Commercial_Card_Services.pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP)

FOR

COMMERCIAL CARD SERVICES

RFP NO. 017-2861002-RE

County of Orange RFP

County Executive Office - CPO - Commercial Card Services, 017-2861002-RE

County of Orange

County Executive Office - CPO

Procurement Services

400 West Civic Center

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date July 23, 2025

Question Submission Deadline August 29, 2025, 2:00pm

Proposal Submission Deadline September 26, 2025, 2:00pm

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system https://procurement.opengov.com/portal/ocgov **

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, September 26, 2025

2:00 pm https://procurement.opengov.com/portal/ocgov

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. WRITTEN PROPOSAL SCORING FORMAT

SECTION 5. PRICING AND COMPENSATION

SECTION 6. REBATE MATRIX / FEE PROPOSAL TEMPLATE

SECTION 7. VENDOR RESPONSES

Attachments:

B - Draft Model Contract

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide Commercial Card Services proposed in accordance with contract requirements set forth in the solicitation and Model

Contract, including Attachments.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading proposals via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received within this solicitation by Friday, August 29, 2025, before 2:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this solicitation and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this solicitation. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this solicitation; b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the

Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single firm that may subcontract with multiple firms

(team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a

UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this solicitation in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this solicitation); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

e) request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents. Therefore, Proposals submitted shall contain the

Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

R. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Purchasing Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may http://www.dnb.com/ http://www.usfcr.com/ communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

S. After the closing date and time for receipt of proposals, evaluation, and if requested by the County, interviews will commence. Respondents who submit proposals most responsive to the County’s requirements may be asked to give a presentation of their proposal to County staff. The County makes no guarantee as to the number of

Respondents selected for interviews. Selected Respondents should be prepared to make its presentation within three (3) business days after notification and be prepared to discuss all aspects of its proposal in detail, including technical questions regarding the proposal. Respondents shall not be allowed to alter or amend its proposal through the use of the presentation process.

1.3 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum solicitation requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this solicitation. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections

1.8-103 and 4.3-112 of the 2024 County Contract Policy Manual (CPM). A copy of the 2024

CPM can be found at https://cpo.ocgov.com/sites/cpo/files/2025-

07/2024_Contract_Policy_Manual_6.24.25.pdf. Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation.

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. Be a federally regulated financial institution.

https://cpo.ocgov.com/sites/cpo/files/2025-07/2024_Contract_Policy_Manual_6.24.25.pdf https://cpo.ocgov.com/sites/cpo/files/2025-07/2024_Contract_Policy_Manual_6.24.25.pdf

B. Have at least five years of experience managing commercial card programs of similar size and scope.

C. Provide services to public sector/government clients.

D. Offer secure online card management and reporting platform.

Written Proposal Scoring: 500 points maximum

See "Proposal Scoring Criteria" section for categories and points.

*NOTE: Respondents submitting exceptions to the County Model Contract provided with this solicitation may be disqualified based on the exception submitted.

Presentation/Interview Scoring: 400 points maximum

County reserves the right to conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with County and the decision of the DPA is final. Respondents shall be ready to attend interview within five (5) calendar days of notification. Any inquiry to determine the responsibility of a Respondent to this solicitation may be conducted. Respondent agrees that the submission of a Proposal is permission by Respondent for County to verify all information contained therein. If County believes it necessary, additional information may be requested from

Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration.

Price Proposal: 100 points maximum

The proposal with the lowest cost receives the maximum points allowed for this criterion. All other proposals receive a percentage of the points available based on their cost relationship to the lowest proposal.

1.4 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.5 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.6 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

SECTION 2. PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent, Robert Esparza, no later than five (5) business days prior to the

Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

1. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/proposal prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. All protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the Notice of Intent to Award is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

Appeal Process

A. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the

Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

mailto:CPOAppeals@ocgov.com

SECTION 3. SCOPE OF WORK

3.1 BACKGROUND INFORMATION:

The County of Orange is comprised of 22 departments and over 18,000 employees located throughout the County. These departments serve the public in areas such as public safety, health, environmental protection, social services, and regional planning. This contract will support the implementation and administration of Commercial Card Services, including Procurement Cards

(P-Cards), Travel Cards, One Cards, and Virtual Accounts Payable Card solutions. The contract may be used by the County and any Participating Governmental Entities.

The County of Orange (County) is seeking to establish a Regional Cooperative Agreement (RCA) for the provision of Commercial Card Services. The intent is to implement a Countywide program that offers Purchase Cards, Travel Cards, One Cards (Integrated), Declining Balance Cards, Virtual Cards, Emergency Cards, and Electronic Payables. A separate agreement may be established for Fleet Card Services. The awarded Contractor(s) shall offer rebate/incentive structures based on total spend and payment performance.

3.2 SCOPE

The selected Contractor(s) shall provide:

- Commercial Card Options, including but not limited to:

• Purchase Cards

• Travel Cards

• One Cards / Integrated Cards

• Declining Balance / Managed Spend Cards

• Virtual Cards (Single-Use Accounts)

• Emergency Use Cards

• Electronic Payables (EAP)

- Fleet Card Options (if applicable):

• Fuel Cards with data capture

• Maintenance and Repair Services

• Real-time controls and card-level restrictions

- Liability Options:

• Corporate Liability (preferred)

• Joint & Several Liability

• Individual Liability (for Travel or IBA Cards, if needed)

- Program Management Tools:

• Web-based account and transaction management

• Customizable controls (MCC blocking, spend limits, alerts)

• Real-time reporting and dashboard access

• Integration capability with County systems

- Customer Support:

• Dedicated account management

• 24/7 customer service for cardholders

• Fraud detection and dispute resolution

3.3 PROGRAM ADMINISTRATION

The awarded Contractor(s) will work with the County’s designated Program Administrator(s) to:

- Implement the program across participating County departments

- Coordinate card issuance and training

- Monitor rebate/incentive performance

- Ensure PCI DSS compliance

- Provide regular utilization reports and recommendations for optimization

3.4 INCENTIVE REBATE STRUCTURE

Contractor(s) shall offer a rebate structure based on:

- Annual spend volume (local and national, if applicable)

- Prompt payment terms

- Non-standard volume (e.g., Level III data or reduced interchange transactions)

- File Turn Days (repayment speed)

- Annual performance reviews

The Contractor shall propose a rebate schedule as part of their response.

3.5 IMPLEMENTATION & TRANSITION

Contractor shall provide a detailed implementation plan including:

- Kickoff and planning meetings

- System setup, testing, and integration

- Cardholder training

- Data migration (if applicable)

- Transition support from any existing program

Implementation must be completed within 90 days of contract execution.

3.6 REPORTING REQUIREMENTS

Monthly and quarterly reports shall be submitted electronically and must include:

- Transaction summaries by department and card type

- Rebate/incentive tracking

- Cardholder activity

- Fraud incidents and resolution status

- Program utilization trends

3.7 SECURITY & COMPLIANCE

Contractor must demonstrate:

- PCI DSS Certification

- Data encryption standards

- Secure online access

- Compliance with local, state, and federal data privacy laws

SECTION 4. WRITTEN PROPOSAL SCORING FORMAT

4.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications &

Experience Points Based 175

(35% of Total)

2. Staffing Plann Points Based 150 (30% of Total)

3. Quality/Effectiveness of Work Plan/Project

Approach Points Based 125

(25% of Total)

4. Organization/Completeness of Response

Ensure your proposal:

• Demonstrates understanding of the project

• Clearly addresses all RFP requirements

• Is complete, well-organized, and logically presented

Points Based 25 (5% of Total)

5. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

Points Based 25 (5% of Total)

4.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview Scoring Format: 400 points maximum:

County reserves the right to conduct, or to not conduct, oral interviews and/or presentations with the highest-scored Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with

County and the decision of the DPA is final.

Respondents shall be ready to attend interview within fifteen (15) calendar days of notification.

Any inquiry to determine the responsibility of a

Respondent to this RFP may be conducted.

Respondent agrees that the submission of a

Proposal is permission by Respondent for

County to verify all information contained therein. If County believes it necessary, additional information may be requested from

Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions.

Respondents will not be allowed to alter or amend their Proposal through the use of the presentation process.

NOTE: If interview/presentations are not conducted, the Written Proposal shall account for 900 total points of the scoring.

Points Based 400 (80% of Total)

2. Cost Proposal

Respondent shall upload the Cost Proposal for both Respondent and, if applicable, any subcontractors. The Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of

100 points.

B. Other scores are proportional to the lowest price.

Points Based 100 (20% of Total)

SECTION 5. PRICING AND COMPENSATION

5.1 COMPENSATION:

This is a Contract between the County and Contractor for Commercial Card Services as provided in Attachment A, Scope of Services. The Contractor agrees to provide all goods, perform all services, and furnish all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the Contractor of all its duties and obligations hereunder.

5.2 PAYMENTS:

Payments made by the County shall not preclude the right of the County from thereafter disputing any items or services involved or billed under this contract and shall not be construed as acceptance of any part of the goods or services

5.3 INVOICING/BILLING INSTRUCTIONS:

A Monthly Billing Cycle means a one month period in which Charges, payments, and other amounts are posted to Accounts and has twelve cycles each calendar year. On the same day of the month, each month, Contractor shall provide a Statement for the just completed Billing Cycle and Customer shall make payment by the Due Date. County shall pay the New Balance by the

Due Date shown on the Statement. Customer agrees to Automated Clearing House ("ACH") payments as set forth herein and shall complete any necessary forms required by Contractor for such payments. Billing Statements and invoices are to be made available/accessible in the

Voyager portal and shall also be provided electronically as requested by the County. "New

Balance," less any disputed amounts, shall be due before the next billing cycle (approximately thirty (30) days).

All departments shall follow end of month for a billing cycle. Billing cycle typically closes at midnight on the billing day and the statement is available online between 3-5 AM CST the following day.

Each billing statement and invoices shall summarize a combination of the following information:

1. Contractor's name and address

2. Contractor's remittance address, if different from I above

3. Name of County agency/department

4. Account Number

5. Invoice Number

6. Card Number

7. Date of Transaction

8. Transaction Description

9. Subordinate Master Agreement (MA)/ Delivery Order (DO) Number

10. Additional Details

11. Sales Tax, if applicable

12. Contractor's Federal Tax I.D. Number

The Contractor shall be fully responsible for providing an acceptable invoice to the County.

Incomplete or incorrect invoices are not acceptable and will be returned to the Contractor for correction.

Invoices and support documentation are to be forwarded to respective Participating

Governmental Entities.

5.4 PAYMENT OF REBATES/INCENTIVES:

Revenue Share payments shall be paid in the form of an Automated Clearing House (ACH) payment. County shall provide any information necessary for Contractor to facilitate electronic payment.

5.5 PAYMENT ELECTRONIC FUNDS TRANSFER (EFT):

The County of Orange offers Contractors the option of receiving payment directly to their bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT will also receive an Electronic Remittance Advice with the payment details via e-mail. An email address will need to be provided to the County of Orange via an EFT

Authorization Form. To request a form, please contact the agency/department representative listed in the proposal.

SECTION 6. REBATE MATRIX / FEE PROPOSAL TEMPLATE

Pricing: County will pay the following fees in accordance with the provisions of this

Contract. Payment shall be as follows:

COMMERCIAL CARD REBATE TIERS

Line Item Description Unit of Measure Unit Cost

1 Commercial Card Rebate Tiers - $0–$5M percent

2 Commercial Card Rebate Tiers - $5M–$10M percent

3 Commercial Card Rebate Tiers - $10M–$25M percent

4 Commercial Card Rebate Tiers - $25M+ percent

COMMERCIAL CARD ADDITIONAL FEES

Line Item Description Unit of Measure Unit Cost

5 Commercial Card Additional Fees - Replacement Fee per card

Line Item Description Unit of Measure Unit Cost

6 Commercial Card Additional Fees - Foreign Transaction

Fee per transaction

7 Commercial Card Additional Fees - Expedited Delivery

Fee per shipment

8 Commercial Card Additional Fees - Monthly Admin Fee monthly

SECTION 7. VENDOR RESPONSES

Proposals must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Proposals are limited to 45 single sided pages. Response to Part 1 and

Part 2 will not count against the 45-page limit. All items listed in Part 3 will count against the page limit, no exceptions.

Note: Proposals that exceed the page limit noted above may be disqualified from further consideration.

Proposals must be electronically organized into three (3) sections and must be indexed in the order outlined below. List questions and your responses and/or attachments as numbered and listed within each section.

7.1 COMPLIANCE STATEMENTS (PART 1)

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

7.1.1 Validity of Proposal *

The County requires that all Proposals be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. The Respondent shall state the length of time for which the submitted Proposal shall remain valid below:

Please state 365 calendar Days if your proposal will be valid for that period of time. If your proposal will be valid for a different period of time please list the appropriate number of calendar days.

Maximum response length: 100 characters

*Response required

7.1.2 Certification of Understanding *

The County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any Contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and

B. The Contract expressly provides that the County therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by the County in the Contract shall be deemed only for the information of the Respondent.

Respondent certifies that such understanding has been considered in this response.

☐ Please confirm

*Response required

7.1.3 Minimum Qualifications/Requirements Statement*

Respondent shall certify that it meets all minimum qualifications and requirements set forth herein.

☐ Please confirm

*Response required

7.1.4 Certificate of Insurance *

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in the Model Contract.

☐ Please confirm

*Response required

7.1.5 W-9 Requirements *

The Respondent shall certify its willingness and ability to provide W-9 Requirements as indicated in this RFP (will obtain at the time of award).

☐ Please confirm

*Response required

7.1.6 Department of the Treasury, Internal Revenue Service Form W-9 Requirements

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

You may upload the appropriate form here or comply within the ten (10) days as described above.

7.1.7 Conflict of Interest *

Respondent must certify and select option 1 or 2 below:

A. Respondent certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

A. Disclose any financial, business or other relationship with the County, any other entity that the County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

B. Disclose any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

2. Respondent certifies that no relationships exist/existed as outlined in item 1 above.

☐ Respondent certifies current/past financial, business or other relationship(s) with the County exist/existed as follows.

☐ Respondent certifies that no relationships exist/existed as outlined in item 1 above.

*Response required

7.1.8 Statement of Compliance*

A statement of compliance with all parts of this RFP or a listing of exceptions and suggested changes must be submitted in response to this RFP.

• Yes: This response is in strict compliance with said RFP, including, but not limited to, the terms and conditions set forth in the Contract and its Attachments, and no exceptions thereto are proposed.

• No: If there are any proposed exceptions, Respondent shall answer "No" to this question and proceed to attach a list any and all exceptions in accordance with the instructions provided after "No" is selected.

☐ Yes

☐ No

When equals "No"

7.1.9 Attachment for each proposed exception must include:*

A. The RFP page number and section of the provision Respondent is taking exception to;

B. The complete provision Respondent is taking exception to;

C. The Respondent’s suggested rewording;

D. Reason(s) for submitting the proposed exception; and

E. Any impact the proposed exception may have on cost, scheduling, or other areas.

*Response required

7.1.10 Non-Collusion Affidavit*

Each Respondent must execute the Non-Collusion Declaration contained in the RFP and submit it with the Proposal.

The County of Orange may require that the Respondent, before awarding any subcontract, secure

Non-Collusion Declarations from proposed Subcontractors. The County of Orange does not conduct business with Respondents who engage in the act of Collusion.

• Non-Collusion_Affidavit.docx

*Response required

7.1.11 Non-Collusion Declaration - A*

Has your firm ever initiated discussions with competing consulting firms about the payment structure of an existing or potential future contract with the County of Orange? Respondent must select one (1). If Respondent selects Yes answer, Respondent must provide a brief explanation below. A “Yes” answer may preclude you from moving forward in the RFP

Process. Respondent must certify both questions below:

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.12 Reason for Collusion:*

*Response required

7.1.13 Non-Collusion Declaration - B*

If not, has your firm participated in any discussions with competing firms in an effort to influence the payment structure for existing or potential County contracts? Respondent must select one (1).

A “Yes” answer may preclude you from moving forward in the RFP Process.

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/65972/f9ecd2a8-fe8a-48fa-8fe6-ce482a914257_Non-Collusion_Affidavit.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4EUQGVZXS%2F20250723%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250723T165708Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIC3mucqeILWbiKoiH605ilzRmR0KRbEwwKOOTEmKTJI%2BAiB%2FqfNo5Sv0hmvZZVrfgQrrkGa%2FcTtlC9xZIxoPbCKEvSqDBQgZEAIaDDg5MjM2NDY4NzY3MiIMPWuce7EkXBI37jlgKuAE9BsookV49Ehz7YrZlsAZzlr1qbLI4ueuYkY1e6o%2FVSn1gT%2BD931WmTLyguQmPwkDnEflYW1%2BC%2BoSPI%2B%2F06Xdo4%2F78qCKEonnRRolq%2BFoVPI2epjN5xGJFCh8j9sFxllL7StNPg0Jg70KAzZEcKRWmV7LaSD6xg%2FJLsmJ7FVCJ28se8CYzYHOELNbcrYdwez8amd%2BN0j2HIuJULZtSRtoYjL1Sk2%2BXf%2B%2FgAzEv2Be2DFaowdz7Lbqf94XJ%2BNVL0CuwGi%2FsMILp5lVaHz%2B%2FANFrOokVeNhR1oMTRQhNYrk64G0p7LthsCE1f4It0xvgpBUQopJPoo6kK3rMm47qeujuY8bhlXBE%2FYtCF6L93Q6S6Op4PrQe1b8vOOIbAONzcFybsXnOcqPh6GCmUKn5aesYjmwW8L%2Fne10qHlBic%2BDEi%2B6Ig6o0Jk6EVrYUj%2BgiMgenP5r7VP%2Fj3HDWMHbpG5cSxIhjDSRt7JHzQS7OBJffFaernT1bwr5G7WyLeoUl9K55Ypl8X%2BQwZu%2BjHBz%2BAkAWZrh8QRyX%2BhZXtdVMfxS8Q0ygnnoI1LWB%2BzxgjLJSQrdq1L5%2FaVNtx33Ay8M%2FDI8v6LmYkmh4hy%2FXZY2Gx9oNRbO7Cw3jBju2mFzcF0VEcYkdSE1GcfRK9D7uBQZ2WVG3g%2FhcNYY%2FOneFE7JWlowqPkXElwLGKNys0B3J8dT9vjNr%2BshHS8B5UwX%2BOJTdTWisR8g7gIa7%2BDEBFpwpd6jR3t90mPVDe2tO9cSLu%2B0QFeb7KMoGOdrV5a5S4mnxzD2t7f%2B%2BWr6%2FIX6QWKIAp%2FqyKAwnJiExAY6nAEtNxxRHeNKd7zkdFifmfpKgEp%2BzLPSvva2p4gysn7yC1RrifYwf%2BfgVeXIUbWgUMPeKa4jvxG8yBaFVtF1EtABOMJY9bFAzFjPuyox%2BxPQUZXZHnPu33nET25qF0PjuAU2ONtrXWzC8jfnwNqcU4rSMAr8u6CvUAToWwFlGhCqck%2FbEwiPnRcaF%2B6RvjrSQ5BugM1o9aQvfgZXOEk%3D&X-Amz-Signature=65bfa7c8339629106e5f1e73872ec88159b56cc72b7c2a53031a683d77774eab&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.docx%22&x-id=GetObject

When equals "Yes"

7.1.14 Provide names of competing firms: *

*Response required

7.1.15 Litigation against County of Orange in the past seven (7) years*

Respondent must certify either Yes or No:

A. (Yes) Respondent certifies current/past litigation as follows:

1. Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving Respondent, or any company that holds a controlling interest in Respondent, against County of Orange in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors do not have any past or current litigation described above.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.16 Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against County of

Orange in the past seven (7) years.*

*Response required

7.1.17 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

A. (Yes) Respondent certifies past company name changes and/or ownership changes, for

Respondent’s firm and any proposed subcontractor firm, as follows:

1. Respondent shall provide detailed information regarding any company name changes

(including legal business names) in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

☐ Yes

☐ No

When equals "Yes"

7.1.18 Respondent shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years. *

*Response required

7.1.19 The Levine Act: County of Orange Campaign Contribution Disclosure*

The Levine Act compliance is a minimum submittal requirement of this solicitation.

Please complete and sign the County of Orange Campaign Contribution Disclosure Form attached hereto. A proposer’s failure to provide a completed and signed copy will render its proposal as incomplete and nonresponsive.

• Levine_Act_-_Campaign_Contr...

*Response required

7.1.20 Statement of Economic Interest (Form 700)*

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the Contract by

County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

☐ Please confirm

*Response required

7.1.21 Is your firm a County Of Orange Local Small Business (OCLSB) or a Disabled

Veteran Business Enterprise (DVBE)?*

To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE

PREFERENCE POLICIES CERTIFICATION REQUIREMENTS must be met

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.22 OC Local Small Business (OCLSB) Preference And Disabled Veteran

Business Enterprise (DVBE) Certifications*

Instructions are located here: https://cpo.ocgov.com/doing-business-oc/preference-policies

• Local_Small_Business_(OCLSB...

*Response required

7.1.23 Contractor Safety*

Contractor shall comply with County’s Safety and Loss Prevention Policy and Procedure #306

(“Contractor Safety Responsibilities”) and submit a copy of its Injury and Illness Prevention

Program (IIPP) and Contractor Safety-Activity Checklist to the designated County Procurement staff as part of the solicitation and/or contract process. Contractor will notify County Project https://government-project.s3.us-west-2.amazonaws.com/65972/960291d3-8390-4ec1-bb77-896c4726cd2c_Levine_Act_-_Campaign_Contribution_Disclosure_Form_-_2024-12.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4EUQGVZXS%2F20250723%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250723T165708Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIC3mucqeILWbiKoiH605ilzRmR0KRbEwwKOOTEmKTJI%2BAiB%2FqfNo5Sv0hmvZZVrfgQrrkGa%2FcTtlC9xZIxoPbCKEvSqDBQgZEAIaDDg5MjM2NDY4NzY3MiIMPWuce7EkXBI37jlgKuAE9BsookV49Ehz7YrZlsAZzlr1qbLI4ueuYkY1e6o%2FVSn1gT%2BD931WmTLyguQmPwkDnEflYW1%2BC%2BoSPI%2B%2F06Xdo4%2F78qCKEonnRRolq%2BFoVPI2epjN5xGJFCh8j9sFxllL7StNPg0Jg70KAzZEcKRWmV7LaSD6xg%2FJLsmJ7FVCJ28se8CYzYHOELNbcrYdwez8amd%2BN0j2HIuJULZtSRtoYjL1Sk2%2BXf%2B%2FgAzEv2Be2DFaowdz7Lbqf94XJ%2BNVL0CuwGi%2FsMILp5lVaHz%2B%2FANFrOokVeNhR1oMTRQhNYrk64G0p7LthsCE1f4It0xvgpBUQopJPoo6kK3rMm47qeujuY8bhlXBE%2FYtCF6L93Q6S6Op4PrQe1b8vOOIbAONzcFybsXnOcqPh6GCmUKn5aesYjmwW8L%2Fne10qHlBic%2BDEi%2B6Ig6o0Jk6EVrYUj%2BgiMgenP5r7VP%2Fj3HDWMHbpG5cSxIhjDSRt7JHzQS7OBJffFaernT1bwr5G7WyLeoUl9K55Ypl8X%2BQwZu%2BjHBz%2BAkAWZrh8QRyX%2BhZXtdVMfxS8Q0ygnnoI1LWB%2BzxgjLJSQrdq1L5%2FaVNtx33Ay8M%2FDI8v6LmYkmh4hy%2FXZY2Gx9oNRbO7Cw3jBju2mFzcF0VEcYkdSE1GcfRK9D7uBQZ2WVG3g%2FhcNYY%2FOneFE7JWlowqPkXElwLGKNys0B3J8dT9vjNr%2BshHS8B5UwX%2BOJTdTWisR8g7gIa7%2BDEBFpwpd6jR3t90mPVDe2tO9cSLu%2B0QFeb7KMoGOdrV5a5S4mnxzD2t7f%2B%2BWr6%2FIX6QWKIAp%2FqyKAwnJiExAY6nAEtNxxRHeNKd7zkdFifmfpKgEp%2BzLPSvva2p4gysn7yC1RrifYwf%2BfgVeXIUbWgUMPeKa4jvxG8yBaFVtF1EtABOMJY9bFAzFjPuyox%2BxPQUZXZHnPu33nET25qF0PjuAU2ONtrXWzC8jfnwNqcU4rSMAr8u6CvUAToWwFlGhCqck%2FbEwiPnRcaF%2B6RvjrSQ5BugM1o9aQvfgZXOEk%3D&X-Amz-Signature=cb797f58a4f63a03b141c32b2870864802fe5eee4e5cf0a3592d06960283fc55&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Levine_Act_-_Campaign_Contribution_Disclosure_Form_-_2024-12.pdf%22&x-id=GetObject https://procurement.opengov.com/portal/ocgov/projects/183628/document?section=undefined https://procurement.opengov.com/portal/ocgov/projects/183628/document?section=undefined https://cpo.ocgov.com/doing-business-oc/preference-policies…