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  Consent-General Government   # 10.       
Financial Services  
Meeting Date: 09/14/2021  
Brief Title:    Travel Payment System Contract Amendment
From: Chad Rinde, Chief Financial Officer, Department of Financial Services
Staff Contact: Ryan Pistochini, Manager of Procurement, Department of Financial Services, x8218

Subject
Approve continued participation in the State of California's Travel Payment System and authorize the County's Purchasing Agent to sign an amendment with Citibank, N.A., to extend the County's participation through October 31, 2023. (No general fund impact) (Rinde/Pistochini)
Recommended Action
  1. Approve continued participation in the State of California's Travel Payment System through October 31, 2023; and
     
  2. Authorize the County's Purchasing Agent to execute a contract amendment with Citibank, N.A., to continue participation in the State's Travel Payment System.
Strategic Plan Goal(s)
In Support of All Goals
Reason for Recommended Action/Background
The County participates in the State of California's Statewide Travel Program. This allows the County to utilize the State's travel services contractor, access State negotiated travel discounts for airfare and vehicle rentals, and to pay for these travel costs through a travel payment service.

The current contract for travel payment services is through Citibank. The State competitively solicited travel payment services and entered into a contract with Citibank on July 27, 2016. The County utilizes Citibank's Central Travel Account to pay for travel expenses such as flights, car rentals and hotels booked through the State's central travel booking service. This simplifies the County's tracking of travel costs, reduces the need for individual travel purchase cards, and minimizes the occurrence of reimbursing employees for travel costs. Additionally, the County is eligible to receive rebates on travel expenses made through Citibank's central travel account.

The existing contract expires October 31, 2021. This proposed amendment will extend the contract by two years, through October 31, 2023. If the amendment is not approved, the County's participation in the Citibank program will end, requiring the County to find alternate procurement and payment methods for travel expenses.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel approved the contract amendment as to form. The California Department of General Services is the lead agency of the contract with Citibank.
Competitive Bid Process
The State of California conducted a Request for Proposals for Travel Payment Systems in 2016 (RFP #5159906) and made the resulting Master Services Agreement #5159906 available to all local government agencies.
Attachments
Att. A. State Master Services Agreement
Att. B. County Agreement
Att. C. County Agreement Amendment 1
Att. D. Proposed County Agreement Amendment 2

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Form Review
Inbox Reviewed By Date
Chad Rinde Chad Rinde 08/25/2021 12:07 PM
Financial Services Chad Rinde 08/25/2021 12:07 PM
County Counsel Hope Welton 08/25/2021 12:08 PM
Joanne Vanhoosear Joanne Vanhoosear 08/25/2021 03:39 PM
Elisa Sabatini Elisa Sabatini 09/09/2021 10:28 AM
Form Started By: Ryan Pistochini Started On: 08/20/2021 12:42 PM
Final Approval Date: 09/09/2021

    

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