EMAIL AND DOCUMENTATION ENCRYPTION SERVICES FOR THE DURHAM POLICE DEPARTMENT

City of Durham
Request for Proposal (RFP) #27-1075
Date of Issue: July 23, 2026
Due Date: August 24, 2026
TO PROVIDE EMAIL AND DOCUMENTATION ENCRYPTION SERVICES FOR THE DURHAM POLICE DEPARTMENT
Through this RFP, the City of Durham is seeking proposals from vendors that will support the City in
implementing Microsoft Purview for the Durham Police Department in compliance with standards for regulated
information, including CJIS.
Questions about this RFP should be directed to:
Project Manager Austin Regnerus
Title IT Project Manager
Department Technology Solutions Department
Address 101 City Hall Plaza, Durham, NC 27701
Telephone 919-560-4122 ext 33213
Email Austin.Regnerus@durhamnc.gov
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Contents
10. Date of RFP ...................................................................................................................................................... 3
20. Project Manager and Contact with City. ........................................................................................................... 3
30. Project ............................................................................................................................................................... 3
40. Scope of Work. ................................................................................................................................................. 3
50. Compensation Amount and Schedule. .............................................................................................................. 5
70. Contract ............................................................................................................................................................ 5
80. Trade Secrets and Confidentiality ..................................................................................................................... 5
85. Reserved. .......................................................................................................................................................... 6
90. Bonds. ............................................................................................................................................................... 6
100. Insurance. .......................................................................................................Error! Bookmark not defined.
110. Discretion of the City...................................................................................................................................... 7
120. Schedule. ........................................................................................................................................................ 7
130. Keeping Proposals Open ................................................................................................................................. 8
140. Deadline to Submit Proposals. ........................................................................................................................ 8
150. Questions ........................................................................................................................................................ 8
160. Pre-submittal conferences, meetings, and site visits. ...................................................................................... 8
170. Updates and revisions to RFP. ........................................................................................................................ 8
180. Evaluation Criteria .......................................................................................................................................... 8
190. Understanding of the Project .......................................................................................................................... 9
200. Methodology Used for the Project .................................................................................................................. 9
210. Management Plan for the Project .................................................................................................................... 9
220. Experience and Qualifications ...................................................................................................................... 10
230. Contract Cost ................................................................................................................................................ 10
240. Contents of Proposal. .................................................................................................................................... 10
250. Cover letter. .................................................................................................................................................. 12
260. Addendums ................................................................................................................................................... 12
270. How to submit a proposal. ............................................................................................................................ 12
280. Format. .......................................................................................................................................................... 13
290. Alternative Proposals. ................................................................................................................................... 13
300. Candidate to Bear Expense; No Claims against City .................................................................................... 13
310. State Treasurer's lists regarding Iran and Boycott of Israel. ........................................................................ 13
320. Notice Under the Americans with Disabilities Act. ...................................................................................... 13
330. Values of City of Durham regarding Treatment of Employees of Contractors ............................................ 13
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10. Date of RFP: July 7, 2026
20. Project Manager and Contact with City. Questions about this RFP. Direct questions and concerns to
Attn: Austin Regnerus
Technology Solutions
City of Durham
101 City Hall Plaza
Durham, NC 27701-3329
Email: Austin.Regnerus@durhamnc.gov
Phone: (984) 366-4269
If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact
Marcia Richardson
Technology Solutions
City of Durham
101 City Hall Plaza
Durham, NC 27701-3329
Email: Marcia.Richardson@durhamnc.gov
Phone: (919) 560-4122 ext. 33241
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project.
The Durham Police Department (DPD) shares thousands of criminal records annually with the Durham County District
Attorney's Office and Magistrate's Office whenever it is relevant to criminal prosecution. While extensive security measures
exist, they focus on at-rest and on-location security. The City lacks the ability to achieve the required encryption in-transit.
DPD seeks professional services to implement Microsoft Purview solutions that will strengthen the security, governance,
and protection of regulated information, including Criminal Justice Information Services (CJIS) data, across its environment.
The goal of this project is to deploy a comprehensive set of Microsoft Purview capabilities that support data classification,
encryption, data loss prevention, lifecycle management, and records management across the DPD's Microsoft 365 (M365)
Government Community Cloud (GCC) environment and workstations.
Through this implementation, the City expects to:
* Automate encryption for email & file sharing to meet the FBI CJIS Security Policy and other regulated information
requirements
* Standardize process for managing regulated information
* Enable role-based access for internal and external sharing
* Reduce reliance on paper-based workflows
The City will purchase the necessary M365 licenses. The selected Contractor will be responsible for configuring and
deploying Microsoft Purview capabilities across DPD's M365 environment, training staff, and providing configuration
documentation, including a CJIS compliance mapping deliverable, to ensure long-term sustainability.
40. Scope of Work.
The scope of work for this project includes implementing and configuring Microsoft 365 and endpoint capabilities required
to protect sensitive law enforcement information. The selected Contractor will deliver configurations, policies, encryption
controls, data protection measures, lifecycle management, record management, and departmental changemanagement
support necessary to ensure the secure and compliant handling of criminal justice information across all relevant systems.
The Contractor shall address the following areas:
* Data Classification
* Automated Sensitivity Labeling
* Double Key Encryption (DKE)
* Data Loss Prevention (DLP) for both M365 workloads (Exchange, SharePoint, OneDrive, Copilot, Teams) &
endpoints
* Data Lifecycle Management (DLM)
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* Records Management
* Departmental Change Management
The City has identified the following use cases that the final Microsoft Purview configuration should support:
1. Automatically encrypt non-public case files when emailed within or outside the City domain.
2. Apply labels (e.g., Law Enforcement Sensitive) that require recipient authentication and enforce confidential
handling across all devices.
3. Automatically apply encryption based on metadata such as folder names or Originating Agency Identifiers (ORI).
4. Apply encryption to emails sent from/received to group email addresses.
5. Set an expiration so access automatically ends after a specified date.
6. Prevent copying or transferring sensitive files to unauthorized storage locations, such as personal OneDrive,
Dropbox, Google Drive, USB drives, or email.
7. Enforce encryption across the MS tenant (both retroactively and ongoing), so a protected file from OneDrive or an
email is enforced when copied elsewhere (e.g., Teams, Copilot, SharePoint, etc.).
a. Ensure that all Microsoft products (Word, Excel, PowerPoint) and PDFs can be screened (both
retroactively and ongoing), auto-labeled, and display the correct label within the file when opened.
b. Ensure that if someone forwards the file externally, the encryption persists no matter where it goes.
8. Apply labeling retroactively on old archives that were previously unmanaged.
9. Regulate and restrict where sensitive files may be stored or transferred.
10. Allow users to restrict recipients' ability to print, download, copy and/or forward emails and attachments.
11. Apply permanent protection on emails and attachments, wherein revocation after delivery is possible.
a. Permit a user to revoke (based on roles) access to a document or email after transfer/email within or
outside of M365 environment.
12. Create DLP endpoint for anything scanned to email or OneDrive using the Sharp multifunction copiers.
13. Identify and protect imagebased evidence using content inspection and classification.
14. Utilize OCR to look within images (i.e., scanned documents) for protected content, such as CJIS information, PII,
HIPAA, etc.
15. Permit a user to override (based on roles) automatic encryption created by labels, which must be logged for
review by an administrator.
16. Log all access, labeling, protection, overrides, and encryptionrelated actions, and retain audit logs in compliance
with CJIS, public records, and internal compliance standards.
a. Logging must integrate natively or via API with the City's SIEM/SOC platform.
17. Enable dynamic color-coding, headers, and footers dependent on labels.
18. Enable watermarking of emails and attachments with custom text and the email address of the recipient.
19. Integrate with Privileged Access Management or Conditional Access already in use.
20. Enforce Multi-Factor Authentication with Microsoft Authenticator.
The City is likely to prefer proposals that:
* Demonstrate the ability to collaborate with stakeholders, understand unique departmental requirements, and
codevelop customized configurations. Vendors offering prebuilt or inflexible solutions will not meet the City's
expectations.
* Provide role-based licensing recommendations for approximately 650-700 users, including group accounts.
* Demonstrate capabilities with examples of similar regulated information (including CJIS) projects with other
municipal law enforcement agencies.
* Provide reference contacts for municipalities or comparable publicsector organizations where your firm has
implemented a similar email and document encryption solution. Include project scope, dates of service, and the
name, title, phone number, and email address of the reference contact.
* Provide best practices based on previous deployments with law enforcement agencies.
* Outline alternative approaches for addressing the use cases listed above with successful examples.
* Include an initial current-state/gap assessment before configuration begins.
* Use sanitized/synthetic data during configuration and testing rather than live case files.
* Include time for UAT within a pilot group or utilize an iterative approach prior to department-wide
implementation.
* Include an itemized cost breakdown for each feature within the scope.
* Demonstrate availability during the City of Durham's core working hours, 8:00am-5:00pm ET, and for regular
weekly meetings plus additional meetings as needed.
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50. Compensation Amount and Schedule.
Payment terms will be defined in the final contract based on the agreed project scope and budget. To help us evaluate
proposals, please provide a detailed pricing breakdown that separates the following items (even if your solution bundles
them together):
* Initial configuration and setup, itemized by:
* Data Classification
* Automated Sensitivity Labeling
* Double Key Encryption (DKE)
* Data Loss Prevention (DLP)
* Data Lifecycle Management (DLM)
* Records Management
* Departmental Change Management
* Training costs
* Any additional costs required for this solution to be fully functional
* Optional features or functionality
If your pricing is tiered, please clearly list each tier, the services and functions included, and the price for each. Be sure to
note which items are optional.
60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless the context indicates otherwise -
(a) The expressions "RFP," "this RFP," and "the RFP" refer to this document as it may be amended or updated. (b) "City"
and "city" mean the City of Durham. (c) The "proposal" or "Bid" is the response of a person, firm, or corporation proposing
to provide the services sought by this RFP. (d) The word "Candidate" or "candidate" is the person, firm, or corporation that
submits a proposal or that is considering submitting a proposal. (e) The word "Contractor" or "contractor" is the person,
firm, or corporation with which the City enters into a contract to provide the services sought by this RFP. That is,
"contractor" generally refers to a successful candidate that has obtained a fully executed contract with the City, while
"candidate" is generally reserved to the stage before a contract has been signed. (f) The word "should" is used to tell
candidates what the City thinks it wants and/or what the project manager thinks is best. Candidates that want to increase
the likelihood of being selected will, in general, do what the RFP says candidates "should" do, but failure to comply with all
"should" will not necessarily and automatically result in rejection.
70. Contract. The City anticipates that the conclusion of the RFP process will be a contract between the City and the
successful candidate under which the successful candidate will provide the goods and services generally described in this
RFP. It is the City's intention to use the contract that is attached as Exhibit A, modified and filled in to reflect the RFP and
the proposal. If a candidate objects to any of the contract, it should state the objections in its proposal.
80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are available to any member of the
public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets
confidential.
Definitions.
In this section (Trade Secrets and Confidentiality) -
The term "candidate" includes the candidate as contractor (that is, after it is a party to a contract with the City).
The term "trade secret" means business or technical information, including but not limited to a formula, pattern,
program, device, compilation of information, method, technique, or process that:
a. Derives independent actual or potential commercial value from not being generally known or readily
ascertainable through independent development or reverse engineering by persons who can obtain economic
value from its disclosure or use; and
b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
The existence of a trade secret shall not be negated merely because the information comprising the trade
secret has also been developed, used, or owned independently by more than one person, or licensed to other
persons.
The term "record" means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic
or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form
or characteristics, received by the City of Durham in connection with the candidate's proposal.
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(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality
of trade secrets contained in materials provided to the City, the candidate shall prominently designate the
material with the words "trade secrets" at the time of its initial disclosure to the City. The candidate shall not
designate any material provided to the City as trade secrets unless the candidate has a reasonable and good-faith
belief that the material contains a trade secret. When requested by the City, the candidate shall promptly
disclose to the City the candidate's reasoning for designating material as trade secrets; the candidate may need to
label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make
reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate
the City's use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a
sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that
distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page and
nothing else on that page.
To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records
designated "trade secrets" in accordance with this section. Whenever the candidate ceases to have a good-faith
belief that a particular record contains a trade secret, it shall promptly notify the City.
(b) Request by Public for Access to Record. When any person requests the City to provide access to a record
designated as a trade secret in accordance with subsection (a) above, the City may
(1) decline the request for access,
(2) notify the candidate of the request and that the City has provided, or intends to provide, the person
access to the record because applicable law requires that the access be granted, or
(3) notify the candidate of the request and that the City intends to decline the request.
Before declining the request, the City may require the candidate to give further assurances so that the City can be
certain that the candidate will comply with subsection (c) below.
(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in
accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the
candidate's proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from
and against all Charges that arise in any manner from, in connection with, or out of the City's non-disclosure of
the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal
counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.
Definitions. As used in this subsection (c), "Charges" means claims, judgments, costs, damages, losses, demands,
liabilities, fines, penalties, settlements, expenses, attorneys' fees, and interest. Indemnitees" means the City, and
officers, officials, independent contractors, agents, and employees, of the City. "Indemnitees" does not include
the candidate. The City may require the candidate to provide proof of the candidate's ability to pay the amounts
that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If
the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the
records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this agreement shall
require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of
being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate
from and is to be construed separately from any other indemnification and warranty provisions in the contract
between the City and the candidate.
85. Reserved.
90. Bonds. No performance bond or payment bond is required for this contract.
100. Insurance. The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of
this contract the following applicable coverages and limits. The requirements contained herein, as well as the City's review
or acceptance of insurance maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify
the liabilities or obligations assumed by the Contractor under this contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate.
Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual Liability,
Cross Liability, or Personal and Advertising Injury Liability.
Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned,
Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to
maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the
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Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if vehicles
are used in the provision of services under this contract or are brought on a City site.
Umbrella or Excess Liability - The Contractor may satisfy the minimum liability limits required above under an Umbrella or
Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability. However,
the Annual Aggregate limits shall not be less than the highest "Each Occurrence" limit for required policies. The Contractor
agrees to endorse the City as an "Additional Insured" on the Umbrella or Excess Liability unless the certificate of insurance
states the Umbrella or Excess Liability provides coverage on a "Follow-Form" basis.
Workers' Compensation & Employers Liability - The Contractor agrees to maintain Worker's Compensation Insurance in
accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than
$1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.
Cyber Liability - Limits of no less than $1,000,000 each occurrence and $2,000,000 aggregate.
Additional Insured - The Contractor agrees to endorse the City as an Additional Insured on the Commercial General
Liability. The Additional Insured shall read "City of Durham as its interest may appear".
Certificate of Insurance - The Contractor agrees to provide the City a certificate of insurance evidencing that all coverage,
limits, and endorsements required herein are maintained and in full force and effect, and certificates of insurance shall
provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor's insurer. If the Contractor
receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives
notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify the City
within five (5) Business Days with a copy of the non-renewal or the cancellation notice or with written specifics as to which
coverage is no longer in compliance. The Certificate Holder address should appear as follows:
City of Durham
Attn: Technology Solutions
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina. As used in this contract, "Business Day"
is defined as any day other than Saturdays, Sundays, and any legal holiday recognized by the City pursuant to City Code
Section 42-16, as amended.
110. Discretion of the City.
A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal
which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.
B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the
contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature
with any candidate with respect to any term, condition, or provision in this document and/or in any proposals,
whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if
certain information or documentation is not submitted with it, and (ii) to enter into an agreement for some or all of
the work with one or more persons, firms, or corporations that do not submit proposals. For example, all deadlines
are for the administrative convenience or needs of the City and may be waived by the City in its discretion. This
subparagraph B applies to the entire RFP.
C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated format or
that the candidate should do stated things in seeking the contract, the City may reject a proposal because it does not
comply with those requests, so the candidate is adding to its risk of rejection by non-compliance. Still, the City may,
in its discretion, waive non-compliance. This subsection (C) does not limit subsections (A) and (B).
D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its terms as
allowed by applicable law.
SCHEDULE
120. Schedule. The City desires to start the execution of this service in the late fall of 2026.
This schedule is the City's best estimate of the RFP schedule that will be followed. If a component of this schedule from the
beginning to implementation is delayed, the rest of the schedule will be shifted by the same number of days. The City
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expects that the winning candidate will be able to have fully implemented email and document encryption by April 30,
2027.
Last date for receipt of proposals: August 24, 2026
Timeline for RFP Process
RFP Posting/Bid Released to Vendors: July 23, 2026 at 8:00am ET
Pre-proposal Conference date: August 3, 2026 at 1:00pm ET
Questions Due: August 17, 2026 at 5:00pm ET
Receive Proposals/RFP Close Date: August 24, 2026 at 5:00pm ET
Proposal Evaluation Committee to complete its evaluation, 30-60 days after previous step
City Manager and successful candidate sign contract, 30 days after previous step
130. Keeping Proposals Open. All proposals will remain open and valid for the City to accept for a period of 150 days after
the deadline for submission of proposals. The Project Manager may release candidates from this obligation by a written
letter that specifically refers to this paragraph if he or she determines that the candidate and/or the proposal will not meet
the City's needs.
140. Deadline to Submit Proposals. Candidates should see that their proposals are received via email to
austin.regnerus@durhamnc.gov by 5:00pm EST, August 24, 2026.
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
150. Questions. Questions about the RFP and the RFP process should be submitted to the project manager identified at
the beginning of this RFP.
160. Pre-submittal conferences, meetings, and site visits. The City will conduct a Pre-Proposal Conference on August 3,
2026 at 1:00pm EST via Microsoft Teams (details below). Attendees should already be familiar with this RFP. The meeting
will be recorded for future reference.
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/23885416601660?p=1AddlaNmHfJHg6qms8
Meeting ID: 238 854 166 016 60
Passcode: vX3JX2NC
Need help? | System reference
Dial in by phone
+1 980-279-8790,,462390401# United States, Charlotte
Find a local number
Phone conference ID: 462 390 401#
170. Updates and revisions to RFP. If you have supplied the Project Manager with your preferred method of contact
(email, fax, etc.), updates to this RFP ("addendums" or "addenda") will be sent to you in that manner. This RFP and
addendums are normally posted on the City's website, on the Purchasing Division's webpage. Check the webpage to see
that you have received all addenda at: https://durhamnc.gov/bids.aspx.
EVALUATION CRITERIA
180. Evaluation Criteria
If an award is made, it is expected that the City's award will be to the candidate who agrees to meet the needs of the City.
A number of relevant matters will be considered, including qualifications and cost.
Phase 1 Compliance - Proposals that do not meet the City's IT standards will not be considered.
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Phase 2 Business Value
* Demonstrated understanding of purpose, scope, expected deliverables, and ability to meet them
* Methodology used
* Management Plan
* Experience and Qualifications
* Cost proposal
* Complete proposal
Phase 3 Reference Checks
Phase 4 Ranked vendor by scoring and select finalist
190. Understanding of the Project
Proposals will be evaluated against the questions set out below.
(a) How well has the candidate demonstrated a thorough understanding of the purpose and scope of the
project?
(b) How well has the candidate identified issues and potential problems related to the project?
(c) How well has the candidate demonstrated that it understands the deliverables the City expects it to
provide?
(d) How well has the candidate demonstrated that it understands the City's desired timeline and can meet it?
200. Technical Approach and Methodology Used for the Project
Proposals will be evaluated against the questions set out below.
(a) How well does the candidate describe a tailored technical approach for configuring Microsoft Purview
capabilities (classification, labeling, DLP, DLM, Records Management) in a law enforcement environment?
(b) How well does the candidate address how their approach will meet the City's detailed use cases?
(c) How well does the methodology illustrate a clear and logical approach to implementing the solution?
(d) Does the candidate demonstrate a structured approach to engaging stakeholders and gathering
departmental requirements?
(e) Does the candidate provide rolebased licensing recommendations suitable for approximately 650-700
users and group accounts?
(f) Does the candidate show understanding of how licensing impacts Purview capabilities and CJIS compliance?
(g) Does the candidate explain how they will collaborate with DPD to co-develop custom configurations rather
than rely on rigid, prebuilt templates?
(h) Does the candidate demonstrate flexibility and adaptability in solution design?
(i) Does the candidate demonstrate a structured approach to deploying the solution so that the transition is
understood and successful for the end users?
(j) Does the candidate demonstrate how they will ensure long-term sustainability and City self-sufficiency after
project completion?
210. Management Plan for the Project
Proposals will be evaluated against the questions set out below.
(a) How well does the management plan support all of the project requirements and logically lead to the
deliverables required in the RFP?
(b) How well is accountability completely and clearly defined?
(c) Is the organization of the project team clear?
(d) How well does the management plan illustrate the lines of authority and communication?
(e) Does it appear that the candidate can complete the tasks outlined in the RFP in a timely manner?
(f) Has the candidate offered alternate deliverables and gone beyond the minimum tasks necessary to meet
the objectives of the RFP?
(g) Is the proposal practical, feasible, and within budget?
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(h) How well have potential problems been identified?
(i) Is the proposal responsive to all material requirements in the RFP?
220. Experience and Qualifications
Proposals will be evaluated against the questions set out below.
Questions regarding the personnel.
(a) Do the individuals assigned to the project have experience on similar projects?
(b) Are resumes complete and do they demonstrate backgrounds that are desirable for individuals engaged in
the work the project requires?
(c) How extensive are the applicable education and experience of the personnel designated to work on the
project?
(d) Do the personnel designated for this project, including subcontractors, meet the CJIS Personnel Security
requirements, or do they provide a clear and actionable plan to ensure compliance prior to performing any
work involving Criminal Justice Information (CJI)?
Questions regarding the candidate:
(e) How well has the candidate demonstrated experience in completing similar projects on time and within
budget?
(f) How successful is the general history of the candidate regarding timely and successful completion of
projects?
(g) Has the candidate provided letters of reference from clients?
(h) If subcontractors will perform work on the contract, how well do they measure up to the evaluation used
for the candidate?
230. Contract Cost
Proposals will be evaluated against the questions set out below.
(a) How reasonable and competitive are the candidate's cost estimates?
(b) Does the candidate provide an itemized cost breakdown for each feature or phase of work?
(c) How well does the cost proposal align with the City's budget and expected value?
240. Contents of Proposal.
The proposal should include sections, numbered as follows:
1. Contact information. Include the candidate's name and address, and the contact information (name, mailing
address, email address, fax number, and telephone number) of the person whom the City should contact
regarding the proposal.
2. Legal Status of the Candidate and Signers. State the full, exact name of the candidate. State whether the
candidate is an individual, corporation, limited partnership, general partnership, limited liability company,
professional corporation, professional association, etc. If it is anything other than an individual or a general
partnership, specify the State under which the entity is organized. If the State under which the entity is organized
is not North Carolina, specify whether the candidate has received a certificate of authority from the N. C.
Secretary of State to transact business in North Carolina. State whether the entity is in existence at the time the
proposal is submitted, and if not, whether and when the candidate intends to officially form the entity. State the
names and titles of the individuals who will sign the contract with the City.
3. Qualifications, References, and Licenses. List the candidate's current licenses that are pertinent to this
project.
4. Project Team, Location of Work, and Subcontracting. State the names and qualifications of the individuals
who will have responsibility for this project.
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