Campus Scheduling Software

Offers will be publicly opened:
Wednesday, September 9, 2026 at 3:00pm EST
Brunswick Community College
Issue Date: Thursday, August 27, 2026
Refer ALL inquiries regarding this RFP Lite to: Commodity Number:
432315 - Business function specific software
Ashley Malkemus
malkemusa@brunswickcc.edu Description: Campus Scheduling Software
910-755-8569
Using Agency: Brunswick Community College
See page 2 for mailing instructions. Requisition No.: 81-08262026
OFFER AND ACCEPTANCE
The State seeks offers for the Software, Services and/or goods described in this solicitation. The State's
acceptance of any offer must be demonstrated by execution of the acceptance found below and any
subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an
order of precedence as follows: In cases of conflict between documents comprising the contract, the
order of precedence shall be (1) Best and Final Offers, if any, (2) special terms and conditions specific to
this Request for Proposal-RFP Lite, (3) specifications, (4) Department of Information Technology Terms
and Conditions of this RFP Lite, and (5) the agreed portions of the awarded Vendor's offer. No contract
shall be binding on the State until an encumbrance of funds has been made for payment of the
sums due under the contract.
EXECUTION
In compliance with this RFP Lite 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. By executing this offer, I certify that this offer is submitted competitively
and without collusion.
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: PHONE:
NAME & TITLE OF PERSON SIGNING: E-MAIL:
AUTHORIZED SIGNATURE: DATE:
Offer valid for sixty (60) days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this RFP Lite are accepted, an authorized representative of Brunswick Community
College shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful
vendor(s).
FOR STATE USE ONLY
Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached
certification,
by _____________________________________________ (Authorized representative of Brunswick Community College).
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TABLE OF CONTENTS
1.0 INTENT, USE, DURATION AND SCOPE................................................................................... 4
2.0 GENERAL INFORMATION ........................................................................................................ 4
2.1. VENDOR QUESTIONS ............................................................................................................... 4
2.2. ADDENDA ................................................................................................................................... 4
2.3. ELECTRONIC OFFER SUBMITTAL ........................................................................................... 4
2.4. BASIS FOR REJECTION ............................................................................................................ 5
2.5. LATE OFFERS ............................................................................................................................ 5
2.6. NON-RESPONSIVE OFFERS ..................................................................................................... 5
2.7. NOTICE TO VENDORS .............................................................................................................. 6
2.8. E-PROCUREMENT SYSTEM..................................................................................................... 6
2.9. DISTRIBUTORS AND RESELLERS .......................................................................................... 6
2.10.POSSESSION AND REVIEW .................................................................................................... 6
2.11. BEST AND FINAL OFFERS (BAFO) ......................................................................................... 7
2.12. AWARD ..................................................................................................................................... 7
2.13. POINTS OF CONTACT ............................................................................................................. 7
2.14.SOURCE SELECTION ............................................................................................................... 8
2.15.EVALUATION CRITERIA ........................................................................................................... 8
2.16.RFP LITE AWARD ..................................................................................................................... 8
3.0 SPECIFICATIONS ..................................................................................................................... 9
3.1. VENDOR STANDARD AGREEMENT(S) .................................................................................... 9
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOUSRE STATEMENT ............ 9
3.3. E-VERIFY .................................................................................................................................. 10
3.4.SPECIFICATIONS SPECIFIC TO THIS RFP LITE ..................................................................... 11
3.5. SECURITY SPECIFICATIONS .................................................................................................. 12
3.5.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE..........................................12
3.5.2 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE...................................12
3.6. ENTERPRISE ARCHITECTURE SPECIFICATIONS................................................................. 15
3.6.1 ARCHITECTURE DIAGRAMS ............................................................................................. 15
3.6.2 SOLUTION ROADMAP ........................................................................................................ 15
3.6.3 IDENTITY AND ACCESS MANAGEMENT ........................................................................... 15
3.6.4 INTEGRATION APPROACH ................................................................................................ 16
3.6.5 DISASTER RECOVERY AND BUSINESS CONTINUITY ..................................................... 16
3.6.6 DATA MIGRATION .............................................................................................................. 16
3.6.7 APPLICATION MANAGEMENT ........................................................................................... 16
3.6.8 ACCESSIBILITY ................................................................................................................... 16
3.7. BRAND SPECIFIC PRODUCT .................................................................................................. 17
3.8. DELIVERY ................................................................................................................................ 17
3.9. CONTRACT TERM ................................................................................................................... 17
3.10.EFFECTIVE DATE ................................................................................................................... 17
4.0 FURNISH AND DELIVER ........................................................................................................ 17
5.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ........... 19
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6.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .................. 20
1) DEFINITIONS ............................................................................................................................ 20
2) ACCESS AND USE OF SAAS SERVICES ................................................................................. 20
3) WARRANTY OF NON-INFRINGEMENT; REMEDIES ................................................................ 22
4) ACCESS AVAILABILITY; REMEDIES ........................................................................................ 23
5) EXCLUSIONS ........................................................................................................................... 24
6) PERFORMANCE REVIEW AND ACCOUNTABILITY.......................................................24
7) LIMITATION OF LIABILITY: Limitation of Vendor's Contract Damages Liability .......................... 24
8) VENDOR'S LIABILITY FOR INJURY TO PERSONS OR DAMAGE TO PROPERTY ............... 244
9) MODIFICATION OF SERVICES .................................................................................25
10)TRANSITION PERIOD .............................................................................................................. 25
11) TRANSPORTATION.................................................................................................26
12) TRAVEL EXPENSES...............................................................................................26
13) PROHIBITION AGAINST CONTINGENT FEES AND GRATUITIES...................................26
14) AVAILABILITY OF FUNDS.........................................................................................26
15) PAYMENT TERMS ................................................................................................................. 266
16) ACCEPTANCE CRITERIA ...................................................................................................... 277
17) CONFIDENTIALITY..................................................................................................28
18) SECURITY OF STATE DATA ................................................................................................. 288
19) ACCESS TO PERSONS AND RECORDS.....................................................................32
20) ASSIGNMENT.........................................................................................................32
21) NOTICES...............................................................................................................33
22) TITLES AND ADINGS...............................................................................................33
23) AMENDMENT.........................................................................................................33
24) TAXES..................................................................................................................33
25) GOVERNING LAWS, JURISDICTION, AND VENUE.......................................................33
26) DEFAULT..............................................................................................................33
27) FORCE MAJEURE..................................................................................................34
28) COMPLIANCE WITH LAWS......................................................................................34
29) TERMINATION........................................................................................................34
30) DISPUTE RESOLUTION...........................................................................................34
31) SEVERABILITY.......................................................................................................35
32) FEDERAL INTELLECTUAL PROPERTY BANKRUPTCY PROTECTION ACT......................35
33) ELECTRONIC PROCUREMENT................................................................................35
ATTACHMENT A: REFERENCES. ................................................................................................... .366
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1.0 INTENT, USE, DURATION AND SCOPE
The purpose of this RFP Lite is to obtain pricing for and procure scheduling software for Brunswick
Community College to support its academic and operational processes with a comprehensive
scheduling solution to manage academic and event scheduling across all campus locations.
Products and Services will be provided in accordance to the terms and conditions of this RFP
Lite.
2.0 GENERAL INFORMATION
2.1. VENDOR QUESTIONS
All inquiries regarding the solicitation specifications or requirements must be addressed to the
contact person listed on Page One of this solicitation via the Ariba Sourcing Tool's message
board. Vendor contact regarding this Solicitation with anyone other than the contact person
listed on Page One of this Solicitation may be grounds for rejection of said Vendor's offer.
Written questions concerning this Solicitation will be received until Tuesday, September 1,
2026 at 3:00pm EST. They must be submitted to the contact person listed on Page One of
this Solicitation via email at malkemusa@brunswickcc.edu. Please enter "Questions
Solicitation 81-08262026" as the subject for the message. Questions should be submitted in
the following format:
REFERENCE VENDOR QUESTION
RFP Section,
Page Number
2.2. ADDENDA
The Agency will issue an Addendum to provide a response to all questions received in
accordance with Section 2.1-VENDOR QUESTIONS, above.
The Agency may also issue additional Addenda as needed to modify the specifications,
requirements, terms and conditions, etc. Critical information may be included in these
Addenda. It is important for Vendors to periodically check the website for any and all Addenda
that may be issued prior to the bid opening date.
All Addenda will be posted on the electronic Vendor Portal (eVP) website at https://evp.nc.gov
and will become Addenda to this solicitation.
2.3. ELECTRONIC OFFER SUBMITTAL
Due Date: Wednesday, September 9, 2026
Time: 3:00pm EST
Sealed offers, subject to the conditions made a part hereof, will be received by the time and
date specified above and then opened for furnishing and delivering the commodity as
described herein. It is the Vendor's sole responsibility to submit its offer by the specified time
and date of opening.
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The Vendor shall bear the risk for late electronic submission due to unintended or
unanticipated delay including, but not limited to, internet issues, network issues, local power
outages, or application issues. No offers are able to be uploaded in Ariba after the
deadline/bid opening date and time.
a) Submit one (1) signed, original electronic offer via the Ariba Sourcing Module. The
Vendor to include the Execution Page 1 WITH the remaining pages of the solicitation
in one PDF. The Execution Page 1 must be signed and dated by an official authorized to
bind the Vendor's firm. Failure to return a signed offer shall result in disqualification.
b) File names should identify the Vendor, solicitation, and document in that order (Vendor
Name - Solicitation Number - Offer, etc.).
c) Files must not be password protected. They must be in .PDF, .JPEG, .DOC or .XLS
format and capable of being copied to other sources. The Vendor's offer may be deemed
non-responsive if the Agency is unable to open the file(s).
d) If the offer contains any confidential information (as defined in the NCDIT Terms and
Conditions, "CONFIDENTIALITY" Section), the Vendor must provide one (1) redacted
electronic copy in addition to the original copy.
2.4. BASIS FOR REJECTION
Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in
whole or in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price
or service offered; non-compliance with the specifications or intent of this solicitation; lack of
competitiveness; error(s) in specifications or indications that revision would be advantageous
to the State; cancellation or other changes in the intended project, or other determination that
the proposed requirement is no longer needed; limitation or lack of available funds;
circumstances that prevent determination of the best offer; or any other determination that
rejection would be in the best interest of the State. Vendor contact regarding this RFP Lite
with anyone other than Ashley Malkemus may be grounds for rejection of said Vendor's offer.
2.5. LATE OFFERS
Regardless of cause, late offers will not be accepted and will automatically be disqualified
from further consideration. It shall be the Vendor's sole risk to ensure delivery at the
designated office by the designated time. Late offers will not be opened and may be returned
to the Vendor at the expense of the Vendor or destroyed if requested.
2.6. NON-RESPONSIVE OFFERS
Vendor offers will be deemed non-responsive by the State and will be rejected without further
consideration or evaluation if statements such as the following are included:
* "This offer does not constitute a binding offer",
* "This offer will be valid only if this offer is selected as a finalist or in the competitive range",
* "Vendor does not commit or bind itself to any terms and conditions by this submission",
* "This document and all associated documents are non-binding and shall be used for
discussion purposes only",
* "This offer will not be binding on either party until incorporated in a definitive agreement
signed by authorized representatives of both parties", or
* A statement of similar intent.
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2.7. NOTICE TO VENDORS
The State objects to and will not be required to evaluate or consider any additional
terms and conditions not previously agreed to by the State and submitted with an
Offeror's response. This applies to any language appearing in or attached to the
document as part of the Offeror's response. By execution and delivery of this RFP Lite
and response(s), the Offeror agrees that any additional terms and conditions, whether
submitted purposely or inadvertently, shall have no force or effect.
2.8. E-PROCUREMENT SYSTEM
The State utilizes the NC eProcurement (NCEP) system to process requisitions and issue
purchase orders. See http://eprocurement.nc.gov/ and General Terms and Conditions,
Electronic Procurement for more information.
a) It is the Vendor's responsibility to read these provisions carefully and to consider them
in preparing the response. By signature, the Vendor acknowledges acceptance of all
provisions related to NCEP.
b) The transaction fee addressed in General Terms and Condition, Electronic Payment
(currently at 1.75%) applies to the purchase of goods only. It does not apply to Vendor
Hosted Solutions, IaaS, PaaS, SaaS, software maintenance/support services, or any
other type of services.
c) If not already registered in NCEP, the Vendor must register within two (2) days after
notification of contract award.
d) The Vendor must be current on all NCEP fees prior to submitting a response. Otherwise,
the State may disqualify the Vendor from participating in this solicitation.
2.9. DISTRIBUTORS AND RESELLERS
"Resellers" as used herein, refers to businesses that routinely sell or distribute Vendor's
Products, and may include "Distributors", "Value Added Resellers" (VARs), "Original
Equipment Manufacturers" (OEMs), Channel Partners, or such other designations. These
businesses must be approved by the State prior to placement of any orders. Any contract
established will be subject to this solicitation and any resulting Agreement(s), and to the
terms and conditions of the State's competitive bidding process.
The Agency acknowledges that the Reseller has merely purchased the Third-Party Items
for resale or license to the Agency, and that the proprietary and intellectual property rights
to the Third-Party Items are owned by parties other than the Reseller ("Third Parties"). The
Agency further acknowledges that except for the payment to the Reseller for the Third-Party
Items, all of its rights and obligations with respect thereto flow from and to the Third Parties.
The Reseller shall provide the Agency with copies of all documentation and warranties for
the Third-Party Items which are provided to the Reseller. The Reseller shall assign all
applicable third-party warranties for Deliverables to the Agency.
2.10.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,
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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.
2.11. 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.
2.12. AWARD
The State reserves the right to make partial, progressive or multiple awards: where it is
advantageous to award separately by items; or where more than one supplier is needed to
provide the contemplated specifications as to quantity, quality, delivery, service,
geographical areas; and where other factors are deemed to be necessary or proper to the
purchase in question.
A link to the NC electronic Vendor Portal (eVP) allows the public to retrieve contract award
information electronically from the web site: https://evp.nc.gov/solicitations/ Results may
be found by searching by RFP Lite number or agency name. This information may not be
available for several weeks depending upon the complexity of the acquisition and the length
of time to complete the evaluation process.
2.13. POINTS OF CONTACT
Contact by the Offeror with the persons shown below for contractual and technical matters
related to this RFP Lite is only permitted if expressly agreed to by the purchasing lead
named on page 4, or upon award of contract:
Vendor Contractual Point of Contact Vendor Technical Point of Contact
Name of Vendor: Name of Vendor:
Street: Street:
City, State, Zip: City, State, Zip:
Email: Email:
State Contractual Point of Contact State Technical Point of Contact
Name of State Agency: Name of State Agency:
Street: Street:
City, State, Zip: City, State, Zip:
Email: Email:
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2.14. SOURCE SELECTION
A trade-off/ranking method of source selection will be utilized in this procurement to allow the
State to award this RFP Lite 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
Lite 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 Lite 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.
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.
2.15. 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) How well the Vendor's offer conforms with the solicitation
2) How each Vendor's offer compares with other Vendors' offers
3) Total Cost of Ownership
4) Illustration(s) and/or explanations of adherence to Section 3.3 Enterprise Specifications
5) Adherence to Section 3.2 Security Specifications
6) Vendor Schedule / Timeline for completing work
7) Strength of references relevant or material to technology area(s) or Specifications (see
Attachment A for submittal form) and Vendor Past Performance (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.)
8) Financial Stability
2.16. RFP LITE AWARD
It is the general intent to award this contract to one Vendor. As provided by statute, award
will be based on Best Value Analysis, in accordance with N.C.G.S. 143B-1350(h), which
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provides that the offer must be in substantial conformity with the specifications herein, and
09 NCAC 06B.0302.
A link to the eVP System allows the public to retrieve contract award information
electronically from the Internet web site: Results may be found by searching by RFP Lite
number or agency name. This information may not be available for several weeks depending
upon the complexity of the acquisition and the length of time to complete the evaluation
process.
3.0 SPECIFICATIONS
3.1. VENDOR STANDARD AGREEMENT(S)
The terms and conditions of Vendor's standard license, maintenance or other agreement(s)
applicable to Software and other Products acquired under this Agreement may apply to the
extent such terms and conditions do not materially change the terms and conditions of this
Agreement. In the event of any conflict between the terms and conditions of this Agreement
and the Vendor's standard agreement(s), the terms and conditions of this Agreement relating
to audit and records, jurisdiction, choice of law, the State's electronic procurement application
of law or administrative rules, the remedy for intellectual property infringement and the
exclusive remedies and limitation of liability in the Terms and Conditions herein shall apply
in all cases and supersede any provisions contained in Vendor's relevant standard
agreement or any other agreement. The State shall not be obligated under any standard
license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the
Vendor, its licensors, successors or assigns; nor arbitrate any dispute, nor pay late fees,
legal fees or other similar costs.
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOUSRE STATEMENT
In accordance with the Statewide Information Security Manual (SISM), the State restricts
the location of information systems that receive, process, store, or transmit State and
Federal data to the United States which includes the following areas: US States, US
Territories, US Embassies, and US Military installations (stateside or overseas). This
restriction applies to the Vendor and to any subcontractors engaged to provide Services
under this Agreement or with access to State Data. The Vendor must ensure that its
subcontractor agreements contain the same restrictions and will be responsible for
monitoring and enforcing subcontractor compliance at all times.
Pursuant to N.C.G.S. 143B-1361(b), the Vendor must complete and return this Disclosure
Statement with its solicitation response. The Vendor may attach additional pages to its
response if needed. The State of North Carolina will evaluate Disclosure Statement
responses for additional risks, costs, and other factors associated with its service prior to
making an award for any such Vendor's offer. The Vendor must provide the following
information in its bid response:
Vendor to complete a. - e. in their offer:
a. The location of work performed under a state contract by the Vendor, any
subcontractors, employees, or other persons performing the contract and whether any
of this work will be performed outside the United States.
Vendor to enter text here to answer this disclosure question:
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b. The corporate structure and location of corporate employees and activities of the
Vendor, its affiliates or any other subcontractors.
Vendor to enter text here to answer this disclosure question:
c. Vendor agrees to provide notice of the relocation of the Vendor, employees of the
Vendor, subcontractors of the Vendor, or other persons performing Services under a
state contract outside of the United States in the event such relocation occurs during
the contract term.
Does Vendor agree to provide notice as defined above? YES NO
d. Vendor agrees that any Vendor or subcontractor providing call or contact center
Services to the State of North Carolina shall disclose to inbound callers the location
from which the call or contact center Services are being provided.
Does Vendor agree to provide disclosure as defined above? YES NO
e. Will any work under this contract be performed outside the United States?
YES NO
The use of resources or workers located outside the United States is a critical security
exception that must be escalated to the State Chief Information Officer for review pursuant
to N.C.G.S. 143B-1376(c) and 143B-1320(c). These critical security exceptions are
approved only in rare and extenuating circumstances. Vendor should account for this when
preparing its response.
_________________________________________________________________________
3.3. E-VERIFY
Pursuant to N.C.G.S. 143B-1350(k), the State shall not enter into a contract unless the
awarded Vendor and each of its subcontractors comply with the E-Verify requirements of
N.C.G.S. Chapter 64, Article 2. Vendors are directed to review the foregoing laws. Any
awarded Vendor must submit a certification of compliance with E-Verify to the awarding
agency, and on a periodic basis thereafter as may be required by the State.
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