Proofpoint Spam Filtering & Email Software & Software Support

Location:	North Carolina
Posted:	Nov 20, 2025
Due:	Dec 8, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Solicitation No:	88-250046-CK
Publication URL:	To access bid details, please log in.

Solicitation Number:	88-250046-CK
Project Title:	Proofpoint Spam Filtering & Email Software & Software Support
Description:	The purpose of this IFB is to obtain pricing for and procure Software Support for Proofpoint Spam Filtering & Email Software & Software Support for Central Piedmont Community College.
Opening Date:	12/8/2025 2:00 PM
Posted Date:	11/21/2025
Status:	Open
Department:	CENTRAL PIEDMONT COMMUNITY COLLEGE


Solicitation Number * 88-250046-CK	Department CENTRAL PIEDMONT COMMUNITY COLLEGE	Status Reason Open
Opening Date 2025-12-08T14:00:00.0000000	Posted Date * 2025-11-20T17:50:22.0000000Z	Commodity Code Software maintenance and support
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Connie Kilgo
Description The purpose of this IFB is to obtain pricing for and procure Software Support for Proofpoint Spam Filtering & Email Software & Software Support for Central Piedmont Community College.

Attachments Proofpoint IFB 88-250046-CK Draft SOFTWARE SUPPORT.pdf (452.98 KB)

Attachment Preview

STATE OF NORTH CAROLINA

CENTRAL PIEDMONT COMMUNITY COLLEGE

Procurement Department

Refer ALL inquiries regarding this IFB to:

Connie Kilgo

connie.kilgo@cpcc.edu

See page 2 for mailing instructions.

INVITATION FOR BIDS OR REQUEST FOR QUOTE

NO. 88-250046-CK

Offers will be publicly opened: December 8, 2025,

at 2:00pm

Issue Date: November 20, 2025

Commodity Number: 811122

Description of Solicitation: Proofpoint Spam

Filtering & Email Software & Software Support

Using Agency: Central Piedmont Community

College

Requisition No.: TBD

OFFER AND ACCEPTANCE

The State seeks offers for the Software, Services and/or goods 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 IFB, (3) specifications, (4) Department of Information Technology

Terms and Conditions of this IFB, 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 IFB 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:

PRINT NAME & TITLE OF PERSON SIGNING:

TELEPHONE NUMBER: TOLL FREE TEL.

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for sixty (60) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of Department of Information Technology 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 Department of Information Technology ).

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE.......................................................................................................... 3

2.0 GENERAL INFORMATION................................................................................................................................ 3

2.1. VENDOR QUESTIONS....................................................................................................................................... 3

2.2. ADDENDA........................................................................................................................................................... 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) ................................................................................................................................... 4

2.8. E-PROCUREMENT SOLICITATION................................................................................................................... 4

2.9. DISTRIBUTORS AND RESELLERS................................................................................................................... 5

2.10. POSSESSION AND REVIEW ........................................................................................................................... 5

2.11. BEST AND FINAL OFFERS (BAFO) ................................................................................................................ 5

2.12. AWARD ............................................................................................................................................................. 5

2.13. POINTS OF CONTACT .................................................................................................................................... 5

3.0 SPECIFICATIONS ............................................................................................................................................. 6

3.1. VENDOR STANDARD AGREEMENT(S) ........................................................................................................... 6

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. ................................................................................... 6

3.3. E-VERIFY............................................................................................................................................................ 7

3.4 BRAND SPECIFIC PRODUCT ............................................................................................................................ 7

3.5. SECURITY SPECIFICATIONS ........................................................................................................................... 7

3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS .......................................................................................... 8

3.7 SPECIFICATIONS ............................................................................................................................................... 8

3.8. DELIVERY .......................................................................................................................................................... 8

3.9. CONTRACT TERM ............................................................................................................................................. 8

4.0 FURNISH AND DELIVER .................................................................................................................................. 8

5.0 HISTORICALLY UNDERUTILIZED BUSINESSES ........................................................................................... 9

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ................................... 9

7.0 GENERAL TERMS AND CONDITIONS APPLICABLE TO SOFTWARE AS A SERVICE (SaaS).................. 11

1) DEFINITIONS....................................................................................................................................................... 11

2) ACCESS AND USE OF SAAS SERVICES .......................................................................................................... 11

3) WARRANTY OF NON-INFRINGEMENT; REMEDIES ......................................................................................... 13

4) ACCESS AVAILABILITY; REMEDIES.................................................................................................................. 14

5) EXCLUSIONS ...................................................................................................................................................... 14

7) LIMITATION OF LIABILITY: Limitation of Vendor’s Contract Damages Liability ................................................... 15

8) VENDOR’S LIABILITY FOR INJURY TO PERSONS OR DAMAGE TO PROPERTY .......................................... 15

10) TRANSITION PERIOD ..................................................................................................................................... 16

15) PAYMENT TERMS........................................................................................................................................... 17

16) ACCEPTANCE CRITERIA ............................................................................................................................... 18

18) SECURITY OF STATE DATA........................................................................................................................... 19

8.0 CERTIFICATE OF INSURANCE REQUIREMENTS ....................................................................................... 28

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this IFB is to obtain pricing for and procure Software Support for Proofpoint Software for Central

Piedmont Community College. Products and Services will be provided in accordance to the terms and

conditions of this IFB.

2.0 GENERAL INFORMATION

2.1. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact

person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with anyone other

than the contact person listed on Page One of this Solicitation may be grounds for rejection of said Vendor’s

offer.

Written questions concerning this Solicitation will be received until December 1, 2025, at 2:00pm Eastern

Time. They must be submitted to the contact person listed on Page One of this Solicitation via

connie.kilgo@cpcc.edu. Please enter “Questions Solicitation 88-250046-CK” as the subject for the

message. Questions should be submitted in the following format:

REFERENCE

RFP Section,

Page Number

VENDOR QUESTION

2.2. ADDENDA

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 IFB.

2.3. OFFER SUBMITTAL

Due Date:

Time:

December 8, 2025

2:00pm Eastern Time

IMPORTANT NOTE: It is the Vendor’s sole responsibility to upload their offer to the Electronic Vendor

Portal (eVP) by the specified time and date of opening. Vendor shall bear the risk for late electronic

submission due to unintended or unanticipated delay, including but not limited to internet issues, network

issues, local power outages, or application issues. Vendor must include all the pages of this solicitation

in their response.

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern Time

on the day of opening and then opened, for furnishing and delivering the commodity as described herein.

Offers must be submitted via the Electronic Vendor Portal (eVP) 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.

Attempts to submit a proposal via facsimile (FAX) machine, telephone, email, email attachments,

or in any hardcopy format in response to this Bid SHALL NOT be accepted and will automatically

be deemed Non-Responsive.

a) All File names should start with the Vendor name first, in order to easily determine all the files to be

included as part of the vendor’s response. For example, files should be named as follows: Vendor

Name-your file name.

b) File contents SHALL NOT be password protected, the file formats must be in .PDF, .JPEG, .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 as non-responsive.

c) If the vendor’s proposal contains any confidential information (as defined in Attachment B, Section 2,

Paragraph #17), then the vendor must provide one (1) signed, original electronic offer and one (1)

redacted electronic copy.

For Vendor training on how to use the Electron Vendor Portal (eVP) 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 Electron Vendor Portal (eVP) 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.

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 Connie Kilgo 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 at the designated office by the

designated time. Late offers will not be opened and may be returned to the Vendor at the expense of the

Vendor or destroyed if requested.

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.

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 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.

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 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 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.

The State has implemented the electronic Vendor Portal (eVP) that allow the public to retrieve award

notices and information on the Internet at https://evp.nc.gov. https://www.ips.state.nc.us/ips/ Results may

be found by searching by Solicitation Number or agency name. This information may not be available for

several weeks depending upon the complexity of the acquisition and the length of time to complete the

evaluation process

2.13. POINTS OF CONTACT

Contact by the Offeror with the persons shown below for contractual and technical matters related to this

IFB/RFQ is only permitted if expressly agreed to by the purchasing lead named on page 4, or upon award

of contract:

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

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Proofpoint Spam Filtering & Email Software & Software Support

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