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
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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
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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
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