Procurement Card Services

Closed State & local contract opportunity Posted

Solicitation number
RFP25-0409
State
Florida
Responses due

Opportunity facts

Jurisdictions
UNSPSC codes
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Point of contact

Opportunity details come from procurement.opengov.com. Updated .

About this opportunity

Written by GovTribe AI ·

The City of Orlando is seeking proposals for a comprehensive Procurement Card (P-card) Services program to replace its current system with JP Morgan Chase. The solicitation targets qualified financial service institutions to provide a robust card program enabling city personnel to purchase goods and services efficiently. The desired program must include high-level internal controls compliant with federal, state, and local regulations, integrate with the City's Workday Enterprise Resource Planning system, and support both Visa and optional MasterCard branded cards. Key deliverables include card issuance, transaction processing, reconciliation, reporting, online access, training, and support services. The RFP requires web-based management software that can distinguish between procurement and travel-related transactions and provide real-time monitoring capabilities. Proposal submissions are due on July 9, 2025, at 2:00 pm, with a non-mandatory pre-proposal virtual conference scheduled for June 17, 2025, at 2:00 pm. Evaluation criteria will focus on the vendor's experience, service approach, technical capabilities, reporting functionality, data security, and proposed rebate and pricing structures.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The current procurement card program processes approximately $22.18 million in P-card transactions and $9.26 million in virtual card transactions annually, utilizing 526 P-cards and 42 virtual cards across all city departments. JP Morgan Chase is the incumbent vendor, currently providing both Visa and MasterCard branded P-cards and an electronic payable program. The City currently receives rebates in basis points based on annual expenditure, paid via electronic deposit. The proposed contract will have an initial three-year term with potential extensions for two additional twelve-month periods. While specific budget ranges are not detailed, the fiscal year 2024 statistics provide insight into the program's scale, with the highest single P-card transaction reaching $73,201.51 and the average expenditure per transaction at $436.84. The successful vendor must demonstrate capability to seamlessly integrate with the existing Workday system and maintain the City's strategic goal of timely and accurate supplier payments.

Opportunity text

The City of Orlando (City) requests Proposals from interested, qualified and experienced financial service institutions to provide a Procurement Card (P-card) Program for City personnel to purchase goods and services and pay for business expenses in a simple and timely manner. This program must contain the following:

  1. A high level of internal controls ensuring compliance with all relevant federal, state, and local regulations
  2. Align with the City's policies and procedures. Refer to Exhibit "One" for the City's Procurement Card Policy
  3. Services including card issuance, transaction processing, reconciliation, reporting and other related services
  4. Features including online access, reporting capabilities, training and support
  5. Integration with the City's existing accounting and financial systems

Current Environment:

The City currently utilizes both Visa and MasterCard branded P-cards for the City's P-card and business expense program through JP Morgan Chase. All City Departments participate in the P-card program. The City receives rebates in the form of basis points in accordance to the expenditure amount paid annually via electronic deposit.

The City also has a VISA electronic payable program through JP Morgan Chase which is used to pay for invoices to suppliers through virtual cards (ePayables).

Fiscal Year 2024 Statistics

P-card

Virtual Card (ePayables)

Expenditure/Payments

$22,178,723.32

$9,259,297.29

Total Number of Transactions

50,771

633

Highest Single Transaction

$73,201.51

$353,470.64

Average Expenditure/Payments

$436.84

$14,627.64

Number of Cards

526

42

Exhibit "Two" contains the last twelve months of accounts payable (AP) monthly spend information by payment type.

The City's Enterprise Resource Planning System (ERP) is Workday. The existing web-based P-card management software allows the user to distinguish between procurement and travel (expense) related transactions. The Proposer's web-based P-card management software must integrate with Workday to allow the City to upload transaction reports that separate the procurement and travel related transactions. Workday is used for the City's expense reporting process.

The current billing cycle is thirty (30) days and the payment is made within three (3) business days of the last day of the billing cycle.

The overall AP process' goals / strategy of the City is to make timely and accurate payments to suppliers and contractors while maintaining and ensuring sound cash management and effective strong internal controls.

Files

File Type Posted
Procurement_Card_Services.pdf PDF
Exhibit_3_-_City_Supplier_Listing.pdf PDF
Exhibit_2_-_AP_Monthly_Spend.pdf PDF
Exhibit_1_-_Procurement_Card_Policy.pdf PDF

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