AMENDMENT 1.doc

SAP

State of South Carolina

Amendment #1

Solicitation Number:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400019220 March 31, 2020 Faith Williams

803 896-6677 fwilliams@mmo.sc.gov 1201 Main Street, Suite 600

Columbia, SC 29201

DESCRIPTION: STUDENT eCOMMERCE SOLUTION

USING GOVERNMENTAL UNIT: Coastal Carolina University

The Term "Offer" Means Your "Bid" or "Proposal". Unless submitted on-line, your offer must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. See "Submitting Your Offer" provision.

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 04/10/2020 04/16/2020 11:00 (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: TIME PASSED email: fwilliams@mmo.sc.gov (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: ON-LINE SUBMISSION

IF YOU INTEND NOT TO SUBMIT A REDACTED RESPONSE PLEASE INITIAL__________________

CONFERENCE TYPE: Not Applicable

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Not Applicable

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE – ON-LINE ONLY (MAR. 2015)SAP

AMENDMENTS TO SOLICITATION (JANUARY 2006) (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov . (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED.

CHANGES TO THE SOLICITATION: Change Submit Offer by and Post Award dates

Answer vendor questions. State Response is in RED

Noted on page #1 Submit Offer by date has changed: 04/16/2020 Post Award date has changed: 06/18/2020 Answer vendor questions.

1. Is Coastal Carolina University interested in charging students a service fee to cover the cost of credit card processing or does the University wish to simply absorb those costs?

Response: The students will be responsible for credit card processing fees. Please provide the percentage rate per transaction in your solicitation response.

2. How many students were enrolled in payment plans during the Fall 2019 and Spring 2020 semesters? Also, are students charged an enrollment fee and, if so, what is the amount of that fee?

Response: 1627 payment plans for Spring 2020; 1635 for Fall 2019. If students signed up before first payment due date, $50 application fee was waived. The number of plans can exceed 2,000 for a given term.

3. With regard to the section titled Service Provider Security Assessment Questionnaire on pages 21-22 of the RFP, we have the following questions:

a. We are assuming that refers to the ITSData Sec Govnce.pdf document, is that correct? If not, to what does it refer?

Response: Yes, the ITS Data Security Governance document is sufficient at this stage in lieu of the Security Provider Security Assessment Questionnaire.

b. With regard to the phrase “If you have a properly qualified third-party report or certification you believe we should accept in lieu of those identified in item (b)”, what do you mean by “item (b)”? Is this meant to indicate that we would be permitted to submit another document in place of the Security Assessment Questionnaire and not be required to respond specifically to the ITSData Sec Govnce.pdf document? If so, which document(s) would the University accept (e.g. a HECVAT or a SOC 2)?

Response: Offeror(s) are to complete and submit the ITS Data Security Governance document.

c. Release of our sensitive information, whether through the ITSData Sec Govnce document, through a HECVAT or SOC 2, or through VPAT documents requires execution of a mutual Non-Disclosure Agreement. How should we manage the process of obtaining an executed NDA? Would you like us to submit the NDA ahead of time so we can submit the requested materials with our response? Or would you simply prefer us to submit the proposed NDA with our response with the intent of releasing the sensitive documents upon execution? What is the preferred process?

Response: Offeror(s) may submit a NDA, if necessary, with their proposal.

4. Under Solution Requirements, item #3 and #7 (RFP page 41), what do you mean by “workflow management” and “workflow progress”? To what types of processes/activities does the term “workflow” refer?

Response:

#3. System must provide an audit trail of the users that made changes and/or processed refunds, etc.

#7. Dashboards of payments by method on a daily/monthly basis are preferred.

5. Under Solution Requirements, item #4 (RFP page 41), what do you mean by “project management”? To what types of processes/activities does this refer?

Response: Where one person could setup new parameters and the changes will sit in a pending approval queue for another person’s approval before going live. An example would be the setup up of new payment plans and changes in parameters.

6. Under Solution Requirements, item #5 (RFP page 41), what types of files are you wishing to “upload, organize, and access”? For what purpose?

Response:

Specific administrative users need to be able to download monthly transactions into Excel format to include student ID#, date, amount, payment method, and Colleague posting session number for reconciliation purposes.

Limited access by specific users to payment plan authorization documentation within the payment solution.

7. Under Solution Requirements, item #6 (RFP page 41), can you please clarify what you mean by “link files into documents generated by templates”? What files are you wishing to link into what types of documents?

Responses: Ability to link student account detail activity from Colleague into document format of student portal format. An example would be student account statements.

8. Under Solution Requirements, item #9 (RFP page 41), can you please clarify what you mean by “customized payments”? Does that refer to scheduled payments or to some other type of payments?

Response: Ability to schedule payments and set up automatic drafts.

9. What Finance System is Coastal Carolina University using?

Response: Ellucian Colleague

10. With regard to student refunds, what is your annual refund volume (in number of transactions)? In addition to total volume, can you provide volumes by disbursement type (direct deposit, paper check, etc.)?

Response: 9/2/19 Fall FA disbursement:

2,100 paper checks

3,200 e-checks/ACH

1/28/20 Spring FA disbursement:

1,400 paper checks

2,900 e-checks/ACH

11. Also with regard to student refunds, what disbursement methods is the University interested in?

Response: Electronic/direct deposit and paper check

12. Flat Rate Pricing

Can the University please provide the following information in order for us to properly calculate flat rate pricing?

Response: a. Number of credit card transactions annually = 28,750 totaling $ 14.9M

b. Number of ACH transactions annually = 16,500 totaling $43.6m

c. Number of cc refunds annually = 450 totaling ($107k)

13. Authorized Signature

In light of the present CDC recommendations around COVID-19 regarding social distancing, will the University accept a digital authorized signature on the RFP cover page?

Response: Yes

14. Third Party Integrations

Is the University interested in establishing any third-party integration with vendors/platforms besides Ellucian?

Response: Yes, tuition insurance, international payment vender (CCU currently uses Flywire) and possibly a “bot” response system.

Data Security and Governance Questionnaire

In light of the demands on our CIO at present, as we migrate our entire workforce to a work from home environment in response to CDC recommendations, will the University accept one or more HECVATs in lieu of the University’s Data Security and Governance questionnaire?

Response: Offeror(s) are required to provide a completed ITS Data Security Governance document with their proposal(s).

End of Amendment #1

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