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Agenda 03/14/2017 Item #16E103/14/2017 EXECUTIVE SUMMARY Recommendation to approve Agreement #16-7036-PB for Visa Commercial Card with SunTrust Bank for P-Card Services. OBJECTIVE: To enter into a continuing agreement with SunTrust Bank for P -Card Services which aides in expediting small purchases in the most cost effective and efficient manner possible. CONSIDERATIONS: On April 7, 1998 the Board of County Commissioners authorized the Procurement Services Division to implement the Purchasing Card (P -Card) Program utilizing the State of Florida Contract. The P -Card program was established for the purpose of expediting small purchases in the most cost effective and efficient method and to offer payments to vendors in a timely manner. In an effort to automate and provide enhancements to the pr ogram, an RFP was issued and publicly noticed on June 24, 2005. A selection committee reviewed the program and recommended award to SunTrust Bank. The system is a web -based solution that is integrated with the County’s Financial System of Record (SAP). T he web-based administration for SunTrust allows the Procurement Division the ability to run reports, increase transaction limits where necessary, and review purchases. The integration within SAP allows the users the ability to review and approve transactions and Finance the ability to post transactions to the appropriate divisions’ budgets. In October 2008, the Procurement Services Division used a Piggyback agreement with the City of Venice to continue the SunTrust P -Card system, without changes to the program. The current agreement with SunTrust is scheduled to expire on April 10, 2017. The Procurement Services Division is recommending that the County continue with the SunTrust P-Card service for the next year as it has demonstrated itself to be trouble free and is providing the required current level of service. To achieve this objective, staff is recommending that the County Piggyback on the City of Ft. Lauderdale’s contract with SunTrust, issued in April of 2014 and good until April 8, 2019, with two additional one year renewals. Since no immediate change is sought, piggybacking allows the County to obtain the same level of contract service without having to incur the expense of soliciting. The proposed contract allows for a termination for convenienc e which will be utilized once re -solicitation takes place, which will take place within the next year. This contract allows the County to have consistent rebates and continue with our existing program. FISCAL IMPACT: The current P-Card program has an annual spend of approximately $2.2 million, consisting of 9,600 transactions, with 282 active card users. This results in approximately $30,000 in rebates to the County. O perating divisions have accounted for expenses in their budgets for the procurement of goods and services for delivering public services. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires a 16.E.1 Packet Pg. 719 03/14/2017 majority vote for Board action. - CMG RECOMMENDATION: To authorize the Chairman to execute the agreement with SunTrust Bank Services. Prepared By: Tracey Payne, Operations Manager, Procurement Services Division ATTACHMENT(S) 1. 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (PDF) 2. 16-7036-PB Visa Commercial Credit Card (PDF) 16.E.1 Packet Pg. 720 03/14/2017 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.1 Doc ID: 2719 Item Summary: Recommendation to approve Agreement #16-7036-PB for Visa Commercial Card with SunTrust Bank for P-Card Services. Meeting Date: 03/14/2017 Prepared by: Title: Manager - Procurement – Procurement Services Name: Tracey Payne 02/09/2017 11:00 AM Submitted by: Title: – Procurement Services Name: Ted Coyman 02/09/2017 11:00 AM Approved By: Review: Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 02/09/2017 11:17 AM Procurement Services Ted Coyman Additional Reviewer Completed 02/09/2017 11:54 AM Administrative Services Department Michael Cox Level 1 Division Reviewer Completed 02/09/2017 3:49 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 02/15/2017 6:09 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 02/17/2017 8:30 AM Budget and Management Office Mark Isackson Additional Reviewer Completed 02/21/2017 9:24 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/21/2017 2:59 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 03/05/2017 11:04 AM Board of County Commissioners MaryJo Brock Meeting Pending 03/14/2017 9:00 AM 16.E.1 Packet Pg. 721 16.E.1.a Packet Pg. 722 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 723 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 724 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 725 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 726 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 727 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 728 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 729 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 730 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 731 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 732 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 733 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 734 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 735 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 736 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 737 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 738 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 739 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 740 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 741 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 742 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 743 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 744 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Packet Pg. 785 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 786 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 787 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 788 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 789 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 790 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 791 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 792 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 793 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Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 810 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 811 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 812 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 813 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 814 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 815 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 816 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 817 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement 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Packet Pg. 834 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 835 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 836 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 837 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 838 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 839 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 840 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 841 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 842 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 843 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.a Packet Pg. 844 Attachment: 67 Piggyback_City of Fort Lauderdale_Procurement Card Services (2719 : Recommendation 16.E.1.b Packet Pg. 845 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 846 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 847 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 848 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 849 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 850 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 851 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 852 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 853 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 854 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 855 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 856 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 857 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 858 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 859 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 860 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 861 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 862 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 863 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust 16.E.1.b Packet Pg. 864 Attachment: 16-7036-PB Visa Commercial Credit Card (2719 : Recommendation to approve Visa SunTrust