Billing & Payment Management Platform

Tarleton State University, under the Texas A&M University System, is seeking a qualified vendor to implement a comprehensive Software-as-a-Service (SaaS) platform to modernize its enterprise campus commerce operations, including student billing and payment management, cashiering, refund processing, and payment solutions. The solicitation, identified as TAMU-04-TARLTON-RFP-0022, opens on July 27, 2026, with proposals due by August 28, 2026, and aims to select a strategic partner with proven experience in higher education environments, particularly those using Ellucian Banner. The vendor must conduct a thorough assessment of the university’s current systems, recommend industry best practices, and deliver a secure, scalable, and compliant solution that aligns with Tarleton’s long-term operational and strategic goals. The solution must support electronic payments, payment plans, point-of-sale systems, robust reporting, and full PCI compliance while ensuring accessibility under ADA standards and adherence to Texas Government Code, HUB subcontracting requirements, and FERPA regulations for student data. The evaluation will be based on a total weighted score of 100 points, with the highest priority given to the functionality and capability of the proposed solution (30 points), followed by the vendor’s consultative assessment and strategic recommendations (15 points), understanding of the university’s vision (10 points), implementation and support plan (10 points), demonstrated experience in higher education (10 points), and overall cost and value proposition (10 points). The award will be made using a best-value trade-off approach, not lowest price technically acceptable. Proposals must include mandatory attachments: Execution of Offer, Non-Collusion Affidavit, Felony Conviction Notice, Insurance Requirements, and HUB Subcontracting Form. The vendor must be duly authorized to operate in Texas, comply with TX-RAMP cybersecurity standards, complete state-certified cybersecurity training, and refrain from assigning contractual obligations without written consent. Payment will follow the Texas Prompt Payment Act, with invoicing submitted per purchase order and no federal electronic systems like WAWF required. The contract is anticipated to commence on October 1, 2027, with an estimated value between $100,000 and $1,000,000, and the primary point of contact for all inquiries is Cori Luttrell, Director of Purchasing & Contracts.