The vendor is required to provide for a purchasing card (p-card) program for city employees to purchase goods and services.
- Single and monthly transaction limits shall include freight, handling charges, sales tax, and other related charges.
- Additional charges
• Annual fees: the contractor must not assess an annual fee for use of the purchase card.
• Transaction fees: the contractor must not assess any transaction fee for use of the purchase card.
• Late charges: the city shall not be assessed any late charges when payment is delayed due to a disagreement between the city and the contractor regarding the quantity, quality, or time of delivery of any equipment, materials, supplies, or services, or the accuracy of any invoice.
• International fees: international transaction fees shall be easily identifiable on statements, and the method of exchange-rate calculation shall be clearly stated.
- Billing procedures
• City-level billing statements must identify details of transactions for each cardholder.
• The contractor shall provide the flexibility to issue multiple account numbers for each department, division, or other "group" of the city.
• Billing information must include account number, vendor name, transaction date, amount, card number, and cardholder's name for each transaction.
• The contractor shall cooperate with the city to accommodate the fiscal year-end cut-off on June 30th of each year, if needed.
• Employee-level billing statements shall also occur on a monthly basis, with statements digitally sent (i.e., email) to individual cardholders and available online to the cardholder and others identified by the city.
• The statement shall reflect details of the individual's purchases, including the cardholder's name, account number, vendor name, transaction date, and amount for each transaction.
• The contractor shall provide a method for the resolution of any disputed billings.
• If an authorized cardholder is determined to be at fault by means of the discrepancy resolution method on disputed charges, then the agency must pay for goods and/or services received.
- Payment
• Payments shall be initiated by the city.
• The contractor shall accept payment using paper checks, automated clearing house (ach) electronic payments, and/or online payments.
• Payments shall be made directly to the contractor or any bank account established by the contractor to receive payments from the city within 30 days of billing.
• As new technology changes and upgrades become available, the city may want to explore the possibility of making electronic payments.
• For example, remitting payments by eft or Edi on a daily overnight basis.
- Provide online capability for the City's program administrators to request new and replacement cards.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: May 15, 2025