SLCo RFI - CP080425 P-Card Internal Auditing Software

Introduction: Salt Lake County (the County) is in search of software to assist the county in auditing its purchasing card (p-card) program for compliance with county policies and procedures. The goal of this RFI is to identify software solutions that exist, their general capabilities and approximate budget needs for a county of our size. Background: The county's p-card program currently has 600 cardholders, over 50,000 transactions a year and approximately $16 million in annual expenditure. The manual process of auditing transactions is time-intensive and does not offer insight as early as needed. The industry standard for a purchasing card program of our size is to have auditing software employed specific to p-cards that assists in the timeliness of the audit reports and allow for an overall awareness of trends within the program. This will allow for quick follow-up with cardholders who may not be aware that they are out of compliance, and for divisions to understand how their p-cards are being used and managed. RFI Response Requirements: The County is seeking the following information with this RFI: 1. Please provide your business contact information. 2. How long have you been providing p-card auditing solutions? 3. What industries or sectors do you primarily serve? 4. How many clients currently use your p-card auditing software? 5. What is the typical implementation timeline for an organization of our size? 6. Which ERP, financial systems, or expense platforms do you integrate with? 7. How is pricing structured (e.g., per user, per transaction, flat fee) and what is your typical price range for your fee structure? 8. Please describe any additional fees, (e.g., implementation, training, customizations, maintenance and support, and software upgrades.) 9. What standard audit and compliance reports does your software produce? 10. Please describe any required client resources to implement and maintain your software. 11. Please describe how you train your software users. RFI Response Submission Requirements: Respondents are encouraged to submit their written response, with contact information, in no more than ten (10) pages to Salt Lake County Contracts and Procurement, attention: Jason Yocom, jyocom@saltlakecounty.gov by the due date and time indicated above. Questions: Questions may be submitted to jyocom@saltlakecounty.gov. Do not contact other County officers or employees. GRAMA The County is a governmental entity subject to the Utah Governmental Records and Access Management Act (GRAMA), Utah Code Section 63G-2-101, et seq. All documents submitted in response to this RFI will be treated as protected records under GRAMA Section 63G-2-305(7). Please be advised that documents submitted in response to this RFI will become public records upon execution of a contract directly relating to the subject of this RFI through a potential formal solicitation process, or in the event the County does not enter into a contract which directly relates to the subject matter, upon the expiration of two years from the date of issue of this RFI. Trade secrets and commercial information will not be disclosed provided that you have properly compiled with Utah Code Section 63G-2-305 and Utah Code Section 63G-2-309. DO NOT RESPOND THROUGH UTAH PUBLIC PROCUREMENT PLACE (U3P) SEND RESPONSE DIRECTLY TO CONTACT PERSON! Title: Purchasing Card Internal Auditing Software Solicitation #: CP080425 Response Due Date/Time: Due Date: August 14, 2025, before 1:00 pm Mountain Time Submit To: Salt Lake County Contracts & Procurement Attention: Jason Yocom jyocom@saltlakecounty.gov