Meeting Type: BCC Regular Meeting
Meeting Date: 1/6/2026
Item Status: New
From: Tara Hazelbaker, Director of Finance
Submitted by: Tara Hazelbaker, Director of Finance
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ITEM TITLE
Title
Commercial Purchasing Card Agreement with Regions Bank
End
STAFF RECOMMENDATION
Recommendation
Approve the Commercial Purchasing Card Agreement with Regions Bank.
This Agreement is structured as an open-ended contract that remains in effect unless terminated by either party.
End
BACKGROUND INFORMATION
Background: The Purchasing Card Program Administration Request for Proposal was released in late August 2025, inviting competitive submissions. Proposals were received in mid‑September 2025 and underwent a thorough evaluation process, with Regions Bank emerging as the leading proposer, demonstrating strong qualifications in card program administration and a commitment to supporting Baldwin County’s financial control and efficiency objectives.
This Agreement allows Regions Bank to administer Baldwin County Commission’s purchasing card program, including card issuance, transaction processing, and program oversight. It covers fees, reporting, compliance requirements, and the operational framework under which the County can manage cardholders, spending limits, and merchant category code restrictions.
Corresponding Purchasing Card Program Policies have been drafted and will be finalized based on additional information collected during the initial phases of implementation, then submitted to the Commission for adoption.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Yes
Reviewed/approved by: Reviewed and approved by Brad Hicks 12/29/25 TH
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed): Secure Chairman’s and County Administrator’s signature on the Agreement (lines 1 and 2). Upload to portal with expiration date of Dec 31, 2026 - although this is an open-ended contract.
Additional instructions/notes: Send executed agreement to Tara Hazelbaker via email.