Provision of Purchasing Card Services on a Multi-Year Contract Addendum #1

September 16, 2026
REQUEST FOR PROPOSAL
RP036-26
The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified Service Providers for
the Provision of Purchasing Card Services on a Multi-Year Contract for the Department of Financial Services.
Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and
Company Name. Proposals will be received until 2:50 PM local time on October 12, 2026, at the Gwinnett County Financial
Services - Purchasing Division - 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this
date and time will not be accepted. Proposals will be publicly opened, and only names of submitting service providers will
be read at 3:00 PM. Please use the link found here to join, or by dialing 1-323-676-6170. Access Code is: 159 107 346#.
Apparent bid results will be available the following business day on our website.
A pre-proposal conference is scheduled for 10:00 a.m. on September 23, 2026, at the link here. All service providers are
urged to attend. Questions regarding proposals should be directed to Blake Christopher, Purchasing Associate II at
Blake.Christopher@GwinnettCounty.com, no later than 2:00 p.m. on September 25, 2026.
Proposals are legal and binding upon the vendor when submitted. One (1) unbound 8 12" x 11" single sided marked "original",
three (3) exact copies minus the fee proposal, one (1) electronic copy on a flash drive (labeled Technical), one (1) copy of
the fee proposal should be submitted. Fee Proposal should be submitted in a separate sealed envelope.
Successful service provider will be required to meet insurance requirements. The Insurance Company should be authorized
to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10 or higher.
Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.
Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or
activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and
Administration Center, 770-822-8165.
The written proposal documents supersede any verbal or written prior communications between the parties.
Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all
proposals to waive technicalities, and to make an award deemed in its best interest.
Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting
a proposal will be notified via email.
We look forward to your proposal and appreciate your interest in Gwinnett County.
Blake Christopher
Purchasing Associate II
The following pages should be returned with your proposal:
Fee Schedule, Page 8 (submitted in a separate sealed envelope)
Service Provider Information, Page 9
References, Page 10
Contractor Affidavit, Page 11
Code of Ethics, Page 12

RP036-26 Page 2
REQUEST FOR PROPOSAL
PROVISION OF PURCHASING CARD SERVICES ON A MULTI-YEAR CONTRACT
Introduction
The Gwinnett County Department of Financial Services is requesting proposals from qualified service providers to provide
purchasing card services for the Gwinnett County Purchasing Card Program. The primary objectives of the program are to
improve the efficiency of purchasing and accounting processes, enhance reporting and visibility of purchasing data, and
provide timely payments to merchants. The selected service provider shall provide a comprehensive solution including
program design, implementation, card issuance and administration, billing services, training, customer support, and
utilization monitoring and reporting capabilities.
Procurement Card and ePayables Overview
Procurement Card
The Gwinnett County Department of Financial Services, primarily through the Purchasing and Treasury Divisions,
administers the Purchasing Card Program and manages the day-to-day operations of the program. Each participating
department designates a Purchasing Card Liaison who is responsible for coordinating and overseeing Purchasing Card
Program activities within their respective departments.
Each purchasing card is assigned to an individual employee and may be used to procure commercially available goods,
supplies, and services under the County's established single transaction limit of $5,000.00. Certain designated cardholders
may be authorized for higher transaction limits based on operational needs and approvals. The program allows
departments to establish customized spending controls for each card, including transaction limits, monthly credit limits,
merchant category code (MCC) restrictions, and supplier/vendor controls to ensure compliance with County purchasing
policies. The Purchasing Card Program also supports authorized travel-related expenditures including meals, lodging, and
other approved travel expenses, as the County does not maintain a separate travel card program. Gwinnett County currently
has approximately 783 active purchasing cards issued across participating departments.
The following table lists the transaction volumes for the County Purchasing Card Program over the last five Fiscal Years
(January - December):
Fiscal Year Purchase Volume Transaction Volume
2021 $13,674,452.26 32,331
2022 $16,627,272.66 34,130
2023 $18,169,104.94 36,231
2024 $19,311,625.65 37,234
2025 $18,571,200.63 35,355
The Service Provider must agree not to sell or distribute any information related to participating entities or cardholders and
must comply with all Internal Revenue Service reporting requirements.
ePayables (Ghost Cards)
Gwinnett County currently utilizes an ePayables program consisting of virtual payment cards that enable vendors to receive
payment via credit card. Vendors process virtual card payments through their point-of-sale (POS) systems or online
merchant processing platforms. The ePayables program shall be included as part of the Purchasing Card Program solution
and cannot be proposed or awarded separately. The County's current ePayables structure utilizes static card numbers with
zero-balance accounts that require system-generated authorization prior to payment processing. Upon approval of an
authorized payment, the Service Provider transmits an automatic remittance advice to the vendor. Current payment terms
for the ePayables program are 15 days from the invoice date.
Other Services under Consideration by the County
Gwinnett County intends for the Purchasing Card Program to serve as an integral component of its broader strategy to
modernize and streamline financial operations through electronic payment solutions. As part of this initiative, the County is
interested in exploring additional electronic payment capabilities, including solutions for issuing payments to miscellaneous
one-time payees through an Electronic Benefits Transfer (EBT) or similar prepaid payment platform. An example would
include juror payments.
Proposal Submission Instructions
Gwinnett County reserves the right to reject all proposals, to negotiate modifications to the scope of work or services to
be provided, and to waive any technicalities or informalities when deemed in the best interest of the County.

RP036-26 Page 3
Technical Proposal
This section outlines the information that must be included in the Technical Proposal for the services requested under this
Request for Proposal. The Service Provider should demonstrate their ability to satisfy all qualification and technical
requirements and should provide a detailed description of its approach to delivering the required services. The Technical
Proposal should be organized in the order shown below and clearly labeled with the numbering structure of the
corresponding section titles.
A. Company Background - 5 Points
Describe the firm's background, qualifications, and relevant experience in providing purchasing cards and related
payment solutions. Responses should specifically focus on the organization's purchasing card operations and
capabilities and should include, at minimum, the information outlined below.
1. Company Structure
The Service Provider shall provide:
* The legal name and legal structure of the organization
* The state and county of incorporation, if applicable
* A description of the organization's primary lines of business and business ventures
* The office location that will service the County's account
* An organizational chart identifying key reporting relationships and management structure
* A description of the division, department, or business unit responsible for the development, implementation,
management, and support of the proposed purchasing card and payment services
2. Financial Stability
The Service Provider should provide sufficient financial information that would allow the County to evaluate the
financial stability and long-term viability of the organization. At a minimum:
* Publicly traded companies shall provide their most recent audited financial report.
* Privately held companies shall provide a letter, on official financial institution letterhead, attesting to the
financial stability of the organization; and.
* The selected Service provider shall be required to provide annual reports and current SOC1 reports, or
equivalent audit reports throughout the term of the Agreement.
3. Business Litigation
The Service Provider should disclose any involvement by the organization, any officer or principal in any business
litigation or other legal proceedings related to commercial purchasing card services or payment processing activities
within the last five (5) years. The disclosure should include a brief description of the matter, the status of the matter
and the final disposition or outcome, if resolved.
B. General Program Information - 15 Points
1. Vendor Base
The Service Provider should describe its supplier enrollment and vendor acceptance strategy, including programs and
resources dedicated to recruiting new vendors/suppliers into the purchasing card and ePayables network. The
response should include the Service Provider's process for increasing vendor card acceptance, strategies for enrolling
County mandatory-source suppliers, supplier enablement and outreach capabilities, resources available to assist
vendors with onboarding and payment acceptance, and the approach to resolving instances where a vendor does not
accept the proposed purchasing card solution after notification by the cardholder.
2. Card Design
The purchasing card shall be custom designed specifically for Gwinnett County Government, subject to final approval
by the County.
The proposed card design shall:
* Exclude all references for Automated Teller Machine (ATM) functionality;
* Support unique account numbering schemes for individual cardholders or schemes which will allow for a
unique designation when issued in the name of an organization or work group;
* Be provided at no additional cost to the County, including card stock, design and standard issuance.
At a minimum, the card design should include:
a. The name of the County displayed on the face of the card;

RP036-26 Page 4
b. The County department, employee name and card number embossed or printed on the front or back of the
card;
c. The phrase "FOR OFFICIAL USE ONLY" printed on the face of the card;
d. The phrase "FED TAX ID#58-6000835" printed on the face of the card; and
e. The Service Provider's toll-free customer service telephone number shall be printed on the back.
The Service Provider may recommend additional security or identification features deemed beneficial to the
County's program.
3. Controls and Restrictions
The Service Provider should demonstrate that its purchasing card program provides comprehensive cardholder
controls and restrictions to enable the County to effectively manage spending, reduce fraud, and ensure compliance
with County purchasing policies. The Service Provider should describe the controls and restrictions they have
available such as:
* Common Controls and Restrictions
The Service Provider should provide the ability to apply the following controls/restrictions (blocking) to all
County purchasing cards:
a. Prohibit all cash advances
b. Disable all Automated Teller Machine (ATM) functionality
c. Block transactions by supplier, Merchant Category Code (MCC), or other predefined merchant categories
* Selective Controls and Restrictions
Authorized personnel should have available to them certain control/restriction (blocking) options that may
be applied to all cards as needed. These options should include the capability to set:
a. A single per transaction maximum dollar limit for each card that is customizable at a departmental level.
b. The number of card authorizations (transactions) per day
c. The number of transactions per cycle
d. The total dollars spent per day
e. The total dollars spent per cycle
f. Include or exclude vendors by business type, MCC, or vendor name
4. Liability and Misuse Protection
Service Provider should provide a detailed description of the proposed misuse protection program, including covered
charges, program exclusions, and obligations of accounts, if any.
Note: The County will not accept liability or financial responsibility for unauthorized use of Purchasing Cards, i.e.
fraudulent use of account numbers and lost or stolen Purchasing Cards.
5. Federal Tax Form-1099 Reporting
The County would like to increase the usage of the Purchasing Card with 1099 service vendors. The Service Provider
should describe their process for Federal Tax Form 1099 reporting.
C. Account Management - 20 Points
1. Staffing
The Service Provider should describe their organization and staffing plan, including but not limited to the following:
* A dedicated Account Manager
* Support team
* A proposed organizational chart for the project
* Accessibility (respond to urgent requests within 1 business day)
* A description of responsibilities for all positions
* Names and geographical location of proposed staff
2. Customer Support
The Service Provider should describe their overall approach to providing customer support including personnel
assignments, hours of availability, methods of access to personnel and account information, and response times.
At a minimum, customer support must include the following features:
* Toll-free customer assistance
* 24/7 toll-free emergency assistance.

RP036-26 Page 5
* Toll-free fax number(s)
* E-mail accessibility
The Service Provider should include a proposed methodology for establishing performance goals, benchmarking
accomplishments, and reporting performance to the County.
3. Card Administration
* Card Issuance: Service Provider is to propose a solution with no fees or cost to the program participants
(including late fees or interest charges) regardless of account activity. Describe the proposed card
distribution process, including the time required to issue a card after a request is made. All cards should
be issued for a minimum three-year period.
* Renewal of Cards: The Service Provider should describe the renewal process.
* Replacement of Cards: The Service Provider should describe their process for the replacement of lost or
stolen cards. The Service Provider is encouraged to propose a timeline which is less than 72 hours.
* Cancellation of Cards: The Service Provider should describe their process for the immediate cancellation
of cards.
4. Training Plan
The Service Provider should describe their training plan for the program. The plan should address initial training,
subsequent refresher/continuing education training, web-based training, and the Service Provider's plan for
submitting monthly training status reports to the County. The Service Provider's program will train department
Purchasing Card Liaisons to:
* Understand overall nature of the Purchasing Card Program and its benefits.
* Develop spending limitations and other program restrictions and controls for their individual departments.
* Understand the County's financial responsibilities and billing/payment procedures regarding purchases
made with the card.
* Understand the potential limitations on card use.
* Understand the individual cardholder's responsibilities regarding purchases made with the card.
* Request and interpret periodic internal reports and ad hoc reports.
* Understand customer services available to the cardholder.
D. Information and Reporting Systems - 20 Points
Proposers should describe:
* Their ePayables and virtual card capabilities;
* Supplier onboarding and enablement processes;
* Payment authorization controls and security features;
* Remittance delivery methods;
* ERP/AP integration capabilities;
* Reporting and reconciliation functionality; and
* Available rebate and revenue-sharing opportunities associated with ePayables transactions.
YES NO
Data is viewable for current transactions and prior transactions through an online Pcard system, five years
or longer.
Drill down capability to review transaction detail is available based on assigned user access roles.
Data is extractable from the PCard system to Excel/Access or other formats such as text delimited, comma
delimited and flat file format.
Data is viewable in conjunction with cardholder's PCard statement.
User can select a range of transactions for review based on criteria such as transaction date or dollar
amount.
Total transaction by cardholder account number agrees with monthly bank billing statement.
PCard system provides notification/flagging of transaction that fall outside of defined norms.
PCard system provides secure web based technology.
Capable of sending a file with the daily PCard transaction details via automated secure file transmission.
Capable of receiving and processing ePayables transactions using automated secure file transmission.

RP036-26 Page 6
1. Information Systems
The Service Provider should propose multiple Purchasing Card management systems which could include web-
based, server-based, and desktop solutions. At a minimum the Service Provider should:
* Describe how the proposed system(s) can be dynamically managed in real time at both the global and
local level
* Describe any experience working with Oracle Fusion relating to purchasing card management and be
capable of integrating with Oracle Fusion to import purchasing card transaction details.
* Describe Purchasing Card spending data reconciliation capability. Include reconciliation processes for
Oracle Fusion accounting systems and using any purchasing card functionality included in Oracle Fusion.
* Describe any capability to collect and report card user spend data using nationally accepted commodity
coding systems including the National Institute of Governmental Purchasing (NIGP) Codes, Universal
Standard Product Classification and Services Codes (UNSPSC), and North American Industry
Classification System (NAICS).
* Describe any additional available tools that could be used to enhance management of the purchasing
card program
The Service Provider will provide all software, upgrades, revisions, and training at no fee to the participants. The
Service Provider will provide a demonstration of the proposed system(s) if requested.
2. Reporting Systems
The Service Provider should provide a listing of all reports and reporting capabilities including report frequency,
detail levels, customized reports, query capabilities, and available data extracts (Excel, Access, etc). At a
minimum, the Service Provider should describe their capability and plan to provide Level III transaction data (unit
price, quantity, description) by:
* Cardholder name
* Card account number
* Department
* Work Unit
* Statement/Transaction/Post Date
* Charge/Credit amount
* Vendor Name
* TIN
* Commodity Code
* MCC
E. Implementation Plan - 20 Points
The Service Provider should provide a plan with a detailed description of the process for implementing the program for
all active accounts and cardholders by January 1, 2027. This plan should identify the process for program conversion,
system setup, and initial issuance of cards. The detailed plan should at a minimum:
* Describe the timeline for implementing the purchasing card program
* Explain transition plan
* Define the tasks to be performed and responsible parties
* Describe all customer support that will be provided during implementation such as onsite visits, technical
assistance, user manuals, web-based training, etc.
* Provide any other information necessary to understand the implementation of the proposed system
F. References - 10 Points
Provide a list of three (3) clients for whom similar products/services, as detailed in this proposal, have been provided.
Include the dates of service; number of cards issued; annual dollar purchase volume; annual number of transactions; and
the name, title, and telephone number of the contact person.
Provide a list of all clients for whom similar products/services, as detailed in this proposal have been provided during the
past three years and have been terminated by the client. State the reason(s) for termination, along with the dates of
service; number of cards issued; and the name, title, and telephone number of the contact person.

RP036-26 Page 7
G. Fee Schedule - 10 Points
Provide the rebate percentage for monthly bills paid within 7 days and 25 days. Fee schedule is to be returned in a
separate sealed envelope. The rebate terms are considered during scoring and are negotiable.
H. Optional Interview - 10 Points
At the discretion of the Evaluation Committee, interviews may be requested to offer a brief explanation of the Service
Provider's services and how the Service Provider will provide these services for the County. All costs associated with the
interview (if required) will be at the expense of the proposing Service Provider.
SELECTION PROCESS
Proposals will be evaluated based on their relative responsiveness to the criteria described above and with the following
values assigned:
Criteria Tab Points
Phase I
A. Company Background 5
B. General Program Information 15
C Account Management 20
D. Information and Reporting Systems 20
E. Implementation Plan 20
F. References 10
Sub-Total 90
Phase II
G. Fee Schedule - Financial Rebate Offered (to be submitted in a separate sealed envelope) 10
Sub-Total: 100
Phase III
H. Optional Interview 10
Total: 110
Phase I: Evaluation Committee will evaluate responses according to the phase's criteria, scoring and ranking the proposals.
The Evaluation Committee may shortlist, at their discretion, the highest-ranking proposers, opening only the Cost Proposals
of the Service Providers making the shortlist.
Phase II: Cost Proposals will be opened and scored and the results will be combined with the results of Phase I scoring.
After this scoring, a number of the highest-ranking proposers may then be shortlisted again. This would be at the discretion
of the Evaluation Committee.
Phase III: At the discretion of the Evaluation Committee, interviews may be requested to offer a brief explanation of the
Service Provider's services and how the Service Provider proposes to provide these services for the County. All costs
associated with the interview (if required) will be at the expense of the proposing Service Provider. The proposals will be
evaluated to select the Service Providers that rate the highest according to the criteria as indicated. The selection of the
awarded Service Provider shall be the combined highest scores from all the evaluation criteria. The County reserves the
right to negotiate with the selected Service Providers for rates and concessions that are in the best interest of the County.
If unable to reach an agreement with the highest scoring Service Provider, the County may then negotiate with the second-
ranked Service Provider and so on, until a satisfactory agreement has been reached, or the County may terminate the
negotiation process, or will make a recommendation of award to the Purchasing Division.

RP036-26 Page 8
FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF PROPOSAL.
FEE SCHEDULE
(SUBMITTED IN A SEPARATE SEALED ENVELOPE)
% LEVEL REBATE % LEVEL REBATE
DOLLAR VOLUME PER MONTH Monthly Bill Monthly Bill
7 Day Pay 25 Day Pay
$0 TO $1,000,000 % %
$1,000,001 to $2,000,000 % %
$2,000,001 to $3,000,000 % %
$3,000,001 to $4,000,000 % %
$4,000,001 to $5,000,000 % %
$5,000,001 to $6,000,000 % %
$6,000,001 to $7,000,000 % %
$7,000,001 to $8,000,000 % %
$8,000,001 to $9,000,000 % %
$9,000,001 to $10,000,000 % %
Over $10,000,000 % %
**On a separate sheet, include incentives offered (i.e. loyalty bonus) and services (i.e. custom card design, image upload,
image storing) that will NOT be waived.
SERVICE PROVIDER NAME ____________________________________________________________________________________________

RP036-26 Page 9
FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF PROPOSAL.
SERVICE PROVIDER INFORMATION
Please Include This Page As Part Of The Proposal Document And NOT With The Fee Proposal
Certification Of Non-Collusion in Proposal Preparation
Signature Date
The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on each:
Addendum No. Date Addendum No. Date
The services to be performed under this Agreement shall commence upon final approval by the Board of
Commissioners, or January 1, 2027, whichever is later. The initial term of this Agreement shall be through
December 31, 2031. This Agreement shall terminate absolutely and without further obligation on the part of the
County at the close of the calendar year of execution and at the close of each succeeding calendar year of renewal,
if renewed. This Agreement shall be automatically renewed upon the same terms and conditions unless the
County terminates the Agreement on the day of the close of the calendar year in which it was executed or within
sixty (60) days after the day of the close of the calendar year of execution or of each succeeding calendar year
for which it may be renewed, for a total lifetime obligation of five (5) years. If applicable, title to any supplies,
materials, equipment or other personal property shall remain in the vendor until fully paid for by the County. In
addition, this Agreement will terminate immediately and absolutely when appropriated and otherwise unobligated
funds are no longer available to satisfy the obligations of the County under the Agreement. Any obligation of the
County hereunder is only for such sums payable during the calendar year of execution or each calendar year of
renewal, if renewed.
In compliance with the attached specifications and the Instructions for Vendors, the undersigned acknowledges
all requirements outlined in the "Instructions to Vendors" and all documents referred to therein, offers and agrees,
if this proposal is accepted by the Board of Commissioners within one hundred twenty (120) days of the date of
proposal opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each
item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this
proposal, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services.
Vendors should select their preferred method of electronic payment upon notice of award. For more information
on electronic payments, please refer to the Electronic Payment information in the Instructions for Vendors.
Legal Business Name
(If your company is an LLC, you must identify all principals to include addresses and phone numbers in your
submittal)
Address
Does your company currently have a location within Gwinnett County? Yes No
Representative Signature
Printed Name
Telephone Number Fax Number
E-mail Address

RP036-26 Page 10
FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF PROPOSAL.
REFERENCES
Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been
completed.
Note: References should be customized for each project, rather than submitting the same set of references for
every project bid. The references listed should be of similar size and scope of the project being bid on. Do not
submit a project list in lieu of this form. Please make sure the contact information (especially the E-mail) is
correct.
1. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Dates
Contact Person Telephone
E-Mail Address
2. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Date
Contact Person Telephone
E-Mail Address
3. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Date
Contact Person Telephone
E-Mail Address
SERVICE PROVIDER NAME ____________________________________________________________________________________________