RFP769-19-110818JD Credit Card Payment and Merchant Services

Agency: University of North Texas System
State: Texas
Type of Government: State & Local
Posted Date: Nov 13, 2018
Due Date: Dec 14, 2018
Solicitation No: RFP769-19-110818
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  • RFP769-19-110818JD Credit Card Payment and Merchant Services

    Status: Open Solicitation

    Prebid Meeting: Nov 19 2018 - 3:00pm

    To event remaining 5 days

    Due Date: Dec 14 2018 - 2:00pm

    HUB Due Date: Dec 14 2018 - 2:00pm

    To event remaining 30 days

    Open Date: N/A

    Documents:

  • Attachment Preview

    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
    Page 3 of 31
    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.
    RFP769-19-110819-JD
    Electronic Payment & Merchant Services
    Page 4 of 31
    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.
    RFP769-19-110819-JD
    Electronic Payment & Merchant Services
    Page 5 of 31

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