41-2026 11AB Disaster Response Process Improvement RFP Lite.pdf

RFP Lite # 41-2026 11AB July 17, 2026

OFFER AND ACCEPTANCE

The State seeks offers for the Software, Services and/or goods described in this solicitation. The State’s acceptance of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2) special terms and conditions specific to this Request for Proposal (RFP) Lite,

(3) specifications, (4) Department of Information Technology Terms and Conditions of this RFP Lite, and (5) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the contract.

EXECUTION

In compliance with this RFP Lite and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL.

NO

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for ninety (90), days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this RFP Lite are accepted, an authorized representative of the North Carolina Department of Information Technology (NC DIT) shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification, by _____________________________________________ (Authorized representative of NC DIT).

41-2026 11AB PROCESS IMPROVEMENT

STATE OF NORTH CAROLINA

NC DEPARTMENT OF INFORMATION

TECHNOLOGY

Offers will be publicly opened: 09/03/2026, 2:00PM Est

Issue Date: 08/13/2026

Refer ALL inquiries regarding this RFP Lite to:

Anthony Benzor Anthony.Benzor@nc.gov

Commodity Number: 811120

Description: Disaster Recovery Services

Using Agency: NC DIT

See page 2 for mailing instructions. Requisition No.: NA

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE

2.0 GENERAL INFORMATION

2.1. VENDOR QUESTIONS

2.2. ADDENDA

2.3. ELECTRONIC OFFER SUBMITTAL

2.4. BASIS FOR REJECTION

2.5. LATE OFFERS

2.6. NON-RESPONSIVE OFFERS

2.7. NOTICE TO VENDORS

2.8. E-PROCUREMENT SOLICITATION

2.9. DISTRIBUTORS AND RESELLERS – RESERVED

2.10. POSSESSION AND REVIEW

2.11. BEST AND FINAL OFFERS (BAFO)

2.12. AWARD

2.13. POINTS OF CONTACT

2.14 SOURCE SELECTION

2.15 EVALUATION CRITERIA

2.16. RFP LITE AWARD

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOUSRE STATEMENT

3.3. E-VERIFY

3.4 SPECIFICATIONS SPECIFIC TO THIS RFP LITE

3.5. SECURITY SPECIFICATIONS – RESERVED

3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS – RESERVED

3.7. BRAND SPECIFIC PRODUCT – RESERVED

3.8. DELIVERY

3.9. CONTRACT TERM

3.10 EFFECTIVE DATE

4.0 FURNISH AND DELIVER (F & D MATRIX)

5.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this RFP Lite is to procure staffing to assist development and implementation of a Disaster Recovery Program for North Carolina Department of Information Technology. The Contractor shall establish a structured two (2) year Disaster Recovery (DR) Program. The first year of the program shall be fully funded, and continuation into the second year shall be contingent upon the availability of funding. Products and Services will be provided in accordance with the terms and conditions of this RFP Lite.

2.0 GENERAL INFORMATION

2.1. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with anyone other than the contact person listed on Page One of this Solicitation may be grounds for rejection of said Vendor’s offer.

Written questions concerning this Solicitation will be received until _08/21/2026 at 2:00pm Eastern Time. They must be submitted to the contact person listed on Page One of this Solicitation. Please enter “Questions Solicitation 41-2026 11AB Process Improvement” as the subject for the message.

REFERENCE VENDOR QUESTION

RFP Lite Section, Page Number

2.2. ADDENDA

The State may issue addenda if Vendor questions are permitted as described below, or if additional terms, specifications, or other changes are necessary for this procurement. All addenda shall become an Addendum to this RFP Lite.

2.3. ELECTRONIC OFFER SUBMITTAL

Due Date: 09/03/2026 Time: 2:00 PM Eastern Time

Vendors can attend the bid opening at the above date and time at the below link:

Join:

https://teams.microsoft.com/meet/272180877849756?p=GC2I77csyCZtBrzZ6A

Meeting ID:

272 180 877 849 756

Passcode:

4na2DQ7b

Sealed offers, subject to the conditions made a part hereof, will be received by the time and date specified above and then opened for furnishing and delivering the commodity as described herein.

It is the Vendor’s sole responsibility to submit its offer by the specified time and date of opening.

https://teams.microsoft.com/meet/272180877849756?p=GC2I77csyCZtBrzZ6A

The Vendor shall bear the risk for late electronic submission due to unintended or unanticipated delay including, but not limited to, internet issues, network issues, local power outages, or application issues. No offers are able to be uploaded in Ariba after the deadline/bid opening date and time.

a) Submit one (1) signed, original electronic offer via the Ariba Sourcing Module. The Vendor to include the Execution Page 1 WITH the remaining pages of the solicitation in one PDF.

The Execution Page 1 must be signed and dated by an official authorized to bind the Vendor’s firm. Failure to return a signed offer shall result in disqualification.

b) File names should identify the Vendor, solicitation, and document in that order (Vendor Name – Solicitation Number – Offer, etc.).

c) Files must not be password protected. They must be in .PDF, .JPEG, .DOC or .XLS format and capable of being copied to other sources. The Vendor’s offer may be deemed non-responsive if the Agency is unable to open the file(s).

d) If the offer contains any confidential information (as defined in the NCDIT Terms and Conditions, “CONFIDENTIALITY” Section), the Vendor must provide one (1) redacted electronic copy in addition to the original copy.

2.4. BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;

non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s) in specifications or indications that revision would be advantageous to the State; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of the State. Vendor contact regarding this RFP Lite with anyone other than Anthony Benzor may be grounds for rejection of said Vendor’s offer.

2.5. LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by the designated time. Late offers will not be opened and may be returned to the Vendor at the expense of the Vendor or destroyed if requested.

2.6. NON-RESPONSIVE OFFERS

Vendor offers will be deemed non-responsive by the State and will be rejected without further consideration or evaluation if statements such as the following are included:

• “This offer does not constitute a binding offer”,

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,

• “Vendor does not commit or bind itself to any terms and conditions by this submission”,

• “This document and all associated documents are non-binding and shall be used for discussion purposes only”,

• “This offer will not be binding on either party until incorporated in a definitive agreement signed by authorized representatives of both parties”, or

• A statement of similar intent.

2.7. NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and conditions not previously agreed to by the State and submitted with an Offeror’s response.

This applies to any language appearing in or attached to the document as part of the Offeror’s response. By execution and delivery of this RFP Lite and response(s), the Offeror agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

2.8. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #31 of the attached Department of Information Technology Terms and Conditions.

a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/

b) Within two days after notification of award of a contract, vendor must register in NC E-

Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login

c) As of the RFP Lite submittal date, the Vendor must be current on all E-Procurement fees. If the Vendor is not current on all E-Procurement fees, the State may disqualify the Vendor from participation in this solicitation.

2.9. DISTRIBUTORS AND RESELLERS – RESERVED

2.10. POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying information is limited to personnel of the issuing agency, and to the committee responsible for participating in the evaluation. Vendors who attempt to gain this privileged information, or to influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules and their offer will not be further evaluated or considered.

After award of contract the complete bid file will be available to any interested persons with the exception of trade secrets, test information or similar proprietary information as provided by statute and rule. Any proprietary or confidential information, which conforms to exclusions from public records as provided by N.C.G.S. §132-1.2 must be clearly marked as such in the offer when submitted.

2.11. BEST AND FINAL OFFERS (BAFO)

The State may establish a competitive range based upon evaluations of offers, and request BAFOs from the Vendor(s) within this range; e.g. “Finalist Vendor(s)”. If negotiations or subsequent offers are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when requested shall disqualify the non-responsive Vendor from further consideration. The State will evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors’ respective offers to determine the final rankings.

2.12. AWARD

The State reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated specifications as to quantity, quality, delivery, service, geographical areas; and where other factors are deemed to be necessary or proper to the purchase in question.

A link to the NC electronic Vendor Portal (eVP) allows the public to retrieve contract award information electronically from the web site: https://evp.nc.gov/solicitations/ Results may be found by searching by RFP Lite number or agency name. This information may not be available for several weeks depending upon the complexity of the acquisition and the length of time to complete the evaluation process.

https://vendor.ncgov.com/vendor/login https://evp.nc.gov/solicitations/

2.13. POINTS OF CONTACT

Contact by the Offeror with the persons shown below for contractual and technical matters related to this RFP Lite is only permitted if expressly agreed to by the purchasing lead named on page 4, or upon award of contract:

Vendor Contractual Point of Contact Vendor Technical Point of Contact

[NAME OF VENDOR]

Street: [STREET ADDRESS]

[CITY, STATE, ZIP]

Attn: Assigned Contract Manager

[NAME OF VENDOR]

Street: [STREET ADDRESS]

[CITY, STATE, ZIP]

Attn: Assigned Technical Lead

2.14 SOURCE SELECTION

A trade-off/ranking method of source selection will be utilized in this procurement to allow the State to award this RFP Lite to the Vendor providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with or traded-off against other non-price factors.

a) Evaluation Process Explanation. State Agency employees will review all offers. All offers will be initially classified as being responsive or non-responsive. If an offer is found non-responsive, it will not be considered further. All responsive offers will be evaluated based on stated evaluation criteria. Any references in an answer to another location in the RFP Lite or Offer shall have specific page numbers and sections stated in the reference.

b) To be eligible for consideration, Vendor’s offer must substantially conform to the intent of all specifications. Compliance with the intent of all specifications will be determined by the State.

Offers that do not meet the full intent of all specifications listed in this RFP Lite may be deemed deficient. Further, a serious deficiency in the offer to any one (1) factor may be grounds for rejection regardless of overall score.

c) The evaluation committee may request clarifications, an interview with or presentation from any or all Vendors as allowed by 9 NCAC 06B.0307. However, the State may refuse to accept, in full or partially, the response to a clarification request given by any Vendor. Vendors are cautioned that the evaluators are not required to request clarifications; therefore, all offers should be complete and reflect the most favorable terms. Vendors should be prepared to send qualified personnel to Raleigh, North Carolina to discuss technical and contractual aspects of the offer.

Vendors are advised that the State is not obligated to ask for or accept after the closing date for receipt of offer, data that is essential for a complete and thorough evaluation of the offer.

2.15 EVALUATION CRITERIA

Evaluation shall include best value, as the term is defined in N.C.G.S. § 143-135.9(a)(1), compliance with information technology project management policies as defined by N.C.G.S. §143B-1340, compliance with information technology security standards and policies, substantial conformity with the specifications, and other conditions set forth in the solicitation. The following Evaluation Criteria are listed in Order of Importance.

1) How well the Vendor’s offer conforms with the solicitation

2) How each Vendor’s offer compares with other Vendors’ offers

3) Total Cost of Ownership

4) Vendor Schedule / Timeline for completing work

5) Financial Stability

2.16. RFP LITE AWARD

It is the general intent to award this contract to one Vendor. As provided by statute, award will be based on Best Value Analysis, in accordance with N.C.G.S. §143B-1350(h), which provides that the offer must be in substantial conformity with the specifications herein, and 09 NCAC 06B.0302.

A link to the eVP System allows the public to retrieve contract award information electronically from the Internet web site: Results may be found by searching by RFP Lite number or agency name. This information may not be available for several weeks depending upon the complexity of the acquisition and the length of time to complete the evaluation process.

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

The terms and conditions of Vendor’s standard license, maintenance or other agreement(s) applicable to Software and other Products acquired under this Agreement may apply to the extent such terms and conditions do not materially change the terms and conditions of this Agreement. In the event of any conflict between the terms and conditions of this Agreement and the Vendor’s standard agreement(s), the terms and conditions of this Agreement relating to audit and records, jurisdiction, choice of law, the State’s electronic procurement application of law or administrative rules, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in the Terms and Conditions herein shall apply in all cases and supersede any provisions contained in Vendor’s relevant standard agreement or any other agreement. The State shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns; nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOUSRE STATEMENT

In accordance with the Statewide Information Security Manual (SISM), the State restricts the location of information systems that receive, process, store, or transmit State and Federal data to the United States which includes the following areas: US States, US Territories, US Embassies, and US Military installations (stateside or overseas). This restriction applies to the Vendor and to any subcontractors engaged to provide Services under this Agreement or with access to State Data.

The Vendor must ensure that its subcontractor agreements contain the same restrictions and will be responsible for monitoring and enforcing subcontractor compliance at all times.

Pursuant to N.C.G.S. §143B-1361(b), the Vendor must complete and return this Disclosure Statement Attachment F with its solicitation response. The Vendor may attach additional pages to its response if needed. The State of North Carolina will evaluate Disclosure Statement Attachments for additional risks, costs, and other factors associated with its service prior to making an award for any such Vendor’s offer. The Vendor must provide the following information in its bid response:

Vendor to answer or confirm that they comply with items a. through e.:

a. Identify the location of work performed under a state contract by the Vendor, any subcontractors, employees, or other persons performing the contract and whether any of this work will be performed outside the United States.

b. Provide the corporate structure and location of corporate employees and activities of the Vendor, its affiliates or any other subcontractors.

c. Vendor agrees to provide notice of the relocation of the Vendor, employees of the Vendor, subcontractors of the Vendor, or other persons performing Services under a state contract outside of the United States in the event such relocation occurs during the contract term. Does

d. Vendor agrees that any Vendor or subcontractor providing call or contact center Services to the State of North Carolina shall disclose to inbound callers the location from which the call or contact center Services are being provided.

e. Will any work under this contract be performed outside the United States?

YES NO

The use of resources or workers located outside the United States is a critical security exception that must be escalated to the State Chief Information Officer for review pursuant to N.C.G.S. §143B- 1376(c) and §143B-1320(c). These critical security exceptions are approved only in rare and extenuating circumstances. Vendor should account for this when preparing its response.

3.3. E-VERIFY

Pursuant to N.C.G.S. § 143B-1350(k), the State shall not enter into a contract unless the awarded Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter 64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter as may be required by the State.

3.4 SPECIFICATIONS SPECIFIC TO THIS RFP LITE

Vendor to describe in their offer how they will meet or exceed the following specifications:

O.

SPECIFICATIONS

Meets according to the

Vendor?

Comments/Description (Vendor’s response should be supplied in a detailed submittal/attachment OR the space below);

State will determine if the Vendor’s solution meets or does not meet the Specification. Yes or No

Walk-Through Exercise: Describe how the Contractor will conduct NCDIT‑wide DR walk-through sessions to review existing recovery procedures, validate roles and responsibilities, and identify gaps in departmental and enterprise-level recovery plans. Describe how alignment will be ensured between departmental DR playbooks and central IT infrastructure recovery steps.

Tabletop Exercise: Describe how the Contractor will facilitate annual DR tabletop exercises simulating scenarios such as cyberattacks, power failures, network disruptions, and data loss.

Describe how executive leadership, IT staff, and departmental representatives will be engaged to evaluate decision-making, escalation processes, and communication protocols.

Partial Exercise: Describe how the Contractor will conduct at least one partial recovery exercise involving the restoration of selected systems, databases, or applications. Describe how recovery procedures, RTOs, and RPOs will be validated

Annual Review of Department DR Plans/Playbooks: Describe how the Contractor will perform an annual review of all departmental DR playbooks to ensure accuracy, completeness, and compliance with State continuity standards. Describe how the Contractor will provide an integrated NCDIT DR Plan that includes service-level DR plans/playbooks.

NCDIT Sequencing Plan: Describe how the Contractor will develop a comprehensive sequencing plan that defines recovery order and interdependencies across NCDIT playbooks.

Describe how the Contractor will recommend the formation of a DR Steering Committee, including defined roles and escalation procedures.

Describe how the Contractor will conduct monthly progress meetings with NCDIT leadership and key stakeholders.

Describe how the Contractor will produce quarterly status reports summarizing program progress, risk assessments, and required action plans

Describe how the Contractor will provide annual summary reports detailing DR maturity improvements, performance against program metrics, and recommended next steps.

10 Describe the schedule and implementation plan.

Position 1: The purpose of this engagement is to obtain specialized expertise to support the organization’s IT Disaster Recovery (DR) program. The ITDR Systems Analyst will focus on evaluating existing recovery capabilities, enhancing technical preparedness, and ensuring critical IT services can be restored efficiently during disruptive events.

Position Title: Information Technology Disaster Recovery (ITDR) Systems Analyst Engagement Type: Statement of Work (SOW) – Professional Services

1. Project Summary The ITDR Systems Analyst will provide specialized support to strengthen, document, and execute the organization’s Disaster Recovery (DR) and Business Continuity (BC) capabilities. The Analyst will assess current systems, develop

DR documentation, coordinate testing, and provide actionable recommendations that enhance IT resilience and recovery readiness.

2. Scope of Services The contractor will perform the following services:

• Conduct assessments of existing IT systems, applications, infrastructure, and dependencies relevant to disaster recovery.

• Develop, review, and update disaster recovery plans, runbooks, procedures, and architectural diagrams.

• Coordinate and facilitate DR testing activities, including tabletop exercises, simulation events, and scheduled failover testing.

• Document test results, identify gaps, and develop remediation plans to improve recovery processes and reduce risk.

• Provide subject-matter expertise to ensure alignment with industry standards, regulatory requirements, and internal policies.

• Collaborate with stakeholders to gather requirements, validate recovery priorities, and integrate DR capabilities into ongoing IT projects.

• Support implementation and configuration of DR tools, replication technologies, cloud recovery platforms, and related systems.

• Deliver progress reporting, readiness metrics, and status updates to IT leadership.

• Provide guidance during actual recovery events, ensuring proper execution of recovery plans and escalation procedures.

3. Deliverables The contractor will produce the following deliverables:

• Updated and complete DR plans, system runbooks, and technical documentation.

• Application and system dependency mappings.

• Risk assessments and resiliency gap analyses.

• Reports summarizing DR exercises, findings, and recommended remediations.

• Updated compliance artifacts aligned with standards (e.g., NIST, ISO).

• Final engagement report outlining improvements, implemented changes, and long-term recommendations.

4. Contractor Qualifications The contractor should possess:

• Demonstrated experience in IT disaster recovery, business continuity, or IT resilience programs.

• Strong understanding of system architectures, networks, storage, cloud platforms, and virtualization.

• Hands-on experience with DR/BC tools and backup or replication technologies.

• Ability to lead structured tests, coordinate with cross-functional teams, and prepare detailed technical documentation.

• Familiarity with governance frameworks such as NIST SP 800-34, ISO 22301, or similar standards.

5. Period of Performance To be defined by the client; typically structured around milestones such as plan development, testing cycles, and remediation periods.

6. Location & Work Environment Services may be performed on-site, remote, or hybrid as determined by the client’s requirements and security policies.

7. Acceptance Criteria Deliverables will be reviewed and approved by designated IT leadership based on completeness, quality, accuracy, compliance alignment, and demonstrated improvement of recovery readiness.

Position 2: Systems Analyst will focus on evaluating existing recovery capabilities, enhancing technical preparedness, and ensuring critical IT services can be restored efficiently during disruptive events.

The IT Disaster Recovery Systems Analyst is responsible for planning, developing, implementing, and maintaining the organization’s disaster recovery (DR) and business continuity (BC) systems.

Position Title: Information Technology Disaster Recovery (ITDR) Systems Analyst Engagement Type: Statement of Work (SOW) – Contracted Services

1. Purpose of Engagement The purpose of this engagement is to obtain specialized expertise to support the organization’s IT Disaster Recovery (DR) program. The ITDR Systems Analyst will focus on evaluating existing recovery capabilities, enhancing technical preparedness, and ensuring critical IT services can be restored efficiently during disruptive events.

2. Scope of Work The contractor shall perform the following activities:

• Perform detailed reviews of current DR documentation, technical configurations, and recovery processes across infrastructure and applications.

• Develop and refine DR strategies that align with business priorities, recovery objectives, and enterprise risk management.

• Create and update technical recovery documentation including recovery workflows, system cutover procedures, failback instructions, and configuration guides.

• Coordinate DR readiness activities with system administrators, application owners, database teams, cloud engineers, and cybersecurity personnel.

• Plan, schedule, and conduct recovery tests, validating Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO).

• Identify process inefficiencies, risks, and single-points-of-failure; propose solutions to enhance system resilience and recovery capabilities.

• Assist in the implementation, tuning, and validation of DR technologies such as backup platforms, replication tools, cloud-based resilience solutions, and monitoring systems.

• Provide documentation and artifacts required for audits, compliance assessments, and management reviews.

• Engage in post-test reviews and lead efforts to close remediation items.

3. Deliverables The contractor will deliver:

• Comprehensive DR plan updates incorporating current system and infrastructure configurations.

• System-level DR runbooks and technical failover/failback procedures.

• Inventory of critical applications, infrastructure, and recovery dependencies.

• DR test schedules, execution plans, and validated test results.

• Risk and gap analysis reports with prioritized remediation recommendations.

• Final engagement summary detailing recovery improvements, outstanding items, and forward-looking guidance.

4. Required Qualifications The contractor should have:

• Experience working in IT disaster recovery, business continuity, or enterprise resilience roles.

• Practical knowledge of data center operations, cloud platforms, virtualization, and modern infrastructure architecture.

• Hands-on experience with enterprise DR tools, backup platforms, and replication technologies.

• Strong skills in documentation, workflow development, and cross-team coordination.

• Ability to interpret and apply DR frameworks, regulatory requirements, and internal governance standards.

5. Project Duration The period of performance will be defined by project phases such as assessment, plan updates, testing cycles, and remediation follow-up.

6. Work Location Work may be performed on-site, remote, or hybrid as directed by the client’s IT leadership and operational needs.

3.5. SECURITY SPECIFICATIONS – RESERVED

3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS – RESERVED

3.7. BRAND SPECIFIC PRODUCT – RESERVED

3.8. DELIVERY

Successful Vendor will complete the scope of work within 365 consecutive calendar days after receipt of purchase order. Individuals can work remotely with requirements to brief on location once a month at 3700 Wake Forest Road, Raleigh NC 27609

3.9. CONTRACT TERM

A contract awarded pursuant to this RFP Lite shall have an effective date as provided in the Notice of Award. The term shall be one (1) year and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend this contract for an additional one (1) year period at its sole discretion.

3.10 EFFECTIVE DATE

This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective nor bind the State until the appropriate State purchasing authority/official or Agency official has signed the document(s), contract or amendment; the effective award date has been completed on the document(s), by the State purchasing official, and that date has arrived or passed. The State shall not be responsible for reimbursing the Vendor for goods provided nor Services rendered prior to the appropriate signatures and the arrival of the effective date of the Agreement. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the Agreement.

4.0 FURNISH AND DELIVER (F & D MATRIX)

YEAR 1:

ITEM #

QTY

UNIT

DESCRIPTION

UNIT COST

EXTENDED COST

1 12 month The purpose of this engagement is to obtain specialized expertise to support the organization’s IT Disaster Recovery (DR) program. The ITDR Systems Analyst will focus on evaluating existing recovery capabilities, enhancing technical preparedness, and ensuring critical IT services can be restored efficiently during disruptive events.

The IT Disaster Recovery Systems Analyst is responsible for planning, developing, implementing, and maintaining the organization’s disaster recovery (DR) and business continuity (BC) systems. This role ensures critical IT infrastructure, applications, and data can be rapidly restored and made available in the event of an interruption, disaster, or major incident. The analyst supports DR governance, risk mitigation, testing cycles, documentation, and continuous improvement of recovery capabilities.

Total Offer Cost ________________

OPTIONAL COSTS: The State may or may not choose to purchase these items.

YEAR 2:

ITEM #

QTY

UNIT

DESCRIPTION

UNIT COST

EXTENDED COST

1 12 month Information Technology Disaster Recovery Systems Analyst: The purpose of this engagement is to obtain specialized expertise to support the organization’s IT Disaster Recovery (DR) program.

The ITDR Systems Analyst will focus on evaluating existing recovery capabilities, enhancing technical preparedness, and ensuring critical IT services can be restored efficiently during disruptive events.

Total Offer Cost ________________

Total Offer Cost for Year 1-2________________

5.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS

1) READ, REVIEW AND COMPLY: It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2) DEFINITIONS:

• NCDIT: The North Carolina Department of Information Technology, formerly Office of Information

Technology Services

• NCDIT CONVENIENCE CONTRACT: A contract that is used for the procurement of IT goods or

Services. These contracts are in place for the convenience of the state and use of them is optional.

• OPEN MARKET CONTRACT: A contract for the purchase of goods or Services not covered by a term, technical, or convenience contract.

• TERM CONTRACT: A contract in which a source of supply is established for a specified period of time for specified Services or supplies; usually characterized by an estimated or definite minimum quantity, with the possibility of additional requirements beyond the minimum, all at a predetermined unit price

• THE STATE: Is the state of North Carolina and its agencies.

• VENDOR: Company, firm, corporation, partnership, individual, etc., submitting a response to a solicitation.

3) PROMPT PAYMENT DISCOUNTS: Vendors are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

4) CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum from NCDIT.

The Vendor is cautioned that the requirements of this RFP LITE can be altered only by written addendum and that verbal communications from whatever source are of no effect.

5) ACCEPTANCE AND REJECTION: The State reserves the right to reject any and all offers, to waive any informality in offers and, unless otherwise specified by the Vendor, to accept any item in the offer.

If either a unit price or an extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

6) AWARD OF CONTRACT: Responsive offers will be evaluated and acceptance may be made in accordance with Best Value procurement practices as defined by N.C.G.S. §143-135.9. Unless otherwise specified by the State or the Vendor, the State reserves the right to accept any item or group of items on a multi-item offer. In addition, on agency specific or term contracts, NCDIT reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by NCDIT to be pertinent or peculiar to the purchase in question.

7) MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns and the singular of any word or phrase shall be read to include the plural and vice versa.

8) PROTEST PROCEDURES: When an offeror wants to protest a contract awarded pursuant to this solicitation that is over $25,000, they must submit a written request to the issuing agency at the address given in this document. This request must be received in this office within fifteen (15) calendar days of the date of the contract award and must contain specific sound reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. RFP Lite status and Award notices are posted on the Internet at eVP.com. All protests will be governed by NCAC Title 9, Department of Information Technology (formerly Office of Information Technology Services), Subchapter 06B Sections .1101 - .1121.

VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: The NC electronic Vendor Portal (eVP) allows Vendors to electronically register with the State to receive electronic notification of current procurement opportunities for goods and Services available at the following website: https://evp.nc.gov.

This RFP is available electronically on the electronic Vendor Portal (eVP) at the following website:

https://evp.nc.gov.

9) DIGITAL IMAGING: The State will digitize the Vendor’s response if not received electronically, and any awarded contract together with associated contract documents. This electronic copy shall be a preservation record, and serve as the official record of this solicitation with the same force and effect as the original written documents comprising such record. Any printout or other output readable by sight shown to reflect such record accurately is an "original."

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

Section 1. General Terms and Conditions Applicable to All Purchases

1) DEFINITIONS: As used herein;

Agreement means the contract awarded pursuant to this RFP.

Deliverable/Product Warranties shall mean and include the warranties provided for products or deliverables licensed to the State in Section 2, Paragraph 2 of these Terms and Conditions unless superseded by a Vendor’s Warranties pursuant to Vendor’s License or Support Agreements.

Purchasing State Agency or Agency shall mean the Agency purchasing the goods or Services.

Services shall mean the duties and obligations undertaken by the Vendor under, and to fulfill, the specifications, requirements, terms and conditions of the Agreement.

State shall mean the State of North Carolina, the Department of Information Technology (DIT), or the Purchasing State Agency in its capacity as the Contracting Agency, as appropriate.

2) STANDARDS: Any Deliverables shall meet all applicable State and federal requirements, such as State or Federal Regulation, and NC State Chief Information Officer’s (CIO) policy or regulation. Vendor will provide and maintain a quality assurance system or program that includes any Deliverables and will tender or provide to the State only those Deliverables that have been inspected and found to conform to the RFP specifications. All Deliverables are subject to operation, certification, testing and inspection, and any accessibility specifications.

3) WARRANTIES: Unless otherwise expressly provided, any goods Deliverables provided by the Vendor shall be warranted for a period of 90 days after acceptance.

4) SUBCONTRACTING: The Vendor may subcontract the performance of required Services with Resources under the Agreement only with the prior written consent of the State contracting authority.

https://evp.nc.gov./ https://evp.nc.gov./

Vendor shall provide the State with complete copies of any agreements made by and between Vendor and all subcontractors. The selected Vendor remains solely responsible for the performance of its subcontractors. Subcontractors, if any, shall adhere to the same standards required of the selected Vendor and the Agreement. Any contracts made by the Vendor with a subcontractor shall include an affirmative statement that the State is an intended third party beneficiary of the Agreement; that the subcontractor has no agreement with the State; and that the State shall be indemnified by the Vendor for any claim presented by the subcontractor. Notwithstanding any other term herein, Vendor shall timely exercise its contractual remedies against any non-performing subcontractor and, when appropriate, substitute another subcontractor.

5) TRAVEL EXPENSES: All travel expenses should be included in the Vendor’s proposed costs.

Separately stated travel expenses will not be reimbursed. In the event that the Vendor, upon specific request in writing by the State, is deemed eligible to be reimbursed for travel expenses arising under the performance of the Agreement, reimbursement will be at the out-of-state rates set forth in N.C.G.S. §138- 6; as amended from time to time. Vendor agrees to use the lowest available airfare not requiring a weekend stay and to use the lowest available rate for rental vehicles. All Vendor incurred travel expenses shall be billed on a monthly basis, shall be supported by receipt and shall be paid by the State within thirty (30) days after invoice approval. Travel expenses exceeding the foregoing rates shall not be paid by the State. The State will reimburse travel allowances only for days on which the Vendor is required to be in North Carolina performing Services under the Agreement.

6) GOVERNMENTAL RESTRICTIONS: In the event any restrictions are imposed by governmental requirements that necessitate alteration of the material, quality, workmanship, or performance of the Deliverables offered prior to delivery thereof, the Vendor shall provide written notification of the necessary alteration(s) to the Agency Contract Administrator. The State reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the Agreement. The State may advise Vendor of any restrictions or changes in specifications required by North Carolina legislation, rule or regulatory authority that require compliance by the State. In such event, Vendor shall use its best efforts to comply with the required restrictions or changes. If compliance cannot be achieved by the date specified by the State, the State may terminate the Agreement and compensate Vendor for sums then due under the Agreement.

7) PROHIBITION AGAINST CONTINGENT FEES AND GRATUITIES: Vendor warrants that it has not paid, and agrees not to pay, any bonus, commission, fee, or gratuity to any employee or official of the State for the purpose of obtaining any Contract or award issued by the State. Vendor further warrants that no commission or other payment has been or will be received from or paid to any third party contingent on the award of any Contract by the State, except as shall have been expressly communicated to the State Purchasing Agent in writing prior to acceptance of the Agreement or award in question. Each individual signing below warrants that he or she is duly authorized by their respective Party to sign the Agreement and bind the Party to the terms and conditions of this RFP. Vendor and their authorized signatory further warrant that no officer or employee of the State has any direct or indirect financial or personal beneficial interest, in the subject matter of the Agreement; obligation or Contract for future award of compensation as an inducement or consideration for making the Agreement. Subsequent discovery by the State of non-compliance with these provisions shall constitute sufficient cause for immediate termination of all outstanding contracts. Violations of this provision may result in debarment of the Vendor(s) as permitted by 9 NCAC 06B..1206, or other provision of law.

8) AVAILABILITY OF FUNDS: Any and all payments to Vendor are expressly contingent upon and subject to the appropriation, allocation and availability of funds to the Agency for the purposes set forth in the Agreement. If the Agreement or any Purchase Order issued hereunder is funded in whole or in part by federal funds, the Agency’s performance and payment shall be subject to and contingent upon the continuing availability of said federal funds for the purposes of the Agreement or Purchase Order. If the term of the Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is expressly contingent upon the appropriation, allocation and availability of funds by the N.C. Legislature for the purposes set forth in this RFP. If funds to effect payment are not available, the Agency will provide written notification to Vendor. If the Agreement is terminated under this paragraph, Vendor agrees to take back any affected Deliverables and software not yet delivered under the Agreement, terminate any Services supplied to the Agency under the Agreement, and relieve the

Agency of any further obligation thereof. The State shall remit payment for Deliverables and Services accepted prior to the date of the aforesaid notice in conformance with the payment terms.

9) ACCEPTANCE PROCESS:

a) The State shall have the obligation to notify Vendor, in writing ten calendar days following provision, performance (under a provided milestone or otherwise as agreed) or delivery of any Services or other Deliverables described in the Agreement that are not acceptable.

b) Acceptance testing is required for all Vendor supplied software and software or platform services unless provided otherwise in the solicitation documents or a Statement of Work. The State may define such processes and procedures as may be necessary or proper, in its opinion and discretion, to ensure compliance with the State’s specifications, and Vendor’s Product Warranties and technical representations. The State shall have the obligation to notify Vendor, in writing and within thirty (30) days following installation of any software deliverable if it is not acceptable.

c) Acceptance of Services or other Deliverables including software or platform services may be controlled by an amendment hereto, or additional terms as agreed by the Parties consistent with IT Project management under GS §143B-1340.

d) The notice of non-acceptance shall specify in reasonable detail the reason(s) a Service or given Deliverable is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for installation and/or testing of Deliverables. Final acceptance is expressly conditioned upon completion of any applicable inspection and testing procedures. Should a Service or Deliverable fail to meet any specifications or acceptance criteria, the State may exercise any and all rights hereunder. Services or Deliverables discovered to be defective or failing to conform to the specifications may be rejected upon initial inspection or at any later time if the defects or errors contained in the Services or Deliverables or non-compliance with the specifications were not reasonably ascertainable upon initial inspection. If the Vendor fails to promptly cure or correct the defect or replace or re-perform the Services or Deliverables, the State reserves the right to cancel the Purchase Order, contract with a different Vendor, and to invoice the original Vendor for any differential in price over the original Contract price.

10) PAYMENT TERMS: Monthly Payment terms are Net 30 days after receipt of correct invoice (with completed timesheets for Vendor personnel) and acceptance of one or more of the Deliverables, under milestones or otherwise as may be provided in Paragraph 9 (Acceptance), or elsewhere in this solicitation, unless a period of more than thirty (30) days is required by the Agency. The Purchasing State Agency is responsible for all payments under the Agreement. No additional charges to the Agency will be permitted based upon, or arising from, the Agency’s use of a Business Procurement Card. The State may exercise any and all rights of Set Off as permitted in Chapter 105A-1 et. seq. of the N.C. General Statutes and applicable Administrative Rules. Upon Vendor’s written request of not less than thirty (30) days and approval by the State or Agency, the Agency may:

a) Forward the Vendor’s payment check(s) directly to any person or entity designated by the Vendor, or

b) Include any person or entity designated in writing by Vendor as a joint payee on the Vendor’s payment check(s), however

c) In no event shall such approval and action obligate the State to anyone other than the Vendor and the Vendor shall remain responsible for fulfillment of all Contract obligations.

11) EQUAL EMPLOYMENT OPPORTUNITY: Vendor shall comply with all Federal and State requirements concerning fair employment and employment of the disabled, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin or physical disability.

12) ADVERTISING/PRESS RELEASE: The Vendor absolutely shall not publicly disseminate any information concerning the Agreement without prior written approval from the State or its Agent. For the purpose of this provision of the Agreement, the Agent is the Purchasing Agency Contract Administrator unless otherwise named in the solicitation documents.

13) LATE DELIVERY: Vendor shall advise the Agency contact person or office immediately upon determining that any Deliverable will not, or may not, be delivered or performed at the time or place specified. Together with such notice, Vendor shall state the projected delivery time and date.