RFP Procurement & Travel Card Provider
Question #1: If $16,000,000 is total spend, can you provide how much of that
spend is attributable to the 750 procurement cards and how much is attributable
to the 70 travel cards?
Response: About 90% of the total spend is attributable to pcards and 10% travel cards, but you need to understand we now have a one card system so there are travel transactions on our pcards
Question #2: We offer a standard billing cycle of X days and X day payment terms. You mention average payment of “1 day”. Can you outline the arrangement you are seeking from a billing cycle and payment term standpoint? Is it 30 day billing and 1 day to pay or something else?
Response: The current process contains an algorithm which rewards faster payment; we’re not looking for anything in particular, just the best solution for SMU. We do need a 30 day billing cycle in order to give time for cardholders to review charges before they are posted in our financial system.
Question #3: Individual responsibility for payment on travel cards. Is this a requirement? We do not offer individual payment as outlined in the rfp. Would this preclude us from consideration?
Response: It would not eliminate you from consideration, but it would be evaluated compared to what other firms offer.
Question Set 2:
1). Proposal Requirement show in Rebate states "$16 million net spend, average payment of 1 day", Does this mean that SMU will make payments on credit card transactions daily? If so, is this a requirement or is SMU willing to accept longer grace periods for payments to card?
Response: No we do not make daily payments. We make one payment a month but we make that payment the next business day of when the billing cycle ends.
2). Of the $16 million current spend, what is the mix of t&e spend vs. procurement?
Response: About 90% pcard and 10% T&E (though some spend on pcard is for travel and entertainment as we have several on campus with a one card).
3). Does your current rebate structure include payments for Large Ticket transactions and how does that structure compare to all other transactions?
Response: Yes, large ticket items are rebated at a different rate, however any further information is considered contractor privileged.
4). What are the types or specific reports that are used most often with the current card program?
Response: Activity reports, custom mapper, activity per cardholder, activity per merchant, activity per mcc code.
5). What electronic expense reporting system is SMU utilizing today?
6. Do you have to meet an average transaction size to get a rebate?
7. When was the last time you did a vendor match with your program today?
Response: In 2011, but are in the process of completing another one.
8. Do you receive quarterly visits with best practice information on new solutions available to SMU?
Response: Visits are on an as-needed basis.
9. Are you utilizing e payables today? If so in what capacity?
Response: We have an ePayables in use in Accounts Payables; the system is from another provider than our pcard provider; we utilize it when we can in order to obtain further rebates.
Question Set 3
• Are the individuals who have the travel cards individually liable or is it
joint and several?
Response: We have both options. If approved a cardholder can receive a University paid “purchase card”, “one card”, or “travel card”. We do have individuals with a personal liability card as well.
• If they are individually liable, what are the current credit requirements from your current provider?
Response: The incumbent runs their normal credit review based on the application we forward. We do very few requests for individual liability cards & no one has ever been denied a card.
• Do you currently use any of your cards or card solutions to pay supplier invoices (for supplier payments via your accounts payable department)?
Response: No, we do not use any of our cards to pay via through our Accounts Payable department. We sometimes pay through the Purchasing department any high dollar invoices where we see an opportunity to pay by procurement card & obtain the rebate. We also run payment of one of our continuing service contracts off of the Purchasing Director’s card.
• What is the spend volume for your check-based supplier payments through your accounts payable department (your overall accounts payable spend where checks are issued as the payment type, excluding payroll and benefits)?
Response: Payments through Accounts Payable are with another provider & not tied to this RFP. We are not looking for a new ePayables or automated solution in Accounts Payable.
Question: Just to confirm, do you want names and contact information so you can
contact them for details? Or, in addition to the names and contact information,
are you asking for our references to provide a written document describing our
Response: Either is satisfactory; normally we contact references for details but some firms are reluctant to provide contact points unless they are considered in the competitive range & feel it is easier to have the references provide the information to them & they submit as part of their submittal. Since it is an area we evaluate we have to receive it in some manner or we simply give you no credit for that factor.
Question: Regarding Section 1.3 Proposal Requirements, Item #11 - will SMU accept a link and/or CD for the annual report requirement?
Response: That should suffice; if it doesn’t we’ll ask for clarification or further information.
RFP Licensing for Athletics
Question #1: Please provide SMU’s gross royalty revenue for the last three
Question #2: Please provide a list of top ten licensees? Please see attachment.
Response: See attachment.
Question #3: Please provide a list of retailers where SMU product is currently being sold?
Response: Below are the retailers to date that we have found carrying product or say they have carried but are currently out. Some of these have multiple doors. About 70 retail doors are carrying SMU product.
Bed, Bath & Beyond
St. Bernard Sports (currently out of product)
Hibbett (is currently out of product)
Dallas Love Airfield
Fanzz (currently sold out)
Tuesday Mornings (carry during holidays)
Sheplers (Boots - currently sold out)
It’s a Party
Question #4: What is the greatest strength of your current licensing program?
Response: The mark itself which is Classic, Recognizable & Stylish.
Question #5: What is the greatest opportunity for improvement for the SMU licensing program?
Response: Greater exposure. Needs to be in more retailers with better shelf space.
Question #6: What are the goals of the SMU licensing program for the next 3-5 years?
Response: Greater attention to the program as a goal. Continued growth of revenues (doubled over last six years)
Question #7: What has been the most successful marketing/promotional program over the last four years?
Response: N/A. We have not allotted any $ to a promotional program & we consider this a huge area of opportunity.
RFP Parking Services for Athletics
Question: Can you provide general information on the events that were serviced
last year to include football any other athletic events?
Response: We had seven home football games last year, six this year.
There will be seven to ten men’s & women’s basketball games each, starting in January this coming year – 2014.
There will be three to five high school football games.
Question: Does this proposal include the possibility of offering valet service as well for either sporting events and/or non-sporting related events?
Response: Basketball is scheduled to have valet for season ticket holders.
Question: Are all the pay stations “human collectors?”
a. Is there any parking equipment that need us to collect cash or run credit card batches?
b. Are you currently able to collect credit card payments onsite?
Response: No, but we would like to.
c. Is any of the existing parking equipment used during these events to help reduce staffing costs?
d. Is there an existing supply of inventory regarding cones, barricades, signs, uniforms?
Response: Minimal number of cones, barricades, signs; uniforms will be provided by the contractor with the prior approval from SMU
e. Will SMU provide storage?
Response: Not this year, possibly in the future but figure on providing your own storage
Question: Can you send a report of staffing levels for each event over the previous year?
Question: Can you send any diagrams showing the approved specific posts approved by the Athletic Manager for a typical Game Day?
Response: See attached parking map, & this will be open for discussion
Question: Are there any reports available for towing activity/deficiencies in revenue collections or other issues that need to be addressed with the new provider?
Response: We may have some towing information. The first game of every season we tow more than 100 vehicles. Every other game we tow between 40 – 50.
Question: Is there a specific approved towing company that you require or recommend?
Response: We didn’t specify a towing company but Walnut Hill was used by the past contractor.
Question: Can you provide the contract terms and conditions for our review?
Response: The second attachment to the RFP is the contract which includes the terms & conditions.
Question: You asked for a per hour loaded rate. Will you also consider a cost plus or management fee scenario?
Response: You may provide alternate fee considerations but insure you also provide a per hour loaded rate.