Request for Proposal

RFP# FD-1264

Collection Services

August 5, 2026

REQUEST FOR PROPOSAL

RFP# FD-1264

Issue Date: August 5, 2026

Title: Collection Services

Period of Contract: From Date of Award Through One Year (Renewable)

Sealed Proposals Will Be Received Until 2:00 PM on September 2, 2026 for Furnishing The Services Described Herein. (See Special Terms & Conditions “D. Late Proposals”)

SEALED PROPOSALS MAY BE MAILED, EXPRESS MAILED, SUBMITTED IN eVA, OR HAND DELIVERED DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE.

All Inquiries For Information And Clarification Should Be Directed To: Doug Chester, Buyer Senior, Procurement Services, chestefd@jmu.edu; 540-568-4272; (Fax) 540-568-7935 not later than five business days before the proposal closing date.

NOTE: THE SIGNED PROPOSAL AND ALL ATTACHMENTS SHALL BE RETURNED.

In compliance with this Request for Proposal and to all the conditions imposed herein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Name and Address of Firm:

By:

(Signature)

Name:

(Please Print)

Date:

Title:

Web Address:

Phone:

Email:

Fax #:

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1_____ #2_____ #3_____ #4_____ #5_____ (please initial)

SMALL, WOMAN OR MINORITY OWNED BUSINESS:

YES; NO; IF YES ⇒⇒ SMALL; WOMAN; MINORITY IF MINORITY: AA; HA; AsA; NW; MicroNote: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Rev. 7/2/2026

REQUEST FOR PROPOSAL

RFP # FD-1264

TABLE OF CONTENTS

I.

PURPOSE

1-11

II.

BACKGROUND

Pages

III.

SMALL, WOMAN-OWNED, AND MINORITY PARTICIPATION

Page

11-16

IV.

STATEMENT OF NEEDS

Pages

16-20

V.

PROPOSAL PREPARATION AND SUBMISSION

Pages

VI.

EVALUATION AND AWARD CRITERIA

Page

21-28

VII.

GENERAL TERMS AND CONDITIONS

Pages

28-36

VIII.

SPECIAL TERMS AND CONDITIONS

Pages

IX.

METHOD OF PAYMENT

Page

X.

PRICING SCHEDULE

Page

XI.

ATTACHMENTS

Page

A. Offeror Data Sheet B. SWaM Utilization Plan C. Sample of Standard Contract D. SWaM Standard Reporting Template (For example purposes only; this form is not required to be completed or submitted as part of the offeror’s response) E. VHEPC PAC Agreement F. Student Internship and Learning Opportunities G. Commonwealth of Virginia Contract Form Addendum to Contractor’s Form H. Information Technology Services Addendum

PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified sources to enter into a contract to provide Collection Services on an as-needed basis at any of the fourteen (14) institutions of higher education known as the Virginia Association of State and College and University Purchasing Professionals (“VASCUPP”). The initial contract shall be for two (2) years with an option to renew for three (3) additional two-year periods.

BACKGROUND

VASCUPP Background

The mission of the Virginia Association of State College and University Purchasing Professionals (“VASCUPP”) is:

Provide collaborative leadership, innovation, and strategic procurement solutions that add value, diversity, and efficiency to meet the unique needs of higher education in Virginia.

More information about each VASCUPP member institution can be located at the following website: https://vascupp.org.

B. George Mason University (“GMU”) Background

George Mason University (GMU) is setting the gold standard for the modern, public university. Its dynamic culture and innovative academic programs prepare Mason’s hard-working students for 21st-century careers. Its commitment to teaching excellence combines with cutting-edge research that enriches the academic experience and is literally changing the world. Mason is affordable yet offers high value. Ideally located in the National Capital region, students enjoy terrific cultural experiences and access to the most sought-after internships and employers in the country.

GMU’s prime location just outside Washington, D.C. makes Mason the destination for students from all over the world. As the largest public research university in Virginia, Mason offers all the experiences of a large research institution yet embodies a community approach as close work with students both inside and outside the classroom is a priority. The GMU student body represents more than 130 countries and has more than 40,000 students on campus, creating an organically diverse environment.

GMU’s Office of Account and Loan Management is focused on delinquent accounts. The ALM staff direct their efforts to achieve the following objectives:

-Secure payment for delinquent student accounts with past due balances in compliance with collections laws and procedures established by the Commonwealth of Virginia.

-Provide guidance and support to all university staff, departments, faculty and students on collections procedures and guidelines.

-Manage the repayment of Emergency Student Loans (ESL) provided by the Office of Student Financial Aid

GMU’s current collection service providers are ConServe, General Revenue Corp., and Todd Bremer & Lawson, Inc.

The total aggregate amount turned over for collection by GMU during previous calendar years:

C. James Madison University (“JMU”) Background

James Madison University (JMU) is a comprehensive public institution in Harrisonburg, Virginia with an enrollment of approximately 23,000 students and more than 4,000 faculty and staff. There are over 600 individual departments on campus that support eight (8) academic divisions. The University offers over 130 majors, minors, and concentrations. Further information about the University can be found at the following website: www.jmu.edu.

The University Business Office (UBO) at JMU is committed to providing exceptional customer service as we educate students about financial responsibility, provide support and payment options for students and their families, and protect the assets of the university with accurate and timely financial procedures.

The UBO is responsible for managing collections of student accounts. When student account payments are past due the UBO will attempt to contact the student by mailing two (2) letters to the home address and making two (2) phone calls. Once an account is 60 days past due, the delinquent balance is subject to transfer to a collection agency. Once accounts are placed with a collection agency, account holders must make repayment directly to the collection agency.

JMU’s current collection service providers are Williams & Fudge and Todd, Bremer, & Lawson.

The total aggregate amount turned over for collection by JMU during previous calendar years:

2026 (In progress)

D. Longwood University Background

Founded in 1839 as the Farmville Female Seminary Association, Longwood’s history has been one of constant growth and evolution. The institution had a series of names over its early history, becoming Longwood College in 1949, turning fully co-ed in 1976, and in 2002, becoming Longwood University. Longwood is a public 4-year institution offering more than 100 majors, minors and concentrations in the arts and sciences, business, education, and nursing. Graduate programs include business, communication sciences and disorders, education, English, and sociology. Longwood’s current enrollment is 5,371 undergraduate students from 38 states and 26 countries. For more information about Longwood University, please visit the University’s website at http://www.longwood.edu.

The Bursar’s Office at Longwood is committed to quality customer service in order to prepare students to be financially responsible, to provide support and payment options for their families, and to protect the assets of the university with accurate and timely financial procedures. The Bursar’s Office is responsible for managing collections of student’s accounts and any other miscellaneous debt.

At the end of each semester, the Bursar’s Office sends a paper Pre-Collection letter to the home address of all past due account holders. Additional emails are sent to all past due students encouraging them to pay without transfer to a collection agency. If no response, an attempt is made to connect with a phone call.

If all attempts fail, the delinquent balance is subject to transfer to a collection agency inclusive of the Office of the Attorney General. Once accounts are placed with a collection agency, account holders must make repayment directly to the collection agency and the account holder is responsible for the additional fees associated with collection efforts. The accounts may be reported to the credit bureau(s) and listed with the Virginia Department of Taxation for inclusion in the Debt Set-off Program.

Longwood University’s current collection service providers are Todd, Bremer & Lawson, Williams & Fudge, General Revenue Corp, TSI & S&S Recovery. We chose to rotate all accounts auto-returned to the university after 36 months of inactivity to our other agencies to maximize recovery.

The total aggregate amount turned over for collection by Longwood University during previous calendar years:

E. Old Dominion University (“ODU”) Background

Information not available at the time of publishing this RFP. It may be published via an addendum at a later date.

F. Radford University (“RU”) Background

Radford University is a comprehensive public university of 7,837 students that has received national recognition for many of its undergraduate and graduate academic programs, as well as its sustainability initiatives. Radford University serves the Commonwealth of Virginia and the nation through a wide range of academic, cultural, human service and research programs. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful 211-acre American classical campus, Radford University offers students many opportunities to get involved and succeed in and out of the classroom. The University offers 75 bachelor's degree programs in 47 disciplines and six certificates at the undergraduate level; 27 master's programs in 23 disciplines and five doctoral programs at the graduate level; and 21 post-baccalaureate certificates and one post-master's certificate. A Division I member of the NCAA and Big South Conference, Radford University competes in 16 men's and women's varsity athletics. With over 200 clubs and organizations, Radford University offers many opportunities for student engagement, leadership development and community service. In addition to robust academic offerings and engaging student experiences on the main campus located in Radford, Virginia, Radford University also offers a clinical-based educational experience for more than 1,000 students living and learning in Roanoke, Virginia as part of Radford University Carilion, a public-private partnership focused on the cutting-edge delivery of health sciences programming, outreach and service. Learn more at www.radford.edu.

The Office of the Bursar at RU is committed to providing excellent customer service to students, parents and the campus community by providing a variety of services including the billing and collection of tuition and fee payments, administration of university payments plans, and the disbursement of financial aid funds.

The Office of the Bursar is responsible for overseeing the collection of all delinquent student accounts and institutional loans. When a student account becomes delinquent, the Office of the Bursar will send monthly billing statements to the student. Additionally, up to two (2) delinquency letters are sent to the student to inform them of their outstanding indebtedness. Once an account is 60 days past due, the delinquent balance is eligible to be transferred to a state-approved collections agency. If accounts are placed with a collection agency, account holders must submit their payment(s) directly to the collection agency and also pay the additional fees associated with the increased collection efforts.

RU has contracted the billing services of Heartland ECSI, for its Federal Perkins Loan Program. This partnership encompasses loan payments, collection services, interface with Heartland ECSI, and collection agency placements. RU currently utilizes the collection services of Todd Bremer & Lawson and Williams & Fudge Inc.

The total aggregate amount turned over for collection by RU during previous calendar years:

G. University of Mary Washington (“UMW”) Background

The University of Mary Washington (UMW) is an agency of the Commonwealth of Virginia and accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award baccalaureate and master’s degrees. Located in the heart of historic Fredericksburg, Virginia, UMW is top 10 among the nation’s public liberal arts universities. In addition, to its Fredericksburg campus, UMW has campuses in Stafford, catering to graduate degree and continuing education programs, and Dahlgren, offering continuing education and professional development courses for the region’s engineers, scientists and administrative professionals. Further information about the University can be found at the following website: www.umw.edu.

UMW’s Office of Student Accounts is dedicated to providing excellent customer service, in a friendly and timely manner while maintaining internal controls to ensure transactions are accurately processed and records are properly maintained. The office is responsible for the assessment and billing of tuition, housing fees, dining charges, and other University fees; invoicing third-party payers; processing refunds to eligible students; and handling all inquiries concerning tuition transactions. As an agency of the Commonwealth of Virginia, UMW has a public obligation to ensure that all expenditures are essential and reasonable and to ensure all revenues due are collected timely in support of the mission of the University.

When student account payments are past due, the Office of Student Accounts attempts to contact the student by email and phone. If the balance remains unpaid, two letters are mailed to the home address. When the account is 60 days past due, the delinquent balance is subject to transfer to a collection agency or the Attorney General’s Office for collection and credit bureau reporting. When accounts are placed with a collection agency, account holders must make repayment directly with to the collection agency. The University will recover all collection fees and attorney’s fees from delinquent debtors.

UMW’s current collection service providers are Williams & Fudge, S&S, GRC and The Office of Attorney General.

The total aggregate amount turned over for collection by UMW during previous calendar years:

I. University of Virginia (“UVA”) Background

The total aggregate amount turned over for collection by UVA during previous calendar years:

J. Virginia Commonwealth University (“VCU”) Background

Information not available at the time of publishing this RFP. It may be published via an addendum at a later date.

K. Virginia Military Institute (“VMI”) Background

Virginia Military Institute (VMI) is a wholly undergraduate public institution in Lexington, Virginia with an enrollment of approximately 1500 students and more than 600 faculty and staff. The Institute has 15 academic departments that offer 48 majors, minors, and concentrations. Further information about the Institute can be found at the following website: www.vmi.edu/about/.

The Finance and Budget Office at VMI is committed to quality customer service in order to prepare students to be financially responsible, to provide support and payment options for their families, and to protect the assets of the institute with accurate and timely financial procedures.

Within the Finance and Budget Office, the Bursar’s Office is responsible for managing collections of cadet accounts. When cadet account payments are past due the Bursar’s Office will attempt to contact the cadet by mailing three (3) letters to the home address. Once an account is 60 days past due, the delinquent balance is subject to transfer to a collection agency. Once accounts are placed with a collection agency, account holders must make repayment directly with to the collection agency, and the account holder is responsible for the additional fees associated with collection efforts on cadet accounts.

VMI’s current collection service providers are Williams & Fudge and Todd, Bremer, & Lawson.

$123,250.28

$93,350.61

$7,900.77

$76,892.87

$632.35

$58,897.22

$29,246.06

$1,418.47

** Perkins was liquidated in June 2025. ECSI (third-party vendor) handled all collections on behalf of VMI

L. Virginia Polytechnic Institute and State University (“Virginia Tech”) Background

Virginia Polytechnic Institute and State University ("Virginia Tech”) was founded in 1872 as the public, land grant institution for the Commonwealth of Virginia. Virginia Tech is a comprehensive, research-oriented university that strives for excellence in fulfilling its tripartite mission of learning, discovery, and engagement. By fulfilling its mission, the university endeavors to accomplish the charge of its motto Ut Prosim (That I May Serve).

The university's main campus is in Blacksburg, Virginia, 38 miles southwest of Roanoke, Virginia. The university also has facilities and a strong presence across Virginia, including a campus focused on the Virginia Tech Carilion Medical School, a biomedical research facility in Roanoke, Virginia, and the Virginia Tech Research Center in Arlington, Virginia. Virginia Tech recently opened a new building in Alexandria, Virginia, focused on graduate-level education and research in computer science, computer engineering, and related fields.

The university offers approximately 280 graduate, undergraduate, and professional degree programs to nearly 39,000 students on and off campus across its nine colleges and Graduate School. Through growing campuses in Blacksburg, Roanoke, and Northern Virginia, Virginia Tech is rapidly expanding its academic and research capabilities across fields like neuroscience, next-generation wireless communications, computer science and engineering, cybersecurity, autonomous systems, coastal resiliency, and space systems.

The Office of the University Bursar (“OUB”) at Virginia Tech is responsible for managing the collections of all AR accounts receivables. This includes AR, Vet Med, Equine Medical Center, Center for Family Services, VT Electric, and Parking service. Customers are sent past due emails at 30 and 60 days. A final demand letter at 60+ days. This advises the collection date and the collection fees associated with the collection agency. If no payments are made the accounts are coded for collections within a 60–90-day time frame depending on the original charge. Departmental charges are billed and customers are contacted by the originating department prior to being sent to OUB for collection purposes.

The Office of the University Bursar also manages the collection of campus-based student loans. When a student loan is past due, OUB attempts to contact the student twice before sending the account to collection. The student is sent an email and a letter. At approximately 90 days past due, the past due balance is sent to a collection agency. The account will remain in collection for one year or until it is brought up to date whichever comes first. The account holder is responsible for the additional fees associated with collection efforts.

Virginia Tech contracts with a loan servicer, ECSI for student loan payments. Virginia Tech’s current collection service providers interface with ECSI (at no cost to the University) in the collection of student loan accounts. Currently, Williams & Fudge and General Revenue Corporation are collection service providers for Virginia Tech.

The total aggregate amount turned over for collection by VT during previous calendar years:

M. The College of William & Mary (“W&M”) Background

Information not available at the time of publishing this RFP. May be published via an addendum at a later date.

SMALL, WOMAN-OWNED AND MINORITY PARTICIPATION

It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities, and to encourage their participation in State procurement activities. The Commonwealth encourages contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other contractual opportunities. Attachment B contains information on reporting spend data with subcontractors.

STATEMENT OF NEEDS

James Madison University (JMU) seeks a Contractor that is an established industry leader in providing debt collection services that achieves the maximum recovery of debt for institutions of higher education. Specifically, the Contractor shall provide debt collection services for the following types of unpaid accounts: tuition and fees; student loans; returned checks; and miscellaneous receivable accounts.

Documentation requested as attachments to returned proposal:

· Executed Attachments to RFP Attachments:

· Executed JMU RFP Coversheet

· Offeror Data Sheet

· SWaM Utilization Plan

· Commonwealth of Virginia Agency Contract Form Addendum to Contractor’s Form.

· JMU IT Services Addendum

A. The Contractor shall be responsible for the following:

1. Providing collection services to the VASCUPP institution in accordance with all regulations and laws to include, but not limited to, the following:

· Federal Regulations for Perkins loans

· Fair Debt Collection Practice Act

· Virginia Debt Collection Act (§ 2.2-4800 et seq.),

· Consumer Credit Protection Act

· National Defense Education Act of 1958, Title II,

· Public Health Service Act Titles VII and VIII,

· Gramm-Leach-Bliley Act

2. Maintaining licenses as required by law, and in states necessary, to provide collection services.

3. Undertaking the collection of all accounts referred by the VASCUPP institution without regard to the amount.

4. Accepting cancellations, deferments, or postponements for any referred collection and Contractor agrees that no fees shall be charged to the VASCUPP institution in this event. The VASCUPP institution reserves the right to request the return of an account for any reason.

5. Maintaining detailed and accurate accounting ledgers of all collected and disbursed monies throughout the contract period and providing a detailed accounting report at any time upon request by the VASCUPP institution.

6. Providing a copy of the firm’s Attestation Audit Letter annually to the VASCUPP institution.

7. Remitting to the VASCUPP institution each month the net total of funds collected (after debtor check payments have cleared) in the previous month, with the exception of the funds collected for Federal Perkins Loans. Federal Perkins Loan account collections shall be remitted directly to the billing agent designated by the VASCUPP institution. The VASCUPP institution agrees to remit collection fees to Contractor in the event payments are made directly to the institution or the Billing Agent.

8. Reporting to a minimum of one (1) national credit bureau each account referred by the VASCUPP institution, with the exception of Federal Perkins loans (Federal Perkins loans are reported to the credit bureau by separate loan billing agents). The accounts shall be placed with a credit bureau within sixty (60) days of placement with the Contractor. Contractor will make the necessary corrections when an account is reported in error.

9. Designating a primary point of contact for the VASCUPP institution and provide a toll free phone number for debtors.

10. Maintaining a fidelity bond that names the Commonwealth of Virginia as the beneficiary in the amount of one hundred thousand ($100,000) dollars throughout the term of the contract.

11. Submitting a report with each monthly remittance check that includes the following information at a minimum for each account:

· Name of the debtor

· Account number

· Date of payment by the debtor

· Payment amount

· Total amount paid for collection services

· Total amount paid to VASCUPP institution

B. The Contractor shall not:

1. Have authority to file suit on any account referred by the VASCUPP institution.

2. Settle any account balance or agree to a compromise without the prior written agreement of the VASCUPP institution.

3. Share in funds collected by the VASCUPP institution as a result of exercising authority for the Commonwealth Debt right of set-off granted by the Code of Virginia. The VASCUPP institution will notify the Contractor of any set-off monies received.

4. Refer an account placed with the Contractor to another collection agency without prior approval by the VASCUPP institution.

5. Perform services on an account that is subject to bankruptcy proceedings. The Contractor shall notify the VASCUPP institution immediately in writing of any bankruptcy notices.

C. Describe in detail your firm’s approach to each of the following items. Failure to provide responses to the items below may result in rejection of the proposal.

1. Describe in detail the types of accounts for which your company performs and provides debt collection services.

2. Describe the standard methodologies employed to maximize the collection of account receivables. Include the minimum number of telephone calls to debtors and the maximum number of telephone calls to debtors.

3. Describe any differences in your firm’s processes for 1st placement recovery services vs 2nd placement recovery services.

4. Describe communication process with debtors. Provide examples of templates used.

5. Describe in detail the proposed approach (work plan) for performing and providing collection services and for communicating with the VASCUPP institution in regards.

6. Provide an example of the remittance report that will be included within each payment to the VASCUPP institution.

7. Describe how cancelled, postponed, or deferred accounts will be handled.

8. Specify all options/methods of placing accounts (e.g., paper, email, fax, secure website, etc.).

9. Describe your firm’s process for remaining compliant with all current laws and regulations.

10. Provide a copy of your firm’s most recent federally required Student Financial Assistance compliance (attestation) audit letter.

11. Discuss your firm’s compliance with the Federal Fair Debt Collection Practices Act (FDCPA). Specify any areas of previous non-compliance and corrective actions taken.

12. The Contractor shall comply with the Gramm-Leach Bliley Act by implementing and maintaining appropriate safeguards to protect and prevent unauthorized release of student, faculty, and staff nonpublic information. Nonpublic information is defined as social security numbers, or financial transactions, bank, credit, and tax information. Provide a copy of your firm’s Gramm-Leach-Bliley Act Safeguard Policy and describe how your firm maintains best industry practices as it relates to compliance with this act.

13. Specify if your firm rules on the Code of Virginia for collection fee regulations or the codes of the residing state of the debtor.

14. Describe your firm’s process for reporting referred accounts (with the exception of Federal Perkins Loans) to national credit bureau(s). Describe the process for making necessary corrections when an account is reported in error.

15. Describe how your firm will work with Billing Agents that are responsible for Perkins Loan Payments.

16. Describe your firm’s cash-handling procedures and controls.

17. Describe in detail your firm’s process in the event a Non-Sufficient Funds (NSF) check is returned from a debtor’s payment.

18. Describe your process of pursuing collections on accounts that are disputed by either the debtor or the debtor’s attorney.

19. Describe in detail the administrative services and support services (to include automated support/collection software) provided.

20. Describe the process and timeline for returning unpaid accounts to the VASCUPP institution.

21. Describe how your firm would handle the transition from another Contractor to your firm. Identify issues to be addressed and describe the steps your firm would take to minimize the impact on the VASCUPP institution.

22. Describe in detail all reports that will be provided to the VASCUPP institution and the frequency for providing them. Submit a sample of each standard report.

23. Describe how different types of accounts will be classified for reporting purposes.

24. Describe your company’s ability to customize reports and reporting timelines at the VASCUPP institution’s request.

25. Describe how your firm can assist VASCUPP institutions with the Fiscal Operations Report and Application to Participate (FISAP).

26. Describe your firm’s ability and qualifications to provide international collection services.

27. Provide the names of any professional organization that your firm belongs to.

28. Specify if your firm has been purchased/merged within the last five years. Specify any plans to purchase or merge with another company.

29. Specify if your firm has been cited for any audit exceptions within the last five years. If so, provide dates, reasons, and resolution for each exception.

30. Specify if your firm has had or has any litigation issues. If so, provide dates, reasons, and resolution for each issue.

31. Describe your business structure to include the relationship between any parent company and subsidiaries. Specify any business relationships with loan billing agents.

32. Describe your firm’s qualifications and experience in providing collection services to institutes of higher education. Provide the contact information and qualifications of the person who will be the primary point of contact to VASCUPP institutions.

33. Provide an overview of your firm’s financial status to include financial statements, bank references, Dun & Bradstreet or equivalent rating, and any other information that is relevant to your firm’s financial stability and solvency.

34. Provide three (3) references of higher education institutions where your firm currently provides collection services. Each reference should include name of the institution, a brief summary of the scope, mailing address, and the name and contact information of a primary contact person.

35. Discuss the success rate of your firm in collecting outstanding debt and the length of time to collect accounts, including quantitative data. Provide an explanation for how calculations were determined.

36. Describe your firm’s ability to work with and accommodate the different needs of various VASCUPP institutions (remittance timelines, inactive account returns, payment processes, etc).

37. Describe all methods for processing payments from debtors.

38. Provide the following if the proposed solution processes card holder data or redirects to a separate payment site:

a. Up-to-date, signed documentation that the proposed solution and firm is compliant with all PCI-DSS requirements.

b. Documentation of your firm’s most recent PCI system scan and the signature page from your Attestation of Compliance (AOC).

c. If your firm and/or the proposed solution is not PCI-DSS compliant, explain why your firm/solution falls outside PCI-DSS scope and provide the most recent SOC 1 or SSAE-16 report.

D. Collection Methodology and Student Engagement

Describe the methods used to contact students regarding outstanding balances.

· Include telephone calls, emails, text messages, mailed notices, web-based communications, chat functions, and any other communication channels utilized.

Describe any online tools or digital platforms available to students for account resolution.

Are students required or encouraged to use an online portal, website, or mobile application?

What methods of payment are accepted and by what method (e.g., online portal, websites, mobile app, phone)?

PROPOSAL PREPARATION AND SUBMISSION

GENERAL INSTRUCTIONS

To ensure timely and adequate consideration of your proposal, offerors are to limit all contact, whether verbal or written, pertaining to this RFP to the James Madison University Procurement Office for the duration of this Proposal process. Failure to do so may jeopardize further consideration of Offeror’s proposal.

ELECTRONIC OR PAPER SUBMISSIONS MAY BE ACCEPTED FOR THIS PROPOSAL. INSTRUCTIONS BELOW FOR OFFEROR’S CHOSEN METHOD (A. ELECTRONIC SUBMISSION or B. PAPER RESPONSE).

RFP Response: In order to be considered for selection, the Offeror shall submit a complete response to this RFP; and shall submit to the issuing Purchasing Agency:

a. ELECTRONIC SUBMISSION:

i. ELECTRONIC RESPONSES SUBMITTED THROUGH eVA WILL BE ACCEPTED. Emailed responses will not be accepted. Please see below, “eVA Procurement Website and Registration” for additional information on registration. It is the responsibility of the Supplier to ensure their proposal and all required documentation is properly completed, readable, and uploaded to eVA. Suppliers should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of the documents. In the event of any technical difficulties, Suppliers shall contact the eVA Customer Care Center at 1-866-289-7367 or via email at eVACustomerCare@DGS.virginia.gov.

ii. eVA Procurement Website and Registration The Commonwealth’s procurement portal, eVA, located at http://www.eva.virginia.gov, provides information about Commonwealth solicitations and awards. Suppliers shall be registered in eVA in order submit a proposal to this RFP. To register with eVA, select “Register Now” on the eVA website homepage, http://www.eva.virginia.gov. For registration instructions and assistance, as well as instructions on how to submit proposals and accept orders please select “I Sell to Virginia”. Suppliers are encouraged to check this site on a regular basis and, in particular, prior to submission of proposals to identify any amendments to the RFP that may have been issued.

iii. Electronic Responses submitted through eVA shall be in WORD format or searchable PDF of the entire proposal, INCLUDING ALL ATTACHMENTS. PDFs must be submitted in an unlocked format. Any proprietary information should be clearly marked in accordance with Section V.4.f. below.

b. PAPER SUBMISSIONS:

i. One (1) original and two (2) copies of the entire proposal, INCLUDING ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with V.4.e. below.

ii. One (1) electronic copy in a single WORD document or searchable PDF (on a flash drive) of the entire proposal, INCLUDING ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with Section V.4.f. below.

iii. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

iv. See additional information in Section VIII.C, IDENIFICATION OF PROPSAL ENVELOPE.

Should the proposal contain proprietary information, provide one (1) redacted copy of the proposal and all attachments with proprietary portions removed or blacked out. This copy should be clearly marked “Redacted Copy” on the front cover. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. JMU shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.

No other distribution of the proposal shall be made by the Offeror.

The version of the solicitation issued by JMU Procurement Services, as amended by an addenda, is the mandatory controlling version of the document. Any modification of, or additions to, the solicitation by the Offeror shall not modify the official version of the solicitation issued by JMU Procurement services unless accepted in writing by the University. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, JMU reserves the right to decide, on a case-by-case basis in its sole discretion, whether to reject such a proposal. If the modification or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by Procurement Services.

Proposal Preparation

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submissions of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals shall be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at the appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an offeror to satisfy a “must” or “shall” requirement does not automatically remove that offeror from consideration; however, it may seriously affect the overall rating of the offeror’ proposal.

e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

f. Ownership of all data, materials and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protection of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret materials submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. Marking an entire proposal as confidential or attempts to prevent disclosure of pricing information by designating it as confidential, proprietary or trade secret will be ignored.

Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to James Madison University. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact-finding and explanation session only and does not include negotiation. James Madison University will schedule the time and location of these presentations. Oral presentations are an option of the University and may or may not be conducted. Therefore, proposals should be complete.

SPECIFIC PROPOSAL INSTRUCTIONS

Proposals should be as thorough and detailed as possible so that James Madison University may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:

Return RFP cover sheet and all addenda acknowledgements, if any, signed and filled out as required. (Electronic signature shall be accepted, i.e. Adobe Sign, DocuSign, etc.)

Plan and methodology for providing the goods/services as described in Section IV. Statement of Needs of this Request for Proposal.

A written narrative statement to include, but not be limited to, the expertise, qualifications, and experience of the firm and resumes of specific personnel to be assigned to perform the work.

Offeror Data Sheet, included as Attachment A to this RFP.

Small Business Subcontracting Plan, included as Attachment B to this RFP. Offeror shall provide a Small Business Subcontracting plan which summarizes the planned utilization of Department of Small Business and Supplier Diversity (SBSD)-certified small businesses which include businesses owned by women and minorities, when they have received Department of Small Business and Supplier Diversity (SBSD) small business certification, under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000 unless no subcontracting opportunities exist.

Identify the amount of sales your company had during the last twelve months with each VASCUPP Member Institution. A list of VASCUPP Members can be found at: www.VASCUPP.org.

Proposed Cost. See Section X. Pricing Schedule of this Request for Proposal.

Student Internship Learning Opportunities: JMU values partnerships that contribute to the professional development of its students. While not mandatory, the University encourages Firms to consider offering internships, cooperative education, or applied learning opportunities to JMU students in connection with the goods and/or services provided under this agreement. If applicable, please describe in the Student Internship and Learning Opportunities Attachment G any opportunities your Firm may offer for student engagement, such as:

· Career Fairs

· Paid or unpaid…