The URL can be used to link to this page

Home My WebLink AboutBid ResponseCity of Miami Y r.. August 15, 2016 RFP Number 603385 Submitted By: Laura Green (Contact Person for the RFP) Vice President, Commercial Card 847-488-5740 laura.l.greenOjprnchase.com Charlie Strader, CTP Vice President, Treasury Services 407-236-5392 charlie.strader,gjpmorgan.com Ralph Hildevert (Liaison for contract) Relationship EXeCUtive, Government Banking 305-579-9320 ralph.hildevertQajpmorgan.com Primary Office Location 1450 Brickell Ave. 33rd Floor, Miami, FL 33131 Federal Employer Identification Number 13-4994650 J.P. Morgan ED DISCLAIMER` This document was prepared exclusively for the benefit and internal use of the party to whom it is directly addressed and delivered (including such party's subsidiaries, the "Organization") in order to assist the Organization in evaluating certain products or services that may be provided by JPMorgan Chase Bank, N.A. ("J.P. Morgan"). This document contains information that is confidential and proprietary to J.P. Morgan, which may only be used in order to evaluate the products and services described herein and may not be disclosed to any other person. In preparing this document, J.P. Morgan has relied upon and assumed, without independent verification, the accuracy and completeness of all information available from public sources or which was provided to us by or on behalf of the Organization or which was otherwise reviewed by J.P. Morgan. Neither this document nor any of its contents may be used for any other purpose without the prior written consent of J.P. Morgan. J.P. Morgan makes no representations as to the legal, regulatory, tax, or accounting implications of the matters referred to in this document. Notwithstanding anything in this document to the contrary, the statements in this document are not intended to be legally binding. Any products, services, terms, or other matters described in this document (other than in respect of confidentiality) are subject to the terms of separate legally binding documentation and are subject to change without notice. Neither J.P. Morgan nor any of its directors, officers, employees, or agents shall incur any responsibility or liability whatsoever to the Organization or any other party in respect of the contents of this document or any matters referred to in, or discussed as a result of, this document. J.P. Morgan and Chase are marketing names for certain businesses of JPMorgan Chase Bank, N.A., and its subsidiaries worldwide. JPMorgan Chase Bank is licensed under U.S. Pat. Nos. 5,910,988 and 6,032,137. The financial proposal is valid for 30 days. The financial proposal will remain valid thereafter for up to an additional 150 days ("Extension Period"), unless, during the Extension Period, there is a material adverse change in the regulatory environment applicable to J.P. Morgan, the financial industry, or the Organization's financial condition or credit worthiness, each as determined by J.P. Morgan in its sole discretion. In case of such a change J.P. Morgan reserves the right to amend this proposal thereafter or upon any requested changes. Any requested chances may result in a new financial proposal. © JPMorgan Chase Bank, N.A. All Rights Reserved. Definitions "Large Ticket Transaction Volume" means total Large Ticket Transactions made on any and all cards or accounts, net of returns, cash advances, convenience check amounts, fraudulent transactions and any transactions that do not qualify for interchange under applicable Association rules. "Net Charge Volume" means total charges made on any and all cards or accounts, net of returns, cash advances, convenience check amounts, fraudulent transactions and any transactions that do not qualify for interchange under applicable Association rules, Net Charge Volume does not include Large Ticket Transaction Volume. "Total Charge Volume" means the sum of Net Charge Volume and Large Ticket Transaction Volume .1.P.NIoraan FINANCIAL PROPOSAL Pricing Assumptions — U.S. Program The proposed pricing for your requested card programs is based on the following assumptions: $1,600,000 30 14 50 5 years with one additional 5 year renewal option Corporate, Central, Central J.P.Mor(rtnan FINANCIAL PROPOSAL W5 ; � ,' :__ .�,:.. i o �. _, ;_ - :_ = a_ ..k�i, .- '�F;,•.;. > '",v,�ICC ti�.+�`�?fLki Financial Incentives — U.S. Program Annual Volume Incentive J.P. Morgan will pay the Organization a rebate based on the annual Total Charge Volume associated with all programs achieved according to the following schedule. The rebate will be calculated as the Volume Rebate Rate (as determined according to the following schedule) multiplied by the annual Net Charge Volume associated with all programs, subject to the rebate adjustments below. $500,000 1.00% $1,000,000 1,25% $2,000,000 1.52% $5,000,000 1.55% $10,000,000 1.62% $20,000,000+ 1.65% • Should the Organization achieve the minimum annual Total Charge Volume required to earn an annual Volume Incentive as stated above, J.P. Morgan will pay the Organization a rebate based on annual Large Ticket Transaction Volume associated with all programs. The rebate will be calculated as 0.40% ("Large Ticket Rebate Rate") multiplied by the annual Large Ticket Transaction Volume associated with all programs. File Turn Adjustment 30 Ft 14 program Programs with Settlement Terms of 30 IY 14 will have an Average File Turn of 29 if the Organization spends ratably throughout each cycle. The Average File Turn Adjustment for the Organization's Program(s) with Settlement Terms of 30 £t 14 is calculated by determining the difference between the Organization's actual Average File Turn for such Program(s) and 29. If the Organization's actual Average File Turn for such Program(s) is less than 29, the Volume Rebate Rate and Large Ticket Rebate Rate wit( each be increased by 0.0050% for each whole number less than 29. If the Average File Turn for such Program(s) is greater than 29, the Volume Rebate Rate and Large Ticket Rebate Rate will each be decreased by 0.0050% for each whole number greater than 29 but less than 46. Terms and Conditions • J.P. Morgan may adjust pricing if the U.S. Purchasing Card program performance decreases by more than 20%. The U.S. Purchasing Card program assumes $30,000 in average annual spend per card. • The U.S. Purchasing Card program will be on a MasterCard platform. • This offer- will be effective at tirne of contract signing. • Credit losses and any redemption expenses exceeding the redemption pool will be deducted from all rebates. In cases where rebates earned are insufficient to cover these deductions, the Organization will be invoiced for the difference. FINANCIAL PROPOSAL • The Organization shall not be liable for fraudulent transactions provided the Organization operates its program in accordance with Chase's fraud reduction requirements (i.e., block required high risk MCCs, maintain reasonable security precautions and controls regarding accounts and transaction info, and comply with other requirements as Chase may reasonably require from time to time). • To qualify for rebates, the Organization must be current at the time of rebate calculation/payment, have an Average File Turn less than 46, and not be in default under the contract. Rebates will be calculated annually in arrears and paid in the first quarter for the previous contract year, and will be paid by wire transfer to an account designated by the Organization. • In the event that the association lowers its interchange rates, J.P. Morgan reserves the right to adjust rebates accordingly. • All clients are subject to prior credit approval before a firm commitment will be issued from J.P. Morgan. JTMoraan FINANCIAL PROPOSAL A UNITED STATES The following are the fees associated with U.S. Purchasing Card programs: Late payment charge Central bill: 1:'0' of full amount past due assessed at end of the Cycle in which payment first became due and each Cycle thereafter International transaction 1.5% of the US Dollar amount charged Rush card $25 per card if processed through J.P. Morgan. If processed through the Credit Card Network, the Organization shall pay any fees charged by the Credit Card Network. Standard card $0.00 Cash advances 2.5°6 of amount advanced (52.50 minimum with no maximum) Convenience check 2' of check amount 1$1.50 minimum with no maximum) If the Organization requests services not listed in this table, the Organization agrees to pay the fees associated with such services. J. P .N h 1(ra n In Commercial Card, we're devoted to doing what's right, not what's easy. Our people know that success today demands more and demands better, so we don't deal in quick fixes or half measures. We deliver optimized solutions for our clients and dedicate ourselves to providing the kind of comprehensive, long- term answers they need to win and thrive. For us, every client relationship begins with integrity, trust, and shared goals, and is built over time through consistent performance and real results. Through our multidimensional approach, we'll be ready to deliver solutions with true substance today, tomorrow, and the day after, because through our clients' success we measure our own. v Molly Walsh President, J.P. Morgan Commercial Card DISCLAIMER This document was prepared exclusively for the benefit and internal use of the party to whom it is directly addressed and delivered (including such party's subsidiaries, the "Organization") in order to assist the Organization in evaluating certain products or services that may be provided by J.P. Morgan. This document contains information that is confidential and proprietary to J.P. Morgan. which may only be used in order to evaluate the products and services described herein and may not be disclosed to any other person. Neither this document nor any of its contents may be used for any other purpose without the prior written consent of J.P. Morgan. We are not responsible for the performance of our partners, their continued service levels. or their ability to provide services. J.P. Morgan makes no repr?sentations as to the legal, regulatory, tax, or accounting implications of the matters referred to in this document. Please note that we do not issue cards and prohibit use of our cards in any country against which the United States has imposed sanctions. A current list of such sanctioned countries, as well as information about sanctions, is available on the U.S. Department of the Treasury website: treas.gov/offices/enforcement/ofac. PaymentNet is a registered trademark of JPMorgan Chase C Co. MasterCard and 5a?artdata.gen2"I are trademarks of Mastercard International. Visa` is a registered trademark of Visa Inc. Microsoft , Excel', and Internet Explorer are registered trademarks of Microsoft Corporation. Adobe Acrobat is a registered trademark of Adobe Systems Incorporated. JPMorgan Chase Bank, N.A., is licensed under U.S. Pat. Nos. 5,910,988 and 6,032,137. This proposal is subject to and conditioned upon a mutually agreeable contract between the Organization and J.P. Morgan. J.P. Morgan also requires execution of all applicable product and service agreements. This product proposal is valid for 180 days from August 15, 2016. J.P. Morgan reserves the right to amend this proposal thereafter. C 2016 JPMorgan Chase Bank. N.A. All Rights Reserved J. P. Morcran Executive Summary CommercialCard Solutions...........................................................................................................................1 A. Qualifications of Firm/Staff................................................................................................................... 2 B. Technical Approach/Transition............................................................................................................. 8 C. Reporting Capabilities.........................................................................................................................24 D. Fees/Rebates.......................................................................................................................................28 Responses to Scope of Services Requirements...........................................................................................29 Procurement Card Format.....................................................................................................................31 Requirements of the Proposer...............................................................................................................32 E�(hibits Exhibit 1. Certification Statement Exhibit 2. Qualifications of Firm/Staff Exhibit 3. CRA Report Exhibit 4. Sample Implementation Plan Exhibit 5. Financial Proposal Exhibit 6. Sample Terms and Conditions Exhibit 7. Recommended Modifications Exhibit 8. Professional Services Agreement Exhibit 9. Amendment Letter J.P? Morcran aV.3yrr- Introd uction The City of Miami's Request for Proposal (RFP) presents a fantastic opportunity for JPMorgan Chase Bank, N.A. (1.P. Morgan) to strengthen our relationship with the City and we appreciate your consideration. Our proposal is designed to demonstrate: • We understand your current structure and can support your future state with minimal implementation • Continued commitment to exemplary and comprehensive client service • Our overall ability to maintain our longstanding, consultative relationship nu;;:!(;iliig c)n )rrca) i _lirl,.l.l•".I�_-)n J.P. Morgan has enjoyed its business relationship with the City of Miami for the past 11 years and certainly appreciates the opportunity to continue working with you and your staff. Since 2005, we have provided our Commercial Card services solution which provides a streamlined means to pay, authorize, track, and reconcile many of the City's purchases while eliminating costly manual processing on low value/high frequency purchases. In addition to the efficiencies offered by utilizing the Purchasing Card program, the City earns an aggressive rebate based on spend. JPMorgan is also proud to work with City of Miami Firefighters' and Police officers' Retirement Trust and to have previously provided Commercial Card services to Miami Parking Authority for over 8 years. The City can be confident that J.P. Morgan understands your business. To demonstrate, the following table outlines our proposed approach to addressing your objectives and evolving needs. J.P.Qoruan I Financial Benefits • We offer competitive rebates and generous incentives to reward higher spend and/or faster payments. Quality Service • our most consistent strength is our focus on service, with designated client relations personnel ready to assist in implementing best practices and maximizing growth opportunities. • We provide three tiers of service—a designated relationship manager to oversee program performance, program coordinators for day-to- day operations, and round-the-clock phone support for cardholders. Implementation and Training • Eliminate the expense and opportunity cost associated with program conversions • As your incumbent services provider, we have the proper systems and resources in place Technology Solutions • our proprietary PaymentNet platform offers exceptional spend visibility through detailed reporting covering critical areas such as preferred vendors, policy compliance, and commodities. • We can help the City implement new and innovative e-commerce functionality, such as single -use accounts, to enhance the procure -to - pay process from beginning to end. • Through our experience and established industry alliances, we're able to integrate commercial card data with your financial system J.P.Qoruan Experienced, Qualified Provider • J.P. Morgan boasts a long and distinguished history. Since 1985, we have specialized in developing commercial card solutions that cater to the needs of a diverse client base. • J.P. Morgan is the largest commercial card issuer in the United States, with the highest overall market share of any issuer (Nilson Report. 2005, 2008-2015). The J.P. Morgan Commercial Card is accepted at more than 39 millions locations worldwide, including approximately 9 million in the US. alone. Coni -Iitrnent to Fioria_i J.P. Morgan has a 122 -year history in Florida dating back to the founding of the Pensacola Home and Savings Association in 1891, and we continually invest in Florida businesses, communities, and people. In 2009, J.P. Morgan experienced a major expansion in Florida with the acquisition of Washington Mutual, and we became a Qualified Public Depository in 2011, allowing us to extend our banking services partnership to public sector organizations in the State of Florida. We are a local company with local decision makers, which allows us to leverage our resources to make investments in our local communities and in the organizations that are vital to the entire state. J.P. Morgan currently has over 13.500 employees and 471 locations serving our clients throughout Florida, including dedicated government banking and treasury services representatives in our Miami and Orlando offices who will continue to support City of Miami's Purchasing Card program. The City will continue to be supported by a dedicated relationship team comprised of experienced professionals committed to understanding your business, attentively listening to valuable feedback and proactively providing targeted ideas to energize your financial operations. Laura Green Charlie Strader, CTP Ralph Hildevert Vice President Vice President Relationship Executive Commercial Card Treasury Services Government Banking 847-488-5740 407-236-5392 305-579-9320 laura.l.greemD pmchase.com charlie.straderapjpmorgan.com ralph.hildevertgjpmorgan.com Together, we will gladly provide whatever information we can to assist with your assessment of our Commercial Card program. Biographical information is available as part of Exhibit 2 - Qualifications of Firm/Staff. ConCILISion J.P. Morgan values our current relationship with the City of Miami and we welcome the opportunity to prove that we can continue to be your ideal commercial card services provider. J.P. Morgan will continue to bring our experience, resources, and expertise to bear on behalf of the City. We approach each client relationship as a partnership and we will continue to work closely with you to help you expand your Purchasing Card program. �- Ralph Hildevert, Relationship Executive JTNIor(yan 1 J.PMorgan A. Qualifications of Firm/Staff 1. Provide Proposer's Federal Deposit Insurance Corporation (FDIC) membership. JPMorgan Chase Bank, N.A., has been FDIC insured since January 1. 1934 -the first day such insurance was available. Provide Proposer's Community Reinvestment Act (CRA) rating of satisfactory or above on most recent evaluation by it's federal supervisory agency. JPMorgan Chase Bank, N.A. receives a rating from the CRA Examinations once every three to four years. We have a proven history of commitment to the goals of the Community Reinvestment Act (CRA), and to community service. On its most recent federal CRA performance examination issued in 2012 and covering CRA activities from 2007 to 2010, JPMorgan Chase Bank, N.A. earned the rating of "Outstanding" in the State of Florida and "Satisfactory" nationally. J.P. Morgan has long supported economic development, affordable housing, support services, education, and other community development initiatives by providing grants to not-for-profit organizations and financial intermediaries devoted to these areas. our Firm also works with community partners to create pathways to opportunity by supporting workforce development, financial capability, small business development, community development, employee engagement and volunteer activities in the regions where we do business. For example, J.P. Morgan contributed nearly $2.6 million to Miami -Dade County charities last year. In addition to our products, services and philanthropic contributions, 241 J.P. Morgan employee volunteers in Miami donated over 1.550 hours of their time to charity in 2015. Please refer to Exhibit 3 - CRA Report. List at least five (5) references, of major governmental entities or corporate customers (those with at least 100 procurement cards, use the onlinelweb-based program to its full capabilities, and have been using the system for a minimum of one (1) year) for which the banking institution has performed similar work including the contact name, address, email address, telephone number and date of contract. J.P. Morgan is proud of the relationships we have with our clients. The clients listed here have agreed to speak with the City regarding our commercial card offerings, service, and functionality. We have attempted to select clients that are similar in size and scope to the City, allowing you to accurately assess our compatibility with your organization. Contact and Title: Eric Ojeda, District Director Address: 1450 NE 2nd Ave, Suite 602, Miami, FL 33132 Email Address: eojedai-,3)dadeschool s. net Telephone Number: 305-995-1604 Date of Contract October, 2011 J. P NI orcyail Contact and Title: Tracye Eades Mickle, Credit Card Solutions Administrator Address: 11200 SW 8th Street, CSC 438, Miami, Florida 33199 Email Address: eadesmiciViu.edu Telephone Number: 305.348.2920 Date of Contract August. 2011 •- • OF • Contact and Title: Gloria Salmeron, Purchasing Card Manager Address: 255 W Alameda St 6th Floor, Tucson, AZ 85701 Email Address: Gloria.Salmeronaatucsonaz.gov Telephone Number: 520-837-4124 Date of Contract December, 2004 Contact and Title: Doreen Schumacher, Office of Management & Budget Address: 600 E Blvd Ave. Bismarck, ND 58505 Email Address: dmschumachercInd.gov Telephone Number: 701-328-2682 Date of Contract March, 2009 ORGANIZATION: WOOD GROUP HOLDINGS Contact and Title: Chandel Strickland, Commercial Card Manager Address: 17325 Park Row Email Address: Chandel.Strickland(�Dwoodgroup.com Telephone Number: 281-828-3507 Date of Contract July, 2008 4. Provide details regarding the banking institution to include record of performance, financial support, equipment and organization to insure that the Program will be fully supported. JPMorgan Chase & Co. (NYSE: JPM) is a leading global financial services firm with assets of more than $2.4 trillion, and operations in more than 60 countries. A component of the Dow Jones Industrial Average, JPMorgan Chase & Co. serves millions of consumers in the United States and many of the world's most prominent corporate, institutional, and government clients under its J.P. Morgan and Chase brands. Commercial Card services are provided by JPMorgan Chase Bank, N.A., a national banking association and one of the firm's principal subsidiaries. 3 J.PMorc an J.P. Morgan Chase & Co. has a solid foundation, maintaining: • Market capitalization of $242 billion • Total equity of $247 billion • Deposits of more than $1.2 trillion • Loans of more than $837 billion • Tier 1 and total risk-based capital ratios 13.5 and 15.0%, respectively (estimated) We offer clients access to one of the most expansive networks in the world with card acceptance at more than 39 million locations, over 5,400 banking centers, and over 18,000 ATMs in 23 states. As one of the top commercial card providers, assisting a network of approximately 7,000 clients and 23 million cardholders around the world, J.P. Morgan is well positioned to serve the needs of corporations, financial institutions, governments, and municipalities in more than 180 countries and territories (1PMorgan Chase & Co. "EARNINGS RELEASE FINANCIAL SUPPLEMENT FOURTH QUARTER 2015."). organization JPMorgan Chase & Co. operates four lines of business: Corporate & Investment Bank, Asset Management, Commercial Banking, and Consumer & Community Banking. G-z�"�G�. K�" �i it L�ti"r b`�/�n' 1' � l 1•e.��•�-tlrY `e3��•II�Si!'$ J.l?Morau J. l'\1o{,!; ul CHASE _j CHASE'.i oaii J.P.Mor(Tall CHASE,--) rnva<�<u�ar Cr+n5E0 A truly global business, the CIB has 52,250 employees in 60 countries with a mission to serve 7,700 of the world's most significant companies, governments, and institutions. Asser XlJi agement Asset Management's heritage of managing client assets dates back over 180 years. Serving clients is at the heart of everything Commercial Banking does. Each day, this team comes to work to generate ideas, deliver solutions, and provide capital to help clients grow and succeed. Commercial Banking takes a long-term view, understanding that the strength of this business starts and ends with its people. Across Commercial Banking, nearly 7,000 employees are dedicated to executing the strategies and applying the resources necessary to deliver a great client experience. Coosun'er& Community Banking Consumer & Community Banking, of which Commercial Card is a part, maintained strong momentum in creating a great customer experience across all of our channels. Chase ranked #1 among the largest banks by the American Customer Satisfaction Index (ACSI) for the second year in a row, and J.D. Power and Associates ranked us #1 in customer satisfaction. J. P. iklorgan CCB recently made significant investments in improving controls. Having strong controls is simply how we do business going forward, and it will make us a better, more efficient company. We believe these investments will more than pay for themselves with fewer errors, more consistency, and a higher -quality service experience for customers down the road. It is important to note that the J.P. Morgan Commercial Card team is strategically placed within the bank to leverage investment and product enhancements from both the Consumer & Community Banking infrastructure as well as the Corporate & Investment Bank group. This placement within our organization allows us to provide our clients with innovative solutions driven by advancements in technology and market needs. We provide robust solutions to commercial card needs and are the largest Visa/MasterCard commercial and purchasing card issuer in the United States. Since 1985, we have provided superior service by leveraging the knowledge and skills of our commercial card employees and harnessing the power of technology to provide unique solutions to client requirements. As a key player in the industry, we continue to develop technology to assist our clients in managing their card programs more efficiently with an easy-to-use, integrated system. Further information about J.P. Morgan's capabilities is available at jpmorgan.com, information about Chase's capabilities is available at chase.com, and information about the firm is available at jpmorganchase.com. 5. Provide details on the team that will work on the implementation, on-going management, support and implementation of the Program to include resumes of past experience with similar services. As the City's incumbent procurement card program provider. J.P. Morgan has the appropriate systems and resources in place. We are familiar with your business and are committed to ongoing exemplary service. Laura Green, as your Card Relationship Manager, will continue to support the City. Laura will be closely involved with the City's upcoming change to an exclusively MasterCard program, helping to ensure a smooth transition. As you move forward in the proposal evaluation process, consider the very significant expense that the City could incur by transitioning to an entirely new program provider. Note that no new implementation will be required for your existing purchasing card program. If the City elects to add additional products or services, then the standard implementation process would apply. Our standard implementation process is discussed below as part of Section B, entitled "B. Technical Approach/Transition", specifically under item 2. In addition to Laura and her support team, the City's overall relationship manager, Ralph Hildevert, and treasury management expert, Charlie Strader, will remain actively involved to help identify additional opportunities. Laura more than 20 years of card service experience Ralph has nearly 20 years of banking experience • Charlie has more than 32 years of cash management experience For additional detail with respect to qualifications and experience, please refer to Exhibit 2 - Qualifications of Firm/Staff. J. P. More) an 6. Identify the Proposer's Project Manager who will respond timely and perform effectively, the work assignments required by the City. The City will continue to be served by your Commercial Card Relationship Manager, Laura Green. Laura is committed to providing timely responses to the City's inquiries and effective performance overall. 7. Describe the Project Manager's advanced knowledge, skills and abilities in procurement card programs with similar size municipalities such as the City of Miami. As the City's Relationship Manager, Laura is responsible for overseeing your account and serving as your primary contact for resolution of strategic program issues. As one of the most experienced members of the support team. Laura is deeply invested in the growth and optimization of your program. Her responsibilities include: • Establishing key relationships with senior executives to manage client satisfaction • Conducting periodic onsite program reviews and meetings • Communicating and implementing industry best practices • Integrating program growth opportunities to fully maximize payables efficiencies • Connecting the City with Treasury Services personnel, such as Charlie Strader, to leverage resources throughout JPMorgan Chase & Co. Laura's biography is included as part of Exhibit 2 - Qualifications of Firm/Staff. 8. Provide details on the customer support service that will be implemented for assistance, reporting, and canceling lost or stolen cards. our service structure is composed of experienced commercial card experts and is designed to ensure that we provide the customized support and central points of contact our clients require at all organizational levels, from senior management to program administration to cardholders. 6 J. P. Morgan Management Team Support To maintain a successful card program, your organization needs access to industry best practices and a variety of customized financial services and solutions. Your management team can turn to your designated J.P. Morgan Relationship Manager, Laura Green, for strategic advice, assistance with key features and tools, and help with any program -wide issues that may arise. The City also has continuous access to your local treasury and banking representatives. Charlie Strader and Ralph Hildevert, to leverage resources throughout 1PMorgan Chase & Co. Program Administration Support Day-to-day tasks will continue to be attended to by our program coordinator team members, who have extensive backgrounds in supporting commercial card programs. The City's program administrator can contact our program coordinators for assistance with account management inquiries, change and operations requests. and technical issues. The program coordinator team maintains access to your organization's program files and the City's specific information to ensure prompt, efficient service. Our program coordinator servicing team is empowered to make decisions, ensuring prompt action and one -call resolution. When issues cannot be resolved immediately, a time commitment for resolution is communicated back within 24 hours for telephone inquiries and 48 hours for email inquiries. Our program coordinator servicing team is available Monday through Friday from 8:00 a.m. to 8:00 p.m. Eastern Time. This program coordinator support is further augmented by 24/7/365 customer service assistance. which is available to program administrators in addition to cardholders. CardhDlder Sup=port The City's cardholders receive 24/7/365 support from our commercial card call centers. Our customer service specialists are available to answer questions, resolve issues, and make sure your employees have access to the support resources they need whenever and wherever they do business. J.P. Morgan's service personnel are held to some of the highest standards in the industry, and our service organization is entirely dedicated to commercial card support—customer service team members do not handle consumer cards or other bank products. All customer service is conducted domestically—we do not offshore support. J.P. Morgan has two call centers with 100 customer service specialists dedicated to Commercial Card. J. P. NIorgan B. Technical Approach/Transition 1. Describe Proposer's Procurement Card Program, herein after referred to as "Program." Include information on size, scope, capacity, and process steps. Detail the operational procedures associated with a procurement card purchase. The J.P. Morgan Purchasing Card offers significant benefits to help the City address your current payment processes, streamline reconciliation, and help create profit centers. Purchasing card usage can help simplify and monitor their employee's purchasing efforts, support their preferred suppliers, and reduce more expensive payment methods (such as checks). Size. Scope and Capacity The following table outlines our commercial card portfolio, giving an indication of our size and scalability: ONE CARD 2 6 6 18 5,567 PURCHASING 31 27 38 83 863 TRAVEL ? 13 15 42 353 SINGLE USE 14 18 13 44 184 TOTAL 54 64 72 187 6.967 Please note that J.P. Morgan maintains the capacity to help the City's program grow as your needs evolve. Operational Procedures J.P. Morgan offers a multi -pronged approach guided by the following principles Control J.P. Morgan Purchasing Cards help the City enhance control over your purchasing process and simplify payments. We offer a variety of control limits such as restrictions by transaction or velocity limits, as well as the ability to accurately track purchases. Llsing ow- PaymentNet software, the City can enhance reconciliation to validate transaction details, assign accounting codes, and specify approval levels. You can also integrate your transaction data into your financial system to maximize data capture and transparency. Program management can be improved with online features such as new card setup and management, alerts and notifications, as well as viewing and analyzing a range of reports. Opportunity J.P. Morgan Purchasing Cards help the Cit/ to identify supplier opportunities by eliminating payment processes and optimizing your bottom line. We will continue to work with you to reduce manual processes by eliminating checks and purchase orders for low -dollar, high -frequency spend. And, using the broad Visa and MasterCard network, we will help you to more efficiently pay your suppliers and increase satisfaction by accelerating payments while maximizing your float. Further, using reports that are designed to improve spend transparency, identify supplier consolidation opportunities, and support rate negotiations, the City can increase the use of your supplier base to maximize incentives and discounts. J.P Morcran Insight J.P. Morgan Purchasing Cards help the City to maximize the value of Your payment process with insights and resources from industry experts such as your commercial card relationship manager, our in-house implementation managers, our technical program coordinators, and our on -shore customer service representatives. We can help you elevate your program results by leveraging the knowledge of our financial specialists to optimize your payment strategy and broader banking needs. Consulting is available in areas such as: • Industry benchmarking 0 Spend segmentation analysis • Program communications 0 Program value quantification • Program consistency 0 Supplier recruitment Acceptance J.P. Morgan offers superior worldwide card acceptance levels. Our commercial cards are accepted at more than 39 million vendor locations around the world, including nearly 9 million in the United States, alone. Data Capture The following are the steps involved with our data capture process: • Step 1—using a J.P. Morgan card, a cardholder initiates a transaction with a merchant. • Step 2—The merchant requests approval at the point of sale. • Step 3—The data flows to the merchant bank's acquirer. • Step 4—The acquirer passes the information to the card association (MasterCard), which then passes the information to the transaction processor. • Step 5—The data flows to the processor, which authorizes the transaction after it passes any control/limit parameters. The approval or decline from the processor follows the same path back to the merchant. • Step 6—The processor sends a daily transaction file to J.P. Morgan. • Step 7—J.P. Morgan posts transaction data to our reporting software daily. • Step 8—Transaction information is available for reporting and downloading from J.P. Morgan. MasterCard can also send data directly to clients in a variety of formats for loading into expense management and ERP systems. • Step 9—Cardholders access updated information using our proprietary PaymentNet software. 9 J.P. Vlor(Yan =Nr 2. Describe Proposer's standard implementation process and timeline. Describe the transition process (who is responsible for coordinating activities, who participates, and what activities must occur). Provide a timeline and work plan, including the type and amount of resources to be provided by the Proposer and the City. The current City Contract will expire on March 31, 2017; therefore, cardholder training, distribution and activation of cards shall occur no later than ninety (90) days prior to this date. There shall be no lapse in services. The timeline shall identify each milestone to be accomplished for program implementation and actual start-up date. Provide the individual(s) name, location, hours of operation and phone number of the project manager(s), and of the various support centers handling each task. 1[ is important to note that the City is a current J.P. Morgan client, eliminating the need to go through a full implementation process. Please note that the City's Card Relationship Manager, Laura Green, will be closely involved with the City's upcoming change to an exclusively MasterCard program, helping to ensure a smooth transition. For the purposes of offering a complete response, an overview of our standard implementation process is included below. Standard Implementation Process While every implementation is unique, the average timeline is 60-90 business days to "go live" (cards in hand, ready to transact), plus another 30 business days—one billing cycle—to confirm that all of the components of the program are interfacing smoothly. Your implementation team will stay engaged throughout the entire process, including the first billing cycle, in order to make sure that every aspect of Your program meets your expectations. We will consult directly with the City using a standard, proven methodology that establishes a strong program foundation. J.P. Morgan's methodology consists of five phases: • Resource assignment—The first step is to assemble the resources from J.P. Morgan and the City who will be involved in implementation. Your J.P. Morgan team will include an implementation project manager, who oversees the entire process from start to finish, and your relationship manager, who will leverage his or her experience managing programs for clients similar in size and scope to the City. This team will make best practice recommendations and can bring in additional resources if needed. • Project planning—The core of this phase is a kickoff meeting to review your program goals, confirm background information, and provide a roadmap of what to expect from the implementation process. We will work with the City to gather your program requirements, including platform parameters, card controls, reporting structure, and data transmission requirements. • Program configuration—Our implementation team will build your program, including file feeds, reporting features, software setup, and other elements established during the previous phase. While building your program, we will also perform ongoing quality assurance reviews to validate that program elements are functioning properly. • Go live—After your program has been built, we will deliver cards to your cardholders; they can begin using them immediately. J.P. Morgan will also provide comprehensive training to your program administrator during this stage, instructing your organization on key system features, reporting tools, and best practices. We will monitor cardholder spending and data flow to assess whether any adjustments are needed. 10 J. P Morgan • Cycle—During your first cycle, your implementation team will remain engaged to monitor your program. After the first cycle, they will review your goals with you, confirm that your program is on track, and provide a transition document that includes support phone numbers, service contacts, and other details. the City will also transition to your designated relationship manager, who will serve as your primary contact on an ongoing basis. Sample Implementation Plan Please refer to Exhibit 4- sample Implementation Plan. Implementation Contact Due to fluctuating workloads and project commitments, we prefer not to assign specific resources until after contract signing. However. the City can be confident that we will provide your organization with the most appropriate personnel to staff your account team based on their experience, location, and availability. J.P. Morgan's goal is to ensure that we provide our clients with the full support you require to establish best -in -class programs. To help deliver a smooth implementation. J.P. Morgan will provide the City with an implementation team led by an assigned implementation project manager. our implementation managers have extensive experience in the commercial card industry, and our support team includes experts in implementing programs similar to yours. We have a strong infrastructure behind these team members, and we conduct both internal and client -specific calls at least weekly to ensure strong communication throughout the implpmertation process. As a best practice, the same project manager is assigned for the duration of your implementation. A backup project manager may be engaged should your project manager become unavailable (e.g., vacation, medical leave, etc.). Primary working hours are 9:30 a.m. to 6:00 p.m. Eastern Time, Monday through Friday: however, should specific circumstances require participation outside of this timeframe, we will work with you to come to a mutually agreeable solution. the City's implementation team will consist of the following personnel: • Implementation project manager— Manages the overall process and resources, maintains the project dashboard, and conducts weekly status calls: this person is your main contact for process improvement suggestions and best practices • Implementation coordinator—Gathers program requirements, configures back -end processor and billing setup, and processes cardholder spreadsheets for card issuance • Technical consultant—Provides technical support such as the layout of electronic files and methods available for data transmission 11 J.P.Morgan The Proposer shall provide an online/web-based program management system, and shall describe in detail, the capabilities of the system. Details shall include but are not limited to, information required by potential cardholders for the application process, statement generation, reporting, various roles and scope of view. Provide details regarding length of time that the proposed online/web-based program has been in active in the marketplace, if it replaced a previous version, and any upcoming major upgrades or possible future replacement. Currently. the City uses J.P. Morgan's proprietary PaymentNet system for information reporting and account management. PaymentNet is a fully hosted online solution that requires no client -side software and is accessible from virtually any secure Internet browser. The following are the core features of PaymentNet: • Transaction management—PaymentNet offers transaction viewing, powerful reallocation capabilities (including a flexible number of splits), and real-time updates. Simple checkboxes allow users to indicate reconciliation tasks for each transaction, and custom fields for transactions, accounts, employees, merchants, and MCCs provide additional options. • Account management—PaymentNet's account management function allows account changes, including credit limit adjustments. maintenance activities, and deactivations, to be made online with immediate effect. Changes can also be completed through an automated batch process. Temporary credit limit changes and account suspensions can be applied to support upcoming events. • Employee management—Your program administrator can manage all user tasks, set up new users and passwords, create new hierarchy levels, and link users to accounts. Custom greetings can be configured to be displayed organization -wide or to specific departments and user roles. PaymentNet also supports decentralized administration, with the option for multiple program administrators throughout your hierarchy. • Spend analysis and reporting—With a suite of standard reports that can be run at any time (or scheduled to run automatically), you can easily monitor transaction data for expense reporting, policy adherence, vendor negotiations, and virtually all other situation analyses. Advanced query and sorting options allow for the tailoring of reports to users' specific needs. • Data integration—PaymentNet can produce data files for download directly to your existing financial system. You can specify different record types. order, and sorting based on your system requirements, ensuring a seamless and accurate interface. • Electronic statements—Cardholders can view statements online for a rolling 24 -month period. • Account Request Manager—Program administrators can manage every step of the online card application and approval process within PaymentNet, minimizing manual tasks and increasing administrative speed, accuracy, and transparency. *Please note that ARM functionality will be made available to the City following TSYS processor conversion. Information Required for Application Process In compliance with the requirements of the office of Foreign Assets Control (oFAC), J.P. Morgan must collect the following information for each cardholder: • Full legal first and last name • Date of birth • Home address • Country of citizenship For security and authentication purposes (mainly for identity validation during the card activation process and when a cardholder contacts our customer service team), we also ask cardholders to provide 12 J.P. Morgan two unique security identifiers, such the last four digits of the cardholder's social security number, another unique four -digit number, mother's maiden name, or employee ID number. Statement Generation J.P. Morgan offers the following statement options: Online statement and payment—Cardholders can use PaymentNet to review statements and remit payment online. This payment vehicle also debits directly from approved checking or savings accounts. statements are available in PaymentNet within two days after your billing cycle closes. Hardcopy summary and memo statements—Your accounting department and cardholders can receive hardcopy statements that detail all transactions for the billing period. For accounts that are centrally billed and paid, cardholders can also receive an individual memo statement to assist in reconciliation. We consistently meet our goal of mailing statements within three days of cycle close. Reporting PaymentNet can also generate several standard reports that contain all transactions made during a billing cycle: • Statement of ACCOL117t—This report provides a listing of previous cycle transaction information as well as accounting code allocations, transaction notes, custom fields, and transaction addendum detail when available. • TransactionSumrnarybyHierarchy—This report provides summary information on spend by hierarchy ar.d cardholders within a defined cycle/period. It includes the total number of debits and credits. total dollar amount of debits and credits, and the aggregate total of all debit and credit transactions and dolla.-s. Additional rFporting options are detailed below as part of section C., entitled "Reporting Capabilities". Roles and EntiO-menu with PaymentNet, the City can easily assign user access roles to determine what users are able to see and what actions they are able to take within PaymentNet. An access role is a three-part structure comprising role, hierarchy ID, and scope. The role assigned to each user defines applicable functionality (e.g., create new accounts or approve transactions). The hierarchy ID identifies the organization hierarchy location where the role is effective (e.g., division, department, or line of business). The scope defines the breadth of data to which the role has access (e.g., everyone in the division or just people in the department). PaymentNet offers several pre -defined access roles: • Auditor—Users have read-only access to all transactions, accounts, employees, and reports. • Cardholder—Users can view and manage their own transactions, profiles, and those reports specified by a program administrator. At your option, they can also make online payments. • Transaction Approver—Users have access to approve transactions. • Manager—Users can approve their departments' transactions and access reports specified by a program administrator. • Program Administrator—Users have universal access to all functions, including configuration features, and can view/modify all transactions, employees, accounts, and reports. This role can be customized to promote additional control throughout your organization. Additionally, approvers and/or administrators can reassign approval tasks if the approver(s) have been set up previously and have the proper scope and authority to approve the request. 13 .I. i� �To r (Yvan • 1 � � x-lfir- �, r If a user is assigned more than one role they will select which role they wish to function under. This allows the user to focus on the functions and tasks specific to the role they have selected. The user can easily toggle between their different roles easily and quickly. Length of Time Offering PaymentNet J.P. Morgan has three decades of experience in the commercial card industry—we began issuing commercial cards in 1985, and we have issued purchasing cards since 1992. The current version of PaymentNet is the fourth generation and was launched in 2010. System Upgrades System updates are made simultaneously to all of our clients. Approximately 30 days prior to any updates, the City will receive a notice regarding upcoming enhancements. A message will also be posted directly on the PaymentNet Welcome screen. Importantly, because PaymentNet is Internet based. there is no need to deal with time-consuming software—all upgrades are made on our server, so all users receive any updates simultaneously, with minimal or no additional effort on your part. 4. Provide a description of the hardware and software required to fully utilize the capabilities of the proposed Program and online/web-based program management system. What will be provided by Proposer and what will be required of the City for complete compatibility. PaymentNet is a fully hosted online solution that requires no client -side software and is accessible from virtually any secure internet browser. Current requirements for optimal performance include the following: �rOC25�C1' Pentium' or Celeron, 500 MHz processor (minimum) Operatin,g System Windows 7 Suopor ted Brows -2r5 PaymentNet is supported for use with: • Microsoftw Internet Explorer. 11 on Windows 7 • Microsoft Internet Explorer 10 on Windows 7 • Microsoft Internet Explorer 9 on Windows 7 • Mozilla,, Firefox 31 on Windows 7 J.P. Morgan encourages users to use a supported browser for the best experience. 14 JT - lorcran Browser Requirements Configure your Internet browser to accommodate the following: • Enable JavaScript • Allow cookies • Turn off pop-up blocking in your browser and within any other security software on your computer • verify your selected browser supports AES 128 -bit encryption security • Keep your "Trusted Root Authorities" up-to-date. Microsoft Internet Explorer (MSIE) users can obtain more information here: http://ww,,v.micros+_fi.com!do�,vnloads/detaiis.asp,(?Family1D=f814ecOe-eel-2-435e-99fS- 201)44d4531b0 • Support EV SSL (Extended validation SSL) certificates • Adjust cache settings (temporary Internet files) to automatically check for updated versions of stored pages. For MSIE instructions, see: i_iosoft.comi,vindow�;le/1e6,'u51n��hQWt�7/CuStoml2ing/clearcaclie.nispx"EAF Additional Software • Adobe5 Acrobat Reader" 4.0 or higher • Any file decompression software (for example, WinZipR) Microsoft Excel= 2003 or later is required to view and download reports, imports, and mappers klainnci / 512 Mb RAM (minimum), 1 GB RAM (recommended) Storage Capacity 300 Mb available free space after installation of operating system and browser (minimum), 500 Mb (recommended) 5. Identify Proposer's procedure/policy and timeframe for permanent cancellation or temporary suspension of procurement cards by the City? To cancel a card in real time, the City's program administrator can use PaymentNet. Within PaymentNet, accounts can be closed or marked as lost or stolen. Your program administrator can contact our program coordinator team to aid in this process. The City also has the ability to suspend a card temporarily by changing the spend limit to $1. This limit can be set to revert to the original amount on a date specified by your program administrator. 6. Describe Proposer's procedure/policy and timeframe for replacement of lost, expired or new procurement cards? Card replacement requests can be placed online using the account maintenance feature of PaymentNet. From the Account List page, this simple process requires just two clicks. Cards are processed on the same day when received by their pre-set processing deadlines. Cards are typically in the mail within five business days of request receipt, or sooner. Emergency Cards Emergency rush cards can be sent overnight to cardholders or your program administrator. The Rush Delivery Card report within PaymentNet helps you track online requests for expedited plastic. 15 J.fI N1 or(yan �� •! v� aL �L A cardholder can contact J.P. Morgan customer service for assistance in authorizing charges (e.g., hotel check-in) until the new card arrives. Furthermore, when a program administrator applies for a new card through PaymentNet, a card number is provided for instant use. 7. Describe training program(s) for program administrators, approvers, cardholders and various roles of program participants. To meet our clients' training needs, J.P. Morgan offers tailored introductory sessions and ongoing supplementary webinars as well as a variety of educational materials to support all program users. We deliver our training courses through customized webinars. This approach allows for a virtually unlimited number of participants and makes it easy to accommodate scheduling preferences without requiring attendees to travel, obtain special equipment, or arrange for large meeting spaces. For your initial training, one of our expert trainers will consult with the City's program administrator, in collaboration with the J.P. Morgan implementation team, to perform a needs assessment and create a webinar based on your goals and existing processes. We will then conduct training for your program administrator and system support staff once your program goes live. The session typically lasts half a day and covers all key elements of PaymentNet, highlighting the specific steps, tasks, and features that will be most valuable for your operations. 16 J.P:NIor(;an 1 C •r�l iY� For ongoing training, our training team members will continue to provide assistance throughout the life of your program through the following: • Supplemental tailored training sessions—Whether for program administrator enrichment or natural program evolution, we can provide instruction tailored to your organization's specific ongoing needs. • Monthly topical webinars—After initial program rollout, the City can participate in monthly conference calls and webinars. • Program administrator training—We offer specialized training for existing clients that add new program administrators. • Cardholder training - Although webinars are designed for program administrators, as part of these sessions, a trainer will also address cardholder functionalities and ensure program administrators are prepared to educate cardholders on our user-friendly systems. In addition, we provide resources for cardholder training and advice on best practices. • Training materials— J.P. Morgan provides quick reference cards for frequently used processes, user guides, help files within PaymentNet, and more. 8. Describe the process for disputing fraudulent transactions. Most erroneous charges can be corrected by calling the merchant, avoiding the dispute process entirely. To initiate a dispute through J.P. Morgan, we have a straightforward dispute initiation process that manes it easy for the City to initiate disputes. Throughout the dispute resolution process, the J.P. Morgan Disput?s Team will act as advocates on your behalf. We recommend that the City initiate all disputes via phone, as this enables our specialists to discuss the issue with the cardholder and provide the most comprehensive support. Cardholders can contact our customer service department by calling cardholder service. Disputes can also be initiated online in PaymentNet or by email or mail. Dedicated personnel handle the reporting, tracking, and resolution of disputes worldwide and keep cardholders informed about dispute progress by phone or through written notifications. In general, disputes must be made within 60 days of the transaction date; the specific terms vary according to each client's contract. Dispute resolution typically occurs within 5 to 60 days of initiation, depending on the nature of the dispute, and we regularly exceed our goal to resolve 65% of disputes within seven days and 88% within 30 days. When you notify J.P. Morgan of a disputed transaction, disputed amounts are placed in a dispute status while under investigation. The disputed transaction is not subtracted from the minimum payment amount. Cardholders are expected to pay for the disputed amount while under investigation to avoid late fees and/or finance charges. We do not issue interim credits for disputed transactions. Whether a temporary credit is applied during a dispute depends on a number of factors, including the processor and the City's contract with J.P. Morgan. If a dispute is resolved in the city's favor, we will credit your account. This credit is processed just like a transaction and will appear on your next statement. If the dispute is resolved in the merchant's favor, the suspended charge will leave the dispute status and the charge will be due. 17 J.P. Morgan Initiate dispute by phone (recommended) If resolved in client's favor, credit appears on next statement Intiate dispute via alternate method (email, mail, etc.) If resolved in merchant's favor, charge appears on next statement Initiating a Dispute by Phone Cardholders who are uncertain how to submit a dispute should contact our customer service team by calling the number on the back of their card. The customer service specialist will walk the cardholder through the process to initiate a dispute. A dispute analyst will review the case and follow up with the cardholder. They have access to additional tools and information to facilitate the process, such as mediating a conversation between the cardholder and the merchant for immediate resolution, which is often the best approach. This gives the analyst an opportunity to more fully understand the concern and better assist the cardholder. We recommend this process for more complicated disputes. is J.PMorgan Online Dispute Initiation in PaymentNet Users authorized by the city to initiate disputes in PaymentNet can do so using a pre -populated form. The user simply selects a dispute reason, follows the prompts to input additional information, and clicks "submit" to transmit the form to our disputes department. PaymentNet enables employees to track disputes initiated through PaymentNet online. Color -coded indicators on the transaction screen mark steps in the dispute process. After a dispute has been submitted, a yellow indicator appears next to the transaction. When it has been assigned to a dispute specialist and is actively being worked on, the indicator changes to red. After the dispute is resolved, the indicator turns green. Your program administrator can also run the TransaCtiorl Disputes by Hierarchy report to see the status of all open disputes. Dispute Initiation by Email or Mail We offer a standard form that cardholders can send to us via email or mail in order to initiate a dispute. Cardholders can also initiate a dispute via email without using the form. The dispute will be initiated when we receive the form, and a disputes analyst may contact the cardholder via phone or email for additional information. We will provide the standard form to your program administrator; it can also be obtained at any time by calling our disputes department. Cardholders should include his or her name and account number along with the transaction details of the disputed charge and their reason for disputing the charge. Details of any efforts they have made to resolve the dispute with the merchant on their own should be noted. Cardholders should also provide additional documentation, such as receipts, during the dispute resolution process. 9. Describe the types of additional educational program(s) and materials Proposer will provide to the City for updates to website, reporting and enhancements of Program. Educating the City cardholders about proper use of cards is the most effective way to ensure that cards are used for legitimate business purchases. We will work closely with your organization to develop effective communication and training tools that accommodate your objectives. In conjunction with ongoing training, we recommend that the City develop formal policies and procedures governing your commercial card program. We will assist you in preparing such documentation. To further assist you with cardholder compliance, we offer a wide range of card controls, enabling your organization to efficiently manage adherence to your internal policies. 10. Describe Proposer's method of testing and notification of system upgrades prior to deployment. A test plan is created for each program deployment. We have dedicated quality assurance professionals who execute the test plan using both manual and automated testing methods. Test progress is measured in terms of coverage against the test plan and defects found during testing. If defects are discovered, they are reviewed on a daily basis by a team comprising quality assurance, development, product management, and client relations personnel. Any significant issues affecting either product quality or scheduling are immediately communicated to senior management. System Upgrade Notifications Approximately 30 days prior to any updates, the City will receive a notice regarding upcoming enhancements. A message will also be posted directly on the PaymentNet Welcome screen. Importantly. because PaymentNet is Internet based, there is no need to deal with time-consuming software—all upgrades are made on our server, so all users receive any updates simultaneously, with minimal or no additional effort on your part. 19 J.P. Morgan 11. Describe billing options available. As a best practice. J.P. Morgan offers central billing and payment for purchasing card programs. Under this structure, your accounting department will receive a central invoice and make one payment to J.P. Morgan. Individual cardholders can receive paper or online statements that contain transaction details but show a zero payment due on the individual account. J.P. Morgan offers 26 billing cycle closing dates, allowing you to select the date that is most appropriate for your calendar. This date can vary for each subsidiary that has its own accounting system. Billing runs on a 30 -day cycle with payment due 14 days after the end of the cycle for purchasing cards and 25 days after the end of the cycle for corporate (travel) cards. There are several flexible payment options, with shorter payment cycles tied to reduced credit exposure and improved rebates. 12. Describe payment options/terms. Payment options are driven by the Billing and Payment setup rather than program type. Programs that are setup to consolidate billing on one or more central bill accounts can take advantage of the following payment options: Central Bill/Central Pay • Auto Debit—J.P. Morgan will electronically withdraw payment from a designated checking or savings account • ACH CCD or CCD+—This option is for a single ACH payment made to a single central bill account, a ,host card aCCCLtnt, or single -use central bill account • ACH-CrX—one lurip sum payment can be allocated to multiple billing accounts. Typically used when a company has one or more central bill or individually billed accounts that they would like to pay in one transaction. The a.-COLlnt payment details are included within the addenda records of the ACH CTX transaction. • online through PaymentNet/direct debit (online ACH)—Cardholders can authorize ACH payments to be taken directly from their bank accounts. To set up this process. cardholders enter their ABA number, checking account number, and checking account name. • Check—Checks can used for consolidated or individual payments 13. Describe how cardholders and the Purchase Card Administrator receive monthly statements. Will statement be available online? Cardholders can use PaymentNet's online statement functionality to view electronic versions of their statements. Statements are available for viewing 48 hours after the billing cycle ends, which means that there is no need to wait for hardcopy statements in order to make payments. Cardholder access to the online statement and payment feature is granted by program administrators. Cardholders can then use PaymentNet on an ongoing basis to make payments from their own checking or savings accounts. Payments, which can be made to any account for which the user has payment privileges. are posted within 24 hours. 14. Describe Proposer's capabilities with respect to mapping and G/L interfaces to various accounts payable and general ledger systems. J.P. Morgan has extensive experience in mapping commercial card data, and our flexible technical integration capabilities will allow the City to import your transaction information into your financial system daily, weekly, monthly, or by billing cycle. 20 111)lorc an We offer three file options to fit clients' data formatting needs: a standard transaction file, a flex mapper utility, and an internal development tool called the Data Extract Utility (DEU). The standard transaction file and flex mapper allow clients to run files without additional assistance from J.P. Morgan, while our DEU is available for clients with more extensive or complex requirements. We have provided information on all file options below for the City's review. Slapper Dptail Conbnw l4uiry 6u�k • 14=ran hy,l D. EjTransacbon Types to IncluJe • Transactions Only Transactions and Payment Nark Records as Exported? (empress Output> ndd,tional Tn.aa �bficatwn ScheJole to n,n automats auyr aul„inouc.afy Mari, mapper .,s +u„ es.h,l r...quen.y .. v U.,y Standard Transaction File Our standard transaction file is designed for clients that want to load data into their own systems without additional assistance from J.P. Morgan. This static, tab -delimited file is available within the PaymentNet user interface and contains more than 700 data elements, giving you access to a wide range of details, including transactions, merchants, chart of accounts (when applicable), and reporting hierarchy. if merchants have passed level Ili or enhanced data with transactions, that information is also included in the file. This file option is available through the user interface, and may be created and generated through the mapper utility. We also provide technical resources and a developer's guide to help you easily map data elements. Flex Mapper J.P. Morgan's flex mapper offers 90 data elements (65 standard data elements plus custom fields created by the user, up to the maximum of 25 custom fields), making it most useful for clients that require only basic transaction information. tike the standard transaction file, the flex mapper allows you to build and maintain files without J.P. Morgan assistance, with files available through the PaymentNet user interface. The flex mapper also allows you to determine which elements are exported, the order in which they are arranged, and the file format. This file option is offered at no additional cost, and our PaymentNet user guide will help you easily utilize the file and see which data elements are accessible with this method. 21 J.P.Morcran Data Extract Utility J.P. Morgan's DEU was developed for clients that require more extensive capabilities than those offered by our flex mapper. With the DEU, the City can develop file specifications that will be built and delivered by J.P. Morgan at no additional cost. The DEU allows for output fields to be grouped together, calculated fields and counters to be used within the mapper, and a vastly expanded range of data elements to be utilized, including transaction, order, and account elements. Level III data (as well as almost every other piece of data displayed in the PaymentNet user interface) may also be accessed with the DEU. Additionally, the tool offers a broad choice of formatting and file output options. 15. Identify any additional procurement card related services not otherwise identified in this Solicitation that the Proposer may offer to the City. The City requests that Proposer's offer any option or value added services which would enhance the Program. J.P. Morgan is pleased to present additional services for review and consideration by the City of Miami. These services are proposed to augment and complement the requirements included in the RFP. Virtual Card Functionality using Single -Use Accounts (SUA) Manage your payment process more efficiently, using an electronic. credit card-basedpayrnlent method. Single Use Accounts (Virtual Cards) can help reduce the City's costs and transform traditional areas of expense into potential revenue generators. J.P.Morgan 22 A P. vlorgan r Arf I r+r Benefits of an SUA solution include the following: • Replacement of less efficient payment methods (example: paper checks) • The flexibility, float, and rebate of a purchasing card coupled with powerful payment control, anti- fraud. and reconciliation features • Increased payment processing efficiency through automation and integration, improving record accuracy and shortening reconciliation periods while providing security and visibility throughout the payment cycle • Financial returns in the form of a rebate • An efficient way to hold on to cash longer while paying suppliers sooner Client Campaign iManagement The J.P. Morgan Client Campaign Management team specializes in transitioning card -accepting suppliers from their current payment type (e.g., checks or traditional cards) to single -use accounts. This team will work with the City to analyze your supplier base, identify the vendors most likely to move to electronic payments, and recruit your targeted suppliers using a strategy customized to fit your organization's unique business needs. Ventnor Expansion J.P. Morgan has an established program to recruit businesses for purchasing card programs through our partnership with Commerce Solutions, the payment processing and merchant acquiring business of JPMorgan Chase. After initial enrollment, Commerce Solutions can handle ongoing one-off requests via email or telephone. Once an account has been approved for acceptance, it will appear on a report of participating vendors provided to you each month. '16. Confirm that the procurement cards are MasterCard with the option of customization. Confirm Proposer's ability to issue cards with individual card numbers, with multiple departments, under a single citywide account. Provide a sample card. Going forward, the City's cards will be issued in association with MasterCard, only. The standard card design for our Purchasing Card is dark blue. The left margin of the card is silver with the program type printed. Plastic Embossing There are four lines available on the card for z embossing. The first three lines are reserved for the account number, expiration date, and z cardholder name. The fourth line is for client use W and offers up to 21 custom characters. This line Of can be used for an agency or department name, a tax ID number, or a combination of both. Each card is embossed in silver with the account number, cardholder name, and expiration date. 23 J. P. NIoruan Chip Cards We recognize that industry changes and customer needs are driving adoption of chip functionality for commercial cards. In addition to enhanced security. chip cards promote broader acceptance internationally and in the U.S. as chip technology is more widely adopted by merchants. With this in mind, we're now offering the convenience and security associated with chip technology as a part of our card programs. Logo Cards We can add your organization's logo or seal through a "hot stamp" process. Through the hot stamp process, we can print your organization's logo or seal on the front face of the card along with additional information that will not fit within the standard embossing lines, such as the words "For official Use only" (all components of the hot stamp will be combined into one image). The final design must be approved by J.P. Morgan. Individual Invoices to Multiple Accounts the City can create a PaymentNet hierarchy that supports multiple divisions, with each division's accounting structure separate and independent from other areas of your organization. PaymentNet can also accommodate up to 100 charts of account, and each chart of account can have 30 segments. C. Reporting Capabilities 1. Describe the various reporting options and the level of report detail Proposer's program offers, and describe how these reports can be tailored to meet the requirements of the City. The following are a few of the basic types of reporting the City require: a. Transactions listed by individual procurement card. b. Transactions grouped by department. c. Transactions grouped by account number. d. List the number of levels of both detail and summary reporting. e. Exceptions/violation attempt reports within 24 hours of transaction. f. Weekly/biweekly/monthly frequency reporting. g. Customized reporting for various roles. h. List transaction by vendorlmerchant and/or MCC codes. L Provide billing cycle up to and including one (1) full year. j. List of disputes, status and resolution. Using PaymentNet, the City is able to access a suite of standard reports to help you easily monitor and manage your card program. In addition to enabling the City to see what your cardholders purchased and from whom, PaymentNet's suite of standard reports addresses the most common user -specific needs: Program administrators—Manage employees and accounts, review and approve transactions, assess policy compliance, and analyze spend composition Cardholders—Run mandatory reports at the end of each billing cycle, review transactions, and print data for expense reports 24 JT Ivlor(ran Report Types To assist with various program management needs, PaymentNet reports are categorized by types of data: • Transactions—Transaction reports will allow your program administrator to monitor program spend (e.g., view summary, analytical, and detailed information), as well as assist with commodity spend penetration, cost control monitoring, expense allocation, expense reporting, purchasing control compliance, and line -item purchase analysis (using level III data). In addition, authorized cardholders can run these reports to view transaction details for reconciliation purposes. • Accounts—Account reports will allow your program administrator to manage cardholders and their accounts (e.g., assign cardholders to hierarchy positions, request cards, run delinquency reports, or view an account's status, credit limit, and balance). • Administration—Administratioii reports will assist your program administrator in the day-to-day management of your program (e.g., run reports on user details or spend policy compliance). • Cardholders—Cardholder reports will allow your program administrator to manage employees or accounts (e.g.. verify that transactions have been reviewed or track a cardholder's profile details, account status information, and account limits). • Merchants—Your program administrator can use merchant reports to look for spend patterns that can support organization -wide decision making and vendor negotiations (e.g., view 1099/socio- economic reports or spend at preferred merchants). L_t�l I. lil(I ISI ti� �r"��Ill :Ei rt:n; PaymentNet receives and displays all levels of transaction data passed by merchants, including line -item detail. This provides the most accurate information available to the City. The benefits of exploring all transaction data elements include: • Increased spend visibility • Improved compliance • Reduced expense processing costs and time • Better management of travel budget restrictions The exact level of data captured at the point of sale is dependent on terminal setup. Through our associations with MasterCard, we continually work with merchants to increase the level of data transmitted in transactions. 11,, , ) ,) -,l 5.2 million locations in the U.S. and Canada are level II capable—Transaction detail includes transaction date, post date. total purchase amount, supplier name, supplier city/state. supplier MCC, a unique transaction reference number, card acceptor tax ID, total sales tax/VAT amount, and optional purchaser accounting code (up to 17 digits). Approximately 369,181 merchants in the U.S. and Canada are level III capable—These merchants provide true line -item detail for every transaction, including all level II data plus product code, item description, unit cost, item quantity, item unit of measure, merchant order number, discount amount, freight/shipping amount, ship -from zip code, ship -to zip code, order date, and a commodity description code. 25 J hlNlor(ydll Exceptions Reporting the City's program administrator can view real-time authorization and decline information through PaymentNet. However, please note that account balance information is only updated in the system after merchants have submitted transactions. If you require immediate balance details, your program administrator can contact our program coordinator team to obtain this information. Frequency All reports can be run on demand, but to save time, users can also schedule reports to run automatically. Users can elect to receive email alerts when scheduled reports are ready to view. the City can download them in PDF, Excel, or comma -separated values (CSV) format. Configurable Reports PaymentNet provides flexible reporting and data distribution to evaluate card usage, audit for adherence to business rules, and negotiate with vendors. Configurable reports are instantly accessible, with parameters you can tailor to your unique goals, requirements, and internal audiences. PaymentNet offers several ways to configure your reports that will display your critical criteria and assist you in getting to the information you need quickly and efficiently. After you have selected a report, our reporting tools allow you to narrow its scope: • Date range—Select a date range defining the information you would like to view. • Criteria—Specify the type(s) of data included in the report, including a date range. • Hierarchy—Select the report's hierarchy level. • order by—Choose how data will be sorted (PDF format only). After you have set up your preferences, the selections can be saved by giving the report a unique name. You can create as many different configurations of a standard report as needed. RYyu1t DYt•11a naarr ,r ,M •rr ... ■�M anra..a1 �. .:-r r tunyn.r faYrpaal L- ntsaa,a I.tld Ilpe�.Yon Yalue � �� jrr.i...r a•.i.l 1L.Iw tpr.v... '�;�� • , r. r- � .. v -.. , , v of s�ke..s. to taw, n.aeor...a.a.•. r' 26 J. P NI o rgan All reports can be downloaded in Adobe PDF, Microsoft Excel, or CSV format. Reports can be run manually or scheduled to run daily, weekly, monthly, or by cycle. PaymentNet can also email a user once the report is ready to be viewed or downloaded. Employee access to standard reports in PaymentNet can be modified by the city's program administrator based on the system roles assigned to each user type. Sensitive data in reports is also restricted based on the scope -of -view assigned to each user. Vendor Reporting PaymentNet features three types of vendor spending reports to assist with detailed spend analysis: spending analysis reports, merchant information reports, and merchant profile reports. rj If the City requires an analysis of an industry that is not automatically offered in the standard reports. you can change the MCC of any report to match your requirements. You can then save the report for that particular industry and re -run it at any time. ,LI_1"Ch.lr7tlR%Or"r17,7R�)rl ,4?�7pr i5 These reports are excellent in assisting with decision making and rate negotiations. PaymentNet also provides reports that detail spend by MCC; these reports are good tools to determine spend allocation among different merchant classes. These reports track information such as 1099 and socio-economic detail. vendor data received by PaymentNet is passed by the merchant and verified by the merchant's acquiring bank. If the merchant does not pass this data, PaymentNet gives your program administrator the ability to manually add information in the merchant profile section. Moreover, PaymentNet receives updates to merchant data from Visa and MasterCard on a monthly basis. Historical Information PaymentNet reports can be generated with up to 24 months of historical data (audit data is archived after 12 months). We further maintain up to seven years of basic transaction information that can be retrieved by contacting your Relationship Manager, Laura Green. Disputes Users authorized by the City to initiate disputes in PaymentNet can do so using a pre -populated form. The user simply selects a dispute reason, follows the prompts to input additional information, and clicks "submit" to transmit the form to our disputes department. PaymentNet enables employees to track disputes initiated through PaymentNet online. Color -coded indicators on the transaction screen mark steps in the dispute process. After a dispute has been submitted, a yellow indicator appears next to the transaction. when it has been assigned to a dispute specialist and is actively being worked on, the indicator changes to red. After the dispute is resolved, the indicator turns green. Your program administrator can also run the Transaction Disputes by Hierarchy report to see the status of all open disputes. 27 J. P .Mortian D. Fees/Rebates Describe in detail all charges that may be incurred by the City in fulfilling requirements for duration of the initial contract period, to include fees for implementation, maintenance, account administration, systems, late payment fees, and any other required costs of the Program. The City's program is based on a competitive rebate structure driven by spend, rather than line item service costs. Additionally, as your incumbent services provider, we can help the City avoid the expense associated with program conversion. For additional detail, please refer to Exhibit 5- Financial Proposal. 2. Describe in detail the structure for payment of volume -based rebates to the City, based upon the total purchases via the procurement card on an annual basis. For additional detail, please refer to Exhibit 5- Financial Proposal. 3. Describe in detail all possible incentive and prompt payment programs, if available, that encourage and reward the City. For additional detail, please refer to Exhibit 5- Financial Proposal. NOTE: 1. Fees/rebates shall not be adjusted at any time during the initial term of the Contract unless the City requests and agrees to contractual changes. J.P. Moran will notify the City in writing of any changes to your fee or rebate structure. Unless we are notified by you to the contrary, J.P. Morgan will continue to issue cards under the terms of your Agreement and the changes contained herein. The continued use of your cards is evidence of your agreement to be bound by your new fees in accordance with the terms of the Agreement. 2. Rates for option to renew period shall remain the same unless adjustments are agreed upon by the City and successful Proposer. Agreed. 3. All Fees and/or finance charges shall be waived during the Pilot implementation of the Program. Not applicable. The City is a current client, eliminating the need for a true pilot program. 28 J.11 Morgan Responses to Scope of Services Requirements The City of Miami (City) is seeking proposals from competent banking institutions to provide a Procurement Card Program that will allow the organization to make purchases through the use of a commercial card. The successful Proposer shall have a qualified team of professionals dedicated to the successful implementation, on-going management, support and improvement of this Program. The proposed team shall be comprised of experienced professionals knowledgeable in the use and implementation of procurement card programs and be able to provide resolutions to problems that may arise. The team shall be led and supervised by a professional with a comprehensive amount of experience in the implementation of procurement card programs/services for governmental agencies, hereinafter referred to as the "Project Manager." The City will continue to be supported by a dedicated relationship team comprised of experienced professionals committed to understanding your business, attentively listening to valuable feedback and proactively providing targeted ideas to energize your financial operations. Laura Green Vice President Commercial Card 847-488-5740 laura.l.green(@jpmchase.com Charlie Strader, CTP Vice President Treasury Services 407-236-5392 charlie.strader@jpmorgan.com Ralph Hildevert Executive Director Commercial Banking 305-579-9320 Ralph.Hildevert@jpmorgan.com Together, vie will gladly provide whatever information we can to assist with your assessment of our Commercial Card program. Implementation of the Program shall be in two (2) phases. Phase 1 anticipates the Program will run as a pilot in an effort to test the program/system using a few members of the City staff. The pilot should consist of no more than three (3) months. Phase 2 will be the full implementation of the Program to all approved procurement card users and approvers. Following the pilot period, and based on an evaluation of the Program's success, the Program will be available for use by all eligible and approved users, at the City's sole discretion. As your incumbent service provider, we can help the City avoid the expense and time commitment associated with a complete program conversion. We understand your business and have the appropriate systems and resources in place, eliminating the need for a true pilot process. The City is able to determine which employees can be participants in the card program and provide the appropriate entitlements based on user role. The Program shall permit designated/approved employees to make purchases for equipment, materials, supplies and services. The single purchase maximum limit for each transaction shall be $2,500.00; $10,000.00 per day; $20,000.00 per month. The Program shall include controls to allow oversight of procurement card use including, but not limited to, initial approval, final approval, review of transactions made, statement generation, reporting, and revocation of authority of individual card users through the use of an online/web-based program, Employees designated as either cardholders, approvers, or administrators shall be trained in all aspects of procurement card use and in the responsibilities of the participating department and the successful Proposer under the Program. Those parameters shall be further defined and mutually agreed to by the City and the successful Proposer within the Contract. Agreed. 29 J.P.Morcr n Responses shall address Electronic Data Interchange (EDI) and communication with respect to transfer of information between the successful Proposer and the City. The City intends to use the most appropriate standards issued by the American National Standards Institute for EDI. We support multiple secure communications protocols based on our clients' needs. Clients using public network connectivity must employ a minimum of 128 -bit AES encryption, and we recommend the use of control records in custom file feeds to ensure that the receiving application can determine data completeness. Secure Online Account Management PaymentNet's system and network architecture are specifically designed to promote the highest level of industry security standards while still offering unlimited user access. PaymentNet security is based on digital certificate technology that utilizes certificates issued by recognized authorities, and Internet -based access is restricted to secure, encrypted browser sessions using 128 -bit SSL. Additional security measures include the following: • Web servers protected by multiple, redundant hardware • Firewall equipment and hardware augmented by an intrusion detection system • No remote access by unauthorized third parties • All servers on internal network segments, not accessible from the Internet • Data transfers based on SSL (default) or custom encryption arrangements made on a client needs basis (PKI, PGP, etc.) To control data and network access, we have established several strong authentication measures, including the following: • PaymentNet uses an ID naming convention consisting of a three-part key: organization ID, user ID, and password. Password entry is masked on all input forms. • Program administrators can set passwords. Once created, a password is stored as a one-way encrypted token, and the actual password cannot be retrieved. • Security event logging/monitoring for authentication and authorization failures can be provided to clients on administrative reports. • File permissions are set on an as -needed basis and are frequently reviewed. PaymentNet uses industry -accepted encryption procedures, including: Encryption in all communications with the PaymentNet site or FTP server SSL for all HTTP; PKI, PGP, SecureExport and similar methods for file transfer and storage Typical: SSL 3.0, RC4 with 128 -bit encryption (high); RSA with 2048 -bit exchange Session A,Mo l.'iemenr Methods for session management include: • Session timeout features and timeout period • Session management values established by use of a random user session ID and deleted at session termination • Access to information beyond the login screen secured from access after session is completed by application authentication against a session token on each page request • Memory -based cookies used to manage session ID • Persistent cookies used for local ID retention only 30 J.P.Morc-an The procurement card provided by the Proposer must be a MasterCard, which is accepted by a wide variety of businesses offering goods and services within and outside of the State of Florida. Agreed. The Program must also allow, through the use of an online/web-based program, the ability to carry out the following, but not limited to, real-time actions: 1. Review transactions/purchases made on a daily, weekly and/or monthly basis. 2. Generate and print transaction detail reports (which must include General Ledger ("G/L") codes) on a daily. weekly. and/or monthly basis. 3. Review online disputes. 4. Download transaction information into the City's accounting system without the need for manual entry. 5. Generate various file formats for data analysis (Example: PDF, Excel, or Other). 6. Maintain and update cardholder information. 7. Track cardholders spending activity. 8. Schedule reports to run automatically. 9. Generate a Transaction Summary Report. The City's current card account management system, PaymentNet (courtesy of J.P. Morgan), is able to provide each of the services outlined above. Procurement Card Format The successful Proposer shall provide a card format distinctive to the City of Miami with the following minimum elements: 1. MasterCard is the type of procurement card required. 2. The name, City of Miami, and the City logo on the face. 3. The phrase, "For Official Use Only" on the face. 4. The phrase, "Sales Tax Exemption Number 85-80127401250-1." 5. The successful Proposer's 24-hour toll free help line telephone number shall be printed on the back. 6. There shall be no reference to Automatic Teller Machines (ATMs), or other advertising. 7. Layout and artwork shall be subject to approval of the City before distribution begins. Agreed. Please note that at the City's request, we've recently made changes to the City's card format. If the City opts to update the card format in the future, we are able to accommodate the City's requirements as long the standard logo format is used. 31 J Mor( an Ultra;7raphic Log-) Guidelines Z 4 S CL In addition, the City may elect to use the second embossment line to include supporting text, provided that any additions fit within established character limits. Requirements of the Proposer Successful Proposer will screen payment inquiries to eliminate unauthorized charge types or requests. Successful Proposer will implement and include detailed cardholder profiles and procurement guidelines per City policies and procedures, statutes, and rules. If applicable, successful Proposer will provide required invoicing, credit, and remittance transaction EDI files and Electronic Funds Transfer ("EFT") capabilities for interface with the City's accounting system. Successful Proposer will provide both valid and rejected data transaction activity and statistics on compatible report file layouts for City user reporting facilities. Successful Proposer will provide adequate user login and access security controls, and shall ensure that an appropriate level of security is established and maintained in connection with the service provided pursuant to this Request for Proposal. Agreed. Please note that in terms of data transmission, the City is currently set up to initiate and receive secure file transmissions. J.P. Morgan offers several file feeds customized for accounting software packages, as well as a range of data transfer options, including FTP, VAN for EDI files, XML, and HTTP over 55L. Also, payment options are driven by the Billing and Payment setup rather than program type. Programs that are setup to consolidate billing on one or more central bill accounts can take advantage of the following payment options: Central Bill/Central Pay • Auto Debit—J.P. Morgan will electronically withdraw payment from a designated checking or savings account • ACH CCD or CCD+—This option is for a single ACH payment made to a single central bill account, a ghost card account, or single -use central bill account • ACH-CTX—One lump sum payment can be allocated to multiple billing accounts. Typically used when a company has one or more central bill or individually billed accounts that they would like to pay in one transaction. The account payment details are included within the addenda records of the ACH CTX transaction. 32 1P. Nfor(yan Online through PaymentNet/direct debit (online ACH)—Cardholders can authorize ACH payments to be taken directly from their bank accounts. To set up this process, cardholders enter their ABA number, checking account number, and checking account name. Check—Checks can used for consolidated or individual payments Individual Bill/Corporate Pay Individual Bill/Corporate Pay programs require payment options that support a single payment with instructions to distribute the funds to multiple accounts. This could apply to travel or purchase programs. We offer the following travel card payment options: • ACH-CTX—One lump sum payment can be allocated to multiple individually billed accounts. Typically used when a company makes payments to their employees' individually billed T&E corporate cards, however this payment type can be used for any card program with one or more billing accounts. • Bulk Payments Transmission Files - If the ACH CTX is not a payment option you can support, we offer standardized file formats which contain the instructions for applying the payments. These files are transmitted to the bank and funds are sent separately via ACH CCD. • Check—Checks can be used for consolidated or individual payments t. Control/Restrictions The successful Proposer shall provide a plan to address available controls and restrictions to prevent the use of cards as may be designated by the City. The Procurement Director, Procurement Card Administrator, and the authorized participating department will determine hove the cards will be used. consistent with the conditions of the RFP, terms of the resulting Contract, procurement card policies and procedures, and within the transaction dollar limit of $2,500.00 per transaction, $10,000.00 per clay, $20,000.00 per month. The City shall bear no liability for lost or stolen procurement cards or fraudulent transactions or those exceeding the maximum dollar limit. Cash advances or cash refunds are strictly prohibited. Agreed. Liability for Card 1,Iisuse or Abuse Liability for commercial card charges resides with the organization; as a precautionary measure to protect the City, J.P. Morgan requires that all commercial cards be used only for business-related expenditures. In general, liability includes the amount of all transactions made using authorized cards. However, the City can effectively minimize liability from employee misuse or abuse of funds by setting appropriate card limits. Mitigating Liability the City is protected from fraud if you contact J.P. Morgan immediately when you suspect a card has been lost, stolen, or compromised. Once notified, J.P. Morgan will promptly cancel the account. Subject to the terms and conditions outlined in our attached financial proposal (Exhibit 5), the City will not be liable for fraudulent transactions made on that account. Merchants that do not follow transaction authorization procedures can be subject to chargebacks. If there are fraud losses, they are typically netted out of the program rebate opportunity. 33 J. P. Morgan 2. Training The successful Proposer shall develop and implement a City specific training program covering initial and follow-up training. On-site training at City designated site(s) must be conducted by successful Proposer. At the City's sole discretion, training may be conducted at successful Proposer designated site if necessary. For purposes of this RFP, the successful Proposer shall provide details and confirm that the training program to be provided will accomplish the following: 1. Allow all users to understand the overall nature of the Procurement Card Program and its benefits. 2. Allow all users to understand the City's financial responsibilities and billing and payment procedures. 3. Allow all users to understand his/her role, to certain responsibilities and online/web-based program abilities, in relation to being a procurement card user, approver, and/or an administrator. 4. Assist in developing periodic internal reports. The successful Proposer shall continuously develop updated training materials for ongoing internal use during full scale implementation. The successful Proposer shall also address other remote training options in its response. Train and inform Procurement Card Administrator in card program best practices. Provide the Procurement Card Administrator with helpful resources such as sample procurement card policy manuals and cardholder agreements. Agreed. A training overview is included with this response as part of Section B., entitled "Technical Approach/Transition", specifically under item 7. 3. Issuance of Procurement Cards The successful Proposer will be responsible and accountable for issuance of all procurement cards directly to the Procurement Department. Agreed. 4. Support Services The successful Proposer shall provide at "no cost," a customer support service to the Procurement Card Administrator, Finance Department, and cardholders. Support shall include, but not limited to, the following features: Toll Free Help telephone line(s) and numbers for assistance and for reporting and canceling lost or stolen cards. The successful Proposer's customer support services toll free telephone line shall be available 24 -hours, 7 -days per week basis. The successful Proposer's customer support services shall be staffed and available in such a way that all calls will be answered by a live person in 7 -second or less after the call is setup, when a cardholder dials for inquiries concerning billing or services. Toll Free telephone line and number to account representatives for inquiries involving accounts, billing and services 8:00 AM — 6:00 PM Eastern Time excluding weekends and State of Florida designated holidays. The City's cardholders receive 24/7/365 support from our commercial card call centers. our customer service specialists are available to answer questions, resolve issues, and make sure your employees have access to the support resources they need whenever and wherever they do business. J.P. Morgan's service personnel are 34 J-P)dorcran held to some of the highest standards in the industry, and our service organization is entirely dedicated to commercial card support—customer service team members do not handle consumer cards or other bank products. All customer service is conducted domestically—we do not offshore support. Technical Support The Client Application Support (CAS) team is your first level of help desk technical support. Available from 8:00 a.m. to 7:00 p.m. Eastern Time Monday through Friday with on-call emergency support available 24 hours per day, seven days per week. this knowledgeable team can resolve most concerns within the first call. The CAS team will assist the City in addressing program -specific software functionality issues, including: • System error messages • System outages • System slowness • Inability to access modules • Actual results that are different than expected results • Defect and incident updates • Association (MasterCard) issues 5. Disputing Billings, Questioned Items, and Chargebacks Successful Proposer shall provide a non -charge (transaction fee/plus late fee interest) method for resolution of disputed billings. Proposers shall include a description of their disputed billings process. Proposer shall propose detailed methods for handling questions concerning charges or credits. Provisions for handling questioned items should include the following: 1. How to handle questioned or disputed charges or credits. 2. How to adjust the account pending resolution of the questioned or disputed item. 3. How to process adjustments for items resolved in favor of the City. Agreed. The Dispute process is outlined as part of Section B., entitled "Technical Approach/Transition", specifically under item 8. 6. Charges in Cardholder's Account Only the Procurement Card Administrator will be permitted to make changes to information in a cardholder's account. Such changes may include card expenditure limits set for each individual card holders, transaction limits, procurement restrictions, cardholder name, billing address or telephone number and termination or non -renewal of a cardholder's account. Agreed. 35 J.P Morc an 7. Lost or Stolen Cards The cardholder and/or Procurement Card Administrator will immediately report lost or stolen procurement card(s) to both the Procurement Department and successful Proposer. The successful Proposer will provide a 24-hour toll-free number to the cardholder and Procurement Card Administrator for reporting lost or stolen cards. The successful Proposer must also replace lost or stolen cards at "no cost' within five (5) to seven (7) business days after notification of the loss by the cardholder and/or Procurement Card Administrator. The successful Proposer must specify the time frame between receiving the report of a lost or stolen procurement card and mailing a replacement card. Such reports may be via e-mail, in writing or verbally with written follow-up. The City shall not be liable for any charges after the card is lost or stolen. In the event of card loss, theft, fraud, or misuse, the City should notify J.P. Morgan immediately. We will promptly cancel the account to prevent further program liability. Our customer service team is available 24/7/365 to cancel lost or stolen cards and reissue new plastic as needed. Delivery of new cards is made within five to seven business days. If a rush card replacement is requested, a card can be delivered within one to two days. Depending on contract terms, a $25 fee may apply. 8. Card Termination or Cancellation The Procurement Card Administrator shall have the authority to cancel/terminate a card. The Procurement Department will, in turn, notify the successful Proposer of the card termination or cancellation. This notification may be in writing, via fax, e-mail, through the use of the online/web-based program, or verbally with written follow-up as soon as possible, or as otherwise provided for in the Contract. The City shall not be liable for charges incurred after written, faxed, electronic or verbal notice to the successful Proposer regarding the cancellation of a card account. As part of its procedures, the City will recover, whenever possible, cards issued upon termination, retirement, discharge, or resignation and will destroy the card when recovered, and notify the successful Proposer to cancel the account. The Cancellation and Suspension process is outlined as part of Section B., entitled "Technical Approach/Transition", specifically under item 5. 9. Billing Billing shall be provided on a monthly basis. Successful Proposer shall advise on options for billing cycles on a staggered or cyclical basis. Statements or transactions shall be accessible or provided to the following: • Procurement Director; Procurement Card Administrator; Authorized Financial Officer(s); Cardholder Approver(s); Cardholder(s). Billing shall be in a format to be agreed upon by the City and the successful Proposer. Agreed. 10. Cardholder Information The successful Proposer shall not sell or distribute personal information of any sort, for any purpose. This is absolutely prohibited. This section is not intended to prevent the Proposer from complying with the requirements herein and the resulting Contract for reports and reporting. Agreed. 36 .J. P X o (yan J 11. Tax Exempt Notification Proposers shall indicate their ability to indicate purchases as "Tax Exempt" upon confirmation to vendors. Currently, PaymentNet does not display a 'Tax Exempt' indicator on transactions. However, if the Merchant is able to pass Level II or Level III data. then the tax field on the transaction will display $0.00. 37 J.P.Morgan Certification Statement Please quote on this form, if applicable, net prices for the items) listed. Return signed original and retain a copy for your files. Prices should include all costs, inClUdlna transportation to destination. The City reserves the right to accept or reject all or any part of this Submission. Prices shOUld be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: Please refer to Exhibit 7 - Recommencled Modifications to the hest of my actual kno,,vledge. understanding and belief. A We (I) Certify that any and all information contained in this submission is true: and we (1) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person ,ubmitting a submission for the�same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (1) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your ncune: JPMorgan Chase Bank, N.A. SUPPLIER NAME: 1450 Brickell Ave. 33rd Floor, Miami, FL 33131 ADDRESS: 305-579-9320 PHONE: i-alph.Ilildevert@jpmorgaii.com EMAIL: SIGNED BY: TITLE: Relationship Executive, Authorized Officer 305-351-8451 FAX: BEEPER: DATE: Mobile: 917-407-1301 August 15, 2016 FAILURE TO COMPLETE, SIGN, AND RETURN PHIS FORA SHALL DISQUALIFY THIS BID. Palle 2 of 43 Certifications Leval Name of Firm: JPMorgan Chase Bank, N.A. Entity Type: Partnership. Sole Proprietorship, Corporation, etc. National Banking Association Year Established: Charter issued by Office of the Comptroller of the Currency (November 2004). Successor to institutions dating back to 1799. Office Location: City of Miami. Miami -Dade County, or Other 1450 Brickell Ave. 33rd Floor, Miami, FL 33131 Business Tax Receipt / Occupational License Number: 7111693 Business Tax Receipt / Occupational License Issuing Agency: City of Miami, Miami -Dade County, FL BUSiness Tax Receipt / Occupational License Expiration Date: September 30, 2016 Will Subcontractor(s) be used'? (Yes or No) No Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. I, 7/1/07). If no addendum/addenda was/were issued, please insert N/A. Addendum No. 1, 8/1/16; Addendum No.2, 8/2/16 If Proposer has a Local Office, as defined under Chapter 13/Articlle III, Section 18-73 of the City Code, has Proposer filled out, notarized, and included with its RFP response the "City of Miami Local Office Certification" form? YES OR NO'? (The City of Miami Local Office Certification form is located in the Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this solicitation) Yes Page 3 of 43 Line: 1 Description: Please refer to Section 4 for Submission Requirements Category: 94635-00 Unit of Measure: Dollar Unit Price: S NSA Number of Units: 1 Total: S NSA The City's program is based on a competitive rebate structure driven by spend, rather than line item service costs. Please refer to Exhibit 5 - Financial Proposal. Page 4 of 43 CITY OF MIAMI LOCAL OFFICE CERTIFICATION (City Code. Chapter 18, Article III, Section 18-73) Solicitation Type and Number: 603385 (i.e. IFQ/IFB/RFP/RFQ/RFLI No. 1 23-46) Solicitation Title: Request for Proposals for Procurement Card Services JPMorgan Chase Bank, N.A. (Bidder/Proposer) hereby certifies compliance with the Local Officc� requirements stated under Chapter 13/Article III, Section 18-73, of the Code of the City of Miami. Florida. as amended. Local office means a business w ithin the city which meets all of the following criteria: (1) Has had a staffed and fixed office or distribution point, operating within a permanent structure with a verifiable street address that is located within the corporate limits of the city, for a nlininllull of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue: for purposes of this section. "staffed" shall mean verifiable, full-time, on -sitz employment at the local office for a nlininlunl of forty (40) hours per calendar week, whether as a duly authorized employee. officer, principal or owner of the local business: a post office box shall not be sufficient to constitute a local office within the city: (2) If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a terns of no less than twelve (1?) months, been in effect for no less than the twelve (1?) months imrllediately preceding the date bids or proposals were received, and be available for review- and approval by the chief procurement Officer or Its designee: for recently -executed leases that have been in effect for any period less tha,l the twelve (12) months immediately preceding the date bids or proposals were received, a prior fully -executed lease within the corporate limits of the city that documents, in writing, continuous business residence within the corporate limits of the city for a terns of no less than the twelve (12) months inirnediately preceding the date bids or proposals were received shall be acceptable to satisfy the requirements of this section, and shall be available for revic\\ and approval by the chief procurement officer or its designee: further requirirr" that historical. cleared rert cheeks or other rent payment documentation in writing that documents local office tenancy shall be available for review and approval by the chief procurement officer or its designee; (3) Has had, for a nlininrtul of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, a current business tax receipt issued by both the city and Miami - Dade County, if applicable: and (4) 1las had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue. any license or certificate of competency and certificate of use required by either the city or Nlianli-Dade County that authorizes the performance of said business operations; and (5) Has certified in writing Its compliance with the foregoing at the tillle Of subnlitttrlg its bid or proposal to b. - eligible for consideration under this section: provided, however, that the burden of proof to provide all supporting documentation in support of this local office certification is borne by the business applicant submitting a bid or proposal. 1 FORM -City of Miami Local Office Certification 7/22/2013 PLEASE PROVIDE THE FOLLOWING INFOWMATION: Bidder/Proposer Local Office Addre��: 1450 Brickell Ave. 33rd Floor, Miami. FL 33131 Does Bidder/Proposer conduct verifiable. full- time. on-site employment at the local office for a minimum of forty (40) hours per calendar week? If Bidder/Proposer's Local Office tenancy is I)LU'Riant to a lease. has Bidder/Proposer enclosed a copy of the lease? Has Bidder/Proposer enclosed a copy of the Business Tax Receipt (BTR) issued by the City of Nliami and Miami -Dade County:' 0 YES ❑ NO ❑ YES 0 NO ❑ N/A City of Nliami: ❑✓ YES ❑ NO ❑ Exempt Cite Exemption: Miami -Dade County: YES ❑ NO [I Exempt Cite Exemption: Has Bidder/Proposer enclosed a copy of the license. certificate of competency and certificate of use that authorizes the R] YES ❑ NO performance of Bidder/Proposer's business Bidder/Proposer's signature below certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended. Ralph Hildevert, Relationship Executive Print Name (Bidder/Proposer Authorized Representative) Signature 2 FORM -City of Miami Local Office Certification 7/22/2013 August 15, 2016 Date STATE OF FLORIDA COUNTY OF 1, Certified to and subscribed before me this I - day of 20 / T , by d4PQY Pb�i W. �l �1 DEXTER A. MORRISON g, « . E Notary Public - State of Florida yy . v �= My ,omm. Expires Sep 4, 2016 (NOTARY SEAL) I '1,; commission # EE 832377 �I (Name of Notary Typed, Printed, or JiffivEdT Personally Known OR Produced Identification Type of Identification Produced 3 FORM -City of Miami Local Office Certification 7/22/2013 Local Business Tax Receipt Miami—Dade County, State of Florida -THIS IS NOTA BILL - 00 NOT PAY 6837869 BUSINESS NAMEILOCATION RECEIPT NO, EXPIRES JP MORCAN CHASE BANK NA g'HELEN LINES RENEWAL SEPTEMBER 30, 2016 1450 BRICKELL AVE 7111693 M_- be displayed a[ o+ace of business 141IAM1 FL 33131 Pursuant to County Code Chapter 8A -Art. 9 & 10 OWNER SEC. TYPE OF BUSINESS 1P MORGAN CHASE BANK NA 219 BANK, SAVINGS ' TRUST CO PAYMENT RECEIVED BY TAX COLLECTOR 52710.00 08/04i2015 CHECK21-15-111120 This Local Business Tax Receipt only confirms payment of the Local Business Tax. The Receipt is not a license. permit, or a :ertincatioa of the holder s qualifications, to do business. Holder most comply with any governmental or nongavernrnemal regulatory laws and requirements which apply to The business. The RECEIPT N0. anove must he displayed on all conimerrial vehicles - Miami -Dade Code Sec iia -275. For more intanna40n, Visit www.miamidade.mov/taxcollector _ POST THIS DOCUMENT IN A _ CONSPICUOUS PLACE- S' ff�� {,yy�� NOT TRANSFERRABLE OR VALID AT ANOTHER ,ADDRESS THIS f S NOT A BILL L itu IIf _��.rliMllii UNLESS APPROVED BY'THE FINANCE DEPARTMENT. DO NOT PAY CITY OF MIAMI 444 S.W2 AVF 6T" FLOOR, MIAMI, FL 33130, PHONE (3175)416-191c`: Effective Year Oct. 1 2015 Thru Sep. 30 2016 RECEIPT FOR JP MORGAN CHASE BANK NA ISSUED Apr 04. 2016 TOTAL FEE PAID 727.00 ACCOUNT NUMBER 34655 RECEIPT NUMBER 51488 NAME OF BUSINESS JP MORGAN CHASE BANK NA " DBA JP MORGAN CHASE BANK NA LOCATION 1450 BRICKELL AV 3300 IS HEREBY IN COMPLIANCE TO ENGAGE IN OR MANAGE THE OPERATION OF. BANKS: S & L ASSN, LOAN & TRUST CO .lose M. Fernandez Finance Director This issuahce of a business tax receipl dues no! permit the holder to violate any zonirg laws or the City nor does it exempt the holder ham any !iC?r;ae or permtz that may be required by law_ This document does riot constitute -a cerhfication that Ine- Wdar is qualified to engar3n in the business, prdltastxt or mxwpation spc tfiea ! ve em The dooimerd indicales payment of the business tax receipt only 2016 STATE OF FLORIDA Office of the Chief Financial Officer Division of Treasury Bureau of Collateral Management CERTIFICATE OF QUALIFIED PUBLIC DEPOSITORY UNDER THE FLORIDA SECURITY FOR PUBLIC DEPOSITS ACT This is to certify that JP MORGAN CHASE SANK, N.A. 1 I I I POLARIS PARKWAY COLUMBUS, OHIO 43240 has fully qualified as a public depository pursuant to Chapter 280, Florida Statutes, otherwise known as the Florida Security for Public Deposits Act. As such, said bank or savings association is hereby designated to receive public deposits, as defined in Subsection 280.02(33), Florida Statutes. Given under my hand this 13th day of October, 2011. to/ CHIEF FINANCIAL O CM'STATE OF FLORIDA DFS -JI -1"2 Rev. 3/42 Qualifications of Firm/Staff Relationship Executive, Government Banking Ralph Hildevert joined JPMorgan Chase Bank (JPM) in 1997 and is currently a Relationship Executive for the Commercial Bank Government Banking croup in Miami. FL. He is responsible for business development, managing client relationships and providing financial and operational -� consultation for the financing of working capital, fixed assets. and other forms of required capital to public sector entities based in South Florida. Ralph is a former relationship manager for the International Agencies Banking (IAB) group at JPMorgan Chase Commercial Bank. His main responsibilities included portfolio management of international, non-governmental (NGOs), multilateral, humanitarian and microfinance organizations. Prior to becoming a relationship manager. Ralph was a credit analyst and client service professional also for the IAB team in New York City, where he serviced international commercial clients. During his banking career at JPMorgan Chase Bank, Ralph has worked in different positions mostly related to service, sales and operations for different areas of the firm, such as the bank's Commercial Bank, Worldwide Consumer Banking. international Personal Banking. Bilingual Client Service Center and retail branches. Ralph holds a Master of Business Administration degree in International Business from the University of Miami and a Bachelor of Science in Administrative Studies and Legal Studies from St. John's University in New York, where he graduated .Magna Cum Laude. He also completed JP Morgan Chase's Commercial Banking Credit Analyst & Associate program_ Ralph is fluent in Spanish and has conversational knowledge of Portuguese. Relationship manager, Commercial Card Laura Green has 20 plus years of card service experience with JPMorgan Chase. Her experience includes two years of working in the Consumer Card industry, and 20 years in the Commercial Card industry. Laura has worked in Commercial Cards customer service, security/fraud department, implementations and currently in relationship management. Laura's Commercial Card client ;.ortfolio consists of programs comparable in size and volume of the City of Miami's. • Industry Experience since 1990 /JPMorgan Chase Employee since 1994 • Leads program reviews • Leads strategic planning for your program • Partners with you on program growth and best practices • Manages all program initiatives Assists with identifying and implementing new program features and functions Treasury Management Officer, Government, Healthcare and Not -for -Profit (GHHN) Charlie assists her clients in resolving working capital and efficiency challenges by providing information and offering ideas from the J.P. Morgan's Treasury Services team. Charlie Strader has served the Florida market for the past six years as treasury management officer focused on Government. Healthcare, Higher Education and Not -for -Profit. She uses her extensive treasury services expertise to bring receivables and payables solutions ideas to her clients. Charlie has more than 37 years of banking experience with significant time dedicated to cash management sales and product development. She has worked with public sector healthcare. middle market. not-for-profit. and Higher Education during her cash management tenure. Charlie has focused on building our government relationships in the Southeast. Charlie earned her Bachelor of Science in Business Administration at Oklahoma City University. She has been a member of the Association of Financial Professionals since 2001 and is a Certified Treasury Professional. She is also an active member of the Healthcare Financial Management Association for the past nine years. J.P.lOr�;an Qualifications of Firm/Staff JPMorgan Chase & Co. (NYSE: JPNI) is a leading global financial services firm with assets of more than $2.4 trillion. operations in more than 60 countries, and 234,593 employees worldwide. A component of the Dow Jones Industrial Aver age. JPMorgan Chase & Co. serves millions of consumers in the United States and many of the world's most prominent corporate, institutional, and government clients under its J.P. Morgan and Chase brands. Clients that do business with JPMorgan Chase & Co.—a 200 -year old firm and financial bedrock of our global economy—rely on the security of our fortress balance sheet to help reduce counterparty exposure. liquidity, funding risks, and operational exposure. J. P. Morgan Chase & Co. has a solid foundation. As of June 2016, we have: • Market capitalization of $242 billion • Total equity of $247 billion • Deposits of more than $1.279 trillion • Loans of more than $837 billion • Tier 1 and total risk-based capital ratios 13.5 and 15.0%, respectively (estimated) WE? offer clients access to one of the most expansive networks in the world with card acceptance at more than 39 million locations. over 5.413 banking centers, and over 18.298 ATMs in 23 states. As one of the top commercial card providers. assisting a network of 7,141 clients and 23 million cardholders around the world. J.P. Morgan provides unmatched quality and performance and is well positioned to serve the needs of corporations, financial institutions, governments, and municipalities in more than 180 countries and territories (JPMorgan Chase & Co. "EARNINGS RELEASE FINANCIAL SUPPLEMENT FOURTH QUARTER 2015."). F I -, l ! I 'a''1 'S it ^ I -TI The City will continue to be supported by a dedicat-d relationship team comprised of experienced professionals committed t3 understanding your business, attentively listening to valuable feedback and proactively providing targeted ideas to energize your financial operations. Laura Green Vice President Commercial Card 847-488-5740 laura.l.greeni-a)jpmchase.com Charlie Strader Vice President Treasury Services 407-236-5392 charlie.strader(ijpmorgan.com Ralph Hildevert Executive Director Commercial Banking 305-579-9320 Ralph.Hildevert ajpmorgan.com Together. we will gladly provide whatever information we can to assist with your assessment of our Commercial Card program. 111%loryan Commercial Card Implementation Timeline The plan below outlines key steps in implementing your Commercial Card "heavy Please Note: program. While most of the lifting" is done within the J.P. Morgan team. This is an example only. we will clearly set forth the activities needed from your team in an easy -to -follow your timeline will be project dashboard. Some steps may have more than one task that take place tailored based on your concurrently or in rapid succession. Prompt completion of your tasks will allow us requirements and may vary. to complete your implementation as quickly as possible. PRE -IMPLEMENTATION Review and execute the Commercial Card Agreement. J.P. Morgan & You as appropriate Identify key internal conlactls for project, Including _ You T executive sponsorship PROJECT INITIATION: Form a working team & outline program design Engage internal resources for your program implementation You 1-2 Hr Define objectives and expectations for the Commercial Card J.P. Morgan & You 2-4 Hr program Apply best practice recommendations to program design J.P. Morgan & You 2-5 Hr + and platform set-up Schedule & conduct weekly implementation meetings for J.P. Morgan & You 1 Hr/lvltg approx 6-B weeks to report status & progress against targets Set program and implementation goals J.P. Morgan & You 2-4 Hr PROGRAM REQUIREMENTS: Set milestones, make program decisions 0 Review and sign authorization forms You 1-2 Hr W-- ----- .- �.� Work through detailed program requirements & set-up docs - Program hierarchy, merchant codes, chart of accounts. J P. Morgan & You 5-10 Hr F- approval flow, transaction defaults e Q Identify data transmission needs/ requirements & file format J.P. Morgan & You 5-20 Hr LL— -- - - 0 Develop a plan to communicate neer Card rollout J.P. Morgan & You 2-4 Hr & process changes p PROGRAM CONFIGURATION: perform setup & prepare for launch Q Configure processor controls and billing J.P. Morgan 510 Hr - - — rn Configure online tool platform setup i - z Hierarchy merchant category codes. approval routing. etc. J.P. Morgan & You 3-12 Hr Ld rn - Construct import/export files uJ - - - - - Develop cardholder enrollment spreadsheet used to create You 2-8 Hr a new accounts Validate and test connectivity with client and 3rd parties. J.P. Morgan & You 5-15 Hr as applicable Develop training plan for program administrators & cardholders J.P. Morgan & You 2-4 Hr GO LIVE, PILOT & CYCLE: Monitor spending & user experience New Card accounts are issued J P Morgan Oversee card delivery and validate receipt You 2-4 Hr Activate cards and conduct 'initial spend You 1 Hr Conduct in-depth training for program administrators J.P. Morgan & You 2-3 Hr Conduct cardholder training You 1-2 Hr Monitor the platform 3-8 Hr. T -View & manage transaction data. Verify data integration. J.P. Morgan & You depending on run reports. cycle processing, initial payment pilot andlor full -out rollout Transition support from Implementation team to Relationship J.P Morgan Servicing Team 1-2 Hr 932015 JPMorgan Chase & Co. All Rights Reserved. iNelorgan Chase Bank. N.A. Member FDIC All services are subject to applicable laws and ' gutahcns and seance terms- Conhdennal and proprietary mdtevals for authorized J.P.Morgan Chase 3 Co. personnel and outside agencies only. Use. disclosure or Jistribuhons of this material is mol permuted to any unauthorized persons ar third parties except by mitten agreement. J P. Morgan itv Ainini ANNIE PEREZ, CPPO DANIEL J. ALFONSO Director of Procurement City Manager kQ August 24, 2016 SENT VIA EMAIL Ralph.hildevert@jpmorgan.com Ralph Hildevert, Relationship Executive JP Morgan Chase Bank, N.A. — Government Banking 1450 Brickell Avenue, 33rd Floor Tampa, FL 33131 RE: Request for Clarification for Request for Proposal (RFP) 603385 — Procurement Card Services Dear Mr, Hildevert: The City of Miarnl ("City") is in receipt of your proposal in response to RFP 603385 for Procurement Card Services. The RFP closed on Tuesday, August 15, 2016. Our initial review has revealed that additional clarification is needed in order to determine if the proposal is responsive to the requirements of the RFP. Pursuant to RFP 603385: 1. Section 1 .1 General Terms and Conditions, item 1.68 Public Records: "Contractor understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Contractor shall additionally comply with the provisions of Section 119.0701, Florida Statutes, entitled "Contracts; public records." Contractor's failure or refusal to comply with the provision of this section shall result in the immediate cancellation of this Contract by the City." JP Morgan Chase Bank, N.A. proposal contains a disclaimer that states: "This document contains information that is confidential and proprietary to J.P. Morgan, which may only be used in order to evaluate the products and services described herein and may not be disclosed to any other person." This language directly contradicts with the City of Miami Code. ? r 2. Section 2.5, titled Proposers Minimum Qualifications, item A: "Proposer shall be a Federal Deposit Insurance Corporation (FDIC) Insured, credit-card issuing commercial bank, credit -union or savings institution as of Proposal due date." f 3 JP Morgan Chase Bank, N.A. did not submit the required documents necessary to verify FDIC membership. 3. Section 2.5, titled Proposers Minimum Qualifications, item F: "Neither Proposer nor any member, I officer, or stockholder of Proposer(s) shall be in arrears or in default of any debt or Contract Involving the City, (as a party to a Contract, or otherwise); nor have failed to perform faithfully on any previous Contract with the City." A a JP Morgan Chase Bank, N.A, did not submit evidence or clearly state that the firm meets the minimum qualification listed above. ; In order to continue the evaluation of JP Morgan Chase Bank, N.A. proposal, please check the appropriate response below and sign: situ of � ANNIE PEREZ, CPPO DANIEL J. ALFONSO DIrectorof Procurement Oty Manager A.\ X11 i �9 {t } YES, JP Morgan Chase Bank, N.A. agrees to withdraw the disclaimer in the proposal that Is contradictory to RFP 603385 and will submit the required documents/statement necessary to comply with the minimum qualifications outlined above. { } NO, JP Morgan Chase Bank, N,A. will not submit the required documents/statement and cannot withdraw the disclaimer In the proposal that is contradictory to RFP 603385. Print Nam Signature Ex�VE IEC- Title 12Gl,� Date A response to this request for clarification must be submitted to the attention of Mr. Anthony Hansen, Senior Procurement Contracting Officer, via email: amhansen@miamigov.com or fax: (305) 4161895, no later than 5:00 p.m. on Friday, August 26, 2016. Failure to respond by the stipulated date and time may deem your proposal non-responsive. Sincerely, PAnnle Perez, CPPO Director of Procurement AP:ah C: RFP File The City of Miami Response to the City's Request for Clarification for Proposal (RFP) 603385 August 26, 2016 J.P.Morgan Clarifications for the City of Miami Request for Proposal (RFP) 603385 -Procurement Card Services Section 1.1 General Terms and Conditions, Item 1.68 Public Records "Contractor understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Contractor shall additionally comply with the provisions of Section 119.0701, Florida Statutes, entitled "Contracts; public records." Contractor's failure or refusal to comply with the provision of this section shall result in the immediate cancellation of this Contract by the City." JP Morgan Chase Bank, N.A. proposal contains a disclaimer that states: "This document contains information that is confidential and proprietary to J.P. Morgan, which may only be used in order to evaluate the products and services described herein and may not be disclosed to any other person." This language directly contradicts with the City of Miami Code. JPMorgan Chase Bank, N.A. agrees to withdraw the disclaimer in the proposal that is contradictory to RFP 603385. 2. Section 2.5, titled Proposers Minimum Qualifications, item A: "Proposer shall be a Federal Deposit Insurance Corporation (FDIC) insured, credit- card issuing commercial bank, credit -union or savings institution as of Proposal due date." JP Morgan Chase Bank, N.A. did not submit the required documents necessary to verify FDIC membership. JPMorgan Chase Bank, N.A., is a national banking association, organized and existing under the laws of the United States pursuant to a charter issued by the Office of the Comptroller of the Currency (November 2004). JPMorgan Chase Bank, N.A., has been FDIC insured since January 1. 1934—the first day such insurance was available. J.P. Morgan is actively insured as evidenced by the screenshot, below. J.P.Morgan Clarifications for the City of Miami Request for Proposal (RFP) 603385 -Procurement Card Services FLNr goy > ;rdu ry MaarI,s ,'eau Data 6 Sts-isvcs - Bens > SenkFro , 6e^ n'or^. n Return to BdnkRMf Ra softs � .Clrr JPMorgan Chase Bank, National Association (FDIC # 628) Actve Insured Since January 1 1934 Data as of: A -,g- IT Zal,3 JPMorgan Chas. Bank, National Assooiabon :s an active hark+ FDIC Cerirtcete#: 628 Established: January 1. 1824 Corporate Website: Headquartem. t 111 Polaris Fia"W )naured: January 1. 1954 htip.tiwwr.jprrarganehr com Cck:rnbus_ 0/1432413 Bank Charter Class: National Bank Consinner Assistance: Defs are Ccunty g Regulated By: Office of fie __.._. _...__... htR1t hlrcra he4mp7TM?ITiink gcy Loeabons: 5446 doMSIrt an 26 CorWrofier of the states, Currency Contact the F€NC about: 0 in territrnies, find .Ipmmgan Giase Bark, Nacoraf Assad*= 197 in foreign watiors Locations Hlsta{ Financials Clher Narnes 7 Websites FDIC unique Number (UNINUM): FDIC Certificam Nmnber Federal Reserve 10 IR SS040): Federal R.serve ID for Bank H.Wing Company (RSSOHCR): OCC Charter Number OTS Docket Number lhistorical): 417 929 9622,19 tD39692 9 Not ayariable or nct applicsWe 3. Section 2.5, titled Proposers Minimum Qualifications, item F: "Neither Proposer nor any member, officer, or stockholder of Proposer(s) shall be in arrears or in default of any debt or Contract involving the City, (as a party to a Contract, or otherwise); nor have failed to perform faithfully on any previous Contract with the City." JP Morgan Chase Bank, N.A. did not submit evidence or clearly state that the firm meets the minimum qualification listed above. JPMorgan Chase Bank N.A. is wholly owned by JPMorgan Chase & Co. As a publicly traded company with approximately four billion shares, JPMorgan Chase & Co. has numerous stockholders whose ownership in the company varies from day to day based upon the purchase and sale of the stock. Due to the large number of stockholders, JPMorgan Chase Bank, N.A. could not possibly conduct the amount of due diligence required to make a statement in the affirmative or negative in response to this item. 3 .1.I' Morcran