RFP 2026-021 Learning Management System

Location:	North Carolina
Posted:	Mar 24, 2026
Due:	Apr 27, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies
Solicitation No:	377-2026-021
Publication URL:	To access bid details, please log in.

Attachment Preview

Request for Proposals No. 2026-021

Learning Management System (LMS) Replacement

Due Date:

Time:

Receipt Location:

April 27, 2026

11:00 AM EDT

Procurement & Contract Management Department

(Note: Follow the submittal instructions listed in this

document to electronically upload a proposal package)

Non-Mandatory Pre-Proposal Conference

Due Date:

Time:

Location:

April 13, 2026

11:30 AM EDT

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

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

6.10 DRUG-FREE WORKPLACE........................................................................................................................................ 24

6.11 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

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

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

Union County, North Carolina

RFP 2026-021 Learning Management System (LMS) Replacement

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	377-2026-021
Project Title:	RFP 2026-021 Learning Management System
Description:	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.
Opening Date:	4/27/2026 11:00 AM
Posted Date:	3/25/2026
Status:	Open
Department:	COUNTY OF UNION


Solicitation Number * 377-2026-021	Department COUNTY OF UNION	Status Reason Open
Opening Date 2026-04-27T11:00:00.0000000	Posted Date * 2026-03-24T20:15:45.0000000Z	Primary Commodity Code System management software
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Kyle Hodge
Description 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.