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Request for Proposals - Procurement Card ServicesT®: The Honorable Mayor and City Council Members FR®NI: Michael C. Van Milligen, City Manager SlJ J CT: Procurement Card Services Request for Proposal ®ATE: April 14, 2009 Finance Director Ken TeKippe recommends City Council approval of a Request for Proposal for implementing a Procurement Card Program. Implementation of this program will enhance efficiency for small dollar and recurrent purchases, on-line and limited out of area purchases. Purchase cards will eliminate the need for blanket orders, open accounts with vendors, and department credit cards (i.e. Staples, Menards). Features built into purchase card programs provide better internal controls, supervisory overview, reporting capabilities and payment processing. The purchase card program will improve productivity in both the procurement and vendor payment processes. Purchase cards will allow the City to take advantage of state sales and hotel/motel tax exemptions that are not currently allowed when employees make a purchase and are subsequently reimbursed. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Ken TeKippe, Finance Director TO: Mike Van Milligen, City Manager ~~ FROM: Ken TeKippe, Finance Director m ~`~~ SUBJECT: Procurement Card Services Request for Proposal DATE: April 14, 2009 BACKGROUND A committee has worked on preparing a Request for Proposal (RFP) for implementing a Procurement Card Program. Committee includes staff from Finance, Budget, Information Services and Leisure Service. Engineering, Public Works, Water Distribution and Water Pollution Control were invited to add input. RFP's issued by other Iowa cities were used to assist in preparing Dubuque's RFP. DISCUSSION Implementation of this program will enhance efficiency for small dollar and recurrent purchases, on-line and limited out of area purchases. Purchase cards will eliminate the need for blanket orders, open accounts with vendors, and department credit cards (i.e. Staples, Menards). Features built into purchase card programs provide better internal controls, supervisory overview, reporting capabilities and payment processing. The purchase card program will improve productivity in both the procurement and vendor payment processes. Purchase cards will allow the City to take advantage of state sales and hotel/motel taxes exceptions that are not currently allowed when employees make a purchase and are subsequently reimbursed. RECOfVIIVIENDATION The enclosed RFP will be distributed to the attached list which includes local financial institutions and large national financial institutions that submitted proposals for the Cities of Ames, Cedar Falls and Cedar Rapids. In addition, the RFP will be posted on the Bids and RFP's section of the City of Dubuque website. The project costs ($18,000) are budgeted in the FY'09 Finance Department CIP budget, 1002054-71123. The funds will need to be carried over to FY'10 since implementation is dependent on the FinancePlus upgrade from 4.0 to 4.3 budgeted in FY'10 and scheduled for September 2009 ACTIN I request your approval to proceed with releasing the RFP and am available to discuss at your convenience. I<T/jg Enclosures ~~~; - ~-_ _ ~i,~ }, ~~~ ~~ ~ ~~~~ ~P -~ _, __ ---- - ~ ~ ~ ~ ~ ~~~; X00 i u u u ,I u t r r I ~~,~; in n n t" r u u ,I 1® Proposals will be accepted until 5:00 p.m. CDT on Friday, May 15, 2009 at the office of the Finance Director, City of Dubuque, 50 West 13th Street, Dubuque, IA 52001-4805. The City of Dubuque contact person for this proposal is Ken TeKippe, Finance Director, phone 563-589-4133, e-mail ktekippe@cityofdubuque.org. r sal In x action 1 -Notice 01 Notice ..................................................................................................................3 02 Contact ................................................................................................................ 4 Section 2 - °Terrras Conditions 2.01 Submission of Proposals ...................................................................................... 5 2.02 Reservations ....................................................................................................... .. 5 2.03 Qualifications ...................................................................................................... .. 5 2.04 Proposal Form .................................................................................................... .. 6 2.05 Language, Words Used Interchangeably ............................................................ .. 6 2.06 Modification, Addenda and Interpretations ......................................................... .. 6 2.07 Errors in Proposals ............................................................................................. .. 6 2.08 Oral Statements Not Bindina .............................................................................. .. 6 2.09 Specification Deviations by the Proposer ........................................................... .. 7 2.10 Specification Changes, Additions, and Deletions ............................................... .. 6 2.11 Proposal Changes .............................................................................................. .. 6 2.12 Collusive Proposals ............................................................................................ .. 6 2.13 Brochures .......................................................................................................... .. 6 2.14 Proposal Opening and Award ............................................................................ .. 6 2.15 Proprietary Information ...................................................................................... .. 8 2.16 Hold Harmless Agreement .................................................................................. .. 8 2.17 Cancellation ........................................................................................................ .. 7 2.18Termination of Award for Cause .......................................................................... .. 7 2.19 Termination of Award for Convenience ............................................................... .. 9 2.20 Force Majeure .................................................................................................... .. 9 2.21 Subcontractors and Assignment of Contract ...................................................... 10 2.22 Laws and Regulations ........................................................................................ 10 2.23 Agreement Forms ............................................::. ................. 10 2.24 Modification of Agreement .................................................................................. 10 2.25 Insurance Reauirements :.................................................................................... 10 2.26 Equal Opportunity ............................................................................................... 11 2.27 Taxes ................................................................................................................. 11 City of Dubuque, Iowa Page 1 Request for Proposal of Procurement Card Services Section 3 -Program Requirements: 3.01 General Purpose ................................................................................................. 12 3.02 Background ....:..................................................................................:............... 12 3.03 Key Roles .......................................................................................................... 13 3.04 Scope of Services .............................................................................................. 13 3.04.01 Card Format .................................................................................. 13 3.04.02 Card Issuance ............................................................................... 13 3.04.03 Card Use Controls ......................................................................... 13 3.04.04 Disputes ......................................................................................... 13 3.04.05 Billing Services .............................................................................. 14 3.04.06 Online Access ............................................................................... 14 3.04.07 Other Card Services ...................................................................... 14 3.04.08 Reports .......................................................................................... 14 3.04.09 Other Requirements ...................................................................... 14 Section 4 -Proposal Format and Evaluation: 4.01 Proposal Submission Format .............................................................................. 15 4.01.01 Safety and Soundness ................................................................... 15 4.01.02 Personnel ...................................................................................... 15 4.01.03 Experience .................................................................................... 16 4.01.04 Customer Commitment ................................................................. 16 4.01.05 References ................................................................................... 17 4.01.06 Program Specifications and Response Form ................................ 17 4.01.07 Implementation Procedures ........................................................... 17 4.01.08 Training ......................................................................................... 17 4.01.09Additional Information ..................................................................... 17 .......... 18 4.02 Evaluation of Proposals ........................................................................... 4.03 Program Specification & Response Form ................................... .. 20 4.04 Signature Page .................................................................................................. 31 City of Dubuque, Iowa Page 2 Request for Proposal of Procurement Card Services ti 1 NOTICE OF F' .QUEST FOR PROPOSALS lJ T VI Thl CITY l1 ~ , I 1.01 N®TICE Notice is hereby given that sealed proposals will be received until 5:00 p.m. CDT Friday, May 15, 2009 at the Finance Director's Office, in the City Hall, 50 West 13th Street, Dubuque, Iowa 52001-4805, for a procurement card program for the City of Dubuque. Written questions regarding this proposal will be accepted by the Finance Director until 5:00 p.m. CDT on Tuesday, May 12, 2009. Written questions may be delivered or submitted via US Mail, delivery service, fax, or e-mail. Those submitting written questions and comments will receive a written response. Questions and responses will be shared with all proposers receiving a proposal document. All proposals shall be submitted to the City of Dubuque, Finance Director's, 50 West 13th Street, Dubuque, Iowa 52001-4805, on or before the time herein set for the opening of proposals. Proposals shall be sealed and plainly marked as proposals in response to this notice. Proposer may not withdraw proposal for at least 90 days after the scheduled closing time for receiving proposals. All pricing presented in the proposals shall held firm for 90 days after the receipt of the proposal. 1.02 TIME TA LE -Mail and post RFP on City website Tuesday, April 21, 2009 Pre-did Meeting Friday, May 1, 2009 Deadline for questions Tuesday, ay 12, 2009 Final Proposals Due Friday, May 15, 2009 Award of Proposal Monday, June 15, 2Q09 City of Dubuque, Iowa Page 3 Request for Proposal of Procurement Card Services 1.03 CNTACT The City of Dubuque's contact person for the proposal process is: Ken TeKippe Finance Director Finance Department 50 West 13t" Street Dubuque, Iowa 52001-4805 Phone 563-589-4131 Fax 563-690-6689 E-mail kteki e cityofdubuque.org City of Dubuque, Iowa Page 4 Request for Proposal of Procurement Card Services ~i 2.01 SUEMISSION OF PROPOSALS Proposals shall be submitted by the deadline to be considered. Proposals shall be submitted in a sealed envelope addressed to the Finance Director, 50 West 13t" Street, Dubuque, Iowa 52001-4805. Envelopes shall identify the proposer name and clearly state Procurement Card RFP. Proposals may be withdrawn, altered, and/or resubmitted before the deadline. Proposals may not be withdrawn within ninety (90) days thereafter. Each proposal must identify the name of the proposer and authorized representative. Each proposer shall sign the proposal and give full business address. The names of persons signing should be typed or printed along with the signature. If requested by the City, satisfactory evidence of the authority of the officer signing on behalf of the corporation shall be furnished. 2.02 RESERVATIONS The City reserves the right to reject any or all proposals, to waive informalities, and to make such award as it shall deem to be in the best interest of the City. The City reserves the right to negotiate any proposal item with the successful Proposer. 2.03 QUALIFICATIONS All businesses submitting proposals shall have- provided procurement card services to agencies and/or companies similar in size to the City of Dubuque. All proposers shall have provided services and products similar to those required for the City's program. Prequalification statements are not required. Proposers may be requested to submit financial statements subsequent to the opening of proposals together with such other information as may be required to determine that a contemplated awardee is fully qualified to receive the award. City of Dubuque, Iowa Page 5 Request for Proposal of Procurement Card Services 2.04 PROPOSAL FORM Each proposer must submit an original proposal and nine (9) additional signed copies as required on the forms attached. An electronic copy must also be provided. 2.05 LANUA ,WORDS USED INTERCHANEA LY The word CITY refers to the CITY OF DUBUQUE, IOWA throughout these Instructions and Terms and Conditions. Similarly, PROPOSER refers to the person or company submitting an offer to sell its goods or services to the CITY. The words QUOTATION, BID and PROPOSAL are all offers from a PROPOSER, but may represent different methods of obtaining price and other information from the PROPOSER. VENDOR refers to the successful proposer. 2.06 MODIFICATION, ADDENDA AND INTERPRETATIONS Any apparent inconsistencies, or any matter requiring explanation or interpretation, must be inquired into by the proposer in writing at least 72 hours (excluding weekends and holidays) prior deadline set for the Proposal submission. Any and all interpretations or modifications will be in the form of written addenda. All addenda shall become part of the contract documents and shall be acknowledged and dated on the Signature Page. Each proposer is charged with the responsibility of understanding the requirements of this contract and all other matters that can affect the terms or obligations incorporated herein before submitting a proposal. 2.07 ERRORS IN PROPOSALS Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and other factors that may affect the contract before submitting proposals. Failure to do so will be at the proposer's own risk and relief cannot be sought on the plea of error. Neither law nor regulations make allowance for errors either of omission or commission on the part of proposers. 2.0~ ORAL STATEMENTS NOT BINDING It is understood and agreed that the written terms and provisions of this contract shall supersede all oral statements of any and every official or other representative of the City, and oral statements shall not be effective or be construed as entering into, or forming a part of, or altering this contract in any way whatsoever. City of Dubuque, Iowa Page 6 Request for Proposal of Procurement Card Services 2.09 SPECIFICATION VIA°TIONS Y °fHE PROPOSER Any deviation from this specification MUST be noted in detail, and submitted in writing on the Bid Form. Completed specifications should be attached for any substitutions offered, or when amplifications are desirable or necessary. The absence of the specification deviation statement and accompanying specifications will hold the Proposer strictly accountable to the specifications as written herein. Failure to submit this document of specification deviation, if applicable, shall be grounds for rejection of the services offered. If specifications or descriptive papers are submitted with the proposal, the Proposer's name should be clearly shown on each document. 2.10 SPECIFICATION CHANGES, A®®ITIONS AN® ®ELETIONS All changes in proposal documents shall be through written addendum and furnished to all Proposers. Verbal information obtained otherwise will NOT be considered in awarding of proposal 2.11 PROPOSAL CHANGES Proposals, amendments thereto, or withdrawal requests received after the time advertised for the proposal submission, will be void regardless of when they were mailed. 2.12 COLLUSIVE PROPOSAL The proposer certifies that the proposal submitted is done so without any previous understanding, agreement or connection with any person, firm, or corporation making a proposal for the same contract, without prior knowledge of competitive prices, and it is, in all respects, fair, without outside control, collusion, fraud or otherwise illegal action. 2.13 ROCHUES Proposals shall include adequate brochures, latest printed specifications and advertising literature, describing the product offered in such fashion as to permit ready comparison with our specifications on an item-by-item basis where applicable. 2.14 PROPOSAL A~/AR® Proposals will be evaluated promptly after submittal deadline. After committee evaluation and proper approvals, the results will be sent to all proposers. NO PROPOSAL RESULTS WILL BE GIVEN OVER THE TELEPHONE. No proposal may be withdrawn for a period of ninety (90) calendar days of the proposal opening date. City of Dubuque, Iowa Page 7 Request for Proposal of Procurement Card Services 2.15 PROPRIETARY INFORMATION All information included in any proposal that is of a proprietary nature must be clearly marked as such. The City shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm. Notwithstanding the above, the City of Dubuque is a government body and its public records are subject to the provisions of Iowa Code Chapters 21 and 22 and their successors. 2.16 HOL® HARMLESS ACREEM NT The Vendor agrees to protect, defend, indemnify and hold harmless the City of Dubuque and its officers and employees from any and all claims and damages of every kind and nature made, rendered or incurred by or in behalf of every person or corporation whatsoever, including the parties hereto and their employees that may arise, occur, or grow out of any acts, actions, work or other activity done by the vendor, its employees or subcontractors working under the direction of either the vendor or subcontractor in the performance of this contract. 2.17 CANCELLATION Either party may cancel the award in the event that a petition, either voluntary or involuntary, is filed to declare the other party bankrupt or insolvent or in the event that such party makes an assignment for the benefit of creditors. 2.18 T MiNATIO OF AWAR® FOR CAUSE If, through any cause, the Vendor shall fail to fulfill in a timely and proper manner its obligations or if the Vendor shall violate any of the covenants, agreements or stipulations of the award, the City shall thereupon have the right to terminate the award by giving written notice to the Vendor of such termination and specifying the effective date of termination. In that event, and as of the time notice is given by the City, all finished or unfinished services, reports or other materials prepared by the Vendor shall, at the option of the City, become its property, and the Vendor shall be entitled to receive compensation for any satisfactory work completed, prepared documents or materials as furnished. Notwithstanding the above, the Vendor shall not be relieved of liability to the City for damage sustained by the City by virtue of breach of the award by the Vendor and the City may withhold any payments to the Vendor for the purpose of set off until such time as the exact amount of damages due the City from the Vendor is determined. City of Dubuque, Iowa Page 8 Request for Proposal of Procurement Card Services 2.19 1°ER INATIGN F W~.R® FGR C®NVENI ~1CE The City may terminate the award at any time by giving written notice to the Vendor of such termination and specifying the effective date thereof, at least thirty (30) working days before the effective date of such termination. In that event, all finished or unfinished services, reports, materials(s) prepared or furnished by the Vendor or under the award shall, at the option of the City, become its property. If the award is terminated due to the fault of the Vendor, termination of award for cause relative to termination shall apply. If the award is terminated by the City as provided herein, the Vendor will be paid an amount as of the time notice is given by the City which bears the same ratio to the total compensation as the services actually performed or material furnished bear to the total services/materials the Vendor covered by the award, less payments of compensation previously made. 2.20 F®RC NiAJIJRE For the purpose hereof, force majeure shall be any of the following events: acts of God or the public enemy; compliance with any order, rule, regulation, decree, or request of any governmental authority or agency or person purporting to act therefore; acts of war, public disorder, rebellion, terrorism, or sabotage; floods, hurricanes, or other storms; strikes or labor disputes; or any other cause, whether or not of the class or kind specifically named or referred to herein, not within the reasonable control of the party affected. A delay in or failure of performance of either party shall not constitute a default hereunder nor be the basis for, or give rise to, any claim for damages, if and to the extent such delay or failure is caused by force majeure. The party who is prevented from performing by force majeure (i) shall be obligated, within a period not to exceed fourteen (14) days after the occurrence or detection of any such event, to give notice to the other party setting forth in reasonable detail the nature thereof and the anticipated extent of the delay, and (ii) shall remedy such cause as soon as reasonably possible. City of Dubuque, Iowa Page 9 Request for Proposal of Procurement Card Services 2.21 SU CONTRACTORS AN ASSIGNMENT OF CONTRACT Assi_ ng ment: The Vendor shall not assign the contract to subcontractors, nor sublet the contract as a whole without the City's written consent and approval; nor shall the Vendor assign any moneys due or to become due to him, without the prior written consent of the City. The City of Dubuque shall not be obliged to recognize any assignment. Subcontractors: Proposers must indicate when submitting their proposal whether any subcontractors will be involved, who proposed subcontractors are, and what portion of the contract is intended for the subcontractors if Proposer is awarded the contract. 2.22 LAWS AN®R GULATIONS All applicable State of Iowa and federal laws, ordinances, licenses and regulations of a governmental body having jurisdiction shall apply to the award throughout as the case may be, and are incorporated here by reference. 2.23 AG EM NT FORMS If a Proposer intends to request that the City of Dubuque enter into any agreement form. in connection with the award of this contract, the form must be submitted with the proposal for review by the City's legal counsel during the evaluation of proposals. Proposers are advised that in the event any such agreement contradicts City of Dubuque requirements as stated in the proposal documents, the proposal may be rejected due to the contradiction unless proposer indicated deletion of such clauses. If no agreement form is included with the proposal, no such form will be approved by the City during the evaluation or award processes, or following award of contract The City of Dubuque will in no case agree to terms not submitted for review with proposals. 2.24 MO®IFICATION OF AGREEMENT No modification of agreement shall be binding unless made in writing and signed by the City. 2.25 INSURANCE REQUIREMENTS The Proposer must provide a statement that the requirements in The City of Dubuque's Insurance Schedule C (attached) will be adhered to. City of Dubuque, Iowa Page 10 Request for Proposal of Procurement Card Services 2.26 EQl1AL ®®RTIJNITY The successful firm agrees not to refuse to hire; discharge, promote, demote, or to otherwise discriminate- in matters of compensation against any person otherwise qualified solely because of race, creed, sex, national origin, ancestry or physical handicap. 2.27 T S The City of Dubuque is exempt from sales tax and certain other use taxes. Any charges for taxes from which the City is exempt will be deducted from invoices before payment is made. City of Dubuque, Iowa Page 11 Request for Proposal of Procurement Card Services -~~~ 3.01 NRAL PURPOSE The purpose of this request is to obtain proposals from qualified firms for the provision of purchasing card (credit card) services for small dollar purchases and travel expenses for the departments of the City of Dubuque. The City does not currently have a formal procurement card program. It is intended that the City enter into a contract that will result in the simplification of purchase transactions and the consolidation of payments. All City employees and elected officials will be eligible to apply for and obtain the procurement card. Employees will receive a procurement card with the approval of their department manager/director and the Finance Director. The City uses SunGard Public Sector Finance Plus v4.3 financial software, which has an optional Procurement Card module as part of the system. The City prefers to use this application to administer the Procurement Card program in conjunction with the Vendor's administrative services. The City plans to download card transactions from the Vendor's system and load the transaction into the FinancePlus Procurement Card module for additional review, general ledger distribution, posting transactions to the general ledger, updating payee records and issuing payment to the Vendor. 3.02 EACGOUIV® The City of Dubuque is located on the Mississippi River in northeast Iowa, adjacent to the states of Illinois and Wisconsin. The population of Dubuque currently has a land area of 29.94 square miles, and a census 2000 population of 57,686. As the largest city in the tri-state area, Dubuque serves as the hub of a trade area with a population estimated at 250,000. For more information regarding the city's statistics please refer to the city's official website at www.cityofdubugue.ore. The City's fiscal year runs from July 1 through June 30. The adopted Fiscal Year 2010 operating and capital budget is approximately $169 million. The City's current general obligation bond- rating from Moody's is Aa2. The City employs approximately 750 people who provide services through twenty six departments. City of Dubuque, Iowa Page 12 Request for Proposal of Procurement Card Services The Finance. Department processes the payments of all invoices for materials and services purchased by the City. The Finance Department currently issues approximately 300 checks per week. 3.03 EtEY L S Key roles in the City's Procurement Card Program are as follows: Program and Contract Administration will be provided by the Finance Director. Card Administration will be provided by the Purchasing Coordinator Payment Administration will be provided by the Finance Accountant ®epartment Card Coordinator in each department to be appointed by the respective Department Director/Manager. Cardholders are authorized by Department Directors/Managers and Finance Director. Proposal Evaluation Committee consists of the Budget Director, Finance Director, Assistant Finance Director, Information Services Manager, Leisure Services Manager, Purchasing Coordinator, Finance Accountant and Lead Applications/Network Specialist. 3.04 SCOPE OF SERVICES 3.04.01 Card Format: The vendor shall provide customized purchasing cards. The proposed card design shall be approved by the City of Dubuque and- shall be customized based on the requirements set forth in the Card Format section of the Detailed Program Requirements. The City will provide the vendor with the information necessary to produce the customized cards. 3.04.02 Card Issuance: The vendor shall mail all newly issued and any reissued cards to the Purchasing Coordinator. The vendor shall include with the cards a manifest listing the number of cards sent and the card holder's name. 3.04.03 Card Use Controls: Card controls will be provided that would allow the Card Administrator to control the use of a card or cards through various limits and restrictions. These limits and restrictions include dollar limits, limits to number of transactions, merchant category code (MCC) restrictions, specific vendor restrictions, etc. City of Dubuque, Iowa Page 13 Request for Proposal of Procurement Card Services 3.04.04 Dis up tes: Procedures shall be in place to allow the quick resolution of disputes and the timely handling of stolen and lost cards. Immediate termination or temporary suspension of card privileges shall be provided. 3.04.05 Billing Services: The Vendor shall adhere to consistent billing cycles and should be flexible in assigning cycle dates that meets the City's needs. The Proposer will provide a billing statement for each cardholder and a summary by department, and an overall billing statement totaling the charges for the period to the City of Dubuque. 3.04.06 Online Access: The Vendor shall provide online access through Web services for the purposes of card administration, monitoring account transactions and online reporting. The interface shall provide timely access to account information and purchasing transactions. The ability to download account transactions to the local desktop must be available. 3.04.07 Other Card Services: The Vendor shall have a designated representative that knows the needs of the City and is responsive to them, and is familiar with the terms of the contract and the City's policies and procedures insofar as they affect the contract. ® The Vendor shall provide initial training to the City on their card program and online Web services. ® The Vendor shall offer a rebate program to the City of Dubuque. ® The Vendor must collect and provide 1099 tax reporting information to the City of Dubuque. ® The Vendor must collect and provide summary vendor information for monthly publishing to the City of Dubuque. ® The Vendor shall provide the purchasing card user manual and user agreement templates. 3.04.08 Reports: The Vendor shall provide specific "on demand" and automatic reports as deemed necessary by the City. 3.04.09 Other Requirements: The Proposer must provide information on hardware/software requirements necessary to implement the Procurement Card Program. The Proposer must identify fees, if any, associated with this requirement. City of Dubuque, Iowa Page 14 Request for Proposal of Procurement Card Services ti Ifi 4.01 PROPOSAL SU FISSION FOR A-T Proposals shall be submitted to the Finance Director, 50 West 13t" Street, Dubuque, Iowa 52001-4805. Proposals must be received in the Finance Director prior to the date and time stated in the Notice. Each proposal shall be submitted in a sealed package clearly marked on the outside of the package that it is a proposal for the City of Dubuque Procurement Card Services. The package shall include at least one (1) original and a total of nine (9) bound sets of proposal documents. The original and each copy of the proposal must be signed by an officer or agent duly appointed to represent the Proposer. Receipt of any addenda must be acknowledged in the proposal or a copy of any addenda shall be signed and attached to the proposal. Proposals shall include the following information about the proposed card issuer. If the firm submitting the proposal is not the card issuer, this information is to be provided for both the card issuer and the proposer. Under no circumstances will late proposals be accepted. 4.01.01 Safety and Soundness: A brief description of the Proposer's firm including the name(s) of owner(s) and/or principal officers, the date of origin and/or incorporation and the length of time the company has been in the business of providing purchasing card services. Key measures of the Proposer's financial strength. City of Dubuque, Iowa Page 15 Request for Proposal of Procurement Card Services Proposers must comply with Payment Card Industry (PCI) and any other relevant security standards related to acceptance, storage and processing of purchase card transactions. 4.01.02 Personnel: Names, titles, phone and fax numbers, a-mail addresses, and brief biographies of issuer contact personnel. Including Account Representative and Support contact. Number of employees in key areas to provide service to proposed account. 4.01.03 Experience: Length of time the proposed issuer has been providing the type of services requested. A general overview of the companies and agencies using similar services under the management of the proposed issuer. A general overview of services provided to municipalities or other governmental agencies to which the issuer provides services for a procurement card program Critical factors for a successful procurement card program. Factors that may prevent or impede achievement of procurement card program goals. 4.01.04 Customer Commitment: What items differentiate your services from that of other providers? How do you intend to keep your product current and competitive? What approach is taken in the development of new services? Are enhancements under your direct control? How do you prioritize enhancement requests submitted by your customers? How would you consult with City program staff on an ongoing basis to discuss strengths and weaknesses of the program and recommended practices to promote maximum efficiencies? City of Dubuque, Iowa Page 16 Request for Proposal of Procurement Card Services 4.01.05 References: List any governmental agencies your company is currently servicing and the length of time you have been the provider of services for each account. Please include contact persons and their respective telephone numbers for each. A total of at least five references must be included 4.01.06 Program Specifications and Response Form: Proposals must include the fully completed Program Specifications and Response Form (see section 4.03). Proposers may not use a substitute form. Further clarification of any item included on the Response Form may be attached to the form and labeled as "Response to Item SR.N.NN". 4.01.07 Implementation Procedures Provide documentation on start-up and implementation procedures, including a proposed timetable, if your proposal is accepted. Implementation is depended upon City financial software upgrade installation, tentatively scheduled for completion in September 2009. Please include a schedule of events with milestone dates and responsibilities assigned. 4.01.08 Training The Vendor shall provide training and training documentation. Provide detail information on the training services required in implementing Procurement Card Services. Include documentation on the training materials and courseware required in implementing Card Administration and other services. 4.01.09 Additional Information Provide any additional information that you believe is relevant to the project and your capability to provide the services requested. 4.01.10 Pre-Bid Conference Proposers interested in submitting a bid shall attend apre-bid conference scheduled for 10:00 a.m. Friday, May 1, 2009. Proposers are invited to attend via conference call or in person at City Hall Conference Room A. If attending in City of Dubuque, Iowa Page 17 Request for Proposal of Procurement Card Services person please contact the Finance Director at 563-589-4133 for further instructions. 4.02 VALIJ~,`fl®N ®F PR®PSLS 4.02.01 Method of Evaluation: The Evaluation Committee is composed of the Budget Director, Finance Director, Assistant Finance Director, Information Services Manager, Leisure Services Manager, Purchasing Coordinator, Finance Accountant and Lead Applications/Network Specialist. In general, the proposals will be evaluated based on, but not limited to, the General Evaluation Criteria stated below and the completeness, clarity, and content of the proposal. The City reserves the right to conduct interviews with individual Proposers so as to better assess the competency of the Proposer and his/her designated project team members to provide the Scope of Services in a timely and satisfactory manner. Invitation to participate in apre-selection interview shall be solely at the discretion of the City. All such interviews will be conducted in Dubuque and shall be without cost to the City. The Committee recommendation will be forwarded to the City Manager for approval 4.02.02 General Evaluation Criteria: Total scope of services offered Compliance with required services Compliance with required security standards Knowledge and experience with providing services for programs similar in requirements to the City's proposed program Financial responsibility/stability Responses to overall proposal, and compliance with submission guidelines Demonstrated commitment to customer service excellence Ability to provide the required transaction and other reporting information City of Dubuque, Iowa Page 18 Request for Proposal of Procurement Card Services References Card acceptance, particularly by non-travel related businesses. Proposal presentation (completeness, organization, appearance, etc.) Oral presentation, if required Rebate program Cost of services, if any Financial terms will not be the sole determining factor in the award. The criteria shown above will be considered, as well as any other factors which the evaluation committee determine may affect the suitability of the proposal for the City's program. Submission of a proposal constitutes acceptance of this evaluation technique and recognition and acceptance that subjective judgements will be used by the evaluators in the evaluation. The vendor will be required to sign a contract with the City of Dubuque City of Dubuque, Iowa Page 19 Request for Proposal of Procurement Card Services 4.03 PR®RA SPECIFICA`TI®N AND RESP®NS FRM ®R PR®CIJRE ENT CARD ERVICES This form is furnished as a convenience to those submitting proposals. The format is also intended to aid in the comparative analysis of proposals. All responses and submittals that are requested in the proposal document but not included on this form should be submitted in the proposer's preferred form and format. Item ID Item Descri tion Yes No Can the followin be rinted on the front of the card? SR.1.01 The com an name "Cit of Dubu ue" ^ ^ SR.1.02 Two-color Cit loo ^ ^ SR.1.03 Holo raphic Cit loo ^ ^ SR.1.04 Name of individual cardholder ^ ^ SR.1.05 Name of department to which the cardholder is assi ned ^ ^ SR.1.06 The words "For official Cit use onl " ^ ^ SR.1.07 The words "Tax Exem t" ^ ^ SR.1.08 Federal Emplo er Identification Number ^ ^ SR.1.09 No. of printed lines allowed on the front of the card: Can the followin be rinted on the back of the card? SR.1.10 Pro oser's toll-free customer service number ^ ^ SR.1.11 Can the Cit restrict reference to ATM on the card? ^ ^ SR.1.12 Can the card numberin s stem be unique to the Cit ^ ^ SR.1.13 Describe all dispute and liability limitations and/or restrictions placed on a department card. SR.1.14 Do merchants enerall accept department cards? ^ ^ SR.1.15 Describe any issues or known problems with using department cards in the space below. SR.1.16 Who is the card issuer (Visa, Master Card, etc.) or can the City select the card issuer? City of Dubuque, Iowa Page 20 Request for Proposal of Procurement Card Services .1 ~~ ~t SR1.17 List the advantages or disadvantages of the different card issuers. SR.1.18 Describe other card options and give additional comments in the space below. SR.2.00 CARD U~~ ~C~NTROL~ Item ID Item Description Yes fdo SR.2.01 Ability to place all controls globally or on individual accounts ^ ^ SR.2.02 Ability to limit or adjust dollars charged on a daily basis ^ ^ SR.2.03 Ability to limit or adjust dollars charged on a billing cycle basis ^ ^ SR.2.04 Ability to limit or adjust number of daily transactions ^ ^ SR.2.05 Ability to limit or adjust number of billing cycle transactions ^ ^ SR.2.06 Ability to limit or adjust transaction amount ^ ^ SR.2.07 Ability to restrict or adjust use of procurement cards at vendors with identified merchant category code(s) ^ ^ SR.2.08 Ability to allow use of procurement cards at only those vendors with given merchant category code(s) (opposite of SR.2.07 ^ ^ SR.2.09 Ability to restrict use of procurement cards at specified vendor s) ^ ^ SR.2.10 Ability to allow use of procurement card(s) only at specified vendor(s) (opposite of SR.2.09) ^ ^ SR.2.11 Ability to restrict ATM or cash withdrawal from any source ^ ^ SR.2.12 Ability to temporarily suspend use of card for a specified period of time ^ ^ SR.2.13 Ability to temporarily change dollar limit for a specified time period ^ ^ City of Dubuque, Iowa Page 21 Request for Proposal of Procurement Card Services SR.2.14 Describe the procedure used to permanently terminate a card below: SR.2.14 Describe other control options below: SR 2.15 Describe fraud and identity theft monitoring tools that are in place to provide protection and notification of the City in cases of attempted fraudulent use or spending patterns inconsistent with the norm for a card user. .3.00 ~pu~s Item ID Item Descri tion Yes No SR.3.01 Disputes are resolved within sixt (60) calendar da s ^ ^ SR.3.02 Credits area plied to account immediate) after resolution ^ ^ SR.3.03 Hours given to report lost/stolen cards without incurring any liability: SR.3.04 Maximum liability for lost or stolen cards: City of Dubuque, Iowa Page 22 Request for Proposal of Procurement Card Services SR.3.04 ~ What is your procedure for handling lost or stolen cards: SR.3.05 ~ What is your procedure for handling disputes: City of Dubuque, Iowa Page 23 Request for Proposal of Procurement Card Services Item I® Item ®escription Yes No SR.4.01 Billing cycle period not less than twenty-five days nor more than thirt -five da s ^ ^ SR.4.02 Variable billin c Iles b departments ^ ^ SR.4.03 Flexible assi nment of c cle date to meet Cit 's needs ^ ^ SR.4.04 Payment grace periods (list available terms below): SR.4.05 Payment frequency (list available frequencies below) SR.4.06 List different methods provided for receiving payment. Note your preferred method of receiving payment. SR.4.07 A billin statement is rovided to each cardholder ^ ^ Statement shows the followin SR.4.08 C cle be innin and endin dates ^ ^ SR.4.09 Date of each transaction ^ ^ SR.4.10 Merchant name ^ ^ SR.4.11 Merchant cate o code for each transaction ^ ^ amount for each transaction ^ ^ SR.4.12 Proposer provides overall statement showing total charges for the City for the billing period by Department with following detail: Cycle beginning and ending dates Cardholder's name and account number Total amount billed for each cardholder Total charges for each Department Total char es to the Cit for the period ^ ^ SR.4.13 Other options available for statements: SR.4.14 Does our com an offer a rebate ro ram? ^ ^ City of Dubuque, Iowa Page 24 Request for Proposal of Procurement Card Services SR.4.15 Attach information and/or schedules of incentives or price breaks offered based on volume, timeliness of payment, rebates or other measures. Label of the information as "Response to Item SR.4.15." SR.5.00 REPORT Itst~ ID Item ®escrii tion Yes No SR.5.01 On Demand Reports: The City may request that any of the ^ ^ following reports be provided within five business days after re uest. SR-.5.02 Reports will be available for 120 days after the close of the ^ ^ period for which the re ort is re uested. SR.5.03 Duplicate statements for a billing cycle, including any card ^ ^ holder or summa statement, SR.5.04 Report of transactions for a billing cycle by cardholder far a ^ ^ Department group, showing totals by merchant transaction code and then by date for each cardholder. SR.5.05 Report of detailed transactions during a billing cycle, sorted ^ ^ by merchant transaction code, for any individual cardholder. SR.5.06 Report of detailed transactions during a billing cycle, sorted ^ ^ by merchant transaction code, for any Department group. SR.5.07 Quarterly report of total dollar amount of transactions fora ^ ^ Department group showing the total for each cardholder in the Department group sorted by cardholder. SR.5.08 Quarterly report of total dollar amount of transactions fora ^ ^ Department group showing the total for each cardholder in the Department group sorted by merchant transaction code. SR.5.09 Quarterly report of total dollar amount of transactions for the ^ ^ City showing the total for each. Department group sorted by Department group. SR.5.10 Quarterly report of total dollar amount of transactions for the ^ , ^ City showing the total for each Department group by merchant transaction code. SR.5.11 Annual report of total dollar amount of transactions fora ^ ^ Department group showing the total for each cardholder in the Department group sorted by cardholder Fiscal year report of total dollar amount of transactions fora ^ ^ Department group showing the total for each cardholder in the Department rou sorted b cardholder City of Dubuque, Iowa Page 25 Request for Proposal of Procurement Card Services SR.5.12 Annual report of total dollar amount of transactions fora ^ ^ Department group showing the total for each cardholder in the Department group sorted by merchant transaction code. Fiscal Year report of total dollar amount of transactions fora ^ ^ Department group showing the total for each cardholder in the Department group sorted by merchant transaction code. SR.5.13 Annual report of total dollar amount of transactions for the ^ ^ City showing the total for each Department group sorted by Department group. Fiscal Year report of total dollar amount of transactions for ^ ^ the City showing the total for each Department group sorted by Department group. SR.5.14 Annual report of total dollar amount of transactions for the ^ ^ City showing the total for each Department group by merchant transaction code Fiscal Year report of total dollar amount of transactions for ^ ^ the City showing the total for each Department group by merchant transaction code SR.5.15 1099 report. ^ ^ SR.5.16 Merchant summary analysis. ^ ^ SR.5.17 Report summarizing account statement exceptions fora ^ ^ billing cycle. SR.5.18 Report summarizing transactions to local vendors. A list of ^ ^ zip codes for such vendors will be provided. SR.5.19 Automatic Reports: The City may request that any of the ^ ^ above reports be furnished automatically rather than or in addition to on-demand. City of Dubuque, Iowa Page 26 Request for Proposal of Procurement Card Services ~R.~e~~ ~~~~ ~ Vice - SR.6.01 Is online Web services provided for administration of the Cit 's procurement card? ^ ^ - Are the following functions available to card administrators through Web services? SR.6.02 Re uest new cardholders ^ ^ SR.6.03 U date account information for existin cardholders ^ ^ SR.6.04 U date restrictions or limits for existin cardholders ^ ^ SR.6.05 Inactivate or terminate existin cardholders ^ ^ SR.6.06 Temporarily suspend card privileges for a specified period of Time ^ ^ SR.6.07 What is the wait time for online transaction updates to take effect ? Minutes Hours Da s SR.6.08 View cardholder statements ^ ^ SR.6.09 Print cardholder statements ^ ^ SR.6.10 Enter and track status of dis utes ^ _ ^ SR.6.11 Can different levels of access (full control, view only, etc.) be defined b individual? ^ ^ SR.6.12 Can administrators' access be restricted to a group of individuals? ^ ^ Can individual cardholders view their account information to include the followin ? SR.6.13 View their account information such as name, department, billin address, etc. ^ ^ SR.6.14 View their card rofile restrictions, limits, etc.) ^ ^ SR.6.15 View their dail transactions ^ ^ SR.6.16 View their billin c cle statement ^ ^ SR.6.17 Print month) statements ^ ^ Are the following types of reports available to users based on user access level? SR.6.18 Cardholder information to include restrictions, limits, status, etc. ^ ^ SR.6.19 Transaction re orts b cardholder ^ ^ SR.6.20 Transaction re orts b de artment/cost center ^ ^ SR.6.21 Transaction reports b merchant ^ ^ SR.6.22 Transaction reports b merchant cate o code ^ ^ SR.6.23 Transaction re .orts listin urchased item details for ^ ^ City of Dubuque, Iowa Page 27 Request for Proposal of Procurement Card Services those merchants rovidin the information SR.6.24 Are users allowed to enter their own sort and selection ^ ^ criteria when eneratin reports? SR.6.25 Attach to this proposal copies of sample reports available through online access. Label the sam les as "Res onse to Item SR.5.25." SR.6.26 Can users (based on their access level) download ^ ^ transaction information (merchant, date, amount, MCC, account) and transaction detail (purchased item information) to desktop application such as Microsoft Excel, Access or Word? SR.6.27 Can transaction be downloaded in comma separated value ^ ^ CSV or fixed len th ASCII formats? SR.6.28 How quickly are transactions available online? (please state you answer in hours) Hours: 0 Please list factors that may affect how quickly transactions are available: SR.6.28. Processor engages a PCI-approved Qualified Security ^ ^ 5 Assessor (QSA) to conduct a review of their information security procedures and scan their Internet points of presence on a regular basis. If yes provide details regarding QSA and assessments and proof of certificate of validation. SR.6.29 Can the transaction file interface with the Finance Plus 4.x ^ ^ Procurement Module? If not, can file format be changed to interface with Finance Plus 4.x Procurement Module? SR.6.30 Attach detailed information with your proposal regarding the Web services you provide. Label the information as "Response to Item SR.5.29." ~R.~.ClO (?Y{iER CARf~ ~~~VI~~~ Item ID (tern Descri tion Yes Igo SR.7.01 Is 1099 tax information collected and provided to the City in an electronic format? ^ ^ SR.7.02 Does your company assign as specific (named) account representative to handle the Cit 's account? ^ ^ SR.7.03 Does our com an offer a trainin pro ram for cardholders ^ ^ City of Dubuque, Iowa Page 28 Request for Proposal of Procurement Card Services and card administrators regarding card usage and online Web services? If there are any costs for training services, please make sure they are listed on the Cost of Services Schedule SR.8.00 SR.7.04 State how many hours of training are provided free of charge: SR.7.05 Please include detail information with your proposal regarding the rebate program offered by your company to include thresholds, method of calculation, percentage return. Label the information as "Response to Item SR.6.06." SR.7.06 Describe in detail any other."value added" services that may not be requested herein that would be available if your firm is the successful Proposer. If there are any costs associated with these services, please make sure they are listed on the Cost of Services Schedule (SR.8.00). S~. ~~ ~~ I~~f~fi~N~~ Iterro I® Item Description Yes o SR8.01 Please provide any hardware/software requirements necessary for implementation of your card program. If none, please state so. SR8.02 Are there one-time fees included with your proposal? If so, ^ ^ you must identify and include all fees on the Cost of `" Services Schedule. SR.8.03 Are there any ongoing fees included with your proposal? If ^ ^ so, you must identify and include all fees on the Cost of Services Schedule. City of Dubuque, Iowa Page 29 Request for Proposal of Procurement Card Services Describe in detail all fees or other costs to the City that would be associated with your proposal. All fees and costs associated with the program shall be stated in your proposal; the City of Cedar Rapids will not pay any "extra".fees. If there is no cost associated with the service, enter `None' in the Cost column. Item l® ®esc~i~at®n Fie Pe~ic~ct (annual, rr~®nfhl , ~t~.) C®st SR.9.01 Account setup fees SR.9.02 Annual account fees SR.9.03 Annual card fees SR.9.04 Transaction fees SR.9.05 Web services fees SR.9.06 Late a ment ercenta e SR.9.07 Software license fees SR.9.08 Maintenance fees SR.9.09 Trainin fees SR.9.10 Consultation fees SR.9.11 Card replacement fees SR.9.12 Fraud rotection fees Please identify any other required fees on the lines below: SR.9.13 SR.9.14 SR.9.15 SR.9.16 SR.9.17 SR.9.18 SR.9.19 Please identify other fees for optional "value-added" services on the lines below: SR.9.20 SR.9.21 SR.9.22 SR.9.23 SR.9.24 SR.9.25 City of Dubuque, Iowa Page 30 Request for Proposal of Procurement Card Services ~.o~ SIGNAI°IJR PAGE The undersigned Proposer, having examined these documents, and having full knowledge of the condition under which the work described herein must be performed, hereby proposes that she/he will fulfill the obligatiohs contained herein in accordance with all instructions, terms, conditions, and specifications set forth; and that she/he will furnish all required products/services and pay all incidental costs in strict conformity with these documents, for the stated prices as payment in full Submitting Firm: Address: Name of Authorized Titie: Au#horized Date: Phone # E-mail: Fax EXCEPTIONS OR DEVIATIONS to this Request for Proposal or the Terms should be listed below or "No Exceptions" written: FIRM PRICING Costs submitted in this bid are firm through: _ ADDENDA FORS (It is the Proposer's responsibility to check for issuance of any addenda) The undersigned hereby acknowledges receipt of the following applicable addenda: Addenda Number Date City of Dubuque, Iowa Page 31 Request for Proposal of Procurement Card Services INSURANCE SCHULE C INSURANCE REQUIREnAENTS FOR PROFESSIONAL. SERVICES TO THE CITY OF ®UUQU 1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A better in the current A.M. Best Rating Guide. 2. All Certificates of Insurance required hereunder shall provide a thirty (30) day notice of cancellation to the City of Dubuque, except for a ten (10) day notice for non- payment, if cancellation is prior to the expiration date. 3. shat! furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non-contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. shall upon request, provide Certificates of Insurance for all subcontractors and sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage/limits or greater if required by law or other legal agreement: a) CONINIERCIAL GENERAL LIAEILITY General Aggregate Limit Products-Completed Operations Aggregate Limit Personal and Advertising Injury Limit Each Occurrence Limit Fire Damage limit (any one occurrence) Medical Payments $2,000,000 $1,000,000 $1,000,000 $1,000,000 $ 50,000 $ 5,000 1 of 2 January 2008 INSURANCE SChIE®ULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO TFIE CITY OF ®UBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 `Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers shall be named as an additional insured on Genera{ Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. b) Automobile $9,000,000 combined single limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident $ 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY *Coverage and/or limit of liability to be determined on a case-by-case basis by Finance Director. Completion Checklist ^ Certificate of Liability Insurance (2 pages) ^ Designated Location(s) General Aggregate Limit CG 25 04 03 97 (2 pages) ^ Additional Insured CG 20 10 07 04 ^ Governmental Immunities Endorsement 2 of 2 January 2008 nnvcowncc• THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, REQUIREMENT , THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD'L INSRD TYPEOFINSURANCE POLICY NUMBER DATE (MM~DDM/E PDATE MMIDD/YYON ) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1, 000 r 000 SES Ea occu re PR M 50 ®00 X COMMERCIAL GENERAL LIABILITY r nce E I , $ A X CLAIMS MADE ^X OCCUR MED EXP An one person) $ 5 , 000 PERSONAL 8 ADV INJURY $ 1 , 000 , 000 GENERAL AGGREGATE $ 2 ~ 000 , 000 GEN'L AGGREGATE LIMIT APPLIES PER' PRODUCTS • COMPIOP AGG $ 1 , OO®, 000 POLICY X jE ~ LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 X ANY AUTO (Ea accident) A ALL OWNED AUTOS BODILY INJURY $ (Per person) SCHEDULED AUTDS HIRED AUTOS BODILY INJURY $ NON-OWNED AUTOS (Per accident) rt ~ ' PROPERTY DAMAGE $ ~. -f ~},f~ , 1, (Per accidenq GARAGE LIABILITY i=~+Y ~' ~ I, 1 ~ AU70 ONLY - EA ACCIDENT $ ANY AUTO ~ ~ ~ ~ OTHER THAN EA ACC $ ~ ~~~ I ~1 J ~~ ~~ 4 ~r t N 7 AUTOONLY~ AGG $ A EXCESS/UMBRELLA LIABILITY ~1^ ~ '~ _~ ~~± ~~l .'~ r" EACH OCCURRENCE $ 1, 000 r 000 X OCCUR ~ CLAIMS MADE I f ~ f ~ t j / ~ AGGREGATE $ 1 r 000, 000 ~ 7 9 ~ ~ ,~ ~ $ DEDUCTIBLE \ $ X RETENTION $ 0 $ A WORKERS COMPENSAT{ON AND • WC STATU- OTH- X TORY LIMITS ER EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNERlEXECUTIVE E.L. EACH ACCIDENT $ 100, 000 OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $ 100 , 000 If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE -POLICY LIMIT $ 500 , 000 ji OTHER prpf@SS10ria1 $1, 000 , 000 Y,iability DESCRIPTION OF OPERATIONSlLOCA710NSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS The City o£ Dubuque is an additional insured on general liability policies including ongoing 6 completed operations coverage equivalent to ISO CG 2010 0704 & CG 2037 0704. General Liability policy is primary snon-contributing. Form CG 2504 0397 "Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included. City of Dubuque 50 West 13th Street Dubuque, IA 52001 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES 8E CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 3O DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, HUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE ACDRD 25 (2001108) ©AGORD CORPORATION 1985 INS025 (0108).06 AMS VMP Mortgage Solutions, Inc. (800)327-0545 Page 1 of 2 f TNT If the certifcate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurers}, authorized representative or producer, and the certificate holder, nor does it affirmatively. or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2001/OS) tN$025 (0108).06 AAfl$ Page 2 of 2 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25 0~ 03 97 THIS EN®®RSERAENT CH,4NGS THE P®LICY. PLE~4SE REA® IT CAREFULLY. l I I This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Location(s): ANY AND ALL COVERED LOCATIONS (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) A. For alt sums which the insured becomes legally the Declarations nor shall they reduce any obligated to pay as damages caused by "occur- other Designated Location General Aggre- rences" under COVERAGE A (SECTION 1), and gate Limit for any other designated "location" for all medical expenses caused by accidents shown in the Schedule above. under COVERAGE C (SECTION I), which can be 4. The limits shown in the Declarations for Each attributed only to operations at a single desig- Occurrence, Fire Damage and Medical Ex- nated "location" shown in the Schedule above: pence continue to apply. However, instead of 1. A separate Designated Location General being subject to the General Aggregate Limit Aggregate Limit applies to each designated shown in the Declarations, such limits will be "location", and that limit is equal to the subject to the applicable Designated Location amount of the General Aggregate Limit General Aggregate Limit. shown in the Declarations. B. For all sums which the insured becomes legally 2. The Designated Location General Aggregate obligated to pay as damages caused by "occur- Limit is the most we will pay for the sum of all rences" under COVERAGE A (SECTION I), and damages under COVERAGE A, except dam- for all medical expenses caused by accidents ages because of "bodily injury" or °property under COVERAGE C (SECTION I), which can- damage" included in the "products-completed .not be attributed only to operations at a single operations hazard", and for medical expenses designated "location" shown in the Schedule under COVERAGE C regardless of the num- above: ber of: 1. Any payments made under COVERAGE A for a. Insureds; damages or under COVERAGE C for medical b. Claims made or "suits" brought; or expenses shall reduce the amount available under the General Aggregate Limit or the c. Persons or or anizations makin claims or 9 9 Products-Completed Operations Aggregate bringing "suits". Limit, whichever is applicable; and 3. Any payments made under COVERAGE A for 2. Such payments shall not reduce any Desig- damages or under COVERAGE C for medical natpd Location renPral Aggregate Limit. expenses shall reduce the Designated Loca- tion General Aggregate Limit for that desig- nated "location". Such payments shall not re- duce the General Aggregate Limit shown in CG 25 04 03 97 Page 1 of 2 CG 25 04 03 97 C. When coverage for liability arising out of the "products-completed operations hazard" is pro- vided, any payments for damages because of "bodily injury" or "property damage" included in the "products-completed operations hazard" will reduce the Products-Completed Operations Ag- gregate Limit, and not reduce the General Ag- gregate Limit nor the Designated Location Gen- eral Aggregate Limit. D. For the purposes of this endorsement, the Defi- nitions Section is amended by the addition of the following definition: "Location" means premises involving the same or connecting lots, or premises whose connection is interrupted only by a street, roadway, waterway or right-of-way of a railroad. E. The provisions of Limits Of Insurance (SECTION III) not otherwise modified by this endorsement shall continue to apply as stipulated. Copyright, Insurance Services Office, Inc., 1996 Page 2 of 2 CG 25 04 03 97 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 THIS EN®®RSEMENT CHANCES THE P®LICY. PLEASE READ 1T CAREFULL.Y. I I 1 , 1° 0 1 This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Or anization s The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers. Location(s) Of Covered Operations Information re uired to com lete this Schedule, if not shown above, will be shown in the Declarations. A. Section tl -Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. fhe acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insureds) at the location(s) desig- nated above. B. With respect to the insurance afforded to these additional insureds, the following additional exclu- sions apply: This insurance does not apply to "bodily injury" or "~.iiCNciiy da~iiaye" c:CGUrrlil?3 Cft~i: CG 20 10 07 04 Page 1 of 2 1. Ail work, including materials, parts or equip- ment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insureds) at the iocaiion of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor engaged in performing operations fora princi- pal as a part of the same project. A[t terms and conditions of #his policy apply unless modified by this endorsement. Page 2 of 2 ©ISO Properties, Inc., 2004 CG 20 10 07 04 CITY ®F ®IJ~IJQIJE, IOTA G®VERNMENTAL I~MIJNITtES EN®®RSEM~NT Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Polio The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. ~~ 1 of 1 January 2008 City of Dubuque Procurement Card Program April 2009 Vendor Name American Trust & Bank of America Contact Name E-Mail Address City 100 Church Street - 10th Floor New York -- ricantrust.com -._. _- P.O. Box 938 -- -- Dubuque - --- bankofamerca.com P231 S. LaSalle Street -6th floor --- Chicago e~bankone.com _ ~ 1 Bank One Plaza-Mail Ste 0199 Chicago -. ;oro.com 8110 Gatehouse Rd Ste 30E ___ _ Falls Church Zip. Phone Ido. Ext. Fax No. 10007 52004-0938 __ 589-0806 _ 589-0839 60611 312-828-7294 312-974-9250 60670-0199 312-954-3536 312-954-3516 22042 _ 703-289-7529 - - 52004-0778 _ _ __ 584-2547 _ __ 589-2184 52004-0179 557-1700 2236 690-0039 61025 747-3173 747-6300 _ - 52001 _ _ 587-9000 - -_. 587-9001 19884-0464 302-432-1797 302-432-2491 - 52004-0420 -_ 588-1000 --- -- 588-0383 52002 583-3646 583-3691 52001 __ 589-2240 _- __ 589-2261 53202 414-905-7080 414-765-4451 52404 319-368-1185 319-368-1299 Bank Gene Hayert: Kim Christian Bank One ----. -- Brendan Fletcher Citibank Tara Has i -- -- y Dubuque_Bank & Trust Doug Stillings ', Dupaco Community Credit Union Robert Hoefer East Dubuque_ Savings Bank Steve Bonnet Liberty Bank Sandi Ernst I, MBNA AMERICA --- Jilaine Burley Premier Bank_ Jeff Mozena State Central Bank _ _ -- Rich Bean - U.S. Bank ___ Jeff Potts US Bank David Frieder ~ IWells Fargo (John Dorfler I - _. ~° P.O. Box 778 --- Dubuque 'P.O.Box179 Dubuque P.O. Box 259 _ East Dubuque x2201 Jackson St . Dubuque 11100 N_Kmg Street _ Wilmington ____ ~~~ P.O. Box 420_ Dubuque 1805JFK Dubuque 270 W. 7th St. _ Dubuque - I777 EWisconsin Ave, MK-WI-T6 -- Milwaukee _ 101 Third Ave SW Cedar Rapids 02/04/03