Procurement_Card_Services.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP25-0409

PROCUREMENT CARD SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

PROCUREMENT CARD SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Procurement Card Services

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE / ATTACHMENTS

Attachments:

A - Exhibit 1 - Procurement Card Policy

B - Exhibit 2 - AP Monthly Spend

C - Exhibit 3 - City Supplier Listing

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) requests Proposals from interested, qualified and experienced financial service institutions to provide a Procurement Card (P-card) Program for City personnel to purchase goods and services and pay for business expenses in a simple and timely manner. This program must contain the following:

A. A high level of internal controls ensuring compliance with all relevant federal, state, and local regulations

B. Align with the City’s policies and procedures. Refer to Exhibit “One” for the City’s

Procurement Card Policy

C. Services including card issuance, transaction processing, reconciliation, reporting and other related services

D. Features including online access, reporting capabilities, training and support

E. Integration with the City's existing accounting and financial systems

Current Environment:

The City currently utilizes both Visa and MasterCard branded P-cards for the City's P-card and business expense program through JP Morgan Chase. All City Departments participate in the P-card program. The City receives rebates in the form of basis points in accordance to the expenditure amount paid annually via electronic deposit.

The City also has a VISA electronic payable program through JP Morgan Chase which is used to pay for invoices to suppliers through virtual cards (ePayables).

Fiscal Year 2024 Statistics P-card Virtual Card

(ePayables)

Expenditure/Payments $22,178,723.32 $9,259,297.29

Total Number of Transactions 50,771 633

Highest Single Transaction $73,201.51 $353,470.64

Average

Expenditure/Payments

$436.84 $14,627.64

Number of Cards 526 42

Exhibit "Two" contains the last twelve months of accounts payable (AP) monthly spend information by payment type.

The City’s Enterprise Resource Planning System (ERP) is Workday. The existing web-based P-card management software allows the user to distinguish between procurement and travel (expense) related transactions. The Proposer's web-based P-card management software must integrate with Workday to allow the City to upload transaction reports that separate the procurement and travel related transactions. Workday is used for the City's expense reporting process.

The current billing cycle is thirty (30) days and the payment is made within three (3) business days of the last day of the billing cycle.

The overall AP process' goals / strategy of the City is to make timely and accurate payments to suppliers and contractors while maintaining and ensuring sound cash management and effective strong internal controls.

1.2. Background

The City of Orlando is a 138 square miles. With its central location in the region and the

State, Orlando is easily accessible from Interstate 4, Florida Turnpike, East/West

Expressway and the Beachline Expressway.

The Mission of the City of Orlando is to "Enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner."

1.3. Contact Information

Direct inquiries to the following:

Tara Urdininea

CPP, Purchasing Agent II

400 South Orange Avenue

Orlando, FL 32801

Email: tara.urdininea@orlando.gov

Phone: (407) 246-2368

Department:

Accounting and Control

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date June 6, 2025 mailto:tara.urdininea@orlando.gov tel:(407)246-2368

Pre-Proposal Meeting (Non-

Mandatory)

June 17, 2025, 2:00pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2JhNWQxZDAtY2Y4

My00MmI0LTk2MzUtMzY5ZTRlMzg1ZmI5

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 299 361 596 532

Passcode: Ph6EZ7NR

Question Submission Deadline June 27, 2025, 5:00pm

Proposal Submission Deadline July 9, 2025, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGM2OWU3NTctZjA3

ZS00NGE3LTkxY2QtNTBhMjA5ZjRjNzlm

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 287 696 960 333 1

Passcode: Yg7w6JN6

2. REQUEST FOR PROPOSALS INFORMATION

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The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

The Contractor shall provide a robust Procurement Card Program to be used for City purchases. Contractor shall provide Visa P-cards; however, the Contractor shall also provide the City with the option to request MasterCard P-card when operationally necessary. In addition, the Contractor's program shall support virtual cards for the payment of invoices for various goods and services.

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein.

4.1. SCOPE OF SERVICES

A. Contractor Qualifications: Accordingly, prospective Contractor shall conform to the following minimum qualifications to be considered for award:

1. Contractor shall offer both of the following P-card platform(s)

a. MasterCard

b. VISA

2. Contractor shall have performed a successful P-card implementation process, completed within the last thirty-six months (3 years), with similar scope and size of the City

3. Contractor shall provide the City with a dedicated Strategic Account Manager with extensive P-card experience

4. Contractor shall provide a rebate program

5. Contractor shall be in the business of providing Procurement Cards and Services in a financial institution

B. Contractor's Team: The Contractor shall have a team of qualified professionals dedicated to the successful implementation of the P-card Services Program, including, but not limited to:

1. Designated strategic account manager assigned to the City

2. Provision of exceptional customer service

3. Maintain a program of creativity and innovation to be consistent and compliant with a changing environment

C. The Contractor shall provide a P-card Program that will allow the City to:

1. Make timely purchases

2. Make timely payments of purchases

3. Enhance payment opportunities for the City Suppliers

4. Structure and streamline the City's Accounts Payable operations, and

5. Consolidate reporting of City expenditures

D. Card Acceptance / New Merchants

1. The Contractor's P-card shall be accepted by a variety of merchants commonly used by the City

2. The Contractor shall have an established program to recruit new businesses when notified by the City that the Contractor's P-card was not accepted by a supplier.

E. Web-based P-card Management Software - The Contractor shall provide web-based P-card management software to control all aspects of the City's P-card Program, including but not limited to, the following real-time actions:

1. Activation and de-activation of P-cards

2. Reporting lost or stolen P-cards

3. Update dollar limits, velocity limits and Merchant Category Code (MCC) restrictions for each card

4. Ability to establish an organization hierarchy of cardholders and supervisors

5. Ability for supervisors to approve transactions on-line

6. Ability to assign City cost center codes to each individual card

7. Ability to override the default cost center codes for an individual transaction shall also exist

8. Ability to allow administrative access to all accounts online as well as allowing an individual cardholder's access to only their account or group of accounts

9. Review transactions / purchases made on a minute by minute, daily, weekly and / or monthly basis

10. Review disputed charges online in real-time

11. Download transaction information into the City's accounting system without the need for manual entry

12. Maintain and update cardholder information

13. Track cardholder spending activity

14. Generate various file formats for data analysis (Example: PDF, Excel, or Other)

15. Ability to run and customize reports

F. Training: The Contractor shall develop and implement a City specific on-site (City Hall) training program providing initial / implementation, annual training, and specific requested training based upon needs.

1. The Contractor may offer web-based training; however, in-person training is required for the initial / implementation training.

2. The Contractor shall provide a training program that will, at a minimum, accomplish the following:

a. Train the City's P-card Administrator and other finance personnel on the details of the web-based P-card management software and how to effectively manage the accounts daily

b. Train the City's P-card Administrator on how to increase, decrease accounts, freeze accounts, understand decline transactions, respond to fraudulent activities, and provide access to the web-based P-card management software, etc.

c. Train the City's P-card Administrator on how to order new P-cards

d. Train cardholders on the web-based P-card management software and how to view, code, and report on their specific transactions

e. Train department personnel on the web-based P-card management software ability to run ad hoc reports

f. Train cardholders and transaction approvers on how to dispute transactions

g. Train cardholders and transaction approvers in downloading, uploading, and importing transactions into the City's General Ledger

h. Assist cardholders and transaction approvers in developing periodic internal reports

i. Train cardholders and transaction approvers on Fraud Prevention, Reporting, and

Tracking

j. Train and inform P-card Administrator in card program best practices

k. Provide the P-card Administrator with helpful resources such as sample procurement card policy manuals and cardholder agreements

3. Training Material:

a. In conjunction with the City, the Contractor shall continuously develop updated training materials for ongoing internal use during full scale implementation

b. The Contractor shall provide, at no cost, training materials that may be used by the

City to train supervisors and cardholders in proper card use

G. Issuance of Procurement Cards:

1. The Contractor will be responsible and accountable for issuance of all procurement cards directly to the City's P-card Administrator

2. The Contractor shall provide the City's P-card Administrator the ability in real-time to track activators

H. The Contractor shall provide the following card controls and restrictions:

1. Individual card controls will be established at the time the card is issued but may be changed at any time

2. Card controls may be changed only upon request from the designated City P-card

Administrator or designated personnel

3. These changes may be made through the web-based P-card management software or by email

4. The following controls and restrictions shall be available at the individual card level:

a. Card Activation Status - ability to de-activate and re-activate P-cards in real-time

b. Single transaction dollar limit - established per individual card

c. Velocity limitations - number of card authorizations per designated period - for example, ten (10) transactions per day, or twenty-five (25) transactions per month

d. Maximum dollar limitation per period - for example, $10,000.00 per month

e. MCC Restriction - ability to restrict usage by supplier (MCC Code) at the card level

f. Cash Advances - complete prohibition of all cash advances

g. Approvals Authorizing Purchases - ability to restrict purchases on a card until authorization for a specific amount and purpose has been given by an approver.

After the approved amount has been charged, no additional funds are available until an additional request is entered and approv

h. Declining Balance Cards - option to establish P-cards with an initial balance amount that declines to $0 as an activity hits the card. These P-cards shall also have the option of setting an expiration date, after which, the card would no longer be active.

The City currently does not utilize the declining balance card, but would like the flexibility to have this option, if the right scenario arises

i. Provide the ability to have on-hand P-card to be activated and distributed during

Emergency Disasters. These P-cards are activated in the event of a declared emergency/disaster and assigned to specific individuals. The ability to increase/decrease the limits similar to the other P-cards. After the emergency/disaster is over, these P-cards are returned to the P-card Administrator

I. Strategic Account Management:

1. The Contractor shall provide a Strategic Account Manager that will address all concerns and provide enhancement opportunity to the City's P-card Administrator and the City

Office of Business and Financial Services (OBFS)

2. The Strategic Account Executive will manage and leverage opportunities, identify program success, and optimize resources to excel in the use of P-card for the City of

Orlando

J. Customer Support:

1. The Contractor shall provide customer support to City staff

2. This support shall include at a minimum:

a. A toll-free telephone number for customer support and assistance

b. The name, title and toll-free number of the Strategic Account Manager and alternate who would respond to inquiries by the City

c. Toll-free telephone line and number to account representatives for inquiries involving accounts, billing and services 8:00 am - 6:00 pm, Eastern Time, excluding weekends and the City designated holidays

d. Managers or supervisors in the Call Center shall have detailed knowledge of the City of Orlando's Account and Commitments

K. Lost, Stolen P-Cards, Card Termination or Cancellation:

1. The cardholder and/or designated City representative(s) will immediately report lost or stolen P-cards to the Contractor. Once the City Staff notifies the Contractor, the P-card shall be immediately deactivated

2. The Contractor shall offer the cardholder the ability to freeze the card for a period of time, if the card has been misplaced. The Contractor will provide a 24-hour toll-free number for the reporting of lost or stolen P-cards

3. The Contractor shall also replace lost or stolen P-cards at "no cost" no later than five (5) business days after notification of the loss card by the cardholder and/or P-card

Administrator

4. The capability to report a card lost or stolen shall also be available through web-based card management software

5. The Contractor shall specify the period between receiving the report of a lost or stolen card and mailing a replacement card in its policy and procedures

6. The Contractor shall have an on-line portal in which the City can immediately cancel/terminate a card. Upon notification, the Contractor shall immediately cancel the requested card account(s)

L. Disputes: The Contractor shall provide a method for handling questions concerning charges.

Toll-free and online service for this process shall be available. The City's account shall be credited, pending resolution of the disputed item.

M. Billing Statements:

1. Electronic billing statements shall be provided on a monthly basis and be available online and ready to download on or about the 1st of each month

2. The City shall have the ability to access on-line statements as a single consolidated statement for all City transactions as well as individual cardholder statements

3. Each cardholder shall have their option of receiving their statement, via a City email address, or accessing their statement online

4. The Contractor will not mail any statement to any City employee. The billing statements shall, at a minimum, contain the following information:

a. Card account number (truncated)

b. Cardholder name

c. The name of the merchant

d. The date goods or services were purchased

e. The cost for the goods or services

f. Back-up documentation for each purchase shall be available upon request from the

City

g. The Contractor shall identify the time frame required to provide back-up documentation and method required for request (i.e., online, telephone, email, fax, etc.)

5. Payment: The City prefers to have the option to pay by direct debit, check, Automated

Clearing House (ACH) or wire transfer.

N. Cardholder Information: The Contractor shall not sell or distribute personal information of any sort, for any purpose. This section is not intended to prevent the Contractor from complying with the requirements herein and the resulting Contract for reports and reporting.

O. Technology:

1. The Contractor will provide both valid and rejected data transaction activity and statistics on compatible report file layouts for City user reporting facilities

2. The Contractor will provide adequate user login and access security controls and shall ensure that an appropriate level of security is established and maintained in connection with the service provided pursuant to this Request for Proposal

3. Web-based P-card Management Software:

a. The Contractor shall offer a user-friendly, flexible, and powerful web-based P-card management software for use by City personnel

b. The Contractor's Web-based P-card management software functionality shall include real-time online access to card account and current transaction information, account maintenance, account administration, and the ability to make changes/updates to accounts

c. The Contractor's Web-based P-card management software shall allow for the City’s

P-card Administrator as well as individual cardholders to have online access and management of their P-card

d. The Contractor shall provide reporting capability via a secure, web-based P-card management software that meets the City’s security needs for internet viewing of financial information and transaction monitoring

e. The web-based P-card management software shall provide designated City staff and cardholders the ability to view P-card transaction information using username/password-protected access

f. In addition to providing reporting capability, the Contractor is expected to work directly with the City’s P-card Administrator to develop customized reports that fulfill both current and future requirements

g. The web-based P-card management software shall have security in place such that individual cardholders and City departments will only have access to their specific transaction information

h. Ability to run a wide variety of on-line reports related to cardholders, suppliers, cost allocation, MCC codes, transaction detail, and user authorities

i. Generate and print transactions detail reports (which must include General Ledger

("G/L") codes) on a daily, weekly, and/or monthly basis

j. Ability to schedule reports to run automatically

k. Ability to generate Transaction Summary Reports

l. Ability to send out automated notifications to card holders and approvers

P. 1099 Reporting and Qualified Payment Card Agency (QPCA):

1. The Contractor shall be a participant in the Internal Revenue Service (IRS) Qualified

Payment Card Agent (QPCA) program and be authorized to solicit and validate merchant

Taxpayer Identification Numbers (TIN) on the City’s behalf

2. The Contractor shall periodically provide a list of “non-qualified payees” to the City

Q. Rebate:

1. For all rebates to be paid by the Contractor, the City shall receive payments by ACH

2. The City's fiscal year begins October 1st and ends September 30th

3. The Contractor and the City shall come to an agreement on rebate payment receipt schedules (e.g., bi-annually, quarterly, monthly)

R. Migration and Implementation Schedule:

1. The contract established will begin upon approval by the City Council and the executed contract

2. This may cause an overlap with the existing program to allow enough time to transition to a new provider, if necessary

3. The implementation schedule shall include a timeline for the various steps required to ensure that the implementation stays on schedule

4. The following are some things that shall be addressed in the implementation schedule:

a. Contact information and roles/responsibilities for all the Contractor's Program

Support Staff

b. Schedule with dates and locations for program and technology solution training

c. Training methods and materials

d. Billing process flow and associated reports

e. Card controls and issuance options

f. Card/Account set up

g. Electronic access set-up and testing

h. Mapping for interface with Workday financial system

i. Any costs that may be associated with migrating from one provider to another, if applicable

5. Contract Succession Transition: At the end of any awarded Contractor's contract term, the awarded Contractor will cooperate with a successor Contractor to affect a cooperative, orderly, and seamless transition to any successor.

4.2. Technical Requirements

A. Contractor Requirements - The City expects the Contractor to provide the following P-card services

1. 24/7/365 Customer Service Center

2. Dedicated Customer Service Support Team/Individual for Program

Administrator

3. Preferred MCC restrictions

4. Virtual Cards

5. Establish and Maintain Single transaction limits

6. Establish and Maintain Monthly transaction limits

7. Robust reporting

8. Custom file outputs – Mapper File

9. Online card setup, maintenance and suspension

10. Interface with the City’s Financial System, currently Workday

11. Transaction-based limits (single transaction limits)

12. Automatic expense allocation

13. Online cost code validation

14. Query builder, library and data archiving

15. Automated general ledger loading

16. Cardholder reconciliation

17. Fraud detection including communication with the City.

18. Password reactivation

19. Ability to upload transaction receipts

20. The ability to print uploaded transaction receipts (either individually or all)

21. P-card must be able to function as procurement card and travel card as determined by the City’s P-card Administrator

22. Provide the ability to create an oversight hierarchy wherein stakeholders are assigned varying roles and responsibilities as established by the City's needs and policies

23. Retain all card related data, such that it is accessible by the City’s mandated as required with all local, state and federal laws

B. Liability - There shall be no liability to the City or its cardholder for any unauthorized use of P-cards, and for account numbers, etc. that are fraudulently used, lost or stolen, pursuant to industry wide best practices.

C. Procurement Card Format - The Contractor shall provide a card format distinctive to the City of Orlando with the following minimum elements:

1. Visa or MasterCard Logo

2. The cardholder’s name, City of Orlando, and the City’s logo on the face

3. The phrase, "For City of Orlando Official Use Only" on the face

4. The phrase, "Sales Tax Exemption Number 85-8012740125C- I." on the face

5. The Contractor's 24-hour toll-free help line telephone number shall be printed on the back

6. Layout and artwork shall be subject to approval of the City before distribution begins

D. Workday Integration Requirements - A critical requirement is for the Contractor to provide support, expertise, and a robust, secure process for implementing the integration between the Contractor’s web-based P-card management software and Workday

1. Users will need to “flag” transactions as either “procurement” or “travel”

2. Custom report templates will then be needed to split those transactions and interface these reports into Workday.

3. Integration Support:

a. Proposals shall include details on any and all support the Contractor will provide to assist the City with planning, developing, and implementing its

P-card/Workday integration.

b. Support may include, but is not limited to:

i. Requisite expert resources

ii. Data mapping and migration assistance

iii. Ongoing process for securely transmitting P-card data from the

Contractor's web-based P-card management software to Workday

iv. The Contractor shall clearly break out which services the Contractor will provide as part of the contract and disclose which services it will charge for prior to performing the service and the proposed fee for those services

4. Electronic Billing File:

a. The Contractor shall, at a minimum, provide billing files electronically for an interface to Workday

b. Such files shall contain all requisite P-card purchase information

5. Workday provides updates two (2) times per year and these updates are tested by City staff. If any changes impact the integration, the Contractor would make appropriate changes to these interfaces. Proposals shall indicate what, if any, cost or fee would be associated with this task

E. The Contractor shall provide an electronic billing file of all transactions for the card cycle formatted according to City’s needs.

1. The Contractor shall work with the City to define the process for:

a. cost allocation

b. workflow

c. approvals

d. mapping to the General Ledger and payment

2. The Contractor shall work with City to create and test such a file and transmit the data on at least a daily basis in a secure and reliable manner, in accordance with City’s standards

3. The Contractor shall make any and all changes to the billing file format in the future, if requested to do so by the City

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2JhNWQxZDAtY2Y4My00MmI0LTk2MzUtMzY5ZTRlMzg1ZmI5

%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d Or, call into the virtual meeting by dialing this phone number: +1

321-247-7568 Once dialed-in and prompted, enter the Conference ID: 299 361 596 532

Passcode: Ph6EZ7NR on Tuesday, June 17, 2025 at 2:00 pm.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference along with attendance notification (first and last name of attendee, phone number and email address of all attendees of the firm) if applicable, and return via fax or email to:

Tara Urdininea, CPP, Purchasing Agent II

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Wednesday, July

9, 2025. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP25-0409, Procurement Card Services

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Proposer’s Qualifications and Experience

A. Proposer's Qualifications and Experience. Proposers must provide the following information:

1. Proposers shall submit a verifiable statement of the Proposer's experience.

The statement of experience should be supported by the references listed as

Attachment “D,” which shall be completed and submitted by the Proposer with its Proposal. Proposers shall provide three (3) references that support the proposer's statement of experience providing P-card Services to government agencies or similar organizations. Proposers shall provide five (5) references with similar scope and size (or larger) of the City.

2. Lost Business: Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

3. Proposers shall furnish the service standards of your P-card Program and

Mission Statement.

4. Proposers shall provide how many years your firm has been offering P-card

Services.

B. Staff Experience

1. The Proposer shall submit a statement of experience and resumes of the management staff who will be assigned to the City's account.

2. Provide an organization chart descripting your institution P-card Program leadership including Strategic Account Manager.

C. Financial Stability. Proposer's must provide the following information:

1. Provide a narrative description and such other information, if any, as

Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed web-based P-card management software for the term of the Contract.

a. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

2. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed web-based P-card management software for the term of the

Contract.

3. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

D. Litigation History

1. The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000.

2. Proposer shall also describe whether Proposer has any outstanding judgments pending against Proposer.

8.9. Approach to Providing Services

A. Proposer shall provide a copy of your internal Procurement Card Policy and

Procedures. The Proposer shall specify the period between receiving the report of a lost or stolen card and mailing a replacement card in its policy and procedures.

B. Proposer shall provide any documents that the Proposer requires the City or its staff to execute.

C. Proposer shall describe your process to identify and outreach to City suppliers who are not participating in the Virtual Card (ePayables) program and the level of success to recruit these suppliers to accept payment via Virtual Card

(ePayables). Exhibit Three (3) contains a list of City Suppliers and their default payment type.

D. Proposer shall describe the fees charged to all suppliers who are a part of its P-card Program.

E. Proposer shall provide an implementation schedule as described above in the

Scope of Work and Technical Requirements.

F. Proposer shall provide the details of the Proposer’s Training Program. Confirm that the training program to be provided will, at a minimum accomplish the following:

1. Train the City's P-card Administrator and other finance personnel on the details of the web-based P-card management software and how to effectively manage the accounts daily.

2. Train the City's P-card Administrator on how to increase, decrease accounts, freeze accounts, understand decline transactions, respond to fraudulent activities, and provide access to the web-based P-card management software, etc.

3. Train the City's P-card Administrator on how to order new P-cards

4. Train cardholders on the web-based P-card management software and how to view, code, and report on their specific transactions

5. Train department personnel on the web-based P-card management software's ability to run ad hoc reports

6. Train personnel on how to dispute transactions

7. Train personnel in downloading, uploading, and importing transactions into the City's General Ledger

8. Assist in developing periodic internal reports

9. Train staff on Fraud Prevention, Reporting, and Tracking

10. Train and inform P-card…