Amendment 8.pdf

Amendment 8 – FLAIR Replacement

Purchasing Card Services

Contract No. 84121500-15-01

AMENDMENT NO.: 8 - FLAIR Replacement State Term Contract No.: 84121500-15-01

State Term Contract Name: Purchasing Card Services

This Amendment No. 8 (“Amendment”), effective April 11, 2025 to the Purchasing Card Services

State Term Contract No. 84121500-15-01 (“STC” or “Contract”), is made by and between the State of Florida, Department of Management Services (“Department”), and Bank of America N.A.

(“Contractor”), collectively referred to herein as the “Parties.” All capitalized terms used herein have the meaning assigned to them in the STC, unless otherwise defined herein.

WHEREAS, on January 5, 2016, the Department entered into the STC with the Contractor for the provision of Purchasing Card services.

WHEREAS, on January 5, 2021, the Department renewed the STC with the Contractor for a period of 30 days;

WHEREAS, on February 4, 2021, the Department renewed the STC with the Contractor for a period of 60 days;

WHEREAS, on April 6, 2021, the Department renewed the STC with the Contractor with a new expiration date of January 4, 2026;

WHEREAS, the Parties wish to amend the STC to accommodate the replacement of FLAIR with the

State’s successor accounting and cash management system, Florida PALM, in accordance with

Section 8.4.2, Continuity of Services and Solution relating to FLAIR Data Integration and Transition, of Exhibit C: Additional Special Contract Conditions, and Section 11.9, FLAIR Replacement, of

Exhibit D: Statement of Work.

THEREFORE, in consideration of the mutual promises contained below, and other good and valuable consideration, the receipt, and sufficiency of which are hereby acknowledged, the Parties agree to the following:

I. STC Exhibit D: Statement of Work. Exhibit D is hereby amended as follows:

Section 11.9, FLAIR Replacement, of Exhibit D: Statement of Work, is deleted in its entirety and replaced with the following:

The parties recognize that FLAIR will be replaced by Florida PALM. The services necessary to transition from FLAIR to Florida PALM are set forth in Appendix 1 to Exhibit D: Statement of

Work.

Docusign Envelope ID: 82EC70E0-2369-47A4-8B43-1F68AA8FD0A0

The new Appendix 1, Florida Accounting and Information Resource (FLAIR) Replacement, to Exhibit

D: Statement of Work is attached hereto and hereby incorporated by reference into the STC.

II. STC Exhibit E, Schedule of Deliverables. The STC is hereby amended to add the following deliverables to Exhibit E: Schedule of Deliverables, which include services necessary to transition from FLAIR to Florida PALM. The additional deliverables are supplemental to, and not in replacement of, the existing deliverables.

Title: Florida PALM Data Integration Plan ID: 50

Date of Delivery: Within 60 Business Days of Contract Execution.

Review Cycle: Within 10 Business Days of Receipt from the Contractor.

Deliverable Type: Documentation SOW Section(s): Appendix 1

Deliverable Description: A document detailing the specifications, timeframes for development, and a successful test validation of the required files as outlined in “Requirements” below.

Non-Conformance Damages:

The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency.

Correction Period: Within 10 Business Days from Notice of a Deficiency.

Requirements:

1. The Florida PALM Data Integration Plan shall include the formats and specifications for integration of the following files:

a. Florida PALM Data Validation File (API131)

b. Florida PALM Payment Settlement File (API058)

c. Florida PALM Payment Settlement Error File (API132)

d. Charge Data File

e. Automated Clearing House (ACH) File

f. Scanned Images File (when functionality is available)

2. The Florida PALM Data Integration Plan shall also:

a. Be created and executed in compliance with Appendix 1.

b. Provide a schedule for the Florida PALM Data Integration that includes the following:

• Outline the work required to integrate the files formats set forth above, modify Works, test modifications, and integrate the Florida PALM Data Elements required for validation and transmission within the allotted implementation time period.

• Provide timeframes to complete the work outlined to enable a go live by January 6, 2026.

• Provide details about the staff and resources Contractor will devote to execution of the integration plan to meet the identified timeframes.

• Provide tasks to ensure effective and efficient communication during the testing, implementation, and deployment of the Services and Solution to all Agencies.

• Error resolution procedures

3. The Florida PALM Data Integration Plan shall provide the Date(s) of Delivery, Review

Cycle(s), Requirements, compensation, Acceptance Criteria, details about transmitting Charge Data Files to the Data Warehouse, and Correction Periods for Florida PALM Data Integration.

4. When a new Florida PALM functionality is available, the Florida PALM Data Integration Plan shall be updated within 10 Business Days of notification from the Department.

5. In the event that custom development is required for platform compatibility, such work will be considered out of scope and subject to a separate agreement, including timelines and additional fees as quoted by the Contractor, and as agreed to by the Department.

Title: Florida PALM Data Integration ID: 51

Date of Delivery: According to the Accepted Florida PALM Data Integration Plan.

Review Cycle: According to the Accepted Florida PALM Data Integration Plan.

Deliverable Type: Service SOW Section(s): Appendix 1

Deliverable Description: The process by which the Contractor creates and routinely transfers several files between Works and Florida PALM on a daily basis.

Non-Conformance Damages:

The Contractor shall submit a Corrective

Correction Period: According to the Accepted Florida PALM Data Integration Plan.

Requirements:

1. The Requirements for this Deliverable will be specified in the Florida PALM Data

Integration Plan.

Acceptance Criteria:

1. The Acceptance Criteria for this Deliverable will be specified in the Florida PALM Data

Integration Plan.

Title: Florida PALM Data Validation File (API131) ID: 52

Review Cycle: According to the Accepted Florida PALM Data Integration Plan.

Deliverable Type: Electronic File SOW Section(s): Appendix 1

Deliverable Description: An electronic file, transmitted to the Contractor by DFS, containing all information necessary for to the Contractor’s Solution to validate required accounting (Florida PALM) data elements.

Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency.

Integration Plan.

Requirements:

1. Works shall receive and store the Accounting Data Elements provided by DFS in the

Florida PALM Data Validation File.

2. Additional requirements for this Deliverable will be specified in the Florida

PALM Data Integration Plan.

3. The Contractor shall provide Error Resolution Procedures for the Florida PALM Data

Validation File.

Acceptance Criteria:

1. Works receives and stores the Accounting Data Elements provided by DFS in the

Florida PALM Data Validation File.

2. The Acceptance Criteria for this Deliverable will be specified in the Florida

PALM Data Integration Plan.

3. The Contractor provides Error Resolution Procedures for the Florida PALM Data

Validation File.

Title: Florida PALM Payment Settlement File (API058) ID: 53

Review Cycle: According to the Accepted Florida PALM Data Integration Plan.

Deliverable Type: Electronic File SOW Section(s): Appendix 1

Deliverable Description: An electronic file, transmitted to DFS by the Contractor, containing State of Florida accounting information for all Agency Transactions processed in the Contractor’s Solution. The Florida PALM Payment Settlement File allows for verification of accounting controls in Florida PALM before payment is made to the Contractor.

Non-Conformance Damages:

The Contractor shall submit a Corrective

Integration Plan.

Requirements:

1. Works shall transmit to DFS in the Florida PALM Payment Settlement File, on the night following each Business Day, the Accounting Entries associated to each approved Transaction.

2. Additional requirements for this Deliverable will be specified in the Florida PALM Data Integration Plan.

3. The Contractor shall provide Error Resolution Procedures for the Florida PALM Payment Settlement File.

Acceptance Criteria:

1. Works transmits to DFS in the Florida PALM Payment Settlement File, on the night following each Business Day, the Accounting Entries associated to each approved Transaction.

2. The Acceptance Criteria for this Deliverable will be specified in the Florida PALM Data Integration Plan.

3. The Contractor provides Error Resolution Procedures for the Florida PALM Payment Settlement File.

Title: Florida PALM Payment Settlement Error File (API132) ID: 54

Review Cycle: According to the Accepted Florida PALM Data Integration Plan.

Deliverable Type: Electronic File SOW Section(s): Appendix 1

Deliverable Description: An electronic file, transmitted to the Contractor by DFS, containing Agency Transactions in the Payment Settlement File that were rejected by Florida PALM.

Non-Conformance Damages: The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency.

Integration Plan.

Requirements:

1. Works shall receive from DFS and process the Florida PALM Payment Settlement

Error File.

2. Additional requirements for this Deliverable will be specified in the Florida

PALM Data Integration Plan.

3. The Contractor shall provide Error Resolution Procedures for the Florida PALM

Payment Settlement Error File.

Acceptance Criteria:

1. Works receives from DFS and processes the Florida PALM Payment Settlement Error

File.

2. The Acceptance Criteria for this Deliverable will be specified in the Florida

PALM Data Integration Plan.

3. The Contractor provides Error Resolution Procedures for the Florida PALM Payment Settlement Error File.

Title: Charge Data File ID: 55

Review Cycle: According to the Accepted Florida PALM Data Integration Plan.

Deliverable Type: Electronic File SOW Section(s): Appendix 1

Deliverable Description: An electronic file containing line-item level details of all Agency transactions. The Charge Data File includes payment card industry standard Level 3 data, when available.

Non-Conformance Damages:

The Contractor shall submit a Corrective

Integration Plan.

Requirements:

1. The Contractor shall transmit the Charge Data File to the Data Warehouse.as outlined in the Florida PALM Data Integration and approved by DFS Plan

2. The Charge Data File shall include data elements as specified in the Florida

PALM Data Integration Plan and approved by DFS.

3. The Charge Data File shall be transferred to the Data Warehouse in a manner allowing the Charge File to be electronically associated with the appropriate Scanned Images File data.

4. Additional requirements for this Deliverable will be specified in the Florida PALM Data Integration Plan.

5. The Contractor shall provide Error Resolution Procedures for the Charge Data File.

Acceptance Criteria:

1. The Contractor transmits the Charge Data File to the Data Warehouse on a mutually agreed upon regular basis.

2. The Charge Data File includes data elements approved by DFS.

3. The Charge Data File is transferred to the Data Warehouse in a manner allowing the

Charge File to be electronically associated with the appropriate Scanned Images File data.

4. Additional requirements for this Deliverable will be specified in the Florida PALM Data Integration Plan.

5. The Contractor provides Error Resolution Procedures for the Charge Data File.

Title: Automated Clearing House (ACH) File ID: 56

Review Cycle: According to the Accepted Florida PALM Data Integration Plan.

Deliverable Type: Electronic File SOW Section(s): Appendix 1

Deliverable Description: An electronic file, produced by Florida PALM and transmitted to the State’s treasury provider by DFS, which contains payment information and is used to settle account balances with the Contractor

Non-Conformance Damages:

The Contractor shall submit a Corrective

Integration Plan.

Requirements:

1. The Contractor shall receive from DFS, process, and store the ACH file as payment against each Agency Corporate Account’s outstanding balance.

2. Additional requirements for this deliverable will be specified in the Florida PALM Data

Integration Plan.

3. The Contractor shall provide Error Resolution Procedures for the ACH File.

Acceptance Criteria:

1. The Contractor receives from DFS, processes, and stores the ACH File as payment against each Agency Corporate Account’s outstanding balance.

2. The Acceptance Criteria for this Deliverable will be specified in the Florida PALM

Data Integration Plan.

3. The Contractor provides Error Resolution Procedures for the ACH File.

Title: Scanned Images File ID: 57

Date of Delivery: According to the Accepted Florida PALM Data Integration Plan when functionality is available.

Review Cycle: According to the Accepted Florida PALM Data Integration Plan when functionality is available.

Deliverable Type: Electronic File SOW Section(s): Appendix 1

Deliverable Description: An electronic file containing all images electronically attached or associated to Agency Transactions processed through the Contractor’s Solution.

Non-Conformance Damages:

The Contractor shall submit a Corrective

Integration Plan

Requirements:

1. The Contractor shall transmit the Scanned Images File to the Data Warehouse on a daily basis.

2. The Scanned Images File shall be transferred to the Data Warehouse in a manner allowing the Supporting Documentation containing a unique transaction ID in common with the appropriate Charge Data File data.

3. Additional requirements for this Deliverable will be specified in the Florida PALM Data Integration Plan.

4. The contractor shall provide Error Resolution Procedures for the Scanned Images File when functionality is available.

Acceptance Criteria:

1. The Contractor transmits the Scanned Images File to the Date Warehouse on a daily regular basis.

2. The Scanned Images File is transferred to the Data Warehouse in a manner allowing the Supporting Documentation containing a unique transaction ID in common with the appropriate Charge Date File data.

3. Additional requirements for this Deliverable will be specified in the Florida Data Integration Plan.

4. The Contractor provides Error Resolution procedures for the Scanned Images File when functionality is available.

Title: Post Go-Live Production Support (If needed) ID: 58

Date of Delivery: January 2026 – June 2026

Review Cycle: As needed following post go-live delivery

Deliverable Type: TBD SOW Section(s): Deliverables 52 - 56

Deliverable Description: Post go-live production support for file transfers to and from Florida PALM to include but not limited to data within files, formatting issues.

Non-Conformance Damages:

The Contractor shall submit a Corrective Action Plan (CAP) if the State issues a Notice of Deficiency.

Integration Plan

Requirements:

1. Requirements will be determined on a case-by-case basis dependent upon the support needed.

Acceptance Criteria:

1. Acceptance criteria will be determined on a case-by-case basis dependent upon the support needed.

III. STC Exhibit G, Schedule of Fees, Charges, and Rebates State Agencies. The following provision is hereby added to Exhibit G.

Hourly rate for services detailed in

Amendment 8 and Appendix 1.

Hourly rate is $150.00, or as otherwise mutually agreed to by the parties.

IV. Warranty of Authority. Each person signing this Amendment warrants that he or she is duly authorized to do so and to bind the respective party.

V. Conflict. To the extent any of the terms of this Amendment conflict with the terms of the STC, the terms of this Amendment shall control.

VI. Effect. Unless otherwise modified by this Amendment, all terms and conditions contained in the STC, as previously amended, shall continue in full force and effect.

IN WITNESS WHEREOF, the Parties have executed this Amendment by their duly authorized representatives.

State of Florida: Contractor:

Department of Management Services Bank of America, N.A.

By: By:

Name: Pedro Allende Name: Glenna S. Thompson

Title: Secretary Title: Senior Vice President

Date: Date: April 11, 2025

4/15/2025 | 10:12 AM EDT