Southwest Minnesota State University Systemwide Cashiering Services RFP SRC-MNSCU-2027-000632-RFP
Southwest Minnesota State UniversityHigher Ed · Marshall, MN- Due
- Oct 29, 2026
- Deadline passed
- Posted
- Sep 18, 2026
- Contract term
- 5 years
- Primary contact
- Timothy Anderson
- (651) 448-7478
The 30-second brief
Southwest Minnesota State University is soliciting proposals for a systemwide cashiering and payment management solution for Minnesota State, integrating with Workday Financial Management and Workday Student to support secure, scalable payment processing, merchant management, transaction reconciliation, reporting, and regulatory compliance. The solution must support online, mobile, in-person, and auxiliary operations across multiple institutions, accommodating diverse payment methods including credit card, debit card, ACH/e-check, digital wallets, and campus cards. Key requirements include PCI DSS compliance, SOC 2, FERPA, SaaS architecture, hardware integration, and comprehensive audit trails. Proposals are due by October 29, 2026, 12:00 PM CDT, and must be submitted through Minnesota State's e-procurement system.
Annual Licensing, Hosting and Supporting Costs, One-time Implementation and Setup Costs, Merchant Processing Fee Schedule, Payment Gateway and Channel Fees, Hardware and Device Costs, Workday and Other Integration Costs, Training and Change Management Cost, Support, Security, Accessibility Cost, Optional Services
State Terms and Conditions (5), Company Background (8), Payment Processing (10), Cashiering Operations (12), Workday Integration (10), Auxiliary Operations (6), Merchant Management (8), Reporting Reconciliation (7), Technical Architecture (8), Security and Compliance (10), Accessibility (5), Budgetary Pricing Estimate (11), Supplier Diversity
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Summary
Southwest Minnesota State University is soliciting proposals for a systemwide cashiering and payment management solution for Minnesota State, integrating with Workday Financial Management and Workday Student to support secure, scalable payment processing, merchant management, transaction reconciliation, reporting, and regulatory compliance.
The solution must support online, mobile, in-person, and auxiliary operations across multiple institutions, accommodating diverse payment methods including credit card, debit card, ACH/e-check, digital wallets, and campus cards. Key requirements include PCI DSS compliance, SOC 2, FERPA, SaaS architecture, hardware integration, and comprehensive audit trails. Proposals are due by October 29, 2026, 12:00 PM CDT, and must be submitted through Minnesota State's e-procurement system.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
12- Annual Licensing
- Hosting and Supporting Costs
- One-time Implementation and Setup Costs
- Merchant Processing Fee Schedule
- Payment Gateway and Channel Fees
- Hardware and Device Costs
- Workday and Other Integration Costs
- Training and Change Management Cost
- Support
- Security
- Accessibility Cost
- Optional Services
REQUIRED ATTACHMENTS
4- Affidavit of Non-Collusion
- Affirmative Action Requirements
- Completed Supplier Diversity Form
- VPAT
- Submit to
- https://app01.jaggaer.com/apps/Router/ViewSourcingEvent?AuthToken=1%3AAES2%23CPm0lyJThjoR1XFRU3RCDt3BNZCdpbQR37AK7B0lOgS
- Duration
- 120 months
Questions about this RFP
How do I respond to this RFP from Southwest Minnesota State University?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 29, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://app01.jaggaer.com/apps/Router/ViewSourcingEvent?AuthToken=1%3AAES2%23CPm0lyJThjoR1XFRU3RCDt3BNZCdpbQR37AK7B0lOgS. For questions, contact Timothy Anderson.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Southwest Minnesota State University in MN, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Timothy Anderson at (651) 448-7478. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Annual Licensing, Hosting and Supporting Costs, One-time Implementation and Setup Costs, Merchant Processing Fee Schedule, Payment Gateway and Channel Fees, Hardware and Device Costs, Workday and Other Integration Costs, Training and Change Management Cost, Support, Security, Accessibility Cost, Opt. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "State Terms and Conditions (5), Company Background (8), Payment Processing (10), Cashiering Operations (12), Workday Integration (10), Auxiliary Operations (6), Merchant Management (8), Reporting Reco..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Southwest Minnesota State University?
All active and historical solicitations from Southwest Minnesota State University are tracked and searchable. As a higher ed agency, Southwest Minnesota State University regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 5 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Affidavit of Non-Collusion, Affirmative Action Requirements, Completed Supplier Diversity Form, VPAT. Review the full document from Southwest Minnesota State University for the complete list.