P-Card and Payable Solutions Associated Support and Services

The vendor required to provide p-card and payable solutions, associated support and services for include:
•    Provision and issuance of p-cards: the cards proposed must be widely accepted by a variety of merchants.
•    Card format and design: the county and county use two separate designs for their p-cards, which include separate logos, business names, and tax-exempt numbers that are embossed on the p-cards. 
•    All designs that are submitted after contract award are subject to approval by the county.
•    Card controls and restrictions: the county will identify different organizational restrictions and controls, which may include restricted merchant category codes under numerous merchant category groups, blocking of automated teller machines or cash advances, etc. 
•    Specific organizational and individual restrictions and controls will be identified and implemented upon contract award. 
•    Thereafter, only authorized county staff will request or execute changes to restrictions and controls.
•    P-card controls: authorized users must have the capability to manage p-card settings and perform real-time updates via the bank’s online portal at any time, 24/7. 
•    Management of issuance to cardholders: p-cards are issued either to individual employees (named p-cards) or to work groups (department p-cards) on various teams within the county or county. 
•    The p-cards are controlled by a custodian(s) and shared by staff within the work group. 
•    Liabilities: the county must be protected from liability arising from fraudulent and disputed transactions, including unauthorized transactions resulting from lost or stolen cards. 
•    P-card suspension and termination: p-card administrators must have the ability to suspend and close p-cards for convenience.
•    Web based administration and reporting tool:
o    The provided tool must offer comprehensive transaction and reporting capabilities, including the ability to view posted transactions with merchant details, monitor real-time authorized or declined charges, support data integration, and the ability to upload and support reconciliation documentation. 
o    The platform must offer customizable, flexible reporting tools that retain historical data for up to five years, support unformatted file formats (e.g., csv), and provide read-only access for specific users. 
o    The platform must be flexible and user-friendly for administrators, offering efficient management tools and customization options. 
o    The platform must support role-based access control (RBAC) and multi-factor authentication (MFA) for administrative and privileged users. 
o    Their access control mechanisms and user provisioning workflows. 
o    Offerors must ensure ongoing maintenance, system updates, and compliance with security standards. 
o    All systems and data transmissions must comply with industry-standard encryption protocols. 
o    Offerors must confirm encryption standards used in their platforms and interfaces.
•    Customer support: comprehensive customer and technical support must be provided. 
•    Dedicated support teams and representatives shall be available 24/7. 
•    Training: the offeror shall provide tailored training to county and county staff in flexible formats and support the development of custom materials. 
•    As county and county will implement separate programs, the offeror must confirm the ability to deliver distinct training for each. 
•    Transition planning: the current county contract expires on august 14, 2026. 
•    All new p-cards must be delivered to the county within 60 days of the expiration to ensure that there is no lapse in the p-card program. 
•    Provide a transition plan.
•    Maintain billing documentation and accounts: billing statements must be delivered electronically at agreed intervals. 
•    Separate centralized billing accounts must be established for county and county. 
•    Funded student activity accounts are billed monthly to each individual school, however, the billing cycle runs from the 16th to the 15th, as opposed to all other county p-cards which have a billing cycle of the 28th to the 27th. 
•    The offeror shall accommodate different billing cycles and payment terms. 
•    Billing statements must contain the following information:
o    A list of all detailed p-card transactions.
o    P-card name, truncated account number, and billing address.
o    Merchant name for each transaction.
o    Transaction and postdates.
o    Total cost of goods and services (or credit amount) for each transaction.
o    Summary (quantity and dollars spent) for the billing period.
•    Billing interval (period): the county currently receives and pays the centralized p-card bill on a weekly basis, but will consider alternative billing intervals, such as bi-weekly or monthly. 
•    Billing file security and quality control: p-card information shall be kept secure, including the transmission of the electronic billing file. 
•    Payment and late charges: unless otherwise agreed upon, payment will be made within 30 days after (1) acceptance of products or services, or (2) receipt of a correct invoice, whichever is later. 
•    The payment date is the date of the postmark of a mailed check, or the transmittal date of a wire transfer or ach payment. 
•    Other parameters for prompt payment which might result in rebates, bonuses, and incentives will be considered by the county. 
•    Sale of cardholder information: the offeror shall not sell, rent, or otherwise distribute a list of p-card accounts, numbers, addresses, or other information about p-card accounts.
- Budget: $2.04 billion

- Contract Period/Term: 3 years
- Optional Pre-Proposal Conference Date: January 29, 2026
- Questions/Inquires Deadline: February 20, 2026