Debt Collection State Contract Event

Location:	North Carolina
Posted:	Oct 15, 2025
Due:	Dec 4, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Solicitation No:	Doc1694612863
Publication URL:	To access bid details, please log in.

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OFFER

STATE OF NORTH CAROLINA

Department of Information Technology

Statewide IT Procurement

REQUEST FOR PROPOSAL NO. DIT-501165-000

Contract Name: Debt Collection Services

Bid Opening Date: December 04, 2025 at 2:00 ET p.m.

Refer ALL inquiries regarding this RFP to:

Issue Date: October 15, 2025

Name: Beverly Satterfield

Email: beverly.satterfield@nc.gov

Commodity Code: 841017 – Debt Management

Purchasing Agency: North Carolina Department of

Information Technology

Requisition No.: NA

The State solicits offers for Services and/or goods described in this solicitation. All offers and responses received

shall be treated as Offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION

In compliance with this Request for Proposal (RFP), 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.

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

NAME & TITLE OF PERSON SIGNING:

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for one hundred twenty (120) 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 NC Department of Information

Technology shall affix its signature hereto and any subsequent Request for Best and Final Offer, if issued.

Acceptance shall create a contract having an order of precedence as follows: Best and Final Offers, if any, Special

terms and conditions specific to this RFP, Specifications of the RFP, the Department of Information Technology

Terms and Conditions, and the agreed portion of the awarded Vendor’s Offer. A copy of this acceptance will be

forwarded to the awarded Vendor(s).

FOR NCDIT USE ONLY

Offer accepted and contract awarded this date

, as indicated on attached certification,

(Authorized representative of NC Department of Information Technology.

Debt Collection Services – NC Department of Information Technology - 501165-000

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October 06, 2025

Table of Contents

1.0 ANTICIPATED PROCUREMENT SCHEDULE ........................................................................... 4

2.0 PURPOSE OF RFP .................................................................................................................... 4

2.1 INTRODUCTION .................................................................................................................... 4

2.2 AGENCY BACKGROUND ...................................................................................................... 4

2.3 SUMMARY OF PROBLEM STATEMENT .............................................................................. 5

2.4 CONTRACT TERM.................................................................................................................5

2.5 EFFECTIVE DATE ................................................................................................................. 5

2.6 CONTRACT TYPE ................................................................................................................. 6

3.0 RFP REQUIREMENTS AND SPECIFICATIONS ........................................................................ 6

3.1 GENERAL REQUIREMENTS AND SPECIFICATIONS ......................................................... 6

3.1.1 REQUIREMENTS............................................................................................................6

3.1.2 SPECIFICATIONS...........................................................................................................9

3.1.3 SITE AND SYSTEM PREPARATION............................................................................11

3.1.4 EQUIVALENT ITEMS .................................................................................................... 11

3.1.5 ENTERPRISE LICENSING ........................................................................................... 12

3.2 SECURITY SPECIFICATIONS.............................................................................................12

3.2.1 SECURITY SPECIFICATIONS FOR DATA COLLECTION, STORAGE, AND

PROCESSING............................................................................................................... 12

3.2.2 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE ............................................. 13

3.2.3 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE ..................................... 13

3.3 ENTERPRISE SPECIFICATIONS ........................................................................................ 14

3.3.1 ARCHITECTURE DIAGRAMS ............................................................................................... 14

3.3.2 SOLUTION ROADMAP .......................................................................................................... 14

3.3.3 IDENTITY AND ACCESS MANAGEMENT ............................................................................ 14

3.3.4 INTEGRATION APPROACH .................................................................................................. 14

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY ...................................................... 14

3.3.6 DATA MIGRATION.................................................................................................................15

3.3.7 APPLICATION MANAGEMENT ............................................................................................. 15

3.3.8 ACCESSIBILITY.....................................................................................................................15

4.0 COST OF VENDOR’S OFFER..................................................................................................15

4.1 COLLECTION FEES PROPOSAL AND ADDITIONAL COSTS – (ATTACHMENT D) ......... 15

5.0 EVALUATION ........................................................................................................................... 16

5.1 SOURCE SELECTION ......................................................................................................... 16

5.2 EVALUATION CRITERIA ..................................................................................................... 17

5.3 BEST AND FINAL OFFERS (BAFO) .................................................................................... 17

5.4 POSSESSION AND REVIEW .............................................................................................. 18

6.0 VENDOR INFORMATION AND INSTRUCTIONS .................................................................... 18

6.1 GENERAL CONDITIONS OF OFFER .................................................................................. 18

6.1.1 VENDOR RESPONSIBILITY.........................................................................................18

6.1.2

RIGHTS RESERVED .................................................................................................... 18

Debt Collection Services – NC Department of Information Technology - 501165-000

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October 06, 2025

6.1.3 SOLICITATION AMENDMENTS OR REVISIONS ........................................................ 19

6.1.4 ORAL EXPLANATIONS ................................................................................................ 19

6.1.5 E-PROCUREMENT ....................................................................................................... 19

6.1.6 ELECTRONIC VENDOR PORTAL (EVP) ..................................................................... 19

6.1.7 PROTEST PROCEDURES ........................................................................................... 19

6.2 GENERAL INSTRUCTIONS FOR VENDOR ........................................................................ 19

6.3 INSTRUCTIONS FOR OFFER SUBMISSION......................................................................21

7.0 OTHER REQUIREMENTS AND SPECIAL TERMS..................................................................23

7.1 VENDOR UTILIZATION OF WORKERS OUTSIDE OF U.S. ............................................... 23

7.2 FINANCIAL STATEMENTS .................................................................................................. 24

7.3 FINANCIAL RESOURCES ASSESSMENT, QUALITY ASSURANCE, PERFORMANCE

AND RELIABILITY................................................................................................................24

7.4 VENDOR’S LICENSE OR SUPPORT AGREEMENTS ........................................................ 24

7.5 RESELLERS ........................................................................................................................ 25

7.6 DISCLOSURE OF LITIGATION............................................................................................ 25

7.7 CRIMINAL CONVICTION ..................................................................................................... 25

7.8 SECURITY AND BACKGROUD CHECKS ........................................................................... 25

7.9 ASSURANCES ..................................................................................................................... 26

7.10 CONFIDENTIALITY OF OFFERS ........................................................................................... 26

7.11 PROJECT MANAGEMENT ..................................................................................................... 26

7.12 MEETINGS..............................................................................................................................26

7.13 RECYCLING AND SOURCE REDUCTION ............................................................................ 26

7.14 SPECIAL TERMS AND CONDITIONS .................................................................................... 26

7.15 RECORD RETENTION .......................................................................................................... 27

7.16 AGENCY TERMS AND CONDITIONS....................................................................................27

ATTACHMENT A: Definitions (definition and Terms and Conditions) ................................................. 28

ATTACHMENT B: Department of Information Technology Terms and Conditions ............................. 30

ATTACHMENT C: Description of Offeror ............................................................................................ 52

ATTACHMENT D: Collection Fee Proposal- Total cost of ownership ................................................. 54

ATTACHMENT E: Vendor Certification Form .................................................................................... 55

ATTACHMENT F: Location of Workers Utilized by Vendor Disclosure Statement..............................56

ATTACHMENT G: References ........................................................................................................... 58

ATTACHMENT H: Financial Review Form.......................................................................................... 60

ATTACHMENT I: Submittal Checklist ……………………………………………………………………..62

Debt Collection Services – NC Department of Information Technology - 501165-000

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October 06, 2025

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The Agency Procurement Agent will make every effort to adhere to the following schedule:

Action

RFP Issued

Written Questions Deadline

Agency’s Response to Written Questions/

RFP Addendum Issued

Offer Opening Deadline

Contract Award

Protest Deadline

Responsibility

State

Potential Vendors

State

Vendor(s)

Agency

Responding Vendors

Date

10/15/2025

10/27/2025

11/05/2025

12/04/2025

02/15/2026

15 days after

award

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The purpose of this RFP is to solicitate offers and select multiple vendors to provide collection services for

agencies within the State of North Carolina.

2.2 AGENCY BACKGROUND

A. The North Carolina State Department of Information Technology (“NCDIT”, “The State,” or “Purchasing

Agency”) desires to contract with Service Providers specializing in government debt collection (“Vendor”),

who will collect, on a nationwide basis, debts owed to North Carolina State agencies, institutions or

universities. The governmental debts will be referred to the Vendor(s) from the individual State agency,

institution or university which is owed the debt.

The State is seeking Vendor(s) committed to the collection of governmental debt while adhering to the

highest standards of customer service and fair credit reporting rules and regulations. The Vendor(s) will

be selected to provide services for the following two types of collection services:

Type One – School or Student Loan Debt -Vendor(s) will be selected to lawfully collect school or

student loan debt under this contract owing to State universities or State agencies. The Vendor(s) must

specialize in the student loan market and exhibit significant experience and ability in providing collection

services for loans under the Federal Perkins Loan Program, the National Federal Direct Student Loan

Program, all Nursing Loans, State loans, and any other type of student loans. Additionally, the Vendor(s)

will also provide collection services for general debts owing to a university, such as tuition and fees,

bookstore fees, parking fines, and any other educational account receivables.

Type Two – General Government Debt and Receivables - Vendor(s) will be selected to lawfully collect

all types of governmental debts and receivables, except the debts specifically described in Type One.

The Vendor(s) must exhibit significant experience and ability in recovering governmental debts and

receivables.

A Vendor may choose to submit a proposal for Type One, or Type Two, or both, or some combination

thereof. A separate cost proposal (Collection Fee Proposal – Attachment D) must be completed for each

collection service type; however, only one RFP offer response is necessary.

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Debt Collection Services – NC State Department of Information Technology - 501165-000

October 15, 2025

Vendor(s) awarded contracts under this RFP are not guaranteed the referral of any accounts from any

State agency, institution or university at the commencement of the contract, or at any time during the

contract period. Awarded Vendor(s) will be placed on an approved list of Vendors that can and may be

used by any State agency, institution or university. (See RFP 2.6 for a complete list of entities authorized

to use the contract resulting from this RFP) Vendors are cautioned that the State cannot, does not, and

will not guarantee the level of utilization a Vendor will receive under this contract.

Accounts will be placed directly with the Vendor from a State agency, institution or university, upon its

determination that the debt is delinquent and has been deemed uncollectable. Most referrals will be first

placements, and will have been worked by the referring agency, institution or university according to its

own collection procedures. Some referred accounts may be second placements, and some may be third

placements, meaning one or more other Vendors have attempted to collect the debt, but have been

unsuccessful.

Proposals are to be submitted in accordance with the terms and conditions of this RFP and any addenda

issued hereto.

B. Transition Assistance

Vendors must perform collections services transition assistance at the end of this contract term. If a

Vendor is not awarded on subsequent contract or replacement contract upon the termination of this

contract, Vendors must close and return all accounts to the State agency, institution or university

regardless of the payment status within thirty (30) days. When the accounts are returned, the Vendor

shall provide a report with those accounts to explain the status of each account, and shall provide

verification that all confidential, personal data has been returned and that no original or copy of the

confidential, personal data remains with the Vendor. The State agency, institution or university will then

have the option to choose another Vendor to service the accounts.

2.3 SUMMARY OF PROBLEM STATEMENT

The existing debt collection contract is an agency specific contract managed by NC Department of

Justice (DOJ). The decision has been made to convert this contract to a Statewide Term Contract to

be managed by the NC Department of Information Technology. The State is seeking success in

collecting government debt along with user-friendly processes and systems.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award.

The term shall be 5 years(s) 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 the Agreement for 2-year periods at its sole discretion. The State reserves the right to further

amend the contract’s intent of coverage or term as may be required by future legislative activities or at

the State’s discretion.

2.5 EFFECTIVE DATE

This solicitation, including any Exhibits, or any resulting contract or amendment shall not become

effective nor bind the State until the appropriate State purchasing authority/official or Agency official has

signed the document(s), contract or amendment; the effective award date has been completed on the

document(s), by the State purchasing official, and that date has arrived or passed. The State shall not

be responsible for reimbursing the Vendor for goods provided nor Services rendered prior to the

appropriate signatures and the arrival of the effective date of the Agreement. No contract shall be

Page 5 of 62

Debt Collection Services – NC State Department of Information Technology - 501165-000

October 15, 2025

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

Solicitation Number:	Doc1694612863
Project Title:	Debt Collection State Contract Event
Description:	Debt Collection Services State Contract
Opening Date:	12/4/2025 2:00 PM
Posted Date:	10/16/2025
Status:	Open
Department:	STATE OF NC - STATEWIDE IT PROCUREMENT OFFICE


Solicitation Number * Doc1694612863	Department STATE OF NC - STATEWIDE IT PROCUREMENT OFFICE	Status Reason Open
Opening Date 2025-12-04T14:00:00.0000000	Posted Date * 2025-10-15T17:31:39.0000000Z	Commodity Code Debt management
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI

Description Debt Collection Services State Contract
Description Debt Collection Services State Contract
Attachments Debt Collection RFP DIT-501165-000 10-15-2025 (003).pdf (850.96 KB) ATTACHMENTS ONLY - Debt Collection RFP DIT-501165-000 10-13-2025.docx (63.26 KB) Vendor Question Submission Template.docx (15.56 KB)