Keihin Auditorium Audio Visual Upgrade

STATE OF NORTH CAROLINA
Edgecombe Community College
Request for Quote #: 95-ECC07302026
Keihin Auditorium AV Upgrade
Date Issued: 07/30/2026
Quote Due Date: 09/09/2026
At 02:00 PM EST
Direct all inquiries concerning this RFQ to:
Raymond A. Pachnar
Purchasing Agent
Email: pachnarr@edgecombe.edu
Phone: 252-618-6512
Ver. 11/2023

STATE OF NORTH CAROLINA
Request for Quote #
95-ECC07302026
______________________________________________________
For internal State agency processing, including tabulation of Quotes, 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 Quote.
Failure to do so shall be sufficient cause to reject your Quote.
___________________________________________________
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://vendor.ncgov.com/vendor/login
Sealed, mailed responses ONLY will be accepted for this solicitation.
Ver. 11/2023

STATE OF NORTH CAROLINA
Division of Edgecombe Community College
Refer ALL Inquiries regarding this RFQ to: Request for Quote # 95-ECC07302026
Raymond A. Pachnar Quotes will be opened: 09/09/2026 - 02:00 PM EST
2009 West Wilson St. Edgecombe Community College
Tarboro NC 27886 Fleming Building, Keihin Auditorium
pachnarr@edgecombe.edu 2009 West Wilson St
Tarboro NC 27886
Using Agency: Edgecombe Community College Commodity No. and Description:
52161600 - Audio visual equipment and accessories
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 Quote, at the prices set opposite each item within the time specified herein.
By executing this Quote, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this Quote is submitted competitively and without collusion (G.S. 143-54),
that 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 Quote, 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 Contract; 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 Quote response to the RFQ, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor are not
aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor's organization.
By executing this Quote, 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 quote prior to submittal may render quote invalid and it MAY BE REJECTED. Late quotes cannot 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: FAX NUMBER:
Ver: 11/2023 1

Quote Number: 95-ECC07302026 Vendor: ____________________________________
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
Ver: 11/2023 2

Quote Number: 95-ECC07302026 Vendor: ____________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of quote due date, 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
RFQ.
QUOTE ACCEPTANCE
If your quote 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 Edgecombe Community College)
Ver: 11/2023 3

Quote Number: 95-ECC07302026 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND .......................................................................................... 6
1.1 CONTRACT TERM................................................................................................................. 6
2.0 GENERAL INFORMATION .................................................................................................... 6
2.1 REQUEST FOR QUOTE DOCUMENT ................................................................................... 6
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS .............................. 6
2.4 RFQ SCHEDULE ................................................................................................................... 6
2.5 SITE VISIT or PRE-BID CONFERENCE ................................................................................ 7
2.6 QUESTIONS ABOUT QUOTE ................................................................................................ 7
2.7 QUOTE SUBMITTAL .............................................................................................................. 8
2.8 QUOTE CONTENTS .............................................................................................................. 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND QUOTE 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 PRODUCT IDENTIFICATION ............................................................................................... 11
4.4 TRANSPORTATION AND IDENTIFICATION ....................................................................... 11
4.5 DELIVERY AND INSTALLATION ......................................................................................... 11
4.6 AUTHORIZED RESELLER ................................................................................................... 12
4.7 WARRANTY ......................................................................................................................... 12
4.10 HUB PARTICIPATION .......................................................................................................... 12
4.11 REFERENCES ..................................................................................................................... 13
4.12 VENDOR'S REPRESENTATIONS ....................................................................................... 13
4.13 FINANCIAL STABILITY ........................................................................................................ 13
4.14 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................ 13
5.0 SPECIFICATIONS ............................................................................................................... 13
VENDOR SPECIFICATIONS ................................................................................................ 13
5.2 PRODUCT SPECIFICATIONS AND ADDITIONAL INFORMATION ..................................... 14
5.3 CERTIFICATION AND SAFETY LABELS ............................................................................. 17
5.4 DEVIATIONS.......................................................................................................17
6.0 CONTRACT ADMINISTRATION .......................................................................................... 17
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 17
6.3 CONTINUOUS IMPROVEMENT .......................................................................................... 17
6.4 ACCEPTANCE OF WORK ................................................................................................... 17
6.6 INVOICES ............................................................................................................................ 18
6.7 DISPUTE RESOLUTION ...................................................................................................... 18
6.8 PRODUCT RECALL ............................................................................................................. 18
6.9 CONTRACT CHANGES ....................................................................................................... 18
Ver: 11/2023 4

Quote Number: 95-ECC07302026 Vendor: ____________________________________
7.0 ATTACHMENTS .................................................................................................................. 19
ATTACHMENT A: PRICING.................................................................................................................. 19
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................. 19
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ...................................... 19
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ................................................. 20
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................... 20
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 20
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ...................................................... 20
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING ............................................. 20
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................................................... 20
Ver: 11/2023 5

Quote Number: 95-ECC07302026 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The objective of this project is to modernize / replace the existing audio-visual controls, processing and console equipment in
the Keihin Auditorium located on the Edgecombe Community College Tarboro Campus. The desired outcome includes
integration with devices such as an iPad and the newly updated lighting.
The intent of this solicitation is to award an agency specific contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of 6 months, beginning on the date of final Contract execution.
Quotes 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
The RFQ is comprised of 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 also are 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, or exceptions regarding any component within this RFQ, those must be submitted as
questions in accordance with the instructions in the QUOTE 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 contact award.
Other than through this 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 quote. This applies to any language
appearing in or attached to the document as part of the Vendor's quote that purports to vary any terms and conditions or
Vendors' instructions herein or to render the quote non-binding or subject to further negotiation. Vendor's quote 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 through 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 quote as nonresponsive.
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 07/30/2026
Hold Pre-Bid Conference/Site Visit State 08/19/2026 - 02:00 PM EST
Submit Written Questions Vendor 08/26/2026 - 12:00 PM EST
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Quote Number: 95-ECC07302026 Vendor: ____________________________________
Provide Responses to Questions State 09/02/2026 - 12:00 PM EST
Submit Quotes Vendor 09/09/2026 - 02:00 PM EST
Contract Award State TBD
Contract Effective Date State TBD
2.5 SITE VISIT or PRE-BID CONFERENCE
Mandatory Site Visit:
Date: 08/19/2026
Time: 02:00 PM Eastern Time
Location: Edgecombe Community College
Fleming Building, Keihin Auditorium
2009 West Wilson St
Tarboro NC 27886
Contact #: 252-618-6512
Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid site visit. Attendees must
meet promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign
in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE SITE VISIT NOR SHALL THEIR QUOTE BE
CONSIDERED. Once the sign-in process is complete, all other people wishing to attend may do so to the extent that space and
circumstances allow.
The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will
affect the performance of the work called for by this RFQ. Vendors shall stay for the duration of the site visit. No allowances
will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by
this RFQ.
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 RFQ, must be
confirmed by written addendum before it can be considered to be a part of this RFQ and any resulting contract.
2.6 QUESTIONS ABOUT QUOTE
Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best
quote possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the "Submit
Written Questions" date and time provided in the RFQ SCHEDULE Section above.
Written questions shall be e-mailed to pachnarr@edgecombe.edu by the date and time specified above. Vendors will enter
"RFQ # 95- ECC07302026: Questions" as the subject for the email. Question submittals will include a reference to the applicable
RFQ section and be submitted in a 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 an addendum to this RFQ.
Ver: 11/2023 7

Quote Number: 95-ECC07302026 Vendor: ____________________________________
2.7 QUOTE 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 quote has been received as described in this RFQ by the
specified time and date of opening. The date and time of receipt will be marked on each quote when received. Any quote or
portion thereof received after the quote submission deadline will be rejected.
Instructions: Quotes, subject to the conditions made a part hereof and the receipt requirements described below, shall be
received at the address indicated in the table below, for furnishing and delivering those items as described herein.
Mailing address for delivery of quote
via US Postal Service, UPS, FedEx, Etc.
QUOTE NUMBER: 95- ECC07302026
Raymond A. Pachnar
Edgecombe Community College
2009 West Wilson St.
Tarboro NC 27886
CAUTION: For quotes 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 quotes 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 quote deadline. All Vendors are urged to take the possibility of delay into account when submitting quotes by U.S. Postal
Service, courier, or other delivery service. Attempts to submit a quote via facsimile (FAX) machine, telephone or email in
response to this RFQ shall NOT be accepted.
Vendors shall deliver one (1) signed, original executed response and (1) copy of the signed original executed quote to the
address identified in the table in this Section. Address package and insert quote number as shown in the table above.
Quote number shall be marked on the outside of the sealed envelope with the Vendor's name and due date of quote.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the
proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted
from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services or
appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules
set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion,
having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined
to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.
However, under no circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release
an unredacted version if a record request is received.
IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified time
and date of opening, regardless of the method of delivery. This is an absolute requirement. The time of delivery will be marked
on each quote when received, and any quote received after the submission deadline will not be accepted or evaluated. Quotes,
subject to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing
and delivering the commodity as described herein.
2.8 QUOTE CONTENTS
Vendors shall populate all attachments of this RFQ 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 quote, in the State's sole discretion
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