25434-RFP-DST__Payment_Program_Services_Addendum_3_Questions.docx

Superintendent Van Ayres pROCUREMENT SERVICES addendum to competitive solicitation September 23, 2025 Competitive Solicitation No. and Name: 25434-RFP-DST Payment Program Services Addendum #: 3

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

Questions and Answers The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

We would like to understand the relationship of cards to budgets. For purposes of the “Available Funds File”, will the available funds in a single budget be associated to a single card tied to that budget or will multiple cards be spending against that one budget? If it is multiple cards, will those cards only be used for a single budget or would they spend against multiple budgets?

Every card has access to multiple budgets.

We currently receive our rebate quarterly based on our card totals.

Tier 1, Minimum - $1.00, Rate - 1.50%

Tier 2, Minimum - $750,000, Rate - 1.61%

Tier 3, Minimum - $12,500,000, Rate - 1.63%

**Tier 4, Minimum - $18,750,000, Rate - 1.68%

Tier 5, Minimum - $25,000,000, Rate - 1.71%

2. Is plastic P-Card spend primarily used for Travel and Entertainment type purchases, or for day to day expenses and vendor spend that isn’t part of the e-payables program?

3. With your current program, can you tell us your split between “Standard Spend” and “Custom interchange/Qualified Large Ticket/Level III” interchange?

4. Can you tell us the average transaction size by card type? Plastic and Ghost cards are an average transaction size of $xxx and Virtual card e-payables have an average transaction size of $xxxx

5. Do you plan to use the bank portal for reconciliation? Or do you plan to use a third party like Concur for reconciliation?

6. Are you sending a payables file out of your Info for your e-payables payments? Or a manual upload? Or other?

a. If yes, are you sending other payment types in the same file as the virtual card payments? If so, which payment types?

7. Do you require cards to be allocated budgets, separate from their monthly credit limits? If so, can you provide more information about requirements related to this practice?

8. Do you have any international spend? If yes, how much?

9. Do you have a preferred settlement schedule? (i.e. Weekly, bi-weekly, monthly) Are you open to all settlement schedules or do you only want to see your preferred schedule?

10. Do you have a brand preference? (i.e. Visa or MasterCard)?

1. How many cards do you plan to issue?

We have approximately 1500 plastic cards & 400 ghost cards.

2. Is plastic P-Card spend primarily used for Travel and Entertainment type purchases, or for day to day expenses and vendor spend that isn’t part of the e-payables program?

Day to day, vendors, and travel.

3. With your current program, can you tell us your split between “Standard Spend” and “Custom interchange/Qualified Large Ticket/Level III” interchange?

Plastic/Ghost Standard - $50,593,950.22 Plastic/Ghost Standard Large Ticket - $2,811,238.61 Epayables Standard - $10,386,469.78 Epayables Large Ticket - $9,943,506.53

4. Can you tell us the average transaction size by card type? Plastic and Ghost cards are an average transaction size of $xxx and Virtual card e-payables have an average transaction size of $xxxx

24-25 Plastic/Ghost Average - $422.00 24-25 Epayables Average - $15,413.00

5. Do you plan to use the bank portal for reconciliation? Or do you plan to use a third party like Concur for reconciliation?

Reconciliation is included in this RFP

6. Are you sending a payables file out of your Info for your e-payables payments? Or a manual upload? Or other? a. If yes, are you sending other payment types in the same file as the virtual card payments? If so, which payment types?

A file goes to our bank with only epayables payments.

7. Do you require cards to be allocated budgets, separate from their monthly credit limits? If so, can you provide more information about requirements related to this practice?

No

8. Do you have any international spend? If yes, how much?

We have very little international spend.

9. Do you have a preferred settlement schedule? (i.e. Weekly, bi-weekly, monthly) Are you open to all settlement schedules or do you only want to see your preferred schedule?

We are currently on a monthly schedule.

10. Do you have a brand preference? (i.e. Visa or MasterCard)?

No preference

We have a solution that is highly cost effective and currently being used by over 40,000 customers. We would like to submit a bid response if our response would be given an equitable opportunity.

Please confirm.

We are open to all responses to learn what is available in the industry.

2. What are your current internal expense management processes and protocols?

3. Do you have any concerns around platform integration for Infor Public Sector?

4. How many cardholders would you estimate for your program?

5. Are you looking for your program to allow for GL Coding and Grouping?

6. Do you plan to continue using the Resolve solution going forward? If not, have you selected a replacement and what is the name of that solution?

1. Are there any key areas in your current program where you would like to see something different?

Our current P-Card and ePayables programs are working well. However, we are definitely interested in learning what additional programs are available in the payment industry that we are unaware of or not using, additional rebate possibilities, etc.

2. What are your current internal expense management processes and protocols?

Currently our program offers a multiple level review process with review options by site or project. Our sites also print off monthly signature statements that are reviewed and signed by the cardholder and the location manager.

3. Do you have any concerns around platform integration for Infor Public Sector?

Our current system runs in and out of INFOR and is running smoothly.

4. How many cardholders would you estimate for your program?

We have approximately 1500 plastic cards & 400 ghost cards.

5. Are you looking for your program to allow for GL Coding and Grouping?

Yes

6. Do you plan to continue using the Resolve solution going forward? If not, have you selected a replacement and what is the name of that solution?

We will not be using Resolve going forward. A replacement is part of this RFP.

Do you currently use or plan to use Virtual cards?

Yes.

How do you approve, control & account for those?

Does your current program/provider capabilities have any embedded Travel bookings capabilities?

Most employees use their current credit cards for travel. Our transactions then come into a third party reconciling program where there are approvers for each card.

Does your current program/provider capabilities provide you with comprehensive Spend Management/Spend Analytics capabilities with actionable insights?

Yes and Yes.

What, if any, are functionalities that your users have desired of and remain open for this P-Card program?

We currently have access to third level detail on most of our transactions. We will require third level detail.

• Vendor Name

• Vendor address (includes street address, city, state, and zip)

• Number of payments made to each vendor annually.

• Number of invoices received by vendor annually.

• Annual spend per vendor.

• Type of payment currently. ACH, check, wire, card.

• Payment Terms See attached report titled Vendor File For RFP Question 22.

a. What percentage and dollar volume qualify as discount transactions?

b. What percentage and dollar volume qualify as large ticket transactions (LTI)?

c. What percentage and dollar volume qualify as enhanced data reporting transactions (EDR-Level III)? *May be listed as other interchange.

a. Our discounts come from the vendor not based on the transaction. b. About 5% of our transactions are large ticket. Dollar amount of large ticket items last fiscal year was $2,811,238.61. c. About 65% of our transactions come in with Level III detail.

a. Please provide a sample layout of your current custom card design that includes placement of all items outlined in section 2.2.7.

Attached Card Sample #30.

a. Please provide an outline of the current notification process when there is suspected fraud on a card. Is a text message going to the P-Card Manager and the cardholder? Is it an email to both? Or are the cardholders receiving a text and the P-Card Manager receiving an email?

b. Please provide clarification on request to ensure only the P-Card Manager and/or authorized personnel are permitted to override transactions. For example: Are you referring to overriding MCC restrictions, credit limits, and velocity restrictions? Or are you referring to the transaction coding within the reporting portal?

Emails currently go to the Procurement manager. She will then handle the claim paperwork. We are referring to MCC restrictions and credit limits.

a. Please provide samples of the various reports HCPS are utilizing today.

From Bank - Cardholder Report with all cardholders and their limits. Transaction Management Reports with all transactions including details. From Resolve - Monthly Reports by sites. Vendor spend reports by vendor. Transaction reports of transactions that need approvals. Transaction reports by account on transactions.

a. Please provide further details on the annual user conferences requirement. What are HCPS expectations?

We expect a train the trainer on your program.

a. It states that charges shall not be deducted from any rebates. Please provide clarification on how fraudulent charges are handled in regard to your current rebate payment. Are they being deducted from your annual spend numbers prior to annual rebate calculations?

We currently receive a credit for all fraudulent transactions.

a. Does HCPS currently have restrictions implemented under each of the criteria listed? If so, please provide details on the restrictions for each criteria.

Currently, our controls are by Merchant Category Codes.

a. Does HCPS currently utilize declining and reloadable cards?

b. Please provide examples and use cases for both declining and reloadable cards.

No.

a. Does HCPS issue cards without a cardholder’s name?

b. If so, please provide examples.

Yes, we have athletic fuel cards, utility cards that are just in the sites name.

a. Please provide a sample of the CSV file (consisting of 12 columns) required for Colleague Please see the sample attachments.

a. Please provide clarification on the travel and expense reporting software being utilized

i. Is a direct file feed being provided into the expense management software?

ii. Please provide a sample layout

b. Please provide a sample layout required for the Infor ERP system Please see the sample attachments.

a. Please provide further clarification on the “Available Funds File” being sent from Infor ERP, is it being transmitted to the P-Card reporting system at the bank/provider? or is it being sent to Colleague? How is the amount of budget available being provided within the bank/provider reporting system? Please provide screen shots or an example from the bank/providers reporting system.

Please see the sample attachments.

a. Please advise on if proof of coverage/insurance certificate is required a bid submission. Or can it be provided within 10 days of being awarded to business?

Proof of coverage/Insurance Certificate is required to be submitted with the bid.

TD Bank

1) The official Cash Management Master Agreement and product Appendices will be provided upon award of the business. Our firm recognizes that it is Hillsborough County Public Schools right to choose a proposal, however, our firm reserves the right to negotiate the terms of any contracts required to provide cash management services. Further, our firm requests that its Cash Management Master Agreement (and associated service appendices), account opening documentation as well as these Conditions of Acceptance be included as part of any resulting contract between Hillsborough County Public Schools and our firm (copies of which are provided with the RFP response). Our firm is willing to consider changes to the terms of these agreements to the extent reasonably and legally practicable in order to accommodate Hillsborough County Public Schools.

Our firm request that required forms be completed once an award of business is made.

Ok.

This Addendum shall be construed and governed by the laws of the State of Florida.

Sincerely, Erika James, Senior Procurement Officer

THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.

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