IFB 30-26399-DPH Teleform Workgroup annual software maintenance and support

STATE OF NORTH CAROLINA INVITATION FOR BIDS NO. 30-26399-DPH
DEPARTMENT OF HEALTH AND HUMAN
Offers will be publicly opened: July 31, 2026
SERVICES
Division of Public Health Issue Date: July 20, 2026
Refer ALL inquiries regarding this IFB to: Commodity Number: 811122
Angela Childress
Description: Teleform Workgroup annual software
Angela.Childress@dhhs.nc.gov maintenance and support
Using Agency: Division of Public Health
See page 3 for offer submittal instructions. Requisition No.: RQ283267
OFFER AND ACCEPTANCE
The State seeks offers for the software and software support described in this solicitation. The State's
acceptance of any offer must be demonstrated by execution of the acceptance found below and any subsequent
Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence
as follows: In cases of conflict between documents comprising the contract, the order of precedence shall be (1)
Best and Final Offers, if any, (2) special terms and conditions specific to this solicitation, (3) specifications, (4)
Department of Information Technology Terms and Conditions of this solicitation, and (5) the agreed portions of
the awarded Vendor's offer. No contract shall be binding on the State until an encumbrance of funds has
been made for payment of the sums due under the contract.
EXECUTION
In compliance with this solicitation and subject to all the conditions herein, the undersigned offers and agrees to
furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time
specified herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL.
NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for ninety (90) days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this solicitation are accepted, an authorized representative of Department of Health and Human
Services shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).
FOR STATE USE ONLY
Offer accepted and contract awarded _____________________________________, as indicated on attached certification,
by _____________________________________________ (Authorized representative of DHHS).

IFB Number: 30-26399-DPH
TABLE OF CONTENTS
1.0 INTENT, USE, DURATION AND SCOPE .............................................................................................. 3
2.0 GENERAL INFORMATION .................................................................................................................... 3
2.1. ADDENDUM TO SOLICITATION ............................................................................................................ 3
2.2. BID OPENING ....................................................................................................................................... 3
2.3. OFFER SUBMITTAL ............................................................................................................................... 3
2.4. BASIS FOR REJECTION ........................................................................................................................ 4
2.5. LATE OFFERS ....................................................................................................................................... 4
2.6. NON-RESPONSIVE OFFERS ................................................................................................................ 4
2.7. NOTICE TO VENDOR(S) ........................................................................................................................ 5
2.8. E-PROCUREMENT SOLICITATION ....................................................................................................... 5
2.9. DISTRIBUTORS AND RESELLERS ....................................................................................................... 5
2.10. POSSESSION AND REVIEW .............................................................................................................. 5
2.11. BEST AND FINAL OFFERS (BAFO) ..................................................................................................... 6
2.12. AWARD ................................................................................................................................................ 6
2.13. POINTS OF CONTACT ......................................................................................................................... 6
3.0 SPECIFICATIONS ................................................................................................................................. 6
3.1. VENDOR STANDARD AGREEMENT(S) ................................................................................................ 6
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT ....................... 7
3.3. E-VERIFY ............................................................................................................................................... 8
3.4 BRAND SPECIFIC PRODUCT ................................................................................................................. 8
3.5. SECURITY SPECIFICATIONS ............................................................................................................... 8
3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS ............................................................................... 8
3.7 SPECIFICATIONS ................................................................................................................................... 9
3.8. DELIVERY .............................................................................................................................................. 9
3.9. CONTRACT TERM ............................................................................................................................... 10
4.0 FURNISH AND DELIVER .................................................................................................................... 10
4.1. OPTIONAL COSTS: MAY OR MAY NOT BE PURCHASED ................................................................. 10
5.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 11
6.0 GENERAL TERMS and CONDITIONS APPLICABLE to SOFTWARE as a SERVICE (SaaS) ............. 13
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IFB Number: 30-26399-DPH
1.0 INTENT, USE, DURATION AND SCOPE
The purpose of this Solicitation is to obtain pricing for and procure Teleform Workgroup annual software
maintenance and support for DHHS, Division of Public Health, State Laboratory of Public Health. Goods
and Services will be provided in accordance to the terms and conditions of this Solicitation.
2.0 GENERAL INFORMATION
2.1. ADDENDUM TO SOLICITATION
The State may issue addenda if Vendor questions are permitted as described below, or if additional
terms, specifications, or other changes are necessary for this procurement. All addenda shall
become an Addendum to this solicitation.
2.2. BID OPENING
Attendance at the virtual bid opening is optional.
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2.3. OFFER SUBMITTAL
Due Date: Friday, July 31, 2026
Time: 02:00 PM Eastern Time
IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or
unanticipated delay. Vendor must include all the pages of this solicitation in their response. It
is the Vendor's sole responsibility to ensure its offer has been submitted by the specified time and
date of opening. Any proposal submitted after the proposal deadline will be rejected.
Sealed offers, Offers must be submitted via the Ariba Sourcing Module with the Execution page
signed and dated by an official authorized to bind the Vendor's firm. Failure to return a signed offer
shall result in disqualification.
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IFB Number: 30-26399-DPH
Attempts to submit a proposal via facsimile (FAX) machine, telephone, email or any hard
copy format in response to this Bid shall NOT be accepted.
a) The Ariba Sourcing Module document number is: Doc2320210247
b) File contents SHALL NOT be password protected, the file formats must be in .PDF, .DOC or
.XLS format, and shall be capable of being copied to other sources. Inability by the State to
open the Vendor's files may result in the Vendor's offer(s) being rejected.
c) If the vendor's proposal contains any confidential information (as defined in the Terms and
Conditions of this solicitation), then the vendor must provide one (1) signed, original electronic offer
and one (1) redacted electronic copy.
For training on how to use the Ariba Sourcing Tool to view solicitations, submit questions, develop
responses, upload documents, and submit offers to the State, Vendors should go to the following
site: https://eprocurement.nc.gov/training/vendor-training
Questions or issues related to using the Ariba Sourcing Tool itself can be directed to the North
Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are
available Monday through Friday from 7:30 AM EST to 5:00 PM EST.
Prices and any other entry made hereon by the Vendor shall be considered firm and not subject to
change
2.4. BASIS FOR REJECTION
Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or
in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;
non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s)
in specifications or indications that revision would be advantageous to the State; cancellation or
other changes in the intended project, or other determination that the proposed requirement is no
longer needed; limitation or lack of available funds; circumstances that prevent determination of the
best offer; or any other determination that rejection would be in the best interest of the State. Vendor
contact regarding this IFB with anyone other than Angela Childress may be grounds for rejection
of said Vendor's offer.
2.5. LATE OFFERS
Regardless of cause, late offers will not be accepted and will automatically be disqualified from
further consideration. It shall be the Vendor's sole risk to ensure delivery in the designated manner
by the designated time.
2.6. NON-RESPONSIVE OFFERS
Vendor offers will be deemed non-responsive by the State and will be rejected without further
consideration or evaluation if statements such as the following are included:
* "This offer does not constitute a binding offer",
* "This offer will be valid only if this offer is selected as a finalist or in the competitive range",
* "Vendor does not commit or bind itself to any terms and conditions by this submission",
* "This document and all associated documents are non-binding and shall be used for discussion
purposes only",
* "This offer will not be binding on either party until incorporated in a definitive agreement signed
by authorized representatives of both parties", or
* A statement of similar intent.
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IFB Number: 30-26399-DPH
2.7. NOTICE TO VENDOR(S)
The State objects to and will not be required to evaluate or consider any additional terms and
conditions not previously agreed to by the State and submitted with an Offeror's response.
This applies to any language appearing in or attached to the document as part of the Offeror's
response. By execution and delivery of this IFB and response(s), the Offeror agrees that any
additional terms and conditions, whether submitted purposely or inadvertently, shall have no
force or effect.
2.8. E-PROCUREMENT SOLICITATION
This is an E-Procurement solicitation. See Paragraph #31 of the attached Department of
Information Technology Terms and Conditions.
a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/
b) Within two days after notification of award of a contract, vendor must register in NC E-
Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login
c) As of the IFB submittal date, the Vendor must be current on all E-Procurement fees. If the Vendor
is not current on all E-Procurement fees, the State may disqualify the Vendor from participation
in this IFB.
2.9. DISTRIBUTORS AND RESELLERS
"Resellers" as used herein, refers to businesses that routinely sell or distribute Vendor's Products,
and may include "Distributors", "Value Added Resellers" (VARs), "Original Equipment
Manufacturers" (OEMs), Channel Partners, or such other designations. These businesses must be
approved by the State prior to placement of any orders. Any contract established will be subject to
this solicitation and any resulting Agreement(s), and to the terms and conditions of the State's
competitive bidding process.
The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale
or license to the Agency, and that the proprietary and intellectual property rights to the Third-Party
Items are owned by parties other than the Reseller ("Third Parties"). The Agency further
acknowledges that except for the payment to the Reseller for the Third-Party Items, all of its rights
and obligations with respect thereto flow from and to the Third Parties. The Reseller shall provide
the Agency with copies of all documentation and warranties for the Third-Party Items which are
provided to the Reseller. The Reseller shall assign all applicable third-party warranties for
Deliverables to the Agency.
Is the Vendor an authorized OpenText reseller for the products as listed in Section 4.0 Furnish
and Deliver? YES NO
If yes, the State may request an authorized reseller letter. If requested, the Vendor must provide a
copy of the authorized reseller letter from the OEM within seven (7) calendar days of request. Failure
to provide the authorized reseller letter within the stated timeframe may result in rejection of the bid,
at the discretion of the State. Bids from Vendors that are not authorized to resell the products or
services in this IFB may be rejected at the discretion of the State.
2.10. POSSESSION AND REVIEW
During the evaluation period and prior to award, possession of the bids 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
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IFB Number: 30-26399-DPH
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.
2.11. BEST AND FINAL OFFERS (BAFO)
The State may establish a competitive range based upon evaluations of offers, and request BAFOs
from the Vendor(s) within this range, e.g. "Finalist Vendor(s)". If negotiations or subsequent offers
are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when
requested shall disqualify the non-responsive Vendor from further consideration. The State will
evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors'
respective offers to determine the final rankings.
2.12. AWARD
It is the general intent to award this contract to one (1) Vendor. As provided by statute, award will
be based on Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method
in accordance with 09 NCAC 06B. 0302 Information Technology Procurement.
2.13. POINTS OF CONTACT
Contact by the Offeror with the persons shown below for contractual and technical matters related
to this IFB is only permitted if expressly agreed to by the purchasing lead named on page 4, or upon
award of contract:
For Vendor completion:
Vendor Contractual Point of Contact Vendor Technical Point of Contact
Name of Vendor: Name of Vendor:
Street: Street:
City, State, Zip: City, State, Zip:
Attn: Attn:
Email: Email:
3.0 SPECIFICATIONS
3.1. VENDOR STANDARD AGREEMENT(S)
The terms and conditions of Vendor's standard license, maintenance or other agreement(s)
applicable to Software and other Products acquired under this Agreement may apply to the extent
such terms and conditions do not materially change the terms and conditions of this Agreement. In
the event of any conflict between the terms and conditions of this Agreement and the Vendor's
standard agreement(s), the terms and conditions of this Agreement relating to audit and records,
jurisdiction, choice of law, the State's electronic procurement application of law or administrative
rules, the remedy for intellectual property infringement and the exclusive remedies and limitation of
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IFB Number: 30-26399-DPH
liability in the Terms and Conditions herein shall apply in all cases and supersede any provisions
contained in Vendor's relevant standard agreement or any other agreement. The State 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, legal fees or other similar costs.
A license agreement for the TELEFORM WORKGROUP products and services by and between
OPENTEXT and DHHS may be applicable to this IFB. A fully executed copy of the updated license
agreement shall be incorporated by reference and attached to the final version of this IFB via a Best
and Final Offer - BAFO.
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT
In accordance with the Statewide Information Security Manual (SISM), the State restricts the
location of information systems that receive, process, store, or transmit State and Federal data to
the United States which includes the following areas: US States, US Territories, US Embassies,
and US Military installations (stateside or overseas). This restriction applies to the Vendor and to
any subcontractors engaged to provide Services under this Agreement or with access to State Data.
The Vendor must ensure that its subcontractor agreements contain the same restrictions and will
be responsible for monitoring and enforcing subcontractor compliance at all times.
Pursuant to N.C.G.S. 143B-1361(b), the Vendor must complete and return this Disclosure
Statement Attachment F with its solicitation response. The Vendor may attach additional pages to
its response if needed. The State of North Carolina will evaluate Disclosure Statement Attachments
for additional risks, costs, and other factors associated with its service prior to making an award for
any such Vendor's offer. The Vendor must provide the following information in its bid response:
Vendor to complete a.-e. in their offer:
a. The location of work performed under a state contract by the Vendor, any subcontractors,
employees, or other persons performing the contract and whether any of this work will be
performed outside the United States.
Vendor to enter text here to answer this disclosure question:
b. The corporate structure and location of corporate employees and activities of the Vendor, its
affiliates or any other subcontractors.
Vendor to enter text here to answer this disclosure question:
c. Vendor agrees to provide notice of the relocation of the Vendor, employees of the Vendor,
subcontractors of the Vendor, or other persons performing Services under a state contract
outside of the United States in the event such relocation occurs during the contract term.
Does Vendor agree to provide notice as defined above? YES NO
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IFB Number: 30-26399-DPH
d. Vendor agrees that any Vendor or subcontractor providing call or contact center Services to
the State of North Carolina shall disclose to inbound callers the location from which the call or
contact center Services are being provided.
Does Vendor agree to provide disclosure as defined above? YES NO
e. Will any work under this contract be performed outside the United States? YES NO
The use of resources or workers located outside the United States is a critical security exception
that must be escalated to the State Chief Information Officer for review pursuant to N.C.G.S. 143B-
1376(c) and 143B-1320(c). These critical security exceptions are approved only in rare and
extenuating circumstances. Vendor should account for this when preparing its response.
______________________________________________________________________________
3.3. E-VERIFY
Pursuant to N.C.G.S. 143B-1350(k), the State shall not enter into a contract unless the awarded
Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter
64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit
a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter
as may be required by the State.
3.4 BRAND SPECIFIC PRODUCT
Manufacturer(s) name and product descriptions used in this solicitation are product specific. The
items offered in response to this solicitation must be the manufacturer and type specified. Failure to
comply with this requirement will result in rejection of offer.
3.5. SECURITY SPECIFICATIONS
3.5.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE
Vendors must provide a completed Vendor Readiness Assessment Report State Hosted Solutions
("VRAR") at offer submission. This report is located at the following website:
https://it.nc.gov/documents/vendor-readiness-assessment-report
The Teleform Workgroup Annual Maintenance and Support will be required to receive and securely
manage data that is classified LOW risk. Refer to the North Carolina Statewide Data Classification
and Handling policy for more information regarding this data classification. The policy is located at
the following website: https://it.nc.gov/document/statewide-data-classification-and-handling-policy
To comply with the State's Security Standards and Policies, State agencies are required to perform
annual security/risk assessments on their information systems using NIST 800-53 controls.
3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS
3.6.1 ARCHITECTURE DIAGRAMS
The two diagrams are Network Architecture and Technology Stack. The State utilizes architectural
diagrams to better understand the design and technologies of a proposed solution. Details on these
diagrams can be found at the following link: https://it.nc.gov/resources/statewide-it-
procurement/vendor-engagement-resources#Tab-Architecture-1192
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IFB Number: 30-26399-DPH
These two diagrams should be provided at offer submission. If they are not supplied at that time,
the Vendor SHALL provide within seven (7) calendar days of the State's request.
There may be additional architectural diagrams requested of the vendor after contract award. This
will be communicated to the vendor by the agency as needed during the project.
3.6.2 SOLUTION ROADMAP - RESERVED
3.6.3 IDENTITY AND ACCESS MANAGEMENT - RESERVED
3.6.4 INTEGRATION APPROACH - RESERVED
3.6.5 DISASTER RECOVERY AND BUSINESS CONTINUITY - RESERVED
3.6.6 DATA MIGRATION - RESERVED
3.6.7 APPLICATION MANAGEMENT - RESERVED
3.6.8 ACCESSIBILITY - RESERVED
ENTERPRISE, SERVICES, AND STANDARDS
Agencies and vendors should refer to the Vendor Resources Page for information on North Carolina
Department of Information Technology regarding architecture, security, strategy, data, digital, identity
and access management and other general information on doing business with state IT process.
The Vendor Resources Page found at the following link: https://it.nc.gov/vendor-engagement-
resources. This site provides vendors with statewide information and links referenced throughout the
IFB document. Agencies may request additional information.
3.7 SPECIFICATIONS
The software maintenance and support plan for Teleform Workgroup licenses must Include:
1. Direct Technical Support: Unlimited cases for software troubleshooting, diagnostics, and
repairs via telephone, web, or remote access during standard business hours (8 AM to 5 PM,
Monday to Friday)
2. Issue Management: Problem logging, case tracking until final resolution, and escalation
management.
3. System Restoration: Assistance with restoring solution functionality and general
configuration/operation questions.
4. Software Updates: Access to the latest software patches, maintenance releases, and
TeleForm Support documentation.
3.8. DELIVERY
Successful Vendor will complete supply of the scope of work within five (5) consecutive calendar
days after receipt of purchase order electronically to the contact person listed the Notice of Award.
If circumstances beyond the control of the contractor result in a late delivery [or installation], it is the
responsibility and obligation of the contractor to notify the Purchasing Agent listed on the purchase
order or the contact person listed the Notice of Award, in writing, immediately upon determining
delay. The written notification should indicate the anticipated delivery date.
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IFB Number: 30-26399-DPH
3.9. CONTRACT TERM
A contract awarded pursuant to this IFB shall have an effective date of September 13, 2026
unless stated otherwise in the Notice of Award. The term shall be one (1) year and will expire
upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or
unless terminated earlier. The State retains the option to extend this contract for two (2)
additional one (1) year periods at its sole discretion.
4.0 FURNISH AND DELIVER
YEAR 1:
ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST
1 1 year
Teleform Workgroup - Informa 8x5 maintenance
w/11 verifiers; 1 Additional Scan Station; 1 $_________ $___________
Additional Reader SN: 605436
Start Date: Effective date of contract
End Date: Through the end of month 12
Total Offer Cost YR 1: $______________
4.1. OPTIONAL COSTS: MAY OR MAY NOT BE PURCHASED
YEAR 2:
ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST
1 1 year
Teleform Workgroup - Informa 8x5 maintenance
w/11 verifiers; 1 Additional Scan Station; 1 $_________ $___________
Additional Reader SN: 605436
Months 13-24
Total Offer Cost YR 2: $______________
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