RP036-26 Provision of Purchasing Card Services on a Multi-Year Contract

The Gwinnett County Department of Financial Services has issued solicitation RP036-26 for a multi-year contract to provide purchasing card services and ePayables, specifically ghost cards. The scope of work includes program design, the issuance of custom-designed cards featuring the County name and the phrase "FOR OFFICIAL USE ONLY" without ATM functionality, and the provision of web-based or desktop management systems. These information systems must include all necessary software, upgrades, and training at no additional cost to participants, and must support data extraction and transaction visibility for at least five years. Furthermore, the systems must be capable of integrating with Oracle Fusion and reporting spend data using NIGP, UNSPSC, and NAICS commodity coding systems. The contract is structured as a five-year lifetime obligation, with an initial term running through December 31, 2031, and services scheduled to commence on January 1, 2027, or upon final Board of Commissioners approval. The evaluation process is conducted in phases, where Phase I involves scoring and ranking proposals, followed by a Phase II cost evaluation of shortlisted providers. A critical component of the financial proposal is a rebate-based fee schedule, which must be submitted in a separate sealed envelope and includes rebate percentages for monthly bills paid within 7 and 25 days, as well as rebates based on various spend volume tiers. Proposals are due by October 12, 2026, at 2:50 PM local time and must be submitted in a sealed package to the Gwinnett County Purchasing Division; electronic or facsimile submissions will not be accepted. Compliance requirements for the service provider include adhering to equal employment opportunity and Americans with Disabilities Act standards, as well as maintaining specific insurance and bonding qualifications. Insurance providers must be authorized to do business in Georgia and maintain an A.M. Best rating of A-10 or higher. If required, the vendor must furnish a 5% bid bond along with 100% performance and payment bonds from companies authorized to operate in Georgia. The County also maintains the right to inspect all relevant accounting records and documents for three years following the final payment under the agreement.