The vendor is required to provide a commercial card program that provides the greatest financial benefit to the state, as well as user-friendly access to data, reporting, and overall services for the statewide program administrator and cardholders statewide.
- provide MasterCard or visa ghost accounts and credit cards with customizable credit limits and category restrictions (per cardholder and per using entity) that have no access to cash advances or ATMs.
- Declining balance card/managed spend card – specialized p-card with a pre-set spend limit and expiration date that is typically non-replenishing.
- Card product with an established limit that reduces as transactions occur.
- Emergency card – specialized purchase card that is always open, active and ready for use, often with no or an extremely high credit limit.
- One card/integrated cards – a physical or virtual (no plastic) type of hybrid card in which a single card is issued to an employee for more than one category of expenses (e.g., goods/services and travel expenses), eliminating the need to carry two cards.
- Purchase card – physical or virtual (no plastic) card intended as a method of payment for goods and services either at the point of sale or to pay an invoice for goods or services.
- Travel card – physical card used by organization and their employees for travel and entertainment (T&E) expenses.
- This product may be used to make travel arrangements, or by a cardholder at the point of sale.
- Electronic payable/single use accounts/virtual card – virtual, single time use card intended as a method of payment for goods and services at point of sale or to pay an invoice.
- Central travel services (CTS) card – physical or virtual (no plastic) card used by organization and their employees for travel and entertainment (T&E) expenses.
- This product can also be used by departments to book travel on behalf of employees who travel infrequently and are not issued an individual card.
- Provide a modern web-based and user-friendly data management and reporting system (the “system”) for the commercial card program.
- The system must allow users the ability to administer the system approval process and user’s access and privileges online.
- The system must allow for program administrator to setup new accounts online, including ordering and registering cards, establishing user ids and passwords.
- The system must allow for the statewide program administrator to add, edit, or remove single or multiple merchant category codes (MCC) from multiple card accounts at once.
- The system must allow for the statewide program administrator to initiate one-time overrides per transaction.
- The system must allow for the statewide program administrator to establish roles, access, and authority levels for all user types (i.e. managers, approvers, cardholders) within the state.
- The system must allow for the statewide program administrator to unlock system access, reset user id and reset password for any user within the state.
- The system must allow for the statewide program administrator to update all cardholder information online.
- The system must allow for the statewide program administrator to see changes made to an account profile and who made those changes.
- The system must allow for the statewide program administrator to view cancelled, deactivated, and suspended cards within the state.
- The system must allow for the statewide program administrator to order and issue replacement cards (singular or multiple simultaneously) online.
- The system must allow for the statewide program administrators and cardholders to access statements online.
- The system must allow for the statewide program administrators and cardholders to mark accounts for paper or paperless statement delivery.
- The system must notify the statewide program administrators and cardholders of statement availability.
- The system must allow for the statewide program administrator and cardholder to check status of cards and view account information including but not limited to:
1. Balances
2. Limits
3. Charges
4. Declined transactions
5. Spend history
6. Default accounting codes
7. Demographics
- The system must allow for the statewide program administrator to choose the billing cycle close date for the state.
- The system must have the ability to roll-up billing to managing account level or bill at department level as determined by the state.
- The system must display all transactions in state dollars.
- The system must allow for the statewide program administrator to edit user id, role and authority level online.
- The system must have a minimum of seven (7) program hierarchies.
- The system must allow for the statewide program administrator account with access to view and pull reports for all transactions made by the state.
- The system must allow for the statewide program administrator to simultaneously activate, deactivate, suspend, and terminate cards online.
- The statewide program administrator must be able to cancel a card (or a group of cards).
- The system must be able to route transactions through approval/workflow path as established by the statewide program administrator.
- The system must allow for the statewide program administrator to add, edit or remove security features (temporary or permanent) in real time at the card account level including, but not limited to:
• Dollar per transaction limit
• Maximum daily/weekly/monthly spend
• Transactions per day/week/month limit
• Merchant category code (mcc) blocks
• The system must automatically lock transaction accounting code data from editing after a time specified by the state
- The system must actively validate accounting segment data against valid value table data as determined by the state.
- The system must allow for the statewide program administrator to assign, edit, and delete "default" accounting codes for all program hierarchies within the state.
- The system must allow for user to save and edit frequently used accounting codes.
- The system must allow for a minimum of 99 accounting code splits per transaction.
- The system must allow for user to manually enter tax detail at the transaction level.
- The system must allow the statewide program administrator to download the entire purchase card number for use in other systems.
- The system must allow the statewide program administrator to access past transaction detail data in real time for a minimum of thirty-six (36) months throughout the life of the contract.
- The system must allow for user to upload and attach supporting documentation to the transaction in the following formats (at a minimum): pdf, jpg, tiff, PNG.
- The system must be supported (at a minimum) by edge, Firefox, safari and chrome.
- The system must allow for downloads, data transmissions, and integration in support of nonstandard/standalone financial management systems, including legacy systems.
- The system must be able to provide purchase card information and transaction detail in a format compatible with all enterprise resource planning (ERP) or e-procurement systems utilized by the state, including but not limited to any sap, banner, oracle, periscope, workday, or systems.
- Provide, at no cost, the entire banking information flat file at the frequency requested by the state in accordance with standard file transfer protocol (ftp).
• At a minimum, file outputs must include csv (comma delimited) format and XLS.
- The system must have the ability to create custom extract files/mappers at no charge to the state for automatic feed into their financial systems (i.e. sap, oracle, SMFA, SQL, excel, etc.).
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 23, 2025