RFP Number 59-P2413 Addendum 2 Questions and Answers.pdf

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RFP Number: 59- P2413

SOLICITATION:

Sponsored Research Finance Operations Assessment, Remediation, and Transformation Consulting Services

ADDENDUM Number: 2 USING AGENCY: North Carolina A&T State University

PURCHASER: OPENING DATE/TIME: 10/16/2026 2:00 PM EST

INFORMATION

This addendum serves to answer questions submitted from vendors. Bold items represent questions. Answers follow immediately after

Section 5.2, Phase 1 – Discovery, Validation, and Quick Wins; Page 16: Please provide the current organizational chart for sponsored research finance and the research administration, and other offices that directly support the sponsored award lifecycle. Please also identify the number of filled, and vacant positions within each relevant function.

Note- the scale is C&G only, not all sponsored research.

Section 5.2, Phases 1 and 3; Pages 16–17: Has the University engaged temporary personnel, contract staff, or other consultants to support sponsored research finance or backlog remediation, and are organizational changes, recruiting activities, or staffing additions currently planned or underway? If so, please describe the resources, functions supported, anticipated availability, and timing of planned changes.

The University previously engaged external consultants to provide assessment services, interim leadership support, grants accounting support, fiscal year closeout assistance, training, and operational improvements for Contracts and Grants (post-award services). We have not currently added staff rather we are working with existing staff in DOR (Division of Research) and B&F (Business and Finance) to address things. In the past there has been a financial compliance team under C&G. Also in the past C&G has been housed in Business and Finance rather than in Research. Both should be considered.

Section 5.2, Phase 1 – Discovery, Validation, and Quick Wins; Page 16: Please provide the approximate dollar value of open, aged, or unreconciled sponsored awards, or receivables. Please include significant concentration by sponsor type.

STATE OF

NORTH CAROLINA

North Carolina A&T State University

1601 E. Market Street

Greensboro, North Carolina 27411

IMPORTANT BID ADDENDUM

While TBD in many respects as there are items that are not research per se, the number is on the scale of $10-20 Million. TBD on sponsor type.

Section 5.2, Phase 1 – Discovery, Validation, and Quick Wins; Page 16: Does the University have existing backlog inventories, aging reports, baseline performance measures, or preliminary recoverability estimates that will be made available to the selected contractor?

Yes, such information is reported to the UNC System and will be shared. Although there are things that were included that need revisiting.

Section 5.2, Phase 2 – Catch-Up and Stabilization; Page 16: Please identify the ERP, and/or systems currently supporting the sponsored research finance lifecycle. Please include known configuration limitations, and significant manual workarounds.

• Banner Finance / Banner Grants

• InfoEd

• WebFOCUS

• ecrt Effort Reporting

Section 5.2, Phase 2 – Catch-Up and Stabilization; Page 16: Does the University anticipate that the selected contractor will configure or implement approved system changes directly, or will implementation be performed by University information technology personnel and/or the ERP vendor with contractor support?

TBD, preference for providing in-house capabilities moving forward

Section 5.2, Phase 2 – Catch-Up and Stabilization; Page 16: Please clarify the extent to which the selected contractor is expected to perform hands-on transaction processing and backlog remediation, as opposed to providing analysis, recommendations, project management, and advisory support.

Expectation is for analysis, recommendations.

Likely will need additional assistance clearing backlogs which could be provided by the contractor or via temporary employees hired directly by the University.

Section 5.1, General; Page 16: Does the University anticipate authorizing all three phases at contract execution, or will each phase be authorized separately based on findings, funding, and decision points?

TBD.

Provide all costs associated with each phase on the allocated lines for the bid response. This will be utilized for the pricing evaluation in Bonfire. The pricing submission is not formatted to allow for additional lines. If there is an opportunity for savings, please capture in cost breakdown to be included in your full proposal.

Section 5.3, Tasks/Deliverables and Term and Schedule; Pages 17–18: Which deliverables or outcomes are the University’s highest priorities during the initial six months, and are there required completion dates, sponsor deadlines, audit milestones, fiscal-year constraints, or other timing considerations that should be reflected in the proposed project schedule?

It is envisioned that Phase 1 happens first. Phase 2 may be able to start before Phase 1 is complete. Deliverables and outcomes are listed with Phase 1 first. Specific dates, priorities will be iterative once contractor is chosen.

Section 5.3, Performance Standards and Compliance Requirements; Page 18: Please describe the University’s anticipated on-site, remote, or hybrid delivery expectations, including whether minimum on-site presence is required by phase or role.

TBD- open to most efficient- expect hybrid as some meetings need to be on-site

Section 4.1, Pricing; Page 13 and Attachment A: Has the University established a budget range or not-to-exceed amount for the engagement? Please also confirm whether pricing should be submitted by phase, deliverable, or another required structure, and whether travel and other reimbursable expenses should be included in the proposed total cost.

An established budget is not disclosed for this bid. Provide all costs associated with each phase on the allocated lines for the bid response. This will be utilized for the pricing evaluation in Bonfire. The pricing submission is not formatted to allow for additional lines. In the body of your proposal document, please provide a break-down of costs for visibility.

Section 5.4, Experience, Past Performance & Minimum Qualifications; Pages 18–19: Please clarify the University’s definition of a comparable engagement for purposes of the three required references, including whether engagements must include hands-on sponsored research backlog remediation or may include closely related sponsored research finance assessment and transformation services.

References should be for services that are comparable to the service being requested in our scope of work as closely as possible to show past experience/performance.

The RFP states a prior independent current-state assessment exists and requires the Contractor to independently validate that assessment. Is the firm that prepared the prior assessment eligible to submit a proposal in response to this RFP? If so, how will the evaluation bullet "Demonstrates understanding of the requirement to independently validate prior findings" be scored: on the merits, scored neutrally, or treated as non-responsive?

The firm that prepared the prior assessment is eligible to submit a proposal. All proposals will be evaluated in accordance with the established evaluation criteria. The criterion, "Demonstrates understanding of the requirement to independently validate prior findings," will be scored merits based on the proposed methodology, objectivity, and ability to substantiate prior findings through independent analysis. The vendor must still demonstrate how it will objectively validate its previous findings rather than simply reaffirming its own work.

Will the University consider awarding Phase 1 independently, with Phases 2 and 3 negotiated following delivery of the validated assessment and remediation roadmap? This would allow pricing to be grounded in actual findings rather than assumptions.

Yes

Phase 1 scope references evaluating “sponsored research finance lifecycle (pre-award through post-award)”. Con you confirm the scope of Phase 1-2 includes both pre-award functions (e.g., engaging pre-award, staff, software, proposal development processes, etc.) or specifically focus on post-award / financial functions.

Specific focus on post-award/financial functions

In Phase 2, does "execute or directly support targeted clean-up sprints" contemplate Contractor personnel performing transactional work directly in University systems (preparing and issuing invoices, posting entries, performing reconciliations), or supervising and enabling University staff who perform that work?

Prefer supervision, open to needing additional support to enable catch-up as described for Phase 2. Could be done via direct University temp hiring.

Will the University hold oral presentations?

No

What are the University's expectations regarding on-site presence? The RFP references on-site and virtual staffing but leaves this to the project management plan. Is there a minimum expected on-site cadence, particularly during Phase 1 and remediation sprints in Phase 2?

There is not a minimum- open to most efficient- expect hybrid as some meetings need to be on-site

The normalization formula contains an "XX" placeholder. Please confirm price is 50 of 150 total points and the formula as written.

The pricing evaluation is worth a maximum of 50 points. The vendor submitting the lowest-priced proposal will receive the full 50 points. All other vendors will receive a proportional score based on how their proposed price compares to the lowest price. The technical portion is 100 points, combined there is a total of 150 points.

Can the State/University please add language to the RFP or Contract that clarifies liability for audit disallowances or lost revenue related to services? For example, language like:

Vendor shall, upon notice of audit, make work papers and other records available to the auditors. Vendor’s sole responsibility under an audit shall be to provide reasonable assistance to the State through the audit and to make those changes to the work product required as a result of the audit. Vendor shall not be liable for any audit disallowances or any missed or lost revenue associated with, or related to, the Services, regardless of cause.

Once awarded, a MSA will be drafted to include mutually agreed upon terms to cover the years of the contract.

Can the State please add language to the RFP or Contract that clarifies ownership of pre-existing intellectual property? For example, language like:

All work, reports, writings, ideas, designs, methods, computer software (both object and source code) and data recorded in any form that exist and are owned by Vendor prior to this Agreement, or that are created, developed, written, conceived or made by Maximus or any third party (whether solely or jointly with others) as a result of, or relating specifically to this Agreement, or in the performance of the Services under this Agreement (collectively or separately, “Intellectual Property”) are and shall be the exclusive property of Vendor, and ownership shall vest in Vendor immediately upon creation. Nothing herein shall be deemed to grant State any rights to the Intellectual Property except as explicitly stated in this Agreement.

To the extent that the Services provided by Vendor are generated by Vendor’s proprietary software, nothing contained herein is intended nor will it be construed to require Vendor to provide such software to State. State agrees that it has no claims of ownership, including copyright, patents or other intellectual property rights to Vendor’s software. Nothing in this Agreement will be construed to grant State any rights to Vendor’s materials created prior to the execution of this Agreement. All of the deliverables prepared by Vendor for State included in the Services are specifically set out in XXXX.

Once awarded, a MSA will be drafted to include mutually agreed upon terms to cover the years of the contract.

Can the State please confirm whether the State will negotiate a reasonable cap on the Vendor’s liability or add similar language?

For example, language like:

a. Except for claims arising from or relating to an infringement, misappropriation, or violation of the intellectual property rights of a third party by State, or State’s failure to pay for services rendered, the parties agree that any and all liability of Vendor to State for any and all claims, liabilities, actions, or damages whatsoever arising out of or in any way related to this agreement from any cause and regardless of the legal theory asserted, including but not limited to negligence, errors, omissions, strict liability, breach of contract, or breach of warranty, shall not, in the aggregate, exceed the fees paid or payable to Vendor under this agreement.

b. In no event shall either party be liable for special, indirect, incidental, economic, consequential, or punitive damages, including but not limited to lost revenue, lost profits (even if such lost revenue is ultimately determined to be direct damages), replacement goods, lost opportunity, loss of technology rights or services, loss of data, or interruption or loss of use of software or any portion thereof, regardless of the legal theory under which the damages are sought. This limitation stands even if a party is advised of the likelihood of the damages and notwithstanding any failure of essential purpose or limited remedy.

Once awarded, a MSA will be drafted to include mutually agreed upon terms to cover the years of the contract.

Can the State please confirm whether the State intends to hold a negotiation period with the successful vendor? Or will the State require the successful vendor to sign a contract consisting of the RFP, its exhibits/attachments, and the State of North Carolina’s standard terms without modification?

Vendors must submit proposals in accordance with the RFP requirements. Once awarded, a MSA will be drafted to include negotiated and mutually agreed upon terms to cover the year(s) of the contract.

RFP Reference: Sec. 5.2, Phase 3, p. 17 Following transition of full operational ownership to University personnel, does the University expect the Contractor to perform any post-implementation validation or testing?

No

RFP Reference: Sec. 4.1 and Sec. 5.1, pp. 13 and 16 Because the University reserves the right to exercise phases independently, should vendors provide separately identifiable pricing for each phase? May vendors also provide rate-based or optional pricing for incremental remediation and implementation support whose volume cannot be known until Phase 1 is completed?

We are open to exercising phases separately, or overlapping however pricing evaluation is formatted as all-inclusive for each phase.

Only one price for each phase of the project will be available for submission in Bonfire. A break down of pricing needs to be presented in the full proposal document.

RFP Reference: Sec. 5.3, Performance Standards, p. 18 Please clarify the University's anticipated on-site versus remote delivery expectations, including any minimum on-site cadence by phase. Should travel expenses be included within proposed pricing or presented separately?

Open to most efficient- expect hybrid as some meetings need to be on-site. Pricing presented is all inclusive for each phase for pricing evaluation. Cost allocation/break-down would be reflected in the full proposal document.

RFP Reference: Sec. 5.2 / 5.3, pp. 17–18 Does the University have an anticipated number or defined inventory of processes/SOPs to be developed, or should the Contractor determine the final SOP inventory during Phase 1? What level of procedural detail is expected?

University has existing SOPs that are being updated but certainly are not sufficient. Expect final SOP inventory during Phase 1.

RFP Reference: Sec. 5.2, Phase 3, p. 17 Approximately how many employees and functional roles are expected to receive training, and what delivery modalities should vendors assume (e.g., instructor-led, virtual, recorded, train-the-trainer)? What level of competency validation does the University envision?

See org chart for current size of post-award team. Expectations for training predominantly for Grant Accountant Team. Significant training has been provided this year so expect virtual and recorded will suffice and should be focused on SOPs.

RFP Reference: Sec. 5.2 / 5.3, pp. 17–18 Are there any remediation deadlines, corrective-action plans, management or external commitments, target completion dates, or other timing expectations that could affect the timing of this project?

TBD

RFP Reference: Sec. 5.2, Phase 1, p. 16 For "quick win" corrective actions identified during Phase 1, does the University expect the Contractor to implement those actions during Phase 1 or only identify, prioritize, and plan them for execution during Phase 2?

If Phase 2 can be started before Phase 1 is completed, via current team, temporary employees, or contractors, we are open to that happening.

RFP Reference: Sec. 5.3, Term and Schedule, p. 18 May phases overlap?

Yes

For example, may Phase 2 remediation begin for validated high-priority items while Phase 1 assessment activities continue?

Yes

RFP Reference: Sec. 5.2 / Cross-Phase Requirements, p. 17 What level of University staff availability should the Contractor assume for interviews, data validation, remediation activities, system testing, SOP development, training, and knowledge transfer?

This will be a priority for the team, although the Grant Accountants will be expected to fulfill their existing work obligations.

RFP Reference: Sec. 5.2, Phase 2, p. 16 For contemplated chart-of-accounts modifications, is the Contractor expected to provide recommendations and design only, or also support configuration, data conversion/mapping, testing, implementation, and post-deployment validation?

TBD

RFP Reference: Sec. 5.3, Deliverable 7, p. 18 For system configuration/automation recommendations and "if authorized, implementation support," should vendors include implementation support within the base proposal and pricing, or should such support be proposed as an optional activity to be scoped following Phase 1?

DOR prefers optional. Outline optional pricing as part of the full proposal document for visibility.

RFP Reference: Sec. 5.2 and Sec. 5.4, pp. 16 and 19 Please identify the current systems supporting sponsored research finance, including ERP/version and modules, research administration system, grants billing/accounts receivable functionality, reporting/BI tools, document repositories, sponsor portals, and relevant interfaces. Please also identify any major system implementations or upgrades planned during the engagement.

• Banner Finance / Banner Grants

• InfoEd

• WebFOCUS

• ecrt Effort Reporting

RFP Reference: Sec. 5.2, Phase 2, p. 16 Does the University intend for the Contractor to work all backlog items identified during Phase 1, or a prioritized subset based on dollar value, risk, sponsor requirements, and recoverability? If a subset is anticipated, does the University have an expected remediation target or capacity level?

Backlog items are already being worked and prioritized. Additional considerations recognized during Phase 1 will be taken into consideration. Targets will be developed.

RFP Reference: Sec. 5.2, Phase 2, p. 16 Will Contractor personnel be expected or authorized to communicate directly with sponsors regarding outstanding invoices, collections, financial reporting, drawdowns, and award closeout, or will sponsor communications be performed by University personnel based on Contractor-developed analysis?

University personnel expected to do the communications.

RFP Reference: Sec. 5.2, Phase 2, p. 16 For the requirement to "execute or directly support targeted clean-up sprints," please clarify the expected division of responsibility between the Contractor and University personnel. Is the Contractor expected to perform transaction-level reconciliation, prepare or post accounting adjustments, generate invoices, perform drawdowns, prepare financial reports, and/or execute closeouts within University and sponsor systems?

Working towards getting to University responsibility. Likely will need additional assistance clearing backlogs which could be provided by the contractor or via temporary employees hired directly by the University.

RFP Reference: Sec. 1.0 and Sec. 5.2, p. 5 and p. 16 Please describe the scope, timing, and deliverables of the prior consultant-prepared assessment. Will the selected Contractor receive the final report, supporting workpapers, data extracts, interview notes, and analyses used to develop the prior findings?

The University previously contracted for and received an independent assessment of Contracts & Grants operations. The selected contractor will be provided a copy of that report and will be expected to independently validate the findings and recommendations of that assessment as part of Phase 1 activities.

RFP Reference Sec. 5.2, Phase 1, p. 16 What historical lookback period does the University expect the Contractor to evaluate when developing the inventory and aging analysis as well as the recoverable unbilled or uncollected revenue?

67% of the backlog is >120 days. Priority is on most recent backlog within that pool. Backlog focus will be last 2 years.

For example, all currently open awards/funds regardless of age, or awards originating within a specified number of fiscal years?

Section 5.3, Page 18 What level of on-site presence should respondents assume for each phase?

Open to most efficient- expect hybrid as some meetings need to be on-site.

Section 5.2, Page 17 Please provide the current sponsored research finance organizational structure, including filled positions, vacancies, contractors, and temporary staff. What University personnel and subject-matter experts will be assigned to the engagement, and what level of availability should the Contractor assume?

Note- the scale is C&G only, not all sponsored research.

Section 5.3, Page 17 Please clarify whether Phase 1 requires the Contractor to implement quick-win corrective actions or only identify, evaluate, and prioritize them.

Phase 2 can begin prior to Phase 1 completion to implement the quick-win actions.

Section 5.2, Page 16 Will the initial contract authorize all three phases, or will Phase 1 be awarded as the base scope with Phases 2 and 3 exercised as options? May the scope, staffing, schedule, and pricing for later phases be refined after Phase 1 establishes the backlog and resource requirements?

TBD

Section 5.2, Page 16 Please clarify the intended pre-award scope. Does it include only proposal budgeting and handoffs into award setup, or the broader pre-award lifecycle, including proposal development, submission, review, and related compliance activities? Please also clarify whether subaward administration includes the full outgoing subaward lifecycle or only its financial components.

Focus on post-award only. Pre-award included only as touches post-award.

Section 5.2, Page 16 The RFP states that the Contractor will “execute or directly support” clean-up sprints. Is the Contractor expected to perform transactional work directly, including billing, reconciliation, drawdowns, reporting, cash application, and closeout, or primarily provide analysis, oversight, and quality assurance to University staff?

Expectation is for analysis, recommendations. Likely will need additional assistance clearing backlogs which could be provided by the contractor or via temporary employees hired directly by the University.

Section 3.4, Page 11 Please identify the University’s current ERP, research administration, billing, accounts receivable, cash management, effort reporting, subaward, document management, and reporting systems, including relevant versions, modules, and integrations.

Please also indicate which sponsored billing or automation functionality is currently licensed, configured, or in use.

See previous answers- scope is on post-award only.

Section 5.2, Page 16 Please provide the University’s current estimated volumes and dollar amounts for active awards, awards past their end date, unbilled revenue, outstanding receivables by aging category, unreconciled award or fund balances, overdue financial reports, pending closeouts, active subawards, and annual sponsored expenditures. If exact figures are unavailable, please provide estimated ranges and the applicable as-of date.

See previous answers for some ranges and percentages.

May each phase be authorized, negotiated, and funded separately, consistent with the University's right to exercise phases independently?

Yes.

Does the University have an approved budget or anticipated funding range for the overall engagement or each phase?

TBD

For price evaluation, how will optional services, volume-based pricing, travel, and reimbursable expenses be treated?

Price evaluation is formatted as all-inclusive for each phase. Restricted formatting for price is in place for submissions in Bonfire. A price break down for the all inclusive phase pricing needs to be included in the full proposal document for visibility. Indicate optional services in the proposal document as well.

May vendors propose optional staffing or remediation capacity that can be activated based on the volume and complexity confirmed during Phase 1?

Yes

Because Phase 2 scope and effort will depend on Phase 1 findings, may vendors price Phase 2 using volume bands, unit pricing, a monthly capacity model, or a not-to-exceed amount refined after Phase 1?

Yes

Should vendors provide a single evaluated price for all three phases, separate fixed prices by phase, hourly rate schedules, or a combination?

Provide a total of all costs associated with each phase on the allocated lines for the bid response. This will be utilized for the pricing evaluation in Bonfire.

Would NC A&T State be willing to extend the proposal due date to October 12 or 19?

An Addendum was posted for a new due date. If additional time beyond the modified due date is deemed necessary, it will be publicly posted as an additional addendum.

What is the preferred contract start date, and are there blackout periods, audit or fiscal-year deadlines, or sponsor milestones that should be reflected in the project plan?

TBD

What criteria will the University use to authorize Phases 2 and 3 after Phase 1?

TBD

Are the stated phase durations sequential, or may phases overlap? If overlap is expected, what level of concurrent activity does the University anticipate?

Overlap permitted.

What are the target dates for bringing sponsor billing, drawdowns, financial reporting, reconciliations, and closeouts current?

TBD.

For the capability assessment, should the contractor evaluate functions and role requirements only, or also assess individual staff members?

Functions and roles.

Does the University expect the contractor to provide interim operational leadership or staff augmentation while permanent staffing is stabilized?

At the moment that is not expected.

How many University staff members will be available to participate in the assessment and work alongside the contractor during remediation?

See org chart. The team will prioritize the assessment and getting the SOPs correct. The Grant Accountants do all have active work so there is likely to be additional support needed to address the backlog.

Please provide the sponsored research finance organization structure, including authorized and filled positions, vacancies, use of temporary or contracted staff, and approximate turnover during the past two years.

Previously answered

In what formats can award, receivable, billing, cash, expenditure, payroll, subaward, and general ledger data be provided? Are historical records available electronically and linkable by award, sponsor, fund, and transaction?

TBD

Please confirm the current ERP and research administration platforms, including the Ellucian Banner version and modules in use and whether Banner Grants, Accounts Receivable, and automated billing capabilities are licensed and configured.

Ellucian Banner version 9.3.39

What systems currently support proposal development, award management, accounting, billing, collections, effort reporting, subawards, letter-of-credit drawdowns, and reporting?

Scope is only on post-award and has been answered previously.

What assessment deliverables, data files, workpapers, and recommendations will be available to the selected contractor? Please also summarize key findings, including known estimates of backlog size, financial exposure, staffing gaps, or control deficiencies.

TBD

When was the prior independent assessment completed, who performed or required it, and which functions did it cover?

No prior assessment conducted.

Is pre-award work limited to assessment and redesign, or are known pre-award backlogs also in scope for remediation?

Assessment will determine scope needed.

Does the University expect the contractor to perform transaction-level remediation and billing directly, or primarily provide analysis, oversight, quality review, and support to University personnel?

Assessment will determine scope needed.

Approximately how many awards are affected by billing holds, sponsor disputes, collection issues, closeout delays, audit findings, or other compliance concerns?

Not available at this time

Please provide current balances and aging for unbilled sponsored revenue, outstanding sponsored accounts receivable, unreconciled fund balances, and overdue financial reports.

Not available at this time

Please provide the approximate number of active, expired, and closed-but-unreconciled sponsored awards in scope, including counts and dollar values by aging category.

Not available at this time

The RFP refers to an "Attachment H: References," however, no Attachment H is included in the RFP document or linked to. Can the University clarify where this Attachment is located?

The vendor will provide their own document to meet the references requirement and submit it to align with the requested information labeled as Attachment H in Bonfire.

Check ONLY one of the following categories and return one properly executed copy of this addendum prior to bid opening time and date.

Bid has already been mailed. Changes resulting from this addendum are as follows:

Bid has already been mailed. NO CHANGES resulted from this addendum

Bid has NOT been mailed and ANY CHANGES resulting from this addendum are included in our bid.

Execute Addendum:

BIDDER: _______________________________________________________________________

ADDRESS (CITY & STATE): _______________________________________________________

AUTHORIZED SIGNATURE: __________________________________ DATE: _______________

NAME and TITLE (Typed): _________________________________________________________