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IMF Corporate Credit Card ProgramG-Card - RFP 305

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					IMF REQUEST FOR PROPOSALS (RFP) # 305 - IMF GHOST CARD (G - CARD)
PROGRAM



The International Monetary Fund (“IMF” or “Fund”) is seeking Proposals from qualified
firms with relevant experience to provide a Ghost Card (G-Card) Program to the IMF.

This is one of two RFPs for Corporate Credit Card Services that will be distributed. The
other RFP (Number 288) is for IMF’s T - Card Program.

The IMF intends to award contract(s) for an initial term of five (5) years [May 2008 through
April 2013] with two (2) optional one-year extensions.

Proposals shall be submitted in compliance with the following requirements:

       Annex A        -      Instructions to Bidders
       Annex B        -      Statement of Work (SOW)
       Annex C        -      Glossary
       Annex D        -      Mandatory Requirements
       Annex E        -      Requirements Matrix
       Annex F        -      IMF General Terms and Conditions of Contract
       Annex G        -      IMF Supplier Registration Form
                             (www.imf.org/external/np/procure/eng/index.htm)

Requests for clarifications concerning this RFP should be submitted to the undersigned
(cdenale@imf.org) by no later than 2:00 pm Eastern Standard Time on November 19,
2007. The IMF will provide the appropriate response by November 26, 2007. An addendum
and/or clarification(s) to this RFP may be issued, if necessary. The complete procurement
schedule is provided with Annex A (article 2.0) of this RFP.

The IMF reserves the right to vary the scope of the specifications and/or change the intended
form of agreement for this procurement, or, to reject any or all Proposals and award one, more
than one, or no contract(s) as a result of this Request for Proposal. The IMF shall not be
responsible for any costs incurred by bidder(s) in preparing and submitting a Proposal.




                                      -1-
The IMF is providing the best available data concerning the spending and other information
for the confidential review by bidders. However, the IMF disclaims any liability or
responsibility for the accuracy or completeness of data provided in the RFP or any subsequent
exchange of information. Bidders proceed at their own risk in relying on data and estimates
contained in the RFP and attached information.

Please note that any contract award is subject to successful supplier registration with the IMF
Procurement Division. All bidders are requested to submit a completed vendor registration
application with their Proposal. The supplier registration form can be obtained from IMF
Procurement’s web site as follows:

www.imf.org/external/np/procure/eng/index.htm

Sealed Proposals shall be submitted and must be received at the address shown below,
NO LATER THAN 2:00 P.M. Eastern Standard Time on November 29, 2007. Late
Proposals will be rejected. Proposals and envelopes in which Proposals are submitted
must be marked for RFP # 305 – IMF G -Card Program. Proposals should be sent by
courier services to IMF’s off-site Receiving Area as follows:

International Monetary Fund
c/o Pitney Bowes
IMF Receiving Area
3310 New York Ave, N.E.
Washington, D.C. 20002

Contact for the New York Ave. address is Arun Charan (202-526-4688) or Michael Johnson
(202-526-6042).


Should you require any additional information, please contact Ms. Christina DeNale,
Procurement Officer (202-623-4827).



Attachment(s):




                                       -2-
                                                                                          Annex A
                                                                                         RFP # 305

                         ANNEX A - INSTRUCTIONS TO BIDDERS


1.    Nature of Proposal Instructions

These instructions are provided for general information for the preparation of the Proposals and
are not part of the documents comprising the Proposal or the Contract, and are not to be
interpreted so as to change any Contract provision, condition or specification.

2.    Procurement Schedule

        Issuance of the Request for Proposal:                        October 30, 2007

        Due Date for bidders to submit                2:00 pm on November 19, 2007
        questions to the RFP:

        IMF’s Response to questions                                November 26, 2007
        received from bidders:

        Proposal Due Date:                            2:00 pm on November 29, 2007

        Anticipated Commencement Date:                                     May 1, 2008


In addition to submission of the Proposal by the required date, an organization submitting a
Proposal may, at the option of the IMF, be required to make a formal presentation to and/or attend
a meeting to discuss the Proposal. For the purpose of Proposal evaluation, the IMF reserves the
right to contact any references listed in the submitted Proposal to validate any claims made by
bidder.

3.    Preparation of Proposals

Bidders should send technical and financial Proposals in two separate sealed envelopes. The
bidders shall provide full details of how they intend to perform the services covered by this
Request for Proposals, giving sufficient information to demonstrate their understanding of the
requirements and their capability to provide the services.

4.    Submission of Proposals and Final Submission Date

4.1     The Proposal should be submitted as hard copies, consisting of one (1) original and six (6)
        copies. Proposals shall be sealed in a package and delivered according to the instructions
        on the cover letter of this RFP. Proposals must be submitted no later than 2:00 PM.
        Eastern Standard Time on November 29, 2007. The IMF reserves the right to reject
        late Proposals.




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                                                                                            Annex A
                                                                                           RFP # 305

4.2    In addition, electronic versions (WORD FORMAT) of bidders completed responses to
       Annexes D and E should be sent to cdenale@imf.org

5.     Proposal Format

5.1    Cover Letter

The cover letter must be signed by a person authorized to submit the Proposal. The cover letter
must clearly identify the bidder and indicate specific points of contact(s) for discussions and
clarifications of the Proposal.

The cover letter must explicitly indicate if the bidder does, or does not accept the IMF’s General
Terms and Conditions as identified in Annex F. In the event that the bidder does not
accept or wishes to discuss alternative terms and conditions, the bidder must explicitly indicate
which items are not accepted and propose specific alternative and/or additional language as
appropriate. The IMF reserves the right to decline without further comment any Proposal which
does not accept the IMF’s Legal Immunities and Disputes clause.

5.2    Technical Proposal

Bidders shall submit technical Proposals in response to the statement of work and according to the
format provided under Annexes D and E of this RFP. Bidders must include their firm’s financial
statements of past two years. The Technical Proposal shall include a proposed Implementation
Plan with major milestones.

5.3    Financial Proposal

Pricing information shall be submitted in a separate sealed envelope and in a format as per section
5.3.1. of this Annex. Pricing information shall not appear in any other section of the Proposal.

The contract is intended to be for initial five years plus two optional one-year extensions.

All amounts shall be indicated in US Dollars. The IMF is exempt from all sales tax. Bidders must
submit a complete financial Proposal according to the structure provided as follows:




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                                                                                   Annex A
                                                                                  RFP # 305

                      5.3.1 FINANCIAL PROPOSAL FORM

1.      Payment:
      a. Payment Frequency:         ______________

      b. Payment Method:            ______________


      c. Grace Period after invoice or billing: ____ days

2.      Fees:
 List all proposed fees associated with the G-Card, indicating which you will waive for the
 IMF:

 a.   Annual cost of G-card:

 b.   Late Payment Fee, per occurrence: ____% of outstanding balance due.

      Finance Charges:              ____% of outstanding balance due.

 c.   Currency Conversion:                ____% of gross purchased amount.


3.      Describe any other fee charged that may apply to the G-Card program.

4.      Describe travel insurance (including baggage) levels offered with the G-Card.

5.      Rebates:
      d. Volume Rebate:
                                              Incentive Fee               Incentive Fee
                                            (in basis points)           (in basis points)
          Net Purchase Volume              Quarterly Payment            Yearly Payment
              $0 to $5 million
         >$5 million to $10 million
        >$10 million to $25 million
        >$25 million to $40 million
        >$40 million to $50 million
        >$50 million to $60 million
        >$60 million to $70 million
                >$70 million
      Note: Bidders may provide their own volume breakdown, if tiers are different from
      above. (Please also refer to Section 2.10 – Rebate Payment – in the SOW (Annex B).




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                                                                                     Annex A
                                                                                    RFP # 305


     e. Speed of Payment Rebate:
             DAYS SALES                     Incentive Fee                  Incentive Fee
                                          (in basis points)              (in basis points)
           Outstanding **                Quarterly Rebate                 Yearly Rebate
                                              Payment                        Payment
                  16
                  17
                  18
                  19
                  20
                  21
                  22
                  23
                  24
                  25
                  26
                  27
                  28
                  29
                  30
                  31
                  32
                  33
                  34
                  35

     ** This represents the number of days between billing and payment.
     Bidders may provide their own speed of payment breakdown, if different from above.

     For volume and speed Rebates, describe the factors that may increase or decrease the
     expected amounts:

     c. Describe calculations and method used to determine volume and speed rebates:

     d. Describe how incentives would be affected in the event that the Card Reconciler
     will take more days than those requested on paragraph 2.8.2 Reconciliation:


6.     Contract signing bonus offered to IMF (if proposed):


7.     Enumerate all fees for optional, value-added products/services:




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                                                                                              Annex A
                                                                                             RFP # 305

      8.       How can the IMF maximize its financial incentive:

5.4    Service Level Agreement

Bidders shall submit their proposed Service Level Agreement.

6.     Proposal Validity

       Any Proposal shall be irrevocable after the final submission time and shall remain valid
       for a period of 120 days from the Proposal Due Date.

7.     Acceptance of the Proposal-Award of Contract

7.1    Bidder acknowledges the right of the IMF to reject the Proposal in whole or in part, and to
       waive any informality or irregularity therein. Bidder also acknowledges the right of the
       IMF to reject a Proposal if the bidder fails to submit the data required by the Proposal
       documents or if the Proposal is in any way incomplete or irregular. Bidder further
       acknowledges that the IMF is not bound to accept the Proposal.

7.2        Awarding of the Contract will be made at the absolute discretion of the IMF and shall not
           be questioned or challenged by the bidder.

8.     Representation by Bidder

       By making a Proposal, bidder represents to the IMF:

       (i) That bidder has read and understood all RFP documents, and that RFP and IMF
            requirements are acceptable to bidder; and
       (ii) That bidder’s Proposal is based upon the services and upon the terms and conditions
            set forth in the solicitation documents.

9.     Confidentiality

       The information provided by the IMF in, or in connection with, this Request for Proposal
       is for the sole purpose of this solicitation and is to be considered strictly confidential. Any
       information learned by bidder in connection with this solicitation shall not be revealed by
       bidder or used for any purpose other than the preparation of bidder’s Proposal.

10.    Proposals Evaluation Criteria

       The Proposals may be evaluated according to the following criteria, but not necessary in
       this order or weight:

       1.      Acceptance of IMF’s General Terms and Conditions of Contract and adherence to
               Proposal instructions
       2.      Quality and depth of the response to the Statement of Work


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                                                                                        Annex A
                                                                                       RFP # 305

       3.    Company’s Experience and Qualification
       4.    Acceptance
       5.    Project Team
       6.    G - Card Product
       7.    Authorization and Controls
       8.    Business Continuity and Systems Backup
       9.    Release of Information
       9.    Billing, Reconciliation and Payment
       10.   Liability
       11.   Management Information/Technology
       12.   Implementation
       13.   Account Management and Customer Service
       14.   Costs/Financial Benefits

11.   Future Requirements

The IMF reserves the right to order value-added and customized products and services throughout
the contract period.
The IMF reserves the right to negotiate pricing on added-value-added products and services.
Successful bidder shall provide and make available technological and system enhancement as
improvements are made.




                                           6
                                                                                          Annex B
                                                                                          RFP 305



                                           ANNEX B

                                   STATEMENT OF WORK


The International Monetary Fund (hereafter the “IMF” or “Fund”) is an international
organization, organized under the Bretton Woods Agreement, with its Headquarters located at
700 19th Street, NW, Washington, D.C. 20431. Further information can be obtained at
www.imf.org.

IMF’s objective for the Ghost Card Program is to contract the services of a Credit Card company
that provides a central account/s to charge IMF transportation expenses, as described below on
paragraph 2.2 Acceptance.
The Ghost Card Program (G-Card) will be administered through the IMF Transportation Section
(TR) of the Technology and General Services (TGS) Department. TR will have overall
responsibility for the G-Card program.


                               I. GHOST CARD DATA
Based on statistical data under the existing contract, the IMF’s estimated annual G-Card charge
volume is $50 million on travel, 95% of which is international. There is no guarantee that the
estimated volume will be realized.


                II. SCOPE OF GHOST CARD PROGRAM

1.0   BACKGROUND

Over 1,500 IMF staff members travel on a regular basis. Annually, over 13,000 tickets are issued
for trips to almost every country in the world. The itineraries are often very complex, many
containing up to 10 different airline segments. Travel can include not only air, but also vehicle
rentals, sea and rail travel. IMF staff travel mainly for business purposes; however, other travel
events may include home leave, appointment/repatriation, security/medical evacuation travel
among others. Most of tickets are issued locally, but there might be some instances where
overseas ticket issuance will be required.

The IMF expects charges on one central summary invoice, on a monthly basis. Reconciliation
and refund activities are to be performed by a group consisting of the successful bidder and
representatives from the IMF’s Transportation Section (TR) and Finance Department (FIN).




                                            1
                                                                                           Annex B
                                                                                           RFP 305




2.0   REQUIREMENTS

2.1   Project Team

2.1.1 Project Management Team. Contractor shall assign project management responsibilities
for implementation, administration (including reconciliation), supervision and coordination of
the contract to dedicated staff who shall be readily accessible to the Fund.

2.1.2 Technical Team. Contractor shall create/assign a technical unit dedicated to IMF travel-
related issues. This unit is required to respond to the IMF’s needs in an expeditious manner
ensuring timely resolution of IMF travel issues.

2.1.3 Dedicated Card Reconciler. Contractor is required to assign a dedicated employee (Card
Reconciler) to reconcile the monthly G-Card bill, following the specifications agreed with the
IMF. Current technical setups require the Card Reconciler to be onsite. However, this
requirement may be subject to change in the future. The Card Reconciler is expected to do the
following:
•      interact with the IMF’s travel agency to coordinate the receipt of files containing sales
       transactions.
•      Ensure that sales data received from the travel agency comply with all IMF’s technical
       requirements (some specific fields are required and will be described under Billing
       Process). Incomplete sales data should not be passed on the monthly bill.
•      Reconcile sales transactions as per IMF’s technical requirements.
•      Interact with the IMF’s travel agency, IMF TR and IMF FIN to resolve reconciliation and
       payment issues.
•      Coordinate with the IMF IT staff the upload of monthly-bill-sales-data to the IMF
       PeopleSoft system.
•      Respond in a timely manner to any data queries that IMF authorized staff might require.
The Card Reconciler shall be the point of contact to handle reconciliation, disputes, finance and
administration issues related to the G-Card. The IMF will require information on the Card
Supplier’s ability to work within a PeopleSoft environment.

2.2 Acceptance
Contractor shall provide a product with widespread domestic and international merchant
acceptance by a variety of merchants within the travel industry. Contractor shall have a
mechanism in place to add new merchants and merchant types to their network as needed and
requested by the IMF. Contractor shall assist, as requested, in promoting the benefits of
accepting the card and recruiting merchants that do not currently accept the card and upgrading
merchant’s point-of-sale capability to enable richer transaction data capture.


                                            2
                                                                                           Annex B
                                                                                           RFP 305


The IMF is seeking a contractor that can provide a central credit card for the purchase of the
following services:

Airline tickets - US issued tickets and overseas issued tickets
Train travel - US and overseas
Sea travel - any shipping/cruise line
Emergency travel - on occasion we may need to evacuate staff from a country. In order to do
this we purchase charter seats from airlines.
Other Miscellaneous- any travel related items, as necessary.

2.3   G-Card Product

2.3.1 G-Card set up. All tickets issued by the travel agency are currently charged to one
account number. Tickets issued overseas are charged to a different account number, as their
reconciliation tends to be longer. Other miscellaneous travel-related transactions are handled in a
separate account number. This current set up facilitates the reconciliation process. The IMF and
the Contractor shall agree on the details for setting up one or more account numbers (for example
same or different cut-off dates, etc.)

2.3.2 G-Card Renewal. Once an account number is assigned to the G-Card, the Contractor
shall proceed with automatic renewals in such a manner that charging transactions to the G-Card
will not be interrupted, due to the renewal process. The Contractor should inform TR of the new
expiration date, at least a week before the initial expiration date.

If the IMF decides that there is need for more than one account number to handle its travel
transactions, the expiration dates of the account numbers should preferably be the same.

2.4   Authorization and Controls

2.4.1 Control Features. Contractor shall have the ability to promptly change authorization
controls as requested by the IMF. The authorization controls shall include:

•      Transaction limit.
•      Automatic controls that flag and deny invalid charges (block retail for example).


2.4.2 Transaction Authorization. Transactions that violate the restrictions established by the
authorization controls should be denied authorization at the point-of-sale. Contractor shall have
a system which provides transaction authorization support, 24 hours a day, every day of the year.




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                                                                                           Annex B
                                                                                           RFP 305

2.5   Business Continuity and System Backup
Contractor shall have available a redundant backup system and procedures to ensure that services
are not interrupted during system failures, or normal system maintenance procedures such as
database updates. The backup system shall secure and protect all databases, information and
systems in the G-Card Program against deliberate or inadvertent loss, degradation, alteration, or
damage of information. The backup system shall be seamless and ensure continuity of the IMF’s
G-Card Program.

2.6   Release of Information
Information related to/contained in the G-Card shall not be released, sold or made available to
any third party without the prior written authorization of the Fund (also see Data Protection
Clause in IMF’s General Terms and Conditions, RFP Annex F).

2.7   Billing Process

2.7.1 Posting of Transactions. All electronic transactions (both credits and debits) shall be
posted to the account within two (2) business days from the date of contractor’s receipt of the
posted and settled transaction. Posted credit transactions shall include the reference number
assigned at the time of the original charge or another identifier that will enable the Card
reconciler/ TR/ FIN staff to match the original charge with the credit.
Contractor shall ensure that charges made in a foreign currency are converted into US Dollars on
the statement of account, invoice, and related reports using a favorable conversion rate
established by an interbank rate or where required by law, an official rate. This rate shall be the
one in existence at the time the transaction is processed. Contractor shall identify the conversion
rate used on the statement of account, invoice and related reports.
2.7.2 Consolidated Invoice. Contractor shall provide a monthly (or at an agreed frequency)
consolidated invoice within five working days after the end of each monthly billing cycle. A
hard copy of the invoice and backup reports should be provided to TR and FIN for reconciliation
and payment.

The IMF intends to use the existing transportation billing interface program as a basis for
processing the new G-card billing. A sample file used in the existing process can be provided.
Each transaction / monthly bill file must have the following fixed length fields and exact
displacements, new fields should be included at the end of the file record layouts listed below:

      a. 'Header'/Control Total Record Layout (this may be subject to minor changes):

            Total number of records
            Total number of Debit amounts
            Total number of Credit amounts
            Credit Card Account Number
            Credit Card Member Name




                                             4
                                                                                     Annex B
                                                                                     RFP 305

a.1 - Current header/control total record file layout:

      RecID - Position 1, length 3 – Record identifier – ‘AHI’ for a header record, and
      ‘CCI’ for an invoice line record.

      BillDate - Position 4, length 8 (mmddccyy)
      TotBillSign - Position 12, length 1
      TotBillAmt - Position 13, length 12
      TotDebitSign - Position 25, length 1
      TotDebitAmt - Position 26, length 12
      TotCreditSign - Position 38, length 1
      TotCreditAmt - Position 39, length 12

b. 'Detail' Billing Record Layout

      Invoice Number
      Invoice Date (month/ day/ 4 digit-fiscal year)
      Invoice Amount (Debit/Credit)
      Billing Date (If different from Invoice Date)
      Airline Ticket Number
      Destination City and Country (All legs of the trip)
      Departure dates on all legs of the trip
      Passenger Name
      Staff Id Number (can be numeric or a combination of alpha-numeric)
      Travel Authorization (TA) Number (up to 10-digit number)
      Department Code of Staff Member (three to ten letter code)
      Description (May want some indicator if the travel is not airfare but cruise line
      charge, train ticket, etc.)
      Service Class
      Carrier Code(s)
      Airline Flight Number
      DK number
      Some indicator when there is an over entitlement paid by staff

b. 1 - Current ‘detail’ billing record file layout:

      RecID - Position 1, length 3 – Record identifier – ‘AHI’ for a header record, and
      ‘CCI’ for an invoice line record.

      DCAcct - Position 4, length 17
      ReportDate - Position 21, length 8 (mmddccyy)
      ChrgDate - Position 29, length 8 (mmddccyy)
      DetSign - Position 37, length 1
      DetAmt - Position 38, length 11
      Account - Position 49, length 10
      DCDescr - Position 59, length 42


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                                                                                        Annex B
                                                                                        RFP 305

           ROCID - Position 130, length 13
           InvoiceNo - Position 143, length 6
           TANumberIn - Position 149, length 9
           StaffId - Position 158, length 6
           Dept - Position 163, length 3
           StaffName - Position 167, length 20
           AgencyNo - Position 193, length 8
           AgencyName - Position 201, length 25
           TicketNo - Position 226, length 13
           CarrierLeg1 - Position 239, length 2
           DepartDate - Position 241, length 8
           CarrierLeg2 - Position 249, length 2
           CarrierLeg3 - Position 251, length 2
           CarrierLeg4 - Position 253, length 2
           CarrierLeg5 - Position 255, length 2
           CarrierLeg6 - Position 257, length 2
           ServiceClass - Position 259, length 1
           FlightNo - Position 260, length 4
           FromCityLeg1 - Position 264, length 3
           FromCityLeg2 - Position 267, length 3
           FromCityLeg3 - Position 270, length 3
           FromCityLeg4 - Position 273, length 3
           FromCityLeg5 - Position 276, length 3

The IMF must receive an invoice with these fields. No payments will be made for invoices that
do not have complete information included.

All program and transaction data shall be available to the IMF electronically. At a minimum, the
electronic access system shall:

              a) Provide the ability to perform the functions for program implementation and
                 program management which include, but not limited to:
                        • G-Card application and account set-up;
                        • Account maintenance;
                        • Updating and adjusting required authorization controls;
                        • Data extracts and management reports of card activity;

              b) Provide electronic review and manipulation of all captured transaction
                 information to include the ability to sort data by any field; filter out
                 unnecessary information; edit account allocation manually as needed; and
                 split transaction amounts across multiple cost categories prior to processing.
                 This includes summary roll-up, review and manipulation at different levels. It
                 is critical that the Fund receives codes that allow to identify transportation
                 expenditures.
              c) Provide standard commercial reports;
              d) Provide the ability to generate ad hoc reports;


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                                                                                           Annex B
                                                                                           RFP 305

               e) Provide the ability to download/export reports in Excel, Pdf format and into
                  PeopleSoft;
               f) Be user friendly;
               g) Ensure that all program and transaction data on the IMF G-Card Program is
                  secured, at a minimum, according to standard commercial practices and the
                  requirements herein;
               h) Provide the ability to export Fund transactions into either a fixed-length or
                  comma-delimited file suitable for processing by PeopleSoft; The file should
                  be staged on a secure FTP server within the provider’s domain, allowing the
                  Fund to ‘get’ the file in an automated fashion;
               i) Provide the ability to dispute transactions electronically as well as track
                  transactions from the time of charge through final resolution of the charge;
               j) Be a web-based solution that is easily deployable to users, that operates under
                  MS Internet Explorer 6.0;
               k) There should be no requirement to install and operate vendor software on
                  Fund’s personal computers and servers;
               l) Operate on an Oracle or Microsoft SQL. Server database platform.



It will be the Card Reconciler’s responsibility to follow up with IMF Transportation or the IMF’s
travel agency on any outstanding cases.

The Bidder’s response must indicate that the business and IT billing requirements above
can be fulfilled (please refer to relevant questions on Annex D and Annex E).


2.8   Reconciliation Process

2.8.1 Exception Report. The Card Reconciler will initially coordinate the upload of the monthly
bill, with the IMF IT group, once it has been reconciled, into the IMF’s Accounts Payable system
(PeopleSoft). The Card Reconciler will provide a hard copy of the monthly bill including a list
of invoices/credits for the monthly sales, with all the information/ fields previously described.

The upload of the monthly bill will generate a report with a list of all the transactions that have
not passed the matching process. This report is called the Exception Report and contains a list of
all the transactions that have been rejected due to missing/incorrect information.

2.8.2 Reconciliation. All reconciliation issues should be completed by the Card Reconciler, TR
and FIN. The Contractor will perform the analysis of the monthly bill, solve any conflicting
issues, and inform IMF’s TR/ FIN of corrections required. On average, the transactions in the
report should be ready for payment within one week. The tools to be used on the analysis
include access to TA information and any other documents provided by IMF’s designated travel
agency.




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                                                                                                            Annex B
                                                                                                            RFP 305

Missing required fields and rejections related to incorrect use of TA number and staff ID number
will be handled by the Card Reconciler.

The analysis process before the final upload in IMF’s PeopleSoft Accounts Payable system
should include verification of all fields required for credits and debits (see 2.7.2
Consolidated invoice for reference), especially for Seminar TA’s (SM)1, tickets issued overseas
and train tickets, and accuracy of TA/ staff ID numbers.

2.9    Payment

Payment will be made monthly by electronic wire transfer, once reconciliation of the monthly bill
has been completed by all parties involved.

2.10     Rebate

Contractor shall issue rebate checks to the IMF within 60 days from the due date and in the event
of contract termination or expiration, 60 days from the date of termination or expiration.

2.11   Liability

2.11.1 Security Requirements. Contractor’s security requirements/measures/ procedures, when
accepted by the IMF, shall be incorporated into any resulting Agreement. Contractor’s security
requirements/measures/procedures shall protect the integrity, security and proper functioning of
all databases and systems involved in the operation of the IMF’s G-Card Program. The databases
and information processing systems containing IMF information shall have security measures to
protect against deliberate or inadvertent loss, degradation, alteration, release or damage of
information from unauthorized access.


2.12   Management Information/Technology
2.12.1 Program and Transaction Data. All program and transaction data shall be available to
the IMF electronically, via a secure ftp server maintained by the contractor. The IMF requires all
program and transaction data that need to be ‘uploaded’ into IMF systems to be ‘retrieved’ via
automated processes scheduled, initiated and controlled by the IMF. The IMF standard process is
to run ftp scripts to ‘get’ files from secure ftp servers. The IMF shall determine frequency,
distribution points and method of transmission of reports. Report information should coincide
with invoice information and transaction data information on the monthly bills.
Contractor should be able to support the IMF in case of an upgrade/ change of the current
PeopleSoft system or changes in interface processes.




1
  TA’s are usually issued per person, per trip. Seminar TA’s are issued in the name of a single person but can
include many participants.

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                                                                                            Annex B
                                                                                            RFP 305

2.12.2        Record Retention & Retrieval. Contractor shall maintain detailed records of all
purchases and summary data for the term of the contract and an additional two years after
termination or expiration of the Agreement. At any time during the term of the Agreement,
Contractor shall provide requested information at Contractor’s expense concerning individual
transactions within 3 business days after Contractor receives the request from the TR or TPS.
Information request during the two year retention period, Contractor shall provide requested
information within 10 business days of receipt of request from the IMF Procurement Officer—all
verbal requests shall be followed up, in writing, no less than three working days after the verbal
request.

3.0   Implementation

Cooperative, orderly, and seamless transitions are crucial to the IMF G-Card program
requirements. Failure to transition in accordance with the requirements may be cause for
termination for default.

3.1 Implementation Plan. Costs associated with implementation shall be borne by successful
Bidder. Bidders shall include an Implementation Plan with their Proposal. The Implementation
Plan should include major milestones, a timetable and information/data that successful Bidder
will request from IMF.

3.2   Test Data

The IMF requires the Card Supplier to provide a true test environment. Actual billing cycles will
not be used for that purpose.

For testing the IMF will need to verify and validate the following:
           1.     Tickets for all TA types (refer to Annex C).
           2.     Full and partial refunds for all TA types
           3.     Split tickets.
           4.     Instances when a ticket was purchased and returned and another ticket
                  purchased within a billing cycle and across a billing cycle.
           5.     Billings from overseas sources.
           6.     Billings for other types of travel (non airline)
           7.     Test for 3 billing cycles will be desirable to ensure that data is coming across
                  as per IMF requirements.
           8.     Program and billing layouts


4.0   Account Management and Customer Service

4.1 Customer Service. Contractor shall provide dedicated customer service and billing
adjustment personnel. IMF may request on-site administration on a schedule to be mutually
agreed with the Contractor.



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4.2 Quality Assurance. At a minimum, Contractor will maintain a quality assurance program
which shall:


      a) Ensure the responsiveness and effectiveness of the program manager assigned to the
         IMF;
      b) Ensure the quality of the card product and services provided under this contract;
      c) Ensure that the information captured for reports in accordance with this contract is
         complete, accurate, and timely;
      d) Ensure that customer service assistance is available in accordance with the terms and
         conditions of this contract and is prompt, cooperative and courteous;
      e) Ensure that complaints and disputes are handled in a timely manner;
      f) Ensure that transitions are seamless;
      g) Ensure timely telephone response;
      h) Annually assess IMF and user satisfaction with the card program and contractor
         performance.
      i) Bidders are to offer a Service Level Agreement (SLA) that measures the performance
         of the categories outlined and the impact of these.




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                    Annex C
                    RFP 305




ANNEX C: GLOSSARY




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                                                                                    Annex C
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Billing Date: Cut-off date

DM: Debit memo. Document is for accounting purposes, created in PeopleSoft. This document
shows that the Fund is expecting a credit due to unused tickets.

DK Number: IMF’s Travel Agency’s customer number for accounting/reporting purposes. This
number defines whether a sale is official or personal.

Exception report: generates after the upload of the monthly bill in PeopleSoft and contains a list
of transactions that have been rejected due to missing/ wrong information.

Over entitlement: amount paid by staff for personal travel exceeding IMF’s benchmark
amount.
PeopleSoft: software database the Fund uses to administer all business applications.

Chartfields: It is the PeopleSoft name for fields used to categorize financial transactions and are
present in all detailed (line level) transactions.
Sabre: Travel agency computerized reservation system.

TA: Travel Authorization. Document provides detailed information about staff members’ travel.

TR: Transportation Section of TGS Department

FIN: Finance Department

TGS: Technology and General Services Department

TPS: Travel Payment Section (within Finance Department)




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Types of TA’s

        The following are the travel authorization TA types and descriptions processed in
        Transportation:

                 AG                  Annual Meetings (Governors)
                 AH                  Spouse Point Travel (Annual Meetings Joint Secretariat)
                 AJ                  Joint Secretariat (Annual Meetings)
                 AM                  Annual Meetings (Executive Directors /Staff)
                 AS                  Spouse Point Travel (Annual Meetings)
                 AT                  Appointment Travel
                 BS                  Business Travel
                 CN                  Contractual Appointment/Repatriation
                 EA                  External Assignment Travel
                 EM                  Emergency Travel
                 ET                  External Training
                 EU                  Education Travel
                 FI                  Vendor Travel
                 FF                  Resident Representative Appointment/Repatriation
                 FT                  Resident Representative Pre- Assignment Travel
                 HL                  Home Leave Travel
                 IN                  IMF Institute Travel
                 JV                  Joint Vienna Institute
                 ME                  Medical Emergency Travel
                 RP                  Repatriation Travel
                 SC                  IMF Institute Scholarship Program
                 SI                  Summer Intern Appointment/Repatriation
                 SL                  Study Leave Travel
                 SM                  Seminar
                 SP                  Spouse Point Travel
                 TB                  Short Term Expert Travel
                 TH                  Headquarters-Based Consultants
                 TL                  Long Term Expert and Headquarters-Based Consultant
                                     Appointment/Repatriation
                 TS                  Spouse Point Travel Headquarters- Based Consultants
                 XA                  External Audit
                 XI                  Interview
                 XO                  Out placement-Assistance Travel
                 XX                  Business Travel within post for long term expert/ other
                                     types of travel




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                                                                                                  Annex D
                                                                                                  RFP 305



                                               ANNEX D
                                MANDATORY REQUIREMENTS


Bidders will receive a Pass/Fail rating on this section. In order to be considered for further evaluation,
bidders must meet all the mandatory criteria described below (Phase 1 evaluation). All questions should
be answered on this form or an exact duplicate thereof. The IMF reserves the right to verify any
information contained in bidder’s response or to request additional information after the Proposal is
received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any
questions will affect your evaluation.

Item   MANDATORY REQUIREMENTS                                                     BIDDER’S
#                                                                                 RESPONSE

   1   Provide the full name, address and phone number of your corporate
       headquarters, and the address and phone number of the contact person
       for this program.
   2   Bidder must have at least five (5) years experience in providing           Yes/No
       proposed credit card services/products in U.S.A.

   3   Bidder must have Ghost Card volume of at least $200 million in the last    Yes/No
       financial year

   4   Bidder must have electronic information management and reporting           Yes/No
       system for proposed credit card products and services.

   5   Bidder must have experience in implementing proposed products and          Yes/No
       services in a PeopleSoft environment

   6   Confirm your compliance with fields required under SOW                     Yes/No
       2.7.2.a.Header/ Control Total Record Layout.

   7   Confirm your compliance with information required under SOW 2.7.2.b        Yes/No
       Detail Billing Record Layout.




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                                                                                          Annex E
                                                                                          RFP 305

                                      ANNEX E
                                REQUIREMENTS MATRIX


In order to facilitate the review of the Proposals, the RFP is being provided in an electronic
format with space for the bidder’s response. Unless otherwise indicated, the bidder must respond
to cells of the RFP in the adjacent cell (on the right side of the page) and all vital information
should be contained in such adjacent cell. For ease of presentation the bidder may adjust the file
so as to narrow the column of cells labeled “Request for Proposal No. 305” or widen the
“Bidder’s Response” column. Where the space is insufficient for a response, bidder may attach
additional information on a separate page.

Each bidder must respond to every stated question or requirement listed in this Annex and
indicate that bidder confirms acceptance of and understands the IMF’s stated requirements. The
bidder should identify any substantive assumption made in preparing its Proposal. The deferral
of a response to a question or issue to the Contract negotiation stage is not acceptable. Any item
not specifically addressed in the bidder’s Proposal will be deemed as accepted by the bidder.
Where the bidder is presented with a requirement or asked to use a specific approach, the bidder
must not only state its acceptance, but also describe, where appropriate, how it intends to comply
and identify any related fees or costs not included elsewhere in the Proposal. Failure to provide
an answer to an item will be considered an acceptance of the item. Where a statement of non-
compliance is provided, the bidder must indicate its reasons and explain its proposed alternative,
if applicable, and the advantage and disadvantage to the IMF of such Proposal.

REQUIREMENTS MATRIX G-CARD

                  Request for Proposal No. 305                  Bidder’s Response
 Item #
                  COMPANY OVERVIEW AND
                  PROJECT TEAM

    1.    Describe your organizational and account
          management structure. Include names and
          contact information of key contacts within your
          firm.
    2.    Give a brief description of the size and
          organizational structure of your company. Include
          an organizational location chart showing
          headquarters, payment processing centers,
          proposed service centers, etc. Include a list with
          the following information for each location: the
          address, hours of operation, and what functions
          each of the locations performs.
    3.    Describe the structure of your sales and service
          organization.
    4.    Identify the individuals responsible for the IMF’s


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                Request for Proposal No. 305                  Bidder’s Response
Item #
         Account Servicing and Implementation, their
         responsibilities and a brief biography. Refer to
         Section 2.1 of the SOW.
   5.    Do any third-party partners perform other
         functions, such as systems support or customer
         service? If so, explain.
   6.    Are your Account Management personnel and
         Card Reconciler located locally?

   7.    Briefly describe your experience in the business
         of providing proposed credit card services. How
         many employees does your company have in key
         areas providing the service?

   8.    Provide current financial information on the
         company or issuing bank, including an annual
         report, statement of assets or other financial
         information.
   9.    Submit a complete Dun & Bradstreet Duns
         Financial Profile Report or equivalent
   10.   Give the total number of credit card clients with
         G-card programs in your portfolio and total
         charge volume.
   11.   Describe any partnerships, marketing alliances, or
         other business relationships in place with E-
         Commerce companies or other business partners.
   12.   Describe your commitment to the credit card
         industry and how they fit into your organization’s
         business strategy (product innovation, system
         investment, trade association involvement, etc).
   13.   Please provide three references comparable in
         size to the IMF whose G-Card account you have
         acquired within the past two years. Give the
         name, title, address, telephone number and
         number of years you have been contracted with
         the company. Please include the following
         information for each reference provided:
         a.     Company Name
         b.     Company Address
         c.     Contact Name, Title, Phone & Email
         d.     Term of Contract.
         g.    Average monthly card transaction amount
         and number of transactions.

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                                                                                 RFP 305

                Request for Proposal No. 305                 Bidder’s Response
Item #
   14.   Please provide three lost account references.
         Give the name, title, address, telephone no. and
         no. of years you were contracted with them and
         the reason for the loss.
   15.   List the five most compelling reasons why the
         IMF should select your proposed Ghost card
         program.

         REQUIREMENTS
         Credit Card Acceptance (SOW Section 2.2)


   16.   Describe the acceptance of your cards in the U.S.
         and abroad.

   17.   How do you define card acceptance and how do
         you calculate acceptance figures?

   18.   Describe your company’s initiative toward
         incorporating merchants/suppliers that do not
         currently accept the credit card. List any
         merchants that typically do not accept the credit
         card and the reasons they do not accept it.

   19.   How can your company assist the IMF in closing
         coverage gaps if any are discovered?

   20.   If the supplier requires a physical copy of the
         card or the three digit confirmation number how
         will you handle this situation?

   21.   What program features do you have that could
         drive compliance to preferred
         suppliers/merchants?

   22.   How does your company handle merchant
         enrollment, education and ongoing management
         of hardware and software?

   23.   What resources does your company dedicate to
         supporting merchants?
         G-Card Product (SOW Section 2.3)
   24.   What card platform(s) does your program employ
         (e.g. MasterCard, Visa, Amex, or other)? Why? If
         more than one is used, which would you


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                                                                                  Annex E
                                                                                  RFP 305

                Request for Proposal No. 305                  Bidder’s Response
Item #
         recommend for the IMF program and why?
   25.   Are there any additional platform requirements
         currently needed or planned in the future?
   26.   Describe the capabilities of the Ghost card.
   27.   Does the product function in the same way in all
         markets?
   28.   Describe the card management process that
         applies to the Ghost card including timing for:
            a. New G-card issuance
            b. Renewing G-card
            c. Any other activity that applies to the G-
                 card

         Authorization and Controls (SOW Section 2.4)


   29.   Confirm compliance with requirement on
         Control Features as described in the SOW.
         Outline the controls available with your proposed
         credit card program.

   30.   Describe your flexibility and control over limits.


   31.   Can controls be changed at any time? Describe
         the procedure.
         Business Continuity and System Backup
         (SOW Section 2.5)
         Describe your company’s disaster preparation
   32.
         and recovery plans including time frames to
         become fully operational after a disaster.
         Explain how you would provide system backup
   33.
         as required in the SOW.

   34.   Release of Information (SOW Section 2.6)
         Confirm your compliance with requirement on
         Release of Information as described in the SOW.
         Billing, Reconciliation and Payment (SOW
         Sections 2.7 – 2.9)
         Provide a detailed response to the following
         requirements as stated under 2.7 Billing, 2.8
         Reconciliation and 2.9 Payment in the three

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                                                                                  Annex E
                                                                                  RFP 305

                Request for Proposal No. 305                  Bidder’s Response
Item #
         SOW sections.

   35.   Describe options for billing and payment.


   36.   Are there advantages of one billing option over
         another for your proposed credit card program?
         Please describe.

   37.   Describe your billing cycles.


   38.   How will we receive billing statements?


   39.   Provide a sample of your billing statements and
         activities statement.
         Describe your process for Posting of transactions.
   40.
         Refer to SOW 2.7.1 – “Posting of Transactions”

   41.   How will you handle tickets issued by overseas
         sources?

   42.   What information will be available on the
         statement for overseas transaction?

   43.   Describe how foreign currency is reported and
         how exchange rates are set when processing
         foreign charges.

   44.   Describe the refund process through the G-card
         program.

   45.   Describe your process for a consolidated invoice.
         Refer to SOW 2.7.2 - “Consolidated Invoice”

   46.   Describe how you would reconcile the monthly
         bill, according to the IMF requirements. Refer to
         SOW 2.8 – “Reconciliation Process”.

   47.   Confirm your understanding that it will be the
         card reconciler’s responsibility to obtain any
         missing required field before passing the
         transaction on the monthly bill.

   48.   What is your procedure for obtaining duplicate



                                          6
                                                                                  Annex E
                                                                                  RFP 305

                 Request for Proposal No. 305                 Bidder’s Response
Item #
         billing statements?

   49.   What are your delinquency procedures?


   50.   Describe your payment process.


   51.   Where are your payment processing centers
         located?

   52.   Do you offer online access to billing information?

         Rebate (SOW Section 2.10)
         Describe your compliance with IMF’s
         requirement (payment within 60 days).
         Do not provide Rebate Proposal here. Provide
         rebate structure in the Financial Proposal.
         Liability (SOW Section 2.11)


   53.   Describe all liability options.


   54.   Does the credit card provider have a process for
         handling fraudulant charges? Does the credit
         card issuer pass any liability back to the Fund?

   55.   Describe your security regarding unauthorized
         charges/fraud/internet. What fraud prevention
         measures do you have in place?

   56.   Provide statistics on fraud associated with your
         G-Card Program.

   57.   How would losses due to fraud and misuse
         impact the rebates due to the IMF?

   58.   How can the IMF minimize or eliminate our risk
         of exposure?

   59.         Does the Patriot Act in any way impact the
               G-Card? If so, describe how.




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                                                                                   Annex E
                                                                                   RFP 305

                Request for Proposal No. 305                   Bidder’s Response
Item #
         Management Information/Technology (SOW
         Section 2.12)

   60.   How do you ensure the accuracy and integrity of
         captured data?

   61.   Describe the management information reporting
         systems that will be available to our company.

   62.   What are the installation options for the reporting
         packages (e.g. stand-alone PC, Client/Server,
         Internet, intranet, LAN/WAN)

   63.   Describe the system requirements for your
         reporting systems. What are the hardware and
         software requirements for using your card
         transaction reporting software packages,
         including minimum RAM and disk space,
         minimum processor speed and modem
         specifications? How are program updates
         disseminated?

   64.   Are the reporting tools Web-based?


   65.   What reports are available through the reporting
         packages? Provide samples of available reports.
         a. How frequently can reports be generated?

         b. How are the reports distributed (hard copy,
         electronic, Internet, data base access)?

         c. Is historical information available? If so, how
         far back is the information available?



   66.   Are the reporting packages e-mail capable?


   67.   What support do you provide for recreating files
         that may have been corrupted, lost or destroyed?

   68.   Describe your options for customized reporting.




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                                                                                 Annex E
                                                                                 RFP 305

                Request for Proposal No. 305                 Bidder’s Response
Item #
   69.   What technical support is available for your
         reporting packages and what hours is technical
         support available?

   70.   What physical and software security measures
         does your company take to protect the
         confidentiality of the company’s transaction
         information?

   71.   How do your reporting tools interface with our
         company’s financial systems, such as accounts
         payable and general ledger?

   72.   Are there any special hardware or software
         requirements for using the software that
         interfaces with our internal systems?

   73.   Is customized programming required to
         accomplish the interface? If so, is there a cost
         associated with this programming?
         Implementation (SOW Section 3.0)


   74.   Describe your implementation procedures.


   75.   Provide an implementation schedule including
         tasks, action owners and projected timeframes for
         completion.

   76.   Provide samples of any agreements (e.g. software
         licensing) anticipated to be needed to implement
         the proposed card program.

   77.   What kind of transition support will your
         company provide to the IMF?

   78.   Will the IMF be assigned a dedicated
         implementation team?

   79.   Identify the personnel responsible for
         implementation and describe their roles and
         responsibilities.

   80.   Discuss any challenges/obstacles associated with



                                           9
                                                                            Annex E
                                                                            RFP 305

                Request for Proposal No. 305            Bidder’s Response
Item #
         effective implementation.

         Account Management and Customer Service
         (SOW Section 4.0)

   81.   How will your company track and measure the
         performance of our account?

   82.   How will this information be communicated to
         the IMF?




                                       10
                                                                                              Annex F
                                                                                              RFP 305

                                 ANNEX F
               IMF GENERAL TERMS AND CONDITIONS OF CONTRACT


NOTE: THE PROVISIONS BELOW ARE MINIMUM AND MORE DETAILS WILL BE
DESCRIBED DURING THE SELECTION PROCESS AND PRIOR TO FINAL
CONTRACTING. BIDDERS MUST ADVISE THEIR ACCEPTANCE OF THESE TERMS
SUBJECT TO FINAL WORDING IN THE FINAL CONTRACT. THE IMF RESERVES THE
RIGHT TO REJECT ANY PROPOSAL WITHOUT FURTHER COMMENTS WHICH DOES
NOT ACCEPT THE IMF’S LEGAL IMMUNITIES AND DISPUTES CLAUSE.

BIDDERS ARE REQUIRED TO SUBMIT THEIR PROPOSED CHANGES AND ANY
ADDITIONAL TERMS AND CONDITIONS PROPOSESD WITH THEIR RFP RESPONSES.

1.0   Relationship of Parties

The parties intend that the appointed firm (Contractor) shall perform the services provided for and
described herein solely as an independent Contractor of the International Monetary Fund (IMF)
and neither the Contractor nor any of its agents, employees or servants shall be considered an
agent, employee or servant of the IMF.

2.0   Contract Termination

2.1   Termination for Convenience:

The IMF may terminate this Contract for convenience and without cause at any time by giving
Contractor at least sixty (60) days prior written notice designating the termination date. An
equitable adjustment in the contract price shall be made for completed service, but no amount shall
be allowed for anticipated profit on unperformed services.

2.2   Termination of Contract for Cause:

If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner their
obligations under this contract, or if the Contractor shall violate any of the covenants, agreements,
or stipulations of this contract, the IMF shall thereupon have the right to terminate, specifying the
effective date thereof, at least five (5) days before the effective date of such termination. In such
event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, and
reports prepared by the Contractor under the contract shall, at the option of the IMF, become the
property of the IMF.

Notwithstanding the above, the Contractor shall not be relieved of liability to the IMF for damages
sustained by the IMF by virtue of any breach of contract by the Contractor for the
purpose of set off until such time as the exact amount of damages due to the IMF from the
Contractor is determined.




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                                                                                            Annex F
                                                                                            RFP 305

2.3   Transitional Period Services

The Contractor will agree to continued uninterrupted interim services and application of incentives
upon notice of termination without cause, or in the event of expiration without renewal, to allow
for the orderly and seamless transfer of data and services to a new provider. This transitional
period will include the notice period and an additional 90 days. Transitional assistance at no added
cost or fees will be provided including the same level of services, incentives and reporting as
provided during the term of the Contract and the contract’s financial terms will continue to apply.
The IMF will also have the right to give notice of early termination of transitional services if
appropriate in the transfer of card business to the new provider. Transitional services also apply
on IMF’s request if termination is noticed for cause by the IMF.

Details of transitional services will be provided in final contracting.

3.0   Billing and Payment

The Contractor agrees to submit itemized monthly invoices and supporting documentation in
accordance with IMF’s requirements described in the Statement of Work (RFP Annex B), “Billing
and Payment”.

4.0   Ownership

The IMF shall have the exclusive ownership of and right to use any documents or other tangible
products of the services provided for herein, except to the extent that they incorporate property
already owned by any other party including Contractor. Contractor shall inform the IMF of such
ownership, shall license or obtain any necessary license for the IMF's use of such property, and
shall hold the IMF harmless from any claims for unauthorized use of such property. Contractor
acknowledges exclusive ownership by the Fund of all data pertaining to the card program whether
collected or processed by Contractor or any affiliates or subsidiaries, and under no circumstances
will any card data of the IMF be sold, used for marketing or released to third parties without the
express consent of the IMF.

5.0   Immunities of the International Monetary Fund: Taxes and Disputes

Article IX of the Articles of Agreement of the International Monetary Fund, as incorporated into
the laws of the United States and the District of Columbia by the Bretton Woods Agreements Act
(22 U.S. Code Section 286h), provides that the International Monetary Fund, its property and its
assets, wherever located and by whomsoever held, are immune from every form of judicial
process. In addition, the IMF, its assets, property, income, and its authorized operations and
transactions, are immune from all taxation and from all customs duties, and the IMF is immune
from liability for the collection or payment of any tax or duty. Accordingly, and notwithstanding
anything to the contrary in this Agreement or any documents to which it refers, it is expressly
agreed and understood that –




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                                                                                               RFP 305

(a) Contractor will not invoke the IMF's immunity to avoid any taxes for which Contractor is
legally liable, but will inform the IMF immediately of any attempt to impose a tax to which the
IMF's immunity appears to apply, and will cooperate with the IMF at IMF's expense with respect
to any such attempt.


b)      The IMF is immune from all forms of judicial process, including lawsuits and summons in
connection therewith; the IMF does not waive that immunity in relation to this Agreement. All
claims and disputes arising out of or in connection with this Agreement shall be settled by the
mutual agreement of the parties. Provided, however, that failing such agreement, the claim or
dispute shall be settled by arbitration. Upon written notice by a party that a claim or dispute shall
be submitted to arbitration, each party shall appoint an arbitrator, and the two arbitrators so
appointed shall appoint a third arbitrator who shall act as president of the Tribunal. If the party
receiving notice of arbitration fails to appoint an arbitrator within thirty days of receiving notice,
then the first arbitrator shall be the sole arbitrator. The Tribunal shall conduct arbitration according
to procedures and standards agreed by the parties or, in the absence of an applicable agreement,
according to the Commercial Arbitration Rules of the American Arbitration Association then in
effect, in so far as determined to be relevant by the Tribunal. The arbitral case shall be decided
according to the terms of this agreement and the law of the District of Columbia. If a claim or
dispute would have been barred by a time limitation had it been asserted in a court of the District
of Columbia, then the Tribunal shall declare the claim or dispute to be extinguished on the merits
and the arbitration shall conclude.
Any award or procedural decision of the Tribunal shall, if necessary, be made by a majority and, in
the event that no majority may be formed, the presiding arbitrator shall proceed as if he were a sole
arbitrator. In the event of default by either party in respect of any procedural order made by the
Tribunal, the Tribunal shall have power to proceed with the arbitration and to make its award.
Unless the Tribunal decides otherwise in its final award, each party shall pay the costs it incurred,
including attorneys' fees and the fees of witnesses, in relation to the preparation and presentation of
its claims or responses in the arbitral proceedings, and the costs of the conduct of the arbitral
proceedings, including arbitrators' fees, shall be equally shared by the parties. The award of the
Tribunal shall be rendered within thirty (30) days of the final hearing on the dispute. Such award
shall be in writing and in duplicate, one to be delivered to each party. The arbitral award of the
Tribunal shall be final and binding upon the parties. The submission of a claim or dispute to
arbitration shall not be considered to be a waiver of the immunities of the IMF.

6.0   Compliance with Laws
The Contractor shall, at its expense (and not as a Reimbursable Expense), perform its obligations
in a manner that complies with all laws, ordinances, rules, regulations and requirements of all
Federal, state and municipal governments, courts, departments, commissions, boards and offices,
any national or local Board of Fire Underwriters, any environmental agency, or any other body
exercising functions similar to those of any of the foregoing that may be applicable (in the absence
of any IMF immunity and regardless of whether such laws are enforceable against the IMF or its
property) to the services covered by this agreement.




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                                                                                                RFP 305

7.0   Governing Laws
This Agreement shall be governed by and interpreted in accordance with the laws of the District of
Columbia shall have jurisdiction in reference to any matters contained herein.

8.0   Assignment

Contractor shall not, without the prior written consent of the IMF, assign, transfer, pledge,
hypothecate or otherwise encumber its rights to receive payments from the IMF under this
Agreement for any reason whatsoever.

9.0   Insurance and Liability

For the duration of the Agreement, the Contractor shall purchase and maintain at its own expense
and in companies acceptable to the IMF, the below listed insurance for the protection from claims
which may arise out of or as a result of the Contractor’s work under the Agreement, whether such
operations be by the Contractor or by one of its subcontractors or by anyone directly or indirectly
employed by any of them, or by anyone for whose acts any of them may be liable. Without
limiting the obligations or liabilities of the Contractor, the Contractor shall obtain the following
insurance:

       9.1     Worker’s Compensation:
               (a)   State: Statutory
               (b)   Employer’s Liability: $1,000,000 per accident

       9.2     Comprehensive General Liability Insurance including
               Products/Completed Operations, Personal Injury, Advertising Injury and
               Blanket Contractual Liability:
               (a)    $1,000,000 Per Occurrence
               (b)    $2,000,000 General Aggregate
               (c)    $2,000,000 Products Completed Operations
               (d)    $1,000,000 Personal & Advertising Injury

       9.3     Automobile Liability Insurance (owned, non-owned or hired) in the amount of
               $1,000,000 Combined Single Limit

       9.4     Umbrella Liability Insurance providing excess liability for items 10.1b, 10.2, and
               10.3 above. Coverage to be at least as broad as the primary program:

               (a)     Bodily Injury and Property Damage - $3,000,000
               (b)     Products Completed Operations - $3,000,000
               (c)     General Aggregate - $3,000,000

       9.5     Professional Liability
               (a)    $2,000,000 Per Claim
               (b)    $2,000,000 Aggregate


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                                                                                             Annex F
                                                                                             RFP 305

               Professional Services as defined in the insurance policy must encompass all work
               performed for the IMF as specified in the Statement of Work section. Policy shall
               be endorsed to include coverage for punitive damages or most favorable venue.
               Coverage shall include contingent bodily injury and property damage that arise out
               of Contractors or subcontractors work. Policy should include worldwide coverage.

       9.6     Network Security
               $2,000,000 Per Claim
               $2,000,000 Aggregate

               Policy shall be extended to include identity theft coverage.

The insurance policies under this Agreement (except Workers’ Compensation, Professional
Liability and Network Security) shall contain the name the IMF as an additional insured. The
General Liability policy shall include the IMF as an additional insured for both premise and
completed operations. All insurance coverage required under this Agreement shall be with
insurance companies that are rated “A-VIII” or better by the A.M. Best Company.

The Contractor shall comply with the provisions of any and all Social Security, Unemployment
Insurance, Workers’ Compensation Insurance or similar laws as now or hereafter in force,
applying to the work and accepts exclusive liability and will indemnify, defend and hold the IMF
harmless against any demands for levies or taxes with respect to the work payable under any such
laws. In the event that the Contractor is not required by the governing jurisdiction where the work
is performed to purchase Workers’ Compensation Insurance, the Contractor may make no claim
against the IMF for any workplace related injury, no matter the cause. The Contractor assumes all
responsibility for loss arising from any Subcontractor and will indemnify, hold harmless and
defend the IMF from and against any and all claims, damages, losses and expenses arising out of
Contractor’s failure to secure workers’ compensation coverage. The Contractor is an independent
Contractor and there is no employee relationship to the IMF.

The Contractor shall also require each subcontractor to carry proper and adequate policies covering
workers’ compensation, general liability, automotive liability, umbrella liability, professional
liability where appropriate and such other coverage as will protect Contractor and the IMF during
the performance of the Agreement.

To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless
the IMF and its agents and employees from and against all claims, damages, losses and expenses,
including but not limited to attorneys' fees, arising out of or resulting from the performance of the
contract, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury,
sickness, disease or death, or to injury to or destruction of tangible property including the loss of
use resulting therefrom, and (2) is caused in whole or in part by any negligent act or omission of
the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part
by a party indemnified hereunder.




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                                                                                               Annex F
                                                                                               RFP 305

The Contractor shall furnish the IMF with certificates of insurance prior to commencement of the
work. The Contractor shall not cause or allow any insurance to be canceled nor permit any
insurance to lapse. All insurance policies shall include a clause to the effect that the policy shall
not be canceled or reduced, restricted, or limited until 30 days after the IMF has received written
notice of such change.

The Contractor shall waive all rights of recovery against the IMF. The Contractor shall require the
same of any Subcontractors by appropriate agreements written where legally required for validity,
similar waivers each in favor of the IMF. The policies shall provide such waivers of subrogation
by endorsement.

10.0 Confidential Information

Contractor agrees that it as a company and all of its employees or contractors assigned to perform
work hereunder will abide by the following nondisclosure conditions:

       (a)     will not disclose, deliver, or use for the benefit of any person other than the IMF, or
               its authorized agents, any restricted or confidential information or
               material he or she receives from the IMF, other than material or information
               previously in the records of the undersigned or obtainable prior to such disclosure,
               delivery, or use, from third parties or from the public domain;

       (b)     will adhere to any policies or instructions provided by the IMF as to the
               classification, use or disposition of any restricted or confidential information or
               materials;

       (c)     will not use any restricted or confidential information or material for personal gain;

       (d)     after the completion or termination of an Agreement, will continue to adhere to the
               first three clauses above; and

Contractor further agrees to take such steps as may be needed to ensure that the terms of the
nondisclosure statements are observed during and after the term of this Agreement.
Confidential Information includes all data pertaining to the IMF and its travel and expense
program and personal information collected from or processed about the IMF and its cardholders.
Unauthorized disclosure will be cause for immediate termination for material breach. This
prohibition includes but is not limited to sale or unauthorized disclosure to third parties and use of
individual non aggregated data for marketing and research.




                                              6
                                                                                             Annex F
                                                                                             RFP 305

11.0 Data Protection
11.1 General Compliance
Contractor shall during the Term comply with all applicable laws, regulations, regulatory
requirements and codes of practice in connection with all processing of personal data by
Contractor pursuant to its obligations under this Agreement, including, without limitation, by
complying with all the provisions of Directive 95/46/EC of the European Parliament and of the
Council on the Protection of Individuals with Regard to the Processing of Personal Data and on the
Free Movement of such Data and any relevant data protection statute or recommendation issued by
the data protection authority in all applicable jurisdictions (the “Data Protection Laws”), and shall
not do or cause or permit to be done, anything which may cause or otherwise result in a breach by
IMF of the same. Contractor will oblige its employees and Subcontractors (if any) to comply with
applicable Data Protection Laws and to undertake in writing only to collect, process or use any
personal data received from IMF for purposes of providing the Services and not to make personal
data received from IMF available to any third Parties.
11.2 Security
Contractor warrants and undertakes that, as part of the Services provided to IMF, it shall take,
implement and maintain all such technical and organization security procedures and measures
necessary or appropriate to preserve the security and confidentiality of personal data processed by
it and protect such personal data against unauthorized or unlawful disclosure, access or processing,
accidental loss, destruction or damage, including any technical and organizational security
procedures and measures as may be required or directed by IMF from time tot time. Contractor,
however, agrees, all IMF’s request, to provide relevant assistance to IMF to devise appropriate
technical and organization measures.
By executing this Agreement, IMF appoints Contractor as a data processor of IMF Data. As a
processor of such data, Contractor will process IMF Data as specified herein. Contractor may
perform such processing as it reasonably considers necessary or appropriate to perform the
Services. Upon expiration or termination of the Agreement and, if necessary, IMF will give the
data protection authority prompt notice of the termination of the appointment of Contractor as
IMF’s data processor.
11.3 Trans-border Data Flows
Contractor will not transfer any IMF Data across a county border unless Contractor reasonably
considers such transfer appropriate or useful for Contractor’s performance of the Services or
obtains IMF’s prior written consent. IMF is solely responsible for determining that any transfer by
Contractor or IMF of IMF Data across a country border complies with the applicable data
protection laws.




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                                                                                             Annex F
                                                                                             RFP 305

11.4 Contractor as a Data Processor
Contractor understands and acknowledges that, to the extent that performance of its obligations
hereunder involves or necessitates the processing of personal data, it shall act only on instructions
and directions from IMF. Contractor shall comply promptly with all such instructions and
directions received by Contractor from IMF from time to time. Contractor undertakes not to
disclose personal data to any Third Party in any circumstances other than at IMF’s specific written
request or in compliance with legal obligation. Contractor shall provide each cardholder with
written notification of Contractor’s privacy policy and practices and an opportunity to opt out of
any use of the cardholder’s personal data beyond what is required for the Services.
11.5 Transfer Outside of the European Union or Outside of a Country Considered as
Providing an Adequate Level of Protection Pursuant to Article 25 of the EU Directive 95/46
of 24 October 1995.
As part of the Services provided to IMF hereunder, Contractor undertakes to transfer IMF’s
personal data to its Affiliates, which may be located in territories considered as not providing an
adequate level of protection only if necessary for the performance of the Services. With respect to
trans-border data flows mentioned under Section 11.3 above, Contractor also undertakes to
execute, as part of the Services provided to IMF any documents, including any data transfer
agreement, which may be required for IMF to comply with the Data Protection Laws.
11.6 Data Subject Right of Access and Rectification
If IMF desires to provide information to a data subject regarding that individuals’ personal data,
Contractor will reasonably co-operate with IMF in providing such information to the full extent
necessary to comply with Data Protection Laws, and where a request by a data subject is made
directly to Contractor, it shall as soon as reasonably practicably notify IMF upon receipt of a
request (whether oral or in writing) from such an individual providing sufficient details and
information as are required by IMF to comply with its obligations under the Data Protection Laws.
If further to this request the personal data must be rectified, Contractor undertakes to amend the
personal data as instructed by IMF.

12.0 Indemnification

(a) The Contractor shall indemnify and hold the IMF harmless against any loss or damage that
may be sustained by reason of the Contractor's failure to comply with the aforementioned federal,
state, and local laws, ordinances, regulations, and codes.

(b) The Contractor shall indemnify and hold the IMF harmless against any action taken by a
third party against the IMF.

13.0 Terminated Employees

The IMF will not assume responsibility for terminated employee’s card obligations in any case
where notice is given the card company as soon as reasonably practical.




                                             8
                                                                                            Annex F
                                                                                            RFP 305

14.0 Publicity Regarding Agreement

 (a) Contractor may publicly release statements of the fact regarding the Agreement, including
the name of the IMF, only upon the IMF's prior review and approval in writing. Requests for such
review and approval should be directed to a Procurement Officer.

(b) The Contractor agrees not to refer to awards in commercial advertising in such manner as to
state or imply that the services or products provided are endorsed or preferred by the IMF or are
considered by the IMF to be superior to other services or products.

15.0 Pricing and Incentives

All pricing and incentives shall be fixed for the term of the Contract and not reduced or changed
without the consent of the IMF. Retroactive adjustments will not be permitted under any
circumstances.

16.0 Changes

The IMF may, at any time, by written order, require changes in the services to be performed by the
Contractor. If such changes cause an increase or decrease in the Contractor’s cost of, or time
required for, performance of any services under a contract, an equitable adjustment shall be made.

17.0   Audit

The IMF reserves the right to inspect and audit the Contractor’s accounting, financial and other
records and documents which are relevant to the performance of an Agreement.
Any such inspection or audit shall be undertaken at the IMF’s cost, and shall occur during normal
business hours, and shall be conducted in a manner so as to not unnecessarily interfere with the
business of the Contractor. Contractor will maintain complete, accurate and verifiable records of
all costs charged and/or chargeable to the IMF under an Agreement or any extension(s) thereof,
and agrees to retain such records for a period not less than three (3) calendar years following a
termination of an Agreement or after final payment, whichever occurs last. The Contractor shall
diligently cooperate with the IMF’s representatives during any such inspection and audit and
hereby waives any objection it may have to such inspection and audit, unless specified in writing
and duly acknowledged by both parties in any Agreement.

18.0 Background Investigations (applicable for Contractor’s on-site personnel)

Prior to commencing work at IMF facilities, Contractor shall engage an investigative agency
specializing in background investigations to conduct, at Contractor’s expense, a criminal history
check of each agent or employee of the Contractor whom Contractor expects will enter IMF’s
facilities. The investigative agency is subject to the approval of the IMF. If Contractor requires
assistance identifying an appropriate investigative agency, the IMF’s Security Services Unit can be
contacted at (202) 623-7196/7193/6545 for a list of approved investigative agencies.




                                            9
                                                                                              Annex F
                                                                                              RFP 305

The criminal history check of each such employee shall identify any records of criminal
convictions in Maryland, Washington, DC, and the counties of Arlington, Virginia, Fairfax,
Virginia, and the City of Alexandria, Virginia, as well as for each jurisdiction where the agent or
employee has lived for the previous seven years or after his or her 18th birthday (whichever is the
shorter period).

For each employee checked, Contractor shall obtain from the investigative agency, on the agency’s
letterhead, a report containing the date of the criminal records check, the jurisdictions checked, and
the results of the check. Each report shall be maintained on file by Contractor at all times during
which Contractor is providing services to the IMF and for six months thereafter. The Contractor’s
copies of reports shall be made available to the IMF upon request.

When Contractor receives the reports of all criminal history checks, Contractor will prepare a letter
indicating the name, date of birth, Social Security number and jurisdiction checked for each agent
or employee. In respect of each agent or employee for whom no criminal record was found, the
letter will state that the investigative agency’s report indicates no criminal record found. In
respect of each agent or employee for whom a criminal record was found, the letter will state
criminal report enclosed. Contractor will deliver (a) the letter, and (b) one copy of each report by
the investigative agency which indicates any criminal activity or no criminal activity to:

               Security Services Unit
               International Monetary Fund
               700 19th Street, NW
               Washington, DC 20431

No agent or employee of Contractor/Contractor/Sub-Contractor will be authorized to enter any
IMF facility to perform work under this Agreement without the aforementioned criminal history
check. THE IMF RESERVES THE RIGHT TO DENY ACCESS TO THE IMF’S FACILITIES
TO ANY INDIVIDUAL.




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