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BILLING-1152 - USA (Roanoke, Virginia) - Purchasing Card Program - Deadline November 5,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: BILLING-1152

Government Authority located in Roanoke, Virginia; 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 Roanoke, VA.
- The purchasing card program will at a minimum provide credit cards and a web based card management system for the use of making small dollar purchases of goods, services, travel expenses and fuel,
- Issuance of Cards:
- All purchasing cards will be approved and issued through the Purchasing Card Administrator(s) to users who have been authorized to receive them by department management and the Purchasing Division,
- Contractor shall not issue any cards without the approval of the Purchasing Card Administrator,
- Each Offeror shall indicate the time frame from the receipt of card request to the issuance of a new card, and describe method(s) available to receive request and method of card delivery,
- Liability:
- The city shall be liable only for the use of the program by authorized users. The City shall not be liable for any unauthorized use of purchasing account card or numbers which are fraudulently used and or purchasing cards with are lost or stolen for purchases beyond the maximum limit of fifty ($50) dollars,
- Card format and Design:
- The cardholders name, department/division on the face of the card,
- . The City logo and any other distinct feature that the Offeror may choose to use, subject to the City’s written approval,
- The Offeror’s toll free customer service number shall be printed on the back of the card. Note: Customer service staff shall not make changes to the card limitation parameters without the proper written authorization by the Purchasing Card Administrator,
- There shall be no references to Automatic Teller Machines (ATM) included on the card,
- Card Controls and Restrictions:
- Contractor will have the ability to set restrictions and controls. Maximum Citywide limitations for all cards will be set in writing at the start of the Contract and may be changed only by notification from the Purchasing Card Administrator. This notification will be provided by electronic mail,
- Individual controls shall be set at the time of card application, but may be changed at a later time. Card controls may be changed only upon request from the Purchasing Card Administrator. These changes may be made through a web-based program management system, by electronic mail or by US mail service,
- A toll free number should be available to process these types of changes immediately. Offeror shall indicate hours of operation for such toll-free service. Offeror should indicate a time frame for making individual card control changes,
- Web-based Card Program Management:
- All City departments/divisions have access to the internet. Offeror should provide, at a minimum, a user friendly web-based program that offer the ability to make real-time changes to the card information, view transaction information, generate program reports, and map transactions to the City financial system,
- Contractor should be capable of providing a web-based program management system. Contractor should describe, in detail the capabilities of their proposed system,
- Contractor’s proposed system should have the ability to upload existing data, such as default account codes into proposed web-based program management system,
- Training:
- Benefits and features of the card, Billing procedures, The application process, Available reports, If applicable, the transition from current card provider to a new provider,
- Customer Support:
- A toll-free telephone number for customer support and assistance. Offeror shall describe the availability of the toll-free assistance line, including the hours the line is staffed,
- An Account Manager shall be assigned to assist the City. Offeror should provide the name, title and toll-free telephone number of the customer account representative and an alternate who would respond to inquiries by the Purchasing Card Administrator. Contractor shall notify the Purchasing Card Administrator, in writing, if the customer accounts representative information changes. The City reserves the right to request a different representative if deemed necessary by the City.
(2) A Non-mandatory Pre-Proposal conference will be held on October 19, 2020.
(3) All questions must be submitted no later than October 26, 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 : Thursday, 5 November, 2020

Pre-proposal Conference Date : Monday, 19 October, 2020

Question Answer Deadline : Monday, 26 October, 2020

Category : Billing Services

Country : USA

State : Virginia

Cost to Download This RFP Document : $ 5

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