The Vendor is required to provide the procurement card services program (p-card program) will consist of design, implementation, training, monitoring, and evaluation of a purchasing card program.
- Other services will include purchasing and accounting implementation, card provision, initial and ongoing training, ongoing customer service, and monthly billing and reporting.
- Provide purchasing card services for the procurement of and payment for materials, equipment, supplies, and services utilized by the county.
- A purchasing card program is to make purchasing and accounting processes more efficient by:
• Eliminating manual steps and costly paperwork currently required
• Enhancing the reporting of purchase data
• Reducing the number of checks produced
• Providing payment to merchants on a timelier basis.
• Develop a user friendly and flexible program that simplifies the purchasing process (buying and reporting) and eliminates activities that add to the cost of goods and services purchased.
• Help establish internal controls over the purchasing card process.
• Establish a procurement process and payment system that provides adequate internal controls to allow payment to be made in the shortest time possible, consistent with good cash management practices.
• Provide a strategic management information tool.
• Provide guidance to establish an internal reporting system for the purchasing card.
• Assist in integrating purchasing card information with all existing procurement and/or accounting systems.
• Provide ongoing training and assistance on the use of purchasing cards and reports.
• interface effectively with all current accounting programs.    
- Annual fees - Must not assess and annual fee for the use of the procurement card.    
- Transaction fees - Must not assess any transaction fee for use of the procurement card.
- Financial and interest charges - Must not assess any finance or interest charges on current balances.
- Late charges- The County shall not be assessed any late charges when payment is delayed due to a disagreement between the county and the contractor regarding the quantity, quality or time of delivery of any equipment, materials, supplies, or services or the accuracy of any invoice.    
- Billing Procedures:
• Billing statements must identify details of transactions for each card holder.
• Provide the flexibility to issue multiple account numbers for each county department/division with separate billing for each account number
• Electronic transmittal of billing information is preferred.
- Payment:
• Shall accept payment through the use of electronic funds transfer (EFT), electronic data interchange (EDI) or checks.
• Payments shall be made directly to the contractor or to any bank account established by the contractor to receive payments from the county within 30 days of billing.
- Disputed billings: the contractor shall provide a method for resolution of any disputed billings.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 12, 2025