RFQ Agency Services - Robeson Final.pdf

RFQ-59-Q6843

North Carolina A&T State University

Request for Quote #: 59-Q6843

Theatre Project Audio Lighting and Video

Date of Issue: 03-21-2025

Bid Opening Date: 04-18-2025

At 03:00pm ET

Direct all inquiries concerning this RFQ to:

Tyeshia Smith

Procurement Specialist

Email tmsmith23@ncat.edu

Phone: 336-285-4952

RFQ-59-6843

Ver. 11/2023

STATE OF NORTH CAROLINA

Request for Quote #

59-Q6843

For internal State agency processing, including tabulation of bids, 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 bid.

Failure to do so may subject your bid 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 at https://vendor.ncgov.com/vendor/login

Electronic responses ONLY will be accepted for this solicitation.

https://ncat.bonfirehub.com/portal/?tab=openOpportunities https://vendor.ncgov.com/vendor/login

RFQ-59-6843

Ver: 11/2023

Refer ALL Inquiries regarding this RFQ to:

Tyeshia Smith tmsmith23@ncat.edu

Request for Quote #: 59-Q6843

Bids will be publicly opened: 04-18-2025

Using Agency: North Carolina A&T State

University

Commodity No. and Description: Theater lighting and Sound

Requisition No.: 189549069

EXECUTION

In compliance with this Request for Quote (RFQ), 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 bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this bid 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 bid, 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 RFQ, 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 RFQ, 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 bid, 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.

Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids 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: FAX NUMBER:

STATE OF NORTH CAROLINA

Division of North Carolina A&T State University

Bid Number: RFQ-59-Q6843 Vendor: __________________________________________

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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 RFQ.

ACCEPTANCE OF BIDS

If your bid is accepted, all provisions of this RFQ, 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 North Carolina A&T State University

Ver: 11/2023 3

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS

2.4 RFQ SCHEDULE

2.5 SITE VISIT or PRE-BID CONFERENCE

2.6 BID QUESTIONS .................................................................................... Error! Bookmark not defined.

2.7 BID SUBMITTAL

2.8 BID CONTENTS

2.9 ALTERNATE BIDS ................................................................................... Error! Bookmark not defined.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 INVOICES

4.3 FINANCIAL STABILITY

4.4 HUB PARTICIPATION

4.5 REFERENCES

4.6 BACKGROUND CHECKS

4.7 PERSONNEL

4.8 VENDOR’S REPRESENTATIONS

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION ........................... Error! Bookmark not defined.

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 TASKS/DELIVERABLES ........................................................................... Error! Bookmark not defined.

Ver: 11/2023 4

5.3 CERTIFICATION AND SAFETY LABELS

5.4 INFORMATION TECHNOLOGY APPROVALS ............................................ Error! Bookmark not defined.

5.5 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 POST AWARD PROJECT REVIEW MEETINGS

6.3 CONTINUOUS IMPROVEMENT

6.4 PERIODIC [WEEKLY, MONTHLY] STATUS REPORTS ................................. Error! Bookmark not defined.

6.5 ACCEPTANCE OF WORK

6.6 FAITHFUL PERFORMANCE

6.7 TRANSITION ASSISTANCE ...................................................................... Error! Bookmark not defined.

6.8 DISPUTE RESOLUTION

6.9 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

Ver: 11/2023 5

1.0 PURPOSE AND BACKGROUND

North Carolina A&T State University, located at 1601 East Market Street, Greensboro, NC 27401, is seeking qualified vendors to provide a complete upgrade of the audio, video, and lighting systems in the Paul

Robeson Theatre. This project is a critical investment in the university’s performing arts infrastructure, aiming to enhance the quality of performances, expand technological capabilities, and improve operational efficiency.

The Paul Robeson Theatre serves as a central hub for theatrical productions, academic instruction, and community events. To maintain its relevance as a premier performance space, the university requires state-of-the-art audiovisual and lighting systems that align with current industry standards. The project encompasses upgrades to the Theatre, Acting Studio, and Lobby, ensuring a seamless, modern experience for performers, production teams, and audiences alike.

The upgrades will include transitioning to a digital audio system with integrated stage inputs and production communication, implementing a high-quality video system for streaming and recording, modernizing lighting with energy-efficient LED fixtures, and enhancing the lobby display system for dynamic content management. The selected provider will be responsible for the complete installation and integration of all systems, with no equipment substitutions permitted.

This project underscores North Carolina A&T State University’s commitment to fostering an innovative and professional-grade performance environment for students, faculty, and visitors.

The intent of this solicitation is to award an Agency Contract

1.1 CONTRACT TERM

The Contract shall have an initial term, beginning on the date of final Contract execution (the “Effective Date.

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

2.0 GENERAL INFORMATIONREQUEST FOR QUOTE DOCUMENT

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

2.2 E-PROCUREMENT FEE

[Note: The E-Procurement fee applies to all open market goods purchases, unless specifically exempted by the SPO. Be sure to delete this note prior to posting]

ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING RFQ 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 RFQ 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 RFQ.

http://eprocurement.nc.gov/

Ver: 11/2023 6

If Vendors have questions or issues regarding any component of this RFQ, those must be submitted as questions in accordance with the instructions in the BID 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 RFQ 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 bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid 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 RFQ

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 during negotiations 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 bid as nonresponsive.

2.4 RFQ SCHEDULE

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

Event Responsibility Date and Time

Issue RFQ State 03-21-2025

Hold Pre-Bid Meeting/Site Visit State 03-31-2025@10:00am

Submit Written Questions Vendor 04-02-25@03:00pm

Provide Response to Questions State 04-04-2025

Submit Bids Vendor 04-18-2025@03:00pm

Contract Award State

2.5 SITE VISIT or PRE-BID CONFERENCE

Mandatory Site Visit

Date: 03-31-2025

Time: 10:00am Eastern Time

Location: 601 North Benbow Road

Greensboro, NC 27411

Contact # 336-334-7555

Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid 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 BID 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 BID 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 RFQ. Vendors must stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFQ.

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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 RFQ, must be confirmed by written addendum before it can be considered to be a part of this RFQ and any resulting contract.

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

Written questions shall be emailed to tmsmith23@ncat.edu by the date and time specified above. Vendors should enter “RFQ #

RFQ-59-Q6843 Questions” as the subject for the email. Question submittals should include a reference to the applicable RFQ section and be submitted in the format shown below:

Reference Vendor Question

RFQ Section, Page Number Vendor question …?

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 RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFQ and an addendum to this RFQ.

2.6 BID 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 bid has been received as described in this RFQ by the specified

Quotes may be submitted via electronic means, including but not limited to email, in response to this Request for Quote:

Submission by any means shall include this RFQ, as provided in section 2.8.

Attempts to submit a Bid via e-mail, hand delivery, or postal mail in response to this RFQ will NOT be accepted

Electronic address for delivery of Bid

IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified time and date of opening, regardless of the method of delivery. This is an absolute requirement. The time of delivery will be marked on each quote when received, and any quote received after the submission deadline will not be accepted or evaluated. Quotes, subject to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity as described herein.

2.7 BID CONTENTS

Vendors shall populate all attachments of this RFQ 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 bid, in the State’s sole discretion.

mailto:tmsmith23@ncat.edu

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

a) Cover Letter, which must include all of the following: (i) a statement that confirms that the Vendor has read the RFQ in its entirety, including all links, and all Addenda released in conjunction with the RFQ; (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 Bid Number.

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

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

e) Completed version of ATTACHMENT A: PRICING

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

g) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

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

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

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

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

The following definitions, acronyms, and abbreviations are also relevant to this RFQ

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 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 responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past performance, references, and financial documents.

While the intent of this RFQ 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 RFQ 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 bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFQ 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 the Paragraph 29 of the Instructions to Vendors entitled

COMMUNICATIONS BY VENDORS.

Each Vendor submitting a bid to this RFQ, 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 purchaser 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 bid 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.

Ver: 11/2023 9

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 RFQ or inquiries directed to the purchaser named in this RFQ regarding requirements of the RFQ (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 QUOTE EVALUATION PROCESS

The State will conduct an evaluation of responsive Quotes, as follows:

a) The State shall review the responses to this RFQ to confirm that they meet the specifications and requirements. The

State reserves the right to waive any minor informality or technicality.

b) Quotes are requested for the items as specified, or item(s) equivalent in design, function, and performance. The State reserves the right to reject any quote on the basis of fit, form and/or function, as well as cost.

c) For all responses that pass the initial review process, the State will review and assess the Vendors’ pricing. The State may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the quote. Vendors are cautioned, however, that the State is not required to request clarification, and often does not. Therefore, all quotes should be complete and reflect the most favorable terms available from the Vendor. Prices quoted cannot be altered or modified as part of a clarification.

d) Quotes will be evaluated, based on the award criteria identified in Section 3.1 METHOD OF AWARD.

Award of a Contract to one Vendor does not mean that the other quotes lacked merit, but that, all factors considered, the selected quote was deemed most advantageous and represented the best value to the State.

Vendors are cautioned that this is a request for quote, not a request or an offer 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.

3.4 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 RFQ, 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

3.5 INTERPRETATION OF TERMS AND PHRASES

This RFQ 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 bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to

Ver: 11/2023 10 propose solutions that will satisfy the State’s needs as described in the RFQ. Except as specifically stated in the RFQ, 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 bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFQ. By submitting a bid, 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 RFQ. 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 bid, the

Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid

Questions Section above.

Liquidated damages

• All work for the Paul Roberson Theater shall be preform on May 20-2025 through August, 15-2025. All work for the

Theater shall be completed by August 25-2025. Liquidated damages of $100 one hundred dollars per calendar day shall begin August 26-2025. The Acting Studio, and Lobby will not have liquidated damages.

• Provide hands-on training during one production. At least one technical person for sound, video, and lighting should participate in this event, but each area can be done over multiple events.

Warranty

•Two-year warranty on equipment and installation labor from the project completion date.

•Forty-eight hours service call response for the first year of warranty. Five-day service response for the second year. Failure to honor these services will result in the vendor being reported to the general administration for failure to honor the agreement.

PRICING

Bid 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. Complete

ATTACHMENT A: PRICING FORM and include in Vendor’s response.

4.1 INVOICES

Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

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

4.2 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

Ver: 11/2023 11 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 RFQ 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 REFERENCES

Vendor shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided

Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory.

The information obtained may be considered in the evaluation of the Bid.

4.5 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this RFQ may be required to undergo a background check at the expense of the Vendor, if so, requested by the State.

Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State. As part of Vendor background, the following details must be provided to the State:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide

Services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

e) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its bid herein or a statement that there are none.

PERSONNEL

Vendor warrants those 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

Ver: 11/2023 12 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 bid 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.

4.6 VENDOR’S REPRESENTATIONS

If Vendor’s bid 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 telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

5.0 SPECIFICATIONS AND SCOPE OF WORK

The upgrades will include transitioning to a digital audio system with integrated stage inputs and production communication, implementing a high-quality video system for streaming and recording, modernizing lighting with energy-efficient LED fixtures, and enhancing the lobby display system for dynamic content management. The selected provider will be responsible for the complete installation and integration of all systems, with no equipment substitutions permitted. This project underscores North Carolina A&T State University’s commitment to fostering an innovative and professional-grade performance environment for students, faculty, and visitors

Areas for upgrade - Theatre, Acting Studio, and Lobby

• Upgrade the theatre's audio system to a fully digital setup, incorporating stage inputs and a production team communication system for seamless coordination.

• Implement a high-definition video system with capabilities for live streaming and recording performances.

• Modernize the lighting system with energy-efficient LED fixtures, enhancing flexibility, coverage, and control for diverse production needs.

• Upgrade the lobby display system to support 24/7 operation, allowing remote content uploads via the existing network by authorized users.

• Ensure complete in-house installation and integration of all audio, video, and lighting systems by the selected provider, with no substitutions permitted.

Audio System Upgrade Installation

• Install all specified speakers, subwoofers, and amplifiers per system design.

• Integrate digital audio mixing consoles and I/O boxes for seamless operation.

• Set up and configure wireless microphone systems, including antenna distribution.

• Implement a communication system for the production team, ensuring reliable connectivity.

• Perform custom wiring, rigging, and installation of all necessary accessories.

• Label and verify all new and existing wiring for easy maintenance and troubleshooting.

• Set up iPad-based audio control for remote. Audio System Upgrade Installation

• Install all specified speakers, subwoofers, and amplifiers per system design.

• Integrate digital audio mixing consoles and I/O boxes for seamless operation.

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• Set up and configure wireless microphone systems, including antenna distribution.

• Implement a communication system for the production team, ensuring reliable connectivity.

• Perform custom wiring, rigging, and installation of all necessary accessories.

• Label and verify all new and existing wiring for easy maintenance and troubleshooting.

• Set up iPad-based audio control for remote system management.

• Ensure all equipment is networked for centralized control, configuration, and operation via desktop computers.

• e system management.

• Ensure all equipment is networked for centralized control, configuration, and operation via desktop computers.

Video System Installation

• Install PTZ cameras with HDBaseT receiver boxes for high-definition video capture.

• Set up a video switcher and streaming encoder for live and recorded broadcasts.

• Implement custom wiring and rigging to support a secure and optimized video system.

Lighting System Enhancement Installation

• Replace existing lighting fixtures with energy-efficient LED units.

• Install and program a lighting console with all required accessories for advanced control.

• Secure all fixtures with proper hardware and safety cables to ensure compliance and durability.

• Implement custom wiring and rigging hardware tailored to the new lighting system.

• Utilize existing lighting battens where feasible to maximize efficiency.

• University will provide electrical services for the installation.

Lobby Display System

• Install a control module and network switch for seamless system management.

• Set up encoders and decoders to facilitate remote content uploads and display management.

• Install 75" 4K UHD displays with articulating mounts for optimal viewing flexibility.

• Perform custom wiring and programming to ensure continuous, 24/7 display operation.

Theatre - Equipment List (No Substitutions Allowed) Audio Equipment:

(4) Electro-Voice EVA-2082S/1220-BLK, (Left/Right)

(2) Electro-Voice EVA-EG2-BLK,

(2) Electro-Voice EVA-2151 D-BLK

(2) Electro-Voice EVC-1082-96B -Side Fills (front of the stage)

(3) Dynacord C3600FDl-US DSP power amplifier

(4) Electro-Voice EVC-UBI-BLK,

(4) Electro-Voice TXI 122FM Allen & Heath AH-SQ-7 Digital Console Allen & Heath AH-DTI 68 -Stage Box Allen & Heath AH-M-SQ-SDANTE64 Allen & Heath DTI 64-W - Stage Right

(6) Sennheiser EW-DX MKE 2 Set Dual Lavalier Microphone System

(2) Sennheiser EW-DX 835-S Set Dual Handheld Microphone System

(12) Point Source Audio CO-3-AT-BE RF Venue DISTR09 1-IDR and Diversity Fin Antenna Bundle RF Venue DISTR09 HDR Antenna Distribution System Tascam CD-200BT

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(2) Sennheiser MKE 600 Audience Microphone

(2) MZQ 600

(4) AKC PCC170

Middle Atlantic PDS-620R, Middle Atlantic S-DEC, with plate Middle Atlantic PD-815R-PL Clear.Com FSII-BPI 9-X4-02-US,

(6) Clear.Com CLCM-RS-703,

(2) Clear.Com MS-702,

(1) Clear.Com FSH-SPL,

(8) Clear.Com cc-300-X4,

(2) Clear.Com FL-7,

(2) Clear.Com KB-701 Desktop Computer, Apple iPad, and network switch vendor choice All racks, hardware, wiring, and rigging needed to complete the system

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Video Equipment:

(3) Datavideo PTC-150TL-11

Datavideo NVS-35

(3) Datavideo WM-I

Datavideo RMC-180 MARK Il

Roland Professional AV v-160HD

Desktop Touch Screen All-in-One Computer (vendor choice)

(2) 22" Video display

All racks, hardware, wiring, and rigging needed to complete the system

• Lighting Equipment:

ETC Ion XE 20-2K Lighting Control Console with 2048 Outputs and 20 Faders

ETC NOMAD Base Key Education Package

(30) ETC Source Four LED Series 2 Lustr x 7 color plus lime LED Ellipsoidal with Shutter

Barrel

(4) ETC Color Source CSCYC, LED

(20) ETC CSPARDB Color Source Deep Blue Par, Black

(20) ETC BDS Studio Source Four Fresnel Barn Door

(20) ETC SELRM - 7.5 D40 Medium Round Diffuser in Frame Black

(50) ETC Cast Iron C-Clamp

ETC ERP48-FT482P Unison Echo Relay Panel 48 Double Pole

Feedthrough Panel with 48 Relay

(6) Chauvet Intimidator Spot 375ZX 200W LED Moving Head Spot

6) Global Truss Pro Clamp 2-inch Pro Aluminum Clamp

All racks, safety cables, hardware, wiring, and rigging needed to complete the system

Acting Studio - Equipment List (No Substitutions Allowed)

• Audio Equipment:

2) Electro-Voice EVC-1152-95B Mains

(1) Dynacord C3600FDl-US DSP power amplifier

(2) Electro-Voice EVC-UBI-BLK, Allen & Heath AH-SQ-5 Digital Console

(6) Sennheiser EW-D ME2/835 Set (2) Sennheiser EW-DX 835-s

(6) Point Source Audio CO-3-AT-BE

RF Venue DISTR09 HDR and Diversity Fin Antenna Bundle

(2) MZQ 600

Desktop Computer and network switch vendor choice

All racks, hardware, wiring, and rigging needed to complete the system

• Lighting Equipment

ETC Nomad Puck (Base Unit) Lighting Controller Kit with 1 ,024 Outputs and RVI

(6) ETC Source Four LED Series 2 Lustr x 7 color plus lime LED Ellipsoidal with Shutter

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Barrel

(10) ETC CSPARDB – Color Source Deep Blue PAR, Black

(12) ETC BDS Studio Source Four Fresnel Barn Door

(6) ETC SELRM -7.5 D40 Wide Round Diffuser in Frame Black

(4) ETC SELRM - 7.5 D40 Wide Oval Diffuser in Frame Black All racks, safety cables, hardware, wiring, and rigging needed to complete the system

LOBBY - Equipment List (No Substitutions Allowed)

AVPro Edge AC-MXNET-CBOX-TAA Control Box for MXNET System

AVPro Edge AC-MXNET-SWIO 10-Port RJ45 switch (1 G) w/ Intelligent AV Processing, 8 POE ports & 2

SFP ports

AVPro Edge AC-MXNET-I G-EWP MXNet IG

AVPro Edge AC-MXNET-1G-DV2 MXNet IG Evolution Il Decoder

(2) Panasonic TH-75CQEIW 75" 4K UHD 400cd/m2 LED LCD Display

(2) Peerless-AV ST660P Smart Mount@ Universal Tilt Mount For 39" to

80" TV's

All hardware, wiring, and rigging needed to complete the system.

Deliverables and Milestones

• Detailed project plan within 14 days of contract award.

• Weekly progress reports.

• Completion of installation and initial testing

• Final testing, commissioning, operating instructions, and project handover

Training

• Provide eight hours of training in each area (audio, video, lighting) for school staff and students. The school can use this training at its discretion within one calendar year from the date of commission.

Training will be for a minimum of one hour per session per area

• Provide hands-on training during one production. At least one technical person for sound, video, and lighting should participate in this event, but each area can be done over multiple events.

Warranty

• Two-year warranty on equipment and installation labor from the project completion date.

• Forty-eight hours service call response for the first year of warranty. Five-day service response for the second year. Failure to honor these services will result in the vendor being reported to the general administration for failure to honor the agreement.

5.1 CERTIFICATION AND SAFETY LABELS

Any manufactured items and/or fabricated assemblies provided hereunder that are subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization acceptable to govern inspection where the item is to be located, such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for

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Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

5.2 DEVIATIONS

The nature of all deviations from the Specifications listed herein shall be clearly described by the Vendor. Otherwise, it will be considered that items offered by the Vendor are in strict compliance with the Specifications provided herein, and the successful

Vendor shall be required to supply conforming goods. Deviations shall be explained in detail on an attached sheet. However, no implication is made or intended by the State that any deviation will be acceptable. Do not list objections to the North Carolina

General Terms and Conditions in this section.

6.0 CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes.

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to the State a contract manager. The contract manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service.

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

6.2 POST AWARD PROJECT REVIEW MEETINGS

The Vendor, at the request of the State, shall be required to meet periodically weekly with the State for Project Review meetings.

The purpose of these meetings will be to review project progress reports, discuss Vendor and State performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics.

6.3 CONTINUOUS IMPROVEMENT

The State encourages the Vendor to identify opportunities to reduce the total cost the State. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses.

6.5 ACCEPTANCE OF WORK

Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the

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Services or Goods are approved as acceptable by the Contract Administrator.

Acceptance of Vendor’s work product shall be based on the following criteria:

The State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina.

6.6 FAITHFUL PERFORMANCE

Any Contract may include terms ensuring a vendor’s performance such as: (1) a bond, or similar assurance; (2) liquidated damages;

(3) a percentage of the Contract value held as a retainage; (4) withholding final payment contingent on acceptance of the final deliverable; and (5) any other provision that assures performance of the Vendor. The parties agree that the Vendor shall be subject to the following faithful performance requirements:

Liquidated damages

All work for the Paul Roberson Theater shall be preform on May 20-2025 through August, 15-2025. All work for the Theater shall be completed by August 25-2025. Liquidated damages of $100 one hundred dollars per calendar day shall begin August 26-2025.

The Acting Studio, and Lobby will not have liquidated damages.

6.8 DISPUTE RESOLUTION

During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.9 CONTRACT CHANGES

Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the

State and Vendor. Amendments to the contract can only be through the contract administrator.

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