The Contractor must provide an online Ordering Portal that meets the following requirements: 1. The ordering portal must be branded with SCDA logos and graphics to give the portal the feel of an SCDA store front. 2. Employees must be able to log in using their SCDA email address to order apparel. 3. Each employee’s allowance must be “loaded” to the employee’s portal profile available for use on the website. 4. The portal must have a “notes” section during checkout to allow the ordering employee to make special requests. An example of a special request is an employee would like to try on the item before embroidery. This allows employees to try an item on before embroidery thus eliminating a possible return item that has already been embroidered. 5. Employees may only order apparel in the amount up to or equivalent to their pre-set allowance. If an order exceeds their allowance, the employee will be required to cover the difference using their personal credit or debit card. 6. The portal must contain a statement, stating that Agency P-Cards are not an authorized payment method. 7. The portal must have reporting features to allow the designated SCDA representative to track orders and monitor spending. SCDA will identify the representative(s) that will require the reporting function upon award of a contract. 8. As employee’s leave the agency, SCDA will request that they be removed from the portal. The Contractor will have three (3) business days to remove the employee upon receipt of the request from an SCDA representative. 9. When a new employee is hired, the Contractor will have three (3) days to add the employee to the portal upon receipt of the request from an SCDA representative. 10. The website must have a secure payment system that aligns with PCI DSS 4.0 requirements that ensures the privacy and security of employee information. Invoicing: 1. No payments will be made on the ordering portal outside of an employee using their personal credit or debit card to cover the difference on an order over their allowance. 2. All orders through the portal using an employee’s allowance will be invoiced directly to the designated SCDA representative. The representative will be identified upon award of a contract. 3. If an employee uses their allowance and then personal card to cover a portion of the order, the invoice sent to SCDA must reflect the credit card payment and the amount due by SCDA.
