REQUEST FOR PROPOSAL
PROCUREMENT CARD
(CREDIT CARD) PROGRAM
Parkland College is requesting proposals from qualified financial services suppliers for a procurement
card (P-Card) program in order for personnel to purchase goods and services in a simple and timely
manner. This program must contain a high level of internal controls insuring compliance with all relevant
federal, state, and local regulations and align with Parkland College’s policies and institutional
procedures.
Please address your written proposals to Purchasing, Room A108, Parkland College, 2400 West Bradley
Avenue, Champaign, IL 61821-1899. Please label your envelope “RFP #2019-001 Procurement Card
Program” to ensure timely delivery. RFPs must be received no later than 2:00 p.m. on Monday, March
11, 2019, at which time they will be publicly opened and read in Room A-108. Any RFP not received by
said time and date will not be considered. RFPs sent by facsimile machine or e-mail will not be
accepted.
The Board of Trustees of Parkland College reserves the right to reject all or any part of an RFP submitted,
to waive any technicalities or informalities in the proposal, and to accept RFPs or combination of RFPs
deemed most favorable to and in the best interest of the college after all proposals have been examined
and evaluated.
Questions regarding the RFP’s specifications may be addressed to Beth Burdette, at 217/351-2232 or by
email at bburdette@parkland.edu or to David Donsbach, at 217/351-2393 or by email at
ddonsbach@parkland.edu.
Sincerely,
Chris Randles
V.P. of Administrative Services and Chief Financial Officer
SCOPE OF WORK
Parkland College is seeking proposals from qualified firms for a procurement card program that will
maximize the efficiency of redundant purchases and/or purchases under a certain dollar threshold. The
p-card program should also offer the college the following benefits:
Simplify procurement process
Improve supplier relations
Improve payment time to suppliers
Improve expense control
Improve employee productivity and increase employee satisfaction
Reduce administrative expenses
In the 2017-18 fiscal year, Parkland College spent $796,428 in procurement card purchases. The total
number of transactions was 5,162, the maximum purchase was $13,785 and the average expenditure
was $154.
Parkland College expects the supplier to provide the following P-Card services:
Ease of use for card members
Card members spending limits
Monthly credit limits (cycle limits)
Transaction-based limits (single transaction limits)
Industry (commodity) restrictions
Card member activity reports
Custom file outputs
Industry spending details and summary
Online reporting
Online card setup, maintenance and suspension
Automatic expense allocation
Online cost code validation
Query builder, library and data archiving
Automated general ledger loading
Cardholder reconciliation
Fraud detection
Password reactivation
In addition, the supplier shall provide:
Pre-Implementation Services: Prior to implementation, the provider will perform a study to obtain all
information concerning documentation needs in order to comply with all regulatory agencies and
generally accepted accounting principles. The provider will design and present a workflow process
detailing the documentation requirements and acquisition process.
Pilot Program Services: The provider will demonstrate, prior to the implementation of the program,
evidence that the provider is capable of performing a satisfactory integration of data that can be
transmitted and accepted, with reasonable and customary human intervention, to the college’s current
financial software – Colleague and provide account administration and end-user training during the pilot
program and continue training during the initial start-up period.
Program Roll-Out/Ongoing Services Capabilities: Issue approximately 100-120 user cards at no charge
and the financial strength to support Parkland College purchases of $600,000 - $1,000,000 per year.
Establish preset dollar limits for each cardholder, such as transaction amounts, daily amounts, and
monthly amounts. Also, have the ability to provide supplier restrictions by commodity codes and by
specific suppliers.
Provide customized cards with Parkland College name, tax-exempt number, logo and the name of the
individual cardholder.
Preferably interface with current ERP system - Ellucian Colleague. In addition, have the necessary
software to enhance transmittal information from the provider to Parkland using Parkland’s
infrastructure.
Provide 24-hour/7 day per week emergency customer support to solve user/supplier problems.
Address all other requirements stated in this RFP, and, have the professional expertise to suggest other
operational procedures that will allow Parkland to install a successful on-going P-card system.
Demonstrate a workflow process that will allow Parkland to obtain and edit reports electronically.
Resolve all payment disputes with merchants.
TAXES
Please note that Parkland College is exempt from all federal excise, state and local taxes unless
otherwise stated in this document. In the event taxes are imposed on the services purchased, Parkland
College will not be responsible for payment of the taxes. The supplier shall absorb the taxes entirely.
Upon request, Parkland College’s Tax Exemption Certificate will be furnished.
PROPOSED PRICING
The vendor should furnish a list of proposed prices for all services and materials to be used during the
term of the contract. The list of proposed prices should be structured to allow for the calculation of unit
cost analysis. The prices included herein are to be firm through the contract term, unless noted
otherwise by the vendor. The cost proposal should contain:
Annual cost per card.
Payment term option stating the frequency of required payments.
Cost for electronic system interface, including implementation, initial training, and support.
Late-payment charges.
Any additional fees (please delineate the purpose, fee, and frequency).
Business Enterprise for Minorities, Females, and Persons with Disabilities
Consistent with the Business Enterprise for Minorities, Females, and Persons with Disabilities Act, 30 ILCS
575/0.01, et seq. (the “Act”), it is the policy of Parkland College to foster and encourage the continued
economic development of minority owned businesses, female owned businesses, and businesses owned
by a person with a disability.
When Parkland College is required to competitively bid a contract, the bid documents shall additionally
require all potential bidders to submit their name, the bid amount, a statement confirming whether the
bidder is including in its bid work to be performed by certified as a minority owned businesses, female
owned businesses, and businesses owned by a person with a disability.
Are you certified as a minority owned business or female owned or person with a disability owned
business?
Yes ____ No____
FORMAT FOR RESPONSE
To achieve a uniform review process and obtain the maximum degree of comparability, it is required
that the proposal be organized in the format specified.
An original and two (2) copies of the RFP and a complete electronic copy (DVD or flash drive) of the
proposal shall be provided. The original copy shall be signed by vendor.
1. Title Page
Show the RFP subject, the name of the vendor's firm, address, telephone number, name of contact
person, and date.
2. Table of Contents
Clearly identify the materials by sections and page number(s).
3. Letter of Transmittal
Limit to one or two pages.
a. Briefly state the vendor's understanding of the scope of services to be provided and the
commitment to provide the services within the stated schedule.
b. List the names of the persons authorized to make representations for the vendor, their titles,
address, and telephone numbers.
4. Profile of the Vendor
Indicate the number of people in the organization and their level of experience and qualification and the
percentage of their time that will be dedicated to this process.
a. Provide a list of the vendor's current higher education clients (up to five) indicating the type
of services the organization has performed for each client. Include client’s name, address and
length of time the organization has been the P-Card program provider.
b. Submit independently audited financial statements (one copy only). Such information will be
considered in strict confidence.
c. Indicate any third-party firms involved with your program and state their role(s).
5. Scope Section
Clearly describe the scope of services to be provided based upon the information in the scope section.
Respond to each item listed.
6. Responses to Questionnaire
7. Price Responses
8. Invoicing Procedure
a. Describe the firm's invoicing procedures.
b. Include documentation identifying all of the vendor's fees.
9. Proposed Contract
Please submit a draft contract for the services being offered.
EVALUATION
In evaluating the proposals submitted, Parkland College will apply the "Best Value" standard in selecting
the supplier to be awarded a contract for this project. Purchase price is not the only criteria that will be
used in the evaluation process. Any award resulting from this RFP will be made to that vendor whose
offer conforms to the RFP and it is determined to be the most advantageous, of "best value" to Parkland
College, in the sole judgment of Parkland College. The selection process will include, but not be limited
to, the following considerations:
1. The provider's ability to assist Parkland College in meeting the overall goals and to reduce
Parkland College administrative costs associated with the procurement process.
2. The quality and range of services the firm proposes to provide.
3. The extent to which the goods or services meet Parkland College needs.
4. The firm's overall experience, reputation, expertise, stability and financial responsibility.
5. The vendor's past relationship with Parkland College, if any.
6. The experience and qualifications of the staff that will be assigned to service Parkland
College's account.
7. The ability to provide service in an expedient and efficient manner.
8. Information reporting and customer service technological capabilities.
9. Compatibility with ERP systems.
10. Vendor's financial terms offered to Parkland College.
11. The training options available.
12. The total, long-term cost to Parkland College to acquire the vendor's goods and services.
13. Any other relevant factor that a business entity would consider in selecting a supplier.
14. Responses from references.
RFP SCHEDULE
Release RFP: Monday, February 25, 2019
Deadline: Monday, March 11, 2019
Evaluate: Tuesday, March 12, 2019 - Monday, March 18, 2019
Possible Presentations: Monday, March 25, 2019 - Friday, March 29, 2019
Notification of Award: Friday, April 8, 2019
P-Card Questionnaire Worksheet
Functionality The Abbreviated Answer Further Explanation Attachments Provided
Interface to Colleague General Ledger:
On a monthly basis, the purchasing card
transactions will automatically debit the bank
account for the amount due and Parkland College
will charge the proper general ledger account for
the purchases.
Can your software produce an ASCII record for each
general ledger transaction?
Is custom programming required to produce the
ASCII file?
If custom programming is required, what is the price
estimate in both hours and cost per hour?
Does your company have prior experience at
interfacing with Colleague by Ellucian?
Does your software capture Level 1 data from the
merchant?
Does your software capture Level 2 data from the
merchant?
Page 1 of 11
P-Card Questionnaire Worksheet
Does your software capture Level 3 data from the
merchant?
Technical Assistance:
This section identifies the technical assistance your
company deploys both in conversion and the
ongoing operation of the purchasing card program:
How will you install the software?
Will your technical representative be on the Parkland
Collge campus during the pilot and at the full
conversion date?
Does your technical representative have 2-3 years
experience in this product, the regulations and the
technology?
Do you provide a 1-800 call center operation for
technical assistance? What are the hours of
operation?
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P-Card Questionnaire Worksheet
The Purchasing Cards:
Do you provide the option of including a client-
designed logo on the card? If so, is there a charge?
What are the parameters and criteria?
Is the functionality allowed by each cardholder
managed in a table-driven manner allowing flexibility
and ease-of-use?
Can you encode the card so that the merchant will
not assess sales tax?
Can you limit the usage of the card to a certain dollar
amount within a certain timeframe?
Can you limit the usage of the card to a certain
number of transactions within a certain timeframe?
Can you restrict the usage of the card by type of
purchase? How is this accomplished?
Can you restrict the usage of the card within a certain
geographic area?
Can you restrict the usage of the card to a particular
merchant or by product?
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P-Card Questionnaire Worksheet
Once an employee is terminated, can the
administrator quickly deny usage of the card?
Can the cash advance feature be permanently
blocked on all cards issued by Parkland College?
Can the same card be used for travel &
entertainment along with small purchases?
Is travel insurance included with the card?
Who creates and issues the purchasing card? How
long does it take once a request is made for a new
card?
How long does it take to modify limits or other
criteria on existing cards? What is the process?
Are all of these parameters controlled by Parkland
College? Or by your company on a daily basis?
How many merchants accept your card within the
US?
Can cards be issued for a specific dollar amount only
(i.e. when the amount is acquired the card is
useless)?
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P-Card Questionnaire Worksheet
Fraud and Charge-Back Control:
What are your fraud rates of occurance?
Who assumes the responsibility for stolen card
purchases? Describe the procedures for processing
lost or stolen cards.
At what point does insurance coverage take effect for
a lost or stolen card?
Once notified of a lost or stolen card, how long does
it take to negate the card?
Is there a 24-hour toll-free telephone number for
reporting lost or stolen cards?
What assistance do you require of Parkland College
in resolving discrepancies with merchants?
What amount of insurance do you carry on each card
for fraudulent use? What procedures are in place to
minimize risk of fraud or misuse of cards?
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P-Card Questionnaire Worksheet
Does your card impact the credit score of the
individual cardholder?
Customer Service:
Describe procedures for Parkland College to submit
questions. Is there an ongoing contact person
assigned to us? Does that person work with us
directly or hand us off to another person or
department? What are the hours of operation?
Describe procedures for interacting with cardholders
regarding usage (e.g., fraud, activity).
Reporting:
Which of the following reporting is available without
writing queries? Please attach a 1-page example of
each report.
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P-Card Questionnaire Worksheet
Monthly settlement report
Cardholder statement
Spending analysis by employee by MCC
MCC detail transaction report
Spending analysis by category
Merchant usage report
Cardholder usage report
Current merchant list
Sales tax report
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P-Card Questionnaire Worksheet
Sales return analysis report
Charge-back analysis report
Does your system have a query-based report writer
for the users?
Is the query system easy to learn and use by a non-
programmer?
How much query training is provided?
Monthly Reconciliation Process:
What billing cycles are available?
What options are available for statement delivery?
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P-Card Questionnaire Worksheet
What are payment terms from statement date?
What option are available for the company to make
payment (e.g., EDI, ACH, check)?
When is the settlement between Parkland and your
company performed? Monthly? Daily?
Will the settlement automatically occur?
What timeframe is allowed for Parkland to perform
the reconciliation and contest any transactions?
Is the data available to Parkland on a daily basis?
What is the format? Can it be downloaded to Excel?
Will the software automatically create and route an e-
mail Purchasing Report to each cardholder at the end
of each month?
Will the software automatically create and route
email reminders to cardholders and their supervisors
who have not submitted their verified Purchasing
Reports back to the A/P Department?
Will the software support the automatic routing of an
Expense Report and a Purchasing Report from the
employee to their respective supervisor? Then from
the supervisor to the A/P Department?
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P-Card Questionnaire Worksheet
Purchasing Card System Costs:
After successful completion of the pilot program,
based on 5,000 - 6,000 annual transactions totaling
over $600,000, what are the fees?
Does your company offer rebates at specific volume
and/or dollar thresholds? At what level can rebates
be realized by Parkland? What is the rebate
percentage? What is the percentage based on? What
is the turnover rate for rebate?
Attach your rebate program documentation
Will Parkland be charged a pilot conversion cost? If
so, what?
Will Parkland be charged a college-wide rollout
conversion cost? If so, what?
What are the one-time conversion costs?
Please provide a list of all costs
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P-Card Questionnaire Worksheet
Do you charge an ongoing maintenance fee? If so,
what is it? What is it based on?
What is the cost to train Parkland card users and card
administrator(s)?
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