STATE OF NORTH CAROLINA

Appalachian State University

Request for Proposal #: RFP55-091726

Replacement X-RAY System (High-Freq. Digital X-Ray System with AEC & Wireless Det.)

Date of Issue: September 17, 2026

Proposal Opening Date: December 10, 2026

At 2 PM ET

Direct all inquiries concerning this RFP to:

Lori Brown

Purchasing Specialist / Buyer

Email: brownlg2@appstate.edu

Phone: 828-262-8130

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Request for Proposal #

RFP55-091726

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic

Vendor Portal) 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 shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a Vendor number, register athttps://evp.nc.gov/SignIn

Electronic responses ONLY will be accepted for this solicitation.

https://evp.nc.gov/SignIn

Proposal Number: 55-091726 Vendor: __________________________________________

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Refer ALL Inquiries regarding this RFP to:

Lori Brown, Purchasing Specialist/Buyer brownlg2@appstate.edu

828-262-8130

Request for Proposal #: RFP55-091726

Proposals will be publicly opened: December 10, 2026

Using Agency: Commodity No. and Description: Replacement X-RAY System

(High-Freq. Digital X-Ray System with AEC & Wireless Det.) Requisition No.:

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this proposal is submitted competitively and without collusion (G.S. 143-54),

▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of

1934 (G.S. 143-59.2), and

▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the

NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Appalachian State University

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Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Appalachian State University)

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Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

3.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT FEE

3.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

3.3 RFP SCHEDULE

3.4 SITE VISIT or PRE-PROPOSAL CONFERENCE

3.5 PROPOSAL QUESTIONS

3.6 PROPOSAL SUBMITTAL

3.7 PROPOSAL CONTENTS

3.8 ALTERNATE PROPOSALS

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

4.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

4.1 METHOD OF AWARD

4.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

4.3 PROPOSAL EVALUATION PROCESS

4.4 EVALUATION CRITERIA

4.5 PERFORMANCE OUTSIDE THE UNITED STATES

4.6 INTERPRETATION OF TERMS AND PHRASES

5.0 REQUIREMENTS

5.1 FINANCIAL PROPOSAL

4.2 TRANSPORTATION AND IDENTIFICATION

4.3 FINANCIAL STABILITY

4.3 HUB PARTICIPATION

4.4 VENDOR EXPERIENCE

4.5 REFERENCES

4.6 BACKGROUND CHECKS

4.7 PERSONNEL

4.8 VENDOR’S REPRESENTATIONS

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.10 SUBCONTRACTORS

5.0 SPECIFICATIONS AND SCOPE OF WORK

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5.1 SPECIFICATIONS

5.2 PROJECT ORGANIZATION

5.3 TECHNICAL APPROACH

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.3 POST AWARD PROJECT REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.6 ACCEPTANCE OF WORK

6.7 INVOICES

6.9 DISPUTE RESOLUTION

6.10 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: FINANCIAL PROPOSAL

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING

ATTACHMENTS I: ADDITIONAL ATTACHMET A: TECHNICAL REQUIREMENTS AND ATTACHMENT

C: FLOW CHART

LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

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1.0 PURPOSE AND BACKGROUND

Appalachian State University is seeking a qualified Vendor to replace the existing X-Ray infrastructure to a modern Digital Radiography (DR) Suite for Student Health Service (SHS). The Mary Shook Health Service (SHS) functions as Appalachian State University’s on-campus primary care clinic, providing comprehensive, accredited medical services to enrolled students. It operates as an ambulatory care center staffed by experienced healthcare professionals and is centrally located on campus for accessibility. The student population is approximately 21,000. The SHS facility is located at 614 Howard Street, Miles Annas Support Building, Second Floor, Boone, North Carolina.

The intent of this solicitation is to award a university wide contract.

1.1 CONTRACT TERM

The Contract shall have a 5 [five] year Term to include a 5 [five] year Service Plan for DR panel and x-ray unit with 24-

48 hours On-Site response; (same day if down), beginning on the date of final Contract execution.

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

2.0 GENERAL INFORMATION

3.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: NC E-Procurement fee does NOT apply to this solicitation and the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions does NOT apply.

3.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and

Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications 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 Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum.

The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise.

This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this

RFP Response, 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 unless expressly agreed upon

Ver: 11/2025 6 through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

3.3 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFP State September 17, 2026

Pre-Bid Mandatory Site Visit and Walk

Through

State/Vendor November 12, 2026, 10:00AM ET

Submit Written Questions Vendor November 19, 2026 by 5:00 PM ET

Provide Response to Questions State December 01, 2026 by 5:00 PM ET

Submit Proposals Vendor December 10, 2026 NO LATER THAN 2:00 PM ET

Contract Award State TBD

3.4 SITE VISIT or PRE-PROPOSAL CONFERENCE

Mandatory Site Visit:

(All Vendors must email an attendee list to: hunsuckerrc@appstate.edu NO later than 5:00 pm on

Friday, November 6, 2026.)

Date: November 12, 2026

Time: 10:00 AM Eastern Time

Location: M.S. Shook Student Health Service

614 Howard Street

Boone, NC. 28608

Pre-Bid Conference Parking Instructions:

Please arrive early at the College Street Parking Deck

162 College Street, Boone NC 28607

Enter the parking deck on the west side of the traffic circle at the intersection of

College St. and Howard St. A traffic enforcement officer will be located at the entrance of the parking deck and an attendee will be there to guide attendees to the pre-bid conference.

Contact Name: Randy Hunsucker

Contact #: Office: 828-262-6733; Mobile: 336-830-5613

Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit. Attendees must arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective

Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE

SITE VISIT, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.

FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR’S PROPOSAL BEING DEEMED NON-

RESPONSIVE AND NOT CONSIDERED FOR AWARD.

The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this RFP. Vendors must stay for the duration of the site visit.

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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 site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this

RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.

3.5 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by

Addendum.

Written questions shall be emailed to Lori Brown @ brownlg2@appstate.edu by the date and time specified above.

Vendors should enter “RFP # 55-091726: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

3.6 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

[eVP]

If applicable to this RFP and using eVP, all proposal responses shall be submitted electronically via the electronic

Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link:

https://eprocurement.nc.gov/news-events/evp-updates-vendors.

If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet mailto:brownlg2@appstate.edu https://evp.nc.gov/

Ver: 11/2025 8 the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release an unredacted version if a record request is received.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a

Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this

RFP periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All

Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

3.7 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion.

Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the

Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the

Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

e) Vendor’s Proposal addressing all Specifications of this RFP. [Indicate relative section references as a guide to responding to sections requiring additional responses outside of the solicitation document. If not required, delete.]

f) Completed version of ATTACHMENT A: PRICING

g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

3.8 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #RFP55-091726 for ‘name of Vendor’]”.

Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.

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2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

4.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

4.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in proposals received.

4.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the

Instructions to Vendors entitled COMMUNICTIONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

4.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct a One-Step evaluation of Proposals:

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE

Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer

Ver: 11/2025 10 or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the State’s eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require

Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

4.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State:

1. Vendor Qualifications and references

2. Vendor Experience/Reliability

3. Vendor Response Time

4. Pricing

BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h). The award decision is made based on multiple factors, including: total cost of ownership, meaning the cost of acquiring, operating, maintaining, and supporting a product or service over its projected lifetime; the evaluated technical merit of the Vendor's offer; the Vendor's past performance; and the evaluated probability of performing the specifications stated in the solicitation on time, with high quality, and in a manner that accomplishes the stated business objectives and maintains industry standards compliance. The intent of "Best Value" procurement is to enable Vendors to offer and the Agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement.

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A ranking method of source selection will be utilized in this procurement using evaluation criteria listed in order of importance in the Evaluation Criteria section below to allow the State to award this RFP to the Vendor(s) providing the

Best Value and recognizing that Best Value may result in award other than 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.

4.5 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

4.6 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

State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety.

4.7 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this

RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

4.7 FINANCIAL PROPOSAL

Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees.

Financial Proposal shall include:

Complete ATTACHMENT A: FINANCIAL PROPOSAL and include in Vendor’s proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

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INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED.

4.1.1 Import Tariff Temporary Surcharge

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge in ATTACHMENT A: PRICING SUBMITTAL WORKBOOK as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The state is not obligated to accept any proposed import tariff surcharge. Proposed tariff surcharges may be used as a factor for evaluation and award.

4.2 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to any requested location within the State of North Carolina with all transportation costs and fees included in the total proposal price.When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be show on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.3 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the 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 of this

Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL

CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the

State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.3 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically

Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.4 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

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4.5 REFERENCES

Vendors shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of services offered. The State may contact these users to determine quality level of the offered service model; as well as, but not limited to user satisfaction with Vendor performance. Information obtained may be considered in the evaluation of the proposal.

4.6 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 State.

4.7 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this

Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in

Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this

Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract

Services provided by such personnel.

4.8 VENDOR’S REPRESENTATIONS

If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the

Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecom-munications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

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4.10 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS The specific items and any specifications that the Purchasing Agency is seeking are listed below. Items offered by the Vendor must meet or exceed the listed

Specifications to be considered for award. Job Specifications and estimates for labor, material and sales tax for the Replacement X-RAY System (High-Freq. Digital X-Ray System with AEC & Wireless Det.) App State University shall be submitted as follows:

BACKGROUND AND OVERVIEW:

Facility, Location & Programs

The Mary S. Shook Student Health Service (SHS) functions as Appalachian State University’s on-campus primary care clinic, providing comprehensive, accredited medical services to enrolled students. It operates as an ambulatory care center staffed by experienced healthcare professionals and is centrally located on campus for accessibility. The student population is approximately 21,000. The SHS facility is located at 614 Howard Street, Miles Annas Support Building, Second Floor, Boone, North Carolina.

X-Ray System Replacement/Operational Context For procurement purposes, the following points describe the department’s operational context as it relates to diagnostic imaging:

● The clinic functions as a primary care ambulatory center, where timely diagnostic evaluation, including radiographic imaging, is essential for assessing injuries, respiratory conditions, and other acute concerns common in a student population.

● As an accredited outpatient facility, the health service must maintain reliable, compliant, and safe diagnostic equipment, including radiology systems, to meet accreditation standards and ensure continuity of care.

● The patient population consists exclusively of Appalachian State University students, meaning imaging volume is steady but not equivalent to a hospital setting; equipment must be durable, efficient, and appropriate for moderate outpatient throughput.

● xThe clinic’s mission to provide high-quality care at low cost underscores the need for equipment that is cost-effective to operate, maintain, and service.

The replacement of the existing machine is essential to maintaining high-quality, safe, and efficient diagnostic services for the university’s student population. See Attachment C for current system workflow.

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System Overview and Performance Requirements

The Student Health Services Radiology Department seeks bids to replace the existing X-ray infrastructure to a modern Digital Radiography (DR) Suite. The proposed system should feature Automatic Exposure Control (AEC) and a wireless 17x17 detector, the purpose of which is to reduce patient radiation dose, increase throughput during peak seasons, and modernize clinical capabilities.

A high-frequency digital radiography system for a student health clinic must deliver consistent image quality, low radiation dose, and efficient workflow suitable for musculoskeletal injuries, chest imaging, and general outpatient diagnostics. The system should include a high-frequency generator, digital radiography (DR) wireless detector, and automatic exposure control (AEC) to ensure dose accuracy and repeatability.

Key performance expectations:

● High-frequency generator for stable output and reduced patient dose.

● Digital detector with cesium iodide (CsI) scintillator for high sensitivity and image clarity.

● Wireless detector for flexible positioning and reduced cable management.

● AEC capability to optimize exposure and maintain consistent image quality.

Detailed Technical Specifications

1. X-Ray Generator

● Type: High-frequency generator

● Power Output: 68 kW

● kVp: 40-150 kVp

● mA Range: 10-600 mA

● Exposure Time: 1 ms to 6 seconds

● Built-in safety features: Overload protection, tube protection algorithms

2. X-Ray Tube

● Anode Heat Capacity: ≥ 300,000 heat unit

● Floor Mounted

● Must comply with most recent American with Disabilities Act mandates. See

Attachment A

3. Digital Wireless Detector, Image Acquisition, and Software Requirements

● Type: Flat-panel DR detector

● Scintillator: Cesium Iodide (CsI)

● Active Area: 17" × 17"

● Wireless Connectivity: Secure encrypted wireless communication

● Battery Life: Minimum 3–4 hours; hot swappable batteries

● Acquisition Workstation / Console:

o Touchscreen-enabled acquisition console o Workstation based system capable of full image capture, processing, and quality assurance review

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● Software Capabilities:

o Image acquisition, processing, and display o Configurable exam presets and technique parameters o Standard functions: Store, Print, Worklist management o Vendor must specify the full software suite included in the proposal o Provider accessible viewing software must be included (local workstation or web-based viewer)

● Security, Privacy, and Accessibility Compliance Documentation:

o Vendor must provide the following documentation as part of the proposal to demonstrate compliance with institutional security, privacy, and accessibility standards:

a. Vendor must provide a completed Higher Education Community Vendor Assessment Toolkit Form (HECVAT) — Full version — as part of the proposal. This assessment must reflect current security controls, data‑handling practices, and compliance with applicable regulations (FERPA, HIPAA, GLBA). Proposals without a completed HECVAT will not be considered. Available at the following link:

https://www.educause.edu/higher-education-community-vendor-assessment-toolkit (or see Attachment B).

b. Vendor must provide a current VPAT (Voluntary Product Accessibility Template) and Accessibility Conformance Report documenting conformance with WCAG 2.1 AA and Section 508. Proposals without a VPAT will not be considered. Available at the following link:

https://userway.org/vpat/

c. Vendor must provide a SOC 2 Type II Report – An independent auditor's report covering a minimum observation period of six (6) months, demonstrating the vendor's controls related to security, availability, and confidentiality.

d. Vendor must provide a Software Bill of Materials (SBOM) – A current SBOM in a standard machine- readable format (e.g., SPDX or CycloneDX), if available, listing third-party and open-source components used in the proposed solution.

o Vendors unable to provide any of the above must explain the reason and describe any compensating documentation or alternative assurances offered (e.g., third-party penetration test summary, ISO 27001 certification, internal security questionnaire, etc.).

● PACS / Image Storage:

o Radiographic images must be stored in a cloud-based PACS provided or supported by the vendor.

o Clinicians will access images directly through the PACS viewer, vendor-provided viewing software, web-portal, or connect to existing Emergent Connect

● Teleradiology Integration Requirements

The DR system must support connectivity with an external teleradiology service for radiologist interpretation. Requirements include:

o DICOM Image Routing: Ability to transmit images securely to a third-party teleradiology provider using standard DICOM protocols.

https://www.educause.edu/higher-education-community-vendor-assessment-toolkit https://www.educause.edu/higher-education-community-vendor-assessment-toolkit https://userway.org/vpat/

Ver: 11/2025 17 o Report Delivery: Ability to receive radiologist reports from the teleradiology provider via HL7 ORU messages for import into the campus EMR (Medicat).

o Workflow Flexibility: Vendor must describe how their system supports integration with external reading services, including configuration of DICOM destinations, secure transfer methods, and report return workflows.

o Vendor Neutrality: The system must be capable of interfacing with any qualified teleradiology provider, not limited to a specific company.

4. Must Include Automatic Exposure Control (AEC) for Table & Wall Stand

5. System Stand and Positioning

● Must comply with most recent ADA requirements. See Attachment A.

● Vertical Bucky Stand:

o Adjustable height o Patient handgrips

● Standard Table:

o Six (6) way elevated floating top o Weight capacity: minimum of 800 lbs.

6. Regulatory, Radiation Dose and Safety

● Vendor shall:

o Provide drawings o Provide RSO on-site to assure compliance (assist with RSO details) o Shielding Design o Post Install Survey o Appalachian State University/Student Health Service will coordinate

State of North Carolina registration (selected vendor shall assist with this process, including providing all required documentation, information, etc.)

7. Physical and Electrical Requirements

● Power: 480, 100 amp, three-phase

● Footprint: Must fit student-health exam room (approx. 10' × 15')

8. Warranty, Service, and Support

● Warranty: Please state full warranty service and support options

● Service Contract: provide separate contract for 5-year service plan for DR panel and x-ray unit

● Service Response: On-site response within 24–48 hours; same-day if down

● Remote Support: Included

● Preventive Maintenance: At least one preventive maintenance visit per year

9. Delivery, Installation, Setup and Training Requirements

● Quote shall include delivery, labor, install, setup and training

● Installation: Coordinate with AppState Student Health Service on installation dates (July

2027)

● Initial Training: On-site training for radiology staff

● Follow-Up Training: Remote or on-site refresher within 6 months

● Documentation: User manuals, quick-reference guides, and maintenance instructions, with any additional support documentation

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Installation & Logistics (2nd Floor)

● Parking and staging for the equipment is recommended in the surface lot direct and adjacent to the east side of the Miles Annas Support Building or via a slightly longer route, but with elevator access (see map/image below).

o Option 1: direct entry from parking lot to second level via steps.

o Option 2: direct entry via elevator at the end of College St.; slightly longer, but no steps. 4ft entry doors lead from the access points to the second floor and into the X-ray room itself. Elevator Specs: 4ft opening, 8ft deep, 64in wide, and 4,000lb capacity

● Floor Loading: SHS utilizes a Floor-Mounted Tube Stand to safely distribute weight across the existing floor, avoiding the complex steel "Unistrut" reinforcements required by ceiling mounts.

● Please include installation plan and schedule.

Selection of Winning Proposal / Evaluation Process

West King Street

Howard Street

Direct Entry

Via Elevator

Direct Entry

Via Steps

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A University evaluation committee will review and assess all proposals received in response to this

Request for Proposals (RFP). Evaluation criteria may include, but are not limited to, the following:

● Compliance with the requirements and specifications outlined in this RFP

● Total cost of ownership, including equipment, installation, training, and ongoing support

● Warranty coverage and service/support capabilities

● Proposed installation schedule and implementation plan

● Vendor…