Purchase_Credit_Card_(P-Card)_Program_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSALS (RFP)

2035-RFP

PURCHASE CREDIT CARD (P-CARD) PROGRAM

City of Rock Hill

757 S. Anderson Road, Building 103

Rock Hill, SC 29730

RELEASE DATE: April 25, 2025

DEADLINE FOR QUESTIONS: May 15, 2025

RESPONSE DEADLINE: June 10, 2025, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Rock Hill

REQUEST FOR PROPOSALS (RFP)

2035-RFP

Purchase Credit Card (P-Card) Program

I. Introduction II. Request for Proposals

III. Scope of Work IV. Terms & Conditions V. Evaluation

VI. Vendor Questionnaire

Attachments:

A - SAMPLE Agreement for Goods & Services

Request for Proposals (RFP) #2035-RFP Title: Purchase Credit Card (P-Card) Program

1. Introduction

1.1. Summary

The City of Rock Hill, South Carolina ("City") is seeking proposals from qualified financial service providers for a purchasing card (P-Card) program for City employees to purchase goods and services.

The award will be made to a single card contractor that shall implement and operate a purchasing card program in accordance with the requirements stated herein.

1.2. Background

The City of Rock Hill currently has a purchasing card program administered by Synovus. At present, the program has almost 400 cardholders across various departments and divisions. The total p-card spend for fiscal year 2023-2024 was $2,558,515. Note: Past volume may not be indicative of future volume, and the number of cardholders fluctuates frequently.

1.3. Contact Information

Sarah Kesler

Procurement Analyst

Email: sarah.kesler@cityofrockhill.com

Phone: (803) 329-7070

Department:

Procurement

1.4. Timeline

Solicitation Release Date April 25, 2025

Question Submission Deadline May 15, 2025, 4:00pm

Proposal Submission Deadline June 10, 2025, 10:00am

The City of Rock Hill's eProcurement Portal only.

NOTE: The proposal opening is virtual. No in-person meeting will be held.

mailto:sarah.kesler@cityofrockhill.com tel:(803)329-7070

2. Request for Proposals

PROJECT: Purchase Credit Card (P-Card) Program

RFP Number: 2035-RFP

Proposal DUE DATE: Tuesday, June 10, 2025 before 10:00 am

2.1. General Information

Electronic submissions will be received by the Procurement Division of the City of Rock Hill, South

Carolina via the City's eProcurement Portal up to but not later than the published date and time. The eProcurement Portal clock is the official timekeeper for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline, regardless of any technical difficulties such as poor internet connections. The City strongly recommends completing your response well ahead of the deadline.

2.2. No Pre-Proposal Meeting

There will be no pre-proposal meeting for this project. Companies are expected to fully inform themselves as to the conditions, requirements, and specifications necessary to submit a proposal.

2.3. Purpose

The City of Rock Hill, South Carolina is seeking proposals from qualified companies to provide the City with a Purchase Credit Card (P-Card) Program.

The initial term of the resulting agreement is five (5) years. The anticipated start date is July 1, 2025 with two (2) subsequent one (1) year renewal options if options are exercised.

2.4. Competition Intended

The process of responding to this Request for Proposals (RFP) should involve interested companies reviewing and analyzing the information provided herein and responding to all items where a response is requested.

2.5. Definitions

Proposer/Contractor/Company/Vendor/Supplier: These terms are used to encompass the party seeking to have an agreement with the City of Rock Hill.

City: This term is defined as the City of Rock Hill, South Carolina. All communications relating to the procurement process or the resulting purchase should be directed to the City’s Procurement Office.

Purchase: This term means the agreement to be executed by the City and the successful company.

2.6. Discrepancies and Questions

Companies shall have no contact related to this project with the City of Rock Hill elected or appointed officials or employees during the solicitation process, other than the contact person specified within this solicitation. Any such contact will subject the Company to immediate disqualification for consideration for this project.

Should the Company have questions, find discrepancies in the plans and/or specifications, or be in doubt as to the meaning or intent of any part thereof, the Company shall request clarification from the City via the eProcurement Portal, not later than 4:00 pm on Thursday, May 15, 2025.

All questions will be answered and any changes will be communicated through an addendum posted on the City’s eProcurement Portal. As a registered Company, you will also receive addenda notifications in your email by clicking “Follow” on this project. It is the Company's responsibility to check the website for this information before submitting. Failure to request such clarification is a waiver of any claim by the

Company for additional expenses because its interpretation was different from the City’s.

2.7. Proposer's Minimum Qualification

A qualified company is defined for this purpose as one that meets, or by the date of proposal acceptance can meet, all requirements for licensing, insurance, and service contained within this RFP.

2.8. Proposal Preparation

All proposal responses shall be:

1. Prepared and submitted electronically via the City's eProcurement Portal by an authorized company representative.

2. Each proposal constitutes an offer and may not be withdrawn except as provided herein. Prices are to remain firm for the period stated in the Request for Proposals.

3. Each proposal shall include the name, address, telephone number, and e-mail address of at least three (3) current customers for whom they have provided similar products or services. These references may be contacted, and if so, their responses may constitute a significant part of the proposal evaluation process.

4. The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

2.9. Proposal Submission

Proposals must be received before 10:00 am on Tuesday, June 10, 2025 to be considered.

The City assumes no responsibility for late proposals. No proposal may be withdrawn for a period of ninety (90) calendar days after the date set for the opening thereof unless approved in writing by the

Procurement Manager. All proposals must be approved by the Rock Hill City Manager and the department(s) in charge of the project. Failing an agreement, the City may reject all proposals and resubmit for new proposals or make any other decisions it deems to be in its own best interest.

The e-Procurement Portal uses an 'electronic lock box' system to receive and protect all Company responses. Only the Company can see that they have submitted a response and the information contained in that response. The Company may withdraw its submission and resubmit anytime until the due date and time. Once the submission phase has ended, the City can view the proposals and begin the evaluation of all received.

2.10. Availability of the e-Procurement Portal

All responses to the Solicitation must be submitted electronically through the e-Procurement Portal.

Should there be any technical issues with the Portal (not user/Supplier issues) that prevent any Supplier from submitting a response within the two (2) hours immediately before the due time, the Solicitation https://procurement.opengov.com/portal/cityofrockhill due date and time shall be extended for a period of 24 hours. The technical issue must be with the

Portal provider (OpenGov) and affects all participating Suppliers. The City shall verify the technical issue or unavailability of the Portal with OpenGov, the system provider. Technical issues localized to a single supplier will not be considered a cause for an extension.

The e-Procurement Portal will not allow submissions after the established due date and time have passed.

2.11. Errors in Proposal

Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the company's own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. If an error is made before submitting the proposal, the company may withdraw its proposal electronically through the City's eProcurement Portal and may resubmit prior to the stated proposal submission deadline. The City reserves the right to waive any informalities, technical defects, and minor irregularities in proposals received.

2.12. Award Criteria

The award shall be made to a company that submits the highest-scoring proposal, taking into consideration product or service quality, past performance, and compliance with the stated terms, conditions, and specifications. Notwithstanding the foregoing, the City of Rock Hill reserves the right to reject any or all proposals, to accept any proposal submitted, waive any informality, and negotiate with the low Proposer(s) on any changes that the City of Rock Hill considers necessary or desirable for its own interests. The City alone shall make such determination.

In addition, the City of Rock Hill's Procurement Policies and Procedures Manual, as amended or supplemented from time to time, is hereby incorporated by this reference and shall apply to this

Request for Proposals. The City reserves all alternatives, terms, and conditions as set forth therein.

2.13. Compliance with Laws

The successful Proposer shall obtain and maintain all licenses, permits, liability insurance, and workers' compensation insurance, and comply with all other standards or regulations required by federal, state, county, or City statutes, ordinances, and rules during the performance of any purchase between the company and the City. Any such requirement specifically outlined in any purchasing document between the company and the City shall be supplementary to this section and not in substitution thereof.

2.14. Suspension and Debarment

The Proposer certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the Proposer is unable to certify any of the statements in this certification, such Offeror shall attach an explanation to this proposal.

2.15. Subcontractors

The awarded Company agrees that it shall not delegate, subcontract, or assign all or any portion of the project to any third party without the express written consent of the City. If any subcontractors will be used during the implementation or maintenance of the City's purchasing card program, the contractor must note that in the submitted proposal.

2.16. Proposal Format

Demonstrated Understanding, Program Strength, and Technical Approach

Demonstrate project management, approach to the project, and quality control methods that will be employed by your company. Clearly describe the scope of services to be provided based on the information in section 3. Respond to each item listed below:

• Approach: Demonstrate an understanding of the project, including the technical approach, and ability of corporate management to provide timely and effective support to cardholders and the

City.

• Quality Control Systems: Describe in detail standard quality control procedures currently in place that ensure accuracy of billing, bill reconciliation with establishments, and designation of delinquent accounts.

• Fraud: Describe the controls in place to prevent fraud and unauthorized usage of purchasing cards.

• Purchase Liability: Indicate the maximum dollar amount and maximum length of time for which the City shall be liable for purchases on lost or stolen purchasing cards. The proposal may be deemed non-responsive if the liability amounts are not provided.

• Disputed Billings: Provide a method for the resolution of disputed billings. Include a description of the disputed billing process.

• Assistance Procedures: Provide a detailed description of the assistance procedures available for all purchasing cardholders and City p-card administrators. Specify whether 24/7 support is offered, and if so, clarify the available methods of communication (e.g., phone, email, online chat).

• Problem Resolution Procedures:

o Describe the steps and procedures in place for resolving issues with the purchasing card program.

o Outline the specific measures that will prevent purchasing cards, particularly those belonging to key stakeholders (e.g., City managers), from being declined or deactivated without adequate prior notification.

• Card Restrictions: Describe controls that will prevent the use of purchasing card(s) for restricted goods and services.

• Enrollment Setup Information (Purchasing Card): Describe procedures for enrolling in the program, including the required account setup information, cardholder name, master file contents, authorizations, applications, forms, and signatures (provide samples). Specify time frames for providing cards to eligible employees once the City completes necessary enrollment steps.

• Effectiveness of Card Use: Contractors shall indicate how they will be available to instruct the

City on maximizing rebates. Further, contractors shall discuss how they will use report indicators to determine if the City is using cards in the most effective and cost-efficient manner possible.

The contractor will suggest solutions the City may use to enhance the Purchasing Card Program.

• New Purchase Card Issuing Procedures: Describe procedures for providing new purchasing cards

(not replacements) via your company’s online request system to employees. Include a description of all required account setup information, master file contents, and authorizations.

Specify time frames for providing the cards.

• Report Samples: Provide descriptions and samples of reports available to p-card administrators.

• Explanation of Processing Platform: Explain the processing platform needed to communicate with the bank. Contractors must describe how user security, user roles, and customized multi-segmented general ledger information will be migrated.

• Financial Charges/Fees: Each contractor must clearly show ALL current/potential fees the City may be culpable for if the City uses the contractor’s purchasing card. The City will not be responsible for fees not shown in the offer. For evaluation purposes, each contractor must clearly disclose any terms of agreements with vendors for participation in this program and for accepting the card. The contractor must state the cost suppliers currently must pay to the contractor or credit card company for acceptance of the contractor's purchase card (e.g., the supplier must pay 3% of the transaction amount to the purchase card company). The City shall be advised of and receive the benefit of any applicable discounts or rebates. Describe the finance/interest overdue balance charge process, including the percentage assessment.

• Security: The contractor shall describe the systems it has in place to protect the card user and agency data, including applicable standards met by security and data protection systems.

• Receipt Imaging and Storage: Describe the company’s receipt imaging and storage component.

Note any upload requirements, including file types, file sizes, etc.

• Payment Methods: The contractor shall describe different payment methods available to the

City. Apple Pay is important to many cardholders and will be weighed in the evaluation of proposals; therefore, confirm if the company accepts this form of payment.

• Additional Terms and Conditions: If acceptance of the offer includes negation of terms and conditions not already addressed in the solicitation document, the contractor must include those terms and conditions as an appendix to their offer “as information only,” and title the appendix “Additional Terms and Conditions for Consideration – Information Only.” Anything marked “as information only” will not be considered part of the offer unless accepted and incorporated in the final record of negotiations and will not be evaluated. The City may choose to reject any additional terms and conditions not provided in the appendix during the negotiation process.

Proposed Rebates

• The City's annual spend volume totals will be based on the Purchasing Card Program.

• The dollar volume assumption will be based on a total annual spend volume estimate of $2.5 million with approximately 400 cards.

• Payments shall be made directly to the contractor or to any bank account established by the contractor to receive payments from the City within 30 days of billing.

• Rebate payments and reporting shall be based on the City’s fiscal year of July 1 – June 30.

Company History, Experience, & Qualifications

Please provide the following to assist in the evaluation of the proposal:

• Brief history and organization of the company, the legal entity that will enter into the contract, and the name and title of the person who is authorized to enter into a master contract agreement (must be an officer, partner, or member of the company).

• Financial statement or other information to describe the company's general financial standing and current insurance coverage and demonstrate that the contractor is regularly engaged in the business of providing services of this type, to include the number of years in business.

• The company's proposal shall provide documentation of any history of litigation associated with project performance or professional liability during the past ten years and a short statement of any security problems that the company may have encountered.

A complete description and location of the contractor's program and other facilities available for support of the operation, to include the following items:

• Number of active cardholder accounts nationwide broken down by purchasing card programs.

• Number of merchant locations that will accept the purchasing card offered nationwide and in

South Carolina.

• Job descriptions and qualifications of the Project Manager and the personnel team directly employed by the contractor, whose responsibility will be to provide and support the program required by this contract.

• Total number of employees on the payroll, specified by office/work location. Additionally, indicate personnel numbers, if available, by location that are strictly devoted to servicing governmental accounts and identify the governmental accounts they service. A company organization chart that shows how the areas relate to one another should also be included.

• A description of any other factors concerning the contractor's service plan, personnel, and service facilities that will substantiate its ability to properly maintain the service levels required for the City of Rock Hill.

Transition Plan

• Timeline: To ensure a smooth transition (if required), it is imperative that contractors provide a transition timeline in the proposals submitted. Provide additional narrative for any specific milestones important to the transition process (i.e., data migration methods). Explain in detail what the City should expect during the transition, giving particular attention to the amount of purchasing program disruption time anticipated (if any).

• Training: Contractors must provide a detailed narrative describing the training plan and options available to City p-card program administrators and cardholders prior to and following program launch. Note all "Help" options available to users (i.e., live online chat, toll-free 24-hour hotline, etc.).

References:

Provide at least three (3) references familiar with the quality of work done by your company of similar nature (character, type, and size) as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

The intent is for the contractor to demonstrate it has experience in implementing, performing, and administering contracts similar to the program requested herein. References should include clients for whom the contractor has provided a purchasing card program. Government organization references are preferred.

Reference details requested are noted in the Vendor Questionnaire section of this solicitation and should be uploaded as a file separate from the proposal so as not to count toward the page limit.

NOTES:

• Please refer to Section 5: Evaluation for details on the criteria scoring to be used in evaluating proposals.

• Proposals should be no more than 25 pages (exclusive of cover pages, appendices, table of contents, references, or proposed transition timeline), and the font used should be no smaller than 10 points.

3. Scope of Work

3.1. General Requirements

A. Implementation Plan

The contractor shall implement a City Purchasing Card Program in accordance with the requirements of this solicitation, whereby authorized organization personnel use the program to purchase goods and services up to specified dollar amounts.

B. Card Issuance

Issuance of a card to any employee shall have the prior written approval of the City's procurement office. Under no circumstances shall cards be issued to a group such as a

“Department” or “Division” only (i.e., all cards must have the name of the individual authorized to use the card). The contractor shall ensure that all processes function in an efficient and effective manner.

C. Information System

A major goal is to secure a dynamic management, information, and reporting system. The purchasing card (p-card) system must allow for the distribution of costs by account number and type, permit the distribution and approval of charges through the internet, and allow for the smooth transfer of accounting information to the City's Accounting Division.

D. Contract Management

The contractor shall designate and provide a program manager/team member(s) to act as point(s) of contact for the City in all matters pertaining to the contract. The City shall be notified in writing of any change(s) in the designation of the program manager/team. The contractor must maintain a twenty-four (24) hour Help Line for cardholder problems (i.e., program usability, card declines, fraudulent charges, technical support, etc.). The Help Line must be available at no additional cost to the City and include a toll-free telephone number and an email address. The Help Line personnel must be trained on and be knowledgeable about the details and controls of the City's program, as government programs often differ from corporate accounts.

E. Training Program

The contractor shall develop a training program that includes tutorials on its features, benefits, and controls that the City's p-card administrators and individual employees participating in the program can access. The contractor should provide various methods of training delivery, including online, webinars, in-person, etc.

3.2. Program Requirements

A. Purchases

General purchases shall not exceed the thresholds established by the City for employees. Single and monthly transaction limits shall include freight, handling charges, sales tax, and other related charges. The City will not accept any liability or financial responsibility for any charge in excess of the authorized limits or by unauthorized users.

B. Additional Charges

The City shall not be charged any fees solely for establishing an account, regardless of the purchasing activity on the account:

1. Annual Fees: The contractor must not assess an annual fee for use of the Purchase Card.

2. Transaction Fees: The contractor must not assess any transaction fee for use of the

Purchase Card.

3. Late Charges: The City shall not be assessed any late charges when payment is delayed due to a disagreement between the City and the contractor regarding the quantity, quality, or time of delivery of any equipment, materials, supplies, or services, or the accuracy of any invoice.

4. International Fees: International transaction fees shall be easily identifiable on statements, and the method of exchange-rate calculation shall be clearly stated.

C. Billing Procedures

Billing shall be provided on a monthly basis in a format to be agreed upon by the City.

1. City-level billing statements must identify details of transactions for each cardholder. The contractor shall provide the flexibility to issue multiple account numbers for each

Department, Division, or other "group" of the City.

2. Billing information must include account number, vendor name, transaction date, amount, card number, and cardholder's name for each transaction.

3. The contractor shall cooperate with the City to accommodate the fiscal year-end cut-off on

June 30th of each year, if needed.

4. Employee-level billing statements shall also occur on a monthly basis, with statements digitally sent (i.e., email) to individual cardholders and available online to the cardholder and others identified by the City. The statement shall reflect details of the individual's purchases, including the cardholder's name, account number, vendor name, transaction date, and amount for each transaction.

5. The contractor shall provide a method for the resolution of any disputed billings. If an authorized cardholder is determined to be at fault by means of the discrepancy resolution method on disputed charges, then the agency must pay for goods and/or services received.

D. Payment

1. Payments shall be initiated by the City.

2. The contractor shall accept payment using paper checks, Automated Clearing House (ACH) electronic payments, and/or online payments.

3. Payments shall be made directly to the contractor or any bank account established by the contractor to receive payments from the City within 30 days of billing.

4. As new technology changes and upgrades become available, the City may want to explore the possibility of making electronic payments. For example, remitting payments by EFT or

EDI on a daily overnight basis.

E. Reports

1. The contractor must create reports for the City.

a. The contractor must transmit printable, hard copy reports through EDI or by some other secure means of sharing data electronically.

b. All reports must be able to be exported in a format compatible with importing into

Microsoft Excel.

2. The City must have the ability to request and/or create custom reports as needed.

a. Instructions must be provided on how to request new reports.

b. Training must be offered if the City is able to create custom reports.

3. The following list is representative of the reports required by the City. This list is not all-inclusive.

a. Monthly Transactions - export file to be imported into the City's ERP; must include the following fields:

i. Card Number

ii. Last Name of Cardholder

iii. First Name of Cardholder

iv. Transaction Date

v. Post Date

vi. Merchant

vii. City Division

viii. General Ledger / Budget Number

ix. Transaction Amount

b. Merchant Detail Report - export file to be imported into Excel; must include the following fields:

i. Transaction Date

ii. Last Name of Cardholder

iii. First Name of Cardholder

iv. Merchant

v. Merchant Category Code & Description

vi. Transaction Amount

vii. Transaction Sales Tax

c. Annual Spend by Cardholder

d. Transactions by Date

e. Transactions by Merchant & Category Code

f. Cardholders by Department, Division, and/or Budget Numbers

g. Lost / Stolen Cards

h. Disputed Transactions

i. Declined Transactions

j. Ad Hoc or Customized Reports

F. Cards

1. Issuance, Changes, and Cancellation of Cards

Cards will be issued in the name of individuals only. Department/Division accounts are prohibited. The person named on the issued card shall be the "authorized user.” A program administrator may request changes to information in an authorized employee’s account.

The contractor will be promptly notified of all canceled cards (due to retirement, discharge, resignation, etc.), and those cards will be shredded/destroyed and recorded by the City. The

City shall not be liable for charges incurred after notices to cancel cards have been sent and received by the contractor.

2. Card Requests

The contractor must provide online capability for the City's program administrators to request new and replacement cards.

3. Card Delivery

All new card and account change requests must be delivered to the City's specified location within ten (10) business days following notification.

4. Card Replacement

The contractor must replace lost or stolen cards within ten (10) business days after the City's request. Neither the City nor the cardholder will be liable for any charges resulting from unauthorized use of any card in the event the card is reported lost or stolen.

5. Card Format/Design

Cards must be embossed with the individual cardholder's name. Cards must be customized, including color, artwork, and logo, per City requirements. The contractor may propose a unique card design; however, the card shall have the following elements:

a. City of Rock Hill

b. For Official Use Only

c. Individual Cardholder's Name

d. Contractor's Toll-Free Customer Service Number

G. Controls / Restrictions

1. The City must have the flexibility to block and unblock Merchant Category Codes (MCC) as needed.

2. The contractor shall provide the City with any new codes, updates to current codes, and deleted codes as provided by the industry in a timely manner.

3. The City shall select purchase and activity limits (daily and monthly), transaction limits (daily and monthly), and merchant restrictions.

4. Returned merchandise shall be credited to the account charged. Under no circumstances shall cash be given for credit.

5. Cash advances are strictly prohibited.

3.3. Platform Requirements

A. The contractor must provide an online web-based platform for managing the purchasing card program and for allocating charges. Other platforms may also be offered, but a web-based platform is required.

B. The web-based platform must allow designated administrators to request new cards, request replacement cards, cancel cards, change individual transaction limits, change monthly credit limits, set temporary single & monthly credit limits, and perform other routine management tasks.

C. The web-based platform must allow transactions to be allocated to a multi-segmented general ledger and special account numbers must be allowed to be added as needed.

D. The allocation methodology must allow for hierarchical approvals if desired. For example, charges may be allocated by one user and then approved by another user (manager sign-off).

E. The allocation methodology must allow transactions to be allocated to one or more budget accounts.

The default allocation may be to one budget account from the GL, but functionality must be provided to allow for percentage-based or dollar amount-based allocations to multiple budget accounts selected from the GL.

F. The allocation methodology must allow for additional documentation notes. The user coding charges must be able to insert notes (i.e., justification) and upload receipts for each allocation.

G. The reporting system available within the web-based platform must allow for flexible reporting in at least the following downloadable formats: Microsoft Excel, PDF, and delimited text.

H. The platform must allow for the creation of multi-segmented general ledgers. For example, a three-part GL consisting of a department, division, and purchase category may be used.

I. The system must prohibit GL elements to be typed in by the user during allocation. The system must restrict users to a list of approved GL elements according to established security roles. The user will select from the permitted list during the allocation process.

J. The web-based platform must allow for cardholder/user account set up in order to perform review, approval, and coding of charges. The platform must also permit the upload of supporting documentation for each purchase (i.e., receipts) by registered users. The contractor should identify file type and size restrictions for supporting documentation uploaded to the platform. Also, state any storage time limits (i.e., 7 years).

K. The contractor shall provide the City at no cost all program enhancements and/or upgrades of current technology as it becomes available during the life of the purchase card contract.

3.4. Transition Requirements

The City currently has a Visa Purchasing Card Program with Synovus. One of the main objectives of the new contract is to ensure a smooth transition if Synovus is not re-selected as the successful contractor.

The contractor is required to define and establish transition procedures to be implemented, along with the applicable time periods associated with the transition phase.

A. Transition Costs: All transition costs will be the responsibility of the contractor. The City will not pay transition costs.

B. Data Migration: The contractor must provide a migration path for existing setup information currently residing within the Synovus (AP Solutions) system. The contractor must provide for user security, user roles, and customized multi-segmented general ledger information that can be migrated. The City must not be required to manually rebuild the GL into a new system. The proposed system must be able to upload an extract of the existing budget codes from the current system. If necessary, the City will be afforded ample time to bring online the new electronic platform and the new purchasing cards before voiding the existing cards.

C. Training: The contractor must provide necessary training to agency card administrators and users as necessary. Training must be completed prior to July 15, 2025. Training should consist of face-to-face or virtual sessions, webinars, online content, and written materials. All training will be at the contractor’s expense.

D. End of Contract Life: If the selected contractor is not awarded a subsequent contract at the end of the life of this contract, the contractor agrees and must work with the incumbent contracting company to ensure a smooth transition of all data is completed.

4. Terms & Conditions

4.1. Insurance

The Company agrees that the Company shall keep and maintain general automobile liability insurance for $1,000,000 per occurrence for each vehicle and $1,000,000 in aggregate for all vehicles that the

Company brings onto City property or use in any manner in the provision of services, including transportation to and from the site(s) where the services are rendered. The Company further agrees that the Company shall maintain general liability insurance for at least $2,000,000 per incident/occurrences and $2,000,000 in aggregate for all incidents/occurrence during the policy period.

The Company agrees that the Company shall maintain Workers' Compensation Insurance on all of the

Company’s employees. In no event shall the Company serve as a self-insurer for the purpose of Workers'

Compensation Insurance.

The Company also agrees that the Company shall provide, in a form acceptable to the City, certificates of Workers' Compensation Insurance, Automobile Liability Insurance, and General Liability Insurance.

Coverages must be maintained throughout the life of the contract, including any applicable warranty period.

4.2. Illegal Immigration Reform Act Compliance

The Proposer certifies that it will comply with South Carolina Code of Laws Sections 8-14-10 through 8-4-

90 (as amended) titled, "Unauthorized Aliens and Public Employment," and agrees to provide to the City any documentation required to establish, as applicable, (i) the inapplicability of such laws to the

Proposer, its subcontractor(s) and its sub-subcontractor(s); and (ii) the compliance with these laws by the Proposer, its subcontractors, and its sub-subcontractors.

4.3. Indemnification

The Company shall indemnify and hold harmless the City from and against all liability, loss, damages, or injury, and all costs and expenses (including attorneys' fees and costs of any suit related thereto), suffered or incurred by the City, to the extent arising from the Company’s or its subcontractors' (i) negligent performance of the Work under the Final Contract; (ii) intentional misconduct, negligent acts, or omissions during the performance of the Work; and (iii) breach of any term, covenant, representation, or warranty of the Final Contract.

4.4. Freedom of Information Act

All proposals will be public information, per FOIA guidelines.

4.5. Iran Divestment Act

By signing its proposal, the Proposer certifies that it:

(i) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

(ii) will not take any action causing it to appear on any such list during the term of the Final Contract;

and

(iii) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

4.6. Agreement

The selected company will be required to use the City of Rock Hill’s standard agreement. See attached sample agreement. If the company would like to provide a redline of the City's agreement and/or its standard agreement, please upload file(s) via the Vendor Questionnaire (6.4 Upload any additional documents).

4.7. Non-Appropriation of Funds

This Agreement shall be subject to the availability and appropriation of funds by Management and City

Council. Management and City Council appropriate funding on an annual basis during each fiscal year. If

Management or City Council does not appropriate the funding under this agreement, the City will not be obligated to pay amounts due beyond the fiscal year for which funds were appropriated. No act or omission by the City, which is attributable to non-appropriation of funds, shall constitute a breach of or default under this Agreement.

4.8. Statement on Disadvantaged Business Enterprises (DBE)

(i) The City recognizes that business firms owned and operated by minority persons and women have been historically restricted from full participation in our free enterprise system to a degree disproportionate to other businesses.

(ii) The City believes that it should work to ameliorate past discrimination by facilitating the participation of underrepresented groups in the City’s economic community and that such participation is in its best interests and the best interests of its citizens.

(iii) The City will work to ensure that such underrepresented groups, and the businesses they own and lead, are afforded the maximum practicable opportunity—in balance with financially safe and sound business practices–to compete for and perform contracts when the City is procuring construction services, supplies, equipment contracts, lease agreements, or consultant and other services, within the laws of the State of South Carolina.

(iv) The City endeavors to develop, establish, implement, and administer its policies, programs, and procedures to promote balanced economic growth throughout its community.

Accordingly, the City shall not discriminate and shall prohibit discrimination in its selection and retention of contractors, subcontractors, and suppliers, against any person or business on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, status as a parent, age, disability, genetic information, or military status. The City recognizes that disparate treatment on any such basis in the pursuit of economic opportunities is intolerable discrimination.

4.9. City Business License

The winning Proposer, prior to execution of the Final Contract, must possess or obtain a City of Rock Hill

Business License. Such license must be maintained throughout the duration of the Work. If the Proposer is not currently doing other business inside the City limits, the fee for such license is based on the amount of the Final Contract. If the winning Proposer is currently doing other business within the City limits and does not possess a business license, then the fee for the license is based on the total gross receipts from customers within the City limits. Contact the City Business License Office at 803-329-5590 to determine the exact amount of the fee or ask other pertinent questions regarding doing business in the City of Rock Hill.

4.10. Excluded Companies

Proposals from companies may be excluded for any of the following reasons:

(i) Reason to believe collusion exists among the companies

(ii) The Company is involved in any litigation against the City

(iii) The Company is in arrears on any existing contract or has defaulted on a previous contract with the

City

(iv) Lack of financial stability

(v) Failure to perform under previous or present contracts with the City

(vi) Is currently debarred by the State of South Carolina Procurement Services

Excluded vendors/contractors can resubmit complete company information with references for City review after a minimum of one (1) year from the last excluded Bid. The City will contact the submitting vendor/contractor with its decision within thirty (30) days of company information submittal. The City reserves the right to include or exclude said vendor/contractor based on findings.

4.11. Customer Service

Please remember, although you are a contracted City service, you each represent the City of Rock Hill during all work performed, face-to-face as well as telephone conversations. These guidelines are to give all contract employees a solid feeling of what the City of Rock Hill expects from any contracted service.

Overview:

• Be friendly, courteous, and helpful

• Company uniforms must be worn at all times

• Staff members must look and act professionally at all times

Company's Employees:

Before the contractor can enter the project site, it shall investigate and determine that its employees working on the project site are not listed on the sexual offender registry. The contractor shall require all subcontractors to make a similar investigation. One such investigation within six (6) months of commencement of the project work, by the employer, fulfills the City’s requirement for the project.

The Rock Hill Police Department along with the City of Rock Hill also reserves the right to cancel any contracts, agreements, purchasing or distribution, etc., if they feel the project, purchasing, vehicle(s), and or property(s) may be in jeopardy due to the contractor’s employee(s) having a criminal history which may lead to ethical issues while dealing with City workings or investigative activities.

5. Evaluation

1. All responses are subject to a determination of "responsive" and "responsible" prior to award. The

City is the sole judge as to the Proposer's "responsiveness" and "responsibility." The City reserves the right to request additional information.

2. The City will review all proposals and reserves the right to request necessary modifications, waive minor technicalities, reject all proposals, reject any proposal that does not meet the mandatory requirement(s), or cancel this RFP, according to the City's best interests.

3. The City's evaluation team may elect to interview* one or more proposing companies before making an award. The City shall not reimburse the company for the costs associated with the interview process.

The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

*NOTE: Selected contractors will be required to demonstrate the system/software they propose to use as part of the Phase 2 evaluation. Demonstrations will be at the expense of the contractor.

In-person and virtual presentation methods are accepted. Presentations are expected to last approximately 45 minutes with 15 minutes provided for questions from the panel.

4. The City's evaluation team may elect to first rank proposals with a simple numeric score and then detail score only the top tier of proposals.

5. The City will evaluate responses on a weighted evaluation system.

5.1. Phase 1: See "2.16 Proposal Format" for details and requirements.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Demonstrated Understanding, Program

Strength, and Technical Approach Points Based 70

(35% of Total)

2. Proposed Rebates Points Based 60 (30% of Total)

3. Company History, Experience, &

Qualifications Points Based 50

(25% of Total)

4. Transition Plan Points Based 20 (10% of Total)

5.2. Phase 2: Presentations (Select Companies)

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews & Presentations N/A N/A

6. Vendor Questionnaire

6.1. Company Information*

Please provide the following information as it should appear in a potential agreement with your company:

• Company (legal entity that will enter into the contract)

• Name and Title (person authorized to enter into contract)

• Address (location of the office where or from which the p-card program will be managed)

• Telephone Number

• Email Address

*Response required

6.2. Company Confirmation*

The Company affirms that we have read and understand the enclosed RFP requirements and specifications and do submit this proposal for: Purchase Credit Card (P-Card) Program.

☐ Please confirm

*Response required

6.3. Submission of Proposal *

Upload the proposal here.

Note: The proposed transition timeline and references may be uploaded separately from the proposal.

*Response required

6.4. Upload any additional documents

Include any additional information requested in the solicitation.

Note: If the requested Transition Timeline is in a different file format than the rest of the proposal, feel free to upload a separate file here. The timeline will not count against the page count limit.

6.5. References*

Provide at least three (3) references familiar with the quality of work done by your company of similar nature (character, type, and size) as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

Important: Contact information should be verified to ensure it is current. The City will not be responsible for obtaining references from individuals whose information is different from that submitted. References will not count against the page count limit.

Information provided must include the following:

• Name and Title of Contact Person most closely associated with the day-to-day operations of the purchasing card contract

• Phone number(s) of individual(s) familiar with the work performed by contractor

• Email address(es) of the above individual(s)

• Address

• Program Description

• Program Dates

• Number of Cardholders

• Purchase Card Program Dollar Volume

*Response required

6.6. Suspension and Debarment Certification*

The Company certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the submitting entity is unable to certify any of the statements in this certification, such company shall attach an explanation to the submission.

☐ Please confirm

*Response required

6.7. Illegal Immigration Reform Act Compliance *

The Company certifies that it will comply with the requirements of Chapter 14, Title 8 of the South

Carolina Code of Laws titled Unauthorized Aliens and Public Employment and agrees to provide to the

City of Rock Hill any documentation required to establish either; (a) the applicability of such law to the

Company, subcontractor, and sub-subcontractor; or (b) the compliance with this law by the Company and any subcontractors or sub-subcontractors.

☐ Please confirm

*Response required

6.8. Iran Divestment Act *

The Company certifies that it:

1) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

2) will not take any action causing it to appear on any such list during the term of the Final Contract; and

3) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

☐ Please confirm

*Response required

6.9. Customer Service *

The Company representative has read and agrees to the standards set forth in the City's Customer

Service agreement.

☐ Please confirm

*Response required