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).

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

3500 Administrative Office Building 104 Airport Drive Chapel Hill, NC 27599

Request for Proposals (RFP) No.:

RFP093026KJM

Title: Audiovisual and Multimedia Equipment, Installation / Integration, and Support Services University Term Contracts

Refer ALL inquiries regarding this RFP to:

Name: Kimberly Middleton Title: Software Category Manager Email Address: kimberly_middleton@unc.edu

Issue Date: September 30, 2026

Due Date and Time: October 28, 2026

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.:

RFP093026KJM

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 and Contract Term

2.1 Introduction

2.2 RFP Document

2.3 Interpretation of Terms and Phrases

2.4 Contract Term

3.0 Terms and Conditions

3.1 Notice to Vendors Regarding Terms and Conditions

3.2 Special Terms and Conditions

4.0 Scope of Work

4.1 General Scope of Work

4.2 Requirements

4.3 Specifications

4.4 Required Qualifications

4.5 Additional Information

5.0 Pricing, Shipping, and Invoices

5.1 Pricing

5.2 Shipping

5.3 Invoices

6.0 Evaluation

6.1 Source Selection

6.2 Evaluation Criteria

6.3 Possession and Review

7.0 Vendor Information and Instructions

7.1 General Conditions of Offer

7.2 General Instructions for Vendor

7.3 Instructions for Offer Submission

8.0 Other Requirements and Terms

8.1 Vendor Utilization of Workers Outside the United States

8.2 Financial Stability

8.3 Vendor’s Representations

8.4 Personnel

8.5 Security and Background Checks

8.6 Disclosure of Litigation

8.7 Criminal Conviction

8.8 Assurances

8.9 Confidentiality of Offers

8.10 Project Management

8.11 Meetings

8.12 Recycling and Source Reduction

Attachment A: Definitions Attachment B: The University of North Carolina at Chapel Hill Information Technology (IT) Terms and Conditions Attachment C: Description of Offeror Form Attachment D: Pricing Attachment E: Vendor Certification Form Attachment F: Location of Workers Utilized by Vendor Form Attachment G: References Attachment H: Certification of Financial Condition Form Attachment I: Requirements Checklist Attachment J: Vendor Invoice Submission Page

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 September 30, 2026

Written Questions Deadline Vendors October 7, 2026 at 12:00 PM ET

University’s Response to Written Questions / RFP Addendum Issued

University October 21, 2026

Offer Deadline Vendors October 28, 2026 at 12:00 PM ET

Contract Effective Date (Generation 2)* University January 1, 2027 or later

* Reference Section 2.4 (Contract Term)

2.0 PURPOSE OF RFP AND CONTRACT TERM

2.1 INTRODUCTION

This Request for Proposals (“RFP”) is being issued to establish the next generation of multi-year convenience contracts (each a “University Term Contract” or “UTC”) with multiple vendors to provide audiovisual and multimedia equipment, Installation / Integration, and Support Services to The University of North Carolina at Chapel Hill (the “University”). The University intends, and reserves the right at its sole discretion, to award a UTC to more than one (1) vendor.

Offers shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.2 RFP DOCUMENT

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

2.3 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.

2.4 CONTRACT TERM

Contracts awarded pursuant to this initial RFP (each a “Generation 2 Contract” or “Gen 2 Contract”) shall have an effective date as provided in the Notice of Award (the “Effective Date”), which shall be January 1, 2027 or later. Gen 2 Contracts shall have an initial term beginning on the Effective Date and ending on December 31, 2028 (the “Initial Term”), unless terminated earlier in accordance with the terms and conditions of this RFP.

Upon expiration of each contract term, the University shall have the option, at its sole discretion, to renew any contract awarded under this RFP on the same terms and conditions for up to three (3) additional two (2)-year terms. If renewed, the University will give the Vendor written notice of its intent to exercise each renewal option during the applicable Open Enrollment Period (as defined below).

The University intends to make biennial open enrollment periods available under this RFP in accordance with the following schedule (each an “Open Enrollment Period”):

This RFP constitutes the second generation (Gen 2) of the University’s Audiovisual Equipment and Services University Term Contract program. Suppliers awarded contracts pursuant to RFP093024AMG (Gen 1) are not required to submit a proposal in response to this RFP and should not submit a duplicate response solely for the purpose of maintaining their awarded contract status.

During each Open Enrollment Period, the University may, at its sole discretion, elect to accept offers from new vendors in accordance with a process similar to the one described in this RFP. The purpose of the Open Enrollment Period is to allow the University to add qualified vendors to the contract during its term without the need to issue a new Request for Proposals each time additional vendors are sought.

Nothing in the RFP shall be construed to require the University to conduct an Open Enrollment Period, accept offers, evaluate offers, or award contracts to any vendor during an Open Enrollment Period.

The University reserves the right, at its sole discretion, to determine whether additional vendors are needed and to reject any or all offers received.

Notwithstanding the foregoing, the University reserves the right, at its sole discretion, to modify any part of the RFP process, including but not limited to the requirements and Required Qualifications (as defined below). The University also reserves the right, at its sole discretion, to award any number of contracts to new vendors during each Open Enrollment Period, including zero (0) contracts.

Nothing in this section shall be construed to limit the University’s right to issue a new solicitation at any time if the University determines that doing so is in its best interest.

The last active term for all contracts awarded pursuant to this RFP will end on December 31, 2034.

In addition to any optional renewal terms, and with the Vendor’s concurrence, the University retains the option to extend any contract for one (1) year periods after the last active term.

Generation Open Enrollment

Period Begins Open Enrollment

Period Ends Initial Term Start Date Initial Term End Date

Number of Optional Two (2)-Year

Renewal Terms

2 October 1, 2026 October 31, 2026 Effective Date

(January 1, 2027 or later) December 31, 2028 3

3 October 1, 2028 October 31, 2028 Effective Date

(January 1, 2029 or later) December 31, 2030 2

4 October 1, 2030 October 31, 2030 Effective Date

(January 1, 2031 or later) December 31, 2032 1

5 October 1, 2032 October 31, 2032 Effective Date

(January 1, 2033 or later) December 31, 2034 0

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 SPECIAL TERMS AND CONDITIONS

3.2.1 AFFILIATES

Any resulting contract may be utilized by the University and any affiliated University of North Carolina System institution (each an “Affiliate”), which includes the following:

Appalachian State University East Carolina University Elizabeth City State University Fayetteville State University North Carolina Agricultural and Technical State University North Carolina Central University North Carolina School of Science and Mathematics North Carolina State University University of North Carolina at Asheville University of North Carolina at Charlotte University of North Carolina at Greensboro University of North Carolina at Pembroke University of North Carolina at Wilmington University of North Carolina School of the Arts University of North Carolina System Office Western Carolina University Winston-Salem State University

Participation by an Affiliate is strictly voluntary, and the University shall not be responsible for orders or payments for any Affiliate.

3.2.2 INDEFINITE QUANTITY

Any resulting contract shall be an indefinite quantity contract. The total quantity of any equipment and/or services to be purchased under any resulting contract is not known and the University does not imply nor guarantee any minimum number of purchases.

3.2.3 NON-EXCLUSIVITY

Any resulting contract shall not be exclusive, and the University reserves the right to purchase the same or similar equipment and/or services from other vendors at any time, at the sole discretion of the University.

3.2.4 CONTRACT VALUE

The University does not expect the total value of any resulting contract to exceed one million US Dollars ($1,000,000.00).

3.2.5 ORDERS

Orders may be placed throughout the contract term on an as-needed basis for equipment and/or services, and each order will be issued directly to the respective Vendor after receipt of a project quote, proposal, and/or Statement of Work, as per the requirements and specifications stated herein.

All orders under any resulting contract must be placed using a separate, new authorized Purchase Order or Procurement Card (PCard) number. Each order shall indicate the specific equipment and/or services and quantities required and delivery/ship-to information, as applicable.

All orders received by the Vendor that do not include a separate, new authorized Purchase Order or PCard number shall not be accepted or processed by the Vendor. The University shall not be responsible for any orders processed by the Vendor that do not include a separate, new authorized Purchase Order or PCard number.

3.2.6 EQUIPMENT AND SUPPLIES

All equipment and supplies provided under any resulting contract shall be brand new. Used, refurbished, or previously sold, opened, or owned equipment or supplies shall not be accepted.

4.0 SCOPE OF WORK

4.1 GENERAL SCOPE OF WORK

Vendor shall provide audiovisual and multimedia equipment, Installation / Integration, and Support Services to the University during the term of any resulting contract.

4.2 REQUIREMENTS

4.2.1 AUTHORIZED RESELLER

Vendor must be currently authorized by the manufacturer of any equipment provided under any resulting contract to sell their products and provide warranty service.

4.2.2 STANDARDS

Vendor must perform all services provided under any resulting contract in accordance with standards adopted, endorsed, or set forth by (a) the University, including those prescribed by federal and State of North Carolina laws, and those adopted as University policy, and (b) Audiovisual and Integrated Experience Association (AVIXA), including but not limited to the following:

4.2.2.1 AVIXA 10:2013 (AV Systems Performance Verification)

4.2.2.2 AVIXA F501.01:2015 (Cable Labeling for AV Systems)

4.2.2.3 AVIXA F502.01:2018 (Rack Building for Audiovisual Systems)

4.2.3 INSTALLATION SERVICES

All employees and subcontractors of Vendor who are tasked with providing Installation Services under any resulting contract shall be competent technicians who are experienced in the installation of professional audiovisual and multimedia systems. Vendor shall have at least one (1) lead installer at the installation site at all times during any installation who (a) has a Certified Technology Specialist (CTS) or higher certification, and (b) will provide supervision and oversight of other personnel.

4.2.4 SUPPORT SERVICES

All employees of Vendor who are tasked with providing Support Services under any resulting contract shall be competent technicians who are experienced in the support and maintenance of professional audiovisual and multimedia systems.

4.2.5 WARRANTY

The manufacturer's standard warranty or better shall apply for all equipment purchases. The warranty shall be for a minimum period of twelve (12) months from date the equipment is put into operation. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians travel at no additional cost to the University. Vendor shall provide a copy of the manufacturer's standard warranty at the University’s request.

4.3 SPECIFICATIONS

4.3.1 EQUIPMENT PRICING

Vendor shall provide a percentage discount off of the manufacturer’s current List Price. Upon request by the University, Vendor shall provide a valid quote / proposal that details both List Price and the University’s Contract Price. The University’s Contract Price shall never exceed the manufacturer’s Minimum Advertised Price.

4.3.2 SERVICES PRICING

Upon request by the University, Vendor shall provide a valid Statement of Work, which will be considered a not-to-exceed proposal. Vendor shall invoice and be paid only for actual hours worked.

4.3.3 STORAGE OF EQUIPMENT PRIOR TO INSTALLATION

Upon the University’s reasonable request, Vendor shall store the equipment off-site until installation begins.

4.3.4 INSTALLATION GEAR

Vendor shall provide its employees with all necessary gear for the safe, accurate and expedient execution of any services provided under any resulting contract. This includes, but is not limited to, ladders, crimps, fish-tapes, cable spool stands, label printers, soldering tools, diagnostic equipment, drop cords, personal safety/protective equipment, hand and power tools. Subject to the University’s advanced written approval, Vendor may seek reimbursement for costs associated with special equipment rentals such as scaffolding and lifts.

4.3.5 INSTALLATION DOCUMENTATION

Within fourteen (14) days after installation completion, Vendor shall provide equipment inventory (including, but not limited to, model information, serial number, MAC address (if applicable), IP address (if applicable), physical installation location, login and password information, and firmware version) in Microsoft Excel format as well as all system manuals and diagrams, Drawings of Record in Visio or AutoCAD file, editable versions of all configuration files for any digital signal processing equipment as well as the associated software required for editing those files, and editable and uncompiled versions of all master source code for the control system with final contract documents attached.

4.3.6 SUBCONTRACTING

Vendor may subcontract the performance of services provided under any resulting contract to third parties only with the prior written consent of the University. If Vendor intends to subcontract any portion of the services, then all such subcontractors shall be identified and their responsibilities and qualifications provided to the University for approval. Vendor remains solely responsible for the performance of its subcontractors. Subcontractors shall adhere to the same standards required of Vendor.

4.3.7 USER MANUALS

Vendor shall provide complete user manuals in Microsoft Word or Adobe PDF (to be delivered electronically) to facilitate user training.

4.3.8 USER TRAINING

Upon the University’s reasonable request, Vendor shall train the University’s users and support personnel in proper operation and support of new equipment/systems.

4.3.9 SUPPORT SERVICE TIMES

During any applicable warranty period, Vendor shall answer service calls within twenty-four

(24) hours and maintenance calls shall be completed within three (3) business days of notification and at no cost to the University. After any applicable warranty period, Vendor shall answer service calls within forty-eight (48) hours and maintenance calls shall be completed within two (2) weeks of notification. Notwithstanding the foregoing, if the terms of any separate service agreement conflict with the terms of this RFP, the terms of the service agreement shall prevail.

4.3.10 TRAVEL ALLOWANCE

Vendor shall not charge the University for parking or other travel expenses to/from Chapel Hill, NC or Carrboro, NC. Subject to the University’s advanced written approval, Vendor may seek reimbursement for travel expenses and per diem for employees providing services on behalf of the University to locations outside of the Chapel Hill - Carrboro area. Vendor must submit documentation substantiating expenses at time of invoice. Reimbursement shall conform to University policies and shall not exceed reimbursement rates set forth by the State of North Carolina. All mileage shall be calculated from either the University’s campus at Chapel Hill (which means from the main entrance of the University located at the intersection of South Boulevard and Country Club Drive in Chapel Hill) or the Vendor’s business location, whichever is less.

4.3.11 INVOICING

Upon successful completion of each project, Vendor shall provide an itemized invoice that contains a complete description of all equipment and services rendered for that project.

Vendor may submit incremental invoices prior to completion of a project for equipment received by the University and services provided in accordance with this RFP only with the prior written approval of the University.

4.3.12 ON-CAMPUS REGULAR WORK HOURS

Vendor shall ensure that its employees arrive on campus to begin work at 8:00 AM and conclude work by 5:00 PM (local time), unless otherwise agreed in writing by the University.

Vendor shall not charge the University for time taken for lunch, breaks, and non-University related errands.

4.3.13 BILLING FOR AFTER-HOURS AND WEEKEND WORK

After-hours and weekend work applies to services provided to the University outside of the University’s normal operating hours of 8:00 AM to 5:00 PM (local time), Monday through Friday. After-hours and weekend work is subject to the University’s advance written approval and shall not be billed at more than one-and-one-half (1.5) times the regular hourly rate for the specific service provided.

4.3.14 BILLING FOR HOLIDAY WORK

Holiday work applies to services provided to the University on days designated as official University holidays by the University’s Office of Human Resources or days when the University is officially closed. Holiday work is subject to the University’s advance written approval and shall not be billed at more than two (2) times the regular hourly rate for the specific service provided.

4.4 REQUIRED QUALIFICATIONS

To be eligible for an award of contract, Vendor must (a) meet all of the following required qualifications (the “Required Qualifications”), and (b) provide documentation to evidence the same as part of Vendor’s offer.

If at the time of offer submission Vendor meets some, but not all, of the Required Qualifications, then Vendor may submit an offer in accordance with this RFP and follow up with the University once all of the Required Qualifications have been met.

4.4.1 Vendor must be a firm with at least five (5) years of experience providing professional Integration Services for audiovisual and multimedia systems.

4.4.2 Vendor shall have personnel on staff with the following certifications:

4.4.2.1 Certified Technology Specialist (CTS)

4.4.2.2 Project Management Professional (PMP)1

4.4.2.3 Control System Programming – Level 12

4.4.2.4 Digital Signal Processing (DSP) Programming – Level 12

1. The following project management certifications will be accepted as alternatives to the PMP certification with a minimum of (a) three (3) years of project management experience, and (b) three (3) references from recently managed projects:

• Agile Certified Practitioner (ACP)

• Certified Six Sigma Green Belt (CSSGB)

• Certified Six Sigma Black Belt (CSSBB)

• Master Project Manager (MPM)

• Certified ScrumMaster (CSM)

• Certified Associate in Project Management (CAPM)

• CompTIA Project+

2. These certifications are intended to be brand / manufacturer agnostic.

Notwithstanding the foregoing, Vendor may detail in its offer for which brands and/or manufacturers it is certified.

4.4.3 Vendor shall have as full-time employees at least two (2) workers whose primary duties are equipment installation.

4.5 ADDITIONAL INFORMATION

Vendor shall provide the following additional information as part of its offer:

4.5.1 A completed ATTACHMENT I – Requirements Checklist.

4.5.2 A “Statement of Compliance” that explicitly details Vendor’s ability to comply with the specifications listed in Section 4.3 (Specifications) of this RFP. Notwithstanding the foregoing, if Vendor is unable to comply with any specification(s), then Vendor shall detail any area(s) of non-compliance with the reason for non-compliance clearly stated.

4.5.3 A list of all manufacturers for which Vendor is an authorized reseller.

4.5.4 Vendor shall advise if it has personnel on staff with the following certifications and, if so, provide documentation to evidence the same:

4.5.4.1 Certified Technology Specialist Installer (CTS-I)

4.5.4.2 Certified Technology Specialist Designer (CTS-D)

4.5.4.3 Advanced Audio Tuning (e.g., SynAudCon, Biamp Tesira Server)

4.5.4.4 Dante Level 1 through Level 3

4.5.4.5 Audio Visual over Internet Protocol (AVoIP) (e.g., Extron NAV, Crestron

NVX)

4.5.4.6 Any other relevant certifications that demonstrate the expertise of your team

5.0 PRICING, SHIPPING, AND INVOICES

5.1 PRICING

Complete ATTACHMENT D – Pricing and submit with your offer.

The list of products / manufacturers included in ATTACHMENT D – Pricing is not intended to be comprehensive of all products / manufacturers that may be provided by Vendor under any resulting contract. Other products / manufacturers not listed in ATTACHMENT D – Pricing may be provided by Vendor under a resulting contract, provided that those products / manufacturers fall under the scope of this RFP (i.e., are audiovisual or multimedia equipment).

Pricing and percentage discounts are to be fixed for the term of any resulting contract, with the following exceptions:

a) The University shall be advised of, and receive the benefit of, any price decrease automatically and immediately. Vendor shall provide written price reduction information within fifteen (15) days of its effective date.

b) Requests for any price increase may be submitted by Vendor to the University in writing once annually during the month of October (i.e., during the period starting October 1st and ending October 31st), during the term of any resulting contract. Upon receipt of such request, the University may (a) accept the price increase, or (b) terminate the contract.

Any price increase, if accepted, will take effect on January 1st of the following calendar year.

5.2 SHIPPING

Shipping terms shall be FOB Destination. Freight, handling, and distribution charges may be either

(a) included in the total price of each item, or (b) listed separately on any quote / proposal.

5.3 INVOICES

Invoices for orders placed using a Purchase Order must (a) include the relevant Purchase Order number, and (b) be submitted electronically via the University’s Vendor Invoice Submission Page (VISP) – instructions are included as ATTACHMENT J – Vendor Invoice Submission Page. The Vendor’s failure to include the correct Purchase Order number may cause a delay in payment.

6.0 EVALUATION

6.1 SOURCE SELECTION

6.1.1 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 to be non-responsive, it will be rejected and will not be considered further, subject to Section 4.4 (Required Qualifications) of this RFP. All Responsive Offers will be evaluated based on stated evaluation criteria.

6.1.2 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.

6.1.3 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.

6.1.4 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.

6.2 EVALUATION CRITERIA

All Responsive Offers will be evaluated based on the following evaluation criteria (listed in order of importance):

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

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

c) Pricing

d) Strength of references

e) Vendor past performance – 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

f) Risks associated with Vendor’s offer

6.3 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.

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.

7.0 VENDOR INFORMATION AND INSTRUCTIONS

7.1 GENERAL CONDITIONS OF OFFER

7.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, 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.

7.1.2 RIGHTS RESERVED

While the University has every intention to award multiple contracts 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 technicality;

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.

7.1.3 SOLICITATION AMENDMENTS OR REVISIONS

Any and all amendments or revisions to this document shall be made by written addendum issued by the University. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

7.1.4 ORAL EXPLANATIONS

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

7.1.5 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.

7.1.6 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.

7.1.7 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.

7.2 GENERAL INSTRUCTIONS FOR VENDOR

7.2.1 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until October 7, 2026 at 12:00 PM Eastern Time (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.

https://evp.nc.gov/

Written questions must be submitted to the contact person listed on Page One of this RFP via email. Please enter “Questions Solicitation RFP093026KJM” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number

7.2.2 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.

7.2.3 COSTS RELATED TO OFFER SUBMISSION

Costs for developing and delivering an offer in response to this RFP are entirely the responsibility of the Vendor. The University is not liable for any expense incurred by vendors in preparation 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.

7.2.4 MODIFICATIONS TO OFFER

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

7.2.5 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

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

7.2.6 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.

7.2.7 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.

7.2.8 VENDOR INFORMATION

Vendor shall return with its offer a completed ATTACHMENT C – Description of Offeror Form.

7.2.9 VENDOR REFERENCES

Vendor shall return with its offer a list of references in accordance with ATTACHMENT G – References. The University may (but is not required to), at its sole discretion, contact any or all references provided by Vendor.

7.3 INSTRUCTIONS FOR OFFER SUBMISSION

7.3.1 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 as outlined in Section 7.3.2 (Offer Organization) of this 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 intent of this RFP including your ability to meet the specifications 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.

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

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.

7.3.2 OFFER ORGANIZATION

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

a) Completed and signed Execution Page

b) Completed eVP Number form

c) Completed and signed Requirements Checklist (Attachment I)

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

e) Cover Letter

f) Table of Contents

g) Completed Description of Offeror Form (Attachment C)

h) Proof of Required Qualifications (reference Section 4.4 (Required Qualifications) of this RFP)

i) Additional Information (reference Section 4.5 (Additional Information) of this RFP), including but not limited to a “Statement of Compliance”

j) Completed Pricing (Attachment D)

k) Signed Vendor Certification Form (Attachment E)

l) Completed Location of Workers Utilized by Vendor Form (Attachment F)

m) References (Attachment G)

n) Completed and signed Certification of Financial Condition Form (Attachment H)

o) Proof of insurance coverage (reference Section 11 (Insurance Coverage) of

Attachment B – The University of North Carolina at Chapel Hill IT Terms and Conditions)

p) 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.

7.3.3 OFFER SUBMITTAL

Due Date: October 28, 2026 Time: 12:00 PM Eastern Time

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 a duly authorized officer or representative of Vendor.

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

c) Offer was not signed on the Execution Page by a duly authorized officer or representative of Vendor.

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 18 (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.

7.3.4 PUBLIC OPENING

The name of each responding vendor will be announced at a public, virtual Zoom meeting to be held at 2:00 PM Eastern Time on October 28, 2026. Attendance is optional – please use the following information to join the meeting:

Meeting Link:

https://unc.zoom.us/j/91755970329?pwd=MqsDHdvk2wWQG7EcsIa8PSXSwqXZ1M.1 Meeting ID:

917 5597 0329 Passcode:

410925

8.0 OTHER REQUIREMENTS AND TERMS

8.1 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 F – Location of Workers Utilized by Vendor Form.

https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/contact https://unc.zoom.us/j/91755970329?pwd=MqsDHdvk2wWQG7EcsIa8PSXSwqXZ1M.1

8.2 FINANCIAL STABILITY

The Vendor shall provide evidence of financial stability by returning with its offer a completed ATTACHMENT H – Certification of Financial Condition Form.

8.3 VENDOR’S REPRESENTATIONS

8.3.1 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) will possess the skill and competence consistent with the prevailing business standards in the industry.

8.3.2 INTELLECTUAL PROPERTY

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

8.3.3 INHERENT SERVICES

If any services or other Deliverables, functions, or responsibilities not specifically described in this RFP are (a) required for Vendor’s proper performance, provision or delivery of the services or other Deliverables, or (b) an inherent part of or necessary sub-task included within the 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.

8.3.4 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.

8.4 PERSONNEL

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.

8.5 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 check at the expense of the Vendor, if so requested by the University.

8.6 DISCLOSURE OF LITIGATION

8.6.1 The Vendor shall notify the University in its offer if it, or any of its subcontractors, or their officers, directors, or key personnel who may provide services under any contract awarded to the Vendor pursuant to this RFP, have ever been convicted of a felony, or any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception. The Vendor shall promptly notify the University of any criminal litigation, investigations or proceeding involving the Vendor or any subcontractor, or any of the foregoing entities’ then current officers or directors, during the term of any contract awarded to the Vendor pursuant to this RFP.

8.6.2 The Vendor shall notify the University in its offer, and promptly thereafter as otherwise applicable, of any civil litigation, arbitration, proceeding, or judgments against it or any of its subcontractors during the three (3) years preceding its offer, or which may occur during the term of any contract awarded to the Vendor pursuant to this RFP, that involve (1) services or goods similar to those provided pursuant to any contract and that involve a claim that may affect the viability or financial stability of the Vendor, (2) a claim or written allegation of fraud by the Vendor or any subcontractor hereunder, arising out of their business activities, or (3) a claim or written allegation that the Vendor or any subcontractor hereunder violated any federal, state or local statute, regulation or ordinance. Multiple lawsuits and or judgments against the Vendor or subcontractor shall be disclosed to the University to the extent that they affect the financial solvency and integrity of the Vendor or subcontractor.

8.6.3 All notices under subsection A and B herein shall be provided in writing to the University within thirty (30) calendar days after the Vendor learns about any such criminal or civil matters. Details of settlements which are prevented from disclosure by the terms of the settlement shall be annotated as such. Vendor may rely on good faith certifications of its subcontractors addressing the foregoing, which certifications shall be available for inspection at the option of the University.

8.7 CRIMINAL CONVICTION

In the event the Vendor, an officer of the Vendor, or an owner of a 25% or greater share of the Vendor, is (a) convicted of a criminal offense incident to the application for or performance of a State, public, or private contract or subcontract; (b) convicted of a criminal offense including but not limited to any of the following: embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving…