1. General Information

1.1. Purpose:

University of Wisconsin Green Bay is fielding bids for a contractor to supply and install upgrades for the networking and audio/video capabilities withing the Phoenix Rooms located in the University Union. This space is one of the main utilized spaces on campus for programming that occurs on campus. The room can be divided into multiple sections. We need the spaces upgraded to be more user-friendly and open to many different networking connections.

1.2. Scope:

Technical Specifications (Section 6) outlines the project expectations with instructions for each room. Bidding vendors must meet these expectations in their bid response and also be able to provide documented proof of certifications. The University does not guarantee to purchase any specific quantity or dollar amount. The estimated item quantities identified in this Request for Bid are for bid purposes only.

The University reserves the right to negotiate with any contracted vendor(s) to establish additional discounts and/or lower prices for products determined to meet the requirements of a University-led initiative to set product standards.

Contract vendor(s) may be asked to provide new, lower prices for these standard products and configurations for a limited, fixed term, to fall within the term of the contract resulting from this Request for Bid.

1.3. Definitions:

The following definitions are used throughout this document:

- Buyer means UW purchasing agent responsible for this Request for Bid.

- Bidder means a firm submitting a bid in response to this Request for Bid.

- Contractor means successful Bidder awarded the bid.

- CT means Central Time.

- DVB means Disabled Veteran-Owned Business.

- MBE means Minority Business Enterprise.

- Purchasing card means State credit card.

- Purchasing means the UW Purchasing department responsible for the procurement of goods and services.

- RFB means Request for Bid.

- Sourcing Module means the ShopUW+ Sourcing Event Module.

- State means State of Wisconsin.

- University and UW both mean the University of Wisconsin-GREEN BAY.

- WBE means Woman-Owned Business Enterprise.

1.4. eSupplier/VendorNet Registration:

Registration on the State of Wisconsin’s eSupplier Portal (eSupplier.wi.gov) is available free of charge to all businesses and organizations that want to sell to the state. Refer to Bidder Response: Registration and Sign-in Process for further instructions. Registration allows a vendor to:

• Register for a bidders list for commodities/services that the vendor wants to sell to the state.

• Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

• Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

Only vendors registered, with a valid e-mail address, at the time the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website;

or other means assume responsibility for checking for updates to the RFB or RFP.

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST https://esupplier.wi.gov/starcontent/eSupplier/eSupplier%20-%20Registering%20as%20a%20Bidder.pdf

NOTE: Registration with eSupplier/Vendornet does not register the bidder with the ShopUW+ Sourcing Event Module.

Instructions for registering with the Sourcing Module can be found here: Supplier Login or Join JAGGAER Supplier Network (sciquest.com)

1.5. Orders:

Under this contract, Specific order(s), Standing order(s), or Purchasing Card order(s) may be issued to the Contractor(s).

Bidder should identify the method by which they will accept orders against this contract (e.g. e-mail, internet, mail, phone, etc.).

• Specific order(s): issued as one-time orders.

• Standing order(s): issued for a specified period of time, to allow departmental personnel to issue releases against the Standing order(s) as needed.

• Purchasing Card order(s): issued as one-time order(s).

1.6. Campus Delivery Requirements:

• Delivery of orders shall be made to University departments five days per week, Monday through Friday, during normal University business hours.

• Contractor shall follow the delivery requirements outlined by the ordering campus. Contact the ordering department or the Purchasing office for specific policy language, restrictions and a campus map.

• Any unique delivery arrangements must be pre-approved by contacting the ordering department.

1.7. Parking:

University parking is very limited. Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through the University’s transportation or the ordering department’s business office. No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

1.8. Promotional Materials/Endorsements:

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

1.9. Energy Star:

The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star™ requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM) and the EPA. It is not mandatory that every device offered under this bid meet Energy Star requirements, but the bulk of the product line should be energy efficient. Bidder should identify those items which meet the Energy Star requirements.

1.11 Special Pandemic and Emergency Operations Considerations:

The University of Wisconsin System, individual campuses, municipalities, counties, or the State or Federal government may have emergency orders or guidelines in place mandating or recommending measures such as face masks, protective gear, hand washing, temperature checks, symptom reporting, social distancing, or other temporary public health and safety measures. All suppliers visiting UW campuses or participating in UW sponsored activities, whether on or off campus, must comply with all relevant University, campus, government, and public health and safety mandates and guidelines unless specifically exempted by the applicable legislation, executive order or public health order. UW reserves the right to impose additional health and safety requirements, processes, and procedures at any time. Bidders, contractors and suppliers and their support personnel present in person at any UW site or event must comply with all such applicable measures in effect at that location.

https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=UWisconsin https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=UWisconsin

2. Process Instructions

2.1 Term of Contract:

It is the intent of the University to start the resulting Contract upon successful negotiations. The contract shall be effective on the contract execution date and shall run for ONE (1) year from that date.

2.2 F.O.B. Job Site:

Services are to be performed at locations indicated when orders are placed. Delivery of all materials shall be F.O.B. job site, freight paid by Contractor. Contractor shall have a representative present at the delivery site when materials are direct shipped. University employees will not accept deliveries on behalf of the Contractor. The University shall not be responsible for any materials received or accepted on behalf of the Contractor.

2.3 Oral Presentations, Product Demonstrations and Site Visits (Pre-Award):

The University, at its sole discretion, may require oral presentations, product demonstrations and/or vendor location site visits to validate information submitted with the bids. Failure of a bidder to conduct a presentation on the date scheduled or allow an on-site/vendor site visit may result in rejection of the bid. These events cannot be used as an opportunity to alter bids submitted.

2.4 Reasonable Accommodations:

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request.

2.5 Appeals Process:

Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code. No later than five business days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be received by:

The Office of the Procurement Director of the University of Wisconsin System The University of Wisconsin-SYSTEM ADMINISTRATION

780 REGENT STREET - MADISON, WI 53715

With a copy to:

Director of Purchasing Services University of Wisconsin-GREEN BAY

2420 NICOLET DRIVE - DAVID A. COFRIN LIBRARY SUITE 730 - GREEN BAY, WI 54311

The complete protest must be received by both parties listed above no later than ten business days after the date of solicitation or the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated. The decision of the University regarding the protest may be appealed to the Secretary of the Department of Administration within five working days after denial by the University, with a copy of such appeal filed with the University.

2.6 Method of Bid:

The Bidder shall submit a net lump sum price to complete the project based on the expectations outlined in section 6, an Prices shall be in U.S. dollars unless otherwise indicated. In the event of errors in calculation, unit price shall prevail. As an attachment to the bid we ask that bidders provide a line item report of materials and labor to supplement the lump sum amount that is bid.

2.7 Method of Award:

Award(s) shall be made on the basis of the lowest net lump sum to complete the project. The University shall only award to one bidders. Bids that state the University shall guarantee orders of a specific quantity or dollar amount will be disqualified. The University is the sole determinant of its best interests.

• Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran-Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid or the bid is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m) (b)2,3, 16.75(3m) (c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

• Life Cycle Cost Life Cycle Cost formulas may be used in evaluation for bid awards which may include, but are not limited to: the applicable costs of energy efficiency, acquisition and conversions, interest charged, transportation, warranties, maintenance fees, licenses, disposal or any other costs not directly related to the bid

3. Bidder Qualifications

3.1 Bidder Experience:

Bidder company must be in the business of providing the requested items/services and must have done so for the past THREE (3) years.

3.2 Authorization:

Bidder must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer with service and repair capabilities for the item. Provide account number with manufacturer, as applicable, in the TECHNICAL RESPONSE

QUESTIONS.

3.3 Minimum Order:

Bids that require any minimum order quantity or dollar amount may be disqualified.

3.4 Trademark:

Bidder must be, or must become, a UW Licensee for items bearing trademarks, logos or other symbols of the University in which the University has a proprietary licensed or copyright interest.

4. Performance and Contract Requirements

4.1 Firm Prices:

• Prices must remain firm for one year from the date of final contract signature. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

• Price increase requests proposed after the initial Contract term must be received by Purchasing in writing 30 calendar days prior to the beginning of the next contract term for acceptance or rejection. Proposed price increases are limited to fully documented cost increases submitted with the request. If Purchasing deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or part or to negotiate price increase requests with the Contractor.

• Price increases must be labeled with the contract number and should be submitted in the same format as the original bid. Any price increase requested that is not submitted in the proper format may be rejected.

4.2 F.O.B. Destination and Installed:

All deliveries shall be FOB Destination and Installed. Delivery and installation charges and risk of loss shall be borne by the Contractor.

Items are to be installed at 2420 Nicolet Drive in the University Union, F.O.B. Destination Installed. Bid prices must include all packing, freight, insurance, set-up, instruction and operation manual charges, excluding any import/export costs. Items must be set in place and connected to utilities, as applicable, installed in the area designated by University personnel, demonstrated to be in operating condition, and approved by University personnel. All debris must be removed from the University premises and properly disposed of by the Contractor. Upon installation, all operating instructions and operating and maintenance manuals must be furnished to University personnel. You may be asked to Indicate the Country of Origin and Shipping Point. See University Imports clause if applicable.

Failure to bid FOB Destination Installed delivery and installation charges and risk of loss borne by the Contractor in price may disqualify your bid.

University personnel shall perform all programming of the A/V Equipment. Contractor just needs to make sure equipment is installed and power is supplied, and equipment is in working order.

4.2 University Imports:

Definitions:

• Custom Charges/Fees: typically includes, but is not limited to, United States duties, if applicable; port of entry documentation fees; custom clearance fees; applicable tax; etc.

• University Imports: When the University is the Importer of Record or has responsibilities for paying Custom

Charges/Fees for products purchased directly from a foreign country.

Bids must include costs from bidder’s door to port of destination and local delivery charges. Custom Charges/Fees should not be included in the bid price. The University will be responsible for determining Custom Charges/Fees from a University designated customs broker and adding the cost to the bid price. If these charges are identified in your bid, they will be deducted from your total bid price and the University’s estimate added instead. This adjusted total cost will serve as the basis for award.

The University will be responsible for arranging the payment of all United States Custom Charges/Fees, if applicable.

The awarded Contractor must use the University's contracted customs broker, as identified on the purchase order.

Customs charges will not be paid to the awarded Bidder or anyone other than the University’s designated customs broker under any circumstances, unless previously agreed to in writing by the University.

4.3 Requirements for Criminal Background Checks:

• Background Checks of Contracted Individuals

This contract is contingent upon, prior to the commencement of services, the independent Contractor passing a criminal background check performed by the Criminal Background Check Coordinator of the unit for which the individual will be engaging in activities or rendering services. This background check will evaluate whether the individual has any pending charges or convictions that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

• Background Checks of Contractors This contract is contingent upon, Contractor supplying workers who have passed a criminal background check that includes a national criminal background check database demonstrating the worker has no convictions or pending criminal charges that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

4.4 Mandatory Reporting of Child Abuse or Neglect:

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, contractor, etc.), or the incident or threat of child abuse or neglect occurred on a UW campus or during a UW-sponsored event, the Contractor shall also report to the Police Department.

4.5 Intellectual Property:

The Contractor warrants that to the best of its knowledge all materials furnished and used are its own original material or material which they have obtained permission to use for the purposes of this Agreement.

The parties agree that Contractor's work under this Agreement is a "work for hire" and that the owner of such work, including any inventions made during the performance of the work, is The Board of Regents of the University of Wisconsin System. If for any reason the work performed by Contractor under this Agreement is found not to constitute a work for hire, then, in consideration for the payment set forth under this Agreement, Contractor hereby assigns all rights in the intellectual property created to The Board of Regents of the University of Wisconsin System.

The Contractor agrees that all other rights pertaining to the work furnished under this agreement, including any royalties or fees that may accrue, shall belong to the Board of Regents of the University of Wisconsin System.

4.6 Timeliness of Delivery:

Delivery of equipment is desired on or before June 30, 2026. Install work then could take place between July 12 through July 24 or July 27 through August 11. Timeliness of delivery may be used in evaluation for bid award. The university has events in the rooms on July 25 and August 12 that cannot be moved.

Once awarded, failure to meet this delivery date may result in cancellation of order (award). The University reserves the right to contract with a second vendor/contractor to receive the items/services per delivery requests.

The contractor is required to notify the ordering department of any back order, discontinuation of item(s) or other delays in shipping within 5 business day(s) of a receipt of order or release against existing order(s).

4.7 Additional Services:

Additional related services may be added to this Contract at the discretion of the University. Prices shall be consistent with the Contract prices for like services currently included in the Contract. Contractor should promptly notify the University of new or discontinued services.

4.8 Invoicing Requirements:

• Invoices for Purchase Orders

Contractor must agree that all invoices and purchasing card charges shall reflect the discounts and net prices established for the items/services on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order or at time of purchasing card order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of properly submitted invoices by University Accounts Payable. Before payment is made, Accounts Payable must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will be officially processed for payment. The Prompt Payment Policy requires that your invoices be clear and complete and in conformity with the list below and must be itemized showing:

o Contractor name o remit to address o purchase order number o release number if given o date of order/release o item manufacturer’s name or abbreviation (if applicable) o complete item description including catalog, model and/or stock number(s) identical to those stated in bid o prices per the Contract

At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to the address provided in the BILLING INFORMATION section of the PO, unless the customer identifies and establishes a different bill-to location.

• Purchasing Card:

Order confirmation shall contain the same detail as listed for Purchase Orders and should be sent to the address given at the time the order is placed. Any fees charged for use of the University’s purchasing card program are not allowed.

4.9 Refund of Credits:

The contractor agrees to pay the state within 60 days, at the state's request, any credits resulting from the order which the state determines cannot be applied to future invoices.

4.10 Invoice Dispute:

Pursuant 16.528(3)(e) the UW System will notify supplier by e-mail or mail, at its discretion, of any disputed invoice.

4.11 Payment Terms:

Payment will not be made until the item/service is determined to meet all specifications and has been accepted by the University. The University will pay the Contractor NET 30 DAYS as accepted by the University.

4.12 Training:

If requested, Contractor must provide personnel with instructions on set-up and operation of the items at no charge to the University. Training requirements will be negotiated with the Contractor if not identified in the bid specifications.

4.13 Insurance:

The Contractor shall maintain insurance levels as required in the DOA 3054 Standard Terms and Conditions – Section

23.0. A certificate of insurance must be provided upon award.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” as an ‘additional insured’ under the commercial general, automobile, and Contractor's liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

4.14 Performance Meetings:

The Account Representative and/or Contract Administrator must be available to meet as required with the University's Contract Administrator to evaluate contract implementation and performance and to identify continuous improvement.

4.15 Subcontracting:

• Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

• If the bidder plans to subcontract out any labor of the project that information must be provided in a proposal form, the university shall have the right to refuse the bid based on decision to subcontract any part of the contract.

• The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

• Subcontractors must abide by all terms and conditions under this Contract.

• If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

4.16 Travel Per Diems:

All of the Contractor’s travel and per diem expenses shall be the Contractor’s sole responsibility. Payment to the Contractor by the University shall not include an additional amount for this purpose.

4.17 Activity Reports:

Contractor should be able to report on an annual basis all items/services purchased against this contract during the designated report period, including but not limited to:

• Date of order/release

• Item manufacturer’s name or abbreviation (if applicable)

• Complete item description including catalog, model and/or stock number(s) identical to those stated in bid

• Prices per the Contract

4.18 Contract Termination:

• The University may terminate the Contract at any time, without cause, by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

• Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 10 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as, but not limited to, failure to provide any of the Terms, Conditions or Specifications.

• If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

• Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, the University has the right to cancel and terminate the Contract without notice.

• If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

• All notices of performance failure must be submitted in writing to the Purchasing Office- 2420 NICOLET DRIVE - DAVID A. COFRIN LIBRARY SUITE 730 - GREEN BAY, WI 54311. Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department.

4.19 Record and Audit:

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures.

All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

4.20 Entire Contract:

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The RFB, the bid response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Resulting Contract Award B. This Original Request Bid including amendments/attachments C. Bidder response to RFB D. Official Purchase Order (when applicable)

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Department; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department.

Any exceptions to this RFB should be submitted with your response and alternative language proposed. Submitting a standard Bidder contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the bid.

The University reserves the right to negotiate contractual terms and conditions or reject the Bidder’s response and proceed to the next qualified bidder.

5. Specifications

5.1 Bid Response:

The Bidder’s response must be clearly identified by manufacturer and catalog/model/stock number and/or appropriate identification as requested. Adequate detailed specifications of the items/services being offered or bid must be included with your bid to ensure that the items/services being bid can be compared to determine if the items/services meet all specifications.

If you are bidding alternate items/services, provide complete specifications, documents and materials showing performance features and details for the items/services you propose to furnish for each item/service being bid. These will be used to establish equivalency. The University will be the sole judge of equivalent acceptability between Bidders’ responses.

5.2 Warranty:

Contractor must honor, at a minimum, the manufacturer's standard warranty on items and/or parts purchased under this contract. Bidder must provide warranty and service level information in the TECHNICAL RESPONSE QUESTIONS and should enclose standard warranty documents with your bid.

5.3 NRTL Certification:

The University strives to make sure all equipment purchased has the appropriate United States (US) NRTL certification (Nationally Recognized Testing Laboratories (NRTLs) | Current List of NRTLs | Occupational Safety and Health Administration (osha.gov)). Bidders should provide a list of all NRTL certifications their proposed product has achieved in their bid/proposal response. The University reserves the right to add the costs associated with acquiring an independent US NRTL certification to the submitted bid price to establish comparable costs across all responses. Preference may be applied to products that will have US NRTL certifications prior to shipment.

5.4 Maintenance and Repair:

• Contractor must provide in-store or depot repair service for items purchased as result of this bid. Contractor must return repaired item within 15 days of receipt at the Contractor’s location.

• Contractors must have access to replacement parts within 10 days to service all machines identified under this bid.

• Service calls received after noon must be acknowledged by noon of the next business day and the machine must be serviced within 5 days of initial call. The service representative shall leave the ordering department a copy of a dated, written report indicating the service performed. This report must be signed by the University employee in charge of the machine.

• Contractor must complete all maintenance or repair services within 10 days of the initial call. If Contractor cannot complete all services within this time, the Contractor must provide a progress report of the repair to the department. The service representative shall leave with the ordering department a copy of a dated, written report indicating the service performed. This report must be signed by the University employee in charge of the machine.

• Contractor shall provide unlimited call-back maintenance service during normal business hours, defined as 8 A.M. to 5 P.M., Monday through Friday, excluding holidays.

• Within 90 days of shipment UW Green Bay has the right to send back any broken or nonfunctioning gear free of charge back to the contract for replacement.

5.5 Additional Vendors:

Purchasing shall have the option to contract with another vendor to repair or service machines if Contractor is unable to repair equipment for any reason or make necessary repairs on a timely basis.

5.6 Emergency Situations:

In the event of an emergency situation (pandemic, snowstorm, etc.), Contractor must be prepared to supply the University with the items/services on this bid as required. An emergency preparedness plan to serve the University, and the items/services that are available to meet emergency needs, must be provided if requested by the University.

https://www.osha.gov/dts/otpca/nrtl/nrtllist.html https://www.osha.gov/dts/otpca/nrtl/nrtllist.html

Minimally, this plan should include emergency contract information, product and service level availability, staffing, equipment, and logistics plan.

5.7 Employee Identification:

All the Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented. Any identification must be provided by the Contractor at the Contractor’s cost. NOTE: Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

5.8 On-Site Demonstration:

An on-site demonstration of any product may be required for evaluation purposes. This demonstration is to be without expense or obligation to the University. The University will not be liable for any loss or damage. If requested, the demonstration must occur as negotiated with the Contractor.

5.9 Purchased Services – USA Requirement:

The State of Wisconsin requires purchased contractual services to be performed in the United States (Wis Stats 16.705 (1r)). Contractor warrants that the services provided to the University under this contract will be performed in the United States. The inability to perform services in the United States shall be grounds for disqualifying your bid for this contract.

5.10 Environmentally Friendly (“Green”) Product:

Contractors are encouraged to identify products that are made of recycled products, that use environmentally friendly production methods, or that can be recycled at the end of their service life. The UW will make every effort to purchase “Green” products wherever feasible or possible based on individual project needs and funding available.

6. Technical Requirements

Scope:

Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID. If no bidder is able to comply with a given specification, condition of bid or provide a specific item/service requested, Purchasing reserves the right to delete that specification, condition of bid or item without having to complete the bid process again.

Item Description

1. Vendor/company must provide a list of CTS, CTS-I, and CTS-D certs.

2. Vendor must provide Bucket lift certification, Scissor lift Certification, Boom lift Certification and OSHA

Certifications

3. Everything must be shipped to UW Green Bay Union for AV staff to Inventory, test and program. UW-Green Bay shall send back anything that is nonfunctioning.

4. Vendors must have at time of installation Q-Sys and Dante certifications for this project.

5. Winning bidder is shall install OFE networking lines and gear

6. No Crestron parts including cables, sensors, networking gear, end points and other AV items

7. Only Crestron room scheduling touch panels are allowed to be used and only for room scheduling when requested.

8. Speakers, TV’s, Projectors and other items similar must be secured down with proper rigging.

9. Ceiling speakers must be rigged properly installed to manufacture and Avixa standards.

10. If AV team finds anything not properly installed, the contractor is expected to come back and fix the listed items.

11. Any and all networking connections must follow Type B wiring

Breakdown of the Rooms

Model Total Units

Notes / Location

Room A Control Axon C1 Wall Controller Single- Gang networked audio controller

1 Mainly for volume controls

Room A Video Q-Sys NV21 with power supply 1 Decoder must be placed on back of OFE Smart board cart. Vendors will be expected to run networking connections. Please see example 4 .1 and 2.1 for more details. Vendor will be responsible for buying network wall plates made by Hubble and creating connection points. UW GB will supply patch cables.

Sennheiser Team Connect Bar S Conferencing Solution

1 Bar camera with Tri pod for local small events that need to be online.

Vendor does not install this will be a box order part.

Room A Audio Q-Sys AC-C8T 6 Two rows of three ceiling speakers.

Vendor must install new wires and route back to AV rack in room B.

Vendor must follow all rigging standers set at the beginning of the scope of work. Please see Example

1.1 for locations

XLR wall Plate 1 4 Mic/ Line IN and 1 Mic/Line Out on the same plate. Wire must be routed back to room B where the QIO 24F is located. Please see Example 1.1 for the location of the wall plate.

*Note* UW-Green Bay will be supplying Networking cables for room A. Vendor will be installing said networking line back to networking closet in room B.

UWGB will supply 10,000 ft of networking cables for the full project, patch panels, and networking patch cables.

Room B Control Q-Sys TSC-101-G3 2 Must be wall mounted in the room.

Once it is located at the entrance of the space on the right side next to the OFE Spectrum lectern. See example 2.1 for locations.

OFE-Q-sys Serail 1 Must be placed at AV rack in room B for controlling both projectors. RS 232 to HDBaseT DTP extenders.

Room B Video OFE-Projectors 2 1 of the projectors are already mounted and swapped out. We will need the second one mounted. We do have a scissor lift on campus and inspection were done in August 2026 if the vendor needs to copy, please reach out to VandenbJ@UWGB.edu

Q-Sys NV21 with power supply 2 NV21 Encoder (2 total) must be placed in OFE Lecture. Secondary NV21 Encoder must be mounted to stage Lecture. Stage lecture must have 2 outlets attached to OFE Lecture one outlet will be for NV21 power and secondary will be for extra laptop charger. Please make sure there is a wire pig tail of roughly 20ft with 1 data and 1 power 125 plugs. This will be mobile and needs to be easy for student workers to connect and disconnect.

Please see example 2.1 for locations. Vendors will be expected to run networking connections. Please see example 4 .1 for more details. We will also need a Type C connection and HDMI at the lecture.

Q-Sys NV32 1 In Decoder mode with AV pro edge power supply. NV32 Must be properly mounted in AV rack and run DTP Extron RJ 45 extenders. See wiring Example 2.2. HDMI 1 and HDMI 2 will be locked at 1080p 60FPS. HDMI 1 will need to run to Front projector, and HDMI 2 is for the back projector.

Extron DTP T HD2 4K 230 2 One will be used for front projector, and the secondary will be used for Projector 2. Both will run HDBaseT to OFE projectors.

Q-Sys NV1 1 Located at the back of the room below the touch panel. For quick and easy HDMI input. See example

2.1 for location.

Q-Sys 12x80 PTZ 2 One will be mounted on the right side of the projector screen.

Secondary PTZ will be mounted to the left side of the room. Both cameras cannot block view of the projector displaying on the OFE screen. Vendors will be expected to run networking connections. Please see example 4.1 for more details.

Room B Audio Q-Sys PL-CA12 2 Both mounted with yoke mount (PL- CA12-YM) on the left and right of the stage pillars. See example 2.1 for location.

Q-Sys AC-C8T 6 Two rows of three ceiling speakers.

Vendor must install new wires and route back to AV rack in room B.

Vendor must follow all rigging standers set at the beginning of the scope of work. Please see Example

2.1 for locations

Q-Sys MPA-Q 4x500 1 Amp for ceiling speakers in each space and relay controls for screens

Lab Gruppen IPX-2400 1 Location will be on second floor in

Room B. Ch1 and Ch2 will handle both PL-CA12.

Shure SLXD24D/SM58 Dual- Channel Digital Wireless Handheld Microphone System with SM58 Capsules (J52: 558 to 602 + 614 to 616 MHz)

2 Total of 4 handheld mics for Room A+B+C.

Turtle AV TAV-CHAZY-CTLPRO 1 Dante control web interface will handle all Dante traffic. Location will be with the AV rack in Room B.

XLR wall plate 1 4 Mic/ Line IN and 1 Mic/Line Out on the same plate. Wire must be routed back to room B where the QIO 24F is located. Please see Example 2.1 for the location of the wall plate.

AV Rack and Power Expert Power Control 8035 1 Made for AV rack power and need to be connect to the network

Expert Power Control 1121-1 3 One unit for the stage laptop connection, 1 for the PC lecture connection, and 1 for the Projectors connection. All of them need to be networked in *Note* Networking area UWGB will have OFE Networking 4 post rack to where the Q-Sys 610 core will be located. Vendor must supply a 4-post rack that fits through standard doorways 6.9ft. The 4-post rack must fit a core 610 properly and all other networking equipment in the space.

Room C Control Axon C1 Wall Controller Single- Gang networked audio controller (Attero Tech)

1 Mostly volume control wall mounted see Example 1.1

Room C Video Q-Sys NV21 1 Mounted to the back of the display.

Type C and HDMI input goes to TV cart for easy connection. Set in Decoder mode. UW Green bay will also need pig tail for power and data roughly 20ft. Students need to easily hook up and setup this TV cart.

Please use a Hubble wall plate for NV21 Connection. Follow the same rules when it comes to mounting as Room A

Room C Audio Q-Sys AC-C8T 6 Two rows of three ceiling speakers.

Vendor must install new wires and route back to AV rack in room B.

Vendor must follow all rigging standers set at the beginning of the scope of work. Please see Example

3.1 for locations.

XLR wall plate 1 4 Mic/ Line IN and 1 Mic/Line Out on the same plate. Wire must be routed back to room B where the QIO 24F is located. Please see Example 3.1 for the location of the wall plate.

Example 1.1

Example 2.1 Must be safely mounted to the back of the display. Snap AV and Chief have products for this. We will not have any type of Stick tape holding it the back of the TV.

Example 2.1

Example 2.2

Example 3.1

Networking Spec

1. All networking connections must be tested and use Type B wiring. UW Green Bay Networking Tech will be on site with UW Green Bay programmer for AV. UW Green Bay will supply OFE Networking switches, OFE patch cables, OFE 4 post rack, and OFE Patch panel. If the vendor does any other wire type, the specified vendor will be responsible for fixing the wiring. Vendor can pull back cat 5e cable to make cable runs easier.

Example 4.1 Networking points total count = 19 drops Room A = 2 network Drops Room B = 15 network Drops Room C = 2 network Drops