Request for Proposal (RFP) #20240308
Corporate Credit Card Program & E-Payables
1. SUMMARY OF REQUIRED GOODS/SERVICES:
The key objectives in issuing this RFP are as follows:
CBC/Radio-Canada is seeking Proponents who has the capabilities to implement a Corporate Card programs and E-payables capabilities.
The program requires the supplier to issue different types of Credit Cards (listed below in A.3.1) in order to facilitate CBC transactions to support the purchases of goods and services for business operational requirements. The solution will require integrations to perform such functions as reconciliation and G/L postings including a connection to a ERP system (Currently SAP). Some other key highlights of the requirement are as follows, Program Administrator, Technical and phone support for card holders, monitoring and controls, training, insurance, etc.
Please see the list of the Mandatory requirements below that will provide additional information on the requirements to qualify to receive the RFP.
The RFP will be issued to the selected qualified Proponents.
An Agreement resulting from this RFP may potentially be for four (4) years with two (2) options to renew for three (3) additional years.
Table 1: Critical Dates in the RFP Process
Publication of invitation notice to respond to the Pre-Qualification RFP, on MERX system and non-disclosure Agreement as per
CBC/Radio-Canada Invitation Notice, April 23, 2024
Receipt of Proponents signed Confidentiality and Non-Disclosure Agreement and response to mandatory requirements as per
CBC/Radio-Canada Invitation Notice, No later than May 14th, 2024 8:00:00 p.m. (EST)
Qualification Process ClosesMay 14, 2024
Assessment of Mandatory Requirements,Two weeks
RFP released to qualified Proponents on MERX system, No later than May 28th, 2024
Receipt of Proponents’ questions, No later than June 07th, 2024 8:00:00 p.m. (EST)
CBC/Radio-Canada Response to Proponents questions, No later than June 12th, 2024
RFP Submission Closing Date , No later than June 26th, 2024 8:00:00 p.m. (EST)
Announcement of Proponent selection, September/October 2024
2. MANDATORY REQUIREMENTS:
This RFP is open only to Proponents who meet each of the following mandatory requirements. Please indicate by means of the drop down the compliance level to the requirement. Please provide Supporting Evidence to support the chosen compliance level.
The Mandatory Requirements
A.3.1 CBC/Radio-Canada is looking for a Proponent that will provide all five programs.
Stream #1: Cards Programs:
Employee Expense Cards (Canada)
Employee Expense Cards (US)
Ghost Cards (Air/Rail)
Procurement Cards
Stream #2: E-Payables program:
E-Payables Virtual Cards
A.3.2.2 Cards must be accepted in Canada, the US and all major foreign countries.
A.3.2.5 Online card management tool with a secure connection must be available in both languages, French and English, cross-browser compatible including Google Chrome and available 24/7.
A.3.2.14 All services (on-line or off-line) and client-facing documentation and/or systems must be offered to the user of this service in both official languages of choice (French / English) 24/7.
A.3.2.15 Must offer a bilingual dedicated account manager that will be the corporation’s single point of contact throughout the contract.
A.3.5 Account Management – Candidate Proposed. The Proponent must include professional account management services, consistent with, or superior to, that offered to comparably sized corporate clients in the marketplace (current and future)
A.3.6.1 The solution’s editor must have its own information security processes and controls audited by an independent third party AND have a SOC 2 type 2 report produced in the last 24 months. If the proponent's proposal includes an additional(s) external solution(s), all concerned third parties must have their own SOC 2 type 2 report produced in the last 24 months.
A.3.6.2 The solution's editor must have its own financial control framework and process pertaining to the services provided that is audited by an independent third party AND have a SOC 1 type 2 report produced in the last 24 months If the proponent's proposal includes an additional(s) external solution(s), all concerned third parties have their own SOC 1 type 2 report produced in the last 24 months.
A.3.6.3 The solution editor’s processes must be PCI DSS compliant If the solution editor’s proposal includes an additional(s) external solution(s) all concerned third parties’ processes must be PCI DSS compliant.
A.3.6.4 The awarded supplier must confirm that they will fully comply with the existing file format and specific requirements we currently have in place in our in-house EDI solution to ensure seamless integration. (Subject to change if CBC/Radio-Canada adopts a new enterprise resource planning system).
- We have a file format for our central travel account/ghost card and the procurement card program.
- Each document has its own set of customized requirements and data.
Further details, including a specifications document, will be provided as an Appendix in the RFP and marked as Mandatory.
- TO OBTAIN THE RFP DOCUMENTATION
As CBC/Radio-Canada uses MERX (https://www.MERX4.MERX.com/cbc) to manage its solicitation process, all Proponents must obtain the RFP documents through MERX. If new to MERX then please visit www.merx.com and check out the “Offering” & “Pricing” header tabs to learn more.
- Determine your eligibility to participate based on the description/objective statement for the RFP
- To obtain the documents you must be registered with MERX. If you are not already registered, please follow the MERX Supplier User Guide link above and/or call 1-800-964-6379.
- Download the mandatory requirements qualification form.
- Complete the form by responding and providing evidence to support the claim, in other words, “comply” is not sufficient evidence to qualify.
- Review for due diligence and sign the NDA.
- Email the completed form and signed NDA to the contact indicated in section 5
To obtain the RFP Documentation, Proponents must submit the Confidentiality and Non-Disclosure Agreement (NDA), along with the Qualification Request form or a written statement completed and signed by a duly authorized representative confirming that the Proponent meets all the Mandatory requirements described in Section 2 above.
Please note that in order to maintain total integrity and fairness CBC/Radio-Canada will not entertain changes to the NDA which, at this point, is for the purpose of this RFP. Furthermore, clauses protecting the confidentiality of the information that your company will include in the RFP will be provided in the documentation of the said RFP, and that the main objective of this Confidentiality and Non-Disclosure Agreement is to protect the confidentiality of the information that will be transmitted to you by CBC/Radio-Canada as part of the RFP. Consequently, be advised that CBC/Radio-Canada will refuse any request to sign a “bilateral” Confidentiality Agreement with any Proponent.
The document(s) to be completed and signed must be submitted the CBC/Radio-Canada representative no later than No later than May 14th, 2024, 8:00:00 p.m. Eastern
Following receipt of the required document(s) and CBC/Radio-Canada’s positive assessment of your company’s submissions, you will receive an e-mail from MERX that the RFP documents are ready for download, at the earliest No later than May 28th, 2024, 8:00:00 p.m. Eastern.
Please note that CBC/Radio-Canada is not responsible for the distribution of the documents.
- COMMUNICATION WITH CBC/RADIO-CANADA
- Any contact with CBC/Radio-Canada prior to obtaining the RFP documentation must be undertaken by e-mail only, addressed to the CBC/Radio-Canada Representative, whose co-ordinates appear below. All e-mails pertaining to this RFP must state the RFP reference number (RFP #20240308) in the “Subject” of the e-mail.
Pasquina Sciscia
Procurement Sourcing Lead
CBC/Radio-Canada
E-mail: pasquina.sciascia@radio-canada.ca
- Once the tender documents have been obtained, Proponents may have queries, require further information or clarification, or discover certain omissions or ambiguities in the RFP documents. If so, or if there is any doubt about the meaning of any part of this RFP, must submit their questions through MERX no later than the date specified in PART I: INTRODUCTION, Table 1: Critical Dates in the RFP Process of the main document.
CBC/Radio-Canada reserves the right, at its discretion, to answer only those questions submitted through MERX.
6. RECEIPT OF PROPOSALS
Proposals must be received by CBC/Radio-Canada, via electronic submission to the MERX Website (www.MERX.com) no later than No later than June 26th, 2024, 8:00:00 p.m. Eastern, Standard/Daylight Savings.
The Proponent has the sole responsibility for the timely receipt of a Proposal by CBC/Radio-Canada. The Proponent cannot transfer such responsibility to CBC/Radio-Canada. The MERX clock shall be used to determine the time of receipt of the Proposal, whether the time indicated on such clock is accurate or not.
Partial Proposals, amendments or revisions which are received after the date and time for the RFP Submission Closing Date will not be accepted.
Canadian Free Trade Act (CFTA)
This procurement is subject to Chapter Five (Government Procurement) of the Canadian Free Trade Agreement (CFTA).
CBC/Radio-Canada retains the right to negotiate with Proponents on any procurement.
