IT Sourcing Event Template

REQUEST FOR PROPOSAL

Statewide Print‑on‑Demand Temporary Registration Plate System

(N.C.G.S. § 20-79.1B)

STATE OF NORTH CAROLINA STATE HIGHWAY PATROL Mailing Address: Physical Address: 4231 Mail Service Center Raleigh, NC 27699-4231 512 North Salisbury Street Raleigh, NC 27604 ​ Telephone: (919) 733-7952

STATE OF NORTH CAROLINA	REQUEST FOR PROPOSAL NO.51-RFP-2250142610-WAX
State Highway Patrol	Contract Name: Angela Wainright
	Bid Opening Date: June 17, 2026 at 2:00 PM ET
Refer ALL inquiries regarding this RFP to: Name: Angela Wainright Email: angela.wainright@ncshp.gov Phone Number: (919) 733-7952	Issue Date: June 5, 2026
	Commodity Code:821215
	Purchasing Agency: North Carolina State Highway Patrol
	Requisition No.:06052026

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 Purchasing Agencies 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 NORTH CAROLINA STATE HIGHWAY PATROL USE ONLY
Offer accepted and contract awarded on this _____ day of __________________, 2026 , as
Indicated on the attached certification.
BY:
	(Authorized Representative of the North Carolina State Highway Patrol)

Table of Contents

1.0 ANTICIPATED Procurement Schedule

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

Action	Responsibility	Date
RFP Issued	Agency	6/05/2026
Written Questions Deadline	Potential Vendors	6/10/2026 at 11:00 a.m. EST
Agency’s Response to Written Questions/ RFP Addendum Issued	Agency	6/12/2026
Offer Opening Deadline	Vendor(s)	6/17/2026 at 2:00 p.m. EST
Offer Evaluation	Agency	6/17/2026 – 7/1/2026
Selection of Finalists	Agency	6/19/2026
Oral Presentations and/or Product Demonstrations by Finalists	Selected Vendors	Scheduling 6/22/2026
Contract Award	Agency	7/06/2026
Protest Deadline	Responding Vendors	15 days after award

2.0 Purpose of RFP

2.1 Introduction

The purpose of this RFP is to solicit competitive Offers for the establishment, implementation, operation, and ongoing support of a statewide print-on-demand temporary registration plate system pursuant to North Carolina General Statute (“N.C.G.S.”) § 20-79.1B (Session Law 2024-30, Section 8.(a) and Section 8.(b)).

2.2 Agency Background

The mission of the North Carolina State Highway Patrol (“NCSHP”) is to promote excellence in traffic enforcement through a commitment to the safe and efficient flow of traffic, crime reduction, and response to natural hazards and artificial threats. This will be accomplished through government and community partnerships based on our core values of loyalty, integrity, and professionalism. The NCSHP has more than 1,600 troopers who cover nearly 80,000 miles of North Carolina roadways, more than any other state except Texas. In addition to enforcing the State’s traffic laws, state troopers also guide traffic during hurricane evacuations, re-route traffic around hazardous chemical spills, and they stand ready, should any act of terrorism occur. The NCSHP operates the following sections: Field Operations-East/Special Operations, Field Operations-West/Commercial Vehicle Enforcement, Public Information Office, Professional Standards, Executive Protection, Support Services, and Training Academy.

Recent changes in law (Session Law 2024-57 and Session Law 2025-47) effectively moved all personnel and duties of the North Carolina Division of Motor Vehicles (“NCDMV”), License and Theft Bureau, to the NCSHP. Operated and maintained by the NCSHP, the Dealer Section is responsible for licensing dealerships, sales representatives, and transportation network companies in all 100 counties within the State. More information about the NCSHP is available at: https://www.ncshp.gov/ and https://www.osbm.nc.gov/strategic-plan-shp/download?attachment .

2.3 SUMMARY OF PROBLEM Statement

Currently, dealer temporary registration plates or markers provided by NCDMV and issued by dealerships are not easily or readily monitored or traceable by NCDMV or law enforcement authorities. Temporary registration plates or markers are designed by NCDMV; pre-printed on cardboard stock, but otherwise blank; and sold and delivered by NCDMV and NCSHP to dealers in bulk upon application, who then manually assign the temporary registration plates or markers to customers purchasing vehicles. See e.g. N.C.G.S. § 20-79.1(e)(“Every dealer who issues temporary plates or markers shall write clearly and indelibly on the face of the temporary registration plate or marker . . . .”)(emphasis added). Although certain record requirements are required (see e.g. N.C.G.S. §§ 20-79.1(b), (c), and (d) and 19A North Carolina Admin Code 03D.0221), there is no electronic transfer of information between dealers and NCDMV and these temporary registration plates or markers are not entered into the NCDMV State Title and Registration System (“STARS”) at the time of issuance. Consequently, the “current system” prevents, both NCDMV and law enforcement authorities from readily accessing and verifying owner/lessee, vehicle, and issuing entity information and there is no mechanism for “real-time” capabilities.

Session Law 2024-30 was signed into law creating a new statute; N.C.G.S. § 20-79.1B. N.C.G.S. § 20-79.1B requires the implementation of a statewide print‑on‑demand temporary registration plate system for on‑demand printing of temporary registration plates with vehicle owner information electronically associated and transferred to NCDMV as required by Chapter 20 of the North Carolina General Statutes (Motor Vehicles). As defined by N.C.G.S. § 20-79.1B(g), the “print‑on‑demand temporary registration plate system means a computerized system that allows the on‑demand and on‑site printing of required vehicle registration and other information on a temporary registration plate by the issuer of the plate and allows required information about the vehicle owner or lessee to whom the temporary plate has been issued to be transferred to the [NCDMV] in electronic format.” Plates issued through the print‑on‑demand temporary registration plate system implemented by N.C.G.S. § 20-79.1B will be in lieu of temporary plates issued by dealers under N.C.G.S. § 20‑79.1 and temporary registration plates issued by commission contractors under N.C.G.S. § 20‑50(b) but will otherwise be subject to all conditions and limitations applicable to temporary registration plates set forth in Chapter 20 (Motor Vehicles), Article 3 (Motor Vehicle Act of 1937) of the North Carolina General Statutes. Once the print‑on‑demand temporary registration plate system is operational, all motor vehicle dealers (7,000) and other entities that issue at least five temporary registration plates annually will be required to utilize exclusively the print‑on‑demand temporary registration plate system for the issuance of all temporary registration plates to vehicle owners or lessees.

The implementation of a statewide print-on-demand temporary registration plate system will introduce many advantages to dealers, NCDMV, NCSHP, and other law enforcement authorities, and the public, among which will: 1) ensure the creation and use of uniform print-on-demand temporary registration plates with standardized and unique identifying information that are of sufficient quality to resist deterioration or fading from exposure to the elements during the period for which display of the plate is required; 2) allow motor vehicle dealers to directly connect to a system in order to issue print‑on‑demand temporary registration plates to the owner or lessee of a motor vehicle that will be registered in North Carolina or another state, including a web‑based option for motor vehicle dealers who do not utilize an online vehicle registration vendor to complete and file required documents related to motor vehicle titling and registration; 3) allow the ability of commission contractors to directly connect to a system in order to issue print‑on‑demand temporary registration plates to the owner or lessee of a motor vehicle; 4) require identifying information on a print‑on‑demand temporary registration plate and vehicle owner information to be transmitted to the NCDMV upon issuance of the plate; 5) facilitate a uniform distribution procedure for print-on-demand temporary registration plate materials; and 6) achieve increased safety for law enforcement authorities and the motoring public by providing access to real-time vehicle registration information. The new print-on-demand temporary registration plate system will replace the current manual process, which lacks true uniformity, traceability, and electronic integration with NCDMV STARS. By adopting the modern, electronic solution required by N.C.G.S. § 20-79.1B, NCSHP aims to increase transparency, reduce the potential for tampering or falsification of temporary registration plates or markers, and improve compliance monitoring.

Accordingly, the NCSHP is seeking competitive proposals from qualified vendors who shall be responsible for the establishment, implementation, operation, and ongoing support of the statewide print‑on‑demand temporary registration plate system in partnership with the State in accordance with and as required by North Carolina law.

2.4 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 for one year, and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option, and its sole discretion, to extend the Agreement on the same terms and conditions for up to two additional one-year terms. The State will give the Vendor written notice of its intent to exercise each upon no later than 30 days before the end of the contract’s then-current term.

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.

2.6 Contract Type

Indefinite Quantity Agency Specific Contract—Pursuant to 9 NCAC 6B.0701, this solicitation will establish an indefinite quantity agency specific contract between a Vendor and the State. The quantity of Goods or Services that may be used by the State is undetermined. An estimated quantity based on history or other means may be used as a guide but shall not be a representation by the State of any anticipated purchase volume under any contract made pursuant to this solicitation. 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; or where other factors are deemed to be necessary or proper to the purchase in question.

3.0 RFP requirements and Specifications

3.1 General requirements and Specifications

3.1.1 REQUIREMENTS

Requirement means, as used herein, a function, feature, or performance that the System must provide. If the offer cannot meet the requirements, they will not be evaluated.

3.1.2 Specifications

Specification means, as used herein, a detailed description that documents the function and performance of a system or system component.

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the State, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute Services, products, goods or other Deliverables. Alternate or substitute Services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the State; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the State that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

3.1.3 Site and System Preparation

Vendors shall provide the Purchasing State Agency complete site requirement specifications for the Deliverables, if any. These specifications shall ensure that the Deliverables to be installed or implemented shall operate properly and efficiently within the site and system environment. Any alterations or modification in site preparation, which are directly attributable to incomplete or erroneous specifications provided by the Vendor and which would involve additional expenses to the State, shall be made at the expense of the Vendor.

3.1.4 Equivalent Items

Whenever a material, article or piece of equipment is identified in the specification(s) by reference to a manufacturer’s or Vendor’s name, trade name, catalog number or similar identifier, it is intended to establish a standard for determining substantial conformity during evaluation, unless otherwise specifically stated as a brand specific requirement (no substitute items will be allowed). Any material, article or piece of equipment of other manufacturers or Vendors shall perform to the standard of the item named. Equivalent offers must be accompanied by sufficient descriptive literature and/or specifications to provide for detailed comparison.

3.1.5 Enterprise Licensing – RESERVED

3.2 Security Specifications – RESERVED

3.2.1 Solutions Not Hosted on State Infrastructure – RESERVED

3.3 Enterprise Specifications – RESERVED

3.3.1 ARCHITECTURE DIAGRAMS – RESERVED

3.3.2 SOLUTION ROADMAP – RESERVED

3.3.3 IDENTITY AND ACCESS MANAGEMENT – RESERVED

3.3.4 INTEGRATION APPROACH – RESERVED – RESERVED

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY – RESERVED

3.3.6 DATA MIGRATION – RESERVED

3.3.7 APPLICATION MANAGEMENT – RESERVED

3.3.8 ACCESSIBILITY – RESERVED

ENTERPRISE, SERVICES, AND STANDARDS

Vendors should refer to the Vendor Resources Page for information on North Carolina Department of Information Technology regarding architecture, security, strategy, data, digital, identity and access management and other general information on doing business with state IT process.

The Vendor Resources Page found at the following link: https://it.nc.gov/vendor-engagement-resources . This site provides vendors with statewide information and links referenced throughout the RFP document. Agencies may request additional information.

3.4 Business and Technical Requirements

3.4.1 Please see N.C.G.S. § 20-79.1B regarding vendor or vendors responsible for the establishment and ongoing support of the statewide print‑on‑demand temporary registration plate system. For purposes of this section, “POD” shall refer to print-on-demand; “State parties” shall refer to NCDMV, NCSHP, and any other State department, agency, section, unit, branch, officer, employee, or agent; “the system” or “the solution” shall interchangeably and synonymously refer to the print‑on‑demand temporary registration plate system as defined by N.C.G.S. § 20-79.1B(g) and otherwise referenced in that statute and in this RFP; and “POD plate” shall refer to a POD temporary registration plate in accordance with N.C.G.S. § 20-79.1B.

DESCRIPTION	YES or NO
The POD Vendors shall ensure that the establishment, implementation, operation, and ongoing support of all required components and deliverables of the system is fully completed and operational no later than October 1, 2026.
The POD Vendors shall ensure that, by January 1, 2027, all motor vehicle dealers and other authorized entities that issue at least five temporary registration plates annually are exclusively utilizing the system for the issuance of all temporary POD plates.
The POD Vendors shall have experience in directly providing POD electronic solutions to a minimum of two (2) state motor vehicle departments or agencies.
The POD Vendors shall provide a list, with quantities and descriptions, of all proposed hardware and software required for the establishment, implementation, operation, and ongoing support of the system. Any hardware or software identified in the proposal shall meet or exceed current technology standards and be readily available for purchase in quantities required to meet this project’s goals and deadlines.
The POD Vendors shall provide a detailed approach describing how the system will be designed, developed, tested, implemented, monitored, and supported securely and in conformance with the provisions of N.C.G.S. § 20-79.1B and any rules adopted by the State for the implementation of the system.
The Vendor’s POD solution shall restrict access to authorized users only, ensuring compliance with NCSHP, NCDMV, and the federal Drivers Privacy Protection Act (DPPA) security protocols.
The POD Vendors shall ensure the solution is scalable and customizable to accommodate future requirements, enhancements, and expansions.
The POD Vendors shall ensure that the proposed solution and associated services are provided at no cost to any State party. Any contract entered into with Vendors shall explicitly state that no charges or costs will be payable by any State party to the Vendor(s) for the implementation, operation, maintenance, or support of the system.
The POD Vendors shall reimburse all State parties for all documented reasonable implementation costs directly associated with the establishment, implementation, ongoing support, or future update, upgrade, expansion, or enhancement of the system. The contract with Vendors shall explicitly include this reimbursement obligation to ensure that all State parties incur no financial burden during or after the establishment and implementation process.
The POD Vendors shall provide manuals, user guides, and training, both on-site and off-site training, at no cost to any State parties. The exact number of training sessions shall be determined by the NCSHP.
The POD Vendors shall provide on-site and off-site training sessions if any future updates, upgrades, expansions, or enhancements to the system software occur at no cost to State parties or any State party.
System software testing shall be approved by NCSHP in consultation with NCDMV before moving any deliverables, updates, upgrades, expansions, or enhancements to the production environment.
The POD Vendors shall ensure that the POD plate fee shall be consistent with the market pricing in an amount not to exceed fifteen dollars ($15.00) for costs associated with the development and ongoing administration of the system. The POD Vendors shall not charge motor vehicle dealers or their agents any additional fee for the printing and registration of a POD plate.
The system software shall log and audit all user activities for the issuance of POD plates to ensure compliance with State law, established policies, and regulations.
The system software shall have the capability to validate North Carolina resident customer information with the NCDMV electronic databases (e.g. STARS/SADLS databases) before issuing a POD plate. The system software shall validate North Carolina resident customer information before issuing a POD plate.
The system software shall have the ability to validate and reformat out-of-state resident addresses using an address verification tool(s) (Examples: Finalist, USPS, etc.) to ensure accuracy and standardization when a dealer sells a vehicle to an out-of-state resident. The POD Vendor(s) shall explain and demonstrate how this address verification will be executed.
The system software shall validate each POD plate control number against the NCDMV electronic database (e.g. STARS) before allowing the printing of a POD plate. This process must ensure that vehicle dealers can print POD plates only after entering a valid control number. Additionally, the system software shall synchronize control numbers with the NCDMV electronic database (e.g. STARS) to prevent duplicates and maintain issuance accuracy.
The system software shall ensure that the POD plates are printed with a standardized size, font, and color to ensure optimal readability by automated systems, such as automated license plate readers used at red light cameras and toll booth cameras, for example, for accurate detection and tracking. POD plates will conform to all design and layout specifications to be provided by NCSHP/DMV.
The system software shall be capable of seamlessly integrating with the NCDMV electronic database (e.g. STARS) to ensure real-time synchronization and control over assigned POD plate numbers upon issuance. The integration must support secure data exchange using industry-standard protocols (e.g., RESTful APIs).
The system software shall, upon issuance of the POD plate, be capable of securely storing and retaining all information and/or transmit all details of each issued POD plate to the NCDMV electronic database (e.g. STARS), including, but not limited to, vehicle dealer information; owner, lessee, and customer information; identifying information for the motor vehicle; vehicle details; the date of issuance; the date of expiration; unique identifying information; and control numbers, to maintain data accuracy and compliance.
The POD Vendor(s) shall ensure that each POD plate must contain identifying information for the motor vehicle, as determined by the Agency, to include the date of issue, the date of expiration, the name of the issuing entity, and unique identifying information for the plate.
The POD Vendor(s) shall work with the Agency and the registered materials distributor to ensure that the system software does not alter or in any way interfere with the design and layout of the POD plates as established by the Agency nor interfere with the quality of the POD plates as to resist deterioration or fading from exposure to the elements during the period for which display is required (minimum of 60 days).
The POD Vendor(s) shall ensure that issued POD plate numbers by Vendor(s) shall not duplicate with a previously issued POD plate number or a POD plate number issued by another Vendor, whether during online or offline periods.
The POD Vendor(s) shall describe its/their approach to ensuring that the system software can enable vehicle dealers to assign and issue POD plate numbers during periods of offline, including instances when the Vendor’s and/or any applicable system software, or power is unavailable.
The POD Vendor(s) shall describe how the system will automatically sync offline-issued POD plate data with the NCDMV electronic database (e.g. STARS) once connectivity is restored, ensuring data accuracy, consistency and compliance.
The system software shall ensure the availability of motor vehicle dealers to interface and directly connect to the system in order to issue POD plates to the owner or lessee of a motor vehicle that will be registered in North Carolina or another state, including a web‑based option for motor vehicle dealers who do not utilize an online vehicle registration vendor to complete and file North Carolina required documents related to motor vehicle titling and registration.
The POD Vendors shall describe how the system software will enable vehicle dealers to re-print a POD plate when the original is damaged due to a printer misfeed or malfunction.
The POD Vendors shall describe how the system software will enable commission contractors to directly connect to the system in order to issue POD plates to the owner or lessee of a motor vehicle.
The POD Vendors shall describe how the system software will manage and control the number of re-prints allowed in the event of a printer misfeed or malfunction. The description shall include mechanisms to enforce re-print limitations, prevent misuse, and ensure that each re-print is properly tracked and auditable. Every re-print, not to exceed one re-print, shall be accompanied by a statement regarding the reason for re-print.
The POD Vendors shall describe how the system software will limit the issuance of POD plates to a maximum of one re-print per customer vehicle combination within 60 days of the original POD plate issuance. The description shall include: • Issuing a new POD plate number upon re-print. • Marking the old POD plate number with a specific disposition to indicate the reason for re-printing. • Ensuring the expiration date on the newly re-printed POD plate remains the same as the original issuance date. The approach should detail methods for tracking and enforcing this limitation to prevent misuse and ensure compliance.
The POD Vendors shall describe how the system software will prevent the re-issuance of a POD plate that has been assigned. This shall include all POD plate numbers that have been issued prior to the POD implementation.
The POD Vendors shall describe how the system software will generate a unique POD plate number for each POD plate issued. The description should include the methodology for ensuring uniqueness, compliance with state standards, and integration with NCDMV systems to maintain verification, traceability, and prevent duplication.
The POD software shall provide real-time reporting capabilities for NCDMV and NCSHP.
The system software shall provide NCDMV and NCSHP authorized users access to all environments of the system software.
The system software shall generate audit reports for Agency review, including, but not limited to, issuance, reprints, lost (missing), stolen, damaged, and expired POD plates.
The system software shall ensure the ability to implement and maintain a distribution procedure for POD plates in accordance with N.C.G.S. § 20-79.1, N.C.G.S. § 20-79.1B(c) and N.C.G.S. § 20-79.1B(d).
The system software shall provide Agency ad hoc searching, querying, and reporting capabilities.
The system software shall store all POD plate issuance records per North Carolina retention laws and policies, with a minimum retention period of four years.
The system software shall securely store all data associated with issuing POD plates.
The system software shall print each POD plate in accordance with the design and layout specifications provided by NCSHP.
The system software shall validate a dealer’s status as active, probationary, failed to renew or temporary active. If the dealer’s status is not one previously specified, such as cancelled, revoked, suspended, or out-of-business, the system software shall revoke system access.

4.0 Cost of Vendor’s Offer

4.1 Offer Costs

The Vendor must list, itemize, and describe any applicable offer costs in ATTACHMENT D: COST FORM.

Furnish & Deliver
Item Number	Qty	Description	Extended Price
1	1	Equipment (all hardware, software, firmware, licenses required in the Requirements).
2	1	Manuals and user guides shall be provided to all parties at no cost.
3	1	Software testing shall be approved by NCSHP before moving to the production environment.
4	1	Onsite and offsite training sessions, the exact number will be determined by NCSHP, shall be provided at no cost.
5	1	Onsite training sessions shall be provided to NCSHP if any future updates, expansions, enhancements or upgrades of the system occur at no cost.
6	1	The POD vendor(s) shall reimburse all parties for all documented reasonable implementation costs directly associated with the establishment of the POD system. The contract with vendor(s) shall explicitly include this reimbursement obligation to ensure that all parties incur no financial burden during the implementation process.
7	1	The POD vendor(s) shall reimburse all parties for all future updates, expansions, enhancements or upgrades of the POD system.
		Total Cost

4.2 Payment Schedule

The Vendor shall propose its itemized payment schedule based on the content of its offer, including reimbursements under N.C.G.S. § 20-79.1B. All payments must be based upon acceptance of one or more Deliverables.

5.0 Evaluation

5.1 Source Selection

A trade-off/ranking method of source selection will be utilized in this procurement to allow the State to award this RFP to the Vendor providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with or traded-off against other non-price factors.

a) Evaluation Process Explanation. State Agency employees will review all offers. All offers will be initially classified as being responsive or non-responsive. If an offer is found non-responsive, it will not be considered further. All responsive offers will be evaluated based on stated evaluation criteria. Any references in an answer to another location in the RFP materials or Offer shall have specific page numbers and sections stated in the reference.

b) To be eligible for consideration, Vendor’s offer must substantially conform to the intent of all specifications. Compliance with the intent of all specifications will be determined by the State. Offers that do not meet the full intent of all specifications listed in this RFP may be deemed deficient. Further, a serious deficiency in the offer to any one (1) factor may be grounds for rejection regardless of overall score.

c) The evaluation committee may request clarifications, an interview with or presentation from any or all Vendors as allowed by 9 NCAC 06B.0307. However, the State may refuse to accept, in full or partially, the response to a clarification request given by any Vendor. Vendors are cautioned that the evaluators are not required to request clarifications; therefore, all offers should be complete and reflect the most favorable terms. Vendors should be prepared to send qualified personnel to Raleigh, North Carolina, to discuss technical and contractual aspects of the offer.

d) Vendors are advised that the State is not obligated to ask for, or accept after the closing date for receipt of offer, data that is essential for a complete and thorough evaluation of the offer.

5.2 Evaluation Criteria

Evaluation shall include best value, as the term is defined in N.C.G.S. § 143-135.9(a)(1), compliance with information technology project management policies as defined by N.C.G.S. §143B-1340, compliance with information technology security standards and policies, substantial conformity with the specifications, and other conditions set forth in the solicitation. The following Evaluation Criteria are listed in Order of Importance.

1) Technical and Statutory Requirements.

2) Vendor Schedule/ Timeline for completing work.

3) How the functions and capabilities of each Vendor’s offer compares with the other Vendors’ offers.

4) Presentation evaluation.

5) Vendors Past Performance and Experience —The Vendor may be disqualified from any evaluation or award if the Vendor or any key personnel proposed has previously failed to perform satisfactorily during the performance of any contract with the State or violated rules or statutes applicable to public bidding in the State.

6) Strength of references relevant or material to technology area(s) or specifications.

5.3 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.

5.4 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.

6.0 Vendor Information and Instructions

6.1 General Conditions of Offer

6.1.1 Vendor Responsibility

It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all specifications, requirements and the State’s intent as specified herein. If a Vendor discovers an inconsistency, error or omission in this solicitation, the Vendor should request a clarification from the State’s contact person.

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