Purchasing Card Services

Background
The City of Douglas is a municipal government agency with over 200 employees. The Mayor and Common Council are seeking proposals for purchasing card services to streamline purchasing processes, enhance security, and improve financial controls. The current platform in use is from Bank of America, and the city anticipates a significant volume of transactions requiring a vendor with proven experience in managing similar programs.

Work Details
The RFP outlines the requirements for a comprehensive purchasing card program that includes:

1. Card Issuance: Ability to issue cards with varying spending limits and usage restrictions, secure card delivery and activation processes, and the ability to issue temporary or virtual cards.

2. Transaction Management: Real-time transaction monitoring and reporting, tracking and reconciling purchases by department or category, integration with existing accounting systems (Springbrook), setting up spending limits and controls, and restricting usage by merchant or location.

3. Reporting and Analytics: Detailed transaction reports including spending by cardholder, customizable reports, integration with accounts payable software, data export capabilities, and compliance with data security regulations.

4. Security and Risk Management: Robust security measures to prevent fraud, dispute resolution processes, and card lock/unlock capabilities.

5. Customer Service: Dedicated support team for cardholders, clear communication channels, training materials for users, and an application accessible via smartphones for various tasks.

6. Contract Management: Clear contracts with Service Level Agreements (SLAs) for key performance indicators, regular performance reviews, and a rebate on transaction volume back to the City.

Period of Performance
The contract period will be determined based on the proposal acceptance date.

Place of Performance
Services will be performed within the City of Douglas, Arizona.

Bidder Requirements
Proposers must demonstrate experience in managing similar purchasing card programs for organizations of similar size; strong technical capabilities in card processing; financial stability; commitment to high-quality customer service; compliance with all applicable laws and regulations; submission of a detailed pricing structure including fees; annual rebate percentage; technical specifications; references from similar clients; and contact information for key personnel.