GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
("GS/OAS")
REQUEST FOR PROPOSAL
BID No. 16/06
FOR
CORPORATE CARD PROVIDERS
SECRETARIAT FOR ADMINISTRATION AND FINANCE
OFFICE OF PROCUREMENT SERVICES
(“GS/OAS/SAF/OPS”)
November 9, 2006
Issued by the Office of Procurement Services
GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
BID No. 16/06
TABLE OF CONTENTS
Section / PageI. / Introduction / 3
II. / Scope of Work and Background Information / 3
2.1. / Central Billing Program / 3
2.2. / Corporate Card Program / 4
2.3. / Purchasing Card Program / 6
III. / The Proposal Response Format / 7
IV. / Selection Process / 31
V. / Selection Criteria / 32
VI. / Documents to be Presented by Each Bidder / 32
VII. / Bidders’ Questions / 33
VIII. / Request for Proposal – Closing Date and Time and Instructions / 33
IX. / General Terms and Conditions / 33
9.1. / Payment Terms / 33
9.2. / Confidentiality / 34
9.3. / Addenda to RFP / 34
9.4. / Insurance / 34
9.5. / Due Diligence and Information on the Contract / 35
9.6. / Settlement of Disputes and Applicable Law / 35
9.7. / Data Information Usage / 35
9.8. / Privileges and Immunities / 35
9.9. / Tax Exemption / 36
9.10. / Contract / 36
Attachment II: General Terms and Conditions / 37
I. INTRODUCTION
1.1 The General Secretariat of the Organization of American States (hereinafter referred to as “GS/OAS”) is a public international organization with headquarters in Washington, D.C., United States of America. The GS/OAS desires to introduce Central Billing, Corporate Card and Purchasing Card programs (hereinafter referred to as “Corporate Payment Programs”) and in that regard is soliciting proposals from qualified Corporate Card Providers (hereinafter referred to as “CCP”). The GS/OAS intends to implement separate Corporate Payment Programs. Accordingly, bidders may respond individually to the Central Billing, the Corporate Card or the Purchasing Card solicitation or to the three solicitations under this Request for Proposal (hereinafter referred to as “RFP”).
1.2 The GS/OAS seeks to have CCP that will provide highly responsive, quality-oriented services to the GS/OAS. Emphasis will be placed upon innovative approaches designed to obtain realistic and demonstrable cost savings for GS/OAS that includes the highest quality of corporate card services. GS/OAS operates on an Oracle platform; therefore any approaches must interface with this enterprise system.
1.3 The Office of Procurement Services (hereinafter referred to as “OPS”) manages the travel portfolio and the Department of Budgetary and Financial Services (hereinafter referred to as “DBFS”) is in charge of processing, maintaining, advising and reporting all aspects of financial information for the GS/OAS. Therefore, the OPS and the DBFS are the Contract Managers and the liaisons with the GS/OAS.
1.4 With regard to the Corporate Card only, GS/OAS envisions the implementation of a pilot program wherein a select group of GS/OAS employees would be issued a Corporate Card for travel. The lessons learned from the brief pilot program will facilitate Corporate Card issuance to all designated GS/OAS employees.
II. SCOPE OF WORK AND BACKGROUND INFORMATION
2.1 Central Billing Program
2.1.1 As part of its new travel management, it is the GS/OAS’ intention to obtain and utilize a Central Billing Program for payment to the travel services provider.
2.1.2 The GS/OAS seeks to obtain and utilize a Central Billing Program to:
· Collect and organize travel data to better manage costs.
· Automate travel expense reconciliation.
· Improve control of travel policy and obtain higher discipline and compliance.
· Obtain appropriate data for stronger negotiating leverage with vendors.
· Track the usage of carriers, class of service and advance ticketing rules.
· Increase the influence of GS/OAS travel policy on employees purchasing behavior and obtain incentives accordingly.
· Track employees travel for not only cost-control, but also for security and safety issues.
· Identify areas where savings can be found and to reduce travel costs.
2.2 Corporate Card Program
2.2.1 It is the GS/OAS’ intention to initiate a mandatory program for the use of Corporate Cards (individual bill/individual pay) for all travel-related expenses and in accordance with GS/OAS policies.
2.2.2 The GS/OAS seeks to obtain and utilize a Corporate Card Program to:
· Collect and organize data to better manage costs.
· Allow travelers to reconcile expenses in an easy and timely manner.
· Improve control of travel policy and obtain higher discipline and compliance.
· Track the usage of carriers, class of service and advance ticketing rules.
· Obtain appropriate data for stronger negotiating leverage with vendors.
· Increase the influence of GS/OAS travel policy on employees purchasing behavior and obtain incentives accordingly.
· Obtain benefits/incentives from volume expenditures that are currently paid directly to vendors.
· Track employees travel for not only cost-control, but also for security and safety issues.
· Identify areas where savings can be found and to reduce travel costs.
· Obtain real value by appropriately using the new data received.
2.2.3 The following general information is based on estimated 2005 travel and general statistics and is provided to assist bidders in preparing their response to this RFP. The GS/OAS does not guarantee future travel patterns, travel volume, or dollar volume.
Background Information / Total NumberGS/OAS Office headquartered in Washington, DC. / 1
GS/OAS has Country Offices in OAS Member States in many of the countries in North, Central, and South America and in the Caribbean.
Travel activities are conducted to and from all 34 OAS Member States). / 31
Personnel working in headquarters (staff and contracted). / 700(Approximate)
Personnel working away from headquarters (staff and contracted). / 200 (Approximate)
Charge Volume. / No volume is guaranteed at this time; however see historical data below
Pilot Program. / A three (3) month pilot program will be implemented for approximately forty (40) cards
Potential Number of Cards to Be Issued. / Approximately 300
Dollar Limit per Card per month. / Approximately
85% = US$1,500;
14% = US$5,000;
1% = US$10,000.
Dollar Limit per Card Transaction. / No limit
Dollar Limit per ATM Transaction / US$500
(for each 24 hours)
2005 - Volume of travel tickets, expenditure and other data / Quantity
Airline tickets issued at headquarters. / 2,100
Airline tickets issued away from headquarters. / 300
(Approximate)
Fares billed. / $5,683,000
Total expenses related to travel, including fares, per diems, terminal expenses, repatriation, transportation rental, excess luggage, field travel, passport renewals, and others. / $12,171,000
International travel. / 95%
Domestic travel. / 5%
International round trip travel from Washington, DC to Central, South America and the Caribbean countries. / 85%
Most used airlines. / American Airlines,
United Airlines,
Delta, and Copa
Most frequent travel destinations. / The Caribbean, Central, South America, and Canada and Mexico.
Economy class trips. / 90%
Most frequently used number of segments in trip (4). / 70%
Number of trips of two (2) segments. / 15%
Complex international itineraries. / 15%
First and business class trips. / 10%
GS/OAS' employees, independent contractors, and all other persons affiliated with the GS/OAS. / 300
Travelers to annual General Assembly. / 150
Number of frequent travelers. / 100
Per diem expenses. / $2,901,000
(Approximate)
Percentage of per diem amounts used in lodging. / 50%
(Estimated)
Potential number of room nights reserved through travel agency. / 5,000
(Estimated)
2.2.4 GS/OAS Travel Policy: The travel policy for the GS/OAS is set at Headquarters and is governed by the criteria and guidelines set forth in the following documents which are attached, hereto (see Attachment I) for purposes deemed necessary for your bid submission:
· Articles 51 and 85 of the GS/OAS Standards to Govern the Operations of the General Secretariat of the Organization of American States.
· Chapter VIII of the GS/OAS Staff Rules.
· Administrative Memorandum No. 79 Rev. 3: Instructions for Travel in the General Secretariat of the Organization of American States (and future revisions).
· Administrative Memorandum No. 103: Budgetary and Financial Rules.
2.3 Purchasing Card Program
2.3.1 It is the GS/OAS’ intention to initiate a centrally managed program for the use of the Purchasing Card (individual bill/corporate pay) to be used for the purchases of goods and services on the GS/OAS behalf and in accordance with GS/OAS policies.
2.3.2 The GS/OAS seeks to obtain and utilize a Purchasing Card Program to:
· Reduce the time and manpower costs needed to reconcile travel expenditures,
· Streamline the payment process.
· Capture low volume and high volume purchases.
· Identify areas of opportunity for expansion of Purchasing Card Program.
III. The Proposal Response Format
Please structure your bid proposal in such manner that it responds, in numerical order, to the items in each of the sections below:
3.1 / General Profile Information – All Corporate Card ProvidersCorporate Card Provider Information / Bidder’s Response
3.1.1 / Full name, address and telephone number of CCP corporate headquarters (if applicable) or local branch office (if applicable), the contact information for this proposal and legal representative name.
If applicable, provide the same information about the CCP parent company.
3.1.2 / Details of incorporation of company and present legal status.
3.1.3 / Years of experience providing corporate cards services for accounts similar in size to the GS/OAS and for which usage is primarily international.
3.1.4 / Location where Corporate Card services will be administered.
3.1.5 / Number of employees in the location.
Global Program Offering / Bidder’s Response
3.1.6 / Indicate in which of the following Caribbean countries your company has branch office(s)/associates:
1. Antigua and Barbuda
2. Bahamas
3. Barbados
4. Dominica
5. Dominican Republic
6. Grenada
7. Haiti
8. Jamaica
9. Saint Kitts and Nevis
10. Saint Lucia
11. Saint Vincent and the Grenadines
12. Trinidad and Tobago / 1. Yes ____ No_____
2. Yes ____ No_____
3. Yes ____ No_____
4. Yes ____ No_____
5. Yes ____ No_____
6. Yes ____ No_____
7. Yes ____ No_____
8. Yes ____ No_____
9. Yes ____ No_____
10. Yes ____ No_____
11. Yes ____ No_____
12. Yes ____ No_____
3.1.7 / Indicate in which of the following countries your company has branch office(s)/associates offices:
1. Argentina
2. Belize
3. Bolivia
4. Brazil
5. Canada
6. Chile
7. Colombia
8. Costa Rica
9. Ecuador
10. El Salvador
11. Guatemala
12. Guyana
13. Honduras
14. Mexico
15. Nicaragua
16. Panama
17. Paraguay
18. Peru
19. Suriname
20. United Status of America
21. Uruguay
22. Venezuela / 1. Yes ____ No_____
2. Yes ____ No_____
3. Yes ____ No_____
4. Yes ____ No_____
5. Yes ____ No_____
6. Yes ____ No_____
7. Yes ____ No_____
8. Yes ____ No_____
9. Yes ____ No_____
10. Yes ____ No_____
11. Yes ____ No_____
12. Yes ____ No_____
13. Yes ____ No_____
14. Yes ____ No_____
15. Yes ____ No_____
16. Yes ____ No_____
17. Yes ____ No_____
18. Yes ____ No_____
19. Yes ____ No_____
20. Yes ____ No_____
21. Yes ____ No_____
22. Yes ____ No_____
3.1.8 / Provide details on your global program, including number of cards, number of central billing account clients, and total charge volume. Discuss your immediate and long-term plans to increase or reduce your investment in the program.
3.1.9 / Describe any partnerships, marketing alliances, or other business relationships in place with technology vendors (e.g.: e-procurement, Enterprise Resource Planning, or Electronic Expense Reporting).
3.1.10 / List (a) the major technological innovations you have invested in over the last three years, and (b) how these technological innovations have improved your customers’ processes and reduced their costs. / (a)
(b)
3.1.11 / Describe how your programs and services vary from country to country.
3.2 / Central Billing Program
Company Profile (Central Billing) / Bidder’s Response
3.2.1 / Indicate to how many clients does your firm
provide Central Billing services?.
3.2.2 / List the services or features, or competitive advantage in which your firm is unique to the Central Billing industry.
3.2.3 / List all names of institutional customers (i.e. businesses or International Organizations – not individual card holders) with which there was a breach of contract, including litigation, claims and/or alternative dispute resolution proceeding regarding services provided within the last five years.
Specify the reason for the breach of contract.
3.2.4 / Why do you believe your firm should be selected by the GS/OAS? What do you believe distinguishes your firm from your competitors?
3.2.5 / Briefly describe how your firm plans to keep the GS/OAS appraised of best practices in the Central Billing industry.
Firm’s Personnel staffing / Bidder’s Response
3.2.6 / Provide curriculum vitae of proposed manager for this contract.
3.2.7 / Provide organizational chart of the Central Billing operation that your firm would set up for the GS/OAS
3.2.8 / How many other of your employees could the GS/OAS directly contact in case of specific questions or emergencies with account?
Billing
Please explain the following options / Bidder’s Response
3.2.9 / What billing/payment solutions are available to GS/OAS and its employees?
3.2.10 / Since airline tickets are centrally paid, explain the reconciliation process
3.2.11 / List any pre-set spending restrictions associated with your program.
3.2.12 / How does your firm handle tax-exempt purchases?
3.2.13 / For tickets billed individually
a) How does reconciliation of refunds work?
b) Do refunds go directly to the traveler card?
c) How does your firm track refunds?
3.2.14 / Can the travel authorization (GS/OAS Purchase Order Number) appear on the corporate card statements?
3.2.15 / How would you assist the GS/OAS in obtaining credit for sales taxes paid in error?
3.2.16 / Describe the details incorporated on the billing statement. Can invoices be customized? Provide a sample billing statement.
3.2.17 / Does your firm offer a rebate program based on the volume charge in the central billing account?
If yes, please describe / Yes______No______
Payment and Interest / Bidder’s Response
3.2.18 / Describe the payment terms available
3.2.19 / Does your firm provide charge account services or must the total bill be paid in full every billing cycle?