Billing & Payment Management Platform

Tarleton State University is soliciting proposals for a comprehensive Software-as-a-Service solution to modernize its enterprise campus commerce, student billing, payment management, cashiering, refund processing, and payment systems. The University seeks a strategic partner with proven experience in higher education technology environments, particularly those integrating with Ellucian Banner ERP, to conduct a thorough assessment of current operations, recommend industry best practices, and deliver a secure, scalable, and fully integrated platform. The selected vendor will be responsible for end-to-end implementation, including data migration, system configuration, user training, ongoing support, and continuous alignment with the University’s long-term strategic vision for a unified campus financial ecosystem. The contract is structured as a five-year term with an option to extend for an additional five years, and award will be based on best value rather than lowest price, with technical merit and cost each playing a significant role in the evaluation. The proposal evaluation is weighted across seven areas: functional solution capability (30 points), consultative assessment and strategic recommendations (15 points), technical architecture and system integrations (15 points), implementation and support plan (10 points), vendor experience and qualifications (10 points), cost and overall value (10 points), and demonstrated understanding of Tarleton’s objectives (10 points). All proposals must conform to strict administrative and compliance requirements under Texas state law, including adherence to the Texas Prompt Payment Act, Texas Government Code provisions on public information and accessibility, PCI DSS standards, and TX-RAMP for cloud security. Vendors must submit completed attachments including an Execution of Offer, Non-Collusion Affidavit, Felony Conviction Notice, Insurance Documentation, and a HUB Subcontracting Plan if the contract exceeds $100,000. The solution must ensure full intellectual property rights transfer to the University, accommodate accessibility standards under ADA and Texas Administrative Code, and comply with foreign adversary ownership restrictions as defined by U.S. regulations. The vendor must maintain insurance with A.M. Best ratings of A, VII or better, name Tarleton as an additional insured, and ensure all personnel handling data complete state-mandated cybersecurity training. Proposals must be submitted by August 28, 2026, in either three printed copies and one original signed copy or via the university’s electronic portal, with a Jump Drive containing PDF or Microsoft Office files accepted as supplementary. Late submissions will be rejected without exception. The point of contact for all inquiries is Cori Luttrell, Director of Purchasing