RFP 30-2025-037-DHB _ Contract Lifecycle Management System.pdf

Page 1 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

STATE OF NORTH CAROLINA

Department of Health and Human Services

Division of Health Benefits

Request for Proposal #30-2025-037-DHB

Contract Lifecycle Management System

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Request for Proposal

#30-2025-037-DHB

For internal State agency processing, please provide your company’s Federal Employer Identification Number or alternate identification number (e.g., Social Security Number). Pursuant to North Carolina General Statute 132-1.10(b) this identification number shall not be released to the public. This page will be redacted before the procurement file is made available for public inspection.

This page is to be filled out and returned with your Proposal.

ID Number:

Federal ID Number or Social Security Number

Offeror Name

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FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 20____, by

(Authorized Representative of NC Department of Health and Human Services)

EXECUTION

In compliance with this Request for Proposal (RFP), and subject to all the conditions herein, the undersigned Offeror offers and agrees to furnish and deliver any or all services proposed, at the cost proposed and within the time specified herein. By executing this proposal, the Offeror confirms it has read, understands, and will comply with all specifications and requirements in the RFP and any addenda in the event of contract award. By executing this proposal, the undersigned Offeror certifies that this proposal is submitted competitively and without collusion (N.C. Gen. Stat. § 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (N.C. Gen. Stat. § 143-59.2), and that it is not an ineligible Contractor as set forth in N.C. Gen. Stat. § 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the undersigned certifies to the best of Offeror’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by N.C. Gen. Stat. § 143-48.5, the undersigned Offeror certifies that it, and each of its subcontractors, for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the Federal E-Verify system. N.C. Gen. Stat. § 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By executing this proposal, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Failure to execute/sign proposal prior to submission shall render proposal invalid and it WILL BE REJECTED. Late proposals will not be accepted.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF OFFEROR: FAX NUMBER:

OFFEROR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Offer valid for at least 240 calendar days from date of proposal opening unless extended by the State in writing. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF RESPONSE

If any or all parts of this proposal are accepted by the State of North Carolina, an authorized representative of the Department of Health and Human Services shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Offeror’s proposal, and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Offeror.

Department of Health and Human Services

Refer ALL Inquiries regarding this RFP to:

Michael.c.brown@dhhs.nc.gov Kevin.barlage@dhhs.nc.gov Medicaid.Procurement@dhhs.nc.gov

Request for Proposal # 30-2025-037-DHB

Date RFP Issued/Posted: August 19, 2026

Date RFP Submissions due to the Department: at 2:00 p.m. EST

Proposals will be opened: October 23, 2026

Contract Type: Open Market

Commodity Number: 811620 - Cloud-based software as a service

Description: Contract Lifecycle Management System Solution Using Agency: Department of Health and Human Services, Division of Health Benefits Requisition No.: N/A mailto:Michael.c.brown@dhhs.nc.gov mailto:Kevin.barlage@dhhs.nc.gov mailto:Medicaid.Procurement@dhhs.nc.gov

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Table of Contents

1.0 General Procurement Information and Notice to Offerors

1.1 Important Notices

1.2 Procurement Information

1.3 Request for Proposal Functionality and Related Notices

1.4 Schedule and Important Events

2.0 Purpose of RFP

2.1 Introduction

2.2 Contract Term

2.3 Contract Type

2.4 Agency Background

3.0 RFP Requirements and Specifications

3.1 Scope Of Work

3.2 General Requirements and Specifications

3.3 Security Specifications

3.4 Enterprise Specifications

3.5 Business and Technical Requirements

3.6 Business and Technical Specifications

3.7 Option Requirements and Specifications

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

5.5 Competitive Range

5.6 Solution Demonstrations

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

7.4 Vendor’s License or Support Agreements

7.5 Resellers - Reserved

7.6 Disclosure Of Litigation

7.7 Criminal Conviction

7.8 Security and Background Checks

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7.9 Assurances

7.10 Confidentiality of offers

7.11 Project Management

7.12 Meetings

7.13 Recycling and Source Reduction - Reserved

7.14 Special Terms And Conditions

7.15 Technical Operations

7.16 Help Center

7.17 Testing

Attachment A: Definitions Attachment B: Department of Information Technology Terms and Conditions

Section 1: General Terms and Conditions Applicable to All Purchases Section 2: Terms and Conditions Applicable to Information Technology Goods and Services Section 3: Terms and Conditions Applicable to Personnel and Personal Services Section 4: Software as a Service (SaaS) Terms and Conditions

Attachment C: Agency Terms and Conditions Section 1: DHHS Department of Health Benefits (DHB) Section 2: DHHS Privacy and Security Office (PSO) Section 3: NCDHHS Development of Artificial Intelligence Systems

Attachment D: Description of Offeror Attachment E: Cost Form Attachment F: Vendor Certification Form Attachment G: Location of Workers Utilized by Vendor – Disclosure Statement Attachment H: Vendor References/Past Performance Attachment I: Financial Review Form Attachment J: Enterprise Architecture Attachment K: Vendor Key Personnel Attachment L: Service Level Agreements Attachment M: Contract Administrators Attachment N: Deliverables And Milestones Schedule Attachment O: Business Continuity Plan Attachment P: Disaster Recovery Plan Attachment Q: State Certifications Attachment R: Federal Certifications and Disclosures Attachment S: Business Associate Agreement Attachment T: Technical / Management Proposal Attachment U: Conceptual Architectural Diagrams Attachment V: Medicaid Integration Services Core Capabilities Attachment W: Work Products Attachment X: Request for Proposed Modifications to The Terms and Conditions Attachment Y: Minimum Qualifications Attachment Z: Subcontractor Identification Form Attachment AA: Acquisition Lifecycle Reports Attachment AB: Interfaces – RESERVED Attachment AC: GenAI Disclosure and Fact Sheet

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1.0 GENERAL PROCUREMENT INFORMATION AND NOTICE TO OFFERORS

1.1 IMPORTANT NOTICES

Offerors are Cautioned to Read Carefully

1.1.1 READ, REVIEW, AND COMPLY

It shall be the Offeror’s responsibility to read this entire document, review all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to Offerors or elsewhere in this RFP document.

1.1.2 EXECUTION OF PROPOSAL

Failure to sign the Execution Page in the indicated space and return all attachments, tables, charts, exhibits, diagrams, and appendices completed and signed where required shall render the proposal non-responsive.

1.1.3 RESULTING CONTRACT

Under the State’s procurement process, any contract resulting from this RFP will consist of the RFP and the Offeror’s response, along with any addenda to the RFP, written Clarifications, System Demonstration, Best and Final Offers (BAFO), and negotiation documents. The Contractor will be obligated to perform services as proposed in its offer, unless otherwise modified by Clarification, BAFO, negotiation, or Contract amendment, or superseded by a document with higher order of precedence. See Attachment C: Agency Terms and Conditions, Section 1, Paragraph 14 Entire Agreement and Order of Precedence, of this document for more information and the order of precedence of the contract documents. See section 1.3 Request for Proposal Functionality and Related Notices in this section for more information on the RFP, changes in specifications, and instructions regarding modifications to the terms and conditions.

1.1.4 POTENTIAL NEGOTIATIONS

The Department reserves the right to enter into negotiations with one or more Offerors to establish a contract that is in the best interest of the Department. Negotiations are specific to each Offer and shall be conducted to maximize the State's ability to obtain the most advantageous offer based on the evaluation factors set forth in the RFP. Such negotiations are at the Department’s sole discretion and may result in modifications to the RFP and/or Offeror’s proposal/response to the RFP.

1.1.5 EVENTS AND DEADLINES

a. Pre-proposal Conference will be hosted by the Department on the date and time indicated in the RFP Schedule in Section 1.4.1.

b. Questions concerning this RFP must be submitted in writing by the date and time indicated in the RFP Schedule in Section 1.4.1.

c. Submission of Proposals will be accepted until the date and time indicated in the RFP Schedule in Section 1.4.1.

1.2 PROCUREMENT INFORMATION

1.2.1 INFORMATION AND DESCRIPTIVE LITERATURE

The Offeror shall furnish all information requested as part of this RFP. Each Offeror shall submit detailed information with their proposal (e.g., narratives, diagrams, exhibits, examples, sketches, descriptive literature, complete specifications) to support the services and products offered

1.2.2 MISCELLANEOUS

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Pronouns, whether masculine, feminine, or gender-non-specific, shall be read to be inclusive of all genders and shall be read to include the plural and vice versa.

1.2.3 INFORMAL COMMENTS

The Department shall not be bound by informal explanations, instructions or information given at any time by anyone on behalf of the Department prior to or during the competitive process or after award, including but not limited to policy papers or any written or verbal statements whatsoever made outside of this RFP and any formal Addenda issued herewith. The Department is bound only by information provided in this RFP and in formal Addenda issued

1.2.4 OFFEROR’S REPRESENTATIVE

Each Offeror shall submit with its proposal the name, title, email address, physical address, and telephone number of the person(s) with authority to bind the Offeror and answer questions or provide clarification concerning the Offeror's proposal. This information must be included in the Offeror’s proposal and response

1.2.5 INSPECTION AT OFFEROR’S SITE - RESERVED

1.3 REQUEST FOR PROPOSAL FUNCTIONALITY AND RELATED NOTICES

1.3.1 RFP FUNCTIONALITY

a. This RFP serves two functions:

i. Define the specifications of the Solution sought by the Department; and

ii. Provide the requirements and terms and conditions of any contract resulting from this procurement.

b. All Terms and Conditions in this RFP shall be enforceable. The use of phrases such as “shall”, “will”, “must”, “required”, and “requirements” are intended to create enforceable Contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which the Offeror has proposed or failed to propose solutions that are responsive to the Department’s needs as described in this RFP.

1.3.2 NOTICES REGARDING RFP AND TERMS AND CONDITIONS

a. It is the Offeror’s responsibility to read all instructions, terms and conditions, specifications, requirements, attachments and appendices, and any other components made a part of this RFP and comply with all instructions and directives. The Offeror is responsible for obtaining and complying with all addenda and other changes that may be issued relating to this RFP.

b. All questions and issues regarding any term, condition, instruction, or other component within this RFP must be submitted in accordance with Section 6.2.2. Questions Regarding this RFP.

If the Department determines that any changes will be made because of the questions asked, then such decisions will be communicated in the form of an Addendum posted on the North Carolina electronic Vendor Portal (NC eVP). The Department may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been raised during the question-and-answer period. Other than through this process, and except as provided in Section 1.3.3 Proposed Modifications to Terms and Conditions, the Department rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Offeror’s proposal. This applies to any language appearing in or attached to the RFP document as part of the Offeror’s proposal that purports to vary any terms and conditions, or Offeror’s Instructions therein to render the proposal non-binding or subject to further negotiation.

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c. The Offeror’s proposal to this RFP shall constitute a firm offer. By execution and delivery of a proposal to this RFP, the Offeror agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, or any purported condition to the offer, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject the Offeror’s proposal.

1.3.3 PROPOSED MODIFICATIONS TO TERMS AND CONDITIONS

a. Offerors are urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a modification is acceptable to or will be considered by the Department.

b. Identification of objections or exceptions to the terms and conditions in the proposal itself shall not be allowed and shall be disregarded or the proposal rejected.

c. If the Offeror wishes to suggest changes to any of the terms and conditions included In Attachments B and C of this RFP, those must be submitted in Attachment X: Request for Proposed Modifications to the Terms and Conditions. The Department, in its sole discretion, may consider any proposed modifications identified by the Offeror. Where necessary, any modification(s) to the terms and conditions agreed upon by the Department may be incorporated as part of an Addendum to the RFP, BAFO, negotiation document, Execution of Contract, or Contract Amendment after award. Other than through this process, the Department rejects and shall not be required to evaluate or consider any additional or modified terms, conditions, or instructions included in the Offeror’s proposal.

1.3.4 CHANGES IN REQUIREMENTS AND SPECIFICATIONS

a. The Offeror is cautioned that the requirements of this RFP can only be altered by written

Addendum issued or other documents issued by the Department as described in this RFP, and that oral or emailed communications from whatever source(s) are of no effect.

b. Any modification to specifications will be specified in an Addendum which shall be posted to the NC eVP prior to the opening of proposals or through Negotiation after opening the proposals.

1.4 SCHEDULE AND IMPORTANT EVENTS

1.4.1 ANTICIPATED PROCUREMENT SCHEDULE

The Department will make every effort to adhere to the schedule detailed below in Table 1 – RFP Schedule. The Department reserves the right to adjust the schedule and will post an Addendum on the NC eVP website for any schedule changes occurring prior to the opening of proposals.

Action Responsible Party

Due Date Time (ET)

RFP Issued Department August 19, 2026

Register for Pre-Proposal Conference Offeror(s) August 21, 2026 10:00 am

Pre-Proposal Conference Offeror(s) and Department

August 24, 2026 2:00 pm

Written Questions Deadline Offeror(s) August 31, 2026 2:00 pm

Agency’s Response to Written Questions / RFP Addendum Issued

Department September 28, Page 9 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

Action Responsible Party

Due Date Time (ET)

Proposals Due Offeror(s) October 23, 2026 2:00 pm

Proposals Evaluation Begins Department October 26, 2026

System Demonstrations Offeror(s) December 11, 2026

Estimated Contract Award Department March 19, 2026

Protest Deadline Responding Vendors

15 days after award

Table 1 – RFP Schedule

1.4.2 PRE-PROPOSAL CONFERENCE

a. The Department will hold a Pre-proposal virtual Conference on the date and time indicated in the RFP Schedule in Section 1.4.1 for one hour via Microsoft (MS) Teams. No purchase is required to use the MS Teams app.

b. The purpose of the conference is to allow the Department to review key priorities and objectives of the RFP and to review the submission requirements and instructions.

c. While attendees may ask questions at the Pre-proposal Conference, the Department is not required to respond during the conference. The Department will respond to written questions per the process described in this RFP.

d. Potential Offerors are not required to attend the Pre-proposal Conference in order to submit responses to this RFP; however, they are urged and cautioned to attend the Pre-proposal Conference to apprise themselves of the conditions and requirements of the submission.

e. To ensure receipt of the video conference invite and instructions for participation, interested parties are required to pre-register for the conference by sending an email to Medicaid.Procurement@dhhs.nc.gov stating the name of the potential Offeror, the names and email addresses of representatives who will attend, the current title or role of each representative, and requests for a sign language interpreter or other accommodations.

Interested parties must pre-register at this email address by the date and time indicated in the RFP Schedule in Section 1.4.1.

f. The Department limits the number of representatives attending on behalf of each Offeror or organization to two (2) representatives to ensure adherence to videoconference capacity limits.

g. Audio and video recording will not be permitted. Statements and materials discussed at the conference are informational only, are not binding upon the Department and do not replace reading, reviewing and complying with this RFP.

h. Attendees will be required to announce their name or otherwise confirm their presence via a roll call during the video conference.

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The North Carolina Department of Health and Human Services (“NCDHHS” or “Department”), through its Division of Health Benefits (“DHB”), is seeking to procure a comprehensive Contract Lifecycle Management System (CLMS) software solution, including ongoing support and maintenance. This solution will serve as mailto:Medicaid.Procurement@dhhs.nc.gov

Page 10 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025 a centralized platform for managing the full lifecycle of contracts, from initiation through closeout, while enhancing transparency, accountability, and operational efficiency.

To effectively support the evolving and expanding contracting environment, the Department requires a robust, scalable CLMS that integrates contract management, vendor oversight, and performance monitoring into a unified, interoperable solution. The system must align with existing state technologies and enable efficient, end-to-end contract operations across all phases of the contract and vendor management lifecycles.

The estimated number of associates requiring access to this solution is provided in the following table:

2.2 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award.

The initial term shall be five (5) years unless otherwise stated in the Notice of Award or unless otherwise terminated in accordance with the Contract. After the initial term, the State shall have the option to extend the Contract for two (2) additional one-year periods at its sole discretion. Each year that the Contract remains in effect shall be a “Contract Year.” The Department will give the Contractor written notice of its intent whether to exercise each option year no later than thirty (30) Calendar Days before the end of the Contract’s current term.

2.2.1 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.

2.3 CONTRACT TYPE

Definite Quantity Contract - This request is for a closed-ended contract between the awarded Vendor and the State to furnish a predetermined quantity of goods or services during a specified period of time.

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.

2.4 AGENCY BACKGROUND

The North Carolina Department of Health and Human Services (DHHS or the Department) is responsible for the delivery of health and human services to all North Carolinians, with a particular focus on the state’s

Role Description Est.

Number Administrators Have full control over the system (Configuration and Security setup) 10 Content Editor Creates, edits, and submits content for review 50

Approver Reviews and approves content 100 Subscriber Only views published content 250

Page 11 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025 most vulnerable populations, including children, older adults, individuals with disabilities, those with behavioral health needs, and low-income families. As one of the largest and most complex agencies in the state, DHHS employs approximately 18,000 individuals and works collaboratively with health care professionals, community leaders, advocacy groups, and local, state, and federal partners to fulfill its mission.

In partnership with these stakeholders, DHHS is committed to protecting the health and safety of all North Carolinians while providing access to essential, individualized, and compassionate care. The Department serves populations with complex needs, including individuals with developmental disabilities, substance use disorders, and serious mental illness, particularly when care needs exceed the capacity of community-based services. DHHS supports these individuals in achieving greater independence and improved quality of life.

Within DHHS, the Division of Health Benefits (DHB or NC Medicaid) administers the state’s Medicaid program, providing access to physical and behavioral health services for more than 3.1 million residents across North Carolina. These include low-income parents, children, seniors, and individuals with disabilities. NC Medicaid plays a vital role in improving health outcomes and promoting well-being statewide.

To support this mission, CMPU is responsible for the full lifecycle management of contracts that underpin Medicaid operations. This includes contract development, administration, oversight, monitoring, and eProcurement. The Unit is organized into six functional areas:

1. Medicaid Operational Contracting – Non-IT

2. Managed Care Contracting

3. Technology and Medicaid Enterprise System (MES) Contracting

4. Technology Monitoring and Compliance

5. Contract Monitoring and Oversight – Non-IT

6. eProcurement These functional areas work in concert with DHB leadership, program teams, and external stakeholders to ensure effective contract execution and vendor performance throughout the contract and vendor management lifecycle. Through its work, CMPU plays a critical role in enabling the delivery of high-quality, efficient, and coordinated services to Medicaid beneficiaries statewide.

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 SCOPE OF WORK

The CLMS entity (“Contractor”) shall provide a software solution, along with support and maintenance, to implement a comprehensive Contract Lifecycle Management System (CLMS) to support the full lifecycle of contracts managed by CMPU. This system will serve as a centralized solution to improve efficiency, consistency, and transparency across all contracting activities.

3.1.1 OBJECTIVES OF A CLMS

The Department seeks a qualified Contractor with the experience, expertise, and resources necessary to provide a comprehensive CLMS solution. The primary objectives of this procurement are to:

3.1.1.1 Centralize and streamline all contract management activities across the Division of Health Benefits (DHB). The solution includes contract artifacts such as:

Requests for Proposal (RFP) Requests for Information (RFI) Requests for Qualification (RFQ) Requests for Quote (RFQ)

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Invitations for Bid (IFB) Memorandums of Agreement (MOA) Memorandums of Understanding (MOU) Data Sharing Agreements (DSA) Data Use Agreements (DUA) Sole Source Agreements Non-Disclosure Agreements (NDA) Contract Amendments Letters of Extension (LOE) Notices of Extension (NOE) Letters of Intent (LOI) Master Service Agreements (MSA) Task Orders (TO) Notices of Deficiency (NOD) Notices of Concern (NOC) Other Agreements Internal Templates and Forms

3.1.1.2 Improve vendor performance tracking and contract oversight.

3.1.1.3 Enhance interoperability with existing state systems and workflows as outlined in

Attachment U: Conceptual Architectural Diagrams.

3.1.1.4 Support current and future Medicaid transformation initiatives impacting procurement.

The selected Contractor must deliver a solution that enables greater efficiency, transparency, and accountability throughout the contract and vendor management lifecycle, while aligning with the Department’s strategic goals and regulatory requirements.

3.1.2 SOLUTION ARCHITECTURE – CONTRACT DEVELOPMENT, REPOSITORY, AND

MONITORING

The following outlines the Department’s need for a secure, integrated digital CLMS solution, supporting the full spectrum of contract development, repository management, and post-award contract monitoring. The solution should empower authorized users with advanced tools to streamline workflows, enforce compliance, and increase operational visibility. This solution shall provide a comprehensive, user-friendly, and secure platform to manage all aspects of contract lifecycle management from development and repository storage to post-award monitoring. Through seamless integration, workflow automation, advanced analytics, and compliance tracking, it enhances organizational efficiency, mitigates risk, and supports governance throughout the contracting process.

3.1.2.1 Contract Development

Provide a secure, role-based digital environment for managing the complete contract creation lifecycle, including drafting, redlining, obtaining approvals, and collaboration. Role-based access ensures that contracting, legal, and business stakeholders can engage in contract development based on their responsibilities. The platform supports:

• Real-time collaboration and document versioning with integrated tools such as MS Office, SharePoint, and DocuSign.

• Flexible use of clause libraries and templates, including support for Federal and State-specific language.

• Automated metadata population and change tracking with conformed document views.

• Seamless integration with the central contract repository.

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Provide an intuitive user interface to support centralized contract intake, review workflows, template administration, and modular document construction. Dashboards provide real-time contract statuses, notifications, and ad-hoc reporting capabilities. Users can restore previous versions, lock/unlock drafts, compare document versions, and upload multiple artifacts with ease.

To facilitate oversight and accountability, the solution should include full audit trails, change history, and automated alerts tied to key milestones and events. Approvers can view approval chains and access contracts directly from notifications. Additionally, it supports the creation and management of amendments through predefined templates and workflows.

To further enhance contract quality, the solution includes tools to analyze third-party contract language for deviations from standard terms. Risk indicators and PDF scanning capabilities help identify non-compliant clauses and support ingestion of external vendor templates.

3.1.2.2 Contract Repository

Provide a centralized contract repository that delivers secure, role-based access to all current and expired contracts, amendments, and supporting documentation. Users can manage and search contract files in a variety of formats, with support for uploads exceeding 100 MB. Metadata is automatically updated with changes or amendments, and documents can be linked from pre-award to post-award.

A customizable dashboard offers visibility into contract status, key dates, and reporting metrics.

Users can upload multiple documents simultaneously and create tailored reports. Advanced search functionality enables clause-level identification of deviations and tracking across multiple file types.

The repository maintains full version control and historical logs of contract activity. Users receive timely alerts for upcoming contract terminations, renewals, or other required actions. Post-award management includes capabilities for contract closeout and lifecycle tracking.

3.1.2.3 Contract Monitoring – Analytics and Reporting

Provide a solution that includes robust contract monitoring features, ensuring visibility and compliance throughout the post-award phase of the contract lifecycle. Authorized users can access monitoring documents and activities, and business users can actively participate in compliance tracking. Integration with external systems, such as SharePoint, enables seamless monitoring and documentation.

• Automated alerts notify users of deliverables, business reviews, SLAs, and other critical events. Direct links within notifications guide users to relevant contract documents.

• Monitoring is supported by interactive dashboards, approval workflows, and performance metrics management. Users can configure and track KPIs, SLAs, and deliverables to evaluate vendor performance. Insights into key contract obligations, milestones, and costs (including invoice tracking and transition costs) are readily available.

• Enables the upload of monitoring plans and status updates, ensuring clear and continuous visibility into contract compliance.

3.1.3 KEY FUNCTIONAL REQUIREMENTS OF CLMS

The Department requires a Contractor with demonstrated experience, knowledge, and resources to provide a robust and scalable CLMS. The solution must support the complex and evolving needs of the DHB and offer comprehensive capabilities across the full contract and vendor management lifecycle. This CLMS solution must be designed to be secure, scalable, user-friendly, and highly integrated, providing end-to-end contract management, vendor oversight, workflow automation, and robust reporting. The solution shall also ensure compliance, streamline contract processes, and

Page 14 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025 improve contract performance tracking across the entire lifecycle. At a minimum, the CLMS must include the following key functional requirements:

3.1.3.1 Cloud-Based and SaaS Solution

The CLMS shall be delivered as a cloud-based Software-as-a-Service (SaaS) solution to ensure continuous availability, flexible access, and the ability to scale with the Department’s operational demands without requiring internal infrastructure management.

3.1.3.2 End-to-End Contract Management

The system shall support the full contract and vendor management lifecycle, including initiation, development, negotiation, execution, amendments, renewals, monitoring, closeout and eProcurement, to enable comprehensive and consistent contract management from start to finish.

3.1.3.3 Scalability and Integration

The CLMS shall be scalable to accommodate increasing contract volume and complexity, and shall integrate with existing systems such as:

• DocuSign

• MS Office 365

• Adobe or equivalent

• MS SharePoint

Additionally, this solicitation includes two separate Options to Award the integration with the following systems:

• ServiceNow: A cloud-based workflow automation platform that enables organizations to streamline and manage digital workflows across departments such as IT, HR, procurement, and finance. Integration with ServiceNow allows for improved ticketing, approval workflows, and process automation related to contract lifecycle activities.

• North Carolina Financial System (NCFS): The State’s enterprise resource planning (ERP) system used for financial management, accounting, budgeting, and procurement. Integration with NCFS supports seamless financial data exchange, contract payment tracking, and compliance with State financial reporting requirements.

3.1.3.4 Vendor Management and Oversight

The system shall include tools for vendor performance monitoring, risk assessment, and compliance tracking to support proactive oversight and ensure vendors meet contractual obligations.

3.1.3.5 Workflow Automation

The CLMS shall automate key processes such as approvals, modifications, renewals, and compliance monitoring through configurable workflows to reduce manual effort and promote timely, consistent execution of contract actions.

3.1.3.6 High Availability

The system shall maintain 99.9% uptime and support recovery within one (1) hour to ensure uninterrupted access to contract management functions and minimize operational disruptions.

3.1.3.7 Secure Digital Environment

The CLMS shall provide a secure digital environment with role-based access controls for contract development, approval, and storage to protect sensitive data and maintain compliance with privacy and security standards.

Page 15 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

3.1.3.8 Intuitive User Interface (UI)

The system shall feature an intuitive, user-friendly interface that supports contract development, reporting, dashboards, workflows, and document management to promote ease of use and efficient task execution by a diverse user base.

3.1.3.9 Document Change Tracking and Version Control

The CLMS shall include document version control and change tracking, with automated notifications for key milestones and updates, to ensure transparency and accountability throughout the contract lifecycle.

3.1.3.10 Contract Amendment and Collaboration

The system shall support collaborative contract development and approval of contract amendments through built-in workflows, to ensure all stakeholders are engaged and changes are properly documented and authorized.

3.1.3.11 External Party Language Analysis

The CLMS shall analyze third-party contract language for deviations from standard terms and conditions, and flag potential compliance risks to support consistent application of policy and mitigate risks from non-compliant terms.

3.1.3.12 Contract Access and Management

The system shall allow authorized users to access and manage both current and archived contracts in accordance with document retention policies of three to five years, enabling efficient retrieval and audit readiness.

3.1.3.13 Notifications for Key Events and Milestones

The CLMS shall provide automated notifications for key events, milestones, and required actions throughout the contract lifecycle, to ensure timely follow-up and prevent missed deadlines.

3.1.3.14 Post-Award Compliance and Monitoring

The system shall support post-award compliance and monitoring, including tracking of milestones, service level agreements (SLAs), key performance indicators (KPIs), and vendor performance, to enable real-time oversight and ensure adherence to contract terms.

3.1.3.15 Reporting and Analytics

The CLMS shall include customizable dashboards, real-time reporting, and audit trails to support data-driven decision-making, performance monitoring, and compliance tracking, and oversight.

3.1.4 CURRENT CONTRACTING ENVIRONMENT

The Department requires a Contractor with the experience, knowledge, and capacity to support the establishment and management of more than two hundred and fifty (250) active contracts, each with varying scopes, complexities, and financial values. As the Medicaid program continues to evolve, contract volumes are anticipated to increase substantially. This growth is driven by a series of ongoing and forthcoming initiatives, including:

• The transition from fee-for-service to Managed Care

• Implementation of Behavioral Health and Intellectual/Developmental Disabilities (I/DD) Tailored

Plans

• Medicaid Expansion

• Modularity and technological enhancements within the Medicaid Enterprise System (MES)

• Continued support for Medicaid Direct, Standard Plans, and the EBCI Tribal Option

Page 16 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

The Department also supports vendor performance management and oversight for legacy systems, information technology solutions, automation-related contracts, and the small purchases to support the Medicaid Program. These initiatives will require a flexible, responsive, and well-coordinated contracting approach to ensure timely execution and oversight aligned with DHB’s strategic goals.

3.1.5 IMPLEMENTATION AND SUPPORT

The Department requires a CLMS solution that encompasses a full range of services, including system implementation with configuration, data migration, and integration support. The solution must also provide comprehensive training for system users, including CMPU staff and DHB stakeholders, as well as ongoing technical support and system maintenance. Additionally, the Contractor must supply detailed user and administrator documentation to ensure effective system adoption and operation.

3.1.5.1 Business Resource Requirements

The Department will require moderate business involvement during the implementation phase, particularly from CMPU and DHB stakeholders. Key roles will include business analysts for requirements validation, subject matter experts for configuration and testing, and departmental trainers to support end-user adoption. Post-implementation, minimal business resources will be needed for routine usage and system feedback.

3.1.5.2 IT Resource Requirements

Minimal internal IT involvement is expected. The Contractor will manage system deployment, integration, and maintenance. The Department's IT team may be engaged for network access coordination, data migration oversight, and integration validation. Minimal internal IT involvement is expected and no ongoing system administration is anticipated, as these services will be provided by the Contractor. The Contractor will manage system deployment, integration, and maintenance. The Department's IT team may be engaged for network access coordination, data migration oversight, integration validation, and SLA management."

3.1.5.3 Issue Resolution and Escalation

The solution requires a tiered support model with defined escalation procedures. End users will have access to a helpdesk and knowledge base. Unresolved issues will escalate through support, with prioritized response SLAs based on issue severity. Escalation to a dedicated account manager and technical lead is available for high-impact incidents.

3.1.5.4 CLMS Efficiency Gains

The CLMS solution incorporates workflow automation, template-based contract generation, and real-time tracking to streamline contract lifecycle management. Integration with existing systems reduces manual entry and duplication. Built-in analytics and reporting provide actionable insights, promoting continuous improvement and operational efficiency.

3.2 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.2.1 REQUIREMENTS

A requirement is a function, feature, or performance that the system must provide.

3.2.2 SPECIFICATIONS

A specification 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, will mean 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

Page 17 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025 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.

3.2.3 SITE AND SYSTEM PREPARATION

Vendors shall provide the Purchasing State Agency with 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.

3.2.4 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.

3.2.5 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 here:

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

d. Explain the transportability and transferability of the proposed license agreements.

3.2.6 ENTERPRISE ARCHITECTURE STANDARDS

The vendor shall comply with Attachment J: Enterprise Architecture, including modeling standards (UML2, BPMN; TOGAF-aligned), required artifacts, repository practices, and submission/maintenance during DDI and O&M.

3.3 SECURITY SPECIFICATIONS

3.3.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE – RESERVED

3.3.2 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE

The Contract Lifecycle Management System will be required to receive and securely manage data that is classified as High Risk. Refer to the North Carolina Statewide Data Classification and Handling https://it.nc.gov/resources/statewide-it-procurement/statewide-it-contracts

Page 18 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025 policy for more information regarding this data classification. The policy is located here:

https://it.nc.gov/document/statewide-data-classification-and-handling-policy.

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 National Institute of Standards and Technology (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 here:

https://it.nc.gov/documents/vendor-readiness-assessment-report

b. Vendors shall 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 vendor 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.

3.3.3 VULNERABILITY RISK RATINGS AND REMEDIATION

Where technically configurable, risk ratings shall be calculated based on active exploit threat, exploit availability, factors from the Common Vulnerability Scoring System (CVSS), and system exposure utilizing a scale of 0 to 10.0 as per the CVSS v3 “Qualitative Severity Rating Scale” for proper prioritization. If the additional combined information above is not available then the CVSS score, exploitability information, or a vendor rating where appropriate risk is reflected may be used.