9-2000004256.pdf

IMPORTANT NOTICE

RFP2000004256: P-CARD AND PAYABLE SOLUTIONS, ASSOCIATED SERVICES AND SUPPORT

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY VIA THE EUNA (BONFIRE) PORTAL

Fairfax County Government uses a procurement portal powered by Euna Procurement (referred to as Bonf ire in this procurement) for accepting and evaluating proposals.

To register, visit https://fairfaxcounty.bonfirehub.com. Registration and proposal submission in Euna is Mandatory.

Solicitation Responses submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e -mail) will not be accepted.

For technical questions related to a submission contact Euna at support.bonfire@eunasolutions.com or click on the link “Contact Bonf ire Support here” under Need Help? (Note: it takes an average of 16 minutes to an hour for a response). Therefore, of ferors shall take the necessary steps to submit their proposals in advance.

Fairfax County strongly encourages of ferors to submit proposals well in advance of the proposal submission deadline.

A proposal submission is not considered successful unless all necessary f iles have been uploaded and the ‘Submit &

Finalize’ step has been completed. Of ferors are responsible for the consequences of any failure to plan ahead in the submission of its Proposal.

Documents may be uploaded at any time during the open period. The of f icial time used for receipt of proposals/modif ications is the time stamp within the Euna portal. No other clocks, calendars or timepieces are recognized.

If , at the time of the scheduled proposal closing Fairfax County Government is closed due to inclement weather or another unforeseeable event, the proposal closing will still proceed electronically through the Euna system

Technical Information: Uploading large documents may take time, depending on the size of the f ile(s) and your

Internet connection speed. You will receive an email conf irmation receipt with a unique conf irmation number once you f inalize your submission. Minimum system requirements for the Bonf ire portal - Internet Explorer 11, Microsof t Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

It is the Offeror's responsibility to clearly identify and to describe the services being of fered in response to the Request for Proposal. Of ferors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

EUNA Customer Hub: https://customer.eunasolutions.com/public/s/

Through this portal, Of ferors can access support articles "Knowledge Base" and submit a support ticket Updated articles are now available through this Hub.

https://fairfaxcounty.bonfirehub.com/ mailto:support.bonfire@eunasolutions.com https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcustomer.eunasolutions.com%2Fpublic%2Fs%2F&data=05%7C02%7CKristen.Hushour%40fairfaxcounty.gov%7C326a8dbdbecc4f98f47a08dde59f7764%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638919195270886213%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=4MnsNDarBPM32jntsRZEj%2BpkNDoIb9Q%2BH7kwulCtsh0%3D&reserved=0

SPECIAL PROVISIONS RFP2000004256

1. SCOPE OF SERVICES:

1.1. The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract or contracts through competitive negotiation for the provision of Procurement Card (P-Card) and Payable Solutions, Associated Services and Support or the County of Fairfax, Virginia on behalf of itself and other public agencies.

2. ADDITIONAL INFORMATION:

2.1. Fairfax County is the Lead Public Agency on this cooperative procurement in conjunction with the National Association of Counties (NACo) and the Public Promise Procurement program. See Attachment A for

Requirements for National Cooperative Contract Participation. For addition information on NACo or Public Promise Procurement, see https://publicpromiseprocurement.org/. Participation in Public Promise Procurement is encouraged but is not a requirement for this solicitation.

2.2. The County reserves the right to make an award for use by Fairfax County only, or as a national cooperative through NACo, whichever is in the best interest of the County .

2.3. The County uses Virginia's online electronic procurement system (eVA), to publicly announce contract awards, which requires Contractor registration. In anticipation of receiving an award, vendors should register by clicking the Register Now link on the eVA website homepage https://eva.virginia.gov/. Failure to register in eVA in advance may result in delay of award.

2.4. The current contract 4400007090 for these services can be viewed on the Fairfax County Contract Register at https://www.fairfaxcounty.gov/cregister/.

2.5. All communications and requests for information/clarif ications shall be directed to:

Mary Walker, Contract Specialist III Department of Procurement and Material Management

Telephone: 703-324-7915 Email: dpmmteam3@fairfaxcounty.gov

3. OPTIONAL PRE-PROPOSAL CONFERENCE:

3.1. An optional pre-proposal conference will be held on January 29, 2026, at 1:00 P.M Eastern. via Microsof t Teams web conferencing. Participants are required to register prior to the pre-proposal web conference. Use the registration URL to register and enter the meeting. Participants may be asked to wait in the waiting room until the host allows the participants to join the meeting . https://events.gcc.teams.microsoft.com/event/a0af4fe1-acc8-4153-80ab-693f39da64e2@a26156cb-5d6f -4172-9d7d-934eb0a7b275.

3.2. The purpose of the pre-proposal conference is to give potential of ferors an opportunity to ask questions and to obtain clarif ication about any aspect of this Request for Proposal. Of ferors may submit any questions pertaining to the RFP, in writing, prior to the pre-proposal conference to dpmmteam3@fairfaxcounty.gov.

3.3. While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Any changes resulting f rom this conference will be issued in a written addendum to the solicitation.

3.4. To request reasonable ADA accommodations, call the Department of Procurement and Material Management

ADA representative at 703-324-3201 or TTY 711. Allow seven working days in advance of the event to make the necessary arrangements.

4. BACKGROUND:

4.1. Fairfax County (the County) is located in the state of Virginia, near Washington D.C. Its population is over one million, and it occupies an area of approximately 400 square miles. In the adopted budget for f iscal year 2025, combined General Fund Disbursements totaled $2.04 billion. The County currently holds an AAA bond rating f rom Standard and Poor’s, Moody’s, and Fitch. Fairfax County Public Schools (FCPS) is the largest school system in the Commonwealth of Virginia and the twelf th largest system in the United States. The school system consists of over 200 schools and worksites, serving approximately 183,000 students.

4.2. In FY2025, the County and FCPS issued over 10,000 purchase orders with an aggregate value more than $1.1 billion. Additionally, the County and FCPS together executed over 200,000 P-Card transactions with an aggregate spend of approximately $120 million.

4.3. The existing P-Card program is intended for purchasing goods and services. Most county P-Cards have a single purchase maximum limit up to $9,999. FCPS has a maximum single purchase of $10,000. Cards with higher limits are permitted, if they support special programs and/or contracts; these cards have strict controls in place to safeguard their use. The County has over 1600 P-Cards and FCPS has approximately 2500, which includes categories called general use P-Cards, FOCUS marketplace P-Cards, and local school activities funded (LSAF) student activity (SA) P-Cards. Over the last f ive years, the average annual spend for County and FCPS was over $108 million. Moderate growth in the coming years is anticipated. Each of the County’s 50 plus departments participate in the P-Card program, as does each FCPS’s 199 schools and centers, and all administrative of f ices.

https://publicpromiseprocurement.org/ https://eva.virginia.gov/ https://www.fairfaxcounty.gov/cregister/ mailto:dpmmteam3@fairfaxcounty.gov https://events.gcc.teams.microsoft.com/event/a0af4fe1-acc8-4153-80ab-693f39da64e2@a26156cb-5d6f-4172-9d7d-934eb0a7b275 https://events.gcc.teams.microsoft.com/event/a0af4fe1-acc8-4153-80ab-693f39da64e2@a26156cb-5d6f-4172-9d7d-934eb0a7b275 mailto:dpmmteam3@fairfaxcounty.gov

4.4. The County and FCPS have separate central billing accounts with the current provider for the shared program called the FOCUS marketplace. These P-Card accounts have a separate credit line and use a separate interface/mapper (one each for County and FCPS.)

4.5. FCPS also uses declining balance P-Cards for specif ic design and construction projects (e.g. school construction and renovation) to procure contracted equipment and supplies. The P -Card account limits are established, based on the project cost. Once the balance is depleted, the P-Card is closed.

4.6. LSAF P-Cards are issued for use by student activity groups at approximately 199 schools, using non-appropriated funds. Each school manages, reconciles and processes payments monthly, paying their bills separately and directly to the current P-Card provider.

4.7. Copies of the current policies governing P-Card use are included as Appendices A and B to this RFP.

Procurement Technical Bulletin 12-1009 Use of the County Procurement Card dated 11/06/2023 (Appendix A) covers County policy and Regulation 5350.4 Financial Services Off ice of the Comptroller Accounting Operations Procurement Card Management, ef fective 3/11/2023 (Appendix B) covers FCPS.

4.8. Currently, 53 jurisdictions/organizations (herein “jurisdictions”) in the Mid -Atlantic area ride the current County contract. Over the last f ive years, the aggregate spend of these jurisdictions plus Fairfax County/FCPS is over $3.3 billion, and the average annual spend of each member is over $63 Million. Currently, rebates points earned are based on the aggregate spending of the consortium as well as organization spend, which benef its all participants, both large and small.

5. CONTRACT PERIOD AND RENEWAL:

5.1. This contract will be for f ive-years f rom the Date of Award with three (3) two-year renewal options available or “as negotiated”.

5.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through

DPMM.

5.3. The obligation of the County to pay compensation due the Contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such obligations. The County’s obligations to make payments during subsequent f iscal years are dependent upon the same action. If such an appropriation is not made for any f iscal year, the contract shall terminate ef fective at the end of the f iscal year for which funds were appropriated and the County will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. The County will provide the contractor with written notice of non-appropriation of funds within thirty (30) calendar days af ter action is completed by the Board of Supervisors. However, the County’s failure to provide such notice shall not extend the contract into a f iscal year in which suf f icient funds have not been appropriated.

6. SCOPE OF WORK:

6.1. The County is seeking a Contractor to provide the goods and services identif ied in this section. The scope includes but is not limited to:

A. Provision and Issuance of P-Cards: The cards proposed must be widely accepted by a variety of merchants.

B. Card format and design: The County and FCPS use two separate designs for their P-Cards, which include separate logos, business names, and tax-exempt numbers that are embossed on the P-Cards. All designs that are submitted af ter contract award are subject to approval by the County .

C. Card controls and restrictions: The County will identify different organizational restrictions and controls, which may include restricted merchant category codes under numerous merchant category groups, blocking of automated teller machines or cash advances, etc .

Specif ic organizational and individual restrictions and controls will be identif ied and implemented upon contract award. Thereaf ter, only authorized County staf f will request or execute changes to restrictions and controls.

D. P-Card Controls: Authorized users must have the capability to manage P-Card settings and perform real-time updates via the bank’s online portal at any time, 24/7.

E. Management of Issuance to Cardholders: P-Cards are issued either to individual employees (named P-

Cards) or to work groups (department P-Cards) on various teams within the County or FCPS. The P- Cards are controlled by a custodian(s) and shared by staf f within the work group.

F. Liabilities: The County must be protected f rom liability arising f rom f raudulent and/or disputed transactions, including unauthorized transactions resulting f rom lost or stolen cards.

G. P-Card suspension and termination: P-Card administrators must have the ability to suspend and close P-

Cards for convenience.

H. Web based administration and reporting tool:

1. The provided tool must offer comprehensive transaction and reporting capabilities, including the ability to view posted transactions with merchant details, monitor real-time authorized or declined charges, support Level II and III data integration, and the ability to upload and support reconciliation documentation. The platform must of fer customizable, f lexible reporting tools that retain historical data for up to f ive years, support unformatted f ile formats (e.g., CSV), and provide read-only access for specif ic users.

2. The platform must be f lexible and user-f riendly for administrators, of fering ef f icient management tools and customization options, while meeting all requirements outlined in Appendix D– Technology Prof iles and Additional Requirements. The platform must support role-based access control (RBAC) and multi-factor authentication (MFA) for administrative and privileged users.

Of ferors must describe their access control mechanisms and user provisioning workf lows. Offerors must ensure ongoing maintenance, system updates, and compliance with security standards. All systems and data transmissions must comply with industry-standard encryption protocols. Offerors must conf irm encryption standards used in their platforms and interfaces.

I. Customer support: Comprehensive customer and technical support must be provided. Dedicated support teams and/or representatives shall be available 24/7.

J. Training: The Offeror shall provide tailored training to County and FCPS staf f in f lexible formats and support the development of custom materials. As County and FCPS will implement separate programs, the Offeror must conf irm the ability to deliver distinct training for each.

K. Transition planning: The current County contract expires on August 14, 2026. All new P-Cards must be delivered to the County within 60 days of the expiration to ensure that there is no lapse in the P-Card program. Of feror must provide a transition plan.

L. Maintain Billing Documentation and Accounts: Billing statements must be delivered electronically at agreed intervals. Separate centralized billing accounts must be established for County and FCPS. LSAF student activity accounts (reference paragraph 4.3) are billed monthly to each individual school, however, the billing cycle runs f rom the 16th to the 15th, as opposed to all other County P -Cards which have a billing cycle of the 28th to the 27th. The Offeror shall accommodate different billing cycles and payment terms. At a minimum, billing statements must contain the following information:

• A list of all detailed P-Card transactions.

• P-Card name, truncated account number, and billing address.

• Merchant name for each transaction.

• Transaction and postdates.

• Total cost of goods and services (or credit amount) for each transaction.

• Summary (quantity and dollars spent) for the billing period.

M. Compatibility with automated accounting systems:

1. The Offeror must develop and provide transaction interfaces/mappers that are compatible with automated f inancial systems. The County currently receives transaction information via a billing file called an interface/mapper that is retrieved f rom the current contractor’s web -based reporting tool.

The interface/mapper is downloaded f rom the contractor’s site, reviewed by the P -Card administrator, and then uploaded to the County f inancial system once per week. An automated process then posts the transaction information to the appropriate chart of accounts associated with each P-Card and/or purchase. There are multiple interfaces/mappers that are currently uploaded once per week.

2. The County and FCPS are currently participating in the Virtual Card Program. Under the existing process, when an invoice f rom a participating vendor becomes due for payment, the County transmits the applicable invoice data to the current contractor through an established outbound interface. Upon receipt of this information, the contractor is responsible for issuing a one-time virtual payment card to the vendor for settlement of the invoice. To support this workf low, the current contractor provides the County with three (3) inbound interfaces, each delivered at a dif ferent stage of the payment lifecycle. The electronic data interchange (EDI) f ile layout applies to all the interfaces/mappers (see Appendix C).

N. Billing interval (period): The County currently receives and pays the centralized P-Card bill on a weekly basis, but will consider alternative billing intervals, such as bi-weekly or monthly.

O. Billing f ile security and quality control: P-Card information shall be kept secure, including the transmission of the electronic billing f ile.

P. Payment and late charges: Unless otherwise agreed upon, payment will be made within 30 days af ter (1) acceptance of products or services, or (2) receipt of a correct invoice, whichever is later. The payment date is the date of the postmark of a mailed check, or the transmittal date of a wire transfer or ACH payment. Other parameters for prompt payment which might result in rebates, bonuses, and incentives will be considered by the County.

Q. Sale of cardholder information:: The Offeror shall not sell, rent, or otherwise distribute a list of P-Card accounts, numbers, addresses, or other information about P-Card accounts.

R. Independent Audits: The Offeror must obtain an independent audit on an annual basis in accordance with the Statement of Standards for Attestation Engagements (SSAE) No. 18. The Service Auditor’s Report, Type II f rom the audit shall be submitted to the County. Details of SSAE18 can be found at www.ssae- 18.com.

S. The Successful Of feror is responsible for informing the County of other jurisdictions intent to utilize the contract resulting f rom this procurement.

7. TECHNICAL PROPOSAL INSTRUCTIONS:

7.1. Of feror must submit their response to the Technical Proposal as instructed in Bonf ire containing the following information. This information will be considered the minimum content of the proposal:

A. Fairfax County Cover Sheet (DPMM32) completed and signed; By executing the cover sheet, Of feror acknowledges that they have read this Request for Proposal, understand it, and agree to be bound by its terms and conditions;

B. Response to Sections 7.2 – 7.4 addressing scope of work (Section 6);

C. Attachment A: NACo: Within Attachment A, Appendices 3,4,6, 7 and 8 must be completed and signed.

For consideration for award of a Master Agreement, Of feror must provide the information listed in Section

K: Supplier Response Requirements;

D. Attachment B: Forms: All forms within Attachment B must be completed and signed (where indicated);

E. Attachment C: Completed ISO Matrix;

F. All issued addenda must be signed to acknowledge receipt of new or modif ied information;

G. Copy of any terms and conditions or third-party agreement the County would be expected to sign if a negotiated contract is reached (If applicable).

7.2. Provide a statement of qualif ications which must include a description of organizational and staf f experience and resumes of proposed staf f .

A. Organizational and Staf f Experience: Of ferors must describe their qualif ications and experience to perform the work described in this Request for Proposal. Information about experience should include direct experience with specif ic subject matter.

B. Client References: Two references are required. Special notation must be made of similar or related programs performed and must include organization names, addresses, names of contact persons, e-mail addresses and telephone numbers for such reference.

C. Personnel: Full-time and part-time staf f , proposed consultants and subcontractors who may be assigned direct work on this project should be identif ied. Information is required which will show the composition of the task or work group, its specif ic qualif ications, and recent relevant experience. Special mention shall be made of direct technical supervisors and key technical personnel. Resumes of staf f and proposed consultants are required indicating education, background, and recent relevant experience with the subject matter of the project. Current telephone numbers must be included.

7.3. Financial Statements: Of ferors must provide an income statement and balance sheet f rom the most recent reporting period where indicated in Bonf ire.

7.4. Provide a statement and discussion of the requirements in Section 6 as they are analyzed by the Offeror using the format in this section.

A. Provision and Issuance of P-Cards:

1. Identify the percentage of acceptance by card-accepting merchants in the United States.

2. Describe your process for ordering and delivering the initial batch of P-Cards af ter contract award as well as subsequent ordering of additional P-Cards. Specify the methodology of requesting, information required and the timeframe it takes f rom the receipt of each P-Card request to the issuance and the delivery. Indicate all delivery methods and any fees associated with delivering the

P-Cards.

3. Identify if all P-Cards will contain chip and touchless “tap” technology or any other variation of security of ferings.

4. Describe the parameters, if any, for the number of characters allowed for P-Card names and an acronym which will appear on line two of the P-Card, plus any restrictions on the number of segments allowed for chart of accounts information.

5. Describe the ability to have varied expiration dates on P-Cards at initial distribution af ter contract award. Indicate the f requency of standard P-Card reissuance. The LSAF SA P-Cards referenced in Section 4.3 expire on a three-year revolving basis, which is determined by the initial card issue date.

B. Card format and design:

1. Describe your ability to provide two separate P-Card designs, one for County and one for FCPS.

2. Describe all other elements of your P-Card design for both the f ront and back of the P-Card and include a sample picture in the proposal.

C. Card controls and restrictions:

http://www.ssae-18.com/ http://www.ssae-18.com/

1. Describe your ability to set restrictions and controls on P-Cards at the organizational level. In addition to the examples listed above, describe any other organizational controls that are available.

2. Describe the process for placing restrictions or implementing controls at the individual card level as per the list below:

a. Single purchase limit (SPL): Established per individual P-Card in accordance with County and FCPS policies.

b. Cycle spending limit (CSL): Maximum monthly (cycle) spending limit in accordance with

County and FCPS policies.

c. Control limitations such as number of transactions permitted per day and number of transactions per month (cycle).

d. Vendor blocking per merchant category code and/or specif ic merchant name.

e. Vendor inclusion per merchant category code and/or specif ic merchant name.

f. Blocking of all cash transactions.

g. Blocking of international transactions.

h. Of feror may identify other control features that are available.

i. Notif ication of newly added or changes to MCCs.

3. Describe your process for making changes to organizational and individual restrictions and controls.

D. P-Card Controls:

1. Describe the process to make changes to the parameters of P-Cards as well as changes to shipping or billing addresses, telephone numbers, contact person, chart of accounts (account coding), organizational hierarchy, etc. Identify which changes must be made by the Offeror and which can be changed by the County using the bank’s on-line portal.

E. Management of Issuance to Cardholders:

1. Describe how a card assigned to a work group may be used by more than one person, including the requirement or recommendation for signing the back of the P-Card, such as signing or not signing the P-Card.

F. Liabilities:

1. Fraudulent transactions

a. The Offeror shall fully describe the county’s liability for f raudulent charges that are made with a County P-Card itself and/or with the P-Card number. If dispute rights are dif ferent for named P-Cards versus work group P-Cards, the Offeror must articulate the dif ferences.

b. Describe the time limit (number of days allowed af ter the transaction date) for reporting f raudulent charges.

c. Once the County reports a card as lost or stolen, identify at what point the County is no longer liable for f raudulent charges.

2. Questionable transactions (vendor disputes)

a. Describe the process of handling questionable charges which shall, at a minimum, include:

i. A toll-f ree number and/or on-line tool for reporting the questioned item or disputed charge.

ii. If requested, process for obtaining a copy of the vendor’s P -Card receipt.

iii. Vendor dispute process, including the number of days that the County have to f ile a vendor dispute, and the timeframe for response by the vendor.

iv. Timeline for crediting the County’s account for the disputed charge, including whether the charge is credited when the County f iles the vendor dispute or at the conclusion of the investigation.

b. Describe the process for changing the status f rom a vendor dispute to a f raudulent charge, if the questioned or disputed charge is later determined to be f raudulent,

3. Lost or Stolen P-Cards:

a. The Offeror must conf irm that they can provide 24 hours a day, seven days a week toll -f ree number for cardholders to call and report a lost or stolen P-Card. Outline the steps that the caller must follow, including whether the caller can close the card and request a replacement or if they are limited to placing a security hold on the P-Card until such time that a County P-

Card administrator is able to contact the bank and permanently close the P-Card.

b. Describe the process for obtaining a replacement P-Card where the physical P-Card has been lost but no f raudulent charges were incurred as a result.

c. Describe the process for reporting the f raud and obtaining a replacement P-Card where a P- Card has been physically lost or stolen or the card number has been stolen and the card has been used f raudulently,

d. Describe the policy for reimbursing the County for f raudulent charges deemed to be made by an unknown party (external f raud) for named P-Cards and for work group P-Cards. Also describe your policy for reimbursing the County for f raudulent charges deemed to be made by County employees (internal f raud) for named P-Cards and for work group P-Cards.

4. Fraud detection program and reimbursement of f raudulent charges:

a. Provide an overview of criteria used to monitor and identify suspicious charges and place a P-Card on temporary hold.

b. Describe the steps taken to notify clients of suspicious charges, including the method(s) of notif ication.

c. In the case of a third-party compromise where no suspicious charges have yet to be identif ied, describe your recommended timeframe for closing that P-Card.

d. Describe the process that is used for recovery of f raudulent charges and how credits are issued back to each af fected P-Card account.

G. P-Card suspension and termination:

1. Describe the methods that are available for suspending and closing a P-Card for convenience and specify the time f rame between the request and the cancellation of the P-Card account.

H. Web based administration and reporting tool:

1. Describe your ability to provide a web-based reporting tool with a separate banner and separate access for the County government program and the FCPS program. Indicate if the on-line reporting tool is a proprietary product of the Offeror or a third -party product. If any third-party services or platforms are used (e.g., cloud hosting, reporting tools), Of ferors must disclose these providers and conf irm that they meet equivalent security and compliance standards. Of ferors must also describe their third-party risk management practices. The Offeror may include informational brochures or advertising materials. Indicate if multiple reporting platforms will be available and if so, the criteria used to designate said platforms to customers and/or the f lexibility for contract participants to select the platform. Of ferors must also describe secure data disposal methods used af ter the retention period.

2. Describe all the capabilities of the Offeror’s on-line reporting tool. Clearly indicate if the function is currently available, available with customizations or not available. Describe the following functions as well as any other related functions being proposed:

a. View transactions that have been posted and identify data elements that are available.

b. Ability to show just the last four digits of the P-Card account number.

c. Ability to pass Level II and Level III details when the merchant passes that information originating at the point of sale.

d. Ability to execute reports and queries including the amount of historical data that is available.

e. Ability to allow for “read only” rights for cardholders and P -Card program managers.

f. Ability to view merchants by merchant name and merchant category codes.

g. Ability to view authorized and declined charges in real time.

h. Identify if there are any delays in viewing authorized and declined charges in real time for Program Managers and card users.

i. Ability to view f ive (5) years length of time on historical information/transactions.

j. Identify the tasks and hours in which action/changes should not be made on the on-line tool platform (e.g. card application af ter 6pm).

k. Ability to have a dedicated “ref resh” page button on each page in the online-reporting tool.

l. Ability to retain reports on the on-line tool platform for at least 60 days or longer.

m. Ability to run a report with all associated data to include but not limited to MCC, vendor name, level 3 data (if available), and county department associated with the card.

n. Ability to run reports in an unformatted f ile such as a f lat csv format.

o. Explain how your company works with merchants to encourage level III data reporting.

p. Ability for users to upload and manage reconciliation documentation.

3. Describe Offeror’s security features of the reporting tool, including audit logging, session timeout conf igurations, secure user provisioning, and access revocation procedures. The tool must support periodic access reviews and log all administrative actions.

4. Describe Offeror’s solution for features for use by County Administrators. Clearly indicate if the function is currently available, available with customizations or not available. Describe the following functions as well as any other related functions being proposed:

a. Ability to download interfaces/mappers and save it to the County’s desktops.

b. Ability to reallocate posted transactions to a dif ferent chart of accounts.

c. Ability to establish different hierarchies for dif ferent departments and restrict access based on a user’s hierarchy.

d. Ability to set up new users, manage user prof iles, block user access in real time and delete users.

e. Ability to assign two user identif ication (ID) f ields so that one card can be assigned to two custodians.

f. Ability to order new P-Cards and select an expiration date using the on-line reporting tool.

g. Ability to manage P-Card parameters in real time.

h. Ability to assign a group of cards to a program manager instead of to the cardholder.

i. Ability to activate and close P-Cards in real time.

j. Ability to run interfaces/mappers for the purpose of loading the data into the county’s f inancial systems.

k. Other administrative features that are available, such as creation and management of chart of accounts, custom billing cycles, import f iles, etc.

l. Ability to make group or mass changes to card characteristics to include but not limited to activations, suspensions, address changes on the online reporting tool/platform.

m. Ability to download receipt image f iles for archiving on a County server.

5. Describe Offeror’s solution for Reporting. Clearly indicate if the function is currently available, available with customizations or not available. Describe the following functions as well as any other related functions being proposed:

a. Describe in detail all reports that are available to the County using the on-line reporting tool as well as reports that are available f rom the Offeror upon request, along with the typical timeframe to produce those reports.

b. Indicate which reports can be generated per P-Card account, per hierarchy, and at the organizational level.

c. Ability to produce custom reports upon request and indicate if there is a fee structure associated with developing custom reports.

d. Ability to provide reports for merchants subject to Internal Revenue Service (IRS) 1099 reporting and reports that identify spend to Small, Women-owned, and Minority-owned (SWaM) businesses.

e. If some reports are available exclusively f rom the P-Card issuer and some are available only f rom the bank, the Offeror must specify the source for reports.

I. Customer support:

1. Describe the level of customer support that will be provided in detail, including the process for verifying that the caller is authorized to obtain information and/or make changes. Discuss any password requirements for callers.

2. Identify the telephone number available 24 hours per day and seven days a week for cardholders to report a lost or stolen P-Card.

3. Identify the contact information for P-Card administrators to make inquiries, request changes, report f raud, close and replace P-Cards, discuss billing issues, etc. Indicate hours of operation and indicate how inquiries/calls are handled such as an assigned customer account representative, customer support team, or no assigned team. Explain how inquiries/calls are handled during off-hours.

4. Indicate the name and telephone number of the person(s) who will be assigned to the contract as the Offeror’s overall customer relationship manager.

5. Indicate a toll-f ree technical support telephone number (e.g. help desk) for the on-line reporting tool.

6. Identify the technical support representative(s) who will be assigned to consult with County technical staf f to develop interfaces/mappers and other electronic or sof tware related products and/or procedures.

7. When functional or technical issues arise f rom the customer, describe your process on how you integrate/collaborate across your various business areas to achieve a desirable resolution for the customer.

8. Describe your notif ication process to clients on data breach or system outages. Of ferors must notify the County within 72 hours of any conf irmed data breach af fecting County data. The notif ication must include scope, impact, mitigation steps, and remediation timeline.

J. Training:

1. Describe all training options as well as all methods of delivery for each option that are available to cardholders, P-Card administrators, and other authorized employees, as well as all methods of delivery. Indicate start-up training options including benef its and features of the P-Cards, billing procedures, application requirements and process, available reports, etc. Indicate on-going training options including online help, on-demand training, interactive tutorials, instructor-led virtual training, in-person workshops, forums, and conferences, etc. Include sample training material in the proposal. Indicate if there are any fees associated with the training, and if yes, include those in the cost proposal, in accordance with Section 8, Cost Proposal Instructions.

2. County staf f and FCPS staf f will develop and implement their training programs separately and

Offeror shall verify that they will of fer separate training options. Provide a work plan and a timeline for training.

3. Of feror must address all training that is available with their on-line reporting tool. Of feror should indicate whether training is in a test environment, a live environment, or a combination of both.

4. Of feror should describe assistance available to aid the County P-Card administrators to customize training materials for use by County staf f .

K. Transition planning:

1. Describe the implementation plan for migration f rom the current County contract to the new contract. Include the main points of contact for the business tasks and technical tasks. List activities that must occur, the timeline for each, the estimated number of resources that the Offeror will dedicate to the transition, and responsibilities of the County.

L. Billing documentation:

1. Provide an overview of billing documentation and accounts.

2. Provide an overview of payment term options

3. The Offeror must indicate if they can provide statements electronically for each separate P -Card account. The Offeror must indicate if electronic bills can be generated using their web -based reporting tool and indicate if the bills can be generated per P-Card, per hierarchy or department, and/or per organization. Include a sample of a P-Card bill with the technical proposal.

M. Compatibility with automated accounting systems:

1. Of feror must fully describe their expertise and process for developing and providing transaction interfaces/mappers that are compatible with automated f inancial systems. Of ferors shall indicate what information is required f rom the County for the purposes of development and testing, along with a work plan and estimated timeline for each task. Describe the ability to push or receive f iles f rom an ERP system on a scheduled cadence.

2. Of ferors must describe Virtual Card implementation plans and ongoing program management support.

3. Interfaces/mappers shall be developed and mutually agreed upon by the two parties. Provide information on this process.

4. Fees, if any, associated with developing and implementing the interfaces/mappers at the onset of the contract award should be included with the cost proposal. Reference paragraph 8, Cost

Proposal Instructions.

5. Provide a roadmap for ensuring compatibility is maintained as the County, FCPS, or jurisdictions enhance ERPs and/or the Offerors systems change. Include an overview of Of feror’s resources to meet compatibility requests or requirements, and/or strategies to secure appropriate resources.

N. Billing interval (period):

1. Of ferors must fully describe available billing options and time f rames associated with the closing of the billing period, transmittal of billing information, and payment requirement. LSAF student activity accounts are paid monthly by each individual school.

2. The Offeror must indicate if there are any monetary benef its associated with accelerated payments of the centralized bill. Specif ics of such shall be included in the cost proposal in accordance with Section 8, Cost Proposal Instructions.

3. Other jurisdictions who utilize the County’s contract may request billing intervals that are dif ferent f rom the County. The Offeror must indicate if they can accommodate dif ferent billing intervals as agreed to between the Offeror and the entity af ter contract award.

O. Billing f ile security and quality control:

1. Describe how P-Card information is kept secure, including the transmission of the electronic billing f ile. At a minimum, the Offeror should address each quality control item as listed below:

a. Report f iles are transmitted at the time and day interval as identif ied in the contract.

b. No duplicate transactions or f iles are transmitted and corresponding transaction report must match interface/mapper.

c. The f ile contains accurate and complete unique identifying information associated with each

P-Card.

d. The P-Card account number shows only the last four digits of the P-Card.

2. Describe back-up and restoration procedures for billing f iles and how the County can obtain a second f ile transmission of a billing report if the original has been deleted or lost.

P. Payment and late charges:

1. The Offeror should describe all payment methods that are available (e.g. wire transfer or ACH payment), how they work. The Offeror should of fer multiple payment terms for use by other public bodies and the LSAF P-Card accounts. For example, the LSAF P-Card bills are currently paid within fourteen days of the end of the billing cycle.

2. Describe how late charges will be assessed, if any. Specify how the County will be notif ied of a late pending charge, their rate(s), how and when charges will be invoked, and the method of billing.

Of feror should include a sample calculation with the proposal.

3. The County will not be responsible or liable for any late fees incurred against the LSAF P-Cards. If late fees will be assessed dif ferently for LSAF P-Cards, clearly indicate this in the response.

Q. Sale of cardholder Information:

1. Provide information and any policies related to the management of cardholder information.

R. Independent Audits:

1. Provide information related to independent audit requirements.

S. Additional optional services and capabilities:

1. The County currently uses P-Cards that are a one-card solution for goods and services, travel, and gasoline. The Offeror may propose alternatives to a one card, such as travel and expense P-Cards, and f leet P-Cards.

2. The Offeror may describe their supplier enablement services to onboard merchants that currently do not accept corporate P-Cards, or Virtual Cards as a form of payment. Advise County what data is required to perform an analysis of PO spend and/or payment by check or ACH. Advise what strategies and steps will be taken to recruit merchants who do not currently accept P -Cards as a form of payment.

3. The Offeror may propose mobile and contactless payment options such as mobile wallet integration and contactless cards. Provide a description of how P-Card data is stored, protected and used in this context. Tokenization must be used to protect cardholder data, and Offerors must describe how data is secured.

4. Describe your ef forts to increase the availability of level III data for reporting.

5. Describe current use of AI as well as any plan for use of AI. If AI is used, Of ferors must describe how AI models are trained, how data privacy is maintained, and whether the solution complies with applicable data protection regulations.

6. The Offeror may describe additional services that are available as part of their proposal.

7. The Offeror is asked to provide a roadmap of goods and services and should address the timeline for availability.

8. COST PROPOSAL INSTRUCTIONS:

8.1. Of feror must submit their cost proposal response as instructed in Bonf ire fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee.

A. Fees

1. Provide a detailed description of fees, if any, to be charged for ordering new P-Cards, transaction fees, non-use fees, termination fees, international transaction fees, cash withdrawal fees (although the County blocks cash at the merchant category level) and for services such as developing interfaces/mappers, utilization of a web-based on-line reporting tool, customized reports etc. and identify hourly rates for each type of service. For any of the fees listed above, describe under what circumstances fees will be waived.

2. The County will not pay or be liable for any fees incurred against the LSAF P-Cards. If fees are charged dif ferently for their P-Cards, that must be included in the proposal. The County does not assume liability for LSAF P-Cards.

B. Rebates, bonuses, and incentives

1. The Offeror may propose incentives to the County, based on the volume of spend and/or prompt payment of the centralized bill as well as other criterion. The Offeror shall fully describe the structure of any rebate schedule, signing or volume-based bonuses, and any other incentives that are being of fered.

2. If the Offeror extends the contract to other public bodies (reference section 25, Use of Contract(s) by Participating Public Agencies) the Offeror may of fer incentives which will benef it the County as well as other public bodies who enter into a contract with the Offeror.

3. The County will consider any and all incentives that are proposed by the Offeror.

C. Tiered fee and/or rebate structure

1. The Offeror may provide a tiered structure based on factors such as jurisdiction size, projected/actual spend, etc.

D. Provide hourly rates for labor categories if proposal includes additional work not covered in fee structure.

9. PRICING:

9.1. The fee(s) will remain f irm and will include all charges that may be incurred in fulf illing the requirements of the contract during the f irst 365 days. Changes in cost for any subsequent contract years may be based on the

Consumer Price Index (CPI-U), or other relevant indices, not to exceed 3%. Should a price increase be granted the prices will remain firm for 365 days.

9.2. The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed ef fective date; and (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc.).

9.3. Unless otherwise agreed upon, payment will be made within 30 days af ter (1) acceptance of products or services, or (2) receipt of a correct invoice, whichever is later. The payment date is the date of the postmark of a mailed check, or the transmittal date of a wire transfer or ACH payment

10. TRADE SECRETS/PROPRIETARY INFORMATION:

10.1. Trade secrets or proprietary information submitted by an of feror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, of ferors must invoke the protections of this section prior to or upon submission of the data or other materials.

10.2. The of feror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material af ter award(s) should be stated by the of feror. (See Attachment B: Forms)

10.3. Of feror must complete the Request for Protection of Trade Secrets or Proprietary Information to identify and protect trade secrets or proprietary information f rom disclosure under the Virginia Freedom of Information Act .

10.4. The classif ication of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

11. REQUIRED SUBMITTALS:

11.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP in the corresponding location in Bonf ire. Failure to provide documentation with the Offeror's response to the RFP may result in the disqualif ication of the Offeror's proposal.

12. ADDENDA:

12.1. Of ferors are reminded that solicitation changes, in the form of addenda, are of ten issued between the issue date and within three (3) days before the due date. All addenda should be signed and submitted before the due date/time or must accompany the proposal.

12.2. Notice of addenda will be posted on eVA and Bonf ire. It is the Offeror’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonf irehub.com.

12.3. The last day to submit question to be addressed in the addendum will be addressed in Bonf ire under “Questions

Due Date.”

13. PROPOSAL ACCEPTANCE PERIOD:

13.1. Any proposal submitted in response to this solicitation shall be valid for 180 days. At the end of the days the proposal may be withdrawn at the written request of the of feror. If the proposal is not withdrawn at that time it remains in ef fect until an award is made or the solicitation is canceled.

14. BASIS FOR AWARD:

14.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible of feror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation criteria listed below. The County reserves the right to make multiple awards f rom this solicitation.

14.2. A Selection Advisory Committee (SAC) has been established to review and evaluate all proposals received.

14.3. No Offeror, including any of their representatives, subcontractors, af f iliates and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the…