Comprehensive Grant Management System

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Feb 12, 2026
Due Date:	Apr 7, 2026
Solicitation No:	Doc1993171301
Original Source:	Please Login to View Page
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Bid Documents:	Please Login to View Page

Solicitation Number:	Doc1993171301
Project Title:	Comprehensive Grant Management System
Description:	Comprehensive Grant Management System
Opening Date:	4/7/2026 2:00 PM
Posted Date:	2/13/2026
Status:	Open
Department:	STATE BUREAU OF INVESTIGATION


Solicitation Number * Doc1993171301	Department STATE BUREAU OF INVESTIGATION	Status Reason Open
Opening Date 2026-04-07T14:00:00.0000000	Posted Date * 2026-02-12T22:13:55.0000000Z	Commodity Code Software maintenance and support
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Boyce Haywood
Description Comprehensive Grant Management System
Description Comprehensive Grant Management System
Attachments RFP 49-237989 - Grants Management System 2-12-2026.pdf (849.50 KB)

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3STATE OF NORTH CAROLINA

North Carolina State Bureau of Investigation

Refer ALL inquiries regarding this RFP to:

Name

Phone Number

REQUEST FOR PROPOSAL NO. 49-237989-BH

Contract Name: Comprehensive Grant Management

System

Bid Opening Date: April 7, 2026

Issue Date: February 12, 2026

Commodity Code: 811122 (Software Maintenance and

Support Services)

Purchasing Agency: North Carolina State Bureau of

Investigation

Requisition No.: RQ237989

OFFER

The Purchasing Agency solicits offers for Services and/or goods described in this solicitation. All offers and

responses received shall be treated as Offers to contract.

EXECUTION

In compliance with this Request for Proposal (RFP), 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.

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

NAME & TITLE OF PERSON SIGNING:

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for one hundred twenty (120) 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 Purchasing for North Carolina State

Bureau of Investigation (NCSBI) shall affix its signature hereto and any subsequent Request for Best and Final

Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offers,

if any, Special terms and conditions specific to this RFP, Specifications of the RFP, the (NCSBI)Terms and

Conditions, and the agreed portion of the awarded Vendor’s Offer. A copy of this acceptance will be forwarded to

the awarded Vendor(s).

FOR NCSBI PURCHASING AGENCY USE ONLY

Offer accepted and contract awarded this date

__________________________, by

(Authorized representative of Purchasing North Carolina State

Bureau of Investigation).

Grants Management System – NC State Bureau of Investigation – RFP 49-237989-BH

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October 9, 2025

Table of Contents

1.0 ANTICIPATED Procurement Schedule ....................................................................................... 3

2.0 Purpose of RFP...........................................................................................................................3

2.1 Introduction ............................................................................................................................. 3

2.2 Agency Background................................................................................................................3

2.3 SUMMARY OF PROBLEM Statement....................................................................................4

2.4 Contract Term.........................................................................................................................4

2.5 Effective Date ......................................................................................................................... 4

2.6 Contract Type ......................................................................................................................... 4

3.0 RFP requirements and Specifications ......................................................................................... 5

3.1 General requirements and Specifications ............................................................................... 5

3.2 Security Specifications............................................................................................................7

3.3 Enterprise Specifications ........................................................................................................ 9

3.3.1 ARCHITECTURE DIAGRAMS ................................................................................................. 9

3.3.2 SOLUTION ROADMAP ............................................................................................................ 9

3.3.3 IDENTITY AND ACCESS MANAGEMENT .............................................................................. 9

3.3.4 INTEGRATION APPROACH .................................................................................................... 9

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY ...................................................... 10

3.3.6 DATA MIGRATION.................................................................................................................10

3.3.7 APPLICATION MANAGEMENT ............................................................................................. 10

3.3.8 ACCESSIBILITY.....................................................................................................................10

3.4 Business and Technical Requirements.................................................................................10

3.5 Business and Technical Specifications ................................................................................. 11

4.0 Cost of Vendor’s Offer...............................................................................................................12

4.1 Offer Costs ........................................................................................................................... 12

4.2 Payment Schedule................................................................................................................12

5.0 Evaluation ................................................................................................................................. 13

5.1 Source Selection................................................................................................................... 13

5.2 Evaluation Criteria ................................................................................................................ 13

5.3 Best and Final Offers (BAFO) ............................................................................................... 14

5.4 POSSESSION AND REVIEW .............................................................................................. 14

6.0 Vendor Information and Instructions ......................................................................................... 15

6.1 General Conditions of Offer .................................................................................................. 15

6.2 General Instructions for Vendor ............................................................................................ 16

6.3 Instructions for Offer Submission..........................................................................................19

7.0 Other Requirements and Special Terms ................................................................................... 21

7.1 Vendor Utilization Of Workers Outside of U.S. ..................................................................... 21

7.2 Financial Statements ............................................................................................................ 21

7.3 Reserve ................................................................................................................................ 21

7.4 Vendor’s License or Support Agreements ............................................................................ 21

Grants Management System – NC State Bureau of Investigation – RFP 49-237989-BH

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October 9, 2025

7.5 Resellers...............................................................................................................................22

7.6 DISCLOSURE OF LITIGATION............................................................................................ 23

7.7 CRIMINAL CONVICTION ..................................................................................................... 23

7.8 Security and Background Checks.........................................................................................23

7.9 Assurances ........................................................................................................................... 24

7.10 Confidentiality of offers ............................................................................................................ 24

7.11 Project Management ............................................................................................................... 25

7.12 Meetings .................................................................................................................................. 25

7.13 Contract Kickoff Meeting ......................................................................................................... 25

7.14 Recycling and Source Reduction ............................................................................................ 26

7.15 Special Terms and Conditions.................................................................................................26

7.16 Reserve ................................................................................................................................... 26

Attachment A: Definitions....................................................................................................................27

Attachment B:Information Technology Terms and Conditions ............................................................ 29

Attachment C: Description of Offeror .................................................................................................. 45

Attachment D: Cost Form ................................................................................................................... 47

Attachment E: Vendor Certification Form............................................................................................51

Attachment F: Location of Workers Utilized by Vendor - Disclosure Statement..................................52

Attachment G: References..................................................................................................................54

Attachment H: Financial Review Form ................................................................................................ 55

Attachment I: Requirements matrix ..................................................................................................... 57

Grants Management System – NC State Bureau of Investigation – RFP 49-237989-BH

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October 9, 2025

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The Agency Procurement Agent will make every effort to adhere to the following schedule:

Action

RFP Issued

Pre-Offer Conference

Written Questions Deadline

Agency’s Response to Written Questions/

RFP Addendum Issued

Offer Opening Deadline

Offer Evaluation

Selection of Finalists

Oral Presentations and/or Product

Demonstrations by Finalists

Negotiations with Finalists

Best and Final Offers Deadline from Finalists

Contract Award

Protest Deadline

Responsibility

Agency

Potential Vendors

Agency

Date

2/12/2026

2/26/2026 at 10:00 AM

3/5/2026

3/18/2026

Vendor(s)

Agency

Selected Vendors

4/7/2026

4/9/2026 – 5/6/2026

5/13/2026

5/20/2026 – 5/28/2026

Agency designees and

selected Vendor(s)

Selected Vendors

Agency

Responding Vendors

6/8/2026 – 6/12/2026

6/18/2026

TBD

15 days after award

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The purpose of this Request For Proposal (RFP) is to solicit Offers for the procurement, implementation, and

ongoing support of a comprehensive Grant Management System (GMS) for the North Carolina State Bureau

of Investigation (NC SBI) and the Center for Safer Schools (CFSS), a division of NC SBI.

This system will streamline grant lifecycle management, enhance compliance, improve reporting, and

support secure collaboration among internal users, public school units (PSUs), external reviewers, and other

stakeholders. The GMS must support both grantor and grantee functionalities, accommodating multi-year,

multi-category grants while ensuring integration with state systems, robust security, and user-friendly

interfaces.

2.2 AGENCY BACKGROUND

The North Carolina State Bureau of Investigation (NC SBI) is the state's primary investigative law

enforcement agency, responsible for criminal investigations, forensic services, and managing received

grants related to public safety and justice programs. The NC SBI operates under the authority of N.C.G.S.

Chapter 114, Article 1.

The Center for Safer Schools (CFSS), established as a division of NC SBI, focuses on school safety initiatives

across North Carolina. CFSS manages received grants for safety enhancements, training, and resources,

including sub-awards to approximately 350 Public School Units (PSUs) throughout the state. The division

administers federal, state, and local grants from sources including the Bureau of Justice Assistance (BJA),

Office of Juvenile Justice and Delinquency Prevention (OJJDP), and state appropriations. CFSS administers

Page 3 of 64

Grants Management System – NC State Bureau of Investigation – RFP 49-237989-BH

October 9 2025

grants from federal sources (e.g., BJA, OJJDP) and state appropriations, distributing sub-awards to ~350

PSUs for school safety initiatives, with a focus on multi-year projects requiring match tracking (FIN-007) and

subrecipient monitoring (SUB-001).

2.3 SUMMARY OF PROBLEM STATEMENT

Currently, grant management processes within NC SBI and CFSS are fragmented, relying on manual

workflows, spreadsheets, and disparate systems. This fragmentation creates significant inefficiencies in

application processing, scoring, financial tracking, reporting, and compliance monitoring.

Key challenges include:

• Managing multi-year received grants with varying federal, state, and local compliance requirements

• Supporting role-based access for diverse user groups: internal staff (5 CFSS users for

scoring/administration/reporting), PSUs, and temporary external reviewers

• Ensuring audit readiness and data security compliance (NIST standards)

• Managing subrecipients, conducting risk assessments, and maintaining real-time financial tracking

• Meeting reporting requirements for multiple funding sources with different templates and deadlines

• Tracking match requirements and multiple funding sources per project

• Maintaining document version control and secure collaboration across stakeholders

The lack of an integrated system results in increased administrative burden, delayed grant processing,

potential compliance risks, and limited visibility into grant performance metrics. A comprehensive GMS

solution is needed to automate these processes, ensure compliance with 2 CFR 200 and other regulations,

and provide real-time insights for decision-making.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award.

The term shall be three (3) years, including implementation and two years of operations, and will expire upon

the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated

earlier. The State retains the option to extend the Agreement for two (2) additional one (1) year renewal

periods at its sole discretion.

2.5 EFFECTIVE DATE

This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective

nor bind the State until the appropriate State purchasing authority/official or Agency official has signed the

document(s), contract or amendment; the effective award date has been completed on the document(s), by

the State purchasing official, and that date has arrived or passed. The State shall not be responsible for

reimbursing the Vendor for goods provided nor Services rendered prior to the appropriate signatures and the

arrival of the effective date of the Agreement. No contract shall be binding on the State until an encumbrance

of funds has been made for payment of the sums due under the Agreement.

2.6 CONTRACT TYPE

Definite Quantity Contract - This request is for a close-ended contract between the awarded Vendor and the

State to furnish a pre-determined quantity of a good or service during a specified period of time. The contract

will include implementation services, software licensing for specified users, training, and ongoing support

services as detailed in the specifications.

The State reserves the right to make partial, progressive or multiple awards where it is advantageous to

award separately by items; where more than one supplier is needed to provide the contemplated

specifications as to quantity, quality, delivery, service, geographical areas; or where other factors are deemed

to be necessary or proper to the purchase in question.

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Grants Management System – NC State Bureau of Investigation – RFP 49-237989-BH

October 9 2025

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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Comprehensive Grant Management System

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