Travel Card Services

Request for
Proposal
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100029004
Email: payables@olemiss.edu Coll.Number RFP 822
Date 07/19/2026
Vendor Address
RequisitionNo. 10207954
NAME: Buyer/Phone Purchasing Dept. / 662-915-7448
STREET ADDRESS: Biddueon 08/20/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby: numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________ envelope.
Signature _________________________
Page 1of 2
DeliveryDateARO _________________________
Item Material/Description Quantity UM UnitPrice Amount
IMPORTANT!!! ALL SUBMISSIONS ARE DUE NO LATER THAN
1:00 PM, THURSDAY, AUGUST 20, 2026.
ALL SUBMISSIONS ARE DUE AT:
RFP 822
OFFICE OF PROCUREMENT SERVICES
164 JEANETTE PHILLIPS DR
UNIVERSITY, MS 38677
OUR PREFERRED METHOD OF SUBMISSION IS
ELECTRONICALLY BY FOLLOWING INSTRUCTIONS AT THIS
LINK: https://secure24.olemiss.edu/prelecbids/CurrentBids
IF SUBMITTING VIA PAPER HARDCOPY, YOUR SEALED AND
PROPERLY IDENTIFIED (ATTACHED LABEL AFFIXED TO
OUTSIDE OF PARCEL PACKAGE) BID MUST ARRIVE AT THE
PROCUREMENT SERVICES BUILDING NO LATER THAN THE
STATED DATE AND TIME. PLEASE SEND YOUR PROPOSAL IN
A TIMELY FASHION THAT ALLOWS FOR UNFORESEEN DELAYS
BY YOUR CHOSEN DELIVERY METHOD.
THE UNIVERSITY RESERVES THE RIGHT TO REJECT ALL
PROPOSALS RECEIVED.
YOUR COMPANY IS NOT REQUIRED TO BE A REGISTERED
VENDOR TO SUBMIT A PROPOSAL, HOWEVER, YOUR
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

Request for
Proposal
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100029004
Email: payables@olemiss.edu Coll.Number RFP 822
Date 07/19/2026
Vendor Address
RequisitionNo. 10207954
NAME: Buyer/Phone Purchasing Dept. / 662-915-7448
STREET ADDRESS: Biddueon 08/20/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 2of 2
Item Material/Description Quantity UM UnitPrice Amount
COMPANY MUST BE REGISTERED WITH THE UNIVERSITY OF
MISSISSIPPI (UM) IF AWARDED.
TO REGISTER AS A VENDOR WITH UM, PLEASE VISIT
https://olemiss.edu/procurement/vendors/ AND FOLLOW THE
INSTRUCTIONS ON THE WEBSITE.
PLEASE MAKE SURE ALL DOCUMENTS INCLUDE YOUR
CORRECT NAME, COMPANY NAME, AND CONTACT
INFORMATION (ADDRESS, PHONE NUMBER, EMAIL, ETC.).
THIS PURCHASE WILL BE GOVERNED BY THE UNIVERSITY OF
MISSISSIPPI TERMS AND CONDITIONS AS LISTED ON OUR
WEBSITE: http://olemiss.edu/procurement.
0001 TRAVEL CARD SERVICES 1 each
PLEASE SEE THE ATTACHED THIRTY-FIVE (35) PAGE
DOCUMENT FOR SPECIFICATIONS, INCLUDING THE UM
MANDATORY ADDENDUM.
Total $
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

1
University of Mississippi
Request for Proposal
# 822
Travel Car d Services
Proposal Due Date -
August 20, 2026
1:00 PM CT

Page 2 of 35
Table of Contents
Page
1.0 Definitions 4
2.0 General Overview 5
2.1 Intent and Scope 5
2.2 University Information 8
3.0 Proposal Requirements 8
3.1 Key Event Dates 8
3.2 Offeror Communication 9
3.3 Responses to Inquiries 9
3.4 Offeror Presentations 9
3.5 Preparation of Offers 9
3.6 Proposed Deviations from the Request for Proposal 9
3.7 Proposal Submission and Deadline 10
3.8 Addenda 11
3.9 Restrictions on Communication with University Staff 11
3.10 Questions 11
4.0 Proposal Format and Content 11
4.1 Proposal Information 11
4.2 Letter of Information 12
4.3 Transmittal Letter 12
4.4 Executive Summary 13
4.5 Tab 1 - Offeror Qualifications 13
4.6 Tab 2 - Mandatory Services Defined 13
4.7 Tab 3 - Financial Proposal 13
4.8 Tab 4 - Evidence of Successful Performance 14
4.9 Tab 5 - Other Additional Information 14
4.10 Tab 6 - Proposed Contract 15
5.0 Evaluation of Proposals 15
6.0 Special Conditions 15
6.1 Contract Term 15
6.2 Acceptance or Rejection and Award of Proposal 16
6.3 Entire Agreement 16
6.4 Termination for Convenience 16
6.5 Termination for Non-Performance 16
6.6 Assignment 17
6.7 Permits, Licenses, Taxes and Registration 17
6.8 Indemnification 17
6.9 Insurance 18
6.10 UM Data 19
6.11 Method of Award 19
6.12 Additions, Deletions or Contract Changes 19
6.13 Provisions of UM Mandatory Addendum 19

Page 3 of 35
7.0 Financial Offer Summary 20
APPENDIX A - Letter of Information Form 21
APPENDIX B - Mandatory Addendum to All University of Mississippi Contracts 22-26
EXHIBIT A - Questionnaire 27-35

Page 4 of 35
1.0 DEFINITIONS
The terms "addendum" and "addenda" mean written or electronic instructions issued by The University
of Mississippi prior to the receipt of Proposals that modify or interpret the Request for Proposal
documents by addition, deletions, clarification, or corrections.
The terms "offer" or "proposal" means the Offeror(s) response to this Request for Proposal.
The term "Offeror" or "Supplier" or "Vendor" means the entity or Contractor group submitting a
proposal.
The term "Contractor" means the entity receiving a contract award.
The term "Procurement Department" means The University of Mississippi Procurement Services
Department, 164 Jeanette Phillips Drive, University, MS 38677.
The term "Procurement Official" means The University of Mississippi Director of Procurement and
Contacts Management.
The term "Responsible Offeror" means a person, company, or corporation who has the capability in all
respects to perform fully the contract requirements and the integrity and reliability that will assure good
faith performance.
The term "solicitation" means Request for Proposal (RFP).
The term "University" or "UM" means The University of Mississippi.

Page 5 of 35
2.0 GENERAL OVERVIEW
The University of Mississippi (University or UM) is seeking Travel Card Services. Through this Request for
Proposal (RFP) process, UM will select a provider to assist the University in managing a card program for
travel expense needs. The University spends an estimated $9 million on travel expenses each year and
does not have a travel card program in place. Not all travel expenses will be placed on the card (e.g.,
meal expenses). UM desires a program that will maximize value to the University through enhanced
technology, superior customer service, streamlined services, financial benefits and low total operating
costs. The University is interested in maximizing any revenue available through this program. UM is
seeking a financially solvent, innovative, qualified, experienced, and responsible partner for the travel
card services. The selected Supplier will include the following features as part of the services a. A
corporate liability Travel Card program; b. Robust management reporting capability; c. Integration with
our Workday financial system set to go live in July of 2027; d. Maximizing revenue to the University; e.
Declining balance card options; f. Fraud insurance for all credit card types utilized by the University; g. A
card solution which maximizes acceptance by UM's merchants, domestic and abroad.
2.1 Intent and Scope
Please respond to Section 2.1 - Intent and Scope by restating each service listed and confirm your
intention to provide the service as described by responding, "Confirmed". If your company can
provide the service, but not exactly as described, respond, "Confirmed, but with exceptions", and
state the specific exceptions. If your company intends to provide a listed service through a
subcontractor, respond, "Confirmed, service will be provided through subcontractor", and name
the subcontractor. If your company is currently unable to provide a listed service, respond by
stating, "Unable to provide this service". Any additional details regarding these services should be
provided in your responses to the questionnaire (Exhibit A), or as additional information included as an
appendix to your proposal.
Overview
UM seeks corporate liability travel card services for travel related expenses and requests the Supplier
provide information on their card solution. Travel related expenses may include airfare, hotel fees,
transportation fees - rental vehicles, toll fees, taxi fare, fuel for rental vehicles, etc. but do not include
meals. Program will provide at a minimum:
a) Dedicated Service and Support team to provide best-in-class communication, service and support;
b) Supplier must have robust risk management, monitoring and business intelligence assessment
capabilities with near real time/online capability to alert potential fraud based on "learning"
cardholders' spending patterns, dollar limits, etc.;
c) Seamless systems integration which has proven success integrating with Financial accounting systems
(e.g., Workday);
d) Virtual Card Option. Supplier should have virtual card option with robust technological capabilities,
proven record of excellence in security. Obtaining Virtual account numbers (VANs) must be efficient
process for site administrators and extensive reporting must be provided;
e) Declining balance card options; Student/Guest options such as mechanisms to issue temporary cards
or handle out-of-pocket per-diem and travel advance reconciliations for students, athletic teams, etc. as
options for UM to consider;
f) Fraud insurance for all credit card types utilized by the University.

Page 6 of 35
Compatibility with Operating System
Travel Card Services Provider must have Integration capabilities including allowing real-time Level III
data travel card activity (vendor name, transaction date, amount, etc.) to be pulled directly into
Workday, UM's Enterprise Resource Planning (ERP) system, to streamline account coding and
encumbrances. The Travel Card Services Supplier should integrate with Workday so that a mobile app
can be utilized by travelers to capture receipts, attach them to transactions, and submit expense reports
on the go.
Policy Controls and Restrictions
Travel Card Services Provider must be able to restrict specific Merchant Category Codes (MCCs) (e.g.,
blocking cash advances at casinos, non-travel retail, etc.).
Travel Card Services Provider must accommodate spending limits: Flexible credit limit parameters,
including per-transaction, monthly, and single-event limits.
UM must have the ability to make emergency adjustments: Issuing temporary limit increases or
emergency replacement cards for travelers stranded abroad.
Card Acceptance
Card acceptance at a wide variety of merchants throughout the State of Mississippi and the
nation, as well as international transactions, is of utmost importance in maintaining a successful Travel
Card Program. Please provide information regarding card acceptance, including any information
regarding limits of acceptance.
Card Format and Design
All travel cards should have the University of Mississippi name/logo on the front of the card and a
picture provided by UM. The cardholder name area must consist of two lines. The first line is the
cardholder's name and the second line is the department name (if applicable). The following
information should be placed on the back of the card: Travel Card Services Provider's toll free contact
number to report lost or stolen cards, fraud, or dispute a charge.
The Travel Card Services Provider shall be responsible for the embossing and printing of the Travel
Cards. The Travel Card Services Provider will be required to mail all cards issued within five (5) to ten
(10) business days or sooner after the Travel Card Services Provider receives cardholder account setup
information. The Travel Card Services Provider shall reissue cards no less than 15 days prior to a card's
expiration date.
Data Security and Privacy
UM data received, stored, and transmitted by the Vendor shall be considered UM property and must be
properly protected from disclosure.
Cardholder Information
The Travel Card Services Provider shall not sell, distribute, or otherwise make available the list of
participating UM personnel, or any other information to any person, firm or other entity for any
purpose.
Program Administrators
UM will designate a representative(s) who will act as the University's primary contact with the Travel
Card Services Provider during the course of the contract. This Administrator designation may be given to
more than one person at UM. The Administrator(s) is the only person authorized to make requested
adjustments (to transaction limits, MCC restrictions, etc.) to issued cards. This requirement is a critical
component of the program structure, and Offerors' proposals must detail their plan to ensure
compliance.

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Billing
The University requires reporting to enable daily, weekly, semi-monthly or monthly payment based on
the payments merchants have processed.
Reporting
Reports available to the University shall include, at a minimum, company statistics, exception reports,
spending analysis, and activity. The University is also interested in a comprehensive number of standard
reports as well as a robust ad-hoc reporting option.
Program Information
All program information concerning the UM Travel Card program including but not limited to card
spend, transactions, vendors associated with those transactions, etc., shall be electronically sent to the
Program Administrator on a routine basis stipulated by UM. If the Program Administrator requests said
information, the Travel Card Services Provider shall be able to submit the information within five(5) to
seven (7) business days.
Training
Supplier will provide specified training options for cardholders and Program Administrators. Supplier will
provide start-up training sessions to the Program Administrator and designated employees. The initial
training will address benefits and features of the card, billing procedures, application process, and
available reports. Training is to include any web-based program management software. Supplier will
supply all training materials needed at no cost to UM.
Initial training materials should address the proper use of the card, the responsibilities of the
cardholder, procedures for setting up accounts, payment processes, how to report lost/stolen cards,
development of purchase restrictions, understanding billing and management reports, dispute
resolution processes, and how to change account information. Details of offered training should be
included in your proposal.
Account Maintenance, Organizational Support, and Staffing
Card account support, maintenance and troubleshooting is required on a "24 hours a day, 7 days a
week, 365 days a year" basis. This activity will include assistance for reporting lost or stolen cards,
foreign language assistance, account inquiries, disputed transactions, and requests from the Program
Administrator to override restrictions.
UM expects a dedicated (i.e., a primary individual or group of individuals) service group or contact
person to act as customer service representatives. This service group or person shall be able to work
with the University on an ongoing basis to improve and manage the program and shall be able to help
facilitate change and resolve problems. While UM understands that turnover occurs, frequent turnover
rates of every few months would be unacceptable.
It is also expected that the Travel Card Services Provider will provide a dedicated telephone number, e-
mail contacts, and an electronic program management system which enables the Program Administrator
to make changes to the card strategy.
Integration/Implementation
Provide a timeline and a work plan, including the type and amount of resources to be provided by the
Supplier and the University, for the integration and implementation processes.

Page 8 of 35
Incentives
The Supplier may propose incentives to UM, based on the volume of spend and/or other factors. The
Supplier shall fully describe the structure of any rebate schedule, volume-based bonuses, performance
and any other incentives that are being offered. Explain the methodology and any assumptions used in
estimating the incentive value. For the Corporate Card program, provide a financial proposal for a
corporate liability program. Describe any one-time or ongoing fees that UM needs to consider.
Fees
Any costs to the University must be outlined separately and provided in detail with your proposal. Any
conditions or contingencies associated with these fees must be clearly stated. All fees included in your
submittal must be inclusive of all direct and non-direct costs (costs borne by merchants).
Liability
The University of Mississippi will not accept any liability or financial responsibility for an employee's
charges that have been incorrectly authorized by Travel Card Services Provider, including but not
limited to those that: exceed any of the limits specified to the Travel Card Services Provider by a
Program Administrator or violate any of the standard Industry Classification Code and/or Merchant
Category Code restrictions specified to the Travel Card Services Provider by the Program Administrator.
***Please see EXHIBIT A for detailed questions to be answered.
2.2 University Information
Founded in 1848, the University of Mississippi, affectionately known to alumni, students and friends as
Ole Miss, is Mississippi's flagship university. Included in the elite group of R-1: Doctoral Universities -
Highest Research Activity by the Carnegie Classification, it has a long history of producing leaders in
public service, academics and business. With more than 24,000 students, Ole Miss is the state's largest
university and is ranked among the nation's fastest-growing institutions. Its 15 academic divisions
include a major medical school, nationally recognized schools of accountancy, law and pharmacy, and
the Sally McDonnell Barksdale Honors College, renowned for a blend of academic rigor, experiential
learning and opportunities for community action.
3.0 PROPOSAL REQUIREMENTS
3.1 Key Event Dates
EVENT DATE
Issue RFP July 19, 2026
Deadline to Submit Questions August 7, 2026 3:00 PM CT
Response to Written Questions August 14, 2026
Submission of Proposal Deadline August 20, 2026 1:00 PM CT
Proposal Evaluation August 20 -31, 2026
Offeror Presentations (optional)
Best and Final Offer(BAFO) Requests
Finalize Contract September 15, 2026
Contract Award September 30, 2026