COUNTY of BERKS Purchasing Department Berks County Services Center, 633 Court Street, Reading, PA 19601 Tel: 610-478-6168 Fax: 610-898-7404
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COUNTY OF BERKS Purchasing Department Berks County Services Center, 633 Court Street, Reading, PA 19601 Tel: 610-478-6168 Fax: 610-898-7404 Kelly A. Laubach, CPPB, Director of Contracts and Procurement NOTICE TO PROPOSERS Addendum #1 - Issued on August 23, 2017 Re: Request for Proposal #17-29-KL, Purchasing Card & ePayables Program This Addendum should consist of a total of 94 pages. If you have not received this Addendum in its entirety, please contact the County of Berks Purchasing Department at (610) 478-6168. The County hereby amends the above noted Request for Proposal (RFP) as indicated herein. All other details of the RFP remain unchanged. A pre-proposal conference was held on August 16, 2017 at 1:00 p.m. via teleconference. The following firms/agencies were represented at the meeting: Name Company Andrew Seroka County of Berks Ron Rutkowski County of Berks Kelly Laubach County of Berks Kelly Okken County of Berks Linda Weaver County of Berks Todd Balfaser BB&T Sue Gluszynski BB&T Tom Bittenbinder BB&T Susie Parker BB&T Carlo Borgia Wells Fargo Beverly Wright Wells Fargo Rachel Wright Wells Fargo Mary Johnston Wells Fargo Shane Southwell Wells Fargo Ryan McGowan M&T Joann Smith M&T Trish Kieffer M&T Kimberly Alzono Bank of America Jennifer Tanseco CitiBank Kimberley Stedman CitiBank Valeria Cappucci JP Morgan Chase Maggie Miller JP Morgan Chase Robin Daly JP Morgan Chase Jean Taplett JP Morgan Chase Chad Benson Commerce Bank Rob Dindak Commerce Bank 1 Following is a list of questions asked at the pre-proposal conference or submitted in writing and the County’s response to each question. The responses to these questions form an integral part of the RFP package and these responses may alter a Proposer’s responsibilities in submitting a proposal. Where conflict exists between these responses and information in the original RFP package, the responses shall prevail. The following statements were made at the start of the pre-proposal meeting: • In accordance with Section One, Clause 1.5, Proposers shall carefully review this RFP for defects, inconsistencies or ambiguities. Comments concerning defects, inconsistencies or ambiguities must be made in writing and received by the RFP’s point-of-contact (see cover page), at least seven (7) business days prior to the Proposal Deadline. This will allow for the issuance of any necessary addenda. All questions must be in writing and directed to the RFP’s point-of-contact. This RFP cannot be modified except by a written addenda issued by the County. The decision on whether an addendum is required shall be made by the County in its sole discretion. If an addendum is issued, it will be provided to all parties who were provided a copy of the RFP by the County’s Purchasing Department. • An addendum will be issued to respond to any and all questions and clarifications submitted and/or identified as needed by the County. • Follow the instructions in Section 5, which will identify all the proposal submission requirements. Remember that requested changes to the terms and conditions are considered within the evaluation committee members scoring during the evaluation process. • Attachment A, Clause 9 Insurance – Please review carefully with your agency/broker to ensure that you meet or exceed all the limits and the endorsements identified therein. • Proposal deadline is Tuesday, September 26, 2:00 p.m. • Section 4 – Specifications, Clause 4.1.2 – The County currently utilizes Oracle E- Business Suite for its Enterprise Resource Planning (ERP) Systems and is operating on version 12.1.3. The County hereby amends the above noted Request for Proposal (RFP) as indicated herein. All other details of the RFP remain unchanged. Language that is underlined denotes that which has been added. Language that has been stricken denotes that which is hereby removed. CLARIFICATION 1: REVISION OF TABLE OF CONTENTS TABLE OF CONTENTS SECTIONS One Introduction and Instructions Two Method of Vendor Selection Three Standard Contract Information Four Specifications 2 Five Proposal Format and Content Six Evaluation Criteria and Process ATTACHMENTS Attachment A Proposed Form of Agreement and General Conditions Attachment B Non-Collusion Affidavit Form Attachment C Rebate & Cost Proposal Form Attachment D County Expense Report – 2016 Attachment D1 Detailed County Expense Report Attachment E Piggyback Form SECTION 4 - SPECIFICATIONS, CLAUSE 4.1.4 AND 4.3.2 Q2. Is the County looking for a “One-Card” solution (travel and pcard combination)? A2. Refer to Section 4, Clauses 4.1.4 and 4.3.2. The need will still exist to limit certain cards solely for travel related expenditures. SECTION 4 - SPECIFICATIONS, CLAUSE 4.1.4 Q3. Who is the County’s current provider? A3. Refer to Section 4, Clause 4.1.4 for details. SECTION 4 - SPECIFICATIONS, CLAUSE 4.1.5 Q4. Will the travel spend be part of this project? A4. Yes, refer to Section 4, Clause 4.1.5 for details. SECTION 4 - SPECIFICATIONS, CLAUSE 4.1.5 Q5. What is the amount of spend on travel cards (individual and/or group cards)? What is the travel expenditures for the County? A5. Refer to Section 4, Clause 4.1.5 for details. SECTION 4 – SPECIFICATIONS, CLAUSE 4.2.8 Q6. Will County provide file for vendors electronically? Specifically looking for payment date, payment number, amount, payment type, supplier id, supplier name, supplier address, city, state, ZIP, country, current payment terms. A6. Yes, Attachment D1 – Detailed County Expense Report is included with this addendum. SECTION 4 – SPECIFICATIONS AND SECTION 5 – PROPOSAL FORMAT AND CONTENT Q7. There seems to be redundancy in Section 5 and Section 4.4. Do vendors need to address both separately? A7. Section 4 lays out the scope of work. Section 5 identifies the format and all the information that must be addressed in your proposal. Vendors must meet the minimum qualification requirements as listed in Clause 4.5, in order to proceed to evaluation by committee. If there are exceptions or pieces that you don’t feel you can meet, these must be addressed during the Q&A period. 3 CLARIFICATION 8: SECTION 5 – PROPOSAL FORMAT AND CONTENT, CLAUSE 5.1 Proposals shall be submitted with one (1) original and four five (5) copies printed on 8 ½” x 11” paper, and one (1) word searchable electronic copy to: County of Berks, c/o County Controller, Berks County Services Center, 633 Court Street, 12th Floor, Reading, PA, 19601. SECTION 6 – EVALUATION CRITERIA AND EVALUATION Q9. Will there be specific points assigned to the criteria? A9. No points will be published. CLARIFICATION 10: SECTION 6 – EVALUATION CRITERIA AND EVALUATION SECTION 6 - Evaluation Criteria and Process A committee of County personnel representing the functions of [list dept disciplines] will review and evaluate Proposals submitted in response to this RFP (“Evaluation Committee”). The proceedings of the Evaluation Committee are confidential. Members of the Evaluation Committee are not to be contacted by the Proposers. All communication between a Proposer and the County shall be through Kelly Laubach, Director of Contracts and Procurement. Proposals will be evaluated against the following criteria using a pass/fail determination. • Financial stability of the Proposer (based on our examination of the required financial statements). • Compliance with the essential minimum experience and qualifications of the Proposer. • Compliance with the essential minimum experience and qualifications of the project team members. • Evidence of sufficient levels of insurance coverage. Proposals must pass this first tier evaluation to move on to the second tier evaluation described below. Proposals will be evaluated against the following criteria using point-rated scoring. • Price – The proposed fees associated with the program as well as the rebate and incentive structures. • Ability (Resource Commitment) – The Proposer’s ability to perform the required service expeditiously. The Proposer must have the resources to be capable of meeting the required project completion schedule. • Competence (Qualifications of Personnel) – The Proposer’s competence in performing the required service as indicated by the training, education and experience of the personnel assigned to the project team. The Proposer must have in their possession all appropriate and required certifications, permits, and licenses. • Past Performance – The Proposer’s past performance on similar projects. If the County cannot verify references based on the information provided in the Proposal, the scoring for this criteria factor may be affected. • Quality and Feasibility (Technical & Organizational Approach) – The quality and feasibility of the Technical Proposal and the Proposer’s 4 understanding of the project’s requirements and the overall goals and objectives of the project. • Proposal Content/Format – The Proposal’s compliance with the content and format requirements of the RFP. Prioritized Criteria: • Quality and Feasibility (Technical & Organizational Approach) – The quality and feasibility of the Technical Proposal and the Proposer’s understanding of the project’s requirements and the overall goals and objectives of the project. • Ability (Resource Commitment) – The Proposer’s ability to perform the required service expeditiously. The Proposer must have the resources to be capable of meeting the required project completion schedule. • Competence (Qualifications of Personnel) – The Proposer’s competence in performing the required service as indicated by the training, education and experience of the personnel assigned to the project team. The Proposer must have in their possession all appropriate and required certifications, permits, and licenses. • Past Performance – The Proposer’s past performance on similar projects. If the County cannot verify references based on the information provided in the Proposal, the scoring for this criteria factor may be affected. • Proposal Content/Format – The Proposal’s compliance with the content and format requirements of the RFP. • Price – The proposed fees associated with the program as well as the rebate and incentive structures. ATTACHMENT A – PROPOSED FORM OF AGREEMENT AND GENERAL CONDITIONS Q11.