RFI/Sources Sought – P-Card Commercial Card Compliance Solution

The City of Fort Worth, Texas Purchasing Division is issuing a Request for Information (RFI) and Sources Sought notice to identify qualified financial institutions and commercial card program providers capable of delivering a Purchasing Card (P-Card) solution with automated compliance controls, with responses due August 10, 2026. This is market research, not a solicitation or commitment to procure.

The core operational requirement is automated enforcement of aggregate vendor spending thresholds, specifically the prohibition on purchases without a contract exceeding $3,000 annually per vendor. The City operates a decentralized P-Card program across multiple departments and seeks a solution that automates this control across all cardholders and departments through real-time authorization and decline logic or post-transaction monitoring. Respondents must clarify whether controls operate during transaction authorization or as post-transaction monitoring only.

Required capabilities include standard P-Card functionality: cardholder account management, department hierarchy controls, merchant category code restrictions, transaction limits, electronic receipt capture, audit and reporting, and ERP system integration. The solution must support merchant normalization and supplier matching to map multiple merchant identifiers to single suppliers for aggregate tracking and handle time-based threshold configuration. Integration with the City's Oracle PeopleSoft ERP system must proceed through standard integration capabilities without requiring significant custom development, manual file manipulation, or parallel reconciliation.

The City currently operates its P-Card program under a no-cost structure funded through merchant interchange revenue and seeks solutions supporting a similar model with all fees (implementation, platform, advanced control, reporting, integration, and ongoing support) clearly disclosed. Responses must address company experience with municipal P-Card programs, existing clients with similar automated controls, implementation timelines, security and PCI compliance, and any known limitations. The RFI is for planning purposes only and does not constitute a commitment to award.