HomeMy WebLinkAboutaddendumBILL PURCELL, MAYOR
METROPOLITAN GOVERN
February 19, 2003
E AND DAVIDSON COUNTY
DEPARTMENT OF FINANCE
DIVISION OF PURCHASES
222 THIRD AVENUE NORTH, SUITE 801
NASHVILLE, TENNESSEE 37201
PHONE: 615-862-6180
FAX: 815-862.6179
TTy: 615-862-8951
ADDENDUM #1
RFP# 03-13
INTERNET-BASED SOLUTIONS FOR PURCHASING CARD SERVICES
AND/OR
TRAVEL MANAGEMENT SERVICES
NOTICE TO ALL PROSPECTIVE PROPOSERS
A non -mandatory pre -proposal conference was held on February 12, 2003. This
Addendum is a result of the questions asked during this conference, as well as
written questions received prior to the conference.
Offerors must acknowledge receipt of this amendment by including a copy of this
document with their proposal. This amendment is hereby made a part of RFP
No. 03-13.
Q. How will statements and billings for travel cards be handled?
A. Metro has not made a final decision on this question. Metro will not make a
final decision on this question until the proposals for travel management services
have been reviewed. Metro asks each Offeror to describe in its proposal for
travel management services as many options as it would be willing to provide to
Metro for handling statements and billings for travel cards, and to state the
associated cost for each.
Q. Is it acceptable
single card?
A. Yes. The RFP,
is acceptable to
requirements for a
this RFP.
to propose to fulfil! the requirements of both programs with a
as issued, indicated on page 11 and page 17, indicates that it
propose a one -card solution. A one -card must meet all
p-card and all requirements for a travel card, as set forth in
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Q. What are the possible outcomes of this procurement process?
A. As stated on page 4 of the RFP in the second paragraph of Section A)
Purpose/Objectives:
Metro's options include, but are not limited to: make one award to
encompass both P-card services and travel management services; make
separate awards for P-card and travel management services; make an
award for one but not both categories of services; or make no award at all.
Q. Does Metro contemplate use of the card for other than small purchases?
A. As indicated on page 4 of the RFP in the fifth and sixth paragraphs of Section
A) Purpose/Objectives, Metro and the Schools are interested in expanding the
use of p-cards for both small and large dollar value purchases of goods and
services, provided that the necessary controls can be maintained. Your proposal
should address how the necessary controls could be maintained with your
solution if Metro were to expand the use of p-cards, especially for large
purchases.
The second bullet under Section 2) General Description of Required
Performance Outcomes, P-Cards, also addresses the issue of increasing the
use of P-cards for higher dollar purchases.
Q. How should proposals be prepared?
A. Section 9) Instructions for Proposal of the RFP describes how proposals must
be prepared.
Q. Is the descending balance concept a part of the p-card program?
A. Yes. Please see the last bullet under Section 2) General Description of
Required Performance Outcomes, P-Cards.
Q. Does Metro understand that some merchants capture more detailed data at
the point of sale than others?
A. Yes. Nevertheless, Metro is interested in being able to use the N1GP
commodity code to provide as much front-end control and authorization and as
much back -end data capture and reporting capability as possible. Your proposal
should address how and to what extent your p-card solution will address Metro's
requirements in these two areas.
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Q. What were the travel expenditures for the Metropolitan Nashville Public
Schools?
A. The travel expenditures reported by the Metropolitan Nashville Public Schools
is as follows:
FY 1998 — 1999
FY 1999 — 2000
FY 2000 — 2001
FY 2001 — 2002
$1,623,192
$1,603,119
$1,500,618
$1,119,066
Q. Can you elaborate on your current process with posting NIGP codes with your
current card program?
A. At present, Metro is not utilizing the NIGP codes in the posting process.
Q. What tool do you use today for travel expense reporting?
A. At present, this is a manual process.
Q. Describe any concerns you have with your current provider or system?
A. The current provider has fulfilled all agreed aspects of the Purchasing Card
Program. The current program is not internet-based.
Q. Do you have a preference for VISA or MasterCard?
A. Metro has no preference to card brand.
Michael F. Hauer, CPPB
Metropolitan Government of Nashville
and
Davidson County
Division of Purchases
222 Third Avenue North, Sixth Floor
Nashville, TN 37201
(615) 862-6180
(615) 862-6179 (fax)
mike.hauer@nashville.gov
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