Fixed Asset Inventory Scanner Solution: Hardware, Software, and Implementation Services for Higher Education Institutions

Background

The North Carolina Community College System Office (NCCCS) is seeking qualified vendors to provide a Fixed-Asset Inventory Scanner Solution that includes hardware, software, and implementation services. This initiative aims to support the administration and governance of asset inventory across the NCCCS and its fifty-eight community colleges. The solution will replace outdated equipment and enhance operational efficiency while ensuring compatibility with both current and future ERP systems (Ellucian Colleague and Banner).

Work Details

The contract encompasses the following deliverables:

1) Hardware

Rugged, enterprise-grade handheld scanning devices running Android Enterprise or equivalent, with long battery life, enterprise-grade Wi-Fi connectivity, and a complete accessory ecosystem.

2) Software

An asset scanning application that enables offline/online data collection, validation, reconciliation, secure transfer, and upload into Ellucian Colleague and Banner.

3) Integration

Pre-built or configurable integration connectors for both ERP systems capable of concurrent multi-Entity deployment without custom development.

4) Services

Implementation, configuration, testing, training, documentation, project management support, ongoing maintenance per SLAs. 5) Security & Compliance: Adherence to NCDIT policies and North Carolina statutes.

6) Support

Warranty services including break/fix support and software updates.

7) Scalability

Options for incremental ordering and tiered pricing based on Entity-level participation.

Period of Performance

The contract will be effective for four years from the date of award with an option for two additional one-year extensions at the State's discretion.

Place of Performance

The services will be performed across various locations within the North Carolina Community College System as needed by each of the fifty-eight community colleges.

Bidder Requirements

Vendors must demonstrate experience in operating fixed-asset inventory solutions in a concurrent ERP environment. They are required to provide a completed Vendor Readiness Assessment Report at offer submission. Additionally, vendors must comply with security standards including NIST 800-53 controls for data classified as Department Critical or High Risk.