Comprehensive Payment Solution RFP 20260423 Document.docx

Request for Proposal (RFP 20260423) Comprehensive Electronic Payment System Solution Date of Issue: April 23, 2026 Proposal Due Date: July 7, 2026 4:00 PM MT

1.0 Introduction

Idaho State University (ISU) is seeking proposals from qualified vendors for a comprehensive, campus-wide payment system solution. A comprehensive payment system is crucial for a university's financial and operational efficiency. This system will serve as the central hub for all financial transactions, providing a unified and secure platform for students, faculty, staff, departments, and constituents. The goal is to enhance the user experience, improve administrative efficiency, ensure PCI compliance, and provide robust reporting capabilities through a modern payment infrastructure.

2.0 University Background

Idaho State University (ISU) is a public research university located in Pocatello, Idaho. Founded in 1901 as the Academy of Idaho, it has since grown into a comprehensive institution offering over 250 programs, from technical certificates to doctoral degrees. ISU is known for its strong focus on health professions and is designated as Idaho's lead institution in this field. The university also has campuses in Meridian, Idaho Falls, and Twin Falls, serving a diverse student population and contributing to the intellectual, cultural, and economic vitality of its communities.

2.1 Current Environment

· 2.1.1 Idaho State currently accepts VISA, MasterCard, Discover and American Express cards and electronic check (ACH) for online student payments. The university also accepts cash, check, and VISA, MasterCard, Discover and American Express cards at the Cashiers Office. These payments are accepted through the TouchNet payment system and processed through Heartland.

· Annually, ISU processes about $8 million in student tuition credit card payments, $23.2 million in online ACH payments, and $16.1 million in eRefunds.

· ISU processes an additional $22.4 million in credit card transactions per year through Marketplace.

· Payment Center

· Bill + Payment

· Business Office

· Student Account Advisor

· Marketplace

· PayPath

· Sponsorpoint

3.0 Project Scope and Requirements

ISU requires a comprehensive, integrated solution that encompasses the following key modules and functionalities. Vendors must clearly describe how their proposed solution meets each requirement, including any necessary modules or third-party integrations.

3.1 Campus-Wide Cashiering System

· 3.1.1 Centralized Payment Processing: A centralized system for all on-campus payment collection points. It supports various payment methods, including cash, check, and credit/debit cards.

· 3.1.2 Real-time Posting: Payments are posted in real time to the university’s ERP system (Ellucian Banner), ensuring immediate reconciliation and accurate account balances.

· 3.1.3 Refund Management: Efficient process for issuing refunds, which can be done back to the original payment method (e.g., credit card) or processed via direct deposit through our electronic refund module.

· 3.1.4 Audit Trails: Every transaction, including payments and refunds, is recorded with a comprehensive audit trail that includes the user, date, time, and action taken, ensuring full accountability.

· 3.1.5 Reporting: All cashiering transactions are captured in a central reporting solution, allowing for unified reporting and reconciliation across all on-campus payment points.

3.2 Departmental Deposits

· 3.2.1 Decentralized Deposit Management: Secure, web-based portal that allows departments to prepare, review, and submit departmental deposits electronically, eliminating the need for manual paperwork.

· 3.2.2 Reporting: Departments have access to their own reports, showing deposit history and transaction details specific to their operations, which improves visibility and streamlines internal reconciliation.

3.3 Electronic Bill Presentment and Payment (EBPP)

· 3.3.1 Student Account Access: A secure, user-friendly online portal for students and authorized users (parents/guardians) to view tuition statements and account activity.

· 3.3.2 Electronic Notifications: The system sends automated email and SMS notifications for new bills, payment reminders, and payment confirmations to students and authorized users.

· 3.3.3 Multiple Payment Options: The portal accepts various payment methods, including debit/credit cards and ACH/e-checks, providing flexibility for students and parents.

· 3.3.4 International Payments: A streamlined process for international students to make tuition payments in their home currency.

· 3.3.5 Payment History: Users can access and view their historical payment records, providing a complete transaction history for their accounts.

· 3.3.6 Scheduled Payments: Users have the option to schedule future payments, which helps them manage their finances and avoid late fees.

· 3.3.7 Payment Plan Integration: Seamless integration with installment payment plan module, allowing users to enroll and manage their plans directly from the portal.

3.4 Electronic Refunds

· 3.4.1 Student Refunds: The system automates the secure processing of student refunds via direct deposit, reducing administrative burden and ensuring timely payments.

· 3.4.2 Secure Enrollment: A secure online portal allows students and other recipients to enroll in and manage their direct deposit information, ensuring data privacy and security.

3.5 Installment Plans

· 3.5.1 Flexible Plan Configuration: The system allows for highly flexible configuration of installment plans, including the number of installments, due dates, down payment requirements, and enrollment fees.

· 3.5.2 Enrollment: Students and authorized users can enroll online, and administrators have the ability to enroll students manually or in batches.

· 3.5.3 Automated Billing & Reminders: Automated billing of installments and sends timely reminder notifications to students, reducing delinquencies.

· 3.5.4 Balance Adjustments: The system automatically adjusts installment plan balances and payments when a student's account balance changes in the student information system.

· 3.5.5 Auto-Debit Option: Auto-debit option that allows for recurring payments from bank accounts or credit cards, with the ability for administrators to un-enroll students if needed.

· 3.5.6 In-house vs. Outsourced Option: The solution provides the flexibility to manage installment plans in-house or to outsource the administration of the plans to a third party, with clear cost breakdowns for each model.

· 3.5.7 Default Management: Tools for managing late payments, handling defaults, and making necessary payment plan adjustments.

3.6 E-commerce Storefronts

· 3.6.1 Departmental Storefronts: The system allows for the creation of secure and customizable online storefronts for various university departments to sell goods, event tickets, and services.

· 3.6.2 Product/Service Catalog: Easily create and manage product catalogs, services, and event registrations through a user-friendly interface.

· 3.6.3 Secure Shopping Cart: Secure online shopping cart and checkout process ensure the safety of all transactions.

· 3.6.4 Payment Gateway Integration: The storefronts are fully integrated with the core payment system, ensuring seamless and secure processing of credit/debit card payments.

· 3.6.5 Reporting: Detailed sales and transaction reporting is available for each storefront, providing departments with the data they need for reconciliation and analysis.

· 3.6.6 Branding: The storefronts are customizable to match ISU's branding guidelines, providing a cohesive user experience.

3.7 Convenience Fees

· 3.7.1 Convenience Fee Assessment: The system has the capability to assess convenience fees for in-person and online credit/debit card payments, as defined by the university.

· 3.7.2 Transparency: Convenience fees are clearly and transparently disclosed to the payer before they complete the payment, ensuring compliance and building trust.

3.8 Central Reporting

· 3.8.1 Single Platform: The solution offers a single, comprehensive reporting dashboard that provides a unified view of all transactions from all modules. It includes real-time data, transaction history, and powerful reconciliation tools.

3.9 PCI Compliance

· 3.9.1 Proof of Compliance: PCI DSS compliant. Provide current Attestation of Compliance (AOC) from a Qualified Security Assessor (QSA) as part of your proposal submission.

· 3.9.2 Ongoing Compliance: Document your process for staying current with PCI requirements includes regular vulnerability scanning, penetration testing, and continuous monitoring.

· 3.9.3 Support & Partnership: Demonstrate your ability to provide ongoing guidance and support to help the university with its PCI compliance efforts, including scope reduction strategies and best practices.

3.10 Service Level Agreement

· 3.10.1 Customer Service Model: Please provide details on your customer service model and customer support structure.

· 3.10.2 Maintenance Schedules: Please provide details on your system maintenance schedules and how that will be communicated to ISU.

· 3.10.3 System Outages: Please provide details on communication strategies regarding planned and unplanned system outages.

3.11 Point of Sale (POS) System

The proposed solution includes an optional, user-friendly POS system designed for retail locations on campus. This system integrates directly with the main payment platform for seamless transaction processing. Provide use case scenarios for retail, food service, and concession. Please see Appendix 1 for detailed requirements.

4.0 Technical Requirements

4.1 Security & Compliance

Adherence to industry best practices for security, including data encryption (in transit and at rest), access control, and vulnerability management. Comply with FERPA regulations for student data privacy and offer Single Sign-On (SSO) capability with the university’s’ identity management system.

4.2 PCI Compliance

· 4.2.1 Proof of Compliance: PCI DSS compliant. Provide current Attestation of Compliance (AOC) from a Qualified Security Assessor (QSA) as part of our proposal submission.

· 4.2.2 Ongoing Compliance: Document your process for staying current with PCI requirements includes regular vulnerability scanning, penetration testing, and continuous monitoring.

· 4.2.3 Support & Partnership: Demonstrate your ability to provide ongoing guidance and support to help the university with its PCI compliance efforts, including scope reduction strategies and best practices.

4.3 Real-Time Integration

· 4.3.1 Ellucian Banner ERP: Provide a native, real-time, two-way integration with ISU's Ellucian Banner ERP system to ensure seamless data exchange for student and financial data. Must be able to integrate with Ellucian’s payment transaction service.

· 4.3.2 API/Web Services: The system is built on a modern API/web services architecture, which allows for easy integration with other university systems such as housing and parking.

4.4 Scalability & Performance

A multi-tenant solution that is highly scalable and designed to handle high transaction volumes during peak periods. Have a demonstrated uptime reliability of 99.9%.

4.5 Accessibility

All user-facing interfaces are developed in compliance with WCAG 2.2 AA accessibility standards to ensure they are usable by all individuals.

4.6 Reporting & Analytics

The proposed comprehensive reporting tools are customizable and allow for financial reconciliation, audit, and operational insights. Data can be exported in various formats, including CSV, Excel, and PDF. Please provide details on any available reconciliation tools.

5.0 Implementation and Training

5.1 Project Management

Please provide a detailed implementation plan with clear timelines and milestones. A dedicated project manager will be assigned to work closely with ISU's’team throughout the entire process.

5.2 Data Migration

Please outline your well-defined process for migrating historical payment and student account data. The vendor will work with ISU to ensure a smooth and secure data transfer.

5.3 Configuration

Full support for system configuration to meet ISU's specific requirements, ensuring the solution is tailored to your unique needs.

5.4 Training

Comprehensive training for all university staff, including administrators, cashiers, departmental users, and IT support. Training can be conducted in person, remotely, or through a mix of both, and all training materials are provided.

5.5 Go-Live Support

The vendor must provide dedicated on-site or remote support during the go-live phase to ensure a successful launch and address any immediate issues.

6.0 Vendor Qualifications

6.1 Experience

A minimum of 5 years of experience providing comprehensive payment system solutions to higher education institutions with a similar size and complexity to Idaho State University.

6.2 Financial Stability

Provide documentation, including your most recent financial statements, to demonstrate your company's financial stability as part of the full proposal.

6.3 Higher Ed Expertise

Demonstrate a deep understanding of the unique challenges and requirements of higher education, including Title IV regulations, academic calendars, and the importance of a seamless student experience.

7.0 Proposal Submission Requirements

7.1 Executive Summary

Provide a concise overview of your proposed solution and its benefits to ISU.

7.2 Company Profile

Provide a brief history of your company, your mission, and a description of your experience in the higher education market.

7.3 Functional Response

A detailed section-by-section response to the "Project Scope and Requirements" outlined in this RFP. Clearly state how your solution addresses each requirement. Use a cross-reference matrix to map your solution's features to ISU's requirements.

7.4 Technical Architecture

The technical overview will describe your, multi-tenant hosting environment, security protocols, data encryption, APIs, and your integration approach for Ellucian Banner and other third-party systems.

7.5 Implementation Plan

A comprehensive project plan, including key milestones, a timeline for implementation, training, and go-live support, will be provided.

7.6 Training and Support

Describe your support model, including hours of operation (24/7 support available for critical issues), guaranteed response times, and the types of training provided for ISU staff.

7.7 Cost Proposal

Provide a detailed breakdown of all one-time implementation fees, recurring license fees, support costs, and any additional fees. Optional modules and their associated costs will be clearly listed.

7.8 Response

Provide a detailed response to each of the above requirements and questions, referencing the corresponding item number.

7.9 References

Include a list of at least three (3) client references from similar higher education institutions with contact information.

8.0 Evaluation Criteria

A contract will be awarded based on an overall review of the proposals by the evaluation committee, whatever is in the best interest of the University. Cost will NOT be the deciding factor in the selection of a contractor.

The University will not disclose any portion of any Proposal prior to contract award to anyone outside the University’s purchasing department, administrative staff, representatives of the State of Idaho, if required, and the members of the University RFP Evaluation Committee. After a contract is awarded in whole or in part, the University shall have the right to duplicate, use, or disclose all Proposal data submitted by Offeror in response to this RFP as a matter of public record.

8.1 Functional Fit and Completeness (45%)

The extent to which the proposed solution meets or exceeds all functional requirements outlined in the Project Scope.

8.1.1 Core Financial Modules (25% Sub-weight)

· Completeness and maturity of EBPP, centralized payment processing, and Installment plans (3.1, 3.3, 3.5): The proposed solution’s ability to handle all aspects of student billing (EBPP), flexible installment plan management (configuration, auto-adjustments, in-house/outsourced options). The solution must process payments quickly and efficiently and feature a user-friendly design.

· Departmental Deposits (3.2): The flexibility and security of a web-based solution that allows departments to enter deposits electronically.

· Electronic Refunds (3.4): Confirmation of a fully automated and secure process for student direct deposit enrollment and refund disbursement.

· E-commerce (3.6): Flexible and secure departmental, e-commerce storefronts with mobile and in-person payment options.

8.1.2 Reporting Functions & POS Fit (20% Sub-weight)

· Central Reporting (3.8): The effectiveness of the proposed single, comprehensive reporting dashboard for all components for providing unified, real-time insights across all financial modules (cashiering, departmental deposits, e-commerce, one-card, etc.).

· POS Fit (3.11/Appendix 1): If offered, evaluation of the Point of Sale (POS) for its operational versatility (Appendix 1, 2.5) and fit with university needs.

8.2 Technical Architecture and Integration (30%)

The extent to which the proposed technical architecture is secure, scalable, and offers native integration with Banner and other systems.

8.3 Implementation Plan and Vendor Experience (10%)

The extent to which the vendor’s submitted implementation plan is realistic, and whether they demonstrate a strong track record of successful implementations with a qualified project team.

8.4 Cost (10%)

The extent to which the cost proposal is competitive and provides excellent value, considering both initial and ongoing fees.

8.5 References and Support (5%)

Feedback from the vendor’s references confirming quality of service, and the evaluation of the proposed robust support and training model.

9.0 Proposed Timeline

· RFP Issue Date: April 23, 2026

· Vendor Questions Due: May 7, 2026 4:00 PM MT

· University Response to Questions: May 19, 2026

· Proposal Due Date: July 7, 2026 4:00 PM MT

· Proposal Review & Shortlisting: July 17, 2026

· Vendor Presentations/Demos: (for shortlisted vendors): Week of July 20 – 24, 2026

· Intent To Award: July 28, 2026

10.0 Contact Information

The contact lead for this RFP is:

· Name: Randy Jones

· Title: Senior Buyer

· Department: Purchasing

· Email Address: randyjones@isu.edu

11.0 Appendix

Appendix 1: Point of Sale System Requirements

1.0 General System

· The university is looking for a system that is both highly secure and flexible enough to meet the diverse needs of departments ranging from food service to retail to event ticketing.

2.0 Core Requirements

· 2.1 Payment & Refunds: The ability to refund to debit/credit cards and accept all major payment types, health savings account (cash, check, major credit cards including Amex and Discover).

· 2.2 PCI Compliance: The system must be fully PCI compliant and provide tools for ongoing security management.

· 2.3 Transaction Handling: Must handle both in-person and online payments.

· 2.4 System Integration: Seamless integration with the university's ERP, parking, meal plans, and other critical campus systems via API.

· 2.5 Operational Versatility: The system must handle the diverse needs of departments, including donations, retail, food service, ticketing, and event registration.

· 2.6 User Experience: Must be mobile-friendly and easy to use, with a simple and intuitive interface.

· 2.7 Inventory Management: Must be able to accurately track inventory and supplies.

· 2.8 Support: Strong, 24/7 IT support with access to live representatives.

· 2.9 Reporting: Ability to have reports automatically generated and sent to appropriate users.

3.0 Desired Features

· 3.1 Reporting: Unified reporting across all sales channels.

· 3.2 CRM & Marketing: Built-in CRM tools, loyalty programs, memberships, personalized marketing, and targeted promotions.

· 3.3 Inventory: Advanced inventory management with restocking alerts.

· 3.4 Advanced Features: The ability to accept cryptocurrency and handle recurring payments.

· 3.5 Access Control: The system should have the functionality to manage access permissions, issue cards, and potentially integrate with door access systems.

· 3.6 Scalability: Must be able to scale with the university's future growth.

12.0 Vendor Questions

This solicitation is issued by Idaho State University. All correspondence shall be in writing. In the event that it becomes necessary to revise any part of this RFP, amendments will be posted at https://www.isu.edu/purchasing/forms--resources/vendor-resources/solicitation-process/solicitation-opportunities/ in the Planet Bids Portal. It is the responsibility of the Offeror to monitor this site for any updates or amendments.

Questions must be submitted in writing and uploaded in the Planet Bids Vendor Portal, see link above. Questions relating to this RFP must be submitted into the Planet Bids portal by the date and time noted in section 9 to be considered.

Written questions must be submitted using Attachment 1, Offeror Questions.

Official answers to all written questions will be posted on the Idaho State University Purchasing website at https://www.isu.edu/purchasing/vendor-resources/solicitation-process/ in the Planet Bids portal. Any questions regarding the Terms and Conditions found within this RFP and the Idaho State University Standard Contract Terms and Conditions, found at https://www.isu.edu/purchasing/vendor-resources/terms-and-conditions/ must also be submitted in writing, using Attachment 1, Offeror Questions, by the deadline identified in Section 9.

13.0 Instructions for Submission of RFP

The current versions of the Idaho State University Standard Contract Terms and Conditions, Solicitation Instructions to Vendors, and the laws of the State of Idaho, are incorporated by reference into this solicitation, and any resulting contracts as if set forth in their entirety. RFP document is located at https://www.isu.edu/purchasing/forms--resources/vendor-resources/solicitation-process/solicitation-opportunities/ In the Planet Bids portal. Idaho State University Standard contract terms and conditions are found at https://www.isu.edu/purchasing/vendor-resources/terms-and-conditions . Failure by any submitting vendor to review these documents will in no way constitute or be deemed a waiver by Idaho State University of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by Idaho State University for a submitting vendor's failure to consider the Idaho State University Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation. Proposals must be submitted electronically through Planet Bids, the University’s solicitation platform. Planet Bids is found at: https://www.isu.edu/purchasing/forms--resources/vendor-resources/solicitation-process/solicitation-opportunities/

Attachment 1 – Offeror Questions RFP 20260423 – ISU Comprehensive Payment Solution

Section

RFP20260423 ISU Comprehensive Payment Solution ATTACHMENT 2 - FINANCIAL PROPOSAL (5 year) RFP20260423 – ISU Comprehensive Payment Solution

Attachment 5, “Financial Proposal” must be completed and returned with your response

Company Name:

Name of Individual Submitting Proposal:

Phone: Email:

Year 1 Setup and Implementation Costs:

Year 2 Costs:

Year 3 Costs:

Year 4 Costs:

Year 5 Costs:

Attachment 3 – Signature Page RFP20260423 – ISU Comprehensive Payment Solution Bids and pricing information shall be typewritten or handwritten in ink. Originals and copies of the bid shall be submitted in accordance with the solicitation documents and instructions. BIDS MUST INCLUDE THIS SIGNATURE PAGE WITH THE ORIGINAL SIGNATURE (INK or ELECTRONIC SIGNATURE) OF AN INDIVIDUAL AUTHORIZED TO BIND THE SUBMITTING VENDOR.

NO LIABILITY WILL BE ASSUMED BY IDAHO STATE UNIVERSITY FOR A VENDOR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS AND ANY PROPERLY ISSUED SOLICITATION ADDENDUMS IN A TIMELY MANNER FOR USE IN THE VENDOR'S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE VENDOR TO CONSIDER THE TERMS, CONDITIONS, AND ANY ADDENDUMS IN THE VENDOR'S RESPONSE TO THE SOLICITATION.

This ITB response is submitted in accordance with all documents and provisions of the specified ITB number and Title detailed below. By my signature below I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, Idaho State University TERMS AND CONDITIONS and the SOLICITIATION INSTRUCTIONS TO VENDORS located at https://www.isu.edu/purchasing//, in effect at the time ITB was issued, as incorporated by reference into this solicitation; as well as any SPECIAL TERMS AND CONDITIONS incorporated in the solicitation documents (e.g. Software, Telecommunications, Banking, etc.) found at As the undersigned, I certify I am authorized to sign and submit this response for the Vendor. I further acknowledge I am responsible for reviewing/acknowledging any addendums that have been issued for this solicitation.

PHONE ___________________________ FAX ______________________________ FEIN: _______________________________ E-Mail _____________________________________________________________________________________________________

THIS SIGNATURE PAGE MUST BE SIGNED WITH AN ORIGINAL HANDWRITTEN SIGNATURE (PREFERABLY IN BLUE INK) OR AN ELECTRONIC SIGNATURE, AND RETURNED WITH YOUR MANUALLY SUBMITTED BID OR PROPOSAL.

Original Signature (Manually Signed in Ink) Date

Printed Name Title

Attachment 4 – Cover Letter RFP20260423 – ISU Comprehensive Payment Solution The Technical Proposal must include a cover letter on official letterhead of the Offeror; with the Offeror’s name, mailing address, telephone number, e-mail address, and name of Offeror’s authorized signer. The cover letter must identify the RFP Title and number, and shall be signed by an individual authorized to commit the Offeror to the work proposed. In addition, the cover letter must include:

Identification of the Offeror’s corporate or other legal entity status. Offerors must include their tax identification number. The Offeror must be a legal entity with the legal right to contract.

A statement indicating the Offeror’s acceptance of and willingness to comply with the requirements of the RFP and attachments, including but not limited to Idaho State University Standard Contract Terms and Conditions found at https://www.isu.edu/purchasing/forms--resources/vendor-resources/ A statement of the Offeror’s compliance with affirmative action and equal employment regulations.

A statement that Offeror has not employed any company or person other than a bona fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Vendor or a company regularly employed by the Vendor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of this contract. The Offeror must affirm its understanding and agreement that for breach or violation of this term, the University has the right to annul the contract without liability or, in its discretion, to deduct from the contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies.

A statement naming the firm and/or staff responsible for writing the proposal.

A statement that Offeror is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs. Vendor information is available on the Internet at: http://sam.gov.

A statement affirming the proposal will be firm and binding for ninety (90) days from the proposal opening date.

A statement, by submitting its proposal, that the Offeror warrants that any contract resulting from this Solicitation is subject to Executive Order 2009-10; it does not knowingly and willfully employ persons who cannot legally work in this country; it takes steps to verify that it does not hire persons who have entered our nation illegally or cannot legally work in the United States; and that any misrepresentation in this regard or any employment of persons who have entered our nation illegally or cannot legally work in the United States constitutes a material breach and will be cause for the imposition of monetary penalties up to five percent (5%) of the contract price, per violation, and/or termination of its contract.