65-McColl_Bldg_Bell Hall_LLB_2025.pdf

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 the 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 ninety (90) 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: Best and Final Offer(s), if any; special terms and conditions specific to this RFP, if any; specifications of the RFP; The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services; and the agreed portion of the awarded Vendor’s offer. A copy of this acceptance will be forwarded to the awarded Vendor(s).

THE UNIVERSITY OF NORTH CAROLINA AT

CHAPEL HILL

104 Airport Drive CB #1100, Suite 3500 Chapel Hill, NC 27599-1100

Request for Proposals (RFP) No.:

65-McColl_Bldg_Bell Hall_LLB_2025

Title: PROVIDE FURNITURE & INSTALLATION

SERVICES CONTRACT FOR KENAN-FLAGLER

BUSINESS SCHOOL AT THE UNIVERSITY OF

NORTH CAROLINA AT CHAPEL HILL

Refer ALL inquiries regarding this RFP to:

Name: Lynn Barello Title: Purchasing Specialist Email Address: lynnbare@email.unc.edu Phone: (919) 962-0265

Issue Date: 05 MARCH 2025

Due Date and Time: 17 APRIL 2025 3PM EST mailto:lynnbare@email.unc.edu

FOR UNIVERSITY USE ONLY

Offer accepted and contract awarded this date, as indicated on attached certification, by

(Authorized representative of University).

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.: 65-McColl_Bldg_Bell Hall_LLB_2025

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.

Table of Contents

1.0 Anticipated Procurement Schedule

2.0 Purpose of RFP

2.1 Introduction

2.2 Agency Background

2.3 RFP Document

2.4 Interpretation of Terms and Phrases

3.0 Terms and Conditions

3.1 Notice to Vendors Regarding Terms and Conditions

3.2 Contract Term

3.3 Contract Type

4.0 Scope of Work

4.1 General

4.2 Related Work

5.0 Requirements

5.1 Mandatory Pre-Offer Conference and Tour

5.2 Required Qualifications

5.3 Compliance

5.4 Completion

5.5 Insurance

6.0 Cost of Vendor’s Offer

6.1 Offer Costs

6.2 Payment Schedule

7.0 Evaluation

7.1 Source Selection

7.2 Evaluation Criteria

7.3 Best and Final Offer (BAFO)

7.4 Possession and Review

8.0 Vendor Information and Instructions

8.1 General Conditions of Offer

8.2 General Instructions for Vendor

8.3 Instructions for Offer Submission

9.0 Other Requirements and Special Terms

9.1 Vendor Utilization of Workers Outside the United States

9.2 Financial Stability

9.3 Vendor’s Representations

9.4 Personnel

9.5 Security and Background Checks

9.6 Disclosure of Litigation

9.7 Criminal Conviction

9.8 Assurances

9.9 Confidentiality of Offers

9.10 Project Management

9.11 Meetings

9.12 Recycling and Source Reduction

Attachment A: Definitions Attachment B: University Information Technology (IT) Terms and Conditions Attachment C: Description of Offeror Form Attachment D: Vendor Certification Form Attachment E: Location of Workers Utilized by Vendor Form Attachment F: Certification of Financial Condition Form Attachment G: Requirements Checklist

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 March 5, 2025

Mandatory Pre-Offer Conference and Tour University March 18, 2025 at 2:30 PM EST

Written Questions Deadline Vendors March 27, 2025 at 3:00 PM ET

University’s Response to Written Questions / RFP Addendum Issued

University April 4, 2025

Offer Deadline Vendors April 17, 2025 at 3:00 PM ET

Contract AWARD/Effective Date University TBD

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The University of North Carolina at Chapel Hill (the “University”), for its Kenan-Flagler Business School (KFBS), is soliciting proposals from qualified vendors to provide furniture procurement and installation services for Stephen D. Bell Hall at Kenan-Flagler Business School. Vendors must be aligned with the North Carolina State Contract 5610A to participate in this RFP.

Bell Hall is a new state-of-the-art building with approximately 30,000 square feet (SF) of classroom space and a total project area of 156,000 SF. When completed, Bell Hall will allow KFBS to admit 50% more students into its Undergraduate Business Program and modernize the learning environment for students in all of its top-ranked Undergraduate Business, Master of Accounting, Master of Business Administration (MBA) and Doctor of Philosophy (PhD) programs.

Bell Hall will be located at 175 William Blythe Drive in Chapel Hill, NC. The facility includes four (4) stories of classrooms, program offices, meeting, group study and interview spaces, a penthouse, and two (2) below grade levels of parking (not included in the gross SF). Bell Hall will house a 240-seat multi-purpose event facility with ceiling mounted sky fold dividing walls, a café and dining facility, 16 tiered and flat teaching classrooms, an interview suite with meeting rooms, and student support, study and collaboration spaces.

The scope also includes renovations to the second floor of the McColl Building where two (2) existing classrooms have been removed and replaced with new lounge seating and study spaces.

The project will be furnished in three furniture type groupings.

1. Office Suites, Meeting Rooms and Study and Interview Rooms

2. Classrooms

3. Ancillary - Open Lounge, Dining and Collaborative Work/ Study Areas

Access for delivery of furniture will be from Kenan Drive via the loading dock of the Bell Hall building. Delivery of furniture to each floor in the building will be via the service elevator located adjacent to the Bell Hall loading dock.

Proposed solutions are required to meet the intended basis of design, quality standards, technical specifications, installation delivery timeframes, and warranty requirements.

https://www.doa.nc.gov/documents/statetermcontracts/stc5610a/5610a-furniture https://www.doa.nc.gov/documents/statetermcontracts/stc5610a/5610a-furniture

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. While the intent of this RFP is to award a contract to a single vendor, the University reserves the right to award a contract to more than one (1) vendor if it is considered to be most advantageous to the University to do so.

2.2 AGENCY BACKGROUND

Kenan–Flagler Business School is the business school of The University of North Carolina at Chapel Hill, a public research university located in Chapel Hill, North Carolina. Founded in 1919, the school was renamed to its current name in 1991 in honor of Mary Lily Kenan and her husband, Henry Flagler. The school offers programs for granting a Bachelor of Science (BS) in Business Administration (BSBA), a Master of Business Administration (MBA), an executive MBA, a Master of Accounting (MAC), a Doctor of Philosophy (PhD), a business certificate, and executive education programs. It is accredited by the Association to Advance Collegiate Schools of Business.

2.3 RFP DOCUMENT

This RFP is comprised of the base RFP document, the Design Documentation, all attachments, and any addenda released for this RFP in advance of any contract award. All Design Documentation, attachments, and any addenda released for this RFP in advance of any contract award are incorporated herein by reference.

2.4 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” are intended to create enforceable contract conditions. As used herein, phrases such as “reasonable”, “necessary”, or “proper” shall be interpreted solely by the University.

3.0 TERMS AND CONDITIONS

3.1 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

The University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s offer. This applies to any language appearing in or attached to Vendor’s offer that purports to vary any terms and conditions herein, or to render the offer non-binding or subject to further negotiation.

All offers submitted in response to this RFP are subject to the terms and conditions outlined herein, and any resulting contract shall be governed by the terms and conditions of the RFP. By execution and delivery of an offer in response to this RFP, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s offer as nonresponsive.

3.2 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 be binding on both parties from the Effective Date through the satisfactory completion of the work required under the RFP, and shall be complete when final payment has been made, unless terminated earlier in accordance with the terms and conditions of the RFP.

3.3 CONTRACT TYPE

This RFP will establish a closed-ended contract between the Contractor(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.

4.0 SCOPE OF WORK

4.1 GENERAL

Provide, configure, install, test, and commission the Furniture in accordance with the Design Documentation.

UNC is requesting proposals to furnish the newly constructed Bell Hall. Vendors can submit comprehensive proposals for the entire scope of work and/or propose by individual furniture grouping:

1. Office Suites, Meeting Rooms and Study and Interview Rooms

2. Classrooms

3. Ancillary - Open Lounge, Dining and Collaborative Work/ Study Areas

Detailed plans and specifications are provided to bidding vendors for proposal development related to each group of products. Vendors may bid on one or all of these packages.

FURNITURE SELECTION, ITEM REVIEW & FINISH SELECTION

Awarded vendor(s) should include a minimum three in person meetings per grouping with UNC, Kenan Flagler and the Interior Designer to finalize specifications and finish selections for each item. Final validation document showing furniture, finishes, and placement to be submitted for approval. Additionally, review for ADA compliance will be required. Plans showing clearance dimensions to be submitted to UNC for approval.

ORDERING & INSTALLATION:

Once specifications are approved by UNC, awarded vendor(s) will work with UNC Procurement to finalize quote submissions. The installation timeline is as follows:. Punch walk-throughs with UNC to be scheduled following installation of each category.

The vendors will coordinate with the CM for deliveries and installation of the furniture. The projected schedule for the installations and completions are based on the current construction schedule and may change as we nearer completion of the construction. The vendor is responsible to maintain coordination and work with the CM to develop final delivery and installation dates and more accurate installation times. The installation of the furniture is staggered by floor level and all workstations in open offices will need to be installed and power and data connected for inspections by the State Construction Office Electrical Inspector.

Refer to ATTACHMENT A: Furniture Package design documentation and for the preliminary furniture installation schedule. The vendor will work with the CM and owner to modify the duration times required for installation of the furniture for the project. All installations of furniture must be completed no later than September 30, 2025. All powered furniture equipment needed for approval by the electrical inspector must be installed and all wiring completed for approval by electrical inspection to receive Beneficial Occupancy.

Schedule of this work will need to be coordinated with General Contractor to not delay Beneficial Occupancy.

A grand opening for the building is planned for November 6th and 7th, 2025.

All storage of furniture until the delivery of the furniture by the vendor is to be included in the bids. Appropriate manpower is required to install the furniture in the timelines identified.

Open Office workstation furniture and electrical connections are to be completed by Floor Level as identified in the preliminary schedule.

All other furniture is to be completed by level as indicated in the preliminary schedule.

The proposed solutions shall meet the following objectives:

1. Closely meet or match the design intent of the furniture bid package as developed by the project Architect and Interior Design consultant.

2. Assist UNC in finalizing selections, fabrics, and finishes that meet design guidelines and requirements detailed in bid documents in collaboration with the project Architect and Interior Design consultant. A basis of finish requirements, grades and levels are included in the furniture specifications for pricing purposes and will form the basis of selections based on finalized selections

3. Meet schedule/timeline of project: Anticipated installation start is July 18, 2025 for workstation installation and completed by October, 31 2025 with installation coordinated with the CM and the Owner.

4. Provide detailed furniture plans reflecting final quoted goods, dimensioned to show required clearances per code.

5. Provide validation document reflecting final quoted goods for approval.

6. Provide timely project management and experienced installation support team as outlined in Section 5.0.

7. Provide responsive post-occupancy support as outlined in section 4.2.

8. Meet requirements set forth in Evaluation Criteria Section 7.2.

TASKS:

1. Proposal that closely meets or matches design intent while meeting requirements as outlined in the bid documents including University design guidelines, applicable codes, and Stars 3.0 qualifying certifications.

2. Design, project management, and installation management services to meet project schedule. Vendor to include ordering and installation schedule with proposal.

3. Punch resolution, furniture technical support post-occupancy and training to ensure seamless occupancy of Bell Hall.

4.2 RELATED WORK

TRAINING, WARRANTY & POST-OCCUPANCY SUPPORT:

1. Vendor(s) will provide digital project manuals with installed products, warranty information, cleaning and support instructions. Twenty hours of on-site training support post-occupancy will be provided to Kenan Flagler Business School in addition to vendor on-site resolution of all punch concerns for each category. A finalized list of installed products will be provided to UNC including specifications and environmental certification status. All warranties will cover at minimum 10 years from date of acceptance (at minimum of 300 lbs. for seating).

Vendor shall return with its offer a completed Attachment G: Requirements Checklist.

5.0 REQUIREMENTS

Vendor shall return with its offer a completed Attachment G: Requirements Checklist.

5.1 MANDATORY PRE-OFFER CONFERENCE AND TOUR

Vendor must have at least one (1) representative in attendance at a mandatory pre-offer conference and tour to be held on March 18, 2025 at 2:30 PM EST. Reference Section 8.2.1 (Pre-Offer Conference and Tour) of this RFP for more information.

***Late attendance will not be able to participate.*** Reference Section 8.2.1 (Pre-Offer Conference and Tour) of this RFP for more information.

5.2 REQUIRED QUALIFICATIONS

Only vendors aligned with North Carolia Contract 5610A are able to participate. Provide documentation attesting to alignment of this contract.

https://www.doa.nc.gov/documents/statetermcontracts/stc5610a/5610a-furniture/open

Provide documentation attesting to alignment of this contract.

5.3 COMPLIANCE

Subject any documented exceptions, Vendor must comply with all the specifications and requirements of this RFP and the Design Documentation. Vendor is required to complete all (3) sections (1-Office, Mtg, Study / 2-Classrooms / 3-Ancillary) of the Bid Response Form. Proposals shall be submitted on the bid response excel form included with the Proposal Documents. The Bidder shall make no revisions to the bid response form other than to provide alternates as indicated (shaded in green) on the bid response form and fill out any column indicated as “This portion to be completed by Dealer” for BOD or Proprietary items as able. Bidder to notify UNC prior to submission if any discrepancies or formula issues are found in the provided bid response documents.

5.4 COMPLETION

All work included herein shall be complete and operational no later than October 31, 2025. A grand opening for the building is planned for November 6th and 7th 2025 Vendor shall be capable of providing any and all qualified resources necessary to meet this completion date.

Work shall be coordinated with the General Contractor in accordance with the then-current building construction schedule and Vendor shall complete the work by the targeted dates by floor. All powered furniture equipment needed for approval by the electrical inspector must be installed and all wiring completed for approval by electrical inspection to receive Beneficial Occupancy. Schedule of this work will need to be coordinated with General Contractor to not delay Beneficial Occupancy.

A copy of the building construction schedule that is current as of the Issue Date of this RFP is included in the Design Documentation.

5.5 INSURANCE

Vendor shall purchase and maintain the following:

a) Insurance coverage as outlined in Attachment B; and

b) Property insurance until final acceptance, upon the entire work at the site to the full insurable value thereof of the scope of work included in this RFP. This insurance shall include the interests of the University, the Vendor, and any subcontractors or subcontractors in the work and shall insure against the perils of fire, wind, rain, flood, extended coverage, and vandalism and malicious mischief. If the University is damaged by failure of the Vendor to purchase or maintain such insurance, then the Vendor shall bear all reasonable costs properly attributable thereto.

Furthermore, the Vendor shall obtain and maintain similar property insurance on portions of the work stored off the site when request for payment per articles so includes such portions.

Proof of insurance must be provided prior to award of contract.

6.0 COST OF VENDOR’S OFFER

6.1 OFFER COSTS

Offer price shall constitute the total cost to the University for complete performance in accordance with the specifications and requirements herein, including all applicable charges for handling, administrative, and other similar fees and expenses. Vendor shall not invoice for any amounts not specifically allowed for in this

RFP.

Vendor shall return with its offer a completed Bell Building Equipment Worksheet – reference the Design Documentation.

6.2 PAYMENT SCHEDULE

If applicable, Vendor shall propose its itemized payment schedule based on the content of its offer. All payments must be based upon acceptance of goods and/or services by KFBS.

Evaluation

7.0 EVALUATION

7.1 SOURCE SELECTION

A trade-off method of source selection will be utilized in this procurement to allow the University to award this RFP to the Vendor providing the Best Value, while recognizing that Best Value may not result in an award to the Vendor offering the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors.

7.1.1 EVALUATION PROCESS

University employees will review all offers. All offers will be initially classified as being responsive or non-responsive. If an offer is found non-responsive, it will be rejected and will not be considered further. All Responsive Offers will be evaluated based on stated evaluation criteria.

7.1.2 SUBSTANTIAL CONFORMITY

To be eligible for consideration, Vendor’s offer must substantially conform to the specifications.

Vendor’s offer may be deemed to substantially conform to the specifications if it satisfies the purpose or objective of the business need, even without adhering to ALL of the specifications. Substantial conformity will be determined solely by the University. Offers that do not substantially conform may be rejected. Further, offers that are seriously deficient with regard to any one (1) or more singular specification(s) may be rejected.

7.1.3 CLARIFICATIONS

The evaluation committee may request clarifications from or open communications with any or all Vendors as allowed by 9 NCAC 06B.0307. However, the University may refuse to accept, in full or partially, the response to a clarification request given by any Vendor. Vendors are cautioned that the evaluators are not required to request clarifications; therefore, all offers should be complete and reflect the most favorable terms. Vendors should be prepared to send qualified personnel to Chapel Hill, North Carolina or meet via remote meeting technology to discuss furniture and contractual aspects of the offer.

7.1.4 NO UNIVERSITY OBLIGATION

Vendors are advised that the University is not obligated to ask for, or accept after the offer deadline, data that may be essential for a complete and thorough evaluation of the offer.

7.2 EVALUATION CRITERIA

All Responsive Offers will be evaluated based on the following evaluation criteria:

CRITERIA DETAILS

Proposed Products Meet Specified Requirements

• Products meet all requirements as described in the RFP relating to size, material, environmental stewardship, durability, and other noted attributes

• Products meet or exceed NC State Contract 5610A requirements for approved commercial furniture and are *ANSI/BIFMA and code compliant.

https://www.doa.nc.gov/documents/statetermcontracts/stc5610a/5610a-furniture/open

Proposed Products Meet Design Intent

• Products proposed closely approximate RFP package design intent or are the same products as specified in RFP package

Vendor Capability to Perform

• Confirmation of installation timing and logistics per the schedule outline in the RFP and coordinated with the CM for the project (Barnhill/Holt Construction)

• NC State Contract 5610A aligned vendor

• References for installed projects of similar scale and execution are provided

Installation Management & Post-Occupancy Support

• Project management proposal

• Training resources

• Warranty

*ANSI: ANSI, BIFMA: BIFMA, 16 CFR 1640 (Cal TB 117-2013), ADA, Building Codes (IBC, State, etc)

a) How well the Vendor’s offer conforms to the specifications

b) How each Vendor’s offer compares with other Vendors’ offers

c) Pricing1

d) Proposed alternates, if any

e) Vendor schedule / timeline for completing the work2

f) Warranty and service contract

g) Strength of proposed personnel

h) Strength of relevant references

i) Past experience working at The University of North Carolina at Chapel Hill3

j) Risks associated with Vendor’s offer

1. The University, in its sole discretion, may or may not conduct a line-by-line review of the Bell Building Bid

Response Form to ensure that all required devices are included. Pricing for each furniture type will be evaluated as a complete and operational system.

2. Vendor must provide a detailed Furniture installation schedule coordinated with the building construction schedule.

3. Vendor may be disqualified from any evaluation or award if the Vendor or any key personnel proposed, has previously failed to perform satisfactorily during the performance of any contract with the University, or violated rules or statutes applicable to public bidding in the State of North Carolina.

7.3 BEST AND FINAL OFFER (BAFO)

The University reserves the right to negotiate with one or more Vendor(s), and to request such Vendor(s) to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the University.

7.4 POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the offers 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.

https://www.doa.nc.gov/documents/statetermcontracts/stc5610a/5610a-furniture/open https://webstore.ansi.org/ https://www.bifma.org/

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 records as provided by N.C.G.S. §132-1.2 must be clearly marked as such in the offer when submitted. Under 1 NCAC 05B.0103, price information shall not be deemed confidential.

8.0 VENDOR INFORMATION AND INSTRUCTIONS

8.1 GENERAL CONDITIONS OF OFFER

8.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all references, enclosures and attachments (including but not limited to the Design Documentation), and comply with all specifications, requirements and the University’s intent as specified herein. Vendors are also responsible for obtaining and complying with all addenda and other changes that may be issued in connection with this RFP. If a Vendor discovers an inconsistency, error or omission in this RFP, the Vendor should request a clarification from the University’s contact person.

8.1.2 RIGHTS RESERVED

While the University has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the University to award a contract. Upon determining that any of the following would be in its best interests, the University may:

a) waive any formality, informality, or technicalit:.

b) amend the solicitation;

c) not award one or more line item(s);

d) cancel or terminate this RFP;

e) reject any or all offers received in response to this RFP;

f) waive any undesirable, inconsequential, or inconsistent provisions of this RFP;

g) if the response to this solicitation demonstrate a lack of competition, negotiate directly with one or more Vendors;

h) not award, or if awarded, terminate any contract if the University determines adequate funds are not available; or

i) if all offers are found non-responsive, determine whether Waiver of Competition criteria may be satisfied, and if so, negotiate with one or more known sources of supply.

8.1.3 SOLICITATION AMENDMENTS OR REVISIONS

Any and all amendments or revisions to this document shall be made by written addendum from the University.

8.1.4 ORAL EXPLANATIONS

The University will not be bound by oral explanations or instructions given at any time during the RFP process or after award.

8.1.5 PROHIBITED COMMUNICATIONS

During the evaluation period (i.e., from the offer deadline through the date of contract award, if any), each Vendor submitting an offer (including its representatives, subcontractors and/or suppliers) is prohibited from having any communications with any person inside or outside of the University if the communication refers to the content of Vendor’s offer or qualifications, the contents of another Vendor’s offer, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication or information that could reasonably be considered to have the effect of directly or indirectly influencing the evaluation of offers and/or the award of the contract. Any Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the University’s sole discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the University would not be served by the disqualification.

Only (a) those discussions, communications or transmittals of information authorized or initiated by the University regarding this RFP, or (b) general inquiries directed to the University’s contact person named on the first page of this RFP regarding details of the RFP (prior to offer submission) or the status of contract award (after offer submission) are excepted from this provision.

8.1.6 AWARDS

The State of North Carolina has implemented the North Carolina electronic Vendor Portal (eVP) that allows the public to retrieve award notices and information on the Internet at https://evp.nc.gov. This information may not be available for several weeks depending upon the complexity of the acquisition and the length of time to complete the evaluation process.

8.1.7 PROTEST PROCEDURES

Protests of awards exceeding $25,000 in value must be submitted to the University at the address given on the first page of this document. Protests must be received by the University within fifteen

(15) calendar days from the date of the RFP award and provide specific reasons and any supporting documentation for the protest. All protests are governed by 9 NCAC 06B.1102.

8.2 GENERAL INSTRUCTIONS FOR VENDOR

8.2.1 PRE-OFFER CONFERENCE AND TOUR

What: Mandatory pre-offer conference and tour

Who: All Vendors intending to submit an offer in response to this RFP

When: March 18, 2025 at 2:30 PM EST

Where: Kenan Center, Room 204 – located at 300 Kenan Center Drive, Chapel Hill, NC

Tour Items: Vendors touring the building will need to bring their own PPE, which include Hi- Viz vest, protective helmet, protective eyewear or glasses and no open- toed shoes.

Parking: All attendees must park in the Visitor Lot at the south side of Kenan Center Drive.

The Visitor Lot is only accessible from Mason Farm Road. Kenan Drive is closed for construction access only.

Parking Passes: All attendees must obtain a parking pass in one of the following two ways:

1. Prior to the conference, attendees can obtain a digital parking pass which must be printed and placed on their vehicle’s dashboard. Contact Maggie Rohrs at maggie_rohrs@kenan-flagler.unc.edu for a digital parking pass or any additional information regarding access to the Visitor Lot.

2. On the day of the conference, attendees can obtain a physical parking pass from the main reception desk on the first floor of the Kenan Center.

Contact Information: Michael Ambrose, AIA, 215.816.8695, michael.ambrose@fac.unc.edu

NOTE: Mr. Ambrose may ONLY be contacted by vendors with questions related to pre-offer https://evp.nc.gov/ mailto:maggie_rohrs@kenan-flagler.unc.edu mailto:michael.ambrose@fac.unc.edu conference and tour logistics – reference Section 8.1.5 (Prohibited Communications) of this

RFP.

Vendor must have at least one (1) representative in attendance at a mandatory pre-offer conference and tour to be held on March 18, 2025 at 3:00 PM EST. Offers received from any Vendor that did NOT have a representative in attendance at the pre-offer conference and tour will be rejected.

In-person attendance is required. All attendees must sign in upon arrival and clearly indicate the Vendor represented on the sign-in sheet. Attendees are strongly encouraged to arrive on time. ANY

VENDOR REPRESENTATIVE ARRIVING AFTER 2:30 PM ET WILL NOT BE ALLOWED TO SIGN

IN OR ENTER THE CONFERENCE ROOM, NOR SHALL THEIR OFFER BE CONSIDERED.

Attendees will tour the new Bell Hall building immediately following the pre-offer conference – the total duration of the conference and tour is estimated at two (2) hours.

The purpose of this pre-offer conference and tour is for all prospective Vendors to apprise themselves with the conditions and specifications which will affect the performance of the work called for by this RFP. Vendors must stay for the entire duration of the conference and tour. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.

Vendors are cautioned that any information released to attendees during the conference or the tour which conflicts with, supersedes, or adds to specifications in this RFP must be confirmed by written addendum before it can be considered to be a part of this RFP – reference Section 8.2.2 (Questions Concerning the RFP) of this RFP.

8.2.2 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until March 27, 2025 at 3:00 PM ET (the “Written Questions Deadline”). Date and time of receipt shall be as indicated on the email received by the University; late submissions will not be accepted.

Vendors’ questions posed orally at the pre-offer conference and tour must be reduced to writing by the Vendor and provided to the University in accordance with this Section 8.2.2. Oral answers are not binding on the University.

Written questions must be submitted to the contact person listed on Page One of this RFP via email.

Please enter “Questions Solicitation 65-McColl_Bldg_Bell Hall_LLB_2025” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number

8.2.3 ADDENDUM TO RFP

If written questions are received prior to the Written Questions Deadline, an addendum comprising all such questions and responses to those questions, or any additional terms deemed necessary by the University, shall become an addendum to this RFP and will be provided via the eVP.

Critical updated information may be included in these addenda, if any. Therefore, it is important that all Vendors submitting an offer in response to this RFP periodically check the eVP for any and all addenda that may be issued prior to the offer deadline.

8.2.4 COSTS RELATED TO OFFER SUBMISSION

Costs for developing and delivering an offer in response to this RFP and any subsequent interview, oral presentation, or product demonstration as requested by the University are entirely the responsibility of the Vendor. The University is not liable for any expense incurred by the Vendors in the preparation or presentation of their offers.

All materials submitted in response to this RFP become the property of the University and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the University and the Vendor resulting from this RFP process.

8.2.5 ALTERNATE OFFERS

The basis of design furniture specifications has been carefully constructed with the University.

Substitutions that are of a comparable design style, cost and quality to the BOD specification will be considered for the items with an alternate line item (highlighted in green) provided in the bid response form, unless discussed with the Architect prior. In the Bid Response Form, all substitutes should be listed as alternates and not included in the overall subtotal. Bidders are required to price BOD and Brand Specific item (highlighted in grey) specification per the Bid Response Form even if a substitution is provided.

For items that are specified with alternate choices, all alternates should be priced for this RFP. Only one type of alternate will be chosen, and therefore included in the final furniture specification package.

Notwithstanding the foregoing, alternate offers may be rejected if not found to be substantially conforming at the sole discretion of the University.

MODIFICATIONS TO OFFER

An offer may not be unilaterally modified by the Vendor after the offer deadline.

8.2.6 BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the University reserves the right to reject any or all offers, in whole or in part, based on the following:

a) late offers;

b) unsigned offers;

c) the University’s determination that the offer is unsatisfactory as to quantity, quality, delivery, price or service offered;

d) the Vendor’s failure to comply with the intent or conditions of the solicitation document;

e) the lack of competitiveness due to collusion or due to the knowledge that reasonably available competition was not received;

f) error(s) in specifications or indication that revision(s) would be to the University’s advantage;

g) cancellation of, or changes in, the intended project or other determination that the commodity or service is no longer needed;

h) limitation or lack of available funds;

i) circumstances that prevent determination of the lowest priced or highest qualified technically acceptable offer or the Best Value offer; or

j) any determination that rejection would be in the best interest of the University.

8.2.7 VENDOR REGISTRATION WITH THE SECRETARY OF STATE

Vendors do not have to be registered with the NC Secretary of State to submit an offer; however, in order to receive an award/contract with the University, they must be registered. Registration can be completed at the following website: https://www.sosnc.gov/Guides/launching_a_business.

https://www.sosnc.gov/Guides/launching_a_business

8.2.8 VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM

The North Carolina electronic Vendor Portal (eVP) allows Vendors to electronically register with the State of North Carolina to receive electronic notification of current procurement opportunities for goods and services available at the following website: https://evp.nc.gov.

This RFP is available electronically on the eVP.

8.2.9 VENDOR INFORMATION

Vendor shall return with its offer a completed Attachment C: Description of Offeror Form.

8.3 INSTRUCTIONS FOR OFFER SUBMISSION

8.3.1 GENERAL INSTRUCTIONS FOR OFFER

Vendors are strongly encouraged to adhere to the following general instructions in order to bring clarity and order to the offer and subsequent evaluation process:

a) Organize the offer in the exact order in which the specifications are presented in the RFP.

The Execution Page of this RFP should be placed at the front of the offer. Each page should be numbered. The offer should contain a table of contents, which cross-references the RFP specification and the specific page of the response in the Vendor's offer.

b) Provide complete and comprehensive responses with a corresponding emphasis on being concise and clear. Elaborate offers in the form of brochures or other presentations beyond that necessary to present a complete and effective offer are not desired.

c) Clearly state your understanding of the problem(s) presented by this RFP including your proposed solution’s ability to meet the specifications, including capabilities, features, and limitations, as described herein, and provide a cost offer.

d) Supply all relevant and material information relating to the Vendor’s organization, personnel, and experience that substantiates its qualifications and capabilities to perform the Services and/or provide the goods described in this RFP.

e) Furnish all information requested; and if response spaces are provided in this RFP, the Vendor shall furnish said information in the spaces provided. Any references in an answer to another location in the RFP materials or offer shall have specific page numbers and sections stated in the reference. Further, if required elsewhere in this RFP, each Vendor must submit with its offer sketches, descriptive literature and/or complete specifications covering the products offered.

f) Only information that is received in response to this RFP will be evaluated. References to information previously submitted or available via the internet will not suffice as a response to this solicitation.

g) Any offer that does not adhere to these instructions may be rejected.

8.3.2 OFFER ORGANIZATION

The offer should be organized and indexed in the following format and should contain, at a minimum, all listed items below.

a) Completed and signed Execution Page

b) Completed eVP Number form

c) Signed receipt pages of any addenda released in conjunction with this RFP

d) Completed and signed Requirements Checklist (Attachment G)

e) Completed Description of Offeror Form (Attachment C) https://evp.nc.gov./

f) Information and documentation requested including but not limited to the following:

i) Completed Bell Building Bid Response Form

ii) Statement of Compliance

iii) Bidder Information

1) General Company and Team Information

2) Project References and documentation examples

3) Other Work Performed for the University

iv) Subcontracting Information

v) Statement of Warranty and Service Contract

vi) Schedule of Installation: Provide a detailed process outlining and schedule depicting your furniture installation process based on the provided project schedule and floor plans. Provide detailed installation milestone schedule from order placement to client move in.

vii) Non-Obsolescence Clause: Provide a non-obsolescence statement from system manufacturer guaranteeing availability of compatible products for a minimum ten-year period.

viii) Day 2 Furniture Purchases and Services: Provide a description of the effecting duration of pricing holds for any day-2 purchases by Client as well as day-2 services offered by your company

ix) Additional Incentives: Provide descriptions of any additional incentives/discounting that will be offered by dealer/manufacturer upon award of the project.

g) Proof of required insurance (reference Section 5.5 of this RFP)

h) Signed Vendor Certification Form (Attachment D)

i) Completed Location of Workers Utilized by Vendor Form (Attachment E)

j) Completed and signed Certification of Financial Condition Form (Attachment F)

k) Vendor may attach other supporting materials that it feels may improve the quality of its response. These materials should be included as items in a separate appendix.

8.3.3 OFFER SUBMITTAL

Due date and time: April 17, 2025 at 3:00 PM EST Offers must be submitted (a) by the due date and time, (b) via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov, and (c) with the Execution Page signed and dated by an official authorized to bind the Vendor’s firm.

IMPORTANT NOTE: It is the Vendor’s sole responsibility to upload their signed offer to the eVP by the specified due date and time. Vendor shall bear the risk for late electronic submission due to unintended or unanticipated delay, including but not limited to internet issues, network issues, local power outages, or application issues.

Offers will be deemed non-responsive and will be rejected if any of the following are true:

a) Offer was submitted after the due date and time (i.e., late offers);

b) Offer was not submitted via the eVP (e.g., offer was submitted via facsimile (FAX) machine, telephone, email, or in any hardcopy format); or https://evp.nc.gov/

c) Offer was not signed on the Execution Page by an official authorized to bind the Vendor’s firm.

All file names should start with the Vendor’s 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.

File contents SHALL NOT be password protected, file formats must be in .PDF, .JPEG, .DOC or .XLS format, and files shall be capable of being copied to other sources. Inability by the University to open the Vendor’s files may result in the Vendor’s offer being rejected.

If the Vendor’s offer contains any trade secrets (as defined in Attachment B, Section 17 (c) (Protection of Vendor Trade Secrets under NC Public Records Act)), then the Vendor must provide one (1) signed, original electronic copy and one (1) redacted electronic copy.

Additional information can be found via the North Carolina eProcurement Vendor Training link:

https://eprocurement.nc.gov/training/vendor-training.

Questions or issues related to using the eVP should be directed to the North Carolina eProcurement Help Desk – reference the following link: https://eprocurement.nc.gov/contact.

8.3.4 PUBLIC OPENING

The name of each Vendor will be announced at a public, virtual Zoom meeting to be held at 3:00 PM EST on April 17, 2025. Attendance is optional – please use the following information to join the meeting:

Meeting Zoom Link: https://unc.zoom.us/j/96260997430 Meeting ID: 962 6099 7430

8.3.5 TABULATIONS

All offers (except those that (a) have been previously withdrawn, or (b) are found to be non-responsive) will be tabulated. The tabulations shall be made public via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov.

9.0 OTHER REQUIREMENTS AND SPECIAL TERMS

9.1 VENDOR UTILIZATION OF WORKERS OUTSIDE THE UNITED STATES

In accordance with N.C.G.S. §143B-1361(b), the Vendor must detail in its offer the manner in which it intends to utilize resources or workers located outside the United States. The University will evaluate the additional risks, costs, and other factors associated with such utilization.

Vendor shall return with its offer a completed Attachment E: Location of Workers Utilized by Vendor Form.

9.2 FINANCIAL STABILITY

The Vendor shall provide evidence of financial stability by returning with its offer a completed Attachment F:

Certification of Financial Condition Form.

9.3 VENDOR’S REPRESENTATIONS

9.3.1 QUALIFIED PERSONNEL

Vendor represents and warrants to the University that qualified personnel will provide all services in a professional manner. “Professional manner” means that the personnel performing the service(s) https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/contact https://unc.zoom.us/j/96260997430 will possess the skill and competence consistent with the prevailing business standards in the industry.

9.3.2 INTELLECTUAL PROPERTY

Vendor represents and warrants to the University that (a) it has the right to provide the goods and services without violating or infringing any law, rule, regulation, copyright, patent, trade secret or other proprietary right of any third party, and (b) its goods and services are not the subject of any actual or threatened actions arising from, or alleged under, any intellectual property rights of any third party.

9.3.3 INHERENT SERVICES

If any goods or services, functions, or responsibilities not specifically described in this RFP are (a) required for Vendor’s proper performance, provision or delivery of the goods or services, or (b) an inherent part of or necessary sub-task included within the goods or services, they will be deemed to be implied by and included within the scope of any resulting contract to the same extent and in the same manner as if specifically described in this RFP.

9.3.4 VENDOR PERFORMANCE

Vendor warrants that it has the financial capacity to perform and to continue to perform its obligations under any resulting contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance under any resulting contract; and that entering into any resulting contract is not prohibited by any other contract, or order by any court of competent jurisdiction.

9.4 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of any resulting contract without prior written approval by the University. The individuals designated as key personnel for purposes of any resulting contract are those specified in the Vendor’s offer. Any desired substitution shall be noticed to the University in writing accompanied by the names and references of Vendor’s recommended substitute personnel. The University will approve or disapprove the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under any resulting contract. Upon such termination, the University may request acceptable substitute personnel or terminate the services provided by such personnel.

9.5 SECURITY AND BACKGROUND CHECKS

Any personnel or agent of Vendor performing services under any contract arising from this RFP may be required to undergo a background…