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Pre-proposal Conference Credit Card Services

RFP 6100020265

Issuing Officer: Toniann Noss February 29, 2012

1:30 PM

AGENDA

Housekeeping Introductions Supplier Support Background BMWBO COSTARS RFP Requirements Review of Submitted Questions and Answers Break Additional Questions and Answers

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HOUSE KEEPING

Please silence all cell phones Registration Table:

Sign attendance register Provide business card Blank question sheet Sign-in sheet will be posted to eMarketplace

Fire Exits Exit building via stairs Cross Walnut Street Gather in grass at Forum Building

Restrooms Through secure door and to the left

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INTRODUCTIONS

INTRODUCTIONS

Your Gateway to All Procurement Information Links to: Supplier Service Center PA e-Marketplace PA Supplier Portal Procurement Handbook

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SUPPLIER SUPPORT

www.eMarketplace.state.pa.us

www.eMarketplace.state.pa.us Your Gateway to Contract Information

Solicitations Tabulations Awards Contracts Sole Source Upcoming Procurements Links:

Supplier Service Center Treasury Contracts

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SUPPLIER SUPPORT

Supplier Services Center

FAQ’s

Registration

Bidding

Account Information

Supplier Support

Customer Services Call Center 717-346-2676

1-877-435-7363

Option 1

Registration Company Data Updates ACH Banking Changes Invoice Payment Status

1099 Questions

Supplier Support

Customer Services Call Center 717-346-2676

1-877-435-7363

Option 2 Searching for Solicitations

Bidding Process e-Alerts

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BACKGROUND

The Commonwealth of Pennsylvania is seeking to obtain an experienced supplier(s) to provide and enhance credit card services for the Commonwealth of Pennsylvania. Programs currently in place within the Commonwealth are:

•Airline •Lodging •Corporate •Purchasing •Fleet

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Term of Contract – Five (5) years

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BACKGROUND

For the purpose of this RFP, there will be two Lots. - Any Offeror may bid on one or both Lots - The Commonwealth reserves the right to award one or both Lots The Lots are broken out by: Lot 1: Airline, Lodging, Corporate, Purchasing, Other Lot 2: Fleet

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BACKGROUND

For Lot #1: The Office of the Budget, Bureau of Financial Management [BFM] will be the program administrator. BFM will also act as liaison between the Commonwealth agencies and the supplier when required. For Lot #2: The Bureau of Vehicle Management [BVM] will be the overall program administrator; however, - PA Department of Transportation [DOT] and PA Turnpike Commission [PTA] oversee their own internal program. For both Lots: The Contracting Officer within the Department of General Services [DGS] will be the Contract Administrator related to contract modifications, amendments , reporting or controversies for any awarded contract(s).

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BACKGROUND

LOT #1: - OTHER PROGRAMS The Commonwealth is currently looking at implementing two additional programs; however, we are open to other areas which any Offeror may propose. The two programs currently of interest are: -Pre-Paid Travel Card Program

- Accounts Payable Card Program

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BUREAU OF MINORITY AND

WOMEN BUSINESS OPPORTUNITIES (BMWBO)

Gayle Nuppnau

Procurement Liaison 611 North Office Building

Harrisburg, PA 17125 Telephone: (717) 346-3819 E-Mail: gnuppnau@pa.gov

Bureau of Minority & Women Business Opportunities

Program designed to encourage participation of Disadvantaged Businesses (DB) in state contracting

Two Types of Disadvantaged Businesses

• Small Disadvantaged Businesses • Socially Disadvantaged Businesses

Enterprise Zone Small Business

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Disadvantaged Business Program (DB)

Small Disadvantaged Business is one of the below: • Department of General Services Bureau of Minority and Women

Business Opportunities (BMWBO)-certified minority business enterprises (MBEs) and women business enterprises (WBEs) that qualify as small businesses

• United States Small Business Administration (SBA) certified 8(a)

small disadvantaged business concerns

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Bureau of Minority & Women Business Opportunities

Grosses less than $20 million annually or $25 million for companies involved in Information Technology (IT) services or sales. Proof of annual sales can be one of 3 items listed below:

Copies of audited financials Copy of recent federal tax form Letter from a CPA attesting to company's annual sales

Employ no more than 100 full-time or full-time equivalent employees Proof

of number of employees can be one of 2 items listed below: Copy of 941's Letter from company attesting to number of employees

Is able to do the work in question Must be for profit Must be owned by a U.S. Citizen

Small Disadvantaged Business

Bureau of Minority & Women Business Opportunities

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Socially Disadvantaged Business are businesses in the United States that BMWBO determines are owned or controlled by a majority of persons, not limited to members of minority groups, who are subject to racial or ethnic prejudice or cultural bias, but which do not qualify as small businesses.

Must be bidding as a prime contractor on the RFP Must have suffered chronic and substantial racial or ethnic prejudice or cultural bias in the United States due to the business person’s color, ethnic origin, or gender The prejudice or cultural bias must have negatively impacted the business’s establishment or growth To qualify as Small and Socially Disadvantaged Businesses, companies must be for-profit (non-profit entities do not qualify). They must also be owned by U.S. citizens

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Bureau of Minority & Women Business Opportunities

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To receive credit for being a Small Disadvantaged Business or a Socially Disadvantaged Business or for entering into a joint venture agreement with a Small Disadvantaged Business or for subcontracting with a Small Disadvantaged Business (including purchasing supplies and/or services through a purchase agreement), a Offeror must include proof of Disadvantaged Business qualification in the Disadvantaged Business Submittal of the proposal per section II of the RFP.

• Copy of active certification • Proof of annual sales • Proof of number of employees • If using a company in the 8(a) program must show proof of US Citizenship • Provide a numerical percentage for commitment based on base term of the contract • Disadvantaged Business must be named including address and phone • Specify the type of goods or services the Disadvantaged Business(es) will provide • You will not receive credit by stating that you will find a Disadvantaged Business after the contract is awarded or by listing several companies and stating you will select one later

Important Information to Note: Section II of the RFP

Bureau of Minority & Women Business Opportunities

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Enterprise Zone Program

The Issuing Office encourages participation by small businesses, whose primary or headquarters facility is physically located in areas the Commonwealth has identified as Designated Enterprise Zones, as prime contractors, joint ventures and subcontractors/suppliers.

• Bonus points • No data base or directory of enterprise zones must contact Ms. Aldona Kartorie at (717) 720-7409 • Confirmation of Enterprise Location (obtained from the local enterprise zone office) • Proof of business headquarters location • Proof of US Citizenship of owner of the business • Proof of Gross sales • Proof of number of employees

Bureau of Minority & Women Business Opportunities

COSTARS

BUREAU OF PROCUREMENT (COSTARS)

COMMONWEALTH’S COOPERATIVE PURCHASING PROGRAM

Bruce Beardsley Marketing Manager

Forum Place, Floor 6 Harrisburg, PA 17101

Telephone: (717) 214-3432 E-Mail: bbeardsley@pa.gov

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What is COSTARS?

COSTARS is the Commonwealth’s cooperative purchasing program.

This approach to cooperative purchasing leverages the purchasing power of more than 7500 local entities, combined with the state, to obtain more competitive pricing and choice than individual purchasers might be able to obtain on their own, while eliminating the expensive costs of public bidding procedures, and at the same time, providing increased opportunities for hundreds of businesses of all sizes in all locations, to compete for millions of dollars of government business.

COSTARS Membership Eligibility

Any Local Public Procurement Unit (LPPU) defined as:

• Any political subdivision.

• Any public authority.

• Any tax exempt, non-profit, educational or public health institution or organization.

• Any nonprofit fire, rescue, or ambulance company.

• To the extent provided by law, any other entity, including a council of governments or an area government that expends public funds for the procurement of supplies and/or services.

Year COSTARS Members 2005 1,600 2009 6,587 2012 7,517

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Members History

Two new members every business day!!

0

1000

2000

3000

4000

5000

6000

7000

8000

2005 2006 2007 2008 2009 2010 2011

COSTARS SPEND

• 2006 $150 Million • 2009 $366 Million - $105 Million Piggy-back

• 2011 $580 Million - $185 Million Piggy-back Fleet Card- 220 COSTARS Members $ 9 million COSTARS Fuel Purchases

0

50000000

100000000

150000000

200000000

250000000

300000000

350000000

400000000

1 2 3

YEAR

COSTARS SALES

Series1

Series2

Bid Documentation & Procedures

• Administrative Fee – The only fees connected with the COSTARS

Program are charged to contract suppliers to offset administrative costs to administer the Program.

• Flat annual fee of $1500 per Contract ($500 for small businesses – less than 100 full-time employees AND Gross Annual Revenue less than $20 million.)

• Includes a nonexclusive license to use the COSTARS Brand (Name and Logo), as permitted under Contract provisions

• Fee is billed by memo upon state Contract award.

SUPPLIER BENEFITS • Easy Access to Large Pennsylvania Customer Base,

Including Local Governments & School Districts • State-wide Exposure • Detailed List of Members, including contact info • Eliminates need and cost of Local Bidding Process • Easy to use • Access to Marketing Training and One-call Customer

Assistance • Use of Logo • Increased sales & profit

COSTARS HOME PAGE www.dgs.state.pa.us/costars

FOR ASSISTANCE

CLICK ON SUPPLIERS BUTTON

CURRENT & PAST NEWSLETTERS

Suppliers’ Home Page

LIST OF MEMBERS

FREQUENTLY ASKED QUESTIONS

DOWNLOAD LOGO

LIST OF MEMBERS DETAILED EXCEL

CONVERT TO EXCEL FORMAT

THIS IS THE BRIEF LISTING. CLICK FOR DETAILED LISTING

COSTARS LOGO

Hints for Doing business with COSTARS Members

• Understand your COSTARS Member market. • Market Yourself

- Email blast – Direct Mail – Direct sales call – Association Conferences – Association publications

• Utilize the COSTARS Members List to solicit business and to direct market your product.

• Use the COSTARS logo as part of your marketing strategy. • Tell us about success stories so we can publish in our newsletter. • Confirm COSTARS Membership when receiving order. • Report your quarterly sales reports. • Learn the COSTARS website and assist members (customers). • Recruit qualified members.

Contact Information

Bruce Beardsley, Marketing Manager 717-214-3432 Richard Zuber, Marketing Manager 717-346-3838 Toll-Free Telephone 1-866-768-7827 Dawn Eshenour, Program Manager Scott Cross, Director, Programs & Systems Division

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Requirements: Current Card Programs described in the RFP within each specific Lot must be provided.

All cards and services must be provided at no cost to the Commonwealth or its employees.

All access, use and disposal of all data regarding these programs, the Commonwealth and its employees must be safeguarded in accordance with federal and Commonwealth laws and regulations. Offeror must agree not to sell or use lists of cardholder names, addresses, or other privileged information for any purpose not related to these programs.

RFP REQUIREMENTS

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Requirements: Any subcontractors or work pertaining to these programs with another party must be identified upfront in the proposal for the Commonwealth’s review and approval.

Any intentions to transition to a new card management/reporting system throughout the life of any awarded contract must be reported to the Commonwealth at least 120 days prior to implementation. The Commonwealth must be allowed to do parallel testing prior to any transitioning.

All programs must be transitioned within 90 days of any contract execution.

RFP REQUIREMENTS

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Requirements: Prior Commonwealth approval must be given before any communication can take place between supplier and Commonwealth employees.

A single point of contact and contingent backup will be assigned for the Commonwealth’s program administration.

Management reporting will be supplied to the Commonwealth at not cost to multiple users from multiple locations on a real-time basis via web-based software, through a secure connection.

Emergency preparedness plan must be in place to support continuity operations during an emergency.

RFP REQUIREMENTS

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Requirements: Tax exemption management for all federal and state taxes must be provided for all purchases.

RFP REQUIREMENTS

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Requirements:

LOT 1 SPECIFIC: Employee Corporate Cards must be issued to Commonwealth employees without a prior credit approval and without a credit check.

RFP REQUIREMENTS

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Requirements:

LOT 2 SPECIFIC: Electronic access must be provided to authorized Commonwealth representatives to order new cards, as well as update driver, vehicle and organizational information when needed.

Availability at the fuel pump to obtain odometer readings, type of fuel and gallons for each fill.

30 day turnaround for payment to suppliers for emergency repairs for Commonwealth vehicles.

RFP REQUIREMENTS

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CD Flash Drive OR

The proposal shall consist of three separately sealed submittals per Lot: Technical Submittal (7 paper copies; 1 original PLUS 6 copies) Cost Submittal (1 paper copies); and Disadvantaged Business Submittal (2 paper copies)

Include Two (2) CD/Flash drives of complete and exact copy of each entire proposal; one (1) being and marked as a redacted copy.

Offerors must submit a separate and complete electronic redacted version of their proposal (technical, cost and disadvantaged business) clearly marked REDACTED.

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PA Department of General Services Bureau of Procurement Attn: Toniann D Noss RFP 6100020265 – Credit Card Services LOT # _______ 555 Walnut Street Forum Place, 6th Floor Harrisburg, PA 17101

PAPER SUBMISSION MUST ARRIVE BY 3/22/2012 at 1:30PM [Mailed, shipped or hand carried]

Late Submittals will automatically be rejected

Proposal Package Notes

ADDRESS PACKAGES PROPERLY

Include RFP Number

Number Multiple Packages (i.e. 1 of 3, 2 of 3, etc.)

Must be Sealed

Proposals Arriving AFTER Opening Time Will Be REJECTED

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TECHNICAL SUBMITTAL

Offeror’s Technical Submittal 1. Appendix A - Proposal Cover Sheet

2. Response to RFP Part II-1 through II-8 *Part II-3 (Work Plan) – Describe in narrative form your technical plan for accomplishing the work. Use the task descriptions in Part IV of the RFP as your reference point.

3. Appendix B - Domestic Workforce Form 4. Appendix C – COSTARS Program

Questionnaire 5. Appendix D – COSTARS Small Business

Certification 6. Financials

*DO NOT include any cost information in your technical submittal response.

CD Flash Drive OR

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COST SUBMITTAL

Offeror’s Cost Submittal 1. Appendix E-1 or E-2 –

Cost: Rebate/Incentives Submittal Worksheet

MAKE NO ASSUMPTIONS. If there are any assumptions included in the cost submittal, your proposal may be rejected.

CD Flash Drive OR

I. Two (2) Paper Copies of Offeror’s DB Submittal Response

II. Electronic Response

AND

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DB SUBMITTAL

CD Flash Drive OR

FOR EACH LOT

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MANDATORY REQUIREMENTS • Proposal must be received by the proposal due date and time. (Paper

Submission) • Proposal Cover Sheet (Appendix A) properly signed by an authorized

official that shall bind the Offeror to the provisions contained in the Offeror’s proposal.

ADDITIONAL CONTRACT REQUIREMENTS

• Must obtain 70% of total available technical points to advance.

• If you specify that the proposal is not firm for the time period of 120 days, your proposal may be rejected.

• If there are any assumptions included in the cost submittal, your proposal may be rejected.

• If you state that the proposal is contingent on negotiation of Offeror terms and conditions, your proposal may be rejected.

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Technical = 50% of the total points Cost = 30% of the total points Disadvantaged Business = 20% of the total points Bonus Points: Domestic Workforce Utilization & Enterprise Zone

CRITERIA FOR SELECTION

Review of Questions Additional Questions

QUESTIONS & ANSWERS

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ALL questions must be in

written form…

Blank question sheets are

available at the Sign-In Desk.

Answers provided today are considered *unofficial and not binding. All questions and responses will be posted on the

DGS Emarketplace Website: http://www.emarketplace.state.pa.us

*All Commonwealth responses are not official until they are confirmed in writing and posted to the eMarketplace website as an Addendum to the solicitation.

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QUESTIONS & ANSWERS

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