50-2526017 Fixed Asset Inventory Scanner and Control Solution IT Sourcing Event
| Location: | North Carolina |
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| Posted: | Jun 10, 2026 |
| Due: | Jul 20, 2026 |
| Agency: | State Government of North Carolina |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | Doc2257604630 |
| Publication URL: | To access bid details, please log in. |
| Solicitation Number: | Doc2257604630 |
| Project Title: | 50-2526017 Fixed Asset Inventory Scanner and Control Solution IT Sourcing Event |
| Description: | The purpose of this RFP is to establish contracts with qualified Vendors to furnish, deliver, implement, and support a Fixed-Asset Inventory Scanner Solution including hardware, software and services for the North Carolina Community College System Office (“System Office”) on behalf of NCCCS and fifty-eight (58) North Carolina Community Colleges (hereinafter individually known as the “Entity” and collectively known as the “Entities”) as needed for their individual college.The solution is intended to support System Office–level administration, configuration, and governance, while enabling downstream adoption and operation by individual colleges under a unified technical, security, and data framework. |
| Opening Date: | 7/20/2026 2:00 PM |
| Posted Date: | 6/11/2026 |
| Status: | Open |
| Department: | STATE OF NC - COMMUNITY COLLEGES SYSTEMS OFFICE |
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Solicitation Number
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Doc2257604630
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Department
STATE OF NC - COMMUNITY COLLEGES SYSTEMS OFFICE
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Status Reason
Open
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Opening Date
2026-07-20T14:00:00.0000000
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Posted Date
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2026-06-10T16:56:32.0000000Z
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Primary Commodity Code
Data services
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Mandatory Conference/Site Visit
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Special Instructions
—
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Solicitation Type
*
Select RFP IFB RFI
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Owner
Grant Braley
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Description
The purpose of this RFP is to establish contracts with qualified Vendors to furnish, deliver, implement, and support a Fixed-Asset Inventory Scanner Solution including hardware, software and services for the North Carolina Community College System Office (“System Office”) on behalf of NCCCS and fifty-eight (58) North Carolina Community Colleges (hereinafter individually known as the “Entity” and collectively known as the “Entities”) as needed for their individual college.The solution is intended to support System Office–level administration, configuration, and governance, while enabling downstream adoption and operation by individual colleges under a unified technical, security, and data framework.
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Attachment Preview
STATE OF NORTH CAROLINA
NORTH CAROLINA COMMUNITY COLLEGE
SYSTEM (NCCCS)
Procurement & Auxiliary Services
Refer ALL inquiries regarding this RFP to:
Grant F. Braley
Director of Procurement & Auxiliary Services
Email: braleyg@nccommunitycolleges.edu
Phone: (919) 807-7199
REQUEST FOR PROPOSAL NO.: 50-2526017
Contract Name: Fixed-Asset Inventory Scanner Solution
Bid Opening Date: July 20, 2026
Issue Date: June 10, 2026
Commodity Code: 801120
Purchasing Agency: NCCCS
Requisition No.: N/A
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 360 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 NCCCS 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 NCCCS USE ONLY
Offer accepted and contract awarded this date
, as indicated on attached certification, by
(Authorized representative of NCCCS).
Fixed-Asset Inventory Scanner Solution – 50-2526017
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October 9, 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 ................................................................................................................................................ 4
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 .................................................................................................................................................... 7
3.3.7 APPLICATION MANAGEMENT ................................................................................................................................ 7
3.3.8 ACCESSIBILITY ........................................................................................................................................................ 8
3.4 FUNCTIONAL AND TECHNICAL REQUIREMENTS............................................................................................ 8
3.5 SCOPE OF WORK & DELIVERABLES .............................................................................................................. 10
4.0 COST OF VENDOR’S OFFER ................................................................................................................................. 11
4.1 OFFER COSTS ................................................................................................................................................... 11
4.2 PAYMENT SCHEDULE ....................................................................................................................................... 11
5.0 EVALUATION............................................................................................................................................................ 11
5.1 SOURCE SELECTION ........................................................................................................................................ 11
5.2 EVALUATION CRITERIA .................................................................................................................................... 12
5.3 BEST AND FINAL OFFERS (BAFO)................................................................................................................... 12
5.4 POSSESSION AND REVIEW ............................................................................................................................. 12
6.0 VENDOR INFORMATION AND INSTRUCTIONS .................................................................................................... 13
6.1 GENERAL CONDITIONS OF OFFER................................................................................................................. 13
6.2 GENERAL INSTRUCTIONS FOR VENDOR ...................................................................................................... 14
6.3 INSTRUCTIONS FOR OFFER SUBMISSION .................................................................................................... 16
7.0 OTHER REQUIREMENTS AND SPECIAL TERMS ................................................................................................. 18
7.1 VENDOR UTILIZATION OF WORKERS OUTSIDE OF U.S. ............................................................................. 18
7.2 FINANCIAL STATEMENTS ................................................................................................................................. 18
7.3 FINANCIAL RESOURCES ASSESSMENT, QUALITY ASSURANCE, PERFORMANCE AND RELIABILITY -
RESERVED ...................................................................................................................................................................... 18
7.4 VENDOR’S LICENSE OR SUPPORT AGREEMENTS....................................................................................... 18
7.5 RESELLERS........................................................................................................................................................ 19
7.6 DISCLOSURE OF LITIGATION .......................................................................................................................... 19
7.7 CRIMINAL CONVICTION .................................................................................................................................... 19
7.8 SECURITY AND BACKGROUND CHECKS ....................................................................................................... 19
7.9 ASSURANCES - RESERVED ............................................................................................................................. 20
7.10 CONFIDENTIALITY OF OFFERS ....................................................................................................................... 20
7.11 PROJECT MANAGEMENT - RESERVED .......................................................................................................... 20
7.12 MEETINGS - RESERVED ................................................................................................................................... 20
7.13 RECYCLING AND SOURCE REDUCTION ........................................................................................................ 20
Fixed-Asset Inventory Scanner Solution – 50-2526017
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7.14 SPECIAL TERMS AND CONDITIONS - RESERVED.............................................................................................. 20
7.15 AGENCY TERMS AND CONDITIONS..................................................................................................................... 20
ATTACHMENT A: DEFINITIONS ......................................................................................................................................... 23
ATTACHMENT B: DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .............................. 24
ATTACHMENT C: DESCRIPTION OF OFFEROR............................................................................................................... 44
ATTACHMENT D: COST FORM .......................................................................................................................................... 46
ATTACHMENT E: VENDOR CERTIFICATION FORM ........................................................................................................ 47
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR - DISCLOSURE STATEMENT ........................... 48
ATTACHMENT G: REFERENCES ....................................................................................................................................... 50
ATTACHMENT H: FINANCIAL REVIEW FORM .................................................................................................................. 51
APPENDIX A – DATA FIELD MAPPING TEMPLATES (COLLEAGUE / BANNER) ............................................................ 53
APPENDIX B – TEST PLAN & UAT SCRIPTS..................................................................................................................... 53
APPENDIX C – SECURITY QUESTIONNAIRE & EVIDENCE CHECKLIST ....................................................................... 53
APPENDIX D – DEVICE CONFIGURATION PROFILES (SAMPLE)................................................................................... 53
APPENDIX E – LABELING STANDARDS & TAGGING GUIDANCE (OPTIONAL)............................................................. 53
APPENDIX F – PRICING WORKSHEET (EXCEL) .............................................................................................................. 53
APPENDIX G – SAMPLE ACCEPTANCE FORM ................................................................................................................ 54
APPENDIX H – SUPPORT RUNBOOKS & ESCALATION MATRIX ................................................................................... 54
APPENDIX QUALITY SCORING CRITERIA ........................................................................................................................ 54
VENDOR RESPONSE CHECKLIST..................................................................................................................................... 54
Fixed-Asset Inventory Scanner Solution – 50-2526017
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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
June 10, 2026
Written Questions Deadline
Potential Vendors
July 1, 2026
Agency’s Response to Written Questions/
RFP Addendum Issued
Agency
July 8, 2026
Offer Opening Deadline
Vendor(s)
July 20, 2026
Offer Evaluation
Agency
July 21-31, 2026
Selection of Finalists
Agency
July 28, 2026
Oral Presentations and/or Product Demonstrations by
Finalists
Selected Vendors
August 3-7, 2026
Negotiations with Finalists
Agency designees and
selected Vendor(s)
August 10-21, 2026
Best and Final Offers Deadline from Finalists
Selected Vendors
August 28, 2028
Contract Award
Agency
September 14, 2026
Protest Deadline
Responding Vendors
15 days after award
2.0 PURPOSE OF RFP
2.1 INTRODUCTION
The purpose of this RFP is to establish contracts with qualified Vendors to furnish, deliver, implement, and support a
Fixed-Asset Inventory Scanner Solution including hardware, software and services for the North Carolina Community
College System Office (“System Office”) on behalf of NCCCS and fifty-eight (58) North Carolina Community Colleges
(hereinafter individually known as the “Entity” and collectively known as the “Entities”) as needed for their individual
college.
The solution is intended to support System Office–level administration, configuration, and governance, while enabling
downstream adoption and operation by individual colleges under a unified technical, security, and data framework.
2.2 AGENCY BACKGROUND
The North Carolina Community College System Office (NCCCS) provides centralized leadership, policy direction, and
administrative support for the 58 community colleges across the state. Within the System Office, the Division of Business
& Finance oversees financial operations, compliance, and statewide procurement activities.
The Procurement & Auxiliary Services section manages competitive solicitations, contracts, and auxiliary operations for
the System Office and facilitates systemwide purchasing initiatives that support all colleges. This RFP Lite is issued by
Procurement & Auxiliary Services to procure a modern Fixed-Asset Inventory Scanner Solution that will replace
outdated equipment and support both current Colleague and future Banner ERP environments.
Fixed-Asset Inventory Scanner Solution – 50-2526017
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2.3 SUMMARY OF PROBLEM STATEMENT
The solution will replace legacy Motorola MC55A handheld scanners running Windows Mobile OS and Mobile Asset
Counter (MAC) software, mitigate security risks associated with outdated and unsupported devices and software, and
provide modern, secure, supportable scanning devices and software compatible with Ellucian Colleague and Ellucian
Banner ERP systems for asset inventory data capture and upload during operations and Banner transition phases.
a) Some colleges currently operate legacy handhelds and MAC software; replacement units are scarce and
typically refurbished.
b) The North Carolina Community College System (NCCCS) is migrating financial systems from Ellucian
Colleague to Ellucian Banner in phased and non-uniform stages across fifty-eight (58) community colleges.
The proposed Fixed Asset Inventory Scanner Solution shall fully support Ellucian Colleague and Ellucian
Banner concurrently and independently, including asset data extraction, scanning, validation, reconciliation,
and posting.
The solution shall support indefinite, concurrent dual-ERP operations and shall not rely on assumptions
regarding transition completion timelines. The Vendor shall not require re-licensing, re-implementation,
re-configuration, or architectural changes to support either ERP at any point during the contract term.
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 four (4) years 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) additional one-
year 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.
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; 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.
Fixed-Asset Inventory Scanner Solution – 50-2526017
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October 9, 2025
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