Electronic_Payables_Solution.pdf

REQUEST FOR PROPOSAL

2025-RFP-0023

ELECTRONIC PAYABLES SOLUTION

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: April 30, 2025

DEADLINE FOR QUESTIONS: May 15, 2025

RESPONSE DEADLINE: May 23, 2025, 3:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Electronic Payables Solution

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Sacramento County Standard Terms and Conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy

11. Web Accessibility Policy

Attachments:

A - E-Payables Vendor Report

Request for Proposal #2025-RFP-0023 Title: Electronic Payables Solution

1. Definitions

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County of Sacramento (the "County") requests proposals from qualified institutions with the intent to enter into a Contract for an Electronic Payables Solution. The County desires to enter into an automated payable solution contract of mutual party benefit and reserves the right to contact and negotiate with all applicants regarding their applications prior to award, to clarify, verify, or request information regarding any application. The County will award the contract to the applicant(s) whose application provides the most advantageous terms for the City, based on compliance with the RFP requirements and the County's needs. The County may request presentations and/or demonstrations from any one or all applicants, in person or virtually, and reserves the right to waive any formality or irregularity (with the exception of the due date and time) and to make awards to more than one applicant, or to reject any or all applications.

This RFP is part of a cooperative purchasing agreement through the Lead Procurement Agency (LPA), County of Sacramento, a collaboration that allows the County and other Governmental, Educational, and Non-Profit entities to benefit from collective purchasing power. As a result, any selected bid may be utilized by additional participating entities, providing expanded visibility and potential for additional opportunities.

2.2. Contact Information

Poonam Aujla

Assistant Auditor Controller

700 H Street

Suite 3650

Sacramento, CA 95814

Email: aujlap@saccounty.gov

Phone: (916) 874-7248

Department:

DGS: CAPSD - Procurement

Department Head:

Brandalyn Tramel

Purchasing Agent

2.3. Timeline

Release Project Date April 30, 2025

Question Submission Deadline May 15, 2025, 3:30pm

Addendum Issued (if necessary) May 19, 2025, 3:30pm mailto:aujlap@saccounty.gov tel:(916)874-7248

Submission Deadline May 23, 2025, 3:30pm

Award Contract June 11, 2025

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: TBD; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of180 calendar days after bid closing date above.

The County, at its discretion, reserves the right to recommend multiple firms for award as a result of this

Request for Bid.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

The evaluation criteria will consist of the following:

E-Payable Incentive/Rebate to the County: 30%

Onboarding and Integration Plan: 15%

Vendor Account Management Support to County and Vendors: 15%

Proposer Presentation/ Interview: 30%

Customer References: 10%

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. About the County

The County of Sacramento, Department of Finance administers oversight responsibility of all County funds and securities, maintains records, and provides financial assistance and information to other

County government departments and agencies.

The Department of Finance processes over 300,000 payments to vendors annually. The current payment options for vendors are wire, ACH, check, and a virtual card program currently administered by one of the five largest banks. The County is looking to add a second program that will capture a larger vendor group, expanding the virtual card program, generating a larger revenue for the County, and allowing swift and easy payments to the vendors. The County may also transition its existing program to the selected vendor at the County’s sole discretion. The objective for this RFP is to obtain a banking institution that can ensure seamless integration with the current payment process and an easy-to-use banking platform for County vendors.

6.3. Scope of Work

The County of Sacramento (the "County") requests proposals from qualified financial institutions with the intent to enter into a Contract for an Electronic Payables Solution. The County is interested in a virtual card solution that can drive payment automation and additional revenues through rebates back to the County. The County has a strong desire to ensure a seamless integration and ease of use with the current payment processes and platforms. The County is seeking a virtual card program incentive from the partnership with a banking institution for utilization of the virtual card system by its vendors. The banking institution is expected to have a system of vendors in their existing virtual card system with other agencies and organizations.

The County currently utilizes SAP and is seeking a banking institution that can integrate its secure file transfer platform (SFTP) with both SAP as well as the PaymentWorks platform. The County utilizes

PaymentWorks for vendor onboarding, where vendors provide their TIN, select their payment method, and PaymentWorks assists in the validation of the vendor's information. The intent of the County is for the vendor to utilize the PaymentWorks system as an intake tool, selecting the virtual card as their preferred payment method, therefore the County is requiring the bank have the ability to integrate with and work effectively with PaymentWorks.

The County requires that the banking institution have a dedicated customer support team available to handle vendor customer inquiries as well as provide support to the County Accounts Payable team. The

County requires that the dedicated customer support team respond within 24 hours to all vendor responses. The County requires that live representatives be available during normal business hours (8 https://procurement.opengov.com/signup

AM to 6 PM Pacific Time) to field and respond to vendor and County inquiries and program issues. The

County expects a dedicated account executive with experience in the virtual card program to be assigned to the resulting agreement.

The County requires that the banking institution collaborate with the County's Department of

Technology and the Department of Finance on a cross-platform integration. The County expects the integration to be accomplished within 3 months with the banking institution providing a dedicated IT integration team.

The virtual card program incentive (rebate rate) due to the County is a result of the County's total qualified charge volume of the virtual card program. The rebate rate due to the County is to be a percentage of the County's total qualified charge volume - this percentage is to be fixed for the duration of the contract. The rebate rate due to the County is to be on a specified schedule as outlined by the banking institution in response to this RFP, with a preference of more frequent rebate payments such as quarterly as opposed to annual payments.

The County would prefer payment terms of 14/28 where offered, however this is not required and vendors may provide alternative payment terms that are utilized.

6.4. Demonstration/ Presentation

Upon the close of the RFP, the County will invite qualified proposers to present a live demonstration to display the system's capabilities as part of the evaluation process. The County expects that all proposers be prepared to present their demonstration within one week of the close of this RFP. The County will contact all qualified proposers approximately one (1) week after the close of this RFP to schedule a date and time to present. The County expects that all proposers be available to present between 9:00 AM and 3:00 PM PT, as early as June 2, 2025. The live demonstration will be for a maximum of one (1) hour and is to include the following:

I. A presentation highlighting the set up and implementation process, including an estimated timeline of events.

II. A demonstration of the epayables platform including the following:

A. Navigation of both the County and vendor side of the platform. Demonstration of ease of use.

B. Demonstrate payment file transfer.

C. Demonstrate reverse payment process.

D. Demonstrate process for questions posed by vendors utilizing the platform.

E. Demonstrate your firm's customer service capabilities.

III. Allow ample time at the end of the presentation for a question-and-answer segment.

6.5. Cooperative Participation Agreement

This RFP is part of a cooperative purchasing agreement, a collaboration that allows the County and other public entities, as well as private educational institutions to benefit from collective purchasing power. As a result, any selected bid may be utilized by additional participating entities, providing expanded visibility and potential for additional opportunities.

Optional National Compliance

This Request for Proposal (RFP) is issued in accordance with the regulations and requirements of the

State of California and is primarily intended for services within this state. However, respondents interested in providing services outside of California under this contract must demonstrate their ability to comply with the applicable local, state, and federal regulations of any additional states where services may be provided. Compliance with equivalent regulations in other states will be required for those bidders seeking to expand their service offerings nationally.

Eligibility Requirements - Optional Licensing and Compliance Across States

Proposers interested in being considered for business outside of California must possess or demonstrate the ability to obtain all necessary local, state, and federal certifications and permits required not only in

California but also in any other states where they propose to offer services.

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Onboarding Plan*

Please upload a separate document outlining a proposed onboarding plan including new vendor sign-ups, account management, and customer service/support for vendors. This onboarding plan to sign-up the County's current list of existing vendors. Please provide a summary of your institutions account management plan to provide assistance in the sign-up process, troubleshooting any issues that may occur with the vendor's ability to obtain the funds. In the event a vendor requires assistance/support, provide a summary of your institution's support program.

*Response required

7.4. Account Management Support*

What kind of client account management support system does the bank provide? Please provide a summary of your client support program including teams, software/ portals, and various other solutions.

*Response required

7.5. Secure File Transfer Platform Integration Plan*

Please provide a SFTP (secure file transfer platform) integration plan. This plan should include integration plans including the County's SAP and PaymentWorks programs, collaborating with the

County's Departments of Technology and Finance, including your integration software/infrastructure.

*Response required

7.6. Integration Team*

Please provide a summary of you IT integration team. Please be sure to include staff positions, qualifications, and years of experience.

*Response required

7.7. Previous Integrations*

Please provide a document detailing examples (at least three) of other integrations of similar size and complexity. Including dates, timelines, and the scale of agency. Please also include any challenges experienced and the solutions that were used.

*Response required

7.8. Virtual Card Program Incentive (Rebate) *

Please provide your virtual card program incentive (rebate) due to the County. In this document you are to provide a percentage-based rebate rate scale based on the corresponding annual charge volume.

Please limit the document to only the information pertaining to the response of this RFP. Please also provide a timeline/structure for the rebate disbursements to the County. Additionally, please provide a spend analysis with virtual card annual growth potential estimates based on the information provided by the County in the document titled "E-Payables Vendor Report" under the Attachments" section. The proposal is to indicate the rebate of the County's current vendors participating in the program, if they were captured by the proposing institution, as well as proposing a separate rebate if all of the vendors were to participate in the program (including those not currently participating and those currently participating). The County requests that proposals include a dollar amount for the rebate based on the existing charge volume, as well as a percentage-based scale corresponding to the County's annual charge volume.

Please provide the payment terms associated with the rebate with an understanding of the County’s preference for 14/28 terms. If your preferred payment terms are different from that of 14/28, please provide an additional page annotating the rebate with your organization's preferred terms.

*Response required

7.9. Cooperative Participation Alliance Terms*

The Master Agreement(s) awarded under this Solicitation by County of Sacramento, will be made available to additional Participating Agencies ("PAs”) on a local, regional, or national level. PA's may include, but aren't limited to, entities such as local governments, educational institutions, special districts or non-profits, that have joined together to leverage their joint buying power. These entities will operate under the same terms and pricing as Lead Procurement Agency (LPA), County of Sacramento, including Administrative Fee and Sales Reporting provisions. PAs may include but aren’t limited to municipalities, counties, states, higher education institutions, public authorities, councils of government, regional governments, public health institutions, or other eligible public agencies, educational institutions and non-profit organizations.

The awarded vendor(s) are required to provide all services to Sacramento County. Ability to service PA's outside Sacramento County will not affect your ability to win this business. Please download, complete, and upload the Cooperative Procurement Alliance Terms and conditions document.

• Cooperative_Procurement_All...

*Response required

7.10. Security Supplemental Terms and Conditions for Services* Please download, complete, and upload the Security Supplemental Terms and Conditions for Services document.

• Security-Terms_and_Conditio...

*Response required https://government-project.s3.us-west-2.amazonaws.com/155751/e67995f4-caed-413e-abc2-8aadbed91a9c_Cooperative_Procurement_Alliance_Terms_%282025-RFB-0023%29.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DIWBZFK7%2F20250430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250430T230000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBUaCXVzLXdlc3QtMiJGMEQCIGZG48WTHT1IutTGtngSkHocAW0BtAYF4ctwTNxs5GR%2FAiAvuTh7b%2Buvn64Hy9HpMMJ%2FBUWaPOr5KBKR61zhewnuwSqMBQiu%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMLbIHxEHi5gIFZKsfKuAEv5Wa82ILmmKMzIMD1ZI2ho57LuQT6ZdiA4GsNgT%2BHe2H9d%2FHnqgD%2Bz8h3NSyUESWWHhccM74sRVhyh%2FujAs4z%2FgY8%2B4PvbFEs%2F0sP0GEH9sK%2B7%2FDjf29DJ%2BxdlC57uY%2FEruoSVNg2bCslLztBOYp2t%2BmhSs4JevvbU%2BeCsLsa4rThm8nwBNy%2B3faO65AUULIcbzgvj8EnRhRpmmHzYY8CEomRfBwWHG%2F2ozoCmoVMkXvXp4%2FdePZHXy0wgTC3M37hSNU%2Fi8UyMOjA8cwAm7QyqXWLwO4nZMQD5wbYwS97%2BEQlAOGBNW107ipWT9qKJOAZtGJKvDiyPMFVaw6lJ%2FkSNy5I7ro4jPqu1i2qkaCnMOd77PyGQgUzguQ5LC7KciCHXBiaJHSqPEDQQSzJgEehfb00QSo8%2BbD12RSBRg91rq4tyMHzf9UCstVlvIqSZ6Ugr1aSUFFpEPkRy5lH85aJery45V%2BXhecyTqTxvCpgS62Vd7Qfe5hcRrav881zv6ugQZiPnq1NPZmT1T6nY8xyk09glTbQ1%2BRD36eN9ENFT7uv0HPX0skCY90heBaMUk285RCqGMkj6emBELtWoed89k0MMHiBaF%2Bf9i5fkkxf4l3GCcRw517%2BKB1g3urJagKT6db2dZ6d9%2B8Ltyy2bRswlBJCW99%2BZWL79pslKw8NOLnUJ1dJjnVSlCS0rOeItDbjh6zcwD4545iN6HHLHatL04JpPGCD7SigCd2Ku%2Ff5g6SXf6KO4OE4WmFqNL3YGl9Ybwd57nDhm3cvQ6lT0yEI2lOjx0qCbWb69ofbUW2tI8w357KwAY6nAEWbBGEWCFwMTGr0Yignkza8f8%2BvK2OvL7P3aN6kxC7jvLShcIgqp4%2FPVBc8AdvaBQTYk%2FYuLfGqEX4v55sfcaYsyiZd%2B8qa9CMqAi5etxJgDbFTjcccW20D6PEuIi%2F08%2Faqed%2FRgd31wXpetynUeNV0tIGUlzetG5QfOl4LOfAE67X6cZRUzz10SYfg9VzEXRVMSN4n0XdcbK6J5I%3D&X-Amz-Signature=604f21a22c9a5356ba18c552f78caaf4a2f1f4fbe230a04a1c7188eb0aff5a4b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Cooperative_Procurement_Alliance_Terms_%282025-RFB-0023%29.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/155751/2ce52834-9f20-475b-a6f2-9fc107e0abe2_Security-Terms_and_Conditions-Services.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DIWBZFK7%2F20250430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250430T230000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBUaCXVzLXdlc3QtMiJGMEQCIGZG48WTHT1IutTGtngSkHocAW0BtAYF4ctwTNxs5GR%2FAiAvuTh7b%2Buvn64Hy9HpMMJ%2FBUWaPOr5KBKR61zhewnuwSqMBQiu%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMLbIHxEHi5gIFZKsfKuAEv5Wa82ILmmKMzIMD1ZI2ho57LuQT6ZdiA4GsNgT%2BHe2H9d%2FHnqgD%2Bz8h3NSyUESWWHhccM74sRVhyh%2FujAs4z%2FgY8%2B4PvbFEs%2F0sP0GEH9sK%2B7%2FDjf29DJ%2BxdlC57uY%2FEruoSVNg2bCslLztBOYp2t%2BmhSs4JevvbU%2BeCsLsa4rThm8nwBNy%2B3faO65AUULIcbzgvj8EnRhRpmmHzYY8CEomRfBwWHG%2F2ozoCmoVMkXvXp4%2FdePZHXy0wgTC3M37hSNU%2Fi8UyMOjA8cwAm7QyqXWLwO4nZMQD5wbYwS97%2BEQlAOGBNW107ipWT9qKJOAZtGJKvDiyPMFVaw6lJ%2FkSNy5I7ro4jPqu1i2qkaCnMOd77PyGQgUzguQ5LC7KciCHXBiaJHSqPEDQQSzJgEehfb00QSo8%2BbD12RSBRg91rq4tyMHzf9UCstVlvIqSZ6Ugr1aSUFFpEPkRy5lH85aJery45V%2BXhecyTqTxvCpgS62Vd7Qfe5hcRrav881zv6ugQZiPnq1NPZmT1T6nY8xyk09glTbQ1%2BRD36eN9ENFT7uv0HPX0skCY90heBaMUk285RCqGMkj6emBELtWoed89k0MMHiBaF%2Bf9i5fkkxf4l3GCcRw517%2BKB1g3urJagKT6db2dZ6d9%2B8Ltyy2bRswlBJCW99%2BZWL79pslKw8NOLnUJ1dJjnVSlCS0rOeItDbjh6zcwD4545iN6HHLHatL04JpPGCD7SigCd2Ku%2Ff5g6SXf6KO4OE4WmFqNL3YGl9Ybwd57nDhm3cvQ6lT0yEI2lOjx0qCbWb69ofbUW2tI8w357KwAY6nAEWbBGEWCFwMTGr0Yignkza8f8%2BvK2OvL7P3aN6kxC7jvLShcIgqp4%2FPVBc8AdvaBQTYk%2FYuLfGqEX4v55sfcaYsyiZd%2B8qa9CMqAi5etxJgDbFTjcccW20D6PEuIi%2F08%2Faqed%2FRgd31wXpetynUeNV0tIGUlzetG5QfOl4LOfAE67X6cZRUzz10SYfg9VzEXRVMSN4n0XdcbK6J5I%3D&X-Amz-Signature=3534d23de03ab3695c7ce387b50bc9303bd663ee57cef95d9c5fa087bdd58513&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Security-Terms_and_Conditions-Services.docx%22&x-id=GetObject

7.11. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.12. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Proposal Summary

B. Statement of Experience and Qualifications

C. Account Payable File Analysis

D. Revenue Share/Rebate Proposal

*Response required

7.13. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.14. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

7.15. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.16. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.17. Customer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

7.18. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

7.19. Legal name of Business and Physical Address (Also Include Mailing Address if different).

Enter the following information here:

A. Legal name of business

B. Physical street address, city, state & zip code

C. Mailing address (only if different from physical address) https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DIWBZFK7%2F20250430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250430T230000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBUaCXVzLXdlc3QtMiJGMEQCIGZG48WTHT1IutTGtngSkHocAW0BtAYF4ctwTNxs5GR%2FAiAvuTh7b%2Buvn64Hy9HpMMJ%2FBUWaPOr5KBKR61zhewnuwSqMBQiu%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMLbIHxEHi5gIFZKsfKuAEv5Wa82ILmmKMzIMD1ZI2ho57LuQT6ZdiA4GsNgT%2BHe2H9d%2FHnqgD%2Bz8h3NSyUESWWHhccM74sRVhyh%2FujAs4z%2FgY8%2B4PvbFEs%2F0sP0GEH9sK%2B7%2FDjf29DJ%2BxdlC57uY%2FEruoSVNg2bCslLztBOYp2t%2BmhSs4JevvbU%2BeCsLsa4rThm8nwBNy%2B3faO65AUULIcbzgvj8EnRhRpmmHzYY8CEomRfBwWHG%2F2ozoCmoVMkXvXp4%2FdePZHXy0wgTC3M37hSNU%2Fi8UyMOjA8cwAm7QyqXWLwO4nZMQD5wbYwS97%2BEQlAOGBNW107ipWT9qKJOAZtGJKvDiyPMFVaw6lJ%2FkSNy5I7ro4jPqu1i2qkaCnMOd77PyGQgUzguQ5LC7KciCHXBiaJHSqPEDQQSzJgEehfb00QSo8%2BbD12RSBRg91rq4tyMHzf9UCstVlvIqSZ6Ugr1aSUFFpEPkRy5lH85aJery45V%2BXhecyTqTxvCpgS62Vd7Qfe5hcRrav881zv6ugQZiPnq1NPZmT1T6nY8xyk09glTbQ1%2BRD36eN9ENFT7uv0HPX0skCY90heBaMUk285RCqGMkj6emBELtWoed89k0MMHiBaF%2Bf9i5fkkxf4l3GCcRw517%2BKB1g3urJagKT6db2dZ6d9%2B8Ltyy2bRswlBJCW99%2BZWL79pslKw8NOLnUJ1dJjnVSlCS0rOeItDbjh6zcwD4545iN6HHLHatL04JpPGCD7SigCd2Ku%2Ff5g6SXf6KO4OE4WmFqNL3YGl9Ybwd57nDhm3cvQ6lT0yEI2lOjx0qCbWb69ofbUW2tI8w357KwAY6nAEWbBGEWCFwMTGr0Yignkza8f8%2BvK2OvL7P3aN6kxC7jvLShcIgqp4%2FPVBc8AdvaBQTYk%2FYuLfGqEX4v55sfcaYsyiZd%2B8qa9CMqAi5etxJgDbFTjcccW20D6PEuIi%2F08%2Faqed%2FRgd31wXpetynUeNV0tIGUlzetG5QfOl4LOfAE67X6cZRUzz10SYfg9VzEXRVMSN4n0XdcbK6J5I%3D&X-Amz-Signature=f35ffe324a30e84b9456ffd643606951244038abf5ff84a033c80e7cd1aac963&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22&x-id=GetObject

7.20. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one (1) year.*

☐ Please confirm

*Response required

8. Sacramento County Standard Terms and Conditions

A. BID/QUOTE/PROPOSAL TERMS AND CONDITIONS: All of the terms and conditions of the bid, quote, or proposal against which this agreement is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. INVOICING & PAYMENT: Upon timely submission of itemized invoices by vendor/contractor, payment shall be made per the terms of this agreement and for the prices stipulated for supplies delivered and/or services rendered after inspection and acceptance. Deductions, if any, may be made from payment as provided by this agreement. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor/contractor and approved by the County. In connection with any cash (payment) discount specified in this agreement, time will be computed from the date of complete delivery of the supplies, equipment or services as specified, or from date correct invoices are received by County, whichever is later. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. HOLD HARMLESS: The vendor/contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

E. DEFAULT BY VENDOR/CONTRACTOR: In case of default by vendor/contractor, the County of

Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor/contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made.

Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

F. RIGHT TO AUDIT: The County of Sacramento reserves the right to verify, by examination of vendor/contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

G. ASSIGNMENT: This contract or purchase order is not assignable by vendor/contractor either in whole or in part, without the prior written approval of the County.

H. SUCCESSORS: This agreement shall be binding upon to the benefit of the successors and assigns of the respective parties hereto.

I. F.E.T. EXEMPTION: County is exempt from Federal excise tax pursuant to Internal Revenue Code 26

U.S.C. §4221(a)(4).

J. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE: No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted.

Merchandise will not be accepted if payment is to be made at the time of delivery.

K. TITLE/RISK OF LOSS: Title, ownership, and risk of loss or damage of the Goods shall be in accordance with Delivery/FOB Terms on Page 1 of the contract. The Goods are delivered to, inspected and accepted by County, except when such loss or damage is due to the fault or negligence of County.

L. ALL UNDERSTANDINGS IN WRITING: It is mutually understood and agreed that no alteration or variation of price, quantity, supplies and/or services, and any terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements shall be binding.

M. FORCE MAJEURE: The parties will not be held liable for delays or failure in fulfillment of conditions of purchase order or contract resulting from events beyond the reasonable control of such parties. Such events include, but are not be limited to strikes, riots, acts of war, epidemics, acts of government, fire, power failures, nuclear events, earthquakes, acts of terrorism, severe weather events and other disasters.

N.VENDOR/CONTRACTOR TERMS AND CONDITIONS: County’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor/contractor provides additional terms or conditions, and there is a conflict between the terms and conditions of the parties, County’s terms and conditions shall govern.

O. INFORMATION TECHNOLOGY ASSURANCES: Vendor/contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by vendor/contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

P.COMPLIANCE WITH FAMILY SUPPORT ORDERS: Vendor/contractor hereby certifies that it's principal owner(s) is in substantial compliance with Sacramento County's DCSS Program, federal and state laws regarding lawfully served orders for child, family and spousal support, including wage reporting and assignment of wages. (Failure to comply with such orders and cure the default within 90 days of notice by the County shall be grounds for termination of the contract or purchase order.

Q. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS: In the performance of their duties, Vendor/contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be executed within the State of

California and construed with and governed by the laws of the State of California. Vendor/contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the United States, the State of California, County of Sacramento and all other appropriate governmental agencies, including any certification and credentials required by County. Failure to comply with all laws, licenses and permits shall be deemed a breach of this Agreement and constitutes grounds for the termination of this Contract.

R. FOREIGN CURRENCY: In the event vendor invoices submitted to the County of Sacramento is received in foreign currency, vendor understands and agrees the County of Sacramento will pay in US Dollars via wire, ACH, or check payment method. The County of

Sacramento's payment of US Dollars will be calculated using the currency exchange rate on the invoice date, regardless of date paid, or received by vendor. The County of Sacramento calculates US

Dollars based on the exchange rate on such invoice date provided by the Oanda currency converter site: http://www1.oanda.com/lang/en/currency/converter/.

http://www1.oanda.com/lang/en/currency/converter/

9. Additional Terms and Conditions

9.1. Additional Terms and Conditions

Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.

Awards:

1. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of items;

2. reject any or all responses, or any part thereof;

3. waive any informality in the responses; and

4. accept the response that is in the best interest of the County. The Purchasing Agent's decision shall be final.

2. Preference for Sacramento County Products. In purchases by the County of Sacramento, price and quality being equal, preference must be given to Sacramento County products (Charter of the County of Sacramento, sec. 83); also, ". . . preference must be given to the lowest responsible local bidder offering to supply such items for purchase which are raised, grown, manufactured, fabricated, processed or assembled in Sacramento County . . ." (Sacramento

County Code, sec. 2.56.060).

3. Preference for California-made materials. Pursuant to Sections 4330-4333 of the Government

Code, the County, in awarding the purchase, must prefer supplies partially manufactured, grown or processed in California, price, fitness and quality being equal. In order to receive preference, responses must clearly specify the item(s) for which preference is claimed and the preference applicable.

Taxes:

1. Include any sales, use, or federal excise taxes in your response as separate line item(s).

2. If your company is outside California and collects sales tax, please state the amount as a separate item if the County is to remit the tax.

3. Items purchased for resale will show the County's resale permit number on the purchase order.

4. Exemption certificates will be furnished when federal excise tax is exempted.

Brand Names: Brand names and numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items must state the brand and number, or level of quality. The determination of the

Purchasing Agent as to what items are equal is final and conclusive. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified.

Samples: Samples of articles, when required, must be furnished free of cost. Samples may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.

Termination:

1. County may terminate any resulting contract without cause upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to this paragraph (A).

2. County may terminate any resulting contract for cause immediately upon giving written notice to contractor, should contractor materially fail to perform any of the covenants contained in resulting contract in the time and/or manner specified. In the event of such termination, County may proceed with the work in any manner deemed proper by County. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph (A) above.

3. County may terminate or amend any resulting contract immediately upon giving written notice to contractor, 1) if advised that funds are not available from external sources for resulting contract or any portion thereof, including if distribution of such funds to the County is suspended or delayed; 2) if funds for the services and/or programs provided pursuant to resulting contract are not appropriated by the State; 3) if funds in County's yearly proposed and/or final budget are not appropriated by County for resulting contract or any portion thereof; or 4) if funds that were previously appropriated for resulting contract are reduced, eliminated, and/or re-allocated by County as a result of mid-year budget reductions.

4. If any resulting contract is terminated under paragraph A or C above, contractor shall only be paid for any services completed and provided prior to notice of termination. In the event of termination under paragraph a or c above, contractor shall be paid an amount which bears the same ratio to the total compensation authorized by resulting contract as the services actually performed bear to the total services of contractor covered by resulting contract, less payments of compensation previously made. In no event, however, shall County pay contractor an amount which exceeds a pro rata portion of the resulting contract total based on the portion of the resulting contract term that has elapsed on the effective date of the termination.

5. Contractor shall not incur any expenses under any resulting contract after notice of termination and shall cancel any outstanding expenses obligations to a third party that contractor can legally cancel.

Public Agency Participation: It is intended that any other public agency including those identified in the solicitation (i.e., city, district, public authority, public agency, municipality and other political sub-division or public corporation of California) located in…