INTEGRATED WEB PAYMENT SOLUTION
REQUEST FOR PROPOSALS
DECEMBER 1, 2005
4:30PM Pacific Time
January 17, 2006
Submit Responses to:
The Evergreen State College
Attn: Purchasing Office RFP IT205
2700 Evergreen Pkwy NW
Olympia, WA 98505
TABLE OF CONTENTS
Vendor’s RFP Checklist.............................................................................2
Schedule of Events.....................................................................................4
Section 1: Project Overview and Instructions.........................................5
1.0 Project Overview..................................................................................................5
1.1 Contract Term.......................................................................................................5
1.2 Single Point of Contact.........................................................................................5
1.3 Required Review..................................................................................................5
1.4 Mandatory Pre-Proposal Telephone Conference Call...........................................6
1.5 General Requirements..........................................................................................6
1.6 Submitting a Proposal...........................................................................................7
1.7 Cost of Preparing a Proposal................................................................................7
Section 2: RFP Standard Information......................................................8
2.1 Vendor Competition..............................................................................................8
2.2 Receipt of Proposals and Public Inspection..........................................................8
2.3 Classification and Evaluation of Proposals...........................................................9
2.4 Evergreen’s Rights Reserved.............................................................................10
2.5 Vendor Debriefing Conference...........................................................................11
2.6 Vendor Protests..................................................................................................11
Section 3: Scope of Project.....................................................................14
3.0 Purpose and Overview.......................................................................................14
3.2 Technical System Requirements........................................................................15
3.3 Regulatory Compliance Requirements...............................................................18
3.4 Administrative Tool Requirements......................................................................18
3.5 Functionality Requirements................................................................................19
3.6 Training Requirements.......................................................................................21
3.7 Maintenance and Support Requirements............................................................22
3.8 Scalability and Extendibility Requirements.........................................................22
3.9 Eligibility of Other Institutions to Purchase..........................................................22
3.10 Additional Information.........................................................................................22
Section 4: Vendor Qualifications............................................................24
4.0 Evergreen’s Right to Investigate and Reject.......................................................24
4.1 Vendor Informational Requirements...................................................................24
Section 5: Cost Proposal.........................................................................25
5.0 Cost Proposal.....................................................................................................25
5.1 Cost Proposal Detail...........................................................................................25
5.2 Consultant Rates for Consulting Services...........................................................26
Section 6: Evaluation Criteria.................................................................27
6.0 Evaluation Criteria..............................................................................................27
Appendix A - Standard and Special Terms and Conditions..................30
Appendix B - Contract..............................................................................43
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 1
VENDOR’S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind
When Responding to an RFP for the Evergreen State College
1. _______ Read the entire document. Note critical items such as: mandatory
requirements; supplies/services required; submittal dates; number of
copies required for submittal; funding amount and source; contract
requirements (i.e., contract performance security, insurance
requirements, performance and/or reporting requirements, etc.).
2. _______ Note the procurement officer's name, address, phone numbers and
e-mail address. This is the only person you are allowed to communicate
with regarding the RFP and is an excellent source of information for any
questions you may have.
3. _______ Attend the pre-proposal conference if one is offered. These
conferences provide an opportunity to ask clarifying questions, obtain a
better understanding of the project, or to notify Evergreen of any
ambiguities, inconsistencies, or errors in the RFP.
4. _______ Take advantage of the “question and answer” period. Submit your
questions to the procurement officer by the due date listed in the
Schedule of Events and view the answers given in the formal “addenda”
issued for the RFP. All addenda issued for an RFP are posted on
Evergreen’s website and will include all questions asked and answered
concerning the RFP.
5. _______ Follow the format required in the RFP when preparing your response.
Provide point-by-point responses to all sections in a clear and concise
6. _______ Provide complete answers/descriptions. Read and answer all
questions and requirements. Don’t assume Evergreen or the evaluation
committee will know what your company capabilities are or what
items/services you can provide, even if you have previously contracted
with Evergreen. This proposal is evaluated based solely on the
information and materials provided in your response.
7. _______ Use the forms provided, i.e., cover page, sample budget form,
certification forms, etc.
8. _______ Check Evergreen’s website for RFP addendum. Before submitting
your response, check Evergreen’s website at
http://www.evergreen.edu/support/rfp/IT205/ to see whether any addendum
were issued for the RFP. If so, you must submit a signed cover sheet for
each addendum issued along with your RFP response.
9. _______ Review and read the RFP document again to make sure that you have
addressed all requirements. Your original response and the requested
copies must be identical and be complete. The copies are provided to the
evaluation committee members and will be used to score your response.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 2
10. _______ Submit your response on time. Note all the dates and times listed in the
Schedule of Events and within the document, and be sure to submit all
required items on time. Late proposal responses are never accepted.
This checklist is provided for assistance only and should not be submitted with Vendor’s
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 3
SCHEDULE OF EVENTS
RFP Issue Date.................................................................................................12/05/2005
Mandatory Pre-Proposal Telephone Conference Call1:00pm Pacific Time
Deadline for Receipt of Written Questions...........9:00a.m. Pacific Time 12/19/2005
Posting of Written Answers to Evergreen’s Website 4:30pm Pacific Time
RFP Response Due Date...........................................4:30pm Pacific Time 01/17/2006
Evaluation Committee Meeting.......................................Approximately 01/18-24/2006
Notification of Product Demonstrations (if necessary)......Approximately 01/25/2006
Product Demonstrations (if necessary).....................Approximately 01/31-02/03/2006
Notice of Intent to Award................................................................................02/07/2006
Implementation and Testing in TEST Environment.....................................04/01/2006
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 4
SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 PROJECT OVERVIEW
The Evergreen State College (Evergreen), a State of Washington College, is seeking a
contractor to provide a comprehensive and fully integrated multi-user electronic Web-payment
system solution, to include installation, configuration, training, and maintenance, which will allow
real-time authorization of secure credit card and debit card payments via the Internet and
enable electronic check (E-check) payments via the internet. The proposed system must also
be fully integrated with Evergreen’s SunGard SCT Banner administrative information system.
This system must be hosted on the Vendor’s system and accessed via a web link from
Evergreen’s Web Site. All credit card, debit card, and electronic check transactions are to be
entered and processed at the Vendor’s web site with interaction with student accounts in
Banner occurring in real time. A more complete description of the services sought for this
project is provided in Section 3, Scope of Project. Proposals submitted in response to this
solicitation must comply with the instructions and procedures contained herein.
1.1 CONTRACT TERM
The contract term is for a period beginning approximately March 1, 2006, and ending June 30,
2009. Renewals of the contract, by mutual agreement of both parties, may be made for
additional two-year periods, or any interval that is advantageous to Evergreen, not to exceed a
total of fifteen years, at the option of Evergreen.
1.2 SINGLE POINT OF CONTACT
From the date this Request for Proposal (RFP) is issued until a contract is awarded and signed,
Vendors are not allowed to communicate with any Evergreen staff or officials regarding
this procurement, except at the direction of Marshall Robinson, the IT Buyer in charge of
the solicitation. Any unauthorized contact may disqualify the Vendor from further consideration.
Contact information for the single point of contact is as follows:
Marshall Robinson C.P.M.
Information Technology Buyer
The Evergreen State College
2700 Evergreen Pkwy NW
Olympia, WA 98505
1.3 REQUIRED REVIEW
1.3.1 Review RFP. Vendors should carefully review the instructions, mandatory
requirements, specifications, standard terms and conditions, and contract set out in this RFP
and promptly notify the IT Buyer identified above in writing or via e-mail of any ambiguity,
inconsistency, unduly restrictive specifications, or error which they discover upon examination of
this RFP. This should include any terms or requirements within the RFP that either preclude the
Vendor from responding to the RFP or add unnecessary cost. This notification must be
accompanied by an explanation and suggested modification and be received by the deadline for
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 5
receipt of written or e-mailed inquiries set forth below. Evergreen will make any final
determination of changes to the RFP.
1.3.2 Form of Questions. Vendors with questions or requiring clarification or
interpretation of any section within this RFP must address these questions in writing, preferably
via e-mail, to the IT Buyer referenced above on or before 9:00a.m. Pacific Time, Monday,
December 19, 2005. Each question must provide clear reference to the section, page, and item
in question. Questions received after the deadline may not be considered.
1.3.3 Evergreen’s Answers. Evergreen will provide an official written answer by
4:30pm Pacific Time Thursday, December 22, 2005, to all questions received by 9:00a.m.
Pacific Time, Monday, December 19, 2005. Evergreen’s response will be by formal written
addendum. Any other form of interpretation, correction, or change to this RFP will not be
binding upon Evergreen. Any formal written addendum will be posted on Evergreen’s
website alongside the posting of the RFP at http://www.evergreen.edu/support/rfp/IT205/
Vendors must sign and return any addendum with their RFP response.
1.4 MANDATORY PRE-PROPOSAL TELEPHONE CONFERENCE
A mandatory Pre-Proposal Telephone Conference Call will be conducted on Monday,
December 12, 2005, at 1p.m. Pacific Time. Vendors may request a waiver of this mandatory
requirement by contacting the IT Buyer 24 hours in advance. Vendors may use this opportunity
to ask clarifying questions or obtain a better understanding of the project or to notify Evergreen
of any ambiguity, inconsistency, or error, which they may discover upon examination of this
RFP. All responses to questions at the Pre-Proposal Conference will be oral and in no way
binding on Evergreen. To participate in the conference call (877) 816-2133 and enter
the conference guest number 31154 as directed.
1.5 GENERAL REQUIREMENTS
1.5.1 Acceptance of Standard and Special Terms and Conditions/Contract. By
submitting a response to this RFP, Vendor agrees to acceptance of the standard and special
terms and conditions and contract as set out in this RFP and Appendices. Much of the
language included in the standard and special terms and conditions and contract reflects
requirements of Washington law. Requests for additions or exceptions to the standard or special
terms and conditions, contract terms, including any necessary licenses, or any added provisions
must be received by the IT Buyer referenced above by the date/time for receipt of written/e-
mailed questions and must be accompanied by an explanation of why the exception is being
sought and what specific effect it will have on the Vendor’s ability to respond to the RFP or
perform the contract. Evergreen reserves the right to address non-material requests for
exceptions with the highest scoring Vendor during contract negotiation. Any material exceptions
requested and granted to the standard or special terms and conditions and contract language
will be addressed in any formal written addendum issued for this RFP and will apply to all
Vendors submitting a response to this RFP. Evergreen will make any final determination of
changes to the standard and/or special terms and conditions and/or contract.
1.5.2 Resulting Contract. This RFP and any addenda, the Vendor’s RFP response,
including any amendments, a best and final offer, and any clarification question responses shall
be included in any resulting contract. Evergreen’s contract, attached as Appendix B, contains
the contract terms and conditions which will form the basis of any contract between Evergreen
and the awarded Vendor. In the event of a dispute as to the duties and responsibilities of the
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 6
parties under this contract, the contract, along with any attachments prepared by Evergreen, will
govern in the same order of precedence as listed in the contract.
1.5.3 Mandatory Requirements. To be eligible for consideration, a Vendor must meet
all mandatory requirements. RFP responses that do not meet all mandatory requirements listed
in this RFP will be deemed non-responsive.
1.5.4 Understanding of Specifications and Requirements. By submitting a
response to this RFP, Vendor agrees to an understanding of and compliance with the
specifications and requirements described in this RFP.
1.5.5 Prime Contractor/Subcontractors. The awarded Vendor will be the prime
contractor if a contract is awarded and shall be responsible, in total, for all work of any
subcontractors. All subcontractors, if any, must be listed in the proposal. Evergreen reserves the
right to approve all subcontractors. The Contractor shall be responsible to Evergreen for the
acts and omissions of all subcontractors or agents and of persons directly or indirectly employed
by such subcontractors, and for the acts and omissions of persons employed directly by the
Contractor. Further, nothing contained within this document or any contract documents created
as a result of any contract awards derived from this RFP shall create any contractual
relationships between any subcontractor and Evergreen.
1.5.6 Vendor’s Signature. The proposal must be signed in ink by an individual
authorized to legally bind the business submitting the proposal. The Vendor’s signature on a
proposal in response to this RFP guarantees that the offer has been established without
collusion and without effort to preclude Evergreen from obtaining the best possible supply or
service. Proof of authority of the person signing the RFP response must be furnished upon
1.5.7 Offer in Effect for 120 Days. A proposal may not be modified, withdrawn or
canceled by the Vendor for a 120-day period following the deadline for proposal submission as
defined in the Schedule of Events, or receipt of best and final offer, if required, and Vendor so
agrees in submitting the proposal.
1.6 SUBMITTING A PROPOSAL
1.6.1 Organization of Proposal. Vendors must organize their proposal into sections
that follow the format of this RFP, with tabs separating each section. A point-by-point
response to all numbered sections, subsections, and appendices is required. If no
explanation or clarification is required in the Vendor’s response to a specific subsection, the
Vendor shall indicate so in the point-by-point response or utilize a blanket response for the
entire section with the following statement:
“(Vendor’s Name)” understands and will comply.
1.6.2 Failure to Comply with Instructions. Vendors failing to comply with these
instructions will be deemed non-responsive. Evergreen may also choose, at it’s sole option, to
not evaluate, may deem non-responsive, and/or may disqualify from further consideration any
proposals that are difficult to understand, are difficult to read, or are missing any requested
1.6.3 Multiple Proposals. Vendors may, at their option, submit multiple proposals, in
which case each proposal shall be evaluated as a separate document.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 7
1.6.4 Copies Required and Deadline for Receipt of Proposals. Vendors
must submit one (1) original proposal and four (4) copies to
Evergreen. Proposals MUST BE SEALED AND LABELED on the
outside of the package to clearly indicate that they are in response
to RFP IT205. Proposals must be received at Evergreen’s
Purchasing Office prior to 4:30 p.m., Pacific Time, Tuesday, January
Send Proposals to:
The Evergreen State College
Attn: Purchasing Office RFP IT205
2700 Evergreen Pkwy NW
Olympia, WA 98505
1.6.5 Late Proposals. Regardless of cause, late proposals will not be accepted
and will automatically be disqualified from further consideration. It shall be the Vendor’s
sole risk to assure delivery at the Purchasing Office by the designated time. Late
proposals will not be opened and may be returned to the Vendor at the expense of the
Vendor or destroyed if requested.
1.7 COST OF PREPARING A PROPOSAL
1.7.1 Evergreen Not Responsible for Preparation Costs. The costs for developing
and delivering responses to this RFP and any subsequent presentations of the proposal as
requested by Evergreen are entirely the responsibility of the Vendor. Evergreen is not liable for
any expense incurred by the Vendor in the preparation and presentation of their proposal or any
other costs incurred by the Vendor prior to execution of a contract.
1.7.2 All Timely Submitted Materials Become Evergreen Property. All materials
submitted in response to this RFP become the property of Evergreen and are to be appended to
any formal documentation, which would further define or expand any contractual relationship
between Evergreen and Vendor resulting from this RFP process.
SECTION 2: RFP STANDARD INFORMATION
This RFP is issued under the authority of Chapter 43.105 RCW. The RFP process is a
procurement option allowing the award to be based on stated evaluation criteria. The RFP
states the relative importance of all evaluation criteria. No other evaluation criteria, other than as
outlined in the RFP, will be used.
2.1 VENDOR COMPETITION
Evergreen encourages free and open competition among Vendors. Whenever possible,
Evergreen will design specifications, proposal requests, and conditions to accomplish this
objective, consistent with the necessity to satisfy Evergreen’s need to procure technically sound,
cost-effective services and supplies.
2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 8
2.2.1 Public Information. All information received in response to this RFP, including
copyrighted material, is deemed public information and will be made available for public
viewing and copying upon completion of the RFP process. Any documents or
information which the vendor believes is exempt from public disclosure pursuant to
Chapter 42.17.310 RCW shall be clearly identified by vendor and placed in a separate
envelope marked with proposal number, vendor's name, and the words "proprietary
data" along with a statement of the basis for such claim of exemption. Evergreen's sole
responsibility shall be limited to maintaining the above data in a secure area and to notify
vendor of any request(s) for disclosure within a period of five (5) years from date of
award. Failure to so label such materials or failure to provide a timely response after
notice of request for public disclosure has been given shall be deemed a waiver by the
vendor of any claim that such materials are, in fact, so exempt. An assertion by a vendor
that an entire volume of its proposal is exempt from disclosure will not be honored.
2.2.2 Procurement Officer Review of Proposals. Upon opening the proposals
received in response to this RFP, the procurement officer in charge of the solicitation will review
the proposals and separate out any information that meets the referenced exceptions in Section
2.2.1 above, providing the following conditions have been met:
• Confidential information is clearly marked and separated from the rest of the proposal.
• The proposal does not contain confidential material in the cost or price section.
Information separated out under this process will be available for review only by the
procurement officer, the evaluation committee members, and limited other designees. Vendors
must be prepared to pay all legal costs and fees associated with defending a claim for
confidentiality in the event of a “right to know” (open records) request from another party.
2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS
2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive. All
proposals will initially be classified as either “responsive” or “nonresponsive”. Proposals may be
found nonresponsive any time during the evaluation process or contract negotiation if any of the
required information is not provided; the submitted price is found to be excessive or inadequate
as measured by criteria stated in the RFP; or the proposal is not within the plans and
specifications described and required in the RFP. If a proposal is found to be nonresponsive, it
will not be considered further.
2.3.2 Determination of Responsibility. The procurement officer will determine
whether a Vendor has met the standards of responsibility. Such a determination may be made
at any time during the evaluation process and through contract negotiation if information
surfaces that would result in a determination of nonresponsibility. If a Vendor is found
nonresponsible, the determination must be in writing, made a part of the procurement file and
mailed to the affected Vendor.
2.3.3 Evaluation of Proposals. The evaluation committee will evaluate the remaining
proposals and recommend whether to award the contract to the highest scoring Vendor or, if
necessary, to seek discussion/negotiation or a best and final offer in order to determine the
highest scoring Vendor. All responsive proposals will be evaluated based on stated evaluation
criteria. In scoring against stated criteria, Evergreen may consider such factors as accepted
industry standards and a comparative evaluation of all other qualified RFP responses in terms
of differing price, quality, and contractual factors. These scores will be used to determine the
most advantageous offering to Evergreen.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 9
2.3.4 Completeness of Proposals. Selection and award will be based on the
Vendor’s proposal and other items outlined in this RFP. Submitted responses may not include
references to information located elsewhere, such as Internet websites or libraries, unless
specifically requested. Information or materials presented by Vendors outside the formal
response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be
considered, will have no bearing on any award, and may result in the Vendor being disqualified
from further consideration.
2.3.5 Opportunity for Discussion/Negotiation and/or Oral Presentation/Product
Demonstration. After receipt of all proposals and prior to the determination of the award,
Evergreen may initiate discussions with one or more Vendors should clarification or negotiation
be deemed necessary. Vendors may also be required to make an oral presentation and/or
product demonstration to clarify their RFP response or to further define their offer. In either
case, Vendors should be prepared to send qualified personnel to Evergreen to discuss technical
and contractual aspects of the proposal. Oral presentations and product demonstrations, if
requested, shall be at the Vendor’s expense.
2.3.6 Best and Final Offer. If additional information is required to make a final
decision, Vendors may be contacted asking that they submit their “best and final offer,” which
must include any and all discussed and/or negotiated changes. Evergreen reserves the right to
request a “best and final offer” for this RFP, if any, based on price/cost alone.
2.3.7 Evaluation Committee Recommendation for Contract Award. The evaluation
committee will provide a recommendation for contract award to the IT Buyer.
2.3.8 Notice of Intent to Award. Upon concurrence with the evaluation committee’s
recommendation for contract award, the IT Buyer will issue a “Notice of Intent to Award” to all
vendors who responded naming the highest scoring Vendor and Evergreen’s intent to start
contract negotiations. Receipt of the “Notice of Intent to Award” does not constitute a contract
and no work may begin until a contract signed by all parties is in place.
2.3.9 Contract Negotiation. Upon issuance of the “Notice of Intent to Award,” IT
Buyer and/or Evergreen representatives may begin contract negotiation with the responsive and
responsible Vendor whose proposal achieves the highest score and is, therefore, the most
advantageous to Evergreen. If contract negotiation is unsuccessful or the highest scoring
Vendor fails to provide necessary documents or information in a timely manner, or fails to
negotiate in good faith, Evergreen may terminate negotiations and begin negotiations with the
next highest scoring Vendor.
2.3.10 Contract Award. Contract award, if any, will be made to the highest scoring
Vendor who provides all required documents and successfully completes contract negotiation. A
formal contract utilizing the Contract attached as Appendix B and incorporating the Standard
and Special Terms and Conditions attached as Appendix A will be executed by all parties.
2.4 EVERGREEN’S RIGHTS RESERVED
While Evergreen has every intention to award a contract as a result of this RFP, issuance of the
RFP in no way constitutes a commitment by Evergreen to award and execute a contract. Upon
a determination such actions would be in its best interest, Evergreen, in its sole discretion,
reserves the right to:
• Amend, reissue, cancel or terminate this RFP;
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 10
• Reject any or all proposals received in response to this RFP;
• Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would
not have significant impact on any proposal;
• Not award if it is in the best interest of Evergreen not to proceed with contract execution; or
• If awarded, terminate any contract if Evergreen determines adequate funds are not
2.5 Vendor Debriefing
Vendors of unsuccessful proposals may, within three (3) business days of the announcement of
the Successful Vendor, request a meeting for debriefing and discussion of their proposals. The
request must be submitted via email to the IT Buyer and received within three (3) business days
of the announcement.
Comparisons between proposals or evaluations of other vendor’s proposals will not be allowed.
Evergreen will attempt to respond to questions and concerns in this debriefing.
2.6 Vendor Protests
Resolution of Complaints and Protests
A complaint may be made before a vendor responds to a solicitation document if the vendor
believes that the document unduly constrains competition or contains inadequate or improper
criteria. The written complaint must be made to Evergreen before the due date of the solicitation
response. Evergreen solicitation process may, however, continue.
Evergreen must immediately forward a copy of the complaint to the policy and planning unit of
the Department of Information Services (DIS). Evergreen must also reply to the vendor with a
proposed solution and advise DIS of its reply. If the vendor rejects Evergreen’s proposed
solution, DIS may direct modification of solicitation requirements or the schedule, direct
withdrawal of the solicitation, or may take other steps that it finds appropriate. The DIS decision
is final; no further administrative appeal is available.
Grounds For Protest
Protests may be made after Evergreen announces the apparently successful vendor and after
the protesting vendor has had a debriefing conference with Evergreen. Protests may be made
on only these grounds:
• Arithmetic errors were made in computing the score.
• Evergreen failed to follow procedures established in the solicitation document,
the IT Investment Policy, the IT Investment Standards, or applicable state or
federal laws or regulations.
• There was bias, discrimination, or conflict of interest on the part of an evaluator.
A Protest is initially made to Evergreen. The protest letter must be signed by a person
authorized to bind the vendor to a contractual relationship. Evergreen must receive the written
protest within five business days after the debriefing conference and must, in turn, immediately
notify DIS of receipt of the protest. It must also postpone further steps in the acquisition process
until the protest has been resolved.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 11
Protests must be delivered in writing within five (5) business days after the debriefing
The Evergreen State College
Attn: Kathleen Haskett
Purchasing Manager L1125
2700 Evergreen Parkway NW
Olympia, WA 98505
Individuals not involved in the protested acquisition will objectively review the written protest
material submitted by the vendor and all other relevant facts known to Evergreen. Evergreen
must deliver its written decision to the protesting vendor within five business days after receiving
the protest, unless more time is needed. The protesting vendor will be notified if additional time
If the protesting vendor is not satisfied with Evergreen’s decision, it may appeal. Appeal is made
to DIS unless the acquisition requires Information Services Board (ISB) approval. The ISB
appeal process is discussed below, after discussion of the DIS appeal process.
Written notice of appeal to DIS must be received by DIS within five business days after the
vendor receives notification of Evergreen's decision.
In conducting its review, DIS will consider all available relevant facts. DIS will resolve the appeal
in one of the following ways:
• Find that the protest lacks merit and upholding Evergreen's action.
• Find only technical or harmless errors in Evergreen's acquisition process,
determining Evergreen to be in substantial compliance, and rejecting the protest;
• Find merit in the protest and provide options to Evergreen, including:
• Correcting errors and reevaluating all proposals;
• Reissuing the solicitation document; or
• Making other findings and determining other courses of action as appropriate.
DIS will issue a written decision within five business days after receipt of the notice of appeal,
unless more time is needed. The protesting vendor will be notified if additional time is
necessary. DIS’ determination is final; no further administrative appeal is available.
If a protest arises from an acquisition that requires ISB approval, the vendor may appeal to the
Chair of the ISB if it is not satisfied with Evergreen’s decision. Written notice of appeal must be
received by the Chair of the ISB within five business days after the vendor received notification
of Evergreen’s decision. The protesting vendor does not first appeal to DIS. The Chair of the
ISB will establish procedures to resolve the appeal. The resulting decision is final; no further
administrative appeal is available.
Form and Content
A written protest must contain the facts and arguments upon which the protest is based and
must be signed by a person authorized to bind the vendor to a contractual relationship. At a
minimum, this must include:
• The name of the protesting vendor, its mailing address and phone number, and
the name of the individual responsible for submission of the protest.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 12
• Information about the acquisition and the acquisition method and name of the
• Specific and complete statement of the agency action(s) protested.
• Specific reference to the grounds for the protest.
• Description of the relief or corrective action requested.
• A copy of the issuing agency's written decision on the protest, for appeals to the
ISB or to DIS.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 13
SECTION 3: SCOPE OF PROJECT
3.0 PURPOSE AND OVERVIEW
The Evergreen State College is seeking a Vendor to provide a turn key comprehensive and fully
integrated multi-user electronic payment system solution, hosted by the Vendor, which will allow
real time authorization of secure credit card and debit card payments and processing of
electronic check (E-check) payments that are fully integrated with the SunGard SCT Banner
(currently Version 7.X) Web for student applications in real time.
The proposed system shall consist of the necessary web sites, interfaces and credit card
clearinghouse communications, using Evergreen Merchant numbers, for the purpose of:
• Providing secure web information and transaction access for students and their
designee to make payment on account balances resulting from tuition, fees, housing,
and other charges, as well as make pre-payment of certain charges, with all credit card,
debit card and E-check transactions entered and processed on the Vendor’s web site
and data passing electronically in real time to the student’s account in US Dollars; and
• The future option of providing web-payment functionality for other business unit web
applications including but not limited to conference services, bookstore, etc.
The system must have proven production interfaces with the SunGard SCT
Banner Administration Information System (“Banner AIS”) currently hosted on a
common College-supported network running on Hewlett Packard Open VMS V7.3
System functionality must include the ability to accept any payment, including pre-payment, on
student accounts receivable balances, via credit card, debit card, or E-check with real time
authorization of the credit card, debit card and E-check processing and real time update to the
Evergreen Banner AIS.
Web payment is new functionality for Evergreen’s tuition, fees and housing collections, although
many credit card payments are currently processed manually, via mail, telephone, or fax.
Certain other areas of Evergreen use third-party processors to provide web payment
functionality. While it is the intention that all Evergreen web credit card payments eventually use
the solution sought in this Request for Proposal, Evergreen in no way guarantees that the
volume of credit card transactions currently processed via credit card (web or otherwise) will
translate to an equal volume of web credit card transactions using the proposed solution.
It is estimated that the web-payment solution for basic tuition, fees and housing will be
implemented across the Evergreen campuses, at the earliest, in April, 2006.
3.0.1 Project Goals Vendor should provide statements indicating that the Vendor
understands the project goals.
188.8.131.52 Provide secure credit card, debit card, and E-check payment services for
student tuition and fees over the web.
184.108.40.206 Provide a convenient method of payment for students and parents.
220.127.116.11 Provide a credit card, debit card, and E-check payment system on the web
for student tuition and fees that will look and feel like the existing Evergreen
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 14
18.104.22.168 The new system shall be fully integrated with SunGard SCT Banner
functionality, i.e. self-service.
22.214.171.124 Provide a seamless interface with SunGard SCT Banner Suite using non-
proprietary technology to transmit data in batch and real time modes.
126.96.36.199 Receive added value from the successful Vendor in exchange for marketing
and showcasing the selected product.
3.0.2 Project Objectives Vendor should provide statements indicating understanding
of the project objectives.
188.8.131.52 Acceptance of, at a minimum, Visa and MasterCard credit card, debit card,
and E-check payments over the web.
184.108.40.206 Vendor provides a permanent, functional interface with SunGard SCT Banner
for payment transactions.
220.127.116.11 Provide other business units on campus the ability to accept credit card, debit
card, and E-check payments with unique customizable user interfaces.
18.104.22.168 Develop a plan to manage future interface upgrades needed for SunGard
SCT Banner software/hardware upgrades.
22.214.171.124 Vendor assumes all risks associated with credit card, debit card, and E-check
126.96.36.199 All credit and debit card payments are entered and processed at the Vendor’s
web site using Evergreen Merchant Numbers and a Bank of America and
Vital approved credit card processor (e.g. CyberSource, Verisign, Vital
Check, etc.) and gateway (e.g. Vital). All E-check payments are entered and
processed at the Vendor’s web site using Evergreen’s ID and ACH payment
gateway to be determined later.
As part of the Washington Higher Education System, Evergreen consists of instructional
campuses located in Olympia and Tacoma, Washington. It operates its administrative systems
using a single instance of SunGard SCT Banner product (currently version 7.X) and utilizes the
General, Finance, Accounts Receivable, Admissions, Alumni, Student and Financial Aid
During Fiscal Year 2004 (July 2003 to June 2004), Evergreen campuses had a total of 4,300
students enrolled and over $18 million was processed in payments for tuition and fees on
students’ accounts. Credit card payments accounted for approximately $11 million (over 12,000
transactions) using credit card processing terminals. It is envisaged that providing the ability to
make payments electronically via the web will offer students better service and create
efficiencies across the institution. Evergreen in no way guarantees that this transaction level will
translate to an equal Web-based transaction level.
VENDOR MUST CONFIRM ITS UNDERSTANDING OF AND PROVIDE
A DETAILED DESCRIPTION OF HOW THE REQUIREMENTS
CONTAINED IN SECTIONS 3.2 THROUGH 3.8 BELOW WILL BE MET.
3.2 TECHNICAL SYSTEM REQUIREMENTS
3.2.1 Vendor Hosted Server Based Solution. Vendor must provide a Vendor hosted
(Application Service Provided “ASP”) server-based solution providing web-based access to
clients. The new system must support browser based access via the internet and must be
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 15
capable of operating through the Evergreen TCP/IP network backbone. Vendor must provide a
detailed description and printed specifications for its solution. The description must include any
third party product dependencies, open software licenses and restrictions. Evergreen’s existing
hardware, connectivity and software is the platform and environment that is available to operate
the Vendor’s solution. Any deviation required by Vendor’s solution must be specifically identified
and the costs specified in Section 5 – Cost Proposal.
3.2.2 Integration with the SunGard SCT Banner Product. Vendor must provide
integration with the SunGard SCT Banner Product for all areas requiring set up or infrastructure
data. The Evergreen Banner AIS executes on a Hewlett Packard Open VMS (currently V7.3)
operating system and uses Oracle relational database management system (currently v9.2).
Web applications use Oracle Application Server 10gAS V9.04. The Vendor's solution must be
able to run on any hardware, operating system and database platforms certified for use by
SunGard SCT for use with the SCT Banner system.
3.2.3 Proven Product. Vendor's product must be a proven product in higher education
institutions using the SunGard SCT Banner product. Interface processing provided by the
Vendor must conform to the SunGard SCT programming conventions and utilize the SunGard
SCT approved application program interfaces (API’s) to interface vendor’s solution with current
production version of Banner. The Contractor must maintain these interfaces so as to conform
to new releases of Banner and Banner’s API’s as they evolve over time.
3.2.4 Testing of Software Releases. Contractor must test software releases against
new releases of the Banner product at no additional charge on a regular basis and within a
reasonable time period (generally 45 days) of a Banner version release or upgrade from
3.2.5 Redundant Hot Sites for Hosting of the Payment Processing Services.
Contractor will provide redundant hot sites for hosting of the payment processing services and
assure seamless failover should processing services be interrupted or unavailable at the
primary site. Failover is to occur with no loss of service to the institution.
3.2.6 Hours of Service. Contractor must provide services to customers 24 hours per
day, 7 days per week with the exception for pre-announced periods for necessary system
maintenance. Such pre-announced maintenance periods shall not occur during the prime
processing periods of Monday through Friday, during the hours of 6 a.m. to 10 p.m., Pacific
Time. Contractor acknowledges that during certain periods of the calendar year students will be
paying for classes, and that it is of great importance to Evergreen that the services be available
to users at all times during Evergreen payment periods. Contractor agrees that the services
shall be a 24-hour, 7-day-a-week service and shall be up and operating and available to users
99.95% or better of the time over a period of 30 consecutive days inclusive of planned pre-
announced downtime for necessary system maintenance. Failure to provide such service may
be deemed a material breach in the contract.
3.2.7 Process Multiple Simultaneous Users. Vendor's system must be able to
process multiple simultaneous users at all times, and provide uninterrupted service of significant
volume during peak times—including weekends--during payment periods occurring at the
beginning of each Quarter.
3.2.8 Elapsed Response Time. Response times greater than 5 seconds are treated
as failure and count against the expectation for 99.95% availability described in section 3.2.7.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 16
3.2.9 Security. Vendor certifies that it will offer, at a minimum, the following security
and authorization for access to the application:
a. Secure Server. All online financial transactions using the vendor’s payment-
processing infrastructure are conducted through a secure server using 128-
bit encrypted Secure Socket Layer (SSL) connection. This technology
ensures secure data transmission and uses a standard public-and-private key
encryption system that encrypts the customer’s submission of private
financial data before it leaves their web browser. The data remains encrypted
throughout transmission until it is safely received within the confines of the
SSL at the vendor's hosted site where it is decrypted and processed. This
SSL connection will exist between Customer and Contractor as well as
Contractor and Evergreen. The system must provide secure method(s) for
transmitting credit card, debit card, E-check and/or bank account information.
b. Secure Administrative Interface. Vendor shall provide a secure
administrative interface conducted through a secure server using 128-bit
encrypted Secure Socket Layer (SSL) connection or equivalent (e.g. VPN,
PGP). The interface will allow authenticated access and log the activity of
individual Evergreen personnel to access any or all portions of the log and
transaction data for auditing and accounting purposes.
3.2.10 Transaction Data Integration. Contractor must ensure that the transaction data
that is integrated into the Banner product must support automated interchange of information
among other campus systems at user-specified intervals to support financial transactions (e.g.
Residential Management Systems, etc.).
3.2.11 Maintenance and Support Plan/Infrastructure. Vendor's system must supply
maintenance and support for all interfaces required for solution’s interface with SunGard SCT
3.2.12 Implementation Plan. Vendor must have an implementation plan for delivery of
the system. Vendor must provide detailed information on how the implementation of the system
will be delivered including, but not limited to:
1. A project plan,
2. An implementation schedule, which incorporates the entire scope of
Evergreen’s desired services,
3. A summary of proposed tasks, activities due dates and deliverables,
4. Testing support,
5. Evergreen staff and resources required.
3.2.13 Installation and Configuration Challenges. Vendor must describe the most
challenging aspects of the installation and configuration of the interfaces for Evergreen.
3.2.14 Ongoing Evergreen Technical Resources. Vendor must describe the on-going
Evergreen technical resources (DBA, Administrators, security maintenance, etc.) with typical job
descriptions, required to support the product.
3.2.15 Integrated Web Interface. Vendor's system must have an integrated web
interface, and must be accessible from locations within or outside the campus network.
3.2.16 Additional Software Auto-Load. Vendor must ensure that additional software
needed (plug-ins, etc.) will be auto-loaded to the client stations.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 17
3.2.17 Browser Requirements. Vendor must provide a list of Browser requirements
needed to access the Vendor’s system.
3.3 REGULATORY COMPLIANCE REQUIREMENTS
3.3.1 Compliance with State and Federal Law. Vendor's system must meet the
requirements and protect the confidentiality of personal and financial information as required by
the Family Educational Rights and Privacy Act (FERPA) and the Gramm-Leach-Bliley Act (GLB)
and other applicable Federal and State legislation and guidance. The system must have the
ability to provide Privacy Statements indicating “rules” in compliance with VISA and MasterCard
regulations such as refund policy, method/timing of charges, etc and Washington State
Executive Order 00-03.
3.3.2 Security Breach Procedures. In the event of an accidental or unintentional
security breach and/or data exposure Contractor will inform Evergreen within twenty-four (24)
hours and allow Evergreen to communicate as appropriate.
3.3.3 Compliance with Information Security Programs. Vendor’s system must
comply with various information security programs such as, the Payment Card Industry Data
Security Standard and the NACHA requirements and guidelines for risk management. Vendor
must provide details of how its system complies with these requirements.
3.3.4 Audit/Accounting Control. Vendor’s system must have strong internal
accounting control processes and must meet the applicable requirements for American Institute
of Certified Public Accountants (AICPA), Public Company Accounting Oversight Board
(PCAOB), Securities and Exchange Commission (SEC), Sarbanes-Oxley, etc. and have annual
external audits and compliance reviews that would allow Evergreen to rely on the integrity of
these internal control systems. Since the Contractor would be a “service organization” as
defined in the AICPA’s Statement on Auditing Standards for Attestation Engagements Number
70 (SAS 70) “Reports on the Processing of Transactions by Service Organizations”, the
Contractor must provide, upon request, to Evergreen or Evergreen’s external auditors, such
audit reports prepared by the Contractor’s independent external auditors to meet the
requirements of SAS 70, and as subsequently amended by other SASs. Such audit reports
must be provided at no additional cost to Evergreen.
3.4 ADMINISTRATIVE TOOL REQUIREMENTS
3.4.1 Reconciliation Reports. Contractor must provide reconciliation reports for both
ACH transactions and credit/debit card transactions including, but not limited to:
1. Pending items
2. Batch summary payment types and proof that payments have been successfully
deposited to bank account
3. Detailed reports to support summary report (detailed reports of application to
student accounts must agree to or be reconciled with reports of amounts
deposited in bank accounts)
4. Separate listing of returned items
5. Automated process to update Banner AR for returned items
6. Convenient ad hoc reporting as part of systems configuration
7. Capability to run reports using various parameters
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 18
In addition to confirming its understanding and providing a detailed description of how
this requirement will be met, Vendor must supply examples of reports used for
reconciliation and reporting purposes and describe in detail the reporting software
components and any limitations (including necessity of purchasing third party software).
3.4.2 Reports Available Online. Contractor must ensure that the Reports described in
section 3.4.1 will be available online for up to one year after the end of the month that the
3.4.3 Report Reconciliation. If summary reports do not agree with detail reports, or if
the detailed reports of application to student accounts do not agree to reports of amounts
deposited to the bank, the Contractor will provide assistance in reconciling via toll free
telephone Monday – Friday, 9:00a.m. – 5:00p.m. Pacific Time.
3.4.4 Report Customization. Vendor's system should provide customization of
existing reports or the ability to create new reports by system users or Evergreen IT staff.
Vendor must confirm that customization is possible or, if it is not possible, describe add-
on services provided by it or others that are required to produce such reports as desired.
3.4.5 Ability to Void Transactions. Vendor must describe the capability for staff to
void transactions prior to settlement and whether the void can carry through to reverse payment
on Banner AR.
3.4.6 User ID's and Passwords. Vendor's system must incorporate unique user ID’s
and passwords for secured access providing flexible and customizable role based security down
to field level including graduated levels of access (e.g. read-only, read/write, etc.). Vendor's
system must also provide the ability to restrict user access for menu items, screens and fields
by group, user or function.
3.4.7 Audit Trail of Transactions. Vendor's system must maintain an audit trail of
transactions (e.g., amount paid, charges selected for payment, payment information) by date-
time stamp, patron ID, and interactive user ID.
In addition to confirming its understanding and providing a detailed description of how
this requirement will be met, Vendor must describe in detail which modules/functionality
provides auditing support.
3.4.8 Secure Methods/Logins. Vendor's system must provide secure methods and
logins for web payments.
3.5 FUNCTIONALITY REQUIREMENTS
3.5.1 Full Integration with the SunGard SCT Banner Web for Student Application.
Vendor must provide a comprehensive and fully integrated multi-user electronic
payment system which will allow real time authorization of secure credit card and
debit card payments that are fully integrated with the SunGard SCT Banner
(currently Version 7.X) Web for Student applications. Vendor must provide a
comprehensive and fully integrated multi-user electronic payment system which
will allow E-check payments that are fully integrated with the SunGard SCT
Banner (currently Version 7.X) Web for Student applications.
3.5.2 Examples of Customer Interaction. Vendor must supply examples of customer
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 19
interaction with the proposed solution in hard copy format.
3.5.3 System Functionality and Checks and Balances. Vendor must describe the
system functionality for payment of student accounts receivable balances and describe the
checks and balances in place to ensure accurate transmission of payments and application to
individual student accounts including, but not limited to how tuition and fee payments are
applied to the student's account after payment is made. Vendor must describe how refunds,
including partial or late (e.g. 6 month old) refunds, are handled. Vendor must describe
procedures and the process for E-checks including returned items.
3.5.4 Online Payment Capability. Vendor must describe how the online payment
capability supports installment payments and/or division of payment and whether installment
capability integrates with the Banner deferred installment capability.
3.5.5 System Controls. Vendor must discuss the availability of system controls to
prevent erroneous payments (greater than a specified dollar amount, less than a specified dollar
amount, amount different than the amount due, etc.).
3.5.6 Real-Time Authorization. Vendor must describe the system functionality for
enabling secure, reliable, real-time authorization of major credit cards including but not limited to
Visa and MasterCard, including bank cards, private label cards, check cards, and non-PIN debit
cards with real time authorization.
3.5.7 Additional ID Checking. In addition to the cardholder name, credit card number
and expiry date, the Vendor's system will provide additional identification checking i.e. 3 or 4
numeric digit security number from the back of credit cards (e.g. CVV2 (Visa), CVC2
(MasterCard)), and/or billing address verification service, to achieve lowest possible transaction
charges and minimize credit card fraud. Vendor must describe how “no match or partial match”
address verifications are handled.
3.5.8 Method of Update and Interface with Evergreen Banner AIS. Vendor must
describe the proposed method of update and interface with the Evergreen Banner AIS.
3.5.9 Payment Capabilities. It is desirable that the Vendor's system provide payment
capabilities for multiple departments within the college whereby departments are restricted to
their own data and have reporting capabilities for only their department. Each department
should have the capability for processing their own returns and credits including refunding to the
original credit card/bank account.
Describe the system functionality that provides the ability to utilize the system and
clearinghouse communications to facilitate online payments for departments and/or business
units of Evergreen other than the student accounts area (for example, application fee, sales on-
line to register for conferences, purchase publications, etc).
3.5.10 Credit/Debit Card Acceptance. Vendor must provide a list of credit/debit cards
3.5.11 Manage Multiple Merchant ID's. Vendor must describe how the proposed
system provides the ability to manage multiple merchant ID’s.
3.5.12 Direct Interface with State-Approved Vendor. Vendor's system must interface
directly with current Evergreen vendor for processing (currently Bank of America and Vital for
credit card payments).
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 20
In addition to confirming your understanding and describing your method of compliance
with this requirement, Vendor must also list all the clearinghouses for which the software
is certified in the event that the State of Washington or Evergreen changes vendors.
3.5.13 Rejected or Declined Payments. Vendor must describe what information the
customer will receive if their credit/debit card or ACH debit were declined, how the customer will
be informed, how the customer receives this information and what information Evergreen will
receive for such declined transactions.
3.5.14 Third Party Authorization Process. Vendor must describe how third parties
(e.g. parents, sponsors) may be authorized by the student to make payments to accounts;
whether its system allows one party to apply payments to multiple accounts and multiple parties
to apply payments to a single account; and describe the security of the third party payer
function, including confirming that the third party payer may only view data to which access has
3.5.15 Customer Profiles. Vendor must describe its system’s ability to allow
customers to create and edit their account profile, and choose whether to save a credit/debit
card or bank account number in the System and describe what is included in an account profile
and what is editable by the customer. Such credit/debit card or bank account number must not
be stored on Evergreen’s servers.
3.5.16 Convenience Fee Charge. It is desirable that the Vendor's system have the
ability to charge a convenience fee to the customer with real-time or batch update to the
Evergreen Banner AIS with a separate line item notification for such fees.
3.5.17 Customizable Web Interface. Vendor's system must provide customizable web
interface to allow for “branding” initiatives within the respective campuses or departments.
3.6 TRAINING REQUIREMENTS
3.6.1 Training for IT Staff/End Users. Contractor must perform training for IT support
staff as well as functional end users at the Evergreen campuses, including training for upgrades,
to be included within the proposed setup and/or installation cost. Vendor must also list any
fees/costs for training after the initial setup and training has been done (e.g. train new
In addition to confirming its understanding, Vendor must describe how it will achieve this
including, but not limited to: (1) method of training; (2) a training schedule and typical
timeline for Evergreen IT support staff and functional users, and (3) a summary of
proposed tasks, activities due dates and deliverables.
3.6.2 Provide Manuals. Contractor must provide current on-line or hard copy manuals
that contain straightforward (plain-language) and graphical step-by-step instructions on use of
In addition to confirming its understanding, Vendor must specify whether these manuals
are electronic or hard copy format, and provide a sample with its RFP response.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 21
3.7 MAINTENANCE AND SUPPORT REQUIREMENTS
3.7.1 Maintenance and Support System. Vendor must provide a robust and resilient
system for the electronic payment solution that will be exempt from single points of failure, and
that will provide essential redundant system and redundant network access such as hot-
mirrored sites or hot fail-over sites to prevent service outages due to maintenance, loss of
utilities including power and network as a result of a man-made or natural disaster. Evergreen
expects services to be 100% available during critical times identified by Evergreen. Vendor shall
provide a toll free telephone help desk to be staffed during critical hours from 8 a.m. to 8 p.m.
Pacific Time Monday through Friday for use by our clients to report any problems in processing
Web payments. Evergreen expects a 7X24 toll free telephone support to provide technical
assistance for problem identification and resolution.
3.7.2 Maintenance/Support Information. Vendor must provide data regarding the
1. Average response time to help desk calls.
2. Number of clients supported.
3. Number of customers using services.
4. Length of time that the system has been distributed in a production
5. Implementation procedures for each interface upgrade/update release.
6. How often (monthly average) does the system use redundancy to maintain
7. What is the average down time?
3.8 SCALABILITY AND EXTENDIBILITY REQUIREMENTS
3.8.1 Scalability and Extendibility. Vendor must provide detailed information
regarding products, modules and services that will extend the usability and value of its e-
payment solution, including but not limited to:
2. Payment plan management,
3. Electronic disbursements
5. Shopping cart functionality
3.9 Eligibility of Other Institutions to Purchase Discuss your willingness to
include other Washington Institutions of Public Higher Education (WIPHE) in this process.
Provide information regarding any incentive discounts or additional services that would be
offered should a second institution commit to using a contract that results from this RFP within
the first year of the contract. Also explain any escalating benefits that may accrue to the WIPHE
members as the number of institutions using the resulting contract increases.
Indicate the number of months or years by which a WIPHE institution may exercise an option to
obtain these services in accordance with your proposal and any resulting contract. The terms of
this opportunity will be made part of any resulting agreement.
3.10 ADDITIONAL INFORMATION
Vendor is invited to provide additional information that may assist Evergreen in its selection
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 22
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 23
SECTION 4: VENDOR QUALIFICATIONS
4.0 EVERGREEN’S RIGHT TO INVESTIGATE AND REJECT
Evergreen may make such investigations as deemed necessary to determine the ability of the
Vendor to provide the supplies and/or perform the services specified. Evergreen reserves the
right to reject any proposal if the evidence submitted by, or investigation of, the Vendor fails to
satisfy Evergreen that the Vendor is properly qualified to carry out the obligations of the
contract. This includes Evergreen’s ability to reject the proposal based on negative references.
4.1 VENDOR INFORMATIONAL REQUIREMENTS
In determining the capabilities of a Vendor to perform the services specified herein, the following
informational requirements must be met by the Vendor. The response “(Vendor’s Name)
understands and will comply” may not be appropriate for this section. (Note: Each item must
be thoroughly addressed. Vendors taking exception to any requirements listed in this
section may be found non-responsive or be subject to point deductions.)
4.1.1 References. Vendor shall provide a minimum of five references that are using
services of the type proposed in this RFP at least one (1) of which must have been installed in
the past two (2) years. The references should include colleges and/or universities of a similar
profile to Evergreen where the Vendor has successfully completed an implementation of a
comprehensive multi-user electronic payment system which will allow real time authorization of
secure credit card and E-check payments to be made via the internet, and which is fully
integrated with the SCT Banner administrative information system. At a minimum, the Vendor
shall provide the company name, the location where the services were provided, contact
person(s), customer’s telephone number, a complete description of the service type, dates the
services were provided. These references may be contacted to verify Vendor’s ability to
perform the contract. Evergreen reserves the right to use any information or additional
references deemed necessary to establish the ability of the Vendor to perform the conditions of
the contract. Negative references or references that are not available may be grounds for
4.1.2 Resumes/Company Profile and Experience.
a. Years of Experience. Vendor shall specify how long the individual/company
submitting the proposal has been in the business of providing services similar
to those requested in this RFP and under what company name(s).
b. Staff Qualifications. A resume or summary of qualifications, work
experience, education, skills, etc., which emphasizes previous experience in
this area should be provided for all key personnel who will be involved with
any aspects of the contract.
4.1.3 Vendor Financial Stability. Vendors shall demonstrate their financial stability to
supply and support the services specified by: (1) providing financial statements,
preferably audited, for the three consecutive years immediately preceding the issuance
of this RFP, (2) providing copies of any quarterly financial statements that have been
prepared since the end of the period reported by its most recent annual report; and
providing the most recent service organization audit report, prepared in compliance with
Statement on Auditing Standard Number 70.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 24
SECTION 5: COST PROPOSAL
5.0 COST/FEE PROPOSAL (500 points)
Vendors must submit a fixed price cost proposal based on the cost categories identified below.
Cost proposals must be all-inclusive, including any travel or related expenses. Evergreen will
not consider per-transaction fees or fees based on the dollar level of transactions
processed, but rather fixed periodic fees only.
SERVICES* First Year Second Year Third Year
License or subscription fee
$ $ $
Annual Maintenance and Support Costs
$ $ $
No Charge No Charge
Note: total project cost
Training and Training Materials (includes for new No Charge No Charge
upgrades/updates to system or interfaces)
Ongoing training costs as needed (e.g. new
employees, etc) and unit (e.g. per day, hour, etc)
Costs Sub-Total $ $ $
Other Costs – such as those identified in Section
3.2.1 $ $ $
TOTAL COST $ $ $
GRAND TOTAL COST $
Annual license or subscription cost per additional $ $ $
business unit, merchant number, etc added
Installation/implementation/Consultation for any $ No charge No charge
additional business units, merchant numbers, etc.
Training and Training Materials for additional $ No Charge No Charge
business units, merchant numbers, etc. added
5.1 COST PROPOSAL DETAIL
Vendor must provide explanation and documentation for each identified cost category to support
the summarized costs listed above and provide details of cost estimates regarding products,
modules and services that will extend the usability and value of the chosen E-payment solution
as described in Section 3.8, as well as any other costs or fees Evergreen may incur that are not
listed above, including projected license or subscription fees, maintenance and support fees for
potential contract terms years 4-15. Costs or fees not disclosed above will not be accepted.
Vendor is also asked to provide costs for adding additional business units in the future.
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 25
*Please use additional sheets as necessary to fully explain the costs and inclusions therein for
each item above.
5.2 CONSULTANT RATES FOR CONSULTING SERVICES
The Vendor shall propose rates for individuals for consulting services to support a resulting
contract, excluding travel expenses by Consultant Category. These rates will not be evaluated
as part of the Cost Proposal, but will be carried over into the contract for the highest scoring
Vendor. Evergreen will reimburse the Contractor for approved travel expenses incurred in
performance of the resultant contract, in accordance with actual costs incurred, subject to
Washington State travel policy. Contractor will be held to the costs proposed above for the
duration of the contract. Exceptions may be granted for extenuating circumstances on a case-
Consultant Category Hourly Rate Daily Rate
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 26
SECTION 6: EVALUATION CRITERIA
6.0 EVALUATION CRITERIA
The evaluation committee will review and evaluate the offers according to the following criteria
based on a maximum possible total number of 2,470 points. The Scope of Project,
Resumes/Company Profile and Experience, and Product Demonstration portions of the offer will
be evaluated based on the following Scoring Guide, while the Cost Proposal will be evaluated
based on the formula set forth below. The References and Financial Stability portions of the
offer will be evaluated on a pass/fail basis.
Any response that receives one or more “fails” for any individual evaluation category
under the main evaluation categories, will receive no points for that main evaluation
Category Section of RFP
A. Project Goals 3.0.1
B. Project Objectives 3.0.2
C. TECHNICAL SYSTEM REQUIREMENTS
a. Vendor Hosted Server Based Solution 3.2.1
b. Integration with the SunGard SCT Banner Product 3.2.2
c. Proven Product 3.2.3
d. Testing of Software Releases 3.2.4
e. Redundant Hot Sites for Hosting of the Payment 3.2.5
f. Hours of Service 3.2.6
g. Process Multiple Simultaneous Users 3.2.7
h. Elapsed Response Time 3.2.8
1. Secure Server 3.2.9 a.
2. Secure Administrative Interface. 3.2.9 b.
j. Transaction Data Integration 3.2.10
k Maintenance and Support Plan/Infrastructure 3.2.11
l. Implementation Plan 3.2.12
m. Installation and Configuration Challenges 3.2.13
n. Ongoing Evergreen Technical Resources 3.2.14
o. Integrated Web Interface 3.2.15
p. Additional Software Auto-Load 3.2.16
q. Browser Requirements 3.2.17
D. REGULATORY COMPLIANCE REQUIREMENTS
a. Compliance with State and Federal Law 3.3.1
b. Security Breach Procedures 3.3.2
c. Compliance with Information Security Programs 3.3.3
d. Audit/Accounting Control 3.3.4
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E. ADMINISTRATIVE TOOL REQUIREMENTS
a. Reconciliation Reports 3.4.1
b. Reports Available Online 3.4.2
c. Report Reconciliation 3.4.3
d. Report Customization 3.4.4
e. Ability to Void Transactions 3.4.5
f. User ID's and Passwords 3.4.6
g. Audit Trail of Transactions 3.4.7
h. Secure Methods/Logins 3.4.8
F. FUNCTIONALITY REQUIREMENTS
a. Full Integration with the SunGard SCT Banner Web 3.5.1
for Student Application
b. Examples of Customer Interaction 3.5.2
c. System Functionality and Checks and Balances 3.5.3
d. Online Payment Capability 3.5.4
e. System Controls 3.5.5
f. Real-Time Authorization 3.5.6
g. Additional ID Checking 3.5.7
h. Method of Update and Interface with Evergreen Banner AIS 3.5.8
i. Payment Capabilities 3.5.9
j. Credit/Debit Card Acceptance 3.5.10
k. Manage Multiple Merchant ID's 3.5.11
l. Direct Interface with State-Approved Vendor 3.5.12
m. Rejected or Declined Payments 3.5.13
n. Third Party Authorization Process 3.5.14
o. Customer Profiles 3.5.15
p. Convenience Fee Charge 3.5.16
q. Customizable Web Interface 3.5.17
G. TRAINING REQUIREMENTS
a. Training for IT Staff/End Users 3.6.1
b. Provide Manuals 3.6.2
H. MAINTENANCE AND SUPPORT REQUIREMENTS
a. Maintenance and Support System 3.7.1
b. Maintenance/Support Information 3.7.2
I. SCALABILITY AND EXTENDIBILITY REQUIREMENTS
a. Scalability and Extendibility 3.8.1
J. OTHER INFORMATION 3.10
K. REFERENCES INCLUDED WITH VENDOR'S RESPONSE 4.1.1
L. YEARS OF EXPERIENCE/APPLICABILITY OF EXPERIENCE 4.1.2 a.
M. STAFF QUALIFICATIONS 4.1.2 b.
N. FINANCIAL STABILITY 4.1.3
O. COST PROPOSAL 5.0
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P. COST PROPOSAL DETAIL 5.1
Cost Proposal, will be evaluated by awarding the Vendor(s) with the average cost or lower the
maximum allowable points. The average cost shall be calculated by the sum of the total costs
of all offers divided by the number of offers. The other proposals will receive fewer points based
on the following formula:
Cost Proposals within 15% of average = full 500 points
Cost Proposals greater than 15%, but less than 30% deviation from average = 325
Cost Proposals greater than 30%, but less than 45% deviation from average = 150
Cost Proposals greater than 45% from average cost proposal = no points awarded
Q. Product Demonstration 2.3.6
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APPENDIX A: STANDARD and SPECIAL TERMS AND CONDITIONS
By submitting a response to this invitation for bid, request for proposal, limited
solicitation, or acceptance of a contract, the vendor agrees to acceptance of the
following Standard and Special Terms and Conditions and any other provisions
that are specific to this solicitation or contract.
SPECIAL TERMS AND CONDITIONS
Evergreen will make an award to a single Vendor. Award will be based upon the proposal
that best meets the specified needs of and offers the most benefit to Evergreen. It is
Evergreen’s sole responsibility to award a contract.
Evergreen reserves the right to not award if funds become unavailable.
Pricing must be held firm for 120 calendar days after specified opening date.
To be considered responsive, bidder must, at the time of bid opening, be an established
business firm with all required licenses, bonding, facilities, equipment, and trained
personnel necessary to perform the work as specified in the bid solicitation. Failure to
comply with this requirement may be cause for rejection of your bid.
E.OSHA and WISHA:
Vendor agrees to comply with conditions of the Federal Occupational Safety and Health Act
of 1970 (OSHA) and, if manufactured or stored in the State of Washington, the Washington
Industrial Safety and Health Act of 1973 (WISHA) Chapter 19.28 RCW and WAC 296-24
and the standards and regulations issued thereunder and certifies that all items furnished
and purchased under this order will conform to and comply with said standards and
regulations. Vendor further agrees to indemnify and hold harmless purchaser from all
damages assessed against purchaser as a result of Vendor’s failure to comply with the acts
and standards there under and for the failure of the items furnished under this RFP to so
Vendor shall defend, indemnify, and hold Evergreen, its officers, officials, employees,
agents, and volunteers harmless from any and all claims, injuries, damages, losses, or
suits, including all legal costs and attorney fees, arising out of or in connection with the
performance of this agreement, but only to the extent of the Vendor’s negligence.
Evergreen’s inspection or acceptance of any of the Vendor’s work when completed shall
not be grounds to avoid any of these covenants of indemnification.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THIS
INDEMNIFICATION CONSTITUTES THE VENDOR’S WAIVER OF IMMUNITY UNDER
INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS
INDEMNIFICATION. THE PARTIES ACKNOWLEDGE THAT THEY HAVE MUTUALLY
NEGOTIATED THIS WAIVER.
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The provisions of the section shall survive the expiration or termination of this agreement.
G.PATENT AND COPYRIGHT INDEMNIFICATION
Vendor, at its expense, shall defend, indemnify, and save Purchaser harmless from and
against any claims against Purchaser that any Product supplied hereunder, or Purchaser’s
use of the Product within the terms of this Contract, infringes any patent, copyright, utility
model, industrial design, mask work, trade secret, trademark, or other similar proprietary
right of a third party worldwide. Vendor shall pay all costs of such defense and settlement
and any penalties, costs, damages and attorneys’ fees awarded by a court or incurred by
Purchaser provided that Purchaser:
1. Promptly notifies Vendor in writing of the claim, but Purchaser’s failure to provide
timely notice shall only relieve Vendor from its indemnification obligations if and to
the extent such late notice prejudiced the defense or resulted in increased expense
or loss to Vendor; and
2. Cooperates with and agrees to use its best efforts to encourage the Office of the
Attorney General of Washington to grant Vendor sole control of the defense and all
related settlement negotiations.
If such claim has occurred, or in Vendor’s opinion is likely to occur, Purchaser agrees to
permit Vendor, at its option and expense, either to procure for Purchaser the right to
continue using the Product or to replace or modify the same so that they become non
infringing and functionally equivalent. If use of the Product is enjoined by a court and
Vendor determines that none of these alternatives is reasonably available, Vendor, at
its risk and expense, will take back the Product and provide Purchaser a refund. In the
case of Product, Vendor shall refund to Purchaser its depreciated value. No
termination charges will be payable on such returned Product, and Purchaser will pay
only those charges that were payable prior to the date of such return. Depreciated value
shall be calculated on the basis of a useful life of four (4) years commencing on the
date of purchase and shall be an equal amount per year over said useful life. The
depreciation for fractional parts of a year shall be prorated on the basis of three
hundred sixty-five (365) days per year. In the event the Product has been installed less
than one (1) year, all costs associated with the initial installation paid by Purchaser shall
be refunded by Vendor.
Vendor has no liability for any claim of infringement arising solely from:
1.Vendor’s compliance with any designs, specifications or instructions of Purchaser;
2.Modification of the Product by Purchaser or a third party without the prior knowledge
and approval of Vendor; or
3.Use of the Product in a way not specified by Vendor;
unless the claim arose against Vendor’s Product independently of any of these specified
H.NO SURREPTITIOUS CODE WARRANTY
Vendor warrants to Purchaser that no licensed copy of the Software provided to Purchaser
contains or will contain any Self-Help Code nor any Unauthorized Code as defined below.
Vendor further warrants that Vendor will not introduce, via modem or otherwise, any code or
mechanism that electronically notifies Vendor of any fact or event, or any key, node, lock, time-
out, or other function, implemented by any type of means or under any circumstances, that may
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 31
restrict Purchaser’s use of or access to any program, data, or equipment based on any type of
limiting criteria, including frequency or duration of use for any copy of the Software provided to
Purchaser under this Contract. The warranty is referred to in this Contract as the “No
Surreptitious Code Warranty.”
As used in this Contract, “Self-Help Code” means any back door, time bomb, drop dead device,
or other software routine designed to disable a computer program automatically with the
passage of time or under the positive control of a person other than a licensee of the Software.
Self-Help Code does not include software routines in a computer program, if any, designed to
permit an owner of the computer program (or other person acting by authority of the owner) to
obtain access to a licensee’s computer system(s) (e.g., remote access via modem) solely for
purposes of maintenance or technical support.
As used in this Contract, “Unauthorized Code” means any virus, Trojan horse, worm or other
software routines or equipment components designed to permit unauthorized access, to disable,
erase, or otherwise harm Software, equipment, or data; or to perform any other such actions.
The term Unauthorized Code does not include Self-Help Code.
Vendor will defend Purchaser against any claim, and indemnify Purchaser against any loss or
expense arising out of any breach of the No Surreptitious Code Warranty. No limitation of liability,
whether contractual or statutory, shall apply to a breach of this warranty.
Vendor shall, at their own expense, obtain and keep in force insurance as follows
until completion of the contract. Within fifteen (15) calendar days of receipt of notice
of award, the Vendor shall furnish evidence in the form of a Certificate of Insurance
satisfactory to Evergreen that insurance, in the following kinds and minimum
amounts has been secured. Failure to provide proof of insurance, as required, will
result in contract cancellation.
Proof of Insurance should be mailed to:
The Evergreen State College
Attn: Marshall Robinson C.P.M
2700 Evergreen Parkway NW
Olympia, WA 98505
Vendor shall include all subcontractors as insured under all required insurance
policies, or shall furnish separate Certificates of Insurance and endorsements for
each subcontractor. Subcontractor(s) must comply fully with all insurance
requirements stated herein. Failure of subcontractor(s) to comply with insurance
requirements does not limit Vendor’s liability or responsibility.
All insurance provided in compliance with this contract shall be primary as to any
other insurance or self-insurance programs afforded to or maintained by Evergreen.
a)Professional Liability Errors and Omissions and Crime Coverage
Professional Liability Errors and Omissions coverage shall be not less than
$1 million per occurance/$2 million general aggregate with a deductible not to
exceed $25,000 and subject to the conditions below.
Crime coverage with a deductible not to exceed $1 million shall be not less
than $5 million single limit per occurrence and $10 million in the aggregate
RFP IT205 Integrated Web-Payment Solution – The Evergreen State College, Page 32
which shall, at a minimum, cover instances falling in the following categories:
Computer Fraud; Forgery; Money and Securities; and Employee Dishonesty.
This coverage shall also be subject to the conditions below.
Vendor shall continue such coverage for six (6) years beyond the expiration
or termination of this Contract, naming Evergreen as an additional insured
and providing Evergreen with certificates of insurance on an annual basis;
b)Employers Liability (Stop Gap):
The Vendor will at all times comply with all applicable workers’ compensation,
occupational disease, and occupational health and safety laws, statutes, and
regulations to the full extent applicable and will maintain Employers Liability
insurance with a limit of no less than $1,000,000.00. Evergreen will not be
held responsible in any way for claims filed by the Vendor or their employees
for services performed under the terms of this contract.
c)Commercial General Liability Insurance:
The Vendor shall at all times during the term of this contract, carry and
maintain commercial general liability insurance and commercial umbrella
insurance for bodily injury and property damage arising out of services
provided under this contract. This insurance shall cover such claims as may
be caused by any act, omission, or negligence of the Vendor or its officers,
agents, representatives, assigns, or servants.
The insurance shall also cover bodily injury, including disease, illness, and
death and property damage arising out of the Vendor’s premises/operations,
independent contractors, products/completed operations, personal injury and
advertising injury, and contractual liability (including the tort liability of another
assumed in a business contract), and contain separation of insureds (cross
Vendor waives all rights against Evergreen for the recovery of damages to
the extent they are covered by general liability or umbrella insurance.
The limits of liability insurance shall not be less than as follows:
Each Occurrence $1,000,000
General Aggregate Limits $2,000,000
(other than products-completed operations)
Products-Completed Operations Limit $2,000,000
Commercial Umbrella Limit $3,000,000
Personal and Advertising Injury Limit $1,000,000
Fire Damage Limit (any one fire) $ 50,000
Medical Expense Limit (any one person) $ 5,000
d)Business Auto Policy (BAP):
In the event that services delivered pursuant to this contract involve the use
of vehicles, or the transportation of clients, automobile liability insurance shall
be required. The coverage provided shall protect against claims for bodily
injury, including illness, disease and death; and property damage caused by
an occurrence arising out of or in consequence of the performance of this
service by the Vendor, subcontractor, or anyone employed by either.
Vendor shall maintain business auto liability insurance with a combined single
limit not less than $1,000,000 per occurrence. The business auto liability
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shall include Hired and Non-Owned coverage. The commercial umbrella
policy shall also include business auto liability in it’s coverage.
Vendor waives all rights against Evergreen for the recovery of damages to
the extent they are covered by business auto liability or commercial umbrella
Above insurance policies (b through d) shall include the following
The Evergreen State College and all authorized contract users
shall be named as an additional insured on all general liability,
umbrella, excess, and property insurance policies. All policies
shall be primary over any other valid and collectable insurance.
Notice of policy(ies) cancellation/non-renewal: For insurers subject
to RCW 48.18 (Admitted and regulated by the Washington State
Insurance Commissioner) a written notice shall be given to
Evergreen forty-five (45) calendar days prior to cancellation or any
material change to the policy(ies) as it relates to this contract.
For insurers subject to RCW 48.15 (Surplus Lines) a written notice
shall be given to Evergreen twenty (20) calendar days prior to
cancellation or any material change to the policy(ies) as it relates
to this contract.
If cancellation on any policy is due to non-payment of premium,
Evergreen shall be given a written notice ten (10) calendar days
prior to cancellation.
Policy(ies) and Certificates of Insurance must reference
Evergreen’s bid/contract number.
(3)Insurance Carrier Rating:
The insurance required above shall be issued by an insurance
company authorized to do business within the State of
Washington. Insurance is to be placed with a carrier that has a
rating of A- Class VII or better in the most recently published
edition of Best’s Reports. Any exception must be reviewed and
approved by Evergreen’s Risk Manager, or the Risk Manager for
the State of Washington, by submitting a copy of the contract and
evidence of insurance before contract commencement. If an
insurer is not admitted, all insurance policies and procedures for
issuing the insurance policies must comply with Chapter 48.15
RCW and 284-15 WAC.
The limits of all insurance required to be provided by the Vendor
shall be no less than the minimum amounts specified. However,
coverage in the amounts of these minimum limits shall not be
construed to relieve the Vendor from liability in excess of such
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