Automated Purchase Card Approval System

Background
The Department of Homeland Security (DHS), specifically the Immigration and Customs Enforcement (ICE) Office of Acquisition Management (OAQ), is seeking a commercial off-the-shelf (COTS) Automated Purchase Card Approval System.

The goal is to provide a streamlined, automated, and paperless solution for the government purchase card program users, thereby reducing administrative costs associated with manual processes. The system will enhance compliance with DHS Purchase Card Policy and improve oversight and risk management for the purchase card program.

Work Details
The contractor is required to deliver an Automated Purchase Card Approval System that meets the following specifications:
- **Paperless**: The system must be entirely paperless and automated for purchase card requests.
- **Form**: A fillable request form (DHS Form 1501) that includes all required fields and allows for customization without additional fees.
- **Routing**: Requests must route through at least four individuals for approval, with the capability to include additional approvers.
- **Hierarchy**: Integration with the agency’s bank hierarchy structure.
- **Visibility**: Access for designated managers to all transaction documentation with robust search capabilities by various criteria such as cardholder, merchant, and transaction date.
- **Establish Rules**: Flexibility to incorporate new rules compliant with DHS policies, including reminders for approvals and supporting documentation.
- **Accessibility**: Documents must be accessible from any location via computer or smartphone.
- **Retention**: Documents must be retained for six years from the transaction date.
- **Reporting**: Capabilities to track spending, users, pending requests, socio-economic spend, and custom reports.
- **Matching**: Ability to match bank transaction reports with approved documents (3-way matching).
- **Reconciliation**: Capability to import data from the servicing bank's system (Citimanager) for matching transactions.
- **Auditing**: Functionality to alert administrators of potential audit flags.
- **Receiving & Property Management**: Allow partial receipt and capture signatures when applicable.
- **B2B Punchout & Catalog Ordering**: Capability for users to access approved merchant websites and catalogs.
- **Financial Tracking**: Customizable financial tracking capabilities without interfacing with ICE’s financial system.
- **Support & Training**: Vendor must provide customer support and training materials including a how-to video.

Period of Performance
Base Year from September 15, 2025 – September 14, 2026; with optional years extending through September 14, 2030.

Place of Performance
The primary place of performance will be at the Contractor's facility.