RFQ 30-26007 - Aeroscout Real Time Location Services (RTLS) Support and Maintenance

Location:	North Carolina
Posted:	Dec 5, 2025
Due:	Dec 15, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	Doc1762850004
Publication URL:	To access bid details, please log in.

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STATE OF NORTH CAROLINA

DEPARTMENT OF HEALTH AND HUMAN

SERVICES

Division of State Operated Healthcare Facilities

Refer ALL inquiries regarding this RFQ to:

Rita Sutton

See page 2 for mailing instructions.

REQUEST FOR QUOTE NO. 30-26007

Offers will be publicly opened: December 15, 2025

Issue Date: December 5, 2025

Commodity Number: 811122

Description of Solicitation: Software maintenance

and support

Using Agency: Broughton Hospital, Cherry Hospital

and Walter B. Jones Alcohol and Drug Abuse

Treatment Center

Requisition No.: TBD

OFFER AND ACCEPTANCE

The State seeks offers for the software and software support 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 RFQ, (3) specifications, (4)

Department of Information Technology Terms and Conditions of this RFQ, 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 RFQ 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:

PRINT NAME & TITLE OF PERSON SIGNING:

TELEPHONE NUMBER: TOLL FREE TEL.

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

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 RFQ are accepted, an authorized representative of Department of Health and Human

Servies, Division of State Operated Healthcare Facilities 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 _____________________________________, as indicated on attached certification,

by _____________________________________________ (Authorized representative of DHHS - DSOHF).

RFQ Number: 30-26007

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE ............................................................................................... 3

2.0 GENERAL INFORMATION ..................................................................................................................... 3

2.1. OFFER SUBMITTAL ............................................................................................................................... 3

2.2. BASIS FOR REJECTION........................................................................................................................ 3

2.3. LATE OFFERS ....................................................................................................................................... 4

2.4. NON-RESPONSIVE OFFERS ................................................................................................................ 4

2.5. NOTICE TO VENDOR(S)........................................................................................................................ 4

2.6. E-PROCUREMENT SOLICITATION ....................................................................................................... 4

2.7. DISTRIBUTORS AND RESELLERS ....................................................................................................... 4

2.8. POSSESSION AND REVIEW ................................................................................................................. 5

2.9. BEST AND FINAL OFFERS (BAFO) - RESERVED ................................................................................ 5

2.10. AWARD ................................................................................................................................................ 5

2.11. POINTS OF CONTACT......................................................................................................................... 5

3.0 SPECIFICATIONS .................................................................................................................................. 6

3.1. VENDOR STANDARD AGREEMENT(S) ................................................................................................ 6

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOSURE STATEMENT ....................... 6

3.3. E-VERIFY ............................................................................................................................................... 8

3.4 BRAND SPECIFIC PRODUCT................................................................................................................. 8

3.5. SECURITY SPECIFICATIONS ............................................................................................................... 8

3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS – Reserved ............................................................ 8

3.7 DELIVERY ............................................................................................................................................... 8

3.8. CONTRACT TERM ................................................................................................................................. 8

4.0 FURNISH AND DELIVER ....................................................................................................................... 9

5.0 HISTORICALLY UNDERUTILIZED BUSINESSES ................................................................................. 9

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ........................ 10

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS ............................... 12

Page 2 of 22

RFQ Number: 30-26007

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this RFQ is to obtain pricing for and procure an Enterprise Software License and Annual

Enterprise Support and Maintenance for Aeroscout MobileView with temperature monitoring, asset

tracking and staff protection at Broughton Hospital, Cherry Hospital and the Walter B. Jones Alcohol and

Drug Abuse Treatment Center. Products and Services will be provided in accordance to the terms and

conditions of this RFQ.

2.0 GENERAL INFORMATION

2.1. OFFER SUBMITTAL

Due Date:

Time:

December 15, 2025

2:00 PM Eastern Time

IMPORTANT NOTE: It is the Vendor’s sole responsibility to upload their offer to the Ariba Sourcing

Module by the specified time and date of opening. 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. Vendor must include all the pages of this

solicitation in their response.

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern

Time on the day of opening and then opened, for furnishing and delivering the commodity as

described herein. Offers must be submitted via the Ariba Sourcing Module with the Execution page

signed and dated by an official authorized to bind the Vendor’s firm. Failure to return a signed offer

shall result in disqualification.

Attempts to submit a proposal via facsimile (FAX) machine, telephone, email, email

attachments, or in any hardcopy format in response to this Bid SHALL NOT be accepted and

will automatically be deemed Non-Responsive.

a) Submit one (1) signed, original electronic offer through the Ariba Souring Module.

b) The Ariba Sourcing Module document number is: WS1762786674

c) All File names should start with the Vendor name first, in order to easily determine all the files to

be included as part of the vendor’s response. For example, files should be named as follows:

Vendor Name-your file name.

d) File contents SHALL NOT be password protected, the file formats must be in .PDF, .JPEG,

.DOC or .XLS format, and shall be capable of being copied to other sources. Inability by the State

to open the Vendor’s files may result in the Vendor’s offer(s) being rejected as Non-Responsive.

e) If the vendor’s proposal contains any confidential information (as defined in Attachment B,

Section 2, Paragraph #17), then the vendor must provide one (1) signed, original electronic offer

and one (1) redacted electronic copy.

Questions or issues related to using the Ariba 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.

2.2. 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

Page 3 of 22

RFQ Number: 30-26007

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 RFQ with anyone other than Rita Sutton may be grounds for rejection of said

Vendor’s offer.

2.3. 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.

2.4. 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.

2.5. NOTICE TO VENDOR(S)

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 RFQ and response(s), the Offeror agrees that any

additional terms and conditions, whether submitted purposely or inadvertently, shall have no

force or effect.

2.6. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #31 of the attached Department of

Information Technology Terms and Conditions.

a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/

b) Within two (2) days after notification of award of a contract, vendor must register in NC E-

Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login

c) As of the RFQ submittal date, the Vendor must be current on all E-Procurement fees. If the Vendor

is not current on all E-Procurement fees, the State may disqualify the Vendor from participation

in this RFQ.

2.7. 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

Page 4 of 22

RFQ Number: 30-26007

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.

2.8. POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying

information is limited to personnel of the issuing agency, and to the committee responsible for

participating in the evaluation. Vendors who attempt to gain this privileged information, or to

influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules and

their offer will not be further evaluated or considered.

After award of contract the complete bid file will be available to any interested persons with the

exception of trade secrets, test information or similar proprietary information as provided by statute

and rule. Any proprietary or confidential information which conforms to exclusions from public

records as provided by N.C.G.S. §132-1.2 must be clearly marked as such in the offer when

submitted.

2.9. BEST AND FINAL OFFERS (BAFO) - RESERVED

2.10. AWARD

It is the general intent to award this contract to one (1) Vendor. As provided by statute, award will

be based on Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method

in accordance with 09 NCAC 06B. 0302 Information Technology Procurement.

2.11. POINTS OF CONTACT

Contact by the Offeror with the persons shown below for contractual and technical matters related

to this RFQ is only permitted if expressly agreed to by the purchasing lead named on page 4, or

upon award of contract:

For Vendor completion:

Vendor Contractual Point of Contact

Name of Vendor:

Vendor Technical Point of Contact

Name of Vendor:

Street:

City, State, Zip:

Attn:

Email:

State Contractual Point of Contact

State Technical Point of Contact

NC Department of Health and Human Services, NC Department of Health and Human Services,

Division of State Operated Healthcare Facilities

Rita Sutton

Rita.sutton@dhhs.nc.gov

984.220.1049

Jed Hayn

Jed.hayn@dhhs.nc.gov

984.236.5333

Page 5 of 22

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	Doc1762850004
Project Title:	RFQ 30-26007 - Aeroscout Real Time Location Services (RTLS) Support and Maintenance
Description:	Procurement of an Enterprise Software License and Annual Enterprise Support and Maintenance for Aeroscout MobileView Termperature Monitoring, Asset Tracking and Staff Protection for three (3) DHHS DSOHF facilities to include Broughton Hospital, Cherry Hospital and the Walter B. Jones Alcohol and Drug Abuse Treatment Center.
Opening Date:	12/15/2025 2:00 PM
Posted Date:	12/6/2025
Status:	Open
Department:	DEPARTMENT OF HEALTH AND HUMAN SERVICES - DHHS


Solicitation Number * Doc1762850004	Department DEPARTMENT OF HEALTH AND HUMAN SERVICES - DHHS	Status Reason Open
Opening Date 2025-12-15T14:00:00.0000000	Posted Date * 2025-12-05T15:39:12.0000000Z	Commodity Code Software maintenance and support
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Rita Sutton
Description Procurement of an Enterprise Software License and Annual Enterprise Support and Maintenance for Aeroscout MobileView Termperature Monitoring, Asset Tracking and Staff Protection for three (3) DHHS DSOHF facilities to include Broughton Hospital, Cherry Hospital and the Walter B. Jones Alcohol and Drug Abuse Treatment Center.

Attachments RFQ 30-26007 - Aeroscout Real Time Location Svcs Support and Maint - RFQ.pdf (337.50 KB)

RFQ 30-26007 - Aeroscout Real Time Location Services (RTLS) Support and Maintenance

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