Point of Sale and Credit Card Processing Solution

The Vendor is required to provide for the provision, implementation, and support of a Point of Sale (POS) and credit card processing software solution.
- Solution must support both in-person and online transactions, integrate with existing campus systems (such as ERP, SIS, and authentication platforms), integrate and serve as the payment gateway/processing solution for campus solutions including but not limited to Vivenu, AudienceView Unlimited, and Handshake, and comply with PCI-DSS and act requirements.
- The system will be used across multiple campus departments including retail operations, event ticketing, student services, and mobile transactions.
- Objectives
•    Deploy a unified, secure, and scalable POS and credit card solution across multiple departments.
•    Provide seamless in-person and online payment experiences for students, staff, faculty, and visitors.
•    Enable financial reporting and reconciliation aligned with institutional accounting standards.
•    Ensure system security, PCI-DSS compliance, and FERPA awareness.
•    Accommodate integrations with existing systems used in higher education, including student information systems (SIS), learning management systems (LMS), and enterprise resource planning (ERP) platforms.
- Point of Sale (POS) Requirements/Features
•    Server/Cashier terminal available for submission of orders
•    Handheld portable devices with all of the order and payment submission capabilities available at a full service terminal
•    Ability to create tables and manage orders per table via POS
•    Ability for guests to create reservations and staff to manage reservations and conversion to tables or an integration with a reservation system that enables the same functionality.
•    Ability for customers to create, submit, and pay for to go orders online
•    Kitchen displays that provide staff with submitted (fired) orders with modifiers
•    Kitchen printers that print submitted (fired) orders with modifiers
- Student Health
•    Ability to collect a service/order number from the student health system when creating an order for a student to allow for cross referencing
•    Ability to print receipts for students and staff members
- Horticulture Program
•    Portable, wireless handheld cellularly connected devices to create orders and collect payments
•    Ability to print and email receipts from handheld devices
•    Ability to sell items online and for online orders to be emailed and/or printed to staff
•    Ability to easily set and manage inventory on items and inventory be managed across multiple sales channels
- Facility Rentals
•    Ability to create invoices and send customers the invoice and link to pay online via credit card and ACH
- Athletic Special Events
•    Ability to complete a merchandise sale in under forty-five seconds
•    Ability to easily set and manage inventory on items including sizes of the same item
- Payment Processing
•    EMV-compliant and PCI-DSS certified credit/debit card processing.
•    Support for contactless and digital wallet payments (Apple Pay, Google Pay) both in person and online.
•    Secure online payment gateway integration for e-commerce or registration-based sales.
- Online & Event-Based Transactions
•    Web-based sales interface or integration with existing campus portals (e.g., for ticketing or merchandise).
•    Configurable checkout workflows for campus-specific needs (e.g., course materials, event ticketing).
•    Support for pre-orders, timed pickup, and remote delivery.
- Reporting & Financial Reconciliation
•    Department-specific sales and revenue reports.
•    Exportable reports compatible with institutional accounting systems (e.g., Banner, PeopleSoft).
•    Daily reconciliation, batch processing, and customizable tax reporting.
•    Audit trails for all transactions and user actions.
- User Roles & Security
•    Multi-user, role-based access and security settings by department.
•    Support for campus-wide authentication
•    Data encryption at rest and in transit; PCI-DSS, FERPA, and ADA compliance.
- Technical Requirements
•    Cloud-based or hybrid architecture preferred with minimal on-premise maintenance.
•    API availability for integration with other campus systems.
•    Mobile device compatibility (Windows, Android, iOS).
•    Offline processing capabilities with automatic sync.
•    Hosted solution should provide a minimum of 99.9% uptime.

- Contract Period/Term: 5 years
- Pre-Proposal Meeting (Non-Mandatory) Date: November 3, 2025
- Questions/Inquires Deadline: November 17, 2025