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

Agency:	University of North Texas System
State:	Texas
Type of Government:	State & Local
Caegory:	D - Automatic Data Processing and Telecommunication Services
Posted Date:	Nov 13, 2018
Due Date:	Dec 14, 2018
Solicitation No:	RFP769-19-110818
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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

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

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also