RFP01082026VLG CATV PROGRAMMING SERVICES UNCCH.pdf

OFFER

The University of North Carolina at Chapel Hill (the “University”) solicits offers for goods and/or services as described in this solicitation. All offers received shall be treated as offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION PAGE

In compliance with this Request for Proposals, and subject to all of the terms and conditions herein, the undersigned offers and agrees to furnish any and all goods and/or services upon which prices are offered, at the price(s) offered herein, within the time specified herein.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for one hundred eighty (180) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of the University shall affix its signature hereto. Acceptance shall create a contract having an order of precedence as follows: special terms and conditions specific to the RFP, if any; requirements and specifications of the RFP; the University Information Technology (IT) Terms and Conditions; and the agreed portion of the awarded Vendor’s offer (including any Best and Final Offer(s)). A copy of this acceptance will be forwarded to the awarded Vendor(s).

FOR UNIVERSITY USE ONLY

Offer accepted and contract awarded this date , as indicated on attached certification, by (Authorized representative of University).

THE UNIVERSITY OF NORTH CAROLINA AT

CHAPEL HILL

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

Request for Proposals (RFP) No.:

RFP01082026VLG

Title: CATV PROGRAMMING SERVICES

Refer ALL inquiries regarding this RFP to:

Name: Veronica Green Title: IT Services Category Manager Email Address: veronica.green@unc.edu

Issue Date: January 8, 2026

Due Date and Time: February 19, 2026 at 12:00 PM Eastern Time (ET)

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.:

RFP01082026VLG

For internal processing, including tabulation of proposals, provide your company’s electronic Vendor Portal (eVP) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP Number

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered supplier in good standing. You must enter the supplier number assigned through the electronic Vendor Portal (eVP). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login.

Electronic responses ONLY will be accepted for this solicitation.

Table of Contents

1.0 Anticipated Procurement Schedule

2.0 Purpose of RFP

2.1 Introduction

2.2 RFP Document

2.3 Interpretation of Terms and Phrases

2.4 Contract Term

2.5 Contract Type

2.6 UNC System Institutions

2.7 Agency Background

2.8 Problem Statement

3.0 RFP Requirements and Specifications

3.1 Scope of Work

3.2 General Requirements and Specifications

3.3 Reserved

3.4 Reserved

3.5 Business and Technical Specifications

4.0 Cost of Vendor’s Offer

4.1 Offer Costs

4.2 Payment Schedule

5.0 Evaluation

5.1 Source Selection

5.2 Evaluation Criteria

5.3 Interviews, Oral Presentations, and/or Product Demonstrations

5.4 Best and Final Offer (BAFO)

5.5 Possession and Review

6.0 Vendor Information and Instructions

6.1 General Conditions of Offer

6.2 General Instructions for Vendor

6.3 Instructions for Offer Submission

7.0 Other Requirements and Special Terms

7.1 Vendor Utilization of Workers Outside the United States

7.2 Financial Stability

7.3 Vendor Exceptions; Additional Terms and Conditions

7.4 reserved

7.5 Vendor’s Representations

7.6 Personnel

7.7 Security and Background Checks

7.8 Disclosure of Litigation

7.9 Criminal Conviction

7.10 Assurances

7.11 Confidentiality of Offers

7.12 Project Management

7.13 Meetings

7.14 Recycling and Source Reduction

Attachment A: Definitions Attachment B: University Information Technology (IT) Terms and Conditions Attachment C: Description of Offeror Form Attachment D: Cost Form Attachment E: Vendor Certification Form Attachment F: Location of Workers Utilized by Vendor Form Attachment G: References Attachment H: Certification of Financial Condition Form

ATTACHMENT I: HISTORICALLY UNDERUTILIZED BUSINESSES

ATTACHMENT J: CORE SERVICES

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule, but all dates and times are subject to change at the University’s sole discretion. All times listed are in Eastern Time (ET).

Action Responsibility (no later than) Date and Time

RFP Issued University January 8, 2026

Written Questions Deadline Vendors January 22,2026 at 3:00PM

University’s Response to Written Questions / RFP Addendum Issued

University February 5, 2026

Offer Deadline Vendors February 19, 2026 at 12:00 PM ET

Selection of Finalists University TBD

Contract Award University TBD

Contract Effective Date University TBD

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

This Request for Proposals (RFP) is being issued to obtain a contract to provide CATV programming services for the University of North Carolina at Chapel Hill, for its Information Technology Services (ITS) Infrastructure and Operations department. The intent of this RFP is to procure commercial programming content for campus distribution, primarily to faculty, staff, classrooms, athletic venues and public locations. Vendor shall provide high quality, industry standard, uninterrupted, commercial programming during the term of any resulting contract. The channel lineup in ATTACHMENT J– CORE SERVICES is the minimum commercial channel line-up for the University. Alternates may be submitted for like programming or additional programming may be added to the line-up in ATTACHMENT D. Basic SD and HD services shall be provided without the need for a set top box at each drop location

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

2.2 RFP DOCUMENT

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

2.3 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms and conditions of any contract(s) resulting from this solicitation. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. As used herein, phrases such as “reasonable”, “necessary”, or “proper” shall be interpreted solely by the University.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in either the Notice of Award or the resulting contract, as applicable (the “Effective Date”). The contract shall have an initial term of 3 year(s) from the Effective Date (the “Initial Term”), unless terminated earlier in accordance with the terms and conditions of the contract.

At the end of the Initial Term, the University shall have the option, at its sole discretion, to renew the contract on the same terms and conditions for additional one (1) year terms. The University will give the Vendor written notice of its intent to renew no later than sixty (60) days before the end of the contract’s then-current term.

In no event may the total term of this contract, including all renewals, exceed ten (10) years.

2.5 CONTRACT TYPE

Indefinite Quantity Contract – This RFP will establish an indefinite quantity contract between the awarded Vendor(s) (if any) and the University. The quantity of goods and/or services that may be used by the University is undetermined. An estimated quantity based on history or other means may be used as a guide but shall not be a representation by the University of any anticipated purchase volume under any contract awarded pursuant to this RFP.

The University reserves the right to make partial, progressive or multiple awards (a) where it is advantageous to award separately by line item(s), (b) where more than one Vendor is needed or desired to meet the contemplated specifications as to quantity, quality, delivery, service, or geographical areas, and (c) where other factors are deemed to be necessary or proper to the purchase in question.

Any resulting contract may be used by any other UNC Chapel Hill department, office, school, etc. at their discretion.

2.6 UNC SYSTEM INSTITUTIONS

Any resulting contract may be extended to any other University of North Carolina System (UNC System) institution (each an “Institution”) to allow Institution to purchase relevant products and services from Vendor at then-current prices in accordance with the terms and conditions of the contract. Use of the contract by another Institution shall be strictly voluntary.

Execution of a separate contract is not required to participate, unless an amendment to the material terms of the contract is required by either the Institution or Vendor, in which case the resulting contract shall be between the Institution and Vendor. Other Institutions shall place their own orders directly with Vendor and shall fully and independently administer their use of the contract, including contractual disputes, invoicing, and payments, without any participation from the University.

The University shall not be responsible for any costs, damages, or other obligations incurred by any other Institution as a result of any use of the contract. It is understood and agreed that the University (a) is not responsible for the acts or omissions of any other Institution, and (b) will not be considered in default of the contract due to the acts or omissions of any other Institution, no matter the circumstances.

UNC System institutions currently include the following:

Appalachian State University East Carolina University

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

2.7 AGENCY BACKGROUND

. The University of North Carolina at Chapel Hill, through its Information Technology Services (ITS) division, provides video programming services to all campus (University-owned) buildings. These services are delivered to campus customers via a dedicated, single-mode optic fiber network. This network interconnects the University’s CATV head-end facility (on campus) to nodes (for conversion from optical to coax distribution facilities) within each building. The University currently has approximately 700 connections, mainly in stadiums, in service. The University’s CATV system provides a diverse mix of programming options in high-definition (HD) formats (depending on content provider’s availability.)

2.8 PROBLEM STATEMENT

The University of North Carolina at Chapel Hill (UNC-Chapel Hill), through its Information Technology Services (ITS) Infrastructure and Operations department, requires a dependable and comprehensive Cable Television (CATV) programming service for distribution across the campus.

The University needs high-quality, uninterrupted commercial programming that adheres to industry standards and accommodates the varied viewing preferences of faculty, staff, classrooms, athletic facilities, and public spaces.

There is an ongoing need to maintain consistent access to a diverse array of commercial programming that enriches the academic environment, facilitates event broadcasting, and offers general entertainment. The upcoming contract must ensure service continuity, excellent signal quality, broad channel availability, responsive technical support, and the ability to scale in response to future demands, all in alignment with the University’s operational, educational, and community engagement goals.

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 SCOPE OF WORK

The scope of work for this RFP is to obtain a contract to provide CATV programming services for the University of North Carolina at Chapel Hill, for its Information Technology Services (ITS) Infrastructure and Operations department

3.2 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.2.1 REQUIREMENTS

Means, as used herein, a function, feature, or performance that the system must provide, or a condition that the Vendor must meet.

3.2.2 SPECIFICATIONS

Means, as used herein, a description of the characteristics of the desired goods and/or services (e.g., a specification that documents the function and performance of a system or system component, or a service to be provided).

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the University, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute services, products, goods or other Deliverables. Alternate or substitute services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the University; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the University that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

3.2.3 SITE AND SYSTEM PREPARATION

Vendors shall provide to the University complete site requirement specifications for the Deliverables, if any. These specifications shall ensure that the Deliverables to be installed or implemented shall operate properly and efficiently within the site and system environment. Any alterations or modification in site preparation, which are directly attributable to incomplete or erroneous specifications provided by the Vendor and which would involve additional expenses to the University, shall be made at the expense of the Vendor.

3.2.4 EQUIVALENT ITEMS

Whenever a material, article or piece of equipment is identified in the specification(s) by reference to a manufacturer’s or Vendor’s name, trade name, catalog number or similar identifier, it is intended to establish a standard for determining substantial conformity during evaluation, unless otherwise specifically stated as a brand specific requirement (in which case, no substitute items will be allowed).

Any material, article or piece of equipment of other manufacturers or Vendors shall perform to the standard of the item named. Equivalent offers must be accompanied by sufficient descriptive literature and/or specifications to provide for detailed comparison.

3.3 RESERVED

3.4 RESERVED

3.5 BUSINESS AND TECHNICAL SPECIFICATIONS

3.5.1 Duties and Responsibilities of the University:

The general responsibility of the University is to aid and assist Vendor in facilitating the work to be performed under any resulting contract as specified. Specific responsibilities are limited to the following: a) The University shall assist Vendor with the coordination of temporary University parking permits from UNC-CH Public Safety, as required. Vendor will be solely responsible for all costs and fees associated with the procurement of all parking permits. b) The University shall provide adequate staff for the coordination of scheduled building/room access, headend, point of demarcation equipment and cabling installation, in addition to participation in all proof of performance and acceptance

3.5.2 Duties and Responsibilities of the Vendor:

Vendor hereby agree to work directly with the University, or its designated Contract Administrator, in connection with carrying out and conducting all of the following duties and responsibilities during the term of any resulting contract. Vendor must provide a “Statement of Compliance” as part of their response that explicitly details their firm’s ability to comply with the following duties and responsibilities, or details any area of non-compliance with the reason for non-compliance clearly stated

a. Vendor shall propose a CATV head-end solution that shall be a scalable, software-configurable, digital QAM modulator environment that will allow UNC-CH to easily and quickly assign both SD and HD programming content to specific CATV channel assignments.

b. Vendor shall provide all cabling and equipment, to the extent it does not already exist, and associated installation labor to provide the means for transporting content from Vendor’s facility to the point of demarcation at the UNC-CH CATV head-end at the ITS Manning building (211 Manning Drive, Chapel Hill, North Carolina 27599).

c. Vendor shall identify any interface with the existing UNC-CH CATV distribution system including a description of signal protocol and parameters, and any required hardware to connect Vendor’s signal to the UNC-CH CATV distribution system.

Vendor shall provide such interfaces and coordinate their installation with UNC-CH

ITS.

d. Vendor shall ensure that the proposed CATV head-end system (hardware and software) will adhere to FCC performance standards including broadband signal level, CNR, CTB, incidental modulation, frequency response, etc.

e. Vendor shall be responsible for ensuring that all Vendor employees and subcontractor personnel adhere to all University security, building access and parking policies and requirements at all times.

f. Vendor shall be responsible for providing uninterrupted programming per the agreed upon channel lineup for the duration of the contract (excluding planned service outages scheduled in advance for regional programming blackouts, system maintenance, upgrades or modifications).

g. If the CATV System shall be inoperable for any reason, including but not limited to those specified in the last sentence of this Section for a period of the lesser of (i) twenty-four (24) consecutive hours, or (ii) one (1) Peak Day (as hereinafter defined) after Vendor, has been notified that the CATV System is inoperable, then the fees due shall abate on a per diem basis for each day the CATV System is inoperable retroactive to the first day. A “Peak Day” shall mean the period of time from 4:00 p.m. to 12:00 a.m. local time for the Second Party. If the CATV System is inoperable for a period of (i) ten (10) continuous Peak Days, or (ii) thirty (30) non-consecutive Peak Days in any 180-day period, Second Party may terminate the Agreement upon sixty (60) days written notice, without any penalty or obligation, unless such inability to operate is due to earthquake, tornado, storms, inclement weather, or other acts of God, explosions, wars, riots or vandalism, or other civil disturbances, failure of electric power to the system, programming changes, or actions of federal, state or local governmental authorities, which are not reasonably within the control of the party claiming relief

h. Vendor shall provide a help desk for problem resolution seven (7) days a week, 24 hours a day and shall take all measures necessary to correct service and delivery problems in a timely fashion. Vendor shall also provide an escalation procedure for their service such that problems lacking timely resolution can be escalated. Students or departments on the UNC-CH campus that experience cable TV impairments or outages shall report them to the UNC-CH ITS help desk. Vendor’s help desk shall be required to provide an email address for programming services/content delivery trouble notifications to be sent to by UNCCH’s ITS support staff personnel, and shall reply back to the email when the service is complete, to close the trouble ticket.

Status updates shall be required from Vendor every four (4) hours for the duration that the ticket is open.

i. Vendor shall ensure that upon completion of all equipment installation and prior to service implementation, that Vendor shall make measurements at the point of demarcation to provide baseline measurements for future Proof of Performance throughout the term of the contract. Measurements shall be made at Vendor’s incoming signal to the UNC-CH CATV head end, and shall be made in accordance with FCC Title 47, part 76.605, and will include, at a minimum i)Aural carrier center frequency. ii) Visual carrier level iii) Aural carrier level iv) Carrier to noise Visual signal to coherent beats (v)Hum A complete, documented copy of these measurements will be provided to UNC-CH ITS prior to service implementation.

j. Vendor shall be responsible for ensuring that during the term of the contract, any CATV head-end system components or cables, provided by Vendor, that fail during normal operations to meet or exceed manufacturer’s specifications shall be immediately replaced by Vendor at Vendor’s cost

k. Vendor shall be responsible for ensuring that all new CATV head-end components shall be installed at UNC-CH premises, powered-up, and fully tested and accepted by UNC-CH at least two (2) weeks prior to the scheduled cutover date. Vendor shall provide a copy of the original manufacturer’s technical/operational documentation for all installed equipment upon acceptance by UNC-CH.

l. Vendor shall furnish all material, labor, construction, tools, parts, supplies, etc., required for performance of the contract. This includes provision of all equipment (hardware and software), interconnection to UNC-CH facilities and existing services, placement, patching, restoration, connectors, and all associated equipment as applicable unless otherwise specified.

m. All requests for new services for any UNC-CH campus department will be initiated solely through the UNC-CH ITS Infrastructure and Operations group. The ITS Infrastructure and Operations AVC (or a designated representative) shall contact Vendor to determine service availability, costs (one-time and recurring) and the installation schedule for the services if approved by UNC-CH

4.0 COST OF VENDOR’S OFFER

4.1 OFFER COSTS

Offer price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, administrative, and other similar fees and expenses. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Vendor shall return with its offer a completed ATTACHMENT D – Cost Form.

4.2 PAYMENT SCHEDULE

If applicable, Vendor shall propose its itemized payment schedule based on the content of its offer. All payments must be based upon acceptance of one or more Deliverables.

5.0 EVALUATION

[N.C.G.S §143B-1350(h): All offers are subject to evaluation to determine the most advantageous offer to the University. Evaluation shall include best value, as the term is defined in N.C.G.S. 143-135.9(a)(1), compliance with information technology project management policies, compliance with information technology security standards and policies, substantial conformity with the specifications, and other conditions set forth in the solicitation.]

5.1 SOURCE SELECTION

A trade-off method of source selection will be utilized in this procurement to allow the University to award this RFP to the Vendor providing the Best Value, while recognizing that Best Value may not result in an award to the Vendor offering the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors.

5.1.1 EVALUATION PROCESS

University employees will review all offers. All offers will be initially classified as being responsive or non-responsive. If an offer is found non-responsive, it will be rejected and will not be considered further. All Responsive Offers will be evaluated based on stated evaluation criteria.

5.1.2 SUBSTANTIAL CONFORMITY

To be eligible for consideration, Vendor’s offer must substantially conform to the specifications.

Vendor’s offer may be deemed to substantially conform to the specifications if it satisfies the purpose or objective of the business need, even without adhering to ALL of the specifications. Substantial conformity will be determined solely by the University. Offers that do not substantially conform may be rejected. Further, offers that are seriously deficient with regard to any one (1) or more singular specification(s) may be rejected.

5.1.3 CLARIFICATIONS

The evaluation committee may request clarifications from or open communications with any or all Vendors as allowed by 9 NCAC 06B.0307. However, the University may refuse to accept, in full or partially, the response to a clarification request given by any Vendor. Vendors are cautioned that the evaluators are not required to request clarifications; therefore, all offers should be complete and reflect the most favorable terms. Vendors should be prepared to send qualified personnel to Chapel Hill, North Carolina to discuss technical and contractual aspects of the offer.

5.1.4 NO UNIVERSITY OBLIGATION

Vendors are advised that the University is not obligated to ask for, or accept after the offer deadline, data that may be essential for a complete and thorough evaluation of the offer.

5.2 EVALUATION CRITERIA

All Responsive Offers will be evaluated based on the following evaluation criteria.

All qualified proposals will be evaluated and award made based on the following criteria considered, to result in an award most advantageous to the University. The following criteria are not necessarily listed in the order of importance.

• Overall experience and qualifications of the Vendor

• Performance of the Vendor as evaluated by references

• Pricing

• Contract terms and conditions

5.3 INTERVIEWS, ORAL PRESENTATIONS, AND/OR PRODUCT DEMONSTRATIONS

After all Responsive Offers have been evaluated, the University reserves the right to invite any number of Vendors for interviews and/or to provide oral presentations / product demonstrations to the University for purposes of further evaluation (the “Finalists”). The format and evaluation criteria for interviews, oral presentations, and/or product demonstrations will be provided to the Finalists at the time of invitation, and scheduling will be done on a first come, first served basis.

5.4 BEST AND FINAL OFFER (BAFO)

The University reserves the right to negotiate with one or more Vendor(s), and to request such Vendor(s) to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the University.

5.5 POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the offers and accompanying information is limited to personnel of the issuing agency, and to the committee responsible for participating in the evaluation. Vendors who attempt to gain this privileged information, or to influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules and their offer will not be further evaluated or considered.

After award of contract the complete bid file will be available to any interested persons with the exception of trade secrets, test information or similar proprietary information as provided by statute and rule. Any proprietary or confidential information which conforms to exclusions from public records as provided by N.C.G.S. §132-1.2 must be clearly marked as such in the offer when submitted. Under 1 NCAC 05B.0103, price information shall not be deemed confidential.

6.0 VENDOR INFORMATION AND INSTRUCTIONS

6.1 GENERAL CONDITIONS OF OFFER

6.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all specifications, requirements and the University’s intent as specified herein. Vendors are also responsible for obtaining and complying with all addenda and other changes that may be issued in connection with this RFP. If a Vendor discovers an inconsistency, error or omission in this RFP, the Vendor should request a clarification from the University’s contact person.

The Vendor will be responsible for investigating and recommending the most effective and efficient solution. Consideration shall be given to the stability of the proposed configuration and the future direction of technology, confirming to the best of their ability that the recommended approach is not short lived. Several approaches may exist for hardware configurations, other products and any software. The Vendor must provide a justification for their proposed hardware, product and software solution(s) along with costs thereof. Vendors are encouraged to present explanations of benefits and merits of their proposed solutions together with any accompanying Services, maintenance, warranties, value added Services or other criteria identified herein.

6.1.2 RIGHTS RESERVED

While the University has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the University to award a contract. Upon determining that any of the following would be in its best interests, the University may:

a) waive any formality, informality, or technicality;

b) amend the solicitation;

c) not award one or more line item(s);

d) cancel or terminate this RFP;

e) reject any or all offers received in response to this RFP;

f) waive any undesirable, inconsequential, or inconsistent provisions of this RFP;

g) if the response to this solicitation demonstrate a lack of competition, negotiate directly with one or more Vendors;

h) not award, or if awarded, terminate any contract if the University determines adequate funds are not available; or

i) if all offers are found non-responsive, determine whether Waiver of Competition criteria may be satisfied, and if so, negotiate with one or more known sources of supply.

6.1.3 SOLICITATION AMENDMENTS OR REVISIONS

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

6.1.4 ORAL EXPLANATIONS

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

6.1.5 PROHIBITED COMMUNICATIONS

During the evaluation period (i.e., from the offer deadline through the date of contract award, if any), each Vendor submitting an offer (including its representatives, subcontractors and/or suppliers) is prohibited from having any communications with any person inside or outside of the University if the communication refers to the content of Vendor’s offer or qualifications, the contents of another Vendor’s offer, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication or information that could reasonably be considered to have the effect of directly or indirectly influencing the evaluation of offers and/or the award of the contract. Any Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the University’s sole discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the University would not be served by the disqualification.

Only (a) those discussions, communications or transmittals of information authorized or initiated by the University regarding this RFP, or (b) general inquiries directed to the University’s contact person named on the first page of this RFP regarding details of the RFP (prior to offer submission) or the status of contract award (after offer submission) are excepted from this provision.

6.1.6 AWARDS

The State of North Carolina has implemented the North Carolina electronic Vendor Portal (eVP) that allows the public to retrieve award notices and information on the Internet at https://evp.nc.gov. This information may not be available for several weeks depending upon the complexity of the acquisition and the length of time to complete the evaluation process.

6.1.7 PROTEST PROCEDURES

Protests of awards exceeding $25,000 in value must be submitted to the University at the address given on the first page of this document. Protests must be received by the University within fifteen

(15) calendar days from the date of the RFP award and provide specific reasons and any supporting documentation for the protest. All protests are governed by 09 NCAC 06B .1102 and other applicable law, regulations, policies and procedures.

6.2 GENERAL INSTRUCTIONS FOR VENDOR

6.2.1 RESERVE

https://evp.nc.gov/

6.2.2 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until January 22, 2026 at 3:00 PM Eastern Time (the “Written Questions Deadline”). Date and time of receipt shall be as indicated on the email received by the University; late submissions will not be accepted Vendors’ questions posed orally at any pre-offer conference must be reduced to writing by the Vendor and provided to the University in accordance with this Section 6.2.2. Oral answers are not binding on the University.

Written questions must be submitted to the contact person listed on Page One of this RFP via email at veronica.green@unc.edu Please enter “Questions Solicitation RFP01082026VLG” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number

6.2.3 ADDENDUM TO RFP

If written questions are received prior to the Written Questions Deadline, an addendum comprising all such questions and responses to those questions, or any additional terms deemed necessary by the University, shall become an addendum to this RFP and will be provided via the eVP.

Critical updated information may be included in these addenda, if any. Therefore, it is important that all Vendors submitting an offer in response to this RFP periodically check the eVP for any and all addenda that may be issued prior to the offer deadline.

6.2.4 COSTS RELATED TO OFFER SUBMISSION

Costs for developing and delivering an offer in response to this RFP and any subsequent interview, oral presentation, or product demonstration as requested by the University are entirely the responsibility of the Vendor. The University is not liable for any expense incurred by the Vendors in the preparation or presentation of their offers.

All materials submitted in response to this RFP become the property of the University and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the University and the Vendor resulting from this RFP process.

6.2.5 ALTERNATE OFFERS

Vendor may submit alternate offers for various levels of service or products meeting the RFP specifications. If Vendor chooses to respond with various service or product offerings, each offer must be for a specific set of services and products and at specific pricing. Vendors may also provide multiple offers for software or systems coupled with various support and maintenance options, provided, however, that all offers must substantially conform to the specifications.

Alternate offers must specifically identify the RFP specification(s) and advantage(s) addressed by the alternate offer. Any alternate offer(s) must be submitted as a separate file, clearly marked “Alternate Offer for ‘name of Vendor’”, and numbered sequentially with the first offer if separate offers are submitted.

Offers of alternate or non-equivalent goods and/or services must be supported by independent documentary verification that the offer substantially conforms to the goods and/or services specified in the RFP. Notwithstanding the foregoing, alternate offers may be rejected if not found to be substantially conforming at the sole discretion of the University.

6.2.6 MODIFICATIONS TO OFFER

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

6.2.7 BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the University reserves the right to reject any or all offers, in whole or in part, based on the following:

a) late offers;

b) unsigned offers;

c) the University’s determination that the offer is unsatisfactory as to quantity, quality, delivery, price or service offered;

d) the Vendor’s failure to comply with the intent or conditions of the solicitation document;

e) the lack of competitiveness due to collusion or due to the knowledge that reasonably available competition was not received;

f) error(s) in specifications or indication that revision(s) would be to the University’s advantage;

g) cancellation of, or changes in, the intended project or other determination that the commodity or service is no longer needed;

h) limitation or lack of available funds;

i) circumstances that prevent determination of the lowest priced or highest qualified technically acceptable offer or the Best Value offer; or

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

6.2.8 VENDOR REGISTRATION WITH THE SECRETARY OF STATE

Vendors do not have to be registered with the NC Secretary of State to submit an offer; however, in order to receive an award/contract with the University, they must be registered. Registration can be completed at the following website: https://www.sosnc.gov/Guides/launching_a_business.

6.2.9 VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM

The North Carolina electronic Vendor Portal (eVP) allows Vendors to electronically register with the State of North Carolina to receive electronic notification of current procurement opportunities for goods and services available at the following website: https://evp.nc.gov.

This RFP is available electronically on the eVP.

6.2.10 VENDOR INFORMATION

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

6.2.11 VENDOR REFERENCES

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

Vendor shall return with its offer a list of references in accordance with ATTACHMENT G – References.

6.3 INSTRUCTIONS FOR OFFER SUBMISSION

6.3.1 GENERAL INSTRUCTIONS FOR OFFER

Vendors are strongly encouraged to adhere to the following general instructions in order to bring clarity and order to the offer and subsequent evaluation process:

a) Organize the offer in the exact order in which the specifications are presented in the RFP.

The Execution Page of this RFP should be placed at the front of the offer. Each page should be numbered. The offer should contain a table of contents, which cross-references the RFP specification and the specific page of the response in the Vendor's offer.

b) Provide complete and comprehensive responses with a corresponding emphasis on being concise and clear. Elaborate offers in the form of brochures or other presentations beyond that necessary to present a complete and effective offer are not desired.

c) Clearly state your understanding of the problem(s) presented by this RFP including your proposed solution’s ability to meet the specifications, including capabilities, features, and limitations, as described herein, and provide a cost offer.

d) Supply all relevant and material information relating to the Vendor’s organization, personnel, and experience that substantiates its qualifications and capabilities to perform the Services and/or provide the goods described in this RFP.

e) Furnish all information requested; and if response spaces are provided in this RFP, the Vendor shall furnish said information in the spaces provided. Any references in an answer to another location in the RFP materials or offer shall have specific page numbers and sections stated in the reference. Further, if required elsewhere in this RFP, each Vendor must submit with its offer sketches, descriptive literature and/or complete specifications covering the products offered.

f) Only information that is received in response to this RFP will be evaluated. References to information previously submitted or available via the internet will not suffice as a response to this solicitation.

g) Any offer that does not adhere to these instructions may be rejected.

6.3.2 OFFER ORGANIZATION

Within each section of its offer, Vendor should address the items in the order in which they appear in this RFP. Forms, attachments, or exhibits, if any, provided as part of this RFP must be completed and included in the appropriate section of the offer. All discussion of offered costs, rates, or expenses must be presented in Section 4.0. Cost of Vendor’s Offer.

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

a) Completed and signed Execution Page

b) Completed eVP Number form

c) Table of Contents

d) Completed Description of Offeror Form (Attachment C)

e) Vendor response to business and technical specifications (reference Section 3.5 of this

RFP)

f) Completed Cost Form (Attachment D)

g) Schedule of offered solution

h) Signed Vendor Certification Form (Attachment E)

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

j) References (Attachment G)

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

l) Completed Historically Underutilized Business Form (Attachment I)

m) Vendor Exceptions, if any (reference Section 7.3.1 of this RFP)

n) Vendor Additional Terms and Conditions, if any (reference Section 7.3.2 of this RFP)

o) Supporting material such as technical system documentation, training examples, etc.

p) Vendor may attach other supporting materials that it feels may improve the quality of its response. These materials should be included as items in a separate appendix.

6.3.3 OFFER SUBMITTAL

Due Date: February 19, 2026 Time: 12:00 PM Eastern Time Offers must be submitted (a) by the due date and time, (b) via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov/, and (c) with the Execution Page signed and dated by an official authorized to bind the Vendor’s firm.

IMPORTANT NOTE: It is the Vendor’s sole responsibility to upload their signed offer to the eVP by the specified due date and time. Vendor shall bear the risk for late electronic submission due to unintended or unanticipated delay, including but not limited to internet issues, network issues, local power outages, or application issues.

Offers will be deemed non-responsive and will be rejected if any of the following are true:

a) Offer was submitted after the due date and time (i.e., late offers);

b) Offer was not submitted via the eVP (e.g., offer was submitted via facsimile (FAX) machine, telephone, email, or in any hardcopy format); or

c) Offer was not signed on the Execution Page by an official authorized to bind the Vendor’s firm.

All file names should start with the Vendor’s name first, in order to easily determine all the files to be included as part of the Vendor’s response. For example, files should be named as follows: Vendor Name – your file name.

File contents SHALL NOT be password protected, file formats must be in .PDF, .JPEG, .DOC or .XLS format, and files shall be capable of being copied to other sources. Inability by the University to open the Vendor’s files may result in the Vendor’s offer being rejected.

If the Vendor’s offer contains any trade secrets (as defined in Attachment B, Section 18 (c) (Protection of Vendor Trade Secrets under NC Public Records Act)), then the Vendor must provide one (1) signed, original electronic copy and one (1) redacted electronic copy.

Additional information can be found via the North Carolina eProcurement Vendor Training link:

https://eprocurement.nc.gov/training/vendor-training.

Questions or issues related to using the eVP should be directed to the North Carolina eProcurement Help Desk – reference the following link: https://eprocurement.nc.gov/contact.

6.3.4 PUBLIC OPENING

The name of each responding vendor will be announced at a public, virtual Zoom meeting to be held at 1:00 PM Eastern Time on February 19,2026 ATTENDENCE IS OPTIONAL – please use the following information to join the meeting:

Meeting Link:

https://unc.zoom.us/j/97879377161?pwd=gNCWVoMobrFog1av4shLTMYUVrDHQ3.1 Meeting ID: 978 7937 7161 Passcode: 315541

6.3.5 TABULATIONS

All offers (except those that (a) have been previously withdrawn, or (b) are found to be non-responsive) will be tabulated. The tabulations shall be made public via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov/.

7.0 OTHER REQUIREMENTS AND SPECIAL TERMS

7.1 VENDOR UTILIZATION OF WORKERS OUTSIDE THE UNITED STATES

In accordance with N.C.G.S. §143B-1361(b), the Vendor must detail in its offer the manner in which it intends to utilize resources or workers located outside the United States. The University will evaluate the additional risks, costs, and other factors associated with such utilization.

Vendor shall return with its offer a completed ATTACHMENT F – Location of Workers Utilized by Vendor Form.

7.2 FINANCIAL STABILITY

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

7.3 VENDOR EXCEPTIONS; ADDITIONAL TERMS AND CONDITIONS

7.3.1 EXCEPTIONS

Any exceptions to the University’s requirements, specifications, or terms and conditions may be presented in a separate section labeled “Vendor Exceptions”. Include references to the corresponding requirements, specifications, or terms and conditions of the RFP, as applicable. Any exceptions shall be explained in detail.

Vendor shall not construe this paragraph as inviting exceptions or implying that any exception will be acceptable to the University; the University may exercise its discretion not to consider any or all proposed modifications. If Vendor materially deviates from the University’s requirements, https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/contact https://unc.zoom.us/j/97879377161?pwd=gNCWVoMobrFog1av4shLTMYUVrDHQ3.1 specifications, or terms and conditions, its offer may be rejected by the University. Furthermore, offers conditioned upon acceptance of Vendor exceptions may be rejected by the University.

7.3.2 ADDITIONAL TERMS AND CONDITIONS

Vendor’s terms and conditions for licensing and support of Vendor’s proprietary assets may be considered by the University; therefore, Vendor should present its license and/or support agreements, if any, for review and evaluation by the University. Any such terms and conditions should be presented in a separate section labeled “Vendor Terms and Conditions”.

The terms and conditions of the Vendor’s standard service, license, maintenance or other agreement(s) applicable to services, software and other products acquired under this RFP may apply to the extent such terms and conditions do not materially change the terms and conditions of this RFP. In the event of any conflict between the terms and conditions of this RFP and the Vendor’s standard agreement(s), the terms and conditions of this RFP relating to audit and records, jurisdiction, choice of law, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services herein shall apply in all cases and supersede any provisions contained in the Vendor’s relevant standard agreement or any other agreement. The University shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns, nor arbitrate any dispute, nor pay late fees, penalties, legal fees or other similar costs.

7.3.3 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

Other than through the processes outlined in this Section 7.3, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s offer. This applies to any language appearing in or attached to Vendor’s offer that purports to vary any terms and conditions herein, or to render the offer non-binding or subject to further negotiation. Vendor’s offer shall constitute a firm offer.

7.4 RESERVED

7.5 VENDOR’S REPRESENTATIONS

7.5.1 QUALIFIED PERSONNEL

Vendor represents and warrants to the University that qualified personnel will provide all services in a professional manner. “Professional manner” means that the personnel performing the service(s) will possess the skill and competence consistent with the prevailing business standards in the industry.

7.5.2 INTELLECTUAL PROPERTY

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

7.5.3 INHERENT SERVICES

If any services or other Deliverables, functions, or responsibilities not specifically…