Procurement Division 347 Madison Avenue, New York, NY 10017 Vendor must acknowledge receipt of this addendum by signing below and returning this form with sealed bid/proposal. ADDENDUM Addendum # 1 To RFP #: 14041 For: Early Payment Management Program Contract Manager: Damon Chan Phone #: (646)-376-0089 Date: March 25, 2014 Bids/Proposals must be received no later than 4:00 pm on the 18 th day of April, 2014 Revisions/Modifications/Instructions This Addendum No. 1 is being issued to include: 1) Appendix E Financial Interest Report; 2) Extend the proposal due date from 4:00 P.M. on 4/4/2014 to 4:00 P.M. on 4/18/2014; and 3) Respond to questions that were raised by a prospective proposer. See List of Questions which follows below. Except as expressly modified herein, all else remains as originally issued and in full force. Name of Vendor: Vendor s Authorized Signature: Title: Date: RFP 14041 Addendum No. 1 Page 1 of 3 MTA Form 101A 5/01
List of Questions Question 1: Answer 1: Question 2: Data: The RFP refers to data available for purposes of analyzing MTA's early payment opportunity. Could you please let us know how we might obtain a copy of this data? There is a large amount of data which requires uploading via a FTP site. Proposers who want to receive this data shall provide the MTA Contracts Manager with a FTP site including a password to allow for file upload. Each proposer shall also provide a signed Non-Disclosure Agreement prior to the file upload. The Non-Disclosure Agreement will be provided for in Addendum No. 2 shortly. Commercial cards: Does the MTA have one or more commercial card programs deployed? If so, what % of you spends and what % of your transactions are paid via card? What is your marginal rebate %? Answer 2: The MTA deploys one card program. The % spend via this card program is approximately 1%. We do not have information concerning marginal rebate %. Question 3: Answer 3: Question 4: Answer 4: Question 5: Answer 5: Question 6: Answer 6: Question 7: Answer 7: Current discounts: Early payment discounts: How much do you currently capture in early payment discounts on an annual basis? Approximately 1 million. ACH: Could you please describe the nature of the ACH payment method in use today? In particular, is there a single service provider? Who submits the ACH instruction for your bank? How do you on-board suppliers? How does the supplier get remittance? Who keeps track of the bank account information? What % of your spend and transactions are paid via ACH? The MTA uses ACH payment via electronic transfers. The single service provider is Chase Bank. The MTA BSC submits the ACH instructions to Chase Bank. On-board suppliers and remittance are processed through vendor forms. The ERP system keeps track of bank account information. 80% of spend and transaction are paid via ACH. Pay Cycle: Can you please describe your current payables process? Specific insight we are looking for is % of spend that is PO vs. non-po based. The amount of spend requiring a three way vs. two way match? To what extent do you utilize workflow (either PeopleSoft or other) to automate the process? What is the amount of annual spend you approve in under 20 days? In under 10 days? The current payables process is 5 days, Monday to Friday. The percentage of spend is approximately 50% for PO and 50% for non-po. We only use 3 way matching. Workflows are only utilized for non-po vouchers. Currently all spend approvals are under 30 days. Payment Terms: Are there any payment terms with vendors that are not 30 days net? If so what % of your spend has net terms greater than 30 days? Less than 30 days? All vendors are on 30 day net. Cash availability: Are there any limitations on the amount of cash available to accelerate payments for discounts? Is there a minimum interest rate you require? There are no cash limitations or minimum interest rate. RFP 14041 Addendum No. 1 Page 2 of 3
Question 8: We are responding to this RFP with a partner/subcontractor. In regards to the forms that need to be filled out, should both parties fill out all forms, or should we just list our partner/subcontractor in Section 1 of Attachment B. Answer 8: Only the Prime consultant needs to fill out the forms. Attachment B are for legal joint ventures / partners, if your partner is a Sub-consultants only, they do not need to be listed here. You can describe the functions of the sub-consultant in your technical write-up. Question 9: Answer 9: We are a private company and as such our financials need to be kept confidential. What is the process to be exempt from FOIL? MTA is subject to the New York Freedom of Information Law ( FOIL ). A proposer should clearly mark as Confidential those portions of its proposal which it considers to be confidential and wishes to exclude from public access under FOIL. While MTA cannot guarantee the judicial or administrative outcome, financial information about a Proposer that is labeled confidential will be treated as such by MTA. All other information included in RFP 14041 remains the same End of Addendum No. 1 RFP 14041 Addendum No. 1 Page 3 of 3
APPENDIX E METROPOLITAN TRANSPORTATION AUTHORITY PREPARATION OF FINANCIAL INTEREST REPORTS BY CONSULTANTS PERFORMING WORK FOR MTA In a resolution dated March 22, 1984, the Board adopted the All-Agencies Financial Interest Reports Policy and Procedure (the Policy). The Policy requires in part that employees of the Authority whose duties include the exercise of discretion in the areas of purchases, contracts and leases, accounting, auditing, law or other areas sensitive to conflicts of interest, or who have duties relating to the receipt or disbursement of funds, file financial interest reports on an annual basis. (Section II of the Policy.) From time to time, MTA retains the services of a consultant to provide services. These services can be either those that are essentially extensions of those provided by MTA staff (i.e., the consultant performs substantive duties within a functional area in a manner typically indistinguishable from those performed by staff), or are consultative in nature (i.e., the consultant analyzes operations in a functional area and makes recommendations for changes and may also, if MTA so directs, implement the recommended changes). If the services to be provided by the consultant fall within the areas stated above, and if an individual employee of the consultant would be required to file financial interest reports if such person were an employee of the Authority, then such employee of the consultant shall file financial interest reports with the Authority as hereinafter provided. A. Consultant means the individual or firm with whom MTA contracts for services. B. Employee means an officer, director or employee of the consultant or a subconsultant, or an individual if MTA has contracted with an individual, who performs tasks in a sensitive area. C. Subconsultant means an individual or firm who enters into a subcontract relationship, regardless of tier, with the consultant with respect to MTA s contract with the consultant. D. Contract means the agreement between MTA and the consultant pursuant to which the consultant agrees to provide services to MTA. E. Financial Interest Report means the report which is attached hereto. F. Sensitive areas are those areas listed in the first paragraph hereof. MTA RFP No. Page 1 of 2 Appendix E
The following procedures shall apply to Consultants: 1. A consultant who enters into a contract with MTA to perform services in sensitive areas shall require its employees who meet the criteria in B above to file financial interest reports with the Authority. 2. The initial report shall be filed no later than thirty (30) days after the execution of the contract by the Consultant and shall cover the 12-month period ending with the month before the month in which the contract was executed. 3. Consultant employees required to file financial interest reports shall, after filing the initial report, file updated reports annually thereafter for as long as the contract which gave rise to the requirement to file such reports remains in effect. 4. Consultant employees shall file completed financial interest reports with MTA s Director of Procurement Services. 5. The Director of Procurement Services shall review the financial interest reports for possible conflicts of interest and shall forward the reports to Counsel who will also review the reports for possible conflicts of interest. The Director of Procurement Services shall discuss any conflicts of interest (either actual or potential) uncovered in this review with the affected employee, and if deemed necessary, with the consultant, to effect a resolution. 6. At the completion of this review, the financial interest reports shall be forwarded to MTA s Director of Human Resources for maintenance. 7. The contents of such reports will not be disclosed by MTA. 8. An employee shall promptly report to MTA s Director of Procurement Services any significant changes to the answers in a previously submitted financial interest report. Such changes shall be reviewed as provided in 5, above. Attachment: Financial Interest Reports Form Rev. 2/99 Boiler/Financial Disclosure/Appendix E. doc MTA RFP No. Page 2 of 2 Appendix E