RFP062926KJM AP Invoice Automation Solution+AI integration(FINAL).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 of the terms and 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 one hundred eighty (180) 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: special terms and conditions specific to the RFP, if any; requirements and specifications of the RFP; the University Information Technology (IT) Terms and Conditions; and the agreed portion of the awarded Vendor’s offer (including any Best and Final Offer(s)). 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.: RFP062926KJM

Title: Accounts Payable Invoice Automation Solution with AI integration

Refer ALL inquiries regarding this RFP to:

Name: Kimberly Middleton Title: Software Category Manager Email Address: middletk@email.unc.edu

Issue Date: June 29, 2026

Due Date and Time: August 31, 2026, at 12:00 PM Eastern Time (ET)

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.: RFP062926KJM

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 UNC System Institutions

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

6.0 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 the United States

7.2 Financial Stability

7.3 Vendor Exceptions; Additional Terms and Conditions

7.4 Vendor’s Representations

7.5 Personnel

7.6 Security and Background Checks

7.7 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: University Information Technology (IT) Terms and Conditions Exhibit A: University Data Privacy and Security Addendum Appendix A: University Security Program Requirements Exhibit B: AI Terms and Conditions 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 29, 2026

Written Questions Deadline July 20, 2026 at 12:00 PM ET

University’s Response to Written Questions / RFP Addendum Issued

University August 10, 2026

Offer Deadline Vendors August 31, 2026 at 12:00 PM ET

Selection of Finalists University TBD

Interviews, Oral Presentations, and/or Product Demonstrations

Finalists TBD

Information Security Review University TBD

Contract Negotiations University / Intended Awardee

TBD

Contract Award University TBD

Contract Effective Date University TBD

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The purpose of this RFP is to solicit offers for an Accounts Payable (AP) Invoice Automation Solution with integrated artificial intelligence (AI) capabilities.

The University of North Carolina at Chapel Hill (UNC-CH) Accounts Payable (AP) department, is seeking proposals from qualified vendors for the purpose of obtaining information and bids to implement a comprehensive AP invoice automation solution. The selected solution will replace the University’s current invoice submission system and must integrate seamlessly with the University’s ERP system, PeopleSoft.

UNC-CH is looking to procure a commercially available software solution that streamlines and manages the entire invoice-to-payment lifecycle. The successful solution must leverage AI to reduce or eliminate manual data entry, accelerate approval workflows, ensure compliance with University and regulatory requirements, and facilitate secure, timely vendor payments.

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 three (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 seven (7) additional one (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 one (1)-year periods after the last active term.

2.5 CONTRACT TYPE

This RFP will establish an indefinite quantity contract between the awarded Vendor(s) (if any) and the University. The quantity of goods and/or services that may be used by the University is undetermined. An estimated quantity based on history or other means may be used as a guide but shall not be a representation by the University of any anticipated purchase volume under any contract awarded pursuant to this RFP.

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.

Any resulting contract may be used by any other UNC Chapel Hill department, office, school, etc. at their discretion.

2.6 UNC SYSTEM INSTITUTIONS

Any resulting contract may be extended to any other University of North Carolina System (UNC System) institution (each an “Institution”) to allow Institution to purchase relevant products and services from Vendor at then-current prices in accordance with the terms and conditions of the contract. Use of the contract by another Institution shall be strictly voluntary.

Execution of a separate contract is not required to participate, unless an amendment to the material terms of the contract is required by either the Institution or Vendor, in which case the resulting contract shall be between the Institution and Vendor. Other Institutions shall place their own orders directly with Vendor and shall fully and independently administer their use of the contract, including contractual disputes, invoicing, and payments, without any participation from the University.

The University shall not be responsible for any costs, damages, or other obligations incurred by any other Institution as a result of any use of the contract. It is understood and agreed that the University (a) is not responsible for the acts or omissions of any other Institution, and (b) will not be considered in default of the contract due to the acts or omissions of any other Institution, no matter the circumstances.

UNC System institutions currently include the following:

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 Chapel Hill 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

2.7 AGENCY BACKGROUND

UNC-Chapel Hill’s Accounts Payable Department, within the Division of Finance and Operations, is responsible for ensuring accurate, timely, and compliant processing of vendor invoices and payments on behalf of all University units. The department supports a diverse vendor base and manages the review and processing of a substantial volume of invoices to ensure adherence to University and state policies. AP processes approximately 110,000 invoices per year from a variety of campus and external sources, making it a critical function in supporting the University’s academic, research, and operational activities.

2.8 PROBLEM STATEMENT

Accounts payable staff currently face significant operational challenges due to the highly manual processing of invoices. Each year, we receive approximately 35,000 purchase orders (PO) invoices. These invoices must be manually linked to the corresponding purchase orders, lines matched and a voucher created. For non-PO vouchers, staff must manually review each invoice to ensure the correct supplier was selected, all expenses meet University and State policy before payment can be made.

This manual process is time-consuming, resource-intensive, and susceptible to human error, resulting in payment delays, increased administrative workload, and elevated compliance risks. The current approach limits scalability and diverts staff time from higher-value activities.

The goal of this project is to implement automated invoice processing that leverages AI functionality to streamline and improve the efficiency and accuracy of invoice processing and accounts payable operations.

The solution must seamlessly integrate with Oracle PeopleSoft to ensure smooth data flow and operational efficiency.

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 SCOPE OF WORK

The scope of work for this RFP includes, but is not limited to, the configuration, integration, testing, implementation, training, support and performance monitoring of an automated invoice processing tool.

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

Personal Information is in scope for this project. Therefore, before a contract can be awarded, the Intended Awardee must:

3.3.1 Provide at least one of the following, listed in order of preference:

3.3.1.1 current SOC 2 Type II report issued within the last 36 months, complete a questionnaire provided by the University, and submit accompanying documentation at any time upon request by the University.

3.3.1.2 A completed Higher Education Community Vendor Assessment Tool

(HECVAT).

3.3.1.3 A comparable third-party risk assessment.

3.3.2 Pass an ISO risk assessment and maintain a passing status upon re-review.

3.3.3 Pass a DGOG review.

3.3.4 Detailed documentation of the Vendor’s:

3.3.4.1 Security Policies and Procedures

3.3.4.2 Risk Management Framework

3.3.4.3 Data Security and Privacy Controls

3.3.5 The Vendor shall protect all University information and systems that maintain University data or in which University students, faculty, or staff interact in accordance with industry’s best practices and all applicable laws and regulations. This includes following the high protection level of the University minimum security standards or provide the industry security standard followed and evidence of compliance with that standard.

3.3.6 The vendor must maintain access control to all systems that contain University data.

Authorization should be limited to access on a “need to know” basis, strong passwords and multi-factor authentication must be implemented. It is required that the Vendor integrates with the University’s SSO for authentication.

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

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 the following: 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 The solution must be able to integrate with PeopleSoft.

3.4.2 The solution must be able to handle two and three-way processing.

3.4.3 The solution must be able to read and extract data from invoices, using modern techniques (e.g., optical character recognition (OCR), artificial intelligence (AI), machine learning, natural language processing models, etc.)

3.4.4 The solution must be able to understand and apply UNC policies to invoices.

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

3.5 BUSINESS AND TECHNICAL SPECIFICATIONS

3.5.1 INVOICE PROCESSING

• Consume invoices from email for automated, hands-free processing.

• Implement error-handling mechanisms for any invoices not able to be processed hands free.

• Provide tools to manage confidence level in invoice consumption process so more invoices can be processed without user intervention.

• Match invoice to the corresponding purchase order in PeopleSoft (phase 1).

• Review invoice to determine owning department for proper processing (phase 2).

https://policies.unc.edu/TDClient/2833/Portal/KB/ArticleDet?ID=131245

3.5.2 DATA EXTRACTION

• Utilize modern technologies (e.g. OCR, AI, machine learning, and/or natural language processing) to reach and extract data from transcripts accurately, regardless of document format.

• Use extracted data to match lines against corresponding purchase order.

• Leverage information from UNC policies to ensure compliance.

3.5.3 DATA IMPORT

• Seamlessly import extracted data into PeopleSoft to create a voucher.

• Implement error-handling mechanisms to address any issues during the voucher creation process.

3.5.4 DATA REVIEW, CORRECTION, AND LEARNING

• Provide an intuitive interface for users to review and correct vouchers created via automated process

• Implement machine learning and other AI capabilities to identify and correct errors and policy violations, and to adapt to different invoice formats, improving accuracy over time.

• Use AI capabilities to incorporate user-provided feedback to improve performance and accuracy.

3.5.5 ANALYTIS AND REPORTING

• Offer flexible reporting tools to track transcript processing metrics and other operational data.

• Provide customizable dashboards for real-time analytics and performance monitoring.

• Generate detailed reports on data accuracy, processing times, and error rates.

3.5.6 IMPLEMENTATION SERVICES

• Provide an implementation plan that clearly outlines the timeline and resource allocation for the successful deployment of the proposed solution in the following phases:

O PHASE 1

Installation/Product Access Data Extract and Customer Validation Data Import Automation Out-of-the-Box Business Rules Custom Business Rulesa User Acceptance Testing Deployment of the configured solution according to the established implementation plan and monitor performance. Address any challenges that may arise to ensure a smooth go-live process.

O PHASE 2

Installation/Product Access Data Extract and Customer Validation

Data Import Automation Out-of-the-Box Business Rules Custom Business Rulesa User Acceptance Testing Deployment of the configured solution according to the established implementation plan and monitor performance. Address any challenges that may arise to ensure a smooth go-live process.

• Maintain a regular project meeting schedule with University Stakeholders.

3.5.7 TRAINING AND SUPPORT

• Provide post-implementation training and materials, including but not limited to technical and user documentation.

• Provide maintenance and support throughout the project and during the term of any resulting contract.

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.

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’ offers

c) Total cost of ownership

d) Vendor schedule / timeline for completing the work

e) Implementation plan

f) Training and documentation

g) Maintenance and support

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

i) 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

j) 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.

6.0 VENDOR INFORMATION AND INSTRUCTIONS

6.1 GENERAL CONDITIONS OF OFFER

6.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all specifications, requirements and the 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 hardware configurations, other products and any software. The Vendor must provide a justification for their proposed hardware, product and software solution(s) along with costs thereof. Vendors are encouraged to present explanations of benefits and merits of their proposed solutions together with any accompanying Services, maintenance, warranties, value added Services or other criteria identified herein.

6.1.2 RIGHTS RESERVED

While the 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 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 09 NCAC 06B .1102 and other applicable law, regulations, policies and procedures.

6.2 GENERAL INSTRUCTIONS FOR VENDOR

6.2.1 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until July 20, 2026 at 12:00 PM Eastern Time (the “Written Questions Deadline”). Date and time of receipt shall be as indicated on the email received by the University; late submissions will not be accepted.

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.

https://evp.nc.gov/

Written questions must be submitted to the contact person listed on Page One of this RFP via email.

Please enter “RFP062926KJM Questions” 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/divisions/business_registration.

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.

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 specified in Section 6.3.2 (Offer Organization) of this RFP. The Execution Page of this RFP should be placed at the front of the offer. Each page should be numbered and the offer should contain a table of contents.

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.

https://www.sosnc.gov/divisions/business_registration https://evp.nc.gov./

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

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 business and technical requirements (reference Section 3.4 of this

RFP)

g) Vendor response to business and technical specifications (reference Section 3.5 of this

RFP)

h) Completed Cost Form (Attachment D)

i) Schedule of offered solution / implementation plan

j) Signed Vendor Certification Form (Attachment E)

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

l) References (Attachment G)

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

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

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

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

q) 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 and Time: August 31, 2026 at 12:00 PM Eastern Time (ET)

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.

6.3.4 PUBLIC OPENING

The name of each responding vendor will be announced at a public, virtual Zoom meeting to be held at 2:00 PM Eastern Time on August 31, 2026. Attendance is optional – please use the following information to join the meeting:

Meeting Link: https://unc.zoom.us/j/98451864097?pwd=zJtuDx6uZk1hNS6F2AYXemJc7FOV0L.1 Meeting ID: 984 5186 4097 Passcode: 873434

6.3.5 TABULATIONS

All offers (except those that (a) have been previously withdrawn, or (b) are found to be non-responsive) will be tabulated. The tabulations shall be made public via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov/.

7.0 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.

https://evp.nc.gov/ https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/contact https://unc.zoom.us/j/98451864097?pwd=zJtuDx6uZk1hNS6F2AYXemJc7FOV0L.1

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 VENDOR’S REPRESENTATIONS

7.4.1 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.

7.4.2 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 alleged under, any intellectual property rights of any third party.

7.4.3 INHERENT SERVICES

If any services or other Deliverables, functions, or responsibilities not specifically described in this RFP are (a) required for Vendor’s proper performance, provision or delivery of the services or other Deliverables, or (b) an inherent part of or necessary sub-task included within the services, they will be deemed to be implied by and included within the scope of any resulting contract to the same extent and in the same manner as if specifically described in this RFP.

7.4.4 VENDOR PERFORMANCE

Vendor warrants that it has the financial capacity to perform and to continue to perform its obligations under any resulting contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance under any resulting contract; and that entering into any resulting contract is not prohibited by any other contract, or order by any court of competent jurisdiction.

7.5 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of any resulting contract without prior written approval by the University. The individuals designated as key personnel for purposes of any resulting contract are those specified in the Vendor’s offer. Any desired substitution shall be noticed to the University in writing accompanied by the names and references of Vendor’s recommended substitute personnel. The University will approve or disapprove the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under any resulting contract.