Fleet Car Wash Card Services Program RFP - Mandatory Requirements Checklist

This document is a Mandatory Requirements Checklist (Attachment E) for RFP 758 2700000040 issued by the Commonwealth of Kentucky's Office of Fleet Management for a Fleet Car Wash Card Services Program. The vendor selected for this program must establish a comprehensive system enabling efficient purchase and payment of car wash services for Commonwealth fleet vehicles through both intrastate and interstate service providers. The vendor is required to provide software, training, installation, and ongoing support for a web-based platform and mobile application, along with the capability to issue car wash credit cards accepted at the widest possible range of service locations. The system must support car wash purchases at any location, including those outside the vendor's network, while offering pre-negotiated pricing for both in-network and out-of-network locations. The contract contemplates participation by the Office of Fleet Management, state agencies, local governments, political subdivisions, schools, and universities.

The mandatory requirements establish specific operational and security standards for vendor performance. The vendor must implement robust fraud prevention mechanisms, including real-time transaction authorization through Point of Sale devices connected directly to the vendor's database, with immediate usage cut-off for lost or stolen cards. The system must assign unique Personal Identification Numbers (PIN) of at least four digits, with full PIN management by the Commonwealth and lockout capabilities for Fleet System Administrators. The vendor must provide comprehensive web-based reporting and electronic online access enabling the Office of Fleet Management to monitor billing, transaction history, card usage, and payment history in real-time. The vendor is required to deliver training to all participating agencies at no additional cost prior to system go-live and provide interim reports and billing information upon request. The vendor must accept single or multiple payments per account, maintain detailed payment history, and process card replacement within seven business days for lost or stolen cards.