Purchasing Card Services and Procurement Card Program

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