Project A: Videoboard Project B: Streaming

STATE OF NORTH CAROLINA
North Carolina A&T State University
Request for Quote #: 59-Q6973
Project A: Videoboard
Project B: Streaming
Date of Issue: 07-14-2026
Bid Opening Date: 07-28-2026
At 03:00 PM ET
Direct all inquiries concerning this RFQ to:
Tyeshia Smith
Procurement Specialist
Email: tmsmith23@ncat.edu
Phone: 336-285-4952

STATE OF NORTH CAROLINA
Request for Quote #
59-Q6973
______________________________________________________
For internal State agency processing, including tabulation of bids, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This
page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page shall be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a vendor number, register at https://evp.nc.gov/SignIn
Electronic responses ONLY will be accepted for this solicitation.
https://ncat.bonfirehub.com/portal/?tab=openOpportunities
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Bid Number: 59-Q6973 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Division of North Carolina A&T State University
Refer ALL Inquiries regarding this RFQ to: Request for Quote #: 59-Q6973
Tyeshia Smith tmsmith23@ncat.edu Bids will be publicly opened: 07-28-2026@03:00pm
Using Agency: North Carolina A&T State Commodity No. and Description: 82131603 Video production,43223207
University Video Streaming
Requisition No.:
EXECUTION
In compliance with this Request for Quote (RFQ), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish
and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as outlined in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
RFQ, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with
more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair
employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any
Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this
response to the RFQ, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any
such gift has been offered, accepted, or promised by any employees of your organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS
AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
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Bid Number:59-Q6973 Vendor: __________________________________________
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual
agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFQ.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this RFQ, along with the written results of any negotiations, shall constitute the written agreement
between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending
upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
Authorized Representative of North Carolina A&T State University
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Bid Number:59-Q6973 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
Project A: Videoboard Production Services ..................................................................................... 5
Background ......................................................................................................................................... 5
Purpose .............................................................................................................................................. 5
Project B: Streaming Production Services ....................................................................................... 6
Background ....................................................................................................................................... 6
Purpose .............................................................................................................................................. 6
1 CONTRACT TERM .................................................................................................................. 7
2.0 GENERAL INFORMATION ....................................................................................................... 7
2.1 REQUEST FOR QUOTE DOCUMENT .................................................................................... 7
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS..................................... 7
2.4 RFQ SCHEDULE ........................................................................................................................ 8
BID QUESTIONS ................................................................................................................................ 8
BID SUBMITTAL ................................................................................................................................. 8
BID CONTENTS .................................................................................................................................. 9
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 10
3.3 QUOTE EVALUATION PROCESS ........................................................................................ 10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 10
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 11
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 FINANCIAL STABILITY ........................................................................................................ 12
4.3 HUB PARTICIPATION .......................................................................................................... 12
4.4 REFERENCE ......................................................................................................................... 12
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 13
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 13
4.9 SUBCONTRACTORS ............................................................................................................ 13
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Bid Number:59-Q6973 Vendor: __________________________________________
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 13
Interviews, Presentations, and Demonstrations ........................................................................... 22
6.0 CONTRACT ADMINISTRATION............................................................................................. 23
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 23
2 6.2 INVOICES ........................................................................................................................ 23
3 6.6 ACCEPTANCE OF WORK .............................................................................................. 24
4 6.9 DISPUTE RESOLUTION ................................................................................................. 24
5 6.10 CONTRACT CHANGES ................................................................................................ 24
7.0 ATTACHMENTS ..................................................................................................................... 25
ATTACHMENT A: PRICING............................................................................................................... 25
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 29
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 29
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 30
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 30
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 30
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Bid Number:59-Q6973 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Project A: Videoboard Production Services
Background
The North Carolina Agricultural and Technical State University Department of Intercollegiate Athletics
sponsors NCAA Division I athletic programs. It hosts numerous home events annually at its primary
competition venues, including Truist Stadium and Corbett Sports Center.
To enhance the game-day atmosphere and overall fan experience, the University uses its existing
videoboard infrastructure to deliver live game action, instant replay, promotional content, sponsor
recognition, crowd-engagement features, statistical information, and other in-game entertainment
elements.
The University's existing video board environment currently utilizes Daktronics hardware and associated
show control systems. This reference is provided solely to describe the current operating environment and
is not intended to limit competition.
The University seeks a qualified vendor to provide comprehensive, turnkey videoboard production services
for designated home athletic events.
Purpose
The purpose of this Request for Qualifications (RFQ) is to identify and prequalify experienced firms capable
of delivering professional videoboard production services that support the University's athletics marketing,
fan engagement, and game operations objectives.
The selected vendor shall provide all personnel, equipment, technical expertise, and operational support
necessary to produce high-quality in-venue videoboard presentations for designated home athletic events.
Services may include, but are not limited to:
* Live camera acquisition and switching
* Instant replay operations
* Graphics creation and integration
* Show control and video playback
* Statistical data display
* Audio support
* Crowd engagement features
* Sponsor activation and promotional content integration
* Coordination with Athletics staff to execute approved event scripts
The University intends to award one or more contracts for an initial term of one (1) year with options for
renewal, subject to satisfactory performance, funding availability, and mutual agreement.
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Bid Number:59-Q6973 Vendor: __________________________________________
Project B: Streaming Production Services
Background
The Department of Intercollegiate Athletics is committed to expanding access to its athletic programs
through high-quality digital broadcasts that engage alumni, fans, recruits, sponsors, and the broader Aggie
community.
As audience expectations continue to evolve, the University seeks to enhance its live streaming capabilities
for home athletic events by providing reliable, broadcast-quality video productions across multiple
platforms.
Streaming services may be required for selected home contests and special events held at university
athletic venues, including Truist Stadium and Corbett Sports Center.
The University seeks qualified vendors with demonstrated experience in live sports production and digital
content distribution to provide streaming services that meet current conference, institutional, and platform
requirements.
Purpose
The purpose of this RFQ is to identify and prequalify firms capable of providing turnkey live streaming
production services for designated University athletic events.
The selected vendor shall provide all personnel, equipment, software, encoding services, and technical
support necessary to produce and distribute live event broadcasts to designated streaming platforms.
Services may include, but are not limited to:
* Multi-camera live event production
* Live switching and directing
* Graphics and score bug integration
* Replay functionality
* Audio mixing and commentary support
* Encoding and transmission services
* Remote production capabilities
* Integration with University-provided content and branding assets
* Closed captioning capabilities, if required
* Archiving and post-event delivery of recorded content
The vendor shall demonstrate the ability to deliver consistent, high-quality broadcasts that meet applicable
conference standards, streaming platform requirements, and University branding guidelines.
The University intends to award one or more contracts for an initial term of one (1) year with options for
renewal, subject to satisfactory performance, funding availability, and mutual agreement.
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Bid Number:59-Q6973 Vendor: __________________________________________
Note: Videoboard production services and streaming production services are being solicited as separate
projects. Vendors may submit qualifications for either project individually or for both projects. Submission
for one project is not a prerequisite for consideration under the other project.
1 CONTRACT TERM
The Contract shall have an initial term of one (1) year, 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 up to four (4) additional one-year terms. The State will give the Vendor written notice of its intent to
exercise each option no later than sixty 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.
Bids shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR QUOTE DOCUMENT
This RFQ comprises the base RFQ document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all
relevant exhibits and attachments, and any other components made a part of this RFQ and comply with all requirements and
specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFQ.
If Vendors have questions or issues regarding any component of this RFQ, those must be submitted as questions in accordance
with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the
questions asked, then such decisions will be communicated in the form of an RFQ addendum. The State may also elect to leave
open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-
answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or
consider any additional or modified terms and conditions submitted with Vendor's bid or otherwise. This applies to any language
appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions or Vendors'
instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute a firm offer
that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFQ
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph
shall constitute sufficient grounds to reject Vendor's bid as nonresponsive.
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Bid Number:59-Q6973 Vendor: __________________________________________
2.4 RFQ SCHEDULE
The table below shows the intended schedule for this RFQ. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFQ State 07-14-2026
Submit Written Questions Vendor 07-23-2026 @12:00 pm
Provide Response to Questions State 07-24-2026
Submit Bids Vendor 07-28-2026 @03:00pm
Contract Award State 08-03-2026
BID QUESTIONS
Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions"
date and time provided in the RFQ SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to tmsmith23@ncat.edu by the date and time specified above. Vendors should enter "RFQ #59-
Q6973: Questions" as the subject for the email. Question submittals should include a reference to the applicable RFQ section and
be submitted in the format shown below:
Reference Vendor Question
RFQ Section, Page Number Vendor question ...?
No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question
or otherwise in connection with this RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFQ and an addendum to this RFQ.
BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be
automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this RFQ by the specified
time and date of opening. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof
received after the bid deadline will be rejected.
All proposals must be submitted electronically through the University's Bonfire e-Procurement Portal no later
than the date and time specified in the solicitation schedule.
Late submissions will not be accepted. Vendors are solely responsible for ensuring that their proposals are
successfully uploaded, submitted, and received in Bonfire before the stated deadline. The University is not
responsible for technical issues, internet connectivity problems, or delays experienced by the vendor during
the submission process.
Vendors are strongly encouraged to begin the upload process well in advance of the submission deadline to
allow sufficient time to address any technical issues that may arise.
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