BILLING-1122 - USA (Wichita, Kansas) - Purchasing Card Program - Deadline October 13,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: BILLING-1122

Government Authority located in Wichita, Kansas; USA based organization looking for expert vendor for purchasing card program.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide purchasing card program to the government authority located in Wichita, KS.
- Acquire Purchasing Card Program Services meeting the parameters, conditions and mandatory requirements presented in the document,
- Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and customer satisfaction,
- Acquire Purchasing Card Program Services with the most advantageous overall cost to the county
- County currently has approximately 403 purchasing cards. In 2019, County spent $2.6 million using purchasing cards. Purchasing cards are utilized for travel and routine, smaller purchases,
- New, Changes and Termination of Cards:
- The contractor shall not issue any cards, make changes or terminate a card without the written approval of the County's designated contact,
- Liability:
- The county will not accept liability for unauthorized use, account numbers which are fraudulently used and cards which are lost or stolen,
- Card Format:
- The County's logo, which will be provided by the County,
- A toll-free customer service number shall be printed on the back of the card,
- There shall be no reference to ATMs on the card,
- Card Controls and Restrictions:
- Single transaction dollar limits - established per individual card, not to exceed the County's established individual cardholder maximum dollar limit,
- Maximum dollar limitation per card - established per individual card,
- Merchant Category Code blocking - restrictions on the types of vendors authorized to accept the card and the types of commodities that may be purchased,
- Please describe how we can designate certain employees to make changes to all cards and accounts, make calls on behalf of certain cardholders, etc,
- Cash advances - complete prohibition of cash advances,
- Additional controls - please describe any other additional controls that may be available,
- Push Purchases; No charges will go through on CLOSED accounts,
- Ability or option to not have card PIN numbers,
- Ability of account auditors to set & reset passwords for county employees, change their address, department, etc,
- Ability by account administrators to approve/decline transactions in real time,
- In the event of a confirmed reported fraud/stolen card – card merchant will automatically will send out new card (Don’t have to manually create new card),
- Questioned/Disputed Items and Charge-backs:
- The contractor shall provide a method for handling questions concerning charges. Toll-free service for this process shall be available. Please describe the process for disputed and chargeback items,
- Statements:
- Statements should be e-mailed directly to the cardholder for processing. It is also desirable for all cardholders to have online access to statements and activity,
- Ability to choose statement closing date is desirable specifically due to, complications experienced during year end processes overseen by Division of Finance (county preference is the 25th of every month as a statement end date),
- Reports:
- The contractor shall provide reports that show monthly detail by cardholder, by department and by the County as a whole. Reports shall also be capable of showing transactions by vendor, card declines, disputed charges, level III information, each card’s last use date and card charges and declines in real time and, have our records available online to us for five (5) years or more,
- Online Services:
- Any online services that are available to manage the purchase card program. Including new card issuance, deletion, replacing, modifying, etc,
- International Transaction Fees:
- The County would like to be exempt from obtaining any Foreign Transaction Fees,
- Rebates:
- any rebates that are available with the purchase card program,
- Traveling/Car Rental Insurance:
- any traveler’s or car rental insurance benefits that would accommodate our purchasing card program.
(2) All questions must be submitted no later than September 25, 2020.

[C] Eligibility:

Onshore (USA Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Tuesday, 13 October, 2020

Question Answer Deadline : Friday, 25 September, 2020

Category : Billing Services

Country : USA

State : Kansas

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