UNCW Copier Program

STATE OF NORTH CAROLINA
University of North Carolina at Wilmington
Request for Proposal #: 72-PALG26075
UNCW Copier Program
Date of Issue: April 22, 2026
Proposal Opening Date: May 14, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Antoine Glasper, CPPO
Associate Director, Purchasing Services
Email: glaspera@uncw.edu
Phone: 910-962-3850

Proposal Number: 72-PALG26075
STATE OF NORTH CAROLINA
Request for Proposal #
72-PALG26075
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP
(Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be
released to the public. This page will be removed and shredded, or otherwise kept confidential, before
the procurement file is made available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For your proposal to be considered, 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
Sealed, mailed responses ONLY will be accepted for this solicitation.
Ver: 11/2021

Proposal Number: 72-PALG26075
STATE OF NORTH CAROLINA
University of North Carolina at Wilmington
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 72-PALG26075
Antoine Glasper, UNCW Purchasing Services
Proposals are due no later than 2:00 pm ET on May 14, 2026
glaspera@uncw.edu
Using Agency: UNC-Wilmington Proposals will be publicly opened via zoom on May 14, 2026 at
3:00 pm ET
Commodity No. and Description:
80161801 / Copier Services
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and
agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified
herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter
78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily
excluded from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as
a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement
for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal
E-Verify system.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing
plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery
of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State.
By execution of this response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that
Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH
CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the ATTACHMENTS page within this
document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late
proposals shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
Ver: 11/2021

Proposal Number: 72-PALG26075 Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least 90 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by
mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing
this RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written
agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein
and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of University of North Carolina at Wilmington
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Proposal Number: 72-PALG26075 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM .................................................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 5
2.2 E-PROCUREMENT FEE.......................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ..................................................................................................................... 6
2.5 PROPOSAL QUESTIONS ....................................................................................................... 6
2.6 PROPOSAL SUBMITTAL ....................................................................................................... 6
2.7 PROPOSAL CONTENTS ........................................................................................................ 7
2.8 ALTERNATE PROPOSALS .................................................................................................... 8
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ......... 8
3.3 PROPOSAL EVALUATION PROCESS ................................................................................... 8
3.4 EVALUATION CRITERIA ........................................................................................................ 9
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................... 9
3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................... 9
4.0 REQUIREMENTS ..................................................................................................................... 9
4.1 PRICING ................................................................................................................................ 10
4.2 INVOICES .............................................................................................................................. 10
4.3 FINANCIAL STABILITY ........................................................................................................ 10
4.4 HUB PARTICIPATION........................................................................................................... 10
4.5 BACKGROUND CHECKS ..................................................................................................... 10
4.6 PERSONNEL ......................................................................................................................... 11
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 11
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 11
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 11
5.1 GENERAL REQUIREMENTS ................................................................................................ 11
5.2 QUESTIONS TO VENDORS ................................................................................................. 13
6.0 CONTRACT ADMINISTRATION............................................................................................. 14
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Proposal Number: 72-PALG26075 Vendor: __________________________________________
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 14
6.2 POST AWARD PROJECT REVIEW MEETINGS................................................................... 14
6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 15
6.4 ACCEPTANCE OF WORK .................................................................................................... 15
6.5 DISPUTE RESOLUTION ....................................................................................................... 15
6.6 CONTRACT CHANGES ........................................................................................................ 15
7.0 ATTACHMENTS ..................................................................................................................... 16
ATTACHMENT A: PRICING (30%) .................................................................................................... 16
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 18
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 18
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 18
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 18
ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION .................................................... 18
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................................. 18
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Proposal Number: 72-PALG26075 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Request for Proposal ("RFP") is to solicit proposals for equipment, supplies, and services to be
used in a copier management program supporting administrative and academic departments, as well as the student-
printing program, at the University of North Carolina at Wilmington ("UNCW").
UNCW intends to replace its existing Multi-Functional Printers ("MFPs") with units capable of integrating with the Pharos
Uniprint and Off-the-Glass software currently licensed by the University. UNCW presently operates approximately 170
units, as further described in the specifications below. Due to anticipated campus growth during the contract term,
UNCW estimates that the total number of units may increase to 175 or more. UNCW's current agreement with the
vendor Copy Pro expires August 30, 2026.
UNCW estimates a minimum annual volume of 7,500,000 copies/prints. Vendors should submit proposals in
accordance with the specifications set forth in Section 5.0 of this RFP.
The intent of this solicitation is to award an Agency Contract. Proposals shall be submitted in accordance with the terms
and conditions of this RFP and any addenda issued hereto.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the "Effective
Date").
At the end of the Contract's initial term, the State shall have the option, in its sole discretion, to renew the Contract on
the same terms and conditions for two (2) additional one-year terms. The State will give the Vendor written notice of its
intent to exercise each option no later than thirty (30) days before the end of the Contract's then-current term. In addition
to any optional renewal terms, and with the Vendor's concurrence, the State reserves the right to extend the Contract
after the last active term.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: The E-Procurement fee does not apply to this solicitation. Section entitled ELECTRONIC
PROCUREMENT subsections (d) and (e) of the North Carolina General Terms and Conditions do not apply to this
solicitation.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with
all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda
and other changes that may be issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this RFP, those
must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State
determines that any changes will be made as a result of the questions asked, then such decisions will be communicated
in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation and
amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be
required to evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or
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Proposal Number: 72-PALG26075 Vendor: __________________________________________
otherwise. This applies to any language appearing in or attached to the document as part of the Vendor's proposal that
purports to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-binding or subject
to further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for the period required herein
("Validity Period" above).
By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject
Vendor's proposal as nonresponsive. The State may exercise its discretion to consider Vendor proposed
modifications.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State April 22, 2026
Submit Written Questions Vendor No later than 12pm ET on April 29, 2026
Provide Response to Questions State No later than Apri 30, 2026
Submit Proposals Vendor No later than 2:00pm ET on May 14, 2026
Contract Award State June 1, 2026
Contract Effective Date State June 1, 2026
2.5 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by
Addendum.
Written questions shall be emailed to glaspera@uncw.edu by the date and time specified above. Vendors should enter
"RFP # 72-PALG26075 Questions" as the subject for the email. Question submittals should include a reference to the
applicable RFP section and page number.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the Interactive Purchasing System (IPS),
http://www.ips.state.nc.us, and shall become an Addendum to this RFP. No information, instruction or advice provided
orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this
RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and
an addendum to this RFP.
2.6 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended
or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as described in this
RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when
received. Any proposal or portion thereof received after the proposal deadline will be rejected.
Mailing address for delivery of proposal Office Address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier).
PROPOSAL NUMBER: 72-PALG26075 PROPOSAL NUMBER: 72-PALG26075
Attn: Antoine Glasper Attn: Antoine Glasper
UNCW Purchasing Services UNCW Central Receiving
601 S. College Road 5179 Lionfish Dr.
Wilmington, NC 28403 Wilmington, NC 28403
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Proposal Number: 72-PALG26075 Vendor: __________________________________________
CAUTION: For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver
mail to a specified street address but to the State's Mail Service Center. Vendors are cautioned that proposals sent via
U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency's purchasing office on
the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account
when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal
via facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.
a) Submit a signed, one (1) original executed proposal response, one (1) un-redacted copy on flash drive and, if
required, one (1) redacted (Proprietary and Confidential Information Excluded) copies on flash drive of your proposal
simultaneously to the address identified in the table above.
b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number;
and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more
than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For
delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package.
Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed
proposal package.
c) Copies of proposal files must be provided on separate read-only flash drives. File contents shall NOT be password
protected but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's proposal(s). Critical updated information may be included in Addenda to this RFP. It is important that all
Vendors responding to this RFP periodically check the State's IPS website for any Addenda that may be issued prior to
the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all
Addenda thereto.
2.7 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items,
may result in the State rejecting Vendor's proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including all
links, and all Addenda released in conjunction with the RFP.
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP to include the responses to Questions to Vendors in
Section 5.2 of this RFP.
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
k) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE
AGREEMENTS and OMB STANDARD FORM LLL
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Proposal Number: 72-PALG26075 Vendor: __________________________________________
2.8 ALTERNATE PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods
or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP
requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking
described above, must be clearly marked with the legend: "Alternate Proposal #___ [for 'name of Vendor']". Each
proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to
respond with various offerings, each must be offered with a separate price and be contained in a separate proposal
document. Each proposal must be complete and independent of other proposals offered.
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below
which are incorporated herein by this reference.
The following definitions, acronyms, and abbreviations are also relevant to this RFP:
3.0 METHOD OF AWARD AND PROPOSAL 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 qualified proposals will be evaluated, and awards
will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation,
based on the criteria described below.
While the intent of this RFP is to award a Contract(s) to a single Vendor, the State reserves the right to make separate
awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its
entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in proposals received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited
from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the
Instructions to Vendors entitled Confidential Information.
3.3 PROPOSAL EVALUATION PROCESS
Only responsive submissions will be evaluated.
The State will conduct a One-Step evaluation of Proposals:
Proposals will be received according to the method stated in the Proposal Submittal Section above.
All proposals must be received by the issuing agency not later than the date and time specified in the RFP
SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers,
not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time
if such rejection is deemed to be in the best interest of the State.
The proposal from each responding firm will be opened publicly via zoom on May 14, 2026 at 3:00 pm ET. Vendors
wishing to participate in the virtual public opening can attend via the following link:
https://uncw.zoom.us/j/87089509466?pwd=QHasKiI1sVXHFHT8AFGzR7E086fUaA.1. Only the Vendor's name will
be announced during the public opening. Interested parties are cautioned that the proposals are subject to further
evaluation for completeness and correctness.
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