43-Group 3-Purchasing Card Services, Scope of Services, GEN2131264P1.pdf

SCOPE OF SERVICES

Group 3: Purchasing Card Services

1. SUMMARY

Broward County (“County”) is seeking proposals from qualified Vendors to provide procurement card and virtual card payment services. Both services shall provide efficiency and cost savings to the County.

Broward County’s procurement card program aims to streamline processing of small dollar purchases while maximizing revenue through rebates and cost savings. The virtual card services shall support the payment of invoices for various goods and services, thereby improving working capital and fraud protection.

The County seeks a vendor that will continuously elevate payment performance by combining best practices, seamless systems, and exceptional support to create real value for the County’s purchasing card users and vendors.

2. BROWARD COUNTY BACKGROUND

Broward County, Florida is a political subdivision of the State of Florida, governed by an elected Board of County Commissioners under the Florida State Statutes and the local County Charter. It is the 17th most populous county in the United States and the second most populous in Florida, with the second-largest gross domestic product (GDP) in the state. The County provides a broad range of services to its communities, and operates the Fort Lauderdale-Hollywood International Airport, Port Everglades Department, WWS, along with 60 offices, departments, and divisions.

The County was incorporated in 1915 and is located along the southeastern coast of Florida. With a developable area of 428 square miles and a population of approximately 1.9 million people, the County is one of the largest counties in the country. The County is governed by its amended Charter, originally adopted in 1974, and functions as a home rule government under the Florida Constitution and the general laws of the State. The Board of County Commissioners is the legislative and policy-making body of the County. The nine member Board of County Commissioners (the “BOCC”) is the legislative body of the County government. The BOCC appoints the County Administrator to act as the County’s chief executive officer.

The Administrator implements policies of the BOCC, provides organizational leadership, and directs business and administrative procedures. In addition, there are five elected Constitutional Officers: The Clerk of the Circuit and County Courts, the Property Appraiser, the Sheriff, the Supervisor of Elections, and the Tax Collector. Circuit Court and County Court judges are also elected.

The County and its independently elected Constitutional Officers provide a broad range of services. These services include law enforcement, fire rescue protection, maintenance of streets, highways, bridges, traffic signals, transportation, environmental protection, urban planning, economic development, human services, parks, libraries, a convention center, property assessments and tax collections.

The BOCC also appoints the County Attorney, advisory board members and authorities to administer certain public services. The County Auditor is nominated by an independent board and is subject to ratification by a majority of the BOCC.

The County’s fiscal year runs from October 1st through September 30th of the following year.

3. PROCUREMENT CARD (P-CARD) SERVICES GENERAL REQUIREMENTS

3.1. The Vendor should have at least five (5) years of experience processing payment as an entity for an operation of similar size to that of the county.

3.2. CARD ACCEPTANCE

The intent of the County’s procurement card program is to allow County departments to make small dollar purchases easily and economically. Card acceptance at a wide variety of merchants throughout the nation, as well as international transactions, is of utmost importance in maintaining a successful procurement card program.

3.3. CARD CONTROLS AND CONFIGURATION

The Vendor must provide the capability to configure and manage purchasing card controls at the cardholder level, including having the capability to configure single, daily, and monthly spend limits for each cardholder, with automated reversion to standard limits after. The system must also allow for temporary limit increases, with automatic reversion to the standard limits once the temporary increase period has expired.

The County will provide unique identifier numbers that must be assigned to each cardholder for internal tracking purposes. The Vendor system must support the use of these identifiers and associate them with the cardholder profile to ensure accurate account management and secure authentication with the issuing bank.

3.4. CARD APPEARANCE

The Vendor shall provide a customizable card appearance (unique design for the County).

The information that must be displayed on the front of the card includes, but is not limited to:

3.4.1 Background design/color

3.4.2 County’s logo

3.4.3 16-digit card number

3.4.4 Expiration date, two-digit month and two digit year

3.4.5 County’s tax-exempt number

3.4.6 Name of cardholder

3.4.7 EMV (Europay, Mastercard and Visa) chip

3.4.8 Payment network logo (i.e., Visa, Mastercard, etc.)

3.4.9 Statement indicating that the card is for official use only.

The information that must be displayed on the back of the card includes, but is not limited to:

3.4.10 Authorized signature panel for cardholders to apply signature

3.4.11 Three-digit CVV (Card Verification Code)

3.4.12 Name of the issuing bank

3.4.13 Customer service toll-free number

3.5. PROGRAM MANAGEMENT AND CONTROLS

The Vendor shall provide a secure self-service portal for cardholders, and the County’s P-Card Administrators to activate cards, view transactions and billing statements, report lost or stolen cards and submit disputes or inquiries for transactions. A customer service call center for cardholders shall be provided to answer questions, provide assistance with accessing account(s), resolve claims and reimbursement issues, assist with the cancellation and suspension of cards. Vendor’s customer service call center must have a toll-free number for all telephone inquiries on a “24 hours a day, 7 days a week, 365 days a year” basis.

The Vendor shall provide a secure web-based or mobile interface that enables County’s P-Card Administrators to cancel or suspend cards instantly. In addition, the cardholder profile must support the assignment of department, division, cost center, or other County established parameters to facilitate reporting, monitoring, and program oversight.

3.6. MERCHANT CATEGORY CODE (MCC)

The Vendor shall provide the County’s P-Card Administrator and cardholders real-time access through vendor’s banking platform to restrict merchant category codes to prevent cardholder purchases from high-risk merchants and reinstate permissions.

3.7. ISSUANCE AND DELIVERY LOGISTICS

The vendor must ship all cards securely through FedEx, UPS or other traceable couriers to the County’s P-Card Administrator for distribution to cardholders. Cardholders must have the ability to activate cards by calling the vendor’s toll-free number or by using alternative secure methods such as a self-service portal, QR (Quick Response) code, or the vendor’s online platform. These activation options must be user-friendly, secure, and available upon receipt of the card.

3.8. EXPIRATION AND BATCH DELIVERY

Card expiration dates shall align consistently on the same month and day every year. (e.g., March 31st of 2026, 2027, 2028). The vendor must be able to issue batch renewals at least two months in advance of card expiration and provide card protection sleeves with batch delivery upon request.

The standard turnaround time for card issuance or replacement shall not exceed five (5) business days. The Vendor must provide a list of upcoming expiration dates for cards to the County’s P-Card Administrators monthly, prior to the issuance of replacement cards.

3.9. REPORTING AND ACCOUNT OVERSIGHT

The Vendor’s platform must provide procurement card information and transaction details in formats compatible with the County’s financial system, PeopleSoft. Data must be available through automated daily feeds and on-demand downloads in standard file formats such as CSV (comma-delimited), TXT and XLS/XLSX.

The Vendor’s platform must allow the County’s P-Card Administrators to extract and download transaction data at any time to support reporting, reconciliation and audit activities and operational oversight. The Vendor’s platform must have the ability to provide at least 24 months of historical data.

Required Report and Data Access

3.9.1. Transaction Detail Report

3.9.2. Decline Report including reasons for decline

3.9.3. Authorizations Report

3.9.4. Cardholder Status Report

3.9.5. Central Reconciliation Report

3.9.6. Transaction Detail report for cardholders to verify transactions and receipts

3.9.7. Ability to review reports that show a count of all active cards

3.9.8. Ability to schedule various reports to run specific days

3.9.9. Non-Activation Report

3.9.10. Delinquency Reports

3.9.11. Customized Reports (if applicable)

3.9.12. Cardholder Statement (view online and print)

3.9.13. Locked Card Reports

3.9.14. Fraud Card Reports

3.9.15. Account Changes Report

3.9.16. Fraud Override Report

3.10. SYSTEM INTEGRATION AND AUTOMATION REQUIREMENTS

To reduce manual intervention and strengthen internal controls, the Vendor must support the following integration capabilities:

3.10.1 Automated daily uploads for transaction data, cardholder profiles, and account status in the County’s ERP system.

3.10.2 Direct system feed for cardholder profile data from the bank platform into the ERP system.

3.10.3 Real time transaction of card cancellation, and status changes to County’s ERP system to eliminate reliance on manual updates.

Upgrades to the Vendor’s platform shall be performed in a manner that provides a transparent implementation or minimizes the impact to the County’s P-Card program. The County shall be provided with 60-day written notification unless extenuating circumstances prevent such notice, such as emergency security patches, critical system vulnerabilities, regulatory compliance requirements, or unexpected infrastructure failures necessary to maintain system stability or security.

3.11. ACCOUNT MAINTENANCE, ORGANIZATIONAL SUPPORT, AND STAFFING

Card account support, maintenance and troubleshooting is required on a “24 hours a day, 7 days a week, 365 days a year” basis. This activity will include assistance for reporting lost or stolen cards, account inquiries, disputed transactions, limiting override authorization, and assisting the County’s

P-Card Administrators in changing card attributes, limitations and restrictions, including the mechanism for requesting these changes and the time frames for processing these changes.

The County expects a dedicated (i.e., a primary individual or group of individuals) service group or contact person to act as customer service representative. This service group or person shall be able to work with the County on an ongoing basis to improve and manage the program and shall be able to help facilitate change and resolve problems. It is also expected that the Vendor will provide the availability of dedicated toll-free telephone, and e-mail contacts for the account maintenance function and the availability of an electronic account maintenance system for the County’s cardholders.

The County’s P-Card Administrators must have online capability to change individual procurement cards, including credit limits, transaction dollar limits, number of cards, account overrides for the

County, fraud or international transactions, cardholder name, cardholder contact information, default accounting information, and termination of a card. County’s P-Card Administrators shall be able to make any changes to established accounts on the card program and to any new account set ups.

3.12. TRAINING

The Vendor shall provide training to the P-Card Administrators. This will include transition training, training on new system capability, recertification training, fraud training for program oversight, and so forth.

Topics to be addressed include, but are not limited to, procedures for setting up accounts, payment process, how to report lost/stolen cards, development of purchase restrictions, understanding billing and management reports, dispute resolution process, how to change account information, etc.

The Vendor must provide training and any ongoing training for cardholders who utilize any systems offered by the vendor. Cardholder training may be developed as a web-based training platform with abilities to create learning modules and testing capabilities.

4. VIRTUAL CARD PAYMENT SERVICES - GENERAL REQUIREMENTS

The County requires virtual card service capabilities for the payment and tracking of invoices.

4.1 The service must have capabilities to assign virtual card administrators that are separate from P- Card Administrators.

4.2 Services shall include card issuance, transaction processing, reconciliation, reporting and other related services

4.3 The service must provide a one-time use virtual credit card number to issue payment upon invoice approval.

4.4 The system must generate a 16-digit credit card number for online payment of transaction. The numbers are single-use with unique CVV and expiration date.

4.5 The virtual cards must be issued online to a specific supplier and restricted to a precise amount with short-term expiration date typically 60 days.

4.6 Platform must provide tools for tracking and cancelling payments. Administrators must be able to cancel or suspend cards instantly via web or mobile interface.

4.7 The Vendor must provide support for rebates, with a clearly defined rebate structure and schedule.

Virtual card volume should be added to P-Card usage for calculating the applicable revenue share percentage.

4.8 Transaction information must download into the County's accounting system without the need for manual entry. Automatic updates into ERP to reflect accurate payment records.

4.9 System must provide intra-day reporting capabilities

4.10 The Vendor shall provide training to the virtual card Administrators and staff. This will include training on system capabilities and fraud training for program oversight.

5. REVENUE SHARE SCHEDULE

For the purpose of this solicitation, the County expects the purchase volume to be significant enough that the vendor will provide all cards, software, and services at no cost to the County.

The Vendor must provide a Revenue Share Schedule based on the County’s annual net purchase volume.

Revenue share payments must be calculated on the prior calendar year’s total eligible net purchase volume and paid to the County no later than January of each year.

The Revenue Share Schedule must be structured using tiered annual spending thresholds with corresponding revenue share percentages expressed in basis points (“bps”).

The Vendor shall provide a revenue share structure that clearly identifies the following:

5.10.1 Annual net purchase volume thresholds;

5.10.2 Revenue share rate (expressed in basis points);

5.10.3 Any exclusions, limitations, or minimum requirements;

5.10.4 Payment timeline and method.

The County reserves the right to negotiate the final Revenue Share Schedule that provides the greatest financial value and operational benefit to the County.

6. SECURITY AND COMPLIANCE

The County requires the vendor to have integration capabilities with our Enterprise Resource Planning (ERP) system (PeopleSoft). The Vendor must also provide fraud detection, real-time alert capabilities, and an audit trail of all administrative and cardholder actions.

7. TRANSITION/IMPLEMENTATION SCHEDULE

The vendor must develop and present a comprehensive transition/implementation plan that will allow the County to seamlessly continue operations until completion of its current services agreement and transition to the new agreement. A detailed timeline must be provided to the County. Vendor must propose one (1) implementation schedule that addresses all activities necessary to achieve a successful implementation. The implementation schedule shall include a timeline for the various steps required, as well as risk mitigation strategies, to ensure that the implementation stays on schedule. Items to be addressed in the implementation schedule should include but not be limited to:

i. Contact information and roles and responsibilities for all Contractor Program Support Staff

ii. Schedule with dates and locations for program and technology solution training

iii. Information that will be discussed and estimated hours required

iv. Department training methods and training materials

v. Department hierarchy establishment (i.e., Administrators, Coordinators, Liaisons, Reviewers, Cardholders, etc.)

vi. Billing process flow and associated reports

vii. Card controls and issuance options

viii. Card/account set-up

ix. Card/account production and distribution

x. Card/account activation

xi. Electronic access set-up and testing

xii. Mapping for interface with the Broward County’s

xiii. Sample instructional guidebooks

xiv. Review of state-specific policies and procedures

xv. Vendor’s Guidelines (Policies and Procedures)

8. ADDITIONAL SERVICES

Additional products and/or services of the same general category that could have been encompassed in the award of this Agreement, and that are not already in the Agreement, may be added during the term of the Agreement.