Faculty Workload Planning SaaS

Location:	North Carolina
Posted:	Jan 15, 2026
Due:	Feb 13, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	U - Education and Training Services
Solicitation No:	68-SOFWP0126
Publication URL:	To access bid details, please log in.

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STATE OF NORTH CAROLINA

University of North Carolina

Refer ALL inquiries regarding this RFP to:

Bob Myers

68-SOFWP0126

rbmyers@northcarolina.edu

REQUEST FOR PROPOSAL NO. 68-SOFWP0126

Contract Name: Faculty Workload Planning SaaS

Bid Opening Date: February 13, 2026, at 10:00 a.m. EST

Issue Date: January 15, 2026

Commodity Code: 811620

Purchasing Agency: University of North Carolina

OFFER

The Purchasing Agency 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 the University of North Carolina 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 PURCHASING AGENCY USE ONLY

Offer accepted and contract awarded on _________________, as indicated on attached certification, by

____________________________________ (Authorized representative of the University of North Carolina).

Faculty Workload Planning SaaS – University of North Carolina RFP 68-SOFWP1225

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August 26, 2025

Table of Contents

1.0 ANTICIPATED Procurement Schedule ....................................................................................... 3

2.0 Purpose of RFP...........................................................................................................................3

2.1 Introduction ............................................................................................................................. 3

2.2 Agency Background................................................................................................................3

2.3 SUMMARY OF PROBLEM Statement....................................................................................4

2.4 Contract Term.........................................................................................................................4

2.5 Effective Date ......................................................................................................................... 4

2.6 Contract Type ......................................................................................................................... 5

3.0 RFP requirements and Specifications ......................................................................................... 5

3.1 General requirements and Specifications ............................................................................... 5

3.2 Security Specifications............................................................................................................6

3.3 Enterprise Specifications ........................................................................................................ 7

3.3.1 ARCHITECTURE DIAGRAMS ................................................................................................. 7

3.3.2 SOLUTION ROADMAP ............................................................................................................ 7

3.3.3 IDENTITY AND ACCESS MANAGEMENT .............................................................................. 7

3.3.4 INTEGRATION APPROACH .................................................................................................... 7

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY ........................................................ 7

3.3.6 DATA MIGRATION...................................................................................................................8

3.3.7 APPLICATION MANAGEMENT ............................................................................................... 8

3.3.8 ACCESSIBILITY.......................................................................................................................8

3.4 Business and Technical Requirements...................................................................................8

4.0 Cost of Vendor’s Offer.................................................................................................................9

4.1 Offer Costs ............................................................................................................................. 9

4.2 Payment Schedule..................................................................................................................9

5.0 Evaluation ................................................................................................................................... 9

5.1 Source Selection..................................................................................................................... 9

5.2 Evaluation Criteria ................................................................................................................ 10

5.3 Best and Final Offers (BAFO) ............................................................................................... 10

5.4 POSSESSION AND REVIEW .............................................................................................. 10

6.0 Vendor Information and Instructions ......................................................................................... 11

6.1 General Conditions of Offer .................................................................................................. 11

6.2 General Instructions for Vendor ............................................................................................ 12

6.3 Instructions for Offer Submission..........................................................................................14

7.0 Other Requirements and Special Terms ................................................................................... 16

7.1 Vendor Utilization Of Workers Outside of U.S. ..................................................................... 16

7.2 Financial Statements ............................................................................................................ 16

7.3 Financial Resources Assessment, Quality Assurance, Performance and Reliability ............ 17

7.4 Vendor’s License or Support Agreements ............................................................................ 17

7.5 Resellers...............................................................................................................................17

7.6 DISCLOSURE OF LITIGATION............................................................................................ 17

7.7 CRIMINAL CONVICTION ..................................................................................................... 17

Faculty Workload Planning SaaS – University of North Carolina RFP 68-SOFWP1225

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August 26, 2025

7.8 Security and Background Checks.........................................................................................17

7.9 Assurances...............................................................................................................................18

7.10 Confidentiality of offers ............................................................................................................ 18

7.11 Project Management ............................................................................................................... 18

7.12 Meetings..................................................................................................................................18

7.13 Recycling and Source Reduction ............................................................................................ 18

7.14 Special Terms and Conditions.................................................................................................18

7.15 AGENCY Terms and Conditions ............................................................................................. 18

Attachment A: Definitions....................................................................................................................19

Attachment B: UNIVERSITY OF NORTH CAROLINA Information Technology Terms and Conditions

Attachment C: Description of Offeror .................................................................................................. 47

Attachment D: Cost Form ................................................................................................................... 49

Attachment E: Vendor Certification Form............................................................................................50

Attachment F: Location of Workers Utilized by Vendor ....................................................................... 51

Attachment G: References..................................................................................................................52

Attachment H: Financial Review Form ................................................................................................ 53

Faculty Workload Planning SaaS – University of North Carolina RFP 68-SOFWP1225

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August 26, 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

Protest Deadline

Responsibility

Agency

Potential Vendors

Agency

Vendor(s)

Responding Vendors

Date

1/15/2026

1/29/2026 at

10:00 a.m. EST

2/3/2026

2/13/2026 at

10:00 a.m. EST

15 days after

award

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The purpose of this RFP is to solicit Offers for a software platform that can capture and report data pertaining

to faculty teaching, research, and creative activity. North Carolina G.S. 116-1(b) specifies that the mission of

the UNC System “…is to discover, create, transmit, and apply knowledge to address the needs of individuals

and society. This mission is accomplished through instruction, which communicates the knowledge and

values and imparts the skills necessary for individuals to lead responsible, productive, and personally

satisfying lives; through research, scholarship, and creative activities, which advance knowledge and

enhance the educational process; and through public service, which contributes to the solution of societal

problems and enriches the quality of life in the State.” Faculty are critical for advancing the quality and impact

of the UNC System and its constituent institutions. Faculty hold primary responsibility for designing and

implementing curricula and academic programs; facilitating student success; engaging in research/creative

activity; providing service to their disciplines and their communities; and enhancing the quality of life for North

Carolinians. The intent of this solicitation is to award an agency convenience contract for use by the

constituent institutions of the University of North Carolina. Work performed pursuant to this convenience

contract will be assessed a fee of 1.75% of the entire billed cost of any work performed, payable by the

vendor to the UNC System Office on an annual basis.

2.2 AGENCY BACKGROUND

The UNC System is a treasured public institution dedicated to serving the people of North Carolina through

world-class teaching, research, and community engagement. Today, nearly 250,000 students are enrolled

in our 16 universities across the state and at the NC School of Science and Mathematics. System Office staff

is responsible for executing the policies of the UNC Board of Governors and providing University-wide

leadership in the areas of academic affairs, business and financial management, long-range planning,

student affairs, research, legal affairs, and government relations. The UNC System Office also has

administrative oversight of a number of university affiliates, including PBS North Carolina, the North Carolina

Arboretum, the NC State Education Assistance Authority, and University of North Carolina Press. The UNC

System’s Division of Academic Affairs serves the University’s core academic mission to discover, create,

transmit, and apply knowledge that addresses the needs of individuals and society. The division’s work

focuses on ensuring that teaching and instruction, research and scholarship, and service and engagement

are of the highest quality. Academic Affairs enables and inspires excellence in academic initiatives across

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Faculty Workload Planning SaaS – University of North Carolina RFP 68-SOFWP1225

May 10 2024

the UNC System, while also respecting and promoting the distinctive character and mission of each

institution.

2.3 SUMMARY OF PROBLEM STATEMENT

Following the inaugural implementation of faculty workload plan reporting, the results provide well-founded

support that universities across the UNC System would benefit from a standardized software solution to

calculate faculty workload in teaching, research, and service. The UNC System’s 16 public universities vary

greatly in size, with the number of faculty requiring reporting ranging from 142 to 3,027. Given that the System

includes institutions with significantly different missions, including four R1 research universities, a School of

the Arts with unique instructional models, and a range of regional and comprehensive universities, each

institution interprets and calculates workload using its own methodology and data structures. As a result,

institutional reporting on teaching assignments, student credit hours, faculty contact hours, research activity,

and service responsibilities lacks uniformity. These inconsistencies make it difficult for the System Office to

analyze workload patterns and data.

Currently, campuses calculate and report organized course sections taught, student credit hours, and faculty

contact hours using institution-specific methodologies. Each institution also provides both qualitative and

quantitative data for teaching, research/creative activity, and service. The current processes rely heavily on

manual entry, spreadsheets, and campus-level tools, creating inefficiencies, and increasing the likelihood of

errors. Faculty must often report the same information in multiple formats, while department chairs and

administrators spend significant time reviewing and reconciling data across different systems. This slows

down the reporting cycle and makes it harder for the System Office to receive timely, accurate workload

information for analysis and reporting.

Offering a consistent software platform would allow institutions to record faculty workload plans in a

standardized online format, streamline data collection, and meet reporting deadlines. A System-wide tool

would also strengthen methodological consistency across institutions, leading to more reliable workload data

and reducing administrative burden. Establishing a software solution would not only improve the day-to-day

efficiency for campuses but would also support the System’s broader goals of transparency, more effective

planning, and data driven decision-making. By providing a clear, consistent mechanism for collecting and

analyzing faculty workload data, the UNC System will be better positioned to meet reporting requirements,

evaluate resource needs, and support its institutions in fulfilling their missions to serve the citizens of North

Carolina.

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 three (3) year(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 two (2) optional one (1) year renewal periods at its sole 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 binding on the State until an encumbrance

of funds has been made for payment of the sums due under the Agreement.

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Faculty Workload Planning SaaS – University of North Carolina RFP 68-SOFWP1225

May 10 2024

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

Solicitation Number:	68-SOFWP0126
Project Title:	Faculty Workload Planning SaaS
Description:	Software platform that can capture and report data pertaining to faculty teaching, research, and creative activity.
Opening Date:	2/13/2026 10:00 AM
Posted Date:	1/16/2026
Status:	Open
Department:	UNC - SYSTEM OFFICE


Solicitation Number * 68-SOFWP0126	Department UNC - SYSTEM OFFICE	Status Reason Open
Opening Date 2026-02-13T10:00:00.0000000	Posted Date * 2026-01-15T20:58:14.0000000Z	Commodity Code Cloud-based software as a service
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner # Bob Myers
Description Software platform that can capture and report data pertaining to faculty teaching, research, and creative activity.

Attachments 68-SOFWP0126.pdf (614.16 KB)