179-2526-275-ELEARNING-C&I-REBID

Bidder: ______________________________________________________
Durham Public Schools
Durham Public Schools REQUEST FOR PROPOSALS NO:
RFP# 179-2526-275-ELEARNING-C&I-REBID RFP# 179-2526-275-ELEARNING-C&I-REBID
Attn: Amy Morris ___________________________________
511 Cleveland Street Bid Opening DATE: 4/7/2026 (2 pm EST)
Durham, NC 27701
Direct all inquiries concerning this RFP to: Contract Type: Open Market, Purchaseusing
various funds; when using Federal Funds
Durham Public Schools Durham Public Schools will follow all Federal
guidelines.
Attn: Amy Morris
All questions must be submitted via email no later
4:00 p.m. EST on 3/23/2026
Email: Dist.Purchasing@dpsnc.net Using Agency Name:
Durham Public Schools
Bids will be publicly opened on: Tuesday, April 7, 2026, at 2:00 pm
NOTE: Questions concerning the specifications in this Request for Proposals will be received until date
and time listed above. ALL QUESTIONS MUST BE SUMITTED IN WRITING, EITHER BY EMAIL or TO THE
ADDRESS LISTED ABOVE. NO QUESTIONS will be received by telephone. Questions received after the
date and time listed above will not be considered. A summary of all questions and answers will be posted
on the Interactive Purchasing System as an addendum, located under the RFP # being modified. It is the
OFFEROR'S responsibility to assure that all addenda have been reviewed and, if need be, signed and
returned.
NOTICE TO BIDDERS
Sealed Proposals subject to the conditions made a part hereof, will be received until 1:00 pm 4/7/2026 for
furnishing and delivering the commodity/services described herein and then publically opened.
Bids submitted via telegraph, facsimile (FAX) machine, telephone and electronic means, including but not
limited to e-mail, in response to this Request for Proposals will not be acceptable. Bids are subject to
rejection unless submitted on this form.
Please submit three (3) hard copies and one (1) copy via flash drive of your proposal. One copy must be
marked original.
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EXECUTION
In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned Vendor
offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each
item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal
is submitted competitively and without collusion (G.S. 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 (G.S. 143-59.2), and that it is not an ineligible Vendor
as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the
undersigned certifies to the best of Vendor'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 G.S. 143-48.5, the undersigned Vendor
certifies that it, and each of its sub-Contractors 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. G.S. 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 execution of this
response to the RFP, the undersigned certifies, 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 submittal shall render proposal invalid and it WILL BE REJECTED.
Late proposals cannot be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #10):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FEDERAL ID NUMBER:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 180 business days from date of proposal opening. After this time, any withdrawal of
offer shall be made in writing, effective upon receipt by the agency issuing this RFP.
ACCEPTANCE OF PROPOSAL
If any or all parts of this proposal are accepted by Durham Public Schools, an authorized representative of Durham
Public Schools shall affix his/her signature hereto and this document and all provisions of this Request For Proposal
along with the Vendor proposal response 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 Vendor(s).
FOR DURHAM PUBLIC SCHOOLS USE ONLY: Offer accepted and Contract awarded this ______ day of
________________, 20____, as indicated on the attached certification, by
1.0 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract
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award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated
herein by reference.
1.1 Proposal Questions
Written questions concerning this RFP will be received until 4:00 pm 3/23/2026 Eastern Standard Time. They
must be sent via e-mail to: Dist.Purchasing@dpsnc.net please insert "Questions for bid 179-2526-275-
ELEARNING-C&I-REBID as the subject for the email.
Durham Public Schools will prepare responses to all written questions submitted, and post an addendum to the
NCeVP system: https://eprocurement.nc.gov/training/vendor-training oral answers are not binding on Durham
Public Schools.
Questions received prior to the submission deadline date, Durham Public Schools response, and any additional
terms deemed necessary by Durham Public Schools be posted in the form of an addendum to the NCeVP system:
https://eprocurement.nc.gov/training/vendor-training, and shall become an Addendum to this RFP. No information,
instruction or advice provided orally or informally by any Durham Public Schools personnel, whether made in
response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding.
Vendors shall rely only on written material contained in an Addendum to this RFP.
Vendor contact regarding this RFP with anyone other than DPS employee listed above may be grounds for rejection
of said Vendor's offer.
Critical updated information may be included in these Addenda. It is important that all Vendors bidding on this RFP
periodically check the State website for any and all Addenda that may be issued prior to the offer opening date.
1.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the State's terms and conditions, all relevant exhibits
and attachments, and any other components made a part of this RFP and comply with all requirements and
specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other
changes that may be issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP,
those must be submitted as questions in accordance within the instructions in Section 1.1 PROPOSAL
QUESTIONS. If Durham Public Schools determines that any changes will be made as a result of the questions
asked, then such decisions will be communicated in the form of an RFP addendum. Durham Public Schools may
also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract
that have been addressed during the question and answer period. Other than through this process, Durham Public
Schools rejects and will not be required to evaluate or consider any additional or modified terms and conditions
submitted with Vendor's proposal. This applies to any language appearing in or attached to the document as part
of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein or to render
the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer. By
execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, 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 Vendor's proposal as nonresponsive.
If a Vendor desires modification of the terms and conditions of this solicitation, it is 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 Durham Public Schools. Identification of
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objections or exceptions to Durham Public Schools terms and conditions in the proposal itself shall not be allowed
and shall be disregarded or the proposal rejected.
Contact with anyone working for or with Durham Public Schools regarding this RFP other than the State Contract
Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for
rejection of said Vendor's offer, at the State's election.
2.0 PROPOSAL SUBMITTAL
Sealed proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall
be received at the address indicated in the table below, for furnishing and delivering those items or services as
described herein.
Mailing address for delivery of proposal Office Address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier)
Durham Public Schools Durham Public Schools
RFP# 179-2526-275-ELEARNING-C&I-REBID RFP# 179-2526-275-ELEARNING-C&I-REBID
Purchasing Department Purchasing Department
Attn: Amy Morris Attn: Amy Morris
511 Cleveland Street 511 Cleveland Street
Durham, NC 27701 Durham, NC 27701
IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before the
proposal deadline in order to be considered timely, regardless of the method of delivery. This is an absolute
requirement. All risk of late arrival due to unanticipated delay-whether delivered by hand, U.S. Postal Service,
courier or other delivery service is entirely on the Vendor. It is the sole responsibility of the Vendor to have the
proposal physically in this Office by the specified time and date of opening. The time of delivery will be marked on
each proposal when received, and any proposal received after the proposal submission deadline will be rejected.
Sealed proposals, subject to the conditions made a part hereof, will be received at the address indicated in the table
in this Section, for furnishing and delivering the commodity as described herein.
Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered to the
agency's purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the
possibility of delay into account when submitting a proposal. Attempts to submit a proposal via facsimile (FAX)
machine, telephone or electronic means, including but not limited to email, in response to this RFP shall
NOT be accepted.
a) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP
number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is
submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and
marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included
in the same outer package. Proposals are subject to rejection unless submitted with the information above
included on the outside of the sealed proposal package.
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b) Please submit three (3) copies of your proposal. One copy must be marked original. One copy must be
in digital format. Digital format shall be on a USB Drive and include windows-based files (Adobe PDF,
Word, and Excel).
2.1 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFP responses shall include the following items and those
attachments should be arranged in the following order:
a) Cover Letter
b) Title Page: Include the company name, address, phone number and authorized representative along with
the Proposal Number.
c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP, and signed receipt
pages of any addenda released in conjunction with this RFP (if required to be returned).
d) All Data Protection Agreements must be signed and dated by an authorized representative from the
company.
2.2 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BAFO: Best and Final Offer, submitted by a Vendor to alter its initial offer, made in response to a request by
the issuing agency.
b) BUYER: The employee of Durham Public Schools or Other Eligible Entity that places an order with the
Vendor.
c) CONTRACT LEAD: Representative of Durham Public Schools who corresponds with potential Vendors
in order to identify and contract with that Vendor providing the greatest benefit to Durham Public
Schools and who will administer this contract
d) E-PROCUREMENT SERVICES: The program, system, and associated services through which the State
conducts electronic procurement.
e) FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the
shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any
related transportation charges. A solicitation may request Vendors to separately identify freight
charges in their proposal, but no amount or charge not included as part of the total proposal price will
be paid.
f) LOT: A grouping of similar products within this RFP.
g) ON-TIME DELIVERY: The delivery of all items within a single order to the receiving point designated by
the ordering entity within the delivery time required.
h) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.
i) RFP: Request for Proposal
j) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina
law.
k) STATE AGENCY: Any of the more than 400 sub-units within the executive branch of the State, including
its departments, boards, commissions, institutions of higher education and other institution.
l) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other
entity submitting a response to a Request for Proposal.
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3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS PROPOSAL
REVIEW AND AWARD
It is the intent of Durham Public Schools to award this RFP to the responsible bidder(s) who best matches the needs
of Durham Public Schools. Durham Public Schools reserves the right to reject any and all bids. All qualified
proposals will be evaluated and awards will be made to the Vendor(s) meeting the RFP requirements and achieving
the highest and best final evaluation.
While it is the intent of Durham Public Schools to award this RFP to a single Vendor, Durham Public Schools
reserves the right to make separate awards to different Vendors for one or more line items, to not award one or
more line items or to cancel this RFP in its entirety without awarding a contract, if it is considered to be most
advantageous to Durham Public Schools to do so.
The status of a Vendor's E-Procurement Services account(s) shall be considered a relevant factor in determining
whether to approve the award of a contract under this RFP. Any Vendor with an E-Procurement Services account
that is in arrears by 91 days or more at the time of proposal opening may, at the State's discretion be disqualified
from further evaluation or consideration.
Durham Public Schools reserves the right to waive any minor informality or technicality in proposals received.
3.1 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-each
Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from
having any communications with any person inside or outside the using agency, issuing agency, other government
agency office, or body (including the purchaser named above, department secretary, agency head, members of the
general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the contents of another Vendor's proposal, another Vendor's qualifications or ability to
perform the contract, and/or the transmittal of any other communication of information that could be reasonably
considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the
contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is
determined in the State's discretion that the communication was harmless, that it was made without intent to
influence and that the best interest of the State would not be served by the disqualification. A Vendor's proposal
may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the
time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only
those discussions, communications or transmittals of information authorized or initiated by the issuing agency for
this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal
submission) or the status of the contract award (after submission) are excepted from this provision.
3.2 PROPOSAL EVALUATION PROCESS
Durham Public Schools shall review all Vendor responses to this RFP to confirm that they meet the specifications
and requirements of the RFP.
Durham Public Schools will conduct a Two-Step evaluation of Proposals:
Proposals will be received from each responsive Vendor in a sealed envelope or package. All proposals must be
received by the issuing agency not later than the date and time specified on the cover sheet of this RFP.
At that date and time, the package containing the proposals from each responding firm will be opened publicly
and the name of the Vendor and total cost offered will be announced. Interested parties are cautioned that these
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costs and their components are subject to further evaluation for completeness and correctness and therefore may
not be an exact indicator of a Vendor's pricing position.
At their option, the evaluators may request oral presentations or discussion with any or all Vendors for the
purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned,
however, that the evaluators are not required to request presentations or other clarification-and often do
not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.
Durham Public Schools reserves the right to reject all original offers and request one or more of the Vendors
submitting proposals within a competitive range to submit a best and final offer (BAFO), based on discussions
and negotiations with Durham Public Schools, if the initial responses to the RFP have been evaluated and
determined to be unsatisfactory.
Based on the initial evaluation, the Durham Public Schools may ask some vendors to present their product to the
evaluation committee. The evaluation committee may ask vendors to conduct presentations, if necessary. The
presentations will be videotaped and made available to the DPS committee members not able to attend due to
unforeseen circumstances. The video will not be made available outside the committee for confidential and
proprietary reasons. In addition, please note that if the vendor has pages included in the bid response that cannot
be made publically available or need to be redacted need to indicate (as a footnote, or other means) before
submitting to DPS.
Upon completion of the evaluation process, Durham Public Schools will make Award(s) based on the evaluation
and post the award(s) to NCeVP system: https://eprocurement.nc.gov/training/vendor-training under the RFP
number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit,
but that, all factors considered, the selected proposal was deemed most advantageous and represented the best
value to Durham Public Schools.
3.3 INTERPRETATION OF TERMS AND PHRASES
This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution
being sought by the Department; and (2) to provide (together with other specified documents) the terms of the
Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as
contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as "shall,"
"must," 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 Vendors
have proposed or failed to propose solutions that will satisfy the Department's needs as described in the Request
for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically
disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the
Department exercising its discretion to reject a proposal in its entirety.
4.0 REQUIREMENTS
This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all
stated requirements in this Section as well as any other specifications, requirements and terms and conditions
stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement
would allow for Durham Public Schools to receive a better proposal, the Vendor is urged and cautioned to submit
these items in the form of a question during the question and answer period in accordance with Section 1.1.
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4.1 CONTRACT TERM
The Contract shall have an initial term offive(5)years, beginning on the date of contract award (the "Effective
Date"). The Vendor shall begin work under the Contract within thirty (30) business days of the Effective Date. The
contract terms shall be on fiscal year, July 1 to June 30 (of the following year), on an annual basis.
At the end of the Contract's current term, Durham Public Schools shall have the option, in its sole discretion, to
renew the Contract on the same terms and conditions for up to a total of two (2) additional one-year terms. Durham
Public Schools will give the Vendor written notice of its intent whether to exercise each option no later than thirty
(30) days before the end of the Contract's then-current term. In addition, Durham Public Schools reserves the right
to extend a contract term for a period of up to 180 days in 90-day-or-less increments.
4.2 PRICING
Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements
and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor
shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT C: PRICING
FORM and include in Proposal.
4.3 INVOICES
a) Invoices must be submitted to the Accounts Payable Office on the Vendor(s) official letterhead/stationery.
b) Invoices must bear the correct contract number/purchase order number to ensure prompt payment. The
Vendor's failure to include the correct purchase order number may cause delay in payment.
c) Invoices must include an accurate description of the work/items for which the invoice is being submitted,
the invoice date, the period of time covered when applicable, the amount of fees due to the Vendor and
the original signature of the Vendor's project manager.
4.4 PAYMENT TERMS
a) The Vendor will be compensated at the rates quoted in the Vendor's Cost Proposal.
b) The Vendor will be paid net thirty (30) calendar days after the Vendor's invoice is approved by Durham
Public Schools.
4.5 FINANCIAL STABILITY
Each Vendor shall certify it is financially stable by completing the ATTACHMENT D: CERTIFICATION OF
FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from Contracting with
a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor
shall notify Durham Public Schools within thirty (30) days of any occurrence or condition that materially alters the
truth of any statement made in this Certification.
4.6 VENDOR EXPERIENCE
When applicable in its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with
similar or greater size and complexity to the State of North Carolina. Vendor shall provide information as to the
qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this
project, including resumes citing experience with similar projects and the responsibilities to be assigned to each
person.
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4.7 REFERENCES
Vendors shall provide at least five (5) references for which your company has provided services of similar size and
scope to that proposed herein. At least three (3) of the five (5) must be public school districts in North Carolina (See
Attachment D). Durham Public Schools may contact these users to determine the services provided are
substantially similar in scope to those proposed herein and Vendor's performance has been satisfactory. The
information obtained may be considered in the evaluation of the proposal.
4.8 BACKGROUND CHECKS
Vendor and its personnel are required to provide or undergo background checks at Vendor's expense prior to
beginning work with the State. As part of Vendor background the details below must be provided to Durham Public
Schools:
a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited
to fraud, misappropriation or deception, of Vendor, its officers or directors, or any of its employees or other
personnel to provide services on this project, of which Vendor has knowledge or a statement that it is aware of
none;
b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud,
misappropriation, falsification or deception pending against Vendor of which it has knowledge or a statement it
is aware of none;
c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees
expected to provide services on this project by any state or federal regulatory agencies within the past three
years or a statement that there are none. As used herein, the term "regulatory sanctions" includes the
revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the
issuance of any written warnings;
d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional
employees expected to provide services on this project by any state or federal regulatory agencies of which
Vendor has knowledge or a statement that there are none.
e) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years
preceding submission of its proposal herein or a statement that there are none.
Vendor's responses to these requests shall be considered to be continuing representations and Vendor's failure to
notify Durham Public Schools within thirty (30) days of any criminal litigation, investigation or proceeding involving
Vendor or its then current officers, directors or persons providing services under this contract during its term shall
constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor
utilized by Vendor to perform services under this contract.
Any personnel or agent of the Vendor performing services under any contract arising from this RFP may be required
to undergo a background check at the expense of the Vendor, if so requested by Durham Public Schools.
4.9 PERSONNEL
Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval
by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and
references of Vendor's recommended substitute personnel. Durham Public Schools will approve or disapprove the
requested substitution in a timely manner. Durham Public Schools may, in its sole discretion, terminate the services
of any person providing services under this Contract. Upon such termination, Durham Public Schools may request
acceptable substitute personnel or terminate the contract services provided by such personnel.
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