Sourcing Event - RFP 30-2025-037-DHB Contract Lifecycle Management System

STATE OF NORTH CAROLINA
Department of Health and Human Services
Division of Health Benefits
Request for Proposal #30-2025-037-DHB
Contract Lifecycle Management System
Page 1 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

STATE OF NORTH CAROLINA
Request for Proposal
#30-2025-037-DHB
______________________________________________________
For internal State agency processing, please provide your company's Federal Employer
Identification Number or alternate identification number (e.g., Social Security Number). Pursuant to
North Carolina General Statute 132-1.10(b) this identification number shall not be released to the
public. This page will be redacted before the procurement file is made available for public
inspection.
This page is to be filled out and returned with your Proposal.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Offeror Name
Page 2 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

STATE OF NORTH CAROLINA
Department of Health and Human Services
Refer ALL Inquiries regarding this RFP to: Request for Proposal # 30-2025-037-DHB
Date RFP Issued/Posted: August 19, 2026
Michael.c.brown@dhhs.nc.gov
Kevin.barlage@dhhs.nc.gov Date RFP Submissions due to the Department: at 2:00 p.m. EST
Medicaid.Procurement@dhhs.nc.gov Proposals will be opened: October 23, 2026
Contract Type: Open Market
Commodity Number: 811620 - Cloud-based software as a service
Description: Contract Lifecycle Management System Solution
Using Agency: Department of Health and Human Services, Division of Health
Benefits
Requisition No.: N/A
EXECUTION
In compliance with this Request for Proposal (RFP), and subject to all the conditions herein, the undersigned Offeror offers and agrees to furnish and
deliver any or all services proposed, at the cost proposed and within the time specified herein. By executing this proposal, the Offeror confirms it has
read, understands, and will comply with all specifications and requirements in the RFP and any addenda in the event of contract award. By executing
this proposal, the undersigned Offeror certifies that this proposal is submitted competitively and without collusion (N.C. Gen. Stat. 143-54), that
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General
Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (N.C. Gen. Stat. 143-59.2), and that it is not an ineligible Contractor
as set forth in N.C. Gen. Stat. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the undersigned certifies to
the best of Offeror's knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible
or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by N.C. Gen. Stat. 143-48.5, the
undersigned Offeror certifies that it, and each of its subcontractors, for any Contract awarded as a result of this RFP, complies with the requirements
of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina
to verify the work authorization of its employees through the Federal E-Verify system. N.C. Gen. Stat. 133-32 and Executive Order 24 (2009) prohibit
the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or
administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or
from any person seeking to do business with the State. By executing this proposal, you attest, for your entire organization and its employees or
agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Failure to
execute/sign proposal prior to submission shall render proposal invalid and it WILL BE REJECTED. Late proposals will not be accepted.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF OFFEROR: FAX NUMBER:
OFFEROR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 240 calendar days from date of proposal opening unless extended by the State in writing. After this time, any withdrawal of
offer shall be made in writing, effective upon receipt by the agency issuing this RFP.
ACCEPTANCE OF RESPONSE
If any or all parts of this proposal are accepted by the State of North Carolina, an authorized representative of the Department of Health and Human
Services shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Offeror's proposal, and
the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to
the successful Offeror.
FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 20____, by
_____________________________________________________________________________
(Authoriz ed Representative of NC Department of Health and Human Services)
Page 3 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

Table of Contents
1.0 General Procurement Information and Notice to Offerors ................................................................ 6
1.1 Important Notices ................................................................................................................ 6
1.2 Procurement Information ..................................................................................................... 6
1.3 Request for Proposal Functionality and Related Notices ..................................................... 7
1.4 Schedule and Important Events ........................................................................................... 8
2.0 Purpose of RFP ....................................................................................................................................... 9
2.1 Introduction.......................................................................................................................... 9
2.2 Contract Term ................................................................................................................... 10
2.3 Contract Type .................................................................................................................... 10
2.4 Agency Background .......................................................................................................... 10
3.0 RFP Requirements and Specifications .............................................................................................. 11
3.1 Scope Of Work .................................................................................................................. 11
3.2 General Requirements and Specifications ......................................................................... 16
3.3 Security Specifications ...................................................................................................... 17
3.4 Enterprise Specifications ................................................................................................... 19
3.5 Business and Technical Requirements .............................................................................. 20
3.6 Business and Technical Specifications .............................................................................. 28
3.7 Option Requirements and Specifications ........................................................................... 33
4.0 Cost of Vendor's Offer ......................................................................................................................... 34
4.1 Offer Costs ........................................................................................................................ 34
4.2 Payment Schedule ............................................................................................................ 35
5.0 Evaluation .............................................................................................................................................. 35
5.1 Source Selection ............................................................................................................... 35
5.2 Evaluation Criteria ............................................................................................................. 36
5.3 Best and Final Offers (BAFO) ............................................................................................ 37
5.4 Possession And Review .................................................................................................... 37
5.5 Competitive Range ............................................................................................................ 37
5.6 Solution Demonstrations.................................................................................................... 37
6.0 Vendor Information and Instructions ................................................................................................. 38
6.1 General Conditions of Offer ............................................................................................... 38
6.2 General Instructions for Vendor ......................................................................................... 40
6.3 Instructions for Offer Submission ....................................................................................... 42
7.0 Other Requirements and Special Terms ............................................................................................ 46
7.1 Vendor Utilization Of Workers Outside of U.S. ................................................................... 46
7.2 Financial Statements ......................................................................................................... 46
7.3 Financial Resources Assessment, Quality Assurance, Performance and Reliability .......... 47
7.4 Vendor's License or Support Agreements ......................................................................... 47
7.5 Resellers - Reserved ......................................................................................................... 47
7.6 Disclosure Of Litigation ...................................................................................................... 47
7.7 Criminal Conviction ............................................................................................................ 48
7.8 Security and Background Checks ...................................................................................... 48
Page 4 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

7.9 Assurances ........................................................................................................................ 48
7.10 Confidentiality of offers ................................................................................................... 49
7.11 Project Management ...................................................................................................... 49
7.12 Meetings ........................................................................................................................ 50
7.13 Recycling and Source Reduction - Reserved ................................................................. 50
7.14 Special Terms And Conditions ....................................................................................... 50
7.15 Technical Operations ..................................................................................................... 53
7.16 Help Center .................................................................................................................... 54
7.17 Testing ........................................................................................................................... 55
Attachment A: Definitions............................................................................................................................... 57
Attachment B: Department of Information Technology Terms and Conditions ...................................... 66
Section 1: General Terms and Conditions Applicable to All Purchases ................................................... 66
Section 2: Terms and Conditions Applicable to Information Technology Goods and Services ............... 77
Section 3: Terms and Conditions Applicable to Personnel and Personal Services ................................. 80
Section 4: Software as a Service (SaaS) Terms and Conditions ............................................................. 82
Attachment C: Agency Terms and Conditions............................................................................................. 91
Section 1: DHHS Department of Health Benefits (DHB) .......................................................................... 91
Section 2: DHHS Privacy and Security Office (PSO) .............................................................................. 102
Section 3: NCDHHS Development of Artificial Intelligence Systems ..................................................... 106
Attachment D: Description of Offeror ......................................................................................................... 111
Attachment E: Cost Form ............................................................................................................................. 112
Attachment F: Vendor Certification Form ................................................................................................... 122
Attachment G: Location of Workers Utilized by Vendor - Disclosure Statement ................................. 123
Attachment H: Vendor References/Past Performance .............................................................................. 125
Attachment I: Financial Review Form ......................................................................................................... 130
Attachment J: Enterprise Architecture ....................................................................................................... 132
Attachment K: Vendor Key Personnel ........................................................................................................ 134
Attachment L: Service Level Agreements .................................................................................................. 137
Attachment M: Contract Administrators ..................................................................................................... 144
Attachment N: Deliverables And Milestones Schedule ............................................................................ 146
Attachment O: Business Continuity Plan ................................................................................................... 153
Attachment P: Disaster Recovery Plan ....................................................................................................... 155
Attachment Q: State Certifications .............................................................................................................. 158
Attachment R: Federal Certifications and Disclosures ............................................................................. 160
Attachment S: Business Associate Agreement ......................................................................................... 167
Attachment T: Technical / Management Proposal ..................................................................................... 171
Attachment U: Conceptual Architectural Diagrams .................................................................................. 173
Attachment V: Medicaid Integration Services Core Capabilities ............................................................. 174
Attachment W: Work Products ..................................................................................................................... 179
Attachment X: Request for Proposed Modifications to The Terms and Conditions ............................. 184
Attachment Y: Minimum Qualifications ...................................................................................................... 185
Attachment Z: Subcontractor Identification Form ..................................................................................... 187
Attachment AA: Acquisition Lifecycle Reports ......................................................................................... 189
Attachment AB: Interfaces - RESERVED ................................................................................................... 191
Attachment AC: GenAI Disclosure and Fact Sheet ................................................................................... 192
Page 5 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

1.0 GENERAL PROCUREMENT INFORMATION AND NOTICE TO OFFERORS
1.1 IMPORTANT NOTICES
Offerors are Cautioned to Read Carefully
1.1.1 READ, REVIEW, AND COMPLY
It shall be the Offeror's responsibility to read this entire document, review all enclosures and
attachments, and any addenda thereto, and comply with all requirements specified herein, regardless
of whether appearing in these Instructions to Offerors or elsewhere in this RFP document.
1.1.2 EXECUTION OF PROPOSAL
Failure to sign the Execution Page in the indicated space and return all attachments, tables, charts,
exhibits, diagrams, and appendices completed and signed where required shall render the proposal
non-responsive.
1.1.3 RESULTING CONTRACT
Under the State's procurement process, any contract resulting from this RFP will consist of the RFP
and the Offeror's response, along with any addenda to the RFP, written Clarifications, System
Demonstration, Best and Final Offers (BAFO), and negotiation documents. The Contractor will be
obligated to perform services as proposed in its offer, unless otherwise modified by Clarification,
BAFO, negotiation, or Contract amendment, or superseded by a document with higher order of
precedence. See Attachment C: Agency Terms and Conditions, Section 1, Paragraph 14 Entire
Agreement and Order of Precedence, of this document for more information and the order of
precedence of the contract documents. See section 1.3 Request for Proposal Functionality and
Related Notices in this section for more information on the RFP, changes in specifications, and
instructions regarding modifications to the terms and conditions.
1.1.4 POTENTIAL NEGOTIATIONS
The Department reserves the right to enter into negotiations with one or more Offerors to establish a
contract that is in the best interest of the Department. Negotiations are specific to each Offer and shall
be conducted to maximize the State's ability to obtain the most advantageous offer based on the
evaluation factors set forth in the RFP. Such negotiations are at the Department's sole discretion and
may result in modifications to the RFP and/or Offeror's proposal/response to the RFP.
1.1.5 EVENTS AND DEADLINES
a. Pre-proposal Conference will be hosted by the Department on the date and time indicated in
the RFP Schedule in Section 1.4.1.
b. Questions concerning this RFP must be submitted in writing by the date and time indicated in
the RFP Schedule in Section 1.4.1.
c. Submission of Proposals will be accepted until the date and time indicated in the RFP
Schedule in Section 1.4.1.
1.2 PROCUREMENT INFORMATION
1.2.1 INFORMATION AND DESCRIPTIVE LITERATURE
The Offeror shall furnish all information requested as part of this RFP. Each Offeror shall submit
detailed information with their proposal (e.g., narratives, diagrams, exhibits, examples, sketches,
descriptive literature, complete specifications) to support the services and products offered
1.2.2 MISCELLANEOUS
Page 6 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

Pronouns, whether masculine, feminine, or gender-non-specific, shall be read to be inclusive of all
genders and shall be read to include the plural and vice versa.
1.2.3 INFORMAL COMMENTS
The Department shall not be bound by informal explanations, instructions or information given at any
time by anyone on behalf of the Department prior to or during the competitive process or after award,
including but not limited to policy papers or any written or verbal statements whatsoever made outside
of this RFP and any formal Addenda issued herewith. The Department is bound only by information
provided in this RFP and in formal Addenda issued
1.2.4 OFFEROR'S REPRESENTATIVE
Each Offeror shall submit with its proposal the name, title, email address, physical address, and
telephone number of the person(s) with authority to bind the Offeror and answer questions or provide
clarification concerning the Offeror's proposal. This information must be included in the Offeror's
proposal and response
1.2.5 INSPECTION AT OFFEROR'S SITE - RESERVED
1.3 REQUEST FOR PROPOSAL FUNCTIONALITY AND RELATED NOTICES
1.3.1 RFP FUNCTIONALITY
a. This RFP serves two functions:
i. Define the specifications of the Solution sought by the Department; and
ii. Provide the requirements and terms and conditions of any contract resulting from this
procurement.
b. All Terms and Conditions in this RFP shall be enforceable. The use of phrases such as "shall",
"will", "must", "required", and "requirements" are intended to create enforceable Contract
conditions. In determining whether proposals should be evaluated or rejected, the Department
will take into consideration the degree to which the Offeror has proposed or failed to propose
solutions that are responsive to the Department's needs as described in this RFP.
1.3.2 NOTICES REGARDING RFP AND TERMS AND CONDITIONS
a. It is the Offeror's responsibility to read all instructions, terms and conditions, specifications,
requirements, attachments and appendices, and any other components made a part of this RFP
and comply with all instructions and directives. The Offeror is responsible for obtaining and
complying with all addenda and other changes that may be issued relating to this RFP.
b. All questions and issues regarding any term, condition, instruction, or other component within
this RFP must be submitted in accordance with Section 6.2.2. Questions Regarding this RFP.
If the Department determines that any changes will be made because of the questions asked,
then such decisions will be communicated in the form of an Addendum posted on the North
Carolina electronic Vendor Portal (NC eVP). The Department may also elect to leave open the
possibility for later negotiation and amendment of specific provisions of the Contract that have
been raised during the question-and-answer period. Other than through this process, and
except as provided in Section 1.3.3 Proposed Modifications to Terms and Conditions, the
Department rejects and will not be required to evaluate or consider any additional or modified
terms and conditions submitted with Offeror's proposal. This applies to any language appearing
in or attached to the RFP document as part of the Offeror's proposal that purports to vary any
terms and conditions, or Offeror's Instructions therein to render the proposal non-binding or
subject to further negotiation.
Page 7 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

c. The Offeror's proposal to this RFP shall constitute a firm offer. By execution and delivery of
a proposal to this RFP, the Offeror agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, or any purported condition to
the offer, shall have no force or effect, and will be disregarded. Noncompliance with, or
any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject
the Offeror's proposal.
1.3.3 PROPOSED MODIFICATIONS TO TERMS AND CONDITIONS
a. Offerors are urged and cautioned to inquire during the question period, in accordance with the
instructions in this RFP, about whether specific language proposed as a modification is
acceptable to or will be considered by the Department.
b. Identification of objections or exceptions to the terms and conditions in the proposal itself shall
not be allowed and shall be disregarded or the proposal rejected.
c. If the Offeror wishes to suggest changes to any of the terms and conditions included In
Attachments B and C of this RFP, those must be submitted in Attachment X: Request for
Proposed Modifications to the Terms and Conditions. The Department, in its sole discretion,
may consider any proposed modifications identified by the Offeror. Where necessary, any
modification(s) to the terms and conditions agreed upon by the Department may be incorporated
as part of an Addendum to the RFP, BAFO, negotiation document, Execution of Contract, or
Contract Amendment after award. Other than through this process, the Department rejects and
shall not be required to evaluate or consider any additional or modified terms, conditions, or
instructions included in the Offeror's proposal.
1.3.4 CHANGES IN REQUIREMENTS AND SPECIFICATIONS
a. The Offeror is cautioned that the requirements of this RFP can only be altered by written
Addendum issued or other documents issued by the Department as described in this RFP, and
that oral or emailed communications from whatever source(s) are of no effect.
b. Any modification to specifications will be specified in an Addendum which shall be posted to the
NC eVP prior to the opening of proposals or through Negotiation after opening the proposals.
1.4 SCHEDULE AND IMPORTANT EVENTS
1.4.1 ANTICIPATED PROCUREMENT SCHEDULE
The Department will make every effort to adhere to the schedule detailed below in Table 1 - RFP
Schedule. The Department reserves the right to adjust the schedule and will post an Addendum on
the NC eVP website for any schedule changes occurring prior to the opening of proposals.
Action Responsible Due Date Time (ET)
Party
RFP Issued Department August 19, 2026
Register for Pre-Proposal Conference Offeror(s) August 21, 2026 10:00 am
Pre-Proposal Conference Offeror(s) and August 24, 2026 2:00 pm
Department
Written Questions Deadline Offeror(s) August 31, 2026 2:00 pm
Agency's Response to Written Department September 28,
Questions / RFP Addendum Issued 2026
Page 8 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

Action Responsible Due Date Time (ET)
Party
Proposals Due Offeror(s) October 23, 2026 2:00 pm
Proposals Evaluation Begins Department October 26, 2026
System Demonstrations Offeror(s) December 11, 2026
Estimated Contract Award Department March 19, 2026
Protest Deadline Responding 15 days after
Vendors award
Table 1 - RFP Schedule
1.4.2 PRE-PROPOSAL CONFERENCE
a. The Department will hold a Pre-proposal virtual Conference on the date and time indicated in
the RFP Schedule in Section 1.4.1 for one hour via Microsoft (MS) Teams. No purchase is
required to use the MS Teams app.
b. The purpose of the conference is to allow the Department to review key priorities and objectives
of the RFP and to review the submission requirements and instructions.
c. While attendees may ask questions at the Pre-proposal Conference, the Department is not
required to respond during the conference. The Department will respond to written questions
per the process described in this RFP.
d. Potential Offerors are not required to attend the Pre-proposal Conference in order to submit
responses to this RFP; however, they are urged and cautioned to attend the Pre-proposal
Conference to apprise themselves of the conditions and requirements of the submission.
e. To ensure receipt of the video conference invite and instructions for participation, interested
parties are required to pre-register for the conference by sending an email to
Medicaid.Procurement@dhhs.nc.gov stating the name of the potential Offeror, the names and
email addresses of representatives who will attend, the current title or role of each
representative, and requests for a sign language interpreter or other accommodations.
Interested parties must pre-register at this email address by the date and time indicated in the
RFP Schedule in Section 1.4.1.
f. The Department limits the number of representatives attending on behalf of each Offeror or
organization to two (2) representatives to ensure adherence to videoconference capacity limits.
g. Audio and video recording will not be permitted. Statements and materials discussed at the
conference are informational only, are not binding upon the Department and do not replace
reading, reviewing and complying with this RFP.
h. Attendees will be required to announce their name or otherwise confirm their presence via a roll
call during the video conference.
2.0 PURPOSE OF RFP
2.1 INTRODUCTION
The North Carolina Department of Health and Human Services ("NCDHHS" or "Department"), through its
Division of Health Benefits ("DHB"), is seeking to procure a comprehensive Contract Lifecycle Management
System (CLMS) software solution, including ongoing support and maintenance. This solution will serve as
Page 9 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025

a centralized platform for managing the full lifecycle of contracts, from initiation through closeout, while
enhancing transparency, accountability, and operational efficiency.
To effectively support the evolving and expanding contracting environment, the Department requires a
robust, scalable CLMS that integrates contract management, vendor oversight, and performance
monitoring into a unified, interoperable solution. The system must align with existing state technologies
and enable efficient, end-to-end contract operations across all phases of the contract and vendor
management lifecycles.
The estimated number of associates requiring access to this solution is provided in the following table:
Est.
Role Description
Number
Administrators Have full control over the system (Configuration and Security setup) 10
Content Editor Creates, edits, and submits content for review 50
Approver Reviews and approves content 100
Subscriber Only views published content 250
2.2 CONTRACT TERM
A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award.
The initial term shall be five (5) years unless otherwise stated in the Notice of Award or unless otherwise
terminated in accordance with the Contract. After the initial term, the State shall have the option to extend
the Contract for two (2) additional one-year periods at its sole discretion. Each year that the Contract
remains in effect shall be a "Contract Year." The Department will give the Contractor written notice of its
intent whether to exercise each option year no later than thirty (30) Calendar Days before the end of the
Contract's current term.
2.2.1 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.
2.3 CONTRACT TYPE
Definite Quantity Contract - This request is for a closed-ended contract between the awarded Vendor and
the State to furnish a predetermined quantity of goods or services during a specified period of time.
The State reserves the right to make partial, progressive, or multiple awards where it is advantageous to
award separately by items; or where more than one supplier is needed to provide the contemplated
specifications as to quantity, quality, delivery, service, geographical areas; and where other factors are
deemed to be necessary or proper to the purchase in question.
2.4 AGENCY BACKGROUND
The North Carolina Department of Health and Human Services (DHHS or the Department) is responsible
for the delivery of health and human services to all North Carolinians, with a particular focus on the state's
Page 10 of 196 RFP #30-2025-037-DHB - Contract Lifecycle Management System Rev. October 6, 2025