UNCW VoIP Zoom Project

STATE OF NORTH CAROLINA
University of North Carolina at Wilmington
Request for Proposal #: 72-PALG26091
UNCW VoIP Zoom Project
Date of Issue: July 1, 2026
Proposal Opening Date: July 30, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Antoine Glasper, CPPO
Associate Director, Purchasing Services
Email: glaspera@uncw.edu
Phone: 910-962-3850

Proposal Number: 72-PALG26091
STATE OF NORTH CAROLINA
Request for Proposal #
72-PALG26091
______________________________________________________
For internal State agency processing, including tabulation of proposals, 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 proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For your proposal to be considered, 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.
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Proposal Number: 72-PALG26091
STATE OF NORTH CAROLINA
University of North Carolina at Wilmington
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 72-PALG26091
Antoine Glasper, UNCW Purchasing Services
Proposals are due no later than 2:00 pm ET on July 30, 2026
glaspera@uncw.edu
Using Agency: UNC-Wilmington Proposals will be publicly opened via zoom on July 30, 2026 at
3:00 pm ET
Commodity No. and Description:
81161700 / VoIP Solution
EXECUTION
In compliance with this Request for Proposals (RFP), 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 proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal 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 set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, 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 RFP, 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.
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 RFP, 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 proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH
CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the ATTACHMENTS page within
this document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED.
Late proposals 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 #12):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least 90 days from date of bid opening, 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 RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, 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 University of North Carolina at Wilmington
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM .................................................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 5
2.2 E-PROCUREMENT FEE.......................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ..................................................................................................................... 6
2.5 PROPOSAL QUESTIONS ....................................................................................................... 6
2.6 PROPOSAL SUBMITTAL ....................................................................................................... 6
2.7 PROPOSAL CONTENTS ........................................................................................................ 7
2.8 ALTERNATE PROPOSALS .................................................................................................... 8
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ......... 8
3.3 PROPOSAL EVALUATION PROCESS ................................................................................... 9
3.4 EVALUATION CRITERIA ........................................................................................................ 9
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................... 9
3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 10
4.0 REQUIREMENTS ................................................................................................................... 10
4.1 PRICING ................................................................................................................................ 10
4.2 INVOICES .............................................................................................................................. 10
4.3 FINANCIAL STABILITY ........................................................................................................ 10
4.4 HUB PARTICIPATION........................................................................................................... 11
4.5 BACKGROUND CHECKS ..................................................................................................... 11
4.6 PERSONNEL ......................................................................................................................... 11
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 11
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 11
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 12
5.1 GENERAL REQUIREMENTS ................................................................................................ 12
5.2 QUESTIONS TO VENDORS ................................................................................................. 15
6.0 CONTRACT ADMINISTRATION............................................................................................. 16
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 16
6.2 POST AWARD PROJECT REVIEW MEETINGS................................................................... 16
6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 16
6.4 ACCEPTANCE OF WORK .................................................................................................... 17
6.5 DISPUTE RESOLUTION ....................................................................................................... 17
6.6 CONTRACT CHANGES ........................................................................................................ 17
7.0 ATTACHMENTS ..................................................................................................................... 18
ATTACHMENT A: PRICING (30%) .................................................................................................... 18
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 19
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 19
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 19
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 19
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 19
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................................. 19
ATTACHMENT H: IT SERVICES & SYSTEMS ADDENDUM ............................................................ 20
1) DEFINITIONS: ........................................................................................................................ 20
2) ACCESS AND USE OF IT SERVICES:................................................................................... 20
3) MODIFICATION OF SERVICES: ............................................................................................ 21
4) TRANSITION PERIOD: ........................................................................................................... 21
5) CONFIDENTIALITY: ............................................................................................................... 21
6) SECURITY OF UNCW DATA: ................................................................................................ 21
7) CONFIDENTIALITY OF EDUCATION RECORDS AND PERSONNEL INFORMATION ......... 24
a) Education Records .............................................................................................................. 24
b) Personnel Information ......................................................................................................... 24
c) Ownership and Use of Education and Personnel Records ............................................... 24
8) PAYMENT CARD INDUSTRY DATA SECURITY STANDARDS (PCI DSS) COMPLIANCE: . 24
ATTACHMENT I: CAMPUS MAP ....................................................................................................... 26
ATTACHMENT J: VG BREAKDOWN ................................................................................................ 27
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
1.0 PURPOSE AND BACKGROUND
The University of North Carolina Wilmington ("UNCW") is soliciting competitive bids for the implementation of a
Zoom Voice and Phone solution to replace its existing Cisco CUCM 14SU3 system. Modern cloud based voice
platforms offer enhanced capabilities-including simplified management, cloud accessibility, AI enabled tools,

SMS, and eFax-that will reduce operational complexity while improving service for faculty and staff.

Project requires both remote and on site support throughout the migration process. UNCW aims to cut over to the
new system by mid-December 2026.

UNCW is currently a Zoom Essentials customer for video, with Active Directory (AD) integration and SSO already in
place for Zoom video services. The awarded vendor must ensure the addition of Zoom phone services does not
disrupt existing Zoom video usage. Vendors should submit proposals in accordance with the specifications set forth
in Section 5.0 of this RFP.
The intent of this solicitation is to award an Agency Contract. Proposals shall be submitted in accordance with the
terms and conditions of this RFP and any addenda issued hereto.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, 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 two (2) additional one-year terms. The State will give the Vendor written notice
of its intent to exercise each option no later than thirty (30) 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.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued
hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract
award, which are incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: The E-Procurement fee does not apply to this solicitation. Section entitled ELECTRONIC
PROCUREMENT subsections (d) and (e) of the North Carolina General Terms and Conditions do not apply to this
solicitation.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
2.3 NOTICE TO VENDORS REGARDING RFP 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 RFP 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 RFP.
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this RFP,
those must be submitted as questions in accordance with the instructions in the PROPOSAL 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 RFP addendum. The State may also elect to leave open the possibility for later
negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-
answer period. Other than through this Q and A 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 proposal or otherwise. This applies to any language appearing in or attached to the document as part of
the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein or to render the
proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer that shall be
held open for the period required herein ("Validity Period" above).
By execution and delivery of this RFP 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. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient
grounds to reject Vendor's proposal as nonresponsive. The State may exercise its discretion to consider
Vendor proposed modifications.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State July 1, 2026
Submit Written Questions Vendor No later than 12pm ET on July 14, 2026
Provide Response to Questions State No later than July 17, 2026
Submit Proposals Vendor No later than 2:00pm ET on July 30, 2026
Contract Award State August 28, 2026
Contract Effective Date State August 28, 2026
2.5 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit
the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such
questions by the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless
modified by Addendum.
Written questions shall be emailed to glaspera@uncw.edu by the date and time specified above. Vendors should
enter "RFP # 72-PALG26091 Questions" as the subject for the email. Question submittals should include a reference
to the applicable RFP section and page number.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal
(eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. 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 RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the
RFP and an addendum to this RFP.
2.6 PROPOSAL 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 proposal has been received as
described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each
proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
Mailing address for delivery of proposal Office Address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier).
PROPOSAL NUMBER: 72-PALG26091 PROPOSAL NUMBER: 72-PALG26091
Attn: Antoine Glasper Attn: Antoine Glasper
UNCW Purchasing Services UNCW Central Receiving
601 S. College Road 5179 Lionfish Dr.
Wilmington, NC 28403 Wilmington, NC 28403
CAUTION: For proposals 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 proposals 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 proposal deadline. All Vendors are urged to take the possibility of delay into
account when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a
proposal via facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.
a) Submit a signed, one (1) original executed proposal response, one (1) un-redacted copy on flash drive and,
if required, one (1) redacted (Proprietary and Confidential Information Excluded) copies on flash drive of your
proposal simultaneously to the address identified in the table above.
b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP
number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is
submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and
marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in
the same outer package. Proposals are subject to rejection unless submitted with the information above included
on the outside of the sealed proposal package.
c) Copies of proposal files must be provided on separate read-only flash drives. File contents shall NOT be
password protected but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's proposal(s). Critical updated information may be included in Addenda to this RFP. It is important that all
Vendors responding to this RFP periodically check the State's eVP website for any Addenda that may be issued prior
to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all
Addenda thereto.
2.7 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP 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 proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following
order:
a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including
all links, and all Addenda released in conjunction with the RFP.
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP to include the responses to Questions to Vendors in
Section 5.2 of this RFP.
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Proposal Number: 72-PALG26091 Vendor: ______________________________________
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND
COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL
2.8 ALTERNATE PROPOSALS
This is a brand-specific Request for Proposals (RFP). The University is soliciting proposals for a Zoom solution
only and is not seeking equivalent, alternate, substitute, or comparable products or services.
Vendors shall submit proposals that meet the requirements of the Zoom-based solution described in this RFP.
Proposals offering alternative platforms, products, services, or technologies will be deemed non-responsive and will
not be considered for award.
The University reserves the right to reject any proposal that does not provide the specified Zoom solution or that
materially deviates from the requirements established in this solicitation.
Pricing shall be submitted for the Zoom solution and associated services specified in this RFP. Vendors may offer
optional features, modules, or value-added services that are compatible with and support the Zoom solution,
provided such options are clearly identified and separately priced
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below
which are incorporated herein by this reference.
The following definitions, acronyms, and abbreviations are also relevant to this RFP:
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented
by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of
criteria; however, all award decisions shall be in the State's best interest. All qualified proposals will be evaluated,
and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and
best final evaluation, based on the criteria described below.
While the intent of this RFP is to award a Contract(s) to a single Vendor, the State reserves the right to make separate
awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in
its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in proposals received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited
from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the
Instructions to Vendors entitled Confidential Information.
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