PRF79 P-Card QandA.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- Purchase Card (Pcard Program)
- Contract number
- PRF79
- Issued by
- Massachusetts
About this file
This document is a Q&A spreadsheet related to a Request for Response (RFR) for a Purchasing Card (P-Card) Program procurement by the Commonwealth of Massachusetts. The primary participants include the Commonwealth's Office of the State Comptroller (CTR), multiple state departments (85 total), municipalities, quasi-governmental agencies, and potential financial institutions bidding on the contract (including PNC Bank, Bank of America, Santander, Citizens Bank, JPMorgan Chase, and TD Bank). The current contract provider is Bank of America, with the last RFP issued in 2010.
The contract covers a statewide purchasing card program with company liability, supporting approximately 418 cards across state agencies with an annual spend of around $16.8 million. The Commonwealth seeks a flexible program allowing entities of all sizes to participate, with no minimum volume thresholds. Key program characteristics include monthly billing, departments paying in full, individual cardholder credit limits between $5,000-$20,000, and department limits between $50,000-$100,000. The program aims to provide a rebate structure that pays directly to the Commonwealth and participating entities, with a 1% Supplier Diversity Program participation goal. The Commonwealth anticipates decreased spending post-pandemic, projecting a volume between $7.5-$10 million for the fiscal year, and is interested in future enhancements like virtual cards and potential accounting system interfaces.
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Other files
| File | Type | Posted |
|---|---|---|
| PRF79DesignatedCTR%20Contract%20User%20Guide_5.23.2024.pdf | ||
| Creating a Quote in COMMBUYS Job Aid~5.pdf | ||
| PRF79 EPP Form.docx | DOCX document | |
| PRF79 Purchase Card RFR Amended 9.27.21.docx | DOCX document | |
| PRF79 Response Template.docx | DOCX document | |
| PRF79 SDP_Plan_Form.xlsx | XLSX spreadsheet | |
| PRF79 Purchase Card RFR.docx | DOCX document | |
| PRF79DesignatedCTR Contract User Guide_5.23.2024.docx | DOCX document | |
| Reference Standard Contract Form and Terms and Conditions~20.pdf | ||
| DepartmentInformation.xlsx | XLSX spreadsheet | |
| PRF79 Purchase Card Program Intent to Award.docx | DOCX document | |
| PRF79 Purchase Card Program Intent to Post.pdf |
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PRF79 Q&A
| Question # | Created Date | User Created | Question Subject | Question | Answer | ||
| 1 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Please provide a list of entities currently utilizing the existing contract of the Commonwealth for establishing purchasing card programs. | See attachment for listing of Commonwealth Departments that participate in the program. The other entities fall into three categories, municpalities, quasi-governmental (housing ®ional authorities), colleges/district attorney/ other government entties. There are currently 30 municpalities, 10 quasi-governmental and 6 colleges/district attorneys/orther state govt entities. | ||
| 2 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | n/a | ||
| 3 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Is the Commonwealth willing to accept a minimum annual volume threshold for participation of various entities that want to utilize the Commonwealth?s contract for establishing purchasing card programs? | No, we want this program to be flexible so entities of all sizes can utilize it. | ||
| 4 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Can you confirm that the Commonwealth wants the aggregate volume of the Commonwealth and all entity participants to be used to determine the annual spend volume achieved, and that the identified rebate percentage would be calculated against each individual entities spend and paid directly to each entity? | Yes | ||
| 5 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Is the Commonwealth willing to accept a separate rebate schedule for participating entities who?s annual spend volume is below a defined threshold? | Preference would be the same schedule for all entities but would entertain other options. | ||
| 6 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Is the Commonwealth willing to accept that use of the Commonwealth?s contract by other entities will need to be based upon the appropriate due diligence and KYC of those entities? | Yes | ||
| 7 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Is the Commonwealth willing to accept that use of the Commonwealth?s contract by other entities will need to be based upon i.) a separate credit approval of those entities and ii.) separate contract with those entities referencing the Commonwealth structure. | Yes, the contract is with the Commonwealth but other eligible entities are able to execute agreements off the contract. | ||
| 8 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Is the Commonwealth willing to accept that the financial institution can deny establishing purchasing card programs for any entity that wants to leverage the Commonwealth?s contract -- based upon the financial institutions risk or KYC parameters? | Yes, however in the unlikely event this happens the Commonwealth would like to be made aware and discuss a potential rejection. | ||
| 9 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Related to the statement: "Other States and territories with no prior approval by the State Purchasing Agent" - Please clarify this requirement. Does the Commonwealth currently have other States or US Territories utilizing the Commonwealth contract for establishing purchasing card programs? | We currently don't have any entities outside of Massachusetts. | ||
| 10 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Related to the state: "Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities" -Please describe ways in which your current provider is meeting this requirement. | Marketing of goods and services only occurs when requested by departments. | ||
| 11 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Please provide examples of other ?marketing? services the Commonwealth would like to be utilized? | Product demos upon request, general question and answer sessions with the Commonwealth and other eligible entities upon request. May be asked to participate in a general meeting with the Commonwealth and other eligible entities. | ||
| 12 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 1.3.6 - Entities Eligible to Use the Resulting Contract | Does this requirement include the financial institution ?prospecting? with agencies or entities for establishing a purchasing card program? | No | ||
| 13 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 3.3 - Service Level Agreements (Business Service Level) | Related to i)iii) Initiate one-time overrides per transaction - Please define the requirement for ?one-time overrides per transaction?. | Occassionally a department will need a single transaction threshold lifted to make a purchase. | ||
| 14 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 4 - Service Specifications | Please provide a list of 85 departments within the Commonwealth program? | See department attachment | ||
| 15 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 4 - Service Specifications | Please provide the following information for each department: a) Number of cards b) Annual purchase volume c) Annual transactions | See Department attachment | ||
| 16 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 4 - Service Specifications | How has use of the purchasing card program changed during the pandemic? | P-card program volume and spend increased over the pandemic. It was instrumental in getting PPE into the Commonwealtha and was a useful too for departments so they could quickly pay bills and keep Commonwealth services going. | ||
| 17 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 4 - Service Specifications | The RFR defines a fiscal year as beginning July 1st and ending the following June 30th. Is the Commonwealth projecting purchasing volume from July 1st 2021 through June 30th 2022 to decrease to between $7.5MM and $10MM? | Yes | ||
| 18 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 4 - Service Specifications | Why does the Commonwealth expect purchasing volume to decrease going forward? | The pandemic has increased p-card spending. The bulk of the increase was around PPE and hotels, which is no longer needed. | ||
| 19 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 8.4.3 - Reporting and Payment Due Dates | Please describe the purpose, specific requirements and applicability of the grid provided within the RFR to the purchasing card program. | As described in Section 8.4.4, the dates in the grid represent OSD's Reporting and Payment Periods for the fiscal year. Reports are Due 45 days after the close of the quarter. | ||
| 20 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 9.1.3.6 - Pricing | Please clarify the paragraph referenced within the RFR: Is the Commonwealth requiring the financial institution to provide enhanced rebates to specific entities upon request ? based upon annual purchasing volumes and approval of the Commonwealth? Is this requirement applicable to the purchasing card program / contract? | No. OSC is managing the contract. The Rebate is for the totality of the contract not just for one Eligible Entity to request. | ||
| 21 | 09/27/2021 | Christie McCloskey/PNC Bank | General Questions | 1. Is the Commonwealth willing to use the financial institution?s standard contractual documentation as the starting point of negotiation for mutually acceptable changes that may include specific terms of the RFR required by the Commonwealth? | No, we use our standard contract form. | ||
| 22 | 09/27/2021 | Elizabeth Moroney/Bank of America | Oral Presentation | Should we be selected for an oral presentation, would that presentation be virtual or in person? | Virtual | ||
| 23 | 09/27/2021 | Christie McCloskey/PNC Bank | General Questions | 2. For FY2021 (i.e. July 1st 2020 to June 30th 2021) please provide the following program metrics i. Annual spend qualifying as Large Ticket ii. Annual spend qualifying as Level III | Level II - 9.5M over 158 transactions, Level III 3.4M over 22 transactions. These transactions were all related to the pandemic. During a normal year I would expect to see them much lower. | ||
| 24 | 09/27/2021 | Christie McCloskey/PNC Bank | General Questions | 3. Has the Commonwealth explored opportunities for use of virtual cards / single use card accounts? | No, but may be interested for future use. | ||
| 25 | 09/27/2021 | Christie McCloskey/PNC Bank | General Questions | 4. Can the Commonwealth provide a payment file for analysis for expanding card use? | This information is available on CTHRU, where most of the Commonwealth spend is posted. | ||
| 26 | 09/27/2021 | Christie McCloskey/PNC Bank | General Questions | 5. What strategies has the Commonwealth deployed for expanding card use? | Education of how the p-card can be used, highlighting the program during statewide meetings, proposing it as a solution when departments encounter unique payment issues. | ||
| 27 | 09/27/2021 | Christie McCloskey/PNC Bank | General Questions | 6. Has the Commonwealth encountered specific challenges to expanding card use? If so, please detail | There are some agencies who do not want a p-card as they perceive it as being too risky or too cumbersome to manage. | ||
| 28 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 5 - Supplier Diversity Program (SDP) Participation | (Also related to Section B-2 of RFR Response Template) ? Please confirm the direct participation goal associated with this RFR is 1%. If yes, is the 1% based on an annual (calendar year) value of the contract or total value of the contract over the initial term of this Contract (4 years)? | SDP participation is required for this Statewide Contract. Although no maximum commitment can be stated, the minimum acceptable commitment is 1%. The commitment percentage is representative of the total contract value for the engagement period. Vendor must meet their commitment year over year | ||
| 29 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 8.1 - Required Forms | Related to the Standard Contract Form and Terms and Conditions - Would the Commonwealth be willing to use the financial institution?s standard contractual documentation as the starting point of negotiation for mutually acceptable changes that may include specific terms from the Standard Contract Form and Terms and Conditions document, in lieu of using the Standard Contract Form? | No | ||
| 30 | 09/27/2021 | Christie McCloskey/PNC Bank | Section 7.3.2 - File Size Limits | Will the Commonwealth accept electronic signature(s) on the forms or ink signatures scanned/converted to PDF? | Yes | ||
| 31 | 9/27/21 | Jeffrey Heckman/US Bank | Spend clarifications | What is your current Merchant Negotiated spend? | There is no threshhold. | ||
| 32 | 9/27/21 | Jeffrey Heckman/US Bank | Section 1.2, Estimated Procurement Calendar | You state in this section and throughout the RFR that you want cards by 1/1/2022. However, the contract award is not scheduled until 11/24/21. This timeframe seems a little unrealistic, particularly considering that there will be two major holidays and the activities associated with the end of the calendar year. Would the State consider updating the schedule to allow for a more reasonable and conservative time frame? | This is possible although not probable. | ||
| 33 | 9/27/21 | Jeffrey Heckman/US Bank | Spend clarifications | What is your current Level III Interchange spend? | See question 24.We expect to see these transactions decrease as they were tied to pandemic spending. | ||
| 34 | 9/27/21 | Jeffrey Heckman/US Bank | Spend clarifications | How many of your transactions are for Large Ticket? | See question 24.We expect to see these transactions decrease as they were tied to pandemic spending. | ||
| 35 | 9/27/21 | Jeffrey Heckman/US Bank | RFP Section 3.3, Service Level Agreements | What is the Commonwealth?s Accounting System? | Massachusetts Management Accounting and Reporting System (MMARS). | ||
| 36 | 9/27/21 | Jeffrey Heckman/US Bank | RFP Section 3.3, Service Level Agreements | What are the technical interface requirements to support the Commonwealth?s Accounting System? | This would be something that would be discussed after the contract was awarded. The Commonwealth doesn't currently do this but is going through a procurement for a new ERP and would be interested in this in future years. | ||
| 37 | 9/27/21 | Jeffrey Heckman/US Bank | Participating agencies |  In RFP you state you have 85 agencies, 418 cards and around $16.8MM, but also mention, ?The rebate should be paid directly to the Commonwealth and other participating entities on an annual basis through EFT.? Are there other participating entities currently using the contract and if so, can you provide breakdown of spend of each entity? | Yes, there are municipalities and other quasi governmental agencies that use this contract. | ||
| 38 | 9/27/21 | Christie McCloskey/PNC Bank | General Questions | Who is the Commonwealth's current provider of the card program today? | Bank of America | ||
| 39 | 9/28/21 | Christie McCloskey/PNC Bank | General Questions | Does the Commonwealth use a separate expense reporting system or are you using the expense reporting tool from your current provider of the card program? | We do not use an expense reporting system. | ||
| 40 | 9/28/21 | Christie McCloskey/PNC Bank | Section 3.3 - Service Level Agreement - Technical SLA | What is the name of the existing accounting system being used by the Commonwealth? What file formats are supported today? Do you currently intake a card file/expense data file from your current provider? | No, we do not take a file currently. We would be interested in doing that in the future. | ||
| 41 | 9/28/21 | Christie McCloskey/PNC Bank | General Questions | What challenges has the Commonwealth been faced when utilizing the existing card program? | |||
| The Commonwealth has had the curent contract for many years, overall it works well. We are hopeful this procurement will show advances in the indurstry. | |||||||
| 42 | 9/28/21 | Christie McCloskey/PNC Bank | General Questions | When was the last time the Commonwealth put forth an RFP for the card program? | 2010 | ||
| 43 | 9/28/21 | Christie McCloskey/PNC Bank | General Questions | Please describe what specifically has been working well and what needs improvement when working with your existing card program. | The RFR has a section for bidders to add their Value Added Services to provide new and valuable information/products that the Commonwealth would benefit from. | ||
| 44 | 09/30/2021 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | Questions for PFR79 | n/a | ||
| 45 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | 1. For program hierarchy and control / billing account setup requirements, please describe the preferred billing / department account structure for program rollout? | The Office of the Comptroller (CTR) operates as the program administrator for the Commonwealth program. Under the Commonwealth would be the participating departments and each card holder is part of a department. | ||
| 46 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | 2. Are cost centers assigned to each department and/or cardholder for reconciliation purposes? | Each cardholder is part of a department, so in a sense each department is similar to a cost center. | ||
| 47 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | 1. How is your current program liability structure setup? Company liability or Individual cardholder liability? | Company Liability | ||
| 48 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | 1. Are cost centers assigned to each department and/or cardholder for reconciliation purposes? | Each cardholder is part of a department, so in a sense each department is similar to a cost center. | ||
| 49 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | Is the program setup with a central bill account across each Department and department pays balance (i.e., via issuer ACH auto debit) in full at monthly due date? If not, how are specific departments and cardholders settling /paying their total amount due each month? | Yes, departments are billed monthly and are advised to pay in full monthly. It is rare for a Commonwealth department not to pay in full. | ||
| 50 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | What are your current payment terms (i.e., grace days, 5,15,25 with 30 day statement cycle) across the program? | The Commonwealth has a 30/25 payment cycle. | ||
| 51 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | How often are posted transactions reconciled? | Monthly by each department | ||
| 52 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | Please confirm the existing terms and conditions for department / cardholder delinquency and how the process works? | The Commonwealth has several procedures to prevent late payments. Departments are encouraged to pay their bill in full each month. | ||
| 53 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | What is average dollar transaction size across your cards program? | $350.00 | ||
| 54 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | How much total card exposure (program dollar limit amount) is required for the program? | Most departments have credit limits $50,000 - $100,000, with indivudal cardholders $5,0000 - $20,000. | ||
| 55 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | In the response template, Tracker in WORD was on. Should we turn it off prior to responding or is it intentional? | Yes, it can be turned off. Thanks for letting us know. | ||
| 56 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | Section C-5 ? Do we have to expand on each point or simply confirm we comply with requirement (ie answer Y/N) | While we are looking for bidders to confirm their ability to meet the requirement, we are also looking for prospective bidders to expand upon what they offer in these spaces. | ||
| 57 | 10/1/21 | Michelle Braga/Santander Bank, N.A. | BD-21-1080-OSD03-SRC01-64108 | Section C-6 ? Do we have to expand on each point or simply confirm we comply with requirement (ie answer Y/N) | While we are looking for bidders to confirm their ability to meet the requirement, we are also looking for prospective bidders to expand upon what they offer in these spaces. | ||
| 58 | 10/04/2021 | Kelly Quintanilha/Citizens Bank, N.A. | Page 23. C-17 References and reference information and/or requirements on on the Response Template | Many local government entities do not allow PCard programs. Would the Commonwealth accept any size customer and of any solution within a card program? Could it also be non-government? | Preference is a state entity or other governmental body. | ||
| 59 | 10/04/2021 | Peter Johnsen/JPMorgan Chase Bank, N.A. | RFR Section Number 1.3.6 - page number 8 | How many eligible entities currently utilize the contract? Can you please provide the number of cards issued and the annual spend for each entity? | See attachment | ||
| 60 | 10/04/2021 | Peter Johnsen/JPMorgan Chase Bank, N.A. | RFR Section Number 1.3.6 - page number 8 | How is the rebate calculated for the eligible entities? | The rebate is the same as the Commonwealths. | ||
| 61 | 10/04/2021 | Peter Johnsen/JPMorgan Chase Bank, N.A. | RFR Section Number 1.3.6 - page number 8 | If the bidder identifies a risk or concern as we go through our due diligence process for any new eligible entity are we required to provide cards to that entity? | The Commonwealth would like a discussion to take place before any entity would be denied. | ||
| 62 | 10/04/2021 | Peter Johnsen/JPMorgan Chase Bank, N.A. | RFR Section Number 3.13 - page number 13 | What are your current billing and payment terms with the existing program, i.e. 30/14 (30 day billing cycle and 14 day grace payment period)? | See question 51 | ||
| 63 | 10/04/2021 | Peter Johnsen/JPMorgan Chase Bank, N.A. | RFR Section Number 3.13 - page number 13 | Would the Commonwealth like to see other billing and payment term options to consider? | Yes, the Commonwealth is open to other options. | ||
| 64 | 10/04/2021 | TD Bank, N.A. Question | RFR# PRF79 Response Template, Page 2 of 25, Instructions Section | Please confirm that TD can remove this section from our response to the template OR that TD must reply with acknowledgement as part of our response to the template. | It is prefferred that a bidder not edit the instructions listed on the response template. Failur to comply with the instruction as originally presented on Commbuys may result in disqualification. | ||
| 65 | 10/04/2021 | TD Bank, N.A. Question | RFR# PRF79 Response Template, Page 2 of 25, Instructions Section, Item 3 | Please clarify that the requirements outlined in this item EXCLUDE the inclusion of documents such as Table of Contents (to outline/organize any/all appendix items/required vendor attachments), Cover Letters, Executive Summaries, Proximity Studies, and/or Vendor Rebate Sheets to supplement the Cost Response (these documents would be provided as text and/or diagrams as stipulated by the Commonwealth and inserted judiciously within the response template) | Documents listed in the question are acceptable to include as part of a bidder's response. However, other formatting changes such as rearranging the order of categories/sections to better fit a prospective bidder's narrative is not allowed. Please see item 6, under the instructions for further guidance around allowable supporting attachments. | ||
| 66 | 10/04/2021 | TD Bank, N.A. Question | RFR# PRF79 Response Template, Page 11 of 25, RFP Response Part RFR# PRF79 Response Template, Page 11 of 25, RFP Response Part | Bidder Minimum Qualifications, Item B-2 – Please confirm that the Commonwealth requests that TD insert (copy/paste) our response to the SDP Plan Form within this section of the response template OR submit as a separate excel via the COMMSBUY site | Please submit the SDP Plan as a separate excel attachment. However, acknowledgment of the bidder's commitment to SDP participation should occur on the Response Template. | ||
| 67 | 10/04/2021 | TD Bank, N.A. Question | RFR# PRF79 Response Template, Page 12 of 25, RFP Response Part RFR# PRF79 Response Template, Page 12 of 25, RFP Response Part RFR# PRF79 Response Template, Page 12 of 25, RFP Response Part B | Bidder Minimum Qualifications, Item B-5 – If TD representative(s) can fulfill multiple personnel roles, can TD refer to a previous personnel response OR does the Commonwealth require that TD to reiterate the same personnel information in the appropriate cell? | Person can be referenced later in the RFR | ||
| 68 | 10/04/2021 | TD Bank, N.A. Question | Bidder Current Environmentally Preferable Products/Practices Form | Please confirm if the Commonwealth requests that TD submit our response to this form separately via the COMMSBUY site OR that TD can incorporate this form and our response within the Response Template? If the latter, can this document be inserted following the Cost Response? | This form should be submitted separate from the RFR Response Template, via COMMBUYS. | ||
| 69 | 10/04/2021 | TD Bank, N.A. Question | COMMBUYS Bid#: BD-21-1080-OSD03-SRC01-64108 | Would each of the approximately 85 Commonwealth departments that use the Purchase Card program, need to have their accounts debited separately for their own balance owed each month? | Each of the department process their own payments. | ||
| 70 | 10/04/2021 | TD Bank, N.A. Question | COMMBUYS Bid#: BD-21-1080-OSD03-SRC01-64108 | Are they currently managing their own program, with their own System Admins and separate Online application? Or, is the Commonwealth managing the issuance of cards/deletion of cards, limits, etc for all Departments? | CTR is the administrator for all Commonwealth Departments, issuing new cards, limits, etc. Other entities use the contract but adminster their own program. | ||
| 71 | 10/04/2021 | TD Bank, N.A. Question | COMMBUYS Bid#: BD-21-1080-OSD03-SRC01-64108 | Do the current benefits of the Commonwealth's P Card program extend to other MA Municipalities (Cities/Towns), if they wanted to set up their own P Card Program (on their own set up and separate liability)? If so, how many MA municipalities are currently under terms based on the Commonwealth's program terms/benefits? | Yes, see question 1 for a breakdown. | ||
| 72 | 10/04/2021 | TD Bank, N.A. Question | COMMBUYS Bid#: BD-21-1080-OSD03-SRC01-64108 | What accounting system(s) does the Commonwealth (or any of its departments) use that will require interface? | The Commonwealth does not interface now but will likely interface when a new ERP is selected. | ||
| 73 | 10/04/2021 | TD Bank, N.A. Question | COMMBUYS Bid#: BD-21-1080-OSD03-SRC01-64108 | What is the Commonwealth's current expense reporting process? | The Commonwealth uses the current providers system for detailed listings and the monthly payments are processed through our accounting system. | ||
| 74 | 10/04/2021 | TD Bank, N.A. Question | Procurement Exclusions: | Are the following exclusions monitored through your internal controls/policy or through current card program provider? |
Ø Services from unincorporated vendors
Ø Personal expenses of the Cardholder
Ø Any additional restrictions identified by the Department in its Internal Controls Yes
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