RFP for Procurement Cards

The Cullman County Commission ("the County") is soliciting proposals from qualified financial institutions or card program providers to administer a secure, compliant, and audit ready Procurement Card (P-Card) Program.

Cullman County seeks to modernize its purchasing processes by implementing a P-Card system that:

• Enhances operational efficiency
• Strengthens internal controls
• Supports transparency and audit readiness
• Demonstrate compatibility with the County's financial management systems
• Provides robust oversight tools for cardholders, supervisors, and administrators

The County currently utilizes Harris Smartfusion for financial management. Proposed solutions should demonstrate compatibility with Smartfusion-based reconciliation workflows, as well as other ERP solutions.

Proposers must provide a comprehensive solution that includes, at minimum:

1. Card Issuance & Configuration

• Ability to issue individual and departmental cards
• Customizable MCC profiles
• Adjustable per transaction and monthly limits
• Temporary overrides for emergencies or special operations

2. Online Management Platform

A secure, web based portal for:

• Card activation/deactivation
• Real-time transaction monitoring
• MCC and limit adjustments
• Reporting and exception alerts
• Administrative controls and audit logs

3. Integration with ERP and mobile application

The solution must support:

• Reconciliation workflows
• Receipt/documentation uploads
• Coding and approval routing
• Exportable audit ready transaction files
• Mobile Application with receipt scanning

4. Security & Fraud Prevention

• Real-time fraud monitoring
• Alerts for declined transactions, MCC violations, or suspicious activity
• Lost/stolen card protocols
• Dispute resolution procedures

5. Emergency & Continuity Features

• Rapid issuance of emergency cards
• Temporary MCC expansions for disaster response
• After-hours support

6. Training & Customer Support

• Cardholder training materials
• Administrator training
• Ongoing technical support
• Dedicated account representative

**Submission:** Proposals must be submitted electronically as a single PDF to: Cullman County Commission Attn: Accounting Email: commissionaccounting@co.cullman.al.us and copy jbullard@co.cullman.al.us Subject Line: "RFP – Procurement Card Program Proposal"

Receipt of proposals will be acknowledged within two (2) business days. Late submissions will not be considered.

Evaluation Criteria

Proposals will be evaluated based on:

• Compliance with RFP requirements
• Strength of MCC controls and system integration
• Security and fraud-prevention capabilities
• Experience with governmental clients
• Training and customer support
• Cost, rebates, and overall value
• Quality of reporting tools and audit readiness

The County reserves the right to request demonstrations, conduct interviews, or seek clarification from proposers.

**Timeline:** Responses Posted 11/18/2026; Evaluation Period & Demonstrations 12/11/2026; Selection Notification 12/18/2026; Target Program Launch 1/4/2027.