P-Card Commercial Card Compliance Solution

The vendor is required to provide purchasing card (p-card) and related payment solutions that support the city’s operational requirements and enhanced automated compliance controls.
- The solution should support standard municipal p-card program functionality, including but not limited to:
• Individual cardholder accounts;
• Department and program hierarchy management;
• Merchant category code (mcc) controls;
• Transaction amount limits (single transaction and cycle limits);
• Restricted merchant and mcc blocking;
• Real-time authorization and decline logic;
• Electronic receipt capture and transaction reconciliation;
• Audit and reporting functionality; and
• Integration or export capability for the city’s financial and procurement systems.
- The solution is capable of supporting automated controls for aggregate supplier and merchant spend, including:
• Ability to track cumulative spend by merchant and supplier across:
• All cardholders,
• All departments, and
• All cost centers;
• Ability to define time-based thresholds (e.g., fiscal year);
• Ability to configure spend caps for specific merchants or suppliers (e.g., $3,000 annually); and
• Ability to automatically:
• Decline transactions, or
• Routine transactions for exception review or approval, once aggregate thresholds are met.
• Respondents shall clearly indicate whether these controls:
• Can be enforced in real time during transaction authorization; or
• Function as post-transaction monitoring controls only.
- The city anticipates the need to allow continued purchasing from certain merchants or suppliers when an active city contract exists.
- The proposed solution should support:
• Identification of merchants or suppliers associated with active city contracts; and
• Exception handling or rule-based overrides tied to those contracts.
- The solution should support configurable alerts, dashboards, and compliance notifications, including:
• Notifications when defined thresholds are approaching (e.g., 75%, 90%, and 100%);
• Alerts to program administrators when transactions are declined due to aggregate caps;
• Audit reports supporting compliance reviews and public records requests.