SUBMIT BID TO:
Via Bonfire Web Portal
UNIVERSITY OF CENTRAL FLORIDA
Phone: (407) 823-2661
Your submission must be uploaded, submitted, and finalized prior
to the closing time on October 6, 2020 @ 3:00 PM. We strongly
recommend that you give yourself sufficient time and at least ONE
(1) day before the closing time to begin the uploading process and
to finalize your submission. See Attachment 4 for submittal
University of Central Florida
INVITATION TO BID
Page 1 of 22 Pages
BIDS WILL BE OPENED October 6, 2020 @ 3:00 PM
and may not be withdrawn within 90 days after such date and time.
ITB TITLE: STUDIO CAMERA SYSTEM
September 11, 2020
FEDERAL EMPLOYER IDENTIFICATION NUMBER
ITB NO. 2020-07BC
SUPPLIER MAILING ADDRESS
REASON FOR NO BID:
CITY - STATE - ZIP CODE
AREA CODE TELEPHONE NUMBER
Check all that apply
□ African American
□ American Woman
□ Government Agency
□ MBE Federal
□ Native American
□ Non-Profit Organization □ PRIDE
□ Small Business Federal □ Small Business State
POSTING OF BID TABULATIONS
Bid tabulations with intended award(s) will be posted
for review by interested parties on the Procurement
Services solicitation webpage and will remain posted
for a period of 72 hours. Failure to file a protest in
accordance with BOG regulation 18.002 or failure to
post the bond or other security as required in BOG
regulation 18.003 shall constitute a waiver of protest
I certify that this bid is made without prior understanding, agreement, or
connection with any corporation, firm or person submitting a bid for the
same materials, supplies, or equipment and is in all respects fair and without
collusion or fraud. I agree to abide by all conditions of this bid and certify
that I am authorized to sign this bid for the bidder and that the bidder is in
compliance with all requirements of the Invitation to Bid, including but not
limited to, certification requirements. In submitting a bid to an agency for the
State of Florida, the bidder offers and agrees that if the bid is accepted, the
bidder will convey, sell, assign or transfer to the State of Florida all rights,
title and interest in and to all causes of action it may now or hereafter acquire
under the anti-trust laws of the United States and the State of Florida for
price fixing relating to the particular commodities or services purchased or
acquired by the state of Florida. At the state’s discretion, such assignment
shall be made and become effective at the time the procurement agency
tenders final payment to the bidder.
SEALED BIDS: All bid sheets and this form must be executed and submitted
as specified in Section 2. Bid prices not submitted on attached bid price
sheets when required may be rejected. All bids are subject to the terms and
conditions specified herein. Those which do not comply with these terms and
conditions are subject to rejection. The terms Contractor, Vendor, and
Supplier are used interchangeably in this document.
1. EXECUTION OF BIDS: Each bid must contain a manual signature of
the representative authorized to legally bind the Supplier to the provisions
herein. All spaces requesting information from the Supplier are to be
completed. Each bid must be typed or printed in ink. Use of erasable ink is
not permitted. All corrections to prices made by the bidder are to be initialed.
2. NO BID SUBMITTED: If not submitting a bid, respond by returning only
this bidder acknowledgment form, marking it "NO BID," and explaining the
reason in the space provided above. Failure to respond without justification
may be cause for removal of the bidder’s name from the bid mailing list.
NOTE: To qualify as a respondent, the bidder must submit a "NO BID," and
it must be received no later than the stated bid opening date and hour.
AUTHORIZED NAME (TYPED/PRINTED)
3. BID OPENING: The bid opening shall be public, on the date, time, and
location specified on the bid form. It is the bidder’s responsibility to assure
that the bid is delivered at the proper time and place of the bid opening. Bids
which for any reason are not so delivered will not be considered. Offers by
telegram or telephone are not acceptable. A bid may not be altered after the
opening of the bids unless allowed by the Assistant Vice President of Tax,
Payables & Procurement or designee in accordance with established
NOTE: Bid tabulations will be posted on the Procurement Services
4. PRICES, TERMS AND PAYMENT: Firm prices should be bid and
include all services/commodities rendered to the purchaser.
(a) TAXES: The State of Florida is a tax-immune sovereign and exempt
from the payment of all sales, use and excise taxes.
(b) DISCOUNTS: Cash discount for prompt payment shall not be
considered in determining the lowest net cost for bid evaluation purposes.
(c) MISTAKES: Bidders are expected to examine the conditions, scope of
work, bid prices, extensions, and all instructions pertaining to the services
involved. Failure to do so will be at the bidder’s risk. In case of a mistake in
extensions, the unit price will govern.
(d) INVOICING AND PAYMENT: All Suppliers must have on file a properly
executed W-9 form with their Federal Employer Identification Number prior
to payment processing.
Suppliers shall submit properly certified original invoices to:
Division of Finance
12424 Research Parkway, Suite 300
Orlando, Florida 32826-3249
Invoices for payment shall be submitted in sufficient detail for a proper pre-
audit and post-audit. Prices on the invoices shall be in accordance with the
price stipulated in the contract at the time the order is placed. Invoices shall
reference the applicable contract and/or purchase order numbers. Invoices
for any travel expenses shall be submitted in accordance with the State of
Florida travel rates at or below those specified in Section 112.061, Florida
Statutes and applicable UCF policies. Travel reimbursement must be made
using the UCF Voucher for Reimbursement of Traveling Expenses available
on the web at https://fa.ucf.edu/travel-payables-forms/.
Final payment shall not be made until after the contract is complete unless
the University has agreed otherwise.
Interest Penalties: Supplier interest penalty payment requests will be
reviewed by the UCF vendor ombudsman, whose decision will be final.
Vendor Ombudsman: A vendor ombudsman position has been established
within the UCF Division of Finance. It is the duty of this individual to act as
an advocate for Suppliers who may be experiencing problems in obtaining
timely payments(s) from the University of Central Florida. The vendor
ombudsman can be contacted at (407) 882-1082 or by mail at the address
in paragraph 4(d) above.
The ombudsman shall review the circumstances surrounding non-payment
to determine if an interest payment is due and the amount of the payment
and shall ensure timely processing and submission of the payment request
in accordance with University policy.
5. CONFLICT OF INTEREST: Submission of this Invitation to Bid (ITB) shall
certify that the Bidder is aware of the requirements of Chapter 112, Florida
Statutes and in compliance with the requirements of Chapter 112, Florida
Statutes and other laws and regulations concerning conflicts of interest in
dealing with entities of the State of Florida. The Bidder certifies that its
directors and/or principal officers are not employed and/or affiliated with the
University unless a current Conflict of Interest (Report of Outside
Activity/Employment) form has been completed, executed by such director
or officer, and approved in accordance with applicable University policies or
rules. Violation of this section by the Bidder shall be grounds for rejection of
the bid or cancellation of any contract or purchase order resulting from this
ITB, without penalty to the University of Central Florida. No person or firm
who receives a contract to perform a feasibility study for potential
implementation of a subsequent contract, participates in the drafting of a
competitive solicitation, assists in design, or develops a program for future
implementation shall be eligible to contract with the University of Central
Florida for any project dealing with that specific subject matter. Bidders must
disclose with their bids any such conflict of interest dealing with that specific
subject matter in accordance with Chapter 255, Florida Statutes.
6. AWARDS: At the sole discretion of the University of Central Florida, the
right is reserved to reject any and all bids or waive any minor irregularity or
technicality in bids received. Bidders are cautioned to make no assumptions
unless their bid has been evaluated as being responsive. Product substitutions
may be submitted for evaluation of equivalency unless specifically indicated
otherwise. Bidders shall have the burden of proof of equivalency.
7. GOVERNMENTAL RESTRICTIONS: In the event any governmental
restrictions may be imposed which would necessitate alteration of the material
quality of the services offered on this bid or performance of the items offered
on this bid prior to their completion, it shall be the responsibility of the
successful bidder to notify the purchaser at once, indicating in writing the
specific regulation which requires an alteration. The University of Central
Florida reserves the right to accept any such alteration, including any price
adjustments occasioned thereby, or to cancel the contract at no expense to the
8. LEGAL REQUIREMENTS: Applicable provisions of all federal, state,
county and local laws, and of all ordinances, rules and regulations shall govern
the development, submittal and evaluation of all bids received in response
hereto and shall govern any and all claims and disputes which may arise
between person(s) submitting a bid response hereto and the University of
Central Florida, by and through its officers, employees and authorized
representatives, or any other person, natural or otherwise. Lack of knowledge
by any bidders shall not constitute a cognizable defense against the legal effect
9. ADVERTISING: In submitting a bid, the Bidder agrees not to use the
results therefrom as a part of any commercial advertising. The Bidder may not
use the names, logos, or trademarks of the University, its employees, or
affiliates without the prior written consent of the University.
10. ASSIGNMENT: Any contract or purchase order issued pursuant to this
Invitation to Bid and the monies which may become due thereunder are not
assignable, except with the prior written approval of the University of Central
Florida. Under no circumstances shall the Bidder assign to a third party any
right or obligation of the Bidder pursuant to any contract or purchase order
resulting from this Invitation to Bid without prior written consent of the
University. If the Bidder is, or during the term of this Invitation to Bid or during
the term of any contract or purchase order resulting from this ITB, becomes an
individual on the payroll of the State of Florida, the Bidder represents that he or
she has complied with all applicable provisions of the Florida Statutes and
Florida Administrative Code regarding outside or dual employment and
11. FACILITIES: The University reserves the right to inspect the Bidder’s
facilities at any time with prior notice.
12. PUBLIC RECORDS: Any contract or purchase order issued pursuant to
this Invitation to Bid may be canceled unilaterally by the University for refusal
by the Bidder to allow public access to all papers, documents, letters or other
material subject to the provisions of Chapter 119, Florida Statutes, and made
or received by the Bidder in conjunction herewith or any contract or purchase
order issued pursuant to this Invitation to Bid.
13. RECORDS: The Bidder agrees to keep and maintain separate and
independent records, in accordance with generally accepted accounting
principles, devoted exclusively to its obligations and activities pursuant to a
contract or purchase order issued pursuant to this Invitation to Bid. Such records
(including books, ledgers, journals, and accounts) shall contain all entries
reflecting the business operations under a contract or purchase order issued
pursuant to this Invitation to Bid. The University or its authorized agent shall
have the right to audit and inspect such records from time to time during the
term of a contract or purchase order issued pursuant to this Invitation to Bid,
upon reasonable notice to the Bidder.
14. METHOD OF ORDERING: Orders shall be processed only upon receipt of
an authorized purchase order issued by University of Central Florida or
University of Central Florida Visa Procurement Card (if applicable). All orders
shall be initiated on an as-needed basis throughout the term of the contract.
Orders shall be promptly filled and delivered. Any item or items received that do
not meet specifications or duplicate shipments received will be returned at the
Note: Any and all special conditions and specifications attached hereto which
vary from these general conditions shall have precedence.
Invitation to Bid Acknowledgment Form (revised 3/12/20)
Addendum – Written or graphic instruments issued prior to the date for opening of bids, which modify or interpret the
solicitation documents by additions, deletions, corrections or clarifications.
Extension – A one-time (not to exceed 12 months) increase in the time allowed for the contract period in lieu of or after all
renewals are exhausted.
FOB Destination – Free on board at destination; title changes hands from Supplier to purchaser at the destination of the
shipment; Supplier owns goods in transit and files any claims. Payment of freight charges is determined by contract terms.
Invitation to Bid (ITB) – A written solicitation for competitive bids, advertised to the general public with a defined opening
date. Specifications are clearly defined to the point that any interested company will be able to submit a bid for the exact
item/service needed. This solicitation is generally required for acquisitions exceeding the established bid limit. Award is
based on lowest priced bid.
May, Should – Indicates something that is not mandatory, but permissible, recommended, or desirable.
Minor Irregularities – Irregularities that have no adverse effect on UCF’s interest will not affect the amount of the ITB and
will not give a Respondent an advantage or benefit not enjoyed by another Respondent.
Must, Shall, Will – The words “must,” “shall,” or “will” are equivalent and indicate mandatory requirements or conditions.
Purchase Order/Contract – The Purchase Order (PO) or other form or format provided to the awarded Respondent(s) that
UCF uses to make a purchase under the contract term, which includes a formal written PO, electronic PO, Procurement
Card (PCard), or any other means authorized by Procurement Services and that incorporates the requirements and
conditions listed in the Bid.
Renewal – Contracting with the same contractor for an additional period of time after the initial contract term, provided the
original terms of the agreement specify an option to renew or the renewal is determined to be in the best interest of the
Respondent – For the purpose of this solicitation, any person, respondent, corporation or agency submitting a response to
the Invitation to Bid or their duly authorized representative. The word Respondent, Vendor, Supplier, Contractor, and Offeror
may be used interchangeably within the Invitation to Bid.
Response – The entirety of the Respondent’s submitted bid response to the ITB, including any and all supplemental
Responsible Respondent – Bidder who has the capability in all respects to perform fully the contract requirements, and
the experience, integrity, perseverance, reliability, capacity, facilities, equipment, and credit which will assure good faith
Responsive Respondent – Bidder who has submitted a bid that conforms in all material respects to the solicitation.
Sole Point of Contact – The Procurement Services representative or designee to whom Respondents shall address any
questions regarding the solicitation or award process. The sole point of contact shall be the arbitrator of any dispute
concerning performance of the Contract.
Successful Respondent – The firm or individual who is the recommended recipient of the award of a contract under this
ITB (also synonymous with “Offeror,” “Contractor” and “Supplier”). If a Respondent is a manufacturer, its certified dealers
and resellers may also furnish products under the Contract; in choosing to do so, the dealers and resellers agree to honor
the Contract and the term “Contractor” shall be deemed to refer to them. Unless awarded the Contract as a direct
Respondent, however, dealers and resellers are not parties to the Contract, and the Respondent that certifies them shall
be responsible for their actions and omissions.
UCF or University – University of Central Florida
WUCF TV, a department within the University of Central Florida, is soliciting bids to replace studio camera systems.
Please reference the specifications on the Bid Sheet, page 13 -15.
POSTING OF BID TABULATIONS:
A. Bids will be opened at the Procurement Services Department at the assigned date and time identified in this
B. Bid tabulations will be posted at such time as the Procurement Services Department provides notice of intended
decision or until 30 days after a public opening of the bids, whichever is earlier.
C. Notice of a decision or intended decision of award will be electronically posted for a period of 72 hours.
D. Failure to file a protest in accordance with BOG regulation 18.002 or failure to post the bond or other security
as required in BOG regulation 18.003 shall constitute a waiver of protest proceedings.
BID OPENING: Bids will be received and opened on October 6, 2020 at 3:00 p.m. EST via Bonfire’s Web Portal.
For additional information, please refer to Attachment 4. UCF shall in no way be responsible for or accept any
proposals not uploaded prior to the closing date and time. Procurement Services will not extend the bid opening to
accommodate Suppliers that did not discover the ITB early enough to place a bid. BID DOCUMENTS CAN BE
OBTAINED AT https://procurement.ucf.edu/solicitations/.
ADDITIONAL INFORMATION & QUESTIONS: We encourage questions or comments which might aid in the
improvement of our existing specifications. The University will not give verbal answers to inquiries regarding the
specifications, or verbal instructions prior to or after award of the bid. A verbal statement regarding same by any
person is non-binding. The university is not liable for any increased cost resulting from the bidder accepting verbal
direction. All changes, if necessary, are made by written addendum to the bid.
Any explanation desired by Suppliers is to be requested of the Procurement Services Department in writing by
September 23, 2020 at 5:00 p.m. EST. Inquiries are to be legible and concise and clearly identify the bidder who
is submitting the inquiry. If an explanation is necessary, a reply shall be made in the form of a written addendum.
Specifications, terms and conditions may not be changed except by formal written addendum, issued by UCF.
Direct all inquiries/questions, preferably via email to:
University of Central Florida
Procurement Services Department
12424 Research Parkway, Suite 300
Orlando, Florida 32816-0975
DELIVERY: Specify delivery date after receipt of order in terms of days or weeks on bid sheet. Failure to do this
may be cause for rejection of the bid. Commodities delivery is to be made to UCF’s Central Receiving location
(University of Central Florida, Central Receiving Building 16E, 3540 East Perseus Loop, Orlando, FL 32816). When
delivery is specified to a location other than the University’s Central Receiving Department, the Supplier shall direct
its carrier to telephone the University’s Central Receiving Department before unloading. Delivery of all shipments
shall occur between 9:00 a.m. and 4:00 p.m., Mondays through Fridays only, except on State of Florida or U.S.
holidays. The University of Central Florida is committed to sustainable practices. Palletized shipments should not
exceed 1,500 pounds per pallet and, when possible, should be shipped on a 40”x48” pallet. Contractor shall include
a packing list showing contents of shipment (if shipment is made in two or more containers). No boxing, packing,
installation, assembly, or similar charges (not included in the item price) will be allowed unless expressly and
specifically authorized in writing by the University on the face of any purchase order or contract resulting from this
FREIGHT TERMS: Unless otherwise specified, all shipments are to be shipped inside delivery, F.O.B. destination,
with all transportation charges prepaid and title transferring to the university at time of delivery (Contractor pays and
bears all freight related charges, owns goods in transit, and files any claims). Bid prices shall include all cartage,
drayage, packing, etc. delivered to and unloaded at the receiving station at the site designated in the Invitation to
Bid or purchase order and there received by the designated university personnel.
PARKING: The Contractor shall ensure that all vehicles parked on campus for purposes relating to work resulting
from this ITB shall have proper parking permits. This applies to all personal vehicles and all marked and unmarked
company vehicles that will be on any University campus for one (1) day or more or on a recurring basis. All such
vehicles must be registered with University’s Parking Services Department, and parking permits must be purchased
by the Contractor. The Contractor’s vehicle(s) shall observe all parking rules and regulations. Failure to obtain
parking permits, properly display them, and otherwise comply with all the University’s parking rules and regulations
could result in the issuance of a parking ticket and/or towing at the expense of Contractor or Contractor’s employees.
UCF’s Parking Services Department can be contacted at (407) 823-5812 for additional information pertaining to
parking and parking fees/rates.
EMPLOYMENT OF ALIENS: The employment of unauthorized aliens by any Contractor is considered a violation
of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens,
such violation shall be cause for unilateral cancellation of the contract by the University without penalty to the
AVAILABILITY OF FUNDS: The obligations of the University under this award are subject to the availability of funds
lawfully appropriated annually for its purposes by the Legislature of the State of Florida.
AWARD: Awards will be made on an “All or None Per Lot” basis. The University will either accept or reject your
offer on a “per lot” basis. The University may accept your offer even if does not include 100% of the items requested
within the lot, if it’s the best interest of the University.
Vendors are not required to respond to all Lots. Only one vendor will be selected from each Lot. Thus, multiple
vendors may be selected as result of this Bid. If a Bidder elects not to respond to a Lot, that Bidder should indicate
a "no-bid" in the Pricing.
Note: Bid award is dependent on the University receiving the funding from Florida Department of Education
for the 20-21 fiscal year fixed capital outlay appropriation. If the funding is not appropriated to UCF the bid
will be cancelled.
Bids shall be awarded based on the lowest responsive and responsible bidder that meets specifications with
consideration being given to the specific quality of the product, conformity to the specifications, suitability to the
university’s needs, delivery terms, qualifications, and past performance.
REVISED QUANTITIES: The University reserves the right to increase or decrease total quantities as necessary.
The University may place additional orders for the same or modified scope of the commodities/services solicited
under this ITB within 180 days after expiration of the contract resulting from this ITB. Total additional
quantities/modified scope, if any, are unknown.
10. CANCELLATION/TERMINATION: UCF may terminate a contract resulting from this ITB without cause with thirty
(30) days’ advanced written notice to the Supplier. The parties to the contract resulting from this ITB may terminate
that contract at any time by mutually consenting in writing. Either party may terminate the contract resulting from
this ITB immediately for breach by the other that remains substantially uncured after thirty (30) days’ advanced
written notice to the breaching party, which notice describes the breach in detail sufficient to permit cure by the
breaching party. The University shall be liable only for payment for services satisfactorily rendered or goods
satisfactorily delivered and accepted from the date of commencement until the effective date of
cancellation/termination. The thirty (30) days’ advanced written notice shall start on the date sent out by UCF, e.g.,
date of email sent, date stamp on letter mailed, etc.