FDC-1264 - Addendum - 1.pdf
PDF 213 KB Posted
- Attached to
- RFP FDC-1264
- Solicitation number
- RFP-125763
- Issued by
- Virginia
About this file
This is an Addendum to a Request for Proposal issued by James Madison University (JMU) in Virginia for Collection Services (RFP# FDC-1264). The RFP seeks vendors to provide collection services for student accounts, with a closing date of September 2, 2026, at 2:00 p.m. Eastern Time. This is a multi-award contract with an undetermined final number of awardees. JMU will place accounts in two categories: First Placement accounts totaling $853,989.48 across 240 accounts with an average balance of $2,900 and account ages ranging from 4 to 6 months old, and Second Placement accounts totaling $355,149.51 across 64 accounts with an average balance of $3,300. Based on 2025 quarterly averages, JMU anticipates placing approximately 67 first placement accounts and 35 second placement accounts monthly or quarterly with the selected vendor(s). The anticipated go-live date is before January 13, 2027, when current contracts expire; however, no specific award date has been set.
Current fee arrangements are structured at 20 percent on all accounts, with last year's payments totaling $27,342.54. The addendum clarifies that JMU is open to alternative fee models beyond percentage-based structures, provided vendors specify whether different payment methods affect pricing. Bidders may propose fees specific to first placements, second placements, and any applicable third placements. The incumbent vendors are Todd, Bremer and Lawson and Williams & Fudge. JMU uses PeopleSoft Student Administration as its case management system and requires vendors to provide their own PCI-compliant credit card processing solutions compatible with the university's use of Illumia's Transact/CashNet product. Digital communications including SMS and email are permitted with university approval. Bidder location will not influence award decisions, which will be based solely on meeting RFP criteria. JMU has established a goal to select vendors that meet procurement needs while supporting small business and SWaM (Small, Women-owned, and Minority-owned business) objectives consistent with the Commonwealth's 42 percent small business purchasing target.
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Other files
| File | Type | Posted |
|---|---|---|
| FDC-1264 - Addendum - 3.pdf | ||
| FDC-1264 - Addendum - 2.pdf | ||
| Attachment D SWAM Standard Reporting Template.xlsx | XLSX spreadsheet | |
| FDC-1264.docx | DOCX document |
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Text version
MSC 5720
752 Ott Street, Room 1042
Wine Price Building Harrisonburg, VA 22807 Office of 540.568.3145 Phone PROCUREMENT SERVICES 540.568.7935 Fax
August 19, 2026
ADDENDUM NO.: One
TO ALL OFFERORS:
REFERENCE: Request for Proposal No: RFP# FDC-1264 Dated: August 5, 2026 Commodity: Collection Services
RFP Closing On: September 2, 2026 at 2:00 p.m. (Eastern)
Please note the clarifications and/or changes made on this proposal program:
1. Question: To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?
JMU Response: Location will not have a bearing; awards will be based on meeting the criteria outlined in the RFP.
2. Question: How are fees currently being billed by any incumbent(s), by category, and at what rates?
JMU Response: JMU pays the fees; the current fees are 20% on all accounts.
3. What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?
JMU Response: Last year (2025): $27,342.54;
Last month (Jul 2026): $1,674.97 Last quarter (Q4): $6,683.76
4. To how many vendors are you seeking to award a contract?
JMU Response: This is a multi-award contract. The actual number of contracts made from it is yet to be determined.
5. What is the total dollar value of accounts available for placement now by category, including any backlog?
JMU Response: First placement = $853.989.48 Second placement = $355,149.51
6. What is the total number of accounts available for placement now by category, including any backlog?
JMU Response: First placement = 240 Second placement = 64 accounts
7. What is the average balance of accounts by category?
JMU Response: First placement = $2900 Second placement = $3300
8. What is the oldest and newest age of accounts at placement (at time of award and on a going-forward basis), by category?
JMU Response: Oldest – 6 months (1st placement) for placing Spring accounts
Newest – 4 months (1st placement) for placing Summer & Fall accounts
Accounts remain with the agency as 1st placement for a year before determining whether to place as a 2nd placement if returned.
9. What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?
JMU Response: Based on quarterly average for 2025
First placement = 67 Second placement = 35
10. What billing servicer do you utilize?
JMU Response: Williams & Fudge and Todd, Bremer and Lawson
11. Have all cases been fully adjudicated by the time of placement?
JMU Response: Yes, due diligence has been completed
12. If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a one-time placement at contract start-up?
JMU Response: No, we would place as 2nd placement
13. What is your case management/accounting software system of record?
JMU Response: PeopleSoft Student Administration
14. Who is your electronic payment/credit card processing vendor?
JMU Response: JMU uses Illumia’s Transact/CashNet product for electronic student payments. The selected vendor would be expected to provide their own PCI-compliant credit card processing solution.
15. Can you please indicate what inbound and outbound contact methods, beyond phone calls or letters (such as email and text), would be permitted by the scope of work?
JMU Response: Nothing additional than what is provided above
16. When is the anticipated go-live date?
JMU Response: Current contracts expire on 1/13/2027. The goal is to have these contracts in place before the current contracts expire.
17. When is the anticipated award date?
JMU Response: There is no set award date. The award will align with the award date objectives outlined in question/answer 16.
18. Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?
JMU Response: We want to know the cost for first placements and second places (and third, if applicable). Traditionally, these have been percentages of the amount collected; other fee models will be entertained. Some schools will want to pass the fee on to the debtor and other schools will pay the fee from the amount collected. Specify if the different payment method affects the amount charged.
19. Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.
JMU Response: JMU currently works with Todd, Bremer, and Lawson and Williams and Fudge.
20. Can we bid specifically on James Madison University?
JMU Response: Yes
21. Understanding the Commonwealth’s goal that 42% of its purchases are to be made from small businesses. Please provide JMU’s goal for this contract.
JMU Response: JMU’s goal is to select vendors that meet both needs of the RFP and help us achieve our SWaM goals as best as possible.
22. Please confirm the contract term and renewal structure.
JMU Response: This information is outlined in the RFP.
23. Are there any geographical preferences for where work is to be performed?
JMU Response: None.
24. Are digital communications (ie: sms, email, etc.) allowed?
JMU Response: Yes, though they must be approved by the University.
Signify receipt of this addendum by initialing “Addendum #_____” on the signature page of your proposal.
Sincerely, Doug Chester, VCO Buyer Senior Phone: (540-568-4274)
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