Gift Cards and Admin Support IFB.docx

The following information will become the contract between the awarded vendor and the Department of Children and Family Services Instructions and requirements to submit a bid response are found in the attachment titled “Invitation for Bid Vendor Instructions and Requirements”.

Illinois Department of Children and Family Services Contract Prepaid Gift Cards and Administrative Support DCFS Reference #PO26 BIDBUY Reference # 26-418DCFS-PROCU-B-50505

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE:

The Department of Children and Family Services (“DCFS” or “Department”) seeks to establish a multi-year Agency Specific Master Contract to be used as needed for non-reloadable prepaid Gift, Reward, or Incentive Cards branded as Visa or Mastercard. The prepaid cards must be usable for goods and services anywhere credit cards are accepted. Cards shall be loaded but not activated. Prepaid cards shall have a 24-month expiration date based on date of card production. Prepaid cards shall have expiration date and CVV code printed on the cards to allow for on-line or telephone usage. Upon expiration of the prepaid cards, unused funds shall be credited to the Department’s account with a note indicating the source of the credit. DCFS shall be able to file a Loss Prevention Claim in the event a prepaid card is lost or stolen.

DCFS requires prepaid cards to support the direct care needs of youth in care. Foster parents receive prepaid cards to immediately purchase clothing, personal care items, and other necessities for youth during initial placement, before DCFS's formal monthly support structure begins within the first thirty (30) days after intake. This ensures youth have essential items without delay and reduces barriers to emergency placement acceptance by foster families.

The Department may also issue prepaid cards or e-gift cards directly to youth and families receiving services under the Children and Family Services Act to support their participation in Department surveys, assessments, case planning activities, therapeutic programs, or other services related to their care and case management. Card issuance decisions are made based on individual case needs and Department program requirements.

DCFS requires both physical prepaid cards and e-gift cards. Card denominations shall be determined by the Department and may include values ranging from $25.00 to $2,000.00 or such other amounts as the Department deems necessary. The Department may establish, modify, or add card denominations at any time during the contract term without requiring a contract amendment, provided such changes do not alter the total contract maximum or other material terms.

The Department also requires the vendor to provide administrative support including: (a) functionality to restrict card use to approved merchant categories; and (b) an online portal to track card issuance linked to specific client and youth identifiers, card transactions, and account balances.

To facilitate timely card delivery and avoid placing undue financial burden on the Vendor, the Department may place orders and pay invoices prior to the vendor loading funds onto the cards. If payment is made prior to fund loading, the vendor shall have ten (10) calendar days from the date of payment receipt to load the funds and deliver the cards to the Department.

The Vendor shall register for Electronic Funds Transfer (EFT) through the Illinois Comptroller’s website to expedite invoice payment. Vendors shall register for Direct Deposit via EFT from the Comptroller’s website at: Direct Deposit Sign Up - Illinois Comptroller's Office Vendor compensation under this contract shall consist solely of the pricing items identified in the BidBuy Items tab. Compensation will include per-card issuance fees and administrative fees associated with implementation and operation of the online tracking portal and related services.

Funds loaded onto prepaid cards represent Department program funds and do not constitute compensation to the Vendor.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1. Non-reloadable prepaid cards branded as Visa or Mastercard.

1.2.2. The Vendor shall provide prepaid cards and e-gift cards in accordance with the pricing submitted in the BidBuy pricing schedule. The per-card issuance or activation fee shall be a one-time fee per card for the duration of the contract.

The per-card issuance or activation fee shall include all costs associated with production of the card, card loading capability, packaging, standard shipping, and delivery of physical or electronic prepaid cards in accordance with the requirements of this contract.

1.2.3. The Vendor shall provide online tracking portal implementation, maintenance, and reporting services in accordance with the pricing submitted in the BidBuy pricing schedule. The pricing schedule shall include a one-time portal setup charge and an annual administrative charge for portal operations.

1.2.4. The Vendor shall include cost of a toll-free customer service help desk as part of their annual administrative services provided under this Contract. The toll-free customer service help desk shall be available to both the Department and its constituents Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time, excluding State of Illinois holidays including New Year’s Day, Martin Luther King Day, Lincoln’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, General election Day (even numbered years only when election occurs), Veterans’ Day, Thanksgiving, and Christmas.

1.2.5. Recipients of cards shall have access to a toll-free customer service number and an online portal to activate cards, report lost or stolen cards, and check card balance. The toll-free number and website address shall be printed on each card.

1.2.6. The Vendor shall perform requirements gathering, design, development, and implementation of the online tracking portal as part of the portal setup services provided under this Contract. Ongoing maintenance, routine system upgrades, reporting support, and minor configuration changes necessary for operation of the portal shall be included in the Vendor’s annual administrative charge.

Minor configuration changes include adjustments to portal fields, reporting formats, user permissions, workflow routing, and similar operational settings that do not require new system development.

Requests for material system modifications or new functionality beyond routine configuration may be performed only upon mutual written agreement between the Department and the Vendor.

1.2.7. The Vendor shall provide, at minimum, one business analyst and one project manager devoted to the initial design, development, and implementation of the online tracking portal, unless the Vendor has a substantially similar portal already built.

1.2.8. The Vendor shall have ninety (90) calendar days from the date of contract execution to complete the design, development, and implementation of the online tracking portal.

1.2.9. The Vendor shall establish (5) regions within the online tracking portal as provided by DCFS to segregate access to card numbers by applicable staff from each region. The Vendor shall provide approximately five (5) staff from the DCFS Central Financial Management Office with Administrator rights to access information from all five (5) regions. The final number of DCFS Administrators shall be determined by DCFS. The DCFS regions are as follows:

1.2.9.1. Central Office Business Unit/Audit & Approval Region.

1.2.9.2. Cook Region, including Cook County.

1.2.9.3. Central Region, including the counties of: Adams, Brown, Bureau, Calhoun, Cass, Champaign, Christian, Clark, Coles, Cumberland, DeWitt, Douglas, Edgar, Ford, Fulton, Greene, Hancock, Henderson, Henry, Iroquois, Jersey, Knox, LaSalle, Livingston, Logan, Macon, Macoupin, Marshall, Mason, McDonough, McLean, Menard, Mercer, Montgomery, Morgan, Moultrie, Peoria, Piatt, Pike, Putnam, Rock Island, Sangamon, Schuyler, Scott, Shelby, Stark, Tazewell, Vermilion, Warren, and Woodford.

1.2.9.4. Northern Region, including the counties of: Boone, Carroll, DeKalb, DuPage, Grundy, Jo Daviess, Kane, Kankakee, Kendall, Lake, Lee, McHenry, Ogle, Stephenson, Whiteside, Will, and Winnebago.

1.2.9.5. Southern Region, including the counties of: Alexander, Bond, Clay, Clinton, Crawford, Edwards, Effingham, Fayette, Franklin, Gallatin, Hamilton, Hardin, Jackson, Jasper, Jefferson, Johnson, Lawrence, Madison, Marion, Massac, Monroe, Perry, Pope, Pulaski, Randolph, Richland, Saline, St. Clair, Union, Wabash, Washington, Wayne, White, and Williamson.

1.2.10. The Vendor shall provide comprehensive training for all DCFS portal users within thirty (30) days of portal implementation on the use and administration of the online tracking portal and related card management functions. Training shall include system functionality, user roles and permissions, reporting features, and administrative controls. Training shall include live group training sessions (in-person or virtual) for administrators and regional users, recorded training videos for future reference, written user guides and quick reference materials, and system administrator documentation.

Training may be delivered remotely or in person, as requested by the Department, and shall include appropriate training materials and user documentation.

1.2.11. DCFS requires that the prepaid electronic cards (e-gift cards) be segregated in the online tracking portal into one group outside the five (5) regions identified above. All electronic cards shall be included in one group. Final field count, configuration, and naming shall be determined by DCFS.

1.2.12. The Vendor shall provide user account setup for approximately twenty-five to thirty (25-30) DCFS staff with access to information from their applicable region, approximately five to six (5-6) per staff region. The final number of staff requiring regional access shall be determined by DCFS.

1.2.13. The online tracking portal shall allow for minimally identifiable client and youth numbers as identified and entered by DCFS staff. The online tracking portal shall allow for additional fields including, but not limited to: card value, card number, expiration date, issue date, DCFS issuer, purpose code, and region code. Final field count, configuration, and naming shall be determined by DCFS.

1.2.14. The online tracking portal shall have comprehensive reporting capabilities for any and all data captured in the system. Reports shall be available in multiple export formats including, at minimum, PDF, Excel (XLSX), and comma-separated values (CSV). The Department shall work with the Vendor to determine specific reporting requirements, report templates, automated report scheduling, and user access to reports within thirty (30) days of contract execution.

1.2.15. Due to DCFS’s requirement to enter minimally identifiable client and youth identifiers, the Vendor shall comply with all applicable terms and conditions identified in the attached Supplemental IT Terms and Conditions, including but not limited to SOC requirements. DCFS will identify a representative from the Illinois Department of Innovation and Technology and DCFS Internal Audits to assist the Vendor with ensuring the initial design, development, and implementation meets all required IT terms and conditions.

1.2.16. The Vendor shall identify, document, and post in a conspicuous location within the portal a process for each region to reorder cards during the term of the contract. The process shall require DCFS Central Financial Management Office Administrator approval prior to the Vendor processing the order.

1.2.17. DCFS shall name one or two administrators with the authority to request and/or approve orders for additional cards within 30 days of contract execution.

1.2.18. The Vendor shall identify, document, and post in a conspicuous location within the portal a process utilizing a single vendor contact or DCFS administrator rights to request new regional or administrator user account setup. The Vendor shall also identify a process to remove staff access once access is no longer required through a single vendor contact or DCFS administrator rights. DCFS shall provide a list of staff and administrators within 30 days of contract execution.

1.2.19. DCFS shall name one or two administrators to request and/or approve changes to the online tracking portal within 30 days of contract execution.

1.2.20. Unused funds shall be credited to Department’s account upon card expiration with documentation indicating the source of the credit.

Pre-paid Gift Card Specifications:

1.2.21. Cards must be usable for goods and services anywhere where credit cards are accepted.

1.2.22. The Vendor shall provide physical prepaid cards in denominations to be determined by the Department. Physical cards shall be loaded by the vendor prior to shipment to the Department but not activated. Activation shall be completed by the recipient.

1.2.23. The Vendor shall provide electronic prepaid cards in denominations to be determined by the Department. Electronic cards shall be activated by the Vendor prior to sending to the Department and/or recipient.

1.2.24. Cards shall include the capability to restrict usage by Merchant Category Code (MCC). DCFS reserves the right to add, remove, or modify restricted MCCs during the term of the contract upon written notice to the Vendor.

The currently restricted Merchant Category Codes are as follows:

· 5723 – Guns and Ammunition Shops

· 5813 – Drinking Places: Bars, Nightclubs, etc.

· 5921 – Package Stores: Beer, Wine, Liquor

· 5993 – Cigar Stores & Stands

· 7800 – Government Owned Lotteries

· 7801 – Online Casinos

· 7802 – Horse/Dog Racing

· 7995 – Betting and Casinos

The Vendor shall implement any additional MCC restrictions requested by the Department within ten (10) business days of written notice.

1.2.25. Cards shall have a twenty-four (24)-month expiration date based on date of card production. Cards shall be delivered to the Department within five (5) calendar days of production to minimize expiration loss.

1.2.26. Cards shall have the expiration date and CVV code printed on the card to allow for online or telephone usage.

1.2.27. Cards shall include the ability to file Loss Prevention Claim in the event a card is lost or stolen. The administrative fee for physical cards shall be billed to the Department, not deducted from the card balance. For e-gift cards, the administrative fee shall be billed to the e-card. Upon receipt of a Loss Prevention Claim from the Department, the vendor shall issue a replacement card within fourteen (14) calendar days and deliver the replacement card to the address specified by the Department.

1.2.28. The Vendor warrants that all cards delivered shall be free from defects in materials and workmanship. Defective cards include but are not limited to: cards that cannot be activated, cards with incorrect values loaded, cards with printing errors, cards with damaged magnetic strips or chips, and cards that malfunction during normal use. The Department shall notify the vendor of any defective cards within thirty (30) days of receipt. The Vendor shall replace all defective cards at no cost to the Department within ten (10) business days of notification. Replacement cards shall be tracked separately in the portal and shall not count against order minimums.

1.2.29. The Vendor shall provide a transaction dispute resolution process for cardholders and Department staff. Disputes may include unauthorized transactions, incorrect charges, merchant errors, or other transaction-related issues. Upon receipt of a dispute notification from the Department, the Vendor shall investigate the disputed transaction within ten (10) business days and provide written findings to the Department and the affected cardholder. The Department shall make the final determination on dispute resolution. The vendor shall credit or replace card value as directed by the Department within five (5) business days of determination.

1.2.30. Cards shall not have activity, inactivity, or usage fees.

1.2.31. Cards shall not allow cash back at point of sale or ATM withdrawals

1.2.32. Card design and/or branding, if any, shall be determined by DCFS within thirty (30) days of contract execution. Any card design featuring DCFS name, logo, or branding shall be subject to DCFS review and written approval prior to production. Sample cards shall be provided to the Department for approval before mass production begins. The Vendor shall not use DCFS name, logo, seal, or any other DCFS branding for marketing, promotional, or business development purposes without prior written consent from the Department.

1.2.33. Card specifications are written to comply with the federal Credit Card Accountability Responsibility and Disclosure Act of 2009 (Public Law 111-24), the Illinois Revised Uniform Unclaimed Property Act (765 ILCS 1026), and the Illinois Consumer Fraud and Deceptive Business Practices Act (815 ILCS 505).

1.3. MILESTONES AND DELIVERABLES:

1.3.1. Contract Initiation Phase

1.3.1.1. Within ten (10) calendar days of contract execution, the Vendor shall register for Electronic Funds Transfer (EFT) through the Illinois Comptroller's website and provide confirmation of registration to the Department.

1.3.1.2. Within thirty (30) calendar days of contract execution, DCFS shall:

1.3.1.2.1. Provide the vendor with a list of staff and administrators requiring portal access

1.3.1.2.2. Name one or two administrators authorized to request and/or approve orders for additional cards

1.3.1.2.3. Name one or two administrators authorized to request and/or approve changes to the online tracking portal

1.3.1.2.4. Identify specific merchant category codes to be restricted on cards

1.3.1.2.5. Determine final field count, configuration, and naming conventions for the online tracking portal

1.3.1.2.6. Provide card design and/or branding specifications, if any

1.3.1.3. Within thirty (30) calendar days of contract execution, the Vendor shall assign and provide to the Department the names and qualifications of:

1.3.1.3.1. One business analyst devoted to portal design, development, and implementation

1.3.1.3.2. project manager devoted to portal design, development, and implementation

1.3.1.3.3. Primary Vendor contact for card reordering process

1.3.1.3.4. Primary Vendor contact for user account management

1.3.1.4. Within thirty (30) calendar days of contract execution, the Vendor shall provide the Department with:

1.3.1.4.1. A detailed project plan for online tracking portal design, development, and implementation, including timeline and major milestones

1.3.1.4.2. Documentation of the process for regional card reordering, including approval workflows

1.3.1.4.3. Documentation of the process for user account setup and access removal

1.3.1.4.4. Toll-free customer service number and website address to be printed on cards

1.3.2. Portal Development and Implementation Phase (Days 1-90 from Contract Execution

1.3.2.1. Within ninety (90) calendar days of contract execution, the Vendor shall complete the design, development, and implementation of the online tracking portal meeting all requirements specified in Section 1.1 (Supplies and/or Services Required).

1.3.2.2. The online tracking portal shall include, at minimum:

1.3.2.2.1. Five (5) regional access areas with segregated card information

1.3.2.2.2. One (1) separate group for e-gift cards outside the regional structure

1.3.2.2.3. User accounts for approximately twenty-five to thirty (25-30) regional staff (5-6 per region)

1.3.2.2.4. Administrator accounts for approximately five (5) central financial management staff with access to all regions

1.3.2.2.5. Data fields for minimally identifiable client and youth identifiers, card value, card number, expiration date, issue date, DCFS issuer, purpose code, and region code

1.3.2.2.6. Comprehensive reporting capabilities for any and all data captured in the system

1.3.2.2.7. Report export functionality in multiple formats including, at minimum, PDF, Excel (XLSX), and CSV

1.3.2.2.8. Toll-free customer service access information

1.3.2.2.9. Card activation functionality

1.3.2.2.10. Lost/stolen card reporting functionality

1.3.2.2.11. Card balance inquiry functionality

1.3.2.2.12. Merchant category code restriction capabilities

1.3.2.2.13. Real-time transaction tracking

1.3.2.2.14. Documentation and process workflows posted in conspicuous locations within the portal

1.3.3. Initial Card Order and Delivery (Within 120 Days of Contract Execution)

1.3.3.1. Within one hundred twenty (120) calendar days of contract execution, or as soon as the online tracking portal is operational, whichever occurs first, the Department shall place the initial order for prepaid cards.

1.3.3.2. Within thirty (30) calendar days of the initial order, or within ten (10) calendar days if the Department prepays the order, the Vendor shall deliver:

1.3.3.2.1. Physical prepaid cards in denominations and quantities specified by the Department

1.3.3.2.2. E-gift cards in denominations and quantities specified by the Department

1.3.3.2.3. All cards loaded with funds (physical cards not activated; e-gift cards activated)

1.3.3.2.4. Cards printed with toll-free customer service number and/or website address

1.3.3.2.5. Cards printed with expiration dates and CVV codes

1.3.3.2.6. Cards with minimum twenty-four (24) month expiration period from date of production

1.3.3.2.7. Packing slips for physical card shipments listing quantity, denominations, and card number ranges

1.3.3.2.8. Confirmation of electronic delivery for e-gift cards with delivery and read receipts

1.3.4. Ongoing Operations

1.3.4.1. Card Orders: Upon receipt of approved card orders from designated DCFS administrators:

1.3.4.1.1. For prepaid orders: Vendor shall load funds and deliver cards within ten (10) calendar days of payment receipt

1.3.4.1.2. For non-prepaid orders: Vendor shall load funds and deliver cards within thirty (30) calendar days of order placement

1.3.4.1.3. Physical cards: Minimum order quantity of one hundred (100) cards, shipped within five (5) calendar days of production, received within three (3) business days of shipment

1.3.4.1.4. E-gift cards: Minimum order quantity of fifty (50) cards, delivered electronically with confirmation

1.3.4.2. Customer Service: Ongoing throughout the contract term.

1.3.4.2.1. Toll-free customer service help desk available Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time, excluding State of Illinois holidays

1.3.4.2.2. Response to card activation requests

1.3.4.2.3. Response to lost/stolen card reports

1.3.4.2.4. Processing of Loss Prevention Claims

1.3.4.2.5. Card balance inquiries

1.3.4.3. Lost/Stolen Card Replacement: Upon receipt of Loss Prevention Claim from the Department:

1.3.4.3.1. Replacement card issued and delivered within fourteen (14) calendar days

1.3.4.3.2. Administrative fee billed to the Department (physical cards) or to the e-card (e-gift cards)

1.3.4.4. Unused Fund Credits: Upon card expiration:

1.3.4.4.1. Unused funds credited to the Department's account

1.3.4.4.2. Documentation provided indicating the source of each credit

1.3.4.5. Portal Maintenance and Support: Ongoing throughout the contract term:

1.3.4.5.1. Real-time transaction tracking and reporting

1.3.4.5.2. Portal uptime and availability

1.3.4.5.3. User account management (setup and removal)

1.3.4.5.4. Report generation capabilities

1.3.4.5.5. System upgrades and customization as needed

1.3.4.5.6. Technical support for DCFS staff

1.3.4.6. Invoicing: As services are rendered:

1.3.4.6.1. Invoices for cards ordered, with activation costs included

1.3.4.6.2. Annual administrative charge invoices for portal operations

1.3.4.6.3. Invoices for any below-minimum quantity orders

1.3.4.6.4. Invoices for expedited delivery services (if mutually agreed)

1.3.5. Contract Closeout

1.3.5.1. Within thirty (30) calendar days of contract termination or expiration:

1.3.5.1.1. Final accounting of all unused card balances

1.3.5.1.2. Credit to Department's account for all unused funds with documentation

1.3.5.1.3. Final transaction reports for all cards issued under the contract

1.3.5.1.4. Transfer or export of all data from the online tracking portal in format acceptable to the Department

1.3.5.1.5. Destruction or return of any Department data in Vendor's possession, in accordance with data security requirements

1.3.6. Ordering Process

Card orders shall be placed through the online tracking portal by designated DCFS regional staff. All orders require approval by one of the central financial management administrators designated by DCFS before the Vendor processes the order. The Vendor shall confirm receipt of approved orders within one (1) business day and provide estimated delivery dates. Emergency or expedited orders may be requested through the primary Vendor contact, with timeframes and costs subject to mutual agreement.

1.4. VENDOR/STAFF SPECIFICATIONS:

1.4.1. The Vendor must have at least three (3) years of experience providing non-reloadable prepaid cards (digital and physical).

1.4.2. The Vendor must have at least three (3) years of experience processing refunds and credits for unused prepaid card balances.

1.4.3. The Vendor must have at least three (3) years of experience providing similar prepaid card and administrative services.

1.4.4. The Vendor must have at least three (3) years of experience operating a customer service help desk for prepaid card users, including experience handling lost card claims, balance inquiries, and transaction disputes.

The Vendor shall assign, at minimum, one Business Analyst and one Project Manager during the portal design, development, and implementation phase of the contract.

The Vendor shall notify the Department in writing prior to replacing any key personnel assigned to this contract and shall provide replacement personnel with qualifications equal to or greater than those identified in this section.

1.4.5. Customer Service Help Desk Staff

Customer service personnel supporting the prepaid card program shall have a minimum of one (1) year of experience providing customer support for prepaid card programs, financial transaction systems, or similar payment platforms. Customer service personnel shall be trained to assist cardholders and Department staff with card activation, balance inquiries, lost or stolen card reporting, transaction disputes, and general card usage questions.

Customer service staff shall be able to escalate complex issues to supervisory or technical personnel when necessary.

1.4.6. Business Analyst

The Business Analyst assigned to this contract shall have a minimum of three (3) years of experience in business analysis, system implementation, or requirements gathering for financial systems, prepaid card programs, payment platforms, or similar technology systems.

The Business Analyst shall be responsible for working with Department staff to gather requirements, document workflows, configure system functionality, and ensure the online tracking portal meets the operational needs of the Department.

1.4.7. Project Manager

The Project Manager assigned to this contract shall have a minimum of three (3) years of experience managing system implementation projects related to financial services, prepaid card programs, payment platforms, or similar technology systems.

The Project Manager shall be responsible for coordinating project planning, managing implementation timelines, overseeing portal development and deployment, facilitating communication between the Vendor and the Department, and ensuring the successful completion of all project milestones identified in this contract.

1.5. TRANSPORTATION AND DELIVERY:

1.5.1. The initial order shall consist of quantities to be determined by the Department at the time of contract execution. Subsequent orders placed after the initial order shall be subject to the minimum order quantities specified below.

1.5.2. After the initial order, the minimum order quantity for physical prepaid cards shall be one hundred (100) cards per order, shipped F.O.B. Destination. Physical cards shall be shipped via a nationally recognized carrier (e.g., FedEx, UPS, USPS) with full tracking capabilities and signature confirmation required. The Vendor shall require Department staff signature for all deliveries and shall insure shipments or otherwise track shipment status to protect against loss during shipment. The Department is not responsible for physical cards until they are signed for by Department staff at the destination. The Vendor shall ship all cards within five (5) calendar days of card production. Cards shall be received by the requesting office within three (3) business days of shipment.

1.5.3. Physical cards shall be packaged in tamper-evident, secure packaging. Each shipment shall include a packing slip listing the quantity of cards, card denominations, and card number ranges included in the shipment. The Vendor shall deliver physical cards to delivery addresses specified by the Department at the time of order. The Department maintains multiple delivery locations. Specific delivery addresses shall be provided with each order.

1.5.4. After the initial order, the minimum order quantity for e-gift cards shall be fifty (50) cards per order, sent electronically. E-gift cards shall be delivered via secure email transmission to Department staff in a format approved by the Department. Electronic delivery shall include card numbers, CVV codes, expiration dates, and activation instructions in an encrypted or password-protected format. The Vendor shall require email delivery confirmation and read receipt for all electronic shipments to Department staff.

1.5.5. In the event of lost, stolen, damaged, or incomplete shipments, the Vendor shall replace the cards at no additional cost to the Department within ten (10) business days of notification by the Department. The Vendor shall be responsible for filing any necessary insurance claims and shall hold the Department harmless for any loss during shipment prior to Department staff signature acceptance.

1.5.6. Upon contract termination or expiration, the Vendor shall work with the Department to address any remaining unissued card inventory. Options shall include: (a) return of unissued cards to the vendor with credit provided to the Department; (b) transfer of unissued cards to a successor vendor if applicable and technically feasible; or (c) secure destruction of unissued cards with written certification provided to the Department. The Vendor shall provide a complete accounting of all unissued cards by denomination and value within fifteen (15) calendar days of contract termination or expiration notice.

1.5.7. All shipping, handling, insurance, and delivery costs for physical cards shall be included in the Vendor's pricing and borne by the Vendor. No separate shipping charges shall be assessed to the Department.

1.5.8. The Department reserves the right to request orders below the minimum order quantities specified in this contract.

For orders below the minimum quantity of one hundred (100) physical prepaid cards or fifty (50) electronic pre-paid cards, the Vendor may assess a one-time administrative fee per order, as specified in the BidBuy pricing schedule.

No additional fees beyond those identified in the BidBuy pricing schedule shall be permitted.

1.5.9. The Department reserves the right to request expedited processing and delivery for urgent orders.

For expedited orders, the Vendor shall:

· Deliver electronic pre-paid cards within one (1) business day of order approval; and

· Deliver physical prepaid cards within five (5) business days of order approval.

Expedited delivery services shall be provided in accordance with the pricing submitted in the BidBuy pricing schedule under the line item for expedited shipping or emergency order delivery services. Any applicable expedited delivery costs shall be limited to those identified in the BidBuy pricing schedule.

1.6. SUBCONTRACTING:

Subcontractors are allowed.

1.6.1. Will subcontractors be utilized? |_| Yes |_| No

A subcontractor is a person or entity that enters into a contractual agreement with a total value of $100,000 or more with a person or entity who has a contract subject to the Illinois Procurement Code pursuant to which the person or entity provides some or all of the goods, services, real property, remuneration, or other monetary forms of consideration that are the subject of the primary State contract, including subleases from a lessee of a State contract.

All contracts with subcontractors where the annual value of the subcontract is greater than $50,000 must include Illinois Standard Certifications completed by the subcontractor.

1.6.2. Please identify below subcontracts with an annual value of $100,000 or more that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each.

· Subcontractor Name: Click here to enter text Amount to Be Paid: Click here to enter text Address: Click here to enter text Description of Work: Click here to enter text

· Subcontractor Name: Click here to enter text Amount to Be Paid: Click here to enter text Address: Click here to enter text Description of Work: Click here to enter text If additional space is necessary to provide subcontractor information, please attach an additional page.

1.6.3. If the annual value of any subcontracts is more than $100,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor.

1.6.4. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor is required to promptly notify, in writing, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to this Contract. Any subcontracts entered prior to award of this Contract are done at the sole risk of the Vendor and subcontractor(s).

1.7. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

· Location where services will be performed: Click here to enter text Value of services performed at this location: Click here to enter text

· Location where services will be performed: Click here to enter text Value of services performed at this location: Click here to enter text

2. PRICING

2.1. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is firm.

2.2. VENDOR’S PRICING: Vendor’s pricing is located in the Items Tab in the BidBuy Purchase Order. The State includes in this contract the BidBuy Purchase Order as it contains the agreed pricing.

2.3. ECONOMIC ADJUSTMENTS: Pricing submitted by the Vendor shall remain firm for the first two (2) years of the contract term.

Beginning in the third (3rd) contract year, the Vendor may request an economic price adjustment not more than once per contract year. Any request for an adjustment must be submitted in writing to the Department no less than ninety (90) days prior to the start of the contract year in which the adjustment is requested.

Any adjustment shall be based on the percentage change in the Consumer Price Index for All Urban Consumers (CPI-U), U.S. City Average, All Items, as published by the U.S. Bureau of Labor Statistics.

The percentage change shall be calculated by comparing the CPI-U value published for the most recent twelve (12) month period available at the time the adjustment request is submitted with the CPI-U value used for the previous adjustment or, in the case of the first adjustment, the CPI-U value in effect at the time of contract execution.

Annual price adjustments shall not exceed three percent (3%) in any contract year.

Economic adjustments shall apply only to Vendor service fees identified in the BidBuy pricing schedule, including per-card issuance fees and administrative or portal service fees. Economic adjustments shall not apply to the dollar value of funds loaded onto prepaid cards.

Any approved adjustment shall become effective only after written approval by the State Purchasing Officer.

2.4. MAXIMUM AMOUNT: The total payments under the initial term of this contract shall not exceed $Click here to enter text without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

3. TERM AND TERMINATION

3.1. TERM:

3.1.1. TERM OF THIS CONTRACT: The contract will have an initial term commencing upon the last dated signature of the Parties” and ending in 10 years. In no event will the maximum total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

3.2. TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the State that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the State’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the State’s written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the State retains its rights to seek any available legal or equitable remedies and damages.

3.3. TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.4. AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor decreases the Agency’s funding by reserving some or all of the Agency’s appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly, or (3) the Agency determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

4. STANDARD BUSINESS TERMS AND CONDITIONS

4.1. PAYMENT TERMS AND CONDITIONS:

4.1.1. LATE PAYMENT: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540; 74 III. Adm. Code 900. This shall be Vendor’s sole remedy for late payments by the State. Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2. MINORITY CONTRACTOR INITIATIVE: Any Vendor awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

4.1.3. EXPENSES: The State will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4. PREVAILING WAGE: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the State upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5. FEDERAL FUNDING: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6. INVOICING: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1. Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable agency’s Illinois tax exemption number and Federal tax exemption information.

4.1.6.2. Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address.

4.2. ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the State.

4.3. SUBCONTRACTING: For purposes of this section, subcontractors are those with contracts with an annual value exceeding $100,000 and who are specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract. Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the Standard Illinois Certification form available from the State. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses, the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract, and the general type of work to be performed. 30 ILCS 500/20-120.

4.4. AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the State pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of the procuring Agency, the Auditor General, the Executive Inspector General, the Chief Procurement Officer, State of Illinois internal auditors or other governmental entities with monitoring authority, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. Failure to maintain books and records required by this section shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor’s or subcontractor’s books and records. 30 ILCS 500/20-65.

4.5. TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this contract. Vendor shall continue to perform its obligations while any dispute concerning this contract is being resolved unless otherwise directed by the State.

4.6. NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does not waive that Party’s right to exercise or enforce that or other rights in the future.

4.7. FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control and not due to its negligence, including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental prohibition. The non-declaring Party may cancel this contract without penalty if performance does not resume within thirty (30) days of the declaration.

4.8. CONFIDENTIAL INFORMATION: Each Party to this contract, including its agents and subcontractors, may have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out its responsibilities under this contract. Vendor shall presume all information received from the State or to which it gains access pursuant to this contract is confidential. Vendor information, unless clearly marked as confidential and exempt from disclosure under the Illinois Freedom of Information Act, shall be considered public. No confidential data collected, maintained, or used in the course of performance of this contract shall be disseminated except as authorized by law and with the written consent of the disclosing Party, either during the period of this contract or thereafter. The receiving Party must return any and all data collected, maintained, created or used in the course of the performance of this contract, in whatever form it is maintained, promptly at the end of this contract, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction.