KLW-2025-23 - Campus Classrooms AV Tech Refresh Fall 2025 RFP - Final.pdf

RFP # KLW-2025-23 – CAMPUS CLASSROOMS - AV TECHNOLOGY REFRESH – FALL 2025 Page 1

UNIVERSITY OF WYOMING

CAMPUS CLASSROOMS – AUDIO VISUAL

TECHNOLOGY REFRESH – FALL 2025

Request for Proposal (RFP) # KLW-2025-23

RFP Schedule

RFP Issued to BidNet Wed., July 2, 2025 Mandatory Site Walk-Through Tues., July 15, 2025, at 9:00am MDT Supplier Questions Due in BidNet Wed., July 23, 2025, at 2:00pm MDT Responses to Questions Posted to BidNet Mon., July 28, 2025 RFP Responses Due in BidNet Tues., August 5, 2025, at 2:00pm MDT

RFP # KLW-2025-23 – CAMPUS CLASSROOMS - AV TECHNOLOGY REFRESH – FALL 2025 Page 2

TABLE OF CONTENTS

PURPOSE OF RFP

BACKGROUND

GENERAL INFORMATION

I UNIVERSITY OVERVIEW

II ADMINISTRATIVE INFORMATION

III SCOPE OF WORK

IV COST PROPOSAL

V REFERENCES

VI EVALUATION OF PROPOSALS

VII MODEL FORMAT OF PROPOSALS

EXHIBIT A – FORM OF PROPOSAL

EXHIBIT B – FALL 2025 CAMPUS CLASSROOMS DETAILED SCOPE OF WORK

EXHIBIT C – FALL 2025 CAMPUS CLASSROOMS DESIGN PACKAGE

EXHIBIT D – FALL 2025 CAMPUS CLASSROOMS SUGGESTED EQUIPMENT

LIST

EXHIBIT E – FALL 2025 CAMPUS CLASSROOMS NETWORKING AND

PROGRAMMING SCOPE

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REQUEST FOR PROPOSAL – RFP # KLW-2025-23

UNIVERSITY OF WYOMING

CAMPUS CLASSROOMS - AV TECHNOLOGY REFRESH – FALL 2025

The University of Wyoming (the “University”) is soliciting proposals from professional and qualified Suppliers (“Suppliers”), through this Request for Proposals (RFP), for the purchase of equipment and installation services to upgrade the audio-visual technology in various classrooms across the University of Wyoming Laramie campus during the Fall of 2025.

The University shall provide copies of this RFP to Suppliers through the electronic solicitation platform www.bidnetdirect.com where registered Suppliers are required to submit their electronic RFP response along with the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the University’s primary contact with respect to this RFP and their response thereto. The University may provide copies of this RFP to other Suppliers upon request, who are also requested to provide the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the University’s primary contact with respect to this RFP and their response thereto.

Suppliers planning to submit proposals are REQUIRED to be represented at a pre-proposal site walk through meeting for this RFP. The MANDATORY site walk throughs for this project will occur on Tuesday, July 15, 2025, at 9:00 am (MDT).

In order to attend this mandatory site visit, Suppliers MUST RSVP by emailing Kelly Wooden at:

kwooden@uwyo.edu no later than twenty-four (24) hours prior to the start of the walk through and provide the name(s), email(s), phone number(s) and title(s) of those who will be in attendance. Individuals who are not registered to attend the site visits will not be permitted.

Any costs associated with attending this walk-through shall be the full responsibility of the Supplier.

Additionally, to limit group sizes Supplier attendees should be limited to only staff necessary to bid on the project. Questions regarding walk through should be emailed to Kelly Wooden at: kwooden@uwyo.edu

The MANDATORY site walk through will begin at the College of Business Atrium promptly at 9:00am (MDT). The walk through will then progress to other locations on Campus. Attendance will be taken at each building.

COLLEGE OF BUSINESS ATRIUM

GOOGLE MAP LINK: https://maps.app.goo.gl/cuKoYhqBzAzctC8P9

1000 E. UNIVERSITY AVE.

LARAMIE, WY 82071

PH: 307-766-5546

Questions regarding this RFP must be in writing and be directed to the University via the BidNet platform any time after the issuance of this RFP through and including 2:00 p.m. MDT on Wednesday, July 23, 2025.

Questions received after the date/time and/or not submitted electronically through the BidNet platform may not be addressed. Each question submitted, as well as the University’s response thereto, shall be provided in a questions and answers document/addendum via www.bidnetdirect.com. Note: Every question must be submitted individually. Multiple questions per entry may not be answered.

The University will only accept and consider electronically submitted proposals from Suppliers, which must be submitted and received in the www.bidnetdirect.com electronic solicitation portal on or before 2:00 p.m. MDT on Tuesday, August 5, 2025, at which time the submission portal will close and no further submissions be allowed or considered. It is the sole responsibility of the Supplier to see that the response to the RFP is submitted http://www.bidnetdirect.com/ mailto:kwooden@uwyo.edu mailto:kwooden@uwyo.edu https://maps.app.goo.gl/cuKoYhqBzAzctC8P9 http://www.bidnetdirect.com/ http://www.bidnetdirect.com/

RFP # KLW-2025-23 – CAMPUS CLASSROOMS - AV TECHNOLOGY REFRESH – FALL 2025 Page 4 through the BidNet portal by the submission deadline. Responses received after this date and time or outside of BidNet will be deemed non-responsive.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of the University, shall have a financial interest in the sale to the University of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the University. Soliciting or accepting any gift, gratuity favor, entertainment, kickback, or any items of monetary value from any person who has or is seeking to do business with the University is prohibited.

Contact with University personnel regarding this solicitation, other than inquiries to the specific Procurement Agent noted below may be grounds for elimination from the selection process.

Collusive or sham proposals: Any proposal deemed to be collusive, or a sham proposal will be rejected and reported to authorities as such. Your authorized signature on this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The University reserves the right to reject any and all proposals and to waive any irregularities or informalities.

Sincerely, Kelly L. Wooden Procurement, Senior Project Manager

SECTION I

UNIVERSITY OVERVIEW

The University of Wyoming is the only accredited four-year school in a state of just over one-half million people.

The University is dedicated to providing quality instruction to students, conducting valuable research programs, and serving Wyoming through a wide variety of educational and cultural programs. The University has more than 3,000 benefited faculty and staff dedicated to educating about 10,900 students. More than 200 undergraduate, graduate, and professional programs of study are offered through eight colleges: Agriculture and Natural Resources, Arts and Sciences, Business, Education, Engineering and Applied Science, Health Sciences, Honors and Law. The main campus is located in Laramie but extends learning opportunities through a variety of credit and non-credit outreach programs, including the University of Wyoming at Casper and classes offered through Wyoming's seven community colleges. Additional information regarding the University of Wyoming is available at http://www.uwyo.edu.

SECTION II

ADMINISTRATIVE INFORMATION

A. ISSUING OFFICE: This Request for Proposal (RFP) is issued by the University of Wyoming Procurement

Services.

B. INVITATION TO SUBMIT PROPOSALS: The University of Wyoming is hereby contacting prospective

Suppliers whom the University deems potentially qualified to meet its needs.

NOTE: The University of Wyoming, Office of Procurement Services has moved to an online bid system (BidNet) for both distribution and receipt of RFPs. All Suppliers must complete the registration process. To register your company, please go to https://www.bidnetdirect.com/register.

http://www.uwyo.edu/ https://www.bidnetdirect.com/register

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C. SCOPE: This RFP contains the instructions governing the proposal and the material to be included herein;

mandatory requirements which must be met to be eligible for consideration; and other requirements to be met by each proposal.

D. INQUIRIES: Prospective Suppliers may make inquiries within BidNet Direct concerning this RFP to obtain clarification of requirements.

Response to any Supplier's inquiries will be made on BidNet Direct by Procurement Services in a timely manner to all prospective Suppliers. Any oral interpretations or clarifications of this RFP shall not be relied upon.

E. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn by the Supplier prior to the established due date and time.

F. PROPOSAL SUBMISSION: Responses should be uploaded to the BidNet Direct website up to but no later than Tuesday, August 5, 2025, at 2:00 PM MDT. Electronic submission to the BidNet Direct website is mandatory. The Form of Proposal MUST be signed in ink or digitally signed with an authenticated certificate by the Supplier or an officer of the Supplier who is legally authorized to bind the Supplier to the proposal. Proposals which are determined to be at a variance with this requirement may not be accepted.

It is the responsibility of the Supplier to ensure that the proposal is uploaded to the BidNet Direct website on or before the proposal submission deadline.

G. ADDENDUM OR SUPPLEMENT TO REQUEST FOR PROPOSAL: In the event that it becomes necessary to revise any part of this RFP, an addendum will be issued on the BidNet Direct website. It is the responsibility of Suppliers, prior to the established due date for responses, to review the website and view addenda issued to ensure their response reflects any and all changes. All addenda shall be acknowledged on the Form of Proposal page and copies of the signed addenda must be included in the Supplier’s proposal.

H. ACCEPTANCE OF RFP TERMS: A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition shall be indicated by the signature of the Supplier or an officer of the Supplier legally authorized to execute contractual obligations. A submission in response to this RFP acknowledges acceptance by the Supplier of all terms and conditions including compensation, as set forth herein. A Supplier shall identify clearly and thoroughly any variations between its proposal and the University's RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

I. CONFIDENTIAL/PROPRIETARY INFORMATION: Any restrictions on the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the Supplier with the proposal. The Supplier must state specifically what elements of the proposal are to be considered confidential/proprietary. Confidential/proprietary information must be readily identified, marked, and separately packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary. Procurement Services will make a written determination as to the apparent validity of any request for confidentiality. The written decision of Procurement Services will be sent to the Supplier as required.

J. RFP RESPONSE MATERIAL OWNERSHIP: All material submitted regarding this RFP becomes the property of the University of Wyoming. Proposals may be reviewed by any person after a contract has been issued, subject to the terms of law. The University of Wyoming has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in

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Proprietary/Confidential Information. Disqualification of a Supplier, or submission of an unsuccessful proposal, does not eliminate this right.

K. SELECTION OF PROPOSAL: Upon review and approval of the evaluation committee's recommendation for award, Procurement Services will issue a "Letter of Intent to Award" to the apparent successful Supplier and other respondents via the BidNet Direct website. Final award will be issued to the successful Supplier once the contract has been fully negotiated and executed.

L. ACCEPTANCE OF PROPOSAL CONTENT: The contents of the proposal (including persons specified to implement the project) of the successful Supplier will become contractual obligations if acquisition action ensues. Failure of the successful Supplier to accept these obligations in a contract may result in cancellation of the award and such Supplier may be removed from future solicitations. The award will be made to that Supplier whose proposal, conforming to the RFP, will be the most advantageous to the University of Wyoming. The University does not forfeit its sovereign immunity through the execution of the contract.

M. STANDARD CONTRACT: The University of Wyoming reserves the right to incorporate standard UW contract provisions and other provisions contained in this RFP into any contract resulting from this RFP, such as, but not limited to the following: https://www.uwyo.edu/procurement/_files/docs/terms--conditions---april-1-2019.pdf

The standard contract term is for a period of one (1) year, provided all conditions have been met satisfactorily, and the University and the Supplier mutually agree in writing. The University is not bound to the stated standard contract term, and the official term will be set with the signing of the contract.

N. RFP CANCELLATION: The University reserves the right to cancel this RFP at any time, without penalty.

O. INCURRING COSTS: The University of Wyoming is not liable for any cost incurred by Suppliers prior to issuance of a legally executed contract. No property interest, of any nature, shall accrue until a contract is awarded and signed by all concerned parties.

P. EQUAL EMPLOYMENT OPPORTUNITY:

Both parties shall fully adhere to all applicable local, state, and federal law, including equal employment opportunity and including but not limited to compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975 and the American with Disabilities Act of 1990. The University is committed to equal opportunity for all persons in all facets of the University’s operations and is an Equal Opportunity/Affirmative Action employer. The University will provide all applicants for admissions, employment and all University employees with equal opportunity without regard to race, gender, religion, color, national origin, disability, age, protected veteran status, sexual orientation, genetic information, gender identity, creed, ancestry, political belief, any other applicable protected category, or participation in any protected activity.

The University ensures non-discriminatory practices in all matters relating to its education programs and activities and extends the same non-discriminatory practices to recruiting, hiring, and training, compensation, benefits, promotions, demotions, transfers, and all other terms and conditions of employment.

Contractors are notified that they may be subject to the provisions of 41 CFR Section 60-300.5(a); 41 CFR Section 60-741.5(a); 41 CFR Section 60-1.4(a) and (c); 41 CFR Section 60-1.7(a); 48 CFR Section 52.222- 54(d); and 29 CFR Part 471, Appendix A to Subpart A with respect to affirmative action and posting https://www.uwyo.edu/procurement/_files/docs/terms--conditions---april-1-2019.pdf https://www.uwyo.edu/procurement/_files/docs/terms--conditions---april-1-2019.pdf

RFP # KLW-2025-23 – CAMPUS CLASSROOMS - AV TECHNOLOGY REFRESH – FALL 2025 Page 7 requirements. If applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans. If applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against any qualified persons with physical or mental disabilities and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected persons with physical or mental disabilities.

Q. REJECTION OF PROPOSALS: The University of Wyoming reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received, by the specific solicitation opening time and date, and to accept any portion of a proposal or all items proposed if deemed in the best interest of the University of Wyoming.

R. PARENT COMPANY: If a Supplier is owned or controlled by a parent company, the parent company name, main office address, and parent company's tax identification number shall be provided in the proposal.

S. NEWS RELEASES: News releases pertaining to this solicitation shall NOT be made prior to the full execution of the contract without prior written approval by the University.

T. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

1. By submission of this proposal, each Supplier, and in the case of a joint proposal, each party thereto, certifies as to its own organization, that, in connection with this procurement:

a. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Supplier or with any competitor;

b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Supplier and will not knowingly be disclosed by the Supplier prior to opening, directly or indirectly, to any other Supplier or to any competitor; and

c. No attempt has been made or will be made by the Supplier to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2. Each person signing the Form of Bid form of this proposal certifies that:

a. He/She is the person in the Supplier's organization responsible within that organization for the decision as to the prices being offered herein and that he has not participated, and will not participate, in any action contrary to (1 a) through (1 c) above; or

b. He/She is not the person in the Supplier's organization responsible within that organization for the decision as to the prices being offered herein but that he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1 a) through (1 c) above, and as their agent does hereby so certify; and he has not participated, and will not participate, in any action contrary to (1 a) through (1 c) above.

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3. A proposal will not be considered for award where (1 a), (1 c), or (2) above has been deleted or modified.

Where (1 b) above has been deleted or modified, the proposal will not be considered for award unless the Supplier furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

U. CONFLICTS OF INTEREST: The holding of public office or employment is a public trust. A public officer or employee whose conduct departs from his fiduciary duty is liable for his or her actions.

V. TAXES: The University of Wyoming, as purchaser, is exempt from all federal excise taxes and from all State of Wyoming sales tax. A certificate of tax exemption is available upon request.

W. ASSIGNMENT: Neither party to any resulting contract may assign any portion of the agreement without the prior written consent of the other party.

X. AVAILABILITY OF FUNDS: Financial obligations of the University payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the University.

Y. BID BONDS/SECURITY: Not required for this proposal.

Z. CONTRACTOR'S PERFORMANCE BOND: Not required for this proposal.

AA. INSURANCE: Commercial general liability insurance including property damage, bodily injury, contractual liability, errors and omissions, and products completed operations, with minimum occurrence limits of not less than $1,000,000 and minimum aggregate limits of $2,000,000.

Comprehensive automobile liability insurance with a minimum combined single limit of $1,000,000 per occurrence for bodily injury and property damage. Such policy must cover owned, non-owned and hired vehicles, trailers, or semi-trailers designed for travel on public roads.

Workers’ compensation coverage as required by law and employer’s stop gap liability coverage.

Policies other than workers’ compensation and employer’s stop gap liability must name the University, its trustees, officers, and employees as additional insureds. Certificates will be delivered, prior to commencement of the contract, to the University of Wyoming, Director of Claims and Risk - Dept. 4305, 1000 E. University, Laramie, WY 82071-2000.

Workers' Compensation and Employer’s Liability Coverage: The insurer(s) shall agree to waive all rights of subrogation against the University of Wyoming for losses arising from work performed at the University.

All Coverages (i.e., general liability, errors and omissions, automobile liability, workers' compensation, and employer’s liability) must include:

1. Cancellation. Each policy shall be endorsed to state the coverage shall not be canceled, suspended, voided, allowed to expire, or be reduced in coverage or limits, by either party, except after thirty (30) days, prior written notice by certified mail, return receipt requested, has been given to the University of Wyoming.

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2. Jurisdiction. The insurance shall be construed under the laws of the State of Wyoming. The exclusive forum for the resolution of disputes arising out of such insurance shall be a court of competent jurisdiction of the State of Wyoming.

3. Acceptability of Insurers. Insurance shall be placed with insurers licensed to do business in

Wyoming and having an A.M. Best Company rating of no less than AVIII.

Verification of Coverage: Prior to commencement of the Agreement, the University shall be provided with certificates of insurance and original endorsements evidencing required coverage. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be received by the University before the contract commences. The University reserves the right to require complete, certified copies of all required insurance policies at any time. If at any time during the term of this contract or any extension thereof, any required policies of insurance should expire, or are canceled, the University of Wyoming must be provided a certificate of insurance indicating renewal or an acceptable replacement of the expiring policy prior the expiration.

BB. INDEMNIFICATION: To the extent authorized by law, the Supplier shall indemnify, save and hold harmless the University, its employees and agents, against any and all claims, damages, liability, and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the Supplier or its employees, agents, subcontractors, or assignees pursuant to the terms of the contract resulting from this RFP.

CC. WYOMING STATE PREFERENCE: Pursuant to UW Regulation, preference shall be allowed in the purchase of materials, supplies, equipment, machinery, or provisions provided by bona fide Wyoming residents when such materials, supplies, equipment, machinery, or provisions are of quality equal to those offered by an out-of-state Supplier. Such preference shall be five percent (5%) and shall apply to materials, supplies, equipment, machinery, or provisions produced, manufactured or grown in this state, and to materials, supplies, equipment, and machinery supplied by a Wyoming Resident. (Wyoming Statute 16-6-105) However, preferences shall not be given in violation of any Federal law, rule or regulation. Whenever Federal laws are applicable, Federal laws shall supersede any State laws. Suppliers must have a current Wyoming residency certification on file with the Wyoming Department of Workforce Services at the time of the bid submission in order to qualify for resident preference.

Inquiries regarding obtaining a residency certification number should be directed to the Wyoming Department of Workforce Services, Labor Standards Office at (307) 777-7261. The Department of Workforce Services certifies residency and enforces the preference law.

DD. PAYMENT TERMS: The University of Wyoming prefers to provide payment in full Net 45 days after acceptance of goods and services. The University may consider other terms if a substantial discount or benefit is available for doing so, however, all proposed payment methods, terms inclusive of any additional fees, or discounts must be clearly stated within the Supplier’s proposal.

EE. EVALUATION CRITERIA: Responses will be considered from Suppliers demonstrating history of successfully providing similar solutions. A resulting contract may be awarded to the Supplier who most completely meets the University’s needs and provides the best value to the University.

GG. TERMINATION PROVISIONS: A resulting contract may be terminated as follows:

1. The University and the Supplier, by mutual written agreement, may terminate the contract at any time.

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2. The University, in its sole discretion, may terminate the contract for any reason upon 45 days written notice to the Supplier. Such termination shall not relieve the Supplier of any obligations to provide services during the notification.

3. The University may terminate the contract, in whole or in part, if the Supplier fails to perform its obligations under the contract in a timely and proper manner. The University may, by providing written notice of default to the Supplier, allow the Supplier to cure a failure or breach of contract within a period of ten (10) days (or longer at the University’s discretion considering the gravity and nature of the default). Said notice shall be delivered by Certified Mail, Return Receipt Requested or in person with proof of delivery. Allowing the Supplier time to cure a failure or breach of contract does not waive the University’s right to immediately terminate the contract for the same or different contract breach which may occur at a different time. In case of default of the Supplier, the University may contract the service from other sources and hold the Supplier liable for any excess cost occasioned thereby.

4. The University may terminate the contract immediately for the following reasons:

a. Supplier has made an assignment for the benefit of creditors, has admitted in writing its inability to pay debts as they mature, has ceased operating in the normal course of business, the Supplier has voluntarily or involuntarily entered into bankruptcy proceedings, or the Supplier is otherwise deemed insolvent.

b. A trustee or receiver of the Supplier or of any substantial part of the Supplier’s assets has been appointed by a court.

c. Fraud, misappropriation, embezzlement, malfeasance, misfeasance, or illegal conduct pertaining to performance under the contract by the Supplier, its employees, officers, directors of shareholders.

d. Failure to uphold any fiduciary obligation to the University.

HH. SUSTAINABILITY PRACTICES: The University strongly encourages the campus community to adhere to sustainable practices. For product categories that have ENERGY STAR rated products available, the University will focus its procurement efforts on products with this rating, consistent with the needs of the University campus community.

II. GOVERNMENTAL CLAIMS: Any actions or claims against the University under this Agreement must be in accordance with and are controlled by the Wyoming Governmental Claims Act, W.S. 1-39-101 et seq. (1977) as amended.

JJ. INTERPRETATION: The Parties hereto agree that (i) the laws of Wyoming shall govern this Agreement, and (ii) any questions arising hereunder shall be construed according to such laws, (iii) this Agreement has been negotiated and executed in the State of Wyoming and is enforceable in the courts of Wyoming.

KK. SOVEREIGN IMMUNITY: The University does not waive its sovereign immunity or its governmental immunity by entering into this Agreement and fully retains all immunities and defenses provided by law with regard to any action based on this Agreement.

LL. ACCESSIBILITY COMPLIANCE: In regard to technology that will be utilized in regard to this RFP, please answer the following, where applicable:

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1. Describe specifically how your product or services comply with Section 508 standards.

2. If your product is not currently compliant in certain areas, describe your plans and time frame for achieving compliance.

3. Describe your accessibility conformance testing process.

4. If you roll out upgrades after the University purchases the product, how can you assure the University that the upgrades will not interfere with accessibility?

5. Who will pay to remediate any necessary fixes after purchase?

6. Provide a completed Voluntary Product Accessibility Template (VPAT) for your product. If you do not have a VPAT, please provide your accessibility statement on how the product is fully accessible, or compliant, with Section 508. Questions regarding evaluating the accessibility of technology products or services should be directed to the ADA Coordinator, Employment Practices at 307-766- 6236.

MM. EXPORT CONTROL: The University, its employees and its agents are subject to and shall comply with

U.S. export control laws that prohibit or restrict a) transactions with certain parties, and b) the type and level of technologies and services that may be exported. These laws include, without limitation, the Arms Export Control Act, the Export Administration Act, and the International Economic Emergency Powers Act, and regulations issued pursuant to these, including the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR). As part of its commitment to compliance with U.S. export controls, UW requires information on the product(s) being purchased to enable the University to determine the applicable export controls. To be considered for this bid award, Bidder must identify the export jurisdiction (ITAR or EAR) and classification of its product, component, or service(s) in the response to this bid request. The suggested format for this information is set out in the table below.

Are any of the products subject to the Export Administration Regulations (EAR)?

Yes _____ No _____

If YES, indicate the ECCN No. of each product:

Are any of the products subject to the International Traffic in Arms Regulations

(ITAR)?

Yes _____ No _____

If YES, indicate the USML Category and Sub – Category of each product:

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SECTION III

SCOPE OF WORK

A. GENERAL SCOPE OF WORK

1. Final program loading, testing, and commissioning shall be performed on-site by the Supplier’s certified employee. Remote program loading will not be allowed.

2. Supplier shall have the ability to provide on-going maintenance and support for completed installations/projects.

3. Supplier shall train University of Wyoming Information Technology Department (UWIT) staff in proper system operation and support of the new AV system(s). This training will be provided on-site at no additional cost to the University.

4. The scope of these projects shall be completed within regular University working/business hours, generally Monday - Friday 7:00am – 5:00pm MT, and will not rely upon additional access outside of those hours unless otherwise agreed upon.

5. Supplier shall provide their employees with all necessary gear for the safe, accurate and expedient execution of work. 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 tools, and power tools.

6. Supplier shall provide prompt notification to UWIT of any product recall in accordance with the applicable state and federal regulations.

7. At least one on-site installer shall have “CTS-Installation (CTS-I)” certification.

8. The following software services will be provided in close coordination with the University:

a. Network switch configuration will be performed in conjunction with UWIT and based on UWIT-provided configuration template files.

b. Q-SYS programming will be performed in conjunction with UWIT and based on UWIT-provided template, detailed programming scope, and system seed files.

c. Please see Fall 2025 Exhibit E, Networking and Programming Scope, for additional information.

9. Upon completion of the installation, Supplier shall remove and properly dispose of all waste and debris from the installation site, at no additional cost to the University. Supplier shall be responsible for leaving the installation area clean and ready to use.

10. Supplier shall be responsible for the demolition/removal of any existing equipment that will not be re-used in the upgrade.

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B. MINIMUM REQUIREMENTS

The University shall consider responses from Suppliers who meet the following minimum qualification criteria below. Responding Suppliers shall clearly indicate their ability to meet each of the criteria below.

1. Supplier must have an established office within two hundred (200) miles of the University of

Wyoming, located in Laramie, Wyoming, at the time of submission.

2. Supplier must have the capacity to self-perform all services defined in the scope of work. This includes, but is not limited to, the ability to provide installation of audio, video, and conferencing equipment for classroom technology installations, including, but not limited to, fixed microphones, wireless microphones, speakers, programmable Digital Signal Processing (DSP), cameras, projectors, projection screens, monitors, and wiring.

a. Subcontracting is discouraged and will only be permitted with prior University approval.

b. If a Supplier plans to subcontract any of the work, details of the subcontractor must be provided in the RFP response.

3. Supplier must include with their response documentation of certification in Q-SYS Control.

Certified employees must have worked for the Supplier’s firm for at least one (1) year prior to the response deadline.

4. Any code, programming, or configuration files used and written for the support of the equipment and control system will become the property of the University of Wyoming and must be turned over to UWIT at the time of project completion.

5. Supplier must have experience with projects of similar scope and size within the last three (3) calendar years.

6. Supplier must have as full-time employees at least four (4) workers whose primary duty is equipment installation. At least one (1) of these employees shall have current CTS-Installation (CTS-I) certification.

7. Supplier shall actively employ in a full-time capacity a Wyoming licensed low voltage/limited technician/journeyman electrician /master electrician who will serve as the technician of record.

a. This individual will assume responsibility to ensure that the NEC, W.S. § 35-9-120 through W.S. § 35-9-130 and applicable rules of the department are adhered to on all electrical work undertaken by the low voltage/limited electrical contractor in the State of Wyoming.

C. PROJECT TIMELINE

1. The University anticipates issuing an intent to award to the selected Supplier by Friday, August

22, 2025.

2. All rooms identified in this RFP shall be made available for work to start beginning Tuesday, September 2, 2025.

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3. All work, including commissioning, shall be completed no later than 5:00pm MST on Tuesday, November 25, 2025.

D. WORK SPECIFICATIONS

For a detailed description of the project deliverables, please refer to the exhibits referenced below:

1. Exhibit B – Fall 2025 Detailed Scope of Work

2. Exhibit C – Fall 2025 Campus Classrooms Design Package

3. Exhibit D – Fall 2025 Campus Classrooms Suggested Equipment List

5. Exhibit E – Fall 2025 Networking and Programming Scope

6. UWIT considers the AV diagrams to be conceptual drawings to assist Supplier and are not necessarily to be considered a complete system. The functionality of the rooms is based on the audio-visual drawings, equipment list, this scope of work, and pre-proposal site visit with question and answer. It will be up to each Supplier to review the provided documentation and compose a system based on the needed functionality. Supplier will also be responsible for installing architecturally and visually appealing covers for wiring pull boxes on wall surfaces.

E. CONSTRUCTION SCOPE

The work defined in this section will be completed by UW Operations or a subcontractor identified by UW Operations. This work will not be the responsibility of the Supplier selected through this RFP process. Any permanent attachments to UW property by the Supplier must receive prior authorization from UW Operations.

1. A detailed room-by-room construction scope document will be provided prior to the start of the project.

2. Construction scope scheduling will be contingent upon the availability of UW Operations personnel, subcontractors, and/or materials/equipment. The Supplier must provide UW Operations with a minimum of seventy-two (72) hours’ notice, excluding weekends, for any required work to be completed.

3. As part of the construction scope, UW Operations or a subcontractor identified by UW Operations will provide:

a. Pathway Installation: Pathway from all source and display locations to the AV rack location, in areas where no pathway exists or where the existing pathway does not meet the capacity requirements for new cabling. The Supplier is responsible for identifying areas requiring new pathways. Where new pathways are required, the Supplier must specify the size and type of pathway (e.g., conduit, wire mold, J-hooks, wedding rings, etc.).

b. Electrical Infrastructure: Appropriate electrical infrastructure where needed. New electrical infrastructure or revisions to existing infrastructure will be identified in the provided scope document. If deviations are identified, the Supplier is responsible for notifying UW Operations in writing of any errors or omissions prior to the start of the project.

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c. Mounting to Structures: Appropriate structures for mounting equipment where needed. The Supplier must provide UW Operations with the manufacturer’s recommendations or installation instructions for all equipment requiring mounting. The Supplier shall also supply the necessary hardware for mounting equipment to the structure.

F. UNIVERSITY PROVIDED EQUIPMENT

The following equipment will be supplied by the University:

1. Desktop computer

2. Keyboard

3. Mouse

4. Computer monitor

5. Instructor Podium

G. CABLE REQUIREMENTS

1. All AV extensions shall be terminated with female keystone adapters into keystone patch panels whenever possible.

2. All video extenders shall be remotely powered from rack end via the network switch or with appropriate Power over Ethernet (PoE/PoE+) injectors and adapters unless otherwise specified.

3. All cables shall be dressed with Velcro to allow access to the gear so that troubleshooting the gear is possible. Zip ties will not be accepted on any cables.

H. SUPPLIER PROVIDED DOCUMENTATION

1. An inventory list of all installed equipment including make, model, serial number, MAC address, and location shall be included in the turnover package.

a. This list shall be provided to the University at least ten (10) business days prior to the start of on-site installation.

2. “As-built” diagrams for all systems including, but not limited to, schematic wiring diagrams with cable markings and internal wiring diagrams shall be included in the turnover package.

a. One (1) electronic PDF copy shall be provided to UWIT.

3. System test and written record of test results and performance shall be provided to the University, who will conduct a site test to verify the results.

4. The Supplier shall warranty the new components for a minimum of one (1) year, parts and labor.

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I. PROFESSIONAL SERVICES, SUPPORT, MAINTENANCE AND WARRANTY

1. Supplier shall provide at minimum one (1) year on-site maintenance/warranty of newly installed equipment, in addition to, the manufacturer's warranty on the equipment. This maintenance/warranty term shall begin upon full completion of the entire project (November 2025 – November 2026).

2. On-site troubleshooting and service are to be included in the system warranty.

3. As part of the response to this RFP, Supplier shall state the details of all warranty coverage including but limited to telephone support, turnaround time for on-site service following a request for service, hours of coverage, provision of loaner equipment, etc.

J. VALUE ADDED/ADDITIONAL SERVICES (OPTIONAL)

1. The University is interested in maximizing professional services contracts as they relate to achieving additional value that would further benefit the University and its operations. As such, Suppliers are encouraged to consider, develop, and propose value-added concepts, programs, components, and the like that would further enhance the request represented in this RFP.

a. If available, describe any value added/additional services/functionality that the Supplier suggests for the University for this solution. Pricing on such value-added options shall be included in section IV, cost proposal. This pricing shall be clearly identified as value added/optional.

b. Describe any other designations, certifications, or licenses that the Supplier possesses that are related to this implementation and ongoing solution.

c. Describe any solutions to issues that the Supplier believes the University will encounter with this program.

SECTION IV

COST PROPOSAL

A. HOURLY RATES

As part of the cost proposal, Supplier shall provide fixed hourly rates during regular University working/business hours (Monday - Friday 7:00am – 5:00pm MT) for the following areas:

1. Engineering and Design

2. Programming (specifically Control Systems, but note Digital Signal Processing (DSP), network switch, and other device programming or configuration if different)

3. Project Management

4. Installation

a. Senior technician rate

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b. Junior technician rate

5. Service call

6. Commissioning

B. COST PROPOSAL BY ROOM

1. As part of the cost proposal, Supplier shall complete the table below and submit it as part of their response to this RFP.

2. In addition to completing the table above, Supplier shall also provide an itemized room by room, line-item breakdown of costs to support the costs identified in the table below. The equipment listed in the line-item breakdown should include the cost per device, quantities, and total.

C. OTHER COSTS

If there are any other anticipated costs not already identified in the cost proposal sections above, including but not limited to valued added services (optional), please describe those below and list the amounts in the ‘other*’ column above.

D. In addition to the rooms listed above, the selected Supplier may be asked to provide price quotes and project timelines to upgrade additional rooms during the length of the contract as needed. Pricing for any additional rooms shall be comparable to the pricing provided for rooms of similar scope in the response to this RFP. A clear explanation shall be provided for any deviations in pricing for comparable scope within the quote subject to University approval. In the event additional rooms are added after a final contract has been executed, a formal amendment to the contract will be written and signed by both parties detailing the scope, project timeline, and additional costs.

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Room Teardown Installation Programming Equipment Project

Management Other* Total

AS 228

BU 110

BU 121

HA 115

HS 463

STEM 120

STEM 155

STEM 315

Totals

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SECTION V

REFERENCES

Support relevant experience by providing at least three (3) non-UW references. Four (4) year colleges or university references are preferred. If four (4) year colleges or university references are not available, other governmental institutions or comparable organizations may be used. It is preferred Suppliers list customers their firm has done business within the past calendar year on projects and services similar or identical in function and scope to those described within this RFP including the use of some or all of the same manufacturers listed. References shall include the length of time the company provided service to the institution, phone number and email address of main contact. The University reserves the right to contact any reference, whether provided by the Supplier or obtained by the University in connection with evaluation of this RFP.

1. Company Name

Address

Contact Person

Telephone

Email

Describe length of time and services performed

2. Company Name

3. Company Name

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SECTION VI

EVALUATION OF PROPOSALS

The University intends to award the contract to one (1) Supplier for the requested solution indicated in this solicitation and deemed in the best interest of the University. The University also reserves the right to award one

(1) or more Suppliers, if deemed in the best interest of the University. Those proposals that are clearly non-responsive to the stated requirements may be eliminated prior to evaluation.

1. Responses will be individually evaluated based on the following criteria:

Evaluation Criteria Score (0-5) Weight Total Points

Possible Completeness and clarity of the RFP Response 5 1 5 Company Information and Project Team 5 2 10 Project plan to ensure completion by established dates 5 5 25 Hourly Rates 5 2 10 Room by Room line-item breakdown/quotes 5 5 25 Value Added Services 5 1 5 Total cost of ownership (TCO) * 5 2 10 References 5 2 10

Total: 100

a. Total cost of ownership (TCO): This is used to address more factors than just the price of the product itself that can affect the cost. Examples include staff time to learn a new system, costs of replacing equipment before the end of life by choosing a new manufacturer, etc.

2. The University reserves the right to conduct demonstrations of proposed solutions with shortlisted

Supplier(s) who submit a proposal but is not required to do so. The demonstrations may either be conducted via a virtual platform or in person at a University of Wyoming location (Laramie, Wyoming).

a. The determination of whether to conduct demonstrations with the shortlisted Supplier(s) shall be made by the University based solely on its determination of whether demonstrations would be helpful in evaluating the proposals.

b. Any Supplier selected for a demonstration will be expected to make an introductory presentation followed by a question-and-answer period. The University will not reimburse any travel related or other expenses related to a demonstration or preparation of the response to this RFP.

c. An invitation to present does not constitute an offer or commit the University to award.

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SECTION VII

MODEL FORMAT OF PROPOSALS

To simplify the review process and obtain the maximum degree of comparability, proposals must be organized in the manner specified below.

A. TITLE PAGE

1. Show the solicitation subject, the name of the proposing Supplier, address, telephone number, name of the contact person and the date.

B. TABLE OF CONTENTS

1. Include a clear identification of the material by section and by page number.

C. LETTER OF TRANSMITTAL – Limit to three (3) pages.

1. Briefly state the Supplier’s understanding of the work to be done and describe in detail the Supplier’s ability to fulfil the scope of services and solution requested by the University.

2. State the names of the persons who will be authorized to make representations for the Supplier, their titles, addresses, phone numbers, and email addresses.

3. Statement confirming whether the Supplier or any of its principals has ever declared bankruptcy under their current name(s) or former name(s).

4. Whether there are any unsatisfied judgements or liens against the Supplier or any of its principals.

D. COMPANY INFORMATION

1. Describe the company’s business and background including the number of years in…