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HomeMy WebLinkAboutRES 2001-25 - Board a ✓ Public Resolution No. 2001-25 Authorizing participation in the State of California's Cal-Card Program WHEREAS, the District currently uses MBNA Mastercard for credit card services and finds the services that are offered to be very limited; and WHEREAS, the State of California offers a Cal-Card Visa purchasing program which is administered through the Department of General Services and is designed to streamline accounts payable and purchasing processes; and WHEREAS, the Cal-Card program has very specific guidelines on how participants will use the VISA card and stipulates that use of such card must be for Truckee Donner Public Utility District business only; and WHEREAS,the Cal-Card program requires all participants to be trained on the program guidelines prior to receiving and using the card issued to each participant, and WHEREAS, the District finds that using the Cal-Card program would have many benefits for the District including the benefit of streamlining some of its accounts payable and purchasing processes, a lower interest rate, more time to pay invoices and a rebate for early payment of charges; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that the Board president is authorized to execute the Request to Participate application form and the Addendum to State of California Cal-Card Program Master Service Agreement 5-00-CC-02 form; and BE IT FURTHER RESOLVED that the General Manager has identified in Exhibit A(attached)the initial program participants and has defined their authorized spending authority under the Cal-Card program which is within his purchasing authority established by the Board of Directors; and BE IT FURTHER RESOLVED that all program participants must participate in training on the program guidelines prior to receiving and using their Cal-Card as required by the program; and BE IT FURTHER RESOLVED that the General Manager from time to time will need to amend the list of participants and is so authorized within the purchasing guidelines previously established by the Board of Directors; and BE IT FURTHER BE RESOLVED that the Treasurer will be the contact person for the program and will act as the program coordinator; PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 15th day of August, 2001 by the following roll call vote: AYES: Aguera, Hemig, Sutton, VanGundy and Maass. NOES: None. ABSENT: None. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By: -. a ,) James . aass, President, Board of Directors ATTEST: lzi�2 2 - Peter L. Holzmeist r, istrict Clerk EXHIBIT A ,.., CAL-CARD INITIAL PARTICIPANT LIST AND AUTHORIZED SPENDING LIMITS: 8/15/01 BOARD MEMBERS: AUTHORIZED NAME TITLE SPENDING LIMIT James A.Maass President $3,000 Joseph R.Aguera Vice President $3,000 J.Ron Hemig Director $3,000 Patricia A. Sutton Director $3,000 Nelson Van Gundy Director $3,000 MANAGEMENT/EXEMPT STAFF: AUTHORIZED NAME TITLE SPENDING LIMIT Mary Chapman Administrative Services Manager $5,000 Susan Craig Secretary,Board of Directors $3,000 Ian Fitzgerald GIS Coordinator $3,000 Alan Harry Director of Broadband Services $5.000 Steve Hollabaugh Assistant General Manager $5,000 Neil Kaufman Neil Kaufman $3,000 Peter L.Holzmeister General Manager $5,000 Joe Horvath Electric Engineer $3,000 Kathy Neus Support Services Manager $5,000 Scott Terrell Director of Planning $3,000 "` Ed Taylor Water Superindent $5,000 PURCHASING STAFF: AUTHORIZED NAME TITLE SPENDING LIMIT Sue Camara Buyer/Clerk $5,000 STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES PROCUREMENT DIVISION CAL-CARD PROGRAM TABLE OF CONTENTS 1. CAL-Card -- Introduction a. CAL-Card: The purchase card solution! b. CAL-Card Program/Merchant Benefits C. CAL-Card Frequently Asked Questions d. Cardholder and Approving Official Acknowledgement and Responsibility Certification Form (Example) e. DGS, Procurement Division, CODE OF ETHICS 2. Phone Contact List a. State of California CAL-Card Program Contract Management and Training Staff b. U.S. Bank I.M.P.A.C. Government Services Support Staff 3. Request to Participate a. Request to Participate Form b. How to Participate 4. Training Schedules a. CAL-Card Program Overview Schedule and Enrollment Form b. CAL-Card Program Accounting Overview Schedule and Enrollment Form 5. Local Agencies a. Local Agency Letter b. Addendum Agreement and Rider A for Participation b. Local Agency Guidelines and Summary of MSA (Contract) 6. State Agencies a. Sample Addendum Form, Std. 2 for Participation b. State Agency Guidelines and Summary of MSA (Contract) C. Delegation Program Guidelines d. Generic Sample of State Controller's Office Agreement 7. Master Service Agreement 8. Budget Letter I Interest Penalty Fee 9. I.M.P.A.C. Information ft CAL=Card PROCUREMENT DIVISION The purchase card solution! CAL-Card is a payment mechanism that allows you to purchase what you need, when you need it. With the ease of a widely accepted VISA bank card, you may make walk-in purchases, place telephone, fax, and e-commerce orders as well as receive and confirm purchases of up to $25,000. For state agencies, their limits are their assigned delegated dollar limits. Higher limits are available upon prior approval. The CAL-Card streamlines current procurement methods, effectively manages expenses and cuts program costs. It offers agencies effective control and the ability to monitor purchases while reducing the time and paperwork associated with the use of purchase orders while condensing payments to one monthly invoice. Each agency, which becomes part of the CAL-Card Program, designates contact persons for program and accounting office functions. Your agency decides who will receive cards and approve transactions, establishes card limits for each card including purchase restrictions. For State agencies, the purchase limit must be within your agency's delegated purchasing authority as authorized by the Procurement Division. CAL-Card billing and management information reporting is provided by U.S. Bank, I.M.P.A.C. Government Services, holder of the state's Master Service Agreement for the CAL-Card Program. Each month three levels of purchase activity reconciliation and invoicing documentation are sent to the participating agency. The agency's cardholders and approving officials each receive a monthly purchase statement and summary reporting. The Billing Office receives a consolidated monthly invoice and related account payment status reporting. The Program Manager receives monthly reporting related to account balances and cardholder and approving official activities and changes from U.S. Bank, I.M.P.A.C. Government Services. Who may participate? State of California agencies empowered to expend public funds: state agencies, cities, counties, special districts, school districts, community colleges, public universities. Agencies are signing up now. If your agency is interested in becoming part of the CAL-Card Program, please send a Request to Participate form to the State Department of General Services. (See Tab Section "How to Participate/Request to Participate" for the Request to Participate form.) You will also need to execute an addendum to the Master Service Agreement, develop your agency's policies, procedures and training program for your CAL-Card Program. We have many support tools and trained staff to help you get started. For additional information and assistance, please call the CAL-Card Program Team: Donna Perkins (916) 324-1333, Helen Gonzales (916) 322-7746, Cathleen Guilday (916) 322-4200, Judith Burnett (916) 323-1390 or Roberta Hinchman (916) 324-6462. The Procurement Division TTY telephone number is (916) 322-7535. The California Relay Service telephone numbers are (voice) 1-800-735-2922 and (TTY) 1-800-735-2929. Department of Genera!Services, Procurement Division, CAL-Card Program, 1823 14th Street, Sacramento, CA 95814 CAL-CARD PROGRAM BENEFIT SHEET PARTICIPANT BENEFITS • Drastically streamline the procurement cycle for the purchaser, payments and administrative functions • Consolidate invoices of low value purchases to one invoice per month • Reduce check requisitions, petty cash, travel expense claims and pay warrants • Clear budget control by each Cardholder and Approving Official • Reduce high volume low value purchase order activity with attention to purchase analysis to negotiate discounts, delivery and/or service improvement • Obtain discounts on purchases (or value-added services) with improved payment timing and lower processing costs to suppliers • Pilot program indicates an average saving of$24.49 per transaction • Save an additional 2% on State Master Purchase Agreement for office supplies • VISA acceptance allows for expanded supplier base • Dispute, fraud and VISA Waiver Liability protection • No administrative fee • Prompt payment rebate revenue SUPPLIER BENEFITS • Eliminate multiple invoices and all related administrative burdens with a typical invoice process costing suppliers over$20 per invoice. • Eliminate collection efforts. • Eliminate delays in payment, which are typically 30 to 60 days from receipt and invoicing of service or goods. For small business, where access to cash is often limited, the value of this goes beyond the 2% cash float calculation. With purchase cards, payment is received in 1 to 3 days. CAL-Card Frequently Asked Questions 1. Are there a minimum number of cards or spend required to start a program? There is no minimum card count or dollar spends requirements within the CAL-Card Program. 2. What are the terms for payment? Payment terms are 45 days from the date of each monthly statement of account/invoice. 3. What is the interest rate? This program is set up for accounts to be paid in full each invoicelbilling period. For unpaid, undisputed balances 46 days or older, there is a late payment interest rate established annually by the Department of Finance according to the State's Prompt Payment Act. The current annual rate is 6.708%. If the accrued annual penalty amount is seventy-five dollars ($75) or less, the penalty shall be waived and not paid by the agency. Please see the Budget Letters in Tab Section 8 for further information. State agencies are required to report late payment to Department of General Services. 4. What are the established transaction increments per card? Transaction limits can be set in $50 increments per cardholder, per transaction and in $100 increments per cardholder for the monthly total up to a maximum of$25,000 or the assigned state agency delegation authority, whichever is greater. 5. What does LM.P.A.C. represent? U.S. Bank I.M.P.A.C. Government Services, the current Contractor, uses the Service Mark, I.M.P.A.C. These initials stand for International Merchant Purchase Authorization Card. I.M.P.A.C. is the division within U.S. Bank that manages the government purchase card program. 6. Who is responsible for errors, omissions, and intentional misconduct by an agency or an employee? The state, each participating university or each participating subdivision is responsible for their own errors and omissions. When a card has unauthorized charges, a dispute process procedure is followed freeing the agency from financial responsibility. When unauthorized charges are made by an employee, U.S. Bank I.M.P.A.C. Government Services provides VISA Liability Insurance coverage within specific program criteria, provided that the employee is terminated. ate. 7. Is there an annual card fee? No. When the CAL-Card program was initially established there were provisions for an annual card fee to begin after a given time period. However, through prior contract negotiations the card fee was deleted from the contract. 8. Can a Cardholder make telephone orders? Yes. A Cardholder can place telephone orders or make walk-in purchases using the CAL-Card. Whether placing orders in person, online, fax or over the telephone, Cardholders should always request that the transaction receipt. Remember to use only secured sites when placing orders on the Internet. 9. What does a Cardholder do if their CAL-Card is lost or stolen? The Cardholder should immediately contact their Agency Program Coordinator and call U.S. Bank Customer Services to report the lost card. U.S. Bank has a 24-hour a day, 7 day a week, Customer Service number for reporting lost or stolen cards. The number is 1-800-227-6736. A new account with a new card will be established, transferring acknowledged approved charges to the new account. 10. Which merchants accept the CAL-Card? The CAL-Card is a VISA purchase card. Any merchant that can accept a VISA credit card as a form of payment can accept a CAL-Card. . ., 11. What if the merchant does not currently accept a VISA credit card, but desires to become a VISA merchant?The merchant may contact U.S. Bank for merchant/supplier set up, toll free, at 1- 888-434-0244. All merchant questions regarding U.S. Bank Is card processing will be answered. Also, the merchant should be encouraged to evaluate various bank card-processing programs to determine which financial institution best meets their needs. 12. Who should be involved in the development of an agency's CAL-Card Program procedures? The development of the procedures should include cross-organizational staff. All stakeholders should have a part in the development of your agency procedures (the Agency Program Coordinator, Approving Official(s), Cardholder(s), staff from Fiscal, Accounting, Purchasing, Receiving, and Budget Managers). 13. What happens if a Cardholder's statement shows an incorrect charge? A "Cardholder Statement of Questioned Item (CSQI)" form is available to document and dispute questionable charges. The Cardholder is responsible for completing and submitting the CSQI form to U.S. Bank I.M.P.A.C. Government Services within 60 days from the Statement of Account date. A copy of the dispute form (CSQI) is ., added to the Cardholder Statement packet and a copy is immediately faxed or mailed to U.S. Bank I.M.P.A.C. Government Services. The Cardholder works with .. the merchant or immediately takes whatever corrective action is necessary to resolve the dispute. The disputed amount is deducted from Statement of Account total with the balance approved for payment. 14. Can the CAL-Card be used for emergency purchases? Yes, provided that your agency's procurement rules for emergency purchases are followed. In emergency situations, some agencies elect to temporarily raise card limits to accommodate emergency purchases. For state agencies, as in any instance of emergency, your agency's management approval is likely required. This should be further supported by a justification to maintain the public health, welfare, or safety and/or the supplies or services needed in an emergency situation. 15. Can the CAL-Card be used for travel expenses? STATE AGENCIES: No. The CAL-Card cannot be used for travel per dium expenses: air or ground transportation, lodging, and meals. The State has contracts in place for air travel, car rentals, and an American Express travel expense credit card for all other travel expense needs. LOCAL AGENCIES: Local Agencies can use the CAL-Card for travel expenses, if it falls within the agencies CAL-Card program guidelines. Check with your Agency Program Coordinator or fiscal management for direction. 16. What authority is required for State agencies to purchase with the CAL-Card? State agencies are required to have an established Delegation Authority to purchase with the CAL-Card. Batches submitted to the State Controller's Office for payment of CAL-Card invoices must reference the agency's Delegation Authority number. CAL- Card transactions made on state contracts must reference the contract number and a subtotal for the amount spent on the contract. 17. What "tools"are available to agencies wishing to set up a CAL-Card Program? The National Account Managers for U.S. Bank I.M.P.A.C. Government Services provide the contract addendum in either hard copy, electronic copy or on disk. They can walk you through this process, fill in the blanks with your agency information, and send you a copy for your editing, review, and approval process. In addition, they will help you set up your Cardholders, Approving Officials, and Agency Program Coordinator documentation. See Tab Section 2, Phone Contact Lists, for U.S. Bank Account Manager contact information. Sample procedures are available from city, school district, community college district, and state CAL-Card participants. We also have"boilerplate" guidebooks available on-line for the Cardholder, Approving Officials, Billing Office, and Program Coordinators. These are basic program procedures to help agencies build their own unique materials, which guide them from point A to B. In addition, we have a program orientation video available. The video explains the program and the responsibilities of the Program Coordinator, Cardholder, Approving Officials, and the Billing Office. 18. Is there an on going support group and continuous improvement effort for CAL-Card programs? Yes. CAL-Card has a very active User Group. The group meets on a quarterly basis in northern and southern California to address current CAL-Card issues, conduct case studies, and guest speakers on procurement card related subjects. These meetings are well attended, averaging 70 to 80 state and local representatives along with CAL-Card and U.S. Bank representatives. The meetings are scheduled and the agenda is mailed, in advance, to interested agencies. Call Judith Burnett of the CAL-Card Team, (916) 323-1390, to have your name added to the User Group mailing list. 19. Can the CAL-Card be used for both commodities and services? Yes. The CAL-Card can be used to procure commodities and services, provided that the purchase is within the authorized CAL-Card dollar limit. The CAL-Card may also be used for purchases from California Multiple Award Schedules (CMAS) and Master Agreements. The purchase must be in accordance with the authorized dollar limits, State laws, rules, and Delegation Authority guidelines, all applicable policies and procedures, specific contract terms, or specific agency requirements. The tracking and reporting of services for 1099 reporting purposes is the responsibility of the participating agency. Taxpayer identification information is available on a quarterly basis via U.S. Bank I.M.P.A.C. Government Services,R900 Merchant Activity report to assist in 1099 reporting. However, it is still the participating agency's responsibility to collect the state agency Std. 204, Payee Data Record form and for local agencies the Internal Revenue Service W-9 form. 20.Are state agencies required to collect Payee Data Records, T. y ds, Std. 204 form for CAL-Card transactions? Yes. All transactions of$600 or more per year with service suppliers are to be reported to the Franchise Tax Board for 1099 reporting. State agencies are required to have a completed Payee Data Record, Std.204, on file for each reportable service supplier. In addition, agencies are required to report certain reportable spends to the Employment Development Department. 21. Can more than one person charge on a single card? No. Cards are issued in the individual Cardholder's name with a signature required on the reverse side of the card. If an attempt to purchase is made by a person other than the Cardholder, the transaction can be declined and the card can be confiscated. 22. Can a Cardholder be restricted in the types of items to be purchased? Yes. The CAL-Card Program contract has an established Merchant Category Code Table. Each card can have access to specific categories according to purchasing needs. The Agency Program Coordinator can contact U.S. Bank I.M.P.A.C. Government Services to activate or block codes, as needs change. 23. How can a Cardholder be prevented from over spending? Each card can be set up with a maximum single transaction, daily, 30-day, quarterly and annual maximum spending limits, not to exceed assigned state agency Delegation Authority or$25,000. Higher limits are available upon approval of the Department of General Services (for state agencies) and U.S. Bank. In addition, limits can be placed on the number of transactions per day and per month for each cardholder. If established limits are exceeded, the transaction will automatically be decline. 24. What if there is a need to increase a single transaction or monthly total expenditure amount? Your Agency Program Coordinator can contact U.S. Bank I.M.P.A.C. Government Services Customer Services 24 hours per day 7 days a week to change cardholder limits and controls. These changes can also be made electronically via the Customer Automation Reporting Environment (C.A.R.E.). For more information on C.A.R.E., see the contract, MSA 55-CC-02, Exhibit F, Electronic Access, pages 15- 20. . 25. Can the Cardholder or an Approving Official change merchant category codes, transaction limits or monthly expenditure limit amounts? No. Only the Agency Program Coordinator can establish a new Cardholder, delete Cardholders, or make any changes to established card limits and merchant category codes. 26. Can the CAL-Card be used for cash advances? No. The CAL-Card cannot be used for cash advances. Cash advances and other high risk or cash-related merchant category codes are excluded from the CAL-Card Program. The listing of high risk or cash-related merchant category codes is provided within the contract, MSA 55-CC-02, Exhibit A, page 32. If an attempt is made to purchase on of these high-risk cash-related items, the transaction will automatically decline. A management information report is generated each cycle providing information on each card-declined activity. 27. How can a Budget Manager ensure budget amounts are not exceeded? Budget managers should be included in the account setup process for your CAL-Card program and should be involved in establishing a Cardholder's expenditure limits to ensure budgetary control. Budget Managers/Approving Officials are automatically provided monthly summary reports which allow for review of card activity. 28. What does a Cardholder do if they have a problem using the CAL-Card? For example, they attempt to use the card at their local merchant and the charge is declined. Allowing time for the transaction activity data to be communicated to U.S. Bank I.M.P.A.C. Government Services, normally 24 hours, the Cardholder can contact U.S. Bank I.M.P.A.C. Govemment Services, Customer Services, to inquire as to why the decline occurred. Typical decline reasons include: -Card not activated -Card spend or transaction limits have been reached -Merchant code is blocked Cardholders, working through their Approving Official should contact their Agency Program Coordinator, if they feel that their merchant blocking or card limits should be adjusted. 29. If the master contract between the State of California and U.S. Bank LM.P.A.C. Government Services is amended, must I amend my addendum to the contract also? No. Each addendum to the master contract contains the following language, which incorporates all past and future amendments: "Master Services Agreement DGS MSA 5-00-CC-02 and its amendments are incorporated by reference and made a part of this agreement." 31.What are the real costs to an agency for participating in the CAL-Card .--� program? P 9 The CAL-Card is a "no cost" program. CAL-Cad has several electronic solutions. One option, SuperTracs has a one-time connection fee of$500 to $700,.if agencies choose to utilize SuperTracs. SuperTracs provides a password protected electronic connection with U.S. Bank I.M.P.A.C. Government Services for transmitting billing documents and reporting information. See MSA 5-00-CC-02, Exhibit F, Electronic Access, pages 15-20, for information on all CAL-Card electronic access solutions. 32.Specify the number of working days, after the signing of a contract, within which the contractor will meet with staff to discuss the procurement card program. U.S. Bank has three National Account Managers assigned to implement new participants. State of California, Department of General Services receives and forwards all Requests to Participate to U.S. Bank Account Managers. The assigned Account Manager will contact the agency within 2 days. U.S. Bank stands ready to move at whatever pace the agency requires to establish the program once an addendum to the contract is signed and credit review has been completed by the U.S. Bank I.M.P.A.C. Government Services. Credit review, for local government agencies, will take no more than 2 weeks. During this time program implementation meetings may take place. 33.Describe capabilities for designing and supplying a card identified as a local agency Procurement Card. .o The local agency's name can be embossed on each CAL-Card. The agency also has the option of adding their agency seal or logo as a graphic on the card. All CAL- Cards will have "CAL-Card, DGS, — For Official Use Only" printed on the card. CAL- Card is a Service Mark for the State of California purchase card program. 34.Are you capable of placing a digitized picture ID on each procurement card?If so, is there an associated cost for placing the individual's picture 1D on the card? No. This option is not available. 35.Describe liability for(1) Issuer, (2) Participation Agency, (3) cardholder for the following: -Fraudulent use of the card by cardholder -in the event a card is stolen, forged, or lost -If a merchant accepts a procurement card order without obtaining prior authorization or forces a transaction for the purchase - The Agency is liable for fraudulent use of the card by a Cardholder. However, each CAL-Card has VISA Liability Waiver coverage up to $5,000 per card if the agency has 2 to 4 valid cards and up to $15,000 per card if agency has 5 or more valid cards. VISA Waiver Liability is available upon written request provided the Agency cancels the card account and terminates the employee in a timely manner. - In the case of a lost or stolen card the agency's liability ends as soon as U.S. Bank is notified that the card is lost or stolen. Fraudulent transactions posted to the account are referred to the U.S. Bank's fraud investigation unit. - A merchant who does not receive authorization or forces a transaction on a charge is liable for that charge. 36.1s a report available that tracks purchases by city, state, and zip code? Yes. The 998 transaction file. This flat file can be converted to spreadsheet and data can then be sorted to the agency's needs. • 37. What are the automation interface requirements for C.A.R.E.? C.A.R.E. performance can be impacted by several factors that users can control. C.A.R.E. works best when the following hardware and software requirements are met: • Pentium 120 MHz Processor • Windows 95, 98, or NT • 33.6K or higher modem or a LAN connection • 32 MB RAM or higher • Internet Explorer 4.01 with 128 bit encryption or Netscape Communicator 4.5 For optimal performance within C.A.R.E., it is recommended that you load Microsoft Internet Explorer 4.01 or Netscape Communicator 4.5 or higher. Contact your information technology manager regarding how to access or upgrade these browsers. As with all other large Windows based applications, C.A.R.E. works most efficiently if all ti other computer applications are closed. Checks with your LAN administrator(s) about how to increase your Internet access speed. 38. What is the term of the current contract? The current contract term is: • December 22, 2000, through December 22, 2006 (Two years fixed, plus four, one year options for extension) 39. Is there an option for a multiple billing cycle? Yes. Larger CAL-Card program can now go to a multiple billing cycle to better disburses workflow in the monthly reconciliation to payments process. U.S. Bank's platform provides multiple billing cycle dates between the third (3"d) and the twenty-seventh (27 ) of any given month. C" CARDHOLDER AND APPROVING OFFICIAL ACKNOWLEDGEMENT AND RESPONSIBILITY The CAL-Card purchase card number has been assigned to The Approving Official for this card is By signing this form the above named individuals acknowledge that they are responsible for the security•of the card and for the appropriate use of this card for departmental purchases. Furthermore, that they have attended the training as well as read and understand their agency's policy and procedures. They understand that this card is valid only while the cardholder is employed in this department and that if they transfer to another department or terminate their employment they must relinquish this card to the assigned ... Approving Official or Program Coordinator. Cardholder Printed Name Cardholder Signature Approving Official Printed Name Approving Official Signature Department Date Department of General Services Procurement Division Code of Ethics This Code of Ethics establishes a foundation for attitude and behavior of all those involved in the state's acquisition process which includes purchasing and materials management. Each individual should strive to honor the Code in all aspects of activity relating to his or her professional responsibilities. 1. Rigorously uphold the public trust with honesty and accountability, keeping public and agency interest paramount. Be scrupulous in your use of public money, property and services, and do not condone misuse by others. 2. Seek to obtain maximum value for each dollar expended and use sound business judgment, always making decisions that are in the best interest of the state. 3. Perform your duties impartially, with utmost dignity and integrity, uninfluenced by prejudice, fear or favor. Be fair and even-handed in your interactions with coworkers, customers and suppliers. 4. Promote positive supplier relationships through courtesy, impartiality and fair practices in all phases of the acquisition cycle. 5. Avoid unethical acts or omissions and even the appearance of impropriety in relationships, actions and communications with others. Do not accept, directly or indirectly, gifts, hospitality or gratuities that would influence- or could be perceived as influencing your acquisition decisions. Reference. DGS Incompatible Activities Statement 6. Identify and eliminate situations where real or apparent conflict of interest may be involved, including soliciting or accepting any benefit, advantage or promise of future advantage, whether for yourself, an immediate family member or any business concern or trust with which you are associated. Reference: DGS Incompatible Activities Statement 7. Protect confidential information and proprietary data .from unauthorized or improper disclosure to those who do not have a need to know, and never use it for personal gain. 8. Take prompt action to report known or suspected unethical behavior. Cooperate fully with any reviews, audits or investigations into acquisition policies and practices. 9. Seek to maintain and continuously improve your professional knowledge, skill and abilities. 10. Know the laws, regulations, policies and procedures governing purchasing and materials management and approval requirements, and remain alert to the legal ramifications of all your decisions. 11. Be frank and honest in your interactions with coworkers, be receptive to their advice, promote a spirit of teamwork and unity, and actively participate in improving the acquisition process. CAL-CARD PROGRAM REQUEST TO PARTICIPATE This request is for participation in the State of California CAL-Card purchase card program by: Truckee Donner Public Utility District (Insert Name of Participating Agency, Participating University, or Participating Subdivision) The person designated below will serve as the initial point of contact for establishing an account or accounts with U. S. Bank I.M.P.A.C. Government Services (I.M.P.A.C.). At time of account set-up, the names, addresses, and phone numbers of the Agency Program Coordinator, Billing/Dispute Contact, Approving Officials, and Cardholders will need to be provided. Agency Point of Contact: Mary Chapman ' (Name of Point of Contact) (State Agency Only, Delegation Number) Truckee Donner Public Utility District (Agency Name) P:O. Box 309 (Address) Tr>>rlrr�o _ A 96160 (City, State, ZIP) ; '530-582-3906 530-587-5056 MaryChapman@tdpud.org (Phone)) (Fax) (Email address) U.S. Bank, upon receipt of this Request to Participate, will contact the identified Agency Point of Contact. If the Participant is a state office, officer, department, division, bureau, or commission of the state, at the time of contact a Standard Agreement (STD-2) will be required. For cities, counties, and other non-state agencies, U.S. Bank will forward a contract addendum to be signed, which will incorporate the Master Service Agreement (DGS MSA 5-00-CC-02) as a part of contract addendum. (Signature) (Date) This completed form should be forwarded to: CAL-Card Program Department of General Services Procurement Division State Use Only 1823 14th Street Approved as a Participating Sacramento, CA 95814 State Agency/Local Agency (circle one) Pax: (916) 324-1397 by DGS. Date: Phone: (916) 324-1333 Signature: January 2,2001 CAL-Card - How to Participate/Typical Implementation Process 1. The Department/University/Political Subdivision (Agency) submits a Request to Participate to the Department of General Services (DGS). 2. U.S. Bank contacts the requesting Agency within two business days to begin the implementation process. 3. STATE AGENCIES: State Agencies/Universities submit a Standard Agreement, STD. 2, to U.S. Bank for approval. Upon receipt of a completed Std.2, U.S. Bank will send an orientation video and access sample guide books/procedures for the Cardholder, the Approving Official, the Billing Office, and the Program Coordinator. The agency develops internal CAL-Card procedures (DGS may request a copy). LOCAL AGENCIES: Political Subdivisions will be provided a separate contract addendum by U.S. Bank implementation contact. Political Subdivisions must submit the last three years of audited financial reports, provide a contact person for the financial data and an estimated monthly spending figure to U.S. Bank for Credit Committee approval. Upon receipt of a completed addendum and financial reports, I.M.P.A.C. will send an orientation video and access to sample guide books/procedures for the Cardholder, the Approving Official, the Billing Office, and the Program Coordinator. The agency develops internal CAL-Card procedures (DGS may request a copy). 4. The Agency and U.S. Bank determine appropriate level numbers. 5. STATE AGENCIES: After the Std 2 is signed, the formal implementation process begins. 6. LOCAL AGENCIES: After credit committee approval (normally, 2 weeks after the addendum is signed and financials are provided and approved), the formal implementation begins. 7. U.S. Bank conducts either an on-site or telephone implementation meeting, depending on the number of cards. All program contact persons are identified. The Agency provides an estimate of the number of Approving Officials and Cardholders. U.S. Bank discusses possible methods of implementation (pilot or comprehensive) with the Agency. U.S. Bank and the Agency determine the number of Level 4 accounts, billing structures, and oversight office. 8. The implementing Agency completes an account set-up form identifying approving officials and cardholders. System controls are identified (transaction/spending limits and merchant category codes). 9. Forms are completed to: 1) establish the Agencies "Primary Contact Reference"; 2) obtain signatures of program officials; 3) establish management reports (actual reports, frequency, destination, and number of copies). Approving Official and Cardholder setup forms will be completed. The dispute process and notification of invoice adjustment is discussed. 10. The Agency mails complete account set-up information to U.S. Bank. This information may include set-up for level 3 and set up for one or more level 4 accounts (each with their own Primary Contact Reference/Program Coordinator, Signature Card, Report Selection Form, and series of Approving Official/Cardholder set-up forms.) 11. Within approximately five days after receipt, U.S. Bank issues cards and mails them back to the requesting Agency. The cards can be mailed directly to the cardholders or to the Program Coordinator for distribution. 12. Upon receipt of cards, the cardholder activates their card and can begin to make purchases. State of California • Department of General Services • Gray Davis,Governor PROCUREMENT DIVISION 1823 14th Street, Room 100•Sacramento, California 95814 . (916)445-2500 January 1, 2001 TO: LOCAL AGENCIES SUBJECT: CAL-Card Program for Purchase Card Services Master Service Agreement (MSA) Governor Wilson's Executive Order W-73-94 requires the State of California, Department of General Services (DGS) to undertake a comprehensive reform initiative, Procurement 2000, and significantly improve the way the State does its business, with a focus on programs responsive to customer needs. , A component of Procurement 2000 is a system that can better manage procurement process costs. This system is the CAL-Card Program that facilitates purchase card transactions up to $25,000 (per transaction). Higher limits are available upon prior approval. CAL-Card streamlines most procurement transactions, effectively manages expenses, and cuts program costs. The State of California, Department of General Services, invites you to participate in the CAL-Card Program through use of its Master Services Agreement (MSA) with U.S. Bank I.M.P.A.C. Government Services. CAL-Card Program structure and implementation guidelines and a summary of the Master Service Agreement/Contract information are included on the following pages of this section. For those interested in learning more about the CAL-Card Program, please join us in a CAL-Card Program Overview. Schedules for the CAL-Card Overview sessions as well as the CAL-Card Accounting Overview training sessions are provided within this binder, Section 4, Training Schedules/Enrollment Forms. If the scheduled locations and dates do not meet your needs, let us hear from you. For more information contact the CAL-Card Team: Judith Burnett (916) 323-1390, Donna Perkins (916) 324-1333, Helen Gonzales (916) 322-7746, Cathleen Guilday (916) 322-4200, or Roberta Hinchman (916) 324-6462. Sincerely, �4u ee - Roberta F. Hinchman Statewide Program Administrator CAL-Card Program (916) 326-6462 LOCAL AGENCY ADDENDUM TO STATE OF California CAL-Card PROGRAM MASTER SERVICE AGREEMENT 5-00-CC-02 This Addendum to the State of California Purchase Card Program Master Service Agreement (DGS MSA 5-00-CC-02), as amended (the "Agreement") between the Department of General Services ("DGS") on behalf of the State of California and U. S. Bank National Association ND (U.S. Bank), is made this day of , 2000, by the Local Agency Name ("Name") for the purpose of becoming a "Participating Local Agency" as that term is defined in the Agreement. RECITALS: A. DGS has entered into the Agreement for the purpose of making available for Participants' use a procurement card program as described in the Agreement; and B. The Agreement contemplates the inclusion of Participants by a process of voluntary execution of an addendum; and C. The Name has received a copy of the Agreement and after thorough review of the Agreement desires to become a Participating Local Agency as that term is defined in the Agreement. AGREEMENT: NOW THEREFORE, in consideration of the foregoing Recitals, which are incorporated herein by reference, the mutual promises and covenants set forth in the Agreement, which is incorporated herein by reference, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Name, (contractor name) agree as follows: 1. The Name agrees to accept and perform all duties, responsibilities and obligations required of a Participating Local Agency as set forth in the Agreement. CAL-Cards shall be issued to Designated Employees of the Name upon execution of a Primary Contact Reference form (in substantially the form set forth in Rider A attached hereto and incorporated herein) by departments and administrative units of the Name. The Name authorizes such departments and administrative units to act on its behalf with respect to CAL-Cards issued to Designated Employees of the respective departments and administrative units. U.S. Bank shall submit invoice(s) to the office(s) designated in the Primary Contact Reference forms provided by departments and administrative units executing Rider A and shall report to the Billing Office Contact at the departments and administrative units executing Rider A. 2. U. S. Bank is authorized to place the seal or logo of the Name on the CAL-Cards issued to Designated Employees of the Name for the sole purpose of identifying the card for official use only and if consistent with the final card design. Such seal or logo shall be subject to use limitations as apply under paragraph 4 (a) of the Agreement. 3. The Name shall make monthly payments as provided in the Agreement of U. S. Bank of the full amount of the Total Participant Monthly Balance by causing a check or checks or a warrant or warrants to be issued payable to the order of U.S. Bank on demand or by use of an Automated Clearing House or Electronic Data Interchange to make such payment to U. S. Bank. January 2001 Page 1 of 3 LOCAL AGENCY ADDENDUM TO STATE OF California CAL-Card PROGRAM MASTER SERVICE AGREEMENT 5-00-CC-02 4. The Name shall provided U. S. Bank with a copy of its audited financial statements within 60 days of completion and, upon request U. S. Bank, such other financial information as may be reasonably requested. 5. Delivery of CAL-Cards to Designated Employees of the Name shall be within five (5) business days after receiving completed U. S. Bank account set-up forms, but in no case earlier than five (5) business days after the Initial Implementation Meeting. 6. The Name declares that CAL-Cards shall be used for official Name purchases only, and shall not be used for individual or consumer purchases nor to incur consumer debt. The Name warrants that it possesses the financial capacity to perform all of its obligations under the Agreement and this Addendum and the Name will not allow purchases to be made with CAL-Cards or incur any other financial obligation hereunder or under the Agreement prior to determining that existing appropriations available therefore are sufficient in amount to pay for such purchases or such other financial obligations. 7. The notice address for the Name is: Contact Name Local Agency Name Address City, CA Zip Code 8. The agreement of the Name set forth in this Addendum and the Agreement constitute valid, binding and enforceable agreements of the Name and all extensions of credit made pursuant to this Addendum and the Agreement to the Name will be valid and enforceable obligations of the Name in accordance with the terms of the Agreement and this Addendum. The execution of this Addendum and the performance of the obligations hereunder and under the Agreement are within the powers of the Name, have been authorized by all necessary action and do not constitute a breach of any agreement to which the Name is a party or is bound. LOCAL AGENCY NAME By: Approved as to form: Title: Attorney for(Local Agency Name) Date: U. S. Bank National Association (U.S. Bank) By: Title: Date: January 2001 Page 2 of 3 LOCAL AGENCY ADDENDUM TO STATE OF California CAL-Card PROGRAM MASTER SERVICE AGREEMENT 5-00-CC-02 RIDER A I.M.P.A.C.CALIFORRNIA CAL-Card PRIMARY CONTACT SETUP FORM Check Level that applies:F-1 Level 3 ❑ Level 4 Card Emboss Information: (20 Characters; will appear on cardholder plastic) Choose New or Change NEW LEVEL& PC SETUP ❑ CHANGE PC ONLY ❑ (Fill in only fields to be changed) Level 1# 4055 LEVEL 1: U.S. Bank I.M.P.A.C. Government Services Level 2# 01 LEVEL 2: State of California Level 3# Office Name (2pos.) LEVEL 3: Level 4# Office Name (4 pos.) LEVEL 4: AGENCY PROGRAM COORDINATOR(APC)CONTACT(Address used for sending selected reports) CONTACT NAME: OFFICE NAME: ADDRESS: CITY: ST: ZIP: PHONE: FAX: EMAIL: BILLING OFFICE CONTACT(Address used for sending invoices,selected reports,and Late Payment Notices) CONTACT NAME: OFFICE NAME: ADDRESS: CITY: ST: ZIP: PHONE: FAX: EMAIL: DISPUTES OFFICE CONTACT(Address used for sending selected reports,if applicable) CONTACT NAME: OFFICE NAME: ADDRESS: CITY: ST: ZIP: PHONE: - FAX(: EMAIL: Submitted by: SEND TO: U.S. Bank I.M.P.A.C. Government Services PO Box 6346 Phone: Fargo, ND 58125-6346 Date: Phone: 800-227-6736 Fax: 701-461-3910 January 2001 Page 3 of 3 CAL-CARD PROGRAM LOCAL AGENCY GUIDELINES AND SUMMARY OF MASTER SERVICE AGREEMENT U.S. BANK, Sets up - Provides materials and instructions CONTRACTOR Accounts: - Obtains information needed to deliver cards and manage the program Provides - Each card has a unique account number Cards: Replaces Lost - Replacement cards will be mailed within 48 hours of receipt of or Stolen notice Cards: Maintains - A master account file for each agency, and an account for Accounts: each cardholder - Information is changed as requested by the agency within - program parameters - Within time period specified in the MSA Provides 24 hours a day, every day of the year Customer Service and Authorizations: Sends Monthly - Each Cardholder receives a monthly statement Statements, - Each Approving Official receives a monthly summary report Summary - Each designated Accounting Office receives a monthly invoice Report and Invoice: January 2001 Page 1 of 6 CAL-CARD PROGRAM LOCAL AGENCY GUIDELINES AND SUMMARY OF MASTER SERVICE AGREEMENT TO PREPARE FOR IMPLEMENTATION PARTICIPATING Determines Card --Who will receive and use a CAL-Card? AGENCY Usage: - What will be purchased with the card? - What are each card's limits and purchase restrictions? Designate - CAL-Card Program Coordinator/Administrator Program - Approving Officials)/Cardholder(s) Responsibilities: - Accounting Officer and related accounts payable staff - Oversight functions for each level Provides DGS - Complete "Request to Participate" and send to DGS, CAL-Card and U.S. Bank . Program Information to - Send completed Contract Addendum to add your agency to the Participate: contract to U.S. Bank I. Who will Requirements: Employees selected as Cardholders must: use the - Be authorized to purchase on behalf of the agency CAL-Card in - Be trained in CAL-Card and procurement procedures and your Policies agency? - Use the CAL-Card for official business only - Report lost or stolen cards immediately to Agency Program Coordinator,Approving Official and U.S. Bank Who should Which offices or employees make large numbers of low-price receive cards purchases? and Cardholder Cardholder Functions: requirements: - Follows current procedures in making purchases or placing Orders - Documents delivery of goods or provision of services - Receives monthly statement, reviews items, attaches receipts and required documentation - Signs Statement of Account and forwards to Approving Official January 2001 Page 2 of 6 CAL-CARD PROGRAM LOCAL AGENCY GUIDELINES AND SUMMARY OF MASTER SERVICE AGREEMENT 2. How should Contract - Determine the transaction limit for each cardholder the CAL- Limits and Card be Restrictions: - Decide the types of businesses where purchases may be used in the transacted (commodities, services, other) Agency? DGS/Contract Dollar Limits: - Dollar limits available up to $25,000 per purchase transaction or assigned delegated authority dollar limit. Higher limits are available upon prior by U.S. Bank and DGS DGS CAL-Card can be used to purchase goods, services and travel Requirements/ related expenses as designated for each card. High-risk cash Purchase advance related transactions are automatically excluded. Restrictions: Specifying Decisions include: Dollar Limits: - Single, monthly, quarterly, annual purchase limits for each cardholder - Number of daily and monthly transactions for each cardholder - Approving Official limits -sum of the monthly limits for the cardholders who report to each Approving Official Purchase -U.S. Bank provides Standard Industry Classification (SIC) Restrictions codes to identify specific merchant categories codes SIC Codes: Each Cardholder will have pre selected SIC code activated or block as determined by the agency Note: A business establishment will have only one SIC code,even though it may offer several different types of services and/or products. r January 2001 Page 3 of 6 CAL-CARD PROGRAM LOCAL AGENCY GUIDELINES AND { SUMMARY OF MASTER SERVICE AGREEMENT 3. Designate Contract Every participating agency must designate a CAL-Card Agency CAL-Card Requirement: Program Coordinator. Normally this position is held by the Program agency Purchasing Officer. Coordinator Agency Over site responsibilities for the agency's CAL-Card Program Program Coordinator Functions: - Distributes information to agency's Cardholders, Approving Officials, Accounting Officer and accounting office contacts - Attends Quarterly CAL-Card User Group meetings - Develops CAL-Card policy, training and ensures program compliance at all levels - Monitors program reporting for compliance to contract terms Provides contact with U.S. Bank - Provides account set-up information - Orders cards/card changes/account changes - Orders reports - Authorizes changes in accounts January 2001 Page 4 of 6 CAL-CARD PROGRAM LOCAL AGENCY GUIDELINES AND SUMMARY OF MASTER SERVICE AGREEMENT 4. Designate Contract - Every participating agency must designate one or more Approving Requirements: Approving Official. Official(s) - Every Cardholder is assigned to an Approving Official who reviews and certifies the cardholder's monthly statements Approving - Receives a monthly summary report of Cardholder supervised Official and reconciles each statements to the summary report Functions: - Reviews each Cardholder Statement purchases for compliance to with agency's purchasing policies - Certifies that purchases were made for agency purposes and has approved budgeted funding - In a timely manner, forwards all statements with the reconciled summary report to agency accounting - Monitors Cardholder disputes through to timely resolution Designating - Approving Officials are required to have an understanding of Approving procurement procedures and policies Officials: - Approving Officials are required to be familiar with the duties and authorities of each Cardholder under their approval - The number of Approving Officials will depend on the number and location of Cardholders in your agency n January 2001 Page 5 of 6 CAL-CARD PROGRAM LOCAL AGENCY GUIDELINES ; AND SUMMARY OF MASTER SERVICE AGREEMENT 5. Designate Contract - Each participating agency shall designate at least one Accounting Requirement: Accounting Officer Contact to receive and process summary Officer reports/statement of accounts and related documentation Contact Accounting - Receives the monthly Financial Summary/Invoice, Office Contact Functions: - Receives and reconciles certified Statements/Approving Official Summary Approving Official(s) to Invoice - Submits claims for payment in a timely Accounting Cardholder Statement of Accounts will include space for entering Codes: an agency's - -accounting code for each purchase. You will need to decide who will enter your accounting codes: - Each Cardholder? - Each Approving Official?. - The Accounting Office Contact? January 2001 Page 6 of 6