RFP 2026-021 Learning Management System

Request for Proposals No. 2026-021
Learning Management System (LMS) Replacement
April 27, 2026
Due Date:
11:00 AM EDT
Time:
Procurement & Contract Management Department
Receipt Location:
(Note: Follow the submittal instructions listed in this
document to electronically upload a proposal package)
Non-Mandatory Pre-Proposal Conference
Due Date: April 13, 2026
Time: 11:30 AM EDT
Location: Non-Mandatory Pre-Proposal Conference
Procurement Representative
Kyle Hodge
Procurement Specialist
704.283.3631
Kyle.Hodge@unioncountync.gov

Contents
1 Notice of Advertisement ........................................................................................................... 3
2 Submittal Details ......................................................................................................................... 4
2.1 PROPOSAL SUBMISSION DEADLINE AND DELIVERY ADDRESS............................................................................ ............ 4
2.2 PROPOSAL SUBMISSION REQUIREMENTS .................................................................................................................... 4
2.3 PROPOSAL QUESTIONS ............................................................................................................................................. 4
2.4 PROPOSAL ADDENDUM ............................................................................................................................................ 5
2.5 COMMUNICATION .................................................................................................................................................... 5
3 Introduction ................................................................................................................................. 5
3.1 COUNTY ...................................................................................................................................................... ............ 5
3.2 PURPOSE ................................................................................................................................................................. 5
3.3 PROJECT BACKGROUND ............................................................................................................................................ 6
4 Scope of Service and Service Requirements ................................................................................ 7
4.1 PLATFORM CAPABILITIES ........................................................................................................................................... 7
4.1.1 User Experience & Accessibility................................................................................................................... 7
4 .1.2 Registration, Enrollment & Automation .................................................................................................... 7
4.1.3 Compliance Tracking & Reporting ............................................................................................................. 8
4.1.4 Content Management & Authoring Tools ................................................................................................. 8
4.1.5 Roles, Permissions & Administration ......................................................................................................... 8
4.1.6 Scalability & Performance .......................................................................................................................... 9
4.1.7 Support & Documentation .......................................................................................................................... 9
4.2 SYSTEM INTEGRATION AND MIGRATION SERVICES ...................................................................................................... 9
4.2.1 Data Migration............................................................................................................................................. 9
4 .2.2 Integration Requirements.......................................................................................................................... 10
4.2.3 Configuration and Deployment................................................................................................................ 10
4.2.4 Testing and Validation .............................................................................................................................. 10
4.2.5 Documentation and Training ................................................................................................................... 10
4.3 ONGOING MAINTENANCE AND SUPPORT ................................................................................................................ 11
4.3.1 System Maintenance ................................................................................................................................. 11
4 .3.2 Technical Support ...................................................................................................................................... 11
4.3.3 Platform & Health Monitoring ................................................................................................................. 11
4.3.4 Software Updates ....................................................................................................................................... 11
4.3.5 Reporting & Documentation .................................................................................................................... 11
4.4 PROJECT PHASING AND IMPLEMENTATIONTIMELINE ................................................................................................. 12
4.4.1 Phase 1 - System Configuration & Core Integrations ............................................................................ 12
4 .4.2 Phase 2 - Countywide Rollout .................................................................................................................. 12
4.4.3 Phase 3 - Long-Term Optimization ......................................................................................................... 12
4.5 TRAINING AND DOCUMENTATION ........................................................................................................................... 12
4.5.1 Administrator and Technical Training ..................................................................................................... 12
4 .5.2 Instructors & Content Creators ................................................................................................................. 12
4.5.3 Training Deliverables ................................................................................................................................. 13
4.6 PROJECT MANAGEMENT & IMPLEMENTATION.......................................................................................................... 13
4.7 CYBERSECURITY AND IT COMPLIANCE ...................................................................................................................... 13
4 .7.1 Network and System Security ................................................................................................................... 13
4 .7.2 SSO & Identity Integration ........................................................................................................................ 13
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

4.7.3 Audit Logging & Monitoring ..................................................................................................................... 13
4.7.4 Vulnerability Management ....................................................................................................................... 14
4.7.5 Data Ownership & Privacy ....................................................................................................................... 14
4.7.6 Warranty, Support, and Service Levels ..................................................................................................... 14
4.7.7 Knowledge Transfer ................................................................................................................................... 14
5 Detailed Submittal Requirements and Instructions ......................................................... 14
5.1 TERMS OF SUBMISSION................................................................................................................................. .......... 14
5.2 PROPOSAL FORMAT ................................................................................................................................................ 15
5 .2.1 Section A - Cover Letter ............................................................................................................................ 16
5 .2.2 Section B - Company Background and Relevant Experience ................................................................. 17
5.2.3 Section C - Project Team .......................................................................................................................... 17
5.2.4 Section D - Project Management, Technical Approach, and Quality ControL ..................................... 18
5.2.5 Section F - References ............................................................................................................................... 18
5.2.6 Section G - Cost Proposal ......................................................................................................................... 19
5.2.7 Section H - Required Forms ...................................................................................................................... 19
5.3 SELECTION PARTICIPANTS ....................................................................................................................................... 19
5.4 EVALUATION SELECTION PROCESS ........................................................................................................................... 20
5.5 AWARD PROCEDURE .............................................................................................................................................. 21
5.6 CONFLICT CERTIFICATION ....................................................................................................................................... 21
6 General Conditions and Requirements ................................................................................ 22
6.1 TERMS AND CONDITIONS ............................................................................................................................. .......... 22
6.2 CONTRACTUAL OBLIGATIONS .................................................................................................................................. 22
6.3 SUB-CONTRACTOR/PARTNER DISCLOSURE .............................................................................................................. 22
6.4 EXCEPTION TO THE PROPOSAL ................................................................................................................................. 22
6.5 MODIFICATION OR WITHDRAWAL OF PROPOSAL ...................................................................................................... 23
6.6 EQUAL EMPLOYMENT OPPORTUNITY ....................................................................................................................... 23
6.7 MINORITY BUSINESSES (MBE) OR DISADVANTAGED BUSINESSES (DBE) .................................................................... 23
6.8 LICENSES ............................................................................................................................................................... 23
6.9 E-VERIFY ............................................................................................................................................................... 23
6.1 0 DRUG-FREE WORKPLACE ........................................................................................................................................ 24
6.1 1 INSURANCE ............................................................................................................................................................ 24
6.12 INDEMNIFICATION .................................................................................................................................................. 27
7 Appendix A - Cost Proposal ................................................................................................... 28
A.2 Pricing Assumptions / Clarifications ........................................................................................................... 29
A.3 - Authorized Signature.................................................................................................................................... 29
8 Appenix B - FUNCTIONAL REQUIREMENTS MATRIX ...................................................... 30
9 Appendix C - Proposal Submission ...................................................................................... 31
10 Appendix D - Addendum and Anti-Collusion.................................................................... 32
11 appendix F - template contract ............................................................................................. 33
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

1 NOTICE OF ADVERTISEMENT
Union County, North Carolina
Request for Proposals No. 2026-021
Learning Management System (LMS) Replacement
Electronic proposals will be received by the Union County's Procurement & Contract Management
Department by 11:00 AM Local on April 27, 2026. Late submittals will not be accepted.
Union County is seeking proposals from qualified firms to provide and implement a modern,
enterprise-level Learning Management System (LMS), including system configuration, data
migration, integration services, training, and ongoing support.
Copies of the solicitation may be obtained from the locations listed below:
1. Download the Proposal Documents from the Union County website:
https://www.unioncountync.gov/departments/bids-procurement/current-bids
2. Download the Solicitation Documents from the State of North Carolina Electronic
Vendor Portal: https://evp.nc.gov (Bid by Departments, search County of Union).
All questions about the meaning or intent of the RFP Documents are to be submitted in writing to the
Procurement Representative listed on the cover page (kyle.hodge@unioncountync.gov) no later than
4:00 PM EDT on April 16, 2026.
Union County reserves the right to reject any or all proposals, to waive technicalities and to make
such selection deemed in its best interest.
Union County reserves the right to award a contract to multiple vendors.
Offerors are required to comply with the non-collusion requirements set forth in the Solicitation
Documents.
Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and
Small Businesses.
End of Notice of Advertisement
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

2 SUBMITTAL DETAILS
2.1 PROPOSAL SUBMISSION DEADLINE AND DELIVERY ADDRESS
All Proposal Submittals are to be received by the Union County Procurement & Contract
Management Department no later than 11:00 AM Local Time on April 27, 2026, per
the instructions below. Any submittals received after this date and time shall be rejected
without exception.
2.2 PROPOSAL SUBMISSION REQUIREMENTS
The proposal must be submitted electronically using the following link:
https://lfportal.unioncountync.gov/Forms/procurementsubmit. Select the Solicitation drop
down arrow and choose this RFP from the list. Complete the form, upload your proposal, and
select submit. A delivery notification email, from LF-Forms@co.union.nc.us, will be sent
as your confirmation of receipt. Please add this address to your contact list.
The proposal package must be signed by a person who is authorized to bind the
proposing Company. Instructions for preparing the proposal are provided herein.
Paper submissions will not be accepted.
There is no expressed or implied obligation for Union County to reimburse Offerors for
any expenses incurred in preparing proposals in response to this request.
Union County reserves the right to:
* Reject any or all proposals, to waive technicalities and to make such selection
deemed in its best interest.
* Cancel this solicitation; and
* Award to multiple vendors.
2.3 PROPOSAL CONFERENCE AND QUESTIONS
A non-mandatory, pre-proposal conference will be held on April 13, 2026, at 11:30 AM
local time via the attached Teams link, Non-Mandatory Pre-Proposal Conference
Proposal questions will be due on or before April 16, 2026, 4:00 PM Local EDT. The
primary purpose is to provide participating Offerors with the opportunity to ask
questions, in writing, related to the RFP.
Submit questions by email to Kyle Hodge kyle.hodge@unioncountync.gov by the
deadline shown above. The email subject line should identify the proposal number
and project title. All questions and answers may be posted as addenda on
www.unioncountync.gov and/or https://evp.nc.gov
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

2.4 PROPOSAL ADDENDUM
Union County may modify the RFP prior to the date fixed for submission of proposals by
the issuance of an addendum.
Should an Offeror find discrepancies or omissions in this RFP, or any other documents
provided by Union County, the Offeror should immediately notify the County of such
potential discrepancy in writing via email as noted above.
Any addenda to these documents shall be issued in writing. No oral statements,
explanations, or commitments by anyone shall be of effect unless incorporated in the
written addenda. Receipt of Addenda shall be acknowledged by the Offeror on
Appendix C - Addendum and Anti-Collusion form.
2.5 COMMUNICATION
All communications, any modifications, clarifications, amendments, questions,
responses, or any other matters related to this Request for Proposals must be made only
through the Procurement Contact noted on the cover of this RFP. A violation of this
provision is cause for the County to reject a Company's proposal. No contact regarding
this document with other County employees is permitted and may be grounds for
disqualification.
3 INTRODUCTION
3.1 COUNTY
The County (estimated population 263,386) is located in the central, southern piedmont.
The County provides its residents with a full array of services that include public safety,
water/wastewater utilities and sanitation, human services, cultural and recreational
activities, and general government administration.
3.2 PURPOSE
Union County is seeking proposals from qualified firms to provide and implement a
modern, cloud-based Learning Management System (LMS). The intent of this Request
for Proposals (RFP) is to procure an enterprise-level platform that enhances the
County's ability to deliver employee training, track compliance requirements, create
and manage course content, monitor workforce development, and generate advanced
reporting and analytics.
This RFP is being issued under N.C. General Statute 143-129.8 for the procurement of
information technology goods and services. The County anticipates selecting a vendor
to provide the LMS platform, perform implementation and data migration services,
integrate with existing County systems, and provide ongoing support, training, and
maintenance.
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

The selected solution should:
* Improve usability and overall learner experience;
* Strengthen compliance tracking and audit readiness;
* Provide robust reporting and analytics capabilities;
* Support scalable course creation, management, and delivery;
* Integrate with County systems (e.g., HRIS, SSO, content tools);
* Offer modern features such as mobile access and optional AI-driven functionality;
and
* Align with industry standards for security, accessibility, and cloud service delivery.
Union County encourages vendors to propose flexible, innovative solutions that meet
or exceed the requirements outlined in this RFP.
3.3 PROJECT BACKGROUND
Union County currently utilizes a Learning Management System. The county is looking
for a platform that supports basic training functions, and will meet the County's long-
term needs for functionality, usability, analytics, and integration. According to the
County's business case analysis, the current LMS presents several challenges, including:
* Limited learner engagement and lack of gamification features;
* Poor user interface and difficult navigation;
* Restricted reporting capabilities, including limited custom report creation;
* No ability for learners to upload coursework or assignments;
* Content restrictions such as low video size limits;
* Inflexible role-based access and elevated access for some administrative users;
* Limited integration with common content tools (e.g., PowerPoint);
* Slow or inconsistent vendor support; and
* Absence of modern AI-driven features.
To improve training delivery, employee development, compliance tracking, and
administrative efficiency, the County seeks to replace the existing LMS with a modern,
user-friendly, fully integrated platform. The new system is expected to streamline
training processes, automate workflows, increase employee engagement, enhance
reporting and analytics, and provide a long-term scalable solution that supports the
County's diverse workforce.
The County is not prescribing a specific product or brand and is seeking a solution that
delivers a flexible, intuitive, and sustainable LMS platform capable of supporting
evolving organizational needs. For disclosure to assure integration, the county
currently uses Tyler Technology (Munis) and NEOGOV.
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

4 SCOPE OF SERVICE AND SERVICE REQUIREMENTS
Union County intends to procure a modern, cloud-based Learning Management System
(LMS) capable of supporting countywide employee learning, compliance tracking, reporting,
content creation, workflow automation, and long-term workforce development. The LMS
must provide a user-friendly experience, integrate with existing County systems, and
include ongoing support, training, and maintenance.
The selected Vendor shall deliver a comprehensive, fully implemented LMS solution that
includes: system configuration, data migration, integration services, content support,
training, documentation, and long-term administration and maintenance.
Proposal must address ensuring that any custom content created or upload to the
system can be extracted and kept for future system integrations and address how will
data be migrated out of the system for historical purposes if another LMS shift
occurs.
4.1 PLATFORM CAPABILITIES
The proposed LMS must be a cloud-hosted, enterprise-level solution that supports the
full lifecycle of employee learning and development.
At a minimum, the proposed platform must:
4.1.1 USER EXPERIENCE & ACCESSIBILITY
Modern, intuitive user interface with personalized dashboards.
Mobile-responsive interface and native mobile app (iOS/Android
preferred).
WCAG 2.1 AA and Section 508 accessibility compliance.
Search functionality that is accurate, fast, and user-friendly.
Optional engagement tools such as gamification, certificates, badges,
and leaderboards.
4.1.2 REGISTRATION, ENROLLMENT & AUTOMATION
Self-service enrollment, automated enrollments, and instructor-assigned
courses.
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

Automated reminders, notifications, recertification alerts, and
escalations.
Ability to configure prerequisites, learning paths, and required training
tracks.
Support for recurring and compliance-driven coursework.
4.1.3 COMPLIANCE TRACKING & REPORTING
Real-time dashboards for completions, overdue training, compliance
rates, and department-level views.
Custom report builder with the ability to create and save user-designed
reports.
Exportable data in Excel, PDF, or CSV formats.
Audit-ready logging and historical training records.
Supervisor and department head views for direct reports.
4.1.4 CONTENT MANAGEMENT & AUTHORING TOOLS
Built-in course authoring tools OR seamless integration with common
authoring platforms such as:
* PowerPoint (required)
* Articulate
Rise or Storyline
o
* Captivate
* Ability to host videos with reasonable size limits; vendor must specify
maximum file size and upload restrictions.
* Centralized content repository with tagging, version control, and
permissions.
4.1.5 ROLES, PERMISSIONS & ADMINISTRATION
Flexible role-based access with granular permissions for:
* HR administrators
* Department-level training administrators
* Internal instructors
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement

* Supervisors
* Learners
Ability to restrict access to sensitive HR fields and ensure no unnecessary
visibility for departmental administrators.
Activity logging for all administrative actions.
4.1.6 SCALABILITY & PERFORMANCE
Support for unlimited or high-volume users.
24/7/365 system availability except for scheduled maintenance.
Ability to scale to additional County departments, divisions, and future
functionality without requiring system replacement.
4.1.7 SUPPORT & DOCUMENTATION
Comprehensive technical documentation (administrator guides, API
documentation, user guides).
Knowledge base and support portal.
Tier I-III support paths with defined SLAs.
4.2 SYSTEM INTEGRATION AND MIGRATION SERVICES
The selected Vendor shall provide end-to-end integration and migration services to
transition from the County's current LMS (NEOGOV Learn) to the new LMS platform.
4.2.1 DATA MIGRATION
Vendor must migrate all applicable LMS data including, at minimum:
* User accounts and profiles
* Training history, completions, and certifications
* Course catalog and learning paths
* Active enrollments and recurring assignments
* Groups, departments, and organizational structures
Vendor must identify any limitations in migrating historical records.
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Union County, North Carolina
RFP 2026-021 Learning Management System (LMS) Replacement