On June 2, 2010, the Procurement Department, in conjunction with the Payroll Department, issued a Request for Proposal (RFP) for qualified firms to provide paycard services. The initial term of the contract is for five years beginning September 22, 2010. This contract may be renewed by the Superintendent for two additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect. The following factors were considered when evaluating proposals: specialized experience in pay card services, capability of proposer, implementation plan, commitment to quality, utilization of small businesses, and cost effectiveness of service.

Proposals were accepted on June 22, 2010. The District utilizes two online vendor registration systems to notify potential bidders of opportunities. Through these systems, six firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B) who evaluated the proposals based on stated RFP criteria (Attachment C). The evaluation committee selected five firms to move to Phase II presentations. Upon completion of all phases of the RFP, the committee reviewed key points as a group, individually rated each firm for final compilation and ranking (Attachment D), and recommended rapid! Financial Services LLC for the award (Attachment E).

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

There is no cost to the District, in fact the District will save $93,000 annually in paper, printing, and postage for payroll checks.

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.