The vendor required to provide purchasing card services and procurement card program for include:
1. Card design
• No references to automatic teller machines (ATM) included on the card.
• Card design must support unique account number schemes for individual cardholders.
• Card design and card stock must be provided at no cost to the county.
a. Minimum card design elements:
• Embossed on the card front:
• County name
• Employee name
• Department
• Account number
• Printed on the card front:
• “For official use only”
• Printed on the card back:
• Provider’s toll-free help telephone number
• Provider may propose additional features beneficial to the county.
2. Card Issuance and administration
• annual fees
• Transaction fees
• Finance or interest charges on current balances
a. Administrative requirements:
• Ability to issue cards with varying spending limits and usage restrictions (e.g., no cash advances, no ATM capability)
• Secure card delivery and activation procedures.
• Replacement of lost or stolen cards within ten (10) business days, with a description of the full replacement process.
3. Transaction management
• Ability to track and reconcile purchases by cardholder and department.
• full integration with the county’s accounting system: BS&A software.
o Vendors must supply compatible electronic transaction files and sample data during interviews.
o Vendors must work with county IT staff for integration.
• Vendor must specify whether level 1, level 2 and level 3 merchant data are captured.
• Ability to configure spending limits and controls.
• Real-time online portal for card management, transaction monitoring, and reporting.
• Ability to restrict usage by merchant, product category, or location.
4. Reporting and analytics
• Detailed transaction reports by cardholder, department, and category, and other relevant criteria.
• Customizable dashboards and reporting tools.
• Full integration with BS&A accounts payable.
• Ability to export data in multiple formats.
• Compliance with applicable data security and privacy regulations.
5. Security and risk management
• Robust security measures to prevent fraud and unauthorized access.
• Dispute resolution processes.
• Card lock and unlock cards instantly.
6. Customer service and support
• 24/7 customer service availability.
• Dedicated support for county cardholders and program administrators.
• Clear communication channels and defined response times.
• Mobile application allowing:
o Temporary or permanent limit increases
o Receipt upload
o Other program features
• Comprehensive training plan, including:
o Initial and ongoing training
o Training materials for both cardholders and administrators.
o Web-based training
o Monthly training status reports
o Training for department purchasing card liaisons on:
a. Program overview and benefits
b. Department-level controls and spending limits
c. County billing and payment procedures
d. Reconciliation procedures
e. Cardholder responsibilities
f. Reporting and customer service use.
- Budget: Per month is approximately $20,819.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 12, 2026
