RFP020625AMG KFBS Steven D. Bell Hall AV FINAL.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 the conditions herein, the undersigned offers and agrees to furnish any and all goods and/or services upon which prices are offered, at the price(s) offered herein, within the time specified herein.

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

VENDOR NAME:

STREET ADDRESS: P.O. BOX:

CITY, STATE & ZIP: WEB ADDRESS:

PRINT NAME & TITLE OF PERSON SIGNING: PHONE NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL ADDRESS:

Offer valid for ninety (90) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of the University shall affix its signature hereto. Acceptance shall create a contract having an order of precedence as follows: special terms and conditions specific to the RFP, if any; specifications and requirements of the RFP and the Design Documentation;

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.:

RFP020625AMG

Title: AV Equipment & Installation Services for Kenan-Flagler Business School Addition (Steven D. Bell Hall)

Refer ALL inquiries regarding this RFP to:

Name: Alicia Grieger Title: IT Category Manager Email Address: agrieger@email.unc.edu

Issue Date: February 6, 2025

Due Date and Time: March 20, 2025 at 3:00 PM Eastern Time (ET)

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.:

RFP020625AMG

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 Agency Background

2.3 RFP Document

2.4 Interpretation of Terms and Phrases

3.0 Terms and Conditions

3.1 Notice to Vendors Regarding Terms and Conditions

3.2 Contract Term

3.3 Contract Type

4.0 Scope of Work

4.1 General

4.2 Related Work

5.0 Requirements

5.1 Mandatory Pre-Offer Conference and Tour

5.2 Required Qualifications

5.3 Compliance

5.4 Completion

5.5 Insurance

6.0 Cost of Vendor’s Offer

6.1 Offer Costs

6.2 Payment Schedule

7.0 Evaluation

7.1 Source Selection

7.2 Evaluation Criteria

7.3 Best and Final Offer (BAFO)

7.4 Possession and Review

8.0 Vendor Information and Instructions

8.1 General Conditions of Offer

8.2 General Instructions for Vendor

8.3 Instructions for Offer Submission

9.0 Other Requirements and Special Terms

9.1 Vendor Utilization of Workers Outside the United States

9.2 Financial Stability

9.3 Vendor’s Representations

9.4 Personnel

9.5 Security and Background Checks

9.6 Disclosure of Litigation

9.7 Criminal Conviction

9.8 Assurances

9.9 Confidentiality of Offers

9.10 Project Management

9.11 Meetings

9.12 Recycling and Source Reduction

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

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 February 6, 2025

Mandatory Pre-Offer Conference and Tour University February 19, 2025 at 2:30 PM ET

Written Questions Deadline Vendors February 26, 2025 at 3:00 PM ET

University’s Response to Written Questions / RFP Addendum Issued

University March 6, 2025

Offer Deadline Vendors March 20, 2025 at 3:00 PM ET

Contract Effective Date University TBD

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The University of North Carolina at Chapel Hill (the “University”), for its Kenan-Flagler Business School (KFBS), is soliciting proposals from qualified vendors to provide audiovisual (AV) equipment and installation services for Stephen D. Bell Hall (“Bell Hall”).

Bell Hall is a new state of the art building with approximately 30,000 square feet (SF) of classroom space and a total project area of 156,000 SF. When completed, Bell Hall will allow KFBS to admit 50% more students into its Undergraduate Business Program and modernize the learning environment for students in all of its top-ranked Undergraduate Business, Master of Accounting, Master of Business Administration (MBA) and Doctor of Philosophy (PhD) programs.

Bell Hall will be located at 175 William Blythe Drive in Chapel Hill, NC. The facility includes four (4) stories of classrooms, program offices, meeting, group study and interview spaces, a penthouse, and two (2) below grade levels of parking (not included in the gross SF). Bell Hall will house a 240-seat multi-purpose event facility with ceiling mounted sky fold dividing walls, a café and dining facility, sixteen (16) tiered and flat teaching classrooms, an interview suite with meeting rooms, and student support, study and collaboration spaces.

The scope also includes renovations to the second floor of the existing McColl Building where two (2) classrooms have been removed and replaced with new lounge seating and study spaces.

KFBS is looking for a capable technology integration firm that can provide, configure, install, test and commission the multiple, integrated AV systems throughout Bell Hall. These systems include, but are not limited to, large direct view projection systems, AV-over-IP (AVoIP) building-wide signal distribution, Dante networked audio, divide/combine classrooms, and Crestron AV control systems all centered around interactive education. Prior experience with networking, AVoIP and advanced control system programming is strongly preferred. Proposed solutions must meet the intended basis of design, quality standards, technical specifications, installation delivery timeframes coordinated with the building construction schedule, and warranties as defined in this RFP and the Design Documentation.

The AV systems and specifications have been designed by Newcomb & Boyd out of their Atlanta and Raleigh offices and coordinated as a consultant to LS3P, the architect of record. The designs have been carefully constructed and the University’s expectation is for minimal variations. Several items in scope are Brand

Specific to keep within the KFBS Academic Technologies standardization efforts, so equipment substitutions will not be accepted for these items. The Bell Building Equipment Worksheet indicates for each item whether alternates will be accepted for consideration. Reference the Design Documentation included with this RFP for more information.

Bell Hall is scheduled to be completed and occupied in late September 2025. AV system installations will be phased and are expected to begin as soon as possible after the contract is executed. As of the Issue Date of this RFP, the construction schedule is as follows:

• Start of cable pulling by March 2025. Conduit is already installed with string pulls to all AV back boxes.

• Building dry-in is complete and HVAC is currently operating within the building.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. While the intent of this RFP is to award a contract to a single vendor, the University reserves the right to award a contract to more than one (1) vendor if it is considered to be most advantageous to the University to do so.

2.2 AGENCY BACKGROUND

Kenan–Flagler Business School is the business school of The University of North Carolina at Chapel Hill, a public research university located in Chapel Hill, North Carolina. Founded in 1919, the school was renamed to its current name in 1991 in honor of Mary Lily Kenan and her husband, Henry Flagler. The school offers programs for granting a Bachelor of Science (BS) in Business Administration (BSBA), a Master of Business Administration (MBA), an executive MBA, a Master of Accounting (MAcc), a Doctor of Philosophy (PhD), a business certificate, and executive education programs. It is accredited by the Association to Advance Collegiate Schools of Business.

2.3 RFP DOCUMENT

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

2.4 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.

3.0 TERMS AND CONDITIONS

3.1 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

The University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s offer. This applies to any language appearing in or attached to Vendor’s offer that purports to vary any terms and conditions herein, or to render the offer non-binding or subject to further negotiation.

All offers submitted in response to this RFP are subject to the terms and conditions outlined herein, and any resulting contract shall be governed by the terms and conditions of the RFP. By execution and delivery of an offer in response to this RFP, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s offer as nonresponsive.

3.2 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 be binding on both parties from the Effective Date through the satisfactory completion of the work required under the RFP, and shall be complete when final payment has been made, unless terminated earlier in accordance with the terms and conditions of the RFP.

3.3 CONTRACT TYPE

This RFP will establish a closed-ended contract between the Contractor(s) (if any) and the University to furnish a pre-determined quantity of goods and/or services during a specified period of time.

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.

4.0 SCOPE OF WORK

4.1 GENERAL

Provide, configure, install, test, and commission the AV systems in accordance with the Design Documentation.

4.2 RELATED WORK

Bell Hall is a new construction project that includes the renovation of a portion of the existing McColl Building.

The infrastructure to support the AV systems has been installed under a separate contract. This includes, but is not limited to, boxes, conduit, raceways, and coordinated power and cooling to support the AV systems included in this scope. Floor plans and reflected ceiling plans (RCPs) showing locations of many of the devices are included in the AV infrastructure drawing set (AV-### series), which is included in the Design Documentation.

The structured cabling system has also been installed under a separate contract.

Active network equipment is provided and installed by KFBS.

KFBS accepted the design of the instructor stations and podiums in 2024, and these items have been purchased. Vendor shall be responsible for (a) integrating equipment into these millwork pieces, and (b) coordinating the logistics of this as required (e.g., Vendor shall take delivery of the instructor stations and/or podiums for equipment installation).

5.0 REQUIREMENTS

To be eligible for consideration, Vendor must meet all of the following requirements. Vendor shall return with its offer a completed Attachment G: Requirements Checklist.

5.1 MANDATORY PRE-OFFER CONFERENCE AND TOUR

Vendor must have at least one (1) representative in attendance at the mandatory pre-offer conference and tour to be held on February 19, 2025 at 2:30 PM ET. Reference Section 8.2.1 (Pre-Offer Conference and Tour) of this RFP for more information.

5.2 REQUIRED QUALIFICATIONS

Vendor must meet all of the required qualifications listed in Specification Section 274010 (Audio-Visual General), Part 1 (General), Paragraph 1.6 (Contractor Qualifications at the Time of Bid) of the Design Documentation.

5.3 COMPLIANCE

Subject to any documented exceptions (reference Specification Section 274010 (Audio-Visual General), Part 1 (General), Paragraph 1.8 (Information to be Submitted with the Bid Return), Subparagraph C (Statement of Compliance, Exceptions) of the Design Documentation), Vendor must comply with all the specifications and requirements of this RFP and the Design Documentation.

5.4 COMPLETION

All work included herein shall be complete and operational no later than August 15, 2025. Vendor shall be capable of providing any and all qualified resources necessary to meet this completion date.

Work shall be coordinated with the General Contractor in accordance with the then-current building construction schedule and Vendor shall complete the work by the targeted dates by floor. All AV equipment must be installed and all wiring completed for approval by electrical inspection to receive Beneficial Occupancy.

A copy of the building construction schedule that is current as of the Issue Date of this RFP is included in the Design Documentation.

5.5 INSURANCE

Vendor shall purchase and maintain the following:

a) Insurance coverage as outlined in Attachment B: University IT Terms and Conditions, Section 11 (Insurance Coverage); and

b) Property insurance until final acceptance, upon the entire work at the site to the full insurable value thereof of the scope of work included in this RFP. This insurance shall include the interests of the University, the Vendor, and any subcontractors or subsubcontractors in the work and shall insure against the perils of fire, wind, rain, flood, extended coverage, and vandalism and malicious mischief. If the University is damaged by failure of the Vendor to purchase or maintain such insurance, then the Vendor shall bear all reasonable costs properly attributable thereto.

Furthermore, the Vendor shall obtain and maintain similar property insurance on portions of the work stored off the site when request for payment per articles so includes such portions.

Proof of insurance must be provided prior to award of contract.

6.0 COST OF VENDOR’S OFFER

6.1 OFFER COSTS

Offer price shall constitute the total cost to the University for complete performance in accordance with the specifications and requirements 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 Bell Building Equipment Worksheet – reference the Design Documentation.

6.2 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 goods and/or services by KFBS.

7.0 EVALUATION

7.1 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.

7.1.1 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.

7.1.2 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.

7.1.3 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 or meet via remote meeting technology to discuss technical and contractual aspects of the offer.

7.1.4 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.

7.2 EVALUATION CRITERIA

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

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

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

c) Pricing1

d) Proposed alternates, if any

e) Vendor schedule / timeline for completing the work2

f) Warranty and service contract

g) Strength of proposed personnel

h) Strength of relevant references

i) Past experience working at The University of North Carolina at Chapel Hill3

j) Risks associated with Vendor’s offer

1. The University, in its sole discretion, may or may not conduct a line-by-line review of the Bell Building Equipment Worksheet to ensure that all required devices are included. Pricing for each system type will be evaluated as a complete and operational system.

2. Vendor must provide a detailed AV installation schedule coordinated with the building construction schedule.

3. Vendor may be disqualified from any evaluation or award if the Vendor or any key personnel proposed, has previously failed to perform satisfactorily during the performance of any contract with the University, or violated rules or statutes applicable to public bidding in the State of North Carolina.

7.3 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.

7.4 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.

8.0 VENDOR INFORMATION AND INSTRUCTIONS

8.1 GENERAL CONDITIONS OF OFFER

8.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all references, enclosures and attachments (including but not limited to the Design Documentation), 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.

8.1.2 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.

8.1.3 SOLICITATION AMENDMENTS OR REVISIONS

Any and all amendments or revisions to this document shall be made by written addendum from the University.

8.1.4 ORAL EXPLANATIONS

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

8.1.5 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.

8.1.6 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.

8.1.7 PROTEST PROCEDURES

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

(15) calendar days from the date of the RFP award and provide specific reasons and any supporting documentation for the protest. All protests are governed by 9 NCAC 06B.1102.

8.2 GENERAL INSTRUCTIONS FOR VENDOR

8.2.1 PRE-OFFER CONFERENCE AND TOUR

What: Mandatory pre-offer conference and tour

Who: All Vendors intending to submit an offer in response to this RFP

When: February 19, 2025 at 2:30 PM ET

Where: Kenan Center, Room 204 – located at 300 Kenan Center Drive, Chapel Hill, NC

Parking: All attendees must park in the Visitor Lot at the south side of Kenan Center Drive.

The Visitor Lot is also accessible from Mason Farm Road. Due to a home basketball game that night, all attendees must exit the Visitor Lot no later than 5:15 PM ET.

Parking Passes: All attendees must obtain a parking pass in one of the following two ways:

https://evp.nc.gov/

1. Prior to the conference, attendees can obtain a digital parking pass which must be printed and placed on their vehicle’s dashboard. Contact Maggie Rohrs at maggie_rohrs@kenan-flagler.unc.edu for a digital parking pass or any additional information regarding access to the Visitor Lot.

2. On the day of the conference, attendees can obtain a physical parking pass from the main reception desk on the first floor of the Kenan Center.

Contact Information: Michael Ambrose, AIA, 215.816.8695, michael.ambrose@fac.unc.edu

NOTE: Mr. Ambrose may ONLY be contacted by vendors with questions related to pre-offer conference and tour logistics – reference Section 8.1.5 (Prohibited Communications) of this

RFP.

Vendor must have at least one (1) representative in attendance at the mandatory pre-offer conference and tour to be held on February 19, 2025 at 2:30 PM ET. Offers received from any Vendor that did NOT have a representative in attendance at the pre-offer conference and tour will be rejected.

In-person attendance is required. All attendees must sign in upon arrival and clearly indicate the Vendor represented on the sign-in sheet.

Attendees are strongly encouraged to arrive on time. ANY VENDOR REPRESENTATIVE

ARRIVING AFTER 2:45 PM ET WILL NOT BE ALLOWED TO SIGN IN OR ENTER THE

CONFERENCE ROOM, NOR SHALL THEIR OFFER BE CONSIDERED.

Attendees will tour the new Bell Hall building immediately following the conference. Attendees must stay for the entire duration of the conference and tour, which is estimated at two (2) hours.

The purpose of this pre-offer conference and tour is for all prospective Vendors to apprise themselves with the conditions and specifications which will affect the performance of the work called for by this RFP. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.

Vendors are cautioned that any information released to attendees during the conference or the tour which conflicts with, supersedes, or adds to specifications in this RFP must be confirmed by written addendum before it can be considered to be a part of this RFP – reference Section 8.2.2 (Questions Concerning the RFP) of this RFP.

8.2.2 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until February 26, 2025 at 3:00 PM ET (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 the pre-offer conference and tour must be reduced to writing by the Vendor and provided to the University in accordance with this Section 8.2.2. 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.

Please enter “Questions Solicitation RFP020625AMG” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number mailto:maggie_rohrs@kenan-flagler.unc.edu mailto:michael.ambrose@fac.unc.edu

8.2.3 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.

8.2.4 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.

8.2.5 ALTERNATE OFFERS

The AV systems and specifications have been carefully constructed and the University’s expectation is for minimal variations. Several items in scope are Brand Specific to keep within the KFBS Academic Technologies standardization efforts, so equipment substitutions will not be accepted for these items.

The Bell Building Equipment Worksheet indicates for each item whether alternates will be accepted for consideration. Reference the Design Documentation included with this RFP for more information.

With that in mind, Vendor may submit alternate offers as follows:

a) Vendor may submit alternate offers for various levels of service or products as defined in the Design Documentation – reference (a) Specification Section 274010 (Audio-Visual General), Part 1 (General), Paragraph 1.8 (Information to be Submitted with the Bid Return), Subparagraph B (Costs & Pricing – Equipment Worksheet), and (b) Specification Section 274010 (Audio-Visual General), Part 2 (Products), Paragraph 2.2 (Substitutions, Alternate Equipment). 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. Alternates and substitutions will only be considered if they meet the requirements defined in the specifications.

b) Should Vendor have recommendations which will enhance the performance of the system or reduce costs without loss of performance, such comments shall be made in the bid submission. All suggestions that are of value to the University will be taken into consideration in the evaluation of the offers. All such offers shall be made as “alternates”, with the appropriate cost modifications shown separate and apart from the costs of the system “as specified”. Full technical information, product data sheets and specifications for proposed alternate equipment shall be provided for Owner review. In addition, Vendor shall clearly identify verifiable instances where such exceptions have been successfully implemented.

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.

8.2.6 MODIFICATIONS TO OFFER

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

8.2.7 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.

8.2.8 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.

8.2.9 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.

8.2.10 VENDOR INFORMATION

Vendor shall return with its offer a completed Attachment C: Description of Offeror Form.

8.3 INSTRUCTIONS FOR OFFER SUBMISSION

8.3.1 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.

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

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.

8.3.2 OFFER ORGANIZATION

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

d) Completed and signed Requirements Checklist (Attachment G)

e) Completed Description of Offeror Form (Attachment C)

f) Information and documentation requested in Specification Section 274010 (Audio-Visual

General), Part 1 (General), Paragraph 1.8 (Information to be Submitted with the Bid Return) of the Design Documentation, including but not limited to the following:

i) Completed Bell Building Equipment Worksheet

ii) Statement of Compliance

iii) Bidder Information

1) General Information

2) Project References

3) Other Work Performed for the University

iv) Subcontracting Information

v) Statement of Warranty and Service Contract

vi) Schedule of Installation

g) Proof of required insurance (reference Section 5.5 of this RFP)

h) Signed Vendor Certification Form (Attachment D)

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

j) Completed and signed Certification of Financial Condition Form (Attachment F)

k) 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.

8.3.3 OFFER SUBMITTAL

Due date and time: March 20, 2025 at 3:00 PM ET 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 17 (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.

8.3.4 PUBLIC OPENING

The name of each Vendor will be announced at a public, virtual Zoom meeting to be held at 4:00 PM ET on March 20, 2025. Attendance is optional – please use the following information to join the meeting:

Meeting Link: https://unc.zoom.us/j/91387930760?pwd=AH7rzLncrss4G6j2Ebfb6oErHRNfQV.1 Meeting ID: 913 8793 0760 Passcode: 288542 https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/contact https://unc.zoom.us/j/91387930760?pwd=AH7rzLncrss4G6j2Ebfb6oErHRNfQV.1

8.3.5 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.

9.0 OTHER REQUIREMENTS AND SPECIAL TERMS

9.1 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 E: Location of Workers Utilized by Vendor Form.

9.2 FINANCIAL STABILITY

The Vendor shall provide evidence of financial stability by returning with its offer a completed Attachment F:

Certification of Financial Condition Form.

9.3 VENDOR’S REPRESENTATIONS

9.3.1 QUALIFIED PERSONNEL

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

9.3.2 INTELLECTUAL PROPERTY

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

9.3.3 INHERENT SERVICES

If any goods or services, functions, or responsibilities not specifically described in this RFP are (a) required for Vendor’s proper performance, provision or delivery of the goods or services, or (b) an inherent part of or necessary sub-task included within the goods or services, they will be deemed to be implied by and included within the scope of any resulting contract to the same extent and in the same manner as if specifically described in this RFP.

9.3.4 VENDOR PERFORMANCE

Vendor warrants that it has the financial capacity to perform and to continue to perform its obligations under any resulting contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance under any resulting contract; and that entering into any resulting contract is not prohibited by any other contract, or order by any court of competent jurisdiction.

9.4 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of any resulting contract without prior written approval by the University. The individuals designated as key personnel for purposes of any resulting contract are those specified in the Vendor’s offer. Any desired substitution shall be noticed to the University in writing accompanied by the names and references of Vendor’s recommended substitute personnel. The University will approve or disapprove the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under any resulting contract. Upon such termination, the University may request acceptable substitute personnel or terminate the services provided by such personnel.

9.5 SECURITY AND BACKGROUND CHECKS

Any personnel or agent of Vendor performing services under any contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the University.

9.6 DISCLOSURE OF LITIGATION

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

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

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

9.7 CRIMINAL CONVICTION

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

embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, attempting to influence a public employee to breach the ethical conduct standards for State of North Carolina employees; (c) convicted under State or federal antitrust statutes; or (d) convicted of any other criminal offense which in the sole discretion of the University reflects upon the Vendor’s business integrity, such Vendor shall be prohibited from entering into a contract for goods or services with any department, institution or agency of the State.

9.8 ASSURANCES

In the event that criminal or civil investigation, litigation, arbitration or other proceedings disclosed to the University, or of which the University otherwise becomes aware, during the term of any resulting contract, causes the University to be reasonably concerned about:

a) the ability of the Vendor or its subcontractor(s) to continue to perform the contract in accordance with its terms and conditions, or

b) whether the Vendor or its subcontractor(s), in performing services under the contract, is engaged in conduct which is similar in nature to conduct alleged in such investigation, litigation, arbitration or other proceedings, which conduct would constitute a breach of contract or violation of law, regulation or public policy, then the Vendor shall be required to provide the University all reasonable assurances requested by the University to demonstrate that the Vendor or its subcontractor(s): (i) will be able to continue to perform the contract in accordance with its terms and conditions, and (ii) will not, in performing services under the contract, engage in conduct which is similar in nature to the conduct alleged in any such litigation, arbitration or other proceedings.

9.9 CONFIDENTIALITY OF OFFERS

All offers and any other RFP…