Meetings & Events platform.

Agency: State Government of North Carolina
State: North Carolina
Level of Government: State & Local
Category:
  • V - Transportation, Travel and Relocation Services
  • X - Lease or Rental of Facilities
Opps ID: NBD12271967129541841
Posted Date: Nov 24, 2021
Due Date: Dec 3, 2021
Solicitation No: 65-3CPB112321
Source: Members Only
Bid Number Description Date Issued Bid Opening Date Bid Opening Time Help
65-3CPB112321 Meetings & Events platform.
e-bids only
11/23/2021 12/3/2021 3:00 PM ET
65-

Attachment Preview

THE UNIVERSITY OF NORTH CAROLINA
AT CHAPEL HILL
Request for Proposal #: 65-3CPB112321
Meeting & Event management platform
Date of Issue: November 23, 2021
Proposal Opening Date: December 3, 2021
At 3:00 PM ET
Direct all inquiries concerning this RFP to:
Christy Baldridge
Email: cbaldridge@unc.edu
{00049386.DOC 10}
Revised Jan. 2016
THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
RFP# 65-3CPB112321
For internal processing, please provide your company’s Federal Employer Identification Number or alternate identification
number (e.g. Social Security Number). Pursuant to North Carolina General Statute 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 is to be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
ID Number:
Federal ID Number or Social Security Number
Vendor Name
{00049386.DOC 10}
2
Revised Jan. 2016
THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
Refer ALL Inquiries regarding this RFP to:
Request for Proposal# 65-3CPB112321
cbaldridge@unc.edu
Proposals will be publicly opened: December 3, 2021 @ 3pm ET
EXECUTION
Certification: By executing this proposal, the undersigned Vendor certifies that: (i) this proposal is submitted
competitively and without collusion (G.S. 143-54), (ii) 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), (iii) it is not an ineligible vendor as set forth in G.S.
143-59.1, (iv) no gift has been offered, extended, or promised by any of its employees or representatives to any
University employee associated with preparing plans, specifications or estimates for this RFP, or in awarding or
administering the contract to result from this RFP, or in inspecting or supervising the services to be rendered (G.S.
133-32), (v) if any of the services to be performed under this RFP will be performed outside the United States by the
Vendor or Vendor’s subcontractors, Vendor has disclosed such information in writing to the University (G.S. 147-
33.97); (vi) it acknowledges that the University’s internal auditor and State of North Carolina auditors have the right
under North Carolina law to access upon request the Vendor’s records and representatives to audit fees and
performance associated with procurement contracts (G.S. 147-64.7), (vii) it and each of its subcontractors for any
contract resulting from 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. §143-48.5), (viii) neither it nor any
assignee of the Vendor is identified on a list maintained by the NC State Treasurer of persons engaged in investment
activities in Iran (G.S. §143C-6A.5). False certification may constitute a Class I felony under North Carolina law.
Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE
REJECTED. Late proposals cannot be accepted.
VENDOR:
STREET ADDRESS:
P.O. BOX:
ZIP:
CITY & STATE & ZIP:
TELEPHONE NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #10):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
FAX NUMBER:
VENDOR’S AUTHORIZED SIGNATURE:
DATE:
E-MAIL:
Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here:
withdrawal of offer shall be made in writing, effective upon receipt by the University.
days. After this time, any
{00049386.DOC 10}
Table of Contents
1.0 PURPOSE AND BACKGROUND ................................................................................................... 5
2.0 GENERAL INFORMATION............................................................................................................ 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................... 5
2.2 INSTRUCTIONS TO VENDORS REGARDING TERMS AND CONDITIONS ...................... 5
2.3 RFP SCHEDULE.......................................................................................................................... 5
2.4 PROPOSAL QUESTIONS ........................................................................................................... 6
2.5 PROPOSAL SUBMITTAL .......................................................................................................... 6
2.6 PROPOSAL CONTENTS ............................................................................................................ 6
2.7 ALTERNATE PROPOSALS ....................................................................................................... 6
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ......................................................... 7
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS........................................ 7
3.1 METHOD OF AWARD ............................................................................................................... 7
3.2 PROPOSAL EVALUATION PROCESS ..................................................................................... 7
3.3 EVALUATION CRITERIA ......................................................................................................... 8
4.0 REQUIREMENTS ............................................................................................................................ 8
4.1 CONTRACT TERM ..................................................................................................................... 8
4.2 PRICING....................................................................................................................................... 9
4.3 INVOICES .................................................................................................................................... 9
4.4 REFERENCES ............................................................................................................................. 9
4.5 BACKGROUND CHECKS – intentionally removed (cpb 10/25/2021) ...................................... 9
4.6 BUSINESS ASSOCIATE AGREEMENT – intentionally removed (cpb 10/25/2021)................ 9
5.0 SCOPE OF WORK ......................................................................................................................... 10
5.1 GENERAL .................................................................................................................................. 10
5.2 TIMELINE.................................................................................................................................. 10
5.3 REQUIREMENTS...................................................................................................................... 10
5.4 PROJECT ORGANIZATION; PERSONNEL ........................................................................... 11
5.5 TECHNICAL APPROACH........................................................................................................ 11
ATTACHMENT A: INSTRUCTIONS TO VENDORS ........................................................................ 12
ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY VENDOR ..................................... 15
ATTACHMENT C: PRICING .............................................................................................................. 16
ATTACHMENT D: UNIVERSITY CONTRACT TERMS AND CONDITIONS ............................... 17
{00049386.DOC 10}
4
1.0 PURPOSE AND BACKGROUND
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
This RFP is initiated by the Kenan-Flagler Business School; however, the contract will be a University Term
Contract that can be used by any department under UNC-CH. In addition, we welcome UNC System schools &
affiliates current or future, within the UNC System be allowed to participate in this agreement during the life of the
contract.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the main body of this RFP document, plus the attachments, and any addenda released
before contract award. All attachments and addenda released for this RFP in advance of any contract award are
incorporated herein by reference. All terms in this RFP shall be enforceable as contract terms. The use of
phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions.
2.2 INSTRUCTIONS TO VENDORS REGARDING TERMS AND CONDITIONS
Each Vendor shall provide (a) its proposed contract by which the University will retain Vendor’s services, and (b)
any other applicable contract that Vendor will ask University to sign. The University’s terms and conditions set
forth in Attachment B should either be built into or be incorporated by reference in the contract(s) that Vendor
proposes in its terms and conditions proposal. The University will entertain exceptions taken by Vendors to certain
of these provisions, but Vendors are cautioned that the University has a limited ability and willingness to agree to
modifications to these standard University provisions. The University will compare and contrast the terms and
conditions proposals submitted by qualified Vendors at the same time it evaluates the cost proposals of qualified
Vendors. At the conclusion of this evaluation, the University may elect to award the contract to the Vendor whose
aggregate proposal the University determines to be most advantageous to the University. The University may enter
into contract negotiations with one or more qualified Vendors in an effort to reach mutually agreeable contract terms
and conditions if the University is not satisfied with the terms and conditions proposed by the applicable Vendor(s).
The University is not obligated to negotiate with all qualified Vendors. The University reserves the right to
eliminate from further consideration any Vendor that submits a cost proposal or proposes terms and conditions that
are not advantageous to the University.
2.3 RFP SCHEDULE
Event
Vendor invitation
Submit Written Questions
Provide Response to Questions
Submit Proposals
Finalist Selected
Presentations (virtual)
Risk Assessment/Data Privacy Review
Contract Award
Mobile App build starts
Responsibility
University
Vendor
University
Vendor
University
University
University
University
University
Date and Time
11/23/2021
Original Q&A attached
12/03/2021 @ 3pm ET
12/07/2021
Starting Dec 10th
(date subject to change)
(date subject to change)
February 1, 2022
{00049386.DOC 10}
5
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