STATE 0000000488SL-A01 - Statewide Purchasing Card and Business Travel Card Services RFP .docx

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide Purchasing Card and Business Travel Card Services

PROPOSAL DUE NO LATER THAN: August 19, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Mertrell Nickens

PHONE NO.: (573) 751-7656

EMAIL: Mertrell.Nickens@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

State of Missouri Various Agency Locations

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

AMENDMENT #01 to STATE 0000000488SL

TITLE: Statewide Purchasing Card and Business Travel Card Services

CONTRACT PERIOD: Effective Date of Contract through Three (3) Years

PLEASE BE ADVISED OF THE FOLLOWING CHANGES AND CLARIFICATIONS:

1. Closing Date has been REVISED.

· As Stated: Return proposal no later than August 7, 2026 at 2:00 P.M.

· Change To: Return proposal no later than August 19, 2026 at 2:00 P.M

2. RFP Organization Table has been REVISED

3. RFP Paragraph 1.2.6 c. 1) has been ADDED

4. RFP Paragraph 1.2.8 c. has been ADDED

5. RFP Paragraph 1.2.8 d. has been ADDED

6. RFP Paragraph 1.2.8 e. has been ADDED

7. RFP Paragraph 1.2.8 f. has been ADDED

8. RFP Paragraph 1.2.8 g. including subparagraphs have been ADDED

9. RFP Paragraph 2.1.6 has been REVISED

10. RFP Paragraph 2.9.6 a. 16) & 17) has been DELETED

11. RFP Paragraph 2.9.9 has been DELETED

12. RFP Paragraph 2.12.5 has been REVISED

13. RFP Paragraph 2.17.1 c. has been ADDED

14. RFP Paragraph 2.17.2 a. has been REVISED

15. RFP Paragraph 2.19.1 a. has been ADDED

16. RFP Paragraph 2.19.2 b. 1) has been ADDED

17. RFP Paragraph 2.19.2 f. has been REVISED

18. RFP Paragraph 2.19.2 g. has been REVISED

19. Exhibit G has been REVISED

20. Attachment 9 has been REVISED

Vendors may review the revision(s) to the MissouriBUYS, powered by MOVERS electronic solicitation and the amendment document(s) at https://MissouriBUYS.mo.gov. You may be required to acknowledge the electronic amendment.

ATTENTION: IF YOU HAVE ALREADY SUBMITTED A RESPONSE TO THE SOLICITATION, ACCEPTANCE OF THE AMENDMENT AND RESUBMISSION YOUR SOLICITATION RESPONSE IS NECESSARY TO ENSURE THE STATE OF MISSOURI SUCCESSFULLY RECEIVES YOUR SOLICITATION RESPONSE.

Follow the instructions in the Reference Guide for How to Submit Response Online (https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions ) and outlined below if previously responded to the solicitation prior to the amendment issuance.

1) Log into MissouriBUYS, powered by MOVERS (https://missouribuys.mo.gov/).

2) Under Tasks click View Negotiations below Solicitations.

3) The Active Solicitations page will appear. Utilize the search filters and click on the Solicitation Number to open.

4) The Overview page will display. Click Create Response.

5) A Warning pop-up box will open. The supplier must click Yes to continue to view and acknowledge amendments.

6) The supplier should highlight the Amendment(s) and view the changes made via the amendment(s). Once the review is complete, select the Acknowledgement checkbox for each amendment and click Submit at the top right-hand corner of the page. NOTE: A Warning pop-up box will open if all amendments have not been acknowledged. Click Yes to continue.

7) A Confirmation pop-up box will open confirming amendments have been acknowledged. It will also warn that resubmission of the previously submitted response is necessary prior to response to the amendment. Click OK.

8) Supplier will need to click Create Response again and respond to the amended solicitation. NOTE: The Create Response step includes attaching the supplier’s response again.

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide Purchasing Card and Business Travel Card Services

REVISED PER AMENDMENT 01

PROPOSAL DUE NO LATER THAN: August 19, 2026, AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Mertrell Nickens

PHONE NO.: (573) 751-7656

EMAIL: Mertrell.Nickens@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

State of Missouri Various Agency Locations

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

REVISED PER AMENDMENT 01

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of Purchasing Card and Business Travel Card Services as set forth herein.

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The purpose of this RFP is to provide an efficient, cost-effective method of purchasing and paying for goods and services, reduce the number of purchase orders and checks issued, and to leverage Missouri’s spend to receive a rebate.

The State of Missouri currently has an existing fuel card program. The purchasing card program and the business travel card program identified herein are not intended to replace or compete with the fuel card program.

The purchasing card program and the business travel program identified herein will be implemented for all Executive, Judicial, and Legislative agencies of the State of Missouri. For the purposes of this document, this shall also include the University of Missouri system.

The State of Missouri reserves the right to purchase goods and services using the state purchasing card.

Goals and Objectives:

Goals and objectives of the state related to this solicitation include:

Streamlining the process for purchasing most small and limited dollar transactions.

Procuring goods or services in a timely manner. In some instances, this may allow the advantages of supplier discounts.

Expanding the vendor base by allowing cardholders to purchase goods or services from local vendors, by telephone or online.

Reducing the cost for procuring goods or services. The cost of purchasing goods or services with the purchasing card is significantly less than purchasing items via a purchase order. One of the reasons is reduction in personnel time. The rebate offered through the purchasing card contractor also provides a rebate for goods or services procured through the purchasing card.

Paying merchants more promptly than through traditional check or EFT methods.

Purchasing Card Program Background:

The Office of Administration, Division of Accounting is responsible for the statewide purchasing card program which allows authorized agencies to administer purchases of goods and services using tax-exempt, corporate liability commercial credit cards. The purchasing card program began in August 1998 as a pilot program with one state agency participating. The program now has 26 agencies participating. The program has grown significantly due to increased utilization and because it is used as an efficient and effective payment mechanism for the State of Missouri. The program was originally designed for making small dollar purchases. However, as the program has evolved, the program allows both small and large dollar purchases to help facilitate spending at statewide, agency, and division levels, settle travel expenses, and simplify the procurement cycle. This program is intended to reduce the number of purchase orders and checks issued, thereby enhancing efficiency and cost-cutting measures within both the individual agency and statewide.

As of February 2026, there were 5,084 active cardholders in the Purchasing Card Program. A break-down of number of cards by agency is available on Attachment 1. Total purchases paid through the purchasing card program for fiscal year 2025 were $102.5 million. A breakdown of transaction count and dollar volume by state agency-level hierarchy is available on Attachment 2. Annual volume for the five fiscal years ended June 30, 2025, are detailed in Attachment 3. The cards issued to the state are both plastic and ghost cards.

The statements for all cards are electronically available in the current contractor’s system. Certain agencies have requested to receive a paper statement as well. Payments to the contractor are made based on each individual card and are paid using the state’s financial system. The supporting documentation/receipts for each transaction are maintained in the state’s financial records. The State of Missouri does not currently utilize receipt imaging in the contractor’s system to support payment.

ADDED PER AMENDMENT 01

Currently more than half of the active P-Card holders receive both electronic and paper statements.

As of February 23, 2026, 14 accounts were over 60 days past due (out of the 5,084 cards as of February 2026). The average number of days past due for these 14 accounts was 86 days. During the period of February 1, 2025, to February 23, 2026, there were approximately 140 cards suspended by the contractor for being over 60 days past due. The contractor has established criteria for when cards are automatically suspended, which includes being over 60 days past due.

The State of Missouri periodically has credits/overpayments on an account. The state may handle these credits/overpayments in the following manner:

A credit/overpayment may be netted against a future billing;

A credit/overpayment may be moved to another active card and netted against a future billing; or

A refund is issued to the State of Missouri.

Since March 2020, the State of Missouri has implemented a procedure where agencies request refunds be approved by the Office of Administration, Division of Accounting prior to the contractor issuing a refund to the state.

Total purchases paid through the Cooperative Procurement Program for fiscal year 2025 was $19.9 million. A breakdown of the dollar volume by cooperative procurement program participant is available on Attachment 4.

a. The State of Missouri does not have a foreign exchange fee charged under the current contract. The State of Missouri incurred 129 foreign transactions totaling $48,988.07 for the Calendar Year 2025.

Business Travel Card Program Background:

The State of Missouri’s Business Travel Card Program was founded with the primary purpose of providing employees a means of financing official State of Missouri business related travel expenses. This contributes to the overall goal of maximizing the economy and efficiency of state travel expenditures. The Business Travel Card is a personal liability credit card.

After business travel, the employee submits an expense report and is reimbursed by the state on a monthly basis for expenses that are incurred by the employee on the personal liability business travel card. The state does not offer the option of joint and several liability on business travel cards. Therefore, the business travel cards are solely based on the personal liability of the cardholder.

As of February 2026, there were approximately 70 active cardholders in the Business Travel Card Program. A break-down of number of cards by agency is available on Attachment 1. Total purchases paid through the Business Travel Card Program for fiscal year 2025 were $231,000. Annual volume for the five fiscal years ending June 30, 2025 are detailed in Attachment 3. The state is not provided the number of personal liability business travel cards written off because of past due history nor is this information required to be reported to the state in the current contract.

Other Background Information:

The number of employees by state agency as of February 1, 2025 is attached hereto in Attachment 1.

The State of Missouri’s fiscal year is from July 1 through June 30 annually.

ADDED PER AMENDMENT 01

The state currently holds a virtual conference with the P-Card contractor and the Agency P-Card Coordinators to discuss topics such as: Annual Volume Spend and Rebate amounts, fraud report/declines, Security review, P-Card platform update, future updates expected, P-Card industry updates, what is new in the P-Card program for the State, training slides/examples, helpful P-Card reminders/best practices/required forms, allowable and unallowable P-Card purchases by policy, annual training quiz reminder, Q&A, etc.

ADDED PER AMENDMENT 01

Each state agency that utilizes P-cards currently provides payments to the P-card contractor for the individual P-cards.

ADDED PER AMENDMENT 01

Currently, the state does not have a fee on foreign P-Card transactions.

ADDED PER AMENDMENT 01

The state agencies’ current payment process may be considered a file turn or file uploads of P-Card statement EFT payments to the vendor after the applicable state agency processes the payment in the State’s system for each cardholder.

ADDED PER AMENDMENT 01

The FY2025 State of Missouri P-Card spend volume to Amazon, Costco, and Walmart is as follows:

Amazon $4,810,378.57 Costco $10,596.59 Wal-Mart $761,850.14

Current and/or Previous Contract Information:

A current contract exists for the products and/or services being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of that contract/the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number RFP RFPS30034902101674 or the contract number CS211674001 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal closing date and time of the proposals. If not received prior to ten (10) calendar days before the proposal closing date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal closing date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified closing date and time.

Ghost card means that a plastic card is not issued to the cardholder. Instead of a physical card, the cardholder only receives an account number, expiration date, and CVV (Card Verification Code). Ghost cards are recommended for large purchases to limited vendors or when credit limits are $50,000 or more.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal closing date and time.

Proposal Closing Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Statewide Purchasing Card Program Administration group (P-Card Admin) within the Office of Administration – Division of Accounting oversees the statewide purchasing card program, oversees the purchasing card contract, establishes rules and policies, issues guidelines, provides reports and statistics, and assists Agency Purchasing Card Coordinators and cardholders with problem resolution.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MONG Missouri National Guard MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall develop, implement, and administer the purchasing card program and business travel card program for the State of Missouri (hereinafter referred to as the state agency) in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

The State of Missouri, Office of Administration, Division of Accounting (OA/DOA) shall be the administrative agency through which the contractor shall coordinate all services provided under the contract.

Mandatory Use of Contract: The contractor shall provide services on an as needed, if needed basis. The State of Missouri does not guarantee any usage of the contract whatsoever. However, any state agency needing the services shall be required to use the contract unless an exemption is granted by the Division of Purchasing. In addition, the contractor shall understand and agree that the contract shall not be construed as an exclusive arrangement and if it is in the best interest of the State of Missouri and approved by the Division of Purchasing, a state agency may obtain alternate services elsewhere.

The annual volumes for the purchasing card and the business travel card are listed in Attachment 3 and large dollar purchases are provided in Attachment 5.

The contractor shall understand and agree that the extent of utilization of the purchasing card and/or business travel card shall be at the sole discretion of the State of Missouri, its agencies, and when authorized by the state agency, the individual employee.

The contractor shall understand and agree that any employee authorized by a state agency may apply to participate in the purchasing card and/or business travel card program. However, participation in the program is not mandatory for any employee.

Cooperative Procurement Program: The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

For any governmental entity that participates in the Cooperative Procurement Program, the volume of purchases from the governmental entity shall be incorporated into the State of Missouri’s rebate calculation. However, the contractor shall provide the appropriate rebate amount directly to such governmental entity.

The contractor shall provide an annual report to the OA/DOA listing entities participating in the Cooperative Procurement Program and each entity’s annual spend.

The contractor shall allow all members of the Cooperative Procurement Program that meet the contractor’s credit standards to use the contract.

The contractor shall understand and agree that cancellation, termination, or expiration of the contract shall constitute automatic and immediate cancellation and ability to incur charges on all purchasing cards and business travel cards. The contractor shall allow a period of sixty (60) calendar days for payment of outstanding balances without penalties and interest.

REVISED PER AMENDMENT 01

The contractor shall understand and agree that neither the State of Missouri nor any of its contract users will accept liability of unauthorized use of the Purchasing card, which includes, but is not limited to, unauthorized use of the card by anyone, account numbers which are fraudulently used, and account numbers or cards which are lost or stolen, unauthorized internet transactions, and merchant disputes. If a card is used by a state employee for unauthorized or fraudulent purchases (i.e. using the P-Card for personal use or other P-Card policy unallowable items, or if there is intentional fraud by the state employee), the state is liable to pay the contractor if the charge against the employee is substantiated. The State of Missouri’s Purchasing Card Policy and Procedure Manual outlines the responsibilities of reporting lost or stolen cards or suspected fraudulent activity. In addition, the Purchasing Card Cardholder Agreement Form provides remedies if the cardholder does not comply with policies or procedures or improperly uses the Purchasing card.

The contractor shall understand and agree that state agencies and individual cardholders shall not sign any type of agreement with the contractor above and beyond the requirements stated in the RFP.

Other Agencies May Order: The Division of Purchasing reserves the right to allow other state agencies and government entities (e.g. cities, counties, etc.) to order from the contract. The State of Missouri shall bear no financial responsibility for any payments due the contractor by non-state governmental entities (e.g. cities, counties, etc.).

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

Minimum Experience Requirements:

The contractor must meet or exceed the following minimum experience requirements at the time of proposal submission and for the duration of the contract:

The contractor shall have at least five (5) years of experience overseeing a purchasing card and business travel card program with projects/clients of similar size and scope to those described herein.

The contractor shall have at least five (5) years of experience working with purchasing card and business travel card operations of similar size and scope for a governmental entity

Team/Personnel Qualifications:

The contractor shall include the following team members/personnel to administer and perform the contract requirements:

Leadership Team:

The contractor’s leadership team shall include the primary person responsible for the State of Missouri’s purchasing card and business travel card program.

Each member of the contractor’s leadership team shall have a minimum of five (5) years’ experience with projects/clients of similar size and scope to those described herein.

Each member of the contractor’s leadership team should have at least five (5) years of experience working with purchasing card operations of similar size and scope for a governmental entity

Each member of the contractor’s leadership team should have at least five (5) years of experience working with business travel card operations of similar size and scope for a governmental entity.

Each member of the contractor’s leadership team should have a bachelor’s degree. The team members’ bachelor’s degree should preferably be in a field related to the scope and magnitude of the RFP, such as degrees in management, business, accounting, finance and/or human resources.

Working Team:

The contractor’s working team shall have a minimum of one (1) year of experience with projects/clients of similar size and scope and background commensurate with the requirements included herein.

Each member of the contractor’s working team should have at least one (1) years of experience working with purchasing card operations of similar size and scope for a governmental entity

Each member of the contractor’s working team should have at least one (1) years of experience working with business travel card operations of similar size and scope for a governmental entity.

Each member of the contractor’s working team should have an associate’s degree in a field related to the scope and magnitude of the RFP, such as degrees in business, accounting, finance and/or human resources.

Contact Person: The contractor shall designate a contact person who shall serve as the contractor’s contact and shall be the liaison between the contractor and the state agency. By no later than five (5) state business days after authorization by the state agency to proceed with services, the contractor shall provide the state agency with the name, address, email address, and telephone number of the contractor’s contact person. The contractor’s contact person shall (1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the state agency.

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

Implementation Plan Requirements:

The contractor shall implement a purchasing card program in accordance with the requirements of this document, whereby authorized state agency personnel use the contractor’s card program for purchasing routine goods, supplies, and services up to specific dollar amounts.

Unless the contractor was providing a purchasing card and business travel card program for the State of Missouri prior to the award of the contract, the contractor must issue a purchasing card and/or business travel card to each employee participating in the State of Missouri purchasing card and/or business travel card program upon award of the contract, in accordance to the process stated in the contractor’s awarded proposal. The contractor must have all such cards issued and activated by no later than forty-five (45) calendar days after the State of Missouri’s notice to proceed.

Upon implementation of a new state agency financial management system, the contractor’s system must run the current and new system concurrently until a timeframe is agreed by the contractor and the state agency to ensure accuracy and reliability.

Specific Requirements for Purchasing Card:

Each state agency electing to use the purchasing card shall provide a state agency purchasing card coordinator responsible for the operation of the purchasing card program for their state agency. The purchasing card program shall be available for use by individual state employees within state agencies. Issuance of the card to any state agency employee requires prior written approval of their individual state agency purchasing coordinator.

The contractor’s purchasing card program shall be a program under which plastic and ghost purchasing card accounts are issued to state agencies for distribution to a state agency cardholder.

The OA/DOA has developed a policy manual https://acct.oa.mo.gov/media/pdf/state-missouri-purchasing-card-policy-and-procedure-manual regarding the procedures for issuance, security, and operation matters related to the purchasing card program. Upon request, the contractor shall assist the OA/DOA with program development, implementation, modification, and enhancement of the purchasing card program.

The contractor shall understand and agree that the State of Missouri has the following card types which may be used by state agency employees (hereinafter referred to as a cardholder):

Standard Purchasing Card Account – This type of card/account allows transactions for non-travel related purchasing needs in order to procure commodities and services for official state business.

Travel Purchasing Card Account – This type of card/account allows transactions for authorized official state business travel to take place. These transactions primarily include purchases such as lodging, commercial transportation (vehicle rental, air fare, bus, taxi or similar rideshare services and rail), parking fees, and conference registrations.

A state agency may establish a certain employee to be a central travel desk representative. In these cases, a cardholder may use a card to make travel arrangements for other employees. Currently, State of Missouri employees are encouraged to use a central travel desk account for their travel related expenses when they do not possess their own purchasing card.

Dual Purchasing Card Account – This type of card/account combines the functions of the Travel Purchasing Card Account with the functions of the Standard Purchasing Card Account, allowing travel related purchasing needs along with procuring all commodities and services necessary for official State of Missouri business. This type of account reduces the need for cardholders to have multiple cards issued in their name.

Emergency Card – This type of card is available in a State Emergency, such as a natural disaster like a flood, snow storm, or tornado. These types of cards are strategically placed across the State of Missouri and may be activated at any time 24 hours a day, seven days a week. These cards may have high credit limits. This type of account may be issued in an employee’s legal name or designated in the name of an Emergency Account.

The contractor shall provide a purchasing card specifically designed for the State of Missouri. At a minimum, the card shall include the following (see Attachment 6 for a copy of the current card):

“STATE OF MISSOURI PURCHASING CARD” shall be printed on the front of the card.

“FOR OFFICIAL USE ONLY” shall be printed on the front of the card.

“MISSOURI SALES TAX EXEMPT UNDER TAX EXEMPT# 12602515” shall be printed on the front of the card.

The contractor’s toll free “help” telephone number shall be printed on the back of the card.

There shall be no reference to Automatic Teller Machines (ATM’s) included on the card.

The name of the state agency and the cardholder’s name shall be embossed on the card.

The card must be compliant with industry standards including, but not limited to, being EMV chip enabled and EMV Contactless (NFP) “tap to pay” functionality.

State agencies may require substitutions to card designs as necessary and as authorized by the OA/DOA.

At the request of the state agency and upon approval by the OA/DOA, a custom plastic card may be issued in limited circumstances. The state currently utilizes a custom plastic card for certain situations.

The cards shall not be sent to cardholders pre-activated. The cardholders shall be responsible for activating the card upon receipt based upon agreed criteria between the State and the contractor.

The contractor’s purchasing card program shall not allow cash advances.

Upon request by a state agency and/or the OA/DOA, the contractor shall make changes to cardholder’s account which may include, but not be limited to, card expenditure limits, transaction limits, purchase restrictions, cardholder billing address and phone number, and termination or non-renewal of a cardholder’s account. Some changes may require approval of OA/DOA before an update is made. The contractor shall coordinate with OA/DOA to establish defined criteria.

The State of Missouri shall inform the contractor within 30 calendar days when a cardholder is no longer employed by the State of Missouri. Upon such notification, the contractor shall immediately discontinue providing purchasing card services for the said former cardholder.

The contractor shall not automatically close cards which have not been used after a period of time. The contractor shall notify the state agency and OA/DOA, within 24 hours of any cards that are automatically closed or closed without the authorization of the state agency and/or OA/DOA.

The contractor shall have and operate an established program to recruit new businesses for inclusion in the purchasing card program. When notified by a cardholder that the contractor’s card is not accepted by a particular business, the contractor shall contact such business and attempt to include the business as a business that will accept the contractor’s purchasing card.

Fee Requirements for Purchasing Card:

The contractor shall not charge administrative fees for any purchasing card program provided to the State of Missouri.

The contractor’s purchasing card program shall have no interest or carrying charges for purchases/charges in dispute.

User Access Requirements for Contractor’s System for Purchasing Card:

The contractor’s system must allow for card management functions, statements, reports, and data analysis tools to be accessible to authorized users as defined by roles and access levels. The system shall have a minimum of the following different roles and access levels:

Cardholder – Ability for a cardholder to view their own credit limit and available balance; view own transactions; view own authorizations and declines; and obtain own statements in real time.

Statement Manager – Ability for state agency management or other state agency personnel to view cardholder transactions and obtain cardholder statements for all cardholders in the state agency hierarchy they are assigned to.

Reporting – Ability for state agency management or other state agency personnel to view cardholder transactions; obtain cardholder statements and generate monitoring reports for all cardholders in the state agency hierarchy they are assigned to.

State Agency Purchasing Card Coordinator –

Ability to perform card management functions (as described in section 2.7) up to credit limits of $25,000; view cardholder transactions; obtain cardholder statements and generate monitoring reports for all cardholders at their state agency.

To prevent segregation of duties issues, the State Agency Purchasing Card Coordinators shall not have the ability to create or make changes to their own card.

The State Agency Purchasing Card Coordinator should have the ability to perform administrator functions for cardholders at their state agency/division only, including granting, modifying, or terminating user access; unlocking user accounts; and changing passwords.

P-Card Admin –

Ability to perform all functions included in the State Agency Purchasing Card Coordinator role for all agencies statewide.

This role shall only be able to make changes in the system for card credit limits up to $49,999. For credit limits of $50,000 or more, the OA/DOA and the contractor shall concur upon an amount.

Ability to perform administrator functions for all agencies statewide and all access roles (i.e. Cardholder, Statement Manager, Reporting, State Agency Purchasing Card Coordinator), including granting, modifying, or terminating user access; unlocking user accounts; resetting user IDs; and changing passwords.

The contractor’s system must comply with National Institute of Standards and Technology (NIST)) 800-53 standards or its equivalent.

The contractor’s system must support a hierarchy access structure to data and reports and limit access to users by those hierarchy levels. In addition, the contractor’s system must provide the capability for multiple state agencies (and/or divisions) with individual billing cycles who function separately to be a sub-hierarchy within the primary State of Missouri hierarchy.

The contractor’s system must allow for single sign-on of users with multiple roles or access levels. For example, the P-Card Admin must have the ability to use a single sign-on to view each state agency’s records. State Agency Purchasing Card Coordinators must have the ability to use a single sign-on to view multiple sub-hierarchy agencies maintaining their records. Users with a role of Statement Manager, Reporting, or State Agency Purchasing Card Coordinator must have the ability to use a single sign-on to also view their card, if applicable.

The contractor’s system must be able to add new state agencies as needed. The contractor shall have procedures in place to ensure state agency settings and user access rights are established completely and accurately.

The contractor’s system must allow only a State Agency Purchasing Card Coordinator or P-Card Admin to create or delete organizational hierarchies and assign or move cardholders and all historical transaction data for that cardholder to a location within the hierarchy.

The contractor’s system must be able to uniquely identify each user.

The contractor’s system must be able to produce user access reports as needed. The contractor’s system must have the ability for the report to be downloaded into multiple formats (e.g. Excel, PDF, etc.). The report must include, but not be limited to, the following information:

Username User ID User account status User account creation date Last login date Date user terminated from system Access role granted Company hierarchy level Account locked status

The contractor’s system must provide an audit trail of system user access, including, but not limited to, user account creation, modification, termination, removal, and password resets.

The contractor’s system must limit the number of invalid logon attempts to the system and automatically lock the user account after a P-Card Admin approved number of unsuccessful access attempts until unlocked by an administrator.

The contractor’s system must automatically terminate a user’s session after a P-Card Admin approved period of session inactivity.

The contractor’s system must display a logon…