Attachment E - Mandatory Requirements Checklist - RFP 758 2700000040.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- Fleet Car Wash Card Services Program RFP
- Solicitation number
- RFP 758 2700000040 2
- Issued by
- Elliott County, Kentucky
About this file
This Mandatory Requirements Checklist (Attachment E) for RFP 758 2700000040 outlines the technical and operational requirements for a Fleet Car Wash Card Services Program vendor selected by the Commonwealth of Kentucky's Office of Fleet Management. The vendor must establish a comprehensive system enabling efficient purchasing and payment of car wash services for Commonwealth fleet vehicles through both intrastate and interstate service providers. Key deliverables include software, training, installation, and ongoing support for a web-based platform and mobile application, along with universally accepted car wash credit cards that function at major credit card locations and both in-network and out-of-network car wash facilities across Kentucky. The system must provide real-time automated online information, detailed transaction records for reconciliation, and comprehensive reporting and analytics capabilities accessible to Office of Fleet Management administrators through a secure web portal with full access to billing, history, card usage, and payment information.
The mandatory requirements encompass robust security measures including fraud prevention mechanisms, immediate card termination capabilities with replacement delivery within seven business days, unique four-digit PIN assignment for vehicle identification, and Point of Sale authorization linked directly to the vendor's database for real-time transaction tracking. The vendor must provide complimentary training to Office of Fleet Management employees and participating state agencies, local governments, political subdivisions, schools, and universities prior to system go-live, with additional training available on an as-needed basis. The platform must support multiple payment methods and maintain detailed payment history information, generate interim reports and billing information upon request, enable dispute resolution for fraudulent charges, and comply with tax exemption requirements. Electronic authorization at point of sale must occur through online connection rather than batch loading, with immediate usage cutoff for lost, stolen, or revoked cards.
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Text version
Mandatory Requirements RFP 758 2700000040 - Fleet Car Wash Card Services Program
ATTACHMENT E - MANDATORY REQUIREMENTS CHECKLIST
| (Offeror shall indicate compliance with each mandatory requirement by responding YES. Proposals that do not meet all mandatory requirements shall be deemed non responsive and shall not be considered. Attachment E should be submitted with the Technical Proposal.) | |||
| SECTION 3 | |||
| MANDATORY REQUIREMENTS | REQUIREMENTS | YES | NO |
| Section 3.1.A - Overview of Fleet Car Wash Card Services Program | |||
| The Vendor must establish and utilize a system for the efficient purchase and payment of car wash services for Commonwealth fleet vehicles through intrastate and interstate service providers. | |||
| The Vendor must provide software, training, installation, and support to the Commonwealth for the Vendor’s web-based platform and mobile application. | |||
| The Vendor must be capable of issuing car wash credit cards to provide car wash services for individual vehicles. | |||
| Fleet car wash services shall include pre-negotiated pricing for both in-network and out-of-network car wash locations. | |||
| Vendor’s cards shall be universally accepted wherever major credit cards are and accepted at the widest possible range of service locations within the Commonwealth of Kentucky. | |||
| The Vendor’s card must support car wash purchases at any car wash location, including locations outside the Vendor’s network. | |||
| The Office of Fleet Management must be able to dispute transactions / fraud charges with the Vendor. | |||
| The Kentucky Office of Fleet Management Administrators shall have full on-line access to Vendor’s web-based platform to perform tasks and address inquiries directly. | |||
| At a minimum, areas of access will include billing, history, card usage, payment history, and other designated items as deemed applicable. | |||
| The Vendor’s system shall provide real-time automated on-line information through a web-based platform with login credentials. | |||
| The Vendor’s web portal shall provide detailed transaction records for easy reconciliation and provide real-time reporting and analytics. | |||
| Section 3.1.B - Fleet Car Wash Cards and Services | |||
| B.1 - Fleet Car Wash Cards | |||
| i | This section in its entirety | ||
| ii | This section in its entirety | ||
| iii | This section in its entirety | ||
| iv | This section in its entirety | ||
| v | This section in its entirety | ||
| vi | This section in its entirety | ||
| vii | This section in its entirety | ||
| viii | This section in its entirety | ||
| ix | This section in its entirety | ||
| B.2 - Fleet Car Wash Card Services | This section in its entirety | ||
| Section 3.1.C. - Car Wash Card Security | |||
| The Vendor shall have established security for services and card control mechanisms to ensure fraud prevention, and the ability to only use the card to purchase car wash services with the use of merchant coding. | |||
| If card is lost or stolen, the Office of Fleet Management (or other utilizing agencies) shall have the ability to terminate the card immediately and issue a new card to be delivered within seven (7) business days. | |||
| The Commonwealth shall have the ability to dispute or question charge(s) on car wash cards. | |||
| Personal Identification Number (PIN) | |||
| The Vendor shall assign a unique Personal Identification Number (PIN) of no less than four (4) digits and shall not be the plate number. | |||
| The PIN must allow for unique identification of each vehicle or individual. | |||
| Total management of PIN shall be by the Commonwealth. | |||
| The PIN shall provide security for the use of the car wash card. | |||
| The Vendor’s system must allow lockout of any individual card or PIN number by a Fleet System Administrator. | |||
| Section 3.1.D - Training | |||
| The Vendor shall provide training for the Office of Fleet Management Employees, as well as any state agency, local government, political subdivision, school, or university participating in the car wash card services program, on how to use the web-based platform and mobile applications, at no additional cost. | |||
| The Office of Fleet Management shall receive training once vendor completed implementation of system but prior to Go-Live. | |||
| Any ongoing training for upgrades or updates will be on an as needed basis. | |||
| Section 3.1.G - Monthly Invoice(s) and Report Package | This section in its entirety | ||
| Section 3.1.H - Payments for Services | This section in its entirety | ||
| Section 3.1.I - Web-Based Reporting | |||
| The Vendor shall provide comprehensive reporting capabilities through a web-based platform that supports the Kentucky Office of Fleet Management’s continuous monitoring, reconciliation, and analysis of fleet activity. | |||
| Reporting shall be available through modern electronic formats and delivery methods approved by the Office of Fleet Management administrator(s), which may include secure digital file transfer, API-based data exchange, web-based dashboards, EDI transmission, encrypted email, and downloadable PDF or Excel files. | |||
| Section 3.1.J - Batch Reporting | This section in its entirety | ||
| Section 3.1.K - Interim Reports | |||
| The Vendor shall provide interim reports and additional billing information in, between the monthly statements, including cumulative data for Fleet billings and costs, upon request by the Commonwealth. | |||
| Section 3.1.L - Electronic Online Access | This section in its entirety | ||
| Section 3.1.M - Fleet Car Wash Card Acceptance and Authorization | |||
| The Vendor must provide electronic authorization of a transaction through a Point of Sale (POS) device, which is linked directly on-line to the Primary Vendor. | |||
| Each on-site purchase authorization must be conducted through an on-line connection to a database maintained by the Vendor and NOT a batch load authorization. | |||
| Additionally, the Vendor’s authorization at the point of sale shall track lost and stolen cards with an immediate usage cut-off. | |||
| The Kentucky Office of Fleet Management shall hold no responsibility for sales made by cards that have been reported lost, stolen, or revoked. | |||
| Section 3.1.N - Tax Exemptions | This section in its entirety | ||
| Section 3.1.O - Remittance | |||
| The Vendor must be able to accept single or multiple payments per account and maintain detailed payment history information for each area. |
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