DMP1210904.pdf

Raleigh, North Carolina Request for Quotation (RFQ)

#63-DMP1210904 - Baccalaureate Alumni Survey, printing and mailing

THIS PAGE IS TO BE COMPLETED AND INCLUDED

WITH YOUR BID. FAILURE TO DO SO MAY SUBJECT

YOUR BID TO REJECTION.

Federal ID Number or Social Security Number:

SUPPLIER NAME:

DATE:

For internal administrative processing, including tabulation of bids for posting to Bonfire and the State of North Carolina Electronic Vendor Portal (eVP), please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). We HIGHLY recommend you register in order to see bid tabulations and award results. 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 available for public inspection.

PROCUREMENT & BUSINESS SERVICES

Mailing Address (USPS only): Campus Box 7212 Raleigh, NC 27695-7212

Shipping Address: Admin. I, 2721 Sullivan Drive, Suite 1100, Raleigh, NC 27607 Phone (919) 515-2171

October 14, 2026

Dianne Coxson dmpantel@ncsu.edu, (919) 513-4335 Requisition #: 0001210904 Individual Partnership

Corporation Other:

University Data and Analytics Indicate if other than Large Business:

Disabled Minority (unless otherwise indicated on RFQ) Small Women-Owned

General Terms & Conditions RentalTerms & Conditions General Terms & Conditions w/ Software Lease/Purchase Terms & Conditions General Terms & Conditions with EO50 Charter Bus Terms & Conditions Software Terms & Conditions Service Terms & Conditions Software as a Service Terms & Conditions Other:

REQUEST FOR QUOTATION

(This is not an order)

Supplier Name & Address:

Authorized Rep's Name:

Title:

Quote # DMP1210904 Email:

Phone #:

10/21/26, 12:00 PM Authorized Representative Signature:

Buyer Contact Information:

Type of Organization:

Using Department:

FOB: DESTINATION - FREIGHT PREPAID

ATTACHMENTS AND COMMENTS:

REQUIRED SUPPLIER INFORMATION:

Questions Due Date & Time:

Due Date & Time:

10/28/26, 5:00 PM

By responding to this RFQ, supplier acknowledges acceptance of specified Terms and Conditions, which are also located:

https://procurement.ofa.ncsu.edu/supplier-center/doing-business-with-nc-state/

You MUST register and upload this quote as a PDF to the Bonfire Public Portal here:

https://ncsu.bonfirehub.com/opportunities/258502

QUOTES NOT SUBMITTED ON THIS FORM ARE SUBJECT TO REJECTION.

NC State University Request for Quotes and their awards are not subject to the North Carolina E-procurement process.

By signing the execution page, bidder certifies to the best of its knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declined ineligible or voluntary excluded from covered transactions by any Federal or State agency.

DEBARMENT CERTIFICATION:

RFQ #63-DMP1210904 Baccalaureate Alumni Survey, printing and mailing PAGE 2 OF 2

Deadline for Questions 12pm, 10/21/26 All Questions must be submitted in writing, by Email to dmpantel@ncsu.edu

NO PHONE CALLS ACCEPTED.

Communication with the end user while the bid is in process is strictly prohibited.

PROJECT TITLE: Baccalaureate Alumni Survey, printing and mailing

PROJECT DESCRIPTION:

# Item Description Quantity Unit Unit Cost Extended Cost

1 EACH

2 EACH

3 EACH

4 EACH

5 EACH

6 EACH

NC State University is exempt from sales and/or use taxes on qualifying purchases. Tax exempt # 400021.

NC State University has administered the Baccalaureate Alumni Survey every three years since 2003. The survey provides a unique opportunity to collect information from our recent alumni (graduating 2.5 to 4.5 years prior to the administration of the survey) on a wide range of topics, including their employment; further education; the outcomes of their participation in high impact experiences; the extent to which NC State helped them develop a wide range of academic, professional and personal skills; and more. Survey results provide important data for planning and assessment activities across campus and are used as metrics in the university Strategic Plan.

The project uses a “push-to-web” research design, with a series of letters, postcards, and emails sent to members of the survey population, providing them with a link and login credentials to access an online survey.

The project involves printing, stuffing, stamping and mailing 3 separate mailings. The selected vendor will not be responsible for the administration of the actual survey, which will be done in-house by NC State University. See specifications below:

1st mailing – with vendor-provided incentive -printing, stuffing, stamping and mailing - prices must include all shipping costs 17,800

Cost per 100 - additional complete packages - for quantities above 17,800 100

2nd mailing - postcards - printing, stamping and mailing - prices must include all shipping costs 16,000

Cost per 100 - additional complete packages - for quantities above 13,000 100

3rd mailing - printing, stuffing, stamping and mailing - prices must include all shipping costs 15,200

Cost per 100 - additional complete packages - for quantities above 15,200

An ADDENDUM to this RFQ is possible. If required, any subsequent addenda must be submitted prior to the quote closing. It is the vendor's responsibility to verify that all applicable addenda are submitted prior to the quote closing date. Addenda are posted at https://evp.nc.gov/.

RFQ #63-DMP1210904

NC State University 2027 Alumni Survey

Summary:

1. Survey background

a. NC State University has administered the Baccalaureate Alumni Survey every three years since 2003. The survey provides a unique opportunity to collect information from our recent alumni (graduating 2.5 to 4.5 years prior to the administration of the survey) on a wide range of topics, including their employment; further education; the outcomes of their participation in high impact experiences; the extent to which NC State helped them develop a wide range of academic, professional and personal skills; and more.

Survey results provide important data for planning and assessment activities across campus and are used as metrics in the university Strategic Plan.

b. The project uses a “push-to-web” research design, with a series of letters, postcards, and emails sent to members of the survey population, providing them with a link and login credentials to access an online survey.

2. The project involves printing, stuffing, stamping and mailing 3 separate mailings.

a. 1st mailing:

i. Approximately January 6, 2027

ii. Personalized letter, on letterhead (see below)

iii. Mailed in #10 envelope (letterhead) (see below)

iv. Will include an incentive

1. Vendor to provide the incentive (3.5 x 3.5 lightweight round pulpboard coaster)

v. Estimated N=17,800

b. 2nd mailing:

i. Approximately February 4, 2027

ii. Postcard (see below)

iii. Estimated N=16,000

(Assumes 10% of original pop have submitted the survey OR RETURNED

UNDELIVERABLE)

c. 3rd mailing

i. Approximately March 8, 2027

ii. Personalized letter, on letterhead (see below)

iii. Mailed in letterhead 6 x 9 envelope

iv. Estimated N=15,200

(Assumes additional 5% submit survey)

3. UDA will provide a new electronic file with content and contact information for each separate mailing.

4. Vendor will be responsible for all printing, assembly, and mailing.

Materials:

Note: Examples provided are not the final materials to be used. Sizes/text are different.

1. Letterhead Stationary (for 1st and 3rd mailings)

a. Quantity: 33,000 (estimate)

b. Size: 8.5 x 11

c. Paper: 24/60# Offset Smooth, white stock

d. Color: 1-color header (red, HEX #CC000, RGB 204 0 0, CMYK 0 100 81 4, PMS 186 C), black variable printing

e. See attached example

2. Letterhead Envelopes

a. 1st mailing

i. Quantity: 17,800 (estimate)

ii. Size: #10 Envelope – 4.125 x 9.5

iii. Paper: 24/60# Offset Smooth, white

iv. Color: 1-color header (red, HEX #CC000, RGB 204 0 0, CMYK 0 100 81 4, PMS

186 C), black variable printing

v. See attached example

b. 3rd mailing

i. Quantity: 16,000 (estimate)

ii. Size: 6 x 9 envelope

iii. Color: 1-color header (red, HEX #CC000, RGB 204 0 0, CMYK 0 100 81 4, PMS

186 C), black variable printing

iv. See attached example

3. Postcard

a. Quantity: 16,900 (estimate)

b. Size: 6 x 9

c. Paper: 100# silk

d. Color: Full color

e. 2-sided (message on one side, address and return address on the other; vendor may print the personalized delivery/return address or use a label)

f. See attached example

4. Incentive

a. Quantity: 17,800 (estimate)

b. 40-point pulp board coaster

c. Approximately 1/16th inch thick; must not increase the cost of postage for the envelope.

d. Size: 3.5 inch round

e. Printed 2-sided

f. 1 color

g. See attached example

Preparation:

1. Mailing 1

a. Print personalized letters on letterhead (black ink)

i. UDA provides electronic files

b. Trifold, insert into #10 letterhead envelope

c. Insert incentive (pulpboard coaster)

d. Label

e. Seal

f. 1st class stamp

g. Prep in trays/USPS paperwork as needed

h. Mail

2. Mailing 2 (postcard)

a. Print one-sided postcard

b. Prepare and affix personalized “to” and “from” address information

i. UDA provides electronic files (see attached example)

c. 1st class stamp or indicia

d. Prep in trays/USPS paperwork as needed

e. Mail

3. Mailing 3

a. Print personalized letters on letterhead (black ink)

i. UDA provides electronic files

b. bifold, insert into 6 x 9 envelope

c. Label

d. Seal

e. 1st class stamp or indicia

f. Prep in trays/USPS paperwork as needed

g. Mail

Other requirements:

1. In-house production: All work must be done in-house (i.e., printing, stuffing, stamping, mailing). The exception is that the printing of the pulpboard coaster can be contracted out, but UDA must receive and approve an electronic proof before the coaster is printed. If no final proof or spot check is approved by a University representative, the job is subject to reprint at no cost. The printer will cover expenses for one representative of NC State University to travel to the printing plant for a spot check for 1st and 3rd mailings. Such expenses would include but not be limited to: hourly rates for representatives, mileage, airfare, rental car and/or other transportation, lodging and meals. A 48-hour notice is required for spot check. Local representative will also be responsible for driving the representative to the spot check location.

2. QC/QA: UDA must be provided with proofs and approve all materials before printing. UDA must be provided the opportunity to visit on site to spot check final products (e.g., envelopes for personalized letters are correctly labeled, incentives are included) for each mailing.

3. Security: Vendor must provide a security plan (e.g, building security, data security, disaster recovery).

4. Experience: Vendor must have prior experience in doing large-scale personalized mailings.

Vendor must have experience in working with sensitive data and must give examples of sensitive projects or documentation that they work with, e.g., HIPPA data. Vendor must provide recommendations. Vendor must provide references of similar type/size/scope of work.

5. Deadlines: Vendor must be able to meet all deadlines. Vendor should be able to receive electronic files from UDA (i.e., letters/addresses for mailings 1 and 3, and addresses for mailing 2) and have materials printed and mailed within 5 business days of receiving the electronic file(s).

Vendor can meet deadlines: Yes ___ No ___ ; If no, state how many days:_____________

6. Vendor must deliver all unused materials to UDA

Preferred Experience:

1. Prior experience in working with NC State

2. Prior experience in preparing and distributing materials for a push-to-web survey

!!!! AATTTTEENNTTIIOONN NNCC SSTTAATTEE AALLUUMMNNII !!!!

WWee wwaanntt ttoo rreemmiinndd yyoouu aabboouutt tthhee NNCC SSttaattee UUnniivveerrssiittyy

AAlluummnnii SSuurrvveeyy NC State has been administering the triennial Baccalaureate Alumni Survey for the past three decades.

Now it’s your turn! All those who graduated between Summer 2018 and May 2021 are invited and encouraged to participate in this very important activity. If you have already completed the survey, thanks! If not, there are many reasons to do so, including:

• It’s an easy, confidential way to reflect on a wide range of experiences you had during your years as an undergraduate and share your honest opinions with NC State leaders and decision-makers

• You will provide invaluable help with NC State’s ongoing efforts to assess and improve our academic and co-curricular programs and better prepare our students for the future

• Those responding by February 21, 2024, will be entered into a drawing for one of five $75 cash prizes;

everyone responding by April 1, 2024, will have a chance to win one of two $150 cash prizes!

TTaakkee tthhee oonnlliinnee ssuurrvveeyy nnooww::

ggoo..nnccssuu..eedduu//aalluummnnii..ssuurrvveeyy

You will need the ID and password printed on the label of this postcard to access your survey.

Questions? Email ncsusurveys@ncsu.edu See results from past surveys at https://isa.ncsu.edu/surveys/studentalumni-surveys/

You will need the login ID and password printed on the front of this postcard to access your survey.

March 5, 2024 «Preferred_Mail_Name» «Street_1» «Street_2» «City», «State» «Zipcode»

Dear «Salutation»:

We wanted to follow up with you about a very important study the university is conducting of our alumni. The triennial NC State Alumni Survey is the best -- and often only -- way we have to systematically collect information from our alumni. We rely on this information to assess how well we are meeting our goal of providing a quality undergraduate education. Campus leaders regularly review results from the Alumni Survey to inform decisions about effectively allocating resources across campus. College rankings organizations also ask for results from the survey to include in their rankings procedures, which prospective students consider when making their college decision.

Without input from you and other alumni, we are limited in our ability to learn where we can make improvements, and the extent to which we can celebrate and showcase the success of our graduates.

Therefore, your opinions are very important to us!

Many of your classmates have already participated in the survey. If you are one of those who have done so, thanks! If not, while your participation is completely voluntary, I ask and encourage you to share your opinions and experiences with us. NC State and future students greatly benefit from it, and respondents have told us they found it interesting to consider and share what they took away from their time at NC State and what they’ve been doing since they left.

The survey is available online now until April 1, 2024 at https://go.ncsu.edu/alumni.survey

When you go to the URL above you will be prompted for your survey ID and password:

ID: «NC_UNITYID»

Password: «password»

Be assured that your answers are completely confidential and will be released only as summaries in which no individual’s answers can be identified.

Ten alumni who completed the survey by the original February 21 deadline have already been randomly selected to share in a total of $875. For additional encouragement and as a show of our appreciation for your time, we will randomly select two alumni who complete the survey by April 1 to each win $150.

Please take a few minutes to go online and complete this important survey. If you have any questions about the survey or problems accessing it on the web, please email NC State’s Institutional Strategy and Analysis at ncsusurveys@ncsu.edu. Thank you for helping us learn more about the undergraduate experience at NC State and improve the education of those following in your footsteps.

Sincerely, W. Randolph Woodson, Chancellor

Office of the Chancellor ncsu.edu/chancellor

Campus Box 7001 Holladay Hall, Suite A Raleigh, NC 27695-7001 P: 919.515.2191

Dear <<UA_salutation>>:

ID: <<NC_UNITYID>>

Password: <<password>>

<<preferred_mail_name>> <<street1>> <<street2>> <<city>>, <<state>> <<zipcode>>

Institutional Strategy and Analysis Box 7002 Raleigh, NC 27695-7002

LOGIN ID: jzaager PASSWORD: jz59xs

<<TRAY NUMBER>>-<<SORT POSITION>>

<<SALUTATION>> <<FIRST NAME>> <<LAST NAME>>

<<TITLE>>

<<BUSINESS>>

<<ADDRESS LINE 1>>

<<ADDRESS LINE 2>>

<<CITY STATE ZIP CODE>>

ADFDFTTATTTATAATAFTTFFDAFDTADAFDTTAFFADATFTFAATFAAATFTTAAATFDDFTT

Institutional Strategy and Analysis

Raleigh, NC 27695-7002

YOUR OPINIONS MATTER TO US!

Office of the Chancellor c/o Institutional Strategy and Analysis

Office of the Chancellor c/o Institutional Strategy and Analysis

INSTRUCTIONS TO BIDDERS

1. READ, REVIEW AND COMPLY: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2. NOTICE TO BIDDERS: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions specific to this Request for Quotation, the specifications, and the North Carolina State University’s General Contract Terms and Conditions. The University objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder’s response. This applies to any language appearing in or attached to the document as part of the bidder’s response.

DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. BID SUBMITTAL: NC State University uses a third-party eProcurement strategic sourcing provider, Bonfire, for accepting and evaluating bids digitally. All bids must be received by the issuing agency not later than the date and time listed on the cover sheet of this bid. Bids shall be uploaded to:

https://ncsu.bonfirehub.com/opportunities/258502

Solicitation documents are advertised on the State of North Carolina Electronic Vendor Portal System (eVP) and Bonfire. An addendum to this RFQ may be issued. If required, any subsequent addenda must be signed and submitted with the bid upload.

It is the vendor’s responsibility to verify that all applicable addenda are submitted as required.

For support or technical questions related to your submission, please contact Bonfire at support.bonfire@eunasolutions.com or visit their help forum at https://help.eunasolutions.com/hc/en-us

4. BONFIRE REQUESTED DOCUMENTATION & INFORMATION: In an effort to support the sustainability efforts of the State of North Carolina we are receiving proposals via electronic submission. Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated. Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Name File Type # of Files Requirement

Completed NC State University Solicitation Document

PDF 1 Required

Certificate of Insurance PDF 1

All documents required to complete your submission must be downloaded from the supporting documentation and/or requested information sections of Bonfire. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Each item of Requested Information will only be visible to NC State University after the Closing Time.

5. DEFINITIONS:

• BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids. • TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

• STATEWIDE TERM CONTRACT: A Term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this bid.

• AGENCY SPECIFIC TERM CONTRACT: A Term Contract for a specific agency.

• OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.

https://evp.nc.gov/ https://ncsu.bonfirehub.com/opportunities mailto:support.bonfire@eunasolutions.com https://vendorsupport.gobonfire.com/hc/en-us

6. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.

7. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be

(1) special terms and conditions specific to this bid, (2) specifications, (3) North Carolina State University General Contract Terms and Conditions, and (4) Instructions to Bidders.

8. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder’s offer shall be valid for 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.

9. PROMPT PAYMENT DISCOUNTS: Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

10. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore. Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.

11. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

12. RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.

We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The bidder remains responsible for providing packaging that will protect the commodity and contain it for its intended use. Bidders are strongly urged to bring to the attention of purchasers those products or packaging they offer which have recycled content and that are recyclable.

13. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

14. ACCEPTANCE AND REJECTION: The University reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

15. REFERENCES: The University reserves the right to require a list of users of the exact item offered. The quote evaluators may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.

16. TAXES:

• FEDERAL: University is exempt from Federal Taxes, such as excise and transportation. Exemption is claimed under Registry No. 56-70-0047K as provided by Chapter 32 of the Internal Revenue Code. University’s tax exempt id no is 400021.

• OTHER: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.

17. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to the University as determined upon consideration of such factors as: prices offered; the quality of the articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by the University to be pertinent or peculiar to the purchase in question. Unless otherwise specified by the University or the bidder, the University reserves the right to accept any item or group of items on a multi-item bid. The University reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by the University to be pertinent or peculiar to the purchase in question.

After the foregoing evaluation, the quotes will be reviewed to determine if there are any North Carolina resident Bidders that submitted responsive quotes and requested the price-matching preference pursuant to Executive Order #50 and G.S. § 143- 59. If such Bidders are found, the evaluators and/or purchaser will then determine whether any of the North Carolina resident Bidders qualify for this preference and, if so, make the contract award pursuant to Paragraph 22 below.

18. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, the University invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centersfor the blind and severely disabled.

19. CONFIDENTIAL INFORMATION: Bidders should give specific attention to the identification of those portions of their proposals that they deem to be trade secrets and provide any justification why such materials, upon request, should not be disclosed. However, if the information you deem confidential is NOT a trade secret then the information will be released. The University may only keep information confidential to the extent permitted by NCAC T01:05B.1501 and G.S. 132-1.3.

Bidders shall clearly identify each and every section that is deemed to be confidential, proprietary or a trade secret (it is NOT sufficient to preface your proposal with a proprietary statement, or to use a page header or footer that arbitrarily marks all pages as confidential). Any individual section of the proposal that is not labeled as confidential with an accompanying statement concerning the rationale for its claimed confidentiality shall be considered public information.

CONFIDENTIALITY OF BIDS: In submitting its quote, the Bidder agrees not to discuss or otherwise reveal the contents of the quotes to any source outside of the University, until after the award of the contract. All Bidders are advised that they are not to have any communications with the using department during the evaluation of the bids (i.e., after the opening of the bids and before the award of the contract), unless the University’s purchaser contacts the Bidder(s) for purposes of seeking clarification. A Bidder shall not: transmit to the using department any information commenting on the ability or qualifications of any other Bidder to provide the advertised good, equipment, commodity;

defects, errors and/or omissions in any other Bidder’s quote and/or prices at any time during the procurement process;

and/or engage in any other communication or conduct attempting to influence the evaluation and/or award of the contract that is the subject of this RFQ. Bidders not in compliance with this provision may be disqualified, at the option of the University, from the contract award. Only those communications authorized by this RFQ are permitted.

20. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the bidder’s expense. Request for the return of samples must be made within 10 days following date of bid opening. Otherwise the samples will become the University’s property. Each individual sample must be labeled with the bidder’s name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.

21. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this solicitation must submit a written request to the Director of Purchasing, North Carolina State University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request must be received in the University Purchasing Department within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. NOTE: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. Bidders may call the purchaser listed on the first page of this document to obtain a verbal status of contract award. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.

If a protest is based on a challenge to the qualification of a North Carolina resident Bidder awarded a contract pursuant to Executive Order #50 (price-matching preference), the University may request the North Carolina resident Bidder to produce documentation substantiating the North Carolina resident Bidder’s qualification for the subject preference. The University should request the supporting documentation within the 10-day period it has to make the decision on whether to deny or grant a protest meeting and the protest meeting should be scheduled after the anticipated receipt of the documents from the North Carolina resident Bidder. Pursuant to Paragraph 22 below, the North Carolina resident Bidder shall produce to the University the requested documentation within five (5) business days of the University’s request and failure to produce the documents by the end of that time period may result in the cancellation of the contract. Also note that any tax, financial, accounting or banking documents the North Carolina resident bidder submits to the University in connection with the resolution of a protest shall not be disclosed to the protester pursuant to G.S. §§132-1.1 and 105-259(b) and the University shall preserve the confidentiality of such documents.

22. MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.

23. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident bidders. The “Principal Place of Business” is defined as the principal place from which the trade or business of the bidder is directed or managed.

24. EXECUTIVE ORDER #50-PRICE-MATCHING PREFERENCE: Pursuant to North Carolina General Statute §143-59 (G.S. § 143-59) and Executive Order No. 50 issued by Governor Perdue on February 17, 2010, entitled “Enhanced Purchasing Opportunities for North Carolina Businesses,” a price-matching preference may be given to North Carolina resident Bidders on contracts for the purchase of goods. This preference will allow a qualified North Carolina resident Bidder to match the price of the lowest responsible nonresident Bidder, if the North Carolina resident Bidder’s price is within five percent (5%) or $10,000, whichever is less, of the non-resident Bidder’s price. G.S. §143-59(c) (1) defines a “resident bidder” as a “bidder that has paid unemployment taxes or income taxes in this State and whose principal place of business is located in this State. G.S. § 143-59(c)(2) defines a nonresident bidder as a bidder that does not meet the definition in G.S. § 143-59(c)(1). G.S. § 143-59(c)(3) defines a “principal place of business” as the “principal place from which the trade or business of the bidder is directed or managed.”

In order to qualify for this preference, a resident Bidder must: (1) request the preference; and (2) complete “Resident Bidder’s Certification for Price-Matching Preference under Executive Order #50” (hereinafter the “Certification”) included at the end of this solicitation. The Certification may not be submitted after the public opening of the bids. By executing the Certification, the Bidder agrees to provide any additional information or documentation requested by the University to confirm the above certifications and statements within five (5) business days of request (including tax filings, banking statements, financial and accounting statements reflecting Bidder’s payment of the subject taxes and such other information regarding Bidder’s management or directors of its business or trade of its principal place of business).

The University will evaluate the quotes in accordance with the award criteria stated in this RFQ to determine the lowest responsible Bidder. If the lowest responsible Bidder is a North Carolina resident Bidder, then there will be no consideration of the price-matching preference. If the lowest responsible quote was submitted by a nonresident Bidder and there are no North Carolina resident bidders that submitted a price that was within 5% or $10,000 of the nonresident Bidder’s price, then none of the North Carolina resident bidders qualified for the price-matching preference and no review of the Resident Bidder’s Certifications is required.

If the lowest responsible quote was submitted by nonresident Bidder and there are one or more North Carolina resident Bidders that submitted a price that was within 5% or $10,000 of the nonresident Bidder’s price, then the evaluators shall review the Certification(s) of the resident Bidder(s) to determine whether the resident Bidders have certified compliance with G.S. § 143-59(c)(1), (3) and the information and documentation provided in or with the Certification supports the resident Bidder(s) certifications. The evaluators may seek clarification of the certifications and/or information in a resident Bidder’s Certification and request documentation (including but not limited to income tax or unemployment tax returns, reports and/or filing (annual and/or quarterly); banking statements or financial/accounting statements reflecting Bidder’s payment of income taxes or unemployment taxes to the State of North Carolina and such other information regarding Bidder’s management or directors of its business or trade of its principal place of business). If the resident Bidder’s Certification for the price-matching preference is challenged in a protest, the resident Bidder shall provide the foregoing information and/or documentation to the University within five (5) business days of receiving a request from the University for such information and/or documentation. Pursuant to G.S. §§ 132-1.1, 105-259(b) and Paragraph 17 of the Instructions to Bidders, the University is prohibited from making public disclosures of the Bidder’s tax information and documents (except if one of the 39 exceptions applies in G.S. § 105-259(b)) and the University shall preserve the confidentiality of the tax information and/or documents received in response to a request for clarification (or, as discussed below, to resolve a protest challenging resident Bidder’s qualification for the price-matching preference). In order to further preserve the confidentiality of Bidder’s tax information and documentation provided to the University, the Bidder shall comply with Paragraph 17 of the Instructions to Bidders and mark “CONFIDENTIAL” at the top and bottom of each page of the information and documentation. After review of the Certification(s) and any clarification, the evaluators shall include in their recommendation for award a finding that the North Carolina resident Bidder(s) was or was not qualified for the price matching preference.

If more than one North Carolina resident Bidder qualified for the price-matching preference, then the evaluators shall prioritize the qualified North Carolina resident bidders according to their original quotes, from lowest to highest, so that the qualified North Carolina resident Bidder that submitted the lowest quote should get the first opportunity to match the quote of the nonresident lowest responsible Bidder. If the lowest responsible and qualified North Carolina resident Bidder declines to accept contract award, then the contract should be offered to the next lowest qualified North Carolina resident Bidder and to continue in this manner until either a qualified North Carolina resident Bidder accepts to contract award or the award is made to nonresident Bidder, if no qualified North Carolina resident Bidder accepted the award. If two responsible North Carolina resident bidders qualify for the price-matching preference, both had the same quote, then the evaluators may:

(1) consider the information provided in these bidders’ Certifications or publicly available information to determine, which Bidder the contract award would have a greater impact of stimulating or sustaining the North Carolina economy and/or is most likely to create or save jobs (e.g., if the choice is between a resident broker and a resident manufacturer of the subject goods, then the contract should be awarded to the resident manufacturer); (2) consider the unemployment rate in the municipality or county where each Bidder’s principal place of business is located; or (3) seek clarification from the bidders to ascertain the impact on their respective businesses if offered the award of the contract.

If the resident bidder requests and qualifies for the price-matching preference, the resident bidder will first be offered the contract award and it will have three (3) business days to accept or decline the award based on the lowest responsible nonresident bidder’s price.

If at any time during or after the procurement process (including but not limited to clarifications and resolution of protests), the University determines that: the certifications or information in the Certification were false, substantially inaccurate, materially misleading; or the Bidder failed to provide, within the specified time period, the information and documentation the University requested, then the University may:

(1) Cancel the resident Bidder’s contract and/or purchase order that was awarded based on the price-matching preference and resident Bidder shall be liable for all its cost it incurs as a result of the cancellation and all increased costs of the University may incur by awarding the contract to the next lowest Bidder;

(2) Bidder will not be entitled to any price-matching preference in any future University bidding opportunities;

(3) Action may be taken against the bidder under the False Claims Act, G.S. §1-605 through 1-617, inclusive, for submitting a false Certification for the price-matching preference under Executive Order #50 (including but not limited to treble damages and civil penalties); and/or

(4) Debar Bidder from doing business with the State of North Carolina for a period determined by the State Purchasing Officer and/or Board of Award.

25. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to promote and integrate universal IT accessibility in the delivery of its resources and to develop innovative solutions to accessibility challenges for students, faculty and staff. Vendors must:

a. Assure all features, components and sub-systems of the software or IT System contained on this RFQ fully comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), (http://www.section508.gov);

OR

Detail why any feature, component or sub-system contained in this RFQ doe s not fully comply with Section 508, and the way in which the proposed product is out of compliance;

b. If the Voluntary Product Accessibility Templates (VPAT) (http://www.access-star.org/ITI-VPAT-v1.2.html) are used, they must include compliance checklists for:

1. Technical Standards,

2. Function and Performance Criteria

3. Documentation and Support

c. The product offered in response to this RFQ is subject to an accessibility evaluation by the University.

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NORTH CAROLINA STATE UNIVERSITY

GENERAL CONTRACT TERMS AND CONDITIONS

(Contractual and Consultant Services)

1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.

2. SITUS: The place of this contract, its situs and forum, shall be Wake County, North Carolina, where all matters, whether sounding in contract or tort, relating to is validity, construction, interpretation and enforcement shall be determined.

3. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the Agency.

4. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the University’s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor’s proposal.

5. BACKGROUND CHECKS: The Supplier shall, at no additional cost to the University, secure appropriate background checks for all employees to be assigned to any resulting contract. These background checks shall include criminal conviction and sex offender checks at a minimum. These background checks shall be maintained by the supplier and are subject to audit by appropriate University or state officials at any time during and for five (5) years after the contract end date. NC State may withhold consent for any of Supplier's employees to be placed on a University assignment at its sole discretion.

The Supplier shall immediately (same day as notification) remove any employee from NC State property that the University deems unfit for any reason.

6. SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be subcontracted without prior written approval of the University’s Contract Administrator. Acceptance of an offeror’s proposal shall include any subcontractor(s) specified therein.

7. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, the University shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the University, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contractor shall not be relieved of liability to the University for damages sustained by the University by virtue of any breach of this agreement, and the University may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the University from such breach can be determined.

In case of default by the Contractor, the University may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The University reserves the right to require performance bond or other acceptable alternative guarantees from successful offeror without expense to the University.

In addition, in the event of default by the Contractor under this contract, the State may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the State has with the Contractor, and de-bar the Contractor from doing future business with the State.

Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, the University may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the University.

Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.

8. FORCE MAJEURE: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by an act of war, hostile foreign action, nuclear explosion, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.

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9. TERMINATION: The University may terminate this agreement at any time by providing written notice to the contractor at least thirty (30) days before the effective date of the termination. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the University, become its property. If the contract is terminated by the University as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitations.

10. PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of correct invoice or acceptance of goods, whichever is later. The University is responsible for all payments to the contractor under the contract. Payment may be made by procurement card and it shall be accepted by the contractor for payment if the contractor accepts that card (Visa, Mastercard, etc.) from other customers. If payment is made by procurement card, then payment may be processed immediately by the contractor.

11. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the University for the purpose set forth in this agreement.

12. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the Agency.

13. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the State for loss of damage of such property.

14. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor.

Copyright in and to any copyrightable work, including, but not limited to, copy, art, negatives, photographs, designs, text, software, or documentation created as part of Contractor’s provision of Services shall vest in NC State. Works of authorship and contributions to works of authorship created by Contractor in connection with its provision of Services are hereby agreed to be “works made for hire” within the meaning of 17 U.S.C. 201. However, if NC State is not able to obtain copyright ownership under the statutory provisions for “works made for hire,” then Contractor hereby assigns to NC State all right, title, and interest in such works and contributions.

Contractor agrees to provide NC State with any and all reasonable assistance which NC State may require to file patent applications, to obtain copyright registrations, or to perfect its title in any such inventions or works, including the execution of any documents submitted by NC State.

Contractor warrants that its Services do not infringe the copyright of others and agrees to release, discharge and hold harmless NC State, its employees and agents, all persons acting under its authority, and those for whom it is acting, from all claims, causes of action and liability of any kind, in law or equity, based upon or arising out of the Services or this Agreement including, without limitation, claims of libel, slander, invasion of privacy, right of publicity, defamation, trademark…