Purchasing Card Services

Addendum #1: Questions and Answers

Invitation To Negotiate

No. 07-973-120-V

Purchasing Card Services

Addendum #1: Questions and Answers Solicitation: Purchasing Card Services Solicitation No. 07-973-120-V of 28

The Department amends the above-mentioned solicitation as noted below. In the event of a

conflict between previously released information and the information contained herein, the

information herein shall control. The information included in this addendum is now made part of

this solicitation.

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or

failure to post the bond or other security required by law within the time allowed for filing a bond

shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Any protest must be timely filed with the Department of Management Services’ Agency Clerk.

The purpose of this addendum is to revise the solicitation as follows:

1 Vendor Questions & Department Answers

The Department has received the following questions from the vendor community though the

MFMP Sourcing Tool and answers as provided in the following table:

ITN Section Question

Q 1 MyFloridaMarketPlace

Within the My FL Marketplace Vendor Bid System, “You must accept the bidder agreement to participate in the event.” And the 3rd requirements is “(iii) you agree to all terms and conditions specific to this solicitation”. Please define or provide the terms and conditions specific to this solicitation that we are agreeing to. It appears that the intent of this provision is to ensure that we agree to the procurement process, but it is not clear to us.

Answer

The ITN document and Attachments contain the Terms & Conditions specific to this solicitation. The Respondent agrees to adhere to all items related to the Reply and the ITN Process contained in the ITN document.

Addendum #1: Questions and Answers ITN: Purchasing Card Services ITN No. 07-973-120-V of 28


Q 2 MyFloridaMarketPlace

On the “Review and Accept Agreement” screen, are there terms and conditions beyond the text contained in items i, ii, and/or iii? Please confirm that this click-through agreement will not supersede or otherwise replace what may be provided in our solicitation response (such as proposed clarifications or negotiations of the Special Contract Conditions).

Answer

Please see the Department's answer to Q1.


Q 3 None

Specified

Please once again describe your current Fleet Card Requirements? Do you require Bulk data match? Describe your Fleet Tax Requirements?

Answer

The question appears to be outside the scope of this ITN.


Q 4 None

Specified

What is your expected growth for the next 3 to 5 years?

Answer

This information is unknown.


Q 5 None

Specified

Describe the pain points you are experiencing with your current card provider?

Answer

The Department does not believe that this question is material to the ITN.


Q 6 None

Specified

Who is your current card provider?

Answer

FIA Card Services, N.A.



Q 7 None

Specified

Who will be on the negotiation team?

Answer

The Department has not designated the Negotiation Team at this time.


Q 8 1.2

ITN Section 1.2 – “Agency PCards may be used for the acquisition of and payment for commodities and contractual services that do not exceed $75,000 in a state fiscal year…” Are each Agency and OEU Pcard limited to $75,000 in spending for each fiscal year? Or is the card limited to $75,000 in spending for each commodity and/or contractual service within each fiscal year, therefore allowing for more than $75,000 in spending on a single Agency/OEU card within that fiscal year?

Answer

No. This information was provided as an example of limits the State may place upon PCard use and is not a requirement of the ITN.


Q 9 1.2.1

ITN Section 1.2.1 – Can the State of Florida provide the following information for each of the 35 Agencies, and each of over 200 OEU participants: a. Annual dollar volume of spend -- please include break down of Large Ticket Spend; International (non-US) Spend; Cash Spend (if any); and Travel Spend; b. Number of Accounts in each Agency and OEU c. Which entities require data files for Pcard programs – all 35 Agencies and all 218 OEU?

Answer

a. No. b. No. c. Agencies require FLAIR Data Integration as outlined in Attachment 11, Section 11. Information on the OEUs is not readily available.



Q 10 1.2.3

ITN Section 1.2.3 and Statement of Work Section 11 FLAIR Data Integration – Which of these files are currently integrated with the FLAIR system? If any of these files listed below (a-f) are currently in place, can the State provide file specifications? Are any of these files delivered via EDI or is EDI development anticipated to build this FLAIR integration? Are these files required for the just the 35 Agencies or the 218 OEU or both? a) FLAIR Data Validation File (11.2) b) Payment Settlement File (11.3) c) Payment Settlement Error File (11.4) d) ACH File (11.5) e) Charge Data File (11.6) f) Scanned Images File (11.7)

Answer

None of the files specified in Section 11 of Attachment 11 exist currently. Please see Attachment 11, Section 11.


Q 11 2.1.3

ITN Section 2.1.3 (The Negotiation Phase) – “The substance of these negotiations will be those terms, conditions, and Statement of Work for a potential contract.” We would just like to confirm that no comments and/or exceptions to the Contract (Attachment 14) or the terms and conditions (Form PUR 1000) should be submitted with our Technical Replies to the solicitation due on Jan. 14 th , 2014, as these topics will be covered during the subsequent Negotiation Phase. Please confirm.

Answer

Confirmed.

This Space Intentionally Left Blank



Q 12 Att. 1

Page 3, Attachment 1 – Definitions, Section Solicitation Specific Definitions – Pertaining to the definition of Accounting Data Element (Un-Validated): A field, required for FLAIR processing, containing data entered by an Approver, that must be stored in A database and transmitted in the Payment Settlement file as part of an Accounting Entry. • Q. Can THE DEPARTMENT identify what kind of data is being entered by an Approver and give an example? • Q. What is the maximum character length of this “field” and is it alpha/numeric? • Q. Is the “field” a single data field or multiple data fields that make up a single Accounting Entry?

Answer

The Approver will be entering alphanumeric data into a series of fields (Accounting Data Elements), none of which is larger than 32 characters in length. A single Accounting Entry is composed of multiple (greater than 20 and less than 40) Validated and Unvalidated Accounting Data Elements which will be processed by FLAIR.


Q 13 Att. 6

Does a response to each of the requirements in the Statement of Work need to be included with the Tabs in Attachment 6 – Technical Reply section? If not, are there specific requirements within the Statement of Work that need to be addressed in Attachment 06- Technical reply?

Answer

Please see Attachment 6, Section 2, Paragraph 1.


Q 14 Att. 6, Sec.

1.1

Attachment 6: Requirements of Technical Reply, Section 1.1 – Is an Executive Summary or Cover Letter desired in additional to the Tabs A-K requested?

Answer

No. Please see the Department's answer to Q13.



Q 15 Att. 6, Sec.

2.5.2

Attachment 06, 2.5.2 System Security: 2) Describe, in detail, your experience with System Security. Include in your Reply a discussion of your System Security plan and procedures. • Q. Can the Department define the term "experience"? • Q. Is the Department inquiring if the respondent has had any breeches or issues with Security? • Q. What does the Department mean by "a discussion of our Security System plan and procedures? • Q. Is the Department asking about physical security, logical security, incidence response?

Answer

The Department believes that this requirement is sufficiently stated in the ITN.


Q 16 Att. 6, Sec.

2.5.3

Attachment 06, 2.5.3 Disaster Recovery: 4) Describe, in detail, your experience with Disaster Recovery. Include in your Reply a description of your Disaster Recovery plan and procedures. • Q. Can the Department define the term "experience"? • Q. Is the Department inquiring if the respondent has had any reasons to invoke a Disaster Recovery response?

Answer



Q 17 Att. 6, Sec.

2.11.1

Please confirm whether “modification of [our] Solution” includes custom files developed specifically for the State.

Answer

Confirmed. Please see Attachment 11, Section 11: FLAIR Data Integration and Section 19.3: Agency Accounting Entries.


Q 18 Att. 9, Sec.

1.1.3

Please confirm whether Tab K #12 and its assigned 25 points was inadvertently excluded from the Technical Points Table.

Answer

Confirmed. Please see Section 2 of this Addendum.



Q 19 Att. 10

Interchange Rates Interchange rates have recently been subject to legislation, i.e., Durbin Amendment that reduced Debit Card Interchange as part of the Dodd Frank Act. May we introduce language in the contract that enables us to adjust our rebate structure and pricing should the credit interchange rate decrease during the term of the contract? This acknowledgment is customary in the industry.

Answer

The Department may discuss this during the Negotiation Phase of this ITN.


Q 20 Att. 10

Card Documentation As a federal banking institution, there are a number of specific, industry-related standards and provisions required to be a part of any contract between the parties. Please advise your willingness to negotiate to include these.

Answer



Q 21

Att. 10, Sec. 4.3; PUR

1000, Sec. 32

Please confirm that the State’s definition of “Subcontractor” only includes an entity that has been hired with the explicit purpose of performing services solely for the State under this agreement. For example, we utilize a third-party card processor as a vendor business partner in providing services across our card portfolio for all of our clients. As a result, we do not consider this strategic partner to be a subcontractor (which we define as an entity we contract with for the explicit purpose of performing activities for a specific client or deal). Does the State agree with this distinction, therefore not considering such an entity a “subcontractor”?

Answer

No.



Q 22 Att. 10, Sec.

6

Retention of banking records is governed by federal banking law, and our records are generally maintained for a rolling period of six years from the date of a transaction. Therefore, we are unable to agree to maintain records based on the date of expiration of a particular contract or agreement. Would the State agree to a record retention requirement of six years from the date a record is generated rather than five years after expiration of the agreement?

Answer





Q 23

Att. 10, Sec. 7; PUR

1000, Sec. 33

In the normal course of business, we are required to share certain information with employees, affiliates, and third parties on a “need to know” basis, and to release certain information under specific circumstances and cases, including but not limited to bank regulators, legal processes, and court orders. This information will be released without the prior written consent or approval of the State. Would the State agree to remove the applicable confidentiality sections, and instead rely upon the following language included in our standard commercial card agreement? “Except as expressly provided in the Agreement, all information furnished by either Party in connection with the Agreement, the Program, or Transactions shall be kept confidential. The foregoing obligation shall not apply to information that: (A) is already lawfully known when received without an obligation of confidentiality other than under this Agreement, (B) is or becomes lawfully obtainable from other sources who are not under a duty of confidentiality, (C) is in the public domain when received or thereafter enters the public domain through no breach of this Section; (D) is developed independently by the receiving Party without use of the disclosing Party’s confidential information; (E) is in an aggregate form non-attributable to the disclosing Party; (F) is required to be disclosed to, or in any document filed with, the U.S. Securities and Exchange Commission (or any analogous body or any registrar of companies or other organizations in any relevant jurisdiction), banking regulator, or any other governmental agencies, (G) is required by Applicable Law to be disclosed and notice of such disclosure is given (when legally permissible) to the disclosing Party, or (H) may be disclosed as provided in the Cardholder Agreement or other Cardholder-related documentation. Notice under (G), when practicable, shall be given sufficiently in advance of the disclosure to permit the other Party to take legal action to prevent disclosure. Bank may exchange (and Client insofar as necessary hereby consents to such exchange) Client and (to the extent authorized) Cardholder confidential information with Affiliates. Bank may also disclose confidential information to service providers in connection with Bank’s provision of Program services, provided that the service providers comply with the terms of this Section.”

Answer

No.



Q 24

Att. 10, Sec. 10; ITN No. 07-973-120-

V, Sec. 3.9.5; PUR 1000, Sec.

19

We do not believe the indemnification provisions in these sections apply to the commercial card services to be provided, and customary language for our commercial card agreements is to have neither party indemnify the other (in other words, the parties would agree to mutual non-indemnification). Although it is against our policy to agree to or request indemnification as part of the commercial card agreement, the State can rest assured that we fully stand behind our products and services and stand ready to accept responsibility for harm caused to a client by our fault. We therefore do not place a cap on the direct damages that may be awarded under our standard commercial card agreement. Would the State agree to remove the indemnification provisions referenced here and instead rely upon the following language included in our standard commercial card agreement? “Limitation of Liability A. Subject to B below, Bank shall be liable only for reasonably foreseeable loss or damage which the State suffers or incurs as a direct result of Bank's negligence or wilful misconduct and shall not be liable for any other loss or damage of any nature. B. NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR LOSS OF BUSINESS OR DATA OR PROFITS OR GOODWILL OR ANY INDIRECT OR CONSEQUENTIAL OR PUNITIVE OR SPECIAL LOSS OR SIMILAR DAMAGE, IN EACH CASE WHETHER OR NOT REASONABLY FORESEEABLE, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE LIKELIHOOD OF SUCH LOSS OR DAMAGE AND WHETHER ARISING FROM NEGLIGENCE, BREACH OF CONTRACT OR OTHERWISE.”

Answer

No.


Q 25 Att. 10, Sec.

10.4

Section 10.4 Sovereign Immunity We note the provision set out in 10.4 is significantly more broad than the statutory sovereign immunity enjoyed by the State. Please clarify your intent here.

Answer




Q 26 Att. 10, Sec.

13.2.2

Please explain how the OEUs can “inspect, approve, or dispute” transactions prior to receiving them.

Answer

Please see Attachment 11, Section 19.2.


Q 27 Att. 11

Can the DEPARTMENT define and give examples of each of the following terms used in the ITN document? • FLAIR Data Elements (11.1.3.2) Attachment 11, page 28 • Agency Accounting Entries (19.2, 19.3)Attachment 11, Page 44 • FLAIR-specific Accounting Entries (19.3) Attachment 11, Page 44/45

Answer

Please see the Department's answer to Q12, Q38, and Q69.


Q 28 Att. 11

Can the DEPARTMENT give examples of each of the following terms used in the ITN document? Accounting Entries or Accounting Entry (Attachment 11 – Sections 11.3, 11.3.1, 11.4, 11.6,-page 29/ 19.3 – page 33) Accounting Data Elements (Attachment 11, Sections11.2, -page 28/Sections 11.3, 11.4,- page 29/ Section 19.3- page 44) Approver/Group (Attachment 11, Sections 19, 19.1, 19.2, 19.3-page 44/45)

Answer

Please see Attachment 1, Section 3, Items d), e), f), and h) .


Q 29 Att. 11, Sec.

5.3

Can the data files transmitted to the State’s Information Warehouse be copies of the files sent to FLAIR? Or are there format/data differences?

Answer

The State and the Contractor will determine this information during the formulation of the FLAIR Data Integration Plan. Please see Attachment 11, Section 11.



Q 30 Att. 11, Sec.

6.2.1.1 & 6.2.1.2

Page 14-15, Attachment 11 – 6.2.1.1 and 6.2.1.2 Can the state provide a listing of their standard annual holidays?

Answer

Section 110.117, Florida Statutes, defines state holidays.


Q 31 Att. 11, Sec.

10

Would the State be willing to share images of your current card designs to help us fully understand your specifications?

Answer

The Department does not believe that this question is material to the ITN.


Q 32 Att. 11, Sec.

10.1

Do all of the State Agencies or OEUs use the same basic plastic card with variations in the information printed or embossed? Or do the card designs differ substantially for each Agency or OEU?

Answer

Agency: Please see Attachment 11, Section 10.2.1. OEU: Please see Attachment 11, Section 10.3.2.


Q 33 Att. 11, Sec.

10.6.2

A best practice is for a cardholder to report a lost/stolen card by phone so that the most recent purchase by that cardholder can be captured and verified. Is it required that both Purchasing Card Administrators and cardholders have the ability to report lost/stolen cards by phone or online? (Or would only Purchasing Card Administrators be filing such reports online?)

Answer



Q 34 Att. 11, Sec.

11

Will all Agencies use the same file format for FLAIR?

Answer

Yes.



Q 35 Att. 11, Sec.

11

Does each Agency and each OEU receive one central bill for its account?

Answer

Please see Attachment 11, Section 3, Paragraph 2. The Department may discuss this during the Negotiation Phase of this ITN.


Q 36 Att. 11, Sec.

11.1.2.1 - 11.1.2.6

Page 27-28, Attachment 11, Sections 11.1.2.1 - 11.1.2.6 FLAIR: Q. Can THE DEPARTMENT list the required file format for each of the six (6) FLAIR Data Integration files?

Answer

Please see the Department's answer to Q10.


Q 37 Att. 11, Sec.

11.2

Page 28, Attachment 11, Section 11.2: The FLAIR Data Validation File: The FLAIR Data Validation File is expected to consist of at least 150Mb of data which will be updated daily, weekly, and monthly, depending on the specific Accounting Data Element in question. Q. Will the FLAIR Data Validation File contain only new, edited and deleted accounting (FLAIR) data elements? Q. Will the FLAIR Data Validation File overwrite all accounting (FLAIR) data elements previously loaded into the solution? Q. Does the Department anticipate one large upload daily, weekly, monthly, or will the Department be sending multiple files throughout the time period?

Answer

The State and the Contractor will determine this information during the formulation of the FLAIR Data Integration Plan.




Q 38 Att. 11, Sec.

11.3

SOW, Attachment 11, Section 11.3, Payment Settlement File) -- "In order for FLAIR to be able to process a Transaction for payment, the Solution must either 1) be capable of or 2) be made capable of transmitting each Transaction recorded and approved as part of the Transaction Approval & Transaction Approval Workflow (Section 19) in the Solution as no fewer than twenty (20) Accounting Data Entries (Section 19.3) which include at least five (5) and as many as twenty-one (21) User-entered Accounting Data Elements required for FLAIR processing. This file, known as the Payment Settlement File, must be transmitted to DFS on a daily basis." Can the State clarify if 20 or 21 Accounting Fields are required for the Payment Settlement File and provide a representative example of this User-entered Accounting Data Elements?

Answer

Per Attachment 11, Section 11.3: Each Transaction must be able to be split into twenty (20) Accounting Data Entries, each of which contain at least five (5) and as many as twenty-one (21) Accounting Data Elements. Please see the Department's answer to Q12. Please see Attachment 1, Section 3, Items d), e) and f).


Q 39 Att. 11, Sec.

11.3

Can the State advise on where you expect the validation of accounting values (validity and number of values) to occur (e.g., in the user interface or when the file is created)?

Answer

Please see Attachment 11, Section 19.3.5.


Q 40 Att. 11, Sec.

11.3

When does the State receive unapproved transactions for settlement purposes (against monthly invoice)?

Answer

The State will not receive Transactions until they have been approved in the Contractor's Solution.



Q 41 Att. 11, Sec.

11.4

Is the State sending the Payment Settlement File back to the Contractor? Is the State willing to use a different exception process by entering/correcting exceptions directly into FLAIR (in lieu of the Payment Settlement File)?

Answer

No. No.


Q 42 Att. 11, Sec.

11.4

Page 29, Attachment 11, Section 11.4: Payment Settlement Error File: In order for FLAIR to be able to process a Transaction for payment, the Solution must either 1) be capable of or 2) be made capable of transmitting each Transaction recorded and approved as part of the Transaction Approval & Transaction Approval Workflow (Section 19) in the Solution as no fewer than twenty (20) Accounting Data Entries (Section 19.3) which include at least five (5) and as many as twenty-one (21) User-entered Accounting Data Elements required for FLAIR processing. This file, known as the Payment Settlement File, must be transmitted to DFS on a daily basis. • Q. In section 11.2 it states: Currently, the Department requires the Solution to be able to validate six (6) Accounting Data Elements in the Solution as part of the Transaction Approval process, so is the Accounting Data Elements maximum requirement for a transaction 6, 20, 21 or other? • Q. What is the maximum number of Accounting Data Elements for a single transaction that is not split?

Answer

A. Please see the Department’s answer to Q12. A. The Department does not understand this question.




Q 43 Att. 10, Sec.

11.4.1

Attachment 10, 11.4 Solution Outages: 11.4.1 Solution Availability: The Solution shall be available for use by Eligible Users twenty-four (24) hours per day, seven (7) days a week, every day of the year, less scheduled maintenance. The Contractor shall deliver 99.9% or greater availability of all Solution applications during Scheduled Availability. Scheduled Downtime must be approved by the State per the requirements in Attachment 11, Statement of Work. • Q. Can the Department define the term “available”?

Answer



Q 44 Att. 11, Sec.

11.5.1

Which ACH format (e.g., CCD+) is used for ACH File payment?

Answer



Q 45 Att. 11, Sec.

11.6.1

Please provide the file specifications layout for the Charge Data File to the Information Warehouse.

Answer



Q 46 Att. 11, Sec.

11.6.3

Page 30, Attachment 11, Section 11.6.3: The Charge Data File shall be transferred to the Information Warehouse in a manner allowing the Charge File to be electronically associated with the appropriate Scanned Images File data. • Q. Who is responsible for the association, the Information Warehouse?

Answer




Q 47 Att. 11, Sec.

11.6.3

Page 30, Attachment 11, Section 11.6.3: The Charge Data File: The Solution shall transmit to DFS in the Payment Settlement File, on the night following each business day, the Accounting Entries associated to each approved Transaction. • Q. Can the Department describe how this works and on whose approval? • Q. Which User Roles will have the authority to authorize the file transmission? Attachment 11, Section 10.7 • Can the state define “supporting documentation”? Is this limited to receipts that a cardholder might assign to a transaction or does the state envision other supporting document type?

Answer

The State and the Contractor will determine this information during the formulation of the Agency Program Implementation Plan. Please see Attachment 1, Section 3, Item ccc) for the definition of 'Supporting Documentation'.


Q 48 Att. 11, Sec.

11.6.3

What data is needed to electronically associate the Charge Data File with the appropriate Scanned Images File data?

Answer

The Respondent should supply the answers to these questions with their Reply.


Q 49 Att. 11, Sec.

12

What is the desired “go live” date for all Agencies? What is the desired “go live” date for OEUs that join the contract?

Answer

The State and the Contractor will determine this information during the formulation of the Agency Enrollment Plan. The State and the Contractor will determine this information during the formulation of the OEU Program Implementation Plan.


Q 50 Att. 11, Sec.

12

Is there a hard cutover date when OEUs need to be transitioned away from their existing provider?

Answer

No.



Q 51 Att. 11, Sec.

12.2

After acceptance of the FLAIR Data Integration (section 11) and the Agency Enrollment Plan, the Contractor and PMO will begin enrolling Agencies in the program according to the Agency Enrollment Plan—is it required that the FLAIR Data Integration is complete before beginning Agency enrollment activities? Or are concurrent activities acceptable?

Answer

Per Attachment 11, Section 12.2: "After acceptance of the FLAIR Data Integration…"


Q 52

Att. 11, Sec. 12.2.1.4

(and Att. 12, ID 49)

Please define requirements for testing. Is this QA done by the Contractor?

Answer



Q 53 Att. 11, Sec.

12.4

Is it acceptable to have some pilot transactions prior to full training so that there is production data to train users with?

Answer

The State and the Contractor will determine this information during the formulation of the Agency Program Implementation Plan.


Q 54 Att. 11, Sec.

13.1.5.4

Is it possible to receive information detailing how many OEUs require a data file feed?

Answer

No.


Q 55 Att. 11,

Sec.18.4.3.2

Page 42 Attachment 11, Section 18.4.3.2 • Can the state define how a “restricted” MCC is set up/utilized? Is it a restriction by dollar amount, # of transactions etc?

Answer

Please see Attachment 1, Section 3, Item gg) and hh).



Q 56 Att. 11, Sec.

19

Page 43, Attachment 11, Section 19: Transaction Approval & Transaction Approval Workflow: Payment Settlement Error File. • Q. What is being validated that the codes used are correct or the codes used are valid? • Q. How will the Approvers know why the transaction rejected in FLAIR and how to rekey it in the solution? • Q. What is the purpose of the Solution matching the Accounting Entries included in the Payment Settlement Error File to their original Transactions and that those Transactions be returned to the Approval Workflow (Section 19.1) to be manually checked and re-keyed because the Accounting Entry results, which didn’t change, will be the same? • Q. How can you re-key data when the solution’s data has not changed and was already validated? • Q. Is the Payment Settlement Error File and process required?

Answer



Q 57 Att. 11, Sec.

19

Page 43, Attachment 11, Section 19: • Q. Is the transaction approval process driven by the hierarchy built into the solution or is it configurable at time of transaction routing?

Answer



Q 58 Att. 11, Sec.

19.1.5

Page 43, Attachment 11, Section 19.1.5: The Solution shall route Transactions marked as ‘Disapproved’ to the previous Approver/Group designated as part of the Transaction Approval Workflow. • Q. If the first level approver marks a transaction as “disapproved” where does THE DEPARTMENT expect this transaction to route to for review/editing/approval?

Answer

If the first level approver marks a Transaction as 'Disapproved', the Transaction would remain at level 1.



Q 59 Att. 11, Sec.

19.2

Page 44, Attachment 11, Section 19.2 Transaction Approval Workflow Management:: This Transaction Approval Workflow must allow each Eligible User Purchasing Card Administrator to assign multiple Approver/Groups to a Card/Account in a one-to-many relationship so that a single User may be assigned as an Approver to Approver/Groups in multiple workflows. • Q. If a Card/Account has more than one approver, how does THE DEPARTMENT envision which Approver receives a specific transaction? • Q. What is the maximum number of Approver/Groups a single User can be assigned?

Answer



Q 60 Att. 11, Sec.

19.2

How will the series of approvals be defined? (Perhaps by dollar threshold? Or some other factor such as general ledger account or cost center?)

Answer

Please see Attachment 11, Section 19.2: Transaction Approval Workflow Management. Specifically, 19.2.6, "The Solution shall allow Purchasing Card Administrators to designate the order in which a Transaction is routed to each Approver/Group associated with a Card/Account."


Q 61 Att. 11, Sec.

19.2

Please confirm that the FLAIR Data Integration file will contain only reviewed and approved transactions.

Answer

Please see Attachment 11, Section 11.3.1 and 19.3.7.




Q 62 Att. 11, Sec.

19.2.5

Page 44, Attachment 11, Section 19.2.5: The Solution shall allow Purchasing Card Administrators to assign at least eight (8) Approver/Groups to a Card/Account. • Q. What is the maximum number of Approver/Groups needed by THE DEPARTMENT? • Q. Would Approvers ever cross Agencies or billing accounts? • Q. Would all eight Approvers/Groups approve a single transaction? If no, what is the maximum number of Approvers/Groups approving a single transaction?

Answer

A. Please see Attachment 11, Section 19.2.5. A. No, Approvers are only within a single Agency with a single Corporate Account. A. Maybe.


Q 63 Att. 11, Sec.

19.2.5

Does this statement mean that cards are routed based on up to eight criteria (such as dollar amount or accounting details)?

Answer

No. Please see Attachment 1, Section 3, Item h); also Attachment 11, Section 19.2.1 - 19.2.4.


Q 64 Att. 11, Sec.

19.2.6

Page 44, Attachment 11, Section 19.2.6: The Solution shall allow Purchasing Card Administrators to designate the order in which a Transaction is routed to each Approver/Group associated with a Card/Account. • Q. Can THE DEPARTMENT give an example of the order in which a transaction is routed?

Answer

No.



Q 65 Att. 11, Sec.

19.2.7

Page 44, Attachment 11, Section 19.2.7: The Solution shall provide the ability for an Approver to return any Transaction to any Approver/Group in its designated approval path. • Q. Would the Approver return a transaction to one Approver/Group or can they select exactly which of the multiple Approver/Groups will receive a return?

Answer



Q 66 Att. 11, Sec.

19.3

Page 45, Attachment 11, Section 19.3: The Solution must allow for each Transaction in the Solution to be split and coded at a minimum of twenty (20) Accounting Entries. • Q. Can THE DEPARTMENT clarify that this requirement means the solution must allow a transaction to be split at least 20 times and each split coded separately? • Q. Is there a maximum number of transaction splits required? • Q. Can THE DEPARTMENT confirm the maximum number of accounting data elements that a transaction or transaction split can be allocated to? • Example Accounting Entry: 1. Fund#, 2. Agency#, 3. Org#, 4. Account Code… o Q. In the example, does THE DEPARTMENT refer to 1. Fund#, 2. Agency#, 3. Org#, 4. Account Code as four separate Accounting Data Elements?

Answer

A. Please see the Department's answer to Q68. A. No. A. Please see the Department’s answers to Q12 and Q38. A. Yes.



Q 67 Att. 11, Sec.

19.3

Page 44, Attachment 11, Section 19.3: In addition, the Department requires the Solution to assign a unique identifier to all Accounting Entries made for a Transaction in order to maintain the association of a Transaction to the Accounting Entry distributions in FLAIR. • Q. Will THE DEPARTMENT maintain a table of unique identifiers in the solution? • Q. Is the unique identifier validated in the solution? • Q. Is the unique identifier associated with a specific transaction or each specific accounting entry or each Accounting Data Element?

Answer

A. No. Please see Attachment 1, Section 3, Item xx). A. Yes. A. The unique identifier is the association between the Transaction and each of its Accounting Entries.


Q 68 Att. 11, Sec.

19.3

When stating that the Department “requires the Solution to assign a unique identifier to all Accounting Entries made for a Transaction in order to maintain the association of a Transaction to the Accounting Entry distributions in FLAIR,” does this mean the State needs a unique identifier on each split line? If not, please clarify your specifications further.

Answer

Yes. Per Attachment 11, Section 19.3, "The Solution must allow for each Transaction in the Solution to be split and coded as a minimum of twenty (20) Accounting Entries."




Q 69 Att. 11, Sec.

19.3.1

Page 45, Attachment 11, Section 19.3.1: The Solution shall allow for Agency Approvers to associate no fewer than twenty (20) Accounting Entries with each Transaction. • Q. Can THE DEPARTMENT confirm this requirement is worded correctly? It appears you are requiring every transaction in the solution to be split allocated 20 or more times. • Q. What is the maximum number of codes, for a single Accounting Data Element like “Fund”, that will be loaded into the solution for validation?

Answer

A. Confirmed A. The Department anticipates that there will be a maximum of 10 Accounting Data Elements for the Solution to validate. Currently, the largest element is twenty-one (21) alphanumeric characters wide, and contains approximately 500,000 records, however, the specific details of all Accounting Data Elements for this Contract will be determined during the formulation of the FLAIR Data Integration Plan. Please see the Department’s answer to Q12.


Q 70 Att. 11, Sec.

19.3.2

Page 45, Attachment 11, Section 19.3.2: The Solution shall create and store a unique, 9-character numeric or alphanumeric primary key for each Accounting Entry. • Q. Is this primary key different than the “unique identifier” listed in requirement 19.3? • Q. if yes, Is the primary key validated in the solution and will the DEPARTMENT maintain a table of primary keys in the solution?

Answer

A. No. A. N/a


Q 71 Att. 11, Sec.

19.3.3

Page 45, Attachment 11, Section 19.3.3: The Solution shall store the Accounting Entries associated to each Transaction by Approvers. • Q. Can the DEPARTMENT clarify what they mean by ‘store by Approvers’?

Answer

Please see Section 3 of this Addendum.



Q 72 Att. 11, Sec.

19.3.3

Does this statement mean that reports are needed by approvers for transactions they have approved and the associated accounting entries?

Answer



Q 73 Att. 11, Sec.

19.3.4

Page 45, Attachment 11, Section 19.3.4: The Solution shall provide a method for associating ‘default’ Validated Accounting Data to each Card/Account. • Q. Can THE DEPARTMENT provide examples of ‘default’ Validated Accounting Data?

Answer

No.


Q 74 Att. 11, Sec.

19.4

Please specify the output required for transaction approval auditing: Is this online only by transaction? Reports showing all transactions approved?

Answer



Q 75 Att. 11, Sec.

19.5.3

SOW Attachment 11, Section 19.5.3 - "The Solution shall allow Users to modify scanned Supporting Documentation that has been attached to the Transactions as part of the Transaction Approval process." Does this “modify” mean replace the original image with a new image or edit/change/adjust the existing scanned image? Please elaborate on what it means to “modify” in this requirement.

Answer




Q 76 Att. 11, Sec.

19.5.3

Please explain what is meant by “modify” here: Do you simply need to be able to delete the document and upload a different one? Or are you seeking to actually modify the scanned file itself, such as through annotation?

Answer



Q 77 Att. 12

Is it accurate to assume the non-conforming damages referenced in Attachment 12 Schedule of Deliverables are negotiable in the Negotiation Phase of the ITN process to prevent the risk that the outlined non-conformance damages may create unintended costs or reduced rebate to the state? In previous ITNs with the State of Florida, we have been able to negotiate mutually agreeable damages. Please confirm that during the Negotiation phase the Department will create mutually agreeable damages with the Respondents?

Answer



Q 78 Att. 12, ID

25

Please clarify the meaning of “presentation of State of Florida and Agency specific guidelines.” Are these guidelines already developed by the State and/or Agencies? Or will the Contractor be asked to help develop the guidelines?

Answer

The Contractor will be required to integrate State-developed guidelines into their Agency User Training Materials and Agency User Training.



Q 79

Att. 14, Sec. VI; PUR

1000, Sec. 42

We agree to provide the State with notification of any applicable changes to the Contract. However, we are subject to regulatory, legal, and other rules that govern our business that may impact this Contract. Therefore, we cannot agree that all such changes be subject to the State’s approval as required. Would the State agree to include the following in the appropriate amendment clause(s) of the agreement? “In the event the Contractor is required to amend this Agreement due to (i) changes in applicable laws or regulations, (ii) changes in Association rules, or (iii) a change to Contractor’s commercial card program offering that affects all or substantially all of Contractor’s clients with commercial card programs, the Contractor may unilaterally change the terms of this Agreement upon thirty (30) days prior written notice to the State. The State shall be deemed to have accepted such change if the State continues to use the Program following the effective date of such change.”

Answer

No.

2 Revised Technical Points Table

The following table replaces Table 1-2 found in Attachment 9. The change between the new and

the old table is highlighted in yellow.

Tab Question Subject Technical Points

B 1 Project Management 20 Points B 2 Project Management 20 Points B 3 Project Management 20 Points B 4 Project Management 20 Points B 5 Project Management 20 Points C 1 Customer Support 15 Points C 2 Customer Support 15 Points C 3 Customer Support 15 Points C 4 Customer Support 20 Points D 1 Implementation 20 Points D 2 Implementation 15 Points D 3 Implementation 20 Points D 4 Implementation 15 Points D 5 Implementation 15 Points E 1 Operation 10 Points E 2 Operation 10 Points E 3 Operation 15 Points E 4 Operation 10 Points E 5 Operation 15 Points F 1 Transition 25 Points F 2 Transition 25 Points


Tab Question Subject Technical Points

G 1 FLAIR Data Integration 30 Points G 2 FLAIR Data Integration 30 Points G 3 FLAIR Data Integration 30 Points H 1 User Training 15 Points H 2 User Training 15 Points H 3 User Training 15 Points H 4 User Training 10 Points H 5 User Training 15 Points I 1 Card Production & Issuance 25 Points I 2 Card Production & Issuance 25 Points I 3 Card Production & Issuance 25 Points J 1 Program Performance Measures & Contract Reporting 20 Points J 2 Program Performance Measures & Contract Reporting 25 Points J 3 Program Performance Measures & Contract Reporting 15 Points J 4 Program Performance Measures & Contract Reporting 20 Points K 1 Solution 25 Points K 2 Solution 25 Points K 3 Solution 25 Points K 4 Solution 25 Points K 5 Solution 25 Points K 6 Solution 25 Points K 7 Solution 25 Points K 8 Solution 25 Points K 9 Solution 25 Points K 10 Solution 25 Points K 11 Solution 25 Points K 12 Solution 25 Points K 13 Solution 25 Points

3 Revised Requirements

The following requirements replace those found in Attachment 11. The changes between the

new and the old requirements are highlighted in yellow.

19.3.3 The Solution shall store the Accounting Entries, which are associated to each Transaction, entered by Approvers.

19.5.3 The Solution shall allow Users to modify, but not delete, scanned Supporting

Documentation that has been attached to the Transactions as part of the Transaction Approval

process.


Purchasing Card Services

Documents

Transcript of Purchasing Card Services