ATHLETICS REVENUE-SHARE MANAGEMENT SOLUTION

Virginia Military Institute (VMI) in Rockingham County is soliciting proposals through RFP #V211-26-050 for a comprehensive athletics revenue-share management solution to support revenue-share payments, Name-Image-Likeness (NIL) activities, and other institute-approved initiatives. The procurement seeks a secure, compliant, and auditable third-party technology platform capable of managing, calculating, processing, and distributing payments while maintaining full regulatory compliance with NCAA guidance, federal and state regulations, institutional policies, and Commonwealth of Virginia procurement and information security standards. Key deliverables include secure onboarding of cadet-athletes, tax documentation management, processing of approximately 500-700 annual transactions, and migration of approximately 60 agreements or supporting documents. The solution must support VMI's operational, financial, reporting, and regulatory compliance requirements and operate independently of VMI's existing Ellucian Colleague ERP system through batch or data file exchanges. The platform must be implemented beginning May or June 2026 with a target go-live date of August 2026, supporting an anticipated annual payment volume of approximately $900,000 with approximately 90 percent recurring transactions. Proposals are due electronically through www.eva.virginia.gov by 25 March 2026 at 2:00 PM EST, with questions submitted to procurement@vmi.edu using the Understanding of Requirements form. Evaluation criteria include the offeror's service delivery plan (20 points), qualifications and experience (20 points), experience with higher education institutions (20 points), Small, Women-Owned, and Minority-Owned Participation Plan (20 points), and pricing/financial proposal (20 points), with the contract awarded as a fixed-price agreement.

The contract is available through VASCUPP cooperative procurement language, allowing authorized public bodies, educational institutions, and affiliated corporations access at negotiated prices. VMI reserves the right to make multiple awards and to negotiate with selected offerors. No incumbent vendor is identified, and this represents a new program with zero historical data migration required. The initial contract period extends from the date of award through 30 June 2030, with options for five successive one-year renewals thereafter. Vendors must be registered in eVA and comply with transaction fee requirements (1 percent capped at $500 for DSBSD-certified small businesses or $1,500 for other businesses per order). Minimum insurance requirements include Workers' Compensation (statutory), Employer's Liability ($100,000), Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), and Cyber Liability Insurance ($1 million minimum). A comprehensive Data Protection Addendum is required, mandating compliance with FERPA, FIPS 140-2 encryption standards, NIST SP 800-171 or ISO/IEC 27002 security protocols, annual third-party security audits, vulnerability scans, and penetration testing. While a specific budget range is not provided, the anticipated annual payment volume of approximately $900,000 and five-year initial contract period through June 2030 provide indications of procurement scale.