Institutional Biorepository Management Platform

THE UNIVERSITY OF NORTH CAROLINA AT Request for Proposals (RFP) No.: RFP071326KJM
CHAPEL HILL
3500 Administrative Office Building
104 Airport Drive Title: Institutional Biorepository Management
Chapel Hill, NC 27599 Platform
Refer ALL inquiries regarding this RFP to: Issue Date: July 13, 2026
Name: Kimberly Middleton
Title: Software Category Manager
Due Date and Time:
Email Address: Kimberly_middleton@unc.edu
OFFER
The University of North Carolina at Chapel Hill (the "University") solicits offers for goods and/or services as
described in this solicitation. All offers received shall be treated as offers to contract as defined in 9 NCAC
06A.0102(12).
EXECUTION PAGE
In compliance with this Request for Proposals, and subject to all of the terms and conditions herein, the
undersigned offers and agrees to furnish any and all goods and/or services upon which prices are offered, at the
price(s) offered herein, within the time specified herein.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for one hundred eighty (180) days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this offer are accepted, an authorized representative of the University shall affix its signature
hereto. Acceptance shall create a contract having an order of precedence as follows: special terms and
conditions specific to the RFP, if any; requirements and specifications of the RFP; the University Information
Technology (IT) Terms and Conditions; and the agreed portion of the awarded Vendor's offer (including any Best
and Final Offer(s)). A copy of this acceptance will be forwarded to the awarded Vendor(s).
FOR UNIVERSITY USE ONLY
Offer accepted and contract awarded this date , as indicated on attached certification,
by (Authorized representative of University).
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THE UNIVERSITY OF NORTH CAROLINA
AT CHAPEL HILL
Request for Proposals No.:
RFP071326KJM
______________________________________________________
For internal processing, including tabulation of proposals, provide your company's electronic Vendor Portal (eVP)
Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page
will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page is to be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
______________________________________________________
Vendor Name
___________________________________________________
Vendor eVP Number
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered supplier in good standing. You
must enter the supplier number assigned through the electronic Vendor Portal (eVP). If you do not have a vendor number, register at
https://vendor.ncgov.com/vendor/login.
Electronic responses ONLY will be accepted for this solicitation.
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Table of Contents
1.0 Anticipated Procurement Schedule ............................................................................................. 5
2.0 Purpose of RFP ........................................................................................................................... 5
2.1 Introduction ............................................................................................................................ 5
3.1 RFP Document ....................................................................................................................... 5
3.2 Interpretation of Terms and Phrases ...................................................................................... 5
3.3 Contract Term ........................................................................................................................ 6
3.4 Contract Type ......................................................................................................................... 6
3.5 UNC System Institutions ........................................................................................................ 6
3.6 Agency Background ............................................................................................................... 7
3.7 Problem Statement ................................................................................................................ 7
4.0 RFP Requirements and Specifications ........................................................................................ 7
4.1 Scope of Work ........................................................................................................................ 7
4.2 General Requirements and Specifications ............................................................................. 8
4.3 Security and Compliance Requirements ................................................................................ 8
4.4 Business and Technical Requirements .................................................................................. 9
4.5 Business and Technical Specifications ................................................................................ 11
5.0 Cost of Vendor's Offer ............................................................................................................... 11
5.1 Offer Costs ........................................................................................................................... 11
5.2 Payment Schedule ............................................................................................................... 11
6.0 Evaluation ................................................................................................................................. 11
6.1 Source Selection .................................................................................................................. 11
5.2 Evaluation Criteria ................................................................................................................ 12
5.3 Interviews, Oral Presentations, and/or Product Demonstrations .......................................... 12
5.4 Best and Final Offer (BAFO) ................................................................................................ 12
5.5 Possession and Review ....................................................................................................... 12
6.0 Vendor Information and Instructions ......................................................................................... 12
6.1 General Conditions of Offer .................................................................................................. 12
6.2 General Instructions for Vendor ........................................................................................... 14
6.3 Instructions for Offer Submission ......................................................................................... 16
7.0 Other Requirements and Special Terms ................................................................................... 18
7.1 Vendor Utilization of Workers Outside the United States ..................................................... 18
7.2 Financial Stability ................................................................................................................. 18
7.3 Vendor Exceptions; Additional Terms and Conditions ......................................................... 18
7.4 Vendor's Representations .................................................................................................... 19
7.5 Personnel ............................................................................................................................. 19
7.6 Security and Background Checks ........................................................................................ 20
7.7 Disclosure of Litigation ......................................................................................................... 20
7.9 Criminal Conviction .............................................................................................................. 20
7.10 Assurances .......................................................................................................................... 21
7.11 Confidentiality of Offers ........................................................................................................ 21
7.12 Project Management ............................................................................................................ 21
7.13 Meetings ............................................................................................................................... 21
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7.14 Recycling and Source Reduction ......................................................................................... 22
Attachment A: Definitions .................................................................................................................... 22
Attachment B: University Information Technology (IT) Terms and Conditions .................................... 24
Exhibit A: University Data Privacy and Security Addendum ................................................................ 36
Appendix A: University Security Program Requirements .................................................................... 42
Schedule A: Business Associate Agreement ...................................................................................... 44
Attachment C: Description of Offeror Form ......................................................................................... 51
Attachment D: Cost Form ................................................................................................................... 53
Attachment E: Vendor Certification Form ............................................................................................ 54
Attachment F: Location of Workers Utilized by Vendor Form.............................................................. 55
Attachment G: References .................................................................................................................. 56
Attachment H: Certification of Financial Condition Form ..................................................................... 57
Attachment I: Requirements Checklist ................................................................................................ 58
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1.0 ANTICIPATED PROCUREMENT SCHEDULE
The table below shows the intended schedule for this RFP. The University will make every effort to adhere
to this schedule, but all dates and times are subject to change at the University's sole discretion. All times
listed are in Eastern Time (ET).
Action Responsibility (no later than) Date and Time
RFP Issued University July 13, 2026
Written Questions Deadline Vendors July 24, 2026 at 12:00 PM ET
University's Response to Written University August 7, 2026
Questions / RFP Addendum Issued
Offer Deadline Vendors August 21, 2026 at 12:00 PM ET
Selection of Finalists University September 4, 2026
Interviews, Oral Presentations, and/or Finalists TBD
Product Demonstrations
Security / Compliance Reviews University TBD
Contract Negotiations University / Intended TBD
Awardee
Contract Award University TBD
Contract Effective Date University TBD
2.0 PURPOSE OF RFP
2.1 INTRODUCTION
The purpose of this RFP is to solicit Offers from qualified vendors for the provision and implementation of a
commercially available, fully developed institutional biorepository management platform for The University of
North Carolina at Chapel Hill (the "University"). The University is seeking an existing, production-ready
solution and is NOT soliciting proposals for the custom design, development, or creation of a new platform.
The University seeks a secure, scalable, and sustainable solution capable of supporting diverse biorepository
workflows across campus while ensuring regulatory compliance, promoting interoperability with existing
research systems, and supporting long-term institutional needs. The University's objective is to identify a
platform that provides a shared infrastructure for biorepository operations while maintaining the flexibility
necessary to support the unique requirements of individual repositories and research programs. The desired
solution should enhance operational efficiency, foster collaboration across research communities, and
s upport both current an d future biorepository management requirem ents.
3.1 RFP DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before
contract award. All attachments and addenda released for this RFP in advance of any contract award are
incorporated herein by reference.
3.2 INTERPRETATION OF TERMS AND PHRASES
This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought
by the University; and (2) to provide (together with other specified documents) the terms and conditions of
any contract(s) resulting from this solicitation. The use of phrases such as "shall," "must," and "requirements"
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are intended to create enforceable contract conditions. As used herein, phrases such as "reasonable",
"necessary", or "proper" shall be interpreted solely by the University.
3.3 CONTRACT TERM
A contract awarded pursuant to this RFP shall have an effective date as provided in either the Notice of
Award or the resulting contract, as applicable (the "Effective Date"). The contract shall have an initial term
of three (3) year(s) from the Effective Date (the "Initial Term"), unless terminated earlier in accordance with
the terms and conditions of the contract.
At the end of the Initial Term, the University shall have the option, at its sole discretion, to renew the contract
on the same terms and conditions for up to seven (7) additional one (1)-year terms. The University will give
the Vendor written notice of its intent to exercise each renewal option no later than sixty (60) days before the
end of the contract's then-current term.
In addition to any optional renewal terms, and with the Vendor's concurrence, the University retains the option
to extend the contract for one (1)-year periods after the last active term.
3.4 CONTRACT TYPE
Definite Quantity Contract - This RFP will establish a closed-ended contract between the awarded
Vendor(s) (if any) and the University to furnish a pre-determined quantity of goods and/or services during a
specified period of time.
The University reserves the right to make partial, progressive or multiple awards (a) where it is advantageous
to award separately by line item(s), (b) where more than one Vendor is needed or desired to meet the
contemplated specifications as to quantity, quality, delivery, service, or geographical areas, and (c) where
other factors are deemed to be necessary or proper to the purchase in question.
Any resulting contract may be used by any other UNC Chapel Hill department, office, school, etc. at their
discretion.
3.5 UNC SYSTEM INSTITUTIONS
Any resulting contract may be extended to any other University of North Carolina System (UNC System)
institution (each an "Institution") to allow Institution to purchase relevant products and services from Vendor
at then-current prices in accordance with the terms and conditions of the contract. Use of the contract by
another Institution shall be strictly voluntary.
Execution of a separate contract is not required to participate, unless an amendment to the material terms
of the contract is required by either the Institution or Vendor, in which case the resulting contract shall be
between the Institution and Vendor. Other Institutions shall place their own orders directly with Vendor and
shall fully and independently administer their use of the contract, including contractual disputes, invoicing,
and payments, without any participation from the University.
The University shall not be responsible for any costs, damages, or other obligations incurred by any other
Institution as a result of any use of the contract. It is understood and agreed that the University (a) is not
responsible for the acts or omissions of any other Institution, and (b) will not be considered in default of the
contract due to the acts or omissions of any other Institution, no matter the circumstances.
UNC System institutions currently include the following:
Appalachian State University
East Carolina University
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Elizabeth City State University
Fayetteville State University
North Carolina Agricultural and Technical State University
North Carolina Central University
North Carolina School of Science and Mathematics
North Carolina State University
University of North Carolina at Asheville
University of North Carolina at Chapel Hill
University of North Carolina at Charlotte
University of North Carolina at Greensboro
University of North Carolina at Pembroke
University of North Carolina at Wilmington
University of North Carolina School of the Arts
University of North Carolina System Office
Western Carolina University
Winston-Salem State University
3.6 AGENCY BACKGROUND
The University of North Carolina at Chapel Hill, through the Office of the Vice Chancellor for Research, is a
leading public research institution that supports a broad and diverse portfolio of scientific research across
multiple disciplines. The University maintains an extensive network of shared research core facilities that
provide specialized instrumentation, services, and expertise to both internal and external users.
3.7 PROBLEM STATEMENT
The University currently utilizes a mix of systems and processes across its core facilities to manage
laboratory operations, including scheduling, billing, project tracking, and reporting. This fragmented
environment has resulted in inefficiencies, inconsistent user experiences, limited data integration, and
challenges in financial and operational oversight.
As the number and complexity of core facilities continue to grow, there is an increasing need for a
comprehensive, scalable Laboratory Information Management System (LIMS) that supports standardized
workflows while maintaining flexibility for diverse scientific operations.
The University seeks to implement a unified solution that enhances user experience, improves data
integrity, streamlines financial processes, and provides robust reporting capabilities to support both
operational management and strategic decision-making.
4.0 RFP REQUIREMENTS AND SPECIFICATIONS
4.1 SCOPE OF WORK
The selected vendor will provide and implement a comprehensive Laboratory Information Management
System (LIMS) solution that supports the operational, financial, and reporting requirements of the University's
core facilities. The system shall, at a minimum, support end-to-end laboratory workflow management,
including sample tracking, chain of custody, inventory management, billing and chargeback functionality, and
configurable reporting. The solution must enable role-based access controls, maintain audit trails, and
support compliance with applicable institutional, regulatory, and data governance requirements. The system
shall also integrate with relevant University systems as required to support efficient data exchange, financial
reconciliation, and operational reporting across core facilities.
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4.2 GENERAL REQUIREMENTS AND SPECIFICATIONS
4.2.1 REQUIREMENTS
Means, as used herein, a function, feature, or performance that the system must provide, or a
condition that the Vendor must meet.
4.2.2 SPECIFICATIONS
Means, as used herein, a description of the characteristics of the desired goods and/or services (e.g.,
a specification that documents the function and performance of a system or system component, or a
service to be provided).
The apparent silence of the specifications as to any detail, or the apparent omission of detailed
description concerning any point, shall be regarded as meaning that only the best commercial practice
is to prevail and that only processes, configurations, materials and workmanship of the first quality
may be used. Upon any notice of noncompliance provided by the University, Vendor shall supply
proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver
alternate or substitute services, products, goods or other Deliverables. Alternate or substitute
services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the
University; and any such alternates or substitutes must be accompanied by Vendor's certification and
evidence satisfactory to the University that the function, characteristics, performance and endurance
will be equal or superior to the original Deliverables specified.
4.2.3 SITE AND SYSTEM PREPARATION
Vendors shall provide to the University complete site requirement specifications for the Deliverables,
if any. These specifications shall ensure that the Deliverables to be installed or implemented shall
operate properly and efficiently within the site and system environment. Any alterations or
modification in site preparation, which are directly attributable to incomplete or erroneous
specifications provided by the Vendor, and which would involve additional expenses to the University,
shall be made at the expense of the Vendor.
4.2.4 EQUIVALENT ITEMS
Whenever a material, article or piece of equipment is identified in the specification(s) by reference to
a manufacturer's or Vendor's name, trade name, catalog number or similar identifier, it is intended to
establish a standard for determining substantial conformity during evaluation, unless otherwise
specifically stated as a brand specific requirement (in which case, no substitute items will be allowed).
Any material, article or piece of equipment of other manufacturers or Vendors shall perform to the
standard of the item named. Equivalent offers must be accompanied by sufficient descriptive
literature and/or specifications to provide for detailed comparison.
4.3 SECURITY AND COMPLIANCE REQUIREMENTS
Sensitive Information is in scope for this project. Therefore, before a contract can be awarded, the Intended
Awardee (or proposed solution, as applicable) must:
4.3.1 Provide a current SOC 2 Type II report (or a comparable third-party assessment), complete a
questionnaire provided by the University, and submit accompanying documentation at any
time upon request by the University.
4.3.2 Pass an ISO risk assessment and maintain a passing status upon re-review.
4.3.3 Pass a DGOG review.
4.3.4 If Protected Health Information, electronic Protected Health Information, or Individually
Identifiable Health Information (as each is defined by HIPAA) is in scope, pass an IPO review.
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4.3.5 Execute any additional, related document(s) (e.g., Data Use Agreement, Business Associate
Agreement, etc.) required by the University based on the type of data in scope.
NOTE: Copies security compliance documentation will not be requested until later phases of the RFP
process. Vendor should not submit compliance documentation with its offer.
If (a) the Intended Awardee cannot meet the requirements or does not pass the required reviews outlined
above, or (b) contract negotiations fail for any reason whatsoever, then the University reserves the right to
take any action available to it, including but not limited to the following: select another prospective vendor,
cancel the solicitation and rebid it, cancel the solicitation and negotiate with a known source of supply.
4.4 BUSINESS AND TECHNICAL REQUIREMENTS
The awarded Vendor / solution must meet the following requirements:
4.4.1 Vendor must provide a Voluntary Product Accessibility Template (VPAT), or acceptable
alternative, that details the solution's accessibility compliance.
4.4.2 Integration Requirements. The proposed solution shall integrate with existing University
systems and support secure, standards-based data exchange. Offerors shall describe the
integration approach, implementation requirements, and any associated licensing or third-party
dependencies.
4.4.2.1 Research Systems
4.4.2.1.1 The solution shall integrate with iLab for billing and service
management.
4.4.2.1.2 The solution shall integrate with IRBIS for Institutional Review
Board (IRB) protocol verifications.
4.4.2.2 Clinical Research Systems
4.4.2.2.1 The solution shall support integration with OnCore.
4.4.2.2.2 The solution shall support integration with Veeva.
4.4.2.3 Clinical Data Systems
4.4.2.3.1 The solution shall support integration with Epic/Electronic Health
Record (EHR) systems.
4.4.2.3.2 The solution shall support industry-standard HL7 and/or FHIR
interfaces for clinical data exchange, where applicable.
4.4.2.4 Institutional Platforms
4.4.2.4.1 The solution shall support integration with TRACS
4.4.2.5 Integration Security
4.4.2.5.1 The solution shall support Single Sign-On (SSO) using University-
supported authentication methods.
4.4.2.5.2 The solution shall provide configurable session timeout settings.
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4.4.2.5.3 The solution shall support secure integration methods, including
application programming interfaces (APIs), automated data
exchange, and configurable import/export templates.
4.4.3 Sample Management Requirements. The proposed solutions shall provide comprehensive
sample management capabilities.
4.4.3.1 The solution shall provide unique sample identification and end-to-end
sample tracking.
4.4.3.2 The solution shall support barcode generation, barcode scanning, and label
printing.
4.4.3.3 The solution shall automatically generate unique sample identifiers while
allowing authorized users to manually create sample identifiers when
necessary.
4.4.3.4 The solution shall support configurable sample types and associated
metadata.
4.4.3.5 The solution shall maintain parent-child relationships between samples,
including aliquots, derivatives, pooled specimens, and other related sample
types.
4.4.3.6 The solution shall track the complete sample lifecycle from collection through
final disposition.
4.4.3.7 The solution shall provide configurable storage hierarchy management,
including freezers, shelves, racks, boxes, positions, and other storage
locations.
4.4.3.8 The solution shall support sample return to the repository, maintain chain-of-
custody records, and preserve parent-child relationships when samples are
returned or repatriated.
4.4.4 Compliance and Governance Requirements. The proposed solutions shall support
compliance with applicable research, clinical, institutional, and regulatory requirements.
4.4.4.1 The solution shall support HIPAA-compliant environments where Protected
Health Information (PHI) is stored or accessed.
4.4.4.2 The solution shall provide role-based access controls.
4.4.4.3 The solution shall support project-, study-, and repository-specific access
permissions.
4.4.4.4 The solution shall maintain comprehensive audit trails documenting user
access, data modifications, and system activities.
4.4.4.5 The solution shall support compliance with 21 CFR Part 11, where applicable.
4.4.4.6 The solution shall support laboratories operating under CAP accreditation
requirements.
Vendor shall return with its offer a completed ATTACHMENT I: Requirements Checklist.
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