Equipment and Installation Services for IT Hardware Mounts Written Questions & Answers

Request for Proposal
UK-2629-27
Proposal Due Date - 11/13/2026
Equipment and Installation Services for IT Hardware
Mounts
Revised 10-12-2026

REQUEST FOR PROPOSAL (RFP)
ATTENTION: This is not an order. Read all instructions, terms and conditions carefully.
PROPOSAL NO.: UK-2629-27 RETURN ORIGINAL COPY OF PROPOSAL TO:
Issue Date: 10/19/2026 UNIVERSITY OF KENTUCKY
Title: Equipment and Installation Services for IT Hardware PROCUREMENT SERVICES
Mounts
Purchasing Officer: Patricia Pflug 411 S LIMESTONE
Phone: 859-257-5409 ROOM 322 PETERSON SERVICE BLDG.
Email: Prpf222@uky.edu LEXINGTON, KY 40506-0005
IMPORTANT: PROPOSALS MUST BE RECEIVED BY: 11/13/2026 3 P.M. LEXINGTON, KY TIME.
NOTICE OF REQUIREMENTS
1. The University's General Terms and Conditions and Instructions to Bidders, viewable at https://purchasing.uky.edu/bid-and-proposal-opportunities, apply to
this RFP. When the RFP includes construction services, the University's General Conditions and Special Conditions for Construction and Instructions to
Bidders, viewable at https://purchasing.uky.edu/bid-and-proposal-opportunities, apply to the RFP.
2. Contracts resulting from this RFP must be governed by and in accordance with the laws of the Commonwealth of Kentucky.
3. Any agreement or collusion among offerors or prospective offerors, which restrains, tends to restrain, or is reasonably calculated to restrain competition by
agreement to bid at a fixed price or to refrain from offering, or otherwise, is prohibited.
4. Any person who violates any provisions of KRS 45A.325 shall be guilty of a felony and shall be punished by a fine of not less than five thousand dollars nor
more than ten thousand dollars or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation,
or association who violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand dollars or more than twenty
thousand dollars.
AUTHENTICATION OF BID AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST
I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040:
1. That I am the offeror (if the offeror is an individual), a partner, (if the offeror is a partnership), or an officer or employee of the bidding corporation having
authority to sign on its behalf (if the offeror is a corporation);
2. That the attached proposal has been arrived at by the offeror independently and has been submitted without collusion with, and without any agreement,
understanding or planned common course of action with, any other Contractor of materials, supplies, equipment or services described in the RFP, designed to
limit independent bidding or competition;
3. That the contents of the proposal have not been communicated by the offeror or its employees or agents to any person not an employee or agent of the
offeror or its surety on any bond furnished with the proposal and will not be communicated to any such person prior to the official closing of the RFP:
4. That the offeror is legally entitled to enter into contracts with the University of Kentucky and is not in violation of any prohibited conflict of interest, including,
but not limited to, those prohibited by the provisions of KRS 45A.330 to .340, and164.390;
5. That the offeror, and its affiliates, are duly registered with the Kentucky Department of Revenue to collect and remit the sale and use tax imposed by Chapter
139 to the extent required by Kentucky law and will remain registered for the duration of any contract award;
6. That I have fully informed myself regarding the accuracy of the statement made above.
SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS
In accordance with KRS45A.110 (2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the
campaign finance laws of the Commonwealth of Kentucky and that the award of a contract to a bidder will not violate any provision of the campaign finance
laws of the Commonwealth of Kentucky.
CONTRACTOR REPORT OF PRIOR VIOLATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342
The contractor by signing and submitting a proposal agrees as required by 45A.485 to submit final determinations of any violations of the provisions of KRS
Chapters 136, 139, 141, 337, 338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in
continuous compliance with the provisions of the statutes during the duration of any contract that may be established. Final determinations of violations of
these statutes must be provided to the University by the successful contractor prior to the award of a contract.
CERTIFICATION OF NON-SEGREGATED FACILITIES
The contractor, by submitting a proposal, certifies that he/she is in compliance with the Code of Federal Regulations, No. 41 CFR 60-1.8(b) that prohibits the
maintaining of segregated facilities.
SIGNATURE REQUIRED: This proposal cannot be considered valid unless signed and dated by an authorized agent of the offeror. Type or print the signatory's
name, title, address, phone number and fax number in the spaces provided. Offers signed by an agent are to be accompanied by evidence of his/her authority
unless such evidence has been previously furnished to the issuing office
DELIVERY TIME: NAME OF COMPANY: DUNS #
PROPOSAL FIRM ADDRESS: Phone/Fax:
THROUGH:
PAYMENT TERMS: CITY, STATE & ZIP CODE: E-MAIL:
SHIPPING TERMS: F. O.B. TYPED OR PRINTED NAME: WEB ADDRESS:
DESTINATION PREPAID
AND ALLOWED
FEDERAL EMPLOYER ID SIGNATURE: DATE:
NO.:
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PROPOSAL NO. UK-2629-27
3
Table of Contents
1.0 DEFINITIONS ........................................................................................................................... 7
2.0 GENERAL OVERVIEW ............................................................................................................. 9
2.1 Intent and Scope .................................................................................................................. 9
2.2 Background Information ....................................................................................................... 9
2.3 University Information ......................................................................................................... 10
2.4 Economic Engagement and Procurement .......................................................................... 13
3.0 PROPOSAL REQUIREMENTS ............................................................................................... 14
3.1 Key Event Dates ................................................................................................................. 14
3.2 Offeror Communication ...................................................................................................... 14
3.3 Offeror Presentations ......................................................................................................... 15
3.4 Preparation of Offers .......................................................................................................... 15
3.5 Proposed Deviations from the RFP .................................................................................... 15
3.6 Proposal Submission and Deadline .................................................................................... 15
3.7 Modification or Withdrawal of Offer ..................................................................................... 16
3.8 Acceptance or Rejection and Award of Proposal ................................................................ 16
3.9 Rejection ............................................................................................................................ 16
3.10 Addenda ............................................................................................................................. 17
3.11 Disclosure of Offeror's Response ....................................................................................... 17
3.12 Restrictions on Communications with University Staff ........................................................ 18
3.13 Cost of Preparing Proposal ................................................................................................. 18
3.14 Disposition of Proposals ..................................................................................................... 18
3.15 Alternate Proposals ............................................................................................................ 18
3.16 Questions ........................................................................................................................... 18
3.17 Section Titles in the RFP .................................................................................................... 18
3.18 No Contingent Fees ............................................................................................................ 18
3.19 Proposal Addenda and Rules for Withdrawal...................................................................... 19
3.20 Requirement to Perform Vendor Onboarding and Registration ........................................... 19
4.0 PROPOSAL FORMAT AND CONTENT .................................................................................. 20
4.1 Proposal Information and Criteria ....................................................................................... 20
4.2 Signed Authentication of Proposal and Statements of Non-Collusion and Non-Conflict of
Interest Form .............................................................................................................................. 20
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4.3 Transmittal Letter ............................................................................................................... 20
4.4 Executive Summary and Proposal Overview ...................................................................... 21
4.5 Criteria 1 - Offeror Qualifications ........................................................................................ 21
4.6 Criteria 2 - Services Defined .............................................................................................. 22
Mounting Products and Related Hardware .............................................................................................. 22
Site Verification and Field Conditions ....................................................................................................... 23
Installation Services .................................................................................................................................. 23
New Construction, Renovation, and Activation Support .......................................................................... 24
Existing and Occupied Facilities ................................................................................................................ 24
Project Scheduling and Communication ................................................................................................... 25
Installation Acceptance and Punch List .................................................................................................... 25
Installation and Closeout Documentation ................................................................................................ 25
Repair, Relocation, and Corrective Maintenance ..................................................................................... 26
Warranty and Callback Service ................................................................................................................. 26
Work Authorization, Quotes, and Changes .............................................................................................. 26
Service Response ...................................................................................................................................... 26
Contractor Cooperation and Construction Coordination .............................................................. 27
Submittals and Product Approvals .............................................................................................. 27
Delivery, Storage, and Protection ............................................................................................... 27
Contractor Performance Management ........................................................................................ 27
Invoice Documentation ............................................................................................................... 27
Operational and Project Reporting .............................................................................................. 28
4.7 Criteria 3 - Financial Proposal ............................................................................................ 28
4.8 Criteria 4 - Evidence of Successful Performance and Implementation Schedule ............... 28
4.9 Criteria 5 - Other Additional Information ............................................................................. 28
5.0 EVALUATION CRITERIA PROCESS...................................................................................... 30
6.0 SPECIAL CONDITIONS.......................................................................................................... 31
6.1 Contract Term .................................................................................................................... 31
6.2 Effective Date ..................................................................................................................... 31
6.3 Competitive Negotiation ..................................................................................................... 31
6.4 Appearance Before Committee .......................................................................................... 31
6.5 Additions, Deletions or Contract Changes .......................................................................... 31
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6.6 Contractor Cooperation in Related Efforts .......................................................................... 32
6.7 Entire Agreement ............................................................................................................... 32
6.8 Governing Law ................................................................................................................... 32
6.9 Kentucky's Personal Information Security and Breach Investigation Procedures and
Practices Act .............................................................................................................................. 32
6.10 Termination for Convenience .............................................................................................. 33
6.11 Termination for Non-Performance ...................................................................................... 33
6.12 Funding Out ....................................................................................................................... 34
6.13 Prime Contractor Responsibility.......................................................................................... 34
6.14 Assignment and Subcontracting ......................................................................................... 34
6.15 Permits, Licenses, Taxes.................................................................................................... 34
6.16 Attorneys' Fees .................................................................................................................. 34
6.17 Royalties, Patents, Copyrights and Trademarks ................................................................. 35
6.18 Indemnification ................................................................................................................... 35
6.19 Insurance ........................................................................................................................... 35
6.20 Method of Award ................................................................................................................ 36
6.21 Reciprocal Preference ........................................................................................................ 36
6.22 Reports and Auditing .......................................................................................................... 36
6.23 Confidentiality ..................................................................................................................... 37
6.24 Conflict of Interest .............................................................................................................. 37
6.25 Personal Service Contract Policies ..................................................................................... 37
6.26 Copyright Ownership and Title to Designs and Copy .......................................................... 38
6.27 University Brand Standards ................................................................................................ 38
6.28 Printing Statutes ................................................................................................................. 39
6.29 Requirement for Contract Administration Fee ..................................................................... 39
6.30 Payment Terms .................................................................................................................. 40
7.0 FINANCIAL OFFER SUMMARY ............................................................................................. 41
7.1 Mandatory Services (Section 4.6) ....................................................................................... 41
Labor Rates ................................................................................................................................ 41
Product and Material Pricing ....................................................................................................... 41
Other Charges ............................................................................................................................ 41
Representative Pricing Scenarios ............................................................................................... 42
Alternate Pricing ......................................................................................................................... 42
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7.2 Optional Services (Section 4.9) .......................................................................................... 43
7.3 Alternate Pricing ................................................................................................................. 43
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1.0 DEFINITIONS
The term "addenda" means written or graphic instructions issued by the University of Kentucky prior
to the receipt of proposals that modify or interpret the RFP documents by additions, deletions,
clarifications and/or corrections.
The term "competitive negotiations" means the method authorized in the Kentucky Revised
Statutes, Chapter 45A.085.
The terms "offer" or "proposal" mean the offeror's/offerors' response to this RFP.
The term "offeror" means the entity or contractor group submitting the proposal.
The term "contractor" means the entity receiving a contract award.
The term "purchasing agency" means the University of Kentucky, Procurement Services, Room 322
Peterson Service Building, Lexington, KY 40506-0005.
The term "purchasing official" means the University of Kentucky's appointed contracting
representative.
The term "responsible offeror" means a person, company or corporation that has the capability in all
respects to perform fully the contract requirements and the integrity and reliability that will assure
good faith performance. In determining whether an offeror is responsible, the University may
evaluate various factors including (but not limited to): financial resources; experience; organization;
technical qualifications; available resources; record of performance; integrity; judgment; ability to
perform successfully under the terms and conditions of the contract; adversarial relationship
between the offeror and the University that is so serious and compelling that it may negatively
impact the work performed under this RFP; or any other cause determined to be so serious and
compelling as to affect the responsibility of the offeror.
The term "solicitation" means RFP.
The term "University" means University of Kentucky.
Accepted Installation: An installation that has been inspected, tested, documented, and accepted
by an authorized University representative.
Activation: The coordinated preparation and installation activities required to place a new,
renovated, relocated, or expanded facility or department into operational use.
Construction Documents: Drawings, specifications, addenda, equipment plans, room data,
elevations, submittals, and other project information used to coordinate the Work.
Installation Materials: Fasteners, anchors, backing interfaces, mounting plates, adapters, cable-
management products, trim, hardware, and incidental supplies required to complete an installation.
Manufacturer List Price: The manufacturer's published price for a product before application of
the Contractor's proposed discount. The Contractor should provide supporting documentation upon
request.
Mounting Product: A commercially manufactured mount, arm, bracket, tray, support, enclosure,
adapter, accessory, or related product used to secure or position information technology,
audiovisual, or peripheral equipment.
New Construction: Work associated with a newly constructed building, addition, fit-out, renovation,
expansion, or other capital project that has not yet entered normal operations.
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Punch List: A documented list of incomplete, deficient, damaged, or nonconforming items requiring
correction before final acceptance.
Submittal: Product data, shop drawings, samples, installation details, warranty information, or
other documentation provided for University or project-team review.
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2.0 GENERAL OVERVIEW
2.1 Intent and Scope
The University of Kentucky is seeking proposals to establish an ongoing contract for the purchase,
delivery, assembly, installation, inspection, adjustment, relocation, removal, repair, and replacement
of information technology hardware mounting products throughout University facilities.
The Work may support new construction, renovations, facility expansions, department relocations,
technology refreshes, facility activations, ambulatory projects, healthcare projects, academic and
administrative facilities, and individual service requests in existing facilities.
In most assignments, the Contractor should furnish the mounting products, installation materials,
labor, supervision, tools, transportation, equipment, documentation, and related services necessary
to provide a complete and operational installation. The University may provide mounting products or
other equipment for selected assignments when identified in the applicable work order or project
documentation.
Products and services may include, but are not limited to:
* Articulating computer and monitor arms;
* Single- and multiple-monitor mounts;
* Keyboard and mouse trays;
* Wall-mounted computer workstations;
* Thin-client and small-form-factor computer mounts;
* Camera and audiovisual equipment mounts;
* Television and large-format display mounts;
* Ceiling-mounted brackets and supports;
* Printer, scanner, badge-reader, and peripheral mounts;
* Cable-management components;
* Specialty mounting products used in clinical, academic, research, or administrative settings; and
* Replacement parts and accessories for existing mounting products.
All work should be coordinated with the University's designated Project Manager, Field Services
representative, IT representative, Facilities representative, or other project participant, as
applicable.
2.2 Background Information
The University has used third-party services to supply and install information technology hardware
mounts at healthcare and other University facilities for many years. The University's requirements
range from individual service calls to large, multi-room and multi-building capital projects.
A significant portion of the anticipated Work may occur in new construction, renovations, fit-outs,
expansions, and activation projects. These assignments may require early product selection,
construction drawing review, coordination of backing and support requirements, submittals, product
procurement, phased installation, schedule coordination, punch-list correction, and closeout
documentation.
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The University requires Contractors capable of:
* Supplying durable, commercially available, and supportable mounting products;
* Recommending products appropriate for the equipment, supporting surface, environment, workflow, and
intended use;
* Reviewing relevant construction documents and equipment plans;
* Identifying backing, reinforcement, access, and coordination requirements early enough to avoid rework;
* Supporting phased construction and activation schedules;
* Scaling staffing for large installations and compressed project schedules;
* Coordinating with multiple contractors and University teams;
* Performing installation in new and existing facilities;
* Providing repair, replacement parts, and maintenance services;
* Maintaining complete product, installation, warranty, and closeout documentation; and
* Supporting Lexington and regional University locations.
No specific product quantity, labor-hour volume, service-call volume, project size, revenue, or
minimum amount of work is guaranteed
2.3 University Information
Upon his arrival in 2011, President Eli Capilouto set an ambitious agenda to extend and enhance
our role as Kentucky's land-grant and flagship research university. By focusing on infrastructure
growth and improvement; creating opportunities for innovative teaching, learning and academic
excellence; fostering a robust research enterprise; providing life-saving subspecialty care;
empowering communities through service and outreach; and encouraging a transparent and shared
dialogue about institutional priorities; the University of Kentucky will help ensure a Kentucky
tomorrow that is healthier, wealthier and wiser than it is today.
Our mission - 160 years strong - is to advance Kentucky in everything we do.
Founded in 1865 as a land-grant institution adjacent to downtown Lexington, UK is nestled in the
scenic heart of the beautiful Bluegrass region of Kentucky. From its early beginnings, with only 190
students and 10 professors, UK's campus now covers more than 900 acres. In Fall 2025, the
university enrolled nearly 39,000 total students, including another record-setting first-year class of
more than 7,000 students - for the first time, more than 4,000 are Kentuckians and nearly 1,900
are first generation. The institution now employs approximately 33,000 employees, including nearly
3,300 full-time faculty.
UK is just one of eight universities in the United States that has programs in agriculture,
engineering, law, fine arts and a full complement of health colleges including medicine and
pharmacy, on a single campus alongside an academic health system, leading to groundbreaking
discoveries and unique interdisciplinary collaboration.
The state's flagship university consists of 18 academic and professional colleges where students
can choose from more than 200 majors and degree programs at the undergraduate and graduate
levels. The colleges are Agriculture, Food and Environment; Arts and Sciences; Business and
Economics; Communication and Information; Dentistry; Design; Education; Engineering; Fine Arts;
Graduate School; Health Sciences; Honors; Law; Medicine; Nursing; Pharmacy; Public Health; and
Social Work. These colleges are supported by a modern research library system.
Rev. 10-12-2026