Technology District VoIP and Paging Bid Complete.pdf

Request for Proposal

BID NO.

TITLE:

PROCUREMENT

LEAD:

PROJECT

LEAD

7-29500001

District VoIP and Paging Upgrade

Lynn Elms 307 E. Jefferson Street Monroe, NC 28173 UCPS Purchasing Department Lynn.Elms@ucps.k12.nc.us

Christopher Conway 721 Brewer Drive Monroe, NC 28112

Union County Public Schools (UCPS) seeks a qualified vendor to provide a complete turnkey solution for the replacement, implementation, integration, and support of a cloud-hosted Voice over Internet Protocol (VoIP) telephone system and associated paging system upgrades across approximately 53 schools and other district facilities. The project shall provide a modern, reliable, scalable, and fully integrated communications platform that supports district operations, emergency communications, and future growth.

SCOPE OF WORK

The awarded vendor shall provide all labor, supervision, materials, equipment, software, licensing, transporta-tion, tools, testing, training, documentation, and related services necessary to design, furnish, install, configure, integrate, test, commission, and support the proposed VoIP and paging solution.

Scope/Specifications, vendor questions and answers provided by Architect are described in Exhibit 1. Any applicable plans and specifications are referenced therein.

INSTRUCTIONS

Instructions are as follows.

BID SUBMITTAL

Bids will be received no later than: Tuesday, August 11, 2026, by 2pm.

Refer to Bidder’s Checklist for documents required for bid submittal. Bid shall be submitted in the manner indicated below:

mailto:%20Lynn.Elms@ucps.k12.nc.us mailto:%20Lynn.Elms@ucps.k12.nc.us mailto:Christopher.Conway@ucps.k12.nc.us

Sealed Proposals will be received no later than 2:00 pm on Tuesday, August 11, 2026, at Union County Public Schools, Technology Services, 721 Brewer Drive, Monroe, North Carolina 28112. All sealed Proposals must be in an envelope marked with the Proposal No.7-29500001 Attention Lynn Elms.

MANDATORY PREBID MEETING

Monday, July 27, 2026 @ 10:00 am

Front entrance of Central Academy of Technology of Arts, 600 Brewer Drive, Monroe, NC 28112

COMMUNICATIONS

During the Proposal process, all communication shall be directed to the Procurement Lead identified above.

Failure to meet the requirement may consider your bid non-responsible.

All questions related to this project shall be submitted via email to the Procurement Lead identified above no later than 2:00 p.m. on Thursday, July 30, 2026. Please include “RFP #7-29500001” in the subject line of your email. An addendum will be issued to address submitted questions, and responses will be posted Tuesday, August 4, 2026 no later than 4:00 PM on UCPS website https://www.ucpsnc.org/about/purchasing-and-contracts and NC States website https://evp.nc.gov/solicitations/?status=0

AWARD

UCPS desires to promptly approve and sign a contract after a decision has been made to award. Company awarded the contract is expected to promptly sign the contract in the form attached hereto as Exhibit A. Any requested changes to this contract form should be provided with your response.

UCPS reserves the right to award this project in a method considered to be most advantageous. This includes the right to issue single award, multiple awards, or reject all proposals. UCPS is not required to award a contract. UCPS reserves the right to waive any informality in proposals. If a Supplier wants to protest a contract awarded by the Union County Public Schools resulting from this solicitation, then they must submit a written request to the UCPS Purchasing and Contract Division, 400 N Church Street, Monroe NC 28112. This request must be received in the UCPS Purchase and Contract Division within five (5) consecutive calendar days from the date of the contract award. Protest letters must contain specific reasons and any supporting documentation for the protest.

Evaluation and Scoring

Responses to this RFP will be evaluated using a scoring rubric. Evaluation criteria and their respective weights are provided below. Each proposal will be scored against the established criteria, and the proposal receiving the highest total score may be selected for award.

https://www.ucpsnc.org/about/purchasing-and-contracts https://evp.nc.gov/solicitations/?status=0

PROPOSAL REQUIREMENTS

Executed Cost Proposal Form & Unit Price Sheet Supporting Documentation o E-Verify Affidavit o Iran Divestment Act Certification o Onsite Support Agreements

Offeror Information (Experience, Business Ratings, Etc.)

Product Literature (Manufacturer, Parts Availability, Warranty, Etc.)

Purchase Information (Maintenance Schedule, Replacement Parts)

REQUEST FOR PROPOSAL

PHONE & PAGING UPGRADE

BID # 7-29500001

COST PROPOSAL SHEET

By submitting this proposal, the potential contractor certifies the proposal is signed by an authorized representative of the firm.

• The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been determined and included in the proposed cost.

• All labor costs, direct and indirect, sales tax, etc. have been determined and included in the proposed cost.

• The offeror is aware of prevailing conditions associated with performing these services.

• The potential contractor has read and understands the conditions set forth in this bid and agrees to them with no ex-ceptions.

Therefore, in compliance with this Request for Proposal, and subject to all conditions herein, the undersigned offers and agrees, if this proposal is accepted within 60 days from the date of the opening, to furnish the subject services for a cost not to exceed:

Base Bid:

Total Bid $ __________________________

Acknowledge Addenda: Addendum 1 ___ Addendum 2 ___ Addendum 3 ___ Addendum 4 ___ Not Applicable __

Project Schedule:

Notice to Pro-ceed:

Substantial Com-pletion:

Final Comple-tion:

Consecutive calendar days required to achieve Final Completion from issuance of Notice to Proceed: ________ calendar days

Unit Costs:

Unit Costs may be used to add or delete from the project.

1. List materials and expected cost per unit in the sheet provided below.

Execution:

Offeror: _________________________________________________________ Federal Tax ID No. ___________________

License Description: _______________________________________________ License No. _________________________

Address: _______________________________________________ City, State, Zip ______________________________

Telephone Number: ___________________________Mobile: _____________________ Email: ________________________

By: ______________________________ Date: ________________________ Title: _________________________________

(Typed or printed name)

School Speakers ($) Call Buttons

Admin Phone

Device ($)

Turnkey Upgrade

Software / Mo. VoIP / Mo. Total

Antioch ES

Benton Heights

ES

CATA (HS)

East Union MS

Fairview ES

Hemby Bridge

ES

Indian Trail ES

Marshville ES

Marvin ES

Monroe HS

Monroe MS

New Salem ES

Parkwood HS

Parkwood MS

Piedmont HS

Piedmont MS

Porter Ridge ES

Prospect ES

Sardis ES

Shiloh Valley

ES

South Providence

Sun Valley HS

Sun Valley MS

Union ES

Admin Phone

Device ($)

Turnkey Upgrade

Software / Mo. VoIP / Mo. Total

Unionville ES

Waxhaw ES

Wesley Chapel

ES

Wingate ES

Western Union

Weddington ES

Weddington

HS

Weddington

MS

WBEC/Cosmet ology Cuthbertson

HS

Cuthbertson

MS

Marvin Ridge

HS

Marvin Ridge

MS

New Town ES

Poplin ES

Porter Ridge

HS

Porter Ridge

MS

Rea View ES

Rock Rest ES

Sandy Ridge ES

Stallings ES

Shiloh Valley Primary East Elementary

Forest Hills HS

Admin Phone

Device ($)

Turnkey Upgrade

Software / Mo. VoIP / Mo. Total

Kensington ES

Rocky River ES

C o st /4

P ro je ct

S co p e/

Fu n ct io n al it y

/3

P ro je ct

T im e lin e/ Im p le m en ta ti o n

/2

V en d o r Ex p er ie n ce /1

P ro p o sa l a d d re ss es in d et ai l t h e re q u ir em en ts li st ed in t h e

R

FP

. P ro d u ct f ea tu re s an d c o m p at ab ili ty w it h c u rr en t ar ch it ec tu re

M ig ra ti o n p la n , r o llo u t st ra te gy

, t ra in in g m at er ia ls

, e tc

K ‑1

/p u b lic s ec to r ex p er ie n ce , r ef er en ce s

P h o n es /P ag in g R u b ri c

C o m p an y

A

U p fr o n t re cu rr in g co st s (2 p o in ts

Li n e It em c o st s (2 p o in ts

EXHIBIT 1

SCOPE/SPECIFICATIONS

Proposal Requirements

VoIP Requirements

Cloud hosted VoIP solution for 53 schools, and all other district locations that include but not limited to the features below:

• Self-service admin portal

• Bulk provisioning

• Voicemail-to-email delivery

• Text to voice capabilities for menu customization

• Ensure clear audio quality across all devices

• E911 compliance

• Must be compatible with Yealink T34w SIP phones (currently owned by UCPS)

• Support analog devices already in use, including but not limited to elevators, alarms, and paging systems

• Tiered Hardware for various use levels (classroom, reception, administrative, conference)

• Number Porting & DIDs: Seamless migration of existing DIDs and main directory numbers from the current provider. Proposals must include costs for new DIDs, Toll-Free numbers, and local/long-distance calls.

Certain school locations will need new paging head-units to integrate with submitted VoIP proposal. See supplementary documentation for details.

Paging Requirements

• Fully integrate with existing intercom and paging infrastructure, including:

o Valcom MultiPath systems o Valcom VEIP6K-1 interfaces o Bogen Nyquist systems

• Provide seamless interoperability between telephony and intercom systems for:

o All-call paging o Zone paging o Emergency announcements o Bell scheduling, etc.

• Ensure compatibility without degradation of current intercom performance.

• Maintain or enhance current functionality

• Be fully compatible with the proposed phone system

• Support future scalability across the district

• Support district-wide reliability with minimal downtime

• Provide redundancy options where applicable

• Support emergency communication protocols (lockdowns, alerts, etc.)

Overall Requirements

The awarded vendor shall provide a complete turnkey solution, including but not limited to:

• Soc 2 security

• Per unit pricing per location for VoIP and Paging separately

• Migration Strategy: A documented plan for the phased or "flash-cut" migration of users from the legacy system to the new platform with minimal downtime

• System design and engineering

• Equipment procurement and installation

• Integration with existing infrastructure

• Programming and configuration

• Testing and commissioning

• Training and materials for UCPS staff

• Documentation (as-builts, system architecture, user guides)

• Phone/Paging port authentication with 802.1x or Mac authentication

**VENDOR certified installers of equipment are a requirement for any bid.

**Winning bidder will have to demonstrate viability of both VoIP and new Paging at one site before implementation occurs throughout the district.

Q u e s ti o n

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IRAN DIVESTMENT ACT CERTIFICATION

REQUIRED BY N.C.G.S. 147-86.58

As of the date listed below, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 147-86.58.

The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement.

Signature ___________________________ Date _____________________

Printed Name ________________________ Title _____________________

Notes to persons signing this form:

N.C.G.S. 147-86.58 requires this certification for bids or contracts with the State of North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times:

• When a proposal is submitted

• When a contract is entered into (if the certification was not already made when the vendor made its proposal)

• When a contract is renewed or assigned

N.C.G.S. 147-86.58 requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the State Treasurer’s Final Divestment List.

The State Treasurer’s Final Divestment List can be found on the State Treasurer’s website at the address www.nctreasurer.com/Iran and will be updated every 180 days.

ATTACHMENT A

Revised 3/15/21 Page 1 of 15

Contract #:

CONTRACT FOR SERVICES

(CONTRACT FOR SERVICES AND/OR GOODS UNDER $500,000)

This Contract for Services (“Contract”) is made and entered into [Date] between The Union County Board of Education, with a mailing address of 400 North Church Street, Monroe, North Carolina 28112 (“UCBOE") and [Vendor Name] ("Vendor" or “Contractor” or “Service Provider”).

For and in consideration of the mutual promises set forth in this Contract, the parties do mutually agree as follows:

1. Obligations of Vendor. The Vendor agrees to provide the services, goods, materials, equipment, and/or software

(the “Services” and/or “Goods,” as appropriate) to fully, timely and properly complete [Project Name] as more particularly described in the Scope of Work document attached hereto and incorporated herein by reference as Exhibit 1.

[If master work order contract, then insert: Individual tasks will be assigned in writing on a project by project basis by an authorized representative of UCBOE. Such writing shall be in the form of a standard UCBOE purchase order (“Purchase Order”), such Purchase Order to specify the specific Services and/or Goods desired by UCBOE; the dates, times and locations that the Vendor shall provide the requested Services and/or Goods; and the compensation that the Vendor will be paid for providing the requested Services and/or Goods. The Vendor will be deemed to have accepted a Purchase Order and be obligated to provide the Services and/or Goods outlined in the Purchase Order in accordance with the price and other terms of the Purchase Order, and the terms and conditions hereof, unless within 24 hours after the Vendor’s receipt of a Purchase Order, the Vendor notifies the Project Coordinator (as hereinafter defined) in writing that it does not accept the Purchase Order and will not provide the requested Services and/or Goods.]

[If construction contract and if applicable, insert: For construction Contracts, this Contract incorporates by reference the construction design drawings, plans and specifications, described as follows, which will govern the Services and/or Goods to be provided by the Vendor: [Reference Plans, if any.]]

[If construction contract and if applicable, insert: The UCBOE and Vendor recognize that time is of the essence to this Agreement and that the UCBOE will suffer financial loss if the work is not completed within the times specified herein. Both parties also recognize the delays, difficulties and expense involved in proving, in a legal or arbitration proceeding, the actual loss suffered by the UCBOE if the Work is not completed on time.

Accordingly, in lieu of requiring such proof, the UCBOE and Vendor agree that as liquidated damages for delay (but not as penalty) the Vendor shall pay to the UCBOE for each day in excess of the term allowed for completion of the Work, the sum of $100 as liquidated damages.

The term of this Contract shall be [Term of Contract].

This Contract does not grant the Vendor the right or the exclusive right to provide specified Services and/or Goods to UCBOE. Similar Services and/or Goods may be obtained from sources other than the Vendor (or not at all) at the discretion of UCBOE.

The Vendor shall begin work immediately upon issuance of a written notice to proceed. The Vendor agrees to perform the Services and supply the Goods or in a timely, complete, and professional manner and in accordance with the terms and conditions of this Contract. Furthermore, the Vendor represents and warrants that (i) it is duly qualified and, if required by law, licensed to provide the Services and/or Goods; (ii) it will provide the Services and/or Goods in a manner consistent with the level of care and skill ordinarily exercised by contractors providing similar Services and/or Goods under similar conditions; (iii) it possesses sufficient experience, personnel, and

Revised 3/15/21 Page 2 of 15 resources to provide the Services and/or Goods; (iv) it shall provide the Services and/or Goods in compliance with applicable laws, statutes, ordinances, codes, orders, rules and regulations; and (v) its reports, if any, shall be complete, accurate, and unambiguous.

2. Obligations of UCBOE. UCBOE hereby agrees to pay to the Vendor for the faithful performance of this Contract, and the Vendor hereby agrees to provide all of the Services and/or Goods, for the sum not to exceed [Contract Price] (“Contract Price”) subject to adjustments as provided for in the Contract Documents:

Budget Account No.:

(i) Total Bid $

(ii) Not To Exceed $

[If multi-year: The parties acknowledge that UCBOE operates on a July 1-June 30 fiscal year and that operating funds are made available to UCBOE on a year to year basis. Accordingly, see Section 27 of Article I of the Standard Terms and Conditions for All Contracts. The mechanism by which UCBOE shall confirm that funding is available will be issuance of standard UCBOE purchase orders (each, a “Purchase Order”) from time-to-time.

The initial Purchase Order for services is expected to be issued on or about [DATE] and will reflect the amount of the authorization for the Services for [Described initial scope] in the amount of [Dollar Amount]. Thereafter, on an as-needed basis as determined by UCBOE, UCBOE may amend existing Purchase Orders from time to time or issue a new Purchase Order (e.g. at the start of each new fiscal year).]

[If master contract: A separate Purchase Order shall be issued for each assignment and the total amount due to the Vendor for a particular work assignment shall not exceed the amount shown in the Purchase Order for that assignment.]

3. Project Coordinator. [Primary Contact for UCBOE] is designated as the Project Coordinator for UCBOE. The Project Coordinator shall be UCBOE's representative in connection with the Vendor's performance under this Contract.

UCBOE has complete discretion in replacing the Project Coordinator with another person of its choosing.

4. Vendor Supervisor. [Primary Contact for Vendor] is designated as the Vendor Supervisor for the Vendor. The

Vendor Supervisor is fully authorized to act on behalf of the Vendor in connection with this Contract.

5. Terms and Methods of Payment. UCBOE will make payment after invoices are approved on a net 30-day basis.

UCBOE will not pay for services or materials in advance without the prior approval of the Finance Officer. Vendor to submit invoices on the following schedule: [Invoice Schedule].

6. Standard Terms and Conditions: Vendor agrees to the Standard Terms and Conditions set forth as Attachment A attached hereto and incorporated herein by reference.

7. Counterpart Execution. This Contract may be executed and recorded in two or more counterparts, each of which shall be deemed an original and all of which, when taken together, shall constitute one and the same instrument.

Each party shall be entitled to rely upon executed copies of this Contract transmitted by facsimile or electronic “PDF” to the same and full extent as the originals.

[THE REST OF THIS PAGE HAS BEEN LEFT BLANK INTENTIONALLY]

[SIGNATURES ON NEXT PAGE]

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IN WITNESS WHEREOF, UCBOE and the Vendor have executed this Contract on the day and year first written above.

[CONTRACTOR NAME]

Vendor Name

Signature of Authorized Representative Date

Vendor's Federal Identification #

[if Contract is with Organization or Social Security Number if individual]

THE UNION COUNTY BOARD OF EDUCATION

Authorized Representative Date

Procurement Director Date

This instrument has been preaudited in the manner required by the School Budget and Fiscal Control Act.

Finance Officer Date

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Attachment A

Standard Terms and Conditions

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I. Standard Terms and Conditions for All Contracts

1. Defined Terms, “Contract” means the agreement between UCBOE and Vendor which consists of the applicable Contract Documents. “Contract Documents” means: (i) any applicable purchase order between Vendor and UCBOE specifically including all terms and conditions set forth or referenced herein and on the face of a Purchase Order, (ii) any attachments hereto, (iii) any applicable solicitation documentation related to hereto (including without limitation any request for proposals or invitation for bids and Vendor’s response thereto), and (iv) any other terms and conditions of a written agreement signed by Vendor and UCBOE that deals with the same subject matter. “Goods” means any supplies, materials, products or other tangible personal property provided by Vendor to UCBOE. “Purchase Order” mean any applicable purchase order issued by UCBOE.

“Services” means services, specifically including without limitation construction services, design services, professional or consulting services and software as a service, “UCBOE” means the Union County Board of Education. “Vendor” means the party contracting with UCBOE and includes individual and entities that may be referred to in Contract Documents as “vendor”, “seller”, “service provider”, or “contractor”.

2. Written Agreement Signed by Both Parties; Acceptance of Purchase Order Terms and Conditions when there is not a Separate Written Agreement Signed by Both Parties. When a Contract is signed by both UCBOE and Vendor then the Purchase Order issued by UCBOE is for administrative convenience and is not part of the Contract Documents. When there is not a separate Contract signed by both UCBOE and Vendor, then Vendor’s acknowledgment of the terms of any Purchase Order, without timely objection, or Vendor’s shipment or performance of any part of a Purchase Order, constitutes an agreement to all terms and conditions set forth or referenced herein and on the face of the Purchase Order, together with the terms and conditions of any other applicable Contract Documents. The terms and provisions set forth in the Contract Documents shall constitute the entire agreement between Vendor and UCBOE with respect to the purchase by UCBOE of the Services and/or Goods work performed as described in the Contract Documents. In the event of any conflict between any terms and conditions of the Contract Documents, the terms and conditions most favorable to UCBOE shall control. A Purchase Order constitutes an offer by UCBOE and expressly limits acceptance to the terms and conditions stated therein. No additional or supplemental provision or provisions in variance herewith that may appear in Vendor's quotation, acknowledgment, invoice, or in any other communication from Vendor to UCBOE shall be deemed accepted by or binding on UCBOE. UCBOE hereby expressly rejects all such provisions which supplement, modify or otherwise vary from the terms of the Contract Documents, and such provisions are superseded by the terms and conditions stated in the Contract Documents, unless and until UCBOE’s authorized representatives expressly assent, in writing, to such provisions. Stenographic and clerical errors and omissions by UCBOE are subject to correction.

3. Cancellation of Purchase Order. UCPS may cancel any Purchase Order or portion thereof without liability, if:

(a) Vendor fails upon request to give reasonable assurance of timely performance or UCPS otherwise determines that it has reasonable grounds for insecurity regarding Vendor’s performance; (b) conforming Goods or Services (including the quantities specified for delivery) are not delivered within the time specified or, if no time is specified, within a commercially reasonable time; (c) Vendor otherwise breaches the Contract and such breach is not corrected within thirty (30) days following written notice of breach; or (d) cancellation is otherwise required or allowed by law.

4. Quantities. Shipments must equal exact amounts ordered unless otherwise agreed in writing by UCBOE. The award of a term contract neither implies nor guarantees any minimum or maximum purchases. Materials received in excess of quantity specified on the purchase order , at UCBOE option’s, may be returned at the Vendor’s expense.

5. Prices. If Vendor's price or the regular market price of any of the Goods covered hereunder is lower than the price stated in the Contract Documents on the date of shipment of such Goods, Vendor agrees to give UCBOE the benefit of such lower price on any such Goods. In no event shall Vendor’s price be higher than the price last quoted or last charged to UCBOE unless otherwise agreed in writing. No charges for transportation, boxing, crating, etc. are allowable unless such charges are included in the Contract Documents.

6. Invoices. It is understood and agreed that orders will be shipped at the established Contract prices in effect on dates orders are placed. Invoicing at variance with this provision may subject the Contract to cancellation.

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Applicable North Carolina sales tax shall be invoiced as a separate item. Invoices shall be sent to UCBOE’s accounts payable department with a copy to UCBOE Project Coordinator.

7. Freight on Board. All shipments of Goods are FOB destination unless otherwise stated in the Contract Documents. Any freight charges prepaid by Vendor are to be itemized on the invoice unless stated otherwise in writing by form of quote, bid, contract. In instances where Goods are shipped against this order by parties other than those specified on the Purchase Order, the third=party shipper must be instructed to list the UCBOE purchase order number on all packages, bills of lading, etc. to insure prompt identification of order.

8. Taxes. Taxes are included in the Contract Price. Applicable taxes shall be invoiced as a separate item for UCBOE’s records.

9. Payment Terms. Payment terms are Net 30 days after receipt of correct invoice or acceptance of Goods, whichever is later.

10. Condition and Packaging. Unless otherwise provided by special terms and conditions or specifications, it is understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment.

11. Safety Data Sheets. Safety Data Sheets must be provided with shipment of all chemicals.”

12. Delays in Shipment. Time and date of delivery are of the essence, except when delay is due to causes beyond

Vendor's reasonable control and without Vendor’s fault or negligence.

13. Risk of Loss. Vendor shall have the risk of loss of and damage to the Goods subject to the Contract Documents until such Goods are delivered to the destination and accepted by UCBOE or its nominee.

14. Rejection. All Goods shall be received subject to UCBOE's inspection. Goods that are defective in workmanship or material or otherwise not in conformity with the requirements of the Contract Documents may be rejected and returned at Vendor's expense or may be accepted at a reduced price. UCBOE may require Vendor to promptly replace or correct any rejected Goods Services and, if Vendor fails to do so, UCBOE may contract with a third party to replace such Goods Services and charge Vendor the additional cost.

15. Warranties. Vendor warrants that all Goods delivered hereunder will be free from defects in materials and workmanship and will conform strictly to the specifications, drawings, or samples specified or furnished. This warranty shall survive any inspection, delivery, acceptance or payment by UCBOE of the Goods and shall run to UCBOE and any user of the Goods. This express warranty is in addition to Vendor’s implied warranties of merchantability and fitness for a particular purpose which shall not be disclaimed. In addition to any other rights available at law or equity, UCBOE shall be entitled to all rights and remedies provided by the Uniform Commercial Code, Chapter 25 of the North Carolina General Statutes, for breach of express warranties and implied warranties of merchantability or fitness for a particular purpose, including but not limited to consequential and incidental damages.

16. Compliance with All Laws. Vendor warrants that all performance hereunder shall be in accordance with all applicable federal, state and local laws, regulations and orders. The right of Vendor to proceed may be terminated immediately by written notice if UCBOE determines that Vendor, its agent or another representative, has violated any provision of law.

17. Use of Federal Funds. If the source of funds for this Contract is federal funds, the following federal provisions apply pursuant to 2 C.F.R. § 200.326 and 2 C.F.R. Part 200, Appendix II (as applicable):Equal Employment Opportunity (41 C.F.R. Part 60); Davis-Bacon Act (40 U.S.C. 3141-3148); Copeland “Anti-Kickback” Act (40 U.S.C.

3145); Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708); Clean Air Act (42 U.S.C. 7401- 7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387); Debarment and Suspension (Executive Orders 12549 and 12689); Byrd Anti-Lobbying Amendment (31 U.S.C. 1352); Procurement of Recovered Materials (2 C.F.R. § 200.322); and Record Retention Requirements (2 CFR § 200.324).

18. Registered Sex Offenders; Jessica Lunsford Act. Under North Carolina law, certain sex offenders are prohibited from coming onto school campuses. Vendor agrees to conduct an annual check of the N.C. Sex Offender and Public Protection Registration Program, the N.C. Sexually Violent Predator Registration Program and the National Sex Offender Registry for all of its employees whose job involves direct interaction with students as part of the job. UCBOE prohibits any personnel listed on such registries from being on any property owned or operated by UCBOE and from having any direct interaction with students. As a term of the Agreement, said checks must be performed by the Vendor and reported to UCBOE’s Superintendent or designee, if Vendor’s employees will be working directly with students. Under provisions set forth in the Jessica Lunsford Act under North Carolina law, the signature below certifies that neither Vendor nor any employee or agent of Vendor is

Revised 3/15/21 Page 7 of 15 listed as a sex offender on the N.C. Sex Offender and Public Protection Registration Program, the N.C. Sexually Violent Predator Registration Program, and/or the National Sex Offender Registry.

19. Nondiscrimination. During the performance of the Contract, Vendor shall not discriminate against or deny the Contract's benefits to any person on the basis of sexual orientation, national origin, race, ethnic background, color, religion, gender, age or disability.

20. FERPA Electronically Stored Data Compliance: Vendor is expressly prohibited from selling or trading any education records or personally identifiable information acquired under the Agreement. Furthermore, Vendor agrees not to attempt to re-identify students from aggregated data. Further, Vendor will not use any personally identifiable information or education records to advertise or market to students of UCBOE or their parents.

Any personally identifiable information and education records held by Vendor pursuant to the Agreement will be made available to UCBOE upon request. Vendor will store and process all data using appropriate administrative, physical, and technical safeguards to secure personally identifiable information and education records from unauthorized access, disclosure, and use. Vendor will conduct periodic risk assessments and remediate any identified security vulnerabilities in a timely manner. Vendor will also have a written incident response plan, to include prompt notification to UCBOE in the event of a security or privacy incident, as well as procedures for responding to a breach of data. Vendor agrees to share its incident response plan upon request.

Vendor shall, for all personally identifiable data and education records in its possession and in the possession of any subcontractors, or agents to which it has transferred data as permitted herein, destroy or de-identify such data when such data is no longer needed to perform the Agreement. Vendor hereby agrees to abide by all Board of Education policies and procedures governing the confidentiality of student records and the responsible use of technology and internet safety. If Vendor experiences a security breach concerning any information covered by the Agreement, and such breach is covered by N.C.G.S. §75.61(14), then Vendor will

(a) fully comply with Vendor’s obligations under the N.C. Identity Theft Protection Act, (b) immediately notify UCBOE with the information listed in N.C.G.S. §75-65(d)(1-4), and (c) fully cooperate with UCBOE in carrying out its obligations under said Identity Theft Protection Act. Vendor will indemnify UCBOE for any breach of confidentiality or failure of its responsibilities to protect confidential information, and for cost of notification of affected persons as a result of its accidental or negligent release of personally identifiable information or education records provided to Vendor pursuant to the Agreement.

21. North Carolina Public Records Law: Vendor acknowledges that UCBOE is subject to the requirements of North Carolina’s Public Records Law ("NCPRL"), N.C.G.S. § 132-1, et. seq. The Agreement and any related documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received by UCBOE in connection with the transaction of the Agreement may be considered a "public record," subject to disclosure under the NCPRL. UCBOE is under no obligation to notify Vendor prior to its compliance of its duties under NCPRL.

22. Conflict of Interest. Vendor represents and warrants that no member of UCBOE or any of its employees or officers who may obtain a direct benefit, personal gain or advantage for themselves or a relative or associate as a result of the Contract, subcontract or other agreement related to the Contract is in a position to influence or has attempted to influence the making of the Contract, has been involved in making the Contract, or will be involved in administering the Contract. Vendor also represents and warrants that, if the Contract is funded by any amount of federal funds, no violation of 2 C.F.R. § 200.318(c) or any other applicable federal conflict of interest law has occurred or will occur. Vendor shall cause this paragraph to be included in all Contracts, subcontracts and other agreements related to the Contract.

23. Gratuities. Vendor represents and warrants that no member of UCBOE or any of its employees has been or will be offered or given a gratuity to an official or employee of UCBOE in violation of applicable law or policy.

24. Kickbacks to Vendor. Vendor shall not permit any kickbacks or gratuities to be provided, directly or indirectly, to itself, its employees, subcontractors or subcontractor employees for the purpose of improperly obtaining or rewarding favorable treatment in connection with a UCBOE Contract or in connection with a subcontract relating to a UCBOE Contract. When Vendor has grounds to believe that a violation of this clause may have occurred, Vendor shall promptly report to UCBOE in writing the possible violation.

25. Iran Divestment Act. Vendor certifies that, as of the date listed below, it is not on the Final Divestment List, as created by the State Treasurer pursuant to N.C.G.S. § 143-6A-4, in violation of the Iran Divestment Act. In compliance with the requirements of the Iran Divestment Act and N.C.G.S. § 143C-6A-5(b), Vendor shall not

Revised 3/15/21 Page 8 of 15 utilize in the performance of the contract any subcontractor that is identified on the Final Divestment List. The Final Divestment List can be found on the State Treasurer’s website at the address www.nctreasurer.com/Iran and should be updated every 180 days.

26. Divestment from Companies that Boycott Israel. The Vendor certifies that it has not been designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each vendor or contractor to monitor compliance with this restriction. Contracts valued at less than $1,000.00 are exempt from this restriction.

27. E-Verification. Vendor shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes

28. Indemnification. To the fullest extent permitted by law, Vendor shall indemnify and hold harmless UCBOE, its officers, agents, employees and assigns from and against all claims, losses, costs, damages, expenses, attorneys' fees and liability that any of them may sustain (a) arising out of Vendor's failure to comply with any applicable law, ordinance, regulation, or industry standard or (b) arising directly or indirectly out of Vendor's performance or lack of performance of the terms and conditions of the Contract. In the event that any Services and/or Goods sold and delivered or sold and performed under the Contract Documents shall be defective in any respect whatsoever, Vendor shall indemnify and save harmless UCBOE, its officers, agents, employees and assigns from all loss or the payment of all sums of money by reason of all accidents, injuries or damages to persons or property that shall happen or occur in connection with the use or sale of such Services and/or Goods and are contributed to by said condition. In the event Vendor, its employees, agents, subcontractors and or lower-tier subcontractors enter premises occupied by or under the control of UCBOE in the performance of the Contract Documents, Vendor agrees that it will indemnify and hold harmless UCBOE, its officers, agents, employees and assigns, from any loss, costs, damage, expense or liability by reason of property damage or personal injury of whatsoever nature or kind arising out of, as a result of, or in connection with such entry.

29. Insurance. Unless such insurance requirements are waived or modified by UCBOE or risk management (“DIRM”), Vendor certifies that it currently has and agrees to purchase and maintain during its performance under the Contract the following insurance from one or more insurance companies acceptable to UCBOE and authorized to do business in the State of North Carolina: Automobile - Vendor shall maintain bodily injury and property damage liability insurance covering all owned, non-owned and hired automobiles. The policy limits of such insurance shall not be less than $1,000,000 combined single limit each person/each occurrence.

Commercial General Liability - Vendor shall maintain commercial general liability insurance that shall protect Vendor from claims of bodily injury or property damage which arise from performance under the Contract. This insurance shall include coverage for contractual liability. The policy limits of such insurance shall not be less than $1,000,000 combined single limit each occurrence/annual aggregate. Worker's Compensation and Employers' Liability Insurance - If applicable to Vendor, Vendor shall meet the statutory requirements of the State of North Carolina for worker's compensation coverage and employers' liability insurance. Vendor shall also provide any other insurance or bonding specifically recommended in writing by the DIRM or required by applicable law. Certificates of such insurance shall be furnished by Vendor to UCBOE and shall contain the provision that UCBOE be given 30 days' written notice of any intent to amend or terminate by either Vendor or the insuring company. Failure to furnish insurance certificates or to maintain such insurance shall be a default under the Contract and shall be grounds for immediate termination of the Contract.

30. Termination for Convenience. In addition to all of the other rights which UCBOE may have to cancel this Contract or an applicable Purchase Order, UCBOE shall have the further right, without assigning any reason therefore, to terminate the Contract (or applicable Purchase Order), in whole or in part, at any time at its complete discretion by providing 10 days’ notice in writing from UCBOE to Vendor. If the Contract is terminated by UCBOE in accordance with this paragraph, Vendor will be paid in an amount which bears the same ratio to the total compensation as does the Services and/or Goods actually delivered or performed to the total originally contemplated in the Contract. UCBOE will not be liable to Vendor for any costs for completed Goods, Goods in process or materials acquired or contracted for if such costs were incurred prior to the date of this Contract or an applicable Purchase Order.

31. Termination for Default. UCBOE may terminate the Contract, in whole or in part, immediately and without prior notice upon breach of the Contract by Vendor. In addition to any other remedies available to UCBOE law or equity, UCBOE may procure upon such terms as UCBOE shall deem appropriate, Services and/or Goods

Revised 3/15/21 Page 9 of 15 substantially similar to those so terminated, in which case Vendor shall be liable to UCBOE for any excess costs for such similar goods, supplies, or services and any expenses incurred in connection therewith.

32. Contract Funding. It is understood and agreed between Vendor and UCBOE that UCBOE's obligation under the Contract is contingent upon the availability of appropriated funds from which payment for Contract purposes can be made. No legal liability on the part of UCBOE for any payment may arise until funds are made available to UCBOE’s Finance Officer and until Vendor receives notice of such availability. Should such funds not be appropriated or allocated, the Contract shall immediately be terminated. UCBOE shall not be liable to Vendor for damages of any kind (general, special, consequential or exemplary) as a result of such termination.

33. Accounting Procedures. Vendor shall comply with any accounting and fiscal management procedures prescribed by UCBOE to apply to the Contract and shall assure such fiscal control and accounting procedures as may be necessary for proper disbursement of and accounting for all project funds.

34. Improper Payments. Vendor shall assume all risks attendant to any improper expenditure of funds under the Contract. Vendor shall refund to UCBOE any payment made pursuant to the Contract if it is subsequently determined by audit that such payment was improper under any applicable law, regulation or procedure.

Vendor shall make such refunds within thirty (30) days after UCBOE notifies Vendor in writing that a payment has been determined to be improper.

35. Contract Transfer. Vendor shall not assign, subcontract or otherwise transfer any interest in the Contract without the prior written approval of UCBOE.

36. Contract Personnel. Vendor agrees that it has, or will secure at its own expense, all personnel required to provide the Services and/or Goods set forth in the Contract.

37. Key Personnel. Vendor shall not substitute for key personnel (defined as those individuals identified by name or title in the Contract Documents or in written communication from Vendor) assigned to the performance of the Contract without prior written approval from UCBOE Project Coordinator (the individual at UCBOE responsible for administering the Contract).

38. Contract Modifications. The Contract may be amended only by written amendment duly executed by both UCBOE and Vendor.

39. Relationship of Parties. Vendor is an independent contractor and not an employee of UCBOE. The conduct and control of the work will lie solely with Vendor. The Contract shall not be construed as establishing a joint venture, partnership or any principal-agent relationship for any purpose between Vendor and UCBOE.

Employees of Vendor shall remain subject to the exclusive control and supervision of Vendor, which is solely responsible for their compensation.

40. Advertisement. The Contract will not be used in connection with any advertising by Vendor without prior written approval by UCBOE.

41. Monitoring and Evaluation. Vendor shall cooperate with UCBOE, or with any other person or agency as directed by UCBOE, in monitoring, inspecting, auditing or investigating activities related to the Contract. Vendor shall permit UCBOE to evaluate all activities conducted under the Contract. UCBOE has the right at its sole discretion to require that Vendor remove any employee of Vendor from UCBOE Property and from providing Services and/or Goods under the Contract following provision of notice to Vendor of the reasons for UCBOE’s dissatisfaction with the Services and/or Goods of Vendor’s employee.

42. Financial Responsibility. Vendor is financially solvent and able to perform under the Contract. If requested by UCBOE, Vendor agrees to provide a copy of its latest audited annual financial statements or other financial statements as deemed…