3-RFP-FS-25-63 Project Manual Draft and forms.pdf

Template Version 9-3-24

RFP-FS-25-63

REQUEST FOR PROPOSAL:

PURCHASE CARD SERVICES

RFP #: RFP-FS-25-63

Finance Department 160 Lake Avenue

Budget & Procurement Office Palm Coast, FL 32164

PROPOSAL MANUAL

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TABLE OF CONTENTS PAGE

Overview _________________________________________________________________________ 2

About Palm Coast __________________________________________________________________ 3

General Requirements ______________________________________________________________ 4

RFP Process _______________________________________________________________________ 6

Instructions to Proposers ___________________________________________________________ 11

Evaluation of Qualifications and Award _______________________________________________ 14

CLAIMING LOCAL PREFERENCE ______________________________________________________ 17

Price Schedule ___________________________________________________________________ 18

Rebates and fees _________________________________________________________________ 19

References – OTHER THAN THE CITY OF PALM COAST ____________________________________ 20

FORM 1 – Conflict of Interest Statement ______________________________________________ 22

FORM 2 – Debarment Certification ___________________________________________________ 24

FORM 3 – Certification of Authorized Signatory _________________________________________ 26

FORM 4 – Compliance Certification Form ______________________________________________ 27

FORM 5- E-VERIFY REGISTRATION AND USE AFFIDAVIT ____________________________ 30

Form 6 - 2 CFR 200.321 Affirmative Step Requirements __________________________________ 32

FORM 7 – PUR 1355 _______________________________________________________________ 33

FORM 8 – AFFIDAVIT OF COMPLIANCE ________________________________________________ 34

Contract Template ________________________________________________________________ 35

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OVERVIEW

CITY OF PALM COAST

REQUEST FOR PROPOSALS (RFP)

TITLE

PURCHASE CARD SERVICES

REFERENCE

ISSUED

July 9, 2025

DUE

July 31, 2025 at 2 p.m.

PROCUREMENT COORDINATOR

TAYA HOFF

386-986-2547 Thoff@palmcoastgov.com

PROJECT MANAGER

RAELENE BOWMAN

(386) 986-2467 RBowman@palmcoastgov.com

BRIEF DESCRIPTION

This Request for Proposals is issued for the purpose of soliciting proposals from qualified organizations to provide Procurement Card Services to The City of Palm Coast.

OTHER KEY DATES AND MEETINGS

Non-Mandatory Pre-Proposal Meeting: N/A Question Deadline: July 23, 2025 at 2 p.m.

Proposal Deadline: July 31, 2025 at 2 p.m.

The above outlines the deadlines applicable to this RFP. City reserves the right to modify or change the scheduled deadlines at its sole discretion and will provide notice to the Proposers of any such change(s).

DOCUMENT AVAILABILITY, SUBMISSION, OTHER INFORMATION

Proposal documents are available through the City’s Procurement Portal at (https://palmcoastgov.bonfirehub.com/portal). Proposals shall be received electronically through the City’s Procurement Portal by the specified time and date. No other method of submission will be allowed or considered (i.e. Mailed, emailed, or hand delivered).

The City of Palm Coast uses its best efforts to divide total requirements, when economically feasible, into smaller tasks or quantities and to establish delivery schedules, where the requirement permits, in order to encourage participation by minority businesses, women’s business enterprises, and labor surplus area firms in compliance with CFR 200.321. In addition, the City will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourage further participation by minority businesses, women’s business enterprises, and labor surplus area firms .

Review requests should be submitted on the portal, https://palmcoastgov.bonfirehub.com/portal, on the Messages Tab under Opportunity and Q&A, upon Project Opening and prior to the posted Questions Deadline.

https://palmcoastgov.bonfirehub.com/portal

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ABOUT PALM COAST

The City of Palm Coast, located in Flagler County on the northeast coast of Florida, is situated halfway between St.

Augustine and Daytona Beach and about 70 miles from both the Jacksonville and Orlando metropolitan areas. Palm Coast's Interstate 95 Exit 284 (at State Road 100) is the closest I-95 exit to the beach from Maine to Miami. Palm Coast covers approximately 97 square miles and is situated on 70 miles of saltwater and freshwater canals and the Intracoastal Waterway, providing residents with abundant fishing and boating opportunities.

The City of Palm Coast is one of Florida's newest cities; incorporated in 1999. Palm Coast is a full-service City government servicing over 100,000 residents. It offers a comprehensive list of services including Water/Wastewater Management, Stormwater Management, Public Works, Administration, Economic Development, Finance, Information Technology, Parks & Recreation, Fire and Human Resources. Law Enforcement Services are provided by the Flagler County Sheriff’s Office. Facilities owned and operated by the City of Palm Coast include City Hall, the Water/Wastewater Management, Stormwater Management, the Public Works yard, the Palm Coast Community Center, the Southern Recreation Center and five fire stations.

Palm Coast also provides its residents with over a dozen City parks, a tennis center, a golf course, an aquatics center, and more than 125 miles of connecting multiuse pathways for walking, running, and bicycling. Parks and other recreational amenities are open seven days a week, usually from sunrise to sunset.

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GENERAL REQUIREMENTS

INTRODUCTION - PROJECT OVERVIEW AND OBJECTIVES

The City of Palm Coast is seeking proposals from qualified organizations to provide Procurement Card Services (P-card). This Request for Proposals will be used to establish a contract with a single vendor to meet purchasing card needs. It is the intent to maximize the use of funds; therefore, at this time a procurement card program with rebates/revenue sharing is required.

SCOPE OF SERVICES

The contractor will agree to provide its best efforts in performing the work set forth herein and within the estimates provided herein.

Overall transaction and credit limits may vary from card to card, department to department. The Procurement Card Program currently utilizes procurement cards for various purchases – plastics held by employees to make purchases. Carded accounts for should be initially set with a monthly limit of $2,000 with the ability to increase limits based upon approval from the Finance Departments. Cards should have an individual, company name and logo, and tax-exempt number on them.

The following data is the City of Palm Coast’s Central Purchasing Card Program data for the last 365 days as of June 17th, 2025. This information is for current active accounts and will be expected to increase in future years.

• Number of departments: 71

• Number of cards: 248 accounts, 248 plastics

• Number of transactions: 7,935 per year

• Dollar volume on cards: $1,621,249.40 per year

The Procurement Card Administrators will be given specific program coordinator access. This access includes but is not limited to:

• Program Administrator Access

• Monthly statement for account reconciliation of transactions

• The ability to request/set up new accounts, close accounts no longer needed, and to update account information in the event of a name change, etc

• An integrated workflow to review and approve the pcard account before creation

• Provide extensive fraud detection and notification process

• The ability dispute transactions due to fraud

• The ability to increase transaction limits over $2,000 temporarily and permanently if possible

• Access to create, modify, and export reports for internal use and audits that include account information, transactions, card limits, email addresses, employee numbers, and other related items

• The ability to accommodate multiple account requests at a time

• Assign account codes based on merchant category code

• The unlimited access to all cards assigned to COPC

• The ability to communicate directly with the financial institution’s project manager

• Proposal should include information about their institution’s rebate program and details

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Software Compatibility –The Vendor must be compatible with Tyler MUNIS software. After the evaluation team has completed the initial scoring and developed a shortlist of responsive proposals, the Vendor may be asked to demonstrate, prior to the implementation, evidence that the provider is capable of performing a satisfactory integration of data that can be transmitted and accepted, with reasonable human intervention, to the City's current financial software (Tyler MUNIS). The Vendor will outline the specifications of any export files, including what file formats are available and if the layout of the file is customizable

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RFP PROCESS

PURCHASING PROCEDURES: The Procurement and Contracting Procedures and Processes apply to this Request for Proposal. These procedures can be found at: http://www.palmcoast.gov/procurement under Procurement Policy.

INQUIRIES/INTERPRETATIONS: All Proposers shall carefully examine the Request for Proposal (RFP) documents.

Any ambiguities or inconsistencies shall be brought to the attention of the City prior to the due date in writing through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal); failure to do so will constitute an acceptance by the Proposer of any subsequent award decision. In addition, the City will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourages further participation by minority businesses, women’s business enterprises, and labor surplus area firms. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached draft agreement, or suggestions for addenda to the RFP documents, shall be posed through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) during the Q&A period. Proposer should not rely on any oral statement or instructions made by any employee(s) of the City with regard to this proposal. Any oral statements or instructions given before the proposal due date will not be binding on the City.

ADDENDA: Should revisions to the RFP documents become necessary, the City shall post addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal). All Proposers should check the City’s Procurement Portal Web Page at least three (3) calendar days before the proposal due date to verify information regarding addenda. Failure to do so could result in rejection of the proposal as unresponsive. Proposer must sign, date, and return all addenda with their proposal for the submission to be deemed Responsive. It is the sole responsibility of the Proposer to obtain information related to addenda and to insure that the proposal considers all changes to the RFP documents.

ANTI-LOBBYING/CITY CONTACT : Proposers are hereby notified that all communications regarding this RFP, whether in writing, electronic, verbal, or by some other means, and whether made indirectly by third parties or directly by the Proposer, must be submitted to the City’s Procurement Portal Web Page. Except as expressly required by this RFP for formal presentations (if any), any indirect or direct communications and lobbying regarding this RFP made to members of the City Council, members of the Evaluation Committee, or any other City official, from the date of advertising until the time an award has been made, are strictly prohibited and may constitute grounds for immediate disqualification of the Proposer’s proposal.

PREPARATION COSTS: The City shall not be liable for any expenses incurred in connection with preparation of a proposal. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of this RFP.

LICENSES/PERMITS: Unless expressly stated in the RFP, all permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, City, etc. are the responsibility of the Proposer.

CONTRACT TERMS AND CONDITIONS: The length of the contract term will be three (3) years with two (2) optional one-year renewals. The draft contract template is attached to this RFP. Proposers should review the draft contract template prior to submitting a proposal. If Proposer wants to negotiate modifications or additional terms and conditions to the contract, then Proposer shall raise these requested modifications or additional terms and conditions by inquiry in writing through the City’s Procurement Portal Web Page. UNLESS EXPRESSLY ACCEPTED BY THE CITY AND ISSUED BY ADDENDA, ONLY THE TERMS AND CONDITIONS IN THIS RFP SHALL APPLY. NO ADDITIONAL TERMS AND CONDITIONS INCLUDED WITH THE PROPOSAL SHALL BE CONSIDERED. ANY AND ALL SUCH ADDITIONAL TERMS AND CONDITIONS ARE INAPPLICABLE TO THIS RFP, WHETHER SUBMITTED https://palmcoastgov.bonfirehub.com/portal

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PURPOSEFULLY OR INADVERTENTLY, OR APPEARING SEPARATELY IN TRANSMITTAL LETTERS, SPECIFICATIONS, LITERATURE, PRICE LISTS OR WARRANTIES. IT IS UNDERSTOOD AND AGREED THAT THE GENERAL AND/OR ANY SPECIAL CONDITIONS IN THESE RFP DOCUMENTS AND SUBSEQUENT ADDENDA ARE THE ONLY CONDITIONS APPLICABLE TO THE PROPOSER’S SUBMITTAL, AND THE PROPOSER'S SIGNATURE ON THE RESPONSE FORM ATTESTS TO THIS STATEMENT. EXCEPTIONS TO THE TERMS AND CONDITIONS WILL NOT BE ACCEPTED.

SUBMISSIONS: Refer to the Instructions to Proposers for instructions on preparation of the proposal.

TIME TO RESPOND: Proposals shall be submitted electronically through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) for receipt by the specified time and date. No other method of submission will be allowed or considered (i.e. mailed, emailed, or hand delivered). It is strongly recommended that Proposers begin the uploading process at least ONE (1) day before the Proposal Deadline set forth in the Overview for sufficient time to complete the process. NO SUBMISSIONS THROUGH THE CITY’S PROCUREMENT PORTAL WEB PAGE WILL BE ALLOWED OR CONSIDERED AFTER THE SPECIFIED TIME AND DATE. For general assistance, please contact Budget and Procurement Division staff at least one business day in advance of the proposal due date. For technical questions related to the submission portal, please contact Bonfire at Support@GoBonfire.com or visit their help forum at https://bonfirehub.zendesk.com/hc.

ADDITIONAL INFORMATION/FOLLOW-UP: No additional information may be submitted, or follow-up made, by any Proposer after the stated due date, outside of a formal presentation to the Evaluation Committee, unless requested by the City. At the time of opening and upon review of the proposals, the City reserves the right to request all required forms/attachments (other than the pricing form, issued addenda and Form 4) that may have not been submitted at the time of submittal. The respondent shall have one (1) business day from the City’s request to supply this information to the City for their proposal to be considered valid.

DELAYS: The City, at its sole discretion, may delay the scheduled due dates indicated if it is to the advantage of the City to do so. The City will notify Proposers of all changes in scheduled due dates by posting the notification in the form of addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal).

PROPOSAL WITHDRAWAL: Proposers may withdraw their proposals through the City’s Procurement Portal prior to the time and date set for the proposal deadline. Once opened, proposals become the property of the City and will not be returned to the Proposers.

INCOMPLETE PROPOSALS/MISTAKES IN PROPOSAL: Failure to sign and return any or all issued addenda, failure to return a signed and completed pricing form, if applicable, and/or failure to sign and return a completed Form 4 Compliance Certification shall be absolute disqualification of the proposal as nonresponsive. Other than the pricing form, if applicable, issued addenda, and Form 4, the City reserves the right, at City’s discretion, to reject the proposal, or to request all required forms/attachments that may have not been submitted, or that may be otherwise incomplete or noncompliant in the City’s opinion. Upon request by the City, the Proposer shall have one

(1) business day to supply this information to the City for the proposal to be considered valid. Proposers are expected to examine the terms and conditions, specifications, delivery schedule, prices, extensions and all instructions pertaining to supplies and services. Failure to do so will be at Proposer's risk. In the event of extension or addition error(s), the unit price, and extension will prevail, and the Proposer's total offer will be corrected accordingly.

Written amounts take precedence over numerical amounts. Proposals having erasures or corrections must be initialed in ink by the Proposer.

PUBLIC OPENING: The proposals shall be opened publicly and the names of the Proposers shall be read aloud at that time. Persons with disabilities needing assistance to participate in the public opening should contact the City Human Resource Office ADA Coordinator at 386-986-2570 at least forty-eight (48) hours in advance of the public opening.

mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

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ACCEPTANCE/REJECTION/GROUNDS FOR DISQUALIFICATION: The City reserves the right to accept or reject any or all proposals, or any part of a submittal for any reason and without penalty prior to or after the rankings are made by the City, and to terminate any contract negotiations commenced with any Proposer. City will make the award to those Proposers, who in the opinion of the City will be in the best interest of or the most advantageous to the City. The City also reserves the right to reject the proposal of any Proposer who has previously failed in the proper performance of an award or failed to deliver on time contracts of a similar nature, or who, in the City's opinion, is not in a position to perform properly under this award. The City reserves the right to inspect all facilities of Proposers in order to make a determination as to the foregoing. The City reserves the right to waive or enforce any irregularities, informalities, and technicalities and may at its discretion, request a re-procurement. This section shall be construed liberally to benefit the public and not the Proposer. Any of the following causes may also be considered as sufficient grounds for disqualification of a Proposer or the rejection of a proposal:

a) Submission of more than one proposal for the same work by any entity under the same or different names.

b) Evidence of collusion among Proposers.

c) Lack of responsibility as shown by past work in similar projects including, but not limited to, life safety performance, strict adherence to all maintenance of traffic requirements, if applicable, workmanship, progress and scheduling, and financial irresponsibility. The City may also consider past litigation and claim history of the Proposer as evidenced by prior frivolous claims made by Proposer in connection with other projects.

d) Delayed, incomplete or nonperformance to which the Proposer is committed by contract which may raise concern about the timely performance under this RFP.

e) Any Proposer that submits a proposal containing information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration. Falsification of any entry made on the proposal shall be deemed a material irregularity and will be grounds, at the City's option, for disqualification of the Proposer or rejection of the proposal.

f) Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of submittal of the proposal for the type of goods/services to be provided. Should Proposer not be fully licensed and certified, its proposal shall be rejected.

g) Misrepresentation of any material fact, whether intentional or not, regarding the Proposer’s insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing contract.

h) Non-compliance with the submittal requirements of these Instructions to Proposers

i) Any other evidence which may hinder or otherwise delay completion of the Project may be grounds for disqualification.

SELECTION AND AWARD: The award will be made to a responsive, responsible Proposer consistent with the process and award criteria set forth in the Evaluation of Qualifications and Award herein. The City reserves the right to accept any proposal or combination of proposal alternates which, in the City’s judgment, will best serve the City’s interest. Discrepancies in the multiplication of units of work and unit prices will be resolved in favor of the unit price.

Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Proposer understands that submission of its proposal constitutes Proposer’s acceptance of the terms and conditions of this Request for Proposal, including the contract template attached. However, Proposer also understands that its proposal does not constitute an agreement or a contract with the City. The City reserves the right to reject all proposals, to waive any formalities, to solicit and re-advertise for new proposals or to abandon the project in its entirety. The right is reserved to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City. Pursuant to Florida Statutes § 287.05701, the City will not will not give preference to or request documentation of or consider a vendor’s social, political, or ideological interests when determining the vendor’s qualifications.

a) AWARD CRITERIA: Refer to Section entitled, “Evaluation of Qualifications and Award”.

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b) LOCAL BUSINESS PREFERENCE IN SELECTION AND AWARD: The City has a Local Business Preference Policy, see Section 2-30 of the City of Palm Coast Code of Ordinance, designed to aid Local Vendors. The Policy allows Local Vendors (defined below) to be awarded a solicitation if their cost to the City is within 3%

- 5% (depending on amount) up to total of $20,000 (see calculation below). The City’s Local Business Preference is not applicable to any Request for Proposal where funding will be in whole or part from any federal or state agency; or a local agency with differing or no local preference.

1. Local Vendor – For purposes of application of the Local Business Preference, a Local Vendor is a businesses that has its headquarters, manufacturing facility, or locally-owned franchise located in, or having a street address within, the legal boundaries of the City of Palm Coast for at least one (1) year immediately prior to this RFP If the local business preference does not result in the Palm Coast business being awarded the RFP, then the local business preference shall be given to businesses have its headquarters, manufacturing facility, or locally-owned franchise located in, or having a street address within, the legal boundaries of Flagler County for at least one (1) year immediately prior to the RFP. Post office boxes do not qualify as a verifiable business address.

2. Calculation of Amount of Preference - Five percent (5%) of the total quoted price up to $200,000.00.

Three percent (3%) of the total quoted price above $200,000.00. Total local business preference shall be limited to $20,000.00 for each project.

POSTING OF PROPOSAL AWARD: Notice of Intent to Award will be posted on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) prior the City’s final approval process.

PROTEST: Protests hereunder shall be in accordance with City Code of Ordinances Chapter 2, Article 1, Division 3, Section 2-29 Bid Protest Procedures (https://library.municode.com/fl/palm_coast).

PUBLIC RECORDS: Upon Notice of Intent to Award or thirty (30) days after opening, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the proposal documents, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. The City cannot guarantee the confidentiality of any document.

PROPOSALS TO REMAIN FIRM: All proposals shall remain firm for a minimum of one-hundred and twenty (120) days after the day of the opening to allow for the evaluation, selection process and proper execution of the contract.

If need be, the Proposer and the City may mutually agree to extend that time up to an additional ninety (90) days.

MULTIPLE SUBMISSIONS: More than one proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal will be cause for rejection of all proposal in which such Proposer is believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers. Proposals in which the prices obviously are unbalanced will be subject to rejection.

NON-APPROPRIATION OF FUNDS: In the event that insufficient funds are appropriated and budgeted or funding is otherwise unavailable in any fiscal period for this proposal, the City shall have the unqualified right to terminate the Purchase or Work Order(s) or contract upon written notice to the Proposer, without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular work or any project(s) will be assigned to any proposer(s).

GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Budget and Procurement Division at https://library.municode.com/fl/palm_coast

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PATENTS AND COPYRIGHTS: The Proposer shall indemnify and hold harmless, the City, its employees and any of its Council Members from liability of any nature or kind, including cost and expenses for or on account of, or for infringement of, patent rights, copyrights, or other intellectual property rights. Further, if such a claim is made, or is pending, the Proposer may, at its option and expense, procure for the City the right to use, replace or modify the item to render it non-infringing. If none of the alternatives are reasonably available, the City agrees to return the article on request to the Proposer and receive reimbursement. If the Proposer uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood, without exception, that the proposal prices include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES: The City of Palm Coast hereby permits the successful Proposer to extend the pricing, terms and conditions of this solicitation and resultant contract to other governmental entities at the discretion of the successful Proposer. Each governmental agency desiring to accept the successful proposal, and make an award thereof, shall do so independently of any other governmental agency. Each governmental agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no governmental agency assumes any liability by virtue of the award by any other governmental agency.

ADVERTISING: In submitting a proposal, Proposer agrees not to use the results as a part of any commercial advertising, without the express written approval of a City employee with the appropriate level of authority.

CITY LOGO: Proposers are approved to use the City logo in your submission materials and/or presentations.

DEBARMENT: Following award, where the successful Proposer’s services are subsequently terminated for cause, the City reserves the right to suspend/debar the successful Proposer from submitting proposals on City procurements/contracts for a period of up to 36 months and/or pursue any and all other remedies available to the City.

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INSTRUCTIONS TO PROPOSERS

PROPOSAL SUBMITTAL

The Proposer must submit a proposal that substantially complies with this RFP in all material aspects. All proposals must contain direct responses to the requested information. The response should be organized so that specific sections and questions being responded to are readily identifiable and in the same sequence as outlined below. The proposal shall cover in as much detail as possible the requirements of the RFP, subject to modification and enhancements as a result of information gained during the selection process. However, Proposers are advised that lengthy or overly verbose or redundant submissions are not necessary. Proposers are advised to carefully follow these Instructions in order to be considered fully responsive to this RFP. Compliance with all requirements will be solely the responsibility of the Proposer. Proposers shall submit all required forms through the process outlined in the Preparing and Uploading Submission section below. By submitting a response, the Proposer warrants that its proposal is correct.

The proposal must be divided into seven (7) sections with references to parts of this RFP done on a section number/paragraph number basis. The seven (7) sections shall be named:

SECTION 1 - PROPOSAL EXECUTIVE SUMMARY: Discuss the highlights, key features and distinguishing points of the proposal. The executive summary should be in the form of a letter that, at minimum, includes:

name of individual, partnership, company, or corporation submitting proposal; a brief history of the company;

city’s RFP number; statement that all terms and conditions of the RFP are understood and acknowledged by the undersigned; and signature(s) of representative(s) legally authorized to bind the Proposer. A separate sheet shall include a list of individuals who will be significant members of the project team, including contact information, i.e, phone numbers and email addresses. Limit this section to five (5) pages.

SECTION 2 - TABLE OF CONTENTS: There shall be a Table of Contents for material included in the proposal.

SECTION 3 - PROGRAM FEATURES AND FUNCTIONALITY: This section will include the card issuance and activation process, credit limits and controls, Online account management tools, Customizable user permissions and workflows and any add on features.

SECTION 4 - CUSTOMER SERVICE & SUPPORT: In this section, discuss the responsiveness and availability of support team, the account representative(s) assigned, and the resolution time for issues and disputes. Include fraud monitoring and response procedures, cardholder security features, EMV chip, and support for lost/stolen card response.

SECTION 5 - DATA, REPORTING, INTEGRATION, AND IMPLEMENTATION : Provide a implementation timeline and dedicated support, the onboarding process for cardholders and administrations, transition plan from current provider, if applicable, customizable reporting capabilities, integration with ERP/financial systems, and availability of detailed transaction data

SECTION 6 -FEES, REBATES, AND PRICING : This section shall include a clear and comprehensive description of all fees associated with the Procurement Card program. This should include any administrative or transaction fees, as well as any costs related to implementation, card issuance, or account maintenance.

Additionally, proposals should outline the rebate or incentive structure, including the percentage or tiered rebate levels, the criteria for earning rebates, and the timeline and method for rebate payments. Transparency in all pricing terms is essential. Proposers are encouraged to include any cost-saving options or value-added services that may be available at no additional charge.

SECTION 7 - REQUIRED FORMS: This section shall include the required forms which are available at the end of this Proposal Manual.

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INSURANCE

Proposers shall have insurance coverage that complies with the Insurance Requirements set forth in the Contract Template attached to this RFP. Proof of insurance shall be furnished to the City prior to final execution of the contract.

PROPOSAL SECURITY

A security is ☐ required, or ☒ not required for this proposal. If a security is required, a bond shall accompany each proposal if the proposal amount is one-hundred thousand dollars ($100,000) or greater. The certified check, cashier’s check or bond shall be for an amount not less than five percent (5%) of the price/cost and shall be made payable to the City as a guarantee that the proposer will not withdraw its proposal for a period of one hundred twenty (120) days after proposal closing time and, upon award, will execute a contract with the City.

CONFIDENTIAL MATERIALS

Any materials that Proposer claims qualify as “trade secrets” under the Public Records Act shall be segregated, clearly labeled “trade secrets”, and accompanied by an executed Non-Disclosure Agreement for Confidential Materials.

WARRANTY AGAINST FRAUD AND COLLUSION

By submitting a proposal in response to this RFP, the Proposer warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Proposer, to solicit or secure this business and the resulting contract, and that the Proposer has not paid, or agreed to pay, any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon, or resulting from, the award or the resulting contract. For the breach or violation of this provision, the City shall have the right to disqualify the proposal and terminate the Agreement at its sole discretion, without liability, and to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration.

By submission of a proposal, Proposer affirms that its proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. Proposer agrees to abide by all conditions of this RFP and the resulting contract.

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PREPARING AND UPLOADING SUBMISSION

1. PREPARE YOUR SUBMISSION MATERIALS:

Requested Information:

Name Type # Files Requirement

RFP Proposal File Type: PDF (.pdf) Multiple Required

Required Forms File Type: PDF (.pdf) Multiple Required

Rebate and Fee Schedule

File Type: PDF (.pdf) Multiple Required

Addendum (If Issued)

File Type: PDF (.pdf) Multiple Required

• Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

• Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. UPLOAD YOUR SUBMISSION: https://palmcoastgov.bonfirehub.com/opportunities/192736 Important Notes:

• Each item of Requested Information will only be visible after the Closing Time.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

https://palmcoastgov.bonfirehub.com/opportunities/

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EVALUATION OF QUALIFICATIONS AND AWARD

SELECTION CRITERIA: The selection criteria for this RFP is set forth below:

Program Features & Functionality (Weighted 25 points)

Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

Excellent – Exceeds Requirements 9 Outstanding – Far Exceeds Requirements 10

Data, Reporting, integration, and implementation (Weighted 25 points) Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

Excellent – Exceeds Requirements 9 Outstanding – Far Exceeds Requirements 10

Fees, Rebates, and Pricing (Weighted 25 points)

Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

Customer Service & Support (Weighted 25 points)

Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

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EVALUATION / RANKING:

Prior to receipt of proposals, the City will establish an Evaluation Committee to evaluate the proposals. Separately, each individual Evaluation Committee member will score each criteria listed above for each proposal. The scores will range from the minimum points allowed to the maximum points allowed for the corresponding criteria.

The City’s Budget and Procurement Office will then compile these scores. A meeting may be held to review the individual scores and discuss significant variances. Scores may be modified at this time. The BPO Coordinator shall convert each evaluation committee “members” total points for each submittal into a ranking. Each member’s top ranked submittal will be assigned ranking of “1”; the second a ranking a “2” and so on. The City reserves the right to establish alternate selection criteria, rescore, re-rank, and/or shortlist. The City in its sole discretion will determine the method of evaluation and award that is most advantageous to the City.

The City reserves the right to contact references provided by the Proposer or visit operations listed in the proposal.

Information supplied by client references or obtained upon site visits may be used in determining the relative merits of the Proposer under any and all of the Evaluation Criteria.

The City reserves the right to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City.

ORAL PRESENTATIONS (IF REQUIRED)

The Evaluation Committee shall make reasonable effort to achieve the ranking using written submittals alone. If, at City’s sole discretion, no single top-ranked Proposer can be clearly identified based on the written submittals alone, then the City may post a Notice of Shortlist and schedule the top ranked Proposer(s) to give oral presentations. The City may choose one or more of the top ranked Proposers to present. Such presentations are exempt from public meeting requirements in accordance with Section 286.0113(2)(b)1.

• The City shall establish the schedule. Proposers will be notified at least seven (7) calendar days in advance of the date, time and place. The specific format of each presentation will be provided to Proposers with the notifications.

• The City shall allot equal time for each Proposer divided into three sequential parts: formal presentations, questions/answers, and discussion. Presentations provide an opportunity for the Proposers to demonstrate their ability to use time efficiently, effectively and economically. The times allotted are maximums and no Proposer will be penalized for using less than the allotted time.

NOTICE OF INTENT TO AWARD

Upon completion of the ranking of proposals, or re-ranking if oral presentations are made, the City will post the Notice of Intent to Award.

NEGOTIATIONS

The City reserves the right to negotiate terms with the top-ranked Proposer including, but not limited to, rates, fees, costs, expenses, reimbursements, project team member hours and project schedule. If the City and the top-ranked Proposer cannot come to agreement, the City may terminate negotiations and begin negotiations with the second-

16 | P a g e ranked Proposer. This process may continue until the terms are mutually acceptable or all Proposals have been rejected. No Proposer shall have any rights in the subject project against the City arising from such negotiations.

FINAL CONTRACT AWARD AND APPROVAL

Upon completion of the Notice of Intent to Award and negotiations if required, the final Contract, based on the attached Contract Template, will be submitted to the City Manager for approval. In the event that the contract value exceeds $50,000, the Contract will be submitted to City Council for final approval.

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CLAIMING LOCAL PREFERENCE

Are you claiming Local Preference with your solicitation submission?

NO ☐

YES ☐

If YES is marked above, provide proof with your submittal that you are meeting the local business preference requirements in Section 2-30 of the City of Palm Coast Code of Ordinances as follows:

(1) To qualify as a Palm Coast person, firm and/or corporation, a vendor must have its headquarters, manufacturing facility, or locally owned franchise located in, or having a street address within, the legal boundaries of the City of Palm Coast for at least one year immediately prior to the request for a quote or formal bid solicitation (post office boxes do not qualify as a verifiable business address).

(2) To qualify as a Flagler County person, firm and/or corporation, a vendor must have its headquarters, manufacturing facility, or locally owned franchise located in, or having a street address within, the legal boundaries of Flagler County for at least one year immediately prior to the request for a quote or formal bid solicitation (Post office boxes do not qualify as a verifiable business address).

The foregoing requirements can be met by providing a utility bill, lease agreement, Florida Division of Corporations registration of the company’s principal address, or some other similar documentation with the required timeframe.

FAILING TO PROVIDE THE REQUIRED DOCUMENTATION WILL RESULT IN THE CITY NOT APPLYING THE LOCAL

BUSINESS PREFERENCE TO YOUR SUBMISSION.

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PRICE SCHEDULE

GENERAL PROPOSER INFORMATION

Company Name of Proposer

Mailing Address

City, State, ZIP

Phone Number

Pursuant to and in compliance with the Invitation To Bid, and the other documents relating thereto, the undersigned Proposer, having familiarized himself/herself with the terms of the Contract Documents, local conditions affecting the performance of the work, and the cost of the work at the places where the work is to be done, hereby proposes and agrees to deliver materials/services in a workmanlike manner and in strict conformity with Invitation to Bid requirements, including any addenda, and Contract Documents, for the amount hereinafter set forth. Prices shall include all applicable taxes. Taxes, customs, and tariffs on commodities or contractual services purchased under the contract will not be assessed against the City of Palm Coast unless mandated by State or Federal Law.

SIGNATURE BLOCK

Company Name

Signature

Name & Title, Typed or Printed

IN WITNESS WHEREOF, Proposer has hereunto executed this form this ______________________ day of

____________________________ 20____.

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REBATES AND FEES

Rebates:

Combined U.S. Purchasing Card and U.S. Virtual Card Programs

Volume Rebate Rate applied to annual Combined Net Charge Program Settlement Terms

Annual Combined Total Charge Volume at or above: Settlement Terms 30 & 14

$1,000,000

$4,000,000

$7,000,000

$10,000,000

$12,500,000

$15,000,000

$17,500,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

$40,000,000

$45,000,000

$50,000,000+

Standard Services and Fees:

Late payment charge

International transaction

Standard card

Add-On Fees / Other

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REFERENCES – OTHER THAN THE CITY OF PALM COAST

Proposer shall provide a minimum of three (3) references for which they are currently providing, or have provided, this type of service/commodity.

REFERENCES CANNOT INCLUDE CURRENT CITY EMPLOYEES. FAILURE TO MEET THIS REQUIREMENT MAY RESULT

IN DISQUALIFICATION AND YOUR SUBMISSION DEEMED NON-RESPONSIVE.

REFERENCE 1

Contact Name and Title

Phone Number

Email Address

Duration of Contract or Business Relationship:

REFERENCE 2

Contact Name and Title

Phone Number

Email Address

Duration of Contract or Business Relationship:

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REFERENCE 3

Company Name

Contact Name and Title

Phone Number

Email Address

Duration of Contract or Business Relationship:

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FORM 1 – CONFLICT OF INTEREST STATEMENT

STATE OF FLORIDA )

) ss

City of Palm Coast )

Before me, the undersigned authority, personally appeared __________________________________________, who was duly sworn, deposes, and states:

1. I am the ________________________________ of _____________________________________ (the “entity”) with a local office in ______________________________ and principal office in

2. The above named entity is submitting a Proposal to the City of Palm Coast.

3. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge.

4. The Affiant states that only one proposal for the above project is being submitted and that the above named entity has no financial interest in other entities submitting proposals for the same project.

5. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of the Contract for this project. This proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud.

6. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participating in contract lettings by any local, state, or federal agency.

7. Neither the entity, nor its affiliates, nor anyone associated with them has any potential conflicts of interest due to any other clients, contracts, or property interests.

8. I certify that no member of the entity's ownership, management, or staff has a vested interest in any aspect of or Department of City of Palm Coast.

9. I certify that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with City of Palm Coast.

10. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify City of Palm Coast in writing.

(Continued on Next Page)

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PROPOSER

Printed Name of Proposer

Printed Name

Printed Title

Printed Date

Contact Email

Street Address /Suite #

City, State Zip

Phone

STATE OF _____________________ )

COUNTY OF ____________________ )

Sworn to and subscribed before me by means of ☐ physical presence or ☐ online notarization

This ______________________ day of

Signature of Notary

Printed, Typed, or Stamped Name of Notary

Notary Public, State of _________________________

My commission expires ________________________

Personally Known ______

-OR-

Produced Identification ________________________

Type: _______________________________________

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FORM 2 – DEBARMENT CERTIFICATION

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND VOLUNTARY EXCLUSION-LOWER

TIER COVERED TRANSACTIONS

[FOR FEDERAL PROJECTS]

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510…