TAMU RFP 1000 ACCOUNTS PAYABLE RECOVERY AUDIT

Texas A&M University TAMU RFP 1000 – Accounts Payable Recovery Audit Page 1 of 22DIVISION OF FINANCE Procurement Services REQUEST FOR PROPOSAL TAMU RFP 1000 ACCOUNTS PAYABLE RECOVERY AUD

Texas A&M University TAMU RFP 1000 – Accounts Payable Recovery Audit Page 1 of 22

DIVISION OF FINANCE Procurement Services

REQUEST FOR PROPOSAL

TAMU RFP 1000 ACCOUNTS PAYABLE RECOVERY AUDIT

PROPOSAL MUST BE RECEIVED BEFORE:

TUESDAY, FEBRUARY 5, 2019 AT 2:00 P.M (CST)

MAIL PROPOSAL TO:

Texas A&M University Procurement Services

P O Box 30013

College Station, TX 77842-3013

HAND DELIVER AND/OR EXPRESS MAIL TO:

Texas A&M University Procurement Services Agronomy Road

1477 TAMU College Station, TX 77843-1477

Show RFP Number, Opening Date and Time on Return Envelope

NOTE: PROPOSAL must be time stamped at the Texas A&M University Department of Procurement Services before the hour and date specified for

receipt of proposal

Sealed proposals will be received until the date and time established for receipt.

REFER INQUIRIES TO:

Clyde Oberg

Assistant Director, Procurement

Services Texas A&M University979-845-1042 Email: co@tamu.edu

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Table of Contents

1.1 Introduction and Executive Overview 4

1.2 Spend Information 4

1.3 Brief History 4

1.4 Respondent Responsibility 5

1.5 Final Review & Approval 5

1.6 Definitions 5

SECTION 2 SCOPE OF WORK 6-7 2.1 Goals 6

2.2 General Questions 6

2.3 Reference questions 6

2.4 Project approach 6

2.5 Account Support 7

SECTION 3 REQUIREMENTS 8 3.1 Statement of Qualifications 8

SECTION 4 EVALUATION CRITERIA 9 4.1 Selection Criteria 9

4.2 Evaluation & Selection 9

SECTION 5 PRICING 10 5.1 Pricing Proposal 10

SECTION 6 GENERAL INFORMATION 11-12 6.1 Submittal Deadline and Location 11

6.2 Proposal Components 11

6.3 Texas A&M Contacts 11

6.4 Inquiries and Interpretations 12

6.5 Electronic State Business Daily 12

6.6 Terms and Condition 12

SECTION 7 GENERAL TERMS AND CONDITIONS 13-16 7.1 General 13

7.2 Time of Performance 13

7.3 Default 13

7.4 Termination 14

7.5 Agreement Amendments 14

7.6 Independent Vendor Status 14

7.7 Right to Audit 14

7.8 Sales and Use Tax 14

7.9 Observance of Texas A&M Rules and Regulations 15

7.10 Non-Disclosure 15

7.11 Publicity 15

7.12 Severability 15

7.13 Non-Waiver of Defaults 15

7.14 Governing Law 15

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7.15 Dispute Resolution 15

7.16 Indemnification 15

7.17 Other Benefits 15

7.18 Texas Public Information Act 16

7.19 Intellectual Property 16

SECTION 8 CONTRACTUAL REQUIREMENTS 17-18 8.1 HUB Subcontracting Plan (HSP) 17

8.2 Insurance Requirements 17

8.3 Bonds 17

8.4 Parking 17

8.5 Payment 18

SECTION 9 EXECUTION OF OFFER 19-20 9.1 Proposer Affirmation 19

9.2 Texas Family Code Section 231.006 19

9.3 Substitute W-9 20

9.4 Direct Deposit 20

9.5 Signature 20

SECTION 10 NON COLLUIION AFFIDAVIT 21 ATTACHMENTS

Appendix A - TAMU Insurance Requirements

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Texas A&M University TAMU RFP 1000 – Accounts Payable Recovery Audit Page 5 of 22

SECTION 1 INTRODUCTION1.1 Introduction and Executive Overview

Texas A&M University is seeking proposals from qualified vendors to assist the

University and the Texas A&M University System Members (see list below) in selecting a preferred supplier to audit and recover Accounts Payable duplicate payments, over- payments and

erroneous payments Texas A&M University and Texas A&M University System Members

plans to enter into an agreement with one primary supplier to provide this service (Texas A&M System Members can opt in to this agreement, not all may participate) The scope of this project

includes all Texas A&M University and Texas A&M University System Members Corporate

Payables activity with the exception of possible exclusions

Member List

Texas A&M University

Texas A&M University at Galveston

Texas A&M University Health Science Center

Prairie View A&M University

Tarleton State University

Texas A&M University-Central Texas

Texas A&M International University

Texas A&M University-Commerce

Texas A&M University-Corpus Christi

Texas A&M University-Kingsville

Texas A&M University- San Antonio

Texas A&M University-Texarkana

West Texas A&M University

Texas A&M AgriLife Extension Service

Texas A&M AgriLife Research

Texas A&M Engineering Experiment Station

Texas A&M Engineering Extension Service

Texas A&M Forest Service

Texas A&M Transportation Institute

Texas A&M Veterinary Medical Diagnostic Laboratory

Texas A&M Research Foundation

Texas A&M Foundation

(Jaggaer/SciQuest product) and ultimately fed into our home grown mainframe ERP system called FAMIS

1.3 Brief History

Established in 1876, Texas A&M University has since grown to become a world leader in teaching,research, and service with an international reputation for excellence Texas A&M ranks as the nation'ssecond largest public university in enrollment, with more than 63,000 students on the main campus and anoperating budget of $1,800,000,000 The University conducts research valued at more than $892 millionannually, placing it among the top 20 universities nationally As a state/public institution of higher

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education, Texas A&M is governed by the Texas State Constitution, state legislation and statutes, Texas

A&M University System Policies and Regulations and University Rules More than $1.3 billion in new

construction or renovations to existing facilities on the 5,000-acre campus is either under way or in the

planning stages Texas A&M also is home to the George Bush Presidential Library and Museum

1.4 Respondent Responsibility

By submitting responses, each respondent certifies that it understands this RFP and has full knowledge of

the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the

services to be provided, and the conditions under which the services are to be performed Each respondent

also certifies that it understands that all costs relating to preparing and responding to this RFP will be the

sole responsibility of the Respondent

Please contact Clyde Oberg at 979-845-1042 or via email at co@tamu.edu with any questions related to this

RFP

1.5 Final Review and Approval

The review and approval of RFPs is a multi-step process which requires variable amounts of time

Responders are advised that the projected dates listed below may be modified by and at the sole discretion

Whenever the following terms are used in these General Terms and Conditions or in other documents the

intent and meaning shall be interpreted as follows:

RFP shall mean Request for Proposal.

Proposal shall mean Respondents offer Texas A&M shall mean Texas A&M University and other system parts.

Respondent shall mean the individual, partnership, corporation, or other entity

responding to this RFP

Vendor shall mean the individual, partnership, corporation, or other entity awarded

for the scope of work under this RFP in accordance with the terms, conditions, andrequirements herein

HUB shall mean Historically Underutilized Business.

Agreement shall mean an agreement, documented by written instrument, between

Texas A&M and the successful respondent to provide services to Texas A&M inCollege Station, Texas

SECTION 2

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SCOPE OF WORK

 Significant Recovery of duplicate and over payments through a review and audit of historical

archives

 Process Improvement and/or re-engineering plan to implement to reduce or eliminate duplicate and

over payments on a continuous basis

 Vendor Scrub - Identification and standardization of duplicate vendor files and information This

Vendor Cleansing process is to be secure and provided in both a paper and electronic (Excel format)

 Disbursement Analysis Reporting - Provide in an electronic (Excel format) to include Disbursement

by dollar amount, Count, and Vendor name; Days to Pay by Dollar, Count and Top Ten Vendors; Sum

of Invoices and Payments, Payment Value Report indicating 5 groups of spend by Vendor, as well as Invoice Payment Amount indicating Invoice value in 5 groups; EDI Candidate Report showing the Vendors with a high volume of low dollar invoice activity; Late Payment by Vendor and by Invoice

 Dynamic Web Reporting – Ongoing dynamic or interactive “real-time” reporting of detailed

disbursement activities by type, volumes, percentages, dollars and count

 Timely Completion of the audit procedure and recover as many duplicate and over-payments as

possible

2.2 GENERAL QUESTIONS

2.2.1 Please provide a brief company history

2.2.2 Where is your company headquartered?

2.2.3 Describe your international capabilities? Where are the physical locations of your

international offices/affiliates?

2.2.3 Will your audit require a presence onsite?

2.3 REFERENCE QUESTIONS

2.3.1 Provide three references we may contact from accounts of the same relative size or larger

in the same geographic region of operation, and with the same general requirements as

Texas A&M University Two customer references should be similar in size to Texas A&M University and Texas A&M University System Members Provide the following

information for each reference:

 The primary contact name, email and phone number

 Years as client and services provided

2.3.2 Include any other information concerning your organization that you feel would be

beneficial Include additional service offerings and describe at a high level detail

2.4 PROJECT APPROACH

2.4.1 Describe in detail your company’s approach to this project Include a detailed analysis

that outlines your company’s data collection processes and analysis methodologies, strategic plan/project timetable, team development requirements (resource requirements

from Texas A&M University and Texas A&M University System Members and your

company), and any other key issues

2.4.2 Include samples of analysis reports, master and transaction file layouts, etc

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2.4.3 Describe in detail what assistance if any you would provide in the data extraction

process

2.4.4 Describe how your company proposes to notify and collect duplicate and over payments

from suppliers and provide examples/samples of vendor communications and vendor invoicing methods

2.4.5 Please describe in detail your statement review process and the information required from

Texas A&M University and Texas A&M University System Members Do you intend

to conduct mass mailings to suppliers to request statements? If so please describe process

in detail

2.4.6 Outside of your data center, are your internal process and controls SSAE16 and PCI DSS

certified?

2.5.1 Provide a detailed organizational chart of the account team who would be assigned to the

Texas A&M University and Texas A&M University System Members account

Include functions, reporting relationships, experience and resumes of each member

2.5.2 It is a requirement that the selected supplier appoints one person to be responsible

for the relationship and held accountable for its success Discuss your company’s selected “account manager,” why your company chose them, and their ability to comply with these expectations.

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SECTION 3 REQUIREMENTS

3.1 Statement of Qualifications Content

Statement of Qualifications shall contain the following information in the same order set forth below Respondents must present all information, in adequate detail, necessary to demonstrate how they best satisfy the evaluation criteria for establishing the most qualified firm to provide the requested services

Interested respondents shall present for consideration one original and two (2) copies of response document including,

as a minimum, all of the following:

3.3.1 Statement to indicate interest and availability to provide the required services and include credentials to

perform requested services

3.2.2 Provide a general overview of the organization and its professional staffing Please include information

regarding any previous experience with an Accounts payable Recovery Audit in a university or similar campus setting

3.2.3 Provide credentials and/or certification of everyone who will be assigned to this project Identify all

individuals by name and title that will provide support to the project including their locations, position, specific responsibilities, educational background, experience, and technical capabilities

3.2.4 List and description of services provided, including samples of both cause mapping and work process

analysis

3.2.5 List and description of any pending litigations

3.2.6 References related to services as outlines in this RFP References shall include all contact information (name,

address, phone number, fax number, e-mail address, etc.)

3.2.7 Three (3) hard copies (one original in the three) and two (2) virus free Flash Drive copy of the complete

response is required The copy must either be in Microsoft Office software or Adobe Portable Document Format (PDF) All image files must be in one of the following formats: jpg, gif, bmp, or tif We prefer image files to already be inserted as part of a document such as Word Individual image files on the Flash Drive must be clearly named and referenced in your proposal

Any additional information that is submitted shall be included in the bound document with the information described above

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SECTION 4 EVALUATION CRITERIA

4.1 Selection Criteria

The successful vendor will be selected based on the following criteria:

4.2 Evaluation & Selection

Texas A&M University will utilize an evaluation team for the evaluation of this RFP Texas A&M University will evaluate and make the award on the proposal that is determined to be the best value to the State based on, but not limited to the criteria listed above

All proposals must be complete and convey all of the information requested to be considered responsive

Provide the contact person within your company for the purposes of this RFP.

in this RFP, and [e] that some subjective judgments must be made by the University during this RFPprocess

Should Texas A&M be unable to agree on final Agreement terms and conditions with the highest rankedproposer, a Texas A&M representative(s) will then negotiate with the second-ranked proposer or reissuethe same or modified version of this RFP

Texas A&M University reserves the right to reject any and all proposals

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SECTION 5 PRICING

5.1 Explain in detail all associated costs to Texas A&M University and Texas A&M University System

Members in the audit and recovery process

5.2 Is there a ‘minimum’ recovery amount or percentage that your company requires? If so, provide the

minimum recovery amount and include the formula or basis for that amount

5.3 Explain how Texas A&M University and Texas A&M University System Members obtains recovery

funds and, in turn, how your company proposes to receive payment

5.4 Regarding Invoicing/Payment Requirements - Texas A&M University and Texas A&M University

System Members expects all charges to be pre-approved prior to submission Explain your company’s

ability to comply