39-Group 3-Purchasing Card Services, Evaluation Criteria, GEN2131264P1.pdf

EVALUATION CRITERIA

Group 3: Purchasing Card Services

Submit responses to all Evaluation Criteria. Vendors who fail to submit the information and/or documentation required by any Evaluation Criteria by the solicitation’s closing date and time—excluding Reference Forms—may receive no points (if applicable) for the corresponding Evaluation Criteria.

Refer to Instructions to Vendors, Section K, for additional information. Vendors should structure proposal to align in the order of the Evaluation Criteria.

Evaluation Criteria

1. Ability of Professional Personnel Maximum Points

A. Describe the qualifications, including all relevant licenses and certifications, and the related experience of the relationship manager, customer service representative, and all key personnel (Project Team) assigned to this engagement. Provide resumes for each

Project Team member highlighting their experience and qualifications specific to delivering purchasing card services.

B. Provide an organizational chart for the proposed Project Team, showing their roles and/or position titles, staff names, and lines of authority.

C. Include a concise overview of the Vendor’s organizational structure, the number of years the Vendor has provided purchasing card services, and the primary markets served, with emphasis on experience supporting government or institutional clients.

2. Project Approach Maximum Points

A. Describe Vendor’s approach to delivering purchasing card and virtual card services as outlined in the Scope of Services. Confirm and describe the ability to track each service independently.

B. Provide detailed explanation of Vendor’s dispute assistance and resolution process.

Outline the full lifecycle of a dispute, including how cardholders initiate a dispute, the steps taken by Vendor to investigate and resolve the issue, expected timelines, required documentation, communication protocols, and escalation procedures. Explain the tools, resources, and support available to cardholders throughout the process, as well as any technological solutions that streamline dispute tracking and case management.

C. Fraud Mitigation:

i. Describe the Vendor’s strategies, policies, operational controls, and security protocols used to detect, prevent, and respond to fraudulent activity. Include detailed information on password encryption standards, authentication methods

(such as multi-factor authentication), and any additional protective technologies.

ii. Identify the roles and responsibilities of personnel involved in monitoring, escalating and resolving fraud risks; and describe communication procedures for notifying the County of suspicious activity.

iii. Provide Vendor’s fraud-prevention and fraud-resolution success rates for purchasing card and virtual card programs. Describe how success rate is measured, including but not limited to, percentage of fraudulent attempts detected before loss, percentage of cases resolved within service-level goals, false-positive rates, and any performance benchmarks used.

iv. Outline compliance with applicable industry standards and regulatory requirements.

D. Transition/Implementation Plan:

Describe and provide the Vendor’s transition and implementation plan for the requested services, including:

i. A detailed timeline for full implementation, testing requirements, file specifications and integration strategy

ii. Vendor’s personnel responsible for leading implementation

iii. Strategy and timeline for integration with the County’s Enterprise Resource

Planning system, Peoplesoft

iv. Education and training for Purchasing Card Administrators and cardholders.

Include the type of trainings materials, the duration of the training, and any other information necessary for training on new system capability, recertification training, fraud training for program oversight, any other topics, and delivery methods.

3. Past Performance Maximum Points

A. Describe Vendor’s experience in providing purchasing and virtual card services to public entities of similar size to Broward County over the past five years.

B. Include the Project Team’s specific past experience(s) within the last five years in delivering purchasing card and virtual card payment processing services, including all related purchasing card support functions.

C. Provide a minimum of three references for projects described. Refer to Vendor

Reference Verification Form and submit as instructed (with proposal) or within three business days after County’s request. Only provide references for non-Broward County

Board of County Commissioners’ contracts. For County contracts, the County will review performance evaluations database for previous or current contracts with the County.

The County considers references and performance evaluations in the evaluation of

Prime Vendor’s past performance.

4. Functionality Checklist and Demonstrations Maximum Points

A. Provide completed responses on Functionality Checklist (Excel), indicating whether the proposed solution provides the functionality as stated in the Scope of Services and whether any customization or configuration is required.

B. Provide a Demonstration of the solution in accordance with the Demonstration Script.

Refer to Instructions to Vendors, Section N Demonstrations for additional information.

5. Location Maximum Points

Refer to Location Certification and submit as instructed. Points shall be allocated as follows based on the Prime Vendor’s selection of one of the five options in the Location Certification

Form: Option 1 (0 points); Option 2 (5 points); Option 3 (3 points); Option 4 (points range from 0-5 depending on the composition of the joint venture); and Option 5 (0 points).

6. Revenue Share Maximum Points

A. Provide Vendor’s revenue share schedule detailing all proposed rebate tiers, associated percentages, any exclusions from the program, and the methodology used to calculate rebates, inclusive of both the purchasing card and virtual card programs.

B. For scoring purposes, the County’s combined estimated annual spend amount of

$31,561,000 for both the purchasing card and virtual card programs will be applied to the vendor’s proposed revenue share schedule to determine the projected annual rebate.

Category Estimated Annual Spend

Purchasing Card $18,353,000

Virtual Card $13,208,000

Combined Estimated Annual Spend $31,561,000

Total points awarded will be based on the projected rebate calculated from the applicable rebate tier of Vendor’s revenue share schedule submitted in the Pricing

Worksheet by applying the following formula: (Proposer’s rebate/Highest proposed rebate) x 10 = Price Score

TOTAL POINTS 100

Form Date 9/23/25