TECHNICAL CONTRACTED RESOURCES - IT

RFP #251-27-92
Memorandum from Purchasing Department
Letter of Instruction for RFP #251-27-92
To: Prospective Parties
Thank you for your interest in the Wake County Public School System. Please review the following instructions prior
to submitting your proposal.
All submittals must be organized and indexed according to the order of the required subject matter. The
information in your submittal should be indexed and easily accessed by WCPSS. WCPSS is not required to seek
clarification on any proposal that does not meet these minimum requirements.
Prior to submitting and executing the proposal, please make sure you read and understand the terms and
conditions referenced. All proposals are subject to the terms and conditions outlined herein. All responses will be
controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs,
and/or other documents as part of an offeror's response will be waived and have no effect either on this Request
For Proposals or on any contract that may be awarded resulting from this solicitation. The attachment of any
other terms and conditions by the Offeror may be grounds for rejection of that proposal. Offeror specifically
agrees to the conditions set forth in the above paragraph by signature to the proposal.
WCPSS will adhere to strict deadlines as indicated in the solicitation document and thus will not make exceptions to
these dates and times.
Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING
THE RFP PROCESS. All questions should be directed to bids-mcalvert@wcpss.net.
Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves the
unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of WCPSS.
In submitting a proposal, the Offeror agrees not to use the results therefrom as part of any news release or
commercial advertising.
Submit one (1) signed, original response via electronic Vendor Portal (eVP) by the specified time and date of
opening. Vendor shall bear all risk for late electronic submission due to unintended or unanticipated delay,
including but not limited to internet issues, network issues, or local power outages. Vendor must include all
pages of this solicitation in their response. Inability by WCPSS to open the Vendor's files may result in the
offer(s) being rejected as non-responsive.
Questions or issues related to using the eVP Ariba Sourcing Tool 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.
Offerors are cautioned that responses will be deemed nonresponsive if they do not include all required information
and submittals as requested.
Offerors shall not be debarred from doing business with Wake County, North Carolina or the federal government.
Offeror shall disclose a debarment or UCC lien.
Include a copy of IRS Form W-9 along with WCPSS Vendor Information Form (Attachment A).
Before submitting a bid, Vendor must be registered with North Caroline eVP. Additional information can be found at
https://eprocurement.nc.gov/registering-evp/download?attachment. There is no cost to register.
WCPSS publicly advertises proposal solicitations on the following sites: NC eVP -
http://webarchive.wcpss.net/about-us/purchasing/open-bids.html and WCPSS - https://evp.nc.gov/solicitations.
Please review these sites for updates and amendments during the proposal timeframe.
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RFP #251-27-92
Request for Proposal #251-27-92
1551 Rock Quarry Rd - Bldg. F PUBLIC BID OPENING: May 21, 2026 @ 11:00AM ET
Raleigh, NC 27610 Contract Type: Agency Specific Term Contract
Refer ALL Inquiries to: Marcella Calvert Commodity: 801116 - PROFESSIONAL SERVICES -
Telephone No: 919-588-3457 CONTRACTED RESOURCES
E-Mail: bids-mcalvert@wcpss.net
Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM
NOTICE TO VENDORS
Electronic proposals, subject to the conditions made a part hereof, will be received until 2:00 PM ET on the day of
opening and then opened, for proposal submittal process the commodity or service as described herein. Refer to
proposal submittal below for information regarding delivery. Proposals submitted via email or non-sealed in response
to this Request for Proposals will not be acceptable. Proposals are subject to rejection unless submitted on this form.
EXECUTION
In compliance with this Request for Proposal, and subject to all the conditions herein, the undersigned offers and agrees to
furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each item within the time
specified herein. By executing this proposal, I certify that this proposal is submitted competitively and without collusion.
Failure to execute/sign proposal prior to submittal shall render bid invalid. Late proposals are not acceptable.
VENDOR: FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for 60 days from date of proposal opening unless otherwise stated here: ________ days
Prompt Payment Discount: _______ % _____________ days.
Submit one (1) signed, original executed proposal response via eVP (emails not accepted).
PROPOSAL SUBMITTAL: This is an absolute requirement. Late bids, regardless of cause, will not be opened or
considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of
late submission due to unintended or unanticipated delay. It is the Vendors' sole responsibility to ensure its
proposal has been received as described in this RFP by the specified time and date of opening. Failure to submit a
proposal in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor's
proposal(s). Solicitation responses are subject to Sealed Bidding requirements.
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RFP #251-27-92
Vendors' proposals for this procurement must be submitted through electronic Vendor Portal (eVP). For training
on how to use eVP to view solicitations, submit questions, develop responses, upload documents, and submit
offers to the district, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-
training
RFP SCHEDULE
The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this
schedule.
Event Responsibility Date and Time
Issue RFP WCPSS May 1, 2026
Questions submitted to: Vendor/WCPSS May 7, 2026, at 2:00 PM/ET
bids-mcalvert@wcpss.net
(Reference RFP # 251-27-105 in subject line)
Provide Response to Questions WCPSS May 13, 2026 by end of business day
Submit Proposals Vendor By May 21, 2026, 10:00 AM/ET
Public Live Bid Opening WCPSS, Vendor May 21, 2026, at 11:00 AM/ET
(Vendor attendance is not required) Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/282449
426788958?p=u3r80jYoQMNHmhueIm
Meeting ID: 282 449 426 788 958
Passcode: kh7Xe9rB
PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit
the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such
questions, in written form by the above due date. WCPSS will not respond to questions via telephone or
telephone message(s). Written questions must be emailed to bids-mcalvert@wcpss.net by the date and time
specified above. Vendors should enter "RFP #251-27-92 Questions" as the subject for the email. Questions
submittals should include a reference to the applicable RFP section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, WCPSS' response and any additional terms deemed
necessary by WCPSS will be posted in the form of an Addendum and shall become an Addendum to this RFP. No
information, instruction, or advice provided orally or informally by any WCPSS 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. Addendums associated with
the Request for Proposal will be posted to the following links and it will be the vendor's responsibility to adhere to
and check these addendums prior to bid submittal:
http://webarchive.wcpss.net/about-us/purchasing/open-bids.html
https://evp.nc.gov/solicitations
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RFP #251-27-92
PROPOSAL EVALUATION
All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for additional
information and/or elect to conduct interviews with finalists to clarify information provided in the proposals.
The services that are the subject of this RFP are not required to be bid under North Carolina law, and none of the
statutory requirements regarding public bidding apply to this RFP. This document, and not those statutes, will
govern the selection process.
WCPSS shall not be required to award the contract to the lowest proposed compensation; nor shall WCPSS have
any obligation to explain its decision to recommend or not to recommend any particular vendor or to invite or
exclude any particular vendor from consideration at any stage of the process. Instead of recommending that
contracts be awarded to one or more vendors who presented proposals, WCPSS may, at its sole discretion, reject
the proposals and repeat the process, enter into direct contract negotiations with one or more vendors (possibly
including vendors who have not previously submitted proposals) or take any other action WCPSS deems advisable
under all the circumstances.
WCPSS is expected to make any final selection(s) based upon any factors or considerations WCPSS deems
relevant. Factors often considered include qualifications, relevant experience, fee, and ability to perform work in
a timely manner. WCPSS retains sole discretion to award the contract to the vendor(s) it believes will best serve
the interests of WCPSS and may consider any factors, documents, or information it deems relevant in making that
determination. WCPSS shall not have any obligation to explain its decision to select or not select any individual
vendors or to invite or exclude any individual vendors from consideration at any stage of the process. The
decision of WCPSS to accept or reject any proposals and to award contract(s) to any one or more vendor(s) shall
be final and not subject to further review.
Vendors are subject to immediate disqualification at any stage of the selection process for any of the following:
The submission of false or misleading information in the vendor's proposal.
Any efforts to dissuade or discourage other vendors from submitting proposals.
Any efforts to influence, dictate, or change the terms of another vendor's proposal.
Any form of bid collusion or bid rigging.
BACKGROUND
WCPSS Technology Services Division supports over 200 sites for approximately 160,000 students and 20,000 staff.
TSD provides comprehensive technology support, service request management, and asset reporting. WCPSS is the
15th largest school district in the United States and the largest in North Carolina, operating on multiple academic
calendars. The school year begins in early July and concludes on June 30. A list of schools and locations can be
accessed via the internet site www.wcpss.net.
PURPOSE
The Wake County Public School System (WCPSS) Technology Services Division (TSD) is issuing this Request for
Proposal (RFP) to establish an ongoing framework for acquiring high-quality contracted technical resources.
WCPSS anticipates awarding contracts to multiple vendors capable of meeting minimum thresholds. The final
number of awards will be based on scoring distribution and demonstrated market competitiveness.
Through this process, WCPSS seeks to pre-qualify vendor(s), team(s), and/or individual(s) to support various
technology initiatives, including application development, computer programming, and comprehensive
application support. These resources will serve to supplement internal staff, performing work under the direct
supervision and direction of WCPSS staff.
METHOD OF AWARD
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 which is best for WCPSS. Vendors SHALL not
be considered who are not approved or authorized by The State of North Carolina to do business with The State
of North Carolina. WCPSS reserves the right to waive any minor informality or technicality in proposals
received.
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RFP #251-27-92
TERM OF CONTRACT
Vendor(s) awarded a contract as a result of this RFP will be for an initial duration of twelve months, renewable
for up to three additional one-year terms provided the vendor continues to offer qualified contract resources at
competitive rates.
VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM
The NC Electronic Vendor Portal (eVP) allows Vendors to electronically register with the State to receive electronic
notification of current procurement opportunities for goods and services available at the following website:
https://evp.nc.gov.
ELECTRONIC VENDOR PORTAL (EVP)
The State has implemented the Electronic Vendor Portal (eVP) to connect vendors with state government
organizations that purchase goods and services and allows the public to retrieve award notices and other
information. Please register at https://evp.nc.gov to receive bid notification and electronic procurement
opportunities from Wake County Public Schools. Results may be found by searching by Solicitation Number. 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.
Terms of Use Link: https://eprocurement.nc.gov/evp-terms-use/open
Vendor will be disqualified for consideration if they are listed on either the State of North Carolina debarred
vendor registry, or the Federal Government debarred vendor registry.
(North Carolina) https://ncadmin.nc.gov/documents/nc-debarred-vendors
(Federal Government) https://www.sam.gov/SAM/pages/public/searchRecords/searchResults.jsf
SCOPE OF WORK
PROJECT OBJECTIVES
The primary objective of this RFP is to secure partners capable of delivering comprehensive, as-needed
professional services. WCPSS intends to engage resources billable on a time and materials basis across three core
competency areas:
Application Specific Services: (e.g., Azure, Office365, AWS, Oracle)
General IT Services: ( e.g. Project Manager, Applications/Web Developer, PHP Administrator)
Project Specific Services (e.g., Oracle DBA Services, Custom Application Development)
Contracted technical resources will be leveraged to ensure the district maintains operational excellence by:
Meeting Peak Demand: Providing flexible, on-demand capacity to handle surges in workload
without disrupting day-to-day operations.
Addressing Specialized Needs: Filling ongoing or niche roles that require specific technical skills
and focused attention not currently available internally.
Fulfilling Short-Term Requirements: Meeting temporal, project-based needs for specific skills or
resources.
Description of Services:
This opportunity establishes a qualified pool of Awarded Vendor(s) to provide professional IT services and
supplemental staffing to WCPSS on an as-needed basis. These vendors will serve as the primary source for
technical resources throughout the contract term. Work will be assigned across various TSD departments based
on evolving project requirements, application support needs, and district-wide service initiatives.
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RFP #251-27-92
To ensure competitive and predictable pricing, as well as satisfactory service levels, WCPSS intends to select a
limited number of qualified vendor(s) to supply these contracted resources. Services will be engaged based on
pre-defined rates and service arrangements established during the contract award. Prospective bidders will be
expected to provide contracted resources which match skill sets outlined in Price Sheet (Submittal 1) to meet the
requirements and work demands of WCPSS. Prospective bidders should complete and submit Price Sheet
(Submittal 1) and Questionnaire Regarding Services and Resources (Submittal 2) with overall proposal.
Job Descriptions:
Detailed descriptions of potential projects and required technical skills will be provided by WCPSS upon request of
services.
Vendor(s)must be capable of providing the following services and adhering to these protocols:
Provide Onboarding and Payroll Administration for Staffing: The vendor shall support WCPSS by enabling
the onboarding and payroll administration of candidates identified by WCPSS. The vendor must provide
clear itemized billing, transparent overtime billing rules, and ensure that no double-billing occurs.
Criteria-Based Resource Selection: WCPSS reserves the right to specify rate thresholds, experience levels,
and skill criteria when requesting resources. The selected vendor(s) must be able to filter and submit
candidates based on these specific financial and technical constraints. Vendor(s) will submit candidates
for review, WCPSS will review and select candidates for interview, and select the best candidate for the
role. WCPSS reserves the right to reject any candidate who, upon interview, demonstrates a lack of the
qualifications claimed by the vendor.
Candidate Validation: The vendor(s) shall be solely responsible for the comprehensive screening and
validation of all contracted personnel prior to their submission to WCPSS. Vendor(s)must ensure that
every proposed candidate has been rigorously vetted to meet the specific technical and professional
requirements outlined in the applicable Job Description. At a minimum, the Vendor's validation process
must include:
Technical Proficiency Verification: Documented assessment of the candidate's technical skills,
ensuring alignment with the required experience levels (e.g.,moderately experienced,
experienced, highly experienced).
Reference Checks: Verification of past performance through contact with at least two (2)
professional references who can attest to the candidate's reliability and technical deliverables.
These references are available to WCPSS upon request.
Soft Skills Assessment: Evaluation of the candidate's communication skills, ability to work in a
collaborative team environment, and suitability for a K-12 educational setting.
Pre-Employment Screening: Compliance with all WCPSS security and background check
requirements including compliance with the Sexual Offender Registry Check Certification
Statement, the WCPSS Data Confidentiality and Security Agreement and the WCPSS Contractor
Access Request Form if applicable.
Quality Assurance & Performance Standards: The vendor(s) is responsible for ensuring the quality of the
personnel performing the work as well as the quality of the work performed. The vendor(s) must ensure
that the work meets the expectations of the designated WCPSS manager.
Work Location & Equipment: Services will be performed either on-site, remotely, or a combination of
both (hybrid) as determined by WCPSS.
On-Site: Work performed at WCPSS facilities will utilize WCPSS-provided equipment and
software.
Remote/Off-Site: If WCPSS determines services may be provided remotely, all necessary
equipment is to be provided at the vendor's expense, unless otherwise determined by WCPSS.
Vendor provided equipment must meet strict WCPSS requirements for technical conformity and
security.
Hybrid: WCPSS determined scheduled of on-site and remote work.
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RFP #251-27-92
REQUESTED SERVICES:
Application Specific Services: The WCPSS Technology Services Division engages consultants on an as-needed basis
to assist District staff in enhancing, optimizing, and supporting various technology systems and processes. WCPSS
seeks qualified consultants with specific knowledge and experience in the systems and environments listed below.
If proposing support for Application Specific Services, consultants must demonstrate proven experience,
knowledge, and expertise in providing services for the specific applications utilized by the District. To verify these
qualifications, the proposal delivery must include, but is not limited to, current references and detailed
descriptions of similar services provided to other educational institutions, businesses, or governmental agencies.
These systems include, but are not limited to:
Project Manager
Senior Project Manager
PMO Analyst
Enterprise Architect
Cloud Architect
Security Architect
Data Architect
Oracle ERP Functional Consultant
Oracle ERP Technical Developer
Oracle Financial Systems Analyst
Oracle HCM / Payroll Analyst
Oracle ERP Integration Specialist
SIS Functional Analyst
SIS Technical / Integration Specialist
SIS Application Administrator
Data Engineer
BI Developer
Data Analyst
Data Governance Lead
Cybersecurity Analyst
Security Engineer
Identity & Access Management (IAM) Engineer
Security Operations (SOC) Analyst
Cloud Engineer
DevOps Engineer
Systems Engineer
Network Engineer
Network Security Engineer
Backup & Disaster Recovery Specialist
General IT Services: The WCPSS Technology Services Division periodically requires contracted consultants to assist
with short-term and long-term needs. When these needs arise, WCPSS will select candidates from the pre-
qualified vendor list established through this contract.
WCPSS may retain consultants for a variety of roles including, but not limited to:
Business Analyst
Project Manager
Systems Programmer / Developer
Applications / Web Developer
Applications Administrator
User Experience (UX) Designer
Database Administrator (DBA)
Storage and Data Protection Administrator
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RFP #251-27-92
Infrastructure Systems Administrator
Windows, MacOS, Linux, and Cloud Computing Specialist
Network Communications Engineer
Telecommunications Specialist
Wireless Technician
Asset Management Specialist
Mobile Devices Support Specialist
Help Desk Support
IT Technician
Cybersecurity Analyst
IT Warehouse Logistics
Student Information Systems
Systems Analyst/Architect
Information Security
Project Specific Services: The Technology Services Division occasionally requires specific technical expertise to
execute short-term projects, such as device deployments, system implementations, or software rollouts. For
these engagements, WCPSS will provide a detailed scope of work, including required deliverables and expected
outcomes. Vendor(s) will be required to submit quotes in advance, strictly aligning with the defined project scope.
Vendor(s) proposing to provide Project Specific Services must meet the following criteria:
Fixed-Price Estimates: Capability to provide detailed, fixed-price cost estimates based on the
provided scope.
Adherence to Standards: Agreement to follow the District's development standards, conventions,
and architectural guidelines. This includes the requirement to provide full transfer of knowledge
and delivery of all source code upon completion.
Intellectual Property & Ownership: Agreement that all work products, deliverables, and code
generated during the engagement will be the sole property of WCPSS. These assets may be used,
modified, and distributed by the District royalty-free (excluding approved third-party
components).
OUTCOMES AND SUCCESS CRITERIA:
Communication and Management
Primary Points of Contact (POC)
WCPSS Lead: TSD will assign a Point of Contact as the primary lead for all vendor communications,
onboarding coordination, and performance oversight.
Vendor Lead: The Awarded Vendor(s) shall designate a single Point of Contact authorized to
receive and respond to resource requests.
Resource Requesting Process To initiate a search for a new contractor the TSD POC will email the formal request
to the Awarded Vendor(s) email list simultaneously. Each email request will include:
A detailed Job Description including required vs. preferred skills.
Anticipated start date and contract duration.
Work location (On-site, Remote, or Hybrid) and specific TSD department/team.
Vendor Response: Vendors must acknowledge receipt and submit candidate profiles and resumes within the 3-
business-day window defined in the Performance Metrics.
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RFP #251-27-92
Engagement & Governance
Authorization to Work: No work shall commence until a specific Purchase Order (PO), contract amendment or
contract has been issued for the individual contractor or project.
Performance Reviews: TSD reserves the right to conduct quarterly or ad-hoc reviews with vendors to evaluate
candidate quality, spend-to-date, and adherence to the SLAs outlined in this SOW.
Alternative Sourcing: If the Awarded Vendor(s) fail to provide qualified candidates within the required timeframe,
or if a specialized niche skill is required, WCPSS reserves the right to solicit resources from outside the primary
vendor list.
Service Level Agreement
Over the entire period of the contract, each awarded vendor will be monitored for quality of service. The
following items will be evaluated to ensure the vendor is continuously sustaining a high level of service.
Metric Description Target Data Source
Timeliness to submit Measures the speed 100% of initial Time-stamped email
qualified candidates. at which the vendor resumes submitted receipt of request vs.
identifies and within 3 business time-stamped
submits qualified days. If the role is submission of
personnel following a niche/hard-to-fill, a resume.
formal request. status update is
required within 5
business days.
Strength of Evaluates the A minimum of two (2) WCPSS Interview
candidates alignment between qualified resumes Tracking Log and
submitted for the candidate's provided per request. candidate screening
consideration. documented skills 80% of submitted results.
and the specific candidates must be
requirements of the cleared for an
WCPSS job interview after initial
description. WCPSS screening
completed by
Vendor.
Turnover of Measures the At least 95% of Contract
candidates while stability of the candidates must management system
under contract with placement by successfully complete logs and exit
WCPSS. tracking candidates their initial contract notifications
who leave or are term without
terminated before voluntary resignation
the contract end or performance-
date. related termination.
WCPSS reserves the right to add or remove vendor(s) at any point. WCPSS also reserves the right to increase or
decrease the number of contracted staff based on demand for specific services and/or funding availability during
the year. If any or all of the vendors under contract cannot provide requested resources in a timely manner, or if
WCPSS has an urgent or unique circumstance, then WCPSS reserves the right to solicit resources outside of this
contract.
Vendor to provide non-solicitation/non-compete terms upon award of solicitation.
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RFP #251-27-92
Value Added Products and Services
Include any additional services available that vendor currently performs in their normal course of business that is
not included in the scope of the solicitation that you think will enhance and add value at no additional cost to the
district.
Submittal 1 - Pricing:
General Instructions:
Bidding vendors must submit a complete cost proposal that includes, at a minimum, the
following:
Any available multi-year discounts, renewal discounts, volume-based discounts, or bulk
pricing incentives.
Pricing will be guaranteed by the vendor for the term of the Agreement, including
renewals.
Please review the Project Specific Scope for pricing specifications.
Instructions for Professional Services Rate Schedule:
If your organization charges an hourly rate for professional services, please provide a complete
rate schedule or the expected range of hourly rates. WCPSS will not reimburse or provide travel
expenses.
Please complete the table using the following field definitions:
Bidding Vendor's Name: Provide the legal/official name of the responding organization.
Role/Position Title: State the specific title for each category of consultants your
organization offers. These titles will serve as the basis for future task orders as needs
arise.
Demonstration of Skills Category: Select the category that best reflects the core
competency of the role. The three categories are: Leadership, Problem Solving and
Analysis, and Technical.
Level Designation: Indicates the anticipated performance level required by WCPSS TSD
for the consultant. A detailed description of each level is provided in the table's legend
area.
Years of Experience: The minimum number of years of experience required by WCPSS
TSD for a consultant to qualify for the corresponding level designation.
Moderately Experienced Highly
Experienced (3-5 years) Experienced
(1-3 years) (5+ years)
Standard Hourly Rate: The base hourly dollar amount that will be invoiced for the
role/position title, excluding any discounts.
Discounted Hourly Rate by Annual Spend: The reduced hourly rate offered based on the
total annual spend for each position title. "Annual" is defined by the WCPSS fiscal year
(July 1 - June 30).
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