ELECTRONIC PAYMENT AUTOMATION SYSTEM

Midlands Technical College is seeking a comprehensive Electronic Payment Automation System through a Request for Proposal (RFP) for Solicitation #5400026191. The procurement targets a web-based payment solution that must interface with Ellucian Colleague software and enable secure, automated vendor payment processing through multiple transaction methods including check, e-check, ACH, and virtual card transactions. Key system requirements include vendor onboarding, positive pay capabilities, OFAC compliance checks, automatic reconciliation, multi-factor authentication, and detailed reporting functionality. Vendors must demonstrate at least seven years of experience in payment automation services and address twenty-nine specific scope requirements in their technical proposals. The evaluation process will occur in two phases, with Phase I assessing technical proposals (30 points), qualifications and past performance (20 points), and pricing (20 points), while Phase II involves demonstrations by the top two-ranked offerors evaluated on product technical capability (30 points). Critical dates include questions due by December 11, 2023, at 12:00 p.m., proposals due by January 3, 2024, at 11:00 a.m., vendor demonstrations scheduled for January 24-25, 2024, and contract award anticipated for February 5, 2024.

The solicitation does not specify explicit set-aside designations for disadvantaged enterprises, though South Carolina resident vendors may claim applicable preferences if maintaining an in-state office. The current infrastructure involves an on-premises ELLUCIAN Colleague system utilizing Unidata database architecture with some Microsoft SQL implementations, processing approximately 625 monthly invoices (80% Purchase Order-related and 20% non-PO check requests). The proposed contract period spans five years from February 13, 2024, to February 12, 2029, with automatic one-year renewal options unless either party provides thirty-day non-renewal notice. While no specific contract value or budget range is disclosed, pricing must comprehensively include implementation, training, annual maintenance, support, and additional services over the contract duration. Vendors must assume full responsibility for data security, including encryption at rest, and must report any data breaches within four business days. The college will not sign additional vendor agreements and indicates that the solicitation document itself will serve as the primary contractual agreement between parties.