Purchasing Card Compliance Expense Management System

The Vendor is required to provide to survey the industry, to obtain information on purchasing card (p-card) compliance expense management system (PCC-ems or system) solutions.
- The P‐Card is only a payment mechanism and not a payment authority. 
- The P‐Card Program is not intended to circumvent procurement or purchasing guidelines and procedures.
- P‐Card Program are to:
•    Ensure the best value for the ratepayer’s purchasing dollar.
•    Ensure all purchasing activities are transparent, fair, and ethical and satisfy business‐ related needs.
•    Minimize operational down time while adhering to city and agency policies and procedures.
- This system is to streamline and facilitate P-Card compliance cycle times and processes by replacing paper-intensive and labor-intensive processes with electronic and more user-friendly processes.
- The system will facilitate efficient tracking, approval, and reporting of P-Card transactions while ensuring adherence to organizational compliance standards.
- The phases are:
•    Planning and Analysis: This phase involves defining project scope, identifying business requirements, and selecting a suitable out-of-the-box (OOTB) system.
•    Design: In this phase, the system is designed to meet the P-Card Program’s specific needs, including configuring workflows, defining data structures, and identifying integration points.
•    Build: The system is configured and built according to the design specifications, including setting up security, creating user roles, and loading initial data.
•    Test (including User Acceptance Testing (UAT)): This phase involves testing the system to ensure it meets the organization’s requirements, including unit testing, integration testing, and user acceptance testing.
•    Deployment: The system is deployed to production, and users are trained on the new system.
•    Post-Implementation Review and Support: After the system is deployed, P-Card Admin reviews the implementation process, identifies areas for improvement, and provides ongoing support and maintenance to ensure the system continues meet the needs of the P-Card Program.
- Provide professional services to P-Card Admin/agency, including but not limited to:
•    Designing the system by configuring workflows, defining data structures, identifying integration points, and reviewing design documentation for alignment with business objectives.
•    Configuring the system, setting up user roles and security, loading initial data, and providing feedback on build documentation to ensure readiness for testing.
•    Conducting integration and user acceptance testing to validate system functionality, while also reviewing and refining test documentation.
•    Deploying the system to production, training P-Card Admin and agency personnel, and supporting the transition to live operations with tailored training materials.
•    Conducting a post-implementation review, improving existing policies and processes based on system capabilities and best practices, and providing ongoing support and maintenance.
•    Performing other related tasks as needed to ensure successful implementation and long-term adoption of the system.
- Create a centralized platform for overseeing all P-Card transactions, activities, and statistics with associated cardholder(s) (i.e., debits and credits, card use and non-use, spending limits, card suspensions, temporary and permanent merchant authorizations, new cards issued, etc.)

- Questions/Inquires Deadline: September 25, 2025