7-166-26 Request for Proposal Introduction.pdf

REQUEST FOR PROPOSAL INTRODUCTION

CONTRACTING DEPARTMENT

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 1

1. PURPOSE

Fulton County Schools (FCS) is soliciting proposals from qualified financial institutions to administer a comprehensive card program encompassing purchasing cards, executive credit cards, fuel cards, and stored value declining balance cards. The desired solution will enhance operational efficiency in procurement, strengthen expense management practices, maximize rebates, and ensure adherence to financial controls and regulatory compliance.

2. BACKGROUND

The system serves the area of Fulton County outside the city limits of Atlanta. In addition to unincorporated areas, FCS serves the cities of Alpharetta, Chattahoochee Hills, College Park, East Point, Fairburn, Hapeville, Johns Creek, Milton, Mountain Park, Palmetto, Roswell, Sandy Springs, South Fulton, and Union City.

As the fourth largest school system in Georgia, Fulton has more than 10,900 full-time employees, including more than 6,234 teachers and other certified personnel, who work in 102 schools and administrative and support buildings. During the 2025-2026 school year, more than 86,031 students attended classes in 56 elementary schools, 19 middle schools, 19 high schools, one (1) virtual academy, and seven (7) start-up charter organizations.

The general fund budget is approximately $1.4 billion. The system’s ongoing building program has a total budget of $1.2 billion and is primarily funded by a one-cent sales tax known as the Special Purpose Local Option Sales Tax (SPLOST). Fulton County voters approved the initial SPLOST in 1997 and again in 2002, 2007, 2012, 2017, 2022, and 2027. The current SPLOST is expected to generate over $1.2 billion in sales tax revenue. For further details about the district, please refer to Facts at a Glance.

Our current card program consists of 493 cards for an annual expenditure of approximately $30 million, with an average transaction size of $423. For a breakdown among card types, please see Card Type Breakdown.

The district maintains a consolidated banking relationship with Truist Bank. Our Enterprise Resource Planning (ERP) system is SAP, and our School Accounting Software programs are EPES and the Kev Group. The successful Offeror will have the capability of direct integration between the card system SAP, EPES, and Kev Group.

http://www.fultonschools.org/contracting

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 2

3. SCOPE OF WORK AND REQUIRED SERVICES

The desired solution will include, at a minimum, multiple billing and payment options, simplified accounting procedures, cardless account options, real-time online reporting capability, real-time online cardholder maintenance, export data capability, efficient expense tracking, high-level transaction data gathering (Level II and III), data integration with accounting ERP system, card based rebates to receive a financial return on every dollar spent, improve control and reduce fraud, eliminate manual costs, customized merchant category blocking, user defined spending limits, transaction restrictions, security and anti-fraud measures, liability waiver protection for employee misuse or theft, provider consultation services, customized implementation and execution of program, single contact account management with support services and 24-hour cardholder support services.

The following reference documents can be obtained in the Public Files:

1. Technical Requirements

2. Card Type Breakdown

3. Facts at a Glance

4. P-Card Manual

Specific requirements to be met, but not limited to the following:

• Declining Balance Cards

• Ease of use for Cardholders

• 24/7 Customer Service Center

• Dedicated Customer Service Support Team/Individual for Program

Administrator

• Preferred MCC restrictions

• Single transaction limits

• Monthly credit-limits

• Cardholder activity reports

• Online cardholder monthly reconciliation which includes selection of accounting codes and notes

• Custom file outputs- Mapper File

• Custom card design / logo/colors

• Robust online reporting tool

• Online card ordering, setup, maintenance and suspension

• Automatic expense allocation - interface with ERP System

• Allow for cardholder online reconciliation and ability to upload transaction receipts

• 100% Fraud Protection

• Realtime updates and card balances

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 3

• Approval workflow

• Available balance rollover

• Automatic Email Notifications to include but not limited to:

o Cardholder and/or Administrator Low balance Reconciliation pending/due Approval Notifications Declined Transaction Notifications