Elevator and Amusement Device Inspection Invoicing and Permitting Systems

REQUEST FOR INFORMATION # 11-03242026
Elevator and Amusement Bureau
Inspection Request Process Invoice Reporting Software
Date of Issue: March 24, 2026
Direct all inquiries concerning this RFI to:
Teresa West
Procurement Officer
Email: dol.purchasing@labor.nc.gov

RFI Number: 11-03242026
STATE OF NORTH CAROLINA REQUEST FOR INFORMATION (RFI) NO. 11-03242026
Department of Labor Issue Date: March 24, 2026
Refer ALL Inquiries regarding this RFI to: Due Date: April 8, 2026
Teresa West
Commodity No. and Description: 81111500 - Software or
Procurement Officer hardware engineering
dol.purchasing@labor.nc.gov
Description: Inspection Request Process Invoice Reporting
919-707-7754 Software
RFI SUBMITTAL: Vendor's response to this RFI must be submitted through the Sourcing Tool. For training on
how to use the Sourcing Tool to Vendors should go to the following site:
https://eprocurement.nc.gov/training/vendor-training.
Questions or issues related to using the Sourcing Tool 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.
NOTICE TO VENDOR
Request for Information (RFI) will be received at this office until April 8, 2026, 2:00 PM EST on the day of
opening.
QUESTIONS
Submit written questions to dol.purchasing@labor.nc.gov until April 8, 2026. Questions may be submitted by e-
mail to dol.purchasing@labor.nc.gov. Please insert "RFI No.11-03242026 - Questions" in the subject matter of
your e-mail. A summary of all questions and answers will be posted to the electronic Vendor Portal (eVP),
https://evp.nc.gov), as an addendum to this RFI on or about April 15, 2026.
EXECUTION
VENDOR NAME: E-MAIL:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE: TELEPHONE NUMBER: TOLL FREE TEL. NO:
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE:

RFI Number: 11-03242026
1.0 EXECUTIVE SUMMARY
The intent of this Request for Information (RFI) is to gather information for a possible future solicitation, which
may result in a contract for the North Carolina Department of Labor.
THE DEPARTMENT MAKES NO COMMITMENT TO ACQUIRE ANY SERVICES UNDER THIS RFI. DEPARTMENT
WILL NOT PAY FOR INFORMATION RECEIVED IN RESPONSE TO THE RFI. THE VENDOR SOLEY BEARS ANY COSTS
INCURRED IN PREPARATION AND SUBMISSION OF A RESPONSE.
This RFI is issued for information and planning purposes only and does not constitute a solicitation. Responses
to the RFI will not be returned nor will the Department confirm receipt of the RFI response. Whatever
information is provided in response to this RFI will be used to assess tradeoffs and alternatives available for
determining how to proceed in the acquisition process. Responses to this RFI are not offers and cannot be
accepted by the Department to form a binding contract.
All interested vendors are requested to provide a written response to the questions below. A response to this
RFI is necessary to assist the Department in determining the potential levels of interest, adequate competition,
market maturity, and service capabilities within the business community.
The Department requests detailed vendor specific and industry standard information on how your firm would
address the items in the following sections of this RFI.
2.0 RFI PROCEDURES
The Department recognizes that considerable effort may be required in preparing a response to this RFI.
However, respondents are advised that this is a request for information only, and not a request for services.
Respondents shall bear all costs for preparing their RFI response. Respondents to this RFI are asked to be
thorough and concise.
Entities who submit documentation in response to this RFI may be invited to present their ideas. An in-person
presentation by an entity that submits documentation or participates in discussion or demonstrations in
response to this RFI will not serve as a basis for precluding that entity from responding to any future solicitation
regarding handling and disposition services.
All responses, inquiries, or correspondence relating to or in reference to this RFI, and all documentation
submitted by the various respondents shall become the property of the Department when received. The
responses to this RFI, any follow-up questions and presentations to the Department may be used to develop
any future solicitation.
2.1 Schedule
Respondents will have 15 calendar days to prepare their submissions to this RFI. Responses must be received
by the date and time specified in this RFI. Respondents may also be invited to present and discuss their
solutions. This could be virtually or in person. Respondents will be notified of the specific date and time at least
two (2) weeks in advance of their presentation.
2.2 Clarification Questions
Clarification questions regarding this RFI will be accepted until specified time on the cover sheet of this RFI. All
questions must be submitted in writing to the email address specified on the cover sheet of this RFI. An
addendum containing clarification questions, and their answers will be issued as an addendum to this RFI,
though eVP.
2.3 Response
The Department is not interested in brochures or "boilerplate" responses. Instead, responses should clearly
define how the Vendor's proposed solution(s) would meet the Department's business requirements. Any issues
or exceptions to the Department's requirements should also be identified and explained in detail. The Vendor
shall provide the following in their response:

RFI Number: 11-03242026
1. Transmittal Letter
The transmittal letter should be in the form of a standard business letter and should be signed by a
respondent-authorized individual. It should note the following:
a) A statement that deviations are included, if applicable.
b) A statement that proprietary information is included, if applicable.
2. General Information
Respondent information:
a) Name of Company
b) Contact Person
c) Address, Telephone Number, Email Address
d) Brief history of company
3. Content
Interested firms shall submit a response to this RFI together with:
* Marketing materials including information on your firm
* Detailed description of the product(s), services and capabilities available to the Department
* Representative cost estimates
* Recommended implementation strategy
* Timeline estimates
* References from current clients who received the same services as described in the RFI response
The response should define all services that will be required by the proposed solution. The response
should also include:
* The vendor's understanding of the project and services by addressing the Department's business
requirements;
* An estimated total cost of ownership for the solution including continued compliance with
emerging industry standards.
4. Cost and Schedule Estimates
These cost estimates are not formal quotes and have no bearing on any future solicitation for solutions.
This information is for research and planning purposes only.
i) Cost Estimates for initial solution implementation to include hardware, software and services.
ii) Cost Estimate for total cost of ownership
iii) Define any limitations to cost estimates
iv) Describe DEPARTMENT resources required to implement and support solution
v) Describe all related charges or fees, for a solution proposed.
5. Multiple Responses
Multiple responses will be accepted from a single vendor provided that each response is
comprehensive, meets all of the state's requirements, and is truly unique. Please submit responses
separately and clearly indicate responses as "Response #1, Response #2, etc.

RFI Number: 11-03242026
3.0 CONFIDENTIAL INFORMATION
In accordance with 09 NCAC 06B.0103 the State may maintain confidentiality of certain types of information
described in N.C. Gen. Stat. 132-1 et. seq. Such information may include trades secrets defined by N.C. Gen. Stat.
132-1.2. Respondents may designate appropriate portions of its response confidential, consistent with and to the
extent permitted under the Rules and Statutes set forth above, by marking the pages containing confidential
information with boldface type at the top and bottom of each such page stating "CONFIDENTIAL." By so marking
any page, the Respondent warrants that is has formed a good faith opinion, having received such necessary or
proper review by counsel and other knowledgeable advisers that the portions marked confidential meet the
requirements of the Rules and Statutes set forth above. The State may serve as custodian of Respondent's
confidential information and not as an arbiter of claims against Respondent's assertion of confidentiality. If an
action is brought pursuant to N.C. Gen. Stat. 132-9 to compel the State to disclose information marked
confidential, the Respondent agrees that it will intervene in the action through its counsel and participate in
defending the State, including any public official(s) or public employee(s). The Respondent agrees that it shall hold
the State and any official(s) and individual(s) harmless from any and all damages, costs, and attorney's fees
awarded against the State or official or individual in the action. The State agrees to promptly notify the Respondent
in writing of any action seeking to compel disclosure of Respondent's confidential information. The State shall
have the right, at its option and expense, to participate in the defense of the action through its counsel. The State
shall have no liability to Respondent with respect to the disclosure of Respondent's confidential information
ordered by a court of competent jurisdiction pursuant to N.C. Gen. Stat. 132-9 or other applicable law.
All information received in response to the RFI that is marked Confidential will be handled accordingly. The
Department shall not be liable for or suffer any consequential damages for any proprietary information submitted
and not properly identified. Proprietary information will be safeguarded in accordance with the applicable state
regulations.

RFI Number: 11-03242026
1.0 Purpose
The North Carolina Department of Labor (NCDOL) is seeking information from qualified vendors regarding
solutions to modernize and replace its existing Elevator and Amusement Device inspection and permitting
systems.
The current systems have been in place for over 15 years and no longer adequately support modern
business processes, data integration, or reporting needs. NCDOL is pursuing a comprehensive, scalable
solution that supports end-to-end operations including:
* Device inspection request
* Permit submission and approval
* Inspection scheduling and execution
* Reporting and compliance tracking
* Invoicing and financial system integration
This RFI is issued for informational and planning purposes only. Responses will be used to inform a potential
future Request for Proposals (RFP).
2.0 Current Challenges
NCDOL's existing systems present several operational and technical limitations, including:
* Reliance on legacy technologies with limited flexibility
* Manual and fragmented workflows
* Limited integration with financial and external systems
* Insufficient reporting and analytics capabilities
* Lack of mobile and offline functionality for inspectors
Vendors are encouraged to address how their proposed solutions resolve these challenges.
3.0 Scope of Inquiry
NCDOL seeks information on solutions that support two primary functional areas:
1. Elevator Permit and Inspection System
2. Amusement Device Inspection System
While these programs operate independently, they share common workflows, data structures, and system
requirements. Vendors should describe how their solution supports both shared and distinct functionality.
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RFI Number: 11-03242026
4.0 Functional Requirements
4.1 Elevator Permit and Inspection System
4.1.1 Permit Submission and Approval
The system should support a fully digital permitting process including:
* Online permit submission with required data fields
* Upload of supporting documentation (plans, cost estimates, schedules)
* Automated application validation
* Generation of confirmation notices with permit numbers
* Automatic invoice generation based on submitted data
Approval workflows should include:
* Multi-step internal review processes
* Automated approval notifications
* Permit issuance with expiration tracking
* Integration of inspection fees into permit records
4.1.2 Inspection Program Overview
The system must support inspection operations at scale, including:
* Automated scheduling based on prior inspection cycles
* Workload assignment by geographic region and staffing model
* Tracking of upcoming, due, and overdue inspections
* Daily reporting of inspection results
* Enforcement tracking (violations, shutdowns, compliance status)
4.1.3 Inspection Workflow
The solution should enable:
* Inspector access to assigned work queues
* Route planning and schedule management
* Supervisor visibility into inspector schedules and progress
* Real-time and offline inspection data capture
Post-inspection capabilities should include:
* Submission and review of inspection reports
* Automated distribution of reports to stakeholders
* Automated invoice generation
* Status tracking (pass/fail, follow-up, enforcement)
* Automatic reassignment of next inspection dates
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RFI Number: 11-03242026
4.1.4 Reporting and Analytics
The system should provide:
* Inspection status tracking (completed, scheduled, overdue)
* Enforcement and abatement reporting
* Inspector productivity metrics
* Financial reporting (invoices, payments, outstanding balances, etc.)
* Configurable dashboards for supervisors and administrators
4.2 Amusement Device Inspection System
4.2.1 Overview
NCDOL regulates amusement devices and requires inspections prior to operation. The system should
support a streamlined workflow including request submission, review, billing, scheduling, inspection, and
reporting.
4.2.2 Amusement Company Portal
The system should provide a secure online portal allowing companies to:
* Create and manage accounts
* Submit Advance Location Notice (ALN) inspection requests
* Upload required documentation (insurance, NDT, manuals, photos)
* Maintain and manage device inventory
4.2.3 Device Inventory Management
The system must support:
* Adding and removing devices
* Preventing duplicate State IDs
* Assigning new State IDs
* Maintaining historical device records across ownership changes
4.2.4 Back-Office Review and Approval
The system should allow staff to:
* Review and validate submitted requests
* Request additional information
* Approve requests and forward for invoicing
4.2.5 Billing and Payment Processing
The system should support:
* Automatic invoice generation
* Integration with financial systems (e.g., invoices, payment processing, etc.)
o All invoices should be processed into the current FS collection process
* Adjustments for expedited or additional services
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RFI Number: 11-03242026
* Online payment processing
* Payment verification workflows
* Notification of payment status
4.2.6 Inspection Scheduling and Execution
The system should support:
* Scheduling based on inspector availability and workload
* Coordination of multi-inspector inspections
* Documentation of inspection results and violations
* Tracking of abatement actions and re-inspections
4.2.7 Inspection Reporting
The system must support generation and distribution of reports including:
* Devices inspected and certified
* Failed inspections and violations
* Re-inspections and expedited services
* Inspector and supervisor participation
* Device updates and changes
5.0 Technical and System Requirements
5.1 Data and Architecture
The system must support:
* Complex relational data structures, including:
o Multiple devices per location and owner
o Multiple assignments per inspector or supervisor
o Separate billing and location records
* Persistent device-level history independent of ownership
* Configurable system fields and workflows
5.2 Integration Requirements
Vendors should describe capabilities for:
* Integration with Oracle databases
* Integration with financial systems (e.g., invoices, payment processing, etc.)
o All invoices should be processed into the current FS collection process
* API support (REST, batch, or hybrid approaches)
* Identity and access management (e.g., SSO, directory services)
5.3 Mobile and Offline Capabilities
The system must support:
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RFI Number: 11-03242026
* Mobile access for inspectors (iOS and/or Android)
* Offline data entry and synchronization
* Photo capture and documentation
* Route optimization and mapping integration
5.4 Security and Compliance
Solutions should include:
* Role-based access control
* Secure authentication mechanisms
* Audit logging and activity tracking
* Compliance with State of North Carolina security standards (e.g., GovRamp)
5.5 Reporting and Data Access
The system should support:
* Standard and ad hoc reporting
* Data export capabilities (CSV, PDF, API)
* Dashboard configuration
* Integration with business intelligence tools (if applicable)
6.0 Data Migration
Vendors should describe their approach to:
* Migrating legacy data from existing systems
* Data validation and cleansing
* Historical data retention and accessibility
* Strategies for phased or full data migration
7.0 Implementation Considerations
Vendors should outline:
* Implementation approach (phased vs. full deployment)
* Estimated timeline
* Training and change management strategies
* Ongoing support and maintenance model
8.0 Vendor Response Expectations
Respondents are encouraged to provide:
* Overview of proposed solution
* System architecture and technology stack
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