ShareGateIFB

STATE OF NORTH CAROLINA INVITATION FOR BIDS OR REQUEST FOR
QUOTE NO. DIT- 1990633294 -SHAREGATE
MIGRATION
North Carolina Department of
Issue Date: 6/17/26
Information Technology
Refer ALL inquiries regarding this IFB to: Commodity Number: 43231513 - Office Suite
Software
Kelley Fore, Procurement Specialist II
Kelley.fore@nc.gov Description: ShareGate's migration engine with 25
919-754-6665 machine activations
Using Agency: NCDIT
See page 2 for mailing instructions. Requisition No.: N/A
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 solicitation, (3) specifications, (4) Department of Information
Technology Terms and Conditions of this solicitation, 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 solicitation 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: TELEPHONE NUMBER: TOLL FREE TEL.
NO
PRINT NAME & TITLE OF PERSON SIGNING: 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 solicitation are accepted, an authorized representative of North Carolina Department of
Information Technology 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 North Carolina Department of Information
Technology).

DIT- 1990633294 -SHAREGATE MIGRATION
TABLE OF CONTENTS
1.0 INTENT, USE, DURATION AND SCOPE .............................................................................................. 3
2.0 GENERAL INFORMATION .................................................................................................................... 3
2.2. OFFER SUBMITTAL ............................................................................................................................... 3
2.3. BASIS FOR REJECTION ........................................................................................................................ 4
2.4. LATE OFFERS ....................................................................................................................................... 4
2.5. NON-RESPONSIVE OFFERS ................................................................................................................ 4
2.6. NOTICE TO VENDOR(S) ........................................................................................................................ 5
2.7. E-PROCUREMENT SOLICITATION ....................................................................................................... 5
2.8. DISTRIBUTORS AND RESELLERS ....................................................................................................... 5
2.9. POSSESSION AND REVIEW ................................................................................................................. 5
2.10. BEST AND FINAL OFFERS (BAFO) ..................................................................................................... 6
2.11. AWARD ................................................................................................................................................ 6
2.12. POINTS OF CONTACT ......................................................................................................................... 6
3.0 SPECIFICATIONS ................................................................................................................................. 6
3.1. VENDOR STANDARD AGREEMENT(S) ................................................................................................ 6
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE STATEMENT ....................... 7
3.3. E-VERIFY ............................................................................................................................................... 8
3.4 BRAND SPECIFIC PRODUCT ................................................................................................................. 8
3.5. SECURITY SPECIFICATIONS ............................................................................................................... 8
3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS ............................................................................... 8
3.7 SPECIFICATIONS- RESERVED .............................................................................................................. 9
3.8. DELIVERY .............................................................................................................................................. 9
3.9. CONTRACT TERM ............................................................................................................................... 10
4.0 FURNISH AND DELIVER .................................................................................................................... 10
5.0 HISTORICALLY UNDERUTILIZED BUSINESSES .............................................................................. 11
6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 12
7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS ............................. 14
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DIT- 1990633294 -SHAREGATE MIGRATION
1.0 INTENT, USE, DURATION AND SCOPE
The purpose of this Solicitation is to obtain pricing for and procure the ShareGate migration tool for
Microsoft 365 for the North Carolina Department of Information Technology (NCDIT). NCDIT is
requesting 25 machine activations applied to NCDIT for the ShareGate tool. This purchase addresses
the challenge of efficiently migrating and managing large volumes of data across multiple platforms,
which can otherwise lead to delays, data integrity issues, and increased operational costs. ShareGate's
features are designed to streamline migration, optimize data, and strengthen governance for Microsoft
365 environments, including services such as SharePoint, Exchange Online, Google Workspace, Teams,
and OneDrive.
The benefits to NCDIT and the public we serve include improved reliability and security of data transfers,
reduced downtime during migrations, and enhanced compliance with data governance standards. By
leveraging ShareGate, NCDIT can ensure faster, more accurate migrations, minimizing disruptions to
critical services that citizens rely on.
Expected outcomes include:
* Successful migration of data with minimal errors and reduced manual intervention.
* Improved operational efficiency and cost savings through automation and optimization tools.
* Enhanced data governance and compliance, ensuring secure handling of sensitive information.
* Better continuity of services for state agencies and the public during technology transitions.
2.0 GENERAL INFORMATION
2.1 VENDOR QUESTIONS
All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact
person listed on Page One of this solicitation. 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 June 24, 2026 at 2:00pm Eastern
Time. They must be submitted to the contact person listed on Page One of this Solicitation. Please enter
"Questions Solicitation XXXX" as the subject for the message.
2.2. OFFER SUBMITTAL
Due Date: July 7, 2026
Time: 2:00pm 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
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DIT- 1990633294 -SHAREGATE MIGRATION
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 via e-mail.
b) 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.
c) 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.
d) 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.
2.3. 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 RFQ with anyone other than Kelley Fore, Procurement Specialist may be
grounds for rejection of said Vendor's offer.
2.4. 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.
2.5. 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",
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* "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.
2.6. 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.
2.7. 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 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.
2.8. 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.
2.9. 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
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records as provided by N.C.G.S. 132-1.2 must be clearly marked as such in the offer when
submitted.
2.10. 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.
2.11. 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.
2.12. 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 Vendor Technical Point of Contact
Name of Vendor: Name of Vendor:
Street: Street:
City, State, Zip: City, State, Zip:
Attn: Attn:
Email: Email:
State Contractual Point of Contact State Technical Point of Contact
Name of Vendor: Name of Vendor:
Street: Street:
City, State, Zip: City, State, Zip:
Attn: Attn:
Email: Email:
3.0 SPECIFICATIONS
3.1. VENDOR STANDARD AGREEMENT(S)
Find attached the incorporated End User License Agreement negotiated with manufacturer
ShareGate by WorkLeap contained within Exhibit 1 to designate the manufacturer and NCDIT
agreement.
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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.
For Vendor Completion:
_____ The Vendor represents and warrants that the terms and conditions of Vendor's standard
license, maintenance, or other agreement(s) do not apply to this procurement. No vendor
agreement, standard or otherwise is incorporated into this IFB # DIT- 1990633294 -SHAREGATE
MIGRATION
_____ The Vendor standard license, maintenance, or other agreement(s) is provided with the RFQ
response and shall be incorporated into this IFB # DIT- 1990633294 -SHAREGATE MIGRATION
based on the outcome of a legal review.
3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. - DISCLOSURE 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 Attachment F with its solicitation response. The Vendor may attach additional pages to
its response if needed. The State of North Carolina will evaluate Disclosure Statement Attachments
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.to 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:
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:
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DIT- 1990633294 -SHAREGATE MIGRATION
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.
3.4 BRAND SPECIFIC PRODUCT
Manufacturer(s) name and product descriptions used in this solicitation are product specific. The
items offered in response to this solicitation must be the manufacturer and type specified. Failure to
comply with this requirement will result in rejection of offer.
3.5. SECURITY SPECIFICATIONS
3.5.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE
Vendors must provide a completed Vendor Readiness Assessment Report State Hosted Solutions
("VRAR") at offer submission. This report is located at the following website:
https://it.nc.gov/documents/vendor-readiness-assessment-report
The ShareGate solution will be required to receive and securely manage data that is classified as
low-risk or medium risk. Refer to the North Carolina Statewide Data Classification and Handling policy
for more information regarding this data classification. The policy is located at the following website:
https://it.nc.gov/document/statewide-data-classification-and-handling-policy
To comply with the State's Security Standards and Policies, State agencies are required to perform
annual security/risk assessments on their information systems using NIST 800-53 controls.
3.5.1 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE - RESERVED
3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS
3.6.1 ARCHITECTURE DIAGRAMS - RESERVED
3.6.2 SOLUTION ROADMAP
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A Solution Roadmap defines the vision and strategic elements of the solution. The Solution Roadmap
is a plan of action for how a Solution will evolve over time. The minimum content should include:
* Vision for the solution
* High-level functionality expected for each solution release into production environment
* High-level timeline
* Description of how customer feedback is collected and incorporated into solution
enhancements
Describe the solution roadmap for your product. Include content on release strategies for
functionality, roadmap for technical architecture, how scalability of solution is planned.
3.6.3 IDENTITY AND ACCESS MANAGEMENT - RESERVED
3.6.4 INTEGRATION APPROACH - RESERVERED
3.6.5 DISASTER RECOVERY AND BUSINESS CONTINUITY - RESERVED
3.6.6 DATA MIGRATION - RESERVED
3.6.7 APPLICATION MANAGEMENT - RESERVED
3.6.8 ACCESSIBILITY
Describe how the proposed solution complies with industry accessibility standards, including scope
and intent for use..
Provide product documentation that demonstrates how the proposed solution is digitally accessible
or if not fully accessible, provide the roadmap with timeline for remediation.
Standards include:
* W3C Web Accessibility Initiative - Web Content Accessibility Guidelines (WCAG) 2.1:
https://www.w3.org/TR/WCAG21/
* Section 508: https://www.section508.gov/
* Voluntary Product Accessibility Template (VPAT(R)):
https://www.itic.org/policy/accessibility/vpat
ENTERPRISE, SERVICES, AND STANDARDS
Agencies and vendors should refer to the Vendor Resources Page for information on North Carolina
Department of Information Technology regarding architecture, security, strategy, data, digital, identity
and access management and other general information on doing business with state IT process.
The Vendor Resources Page found at the following link: https://it.nc.gov/vendor-engagement-
resources. This site provides vendors with statewide information and links referenced throughout the
RFP document. Agencies may request additional information.
3.7 SPECIFICATIONS- RESERVED
3.8. DELIVERY
Successful Vendor will complete supply of the scope of work immediately after receipt of purchase
order either electronically or to the following location(s):
NCDIT's physical address at 3700 Wake Forest, Road, Raleigh, NC 27609
If circumstances beyond the control of the contractor result in a late delivery, it is the responsibility
and obligation of the contractor to notify the Purchasing Agent listed on the purchase order, in writing,
immediately upon determining delay of shipment. The written notification should indicate the
anticipated delivery date.
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The delivery of this product will be for a subscription-based product with immediate access granted to
NCDIT.
3.9. CONTRACT TERM
A contract awarded pursuant to this IFB shall have an effective date as provided in the Notice of
Award. The term shall be one (3) years and will expire upon the anniversary date of the effective date
unless otherwise stated in the Notice of Award, or unless terminated earlier.
4.0 FURNISH AND DELIVER
YEAR 1:
ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST
1 25 each ShareGate migration engine for machine
activations including essential workloads, migration
planning and validation with data transfer and end
to end migration
Total Offer Cost ________________
YEAR 2:
ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST
1 25 each ShareGate migration engine for machine
activations including essential workloads, migration
planning and validation with data transfer and end
to end migration
Total Offer Cost ________________
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