Purchasing Card Program Services

The Vendor is required to provide purchasing card program in 1997 to provide an alternative procurement tool for the purchase of goods and services, as required, by some of its approximately 9,000 employees.
- The county’s current purchasing card program consists of approximately 2,786 cardholders across 25 county business units, with 6,265 primary points of contact and managing accounts.
- The county’s current program allows charges of up to $3,000 per single transaction and averages over $7,000,000 in annual purchases.
- The county earns an incentive payment in the form of a rebate check on program activity.
- deliver a secure, scalable, and fully integrated p-card program that streamlines small-dollar purchasing, reduces administrative burden and costs, enhances real-time oversight and reporting, ensures compliance and fraud controls, and provides measurable financial returns to the county through rebates and operational efficiencies.
- P-card program must contain the following features, and bidder’s proposals should address how they will meet each requirement:
1. Commercial card agreement
• Their schedule of fees in the form of a commercial card agreement which must be fully demonstrated in the bid response packet.
2. Direct cash rebate
• The program must include a rebate offering.
• Other program incentives may be offered.
• Rebates to be calculated using the aggregate county p-card spending for its fiscal year and county must receive rebate checks no later than august 15th following conclusion of each fiscal year.
• Fiscal year begins July 1st and ends June 30th.
• Other rebate payment receipt schedules (e.g., bi-annually, quarterly, and monthly) may be proposed.
• To fill in the online bid form with the rebate percentages available based on the yearly dollar volume
3. Credit setup
• Line of credit to the county, as a whole, sufficient for its purchasing needs; the overall county credit limit will be apportioned to the individual agencies sufficient for their needs, pursuant to the designation by the countywide p-card administrator.
• Agency monthly credit limits currently range from $3,000 to more than $500,000, with a small number of cards having an unlimited credit line depending on the volume of spending and are subject to change based upon situational need.
• Obtain speedy, and in no event more than 3 calendar days, approval for specific agency credit limits changes.
4. Secure internet based card and report management system:
• The system must allow for quick updates and business rule changes, as the county deems necessary, and must include the capability to interface with the county’s financial management system (FMS).
• Solutions and detailed explanation of their experience with application planning interfaces (API) connections and enterprise resource planning (ERP) connections.
- Functions for secure internet based card and report management system:
• Include an online application platform with single sign on functionality that enables applicants to submit, track, and manage their applications electronically.
• Support a multi-level approval workflow that aligns with the county’s internal organizational hierarchy and operation processes.
• Allow for configurable approval hierarchies (e.g., applicant → supervisor and department head → program administrator).
• Each level of approver must be able to review, comment, approve, or reject applications electronically.
• The workflow must automatically route applications to the next approver based on predefined business rules and organizational structure.
• The system must include email and dashboard notifications for pending approvals, status changes, and completed actions.
• Audit tracking for all application and approval activities, including timestamps and user identification.
• Authorized administrators to modify workflow configurations (e.g., add or remove approval levels, change approver assignments).
• The online application and approval process must be accessible via standard web browsers and comply with Americans with disabilities act (ADA) accessibility standards
• The solution must offer reporting and analytics capabilities for monitoring approval timelines, bottlenecks, and overall application processing efficiency.