor shall work with the County in the designing/branding of the new cards. The Contractor shall provide a project plan that includes:

(a) Card design,

(b) Collection of needed County Data,

(c) Agency account(s) setup,

(d) Card production,

(e) Card delivery to the County P-Card Administrator, and

(f) The card shall contain, at a minimum:

i. Prominent indication that the card is an Alameda County Government Procurement/Purchasing Card and placement of the Alameda County emblem on the plastic to avoid it being mistaken for a personal credit card,

ii. Phrase for OFFICIAL USE ONLY prominently displayed on the card,

iii. Contractor contact information (i.e. customer service or lost/stolen telephone number) for the cardholder on the back of the card, and

iv. The Cardholders name and his/her Agency/Department name.

In the event that the customized card design/logo will delay the issuance of the first batch of cards, then interim cards shall be issued to existing Cardholders with all the information, as listed above, except for the Cardholders Agency/department name.

e. Credit Setup

The Contractor is expected to provide a line of credit to the County, as a whole, sufficient for its purchasing needs; the overall County credit limit will be apportioned to the individual Agencies sufficient for their needs, pursuant to the designation by the Countywide P-Card Administrator. Agency monthly credit limits currently range from $23,000 to more than $500,000 depending on the volume of spending and are subject to change based upon request and obtain the speedy approval for specific agency credit limits changes.

f. Card Distribution

All P-Cards issued by the Contractor shall be sent to the Countywide P-Card Administrator, inactivated, at a designated location for distribution to Agency staff, pursuant to countywide card distribution policy and procedure. Issued cards shall not be sent via first class mail but shall be sent via traceable/tractable shipping method (i.e. Fed Ex or UPS).

g. Training for Administrators and Cardholders

The Contractor shall provide on-site, computer based and web-based training for County designated Staff. The training classes should be conducted, at a minimum, once a week, for approximately the first six months of the contract. The County will provide space for classes. Classes will have no fewer than ten (10) and no more than twenty-five 25 participants. Training shall include, but not be limited to:

(1) Card administration (i.e. hierarchy development within the card-management system, etc.),

(2) Card use issue (i.e. transaction dispute resolution, card misuse procedures, lost/stolen card issues, etc.),

(3) Accessing, modifying, scheduling, and printing Agency reports.

Training curricula should be designed in train the trainer format and should be similar in content and format to web-based training, which is also required. Proposers may suggest other training formats.

h. Hierarchy Development Within The Card-Management System

The County expects the Contractor will work with the County and the current card P-Card provider to transition to a hierarchy format within the Contractors card-management system (i.e. Administrator, Approver, or Cardholder).

i. Billing Cycle/Payment Deadlines

During the transition, the Contractor shall work with the County to establish billing cycle dates and payment deadlines that will apply to the remainder of the contract term.

10. Ongoing Program Requirements

a. Dedicated Customer Service Representatives

The Contractor shall provide dedicated call center resources for the County so that the Countywide P-Card Administrator, Agency P-card Administrators, and other stakeholders are able to work with at least two resources familiar with the Countys program. These resources shall be available during the Countys normal business hours (8:00 a.m. 5:00 p.m. PST) excluding weekends and County designated holidays. Additionally, the Contractor shall provide contact information to address after hour emergency needs.

b. Additional or Replacement Card Distribution

The distribution of any additional or replacement cards will be handled in the same manner as with the initial distribution of cards. All cards must be sent inactivated to the countywide P-Card Administrator at a designated location for distribution to Agency staff, pursuant to countywide card distribution policy. Issued cards shall not be sent via first class mail but shall be sent via traceable/track able shipping method (i.e. FedEx or UPS).

c. Lost and/or Stolen Cards

The Contractor shall provide a 24 hour contact phone number to report lost or stolen cards. The Contractor shall provide immediate cancellation and emergency issuance of a replacement for the reported lost or stolen card. The County expects replacement cards will be issued within 48 hours of being reported lost or stolen in non-emergency situations and be sent to the Countywide P-Card Administrator pursuant to the Countywide Card distribution policy.

d. Transaction Dispute Resolution

The Contractor shall offer a transaction dispute resolution process pursuant to industry best practices. The proposing vendor shall describe the mechanism that would be set up for the County Cardholders wishing to dispute charges attributed to their purchasing cards. The transaction review process must be completed by the Contractor within ninety (90) days of the dispute. The dispute resolution process will include:

(1) How to file a transaction dispute

(2) Required documentation

(3) Handling of charges and payments pending resolution during the dispute process

e. Escalation Process

The Contractor shall provide details of the escalation process that shall be developed to resolve any potential conflicts between P-Card stakeholders and the Contractors personnel. Such a procedure shall include a mechanism to escalate the matter to the dedicated call center personnels supervisor.

f. Ongoing Training

In addition to the initial program training, the Contractor shall provide ongoing training and/or remedial support for all County P-Card appointed staff. This support shall include face-to-face, teleconference, and recorded presentations as well as electronic materials (i.e. FAQs, manuals, etc.).

g. Mid-Cycle Account Changes

Contractor shall provide a procedure for managing/reconciling accounts when changes occur during a billing cycle, such as a Cardholder changing Agencies with a minimum of disruption to service.

11. Card Usage

a. Liability Waiver

Contractor shall assume all liability for any unauthorized use of cards, and for account numbers, etc. that are fraudulently used, lost or stolen, pursuant to industry wide best practices.

b. Card Insurance

The Contractor shall obtain and maintain standard insurance for purchasing cards pursuant to industry wide best practices.

12. Contract Succession Transition

At the end of any Contractors contract term, the Contractor will furnish training with a successor vendor to effect a cooperative, orderly, and seamless transition to any successor. Upon the Countys written request, the Contractor shall furnish a phase-inphase-out plan up to 365 calendar days prior to the expiration of this contract. The Contractor shall furnish a complete master file, in a format (electronic and/or hard copy) agreeable to the County, of all accounts, to any successor no less than 90 days prior to the end of the contract. The Contractor shall also settle all account related transaction disputes. The Contractors responsibility for settling all transaction disputes survives the expiration of this contract.

13. Financial Management System (FMS) Integration Requirements

The full benefits of a program cannot be achieved until P-Card data is channeled directly from the Contractors card-management system into its FMS, thereby eliminating manual entry of data, human error, and additional paperwork. Contractor will provide support, expertise, and a robust, secure process for implementing this integration.

a. Integration Support

Contractor shall provide support to assist the County with planning, developing, and implementing its P-card/FMS integration. Support may include, but is not limited to, requisite expert resources, data mapping and migration assistance, and an ongoing process for securely transmitting P-card data from the Contractors card-management system to FMS.

b. Electronic Billing File

Contractor shall, at a minimum, provide billing files electronically for an interface to the Countys FMS. Such files shall contain all requisite P-card purchase information. All interfaces to and from the FMS system, which would potentially cause any change to the data, must be approved by the County Agency which owns that data. In the case of accounting interfaces, the Alameda County Office of the Comptroller must approve all interfaces with the accounting data.

The Contractor shall provide an electronic billing file of all transactions for the card cycle formatted according to the needs of the County. The Contractor shall work with the County to define the process for cost allocation, workflow, approvals, and mapping to the General Ledger and payment. The Contractor shall work with the County to create and test such a file, and transmit the data on at least a daily basis in a secure and reliable manner, in accordance with County requirements and standards. The Contractor shall make all changes to the billing file format in the future, if requested to do so by the County.

c. Level I, II, III Data

The Contractor shall work with the County to determine the feasibility and requirements for accessing Level I, II, and III data.

d. Training for County Designated Employees

The Contractors bank technology expert shall provide appropriate technical training and material to County personnel. Such training shall be developed at the cardholder, and administrative levels and include, but not be limited to:

(1) Card administration procedures,

(2) Benefits and features of the cards,

(3) Generating online reports and duplicate statements,

(4) Contractors technology for cost allocation process,

(5) Format and contents billing,

(6) File delivery process,

(7) Quality assurance on file delivery process and contents,

(8) Contractors 1099 management system and,

(9) Customization required for Level I, II and III data configuration.

E. DELIVERABLES / REPORTS

1. Management Reports

Contractor shall provide reporting capability via a secure, internet-based solution that meets the Countys security needs for internet viewing of financial information and transaction monitoring. The system shall provide designated County staff and Cardholders the ability to view P-Card transaction information using username/password-protected access. In addition to providing reporting capability, the Contractor is expected to work directly with the Countywide P-Card Administrator and Agency P-Card Administrators to develop customized Agency reports that fulfill both current and future Agency requirements.

a. Program Management Reports

Contractor shall provide via its online card-management system reports, that include but are not limited to, the following:

(1) User/Agency spend analysis

(2) Merchant data analysis including ethnicity and gender for Small, Local and Emerging (SLEB) merchants within Alameda County

(3) Exception reports (i.e. declined transactions, disputed transactions, etc.)

(4) User transaction reports including Level I, II, and III detail

(5) Financial settlement reports

(6) Monthly billing

(7) Agency expenditure data, as required by the Agency

(8) A summary report statement to each Cardholder each month

(9) A consolidated Agency statement each month to the Agency P-card Administrator or his/her designee

(10) Delivery of hard copy statements for each individual Cardholder and a consolidated hard copy statement of all Agency transactions for delivery to the Agency Administrator following conclusion of each billing cycle

(11) Online queries for individual cardholder statements shall be printable

b. 1099 Reporting and Enhanced Merchant Reporting Tools

The proposed program must include participation in the Internal Revenue Service (IRS) Qualified Payment Card Agent (QPCA) program authorizing the Contractor to solicit and validate merchant Taxpayer Identification Numbers (TIN) on the Countys behalf. The Contractor Enhanced Merchant Reporting tool shall be available via an online portal, updated quarterly, and accessible to County designated staff.

The Enhanced Merchant Reporting online portal shall have hierarchy security in place allowing individual cardholders, and County departments access to their specific transaction information while allowing administrative staff access to all transaction information or for a specific group. The report shall include the following data: merchant name, merchant address, taxpayer ID number, total sales, SIC/MCC number.

c. Level I, II and III Reports

Contractors shall provide user transaction reports including level I, II and, Level III detail.

II. CALENDAR OF EVENTS

EVENT

DATE/LOCATION

Request Issued

May 14, 2014

Written Questions Due

by 5:00 p.m. on May 30, 2014

*Networking/Bidders Conference #1

(Online conference option enabled for remote participation)

May 29, 2014 @ 10:00 a.m.

at:General Services Agency

Room 1107, 11th Floor

1401 Lakeside Dr.

Oakland, CA 94612

OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog

Networking/Bidders Conference #2

May 30, 2014 @ 2:00 p.m.

at:Public Works Agency

Conference Room

4825 Gleason Drive

Dublin, CA 94568

Addendum Issued

June 16, 2014

Response Due

July 1, 2014 by 2:00 p.m.

Evaluation Period

July 1 July 23, 2014

Vendor Interviews

July 17 -18, 2014

Board Letter Recommending Award Issued

September 19, 2014

Board Consideration Award Date

October 7, 2014

Contract Start Date

October 14, 2014

Note:Award and start dates are approximate.

F. NETWORKING / BIDDERS CONFERENCES

1. The bidders conference held on May 29, 2014 will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog

. In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.

2. Networking/bidders conferences will be held to:

a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFQ.

b. Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.

c. Provide the County with an opportunity to receive feedback regarding the project and RFQ.

3. All questions will be addressed, and the list of attendees will be included, in an RFQ Addendum following the networking/bidders conference(s).

4. Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships.

5. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms, and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III. COUNTY PROCEDURES, TERMS, AND CONDITIONSG. EVALUATION CRITERIA / SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in purchasing card programs. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the GSAPurchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the Countys requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points, including the possible fifty (50) points for local and small, local and emerging, or local preference points (maximum 10% of final score).

The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation, and interview.

If the two-stage approach is used, the three bidders receiving the highest preliminary scores and with at least 200 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.

The zero to five-point scale range is defined as follows:

0

Not Acceptable

Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.

1

Poor

Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2

Fair

Has a reasonable probability of success, however, some objectives may not be met.

3

Average

Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.

4

Above Average / Good

Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.

5

Excellent / Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria

Weight

A.

Completeness of Response:

Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.

Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process.

Pass/Fail

Financial Stability (See Exhibit A Bid Response Packet)

Pass/Fail

Debarment and Suspension:

Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov .

Pass/Fail

B.

Technical Criteria:

In each area described below, an evaluation will be made of the probability of success of and risks associated with, the proposal response:

1. System Design - A comparison will be made of the proposed purchasing card systems.

2. Software Design and Development - The evaluation will compare the proposed software capabilities with the requirements of this RFP in terms of the softwares compatibility with existing purchasing card management and data processing systems

3. Life-Cycle Support - An assessment will be made of the scope and extent of resources required to operate and maintain the proposed purchasing card system.

4. Ancillary Services - A comparison will be made of the proposed services with the requirements of this RFP. Credit will be given for convenience, responsiveness, and technical expertise.

15 Points

C.

Cost:

The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidders total proposed cost.

While not reflected in the Cost evaluation points, an evaluation may also be made of:

1. Reasonableness (i.e., does the proposed pricing accurately reflect the bidders effort to meet requirements and objectives?);

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?); and

3. Affordability (i.e., the ability of the County to finance system and/or services.

Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged equal, or when a superior proposal is at a price that the County cannot afford.

2202 1515 Points

D.

Implementation Plan:

An evaluation will be made of the likelihood that Bidders implementation plan will meet the Countys requirements.

5 Points

E.

Relevant Experience:

Proposals will be evaluated against the RFP specifications and the questions below:

1. Does the organization have experience on similar projects? (4pts)

2. Does the organization have a Community Reinvestment Act (CRA) rating of satisfactory or above? (4pts)

3. How extensive is the applicable education and experience of the personnel designated to work on the project? (2pts)

4. Philosophy on Community Investments -

Does the organization show demonstrated experience with programs that implement and promote a corporate philosophy of community investments and healthy communities. (12pts)

5. Does the organization show data for loan approvals in Alameda County? (3pts)

25 Points

F.

References (See Exhibit A Bid Response Packet)

15 Points

G.

Overall Proposal

15 Points

H.

Oral Presentation and Interview:

The oral presentation by each bidder shall not exceed sixty (60) minutes in length. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview.

10 Points

SMALL LOCAL EMERGING BUSINESS PREFERENCE

Local Preference: Points equaling five percent (5%) of bidders total score, for the above Evaluation Criteria, will be added. This will be the bidders final score for purposes of award evaluation.

Five Percent (5%)

Small and Local or Emerging and Local Preference: Points equaling five percent (5%) of bidders total score, for the above Evaluation Criteria, will be added. This will be the bidders final score for purposes of award evaluation.

Five Percent (5%)

H. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County will meet with the Contractor to evaluate system and services performance and to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

1. Contractor has complied with all terms of this RFP; and

2. Any problems or potential problems with the proposed system and services were evidenced which make it unlikely (even with possible modifications) that such system and services have met the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with Contractor, Contractors performance under any awarded contract and/or Contractors services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. Contractor shall be responsible for the removal of equipment/system and shall return County facilities to their pre-installation or original state at no charge to the County. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.

I. NOTICE OF RECOMMENDATION TO AWARD

1. At the conclusion of the RFP response evaluation process (Evaluation Process), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA Procurement & Support Services. The document providing this notification is the Notice of Intent to Award.

The Notice of Recommendation to Award will provide the following information:

a. The name of the bidder being recommended for contract award; and

b. The names of all other parties that submitted proposals.

2. At the conclusion of the RFP process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offerors bid.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

b. Debriefing may include review of successful bidders proposal with redactions as appropriate.

3. The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.

J. TERM / TERMINATION / RENEWAL

1. The term of the contract, which may be awarded pursuant to this RFP, will be three (3) years.

2. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.

K. QUANTITIES

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

L. PRICING

1. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP.

2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

3. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

4. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

5. All prices quoted shall be in United States dollars and "whole cent, no cent fractions shall be used. There are no exceptions.

6. Bidder shall include a quote of time and materials and schedule of fees for additional work outside the scope of work requested in the bid form.

7. Price quotes shall include any and all payment incentives available to the County.

M. AWARD

1. Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled Evaluation Criteria/Selection Committee.

2. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price.

3. Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the Countys purchase of goods and services.

As a result of the Countys commitment to advance the economic opportunities of these businesses, Bidders must meet the Countys Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

http://acgov.org/auditor/sleb/overview.htm

For purposes of this bid, applicable industries include, but are not limited to, the following NAICS Code(s): 522210, 522110, and 522120.

A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts over the last three (3) years required per SBA standards based on the small business's appropriate NAICS code.

An emerging business is defined by the County as having either annual gross receipts of less than one-half (1/2) that of a small business OR having less than one-half (1/2) the number of employees AND that has been in business less than five (5) years.

4. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County.

5. The County reserves the right to award to a single or multiple Contractors.

6. The County has the right to decline to award this contract or any part thereof for any reason.

7. Board approval to award a contract is required.

8. A contract must be negotiated, finalized, and signed by the recommended awardee prior to Board approval.

9. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Bidder may access a copy of the Standard Services Agreement template can be found online at:

http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf

The template contains minimal Agreement boilerplate language only.

10. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidders proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

N. METHOD OF ORDERING

1. A written PO and signed Standard Agreement contract will be issued upon Board approval.

2. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order.

3. POs and payments for products and/or services will be issued only in the name of Contractor.

4. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

5. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.

O. INVOICING

1. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services.

2. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services.

3. County shall notify Contractor of any adjustments required to invoice.

4. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

5. Invoices shall only be issued by the Contractor who is awarded a contract.

6. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

P. ACCOUNT MANAGER / SUPPORT STAFF

1. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidders response to this RFP and any contract which may arise pursuant to this RFP.

2. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

3. Contractor account manager shall be familiar with County requirements and standards and work with the Alameda County Auditor-Controller Agency and GSA-Purchasing to ensure that established standards are adhered to.

IV. INSTRUCTIONS TO BIDDERSQ. COUNTY CONTACTS

GSAProcurement & Support Services is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSAProcurement & Support Services Department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder.

All questions regarding these specifications, terms, and conditions are to be submitted in writing, preferably via e-mail by 5:00 p.m. on May 30, 2014 to:

Umiika Wright, Procurement & Contracts Specialist

Alameda County, GSAProcurement & Support Services

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

E-Mail: Umiika.Wright@acgov.org

PHONE: (510) 208-9607

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes, and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities.

R. SUBMITTAL OF BIDS

1. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Procurement & Support Services Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

2. Bids are to be addressed and delivered as follows:

Purchasing Card Program

RFP No. 901036

Alameda County, GSAProcurement & Support Services

1401 Lakeside Drive, Suite 907 *

Oakland, CA 94612

Bidder's name, return address, and the RFP number and title must also appear on the mailing package.

*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 1:00 p.m. 2:00 p.m. and will be located in the 1st floor lobby at 1401 Lakeside Drive.

3. Bidders are to submit one (1) original hardcopy bid (Exhibit A Bid Response Packet, including additional required documentation), with original ink signatures, plus five (5) copies of their proposal. Original proposal is to be clearly marked ORIGINAL with copies to be marked COPY. All submittals should be printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed double-sided and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% post-consumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.

Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single file (PDF with OCR preferred), and shall be an exact scanned image of the original hard copy Exhibit A Bid Response Packet, including additional required documentation. The file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

4. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.

5. No email (electronic) or facsimile bids will be considered.

6. All costs required for the preparation and submission of a bid shall be borne by Bidder.

7. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, partnership shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other states Corporations Code or an equivalent statute.

8. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed its evaluation, a recommended award has been made by the County Selection Committee, and the contract has been fully negotiated with the recommended awardee named in the recommendation to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) business days before the recommendation to award and enter into contract is scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or unqualified, will receive mailed recommendation to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the Countys Contracting Opportunities website, mentioned above.

9. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

10. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

11. Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms claim and knowingly are defined in the California False Claims Act, Cal. Gov. Code, 12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution.

12. The undersigned Bidder certifies that it is, at the time of bidding, and shall be throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the Contract Documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the Bid Documents.

13. The undersigned Bidder certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

14. It is understood that County reserves the right to reject this bid and that the bid shall remain open to acceptance and is irrevocable for a period of one hundred eighty (180) days, unless otherwise specified in the Bid Documents.

S. RESPONSE FORMAT

1. Bid responses are to be straightforward, clear, concise, and specific to the information requested.

2. In order for bids to be considered complete, Bidder must provide responses to all information requested. See Exhibit A Bid Response Packet.

3. Bid responses, in whole or in part, are NOT to be marked confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Please refer to the Countys website at: http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm for more information regarding Proprietary and Confidential Information policies.

EXHIBIT A

BID RESPONSE PACKET

RFP No. 901036 Purchasing Card Program

To:The County of Alameda

From:

(Official Name of Bidder)

AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, PLUS five (5) copies AND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)

ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED N/A

BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP

BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the Bid Documents, including, without limitation, the RFI, RFP, Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 901036 Purchasing Card Program.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the Countys website:

Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

Debarment / Suspension Policy

[http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

Iran Contracting Act (ICA) of 2010

[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

General Environmental Requirements

[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

Small Local Emerging Business Program

[http://acgov.org/auditor/sleb/overview.htm]

First Source

[http://acgov.org/auditor/sleb/sourceprogram.htm]

Online Contract Compliance System

[http://acgov.org/auditor/sleb/elation.htm]

General Requirements

[http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

Proprietary and Confidential Information

[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]

6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9. Insurance has been intentionally omitted.

10. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; or

Bidder is a certified SLEB and is requesting 10% bid preference; (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); or

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.

Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City:

State:

Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation

Joint Venture

Limited Liability Partnership

Partnership

Limited Liability Corporation

Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information:

Name / Title:

Telephone Number:

Fax Number:

E-mail Address:

SIGNATURE:

Name and Title of Signer:

Dated this

day of

20

BID FORM(S)

COST SHALL BE SUBMITTED ON EXHIBIT A AS IS. NO ALTERATIONS OR CHANGES OF ANY KIND ARE PERMITTED. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Year 1

Year 2

Year 3

Fee Category

Unit of Measure

Estimated Annual Volume

(A)

Unit Cost (B)

Extended Cost

(C)

(A x B = C)

Unit Cost (D)

Extended Cost

(E)

(A x D = E)

Unit Cost (F)

Extended Cost

(G)

(A x F = G)

Total 3 Year Cost (C+E+G)

P-Cards

Per Card

200 Cards

$

$

$

$

$

$

$

Customized Reports

Per Report

12

$

$

$

$

$

$

$

On-Site Training

Per Session

10

$

$

$

$

$

$

$

Web-Based Training

Per Course

5

$

$

$

$

$

$

$

Software Licenses

Per Agency

65 Agencies

$

$

$

$

$

$

$

Electronic Statement Transmission

Per Transmissions

60

$

$

$

$

$

$

$

Total Annual Cost

$

$

$

$

BID FORM(S)

Estimated Sales for Each Year

Year 1

Year 2

Year 3

3 Year Total (=A+B+C)

% for Year 1

Extension (A)

% for Year 2

Extension (B)

% for Year 3

Extension (C)

Rebate to be paid based on estimated sales per year

$5,000,000

%

$

%

$

%

$

$

Yearly Initial Payment

$

$

$

$

Total Rebate for 3 Years

$

Minus Total Fees for 3 Years

$

Grand Total of Rebate Minus Fees for 3 Years

$

For Informational Purposes Only

Pricing is for informational purposes only and will not be calculated into the bid total for purposes of evaluation. Prices should be firm and will be used in the contracts whenever the need arises.

A. Payment Cycle: No. Days:

B. Grace Period for Payment: No. Days:

C. Late Payment Fees: %

D. Late Payment Fees: $

Annual P-Card Spending Volume Brackets Standard Transactions

Payment in 30 Days

Payment in 60 Days

Payment in 90 Days

$1 $500,000

$500,001 - $1,000,000

$1,000,001 - $2,000,000

$2,000,001 - $3,000,000

$3,000,001 - $4,000,000

$4,000,001 - $5,000,000

$5,000,001 - $6,000,000

$6,000,001 - $7,000,000

$7,000,001 - $8,000,000

$8,000,001 - $9,000,000

$9,000,001 - $10,000,000

>$10,000,001

REQUIRED DOCUMENTATION AND SUBMITTALS

All of the specific documentation listed below is required to be submitted with the Exhibit A Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

1.Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal/quotation and their corresponding page numbers. Tabs should separate each of the individual sections.

2.Letter of Transmittal: Bid responses shall include a description of Bidders capabilities and approach in providing its services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

3.Exhibit A Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A Bid Response Packet.

(a)Bidder Information and Acceptance:

(1)Every Bidder must select one choice under Item 10 of page 3 of Exhibit A and must fill out, submit a signed page 4 of Exhibit A.

(b)SLEB Partnering Information Sheet:

(1)Every bidder must fill out and submit a signed SLEB Partnering Information Sheet, (found on page 11 of Exhibit A) indicating their SLEB certification status. If bidder is not certified, the name, identification information, and goods/services to be provided by the named CERTIFIED SLEB partner(s) with whom the bidder will subcontract to meet the County SLEB participation requirement must be stated. Any CERTIFIED SLEB subcontractor(s) named, the Exhibit must be signed by the CERTIFIED SLEB(s) according to the instructions. All named SLEB subcontractor(s) must be certified by the time of bid submittal.

(c)References:

(1)Bidders must use the templates on pages 121-12 of this Exhibit A Bid Response Packet to provide references.

(2)Bidders are to provide a list of five (5) current and five (5) former clients. References must be satisfactory as deemed solely by County. References should have similar scope, volume, and requirements to those outlined in these specifications, terms, and conditions.

Bidders must verify the contact information for all references provided is current and valid.

Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.

(3)The County may contact some or all of the references provided in order to determine Bidders performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

(d)Exceptions, Clarifications, Amendments:

(1) This shall include clarifications, exceptions, and amendments, if any, to the RFP and associated Bid Documents, and shall be submitted with your bid response using the template on page 14 of this Exhibit A Bid Response Packet.

(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.

4.Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:

(a)The persons relationship with Bidder, including job title and years of employment with Bidder;

(b)The role that the person will play in connection with the RFP;

(c)Address, telephone, fax numbers, and e-mail address;

(d)Persons educational background; and

(e)Persons relevant experience, certifications, and/or merits.

5.Description of the Proposed Reporting System: Bid response shall include a description of the proposed system, as it will be finally configured during the term of the contract. The description shall specify how the proposed system will meet or exceed the requirements of the County and shall explain any advantages that this proposed system would have over other possible systems. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the proposal. Finally, the description shall describe all product warranties provided by Bidder.

6.Description of the Proposed Services: Bid response shall include a description of the terms and conditions of services to be provided during the contract term including response times. The description must: (1) specify how the services in the bid response will meet or exceed the requirements of the County; (2) explain any special resources, procedures or approaches that make the services of Bidder particularly advantageous to the County; and (3) identify any limitations or restrictions of Bidder in providing the services that the County should be aware of in evaluating its Response to this RFP.

7.Transition Plan: An evaluation will be made of the likelihood that Bidders implementation plan will meet the Countys requirements.

8.Financial Statements

(a)Most recent Dun & Bradstreet Supplier Qualifier Report. For information on how to obtain a Supplier Qualifier Report, contact Dun & Bradstreet at 1-800-424-2495 or http://www.dnb.com/government/contractor-management-portal.html;

9.Sample Reports: The bid response shall include copies of samples reports that the County has requested which shall include but not limited to:

(a)Level I, II, and III reports;

(b)Program Management Reports;

(c)Vendor reports; and

(d)1099 reports.

10.Sample Card: The bid response shall include an example of the card as referenced on page 10 of the RFP section D (Specific Requirements) item 10.d.(1).

11.Disaster Recovery Plan: The bid response shall include provide a disaster recovery plan that mitigates the risk of any data being lost due to unforeseen events. Plan to include details for handling P-Card transactions in the event of a natural disaster.

12.Hierarchy Plan: The bid response shall include provide a hierarchy plan for use with the card-management system enabling administrators to effectively monitor and control card activity.

13.Other Incentive Programs: The bid response may include a description of any other proposed program incentives.

14.Community Investment Programs: The bid response shall include a description of current and/or proposed successful programs and loan approvals in Alameda County

SMALL LOCAL EMERGING BUSINESS (SLEB)

PARTNERING INFORMATION SHEET

RFP No. 901036 Purchasing Card Program

In order to meet the Small Local Emerging Business (SLEB) requirements of this RFP, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC).

County departments and the OCC will use the web-based Elation Systems to monitor contract compliance with the SLEB program (Elation Systems: http://www.elationsys.com/elationsys/index.htm).

BIDDER IS A CERTIFIED SLEB (sign at bottom of page)

SLEB BIDDER Business Name:

SLEB Certification #:

SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

BIDDER IS NOT A CERTIFIED SLEB and will subcontract % with the SLEB named below for the following goods/services:

SLEB BIDDER Business Name:

SLEB Certification #:

SLEB Certification Expiration Date:

SLEB Certification Status: Small / Emerging

NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature:

Date:

Upon award, prime Contractor and all SLEB subcontractors that receive contracts as a result of this bid process agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

Bidder Printed Name/Title:____________________________________________________________________________

Street Address: _____________________________________________City_____________State______ Zip Code______

Bidder Signature:

Date:

CURRENT REFERENCES

RFP No. 901036 Purchasing Card Program

Bidder Name:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

FORMER REFERENCES

RFP No. 901036 Purchasing Card Program

Bidder Name:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Telephone Number:

City, State, Zip:

E-mail Address:

Services Provided / Date(s) of Service:

EXCEPTIONS, CLARIFICATIONS, AMENDMENTS

RFP No. 901036Purchasing Card Program

Bidder Name:

List below requests for clarifications, exceptions, and amendments, if any, to the RFP and associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to:

Description

Page No.

Section

Item No.

p. 23

D

1.c.

Vendor takes exception to

*Print additional pages as necessary

EXHIBIT B

INSURANCE REQUIREMENTS

*** INSURANCE REQUIREMENT HAS BEEN INTENTIONALLY OMITTED ***

EXHIBIT C

VENDOR BID LIST

RFP No. 901036Purchasing Card Program

Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 901036, and/or been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.

RFI No. 901036 - Purchasing Card Program

Business

Contact

Phone

Address

City

ST

Email

Bank of Alameda

Elizabeth Crilly

510-748-8000

2130 Otis Drive

Alameda

CA

crillye@bankofalameda.com

Bank of America Merrill Lynch

Jonathan Millard

415-913-2834

315 Montgomery St.

San Francisco

CA

jonathan.millard@baml.com

Bank of Montreal

Peter Ziegler

312-750-3888

115 S. Lasalle, 12th Floor

Chicago

IL

peter.ziegler@bmo.com

Bank of the West

Ken Bliss

916-561-6656

1651 Response Road, # 101

Sacramento

CA

kbliss@bankofthewest.com

Citibank, N.A.

Brian Wong

510-351-8221

1300 E 14th Street

San Leandro

CA

brian1.wong@citi.com

Citibank, N.A.

John Kim

703-204-8307

8110 Gatehouse Rd, Ste. 300E

Falls Church

VA

yeung.d.kim@citi.com

Citibank, N.A.

Thad Garrison

415-627-6101

One Sansome St., 23rd Floor

San Francisco

CA

thad.garrison@citi.com

Community Bank of the Bay

Chaula Pandya

510-433-5415

1750 Broadway

Oakland

CA

cpandya@communitybankbay.com

Computer Techs, Inc.

Beverley D. Sanders

570-686-2306

P.O. Box 926

Alameda

CA

beverleydsn@netscape.net

CoreStates Bank of Delaware, N.A.

Corporate Card Division

302-477-7000

3 Beaver Valley Road

Wilmington

DE

Send via US Mail

Deltek

Alexandra Howden

571-306-5985

2291 Wood Oak Drive

Herndin

VA

alexandrahowden@deltek.com

First Bankcard

Karl Pfeifer

916-543-9341

3031 Stanford Ranch Rd.

Rocklin

CA

kpfeifer@fnni.com

Fremont Bank

Karl Pfeifer

916-295-0474

39150 Fremont Boulevard

Fremont

CA

kpfeifer@fmni.com

JP Morgan

Natasha Bottari

650-389-6266

560 Mission St., 4th Floor

San Francisco

CA

natasha.bottari@jpmchase.com

LaSalle Bank, NA

Maura Purtell

312-992-0991

540 W. Madison

Chicago

IL

maura.purtell@abnamro.com

MasterCard International

Eva Robinson

914-249-6396

2000 Purchase Street

Purchase

NY

eva_robinson@mastercard.com

MasterCard International

Jean Cawley Taplett

914-249-6311

2000 Purchase Street

Purchase

NY

jean_taplett@mastercard.com

Mellon Global Cash Management

Thomas H. Heisey

412-234-1697

500 Ross St.

Pittsburgh

PA

heisey.th@mellon.com

Metropolitan Bank

Stella Kong

510-834-1933

250 East 18th Street

Oakland

CA

skong@metropolitanbankca.com

One Pacific Coast Bank

Andrea Walker

510-463-6565

1438 Webster Street # 100

Oakland

CA

awalker@opcb.com

U.S. Bank National Association ND

Carol Kroshus

510-690-0301

4325 17th Avenue SW

Fargo

ND

carol.kroshus@usbank.com

Union Bank of California

Jonathan Carlysle

415-273-2585

San Francisco

CA

jonathan.carlysle@unionbank.com

US Bank Corporate Payment Systems

Leslie Massey

805.481.1585

2389 Brant Street

Arroyo Grande

CA

leslie.massey@usbank.com

US Bank

Jerilyn Nelson

925-838-3204

1140 Shady Creek Place

Danville

CA

jerilyn.nelson@usbank.com

Valley Community Bank

Janelle Wrzesinski

925-600-3064

465 Main St.

Pleasanton

CA

gwrzesinski@vcb-ca.com

Wachovia Corporation

Stephen Hudd

203-401-5756

301 South College St., # 4000

Charlotte

NC

stephen.hudd@wachovia.com

Wachovia Corporation

Mike Hanna

813-276-6475

301 South College St., # 4000

Charlotte

NC

mike.hanna@wachovia.com

Wachovia Corporation

Mara Holley

404-332-5267

301 South College St., # 4000

Charlotte

NC

mara.holley@wachovia.com

Wachovia Corporation

Elysa Scharf

908-598-3035

301 South College St., # 4000

Charlotte

NC

elysa.scharf@wachovia.com

Wachovia Corporation

Linda Cava

914-286-5026

301 South College St., # 4000

Charlotte

NC

linda.cava1@wachovia.com

Wachovia Corporation

Ron Hankins

336-378-4200

301 South College St., # 4000

Charlotte

NC

ron.hankins@wachovia.com

Wachovia Corporation

Donn Scott

267-321-7739

301 South College St., # 4000

Charlotte

NC

donn.scott@wachovia.com

Wachovia Corporation

Carolyn Clouser

804-697-7126

301 South College St., # 4000

Charlotte

NC

carolyn.clouser@wachovia.com

Wells Fargo Bank

Shelley Rintala

415-396-8426

550 California St., 10th Fl

San Francisco

CA

shelleyr@wellsfargo.com

WellsOne Commercial Card

Elizabeth Klune

760 73