Cooperative Contracting Process for Commercial Card Services
Learn about the current procurement opportunity for commercial card services under NASPO ValuePoint cooperative agreements. Explore the timeline, process, and steps involved in participating. Get insights into the bidding, evaluation, and contract management aspects.
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Presentation Transcript
1 PRE-BIDCONFERENCE 00719/00819 COMMERCIALCARD SERVICES Enterprise Services Contracts & Procurement Division June 19, 2019 This meeting is being recorded.
2 AGENDA NASPO ValuePoint Cooperative Contracting Current Opportunity Next Steps Additional Resources
3 OUR GOALS Provide an overview of NASPO ValuePoint cooperative agreements Define the current procurement opportunity Describe next steps and additional useful information Answer questions and concerns
4 NASPO VALUEPOINT COOPERATIVE CONTRACTING
5 COOPERATIVE CONTRACTING National Association of State Procurement Officials (NASPO) Made up of the Chief Procurement Officers of all 50 states, District of Columbia & US Territories Facilitates administration of cooperative contracting State Lead WA Awarded a Master Agreement does not allow for services to begin Participating Addendum executed by each state allows for services to begin
6 CURRENT OPPORTUNITY 00719/00819 Commercial Card Services
7 00719/00819 COMMERCIAL CARD SERVICES Cooperative Contracting Process Timeline Potential Customers ( eligible purchasers ) Contract Award Structure Preparing a Bid Exhibits State Procurement Priorities Bid Evaluation Master Agreement Participating Addendums
8 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids (including Demo) Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
9 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
10 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
11 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
12 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
13 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
14 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
15 PROCUREMENT TIMELINE Pre-Bid Today, June 19, 2019 Q & A Period Ends July 5, 2019 Bid Deadline July 12, 2019 Demos August 12-30, 2019 (est.) ASB September 20, 2019 MA Award December 31, 2019
16 POTENTIAL CUSTOMERS (ELIGIBLE PURCHASERS) Potential Customers may vary by state. Most states will include services to: State Agencies Cities/Counties Higher Education
17 CONTRACT AWARD STRUCTURE Single (1) award for Purchase Cards Single (1) award for Fleet Cards Single (1) Vendor can bid and competitively win both categories.
18 PREPARINGA BID Bid one or both categories. Physical, sealed bids required. Must submit a FULL response for each category bid. Technical Response Rebate Incentive Share Hard copy and USB drive If a conflict arises between the hard copy and the electronic copy (saved to the USB), the electronic copy will prevail.
19 PREPARINGA BID, CONTINUED Technical Response Exhibit A1 Exhibit A2 Exhibit B1 or Exhibit B2 Any applicable click-through agreements Any applicable Card User Agreements or similar PCI DSS Compliance Certification Insurance Certificate(s) USB drive including Microsoft Word or machine readable PDF files of the required documents Rebate/Incentive Share Exhibit C1 or Exhibit C2 USB drive including Microsoft Word or machine readable PDF files of the required documents
20 EXHIBIT A1 BIDDER S CERTIFICATION Certification under penalty of perjury. If Certification has options be sure to choose one of the boxes.
21 EXHIBIT A2 BIDDER SPROFILE Captures business details. Points of Contact information. Bid Master Agreement (if awarded) Bidder references.
22 EXHIBITS B1 & B2 REQUIREMENTS 4 types of requirements Mandatory (M) Mandatory Scored (MS) Non-Mandatory (NM) Non-Mandatory Scored (NMS) Indicate if bidder meets each requirement by checking the box 1.1 (M) Sample requirement met 1.2 (NM) Sample requirement not met Scored Requirements (MS or NMS) require a Narrative Response. Thorough narrative response No longer than 3pg, unless otherwise indicated Failure to provide a narrative for scored requirements may result in disqualification. Do not include marketing materials Includes Card Acceptance locations
23 EXHIBITS C1 & C2 BID REBATE RESPONSE Rebate rates are set for the entire term Don t leave any rebate rate blank can bid 0 BPS
24 EXHIBIT E1 MASTER AGREEMENT ISSUES LIST Document issues, concerns, exceptions, or objections to any of the terms or conditions contained in Exhibit E Master Agreement. Describe, in business terms, a concern, exception, or objection and then propose a reasonable compromise. Redlined documents will not be reviewed. Standard Bidder contract will not be reviewed. No substantial changes
25 NO NEEDTO RETURN Exhibit D1 Dx: Sample PA &State specific terms & conditions Exhibit E Master Agreement Exhibit F Complaint, Debrief & Protest Exhibit G Doing Business with the State of Washington Exhibit H - Definitions
26 BID EVALUATION (SCORING) Step 1: Responsiveness Pass/Fail Evaluation Is the bid complete? Step 2: Mandatory Requirements Pass/Fail Evaluation Agree to all Mandatory (M) and Mandatory Scored (MS) requirements Bid must be responsive and agree to M & MS requirements to move forward.
27 BID EVALUATION (SCORING) Step 3: Card Acceptance Scored Evaluation Different points available by Category Highest number of accepting locations receives full points proportionately fewer points for remaining bidders Step 4: WA Procurement Priorities Validated in Exhibit A1 Bidder Certification Step 5: Bidder Narrative Evaluation Team review and apply scoring rubric Bidders within the competitive rage will move forward.
28 BID EVALUATION (SCORING) Step 6: Live Demonstrations Demonstration of specific system capabilities. Demonstration details to be provided at a later date. Step 7: Rebate/Incentive Share Scored Evaluation Different points available by Category Highest rebate (by type) receives full points proportionately fewer points for remaining bidders Points Totaled by Category Deduction of points for Foreign Transaction Fee Overnight Delivery Fee
29 CAT 1: PURCHASE CARD SERVICES SCORING DETAILS Category 1: Purchase Card Services Evaluation Step Evaluation Approach Pass/Fail Pass/Fail Points Available N/A N/A Responsiveness Mandatory Requirements Only bids that are deemed responsive and meet the Mandatory Requirements will move forward in the evaluation process. Card Acceptance Scored WA Procurement Priorities Bidder Narrative Scored Only bids determined to be within the competitive range will move forward in the evaluation process. Live Demonstration Scored Rebate/Incentive Share Scored Responsibility Analysis Pass/Fail Total Points Available 70 30 Scored 500 600 800 N/A 2000 Category 1 Purchasing Card Rebate/Incentive Share Type Standard Volume Non-Standard Volume Prompt Payment National Annual Volume Points Available 250 350 100 100
30 CAT 2: FLEET CARD SERVICES SCORING DETAILS Category 2: Fleet Card Services Evaluation Approach Evaluation Step Points Available N/A N/A Responsiveness Mandatory Requirements Only bids that are deemed responsive and meet the Mandatory Requirements will move forward in the evaluation process. Card Acceptance Scored WA Procurement Priorities Bidder Narrative Scored Only bids determined to be within the competitive range will move forward in the evaluation process. Live Demonstration Scored Rebate/Incentive Share Scored Responsibility Analysis Pass/Fail Total Points Available Pass/Fail Pass/Fail 170 30 Scored 400 600 800 N/A 2000 Category 2 Fleet Card Rebate/Incentive Type Share Points Available Standard Volume Prompt Payment National Annual Volume 600 100 100
31 BID EVALUATION (SCORING) Step 8: Responsibility Analysis Ability, capacity & skills of bidder Character, integrity, reputation, judgement, experience and efficiency Quality of previous performance Step 9: Contract Negotiations Negotiation with Top Bidder in each category Discussion to determine if the bid may be improved Finalization of Master Agreement language Does not address Participating Addendums
32 MASTER AGREEMENT Agreement Term: 5 Years + 2 Years, if performance metrics are met. Reflects the card service timeline only. Does not include transition/implementation time. Rebate/Incentive Share Rates Bid rates for the entire term (7 years) Standard Insurance Requirements NASPO Reporting & Administrative Fee Quarterly sales reporting Annual Administrative Fee One-quarter (1/4 or 25%) of one basis point (0.0025% or 0.000025) of the National Annual Volume.
33 COOPERATIVE CONTRACTING PROCESS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
34 PARTICIPATING ADDENDUM (PA) States choosing to leverage the Master Agreement (MA) must execute a Participating Addendum (PA). Negotiated by each Participating State WA will not negotiate the PA for other states Addresses Participating State specific requirements No substantive changes to the Master Agreement Some potential Participating States provided Terms & Conditions in the solicitation Other states, not included in solicitation document, may join PAs are executing between individual states (including WA) and the MA awarded vendor.
35 QUESTIONS?
36 NEXT STEPS
37 NEXT STEPS Conducted by the Lead State (WA) Input from Sourcing Team Intent to Participate (Participating States) Competitive Procurement Pre-Bid Conference Question & Answer Period Bid deadline Bid Evaluate bids Determine ASB Protest Period Evaluation Award Master Agreement Establish Participating Addendum Contract Management Master Agreement Participating States execute Participating Addendum (specific state requirements) Define Eligible Purchasers (Purchasing Entities) Participating Addendum State program set up Establish managing & card accounts Transition / Implementation Card services can begin 1/1/2021 Card Services Begin
38 HOWTO PROVIDEA BID Read & understand all Contract Terms Submit on Time Submit Bid to (Section 3.8): Deliver Bids to: Washington Department of Enterprise Services Contracts & Procurement Solicitation #00719/00819 P.O. Box 41411 Olympia, WA 98501-1411 Washington Department of Enterprise Services Contracts & Procurement Solicitation #00719/00819 1500 Jefferson Street SE Olympia, WA 98501 Mail your bid to the following: Deliver your bid to the following: Provide all completed Exhibits & documents See Exhibits & Section 3.7
39 COMPLAINTS/DEBRIEFS/PROTESTS Complaints Complaint period ends five (5) business days before the bid due date. Debrief Conferences Bidders will have three (3) business days to request a Debrief Conference after announcement of ASB.. Protests Must have participated in debrief conference Bidders may protest the award of the Master Contract only for three (3) reasons: Bias, discrimination, or conflict of interest on the part of an evaluator; Error in computing evaluation scores; or Non-compliance with any procedures described in the Competitive Solicitation.
40 ADDITIONAL RESOURCES
41 ADDITIONAL RESOURCES WEBS Procurement Technical Assistance Center (PTAC) OMWBE WA Department of Veteran s Affairs Washington Department of Revenue Washington State Secretary of State
42 THANK YOU
