RFP 00250 HHB Crestron Series 2 Upgrade.pdf

RFQ 00250 HHB Crestron Series 2 Upgrade

Oakland University

REQUEST FOR Quote (RFQ)

HHB Crestron Series 2 Upgrade

FILE 00250

Issue Date: August 21, 2025

Questions Due: August 28, 2025

Quotes Due: September 4, 2025

Contents

SECTION I – BACKGROUND

1.01 Oakland University Background Information

SECTION II – SCOPE OF SERVICES

2.01 Statement of Work

SECTION III - RFQ QUOTE REQUIREMENTS AND SPECIFICATIONS

3.03 Qualifications/Experience

3.04 University Liaison

3.05 Cost/Fees

3.06 Freedom of Information Act Requests

SECTION IV – EVALUATION

4.01 Evaluation of RFQ Response

4.03 Process for Award

SECTION V - PROCUREMENT PROCESS

5.01 Submission Method, Date and Time

5.02 Questions and Interpretations

5.04 Withdrawal of Quotes

5.05 Price and Scope of Work Changes

5.06 Mistakes in Quotes

5.07 Execution of Quotes

5.08 Procurement Schedule

SECTION VI – GENERAL CONDITIONS

6.01 Terms and Conditions

6.02 Conflict of Interest

6.03 Cost of Quote

6.04 Form of Purchase

6.05 Government Restrictions

6.06 Nonconformance to Conditions/Specifications/Scope of Services

6.07 Assignment or Transfer

6.08 Patents - Licenses and Royalties

6.09 Permits and Licenses

6.10 Taxes

6.13 Standards of Conduct

6.14 Background Checks and Debarment

6.15 Removal of Employees

6.16 Supervision

6.17 Performance Evaluation Meeting

6.18 Federal, State and Local Reporting Compliance

6.20 Notices

6.21 Cancellation

6.22 Travel

6.23 Non-Discrimination

SCHEDULE A – Addendum Acknowledgement

SCHEDULE C-COSTS

SECTION I – BACKGROUND

1.01 Oakland University Background Information

Oakland University (University) is a world-class academic institution located on 1,443 acres of wooded hills and meadows in Rochester, MI. The university was established in 1957 through a generous donation from founders Alfred and Matilda Dodge Wilson. Oakland University celebrated the 50th anniversary of its founding in 2007. When it opened in 1959, 570 students were enrolled, and the charter class graduated in 1963 with 125 students receiving diplomas. Today, nearly 16,000 students attend classes at OU, and our alumni total has grown to approximately 100,000.

As a state-supported institution of higher education, Oakland University has been recognized and is classified as a doctoral research university by the Carnegie Foundation for the Advancement of Teaching. With 139 baccalaureate degree programs and 127 graduate degree and certificate programs, Oakland provides a distinct educational experience with flexible class schedules and state-of-the-art facilities, student services, classroom technologies, research labs, internships and research opportunities with corporate partners. Located in the heart of Oakland County's Automation Alley, the university has forged hundreds of partnerships with hospitals, Fortune 500 companies, cities, government agencies and educational institutions.

All questions regarding this Request for Quote should be directed to:

George Haight Buyer Oakland University, Purchasing Department 411 Pioneer Drive Rochester, Michigan 48309 Phone: (248) 370-4421 Email: georgehaight@oakland.edu

SECTION II – SCOPE OF SERVICES

2.01 Statement of Work

Oakland University’s intent of this RFQ is to solicit pricing for the equipment only listed below. No design, installation, programming, integration, or support services are required or should be included in responses. Vendors are to provide new, factory-sealed equipment with standard manufacturer warranties. All items must be delivered FOB Destination

SECTION III - RFQ QUOTE REQUIREMENTS AND SPECIFICATIONS

QTY Make Model Description

7 Crestron DM-NVX-360 NVX Transmission/Receiver

1 Crestron DSP-1281 DSP-Sound Processor (Dante)

3 Crestron RMC4 Control Processor

2 Crestron DSP-860 DSP-Sound Processor (no Dante)

3 Crestron TS-1070-B-S Touch Screen

3 Wolfvision VZ-2.UHD Visualizer

Catch Box

PDACCCABC0EOO-

Catchbox Plus with 4 channel HUB, DSP receiver with Networking and DANTE, 1 Cube, 3 Stick, including chargers.

6 Crestron DM-NVX-360C NVX Transmister/Receiver (Card)

12 Crestron DM-NVX-E30C NVX - Encoder

3 Crestron DMF-CI-8 NVX Card Cage

10 Extron 70-1241-02 Extron AAP USB-C Plate

3 Extron 60-1883-01 Extron USB-C to HDMI interface

Complete Schedule C – Cost Schedule

3.03 Qualifications/Experience

Respondents must demonstrate a strong track record of relevant experience and expertise to successfully fulfill the requirements outlined in this RFQ.

Responses must include the following OU required documents:

A signed copy of the RFQ indicating the Supplier agrees to the RFQ in its entirety, including Oakland University’s Terms and Conditions

Schedule A - Addendum Acknowledgement

Schedule C – Cost Proposal in Excel format

Failure to submit information in accordance with the RFQ requirements and procedures may be cause for disqualification. Insurance may be required at the discretion of Oakland University.

3.04 University Liaison

The awarded Supplier shall designate and provide at no charge to Oakland University an official representative to serve as liaison with the University in overseeing the relationship between the

Supplier and the University. Contact information for the liaison(s) should be provided and include name, title, phone/cell, and email address.

3.05 Cost/Fees

Quotes must include a fee schedule for the goods and/or services being proposed. The schedule should indicate all proposed costs will be held firm for a period of at least on hundred twenty (120) days following submission of the quote.

Firms must clearly and unambiguously specify the cost of the services in their quotes. Any reimbursable fees should be identified separately.

Any other taxes, fees or commissions applicable to the proposed contract are the responsibility and liability of the proposer who must include these cost items in the price of the goods and services.

3.06 Freedom of Information Act Requests

The Supplier understands that the University complies with the Michigan Freedom of Information Act

(“FOIA”) and that the University may provide Confidential Information to other persons or entities upon receipt of a FOIA request. Section “z” of the FOIA states that security information is exempt from disclosure.

A FOIA request must be submitted in writing to the FOIA Office (or Coordinator). The request may be transmitted in hard copy, by email, or by facsimile. Refer to Oakland University’s website for procedures and guidelines to submit a FOIA request - https://www.oakland.edu/policies-regulations/FOIA/.

SECTION IV – EVALUATION

4.01 Evaluation of RFQ Response

Quotes will be evaluated by the University. If there are portions of any quote the University finds unacceptable or otherwise in need of clarification or revision, the University reserves the right to negotiate with any or all Suppliers. Any exceptions to the specifications or any other special considerations or conditions requested or required by Supplier will be enumerated by the Supplier and submitted as part of its Quote, together with an explanation as to the reason the specifications cannot be met. Each Supplier will be required and expected to meet the specifications in their entirety, except to the extent exceptions are expressly noted in its quote.

4.03 Process for Award

Without limitation and at its sole option, OU reserves the right to accept or reject any or all quotes, to take exception to these RFQ specifications, to negotiate with finalists, or to waive any informality. Firms may be excluded from further consideration for failure to fully comply with the specifications of this

RFQ.

OU may decide to reject all quotes and/or to reissue this RFQ with modifications.

OU will not award contracts to proposers that are debarred, suspended or otherwise determined ineligible by, nor to proposers that OU has determined to be non-responsible.

OU reserves the right to make an award based solely on the original quotes received or to negotiate further with suppliers. The supplier selected for the award will be chosen on the basis of an assessment of the greatest benefit to OU, not necessarily on the basis of lowest price. OU also reserves the right to negotiate and award any element of this RFQ, make multiple awards, reject any or all quotes or waive any minor irregularities or technicalities in quotes received as the best interest of OU may require.

SECTION V - PROCUREMENT PROCESS

5.01 Submission Method, Date and Time

One (1) copy of the quote shall be submitted electronically. All responses must be submitted online via MITN, BidNet Direct . Quotes must be received by 2:00 P.M. Eastern Time. Proposals will not be opened publicly. It is the firm’s responsibility to ensure that its proposal is delivered at the proper time and place.

The document shall be 8 ½” x 11” format, no smaller than 11-point font, up to 35 pages, and should not contain unnecessary elaborate brochures or other presentations beyond those minimally required to present a complete and effective quotation.

Expenses for developing and presenting responses to this RFQ shall be the entire responsibility of the Supplier and shall not be chargeable to the University. All supporting documentation and manuals submitted with this quote will become the property of the University.

Unless otherwise stated above, quotes submitted are to be in accordance with the outline and specifications contained and are to remain in effect a minimum of 120 days from the date of submission, and may be subject to further extensions as negotiated.

Submitted unit prices and labor costs are to be held for three years of the date of contract.

OU reserves the right to accept or reject any or all quotes, and may cancel this solicitation at any time for any reason at the university’s discretion.

5.02 Questions and Interpretations

All inquiries to this RFQ must be submitted in writing to George Haight by August 28, 2025. Questions should be emailed to georgehaight@oakland.edu. Put the RFQ name in the subject. An Addendum will be issued with responses to all questions received.

5.04 Withdrawal of Quotes

Quotes may be withdrawn by written notice to the prescribed OU Buyer, prior to the quote deadline date. Negligence on the part of the Supplier in preparing the quote confers no right of withdrawal or modification of the quote after the quote deadline has elapsed.

5.05 Price and Scope of Work Changes

All quotes should be firm and not subject to change by the Supplier for a period of one hundred twenty days (120) from the quote deadline date. Note, however, OU reserves the option to negotiate prices downward and to negotiate additional scope of work and cost changes based on final negotiations with the selected Supplier.

5.06 Mistakes in Quotes

If a mistake in a quote is suspected or alleged, the quote may be corrected or withdrawn prior to the due date for this solicitation. If negotiations are not held, or if best and final offers have been received, the Firm may be permitted to correct a mistake in its quote and the intended correct offer may be considered based on the conditions that follow:

The mistake and the intended correct offer are clearly evident on the face of the quote.

The Firm submits written evidence which clearly and convincingly demonstrates both the existing offer, and such correction would not be contrary to the fair and equal treatment of other Firms.

Mistakes discovered after award shall not be corrected unless OU Counsel makes a written determination that it would be disadvantageous to OU not to allow the mistake to be corrected. The approval or disapproval of requests of this nature shall be in writing by OU’s Legal Counsel.

5.07 Execution of Quotes

The original quote must contain a manual or electronic (date and time stamped) signature of an authorized representative of the Supplier. The quote must be typed or printed in ink. All corrections made on the quote sheets must be initialed by the authorized representative. The company name must appear on each sheet. The quote must include all documents, materials and information required herein.

5.08 Procurement Schedule

The University intends to conduct the procurement process expeditiously. Suppliers are expected to comply with the procurement schedule, including any modifications thereto which may be made by the University. The University will notify suppliers of any and all such modifications. Suppliers who fail to comply with the schedule may not receive further consideration.

The anticipated procurement schedule for the RFQ process is as follows; the University will make every effort to adhere to the schedule, and at its discretion is subject to :

Issue Request for Quote August 21, 2025

Deadline for Written Questions Regarding the RFQ August 28, 2025 @ 2:00 P.M.

Addendum Issued ≈ August 29, 2025

Quote Submission September 4, 2025 @ 2:00 P.M.

SECTION VI – GENERAL CONDITIONS

6.01 Terms and Conditions

Any contract resulting from this Request for Quote is subject to and shall be performed in accordance with the University’s General Terms and Conditions for Agreement located at the following: OU Terms & Conditions.

The University’s preferred payment method is with a University credit card (Pcard). The University will not accept convenience fees or increased pricing due to Pcard payment. The University it tax exempt, State of Michigan tax is not applicable.

Any person, firm, corporation or association submitting a quote shall be deemed to have read and understood all the terms, conditions and requirements in the specifications/scope of work.

Upon University request, the awarded supplier must agree to provide independently audited financial statements including its statement of financial position, statement of operations, and statement of cash flows for at least the past three years. Furthermore, the Contractor must agree to permit the University, upon request, to audit privileges, related to the University’s account. Failure to agree to this may result in disqualification of your bid.

Purchase Orders issued to the Supplier throughout the term of an agreement for services shall be subject to any and all of the provisions noted in this RFQ. If there is a discrepancy between the information stated in this RFQ and the University’s T&Cs, the T&Cs will apply.

This RFQ in no manner obligates the University to the eventual purchase of any products or services described, implied, or which may be proposed, and may be terminated by the University without penalty or obligation at any time.

Expenses for developing and presenting quotes will be the entire responsibility of the Supplier and will not be chargeable to the University. All supporting documentation and manuals with this quote will become the property of the University.

The Supplier understands that the University complies with the Michigan Freedom of Information Act (“FOIA”) and that the University may provide Confidential Information to other persons or entities upon receipt of a FOIA request. Section “z” of the FOIA states that security information is exempt from disclosure.

Smoke Free Campus: Effective Fall 2013, the University is smoke-free. Contractors are responsible to ensure that all employees and all subcontractors’ employees are in compliance anytime they are on Oakland’s main, or extension center campuses. The complete policy can be found at Policy 475.

6.02 Conflict of Interest

The Supplier affirms that to the best of its knowledge there exists no actual or potential conflict-of-interest between the Supplier's family, business, or financial interests and providing the Services. The Supplier will not attempt to influence any University employee by the direct or indirect offer of anything of value. The Supplier also warrants that no officer or employee of the University has or will have a direct or indirect personal financial interest in the Agreement. The Supplier also affirms that neither the Supplier nor any of its employees has paid or agreed to pay any person, other than bona fide employees and consultants working solely for the Supplier, any fee, commission, percentage, brokerage fee, gift or any other consideration contingent upon or resulting from the execution of an Agreement.

In the event of change in either Supplier’s interests or Services under this Agreement, the Supplier will inform the University regarding all possible conflicts-of interest which may arise as a result of such change. The Supplier agrees that conflicts-of-interest will be resolved to the University’s satisfaction or the University may terminate the Agreement.

Oakland University reserves the following rights: to accept or reject any bid; to reject all bids’ to waive any formalities or irregularities contained in a bid that do not comply with the terms and conditions of the invitation to bid, any modifications to the invitation to bid, or any specifications; to select the bid and/or items that in the sole and absolute discretion of Oakland University are in Oakland University’s best interest whether or not the bid selected is the lowest monetary bid received.

6.03 Cost of Quote

Suppliers are responsible for all their costs associated with the preparation of quotes, the demonstration and interview process and the contract negotiation process. All costs incurred, directly or indirectly, associated with the preparation of quotes shall be the sole responsibility of and shall be borne by the respondents.

6.04 Form of Purchase

The acceptance of the proposed Firm’s offer for the services specified herein will be made by issuance of a duly authorized contract or purchase order prepared by OU. Suppliers are cautioned to make no assumptions or accept any representations by any employee, member, officer or representative of OU concerning the award until a contract agreement is executed.

6.05 Government Restrictions

In the event any governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance of the goods or services offered, it shall be the responsibility of the successful Firm to immediately notify OU in writing specifying the regulation which requires alteration. OU reserves the right to accept any such alteration, including any reasonable price adjustments occasioned thereby, or to cancel the contract at no expense to OU.

6.06 Nonconformance to Conditions/Specifications/Scope of Services Services will be inspected for compliance with specifications. Services not conforming to specifications may not be accepted at the Firm’s expense. Services not provided in accordance with the Scope of Services may result in the Firm being found in default. In the event of default all procurement costs may be charged against the Firm. Any violations of these stipulations may result in the Firm’s name being removed from OU’s proposal mailing list.

6.07 Assignment or Transfer

The successful Firm shall not assign or transfer any interest in any subsequent contract, in whole or part, without written approval of OU. Claims for sums of money due, or to become due from OU pursuant to the contract may be assigned to a bank, trust company or other financial institution. OU is hereby expressly relieved and absolved of any and all liability in the event a purported assignment or subcontracting of the contract is attempted in the absence of the Firm obtaining OU’s prior written consent.

6.08 Patents - Licenses and Royalties

The successful Firm shall indemnify and save harmless OU and its employees from liability of any kind, including cost and expenses for or on account of any copyrighted, patented, or not patented invention, process or article manufactured or used in the performance of the contract, including its use by OU. If the Supplier uses any design, device or material covered by letters, patent, or copyright, it is mutually agreed and understood that the quote prices shall include all royalties or cost arising from the use of such design, device or materials involved in the work. Further all residual right to Patents, Licenses and Royalties (e.g., software and license to use same purchased) shall revert to OU at the end of the Agreement.

6.09 Permits and Licenses

The successful Firm shall obtain all permits and licenses that are required for performing its work. The Firm shall pay all related fees and costs in connection with required permits and licenses. Proof of ownership shall be made on all software used in the execution of the contract. The Firm will hold OU harmless for any violation of software licensing resulting from breaches by employees, owners, and agents of the Firm.

6.10 Taxes

The successful Firm is responsible for all state and federal payroll and/or social security taxes. The Firm shall hold OU harmless in every respect against tax liability.

6.13 Standards of Conduct

The successful Firm shall be responsible for maintaining satisfactory standards of its employee’s competence, conduct, courtesy, appearance, honesty, and integrity. It shall be responsible for taking such disciplinary action with respect to any of its employees as may be necessary.

6.14 Background Checks and Debarment

Contractor has performed a police records check and/or criminal background check and that neither the Contractor nor any of its directors, members, officers, employees, volunteers, servants, agents, representatives and designees, and subcontractors, properly appear on the Michigan Public Sex Offender Registry or has been convicted of a felony, criminal sex offense, forcible assault or any crime against a minor or any other person; and (ix) Contractor is not suspended, debarred, proposed for debarment, declared ineligible or voluntarily excluded from the award of contracts from United States federal government programs and/or agencies and is not listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs (collectively “Not-Debarred”) pursuant to Executive Order 12549 and the regulations promulgated thereunder, 2 CFR 180, and any additional regulations promulgated by an applicable federal agency, and will obtain identical certifications from Contractor’s lower tier contractors and suppliers that they are also Not-Debarred.

6.15 Removal of Employees

OU may request the successful Firm to immediately remove from assignment to OU and/or dismiss any employee found unfit to perform duties due to one or more of the following reasons:

1. Neglect of Duty.

2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

3. Theft, vandalism, immoral conduct, or any other criminal action.

4. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment at OU.

6.16 Supervision

The successful Firm shall always provide adequate competent supervision during the performance of the contract. To that effect, a qualified consultant and one or more alternates shall be designated in writing to OU prior to contract start. The Firm or his designated representative shall be readily available to meet with OU personnel. The successful Firm shall provide the telephone numbers where its representative(s) can be reached.

6.17 Performance Evaluation Meeting

The selected Firm shall be readily available to meet with representatives of OU weekly during the first month of the contract and as often as necessary thereafter. A mutual effort will be made to resolve all performance problems identified at these meetings.

6.18 Federal, State and Local Reporting Compliance

The Firm shall provide such financial and programmatic information as required to comply with all

Federal, State, and local law reporting requirements.

6.20 Notices

All written notices required to be given by either party under the terms of the contract(s) resulting from the contract award shall be addressed to the Firm at their legal business residence as given in the contract. Written notices to OU shall be addressed as provided in the contract.

6.21 Cancellation

Irrespective of any default hereunder, OU may also at any time at its discretion cancel any subsequent contract related to this solicitation, in whole or in part. In the event of cancellation, the Firm shall be entitled to receive equitable compensation for all work completed and accepted prior to such termination or cancellation as shall be indicated in the contract.

6.22 Travel

All travel and miscellaneous expenses related to this solicitation will be borne by the Firm unless otherwise provided in the contract for services.

6.23 Non-Discrimination

In accordance with the U.S. Constitution and all federal legislation and regulations governing fair employment practices and equal employment opportunity including, but not limited to Title VI (42 USC

2000d, et seq.) and Title VII )42 USC 2000e, et seq.) of the Civil Rights Act of 1964 (P.L. 88-352, 78 Stat.

241) and the U.S. Department of Justice regulations (28 CFR Part 42, et seq.) and the U.S. Department of

Labor regulations (29 CFR Part 1601, et seq.) issued pursuant to those Titles, Executive Order 11246

(September 24, 1965) as amended, the Michigan Constitution and all state laws and regulations governing fair employment practices and equal employment opportunity, including but not limited to the Michigan Civil Rights Act (P.A. 1976 No. 453) and the Michigan Handicappers Civil Rights Act (P.A.

1976 No. 220), the Contractor agrees that it shall not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment because of religion, race, color, national origin, age, sex, sexual orientation, height, weight, marital status or handicap that is unrelated to the individual’s ability to perform the duties of a particular assignment or position. The Contractor hereby recognizes the right of the United States and the State of Michigan to seek judicial enforcement of the foregoing covenant against discrimination, against itself or its subcontractors connected directly or indirectly with the performance of this Contract.

ACCEPTANCE

Please indicate your acceptance of Oakland University’s Terms and Conditions and the provisions stated in this RFQ in the space provided below. Complete the information at the bottom of this document and return this signed page with your RFQ response.

Thank you.

ACCEPTANCE ACKNOWLEDGEMENT:

I have reviewed and do accept Oakland University’s Terms and Conditions as stated on the University web page. I have read and agree to abide by the terms of this RFQ. I also acknowledge that I am a legally authorized representative of the business entity noted below and, as such, have the authority to enter into agreements and make commitments on its behalf:

Company: Address:

Authorized Signature:__________________ Date:

Printed Name: Title:

Phone #: Email:

NOTE: OAKLAND UNIVERSITY RESERVES THE FOLLOWING RIGHTS: TO ACCEPT OR REJECT ANY BID; TO

REJECT ALL BIDS; TO WAIVE ANY FORMALITIES OR IRREGULARITIES CONTAINED IN A BID THAT DO NOT

COMPLY WITH THE TERMS AND CONDITIONS OF THE INVITATION TO BID, ANY MODIFICATIONS TO THE

INVITATION TO BID, OR ANY SPECIFICATIONS; TO SELECT THE BID AND/OR ITEMS THAT IN THE SOLE

AND ABSOLUTE DISCRETION OF OAKLAND UNIVERSITY ARE IN OAKLAND UNIVERSITY’S BEST INTEREST

WHETHER OR NOT THE BID SELECTED IS THE LOWEST MONETARY BID RECEIVED.

SCHEDULE A – Addendum Acknowledgement

ADDENDA:

The undersigned affirms that the cost of all work covered by the following Addenda are included in the price of this quote.

Addendum No. Date: Addendum No. Date:

Firm Name:

SCHEDULE C-COSTS

Supplier Name: ____________________________________________

All pricing should be completed in Schedule C Excel Sheet provided.

All items proposed by the Supplier should meet or exceed Oakland University’s requirements. The

University reserves the right to reject any filter at its sole discretion.

The undersigned, as bidder, declares that he/she having examined the specifications with related documents hereby proposes to furnish the equipment in accordance with the specifications, within the time set forth therein, and at the cost stated below.

Comments/Restrictions:

Submitted by:_______________________________________________________________________________

Signature:__________________________________________________________________________________

Title/Date:_______________________________________________________________________________

(Title) (Date)

Phone:____________________________________________Email:___________________________________