Automated Purchase Card Approval System

Background
The Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Office of Acquisition Management (OAQ) requires a commercial off-the-shelf (COTS) Automated Purchase Card Approval System. This system aims to automate the manual and labor-intensive process of purchase card approvals, thereby reducing administrative costs and enhancing compliance with DHS Purchase Card Policy. The automated solution is intended to streamline audit requirements, provide oversight, and mitigate risks associated with the purchase card program.

Work Details
The contract seeks a COTS solution that meets the following specifications:
- **Paperless**: The system must be an automated enterprise procurement system for purchase card requests.
- **Form**: A fillable request form (DHS Form 1501) must be included, allowing for customization without additional charges.
- **Routing**: Requests must route through at least four individuals for approval, with options for additional approvers.
- **Hierarchy**: Integration with the agency’s bank hierarchy structure is required.
- **Visibility**: Designated managers must have access to all transaction documentation with robust search capabilities by various criteria (e.g., cardholder, merchant).
- **Establish Rules**: The system must enforce DHS policies, including separation of duties and reminders for documentation.
- **Accessibility**: Documents should be accessible from any location via various devices.
- **Retention**: Documentation must be accessible for six years post-transaction.
- **Reporting**: Capabilities to track spending, users, pending requests, and generate custom reports are necessary.
- **Matching**: The system should match bank transaction reports to approved documents (3-way matching).
- **Reconciliation and Document Close Out**: Capability to import data from the servicing bank's system for reconciliation is required.
- **Auditing**: Alerts for potential audit flags should be included.
- **Receiving and Property Management**: Must allow partial receipts and capture signatures when applicable.
- **B2B Punchout and Catalog Ordering**: Users should access approved merchant websites and catalogs with comparison shopping capabilities.
- **Financial Tracking**: Customizable financial tracking options should be available without interfacing with ICE’s financial system.
- **Support and Training**: Vendor support and training for users are mandatory.

Period of Performance
Base Year from September 15, 2025 – September 14, 2026; Option Years extend through September 14, 2030.

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