Fixed-Asset Inventory Scanner Solution – 50-2526017

October 9, 2025

OFFER

The Purchasing Agency solicits offers for Services and/or goods described in this solicitation. All offers and responses received shall be treated as Offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION

In compliance with this Request for Proposal (RFP), 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.

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

NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for 360 days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of NCCCS shall affix its signature hereto and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offers, if any, Special terms and conditions specific to this RFP, Specifications of the RFP, the Department of Information Technology Terms and Conditions, and the agreed portion of the awarded Vendor’s Offer. A copy of this acceptance will be forwarded to the awarded Vendor(s).

FOR NCCCS USE ONLY

Offer accepted and contract awarded this date , as indicated on attached certification, by

(Authorized representative of NCCCS).

STATE OF NORTH CAROLINA REQUEST FOR PROPOSAL NO.: 50-2526017

NORTH CAROLINA COMMUNITY COLLEGE

SYSTEM (NCCCS)

Procurement & Auxiliary Services

Contract Name: Fixed-Asset Inventory Scanner Solution

Bid Opening Date: July 20, 2026

Refer ALL inquiries regarding this RFP to:

Grant F. Braley

Director of Procurement & Auxiliary Services

Email: braleyg@nccommunitycolleges.edu

Phone: (919) 807-7199

Issue Date: June 10, 2026

Commodity Code: 801120

Purchasing Agency: NCCCS

Requisition No.: N/A mailto:braleyg@nccommunitycolleges.edu

October 9, 2025

TABLE OF CONTENTS

1.0 ANTICIPATED PROCUREMENT SCHEDULE

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

2.2 AGENCY BACKGROUND

2.3 SUMMARY OF PROBLEM STATEMENT

2.4 CONTRACT TERM

2.5 EFFECTIVE DATE

2.6 CONTRACT TYPE

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.2 SECURITY SPECIFICATIONS

3.3 ENTERPRISE SPECIFICATIONS

3.3.1 ARCHITECTURE DIAGRAMS

3.3.2 SOLUTION ROADMAP

3.3.3 IDENTITY AND ACCESS MANAGEMENT

3.3.4 INTEGRATION APPROACH

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY

3.3.6 DATA MIGRATION

3.3.7 APPLICATION MANAGEMENT

3.3.8 ACCESSIBILITY

3.4 FUNCTIONAL AND TECHNICAL REQUIREMENTS

3.5 SCOPE OF WORK & DELIVERABLES

4.0 COST OF VENDOR’S OFFER

4.1 OFFER COSTS

4.2 PAYMENT SCHEDULE

5.0 EVALUATION

5.1 SOURCE SELECTION

5.2 EVALUATION CRITERIA

5.3 BEST AND FINAL OFFERS (BAFO)

5.4 POSSESSION AND REVIEW

6.0 VENDOR INFORMATION AND INSTRUCTIONS

6.1 GENERAL CONDITIONS OF OFFER

6.2 GENERAL INSTRUCTIONS FOR VENDOR

6.3 INSTRUCTIONS FOR OFFER SUBMISSION

7.0 OTHER REQUIREMENTS AND SPECIAL TERMS

7.1 VENDOR UTILIZATION OF WORKERS OUTSIDE OF U.S

7.2 FINANCIAL STATEMENTS

7.3 FINANCIAL RESOURCES ASSESSMENT, QUALITY ASSURANCE, PERFORMANCE AND RELIABILITY -

RESERVED

7.4 VENDOR’S LICENSE OR SUPPORT AGREEMENTS

7.5 RESELLERS

7.6 DISCLOSURE OF LITIGATION

7.7 CRIMINAL CONVICTION

7.8 SECURITY AND BACKGROUND CHECKS

7.9 ASSURANCES - RESERVED

7.10 CONFIDENTIALITY OF OFFERS

7.11 PROJECT MANAGEMENT - RESERVED

7.12 MEETINGS - RESERVED

7.13 RECYCLING AND SOURCE REDUCTION

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7.14 SPECIAL TERMS AND CONDITIONS - RESERVED

7.15 AGENCY TERMS AND CONDITIONS

ATTACHMENT A: DEFINITIONS

ATTACHMENT B: DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

ATTACHMENT C: DESCRIPTION OF OFFEROR

ATTACHMENT D: COST FORM

ATTACHMENT E: VENDOR CERTIFICATION FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR - DISCLOSURE STATEMENT

ATTACHMENT G: REFERENCES

ATTACHMENT H: FINANCIAL REVIEW FORM

APPENDIX A – DATA FIELD MAPPING TEMPLATES (COLLEAGUE / BANNER)

APPENDIX B – TEST PLAN & UAT SCRIPTS

APPENDIX C – SECURITY QUESTIONNAIRE & EVIDENCE CHECKLIST

APPENDIX D – DEVICE CONFIGURATION PROFILES (SAMPLE)

APPENDIX E – LABELING STANDARDS & TAGGING GUIDANCE (OPTIONAL)

APPENDIX F – PRICING WORKSHEET (EXCEL)

APPENDIX G – SAMPLE ACCEPTANCE FORM

APPENDIX H – SUPPORT RUNBOOKS & ESCALATION MATRIX

APPENDIX QUALITY SCORING CRITERIA

VENDOR RESPONSE CHECKLIST

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1.0 ANTICIPATED PROCUREMENT SCHEDULE

The Agency Procurement Agent will make every effort to adhere to the following schedule:

Action Responsibility Date

RFP Issued Agency June 10, 2026

Written Questions Deadline Potential Vendors July 1, 2026

Agency’s Response to Written Questions/

RFP Addendum Issued

Agency July 8, 2026

Offer Opening Deadline Vendor(s) July 20, 2026

Offer Evaluation Agency July 21-31, 2026

Selection of Finalists Agency July 28, 2026

Oral Presentations and/or Product Demonstrations by Finalists

Selected Vendors August 3-7, 2026

Negotiations with Finalists Agency designees and selected Vendor(s)

August 10-21, 2026

Best and Final Offers Deadline from Finalists Selected Vendors August 28, 2028

Contract Award Agency September 14, 2026

Protest Deadline Responding Vendors 15 days after award

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The purpose of this RFP is to establish contracts with qualified Vendors to furnish, deliver, implement, and support a

Fixed-Asset Inventory Scanner Solution including hardware, software and services for the North Carolina Community

College System Office (“System Office”) on behalf of NCCCS and fifty-eight (58) North Carolina Community Colleges

(hereinafter individually known as the “Entity” and collectively known as the “Entities”) as needed for their individual college.

The solution is intended to support System Office–level administration, configuration, and governance, while enabling downstream adoption and operation by individual colleges under a unified technical, security, and data framework.

2.2 AGENCY BACKGROUND

The North Carolina Community College System Office (NCCCS) provides centralized leadership, policy direction, and administrative support for the 58 community colleges across the state. Within the System Office, the Division of Business

& Finance oversees financial operations, compliance, and statewide procurement activities.

The Procurement & Auxiliary Services section manages competitive solicitations, contracts, and auxiliary operations for the System Office and facilitates systemwide purchasing initiatives that support all colleges. This RFP Lite is issued by

Procurement & Auxiliary Services to procure a modern Fixed-Asset Inventory Scanner Solution that will replace outdated equipment and support both current Colleague and future Banner ERP environments.

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2.3 SUMMARY OF PROBLEM STATEMENT

The solution will replace legacy Motorola MC55A handheld scanners running Windows Mobile OS and Mobile Asset

Counter (MAC) software, mitigate security risks associated with outdated and unsupported devices and software, and provide modern, secure, supportable scanning devices and software compatible with Ellucian Colleague and Ellucian

Banner ERP systems for asset inventory data capture and upload during operations and Banner transition phases.

a) Some colleges currently operate legacy handhelds and MAC software; replacement units are scarce and typically refurbished.

b) The North Carolina Community College System (NCCCS) is migrating financial systems from Ellucian

Colleague to Ellucian Banner in phased and non-uniform stages across fifty-eight (58) community colleges.

The proposed Fixed Asset Inventory Scanner Solution shall fully support Ellucian Colleague and Ellucian

Banner concurrently and independently, including asset data extraction, scanning, validation, reconciliation, and posting.

The solution shall support indefinite, concurrent dual-ERP operations and shall not rely on assumptions regarding transition completion timelines. The Vendor shall not require re-licensing, re-implementation, re-configuration, or architectural changes to support either ERP at any point during the contract term.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award. The term shall be four (4) years 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 the Agreement for two (2) additional one-year periods at its sole discretion.

2.5 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.

2.6 CONTRACT TYPE

Indefinite Quantity Agency Specific Contract – Pursuant to 9 NCAC 6B.0701, this solicitation will establish an indefinite quantity agency specific contract between a Vendor and the State. The quantity of Goods or Services that may be used by the State is undetermined. An estimated quantity based on history or other means may be used as a guide but shall not be a representation by the State of any anticipated purchase volume under any contract made pursuant to this solicitation.

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

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3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.1.1 REQUIREMENTS

Requirement means, as used herein, a function, feature, or performance that the System must provide. If the offer cannot meet the requirements, they will not be evaluated.

3.1.2 SPECIFICATIONS

Specification means, as used herein, a detailed description that documents the function and performance of a system or system component.

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the State, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute Services, products, goods or other

Deliverables. Alternate or substitute Services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the State; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the State that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

3.1.3 SITE AND SYSTEM PREPARATION

Vendors shall provide the Purchasing State Agency complete site requirement specifications for the

Deliverables, if any. These specifications shall ensure that the Deliverables to be installed or implemented shall operate properly and efficiently within the site and system environment. Any alterations or modification in site preparation, which are directly attributable to incomplete or erroneous specifications provided by the Vendor and which would involve additional expenses to the State, shall be made at the expense of the Vendor.

3.1.4 EQUIVALENT ITEMS

Whenever a material, article or piece of equipment is identified in the specification(s) by reference to a manufacturer’s or Vendor’s name, trade name, catalog number or similar identifier, it is intended to establish a standard for determining substantial conformity during evaluation, unless otherwise specifically stated as a brand specific requirement (no substitute items will be allowed). Any material, article or piece of equipment of other manufacturers or Vendors shall perform to the standard of the item named. Equivalent offers must be accompanied by sufficient descriptive literature and/or specifications to provide for detailed comparison.

3.1.5 ENTERPRISE LICENSING

In offering the best value to the State, Vendors are encouraged to leverage the State’s existing resources and license agreements, which can be viewed at NCDIT Statewide IT Contracts.

a) Identify components or products that are needed for your solution that may not be available with the

State’s existing license agreement.

b) Identify and explain any components that are missing from the State’s existing license agreement.

c) If the Vendor can provide a more cost effective licensing agreement, please explain in detail the agreement and how it would benefit the State.

https://it.nc.gov/resources/statewide-it-procurement/statewide-it-contracts

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3.2 SECURITY SPECIFICATIONS

3.2.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE

Vendors shall provide a completed Vendor Readiness Assessment Report State Hosted Solutions (“VRAR”) at offer submission. This report is located at the following website: Vendor Readiness Assessment Report.

The Fixed Asset Inventory System Solution will be required to receive and securely manage data that is classified as Department Critical, High Risk. Refer to the North Carolina Statewide Data Classification and

Handling policy for more information regarding this data classification. The policy is located at the following website: Statewide Information Security Policies.

To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls.

3.2.2 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE

The Fixed Asset Inventory System Solution will be required to receive and securely manage data that is classified as Department Critical, High Risk. Refer to the North Carolina Statewide Data Classification and

Handling policy for more information regarding data classification. The policy is located at the following website:

Statewide Information Security Policies.

To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls. This requirement additionally applies to all Vendor-provided, agency-managed Infrastructure as a Service (IaaS), Platform as a

Service (PaaS), and Software as a Service (SaaS) solutions which will handle data classified as Medium Risk

(Restricted) or High Risk (Highly Restricted) data.

a) Vendors shall provide a completed Vendor Readiness Assessment Report Non-State Hosted

Solutions (“VRAR”) at offer submission. This report is located at the following website: Vendor

Readiness Assessment Report.

b) Upon request, Vendors shall provide a current independent 3rd party assessment report in accordance with the following subparagraphs (i)-(iii) prior to contract award. However, Vendors are encouraged to provide a current independent 3rd party assessment report in accordance with subparagraphs (i)-(iii) at the time of offer submission.

i. Federal Risk and Authorization Management Program (FedRAMP) certification, SOC 2 Type

2, ISO 27001, or HITRUST are the preferred assessment reports for any Vendor solutions which will handle data classified as Medium Risk (Restricted) or High Risk (Highly Restricted).

ii. A Vendor that cannot provide a preferred independent 3rd party assessment report as described above may submit an alternative assessment, such as a SOC 2 Type 1 assessment report. The Vendor shall provide an explanation for submitting the alternative assessment report. If awarded this contract, a Vendor who submits an alternative assessment report shall submit one of the preferred assessment reports no later than 365 days of the Effective Date of the contract. Timely submission of this preferred assessment report shall be a material requirement of the contract.

iii. An IaaS vendor cannot provide a certification or assessment report for a SaaS provider

UNLESS permitted by the terms of a written agreement between the two vendors and the scope of the IaaS certification or assessment report clearly includes the SaaS solution.

c) Additional Security Documentation. Prior to contract award, the State may in its discretion require the

Vendor to provide additional security documentation, including but not limited to vulnerability assessment reports and penetration test reports. The awarded Vendor shall provide such additional security documentation upon request by the State during the term of the contract.

https://it.nc.gov/documents/vendor-readiness-assessment-report https://it.nc.gov/programs/cybersecurity-risk-management/esrmo-initiatives/statewide-information-security-policies https://it.nc.gov/programs/cybersecurity-risk-management/esrmo-initiatives/statewide-information-security-policies https://it.nc.gov/documents/vendor-readiness-assessment-report https://it.nc.gov/documents/vendor-readiness-assessment-report

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3.3 ENTERPRISE SPECIFICATIONS

3.3.1 ARCHITECTURE DIAGRAMS

The two diagrams are Network Architecture and Technology Stack. The State utilizes architectural diagrams to better understand the design and technologies of a proposed solution. Details on these diagrams can be found at the following link: Vendor Engagement Resources - Architecture.

The provision of these two diagrams is a requirement at offer submission. If they are not supplied at that time, the Vendor’s offer will be considered non-responsive and will not be evaluated.

There may be additional architectural diagrams requested of the vendor after contract award. This will be communicated to the vendor by the agency as needed during the project.

3.3.2 SOLUTION ROADMAP

A Solution Roadmap defines the vision and strategic elements of the solution. The Solution Roadmap is a plan of action for how a Solution will evolve over time. The minimum content should include:

• Vision for the solution

• High-level functionality expected for each solution release into production environment

• High-level timeline

• Description of how customer feedback is collected and incorporated into solution enhancements

Describe the solution roadmap for your product. Include content on release strategies for functionality, roadmap for technical architecture, how scalability of solution is planned.

3.3.3 IDENTITY AND ACCESS MANAGEMENT

The proposed solution must externalize identity and access management. The protocols describing the State’s

Identity and Access Management can be found at the following link: Vendor Engagement Resources - Identity

& Access Management.

Describe how your solution supports the above protocols, as well as making them available for application integration/consumption.

3.3.4 INTEGRATION APPROACH

Describe proposed solution capabilities to interoperate with other solutions. Identify the standards supported, integrations platforms, adaptors, APIs, and the like.

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY

Describe the proposed solution capabilities related to the following areas:

Disaster Recovery Plan (DRP) – describe how proposed solution supports Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO) metrics.

System Backup – describe backup plan capabilities.

Disaster Recovery Testing – describe the frequency and test procedures for end-to-end disaster recovery testing. Business Continuity Plan (BCP) – describe capabilities proposed solution can provide in support of agency’s continuity of operations and incident responses.

3.3.6 DATA MIGRATION

Describe approaches available for data conversion and/or data migration to load current data into proposed solution.

3.3.7 APPLICATION MANAGEMENT

Describe how the proposed solution monitors and reports the metrics on system performance.

Describe how the proposed solution manages user administration.

Describe the audit capabilities of proposed solution related to management of the application.

https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192 https://it.nc.gov/services/vendor-engagement-resources#Tab-IdentityAccessManagement-1241 https://it.nc.gov/services/vendor-engagement-resources#Tab-IdentityAccessManagement-1241

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3.3.8 ACCESSIBILITY

Describe how the proposed solution complies with industry accessibility standards.

Provide product documentation that demonstrates how the proposed solution is digitally accessible or if not fully accessible, provide the roadmap with timeline for remediation.

Standards include:

• W3C Web Accessibility Initiative - Web Content Accessibility Guidelines (WCAG) 2.1

• GSA Section 508

• Voluntary Product Accessibility Template (VPAT®)

ENTERPRISE, SERVICES, AND STANDARDS

Vendors should refer to the Vendor Resources Page for information on North Carolina Department of

Information Technology regarding architecture, security, strategy, data, digital, identity and access management and other general information on doing business with state IT process.

The Vendor Resources Page found at the following link: Vendor Engagement Resources. This site provides vendors with statewide information and links referenced throughout the RFP document. Agencies may request additional information.

3.4 FUNCTIONAL AND TECHNICAL REQUIREMENTS

3.4.1 FUNCTIONAL REQUIREMENTS

3.4.1.1 SCANNING & INVENTORY

a) Support Section 3.5.2 Deliverables 1 and 2 barcodes (e.g., Code 128, Code 39, QR).

b) Fast scan throughput; configurable feedback; validation prompts.

c) Asset lookup, field edits per role, condition/status updates, location confirmation, comments.

d) Offline mode with queued transactions and conflict resolution upon sync.

e) Batch mode and real‑time mode; asset reconciliation (found/not found, retired, transferred).

f) Capture GPS, timestamp, and user ID (if enabled and approved).

g) Photo capture where hardware supports camera.

h) Configurable forms/fields and validation rules (Entity‑specific).

i) The solution shall provide standard audit and reconciliation reports, including but not limited to:

• Assets scanned vs. expected

• Missing or unverified assets

• Location discrepancies

• Status changes

• Inventory completion certification by Entity

3.4.1.2 DATA MANAGEMENT & INTEGRATION

a) The solution shall provide fully supported, production-grade integration with:

• Ellucian Colleague ERP; and

• Ellucian Banner ERP, including the Banner Single Tenant Platform (STP) operating in a

Multi-Entity Processing (MEP) environment.

b) The solution shall support concurrent, parallel operation with Ellucian Colleague and Ellucian

Banner during extended transition periods. The Vendor shall demonstrate prior experience operating a fixed-asset inventory solution in a concurrent, parallel ERP environment, where multiple client organizations remained on different ERP platforms.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.w3.org%2FTR%2FWCAG21%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463390497%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=e02p3b8aB5KB1xe2s6LB3ksZyRtoo09MCHTXDzO5E6Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463398992%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pzgUTV7chyDcngdl6SvQJ3tAIz7RLJvSY02jf8A4SRg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.itic.org%2Fpolicy%2Faccessibility%2Fvpat&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463405831%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=5PxuYxDYvzebQ0oJ4qLv%2BXmBS25YhqJa3ms9L3r8c8c%3D&reserved=0 https://it.nc.gov/vendor-engagement-resources

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c) The solution shall enforce strict logical segregation of Entity data, such that each community college Entity may only access, view, modify, or transmit its own asset records.

d) Role-based access controls shall be enforced at the Entity level and aligned with ERP security models.

e) Explicit exclusion language that vendors cannot “meet the requirement by explanation.”

f) Integration shall comply with NCDIT security architecture standards, including encryption in transit, authentication controls, logging, and auditability.

g) For avoidance of doubt, extract–review–re-upload processes, spreadsheet-based workflows, manual data transformation, or any process requiring human intervention between scan capture and ERP ingestion shall not satisfy the integration requirements of this RFP.

h) Integration shall be system-to-system, automated, and repeatable.

3.4.1.3 ADMINISTRATION & ROLES

a) Administrative functions shall support centralized oversight by the System Office, with

Entity-level delegation that allows colleges to operate independently within System-defined controls.

b) Role‑based access (administrator, supervisor, auditor, scanner user).

c) Passwords/SSO and MFA where feasible.

d) Entity‑level tenancy or partitioning to segregate data.

e) Configurable retention and archival per State policies.

3.4.1.4 USABILITY

a) Intuitive UI; hotkeys; large‑font modes; accessibility features.

b) Multi‑language capability (preferred).

c) Guided workflows for cycle counts, spot audits, re‑tags, new acquisitions.

3.4.2 TECHNICAL REQUIREMENTS

3.4.2.1 HARDWARE (HANDHELD SCANNERS)

a) OS: Modern, supported Android Enterprise (preferred) or equivalent with 5+ years security update roadmap.

b) CPU/RAM/Storage sufficient for responsive scanning and caching (min. 3GB RAM/32GB storage).

c) Display: Sunlight‑readable, glove‑friendly touch.

d) Scan Engine: Industrial‑grade 1D/2D with motion tolerance and low‑contrast reading.

e) Connectivity: Dual‑band Wi‑Fi (802.11ac/ax), WPA2/WPA3 enterprise auth; optional LTE;

Bluetooth 5.x.

f) Ruggedization: MIL‑STD drop; IP65+ ingress protection.

g) Battery: User‑replaceable; 10+ hours typical shift; battery health monitoring.

h) Peripherals: Chargers, cradles, holsters, stylus, screen protectors.

i) Security: Device encryption, kiosk/lock‑down, EMM/MDM compatibility (e.g., Intune).

j) Warranty: Minimum 3 years with advanced exchange option; accidental damage plans

(optional).

k) Consumer-grade smartphones or tablets shall not be considered equivalent to ruggedized handheld scanners for purposes of meeting minimum hardware requirements.

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l) If mobile phone–based scanning is proposed as an optional supplement, it shall be clearly identified as such and shall not replace the requirement for enterprise-grade scanning hardware.

3.4.2.2 CRYPTOGRAPHIC SECURITY REQUIREMENTS

a) Wireless/network modules must use FIPS 140‑2 or FIPS 140‑3 validated cryptographic modules where required by Federal or State of North Carolina policy.

b) Devices must support operating in FIPS‑validated mode when configured by NCCCS administrators.

c) Vendors must provide certificate numbers for all FIPS‑validated modules or disclose inherited

OS‑level FIPS validation (e.g., Android Enterprise).

d) Any non‑FIPS cryptographic functions must be documented with compensating controls.

3.4.2.3 SOFTWARE/MIDDLEWARE

a) Mobile App: Android‑compatible; vetted on rugged devices from leading manufacturers.

b) Middleware/Connector: Secure transfer; supports SFTP/HTTPS/TLS 1.2+; CSV/XML/JSON and/or API.

c) Hosting: On‑premises or SaaS; must meet Section 2A/2B Terms and Conditions.

d) Security: Encryption in transit and at rest for sensitive data; role‑based access; logging; least privilege.

e) Patch/Update: Controlled releases; changelogs; rollback strategy.

f) Scalability: Multi‑Entity deployments; per‑Entity configuration and data segregation.

3.4.2.4 INTEGRATION SPECIFICS

a) Ellucian Colleague Integration: The Vendor shall provide data dictionaries, file layouts, field mappings, interface definitions, and documented import/export procedures. Successful ingestion of test inventory transactions shall be demonstrated during System Integration Testing

(SIT) and User Acceptance Testing (UAT).

b) Ellucian Banner Integration: The Vendor shall provide equivalent artifacts and demonstrations for Banner, including STP-MEP-compliant routing and Entity isolation.

c) Error Handling: The solution shall quarantine failed transactions, generate descriptive error messages, support retry logic, and provide administrative alerts.

d) Interfaces: Integration shall support secure SFTP and/or REST-based APIs using TLS 1.2 or higher.

e) Concurrent Dual-ERP Operation: The solution shall support simultaneous operation with

Ellucian Colleague and Ellucian Banner across multiple Entities for an undefined duration without degradation of functionality or support.

3.5 SCOPE OF WORK & DELIVERABLES

3.5.1 SCOPE OF WORK

a) Hardware: Rugged, enterprise-grade handheld asset inventory scanning devices running Android

Enterprise (preferred) or equivalent supported operating system, with:

• Long battery life suitable for full inventory shifts

• Enterprise-grade Wi-Fi connectivity

• A supported accessory ecosystem (chargers, cradles, holsters, batteries, and protective accessories)

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b) Software: Asset scanning application and middleware enabling offline/online data collection, validation, reconciliation, secure transfer, and upload into Ellucian Colleague and Ellucian Banner.

c) Integration: Pre-built or configurable integration connectors and processes shall be provided for both

Ellucian Colleague and Ellucian Banner, aligned with NCCCS data models and capable of concurrent multi-Entity deployment without custom development per college.

d) Services: Implementation, configuration, testing, training, documentation, project management, cutover support, ongoing maintenance/support per SLAs.

e) Security & Compliance: Controls consistent with NCDIT policies, North Carolina statutes, and the

Terms and Conditions provided in Section 7.0 replacement.

f) Support: Warranty, break/fix, software updates/upgrades, help desk with defined response/restore targets.

g) Scalability: Contract enabling Entity‑level participation, incremental ordering, and tiered pricing options.

3.5.2 DELIVERABLES

a) Hardware Units: Quantity by Entity as ordered, with accessories and spares.

b) Software Licenses/Subscriptions: Device/user licenses, middleware/connectors.

c) Configuration & Integration: Environment setup, connector configuration (Colleague/Banner), data mapping, import/export templates.

d) Documentation: Admin guide, user guide, installation/configuration manual, data interface specs, file layout definitions, role matrix, SOPs, quick reference cards.

e) Training: Train‑the‑Trainer for System Office; role‑based sessions for Entities; recordings and materials.

f) Testing & Acceptance Artifacts: Test plans, scripts, UAT results, issue logs, sign‑offs.

g) Support & Maintenance: SLA coverage, escalation paths, patch notes, release notes, service reporting.

h) Project Management: Project plan, timeline, risk/issue logs, status reports, cutover plan.

i) Transition Artifacts: Legacy migration procedures from MAC/MC55A, asset tag schema crosswalks, data validation reports.

j) Audit and reconciliation reporting templates suitable for annual certification, internal controls testing, and State audit review.

4.0 COST OF VENDOR’S OFFER

4.1 OFFER COSTS

The Vendor must list, itemize, and describe any applicable offer costs in ATTACHMENT D: COST FORM.

4.2 PAYMENT SCHEDULE

The Vendor shall propose its itemized payment schedule based on the content of its offer. All payments must be based upon acceptance of one or more Deliverables.

5.0 EVALUATION

5.1 SOURCE SELECTION

A trade-off/ranking method of source selection will be utilized in this procurement to allow the State to award this RFP 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

October 9, 2025 references in an answer to another location in the RFP materials 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 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.

d) 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.

5.2 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) Technical Fit (hardware capabilities, software features, ERP integration quality).

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

3) Security & Compliance (alignment with clauses provided and NCDIT expectations).

4) Implementation Plan (timeline, risk management, training approach).

5) Support & SLA (responsiveness, uptime, credits, reporting).

6) Total Cost of Ownership (hardware, software, services, maintenance over 5 years).

7) Scalability & Flexibility (multi‑Entity partitioning, configurability).

8) Vendor Experience (references, ERP integration track record).

9) Value‑Adds (analytics, EMM integration, accessories ecosystem, sustainability/disposal guidance).

10) Risks associated with Vendor’s offer which include Vendor errata and exceptions

5.3 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.

5.4 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.

October 9, 2025

6.0 VENDOR INFORMATION AND INSTRUCTIONS

6.1 GENERAL CONDITIONS OF OFFER

6.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all specifications, requirements and the State’s intent as specified herein. If a Vendor discovers an inconsistency, error or omission in this solicitation, the Vendor should request a clarification from the State’s contact person.

The Vendor will be responsible for investigating and recommending the most effective and efficient solution.

Consideration shall be given to the stability of the proposed configuration and the future direction of technology, confirming to the best of its ability that the recommended approach is not short lived. Several approaches may exist for hardware configurations, other products and any software. The Vendor must provide a justification for their proposed hardware, product and software solution(s) along with costs thereof. Vendors are encouraged to present explanations of benefits and merits of their proposed solutions together with any accompanying

Services, maintenance, warranties, value added Services or other criteria identified herein.

6.1.2 RIGHTS RESERVED

While the State has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the State of North Carolina, or the procuring Agency, to award a contract. Upon determining that any of the following would be in its best interests, the State may:

a) waive any formality;

b) amend the solicitation;

c) cancel or terminate this RFP;

d) reject any or all offers received in response to this RFP;

e) waive any undesirable, inconsequential, or inconsistent provisions of this RFP;

f) if the response to this solicitation demonstrate a lack of competition, negotiate directly with one or more Vendors;

g) not award, or if awarded, terminate any contract if the State determines adequate State funds are not available; or

h) if all offers are found non-responsive, determine whether Waiver of Competition criteria may be satisfied, and if so, negotiate with one or more known sources of supply.

6.1.3 SOLICITATION AMENDMENTS OR REVISIONS

Any and all amendments or revisions to this document shall be made by written addendum from the Agency

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

6.1.4 ORAL EXPLANATIONS

The State will not be bound by oral explanations or instructions given at any time during the bidding process or after award. Vendor contact regarding this RFP with anyone other than the State’s contact person may be grounds for rejection of said Vendor’s offer. Agency contact regarding this RFP with any Vendor may be grounds for cancellation of this RFP.

6.1.5 E-PROCUREMENT

This is an E-Procurement solicitation. See ATTACHMENT B, paragraph #38 of the attached North Carolina

Department of Information Technology Terms and Conditions.

The Terms and Conditions made part of this solicitation contain language necessary for the implementation of

North Carolina’s statewide E-Procurement initiative. It is the Vendor’s responsibility to read these terms and

October 9, 2025 conditions carefully and to consider them in preparing the offer. By signature, the Vendor acknowledges acceptance of all terms and conditions including those related to E-Procurement.

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, the Vendor must register in NC E-Procurement @ Your Service at the following website: https://evp.nc.gov.

c) As of the RFP 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

RFP.

6.1.6 ELECTRONIC VENDOR PORTAL (EVP)

The State has implemented the electronic Vendor Portal (eVP) that allow the public to retrieve award notices and information on the Internet at https://evp.nc.gov. https://www.ips.state.nc.us/ips/ Results may be found by searching by Solicitation Number or agency name. This information may not be available for several weeks dependent upon the complexity of the acquisition and the length of time to complete the evaluation process.

6.1.7 PROTEST PROCEDURES

Protests of awards exceeding $25,000 in value must be submitted to the issuing Agency at the address given on the first page of this document. Protests must be received in the purchasing agency’s office within fifteen

(15) calendar days from the date of this RFP award and provide specific reasons and any supporting documentation for the protest. All protests are governed by Title 9, Department of Information Technology

(formerly Office of Information Technology Services), Subchapter 06B Sections .1101 - .1121.

6.2 GENERAL INSTRUCTIONS FOR VENDOR

6.2.1 SITE VISIT OR PRE-OFFER CONFERENCE - RESERVED

6.2.2 QUESTIONS CONCERNING THE RFP

All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact person listed on Page One of this solicitation via the Ariba Sourcing Tool’s message board. 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 July 1, 2026 at 2: 00 PM Eastern Time.

They must be submitted to the contact person listed on Page One of this Solicitation via braleyg@nccommunitycolleges.edu Please enter “Questions Solicitation 50-2526017” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number

6.2.3 ADDENDUM TO RFP

If a pre-offer conference is held or written questions are received prior to the submission date, an addendum comprising questions submitted and responses to such questions, or any additional terms deemed necessary by the State shall become an Addendum to this RFP and provided via the State’s Ariba Sourcing Tool. Vendors’ questions posed orally at any pre-offer conference must be reduced to writing by the Vendor and provided to the Purchasing Officer as directed by said Officer. Oral answers are not binding on the State.

Critical updated information may be included in these Addenda. It is important that all Vendors bidding on this

RFP periodically check the State’s Sourcing Tool for all Addenda that may be issued prior to the offer opening date.

http://eprocurement.nc.gov/ https://evp.nc.gov./ https://evp.nc.gov/ https://www.ips.state.nc.us/ips/ mailto:braleyg@nccommunitycolleges.edu

October 9, 2025

6.2.4 COSTS RELATED TO OFFER SUBMISSION

Costs for developing and delivering responses to this RFP and any subsequent presentations of the offer as requested by the State are entirely the responsibility of the Vendor. The State is not liable for any expense incurred by the Vendors in the preparation and presentation of their offers.

All materials submitted in response to this RFP become the property of the State and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the State and the Vendor resulting from this RFP process.

6.2.5 VENDOR ERRATA AND EXCEPTIONS

Any errata or exceptions to the State’s requirements and specifications may be presented on a separate page labeled “Exceptions to Requirements and Specifications”. Include references to the corresponding requirements and specifications of the Solicitation. Any deviations shall be explained in detail. The Vendor shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable. Offers of alternative or non-equivalent goods or services may be rejected if not found substantially conforming; and if offered, must be supported by independent documentary verification that the offer substantially conforms to the specified goods or services specification. If a vendor materially deviates from RFP requirements or specifications, its offer may be determined to be non-responsive by the State.

Offers conditioned upon acceptance of Vendor Errata or Exceptions may be determined to be non-responsive by the State.

6.2.6 ALTERNATE OFFERS

The Vendor may submit alternate offers for various levels of service(s) or products meeting specifications.

Alternate offers must specifically identify the RFP specifications and advantage(s) addressed by the alternate offer. Any alternate offers must be clearly marked with the legend as shown herein. Each offer must be for a specific set of Services or products and offer at specific pricing. If a Vendor chooses to respond with various service or product offerings, each must be an offer with a different price and a separate RFP offer. Vendors may also provide multiple offers for software or systems coupled with support and maintenance options, provided, however, all offers must satisfy the specifications.

Alternate offers must be submitted in a separate document and clearly marked “Alternate Offer for ‘name of

Vendor’” and numbered sequentially with the first offer if separate offers are submitted.

6.2.7 MODIFICATIONS TO OFFER

An offer may not be unilaterally modified by the Vendor.

6.2.8 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 specification 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.

6.2.9 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”, October 9, 2025

• “The 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

6.2.10 VENDOR REGISTRATION WITH THE SECRETARY OF STATE

Vendors do not have to be registered with the NC Secretary of State to submit an offer; however, in order to receive an award/contract with the State, they must be registered. Registration can be completed at the following website: https://www.sosnc.gov/Guides/launching_a_business

6.2.11 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.

6.3 INSTRUCTIONS FOR OFFER SUBMISSION

6.3.1 GENERAL INSTRUCTIONS FOR OFFER

Vendors are strongly encouraged to adhere to the following general instructions in order to bring clarity and order to the offer and subsequent evaluation process:

a) Organize the offer in the exact order in which the specifications are presented in the RFP. The Execution page of this RFP must be placed at the front of the Proposal. Each page should be numbered. The offer should contain a table of contents, which cross-references the RFP specification and the specific page of the response in the Vendor's offer.

b) Provide complete and comprehensive responses with a corresponding emphasis on being concise and clear. Elaborate offers in the form of brochures or other presentations beyond that necessary to present a complete and effective offer are not desired.

c) Clearly state your understanding of the problem(s) presented by this RFP including your proposed solution’s ability to meet the specifications, including capabilities, features, and limitations, as described herein, and provide a cost offer.

d) Supply all relevant and material information relating to the Vendor’s organization,…