RFP #2027-01-VPA Accounts Payable Invoice Process Automation

The Virginia Port Authority is soliciting proposals for accounts payable invoice process automation software under RFP #2027-01-VPA, with proposals due August 25, 2026 at 2:00 p.m. EST and down-select presentations and interviews on August 27, 2026. SWaM participation scoring requires valid DSBSD certification for full ten-point credit or up to 7.5 points for non-certified small businesses demonstrating subcontracting with certified firms.

The scope covers design, implementation, and integration of an off-the-shelf solution automating the end-to-end invoice processing lifecycle from capture through voucher creation in PeopleSoft FSCM 9.2 (hosted on-premises, PUM 51, PeopleTools 8.6) for the Virginia Port Authority, Virginia International Terminals LLC, and HRCPII LLC. The solution must support approximately 60,889 invoices annually (34% purchase order-backed, 66% non-PO), achieve 95% OCR accuracy, support 3-way matching (preferred) or 2-way matching, integrate via flat file import using staging tables with multi-entity configuration and shared vendor master (2,202 active suppliers), and deliver role-based training for up to 25 associates. Document storage should leverage existing Laserfiche or Active Directory. SOC 2 compliance is required with data centers in the continental United States. Current processing time of 7–10 days must reduce to less than five days post-automation. All personnel must possess valid Transportation Worker Identification Credentials (TWIC) for terminal access. The contractor must carry Commercial General Liability ($1 million per occurrence), Business Automobile Liability ($1 million), Workers' Compensation, and Cyber/Technology Errors and Omissions Insurance ($2 million).

VPA prefers a fixed implementation fee plus ongoing annual subscription or SaaS fees, with costs separated by implementation, software licensing, hosting, support, and maintenance for the base term and three renewal years, including annual price escalations. The contract runs from the effective date through implementation or two years, whichever occurs first, with three optional one-year renewal periods. Implementation begins October 1, 2026, with target production go-live no later than April 2027 (or May 2027 for phased implementation if the concurrent PeopleSoft upgrade is not impeded).

Evaluation allocates 25 points for Functional Fit, 20 points for Integration Capability, 20 points for Implementation Approach, 15 points for Cost, 10 points for SWaM participation, and 10 points for Support Model. Proposals are limited to twenty pages excluding exhibits. Offerors must provide minimum three references from similar AP automation projects completed within the last three years and acknowledge Addendum 1 via email prior to bid submission.