RFP for Corporate Card Providers - OAS
GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
("GS/OAS")
[pic]
REQUEST FOR PROPOSAL
BID No. 16/06
FOR
CORPORATE CARD PROVIDERS
SECRETARIAT FOR ADMINISTRATION AND FINANCE
OFFICE OF PROCUREMENT SERVICES
(“GS/OAS/SAF/OPS”)
November 9, 2006
Issued by the Office of Procurement Services
GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
BID No. 16/06
TABLE OF CONTENTS
|Section |Page |
|I. |Introduction |3 |
|II. |Scope of Work and Background Information |3 |
|2.1. |Central Billing Program |3 |
|2.2. |Corporate Card Program |4 |
|2.3. |Purchasing Card Program |6 |
|III. |The Proposal Response Format |7 |
|IV. |Selection Process |31 |
|V. |Selection Criteria |32 |
|VI. |Documents to be Presented by Each Bidder |32 |
|VII. |Bidders’ Questions |33 |
|VIII. |Request for Proposal – Closing Date and Time and Instructions |33 |
|IX. |General Terms and Conditions |33 |
|9.1. |Payment Terms |33 |
|9.2. |Confidentiality |34 |
|9.3. |Addenda to RFP |34 |
|9.4. |Insurance |34 |
|9.5. |Due Diligence and Information on the Contract |35 |
|9.6. |Settlement of Disputes and Applicable Law |35 |
|9.7. |Data Information Usage |35 |
|9.8. |Privileges and Immunities |35 |
|9.9. |Tax Exemption |36 |
|9.10. |Contract |36 |
| |Attachment II: General Terms and Conditions |37 |
I. INTRODUCTION
1.1 The General Secretariat of the Organization of American States (hereinafter referred to as “GS/OAS”) is a public international organization with headquarters in Washington, D.C., United States of America. The GS/OAS desires to introduce Central Billing, Corporate Card and Purchasing Card programs (hereinafter referred to as “Corporate Payment Programs”) and in that regard is soliciting proposals from qualified Corporate Card Providers (hereinafter referred to as “CCP”). The GS/OAS intends to implement separate Corporate Payment Programs. Accordingly, bidders may respond individually to the Central Billing, the Corporate Card or the Purchasing Card solicitation or to the three solicitations under this Request for Proposal (hereinafter referred to as “RFP”).
1.2 The GS/OAS seeks to have CCP that will provide highly responsive, quality-oriented services to the GS/OAS. Emphasis will be placed upon innovative approaches designed to obtain realistic and demonstrable cost savings for GS/OAS that includes the highest quality of corporate card services. GS/OAS operates on an Oracle platform; therefore any approaches must interface with this enterprise system.
1.3 The Office of Procurement Services (hereinafter referred to as “OPS”) manages the travel portfolio and the Department of Budgetary and Financial Services (hereinafter referred to as “DBFS”) is in charge of processing, maintaining, advising and reporting all aspects of financial information for the GS/OAS. Therefore, the OPS and the DBFS are the Contract Managers and the liaisons with the GS/OAS.
1.4 With regard to the Corporate Card only, GS/OAS envisions the implementation of a pilot program wherein a select group of GS/OAS employees would be issued a Corporate Card for travel. The lessons learned from the brief pilot program will facilitate Corporate Card issuance to all designated GS/OAS employees.
II. SCOPE OF WORK AND BACKGROUND INFORMATION
1. Central Billing Program
2.1.1 As part of its new travel management, it is the GS/OAS’ intention to obtain and utilize a Central Billing Program for payment to the travel services provider.
2.1.2 The GS/OAS seeks to obtain and utilize a Central Billing Program to:
• Collect and organize travel data to better manage costs.
• Automate travel expense reconciliation.
• Improve control of travel policy and obtain higher discipline and compliance.
• Obtain appropriate data for stronger negotiating leverage with vendors.
• Track the usage of carriers, class of service and advance ticketing rules.
• Increase the influence of GS/OAS travel policy on employees purchasing behavior and obtain incentives accordingly.
• Track employees travel for not only cost-control, but also for security and safety issues.
• Identify areas where savings can be found and to reduce travel costs.
2. Corporate Card Program
2.2.1 It is the GS/OAS’ intention to initiate a mandatory program for the use of Corporate Cards (individual bill/individual pay) for all travel-related expenses and in accordance with GS/OAS policies.
2. The GS/OAS seeks to obtain and utilize a Corporate Card Program to:
• Collect and organize data to better manage costs.
• Allow travelers to reconcile expenses in an easy and timely manner.
• Improve control of travel policy and obtain higher discipline and compliance.
• Track the usage of carriers, class of service and advance ticketing rules.
• Obtain appropriate data for stronger negotiating leverage with vendors.
• Increase the influence of GS/OAS travel policy on employees purchasing behavior and obtain incentives accordingly.
• Obtain benefits/incentives from volume expenditures that are currently paid directly to vendors.
• Track employees travel for not only cost-control, but also for security and safety issues.
• Identify areas where savings can be found and to reduce travel costs.
• Obtain real value by appropriately using the new data received.
2.2.3 The following general information is based on estimated 2005 travel and general statistics and is provided to assist bidders in preparing their response to this RFP. The GS/OAS does not guarantee future travel patterns, travel volume, or dollar volume.
|Background Information | Total Number |
|GS/OAS Office headquartered in Washington, DC. |1 |
|GS/OAS has Country Offices in OAS Member States in many of the countries in North, Central, |31 |
|and South America and in the Caribbean. | |
|Travel activities are conducted to and from all 34 OAS Member States). | |
|Personnel working in headquarters (staff and contracted). |700(Approximate) |
|Personnel working away from headquarters (staff and contracted). |200 (Approximate) |
|Charge Volume. |No volume is guaranteed at this time; |
| |however see historical data below |
|Pilot Program. |A three (3) month pilot program will be |
| |implemented for approximately forty (40) |
| |cards |
|Potential Number of Cards to Be Issued. |Approximately 300 |
|Dollar Limit per Card per month. |Approximately |
| |85% = US$1,500; |
| |14% = US$5,000; |
| |1% = US$10,000. |
|Dollar Limit per Card Transaction. |No limit |
|Dollar Limit per ATM Transaction |US$500 |
| |(for each 24 hours) |
|2005 - Volume of travel tickets, expenditure and other data |Quantity |
|Airline tickets issued at headquarters. |2,100 |
|Airline tickets issued away from headquarters. |300 |
| |(Approximate) |
|Fares billed. |$5,683,000 |
|Total expenses related to travel, including fares, per diems, terminal expenses, |$12,171,000 |
|repatriation, transportation rental, excess luggage, field travel, passport renewals, and | |
|others. | |
|International travel. |95% |
|Domestic travel. |5% |
|International round trip travel from Washington, DC to Central, South America and the |85% |
|Caribbean countries. | |
|Most used airlines. |American Airlines, |
| |United Airlines, |
| |Delta, and Copa |
|Most frequent travel destinations. |The Caribbean, Central, South America, and|
| |Canada and Mexico. |
|Economy class trips. |90% |
|Most frequently used number of segments in trip (4). |70% |
|Number of trips of two (2) segments. |15% |
|Complex international itineraries. |15% |
|First and business class trips. |10% |
|GS/OAS' employees, independent contractors, and all other persons affiliated with the GS/OAS.|300 |
|Travelers to annual General Assembly. |150 |
|Number of frequent travelers. |100 |
|Per diem expenses. |$2,901,000 |
| |(Approximate) |
|Percentage of per diem amounts used in lodging. |50% |
| |(Estimated) |
|Potential number of room nights reserved through travel agency. |5,000 |
| |(Estimated) |
2.2.4 GS/OAS Travel Policy: The travel policy for the GS/OAS is set at Headquarters and is governed by the criteria and guidelines set forth in the following documents which are attached, hereto (see Attachment I) for purposes deemed necessary for your bid submission:
• Articles 51 and 85 of the GS/OAS Standards to Govern the Operations of the General Secretariat of the Organization of American States.
• Chapter VIII of the GS/OAS Staff Rules.
• Administrative Memorandum No. 79 Rev. 3: Instructions for Travel in the General Secretariat of the Organization of American States (and future revisions).
• Administrative Memorandum No. 103: Budgetary and Financial Rules.
2. Purchasing Card Program
2.3.1 It is the GS/OAS’ intention to initiate a centrally managed program for the use of the Purchasing Card (individual bill/corporate pay) to be used for the purchases of goods and services on the GS/OAS behalf and in accordance with GS/OAS policies.
2.3.2 The GS/OAS seeks to obtain and utilize a Purchasing Card Program to:
• Reduce the time and manpower costs needed to reconcile travel expenditures,
• Streamline the payment process.
• Capture low volume and high volume purchases.
• Identify areas of opportunity for expansion of Purchasing Card Program.
III. The Proposal Response Format
Please structure your bid proposal in such manner that it responds, in numerical order, to the items in each of the sections below:
|3.1 |General Profile Information – All Corporate Card Providers |
|Corporate Card Provider Information |Bidder’s Response |
|3.1.1 |Full name, address and telephone number of CCP corporate | |
| |headquarters (if applicable) or local branch office (if | |
| |applicable), the contact information for this proposal and legal| |
| |representative name. | |
| |If applicable, provide the same information about the CCP parent| |
| |company. | |
|3.1.2 |Details of incorporation of company and present legal status. | |
|3.1.3 |Years of experience providing corporate cards services for | |
| |accounts similar in size to the GS/OAS and for which usage is | |
| |primarily international. | |
|3.1.4 |Location where Corporate Card services will be administered. | |
|3.1.5 |Number of employees in the location. | |
|Global Program Offering |Bidder’s Response |
|3.1.6 |Indicate in which of the following Caribbean countries your | |
| |company has branch office(s)/associates: | |
| |Antigua and Barbuda | |
| |Bahamas |Yes ____ No_____ |
| |Barbados |Yes ____ No_____ |
| |Dominica |Yes ____ No_____ |
| |Dominican Republic |Yes ____ No_____ |
| |Grenada |Yes ____ No_____ |
| |Haiti |Yes ____ No_____ |
| |Jamaica |Yes ____ No_____ |
| |Saint Kitts and Nevis |Yes ____ No_____ |
| |Saint Lucia |Yes ____ No_____ |
| |Saint Vincent and the Grenadines |Yes ____ No_____ |
| |Trinidad and Tobago |Yes ____ No_____ |
| | |Yes ____ No_____ |
|3.1.7 |Indicate in which of the following countries your company has | |
| |branch office(s)/associates offices: | |
| |Argentina |Yes ____ No_____ |
| |Belize |Yes ____ No_____ |
| |Bolivia |Yes ____ No_____ |
| |Brazil |Yes ____ No_____ |
| |Canada |Yes ____ No_____ |
| |Chile |Yes ____ No_____ |
| |Colombia |Yes ____ No_____ |
| |Costa Rica |Yes ____ No_____ |
| |Ecuador |Yes ____ No_____ |
| |El Salvador |Yes ____ No_____ |
| |Guatemala |Yes ____ No_____ |
| |Guyana |Yes ____ No_____ |
| |Honduras |Yes ____ No_____ |
| |Mexico |Yes ____ No_____ |
| |Nicaragua |Yes ____ No_____ |
| |Panama |Yes ____ No_____ |
| |Paraguay |Yes ____ No_____ |
| |Peru |Yes ____ No_____ |
| |Suriname |Yes ____ No_____ |
| |United Status of America |Yes ____ No_____ |
| |Uruguay |Yes ____ No_____ |
| |Venezuela |Yes ____ No_____ |
|3.1.8 |Provide details on your global program, including number of | |
| |cards, number of central billing account clients, and total | |
| |charge volume. Discuss your immediate and long-term plans to | |
| |increase or reduce your investment in the program. | |
|3.1.9 |Describe any partnerships, marketing alliances, or other | |
| |business relationships in place with technology vendors (e.g.: | |
| |e-procurement, Enterprise Resource Planning, or Electronic | |
| |Expense Reporting). | |
|3.1.10 |List (a) the major technological innovations you have invested |(a) |
| |in over the last three years, and (b) how these technological |(b) |
| |innovations have improved your customers’ processes and reduced | |
| |their costs. | |
|3.1.11 |Describe how your programs and services vary from country to | |
| |country. | |
|3.2 |Central Billing Program |
|Company Profile (Central Billing) |Bidder’s Response |
|3.2.1 |Indicate to how many clients does your firm | |
| |provide Central Billing services?. | |
|3.2.2 |List the services or features, or competitive advantage in which| |
| |your firm is unique to the Central Billing industry. | |
|3.2.3 |List all names of institutional customers (i.e. businesses or | |
| |International Organizations – not individual card holders) with | |
| |which there was a breach of contract, including litigation, | |
| |claims and/or alternative dispute resolution proceeding | |
| |regarding services provided within the last five years. | |
| |Specify the reason for the breach of contract. | |
|3.2.4 |Why do you believe your firm should be selected by the GS/OAS? | |
| |What do you believe distinguishes your firm from your | |
| |competitors? | |
|3.2.5 |Briefly describe how your firm plans to keep the GS/OAS | |
| |appraised of best practices in the Central Billing industry. | |
|Firm’s Personnel staffing |Bidder’s Response |
|3.2.6 |Provide curriculum vitae of proposed manager for this contract. | |
|3.2.7 |Provide organizational chart of the Central Billing operation | |
| |that your firm would set up for the GS/OAS | |
|3.2.8 |How many other of your employees could the GS/OAS directly | |
| |contact in case of specific questions or emergencies with | |
| |account? | |
|Billing |Bidder’s Response |
|Please explain the following options | |
|3.2.9 |What billing/payment solutions are available to GS/OAS and its | |
| |employees? | |
|3.2.10 |Since airline tickets are centrally paid, explain the | |
| |reconciliation process | |
|3.2.11 |List any pre-set spending restrictions associated with your | |
| |program. | |
|3.2.12 |How does your firm handle tax-exempt purchases? | |
|3.2.13 |For tickets billed individually | |
| |How does reconciliation of refunds work? | |
| |Do refunds go directly to the traveler card? | |
| |How does your firm track refunds? | |
|3.2.14 |Can the travel authorization (GS/OAS Purchase Order Number) | |
| |appear on the corporate card statements? | |
|3.2.15 |How would you assist the GS/OAS in obtaining credit for sales | |
| |taxes paid in error? | |
|3.2.16 |Describe the details incorporated on the billing statement. Can | |
| |invoices be customized? Provide a sample billing statement. | |
|3.2.17 |Does your firm offer a rebate program based on the volume charge|Yes________ No_______ |
| |in the central billing account? | |
| |If yes, please describe | |
|Payment and Interest |Bidder’s Response |
|3.2.18 |Describe the payment terms available | |
|3.2.19 |Does your firm provide charge account services or must the total| |
| |bill be paid in full every billing cycle? | |
|3.2.20 |Does your firm provide credit account services, i.e. payments | |
| |could be made partially in different billing cycles? | |
|3.2.21 |What payment methods does your firm offer to cardholders? | |
|3.2.22 |Briefly state your firm’s procedures regarding | |
| |overdue/delinquent accounts. | |
|3.2.23 |1. At what date are late fees assessed to the GS/OAS? |1. |
| |2. How much are the fees? |2. |
| |3. How are the fees calculated? |3. |
|3.2.24 |At how many days of delayed payment will the account be | |
| |considered delinquent? | |
|3.2.25 |Can the travel authorization (GS/OAS Purchase Order Number) | |
| |appear on the corporate card statements? | |
|3.2.26 |Can you charge fixed interest rates? |Yes__________ No_______ |
|3.2.27 |How often do you adjust interest rates? |Yes__________ No_______ |
|3.2.28 |Can you charge fixed interest rates for delinquent accounts? |Yes__________ No_______ |
|3.2.29 |Other mandatory requirements: | |
| |a) Interest Rate: fixed. |a) Yes ________No_______ |
| |b) Interest Rate (delinquency cases): same as fixed. | |
| |c) Cash advance Fee: maximum of 1.5% |b)Yes________ No_______ |
| |d) Late payment Fee: maximum of $15 |c) Yes_______ No _______rate:_________ |
| |e) Over-limit Fee: none. |d) Yes_______ No _______amount:______ |
| | |e) Yes ________No_______ |
|Security and Fraud |Bidder’s Response |
|3.2.30 |What types of fraudulent charge protections does your firm | |
| |offer? What policies are in place addressing fraud by (a) | |
| |individuals authorized to access central billing and (b) third | |
| |parties outside of the organization? | |
|3.2.31 |How does your firm screen transaction activity for fraudulent | |
| |patterns? | |
|3.2.32 |Briefly describe the system security for administrators with | |
| |access to central billing system | |
|Liability |Bidder’s Response |
|3.2.33 |Explain your firm’s liability policy regarding failures to pay | |
| |for charge to the central billing account. | |
|3.2.34 |Explain your firm’s liability policy for fraudulent or | |
| |unauthorized charges. | |
|Insurance |Bidder’s Response |
|3.2.35 |Describe any insurance offered for purchases made with your | |
| |firm’s central billing account, including who and what is | |
| |covered, amount of coverage, any restrictions, and how these may| |
| |vary around the world. | |
|3.2.36 |Detail all automatic and optional insurance coverage, such as: | |
| |1. Travel Insurance | |
| |- Accidental death up to? | |
| |- Dismemberment, up to? | |
| |2. Baggage Insurance | |
| |- For carry on baggage, up to? | |
| |- For checked baggage in addition to carriers’ settlement, up | |
| |to? | |
|3.2.37 |Does your firm provide Corporate Liability Insurance? |Yes__________ No_______ |
| |Describe the level(s) and any associated costs of coverage. | |
|Customer Service |Bidder’s Response |
|3.2.38 |Describe your customer service capabilities for GS/OAS , hours | |
| |of availability, emergency/after-hours support, and web-based | |
| |applications for support. | |
|3.2.39 |Does your firm provide 24/7 support? |Telephone Yes______ No______ |
| | |Fax Yes______ No______ |
| | |Online Yes______ No_______ |
| | |Other alternatives Yes______ No_______ |
|3.2.40 |Provide name(s) and resume(s) of person(s) who will be | |
| |designated as Point of Contact for Customer Service of the | |
| |GS/OAS account | |
|3.2.41 |If some charges are denied by GS/OAS will they be placed on hold| |
| |while the investigation lasts? | |
|3.2.42 |Please describe your firm’s bilingual service capabilities in | |
| |terms of numbers of staff who speak English and Spanish and | |
| |their proficiency level in these languages. | |
|3.2.43 |Outline the metrics that will be used to measure your customer | |
| |service performance and results | |
|3.2.44 |Describe your company’s disaster preparation and recovery plans.| |
|Reports ( Management Information Systems) |Bidder’s Response |
|3.2.45 |Describe your firm’s consolidated global reporting capabilities,| |
| |including management information reporting, summary reporting, | |
| |and detail level reporting. | |
|3.2.46 |What is the standard format of delivery and other available | |
| |options? | |
|3.2.47 |How are ad-hoc reports handled? | |
|3.2.48 |Describe your options for customized reporting. How often can | |
| |reports be generated? | |
|3.2.49 |Describe your methods for ensuring data accuracy on a global | |
| |scale. | |
|3.2.50 |Describe the level of detail available by type of supplier for | |
| |each of the following: airlines, hotel chains, and car rentals. | |
|3.2.51 |Will the online account program management system be available |Yes______ No______ |
| |for supervisor use? | |
| |If yes, please explain system | |
|3.2.52 |Will the online account program management system be available |Yes______ No______ |
| |for cardholder use? | |
| |If yes, please explain system | |
|3.2.53 |Provide samples of ten (10) most used management reports issue | |
| |by your firm | |
|3.2.54 |1. Will purchases made in other countries appear in the |1. Yes______ No______ |
| |consolidated monthly reports? |2. |
| |2. Will they appear a matter of reporting? Or as a matter of | |
| |statement in order to be paid? | |
|Technology |Bidder’s Response |
|3.2.55 |How will your firm interface with the GS/OAS Oracle System? | |
|3.2.56 |Describe any hardware and software requirements the GS/OAS would| |
| |need to support your firm’s proposed corporate card | |
|Implementation |Bidder’s Response |
|3.2.57 |Specify your implementation schedule. |Activity Days to perform |
| | |Information gathering: |
| | |Internal set-up: |
| | |Training OAS personnel: |
| | | |
| | |Total days to implementation and “Go live” = |
|3.2.58 |Will your firm designate an account manager(s) who will be |Yes__________ No_______ |
| |responsible for GS/OAS account? | |
| |If yes, define the manager’s roles and responsibilities. | |
|Soft Dollar Benefits for GS/OAS |Bidder’s Response |
|3.2.59 |Describe any “no” cost services your firm can offer the GS/OAS | |
| |for purchases made with the central billing account | |
|Hard Dollar Benefits for GS/OAS |Bidder’s Response |
|3.2.60 |Does your firm offer a rewards program for GS/OAS? |Yes ______ No______ |
| |If yes, describe | |
| |(1) the rewards program benefits available |(1) |
| |(2) the cost if any associated for this benefit |(2) |
| | | |
|3.2.61 |Does your firm offer organizational rebates for volumes of |Yes ______ No______ |
| |travel? | |
| |If yes, (1) how are theses rebates calculated?, (2) are there |(1) |
| |thresholds for such volume, and |(2) |
| |(3) are these thresholds flexible? |(3) |
|3.2.62 |Are there points, or mileage or tickets to be obtained by volume|Yes ______ No______ |
| |achieved? | |
| |If yes, explain | |
|3.2.63 |Do you have special associations with airlines of hotels that |1. |
| |would generate hard dollar savings? if so, please explain |2. |
| |What are the names of the airlines you are associated with that |3. |
| |could generate rebates, or discounts? | |
| |Will the potential rebates generated through your firm be also | |
| |generated if the GS/OAS negotiates special discounts or deals | |
| |with specific or preferred airlines for some routes? | |
|3.2.64 |How can points for mileage or tickets be obtained? | |
|3.2.65 |Can the GS/OAS obtain both mileage rewards and volume rebates at|Yes ______ No______ |
| |the same time? | |
|3.2.66 | | |
| |What are the names of the airlines with which you are associated| |
| |that could generate rebates, or discounts? | |
|3.2.67 |Will the potential rebates generated through your firm also be | |
| |generated if the GS/OAS negotiates special discounts or deals | |
| |with specific or preferred airlines for some routes? | |
|Price Proposal I |Bidder’s Response |
|$ per unit fee (specify) | |
|3.2.68 |Annual fee: | |
|3.2.69 |Base incentive (Minimum net annual charge volume to get | |
| |incentive) | |
|3.2.70 |Percentage of incentive to get if annual charge volume is | |
| |achieved | |
|3.2.71 |Maximum days allowed to pay to allow for speed of pay incentive| |
| | | |
|3.2.72 |Percentage of GS/OAS incentive if payment is made within the | |
| |maximum days allowed to pay. | |
|3.2.73 |Conversion fee for converting U.S. dollars to other currencies. |Yes ______ No______ |
| |If yes, explain (1) why there is a charge, (2) what the charge | |
| |is, and (3) how much such charge would be reflected in billing |Fee: |
| |statements. |(1) |
| | |(2) |
| | |(3) |
|3.3 |Corporate Card Program |
|Company Profile (Corporate Card) |Bidder’s Response |
|3.3.1 |Indicate to how many clients does your firm | |
| |provide Corporate Card services?. | |
|3.3.2 |List the countries in which you offer a | |
| |local currency corporate card | |
|3.3.3 |Briefly describe your firm’s history in the | |
| |Corporate Card industry. | |
|3.3.4 |List the services or features, or competitive advantage in which| |
| |your firm is unique to the Corporate Card industry. | |
|3.3.5 |List all names of institutional customers (i.e. businesses or | |
| |International Organizations – not individual card holders) with | |
| |which there was a breach of contract, including litigation, | |
| |claims and/or alternative dispute resolution proceeding | |
| |regarding services provided within the last five years. | |
| |Specify the reason for the breach of contract. | |
|3.3.6 |Why do you believe your firm should be selected by the GS/OAS? | |
|3.3.7 |Briefly describe how your firm plans to keep the GS/OAS | |
| |appraised of best practices in the Corporate Card industry. | |
|Acceptability |Bidder’s Response |
|3.3.8 |How can GS/OAS ensure that your firm’s proposed card will enable| |
| |travelers to complete all applicable official travel | |
| |conveniently? | |
|3.3.9 |How do you define corporate card acceptance? | |
|3.3.10 |How do you ensure acceptance by merchants/suppliers? | |
|3.3.11 |Indicate in which of the following Caribbean countries your | |
| |firm’s corporate card is accepted. Specify number of locations, |Locations ATMs Network |
| |number of ATMs in each country and networks used: | |
| |Antigua and Barbuda | |
| |Bahamas |1. |
| |Barbados |2. |
| |Dominica |3. |
| |Dominican Republic |4. |
| |Grenada |5. |
| |Haiti |6. |
| |Jamaica |7. |
| |Saint Kitts and Nevis |8. |
| |Saint Lucia |9. |
| |Saint Vincent and the Grenadines |10. |
| |Trinidad and Tobago |11. |
| | |12. |
|3.3.12 |Indicate in which of the following countries your firm’s | |
| |corporate card is accepted. Specify number of locations, number | |
| |of ATMs in each country and networks used: |Locations ATMs Network |
| |Argentina | |
| |Belize |1. |
| |Bolivia |2. |
| |Brazil |3. |
| |Canada |4. |
| |Chile |5. |
| |Colombia |6. |
| |Costa Rica |7. |
| |Ecuador |8. |
| |El Salvador |9. |
| |Guatemala |10. |
| |Guyana |11. |
| |Honduras |12. |
| |Mexico |13. |
| |Nicaragua |14. |
| |Panama |15. |
| |Paraguay |16. |
| |Peru |17. |
| |Suriname |18. |
| |United Status of America |19. |
| |Uruguay |20. |
| |Venezuela |21. |
| | |22. |
|3.3.13 |Does your Corporate card allow for worldwide access to cash | |
| |withdrawals? | |
|3.3.14 |List countries in which your firm’s card is not accepted. | |
|3.3.15 |Can your firm issue Corporate cards to GS/OAS staff stationed |Yes ______ No______ |
| |outside the U.S.A.? | |
| |Would it be in local currency (other than US$)? | |
|3.3.16 |How long does it take for your system to get a new travel agency| |
| |or vendor approved to be able to obtain payment from your firm | |
| |for the first time? | |
|Service Level for approximately 300 GS/OAS' employees, independent |Bidder’s Response |
|contractors, and all other persons affiliated with the GS/OAS | |
|3.3.17 |Will there be 24/7 customer service? |Yes ______ No______ |
|3.3.18 |Will there be bilingual English and Spanish service? |Yes ______ No______ |
|3.3.19 |Please describe your firm’s bilingual service capabilities in | |
| |terms of numbers of staff who speak English and Spanish and | |
| |their proficiency level in these languages. | |
|3.3.20 |How will your firm support GS/OAS’ travelers’ needs? | |
|3.3.21 |What special services do you provide to VIP’s? | |
|3.3.22 |How will your firm support GS/OAS’ VIP travelers’ needs? | |
|Firm’s Personnel staffing |Bidder’s Response |
|3.3.23 |Provide curriculum vitae of proposed manager for this contract. | |
|3.3.24 |Provide organizational chart of the Corporate Card operation | |
| |that your firm would set up for the GS/OAS | |
|3.3.25 |How many other of your employees could the GS/OAS directly | |
| |contact in case of specific questions or emergencies with | |
| |account? | |
|Billing |Bidder’s Response |
|Please explain the following options | |
|3.3.26 |What billing/payment solutions are available to GS/OAS and its | |
| |employees? | |
|3.3.27 |List any pre-set spending restrictions associated with your | |
| |program. | |
|3.3.28 |How does your firm handle tax-exempt purchases? | |
|3.3.29 |For tickets billed individually: | |
| |a) How does reconciliation of refunds work? | |
| |b) Do refunds go directly to the traveler card? | |
| |c) How does your firm track refunds? | |
|3.3.30 |Can the travel authorization (GS/OAS Purchase Order Number) | |
| |appear on the corporate card statements? | |
|3.3.31 |How would you assist the GS/OAS in obtaining credit for sales | |
| |taxes paid in error? | |
|3.3.32 |Describe the details incorporated on the billing statement. Can | |
| |invoices be customized? Provide a sample billing statement. | |
|Payment and Interest |Bidder’s Response |
|3.3.33 |Describe the payment terms available | |
|3.3.34 |Does your firm provide charge card services or must total bill |Yes ______ No______ |
| |be paid in full every billing cycle? | |
|3.3.35 |Does your firm provide credit card services i.e. payments could |Yes ______ No______ |
| |be made partially in different billing cycles? | |
|3.3.36 |What payment methods does your firm offer to individual | |
| |cardholders? | |
|3.3.37 |Briefly state your firm’s procedures regarding | |
| |overdue/delinquent accounts. | |
|3.3.38 |1. At what date are late fees assessed to the cardholder? |1. |
| |2. How much are the fees? |2. |
| |3. How are the fees calculated? |3. |
|3.3.39 |At how many days of delayed payment will the account be | |
| |considered delinquent? | |
|3.3.40 |At how many days of delayed payment your firm will report the | |
| |delinquency to the credit bureaus? | |
|3.3.41 |Can you charge fixed interest rates? |Yes__________ No_______ |
|3.3.42 |How often do you adjust interest rates? |Yes__________ No_______ |
|3.3.43 |Can you charge fixed interest rates for delinquent accounts? |Yes__________ No_______ |
|3.3.44 |Other mandatory requirements: | |
| |a) Interest Rate: fixed. |a) Yes ________No_______ |
| |b) Interest Rate (delinquency cases): same as fixed. | |
| |c) Cash advance Fee: maximum of 1.5% |b)Yes________ No_______ |
| |d) Late payment Fee: maximum of $15 |c) Yes_______ No _______rate:_________ |
| |e) Over-limit Fee: none. |d) Yes_______ No _______amount:______ |
| | |e) Yes ________No_______ |
|Program Administration |Bidder’s Response |
|3.3.45 |Explain the process for issuing new cards, including the credit | |
| |approval process | |
|3.3.46 |Since many GS/OAS staff member do not have social security |Yes__________ No_______ |
| |numbers (“SSNs”), can your firm issue cards to individuals who | |
| |are not U.S. citizens or U.S. permanent residents who do not | |
| |have SSN’s? Are your firm’s policies in compliance with the | |
| |U.S. Patriot Act? | |
|3.3.47 |Does your firm conduct credit checks? |Yes__________ No_______ |
| |If yes, briefly explain how does your firm handle issuance of a | |
| |card for someone with no credit history in the U.S.? | |
|3.3.48 |Does your firm have the ability to issue corporate cards to |Yes__________ No_______ |
| |GS/OAS’ staff members stationed outside the U.S. , in local | |
| |currency (other than U.S. dollars)? | |
|3.3.49 |Explain how will your firm assist GS/OAS in recovering | |
| |value-added taxes paid on international expenses that are billed| |
| |to the corporate cards | |
|3.3.50 |Briefly describe all cash management options available to GS/OAS| |
| |such as ATM, traveler checks. | |
|3.3.51 |State the options for card design your firm will offer GS/OAS | |
| |(e.g. company logo, background image) | |
|3.3.52 |How are individual card limits set? | |
|3.3.53 |Explain how new cardholders are added to your firm’s proposed | |
| |corporate card program | |
|3.3.54 |Explain the process for renewing corporate cards | |
|3.3.55 |Describe your firm’s deactivation and card cancellation process.| |
|3.3.56 |Explain the process to cancel cardholder privileges and to | |
| |remove cardholders from your firm’s system | |
|Security and Fraudulent Charges |Bidder’s Response |
|3.3.57 |Will your firm’s proposed corporate card be assigned |Yes__________ No_______ |
| |specifically to a vendor or group of vendors? | |
|3.3.58 |What types of fraudulent charge protections does your firm | |
| |offer? What policies are in place addressing fraud by (a) | |
| |cardholders, and (b) third parties? | |
|3.3.59 |What controls does your firm offer to minimize fraudulent or | |
| |unauthorized card use? | |
|3.3.60 |How does your firm screen transaction activity for fraudulent | |
| |patterns? | |
|3.3.61 |Describe how you comply with the data privacy requirements in |1. |
| |regard to cardholder data. |2. |
| |What security measures do you have in place to safeguard data | |
| |integrity? | |
|3.3.62 |Briefly describe the system security for administrators and | |
| |cardholders | |
|Liability for Cardholder Charges |Bidder’s Response |
|3.3.63 |Explain your firm’s liability policy regarding failures to pay | |
| |for charges to the corporate card. | |
|3.3.64 | | |
| |Does your firm hold the GS/OAS liable for unpaid cardholder |____ Individual Cardholder Liability |
| |balances, will the individual cardholder be liable for unpaid | |
| |balances, and what options does your firm offer in this area? |____ GS/OAS Liability for Cardholder |
| |Please explain any costs associated with either form of | |
| |liability for unpaid cardholder balances. |Explain options and any associated costs: |
|3.3.65 |If a cardmember has a dispute or issue with a charge, what is | |
| |the resolution process? Describe the dispute resolution | |
| |process, including timeframe and responsibilities of the parties| |
| |involved. Are disputed items removed from the invoice while | |
| |under investigation? | |
|Insurance |Bidder’s Response |
|3.3.66 |Describe any insurance offered through your firm’s corporate | |
| |card program, including who and what is covered, amount of | |
| |coverage, any restrictions, and how these may vary around the | |
| |world. | |
|3.3.67 |Detail all automatic and optional insurance coverage available | |
| |Describe any other “no” cost services your firm can offer the | |
| |GS/OAS, such as: | |
| |1. Travel Insurance | |
| |- Accidental death up to? | |
| |- Dismemberment, up to? | |
| |2. Baggage Insurance | |
| |- For carry on baggage, up to? | |
| |- For checked baggage in addition to carriers’ settlement, up | |
| |to? | |
|3.3.68 |Does your firm provide Corporate Liability Insurance? |Yes__________ No_______ |
| |Describe the level(s) and any associated costs of coverage. | |
|3.3.69 |State any other insurance coverage offered by your firm | |
|Customer Service |Bidder’s Response |
|3.3.70 |Does your firm provide 24/7 support? |Telephone Yes______ No______ |
| | |Fax Yes______ No______ |
| | |Online Yes______ No_______ |
| | |Other alternatives Yes______ No_______ |
|3.3.71 |Describe your customer service capabilities for cardholders, | |
| |hours of availability, emergency/after-hours support, and | |
| |web-based applications for support. | |
|3.3.72 |Describe the process for lost, stolen, and replacement cards, | |
| |including time required to receive a new card and any charges | |
| |incurred. | |
|3.3.73 |If some charges are denied by GS/OAS will they be placed on hold| |
| |while the investigation lasts? | |
|3.3.74 |Provide name(s) and resume(s) of person(s) who will be | |
| |designated as Point of Contact for Customer Service of the | |
| |GS/OAS account | |
|3.3.75 |Outline the metrics that will be used to measure your customer | |
| |service performance and results | |
|3.3.76 |Describe your company’s disaster preparation and recovery plans.| |
|Reports ( Management Information Systems) |Bidder’s Response |
|3.3.77 |Describe your firm’s consolidated global reporting capabilities,| |
| |including management information reporting, summary reporting, | |
| |and detail level reporting. | |
|3.3.78 |What is the standard format of delivery and other available | |
| |options? | |
|3.3.79 |How are ad-hoc reports handled? | |
|3.3.80 |Describe your options for customized reporting. How often can | |
| |reports be generated? | |
|3.3.81 |Describe your methods for ensuring data accuracy on a global | |
| |scale. | |
|3.3.82 |Describe the level of detail available by type of supplier for | |
| |each of the following: airlines, hotel chains, and car rentals. | |
|3.3.83 |Will the online account program management system be available |Yes______ No______ |
| |for supervisor use? | |
| |If yes, please explain system | |
|3.3.84 |Will the online account program management system be available |Yes______ No______ |
| |for cardholder use? | |
| |If yes, please explain system | |
|3.3.85 |Provide samples of ten (10) most used management reports issue | |
| |by your firm | |
|3.3.86 |Will purchases made in other countries appear in the |Yes______ No______ |
| |consolidated monthly reports? | |
| |Will they appear as a matter of reporting? Or as a matter of | |
| |statement in order to be paid? | |
|3.3.87 |List the hotel chains that provide hotel folio data. | |
|Technology |Bidder’s Response |
|3.3.88 |Briefly describe your firm’s on-line system for travelers to | |
| |research charges, payment statements, etc, including on-line | |
| |bill paying. | |
|3.3.89 |How will your firm interface with the GS/OAS Oracle System? | |
|3.3.90 |Describe any hardware and software requirements the GS/OAS would| |
| |need to support your firm’s proposed corporate card | |
|3.3.91 |Detailed list of system software required to enable | |
| |administrators and cardholders to facilitate monitoring, | |
| |reporting and administration of program | |
|3.3.92 |Does your firm have an on-line application process for new |Yes__________ No_______ |
| |corporate card accounts? | |
| |If yes, please explain the process. | |
|3.3.93 |Does your firm offer immediate approval notification with new |Yes__________ No_______ |
| |account number? | |
| |If yes, please explain the process. | |
|3.3.94 |Briefly explain what on-line resources will cardholders have | |
| |available? | |
|3.3.95 |Will you provide a customized web site |Yes__________ No_______ |
|3.3.96 |Mandatory Requirements: | |
| |Provide for “on line secure” card/account program management, | |
| |such as: | |
| |Application submission | |
| |Approvals within one hour | |
| |Flexibility to change card limits | |
| |Cancellation of card/accounts | |
| |Cardholder profile maintenance | |
| |View and print card/account activity | |
| |Real time reporting capability | |
| |Interface capacity with General Ledger | |
| |Weekly electronic statements which can be | |
| |uploaded automatically into our accounting | |
| |Oracle system. | |
| |Invoice reconciliation capability | |
| |Ability to modify transactions (split | |
| |accounts, etc). | |
| |Provision capability of invoices workflow for approval and | |
| |review processes. | |
|Implementation |Bidder’s Response |
|3.3.97 |Specify your implementation schedule. |Activity Days to perform |
| | |Information gathering: |
| | |Internal set-up: |
| | |Training OAS personnel: |
| | | |
| | |Total days to implementation and “Go live” = |
|3.3.98 |Detail the resources that will be available to GS/OAS during | |
| |implementation. | |
|3.3.99 |Will there be dedicated implementation managers? |Yes________ No_______ |
| |If yes, what will be their roles and responsibilities? | |
|3.3.100 |Define the level of training/communications to be utilized to | |
| |familiarize GS/OAS management and travelers with the scope of | |
| |services to be provided. | |
|3.3.101 |Will your firm prepare a cardholder manual defining program |Yes________ No_______ |
| |objectives, instructions for use, FAQs and explain program | |
| |policies and procedures? | |
|3.3.102 |Will your firm’s designated implementation staff remain engaged |Yes________ No_______ |
| |after initial program internal set-up and roll-out? | |
| |If yes, for how long will they remain engage? | |
|3.3.103 |Will your firm designate an account manager(s) who will be |Yes________ No_______ |
| |responsible for GS/OAS account? | |
| |If yes, define the manager’s roles and responsibilities. | |
|Soft Dollar Benefits for GS/OAS and Cardholder |Bidder’s Response |
|3.3.104 |Describe any other “no” cost services your firm can offer the | |
| |GS/OAS cardholder as a cardholder privileges, such as travel | |
| |insurance or emergency medical assistance coverage | |
|Hard Dollar Benefits for GS/OAS and Cardholder |Bidder’s Response |
|3.3.105 |Does your firm offer a rewards program for cardholders? |Yes ______ No______ |
| |If yes, describe | |
| |(1) the rewards program benefits available to cardholder |(1) |
| |(2) the cost if any associated for this benefit |(2) |
|3.3.106 |Does your firm offer organizational rebates for volumes of |Yes ______ No______ |
| |travel? | |
| |If yes, (1) how are theses rebates calculated?, (2) are there |(1) |
| |thresholds for such volume, and |(2) |
| |(3) are these thresholds flexible? |(3) |
|3.3.107 |Do you have special associations with airlines of hotels that | |
| |would generate hard dollar savings, if so, please explain | |
|3.3.108 |What are the names of the airlines you are associated with that | |
| |could generate rebates, or discounts? | |
|3.3.109 |Will the potential rebates generated through your firm be also | |
| |generated if the GS/OAS negotiates special discounts or deals | |
| |with specific or preferred airlines for some routes? | |
|3.3.110 |Can the GS/OAS obtain both mileage rewards and volume rebates at|Yes ______ No______ |
| |the same time? | |
|Price Proposal I |Bidder’s Response |
|$ per unit fee (specify) | |
|3.3.111 | | |
| |Annual fee: | |
|3.3.112 |Base incentive (Minimum net annual charge volume to get | |
| |incentive) | |
|3.3.113 |Percentage of incentive to get if annual charge volume is | |
| |achieved | |
|3.3.114 |Maximum days allowed to pay to get speed of pay incentive | |
|3.3.115 |Percentage of GS/OAS incentive if payment is made within the | |
| |maximum days allowed to pay. | |
|3.3.116 |Conversion fee for converting U.S. dollars to other currencies. |Yes ______ No______ |
| |If yes, explain (1) why there is a charge, (2) what the charge |Fee: |
| |is, and (3) how much such charge would be reflected in billing |(1) |
| |statements. |(2) |
| | |(3) |
|3.4 |Purchasing Card Program |
|Company Profile (Purchasing Card) |Bidder’s Response |
|3.4.1 |Indicate to how many clients does your firm | |
| |provide Purchasing Card services?. | |
|3.4.2 |List the countries in which you offer a | |
| |local currency corporate card | |
|3.4.3 |Briefly describe your firm’s history in the | |
| |Purchasing Card industry. | |
|3.4.4 |List the services or features, or competitive advantage in | |
| |which your firm is unique to the Purchasing Card industry. | |
|3.4.5 |List all names of institutional customers (i.e. businesses or | |
| |International Organizations – not individual card holders) with| |
| |which there was a breach of contract, including litigation, | |
| |claims and/or alternative dispute resolution proceeding | |
| |regarding services provided within the last five years. | |
| |Specify the reason for the breach of contract. | |
|3.4.6 |Why do you believe your firm should be selected by the GS/OAS? | |
|3.4.7 |Briefly describe how your firm plans to keep the GS/OAS | |
| |appraised of best practices in the Purchasing Card industry. | |
|Acceptability |Bidder’s Response |
|3.4.8 |Briefly describe your firm’s purchasing card program. | |
|3.4.9 |How do you define purchasing card acceptance? | |
|3.4.10 |How do you ensure acceptance by merchants/suppliers? | |
|3.4.11 |What brand(s) of purchasing card accounts does your firm offer?| |
|3.4.12 |What are the benefits/disadvantages of each brand? | |
|3.4.13 |Explain your proposed brand and the reason for choosing that | |
| |specific brand. | |
|3.4.14 |How widely accepted is your firm’s purchasing card in the | |
| |United States of America? | |
|3.4.15 |Indicate in which of the following Caribbean countries your | |
| |firm’s purchasing card is accepted. | |
| |Antigua and Barbuda |1. Yes ___ No______ |
| |Bahamas |2. Yes ___ No______ |
| |Barbados |3. Yes ___ No______ |
| |Dominica |4. Yes ___ No______ |
| |Dominican Republic |5. Yes ___ No______ |
| |Grenada |6. Yes ___ No______ |
| |Haiti |7. Yes ___ No______ |
| |Jamaica |8. Yes ___ No______ |
| |Saint Kitts and Nevis |9. Yes ___ No______ |
| |Saint Lucia |10. Yes ___ No______ |
| |Saint Vincent and the Grenadines |11. Yes ___ No______ |
| |Trinidad and Tobago |12. Yes ___ No______ |
|3.4.16 |Indicate in which of the following countries your firm’s | |
| |corporate card is accepted. Specify number of locations, number| |
| |of ATMs in each country and networks used: | |
| |Argentina | |
| |Belize |1. Yes ___ No______ |
| |Bolivia |2. Yes ___ No______ |
| |Brazil |3. Yes ___ No______ |
| |Canada |4. Yes ___ No______ |
| |Chile |5. Yes ___ No______ |
| |Colombia |6. Yes ___ No______ |
| |Costa Rica |7. Yes ___ No______ |
| |Ecuador |8. Yes ___ No______ |
| |El Salvador |9. Yes ___ No______ |
| |Guatemala |10. Yes ___ No______ |
| |Guyana |11. Yes ___ No______ |
| |Honduras |12. Yes ___ No______ |
| |Mexico |13. Yes ___ No______ |
| |Nicaragua |14. Yes ___ No______ |
| |Panama |15. Yes ___ No______ |
| |Paraguay |16. Yes ___ No______ |
| |Peru |17. Yes ___ No______ |
| |Suriname |18. Yes ___ No______ |
| |United Status of America |19. Yes ___ No______ |
| |Uruguay |20. Yes ___ No______ |
| |Venezuela |21. Yes ___ No______ |
| | |22. Yes ___ No______ |
|3.4.17 |Describe your firm’s competitive advantage in the purchasing | |
| |card industry. | |
|Purchasing Card Company Personnel |Bidder’s Response |
|3.4.18 |Provide curriculum vitae of proposed manager for this contract.| |
|3.4.19 |Provide organizational chart of the Purchasing Card operation | |
| |that your firm would set up for the GS/OAS | |
|3.4.20 |How many other of your employees could the GS/OAS directly | |
| |contact in case of specific questions or emergencies with | |
| |account? | |
|Billing |Bidder’s Response |
|Please explain the following options | |
|3.4.21 |What billing options are available to GS/OAS | |
|3.4.22 |1) Briefly explain the process for on-line billing, |1) |
| |reconciliation, approval and payment. |2) |
| |2) Explain level of detail available. |3) |
| |3) Explain process of revising accounting codes, splitting | |
| |purchases, etc | |
|3.4.23 |How does your firm handle tax-exempt purchases? | |
|3.4.24 |How would you assist the GS/OAS in obtaining credit for sales | |
| |taxes paid in error? | |
|3.4.25 |What is your firm’s billing cycles or time frames for payment? | |
|3.4.26 |Describe the details incorporated on the billing statement. Can| |
| |invoices be customized? | |
|3.4.27 |Provide a sample billing statement. | |
|Payment and Interest |Bidder’s Response |
|3.4.28 |Describe the payment terms available | |
|3.4.29 |Does your firm provide charge card services or must total bill | |
| |must be paid if full every billing cycle? | |
|3.4.30 |Does your firm provide credit card services i.e. payments could| |
| |be made partially in different billing cycles? | |
|3.4.31 |What payment methods does your firm offer to individual | |
| |cardholders? | |
|3.4.32 |Briefly state your firm’s procedures regarding | |
| |overdue/delinquent accounts. | |
|3.4.33 |1. At what date are late fees assessed to overdue accounts? |1. |
| |2. How much are the fees? |2. |
| |3. How are the fees calculated? |3. |
|3.4.34 |At how many days of delayed payment will the account be | |
| |considered delinquent? | |
|3.4.35 |At how many days of delayed payment your firm will report the | |
| |delinquency to the credit bureaus? | |
|3.4.36 |For items billed individually: |1) |
| |1) How does the reconciliation of refunds work? |2) |
| |2) Do refunds go directly to the purchase card? |3) |
| |3) How does your firm track refunds? | |
|3.4.37 |Can you charge fixed interest rates? |Yes__________ No_______ |
|3.4.38 |How often do you adjust interest rates? | |
|3.4.39 |Can you charge fixed interest rates for delinquent accounts? |Yes__________ No_______ |
|3.4.40 |Other mandatory requirements: | |
| |a) Interest Rate: fixed. |a) Yes________No_______ |
| |b) Interest Rate (delinquency cases): same as fixed. | |
| |c) Cash advance Fee: maximum of 1.5% |b)Yes________ No_______ |
| |d) Late payment Fee: maximum of $15 |c) Yes_______ No_______rate:_________ |
| |e) Over-limit Fee: none. |d) Yes_______ No_______amount:______ |
| | |e) Yes________No_______ |
|Program Administration |Bidder’s Response |
|3.4.41 |Briefly explain the process for issuing new cards, including | |
| |the credit approval process | |
|3.4.42 |Since many GS/OAS staff member do not have social security |Yes__________ No_______ |
| |numbers (“SSN’s”), can your firm issue cards to individuals who| |
| |are not U.S. citizens or U.S. permanent residents who do not | |
| |have SSN’s? Are your firm’s policies in compliance with the | |
| |U.S. Patriot Act? | |
|3.4.43 |Does your firm conduct credit checks? |Yes__________ No_______ |
| |If yes, briefly explain how does your firm handle issuance of a| |
| |card for someone with no credit history in the U.S.? | |
|3.4.44 |Does your firm have the ability to issue corporate cards to |Yes__________ No_______ |
| |GS/OAS’ staff members stationed outside the U.S., in local | |
| |currency (other than U.S. dollars)? | |
|3.4.45 |1) Briefly explain how your firm handles the use of “ghost |1) |
| |cards” (non-plastic issued accounts). | |
| |2) Briefly describe the uses for such cards | |
| | |2) |
|3.4.46 |Explain how will your firm assist GS/OAS in recovering | |
| |value-added taxes paid on international expenses that are | |
| |billed to the corporate cards | |
|3.4.47 |State the options for card design your firm will offer GS/OAS | |
| |(e.g. company logo, background image) | |
|3.4.48 |Explain the process for renewing purchasing cards | |
|3.4.49 |Describe your firm’s deactivation and card cancellation | |
| |process. | |
|3.4.50 |Explain the process to cancel cardholder privileges and to | |
| |remove cardholders from your firm’s system | |
|3.4.51 |Briefly explain how your firm recruits new business for | |
| |inclusion in the purchasing card program when notified that the| |
| |card was not accepted. | |
|3.4.52 |Describe your firm’s ability to restrict spending to preferred | |
| |suppliers | |
|3.4.53 |Explain your company’s achievements in collaborating with | |
| |clients to leverage supplier relationships and program data to | |
| |drive savings and improve spending control. | |
|3.4.54 |If multiple cards are issued to specific cost centers, can each|Yes ____ No_____ |
| |individual card have different limits? | |
|3.4.55 |Can individual Standard Industrial Classifications (“SIC”) code|Yes ____ No_____ |
| |limitations be issued to each card? For example, Card 1 can | |
| |only be used to purchase products with SIC codes AAA and BBB, | |
| |and card 2 can be used to purchase items within a range of SIC | |
| |codes. | |
| |If yes, is the restriction at point of sale or after the | |
| |transaction is authorized? | |
|3.4.56 |How many SIC codes or SIC code ranges may be specified for each| |
| |procurement card holder? | |
|Security and Fraudulent Charges |Bidder’s Response |
|3.4.57 |Will your firm’s proposed purchasing card be assigned |Yes__________ No_______ |
| |specifically to a vendor or group of vendors? | |
|3.4.58 |Describe your firm’s ability to replace lost or stolen cards? | |
| |Please explain the replacements process in emergency cases? | |
|3.4.59 |What controls does your firm offer to minimize fraudulent or | |
| |unauthorized card use? | |
|3.4.60 |Briefly explain the process to report lost of stolen cards. | |
|3.4.61 |What controls/spending limits are available with your firm’s | |
| |purchasing card? | |
|3.4.62 |Briefly describe your transaction authorization process | |
|3.4.63 |What types of fraudulent charge protections does your firm | |
| |offer? What policies are in place addressing fraud by (a) | |
| |cardholders, and (b) third parties? | |
|3.4.64 |How does your firm screen transaction activity for fraudulent | |
| |patterns? | |
|3.4.65 |Describe how you comply with the data privacy requirements in |1. |
| |regard to cardholder data. |2. |
| |What security measures do you have in place to safeguard data | |
| |integrity? | |
|3.4.66 |Briefly describe the system security for administrators and | |
| |cardholders | |
|Liability for Cardholder Charges |Bidder’s Response |
|3.4.67 |Explain your firm’s liability policy regarding failures to pay | |
| |for charges to the purchasing card. | |
|3.4.68 |If a GS/OAS has a dispute or issue with a charge, what is the | |
| |resolution process? Describe the dispute resolution process, | |
| |including timeframe and responsibilities of the parties | |
| |involved. Are disputed items removed from the invoice while | |
| |under investigation? | |
|Reports ( Management Information Systems) |Bidder’s Response |
|3.4.69 |Describe your firm’s consolidated global reporting | |
| |capabilities, including management information reporting, | |
| |summary reporting, and detail level reporting. | |
|3.4.70 |Provide any sample reports. | |
|3.4.71 |What is the standard format of delivery and other available | |
| |options? | |
|3.4.72 |How are ad-hoc reports handled? | |
|3.4.73 |Describe your options for customized reporting. How often can | |
| |reports be generated? | |
|3.4.74 |Will the online account program management system be available |Yes______ No______ |
| |for supervisor use? | |
| |If yes, please explain system | |
|3.4.75 |Will the online account program management system be available |Yes______ No______ |
| |for cardholder use? | |
| |If yes, please explain system | |
|Customer Service |Bidder’s Response |
|3.4.76 |Does your firm provide 24/7 support? |Telephone Yes______ No______ |
| | |Fax Yes______ No______ |
| | |Online Yes______ No_______ |
| | |Other alternatives Yes______ No_______ |
|3.4.77 |Describe your customer service capabilities for cardholders, | |
| |hours of availability, emergency/after-hours support, and | |
| |web-based applications for support. | |
|3.4.78 |Describe the process for lost, stolen, and replacement cards, | |
| |including time required to receive a new card and any charges | |
| |incurred. | |
|3.4.79 |If some charges are denied by GS/OAS will they be placed on | |
| |hold while the investigation lasts? | |
|3.4.80 |Provide name(s) and resume(s) of person(s) who will be | |
| |designated as Point of Contact for Customer Service of the | |
| |GS/OAS account | |
|3.4.81 |Outline the metrics that will be used to measure your customer | |
| |service performance and results | |
|3.4.82 |Describe your company’s disaster preparation and recovery | |
| |plans. | |
|Technology |Bidder’s Response |
|3.4.83 |Briefly describe the technology used to manage your firm’s | |
| |Purchasing Card Program | |
|3.4.84 |How will your firm interface with the GS/OAS Oracle System? | |
|3.4.85 |Describe the levels of data captured by your firm’s proposed | |
| |purchasing card | |
|3.4.86 |Describe any hardware and software requirements the GS/OAS | |
| |would need to support your firm’s proposed purchasing card | |
|3.4.87 |Detailed list of system software required to enable | |
| |administrators and cardholders to facilitate monitoring, | |
| |reporting and administration of program | |
|3.4.88 |Will you provide a customized web site? |Yes__________ No_______ |
|3.4.89 |How does your purchasing card program support | |
| |e-pay/e-procurement initiatives? | |
|3.4.90 | | |
| |Mandatory Requirements: | |
| |Provide for “on line secure” card/account program management, | |
| |such as: | |
| |Application submission | |
| |Approvals within one hour | |
| |Flexibility to change card limits | |
| |Cancellation of card/accounts | |
| |Cardholder profile maintenance | |
| |View and print card/account activity | |
| |Real time reporting capability | |
| |Interface capacity with General Ledger | |
| |Weekly electronic statements which can be | |
| |uploaded automatically into our accounting | |
| |Oracle system. | |
| |Invoice reconciliation capability | |
| |Ability to modify transactions (split | |
| |accounts, etc). | |
| |Provision capability of invoices workflow for approval and | |
| |review processes. | |
|Implementation |Bidder’s Response |
|3.4.91 |Specify your implementation schedule. |Activity Days to perform |
| | |Information gathering: |
| | |Internal set-up: |
| | |Training OAS personnel: |
| | | |
| | |Total days to implementation and “Go live” = |
|3.4.92 |Detail the resources that will be available to GS/OAS during | |
| |implementation. | |
|3.4.93 |Will there be dedicated implementation managers? |Yes__________ No_______ |
| |If yes, what will be their roles and responsibilities? | |
|3.4.94 |Define the level of training/communications to be utilized to | |
| |familiarize GS/OAS management and travelers with the scope of | |
| |services to be provided. | |
|3.4.95 |Will your firm prepare a cardholder manual defining program |Yes__________ No_______ |
| |objectives, instructions for use, FAQs and explain program | |
| |policies and procedures? | |
|3.4.96 |Will your firm’s designated implementation staff remain engaged|Yes__________ No_______ |
| |after initial program internal set-up and roll-out? | |
| |If yes, for how long will they remain engage? | |
|3.4.97 |Will your firm designate an account manager(s) who will be |Yes__________ No_______ |
| |responsible for GS/OAS account? | |
| |If yes, define the manager’s roles and responsibilities. | |
|Soft Dollar Benefits for GS/OAS and Cardholder |Bidder’s Response |
|3.4.98 |Describe any “no” cost services your firm can offer the GS/OAS | |
| |cardholder as a cardholder privileges, such as travel insurance| |
| |or emergency medical assistance coverage | |
|Hard Dollar Benefits for GS/OAS and Cardholder |Bidder’s Response |
|3.4.99 |Does your firm offer a rewards program for cardholders? |Yes ______ No______ |
| |If yes, describe | |
| |(1) the rewards program benefits available to cardholder |(1) |
| |(2) the cost if any associated for this benefit |(2) |
|3.4.100 |Does your firm offer organizational rebates for volumes of |Yes ______ No______ |
| |travel? | |
| |If yes, (1) how are theses rebates calculated?, (2) are there |(1) |
| |thresholds for such volume, and |(2) |
| |(3) are these thresholds flexible? |(3) |
|3.4.101 | | |
|3.4.102 |Do you have special associations with airlines of hotels that | |
| |would generate hard dollar savings, if so, please explain | |
|3.4.103 |What are the names of the airlines you are associated with that| |
| |could generate rebates, or discounts? | |
|3.4.104 |Will the potential rebates generated through your firm be also | |
| |generated if the GS/OAS negotiates special discounts or deals | |
| |with specific or preferred airlines for some routes? | |
|3.4.105 |Can the GS/OAS obtain both mileage rewards and volume rebates |Yes ______ No______ |
| |at the same time? | |
|Price Proposal I |Bidder’s Response |
|$ per unit fee (specify) | |
|3.4.106 |Annual fee: | |
|3.4.107 |Base incentive (Minimum net annual charge volume to get | |
| |incentive) | |
|3.4.108 |Percentage of incentive to get if annual charge volume is | |
| |achieved | |
|3.4.109 |Maximum days allowed to pay to get speed of pay incentive | |
|3.4.110 |Percentage of GS/OAS incentive if payment is made within the | |
| |maximum days allowed to pay. | |
|3.4.111 |Conversion fee for converting U.S. dollars to other currencies.|Yes ______ No______ |
| |If yes, explain (1) why there is a charge, (2) what the charge |Fee: |
| |is, and (3) how much such charge would be reflected in billing |(1) |
| |statements. |(2) |
| | |(3) |
IV. SELECTION PROCESS
4.1 The specifications and requirements contained in this document constitute a RFP from the GS/OAS. This RFP does not in any manner whatsoever constitute a commitment or obligation on the part of GS/OAS to accept any proposal, in whole or in part, which is received in response to this RFP, nor does it constitute any obligation by GS/OAS to acquire any services or goods.
4.2 Interested firms are invited to submit their bid proposal for review and consideration. The written proposal from each firm will be evaluated by the Contract Awards Committee (hereinafter referred to as “CAC”) of the GS/OAS. As a result, certain firms may be asked to present and discuss their qualifications and their proposal with the CAC.
4.3 Bidders shall bear any and all costs or expenses associated with or incurred in the formulation or development of a proposal in response to this RFP.
V. SELECTION CRITERIA
5.1 GS/OAS' CAC shall review, evaluate, and compare all Bid Proposals according to, but not limited to, the following criteria:
a. Bidder's Technical Proposal meets or exceeds the RFP requirements.
b. Bidder's approach, thoroughness, and completeness of the Proposal.
c. Bidder’s financial stability.
d. Bidder’s references.
e. Price.
f. Competency.
g. Speed.
h. Accuracy.
i. Reliability.
5.2 The GS/OAS reserves the right to reject any or all bid proposals, to award partial bids, and to make an award of contract to other than the lowest bidder. The GS/OAS further reserves the right to accept the lowest bid proposal without additional written or oral negotiations with other bidders.
5.3 The GS/OAS may choose one of the firms responding to this request for bids or GS/OAS may decide that none of the responses meet the acceptable needs of the RFP. The GS/OAS may choose to negotiate the terms, conditions and deliverables of the Contract with the firm that, in the opinion of GS/OAS, can most effectively meet GS/OAS requirements.
VI. DOCUMENTS TO BE PRESENTED BY EACH BIDDER
Bidders are required to present the following documents with their proposal:
6.1 A copy of the company’s Business License and Certificate of Incorporation.
6.2 A copy of the company’s last two (2) audited financial statements. These financial documents should be signed by the Chief Financial Officer of the company.
6.3 A minimum of three (3) references from entities to which similar services were provided during the last three (3) years. These references should include: the name of the company, contact person, telephone and fax numbers, and e-mail address.
6.4 Complete Bid Price Proposal based on the technical specifications listed in Section III, above.
6.5 Bid Price Proposals must be valid for at least ninety (90) calendar days as of the closing date of this RFP. This must be stated on the Bid Price Proposal.
6.6 Bidders must submit detailed technical specifications of the items and services offered.
6.7 The GS/OAS may submit, in writing, any questions or requests to the Bidders for more information regarding the company or the bidding documents anytime throughout the bidding and selection process.
VII. BIDDERS QUESTIONS
7.1 Bidders may submit any questions or requests for more information regarding technical specifications and/or proposal submittal in a written format to Ms. Pamela A. Mumuni by e-mail at pmumuni@ with a copy to Ms. Marcella Haugaard at mhaugaard@ and Mr. Raul Plata at rplata@ or via fax at (202) 458-6401. These questions should be submitted no later than (3) days prior to the Bid closing date. All answers will be released in writing to all Bidders.
VIII. REQUEST FOR PROPOSAL – CLOSING DATE AND TIME AND INSTRUCTIONS
8.1 Proposals may be submitted in hard copy [one (1) original and five (5) copies]. The envelope containing Bidder’s Proposal shall be labeled "GS/OAS, BID No. 16/06 –CORPORATE CARD PROVIDERS - DO NOT OPEN”, along with your company’s name for identification purposes.
8.1.1 The Proposal shall be delivered to:
The General Secretariat of the Organization of American States
Office of Procurement Services
1889 F Street, N.W., 4th Floor
Washington, D.C. 20006
8.1.2 Bid Proposals submitted in sealed envelopes must be received by the GS/OAS, no later than 12:00 Noon EST on Tuesday, November 21, 2006. Late responses shall not be accepted.
8.2 Bid Proposals submitted by e-mail or by facsimile (fax # 202-458-6401) must be received by GS/OAS at: pmumuni@, mhaugaard@, and rplata@ no later than 12:00 Noon EST on Tuesday, November 21, 2006. Late responses shall not be accepted. Bid Proposals submitted by e-mail should be sent in PDF format.
8.3 Bid Proposals submitted without the required information shall be considered incomplete and are subject to disqualification.
IX. GENERAL TERMS AND CONDITIONS
9.1 PAYMENT TERMS
9.1.1 The GS/OAS shall have at least sixty (60) days after the receipt of the original invoice to render payment. All original invoices are to be submitted to the Department of Budgetary and Financial Services to the attention of Accounts Payable.
9.2 CONFIDENTIALITY
9.2.1 This RFP, including any further information or instructions furnished by GS/OAS in connection therewith, shall be treated by the bidder (hereinafter referred to as “Contractor”) as confidential and no use thereof shall be authorized, other than for the purpose of this RFP. GS/OAS reserves the right to request return of all materials at the completion of the RFP process.
9.3 ADDENDA TO RFP
9.3.1 Modifications to this RFP may only be made through a written Notice of Addendum issued by GS/OAS.
9.4 INSURANCE
9.4.1 For the duration of this Contract, Contractor shall purchase and maintain in a company or companies authorized to do business in the District of Columbia, and to which the GS/OAS has no reasonable objection, such insurance as will protect the Contractor, the GS/OAS, the OAS, and their officers, employees, and agents from claims set forth below, which may arise from operations under this Contract by the Contractor or by a subcontractor of the Contractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts they may be liable. The Contractor is required to carry insurance with limits equal to or greater than those set forth in the Table below:
|Commercial General |$1,000,000 Personal/Bodily Injury |
|Liability |$1,000,000 Each Occurrence |
| |$2,000,000 Products/Completed Operations Aggregate |
| |$2,000,000 General Aggregate, per premises aggregate |
|Business Automobile |$1,000,000 Each Accident |
|Worker's Compensation |Statutory Limits or $500,000, whichever is greater, based on the benefits levels of the |
| |deemed state of hire |
|Employer's Liability |$1,000,000 Bodily Injury by Accident Per Employee |
| |$1,000,000 Bodily Injury by Disease Per Employee |
| |$1,000,000 Bodily Injury by Disease Policy Limit |
|Umbrella/Excess |$10,000,000 Each Occurrence |
|Liability |$10,000,000 Aggregate, per Project |
9.4.2 Contractor shall name the GS/OAS as an additional insured under such policies, and shall provide the GS/OAS with a certificate evidencing the above insurance coverage. Contractor shall require all subcontractors to have insurance having the same or similar coverage as that specified above.
9.4.3 Contractor’s liability insurance shall include contractual liability insurance sufficient to cover Contractor’s obligations under Subparagraph 9.4.1 above.
9.5 DUE DILIGENCE AND INFORMATION ON THE CONTRACT
9.5.1 By submitting a Bid Proposal, the Bidder represents and warrants that s/he/it has studied and is thoroughly familiar with the requirements and specifications of this Contract in their entirety. This includes the Contract Documents attached to the Bid Invitation, with all current equipment, labor, material market conditions, and applicable laws, such that the Bidder accepts responsibility for and is prepared to execute and shall completely fulfill any obligations under this Contract. The Bidder also accepts that s/he/it will not make any claim for or have any right to damages because of any misinterpretation or misunderstanding of the Contract, or because of any information which is known or should have been known to the Bidder.
9.6 SETTLEMENT OF DISPUTES AND APPLICABLE LAW
9.6.1 If any controversy, claim or dispute arises between the Contractor and the GS/OAS which is related in any way to the performance or interpretation of the Contract, or any breach thereof, or concerns any other matter in connection with the Contract which cannot be settled by amicable agreement, then upon either Party giving written notice of the difference or dispute to the other, the matter shall be resolved by submitting the matter to the American Arbitration Association for final and binding arbitration in accordance with the rules and procedures of the Inter-American Commercial Arbitration Commission and the law applicable to the substance of the dispute which shall be the law of the District of Columbia, USA. The language of the arbitral proceedings shall be English, and the place of arbitration shall be Washington, D.C., USA. The award rendered by the arbitration shall be final and binding upon the parties. Provided, however, that the Parties will first attempt to settle disputes by mediation before resorting to arbitration. When a dispute is taken to mediation, both Parties shall make a good faith effort to settle the dispute.
9.6.2. The law applicable to the Contract shall be the law of the District of Columbia, United States of America.
9.7 DATA INFORMATION USAGE
9.7.1 The Contractor shall be held liable for improper or incorrect use of the data collected or information contained as a result of this bid proposal. The data and related information are legal documents and are intended to be used as such. The Contractor shall give an express warranty, express as to the accuracy, reliability, utility or completeness of the information collected.
9.8 PRIVILEGES AND IMMUNITIES
9.8.1 Nothing in the Contract shall constitute an express or implied waiver by the OAS, the GS/OAS, or their personnel of their Privileges and Immunities under the OAS Charter, the laws of the United States of America, other OAS Member States, or international law.
9.8.2 Contractor is not entitled to any of the exemptions, privileges or immunities, which the GS/OAS may enjoy arising from GS/OAS’ status as a public international organization.
9.9 TAX EXEMPTION
9.9.1 The GS/OAS, as a public international organization, is exempt from all sales and use taxes imposed by the United States Federal Government, the District of Columbia, the Commonwealth of Virginia, the State of Maryland, and all other states in the United States of America.
9.10 CONTRACT
9.10.1 Attachment II, hereto, contains the standard GS/OAS Performance Contract Terms and Conditions. Please read all of the provisions in Attachment II prior to submitting your Bid Proposal. The GS/OAS shall assume that your company fully accepts all of the terms and conditions in Attachment II, unless otherwise specifically stated to the contrary in your Bid Proposal.
ATTACHMENT II
GENERAL TERMS AND CONDITIONS
1. Contractor is neither an employee nor a staff member of GS/OAS and is not entitled to any of the rights, benefits, and emoluments of GS/OAS staff members.
2. Contractor undertakes to perform Contractor’s functions under this Contract and to regulate Contractor’s conduct in conformity with the nature, purposes, and interests of the GS/OAS. Contractor shall complete the Work in accordance with the highest professional standards and shall conform to all governmental pertinent laws and regulations.
3. Contractor accepts full legal responsibility for the Work, including all liability for any damages or claims arising from it, and agrees to hold GS/OAS and its staff members harmless from all such damages or claims. Contractor shall provide certificates of insurance coverage as GS/OAS may require for proof of ability to cover such liability.
4. Contractor does not legally represent GS/OAS, shall not hold himself out as having such powers of representation, and shall not sign commitments binding GS/OAS.
5. Contractor shall not have any title, copyright, patent, or other proprietary rights in any Work furnished under this Contract. All such rights shall lie with GS/OAS. At the request of GS/OAS, the Contractor shall assist in securing the intellectual property rights produced under this Contract and in transferring them to GS/OAS.
6. All information (including files, documents, and electronic data, regardless of the media it is in) belonging to GS/OAS and used by Contractor in the performance of this Contract shall remain the property of GS/OAS. Unless otherwise provided in the Terms of Reference (Annex I), Contractor shall not retain such information, and copies thereof beyond the termination date of this Contract, and Contractor shall not use such information for any purpose other than for completion of the Work.
7. Administrative Memorandum No. 90 "Information Systems Security Policy", Executive Order No. 95-07 "Prohibitions Against Sexual Harassment", and Executive Order No. 05-07 “Prohibition Against Workplace Harassment”, are readily available at . Contractor certifies that he has read those documents and agrees to comply fully with them.
8. The Gross Compensation paid Contractor constitutes full consideration for the Work. It covers all fees, expenses, and costs incurred by Contractor in providing the Work, as well as Contractor's direct compensation for same.
9. Because Contractor is an independent contractor, GS/OAS is not responsible for providing social security, workmen's compensation, health, accident and life insurance, vacation leave, sick leave, or any other such emoluments for Contractor and his employees under this Contract. Contractor is solely responsible for providing those benefits, and the Parties have agreed upon the Gross Compensation hereunder to enable Contractor to satisfy that responsibility. At the request of GS/OAS, the Contractor will provide satisfactory evidence of workman's compensation and other insurance coverage that may be required for all its employees or such Contractors.
10. Contractor warrants that his performance of the Work will not violate applicable immigration laws, and Contractor shall not employ any person for the performance of this Contract where such employment would violate those laws.
11. Unless otherwise specified in this Contract, Contractor shall have the sole responsibility for making Contractor’s travel, visa, and/or customs arrangements related to and/or required for the performance of this Contract, and GS/OAS shall have no responsibility for making or securing such arrangements.
12. This Contract shall be null and void in the event the Contractor is unable to obtain a valid visa and other permits or licenses necessary to complete the Work in the country where the Contract is to be performed.
13. Unless otherwise specified in this Contract, Contractor shall neither seek nor accept instructions regarding the Work from any government or from any authority external to the GS/OAS. During the period of this Contract, Contractor may not engage in any activity that is incompatible with the discharge of Contractor’s obligations under this Contract. Contractor must exercise the utmost discretion in all matters of official business for GS/OAS. Contractor may not communicate at any time to any other person, government, or authority external to GS/OAS any information known to him by reason of his association with GS/OAS which has not been made public, except in the course of the performance of Contractor’s obligations under this Contract or by written authorization of the Secretary General or his designate; nor shall Contractor at any time use such information to private advantage. These obligations do not lapse upon Contract termination. Failure to comply with these obligations is cause for termination of this Contract.
14. Unless specifically provided for in this Contract[1] in accordance with CPR Rule 5.13.1, the Contractor may not directly supervise a GS/OAS staff member or direct a project or mission that requires the Contractor to supervise GS/OAS staff members.
15. Contractor shall not openly participate in campaign activities for or otherwise openly support and or promote any candidate for elected positions in the OAS; nor shall Contractor use the facilities of the GS/OAS and/or its staff provided to him under this Contract to support and promote the candidacy of any candidate for an elected position in the OAS.
16. GS/OAS may terminate this Contract for cause with five days notice in writing to the Contractor. Cause includes, but is not limited to: failure to complete the Work in accordance with professional standards or to otherwise deliver conforming goods and services; failure to meet deadlines; conduct which damages or could damage relations between the OAS and a member state; fraudulent misrepresentation; criminal indictment; sexual harassment; workplace harassment; bankruptcy; conduct incommensurate with the requirements for participation in OAS activities; and breach of any of the provisions of this Contract.
17. Either party may terminate this Contract for unforeseen circumstances by giving at least thirty days notice in writing to the other. Unforeseen circumstances include, but are not limited to, modifications to the Program-Budget of the OAS; lack of approved funds in the OAS Program-Budget for the corresponding program or project; failure of a donor to provide fully the specific funds which were to finance this Contract; an act of God; and the Secretary General’s or a member state's desire to discontinue the Work.
18. In the event this Contract is terminated with or without cause, Contractor shall submit to GS/OAS all of the Work completed and shall receive payment for only that portion of the Work completed to the satisfaction of GS/OAS up until the date of termination.
19. Contractor certifies that:
a. Neither the Contractor nor any of its senior officers and employees, on the date of the signing of this Contract, is a relative of any GS/OAS staff member above the P-3 level or of a representative or delegate to the OAS from a OAS Member State. The term “relative” includes spouse, son or daughter, stepson or stepdaughter, father or mother, stepfather or stepmother, brother or sister, half brother or half sister, stepbrother or stepsister, father or mother-in-law, son or daughter-in-law, brother or sister-in-law.
b. He is not incompetent to enter into this Contract, is not on trial in a criminal court of any of the member states, and has never been convicted of a felony or of any crime involving dishonesty, fraud or theft in any member state.
c. Completion of the Work shall not interfere with the completion of work for which he is responsible under any other contract with GS/OAS.
20. Contractor shall not employ a staff member of GS/OAS or a relative of a staff member as defined in Paragraph 19 (a) above to perform the Work, nor shall Contractor permit any staff member of GS/OAS or any relative of the staff member, as defined in that Paragraph, to receive any personal financial benefit deriving from this Contract or the Contractor's contractual relationship with GS/OAS.
21. Contractor shall not assign this Contract or any element thereof, without the prior written consent of GS/OAS.
22. If any controversy, claim or dispute arises between the Contractor and the GS/OAS which is related in any way to the performance or interpretation of the Contract, or any breach thereof, or concerns any other matter in connection with the Contract which cannot be settled by amicable agreement, then upon either Party giving written notice of the difference or dispute to the other, the matter shall be resolved by submitting the matter to the American Arbitration Association for final and binding arbitration in accordance with the rules and procedures of the Inter-American Commercial Arbitration Commission and the law applicable to the substance of the dispute which shall be the law of the District of Columbia, USA. The language of the arbitral proceedings shall be English, and the place of arbitration shall be Washington, D.C., USA. The award rendered by the arbitration shall be final and binding upon the parties. Provided, however, that the Parties will first attempt to settle disputes by mediation before resorting to arbitration. When a dispute is taken to mediation, both Parties shall make a good faith effort to settle the dispute.
23. Nothing in the Contract shall constitute an express or implied waiver by the OAS, the GS/OAS, or their personnel of their Privileges and Immunities under the OAS Charter, the laws of the United States of America, other OAS Member States, or international law.
24. This Contract shall enter into effect on the date on which it is signed by both Parties. Provided, further, that this Contract shall have no legal effect until it has been signed by both Contractor and a duly authorized representative of the GS/OAS.
25. The law applicable to this Contract is the law of the District of Columbia, USA.
26. This Contract, including Annexes I-III, constitutes the entire agreement between the Parties, and any representation, inducement, or other statements not expressly contained herein shall not be binding on the Parties and shall have no legal effect.
27. The masculine terms employed in this Contract should be understood to apply to males, females and legal persons; singular pronouns should be understood to apply to the plural, when appropriate.
FOR GS/OAS FOR THE CONTRACTOR
Signature: _______________________________ Signature: ____________________________
Date: _______________________________ Date: ____________________________
-----------------------
[1]. Any such provision must comply with the requirements of CPR Rule 5.13.1 in Executive Order No. 05-04, Corr. No. 1 at
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