A.7 Wichita Biomedical Campus (WBC) Clinic AV Systems Level 3 Phase 1 Equipment

Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
WICHITA STATE UNIVERSITY
REQUEST FOR PROPOSAL (RFP)
RFP Number: Wichita 100017
RFP Issuance Date: Thursday, February 26, 2026
RFP Pre-Proposal Zoom Wednesday, March 4, 2026 @ 2:00pm CST
Conference: (Zoom Link: Meeting ID: 945 3905 4624 Password: 113102)
RFP Question Deadline: Wednesday, March 11, 2026 @ 5:00pm CST
RFP Closing Date: Friday, March 27, 2026 @ 2:15pm CST (Public Reading)
(Zoom Link: Meeting ID: 950 6489 6372 Password: 578855)
Procurement Officer: Robby Murray
316-978-5185
robby.murray@wichita.edu
Wichita State University
Office of Purchasing
1845 Fairmount, Campus Box 38
Wichita, KS 67260-0038
Item / Service: A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1
Equipment
Agency: Wichita State University ("WSU")
Agency Location: 201 S. Topeka
Wichita, KS 67202
Service Locations: Wichita Biomedical Campus, Level 3 Clinic
Period of Contract: The term of this contract is from date of award until all contractual
obligations have been satisfied by the contractor
Guarantee: No Monetary Guarantee Required
RFP Scope: WSU is issuing this Request for Proposal ("RFP") to solicit
proposals ("Proposals") from qualified equipment
manufacturers/distributors of Audio Visual Equipment ("Bidders") to
be provided by one vendor to supply equipment, labor, installation
materials, control systems programming, audio DSP programming,
testing, training, and follow-up support for the audiovisual systems
as described in the referenced WBC Clinic - AV Systems
Specification.
Procurement Type: Sealed Bid (See Section 2.1)
READ THIS RFP CAREFULLY AND CHECK FOR UPDATES
This RFP (Number Wichita-100017) was posted to WSU Office of Purchasing Internet website and may be
downloaded at: WSU Bid Solicitations.
It shall be the Bidder's responsibility to monitor this website on a regular basis for any changes or
addenda.
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
SECTION I
INSTRUCTIONS AND CONDITIONS FOR BIDDERS
1.1. Basic Requirements. Bidders must be a registered business in good standing and authorized to
do business in the State of Kansas. Bidders must provide a certificate of good standing on request. Failure
to provide proof of registration and/or a certificate of good standing may result in delay or disqualification.
1.2. Bid Specifications. Bidder must be able to meet all bid specifications, minimum qualifications,
and performance specifications set forth in this RFP.
1.3. Bid Proposal. Bidder's Proposal must comply with Section III: Proposal Instructions and
Requirements.
1.4. Proposal Reference Number: The RFP Number identified on the first page of this RFP (the "RFP
Cover Page") has been assigned to this RFP and MUST be shown on all correspondence or other
documents associated with this RFP, including any Proposal, and MUST be referred to in all verbal
communications. Any communication or submission that does not reference the RFP Number may be
rejected or not considered by WSU, in WSU's sole discretion.
1.5. Communication with WSU During RFP Process: All inquiries, written or verbal, shall be directed
only to the Procurement Officer at the contact information identified on the RFP Cover Page. No
communication is to be had with any other WSU employee regarding this RFP except: (1) in the course of
RFP negotiations; (2) during RFP site inspections or visits; (3) at the time of negotiation and signing of any
contractual documents resulting from the Proposal; and (4) as otherwise specified in this RFP. Violations
of this provision by Bidder or WSU personnel may result in the rejection of the Proposal.
1.6. No Bid Revisions: No additional revisions to Proposals shall be made after the Closing Date
unless requested by WSU.
1.7. Cost of Preparing Proposal: The cost of developing and submitting the Proposal is entirely the
responsibility of the Bidder. This includes costs incurred by Bidder to determine the nature of the
engagement, Bidder's preparation and submission of their Proposal, the negotiation of the resulting
Contract and/or terms and conditions, and other costs associated with this RFP or post-award efforts to
enter into a Contract.
1.8. Proposals as WSU Property: All Proposals become the property of WSU upon submission. With
few exceptions, the Kansas Open Records Act (K.S.A. 45-215, et seq.) requires all information contained
in Proposals to become open for public review once a Contract is formed or all Proposals are rejected.
Please note: Bidders will NOT be notified prior to release of any documents submitted in response to this
RFP.
1.9. Submission of Proprietary Information: Trade secrets or proprietary information legally
recognized as such and protected by law may be requested to be withheld if clearly labeled "Proprietary"
on each individual page and provided as separate from the main Proposal. Pricing information is not
considered proprietary, and the Bidder's entire Proposal will not be considered proprietary. All information
requested to be handled as "Proprietary" shall be included as a separate attachment; the attachment must
be clearly identified and submitted separately from the main proposal in Unimarket. The Bidder shall provide
detailed written documentation justifying why this material should be considered proprietary. WSU reserves
the right to accept, amend, or deny such requests for maintaining information as proprietary in accordance
with Kansas law. WSU does not guarantee protection of any information which is not submitted as required.
1.10. Federal, State, and Local Taxes -Governmental Entity: Unless otherwise specified, the Proposal
price shall include all applicable federal, state, and local taxes. The successful Bidder is solely responsible
for, and shall pay, all taxes lawfully imposed on it with respect to any good or service delivered in
accordance with this RFP. WSU does not agree to reimburse or pay Bidder for any taxes assessed unless
itemized in Bidder's bid. WSU is exempt from state sales, use, and federal excise taxes for direct
purchases made in Kansas. These taxes should not be included in the Bidder's price quotations.
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
1.11. Debarment of Bidders: Pursuant to K.S.A. 75-37,103, a Bidder may be debarred from
consideration for award of contracts for a period of up to three (3) years for any of the reasons set forth in
K.S.A. 75-37,103(b).
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
SECTION II
PROCUREMENT TYPE, PROCESS, AND SELECTION
2.1. Procurement Type: WSU's competitive procurement types include: (1) Sealed Bid; (2) Negotiated
Bid; and (3) Simplified Acquisitions. The type of procurement for this RFP is noted on the RFP Cover Page.
2.1.1. A Sealed Bid process includes: (1) a solicitation to bid; (2) publication of solicitation; (3)
Proposals submitted under seal by Bidders and the Proposals are not opened or reviewed
until the Closing Date; (4) Proposals are reviewed by WSU after the Closing Date and are
generally evaluated without discussion without the Bidders; and (5) WSU awards the work
to the "Responsible Bidder" whose Proposal is determined to be the most advantageous
to WSU based on the neutral criteria established by WSU.
2.1.2. A Negotiated Bid is a more flexible bidding procedure that includes the receipt of Proposals
and permits negotiations between WSU and Bidders. This process usually affords the
Bidders an opportunity to revise their Proposal before award of a Contract to account for
changes in scope of services or goods, timelines, or value-added changes to a project.
"Negotiation" includes discussion, persuasion, and alteration of initial assumptions and
positions, and give-and-take may apply to price, schedule, technical requirements, type of
contract, or other terms of a proposed contract. "Best and final offers" are frequently
required under the Negotiated Bid procurement.
2.1.3. Simplified Acquisitions is the most flexible form of procurement. Simplified Acquisitions can
only occur if the procurement expenditure does not exceed the WSU established threshold.
A Simplified Acquisition affords WSU the ability to call upon qualified vendors, contractors,
and individuals for a quote and to negotiate a final agreement.
2.2. Definition of Terms
2.2.1 Within this RFP and its attached specification documents, where capitalized, the following
definitions shall apply:
2.2.2 The term "Owner" is used to indicate Wichita State University.
2.2.3 The term "Architect" is used to indicate Helix Architecture + Design.
2.2.4 The term "Consultant" is used to indicate: NV5. 700 Waterfront Drive, Suite 200,
Pittsburgh, PA 15222.
2.2.5 The term "Bidder" is used to indicate that entity generating the bid response.
2.2.6 The term "AV Contractor" is used to indicate the successful Bidder to whom the Owner
has awarded the contract.
2.2.7 The term "Furnish" is used to indicate the responsibility to procure and ship or deliver the
item to the job site, freight prepaid, for receipt, staging and installation by others.
2.2.8 The term "Install" or "Installation" is used to indicate the responsibility of receiving the
item at the job site, assuring adequate storage, unpacking or uncrating the item,
physically securing the item, configuring and testing the item, or otherwise making ready
the item for its intended use by following the instructions and approved methods of the
manufacturer and any additional requirements described herein.
2.2.9 The term "Provide" is used to indicate the responsibility to both "Furnish" and "Install."
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
2.2.10 The term "Provided by Others" shall refer to material and work, which is related to this
contract, but has been provided by parties other than the AV Contractor. An example
might be in reference to a projection screen installed during building construction but
requiring interface to the AV control system.
2.2.11 The terms "NIC" and "Not In Contract" are equivalent to "Provided by Others."
2.2.12 The term "OFCI" (Owner Furnished AV Contractor Installed) shall refer to equipment that
will be furnished by the Owner for installation by the AV Contractor. The AV Contractor
shall be responsible for coordinating with the Owner in regard to the specific
requirements of the equipment as applicable to meet the functional requirements of the
systems as specified. The AV Contractor shall be responsible for installing and
integrating this equipment as required to produce a fully-functioning system. This may
include the installation and configuration of software, PCI cards or other components
within or attached to OFCI computers that are required by the AV systems.
2.2.13 The term "AV Contractor Selected" refers to ancillary items where no specific
manufacturer and/or model number has been listed as the basis of design in the Bidding
Equipment List. The AV Contractor shall select a product that meets the performance and
functional requirements of the system, and submit the product as part of the line item
pricing, Shop Drawings and Bill of Materials submittal process as defined herein.
2.2.14 The term "Installation Materials" shall reference installed cable, loose cable, terminations,
signal extenders, cable management, voice/data/video patch cords, adapters, I/O panels,
cable dressing, lacing bars, copper bus bars, labels, rack shelves, rack mounts, power
supplies and adapters, power strips/distribution and other materials as needed to install
the systems defined herein.
2.2.14 The term "Substantial Completion" is used to indicate the stage in the progress of the
work where the systems are determined to be sufficiently complete in accordance with
the Specification so that the Owner can utilize the systems for their intended use.
2.2.15 The term "Final Acceptance" is used to indicate the point in which all contract
requirements have been met by the AV Contractor after Substantial Completion has been
achieved. This includes, but is not limited to, the correction and acceptance of any
remaining punch-list items, approval and delivery of all Final Documents, and user
training as specified.
2.3 RFP Committee Selection: Final evaluation and selection will be made by designated
representatives of WSU who have been designated as potentially utilizing the goods and/or
services solicited in this RFP, referred to collectively as the Procurement Negotiation Committee
(PNC).
PNC COMMITTEE
Stacy Christie - Director Special Projects, Emily Patterson - Executive Director Facilities
Facilities Planning Planning
Jory Boyd - Director of Purchasing Robby Murray - Purchasing, Sr. Procurement
Officer
2.4 Appearance Before Committee: The PNC may award to the low Bidder or the Bidder determined
to be in the best interest of WSU without question or negotiation. The PNC reserves the right to
request information from Bidders as needed. If information is requested, the PNC is not required to
request the information of all Bidders. The PNC may require, as a condition of bidding, that Bidders
be required to appear before the PNC to explain the Bidder's understanding and approach to the
RFP and/or to respond to questions from the PNC concerning the Proposal. Meetings with and
appearances before the PNC are not subject to the Kansas Open Meetings Act. Bidders are
prohibited from electronically recording these meetings.
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
2.5 Pre-Proposal Virtual Conference: An optional virtual Pre-Proposal conference has been
scheduled for Wednesday, March 4, 2026 @ 2:00pm CST. Attendance at the pre-proposal
zoom conference is optional but recommended. The meeting can be accessed by the following
(Zoom Link: Meeting ID: 945 3905 4624 Password: 113102)
2.6 Pre-Proposal On-Site Visit: No Pre-Proposal on site visit is scheduled for this RFP.
2.7 Pre-Proposal Questions: Questions requesting clarification of the RFP, if allowed, must be
submitted in WRITING. The Messages Tab under the Unimarket Bid Request, located in the
Unimarket Supplier Portal, is the preferred method for transmitting questions. However, questions
may also be sent to the Procurement Officer by email prior the RFP Question Deadline indicated
on the RFP Cover Page. Failure to notify the Procurement Officer of any conflicts or ambiguities in
the RFP may result in items being resolved in the best interest of WSU. Any modification to this
RFP as a result of Pre-Proposal Questions shall be made in writing by addendum and sent
electronically to all Bidders who received the original request. Only written communications are
binding.
2.8 Acceptance or Rejection: WSU reserves the right to accept or reject any or all Proposals or part
of a Proposal; to waive any informalities or technicalities; clarify any ambiguities in this RFP; modify
any criteria in this RFP; and unless otherwise specified, to accept any item in a Proposal.
2.9 Selection Criteria: Award shall be made in the best interest of WSU as determined by the PNC.
WSU reserves the right to make an award based on any of the following factors and is not required
to make the determination based solely on cost. Consideration will be given, but is not limited, to
each of the following criteria:
2.9.1 Proposal cost [NOTE: Bidders are not to inflate prices in the initial Proposal as cost is a
factor in determining who may receive an award or be invited to formal negotiations];
2.9.2 Ability to agree to the terms and conditions set forth in Section IV (Award and Contract
Provisions) without material modification;
2.9.3 Any prior experience providing the goods and/or services to WSU within the five (5) year
period prior to Proposal;
2.9.4 Documented experience in providing the same or similar goods and services as those
requested to any third party;
2.9.5 Product, service, and performance quality;
2.9.6 Qualified staff and/or subcontractors quality and experience
2.9.7 Adequacy and completeness of Proposal;
2.9.8 Compliance with the terms and conditions of the RFP;
2.9.9 Response format as required by this RFP.
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
2.10 Proposal Disclosures:
2.10.1 In the event this is a Sealed Bid, at the time of closing, only the names of those who
submitted Proposals shall be made public information. No price information will be released. Bid
tab results will not be given to individuals over the telephone. Results may be obtained after contract
finalization by obtaining a bid tabulation from the Office of Purchasing. Bid results can be obtained
by sending a written request, referencing the Solicitation name and number to the following:
Wichita State University
Office of Purchasing
1845 Fairmount St, Campus Box 38
Wichita, KS 67260-0038
purchasing.office@wichita.edu
2.10.2 Copies of individual Proposals may be obtained by submitting an Open Records Request
at https://openrecords.wichita.edu. Once your request is received, you will be provided an estimate
of the cost to reproduce the documents. Upon receipt of that amount, the documents will be
transmitted to you electronically, except that no information in any Proposal file shall be released
until a Contract has been executed or all Proposals have been rejected
2.11 Retention of Proposals: WSU reserves the right to destroy all Proposals if the RFP is withdrawn,
the RFP does not result in an agreed Contract, or in accordance with Kansas law. Late Proposals
will not be considered a valid Proposal and shall not be retained unless deemed necessary by
WSU.
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
SECTION III
PROPOSAL INSTRUCTIONS AND REQUIREMENTS
3.1 Proposal Form & Certifications.
3.1.1 Bidders must submit a Proposal that complies with the requirements set forth in this RFP.
Bidders can include additional information with their Proposal including, but not limited to,
photos, renderings, plans, designs, quotes, and references except that all such additional
information shall be properly marked to include the Bidder's name and RFP Number and
Bidder shall make every effort to number all pages.
3.1.2 Bidders must fully complete and submit with its Proposal all certifications and forms attached
or referenced in this RFP.
3.1.3 The Proposal will be evaluated in light of the material and substantiating evidence presented
in the Proposal, not on the basis of what may be inferred.
3.2 Preparation of Proposal. A Proposal shall not be considered for award if the price in the Proposal
was not arrived at independently and without collusion, consultation, communication, or agreement as
to any matter related to price with any other Bidder, competitor, or public officer/employee
3.3 Early Proposals. Proposals received prior to the Closing Date shall be kept secured and sealed until
closing if they are properly identified as instructed above. WSU shall not be responsible for the
premature opening of a Proposal or for the rejection of a Proposal that was not received prior to the
Closing Date because it was not properly identified.
3.4 Acknowledgment of Addenda: All Bidders shall acknowledge receipt of any addenda to this RFP.
Failure to acknowledge receipt of any addenda may render the Proposal to be non-responsive.
Changes to this RFP shall be issued only by the Office of Purchasing in writing.
3.5 Parties to Contract: Proposals shall be submitted in a manner that allows WSU-controlled affiliated
corporations to enter into similar agreements subject to the same or substantially similar terms and
conditions. WSU controlled affiliated corporations include Wichita State University Intercollegiate
Athletic Association, Inc., Wichita State University Union Corporation, Wichita State University
Innovation Alliance, Inc., and WSIA Investments Corporation.
3.6 Content of Proposals. All Bidders shall include the following information as part of their Proposal:
3.7 Company Overview and Qualifications. Provide a narrative description of your company, including
capacity to provide the goods and services set forth in this RFP. Provide a description of the Bidder's
qualifications and experience in performing the requested or similar services, including summaries of
personnel assigned to the project stating their work experience. Bidder should establish in its Proposal
that it is an established firm recognized for its capacity to perform and capable of mobilizing sufficient
personnel to meet deadlines specified by WSU.
3.8 Qualifications: Bidder shall submit evidence of qualifications to perform the work specified in their bid
response.
1. Corporate Profile
a) Location of corporate headquarters
b) Number of offices and locations
c) Location of office assigned to this project
d) Corporate history
1) How many years in this business
2) Under what former names has your organization operated
3) Date(s) of incorporation
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
4) State of incorporation
5) Officers names and addresses
3.9 Experience: All Bidders must have a minimum of three (3) years active participation in the
applicable industry as a distinct company, providing equipment and systems comparable in size
and complexity to the equipment and systems specified. Bidders may be required to furnish
information supporting the capability to comply with conditions for bidding and fulfill the contract if
receiving an award of contract. Such information may include, but not be limited to, a list of similar
size and type projects the Bidder has completed. If Bidder cannot meet this requirement, provide a
written explanation as to why. Inability to meet this requirement is not necessarily grounds for
disqualification and such determination will be made within the sole discretion of WSU.
3.10 Successful Projects / Services. Provide a list of past successful projects that align with the
expectations set forth in this RFP in the State of Kansas. Such information may be marked as
"Proprietary" if it is not open to the public.
1. Include three projects of:
1) Similar scope and scale.
2) Similar technology applications
3) Provide Project cost for each
2. Past Projects. List any past projects where Bidder has worked with the Owner, Consultant, or
Architect.
3.11 Information Regarding Personnel and Staffing Plan. If this RFP involves the provision of
services, provide a list of personnel to be used to perform the Services, including such personnel's
qualifications, work experience, education, accomplishments, and any other relevant information
demonstrating level of experience. Provide a staffing plan, which describes the number of personnel
anticipated to be assigned, as well as the number of man-hours anticipated, and the methodology
that will be utilized to provide the Services.
3.11.1 Number and Type of Full-Time Staff
a. Total number of employees
b. Number of design staff
c. Number of installation staff
d. Number of project management staff
e. Number of software programming staff
3.11.2 Identify key personnel that will be assigned to this project including:
a. Project Executive
b. Project Manager
c. Systems Engineer/Designer
d. Lead Installer/Crew Chief/Superintendent/Lead Technician
e. Control Systems Programmer
f. Audio DSP Programmer
g. Commissioning Agent
g. Trainer
3.11.3 For each Individual listed above provide a resume that includes:
a. Office Location
b. Percentage of individual's time that will be allocated to this project
c. Work History
d. Previous Project Experience:
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Wichita - 100017 A.7 WBC Clinic Audiovisual Systems Level 3 Phase 1 Equipment
EDA Award No. ED24DEN0G0405
1. The assigned Project Manager shall have a minimum of five (5) years' experience in the
fabrication, assembly, and installation of audiovisual systems of similar magnitude and
quality to that indicated for this project.
2. The assigned Systems Engineer/Designer shall have a minimum of five (5) years'
experience in the fabrication, assembly, and installation of audiovisual systems of
similar magnitude and quality to that indicated for this project.
3.12 Equal Opportunity Employment. Describe how you will accommodate state and federal laws and
policy provisions issued by the Kansas Board of Regents and WSU relating to Affirmative Action
and Equal Opportunity Employment, including your firm's efforts to recruit and contract with
disadvantaged groups and/or businesses (minority, women, veteran, and small business).
3.13 References. Complete Appendix G: References in its entirety by identifying three (3) references
that have used Bidder to complete the same or similar services within the last three (3) years,
including a contact person with a telephone number and email address.
3.14 Litigation: Discuss any current local, state or federal violations and any ongoing litigation that may
cause conflicts or affect the ability of the Bidder to provide the goods and/or service
3.14.1 Litigation Experiences Within the Last 5 Years
3.1.1.1 Project Related:
3.1.1.1.1 Nature of Litigation Plaintiff or Defendant
3.1.1.1.1.1 Outcome
3.1.1.2 Non-Project Related
3.1.1.2.1 Nature of Litigation
3.1.1.2.2 Plaintiff or Defendant
3.1.1.2.3 Outcome
3.14.2 Financial
3.14.2.1 Trade and Bank Credit References (List 3)
3.14.2.2 Dunn & Bradstreet ranking
3.14.2.3 Insurance Limits
3.14.2.4 Name of Bonding Company
3.14.2.5 Name and address of Agent
3.14.2.6 Maximum Bonding Capacity
3.14.2.7 Current Bonding Capacity
3.14.2.8 Performance Bond ever exercised?
3.15 Additional Tasks. Identify any additional tasks the Bidder considers necessary to provide the
services and/or goods solicited in this RFP and explain any recommended deviation from the
requirements set forth in Attachment 3: Description of Goods and Services that Bidder believes are
necessary.
3.16 Tax Clearance: WSU strongly supports the State of Kansas Tax Clearance Process. Bidders
submitting Proposals which exceed $25,000 shall include a copy of a Tax Clearance Certification
Form with their submittal as set forth in Attachment 1: Tax Clearance Information. Failure to
provide this information may be cause for rejection of Bidder's Proposal.
3.17 Immigration Reform: The Bidder agrees, if awarded a Contract, it shall comply with the
Immigration and Reform Control Act of 1986 ("IRCA"), as may be amended from time to time. As a
condition of this Proposal, Bidder must certify, by completing and submitting Attachment 2:
Certification Regarding Immigration Reform & Control, that Bidder has complied with all
federal and state laws relating to immigration and reform.
3.18 Fees for Goods Services. Bidder must provide an explanation and detailed breakdown of
Bidder's fee proposal and any other expenses that are charged for the requested services and/or
goods, including reimbursable expenses as set forth in Appendix F: Bid Response Form.
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