AV Refresh

Location:	North Carolina
Posted:	Apr 20, 2026
Due:	May 15, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment
Solicitation No:	99-JD25021
Publication URL:	To access bid details, please log in.

Solicitation Number:	99-JD25021
Project Title:	AV Refresh
Description:	The purpose of this Invitation for Bid (IFB) is to design and install an upgraded digital/analog audiovisual system using current (HDBaseT or AVOIP) technology on three (3) GTCC campuses (Jamestown, Cameron, and Greensboro) for thirty-eight (38) rooms on multiple floors in eight (8) buildings. The awarded contractor will be responsible for complete end-to-end services, including project management, equipment procurement, system design, installation, configuration, testing, final documentation, and user training. All work must comply with the functional, technical, and quality standards outlined in this IFB and be completed within the agreed-upon project timeline.
Opening Date:	5/15/2026 3:00 PM
Posted Date:	4/21/2026
Status:	Open
Department:	GUILFORD TECHNICAL COMMUNITY COLLEGE


Solicitation Number * 99-JD25021	Department GUILFORD TECHNICAL COMMUNITY COLLEGE	Status Reason Open
Opening Date 2026-05-15T15:00:00.0000000	Posted Date * 2026-04-20T18:43:29.0000000Z	Primary Commodity Code Video and combination video and audio presentation equipment and hardware and controllers
Mandatory Conference/Site Visit 2026-04-29T04:00:00.0000000Z	Special Instructions Non-Mandatory Site Visit - See section 2.1	Solicitation Type * Select RFP IFB RFI
Owner Jamie Doom
Description The purpose of this Invitation for Bid (IFB) is to design and install an upgraded digital/analog audiovisual system using current (HDBaseT or AVOIP) technology on three (3) GTCC campuses (Jamestown, Cameron, and Greensboro) for thirty-eight (38) rooms on multiple floors in eight (8) buildings. The awarded contractor will be responsible for complete end-to-end services, including project management, equipment procurement, system design, installation, configuration, testing, final documentation, and user training. All work must comply with the functional, technical, and quality standards outlined in this IFB and be completed within the agreed-upon project timeline.

Attachment Preview

Refer ALL inquiries regarding this IFB to:

Jamie Doom, Senior Buyer

jedoom@gtcc.edu

336-334-4822 x 50311

INVITATION FOR BIDS OR REQUEST FOR

QUOTE NO. 99-JD25021

Offers will be publicly opened: May 15, 2026

Issue Date: April 20, 2026

Commodity Number: 451118

Description: Video and combination video and

audio presentation equipment and hardware

Requisition No.: PR12975515

OFFER AND ACCEPTANCE

The State seeks offers for the goods and/or related services described in this solicitation. The State’s acceptance of

any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and

Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict

between documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2)

special terms and conditions specific to this IFB, (3) specifications, (4) Department of Information Technology Terms

and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor’s offer. No contract shall be binding

on the State until an encumbrance of funds has been made for payment of the sums due under the contract.

EXECUTION

In compliance with this Invitation for Bid / Request for Quote, and subject to all the conditions herein, the undersigned

offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein,

within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without

collusion.

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:

PRINT NAME & TITLE OF PERSON SIGNING:

TELEPHONE NUMBER: TOLL FREE TEL.

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of Guilford Technical Community College shall affix

their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of ___________________, 20____, as indicated on attached certification,

by _____________________________________________ (Authorized representative of Guilford Technical Community

College).

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE................................................................................................... 3

2.0 GENERAL INFORMATION ........................................................................................................................ 3

2.1. SITE VISIT ............................................................................................................................................. 3

2.2. VENDOR QUESTIONS .......................................................................................................................... 3

2.3. ADDENDA .............................................................................................................................................. 4

2.4. OFFER SUBMITTAL .............................................................................................................................. 4

2.5. BASIS FOR REJECTION ....................................................................................................................... 4

2.6. LATE OFFERS ....................................................................................................................................... 4

2.7. NON-RESPONSIVE OFFERS................................................................................................................ 4

2.8. NOTICE TO VENDORS ......................................................................................................................... 5

2.9. E-PROCUREMENT SOLICITATION ...................................................................................................... 5

2.10. DISTRIBUTORS AND RESELLERS..................................................................................................... 5

2.11. POSSESSION AND REVIEW............................................................................................................... 5

2.12. BEST AND FINAL OFFERS (BAFO) .................................................................................................... 5

2.13. AWARD ................................................................................................................................................ 6

2.14. POINTS OF CONTACT ........................................................................................................................ 6

3.0 SPECIFICATIONS ..................................................................................................................................... 6

3.1. VENDOR STANDARD AGREEMENT(S)................................................................................................ 6

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOSURE STATEMENT....................... 6

3.3. E-VERIFY.............................................................................................................................................. 7

3.4. BRAND SPECIFIC PRODUCT *EXTRON EQUIPMENT ONLY* ............................................................ 7

3.5. PRODUCT MAKE AND MODEL *ALL OTHER EQUIPMENT* ............................................................... 7

3.6. DESCRIPTIVE LITERATURE................................................................................................................ 7

3.7. PRODUCT RECALL .............................................................................................................................. 7

3.8. WARRANTY ........................................................................................................................................... 8

3.9. DELIVERY.............................................................................................................................................. 8

3.10 SPECIFICATIONS................................................................................................................................. 8

4.0 FURNISH AND DELIVER........................................................................................................................... 9

5.0 ADDITIONAL INFORMATION .................................................................................................................. 11

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES ............................................................................... 11

5.2. RECYCLED CONTENT ........................................................................................................................ 11

5.3. ENERGY STAR PRODUCTS ............................................................................................................... 11

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS............................ 12

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .................................. 14

8.0 TECHNICAL REQUIREMENTS, SPECIFICATIONS, AND PROJECT OVERVIEW .................................. 26

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this Invitation for Bid (IFB) is to design and install an upgraded digital/analog audiovisual

system using current (HDBaseT or AVOIP) technology on three (3) GTCC campuses (Jamestown, Cameron,

and Greensboro) for thirty-eight (38) rooms on multiple floors in eight (8) buildings.

The awarded contractor will be responsible for complete end-to-end services, including project management,

equipment procurement, system design, installation, configuration, testing, final documentation, and user

training. All work must comply with the functional, technical, and quality standards outlined in this IFB and be

completed within the agreed-upon project timeline.

All goods and services will be provided in accordance with the terms and conditions of this IFB.

2.0 GENERAL INFORMATION

2.1. NON-MANDATORY SITE VISIT

Due Date:

Wednesday, April 29, 2026

Time:

3:00 PM Eastern Time

Location:

Jamestown Campus, Sears Applied Technologies Building, Room 129

Instructions: Prospective Vendors and/or Vendor representatives are URGED and CAUTIONED to visit

the site of the project and apprise themselves of all conditions, which will affect the performance of the work

required or reasonably implied by this IFB. A non-mandatory site visit is scheduled for 3:00 PM ET on

Wednesday, April 29, 2026 at Sears Applied Technologies Building, 1201 Bonner Drive, Jamestown,

NC 27282, Room 129. All attendees must sign in. This opportunity to visit the site may not be rescheduled

unless so authorized by addendum to this IFB. Submission of an offer shall constitute sufficient evidence

of this compliance, and no allowance will be made for unreported conditions, which a prudent Vendor would

recognize as affecting this performance of the work called for in this IFB.

Vendors are cautioned that any information released to attendees during the site visit, other than that

involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds

to requirements in this IFB, must be confirmed by written addendum before it can be considered to be a part

of this offer.

Campus Maps:

Jamestown Campus: https://www.gtcc.edu/_files/campus-maps/JamestownCampus.pdf

Greensboro Campus: https://www.gtcc.edu/_files/campus-maps/GreensboroCampus.pdf

Donald W. Cameron Campus: https://www.gtcc.edu/_files/campus-maps/CameronCampus.pdf

2.2. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact

person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with anyone other

than the contact person listed on Page One of this Solicitation may be grounds for rejection of said Vendor’s

offer.

Written questions concerning this Solicitation will be received until May 5, 2026. They must be

submitted to Jamie Doom via email jedoom@gtcc.edu. Please enter “Questions Solicitation 99-JD25021”

as the subject for the message. Questions should be submitted in the following format:

REFERENCE

IFB Section, Page Number

VENDOR QUESTION

2.3. ADDENDA

The State may issue addenda if Vendor questions are permitted as described above, or if additional terms,

specifications, or other changes are necessary for this procurement. It is important that all Vendors bidding

on this IFB periodically check the NC eVP for any and all Addenda that may be issued prior to the offer

opening date. All addenda shall become an Addendum to this IFB.

2.4. OFFER SUBMITTAL

Due Date:

Time:

Friday, May 15, 2026

3:00 PM Eastern Time

IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or unanticipated

delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery

service. Vendor must include all the pages of this solicitation in their response. It is the Vendor’s sole

responsibility to ensure its offer has been delivered to this Office by the specified time and date of opening.

Any proposal delivered after the proposal deadline will be rejected.

Offer Submission Details:

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern Time on

the day of opening and then opened, for furnishing and delivering the commodity as described herein. Offers

must be submitted with the Execution page signed and dated by an official authorized to bind the Vendor’s

firm. Failure to return a signed offer shall result in disqualification.

Attempts to submit a proposal via facsimile (FAX) machine, telephone or email in response to this

IFB shall NOT be accepted.

a) All File names should start with the vendor’s name first, in order to easily determine all the files to be

included as part of the vendor’s response. For example, files should be named as follows: Vendor Name-

your file name.

b) File contents SHALL NOT be password protected, the file formats must be in .PDF, .jpeg, or png format,

and shall be capable of being copied to other sources.

c) If the vendor’s proposal contains any confidential information (as defined in Attachment B, Paragraph

#18), then the vendor must provide one (1) signed, original electronic offer and one (1) redacted electronic

copy.

2.5. BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or in part;

by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered; non-

compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s) in

specifications or indications that revision would be advantageous to the State; cancellation or other changes

in the intended project, or other determination that the proposed requirement is no longer needed; limitation

or lack of available funds; circumstances that prevent determination of the best offer; or any other

determination that rejection would be in the best interest of the State. Vendor contact regarding this IFB

with anyone other than Jamie Doom may be grounds for rejection of said Vendor’s offer.

2.6. LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from further

consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by the designated

time. Late offers will not be opened and may be returned to the Vendor at the expense of the Vendor or

destroyed if requested.

2.7. NON-RESPONSIVE OFFERS

Vendor offers will be deemed non-responsive by the State and will be rejected without further consideration

or evaluation if statements such as the following are included:

• “This offer does not constitute a binding offer”,

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,

• “Vendor does not commit or bind itself to any terms and conditions by this submission”,

• “This document and all associated documents are non-binding and shall be used for discussion

purposes only”,

• “This offer will not be binding on either party until incorporated in a definitive agreement signed by

authorized representatives of both parties”, or

• A statement of similar intent.

2.8. NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and

conditions not previously agreed to by the State and submitted with an Offeror’s response. This

applies to any language appearing in or attached to the document as part of the Offeror’s response.

By execution and delivery of this Invitation for Bids / Request for Quote and response(s), the Offeror

agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall

have no force or effect.

2.9. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of Information

Technology Terms and Conditions.

2.10. DISTRIBUTORS AND RESELLERS

“Resellers” as used herein, refers to businesses that routinely sell or distribute Vendor’s Products, and may

include “Distributors”, “Value Added Resellers” (VARs), “Original Equipment Manufacturers” (OEMs),

Channel Partners, or such other designations. These businesses must be approved by the State prior to

placement of any orders. Any contract established will be subject to this solicitation and any resulting

Agreement(s), and to the terms and conditions of the State’s competitive bidding process.

The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale or

license to the Agency, and that the proprietary and intellectual property rights to the Third-Party Items are

owned by parties other than the Reseller (“Third Parties”). The Agency further acknowledges that except

for the payment to the Reseller for the Third-Party Items, all of its rights and obligations with respect thereto

flow from and to the Third Parties. The Reseller shall provide the Agency with copies of all documentation

and warranties for the Third-Party Items which are provided to the Reseller. The Reseller shall assign all

applicable third-party warranties for Deliverables to the Agency.

2.11. POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying information is

limited to personnel of the issuing agency, and to the committee responsible for participating in the

evaluation. Vendors who attempt to gain this privileged information, or to influence the evaluation process

(i.e. assist in evaluation) will be in violation of purchasing rules and their offer will not be further evaluated

or considered.

After award of contract the complete bid file will be available to any interested persons with the exception

of trade secrets, test information or similar proprietary information as provided by statute and rule. Any

proprietary or confidential information, which conforms to exclusions from public records as provided by

N.C.G.S. §132-1.2 must be clearly marked as such in the offer when submitted.

2.12. BEST AND FINAL OFFERS (BAFO)

The State may establish a competitive range based upon evaluations of offers, and request BAFOs from

the Vendor(s) within this range; e.g. “Finalist Vendor(s)”. If negotiations or subsequent offers are solicited,

the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when requested shall

disqualify the non-responsive Vendor from further consideration. The State will evaluate BAFO(s), oral

presentations, and product demonstrations as part of the Vendors’ respective offers to determine the final

rankings.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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AV Refresh

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See also