Billing & Payment Management Platform

Tarleton State University, a Texas A&M University System member institution, is requesting proposals for a comprehensive billing and payment management platform SaaS solution, with proposals due August 28, 2026 at 2:00 p.m. Central Time and award anticipated September 4, 2026. A HUB Subcontracting Plan with a 2% utilization goal for Texas-certified historically underutilized businesses is required.

The scope encompasses enterprise campus commerce, student billing and payment management, cashiering, refund management, and payment processing. The solution must integrate with twelve existing systems: Ideal-Logic (camp administration), Ryzer (camp marketing), TargetX (admissions), Ellucian Banner (student information and ERP), Handshake (recruitment), ECSI (1098-T and pre-collections), T2 (parking), StarRez (residential life), GradGuard (tuition and insurance products), and TransferMate (international payments). Vendors must demonstrate understanding of current systems and recommend industry best practices aligned with long-term strategic objectives.

The estimated contract value is $100,000 or more over the contract life. The initial term is five years commencing October 1, 2027, with an option to renew for an additional five years upon mutual agreement. Respondents must provide detailed pricing identifying implementation costs, recurring fees, and all additional service charges.

Evaluation criteria total 100 points, weighted as: understanding of institutional objectives (10 points), consultative assessment and strategic recommendations (15 points), functional solution capability (30 points), technical architecture and system integrations (15 points), implementation and support quality (10 points), vendor qualifications and experience (10 points), and cost/best value (10 points). The University reserves the right to request on-site presentations and award based on initial submissions or negotiation.

The SaaS agreement template incorporates standard Texas A&M System terms, requires FERPA and PCI DSS compliance, mandates cyber liability insurance at $2 million per occurrence, and is governed by the Texas Prompt Payment Act. No pre-proposal conference will be held. Proposals must be mailed or hand-delivered to Cori Luttrell, Director of Purchasing & Contracts, or submitted electronically via SciQuest.