Purchasing Cards and Related Services

The vendor required to provide purchasing cards (p-card) is to enable authorized cardholders to carry out their duties more efficiently and effectively while reducing the cost to purchase necessary items, usually of a small dollar value.
- Card features
•    Issue cards to employees identified by city, without requiring credit checks for city agencies or city employees, and without requiring the submission of social security numbers.
•    Provide the following account types: corporate cards and virtual cards. 
•    Provide both revolving balance and declining balance functions and related features, including accurate and timely transaction detail reporting
•    Provide insurance coverage for breakage, loss or theft of product purchased. 
•    Imprint the cards with a unique logo at the city’s request.
- Card cancellation
•    Upon notification by city of card termination, temporary suspension, or cancellation, or lost or stolen cards, the selected applicant shall immediately act on the cardholder's account or provide city the ability to close accounts immediately.
•    applicant will not cancel cards, unless in the event of fraud concerns, without providing at least seven (7) days written notice to city. 
•    applicant will notify city before taking any action, like closing an account, on any delinquent accounts.
- Card ordering and replacement
•    Provide city with the ability to request a renewal card or a replacement for a lost card online and in real-time. 
•    Provide a status of new and replacement cards to city within one (1) business day of ordering. 
•    Commit to specific turnaround times in business days for delivering the below types of requests:
o    New physical cards
o    Replacement cards
o    Expedited new cards
o    Expedited replacement cards
- Card controls
•    Provide ability for city to apply various card controls, spending controls, spending limit options, and usage restrictions in a secure online portal or website:
o    Monthly, daily, and single purchase limits 
o    Merchant category code (mcc) restrictions and mcc groupings
•    Allow city to make credit limit changes real time, as needed, in a secure online portal or website.
•    Transaction limits and mcc blocks or usage restrictions offered.
- Account administration
•    Provide online access for account maintenance, reconciliation, and reporting capabilities. 
•    Provide city a minimum of two (2) administrators with master account-level access, which includes varying levels of access to reports up to and including the ability to pull reports across the program on data that pertains to all accounts and transactions. 
•    User hierarchy permission options within online portal. o online access to:
o    Daily real time cardholder account activity
o    Monthly billing statement
o    Management reports
o    Outstanding payments
o    Declined transactions
o    Cancelled transactions
- Implementation
•    Provide new cards to our authorized cardholders in a timely manner of receiving contract approval. 
•    Ensure appropriate access is provided to city in a timely manner of contract approval.
- Reporting and portal requirements
•    Provide monthly report that shows the p-card volumes for each account.
•    Include a department number field to assist with reconciliation and auditing purposes or allow the city to create report groups to accomplish this objective. 
•    Provide an accurate monthly status report of all the cards due to expire the following month. 
•    Provide monthly as well as ad hoc reporting to city. 
•    The reports should include, but are not limited to, the following:
o    Daily real time activity access to cardholder account activity, 
o    Monthly billing statement, 
o    Management reports, 
o    Payment delinquency, 
o    Declined transactions, 
o    Monthly statements broken down by department number or reporting group.

- Contract Period/Term: 4 years
- Questions/Inquires Deadline: December 1, 2025