25434-RFP-DST_Payment_Program_Services.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • Procurement Services (813) 272-4327 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

August 25, 2025

REQUEST FOR PROPOSALS (RFP)

25434-RFP-DST

PAYMENT PROGRAM SERVICES

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), hereby issues this Request for Proposals (“competitive solicitation,” “solicitation,” or “RFP”), per Rule 6A- 1.012, F.A.C., to announce that HCPS is accepting proposals from all qualified firms or individuals interested in providing the commodities and contractual services as described herein.

Intent. The objective of this RFP is to select one or more financial institutions to assist HCPS in establishing the most cost-effective and efficient long-term Procurement Card Service and payment programs while maintaining high standards of quality and service. HCPS seeks programs that will maximize value and rebates to HCPS through enhanced technology, superior customer service, streamlined services, increased financial benefits, and reduced total operating costs. These commodities and contractual services are currently purchased under HCPS solicitation 15123-DST-IV:

Banking and Treasury Services (https://www2.sdhc.k12.fl.us/BoardAgendaSearch/SearchList.asp). This RFP will expire on December 31, 2025, with no renewal options available.

Important Dates. The event dates and times listed below are subject to change. Any updates will be posted via www.myvendorlink.com.

LAST DAY FOR TECHNICAL QUESTIONS: MONDAY, SEPTEMBER 8, 2025, AT 3:00 PM

PROPOSAL DUE DATE AND TIME: WEDNESDAY, SEPTEMBER 24, 2025, AT 3:00 PM

VendorLink Technical Support. The Proposer must submit their Proposal via upload via www.myvendorlink.com (VendoLink). HCPS does not accept hardcopy submittals.

The Proposer is solely responsible for submitting their Proposal through VendorLink no later than the time and date specified in this RFP or any subsequent addenda, and allowing adequate time to upload the Proposal to VendorLink.

The Proposer is responsible for contacting VendorLink technical support at support@evendorlink.com if technical difficulties arise during the Proposal submission process. HCPS shall not be responsible for any delays and will reject all proposals submitted late.

The Proposer may not withdraw their Proposal for 120 days after the due date unless otherwise specified.

Acceptable file formats for upload are Microsoft Excel (.xls or .xlsx), Adobe Portable Document Format (.pdf), or .ZIP file formats. Printing must be enabled on all submitted files.

Notice. Failure to file a protest within the time prescribed in § 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest must be submitted on time to the General Manager of Procurement Services via email at contractsupport@hcps.net.

Lobbying/Cone of Silence. Per Policy 6320, Procurement: https://web.hillsboroughschools.org/policymanual/, any communication regarding an active solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party is prohibited, effective from the time the solicitation is released until an agreement is signed by HCPS or awarded by the Board.

https://www2.sdhc.k12.fl.us/BoardAgendaSearch/SearchList.asp http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:contractsupport@hcps.net https://web.hillsboroughschools.org/policymanual/

Hillsborough County Public Schools Page 2 of 48 Request for Proposals: 25434-RFP-DST: Payment Program Services

TABLE OF CONTENTS

1 CONTACT INFORMATION & CERTIFICATION

2 SCOPE OF SERVICES

3 COST/FEES

4 PROPOSER INSTRUCTIONS

5 QUALIFICATIONS AND EXPERIENCE

6 REQUIRED FORMS

7 GENERAL TERMS AND CONDITIONS

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1 CONTACT INFORMATION & CERTIFICATION

The Proposer must supply the information listed below for consideration. In the event of a dispute or for further clarification, please provide your representative’s contact information. The General Manager of Procurement Services shall serve as HCPS’ representative.

1.1 LOCAL CONTACT INFORMATION

Account Representative Name

Title

Local Address

Phone Number

Cell Phone Number

Email Address

Fax Number

Signature of Owner or Authorized Officer

X

Date

1.2 CORPORATE INFORMATION

Representative's Name

Telephone Number

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

☐ Corporation, ☐ Sole Proprietor/Partnership, or ☐ Limited Liability Corporation FEIN or SS#

☐ Other.

The preferred method to receive a purchase order. ☐ US Mail or ☐ Fax ☐ Yes ☐ No. Is the vendor exempt from Workers’ Compensation? If yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered with the HCPS Office of Supplier Development?

☐ Yes ☐ No. Is your company a small business enterprise certified with any of the following agencies? If yes, check those that apply: ☐ City of Tampa, ☐ FL. Statewide & Inter-Local Certification, ☐ Hillsborough County BOCC, ☐ Florida State Minority Supplier Development Council, or ☐ City of St. Petersburg

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2 SCOPE OF SERVICES

2.1 BACKGROUND

“6424 - Purchasing Cards Board policy. https://www.hillsboroughschools.org/o/hcps/page/6424-purchasing-cards.

The Board recognizes that bank credit cards (purchasing cards or P-Cards) offer an alternative to existing procurement processes and provide a convenient, efficient method of purchasing minor goods and services. Board employees authorized by the Superintendent may use purchasing cards only for school-related purposes in accordance with this policy and administrative guidelines developed by the Superintendent. Purchasing cards shall not be used to circumvent the general purchasing procedures required by Florida law and Board policy.

All approved cardholders must agree to abide by purchasing card procedures and regulations. All transactions must be made by the individual to whom the card is issued. In the case of a P-Card issued in the name of a department, department members who have the authorization of the department administrator may make purchases.

The financial institution(s) issuing the District's P-Cards shall not be provided any individual cardholder information (e.g., credit records or social security numbers) other than the individual cardholder’s site address, site telephone number, and employee identification number.

The District Auditing Department shall conduct independent regular reviews of each cardholder’s activity to verify that the purchasing card is being used in accordance with this policy and administrative guidelines. Prices for commonly priced items should be periodically verified to prevent schemes of purposeful price inflation.

Cardholders must use common sense and good judgment when using school resources. This policy and related administrative guidelines cannot cover every issue, exception, or contingency that may arise during the cardholder's use of the purchasing card.

Cardholders will immediately surrender their cards upon request of the Chief Financial Officer for administrative reasons and shall surrender their cards upon separation from employment.

The purchasing card may never be used for personal items or services, nor is the personal gain of credit card rewards such as bonus points, frequent flyer miles, or any other affinity program reward permitted under any circumstances.”

2.1.1 Estimated Expenditures/Budget. The provision of the commodities and contractual services herein shall include, but not be limited to, the provision of all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests per the specifications herein. This section identifies HCPS’ desired commodities and contractual services and levels of performance. The Proposer shall indicate a response to all requirements and specifications contained herein.

The objective of this RFP is to select a financial institution to assist HCPS in establishing the most cost-effective and efficient long-term Procurement Card Services program while maintaining high standards of quality and service. HCPS seeks a program that will maximize value to HCPS through enhanced technology, superior customer service, streamlined services, greater financial benefits, and lower total operating costs. All specifications in this RFP are designed to enable a Contractor to satisfy the requirements for the commodities and contractual services herein. A specification may be expressed as a standard, a part of a standard, or independent of a standard. No specification is intended to unnecessarily limit competition by eliminating items capable of satisfactorily meeting HCPS’ actual needs and preferences. The fact that a manufacturer or supplier chooses not to produce or supply equipment, supplies, or services to meet these specifications will not be enough cause to adjudge these specifications as restrictive.

The inability or denial expressed in a Proposal, or omission in the Proposal, to offer to comply or conform with the technical requirements of this section of this RFP may result in deductions in the allocation of points by the Evaluation Committee.

The Proposer must acknowledge agreement and understanding with the requirements of the intent of the Scope of Services of this RFP and provide reports or samples, as applicable.

The Proposer must note any alternatives or deviations from specifications. Detailed descriptions and/or illustrations are required with your Proposal for consideration.

https://www.hillsboroughschools.org/o/hcps/page/6424-purchasing-cards

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2.1.2 Estimated Expenditures. HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. For protest purposes, the estimated yearly expenditures are $53.5 million (P- Card) and $20.3 million in E-Payables.

2.1.3 HCPS’s Current State. HCPS is currently functioning under the expiring solicitation: 15123-DST-IV: Banking and Treasury Services.

2.2 SPECIAL TERMS AND REQUIREMENTS

2.2.1 Initial Term and Renewals. The initial term shall be for three years and will commence no sooner than the first business day after Board approval or January 1, 2026, whichever is later. The Agreement shall automatically renew for up to four (4) additional one (1) year periods as appropriations allow in the budget, the Contractor’s performance, the continued need for the commodities and contractual services, and under the same terms and conditions unless either party provides notice to the other party stating that the party wishes to discuss modification of terms or not to renew the Agreement.

2.2.1.1 Temporary Renewal. If HCPS needs to extend the Agreement beyond the above-stated renewal period(s), HCPS and the Contractor may agree to renew the Agreement for a period not to exceed 180 days.

2.2.1.2 Price/Rate Provisions. All prices, costs, fees, and charges offered herein shall be firm against any changes for the initial term of the Agreement, unless mutually agreed upon or as stated otherwise in this solicitation or its addenda. The Contractor is responsible for notifying Procurement Services at least 60 days before any anticipated price changes. Any request for changes requires the submittal of bona fide manufacturer's documents, including but not limited to Producer Price Index information, Consumer Price Index for the affected market, industry, commodities, and/or manufacturer’s price list. Surcharges are disallowed unless the above conditions are met. HCPS reserves the right to accept or reject it within 30 days. If HCPS denies the request for a price change, said items will cease to be ordered.

2.2.2 Program Compliance. The Proposer’s proposed program must comply with all applicable federal, state, and local laws, ordinances, and standards, including but not limited to the National Association of Purchase Card Professionals (NAPCP), the Professional Association for the Commercial Card and Payment Industry, and the P-Card Industry Data Security Standard (PCI DSS).

2.2.3 Web Portal. The Contractor shall provide a secure online portal that enables viewing and managing of card activity, spending reports, and other relevant program information. The portal must be available 24/7/365. The tool shall facilitate the electronic posting of receipts and the entry and receipt of inventory item numbers, line item details, and account, cost center, department, general ledger, and project contract numbers. The tools shall also include user-friendly program-level spending summaries that enable more effective monitoring of spending patterns. Any planned downtime of the portal must be communicated to the agency at least five business days in advance of the event.

Additionally:

• The P-Card program must include a documented communication plan outlining the response process to unplanned downtime, including a description of any method or hierarchy used to prioritize the rectification of one business over another.

• The P-Card program must include a documented process to report problems and a Service Level Agreement.

2.2.4 Card Acceptance. The Contractor shall provide a P-Card program that is widely accepted throughout the state of Florida, nationally, and internationally.

2.2.5 Card Issuance. The Contractor shall issue cards in accordance with a mutually agreed-upon plan that details all tasks necessary to issue P-cards to the identified cardholders. This plan must meet all identified timeframes for cards to be active as specified herein. The Contractor shall meet all identified timeframes for delivering new cards and provide the account numbers and portal access for all cardholders. The Contractor shall meet a next-day turnaround time for rush new and replacement cards. The Contractor shall provide electronic and hard copies of full instructions, including activation requirements (with screenshots) to new cardholder applicants.

2.2.6 Ghost/Single Use Cards. The Contractor shall provide ghost card and single-use card capabilities, as requested by HCPS.

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2.2.7 Card Format. The P-Card design must have a distinctive format that readily identifies the P-Card cardholder as an HCPS employee. A sample card design must be provided in accordance with the mutually agreed-upon schedule outlined in the Agreement. The Contractor must provide specifications of its proposed P-Card format, which must include, at a minimum, the following elements:

• Name: “Hillsborough County Public Schools”

• Logo (see coversheet)

• Phrase “For Official Use Only - Tax Exempt” and HCPS’ Tax Identification Number (59-6000660).

• Name and department of the assigned P-Card holder.

• The Contractor’s free “help” telephone number shall be printed on the reverse side of the P-Card.

• No references to Automatic Teller Machines (ATM’s) shall be displayed on the card.

• If found, return to instructions.

• Additional Contractor recommended features (i.e., security, photo IDs, etc.).

2.2.8 Customer Service. The Contractor shall provide individual cardholders and the program administrator with access to customer service support, which includes, but is not limited to, the following:

• A toll-free help line for cardholder inquiries and emergencies (such as lost or stolen cards or questions associated with declines). The help line must be available 24/7/365 at no additional cost to HCPS.

• Maintain a central account customer service representative for the P-Card Administrator (CFO) and other designated employees.

• Handle any disputed transactions, chargebacks, or changes in restrictions on all P-Cards.

• Maintain the mutually agreed-upon response time permitted for all changes or requirements and account updates.

2.2.9 Liability. The Contractor shall adhere to the mutually agreed-upon policies for determining liability for all P- Cards issued on behalf of HCPS. HCPS shall be liable for the use of P-Cards by authorized users, provided that such use is within the monthly and single-item purchase limits and is made with an authorized merchant. The Contractor shall adhere to the mutually established time frame between receiving a report of a lost or stolen card and mailing a replacement card.

2.2.10 Unauthorized Charges. The Contractor shall adhere to the mutually agreed-upon policies for handling unauthorized charges on P-Cards issued on behalf of HCPS. HCPS shall not be liable for charges resulting from unauthorized use of any P-Card except as specified in a mutually agreed-upon agreement. Unauthorized use is defined as any use or purchase that is prohibited by HCPS or federal, state, or local laws, rules, procedures, or executive orders, or any use by an unauthorized user. The Contractor shall:

• Monitor account transactions to identify any unusual spending patterns.

• Contact the P-Card Manager and impacted cardholders when fraudulent card usage is suspected and identify any steps necessary to correct or determine when a card needs to be cancelled and reissued.

• Ensure only the P-Card Manager and/or authorized personnel are permitted to override transactions.

• Notify the P-Card Manager and/or impacted cardholders when the dispute has been resolved.

2.2.11 Policies and Procedures. The Contractor shall assist with the development, implementation, modification, or enhancement of a P-Card Program Manual. HCPS will have final approval of the policies and procedures for the issuance, security, and operational matters related to the P-Card program.

2.2.12 Controls & Restrictions. The Contractor shall provide program controls to prevent the use of the card for purchasing certain items that HCPS wishes to restrict. These may include, but are not limited to, vehicles, fuel, entertainment, furniture, alcohol, personal items, and consultant/contract services, among others. Cash advances are strictly prohibited. The Contractor shall provide:

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• Customizable online controls and restrictions for MCC groups at the cardholder level.

• Customizable online controls and restrictions for granting a temporary spending limit increase to an individual cardholder.

2.2.13 Management Reports. The Contractor shall provide various management reports that are available for P-Card purchases. These reports should be available 24/7/365 on the web portal to HCPS at no cost. The Contractor may develop additional reports during the contract period to support HCPS in making informed decisions on purchasing activities. The Contractor shall provide a written specification of the design and functionality of reports, including query, group, and sort parameters. All reports should include the ability to export to Excel or comma-delimited format, as well as functionality to email reports directly from the system. The Proposer shall:

• Describe your reporting capabilities.

• Describe your most commonly used reports?

• Explain whether you provide an electronic manual for the type of reports and how to run the reports.

Additional reports should include, but are not limited to, the following:

• Volume

• Average individual transaction size

• Transaction payment time

• Total payments posted to individual accounts (daily)

• Dispute and fraud reports (weekly)

• Estimated rebate reports (quarterly)

• Quarterly and annual reporting of program performance

• ‘Ad hoc’ query or report functions and additional reports requested by HCPS

• All standard/stock reports (those not created by the ad hoc query or report function) shall include a watermark identifying the report as “Enterprise Endorsed.”

2.2.14 Program Vendors. The Contractor shall use HCPS spending data to determine eligible vendors for the P-Card program.

2.2.15 Program Enhancement. The Contractor shall recruit new business for inclusion in the P-Card program upon notification by an agency that the proposed card cannot be accepted.

2.2.16 Additional Services, Innovative Approaches, and Potential Problems. HCPS seeks a Contractor that maintains best practices and looks for new, innovative ideas or enhancements.

2.2.17 Project Management, Project Manager, and Project Work Plan. HCPS seeks a Contractor that provides an experienced Project Manager and a tailored Project Work Plan. The Contractor shall provide a Project Manager with the necessary expertise to:

• oversee and perform the tasks required to ensure the successful and timely implementation of the P-Card program; and

• provide reports to HCPS’s P-Card Manager (Point of Contact) and collaborate with HCPS’s P-Card Manager to develop a single, comprehensive work plan. HCPS’s P-Card Manager will ultimately create and maintain the Project Work Plan. For the proposed Agreement, HCPS’s P-Card Manager and CFO will receive reports and information. The CFO will be the person responsible for decisions related to the administration of the Agreement.

• The Contractor shall submit a detailed Project Work Plan that sets forth the various Project phases with definitive starting and completion dates to be approved by HCPS.

• The Contractor’s P-Card Manager shall submit an updated Project Work Plan at regular intervals, and as project events may require. This report will document the Project's status, identify tasks that are not on schedule, report any problems, and specify how and when these problems will be resolved.

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2.2.18 Implementation Assistance and Training. The Contractor shall provide issuance and implementation assistance for the P-Card program. The Contractor shall provide technical assistance and any necessary training to ensure a smooth transition. This includes, but is not limited to, new cardholder onboarding, online cardholder maintenance, program administrator training, review of functionality, reporting and report writing, training on query or report functions, software updates, annual user conferences, and webinars for all P-Card users. The Contractor must meet the Production Readiness milestones as defined.

2.2.19 Fees and Fee Structure & Rebate Program. HCPS is seeking a P-Card and ePayable programs with no start-up costs, internet-based setup fees, account maintenance fees, or transaction, statement, or other charges. This includes all fixed fees and transaction fees. The Proposer shall propose all Rebate Programs that may be beneficial to HCPS, including but not limited to a Bill Pay Rebate Program, Co-Op Programs, and ACH payment with rebate options.

2.2.20 Limits and Restrictions. The Contractor shall restrict certain types of transactions from the credit card processing system. The Contractor must have the ability to limit purchases by Merchant Category Code (MCC) and/or Standard Industry Codes (SIC) and include MCC/SIC Classification Permissions. The Contractor must enforce the following minimum restrictions:

• Dollar limits per Department/P-Card.

• Transaction limits per Department/P-Card.

• Restrictions concerning types of vendors for which the P-Card may not be used.

• HCPS shall have the ability to identify multiple MCC groups by Department.

• Cash advances are prohibited.

2.2.21 Fees and Other Charges. The Contractor shall be entitled only to the fees specified in the Agreement. HCPS requires a payment term of 45 days

2.2.22 Disputed Items. The Contractor shall handle all transactions that are disputed between HCPS and merchants where the card is used. The Contractor must adhere to the contracted process for the handling of transactions that are disputed between the Contractor and HCPS. Further, the Contractor shall maintain and update the dispute process and include the following:

• Dispute form and/or online filing of the dispute.

• Timeline for cardholders or the Program Administrator to dispute a charge.

• Cardholder and the Program Administrator notification of the dispute results.

• Dispute reports that may be received or obtained online.

2.2.23 Lost or Stolen Cards. The Contractor shall adhere to the mutually agreed-upon process for handling lost or stolen P-Cards and the related liabilities. At a minimum, lost or stolen P-Cards must be acknowledged by the Contractor via telephone and email immediately upon receipt of the loss with prompt replacement by mail.

2.2.24 Fraudulent Charges. The Contractor shall adhere to the mutually agreed-upon process for resolving fraudulent charges and notify cardholders and the Program Administrator when HCPS may be liable for these charges. The charges shall not be deducted from any rebates.

2.2.25 Responsibility. The Contractor shall be responsible for issuing all cards on behalf of HCPS. HCPS will be responsible for payment. Individual credit checks shall not be done on individual cardholders, nor shall P-Card activity show up on cardholders' personal credit histories.

2.2.26 Cancellation of Cards. The Contractor shall adhere to the mutually agreed-upon policies for canceling P-Cards issued on behalf of HCPS. Cancellations will be requested through verbal or written communication, or via an online application. HCPS shall not be liable for charges incurred after notice has been made to the Contractor to cancel any card or cards.

2.2.27 Card Services. HCPS requires responses to the provided questions:

• What specific card platform(s) does your program utilize (i.e., MasterCard or VISA)? Which would you recommend for our program and why?

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• Do any third-party partners perform other functions such as systems support or customer service? If so, explain.

If required, provide complete information on third-party processor(s)/servicer(s) capabilities and documentary evidence that any/all third-party is PCI-DSS 1.2 compliant.

• Describe the card account activation and deactivation process. Detail the level of accountancy support your company will provide in managing these processes.

• Describe your firm’s options for ordering new cards during the conversion process (from the existing program), roll-out, and implementation period.

• Describe your flexibility and available options for card renewal (i.e., financial institution assigned or customer-specified month/year, etc.).

• Describe how your organization handles supplier/merchant analysis, education, and ongoing management.

• Describe your Procurement Card’s design features and options for integrating graphics/artwork, logos, and/or departmental designations. Are there additional costs associated with these services?

• What spend reports and/or analyses are available for management?

2.2.28 International Purchases.

• Explain the process for transactions in currency other than U.S. dollars. Explain the conversion rate processing process and timing.

• Explain the exchange rate source(s) and any/all additional fees.

2.2.29 Controls. Describe the options to control (decline or authorize) Procurement Card transactions. Controls may include, but are not limited to, the following criteria:

• MC (Merchant Category) Code

• SIC (Standard Industry Classification) Code

• NAICS (North American Industry Classification System) Code

• NIGP (National Institute of Governmental Purchasing) Code

• Unique merchant identification number

• Describe how the controls above would function at the college (entity), department, or individual card account level.

2.2.30 Merchant Category Groups. Describe the options available for establishing the Merchant Category (MC) Groups. Include the maximum number of MC Codes that can be assigned to one group; the maximum number of MC Groups that can be assigned to an individual card account; and whether the name of the MC Group can be unique to HCPS. Can specific MC Groups or individual vendors be excluded from purchases?

2.2.31 Single Transaction Limits. Describe the options available for establishing single transaction limits. Criteria may include, but are not limited to, the following:

• Unique merchant identification number

• MC Code

• MC Group

• Individual card account

• Department

• Financial institution (entity)

2.2.32 Cycle Limits. Describe the options available for establishing cycle limits. Criteria may include, but are not limited to, the following:

• Period of time

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• Declining and reloadable balance cards

2.2.33 Restrictive Cash Advances. Describe the options available for allowing and restricting cash advances.

2.2.34 Insurance Coverage. Describe the insurance coverage offered as part of your Procurement Card Services proposal. Make sure to identify the maximum exposure (both per transaction and aggregate) for the following types of occurrences:

• Lost/stolen cards

• Counterfeit cards

• Unauthorized internet transactions

• Merchant disputes

• Discuss how the processes work for each of the occurrences above, and detail HCPS’s level of liability/involvement for resolution.

• How limiting is your fraud process; what potential effects will it have on our traveling cardholders?

• Specifically, under what circumstances will you shut an employee’s card off, and how does it get turned back on?

• Describe the process for communicating potential fraud with cardholders and administrators.

2.2.35 Training Services.

• Describe the process for training administrators.

• Provide information regarding recommended training for cardholders; include best practices procedures.

2.2.36 Reconciliation Tool. Provide information about the availability of transaction history, both online via the reconciliation tool and from your firm.

2.2.37 Card Management. Describe your firm’s card management for the following card management functions:

o New card issuance (including activation, shipment, delivery options, and time frame) o Deactivation of cards o Lost/stolen cards o Replacement cards/account numbers (including emergencies) o Modifying a cardholder’s profile

• Where possible, answer the following for each transaction type and provide any system descriptions/documentation that is available:

o What card management system(s) is available?

o Is the system real-time?

o Will HCPS have access to a card management system that includes cardholder authority history?

o What security and audit trails are delivered with this system?

2.2.38 Specialty Cards. Describe your firm’s functionality in the areas of specialty cards such as travel, fleet, ghost, department, project, vendor-specific, relocation, declining balance, A/P, and specific authority.

2.3 CONVERSION AND IMPLEMENTATION

The Proposer must address their firm’s conversion and implementation capabilities as they relate to the following issues and questions. HCPS expects to implement a phased implementation plan as follows:

PHASE I. 2 – 3 months from award. Conversion of administrative staff (a selected group of staff may initially pilot the program for a specific period before the full implementation of the roll-out).

PHASE II. 2 – 3 months from award. Conversion of schools and remaining staff.

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• Provide a complete description of your conversion and implementation process and activities, including a sample timeline and description of various conversion and implementation tasks for both the Proposer and

HCPS.

• What initial and ongoing training do you provide for program administrators and cardholders?

• Describe the support provided by your firm during conversion and implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits, and other assistance.

• Describe your design for program implementation as it relates to:

o Pilot: minimum length and number of cards.

o Full implementation: project plan and timing.

• Provide a sample cardholder application.

• Do you provide sample policies and procedures as a part of the implementation process?

• Are costs associated with any of the activities performed by your firm during implementation?

• Based on your experience, list the critical success factors for a Procurement Card Services program, including the elements that have caused programs to fail or perform less than expected.

• What information, other than that provided in this RFP, will you need for implementation?

• HCPS currently utilizes a one-card solution for its Procurement Card Program (for purchases as well as travel and entertainment). Discuss the pros and cons of having a one-card program versus having a separate Purchase Card and Travel Card program.

2.4 HARDWARE AND SOFTWARE REQUIREMENTS

• What are the hardware and software requirements for using your financial institution’s card reporting software packages, including minimum RAM and disk space, minimum processor speed, modem specifications, etc.?

• What are the installation options for the reporting packages (i.e., stand-alone PC, LAN/WAN, Client/Server, internet/intranet)?

• Describe reporting methods for communicating technical problems with Program Administrators.

• What physical and software security measures does your firm take to protect the confidentiality of HCPS’ transaction information?

• Does your company have a disaster recovery plan? If so, describe the plan, including the time required to become fully operational after a disaster.

• Describe your program’s online reconciliation system, to include secondary review/approvals.

• The firm must provide an Excel spreadsheet or CSV file, fixed length or tab-delimited, consisting of 12 columns with the following titles:

• GL fund number

• GL location

• GL department number

• GL object number

• Merchant name

• Transaction amount

• Colleague (our system) ID

• Transaction date

• Posting date

• Merchant City

• Merchant State

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• Merchant category code

2.5 INTERFACE WITH INTERNAL FINANCIAL SYSTEMS

HCPS is seeking a program that preferably interfaces with everyday travel and expense report software and the Infor ERP system.

• Describe your firm’s experience working with clients that operate ERP/Financial Reporting systems, specifically made available by Infor Public Sector. Do you have standardized technical interfaces built to communicate with this ERP system?

• Does your firm currently possess software that interfaces with HCPS’s Infor financial system? How much staff time will our IT department need to dedicate to the implementation?

• Describe how your reporting package accomplishes the interface with the Infor ERP system.

• Are there any special hardware and software requirements for using the software interfaces?

• Is customized programming required to accomplish the interface? If so, is there a cost associated with this programming?

2.6 DATA TRANSMISSION

There are currently two files associated with the data interchange between the P-Card system and the Infor ERP system.

In the evening of each business day, HCPS transfers comma-separated value (CSV) files through a secure FTP process

(SFTP).

• The Infor ERP system sends to the P-Card system an “Available Funds File.” Each record in this file contains the fiscal year, unique account string, descriptions, and the amount of budget available. This file is used to ensure that the expense transactions sent to Infor are not rejected due to inadequate funds.

• The P-Card system sends to the Infor ERP system an “Expenditure File” containing one record for each P-Card transaction. Each record in this file includes information relating to the transaction date, credit card number, transaction description, accounting string information, and the amount of the P-Card transaction to record as an expense.

• Describe the options available for transmission of daily data feeds (i.e., VAN, web-based, flat file, etc.).

o What fields are available?

o Are any additional costs associated with the establishment of and/or modification to the file?

• Describe how your firm receives and processes Level 2 and Level 3 data. What specific information can your firm provide to HCPS?

• How many level 1, 2, and 3 merchants do you currently have? What is being done to increase levels 1 to 2 and levels 2 to 3?

2.7 DATA SECURITY AND PERSONALLY IDENTIFIABLE INFORMATION

The Proposer must address its Data Security capabilities related to the following issues and questions.

• Describe your information security program, including oversight, internal and external audit, internal and external testing, and protection of personally identifiable information (“PII” as that term is defined by the Gramm-Leach-Bliley Financial Service Modernization Act of 1999- “GLBA”).

o Is PII always encrypted in your operations platforms and databases?

• Please share the results of your most recent GLBA audit.

• Explain the tools, functionality, and processes that your financial institution uses to safeguard PII when PII is being delivered, by any available medium, to third-party service providers or HCPS-authorized/designated individuals or systems.

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• For any third-party service provider contracted to support any portion of your Procurement Card product, explain your process to assure full compliance with the requirements of PCI-DSS 1.2 and/or GLBA as required.

Provide copies of any compliance certificates for any third-party service providers.

• Explain your legal and economic liability in the event of an inappropriate disclosure, release, or misappropriation of PII within the confines of your organization and any subcontracting service providers’ organizations and operations.

• Will you agree that if your financial institution becomes subject to new and/or expanded information security obligations during the term of our Procurement Card issuing contract, you will promptly and fully comply with those requirements?

• Can you confirm that you will be complying on or before deadlines established by any changes in law or regulation?

2.8 BILLING

The Proposer must address its billing capabilities related to the following issues and questions:

• Describe your company’s billing and settlement terms, taking into consideration additional incentives for timeliness of payment/actual payment alacrity.

• How will HCPS receive billing statements?

• What options are available for HCPS to make payment (i.e., EFY, ACH, check)?

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3 COST/FEES

Cost Proposal Form. Proposals must include a complete Cost Proposal Form (the “Form”), below. If a discount is available off retail pricing for items not specifically listed on the Form, please provide that information. Also, include any other pricing discounts or offers that will help HCPS obtain optimal pricing for the services provided.

DESCRIPTION CHARGE

YES/NO

UNIT OF

MEASURE

12-MONTH

AMOUNT

Setup fee. The setup fee consists of, but is not limited to, policies and procedures, controls and restrictions, implementation assistance, and training.

Web Portal.

Ghost/Single Use Cards.

Card design/ logo.

Disputed items.

Replacement cards.

Reporting.

Rebate Programs Explained. Please provide all available rebate programs (ACH) and incentives available to HCPS.

OTHER CHARGES.

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4 PROPOSER INSTRUCTIONS

This solicitation will comply with all applicable HCPS policies and federal, state, and local laws and regulations. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this solicitation. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all or parts of this solicitation, to reject any proposal, to waive any formality and irregularity, or to re-advertise the identical or revised specifications. HCPS may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the services described in this solicitation. This solicitation does not obligate HCPS to enter into a contract or reimburse any Proposer for costs incurred in preparing and submitting a proposal or anticipating a contract. Furthermore, HCPS may:

• evaluate the Proposer’s past performance with HCPS and other customers or

• reject any or all proposals; or

• issue a subsequent solicitation for the same commodities and services or

• cancel the entire solicitation; or

• remedy solicitation errors; or

• reduce the scope of services (if deemed in HCPS’ best interest and at HCPS’ sole discretion); or

• appoint an evaluation committee to review the proposals; or

• seek the assistance of technical experts to review the proposals or

• approve or disapprove the use of subcontractors and suppliers; or

• award a contract to one or more (or none) of the proposers; or

• accept other than the lowest-priced proposal; or

• waive informalities and irregularities in the Proposals; or

• award a contract without discussions or negotiations; or

• Disqualify proposals upon evidence of collusion with intent to defraud or other illegal practices by a proposer.

4.1 DEFINITIONS.

The following terms shall have the following meanings.

4.1.1 Addenda/Addendum. HCPS written or graphic instruments posted to www.myvendorlink.com before the solicitation opening date to supersede or modify this solicitation by addition, deletion, correction, or clarification.

4.1.2 Agreement. Unless a separate document is provided for signature by the Parties, the Agreement shall include this solicitation, attachments, appendices, all related addenda, and answers to questions via www.myVendorLink.com, the Proposal, all mutually agreed-upon amendments, and subsequent renewals covering the provision of commodities and services as outlined herein.

4.1.3 Commodities. Commodities shall mean any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other personal property, including a mobile home, trailer, or other portable structure that has less than 5,000 square feet of floor space, purchased, leased, or otherwise contracted for by HCPS.

4.1.4 Contractor. The Contractor shall mean any business entity awarded by the Board or approved by HCPS’ Procurement Services Department under a Proposal submitted by that organization in reply to this solicitation.

4.1.5 Default. The omission or failure to fulfill a duty, observe a promise, discharge an obligation, or perform as agreed.

4.1.6 Florida Statutes. The codified, statutory laws of the State of Florida.

4.1.7 Procurement Officer shall serve as the primary HCPS representative for this solicitation.

4.1.8 Proposer. The Proposer shall include a vendor that submits a proposal in response to this competitive solicitation.

4.1.9 Renewal. A contract renewal extends or continues an existing contractual agreement between the parties beyond the original expiration date.

4.1.10 Request for Proposals (“RFP”). A written solicitation for competitive sealed proposals. The request for proposals is used when it is not practicable for HCPS to specifically define the scope of work for which the commodity, Hillsborough County Public Schools Page 16 of 48 group of commodities, or contractual service is required and when HCPS is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document.

4.1.11 Responsible Proposer/Bidder. A supplier with the integrity and reliability, as well as the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

4.1.12 Responsive Proposal/Bid. A bid, proposal, or offer that fully conforms in all material respects to the solicitation and its requirements, including all form and substance.

4.1.13 Services. An agreement calling for a contractor’s time and effort. The furnishing of labor, time, or effort by a contractor or supplier may involve, to a lesser degree, the delivery or supply of products.

4.1.14 Superintendent. Superintendent shall mean the District’s superintendent or designee. For this solicitation, the General Manager of Procurement Services will serve as the designee.

4.1.15 Vendor. A seller of goods or services whereby the exchange is solely transactional.

4.2 PRE-PROPOSAL CONFERENCE/SITE VISIT (“CONFERENCE”)

If applicable, see the cover sheet. HCPS may conduct a Conference (attendance may be mandatory or voluntary) or a site visit (mandatory attendance, as required by HCPS) to explain the procurement requirements. The Conference or site visit will be held long enough after the solicitation has been issued to allow Proposers to familiarize themselves with this solicitation, but sufficiently before the due date to enable the consideration of the Conference results in preparing their proposals. Nothing stated at the Conference or site visit shall amend this RFP unless and until a change is made via written addenda on VendorLink.

4.3 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

HCPS will post all solicitations and supporting documents on VendorLink. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. Each Proposer must have a vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation.

Additionally, to conduct business under this solicitation, HCPS requires that all its Contractors have a current vendor application on file with www.myVendorLink.com. HCPS may rescind an award for failure to comply with this condition.

4.3.1 Questions. A proposer with additional questions regarding this solicitation or a related document(s) may submit a written request for clarification via VendorLink no later than the “last day to request additional information or clarification.” Any interpretation to a Proposer shall be via written addenda posted on VendorLink before the proposal’s due date. Any information that amends any portion of this solicitation, received by any method other than an addendum issued in conjunction with this solicitation, is not binding on HCPS. In the event of a conflict between this RFP and any subsequent addendum, the most recent addendum issued will prevail.

4.3.2 Addenda. Those interested in responding to and receiving addenda to this solicitation or any other HCPS procurement opportunity must log on to VendorLink, select "active bids," search for this solicitation, and download the document(s). Downloading the document will enter your email address as a participant and provide notifications and updates for this solicitation. Before submitting the proposal, the Proposer must determine whether addenda have been issued via VendorLink and, if so, download and respond accordingly to such addenda.

4.4 PROPOSAL SUBMITTAL

The Proposer is solely responsible for the on-time delivery of the proposal via VendorLink. No mailed hard copies will be accepted. HCPS will not review proposals before the due date and time.

Lobbying/Cone of Silence. Board Policy #6320: The Cone of Silence prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party, unless permitted in this section. Any Board member, the Superintendent, Evaluation Committee Member, or any HCPS employee is prohibited from having any communications concerning a solicitation for an active competitive procurement during the Cone of Silence period. Any party, representative, or lobbyist of that party is prohibited from having any communications concerning an active solicitation for a competitive procurement with any Board member, the Superintendent, any Evaluation Committee Member, or any other HCPS employee during the Cone of Silence period, Hillsborough County Public Schools Page 17 of 48 regarding a solicitation for a competitive procurement. Communication by any party, representative, or lobbyist of that party, regarding an active solicitation found to violate this section may result in the rejection of their proposal and may include further sanctions. Any communications, including but not limited to matters of process, procedure, or protest, must be submitted in writing and directed to the assigned procurement officer. The Cone of Silence period shall take effect and remain in effect from the time of the solicitation's release until the Board awards the contract. At the time of issuing the solicitation, the Superintendent or designee shall provide public notice of the Cone of Silence and include this notice in any advertisement or public solicitation for commodities and contractual services, stating the requirements of this section. Unless expressly provided otherwise in the applicable solicitation document, the Cone of Silence does not apply to:

• Oral communications at the pre-proposal or pre-bid conference.

• Communications during evaluation committee meetings, including presentations, demonstrations, or interviews.

• Oral communications during any duly noticed Board meeting.

4.4.1 Submittal Delays. Possible delays to the last day for questions or the submittal due date may involve the following, without limitation:

4.4.2 Questions/Due Date Extension. HCPS reserves the right to amend this solicitation’s due date via VendorLink before the posted initially due date.

4.4.3 Weather Conditions. Should weather conditions require HCPS to close its offices on the Proposal due date, it will take effect at the same hour of the following business day or as posted by HCPS via VendorLink.

4.4.4 Responsive Proposal. A responsive proposal meets this RFP's requirements, including providing all necessary documentation, supporting exhibits, submitting on time, and obtaining all required signatures. HCPS is not responsible for discrepancies or inconsistencies in the submitted proposal. HCPS may reject any proposal it deems non-responsive.

Failure to comply with these requirements may result in HCPS deeming the proposal non-responsive.

4.4.5 Uploaded Proposal Format. The proposal must be submitted electronically and organized to ensure comparability and consistency in the evaluation process.