REQUEST FOR PROPOSAL
RFP No.: RFP769-19-11082018JD
Electronic Payment and Merchant Services
Proposal Submittal Deadline: December 14, 2018, 2:00 pm, local time
Prepared by:
James Doss, Sr. Buyer
University of North Texas System Procurement Services
Business Service Center
1112 Dallas Drive, Suite 4000
Denton, Texas 76205
Date Issued: November 13, 2018
REQUEST FOR PROPOSAL
Table of Contents
SECTION 1: INTRODUCTION ....................................................................................... 3
SECTION 2: NOTICE TO PROPOSER.......................................................................... 5
SECTION 3: SUBMITTAL OF PROPOSAL.................................................................... 7
SECTION 4: GENERAL TERMS AND CONDITIONS.................................................... 8
SECTION 5: SCOPE OF SERVICES............................................................................. 8
APPENDIX ONE ........................................................................................................... 25
Section 1: Affirmations and Confirmations ................................................................ 25
Section 2: Execution of Offer .................................................................................... 27
Section 3: Proposer’s General Questionnaire ........................................................... 29
Section 4: Addenda Checklist ................................................................................... 31
ATTACHMENT(S) (as separate files)
Attachment A: Sample Services Agreement
Attachment B: Definition of terms
Attachment C: Pricing Sheet
Attachment D: HUB Subcontracting Plan
Attachment E: Compliance Requirements for IT Systems and Services
Attachment F: Previous Volume Totals
SECTION 1: INTRODUCTION
1.1 UNTS System Description
The University of North Texas System (UNTS) is a University system that is composed of the University
of North Texas in Denton (UNT), the University of North Texas Health Science Center (UNTHSC) in
Fort Worth and the University of North Texas at Dallas (UNTD). The UNT System Administration is
based in downtown Dallas. The three independent universities of the UNT System have combined
enrollment of just over 42,000 students across five major teaching locations, including each main
campus as well as Frisco and downtown Dallas. Proposals submitted in response to this RFP shall be
for goods and/or services provided to UNTS, UNT, UNTHSC and/or UNTD, as agreed to in writing by
the parties.
1.2 Background
The University of North Texas System (UNTS) is seeking proposals for an Electronic Payment Services
Solution and a Merchant Services Solution (NIGP commodity codes 208-46 E-Commerce Software-
microcomputers, 208-65 Point of Sale Software-microcomputers, 209-42 E-Commerce-mainframes,
servers; and 209-62 Point of Sale-mainframes, servers). This Request for Proposal (RFP)
encompasses two lots, whereby any Proposer can submit a proposal for Lot 1 - Electronic Payment
Services Solution and/or a proposal for Lot 2 - Merchant Services Solution. In summary, Proposers can
submit a proposal for one or both lots. The current providers for electronic payment services and
merchant services is Nelnet and Wells Fargo Merchant Services, respectively. The electronic payment
system and merchant services system must be fully tested and integrated by June 7, 2019 or October
1, 2019, depending on a number of circumstances. You will need to speak to your ability to
accommodate either timeline in your response.
The proposer must be able to demonstrate evidence of having successfully implemented and
maintained the desired services in other comparable settings. The University may make such
investigations as it deems necessary to determine the ability of the proposed to meet all requirements
as stated herein and the proposer shall furnish to the University all such information and date for this
purpose that the University may request.
The primary function of this system is to provide an out-of-the-box solution that will allow the University
to offer campus constituents secure electronic payment processing and the convenience of self-
service, online access to campus payment systems. At the same time, it should reduce costs and
boost operations efficiencies through business system automation. Further, it should meet today’s
guidelines and requirements for the safeguarding of sensitive campus information.
All responses to the RFP should reflect delivered or out-of-the-box functionality. Respondent must
indicate whether a system modification/re-configuration, additional products, or any other
accommodation would be necessary to meet a requirement for a successful implementation, and
what it would be. If there is a cost for the addition, it must be noted in the cost section of the RFP
response as such.
1.2.1 Background for Lot 1 – Electronic Payment Services Solution
The University of North Texas System (UNTS) is seeking Proposals for an Electronic Payment Services
Solution as Lot 1 of this procurement. This commerce management solution should provide the ability
to process online credit/debit card and ACH for student tuition, fees and other payments.
UNTS is interested in additional functionality that may be considered as part of the award. Respondents
should provide information regarding the ability for electronically presenting student billing statements,
automate tuition payment plan administration, and integrate cashiering functions with Oracle/CS-
PeopleSoft Version 9.2, People Tools 8.56. The commerce management system must incorporate a
single payment gateway through which all payment transactions are processed. The solution must
also include real-time integration with Oracle/FS-PeopleSoft Version 9.2.
RFP769-19-110819-JD
Electronic Payment & Merchant Services
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Additionally, UNTS will evaluate other options requested in the RFP proposal that are requested in this
document. UNTS is not awarding a third-party refunding solution or campus card solution with this
RFP. Respondents should not provide information regarding those solutions.
UNTS will continue to evaluate ERP solutions to ensure best value and service. Respondents should
provide information regarding which systems they are actively interfacing with and which might be
added within the next 2 – 3 years.
UNTS is seeking proposals from qualified service providers for a turnkey payment management system
that must be hosted by the vendor, easy to implement, have a single point of support, and keep pace
with future commerce opportunities and future PeopleSoft/Oracle upgrades.
UNTS may award a contract to more than one vendor to meet the current and future needs of each
UNTS institution.
UNTS has identified a timeline as listed in this RFP. Respondents must include in their proposal a
detailed timeline for the implementation. This RFP will be used to acquire and implement services,
customer support, and any required software.
The primary purpose of this RFP is to select a solution that offers all UNTS campus constituents secure
electronic payment processing and the convenience of self-service, online access to campus payment
systems. At the same time, it should reduce costs and boost operations efficiencies through business
system automation. Further, it should meet today’s guidelines and requirements for the safeguarding
of sensitive campus information.
1.2.2 Background for Lot 2 – Merchant Services Solution
The University of North Texas System (UNTS) is seeking Proposals for Merchant Services as Lot 2 of
this procurement. The current environment for acquirer services across the system could be
described as quasi-centralized. The vast majority of transactions are currently processed through
Wells Fargo Merchant Services yet there are a handful of departments who utilize a different
provider. The intent of Lot 2 is to centralize all card activity not currently under contract into one
provider and subsequently merge other activity into the same relationship as existing contracts
expire. The volume provided in this RFP is only for areas available to switch immediately upon
implementation. The currently contracted volume is minimal.
During this implementation, the System will be centralizing administration of acquirer services to
the Treasury team in order to maintain a smoothly functioning network between UNTS, the
awarded acquirer, and our depository banker – currently JP Morgan Chase. We are looking for a
provider that can take excellent care of UNTS across the spectrum, from timely and accurate
processing of transactions to prompt funding, and from customer care to meaningful reporting to
management regarding where processing could be optimized to decrease costs. We anticipate
meeting with our relationship manager at least quarterly to review activity and consider
recommendations.
We also anticipate the acquirer to play a key role in working with the System to maintain
compliance with Payment Card Industry (PCI) standards.
1.3 Group Purchase Authority
Texas law authorizes institutions of higher education to use the group purchasing procurement method
(ref. Sections 51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher
education may therefore elect to enter into a contract with the successful Proposer(s) under this
Section. Should another institution exercise this option the resulting contract and obligations shall be
between that institution and the vendor with UNTS incurring no obligation as a result thereof.
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SECTION 2: NOTICE TO PROPOSER
2.1 Submittal Deadline
UNTS will accept proposals submitted in response to this RFP until 2:00 p.m., local time, on December
14, 2018 (the “Submittal Deadline”).
2.2 UNTS Contact Person
Proposers will direct all questions or concerns regarding this RFP to the following UNTS contact (“UNTS
Contact”):
James Doss, Sr. Buyer
The University specifically instructs all interested parties to restrict all contact and questions regarding
this RFP to written communications forwarded to the UNTS Contact via the following link:
https://www.untsystem.edu/bid-inquiry.
The UNTS Contact must receive all questions or concerns no later than 5:00 PM on November 26,
2018. It is UNTS’ intent to respond to all appropriate questions and concerns; however, UNTS reserves
the right to decline to respond to any question or concern.
Answers to questions will be posted via addendum to this RFP on UNTS Business Service Center Bid
Opportunities web page located at:
https://www.untsystem.edu/hr-it-business-
services/procurement/purchasing/bid-opportunities. Vendors are strongly advised to review this page
at least four (4) business days prior to the due date for submissions or earlier to ensure that you have
received all applicable addenda.
2.3 Criteria for Selection
The successful Proposer(s), if any, will be the Proposer(s) who submit a response to this RFP on or
before the Submittal Deadline, and whose response is the best value UNTS, taking into consideration
the evaluation criteria contained herein. Selection by UNTS will be in accordance with the requirements
and specifications set forth in this RFP. The successful Proposer(s) is/are referred to as the
“Contractor”. UNTS reserves the right to make a single award from this solicitation or multiple awards,
whatever is in the best interest of the University, with UNTS being the sole judge thereof.
Proposer is encouraged to propose terms and conditions offering the maximum benefit to UNTS as
outlined below. Proposers should describe all educational, state and local government discounts, as
well as any other applicable discounts that may be available to UNTS in a contract for the services.
An evaluation team from UNTS will evaluate proposals. The evaluation of proposals and the selection
of Contractor will be based on the information provided by Proposer in its proposal. Proposers should
address, within the response, each of the criteria listed in this section. Failure to respond to these
criteria may result in your proposal receiving a negative rating or considered as non-responsive.
Proposers should note that the awarded proposal may not be the lowest offer, but the offer(s) deemed
most advantageous to UNTS as described in this section.
The criteria to be considered by UNTS in evaluating proposals and selecting awardee(s) will be the
following factors:
2.3.1
2.3.2
2.3.3
2.3.4
The Proposer’s qualifications, relevant experience and success in providing the goods and
services outlined in this RFP (ref. Section 5.1)
The Proposer’s ability to meet the specifications, responsiveness to requirements and
adequacy of information provided (ref Section 5.2)
Pricing and transparency/clarity of fees (Section 5.3)
References (ref Section 5.4)
Furthermore, UNTS may consider information related to past contract performance of a respondent
including, but not limited to, the Texas Comptroller of Public Accounts Vendor Performance Tracking
System.
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