Payables Solutions Purchasing Card Programs and Related Services

The vendor is required to provide offer scalable and secure payment platforms that support the following core objectives:
• Cost savings and potential revenue generation
• Enhanced employee and process efficiency
• Streamlined expense and cash flow management
• Supplier optimization and enrollment support
• Improved working capital and financial reporting
• Full compliance with applicable public sector regulations
- Program administration and implementation
• Provide a scalable, user-friendly, and secure platform suitable for entities of varying size and complexity. 
• Offer program consultation and support services for program planning, rollout, and long-term optimization. 
• Provide integration and implementation services, managing, directing, and bearing responsibility for any subcontractors necessary toward those aims. 
• Provide training to staff at various levels as directed by the purchasing entity. 
• Allow for central billing and reconciliation options, as well as departmental or card-level customization.
- Core payable and card-based services
• ACH and b2b payment automation 
• Virtual payments and electronic payment systems 
• Corporate cards, commercial cards, T&E cards 
• Purchasing cards (p-cards) for centralized or departmental use 
• Hybrid or consortium-based programs 
• Expense management software and automation tools 
• Scalable platforms for entities of varying size and complexity 
• Central billing and reconciliation, with card- or department-level customization 
• Dedicated implementation support including project timelines, milestones, and stakeholder training 
• Assistance in developing p-card and payment policies, incentive structures, and supplier participation strategies
- Card issuance and types
• Physical, virtual, single-use ("ghost"), and cordless solutions
• Support for customized card printing (e.g., logos, “for official use only”)
• Card issuance with configurable workflows and activation protocols
- Controls, compliance, and security
• Department-, cardholder-, and organizational-level controls
• MCC and SIC restrictions, dynamic overrides, and complex approval hierarchies
• PCI DSS compliance and support for additional financial regulations
• Fraud prevention tools, alerts, and card locking and unlocking capabilities
• Defined dispute resolution processes, liability thresholds, and expedited replacement and digital card options
- Online management, reporting and integration
• 24/7/365 online platform with real-time transaction visibility
• Customizable reporting (scheduled, ad hoc, or on-demand) with exportable formats
• Dashboards for auditing, trend analysis, fraud detection, and policy compliance
• Integration with ERP, accounting, procurement, and expense management platforms via API or
file-based exchange
- Rebate and incentive structures
• Competitive rebate programs tied to spend volume, early payments, or ePayables
• Optional revenue-sharing or rebate incentives for specific sectors (e.g., education, local government)
• Transparent models for rebate tiers and optimization strategies
- Training and onboarding
• Initial and ongoing training for administrators, cardholders, and finance staff (virtual and in-person)
• Training materials such as guides, tutorials, and reference documents
• Support for onboarding across time zones and in multiple languages
- Customer support and relationship management
• 24/7 support for cardholders and administrators via phone and online channels
• Designated relationship managers or account teams
• SLAs and escalation procedures for issue resolution
- Optional services
• Accounts payable automation
• Virtual card issuance and expense integration
• Contract optimization, supplier outreach, and enrollment assistance
• Data cleansing, sustainability tracking, or compliance toolkits
- Program fees and cost transparency
• Propose fee structures with no or minimal charges for setup, maintenance, user access, or training
• Clearly itemize optional services and any associated costs
- National and global acceptance
• Proposed solutions should be accepted by vendors nationwide and internationally
• Vendors should assist in enrolling member-preferred suppliers into acceptance networks where applicable.
- Contract Period/Term: 1 year
- Pre-Proposal Meeting (Non-Mandatory) Date: July 2, 2025
- Questions/Inquires Deadline: July 15, 2025