Audiovisual and Multimedia Equipment, Installation / Integration, and Support Services University Term Contracts

THE UNIVERSITY OF NORTH CAROLINA AT Request for Proposals (RFP) No.:
CHAPEL HILL RFP093026KJM
3500 Administrative Office Building
104 Airport Drive Title: Audiovisual and Multimedia Equipment,
Chapel Hill, NC 27599 Installation / Integration, and Support Services
University Term Contracts
Refer ALL inquiries regarding this RFP to: Issue Date: September 30, 2026
Name: Kimberly Middleton
Title: Software Category Manager
Due Date and Time: October 28, 2026
Email Address: kimberly_middleton@unc.edu
OFFER
The University of North Carolina at Chapel Hill (the "University") solicits offers for goods and/or services as
described in this solicitation. All offers received shall be treated as offers to contract as defined in 9 NCAC
06A.0102(12).
EXECUTION PAGE
In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned offers
and agrees to furnish any and all goods and/or services upon which prices are offered, at the price(s) offered
herein, within the time specified herein.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for ninety (90) days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this offer are accepted, an authorized representative of the University shall affix its signature
hereto. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offer(s), if
any; special terms and conditions specific to this RFP, if any; specifications of the RFP; The University of North
Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software
and Services; and the agreed portion of the awarded Vendor's offer. A copy of this acceptance will be forwarded
to the awarded Vendor(s).
FOR UNIVERSITY USE ONLY
Offer accepted and contract awarded this date , as indicated on attached certification,
by (Authorized representative of University).
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THE UNIVERSITY OF NORTH CAROLINA
AT CHAPEL HILL
Request for Proposals No.:
RFP093026KJM
______________________________________________________
For internal processing, including tabulation of proposals, provide your company's electronic Vendor Portal (eVP)
Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page
will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page is to be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
______________________________________________________
Vendor Name
___________________________________________________
Vendor eVP Number
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered supplier in good standing. You
must enter the supplier number assigned through the electronic Vendor Portal (eVP). If you do not have a vendor number, register at
https://vendor.ncgov.com/vendor/login.
Electronic responses ONLY will be accepted for this solicitation.
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Table of Contents
1.0 Anticipated Procurement Schedule ............................................................................................. 5
2.0 Purpose of RFP and Contract Term ............................................................................................ 5
2.1 Introduction ............................................................................................................................ 5
2.2 RFP Document ....................................................................................................................... 5
2.3 Interpretation of Terms and Phrases ...................................................................................... 5
2.4 Contract Term ........................................................................................................................ 5
3.0 Terms and Conditions ................................................................................................................. 7
3.1 Notice to Vendors Regarding Terms and Conditions ............................................................. 7
3.2 Special Terms and Conditions ............................................................................................... 7
4.0 Scope of Work ............................................................................................................................. 8
4.1 General Scope of Work .......................................................................................................... 8
4.2 Requirements ......................................................................................................................... 8
4.3 Specifications ......................................................................................................................... 9
4.4 Required Qualifications ........................................................................................................ 11
4.5 Additional Information........................................................................................................... 12
5.0 Pricing, Shipping, and Invoices ................................................................................................. 12
5.1 Pricing .................................................................................................................................. 12
5.2 Shipping ............................................................................................................................... 13
5.3 Invoices ................................................................................................................................ 13
6.0 Evaluation ................................................................................................................................. 13
6.1 Source Selection .................................................................................................................. 13
6.2 Evaluation Criteria ................................................................................................................ 13
6.3 Possession and Review ....................................................................................................... 14
7.0 Vendor Information and Instructions ......................................................................................... 14
7.1 General Conditions of Offer .................................................................................................. 14
7.2 General Instructions for Vendor ........................................................................................... 15
7.3 Instructions for Offer Submission ......................................................................................... 17
8.0 Other Requirements and Terms ................................................................................................ 19
8.1 Vendor Utilization of Workers Outside the United States ..................................................... 19
8.2 Financial Stability ................................................................................................................. 20
8.3 Vendor's Representations .................................................................................................... 20
8.4 Personnel ............................................................................................................................. 20
8.5 Security and Background Checks ........................................................................................ 20
8.6 Disclosure of Litigation ......................................................................................................... 20
8.7 Criminal Conviction .............................................................................................................. 21
8.8 Assurances .......................................................................................................................... 21
8.9 Confidentiality of Offers ........................................................................................................ 22
8.10 Project Management ............................................................................................................ 22
8.11 Meetings ............................................................................................................................... 22
8.12 Recycling and Source Reduction ......................................................................................... 22
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Attachment A: Definitions .................................................................................................................... 23
Attachment B: The University of North Carolina at Chapel Hill Information Technology (IT) Terms and
Conditions ........................................................................................................................................... 24
Attachment C: Description of Offeror Form ......................................................................................... 34
Attachment D: Pricing ......................................................................................................................... 35
Attachment E: Vendor Certification Form ............................................................................................ 36
Attachment F: Location of Workers Utilized by Vendor Form.............................................................. 37
Attachment G: References .................................................................................................................. 38
Attachment H: Certification of Financial Condition Form ..................................................................... 39
Attachment I: Requirements Checklist ................................................................................................ 40
Attachment J: Vendor Invoice Submission Page ................................................................................ 42
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1.0 ANTICIPATED PROCUREMENT SCHEDULE
The table below shows the intended schedule for this RFP. The University will make every effort to
adhere to this schedule, but all dates and times are subject to change at the University's sole
discretion. All times listed are in Eastern Time (ET).
Action Responsibility (no later than) Date and Time
RFP Issued University September 30, 2026
Written Questions Deadline Vendors October 7, 2026 at 12:00 PM ET
University's Response to Written University October 21, 2026
Questions / RFP Addendum Issued
Offer Deadline Vendors October 28, 2026 at 12:00 PM ET
Contract Effective Date (Generation 2)* University January 1, 2027 or later
* Reference Section 2.4 (Contract Term)
2.0 PURPOSE OF RFP AND CONTRACT TERM
2.1 INTRODUCTION
This Request for Proposals ("RFP") is being issued to establish the next generation of multi-year
convenience contracts (each a "University Term Contract" or "UTC") with multiple vendors to provide
audiovisual and multimedia equipment, Installation / Integration, and Support Services to The
University of North Carolina at Chapel Hill (the "University"). The University intends, and reserves
the right at its sole discretion, to award a UTC to more than one (1) vendor.
Offers shall be submitted in accordance with the terms and conditions of this RFP and any addenda
issued hereto.
2.2 RFP DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released
before contract award. All attachments and addenda released for this RFP in advance of any contract
award are incorporated herein by reference.
2.3 INTERPRETATION OF TERMS AND PHRASES
This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being
sought by the University; and (2) to provide (together with other specified documents) the terms and
conditions of any contract(s) resulting from this solicitation. The use of phrases such as "shall,"
"must," and "requirements" are intended to create enforceable contract conditions. As used herein,
phrases such as "reasonable", "necessary", or "proper" shall be interpreted solely by the University.
2.4 CONTRACT TERM
Contracts awarded pursuant to this initial RFP (each a "Generation 2 Contract" or "Gen 2 Contract")
shall have an effective date as provided in the Notice of Award (the "Effective Date"), which shall be
January 1, 2027 or later. Gen 2 Contracts shall have an initial term beginning on the Effective Date
and ending on December 31, 2028 (the "Initial Term"), unless terminated earlier in accordance with
the terms and conditions of this RFP.
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Upon expiration of each contract term, the University shall have the option, at its sole discretion, to
renew any contract awarded under this RFP on the same terms and conditions for up to three (3)
additional two (2)-year terms. If renewed, the University will give the Vendor written notice of its intent
to exercise each renewal option during the applicable Open Enrollment Period (as defined below).
The University intends to make biennial open enrollment periods available under this RFP in
accordance with the following schedule (each an "Open Enrollment Period"):
Number of Optional
Open Enrollment Open Enrollment
Generation Initial Term Start Date Initial Term End Date Two (2)-Year
Period Begins Period Ends
Renewal Terms
Effective Date
2 October 1, 2026 October 31, 2026 December 31, 2028 3
(January 1, 2027 or later)
Effective Date
3 October 1, 2028 October 31, 2028 December 31, 2030 2
(January 1, 2029 or later)
Effective Date
4 October 1, 2030 October 31, 2030 December 31, 2032 1
(January 1, 2031 or later)
Effective Date
5 October 1, 2032 October 31, 2032 December 31, 2034 0
(January 1, 2033 or later)
This RFP constitutes the second generation (Gen 2) of the University's Audiovisual Equipment and
Services University Term Contract program. Suppliers awarded contracts pursuant to
RFP093024AMG (Gen 1) are not required to submit a proposal in response to this RFP and should
not submit a duplicate response solely for the purpose of maintaining their awarded contract status.
During each Open Enrollment Period, the University may, at its sole discretion, elect to accept offers
from new vendors in accordance with a process similar to the one described in this RFP. The purpose
of the Open Enrollment Period is to allow the University to add qualified vendors to the contract during
its term without the need to issue a new Request for Proposals each time additional vendors are
sought.
Nothing in the RFP shall be construed to require the University to conduct an Open Enrollment Period,
accept offers, evaluate offers, or award contracts to any vendor during an Open Enrollment Period.
The University reserves the right, at its sole discretion, to determine whether additional vendors are
needed and to reject any or all offers received.
Notwithstanding the foregoing, the University reserves the right, at its sole discretion, to modify any
part of the RFP process, including but not limited to the requirements and Required Qualifications (as
defined below). The University also reserves the right, at its sole discretion, to award any number of
contracts to new vendors during each Open Enrollment Period, including zero (0) contracts.
Nothing in this section shall be construed to limit the University's right to issue a new solicitation at
any time if the University determines that doing so is in its best interest.
The last active term for all contracts awarded pursuant to this RFP will end on December 31, 2034.
In addition to any optional renewal terms, and with the Vendor's concurrence, the University retains
the option to extend any contract for one (1) year periods after the last active term.
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3.0 TERMS AND CONDITIONS
3.1 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS
The University rejects and will not be required to evaluate or consider any additional or modified terms
and conditions submitted with Vendor's offer. This applies to any language appearing in or attached
to Vendor's offer that purports to vary any terms and conditions herein, or to render the offer non-
binding or subject to further negotiation.
All offers submitted in response to this RFP are subject to the terms and conditions outlined herein,
and any resulting contract shall be governed by the terms and conditions of the RFP. By execution
and delivery of an offer in response to this RFP, the Vendor agrees that any additional or modified
terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and
will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall
constitute sufficient grounds to reject Vendor's offer as nonresponsive.
3.2 SPECIAL TERMS AND CONDITIONS
3.2.1 AFFILIATES
Any resulting contract may be utilized by the University and any affiliated University of North
Carolina System institution (each an "Affiliate"), which includes the following:
Appalachian State University
East Carolina University
Elizabeth City State University
Fayetteville State University
North Carolina Agricultural and Technical State University
North Carolina Central University
North Carolina School of Science and Mathematics
North Carolina State University
University of North Carolina at Asheville
University of North Carolina at Charlotte
University of North Carolina at Greensboro
University of North Carolina at Pembroke
University of North Carolina at Wilmington
University of North Carolina School of the Arts
University of North Carolina System Office
Western Carolina University
Winston-Salem State University
Participation by an Affiliate is strictly voluntary, and the University shall not be responsible for
orders or payments for any Affiliate.
3.2.2 INDEFINITE QUANTITY
Any resulting contract shall be an indefinite quantity contract. The total quantity of any
equipment and/or services to be purchased under any resulting contract is not known and the
University does not imply nor guarantee any minimum number of purchases.
3.2.3 NON-EXCLUSIVITY
Any resulting contract shall not be exclusive, and the University reserves the right to purchase
the same or similar equipment and/or services from other vendors at any time, at the sole
discretion of the University.
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3.2.4 CONTRACT VALUE
The University does not expect the total value of any resulting contract to exceed one million
US Dollars ($1,000,000.00).
3.2.5 ORDERS
Orders may be placed throughout the contract term on an as-needed basis for equipment
and/or services, and each order will be issued directly to the respective Vendor after receipt
of a project quote, proposal, and/or Statement of Work, as per the requirements and
specifications stated herein.
All orders under any resulting contract must be placed using a separate, new authorized
Purchase Order or Procurement Card (PCard) number. Each order shall indicate the specific
equipment and/or services and quantities required and delivery/ship-to information, as
applicable.
All orders received by the Vendor that do not include a separate, new authorized Purchase
Order or PCard number shall not be accepted or processed by the Vendor. The University
shall not be responsible for any orders processed by the Vendor that do not include a
separate, new authorized Purchase Order or PCard number.
3.2.6 EQUIPMENT AND SUPPLIES
All equipment and supplies provided under any resulting contract shall be brand new. Used,
refurbished, or previously sold, opened, or owned equipment or supplies shall not be
accepted.
4.0 SCOPE OF WORK
4.1 GENERAL SCOPE OF WORK
Vendor shall provide audiovisual and multimedia equipment, Installation / Integration, and Support
Services to the University during the term of any resulting contract.
4.2 REQUIREMENTS
4.2.1 AUTHORIZED RESELLER
Vendor must be currently authorized by the manufacturer of any equipment provided under
any resulting contract to sell their products and provide warranty service.
4.2.2 STANDARDS
Vendor must perform all services provided under any resulting contract in accordance with
standards adopted, endorsed, or set forth by (a) the University, including those prescribed by
federal and State of North Carolina laws, and those adopted as University policy, and (b)
Audiovisual and Integrated Experience Association (AVIXA), including but not limited to the
following:
4.2.2.1 AVIXA 10:2013 (AV Systems Performance Verification)
4.2.2.2 AVIXA F501.01:2015 (Cable Labeling for AV Systems)
4.2.2.3 AVIXA F502.01:2018 (Rack Building for Audiovisual Systems)
4.2.3 INSTALLATION SERVICES
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All employees and subcontractors of Vendor who are tasked with providing Installation
Services under any resulting contract shall be competent technicians who are experienced in
the installation of professional audiovisual and multimedia systems. Vendor shall have at least
one (1) lead installer at the installation site at all times during any installation who (a) has a
Certified Technology Specialist (CTS) or higher certification, and (b) will provide supervision
and oversight of other personnel.
4.2.4 SUPPORT SERVICES
All employees of Vendor who are tasked with providing Support Services under any resulting
contract shall be competent technicians who are experienced in the support and maintenance
of professional audiovisual and multimedia systems.
4.2.5 WARRANTY
The manufacturer's standard warranty or better shall apply for all equipment purchases. The
warranty shall be for a minimum period of twelve (12) months from date the equipment is put
into operation. Such warranty shall cover the cost of all defective parts replacement, labor,
freight, and technicians travel at no additional cost to the University. Vendor shall provide a
copy of the manufacturer's standard warranty at the University's request.
4.3 SPECIFICATIONS
4.3.1 EQUIPMENT PRICING
Vendor shall provide a percentage discount off of the manufacturer's current List Price. Upon
request by the University, Vendor shall provide a valid quote / proposal that details both List
Price and the University's Contract Price. The University's Contract Price shall never exceed
the manufacturer's Minimum Advertised Price.
4.3.2 SERVICES PRICING
Upon request by the University, Vendor shall provide a valid Statement of Work, which will be
considered a not-to-exceed proposal. Vendor shall invoice and be paid only for actual hours
worked.
4.3.3 STORAGE OF EQUIPMENT PRIOR TO INSTALLATION
Upon the University's reasonable request, Vendor shall store the equipment off-site until
installation begins.
4.3.4 INSTALLATION GEAR
Vendor shall provide its employees with all necessary gear for the safe, accurate and
expedient execution of any services provided under any resulting contract. This includes, but
is not limited to, ladders, crimps, fish-tapes, cable spool stands, label printers, soldering tools,
diagnostic equipment, drop cords, personal safety/protective equipment, hand and power
tools. Subject to the University's advanced written approval, Vendor may seek reimbursement
for costs associated with special equipment rentals such as scaffolding and lifts.
4.3.5 INSTALLATION DOCUMENTATION
Within fourteen (14) days after installation completion, Vendor shall provide equipment
inventory (including, but not limited to, model information, serial number, MAC address (if
applicable), IP address (if applicable), physical installation location, login and password
information, and firmware version) in Microsoft Excel format as well as all system manuals
and diagrams, Drawings of Record in Visio or AutoCAD file, editable versions of all
configuration files for any digital signal processing equipment as well as the associated
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software required for editing those files, and editable and uncompiled versions of all master
source code for the control system with final contract documents attached.
4.3.6 SUBCONTRACTING
Vendor may subcontract the performance of services provided under any resulting contract to
third parties only with the prior written consent of the University. If Vendor intends to
subcontract any portion of the services, then all such subcontractors shall be identified and
their responsibilities and qualifications provided to the University for approval. Vendor remains
solely responsible for the performance of its subcontractors. Subcontractors shall adhere to
the same standards required of Vendor.
4.3.7 USER MANUALS
Vendor shall provide complete user manuals in Microsoft Word or Adobe PDF (to be delivered
electronically) to facilitate user training.
4.3.8 USER TRAINING
Upon the University's reasonable request, Vendor shall train the University's users and
support personnel in proper operation and support of new equipment/systems.
4.3.9 SUPPORT SERVICE TIMES
During any applicable warranty period, Vendor shall answer service calls within twenty-four
(24) hours and maintenance calls shall be completed within three (3) business days of
notification and at no cost to the University. After any applicable warranty period, Vendor shall
answer service calls within forty-eight (48) hours and maintenance calls shall be completed
within two (2) weeks of notification. Notwithstanding the foregoing, if the terms of any separate
service agreement conflict with the terms of this RFP, the terms of the service agreement shall
prevail.
4.3.10 TRAVEL ALLOWANCE
Vendor shall not charge the University for parking or other travel expenses to/from Chapel
Hill, NC or Carrboro, NC. Subject to the University's advanced written approval, Vendor may
seek reimbursement for travel expenses and per diem for employees providing services on
behalf of the University to locations outside of the Chapel Hill - Carrboro area. Vendor must
submit documentation substantiating expenses at time of invoice. Reimbursement shall
conform to University policies and shall not exceed reimbursement rates set forth by the State
of North Carolina. All mileage shall be calculated from either the University's campus at
Chapel Hill (which means from the main entrance of the University located at the intersection
of South Boulevard and Country Club Drive in Chapel Hill) or the Vendor's business location,
whichever is less.
4.3.11 INVOICING
Upon successful completion of each project, Vendor shall provide an itemized invoice that
contains a complete description of all equipment and services rendered for that project.
Vendor may submit incremental invoices prior to completion of a project for equipment
received by the University and services provided in accordance with this RFP only with the
prior written approval of the University.
4.3.12 ON-CAMPUS REGULAR WORK HOURS
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