RFP-#07-01 REQUEST FOR PROPOSALS Governmental Procurement Cards ATHENS COUNTY, OHIO BOARD OF COMMISSIONERS

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1 BACKGROUND RFP-#07-01 REQUEST FOR PROPOSALS Governmental Procurement Cards ATHENS COUNTY, OHIO BOARD OF COMMISSIONERS Pursuit to the Ohio Revised Code Section , effective , and the Athens County Procurement Card Program Policy adopted by the Athens County Board of Commissioners by Resolution, with the advice of the Athens County Auditor, The Board wishes to receive proposals from issuers of procurement cards to provide services and supply procurement cards. Since this is a new program to Athens County, no historical usage information is available. ADDENDUM There may be one or more addendums to this proposal solicitation. If your company desires to receive copies or notices of any such addendums, you must provide the information requested below to Athens County Board of Commissioners. Please send this information to Jo Rockhold via fax at (740) or by at jsikorski@athensoh.org County will send addendums only to those firms that timely complete and return this form via fax or provide the requested information by timely . RFPnumber RFP -#07-01 Procurement Cards Company name Mailing address Phone number Fax number Contact person address Send addendums by (check one): Q Fax Q ed addendums will be sent in a Microsoft Word 9.0 (Office 2000) format. Any alterations to the document made by the proposer may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to Athens County. Addendums will also be posted on the Athens County web site under the heading Business CURRENT BIDS in a PDF format.

2 DELIVERY OF PROPOSALS All proposals are to be delivered before 10:00a.m., local time, on Tuesday, August 16, 2016 to: Athens County Commissioners' Office Attention: Jo Rockhold 15 S. Court St Athens, Ohio Athens County will not accept any proposals received after the date/time stated above, and shall request Proposer to make arrangement to retrieve late proposals. Athens County shall not bear the responsibility for proposals delivered past the stated date and or time, or to an incorrect address by proposer's personnel or by the proposer's outside carrier. Proposers must submit one (1) original, and three (3) exact copies of the proposal (total of 4). Proposals will be opened publicly in a manner to avoid public disclosure of contents; however, only names of proposers will be read aloud. Proposals shall submitted in a sealed box or envelope marked "Proposal Enclosed for RFP - # Procurement Cards". Any proposals submitted to Athens County, Ohio are to be prepared at the submitter's expense. Athens County reserves the right to reject any and all proposals in whole or in part. Acceptance of a proposal shall not constitute an agreement between the submitter and Athens County. Athens County shall have no liability whatsoever to any submitter whose proposal is not accepted. The Athens County Board of Commissioners reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and/or amendments as it may deem appropriate. The Athens County Board of Commissioners reserves the right to waive minor irregularities in proposals, provided that such action is in the best interest of the County. Any such waiver shall not modify any remaining RFP requirements or excuse the Proposer from full compliance with the RFP specifications and other contract requirements if the Proposer is awarded the Contract.

3 PROCUREMENT PROGRAM POLICY The Athens County Procurement Program Policy and this Request For Proposals shall become part of the written contract signed between the County and the successful submitter. The Contractor shall perform service in accordance with the guidelines set forth in the Procurement Program Policy and Manual. A copy of the Procurement Program Policy is available upon request. Please send a written request to Jo Rockhold at jsikorski@athensoh.org CONTRACTOR'S RESPONSIBILITIES These include: o The Contractor must provide a central point of contact person(s) to ensure coordination of each Program, as well as individuals that have the necessary expertise to "trouble shoot" the provided solution. o Provide a procurement card design that is compatible with Athens County's needs. o Provide access to services, via the Internet, to all program participants. o Provide a toll free 24 hour, 365 day a year telephone number for customer service. o Complete on-site "Train the Trainer" training for the various levels of card program administration. o Implement a complete interface of the card solution(s) to Athens County's financial o software solution, in order to permit uploading of transactional data. o Provide a program that is free of annual fees or interest charges on current balances. ATHENS COUNTY RESPONSIBILITIES EVALUATION PROCESS o Supply a Program Coordinator as a central point of contact. o Supply cardholders with a Policies and Procedures Manual. o Supply cardholders with the necessary training. o Seek to minimize fraudulent card use through security and other appropriate measures and actions. Athens County will first examine proposals to eliminate those that are clearly nonresponsive to the stated requirements. Therefore, proposers should exercise particular care in reviewing the proposal format required for this RFP. All proposals will be scored based upon the evaluation factors detailed herein.

4 As set by the Procurement Program Policy, the following items, but not limited to, should be addressed in all proposals and as part of the evaluation process, the contractor's ability to support the County in the following areas will be assessed: Maximum practical use of the procurement card to make low-dollar value, highvolume purchases of goods and services as well as to pay for travel-related expenses Minimal cost (such as no annual fees, no interest charged on current balances and minimal fixed fees, transaction fees and late payment charges) A comprehensive loss/disaster recovery plan Internet-based/online program administration including workflow processes for card application, approval, suspension and cancellation; maintenance of cardholder profiles; control of approved merchant commodity codes; transaction reporting; account review and reconciliation Standard and custom reporting capabilities Support for the County's 1099 reporting requirements Ability to directly upload transactional data into the County's accounting system Ability for the County to pay the card issuer electronically Outstanding customer service through a toll-free, 24 hour, 365 day-a-year telephone number Recognizable card including County's name, logo and phrase "For Official Use Only - Tax Exempt" printed on the face, and a toll-free customer service telephone number printed on the back Per ORC (C)(3), the Board shall determine upon and advise the county auditor and county treasurer whether to contract with any one or more issuers that submit a timely proposal. Before entering into a contract, the board shall adopt a resolution stating the contract's intent and guidelines consistent with division (C)(l) and (2) (the Procurement Program Policy) for the use of each procurement card. A written contract will be signed between the County and the successful submitter. The agreement will include fee schedules, processing procedures, and rights and responsibilities of both parties. REQUESTS FOR CLARIFICATIONS Requests by Athens County for clarification of proposals shall be in writing. Said requests shall not alter the Proposer's pricing information contained in its proposal. VALIDITY OF PROPOSALS All proposals shall be valid for a period of 90 days from the submission date.

5 FORMAT To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the guidelines set forth in this RFP. Any portions of the proposal that do not comply with these guidelines must be so noted and explained the Acceptance of Conditions section of the proposal. However, any proposal that contains such variances may be considered nonresponsive. Proposals should be prepared simply and economically, providing a straightforward concise description of the Proposer's approach and ability to meet County's needs, as stated in the RFP. The items listed below shall be submitted with each proposal and should be submitted in the order shown. Each section should be clearly labeled, with pages numbered and separated by tabs. Failure by a proposer to include all listed items may result in the rejection of its proposal. Procurement Card Solution (Stand-Alone, or as Platform for One Card Solution) Tab I, Management Summary Provide a cover letter, signed by an authorized officer of the firm, summarizing the Procurement Card solution you are proposing to provide and describing the underlying philosophy of your firm in providing the proposed solution. Include the name(s), telephone number(s), and address(s) of the authorized contact person(s) for your proposal. Tab II, Business Plan Include a) Description of the proposed contract team, and the role to be played by each member of the proposed team. b) Proposed team organizational structure, interrelationships, and interactions. c) Detailed plan of approach [including how you intend to achieve and attain each of the required performance outcomes set forth in this RFP, and to fulfill each of the contractor responsibilities set forth in this RFP.]. d) Proposed processes for disputed charges, including a description of Athens County's liabilities and any interest implications, turnaround time for resolving disputes, and whether Athens County will accrue any interest charges while a matter is under review. e) Proposed service quality program to include contingency plans in case of failure of any business partners to provide service and/or to jeopardize the integrity of the Program.

6 Tab III, Compensation and Cost Data Provide any and all costs that would be associated with the Procurement Card program you are proposing, as well as a detailed explanation of any rebate/revenue-sharing/travel awards program being offered as an element of such program. Tab IV, Corporate Experience and Capacity Provide information, which documents your firm's, and if applicable, any subcontractors' qualifications to produce the required outcomes and fulfill the required responsibilities of the program offered, including its/their ability, capacity, skill, financial strength, and number of years of experience in providing the required services. Tab V, Key Personnel Attach resumes of all managers and supervisors who will be involved in the management of the services to Athens County. Tab VI, Customer Listing Provide a listing of all governmental customers during the past three years for Purchasing Card Programs of similar size and scope. The services provided to these clients should have characteristics as similar as possible to those requested in this RFP. Information provided for each client shall include the following: Client name, address, and current telephone number Description of services provided Time period of the project or contract Client's contact reference name and current telephone number Failure to provide complete and accurate client information, as specified here, may result in the disqualification of your proposal, or cancellation of the contract and your suspension or debarment from further business with Athens County.

7 Tab VII, Specific Product Features Provide responses to the following: PROGRAM DESIGN 1. What card platform(s) does your program employ (e.g., MasterCard, Visa, Amex or other)? Why? If more than one is used, which would you recommend for our program and why? 2. How many suppliers accept your purchasing card? a). Worldwide b). In North America c). At Level II and Level III 3. What third-party processor, if any, is used for authorizations and transaction posting? 4. Do any third-party partners perform other functions, such as systems support or customer service? If so, explain. 5. Discuss settlement terms. a). What billing cycles are available? b). How will we receive billing statements? c). What are payment terms from "statement date"? d). What options are available for the company to make payment (e.g., EDI, ACH, check)? 6. Does the issuer have the capability of billing multiple business units and receiving payment from those separate business units? 7. Describe the issuer's merchant support function. Is a third-party alliance established? If so, describe the nature of the alliance. 8. How does the issuer handle merchant enrollment, education and ongoing management of hardware and software? 9. Describe any unique features provided by the issuer's product that we should consider 10. Does the program provide the option of customizing the card with a corporate logo? If so, is there a charge? 11. Does the program provide the option of customizing individual cards with a personal ID photo? If so, is there a charge? CONTROLS 12. Describe the card controls and usage restrictions supported by the issuer's program: a). Company level restrictions b). Cardholder level restriction c). Department l evel restrictions d). Merchant Category Code/Standard Industry Classification (MCC/SIC) restrictions e). Cash advance restrictions f). Dollar limits

8 13. What are the liabilities of the company and employees in the event of fraud, abuse or loss of a card? Does the issuer provide fraud insurance? If so, what are the stipulations and fees associated with the insurance? 14. Does your program screen transaction activity for fraud patterns? If yes, explain. If no, is this capability planned for future implementation and if so, when? Provide statistics on fraud associated with your purchasing card program. 15. Can the issuer reproduce lost charge slips? Is there a charge for reproduction? What is the typical turn around time for the issuer to provide copies of charge slips? 16. Describe the issuer's card management process including: a). New card issuance b). Deletion of cards c). Removal of invalid cards d). Handling of lost/stolen cards e). Replacing cards (including "emergency" situations) f). Modifying a cardholder's profile INFORMATION REPORTING 17. Describe how the issuer receives and processes Level II and III information. What information can you provide to us? 18. Describe the formats or methods offered for distribution oftransaction data and the frequency of distribution (e.g., daily, weekly, monthly): a). Hard copy b). Direct transmission to mainframe c). PC-based direct transmission d). internet e) Are hard copy and diskette reports distributed? a). By U.S. mail b). By overnight delivery service 20. How quickly after a transaction has been conducted is information available?

9 INTERFACE WITH INTERNAL FINANCIAL SYSTEMS 21. Do you provide software that interfaces with our internal financial system; 22. Describe how your reporting package accomplishes the interface with our systems. 23. Are there any special hardware or software requirements for using the software that interfaces with our internal systems? 24. Is customized programming required to accomplish the interface? If so, is there a cost associated with this programming? 25. Can the issuer automatically allocate individual transactions to different expense categories based on the company's general ledger accounting structure? a). If so, describe the various options or methods available for allocating transactions. b). If not, recommend how we might be able to segregate and allocate transaction data to the appropriate expense categories. REPORTING CAPABILITIES 26. Provide a general description of the reporting packages you offer. a). Is the information available through your reporting package accessible at any time? b). If not, what days and hours is it available? c). Can Travel and fleet expenses incurred with your card product be tracked and reported separately? d). Can your system provide reports regarding 1099 and minority-owned vendors? How complete is the information in these reports? e). What reports are available regarding sales and use taxes? f). For transactions that are reported without separate sales tax, 1099 status or minority owned business status detail, how do you suggest we meet our tracking and reporting needs relative to such information? g). What are your international transaction reporting capabilities? h). What are your vendor spending reporting capabilities? 27. What reports are available through the reporting packages? Provide samples of available reports. a). How frequently can reports be generated? b). Can reports be generated for various levels of our organizational structure? List options for report distribution to managers, functional staff personnel and cardholders. 28. Can reports be generated for various time frames or accounting periods? a). Is historical information available? If so, how far back is the information available? b). What are the inquiry and ad hoc reporting capabilities of your reporting package? 29. Can you produce customized reports and statements? If so, are there additional costs for customized report programming?

10 IMPLEMENTATION 30. Provide a sample purchasing card contract. 31. Provide a complete description of your implementation process, including a sample time line and description of various implementation tasks for both the issuer and the customer. How long does it take to get a program under way? 32. Does your implementation plan offer the option of a pilot program or a staged rollout prior to full "live" implementation? Describe. 33. Describe the support provided during implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits, or other assistance. 34. What initial and ongoing training do you provide for program administrators and cardholders? 35. What are some of the common implementation obstacles you have observed? 36. How will you assist the company in getting vendors to accept the card? Tab VIII. Acceptance of Conditions Indicate any exceptions to the general terms and conditions of the RFP, and any other requirements listed in the RFP. BY : Lenny Eliason, President JoAnn Rockhold, Clerk Publish 7/24 and 7/31