RFP UDO Digital Platforms -65RFP06032024VLG.pdf

OFFER

The University of North Carolina at Chapel Hill (the “University”) solicits offers for goods and/or services as described in this solicitation. All offers received shall be treated as offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION PAGE

In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned offers and agrees to furnish any and all goods and/or services 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

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

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

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of the University shall affix its signature hereto. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offer(s), if any; special terms and conditions specific to this RFP, if any; specifications of the RFP; The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services; and the agreed portion of the awarded Vendor’s offer. A copy of this acceptance will be forwarded to the awarded Vendor(s).

FOR UNIVERSITY USE ONLY

Offer accepted and contract awarded this date , as indicated on attached certification, by (Authorized representative of University).

THE UNIVERSITY OF NORTH CAROLINA AT

CHAPEL HILL

3500 Administrative Office Building 104 Airport Drive Chapel Hill, NC 27599

Request for Proposals (RFP) No.:

RFP06032024VLG

Title: The University of North Carolina at Chapel Hill, for its Office of University Development (OUD) Web Platforms

Refer ALL inquiries regarding this RFP to:

Name: Veronica Green Title: Purchasing Specialist Email Address: veronica.green@unc.edu

Issue Date: 6/3/2024

Due Date and Time: July 8, 2024 2:00PM

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.:

RFP06032024VLG

For internal processing, including tabulation of proposals, provide your company’s electronic Vendor Portal (eVP) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

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

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP Number

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered supplier in good standing. You must enter the supplier number assigned through the electronic Vendor Portal (eVP). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login.

Electronic responses ONLY will be accepted for this solicitation.

Table of Contents

1.0 ANTICIPATED Procurement Schedule

2.0 Purpose of RFP

2.1 Introduction

2.2 RFP Document

2.3 Interpretation of Terms and Phrases

2.4 Contract Term

2.5 Contract Type

2.6 Affiliates

2.7 Agency Background

2.8 Problem Statement

3.0 RFP requirements and Specifications

3.1 Scope of Work

3.2 General requirements and Specifications

3.3 Security Requirements

3.4 Business and Technical Requirements

3.5 Business and Technical 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 Interviews, Oral Presentations, and/or Product Demonstrations

5.4 Best and Final Offer (BAFO)

5.5 Possession and Review

6 Vendor Information and Instructions

6.1 General Conditions of Offer

6.2 General Instructions for Vendor

6.3 Instructions for Offer Submission

7 Other Requirements and Special Terms

7.1 Vendor Utilization Of Workers Outside THE United States

7.2 Financial stability

7.3 Vendor exceptions; additional Terms and conditions

7.4 Resellers

7.5 Vendor’s representations

7.6 Personnel

7.7 Security and Background Checks

7.8 Disclosure of LItigation

7.9 Criminal Conviction

7.10 Assurances

7.11 Confidentiality of offers

7.12 Project Management

7.13 Meetings

7.14 Recycling and Source Reduction

Attachment A: Definitions Attachment B: The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services Attachment C: Description of Offeror form Attachment D: Cost Form Attachment E: Vendor Certification Form Attachment F: Location of Workers Utilized by Vendor form Attachment G: References Attachment H: Certification of Financial Condition Form Attachment I: Requirements Checklist

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule, but all dates and times are subject to change at the University’s sole discretion. All times listed are in Eastern Time (ET).

Action Responsibility (no later than) Date and Time

RFP Issued University June 3, 2024

Written Questions Deadline Vendors June 17, 2024 5:00 PM EST

University’s Response to Written Questions / RFP Addendum Issued

University June 24, 2024

Offer Deadline Vendors July 8, 2024 at 2:00 PM EST

Selection of Finalists University July 26, 2024

Interviews, Oral Presentations, and/or Product Demonstrations

Finalists July 26 – August 2, 2024

Contract Award University TBD

Contract Effective Date University TBD

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The University of North Carolina at Chapel Hill, for its Office of University Development, is soliciting offers from qualified vendors to lead the discovery, design and development for two web platforms that will enhance our current fundraising, marketing, communications and stewardship efforts, as well as create a foundation for the future of our digital engagement strategy. These two web platforms are: a Donor Experience Platform to act as a central hub for constituent engagement and online giving; and an Internal Knowledge Sharing Hub to connect fundraising teams, facilitate collaboration and ensure easy access to resources and information. These platforms should feature a modern web content management system (WCMS) that is flexible and can integrate with other communication, marketing, analytics and ecommerce systems or tools.

2.2 RFP DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before contract award. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

2.3 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms and conditions of any contract(s) resulting from this solicitation. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. As used herein, phrases such as “reasonable”, “necessary”, or “proper” shall be interpreted solely by the University.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in either the Notice of Award or the resulting contract, as applicable (the “Effective Date”). The contract shall have an initial term of 3 year(s) from the Effective Date (the “Initial Term”), unless terminated earlier in accordance with the terms and conditions of the contract.

At the end of the Initial Term, the University shall have the option, at its sole discretion, to renew the contract on the same terms and conditions for up to 2 additional 1-year terms. The University will give the Vendor written notice of its intent to exercise each renewal option no later than sixty (60) days before the end of the contract’s then-current term.

In addition to any optional renewal terms, and with the Vendor’s concurrence, the University retains the option to extend the contract for 1 year periods after the last active term.

2.5 CONTRACT TYPE

Definite Quantity Contract – This RFP will establish a closed-ended contract between the awarded Vendor(s) (if any) and the University to furnish a pre-determined quantity of goods and/or services during a specified period of time.

The University reserves the right to make partial, progressive or multiple awards (a) where it is advantageous to award separately by line item(s), (b) where more than one Vendor is needed or desired to meet the contemplated specifications as to quantity, quality, delivery, service, or geographical areas, and (c) where other factors are deemed to be necessary or proper to the purchase in question.

2.6 AFFILIATES

This RFP shall establish a source or sources of supply for UNC Chapel Hill and all affiliated University of North Carolina System institutions (each an “Affiliate”), which include:

Appalachian State University East Carolina University Elizabeth City State University Fayetteville State University North Carolina Agricultural and Technical State University North Carolina Central University North Carolina School of Science and Mathematics North Carolina State University University of North Carolina at Asheville University of North Carolina at Charlotte University of North Carolina at Greensboro University of North Carolina at Pembroke University of North Carolina at Wilmington University of North Carolina School of the Arts University of North Carolina System Office Western Carolina University Winston-Salem State University

Participation by an Affiliate is strictly voluntary, and UNC Chapel Hill shall not be responsible for orders or payments for any Affiliate.

2.7 AGENCY BACKGROUND

Carolina's Office of University Development (‘UDO’) works to support and advance the mission of the University of North Carolina at Chapel Hill (‘Carolina’) by forging strong and lasting relationships with and securing philanthropic support from our alumni, parents, friends, students, faculty and staff as well as key foundation and industry partners. Responsible for leading, coordinating and supporting diverse teams of fundraising professionals distributed across Carolina’s campus, UDO is comprised of departments focused on annual giving, business intelligence, campaign management, foundation relations, donor relations, engagement and events, finance, human resources, infrastructure and technology, marketing and communications, principal gifts and prospect management, and research and analytics.

2.8 PROBLEM STATEMENT

In October 2017, Carolina launched its most ambitious fundraising campaign ever, the Campaign for Carolina, designed to further Carolina’s mission of teaching, research and public service. The campaign ultimately surpassed $5 billion — including raising more than $1 billion for scholarships and fellowships.

This historic moment was made possible by the more than 230,000 donors who made contributions in support of the University and its 26 schools and units. As we emerged from the campaign, we recognized the need to reevaluate our digital strategy and technology to support future fundraising and engagement priorities. The need for private support will continue to grow and the digital space will be key to connecting with our constituents now and in the future.

To that end, we partnered with a digital strategy agency to create a high-level roadmap to guide future digital design and development priorities. This agency worked with UDO and fundraising partners across campus to lead discovery and conversations about the current state of our digital landscape and the challenges and opportunities that we face. Insights from this work highlighted the importance of improving internal knowledge management; better tracking donor interests; focusing on constituent engagement; and growing the donor pipeline.

Based on the information and assessment from our roadmap project, we identified the need to create two new web platforms that will enhance our current fundraising, marketing/communications and stewardship efforts, as well as assist us in building a foundation for the future of our digital engagement:

1. Donor experience platform:

We envision this as a central hub for engagement and communication with constituent audiences, while also serving the needs of UDO teams across marketing/communications, fundraising and stewardship roles. Currently we use several constituent-facing web platforms, leading to confusion, disconnected data and missed opportunities for connection. We want to bring together our engagement-focused content with a reimagined connection to funds/giving opportunities and donor portals, while capturing useful engagement data. We want to create a platform that will be able to grow with UDO’s aspirations and capabilities.

2. Internal knowledge sharing hub (Intranet):

We want to create an online hub that connects our internal fundraising teams to resources, training and dashboards that will make their work more efficient and effective. On our current internal UDO knowledge sharing website, information can be disorganized and content hard to find. We want to create an environment where our internal teams, from front-line fundraisers to back-end database teams, can share knowledge or ideas and grow collaboration. Content from news to gift proposal templates should be easy to find and accessible, whether working in the office or on the road.

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 SCOPE OF WORK

The scope of work for this RFP includes the discovery, design, development, deployment and support of two web platforms: a Donor Experience Platform and an Internal Knowledge Sharing Hub.

3.2 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.2.1 REQUIREMENTS

Means, as used herein, a function, feature, or performance that the system must provide, or a condition that the Vendor must meet.

3.2.2 SPECIFICATIONS

Means, as used herein, a description of the characteristics of the desired goods and/or services (e.g., a specification that documents the function and performance of a system or system component, or a service to be provided).

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 University, 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 University; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the University 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 to the University 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 University, 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 (in which case, 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.

3.3 SECURITY REQUIREMENTS

If Sensitive Information is in scope, then before a contract can be awarded, the Intended Awardee must:

a) Provide a current SOC 2 Type II report (or a comparable third-party assessment), complete a questionnaire provided by the University, and submit accompanying documentation at any time upon request by the University;

b) Pass an ISO risk assessment and maintain a passing status upon re-review;

c) Pass a DGOG review;

d) If credit card information is in scope, pass a CERTIFI Committee review; and

e) If Protected Health Information, electronic Protected Health Information, or Individually Identifiable

Health Information (as each is defined by HIPAA) is in scope, pass an IPO review; and

f) Execute any additional, related document(s) (e.g., Data Use Agreement, Business Associate

Agreement, etc.) required by the University based on the type of data in scope.

If the Intended Awardee cannot meet the requirements and/or does not pass the required reviews outlined above, then the University reserves the right to take any action available to it, including but not limited to:

select another prospective vendor, cancel the solicitation and rebid it, cancel the solicitation and negotiate with a known source of supply.

3.4 BUSINESS AND TECHNICAL REQUIREMENTS

The awarded Vendor / solution must meet the following requirements:

3.4.1

a) The web platforms must include a web content management system (WCMS), including a description of expected annual maintenance or license costs.

b) The solution must allow for the establishment of individual user accounts with variable permission control and user activity logs for audit purposes.

c) The solution must allow for integrations with other analytics, marketing and ecommerce platforms via API or regular data synchronization.

d) Vendor must provide security compliance documentation (e.g., SOC 2 Type 2, NIST 800-*, ISO 27001, etc.) for the solution upon request by the University.

e) Vendor must provide a Voluntary Product Accessibility Template (VPAT), or acceptable alternative, that details the solution’s accessibility compliance.

NOTE: Copies of PCI and security compliance documentation will not be requested until later phases of the RFP process. Vendor should not submit compliance documentation with their offer.

Vendor shall return with its offer a completed ATTACHMENT I: Requirements Checklist.

3.5 BUSINESS AND TECHNICAL SPECIFICATIONS

3.5.1 SOFTWARE

Web CMS • Content creation – The solution:

o Has easily editable content via low- or no-code WYSIWYG editing tools.

o Includes flexible and automated page templates.

o Adheres to UNC and UDO brand and identity guidelines.

o Can integrate many different content types including story posts, videos, photos, forms, etc.

o Includes an asset management system with tagged, organized and searchable content.

o Has workflow management of content.

o Has access control, collaboration and delegation of any or all content pages.

o Integrates with UNC Single Sign On authentication for users.

o Can display content in multiple languages.

o Has version control of content.

o Includes Generative AI content tools.

• Content syndication – The solution:

o Can distribute and intake content or data feeds to or from other systems.

• Web standards upgrades – The solution:

o Receives regular updates that include new features and keep the system updated to current web standards.

• Mobile optimization – The solution:

o Ensures optimal performance and user experience on mobile devices.

• Content personalization – The solution:

o Can link anonymous browser data with known user info (from emails, social media, etc.) to allow for content personalization.

o Integrates with user account sign-ons and donor portal experiences to allow for content personalization.

• Microsites – The solution:

o Can create microsites/web portals within the main site.

• Ecommerce/giving experience – The solution:

o Can organize and incorporate descriptions of funds/giving opportunities, with the ability to connect them to related content.

o Links to our ecommerce processing website and passes along any gift/donation amount selected by a site user.

Integration • The solution can integrate with and easily export or import data from other platforms, including:

o Blackbaud CRM, Internet Solutions and Payment Services o Salesforce Marketing Cloud o Google Analytics o Date warehouses o Web platforms supporting crowdfunding, planned giving, events, or other systems identified in the discovery process

Platform hosting, scalability and performance

• The solution:

o Has a consistent cost model.

o Has dynamic and automatic scaling of website resources to address spikes in traffic, without significant downtime.

o Prevents untested code from being deployed directly to the live environment.

o Has optimizations for website load time and performance (i.e. page caching, image compression, etc) o Has website redundancy and availability (i.e., in case of failures or for updates) o Can backup and save platform, themes, content, etc, at regular intervals or on demand.

o Has test and live environments.

o Can integrate with future technological advancements or systems that UDO might adopt (extensibility).

Data Analysis and Reporting

• The solution provides reporting tools, including:

o Data analytics and reporting capabilities that can be customized to track specific engagement metrics important to UDO.

o Integration with Google Analytics.

o Data analytics that inform business decisions for content development (including SEO), marketing, audience development, and pipeline.

User Experience • We expect user-centered design with validation through user testing.

3.5.2 IMPLEMENTATION

Vendor shall provide a Vendor-guided or third-party partner-guided implementation. The scope of work will include, but is not necessarily limited to, the following:

a) Provide a high-level proposed implementation plan and estimated schedule for full implementation.

b) Provide clear human resource planning and needs to the University to build out project teams, including which roles will be resourced by the Vendor / third-party partner and which roles the University will need to resource.

c) Configure, test, and deploy the solution.

d) Maintain a regular project meeting schedule with University stakeholders.

e) Train University personnel on system administration for maintenance post go-live.

3.5.3 SUPPORT

Vendor will provide support throughout the project as well as for ongoing issues and maintenance during the term of any resulting contract.

3.5.4 OTHER SERVICES

Vendor will provide the following for a period of twelve months after the launch of the solution:

a) Training and Technical Support – Vendor will provide training and support throughout the project as well as for ongoing issues and maintenance.

b) Customer Success Management – It shall be the Vendor’s responsibility to partner with the University to ensure the successful implementation and ongoing use of the solution.

4.0 COST OF VENDOR’S OFFER

4.1 OFFER COSTS

Offer price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, administrative, and other similar fees and expenses. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Vendor shall return with its offer a completed ATTACHMENT D – Cost Form.

4.2 PAYMENT SCHEDULE

If applicable, 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 method of source selection will be utilized in this procurement to allow the University to award this RFP to the Vendor providing the Best Value, while recognizing that Best Value may not result in an award to the Vendor offering 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.

5.1.1 EVALUATION PROCESS

University 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 be rejected and will not be considered further. All Responsive Offers will be evaluated based on stated evaluation criteria.

5.1.2 SUBSTANTIAL CONFORMITY

To be eligible for consideration, Vendor’s offer must substantially conform to the specifications.

Vendor’s offer may be deemed to substantially conform to the specifications if it satisfies the purpose or objective of the business need, even without adhering to ALL of the specifications. Substantial conformity will be determined solely by the University. Offers that do not substantially conform may be rejected. Further, offers that are seriously deficient with regard to any one (1) or more singular specification(s) may be rejected.

5.1.3 CLARIFICATIONS

The evaluation committee may request clarifications from or open communications with any or all Vendors as allowed by 9 NCAC 06B.0307. However, the University 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 Chapel Hill, North Carolina to discuss technical and contractual aspects of the offer.

5.1.4 NO UNIVERSITY OBLIGATION

Vendors are advised that the University is not obligated to ask for, or accept after the offer deadline, data that may be essential for a complete and thorough evaluation of the offer.

5.2 EVALUATION CRITERIA

All Responsive Offers will be evaluated based on the following evaluation criteria (listed in order of importance):

a) How well the Vendor’s offer conforms to the specifications

b) How each Vendor’s offer compares with other Vendors’

c) Total cost of ownership

d) Vendor schedule / timeline for completing the work

e) Implementation

f) Strength of references relevant or material to technology area(s) or specifications,

g) Vendor past performance – Vendor may be disqualified from any evaluation or award if the Vendor or any key personnel proposed, has previously failed to perform satisfactorily during the performance of any contract with the University, or violated rules or statutes applicable to public bidding in the State of North Carolina

h) Risks associated with Vendor’s offer

5.3 INTERVIEWS, ORAL PRESENTATIONS, AND/OR PRODUCT DEMONSTRATIONS

After all Responsive Offers have been evaluated, the University reserves the right to invite any number of Vendors for interviews and/or to provide oral presentations / product demonstrations to the University for purposes of further evaluation (the “Finalists”). The format and evaluation criteria for interviews, oral presentations, and/or product demonstrations will be provided to the Finalists at the time of invitation, and scheduling will be done on a first come, first served basis.

5.4 BEST AND FINAL OFFER (BAFO)

The University reserves the right to negotiate with one or more Vendor(s), and to request such Vendor(s) to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the University.

5.5 POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the offers 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. Under 1 NCAC 05B.0103, price information shall not be deemed confidential.

6 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 University’s intent as specified herein. Vendors are also responsible for obtaining and complying with all addenda and other changes that may be issued in connection with this RFP. If a Vendor discovers an inconsistency, error or omission in this RFP, the Vendor should request a clarification from the University’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 their ability that the recommended approach is not short lived. Several approaches may exist for any software. The Vendor must provide a justification for their proposed 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 University 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 University to award a contract. Upon determining that any of the following would be in its best interests, the University may:

a) waive any formality, informality, or technicality;

b) amend the solicitation;

c) not award one or more line item(s);

d) cancel or terminate this RFP;

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

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

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

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

i) 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 University. 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 University will not be bound by oral explanations or instructions given at any time during the RFP process or after award.

6.1.5 PROHIBITED COMMUNICATIONS

During the evaluation period (i.e., from the offer deadline through the date of contract award, if any), each Vendor submitting an offer (including its representatives, subcontractors and/or suppliers) is prohibited from having any communications with any person inside or outside of the University if the communication refers to the content of Vendor’s offer or qualifications, the contents of another Vendor’s offer, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication or information that could reasonably be considered to have the effect of directly or indirectly influencing the evaluation of offers and/or the award of the contract. Any Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the University’s sole discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the University would not be served by the disqualification.

Only (a) those discussions, communications or transmittals of information authorized or initiated by the University regarding this RFP, or (b) general inquiries directed to the University’s contact person named on the first page of this RFP regarding details of the RFP (prior to offer submission) or the status of contract award (after offer submission) are excepted from this provision.

6.1.6 AWARDS

The State of North Carolina has implemented the North Carolina electronic Vendor Portal (eVP) that allows the public to retrieve award notices and information on the Internet at https://evp.nc.gov. This https://evp.nc.gov/ information may not be available for several weeks depending upon the complexity of the acquisition and the length of time to complete the evaluation process.

6.1.7 PROTEST PROCEDURES

Protests of awards exceeding $25,000 in value must be submitted to the University at the address given on the first page of this document. Protests must be received by the University within fifteen

(15) calendar days from the date of the RFP award and provide specific reasons and any supporting documentation for the protest. All protests are governed by 9 NCAC 06B.1102.

6.2 GENERAL INSTRUCTIONS FOR VENDOR

6.2.1 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until June 17,2024 at 5:00 PM Eastern Time (the “Written Questions Deadline”).

Vendors’ questions posed orally at any pre-offer conference must be reduced to writing by the Vendor and provided to the University in accordance with this Section 6.2.2. Oral answers are not binding on the University.

Written questions must be submitted to Veronica Green via email at Veronica.Green@UNC.edu Please enter “Questions Solicitation XXXX” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number

6.2.2 ADDENDUM TO RFP

If written questions are received prior to the Written Questions Deadline, an addendum comprising all such questions and responses to those questions, or any additional terms deemed necessary by the University, shall become an addendum to this RFP and will be provided via the eVP.

Critical updated information may be included in these addenda, if any. Therefore, it is important that all Vendors submitting an offer in response to this RFP periodically check the eVP for any and all addenda that may be issued prior to the offer deadline.

6.2.3 COSTS RELATED TO OFFER SUBMISSION

Costs for developing and delivering an offer in response to this RFP and any subsequent interview, oral presentation, or product demonstration as requested by the University are entirely the responsibility of the Vendor. The University is not liable for any expense incurred by the Vendors in the preparation or presentation of their offers.

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

6.2.4 ALTERNATE OFFERS

Vendor may submit alternate offers for various levels of service or products meeting the RFP specifications. If Vendor chooses to respond with various service or product offerings, each offer must be for a specific set of services and products and at specific pricing. Vendors may also provide multiple offers for software or systems coupled with various support and maintenance options, provided, however, that all offers must substantially conform to the specifications.

Alternate offers must specifically identify the RFP specification(s) and advantage(s) addressed by the alternate offer. Any alternate offer(s) must be submitted as a separate file, clearly marked “Alternate

Offer for ‘name of Vendor’”, and numbered sequentially with the first offer if separate offers are submitted.

Offers of alternate or non-equivalent goods and/or services must be supported by independent documentary verification that the offer substantially conforms to the goods and/or services specified in the RFP. Notwithstanding the foregoing, alternate offers may be rejected if not found to be substantially conforming at the sole discretion of the University.

6.2.5 MODIFICATIONS TO OFFER

An offer may not be unilaterally modified by the Vendor after the offer deadline.

6.2.6 BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the University reserves the right to reject any or all offers, in whole or in part, based on the following:

a) late offers;

b) unsigned offers;

c) the University’s determination that the offer is unsatisfactory as to quantity, quality, delivery, price or service offered;

d) the Vendor’s failure to comply with the intent or conditions of the solicitation document;

e) the lack of competitiveness due to collusion or due to the knowledge that reasonably available competition was not received;

f) error(s) in specifications or indication that revision(s) would be to the University’s advantage;

g) cancellation of, or changes in, the intended project or other determination that the commodity or service is no longer needed;

h) limitation or lack of available funds;

i) circumstances that prevent determination of the lowest priced or highest qualified technically acceptable offer or the Best Value offer; or

j) any determination that rejection would be in the best interest of the University.

6.2.7 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 University, they must be registered. Registration can be completed at the following website: https://www.sosnc.gov/Guides/launching_a_business.

6.2.8 VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM

The North Carolina electronic Vendor Portal (eVP) allows Vendors to electronically register with the State of North Carolina 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 eVP.

6.2.9 VENDOR INFORMATION

Vendor shall return with its offer a completed ATTACHMENT C – Description of Offeror Form.

6.2.10 VENDOR REFERENCES

Vendor shall return with its offer a list of references in accordance with ATTACHMENT G – References.

https://www.sosnc.gov/Guides/launching_a_business 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 should be placed at the front of the offer. 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, personnel, and experience that substantiates its qualifications and capabilities to perform the Services and/or provide the goods described in this RFP.

e) Furnish all information requested; and if response spaces are provided in this RFP, the Vendor shall furnish said information in the spaces provided. Any references in an answer to another location in the RFP materials or offer shall have specific page numbers and sections stated in the reference. Further, if required elsewhere in this RFP, each Vendor must submit with its offer sketches, descriptive literature and/or complete specifications covering the products offered.

f) Only information that is received in response to this RFP will be evaluated. References to information previously submitted or available via the internet will not suffice as a response to this solicitation.

g) Any offer that does not adhere to these instructions may be rejected.

6.3.2 OFFER ORGANIZATION

Within each section of its offer, Vendor should address the items in the order in which they appear in this RFP. Forms, attachments, or exhibits, if any, provided as part of this RFP must be completed and included in the appropriate section of the offer. All discussion of offered costs, rates, or expenses must be presented in Section 4.0. Cost of Vendor’s Offer.

The offer should be organized and indexed in the following format and should contain, at a minimum, all listed items below.

a) Completed and signed Execution Page

b) Completed eVP Number form

c) Completed and signed Requirements Checklist (Attachment I)

d) Table of Contents

e) Completed Description of Offeror Form (Attachment C)

f) Vendor response to specifications

g) Completed Cost Form (Attachment D)

h) Schedule of offered solution

i) Signed Vendor Certification Form (Attachment E)

j) Completed Location of Workers Utilized by Vendor Form (Attachment F)

k) References (Attachment G)

l) Completed and signed Certification of Financial Condition Form (Attachment H)

m) Vendor Exceptions, if any (reference Section 7.3.1 of this RFP)

n) Vendor Additional Terms and Conditions, if any (reference Section 7.3.2 of this RFP)

o) Supporting material such as technical system documentation, training examples, etc.

p) Vendor may attach other supporting materials that it feels may improve the quality of its response. These materials should be included as items in a separate appendix.

6.3.3 OFFER SUBMITTAL

Due Date: June 28,2024 Time: 2:00 PM Eastern Time

Offers must be submitted (a) by the due date and time, (b) via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov/, and (c) with the Execution Page signed and dated by an official authorized to bind the Vendor’s firm.

IMPORTANT NOTE: It is the Vendor’s sole responsibility to upload their signed offer to the eVP by the specified due date and time. Vendor shall bear the risk for late electronic submission due to unintended or unanticipated delay, including but not limited to internet issues, network issues, local power outages, or application issues.

Offers will be deemed non-responsive and will be rejected if any of the following are true:

a) Offer was submitted after the due date and time (i.e., late offers);

b) Offer was not submitted via the eVP (e.g., offer was submitted via facsimile (FAX) machine, telephone, email, or in any hardcopy format); or

c) Offer was not signed on the Execution Page by an official authorized to bind the Vendor’s firm.

All file names should start with the Vendor’s name first, in order to easily determine all the files to be included as part of the Vendor’s response. For example, files should be named as follows: Vendor Name – your file name.

File contents SHALL NOT be password protected, file formats must be in .PDF, .JPEG, .DOC or .XLS format, and files shall be capable of being copied to other sources. Inability by the University to open the Vendor’s files may result in the Vendor’s offer being rejected.

If the Vendor’s offer contains any trade secrets (as defined in Attachment B, Section 18 (c) (Protection of Vendor Trade Secrets under NC Public Records Act)), then the Vendor must provide one (1) signed, original electronic copy and one (1) redacted electronic copy.

Additional information can be found via the North Carolina eProcurement Vendor Training link:

https://eprocurement.nc.gov/training/vendor-training.

Questions or issues related to using the eVP should be directed to the North Carolina eProcurement Help Desk – reference the following link: https://eprocurement.nc.gov/contact.

https://evp.nc.gov/ https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/contact

7 OTHER REQUIREMENTS AND SPECIAL TERMS

7.1 VENDOR UTILIZATION OF WORKERS OUTSIDE THE UNITED STATES

In accordance with N.C.G.S. §143B-1361(b), the Vendor must detail in its offer the manner in which it intends to utilize resources or workers located outside the United States. The University will evaluate the additional risks, costs, and other factors associated with such utilization.

Vendor shall return with its offer a completed ATTACHMENT F – Location of Workers Utilized by Vendor Form.

7.2 FINANCIAL STABILITY

The Vendor shall provide evidence of financial stability by returning with its offer a completed ATTACHMENT H – Certification of Financial Condition Form.

7.3 VENDOR EXCEPTIONS; ADDITIONAL TERMS AND CONDITIONS

7.3.1 EXCEPTIONS

Any exceptions to the University’s requirements, specifications, or terms and conditions may be presented in a separate section labeled “Vendor Exceptions”. Include references to the corresponding requirements, specifications, or terms and conditions of the RFP, as applicable. Any exceptions shall be explained in detail.

Vendor shall not construe this paragraph as inviting exceptions or implying that any exception will be acceptable to the University; the University may exercise its discretion not to consider any or all proposed modifications. If Vendor materially deviates from the University’s requirements, specifications, or terms and conditions, its offer may be rejected by the University. Furthermore, offers conditioned upon acceptance of Vendor exceptions may be rejected by the University.

7.3.2 ADDITIONAL TERMS AND CONDITIONS

Vendor’s terms and conditions for licensing and support of Vendor’s proprietary assets may be considered by the University; therefore, Vendor should present its license and/or support agreements, if any, for review and evaluation by the University. Any such terms and conditions should be presented in a separate section labeled “Vendor Terms and Conditions”.

The terms and conditions of the Vendor’s standard service, license, maintenance or other agreement(s) applicable to services, software and other products acquired under this RFP may apply to the extent such terms and conditions do not materially change the terms and conditions of this RFP. In the event of any conflict between the terms and conditions of this RFP and the Vendor’s standard agreement(s), the terms and conditions of this RFP relating to audit and records, jurisdiction, choice of law, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services herein shall apply in all cases and supersede any provisions contained in the Vendor’s relevant standard agreement or any other agreement. The University shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns, nor arbitrate any dispute, nor pay late fees, penalties, legal fees or other similar costs.

7.3.3 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

Other than through the processes outlined in this Section 7.3, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s offer. This applies to any language appearing in or attached to Vendor’s offer that purports to vary any terms and conditions herein, or to render the offer non-binding or subject to further negotiation. Vendor’s offer shall constitute a firm offer.

7.4 RESELLERS

An offer can be made by an authorized reseller that purchased the offered items from a third party for resale or license to the University, and the proprietary and intellectual property rights associated with the items are owned by the third party (“Third Party”). The University further acknowledges that except for the payment to the reseller for the Third Party items, all of its rights and obligations with respect thereto flow from and to the Third Party. The reseller shall provide the University with copies of all documentation and warranties for the Third Party items which are provided to the reseller. The reseller shall assign all applicable Third Party warranties for Deliverables to the University. The University reserves all rights to utilize existing agreements with such Third Parties or to negotiate agreements with such Third Parties as the University deems necessary or proper to achieve the intent of this RFP.

7.5 VENDOR’S REPRESENTATIONS

7.5.1 QUALIFIED PERSONNEL

Vendor represents and warrants to the University that qualified personnel will provide all services in a professional manner. “Professional manner” means that the personnel performing the service(s) will possess the skill and competence consistent with the prevailing business standards in the industry.

7.5.2 INTELLECTUAL PROPERTY

Vendor represents and warrants to the University that (a) it has the right to provide the services and other Deliverables without violating or infringing any law, rule, regulation, copyright, patent, trade secret or other proprietary right of any third party, and (b) its services and other Deliverables are not the subject of any actual or threatened actions arising from, or…