Aquatics Center Video Display/Scoreboard

STATE OF NORTH CAROLINA
Brunswick Community College
Request for Proposals #: 81-10082026
Aquatics Center Video Display/Scoreboard
Date Issued: October 8, 2026
Proposal Opening Date: November 3, 2026
At 2:00pm EST
Direct all inquiries concerning this RFP to:
Ashley Malkemus
Purchasing and Financial Aid Specialist
Email: malkemusa@brunswickcc.edu
Phone: 910-755-8569

STATE OF NORTH CAROLINA
Request for Proposals #
81-10082026
______________________________________________________
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 a contract to be awarded to you, 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://evp.nc.gov/Sign
Electronic responses ONLY will be accepted for this solicitation.
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STATE OF NORTH CAROLINA
Brunswick Community College
Refer ALL Inquiries regarding this RFP to: Request for Proposals # 81-10082026
Ashley Malkemus Proposals will be publicly opened:
910-755-8569 November 3, 2026 at 2:00pm EST
malkemusa@brunswickcc.edu
Using Agency: Brunswick Community College Commodity No. and Description:
Requisition No.: 492215 - Sports Accessories
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),
that 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.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning
fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of
any Contract arising from this solicitation.
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 Contract; 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 are not aware
that any such gift has been offered, accepted, or promised by any employees or agents of Vendor's 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 incorporated herein. 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
cannot 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 #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
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Proposal Number: 81-10082026 Vendor: ____________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by
mutual agreement of the parties in writing. 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 Brunswick Community College)
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Proposal Number: 81-10082026 Vendor: ____________________________________
Table of Contents
1.0 PURPOSE AND BACKGROUND......................................................................................................... 5
1.1 CONTRACT TERM....................................................................................................................................... 5
2.0 GENERAL INFORMATION ................................................................................................................ 5
2.1 REQUEST FOR PROPOSALS DOCUMENT ................................................................................................... 5
2.2 ePROCUREMENT 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 ............................................................................................................................ 7
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ......................................................... 7
3.1 METHOD OF AWARD ................................................................................................................................. 7
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ................................... 8
3.3 PROPOSAL EVALUATION PROCESS ............................................................................................................ 8
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 IMPORT TARIFF TEMPORARY SURCHARGE ............................................................................................. 10
4.3 TRANSPORTATION AND IDENTIFICATION ............................................................................................... 10
4.4 DELIVERY AND INSTALLATION ................................................................................................................. 10
4.5 AUTHORIZED RESELLER ........................................................................................................................... 11
4.6 WARRANTY .............................................................................................................................................. 11
4.7 DESCRIPTIVE LITERATURE ....................................................................................................................... 11
4.8 VENDOR EXPERIENCE .............................................................................................................................. 12
4.9 REFERENCES ............................................................................................................................................ 12
4.10 VENDOR'S REPRESENTATIONS ................................................................................................................ 12
4.11 QUESTIONS TO VENDORS ....................................................................................................................... 12
4.12 FINANCIAL STABILITY ............................................................................................................................... 12
4.13 AGENCY INSURANCE REQUIREMENTS MODIFICATION .......................................................................... 12
4.14 SUBCONTACTOR ...................................................................................................................................... 13
4.15 SECRETARY OF STATE REGISTRATION ..................................................................................................... 13
4.16 SUSTAINABILITY EFFORTS ....................................................................................................................... 13
5.0 PRODUCT SPECIFICATIONS AND SCOPE OF WORK ......................................................................... 13
GENERAL .................................................................................................................................................. 13
SPECIFICATIONS ...................................................................................................................................... 13
SOFTWARE AND COMMUNICATION REQUIREMENTS ............................................................................ 13
TASKS/DELIVERABLES .............................................................................................................................. 14
TECHNICAL APPROACH ........................................................................................................................... 14
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Proposal Number: 81-10082026 Vendor: ____________________________________
CERTIFICATION AND SAFETY LABELS ....................................................................................................... 14
6.0 CONTRACT ADMINISTRATION ....................................................................................................... 14
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ................................................................................... 14
6.2 INVOICES ................................................................................................................................................. 15
6.3 CONTINUOUS IMPROVEMENT ................................................................................................................ 15
6.4 PERIODIC REPORTS .................................................................................................................................. 15
6.5 ACCEPTANCE OF WORK ........................................................................................................................... 15
6.6 DISPUTE RESOLUTION ............................................................................................................................. 15
6.7 PRODUCT RECALL .................................................................................................................................... 16
6.8 CONTRACT CHANGES .............................................................................................................................. 16
7.0 ATTACHMENTS ............................................................................................................................ 17
ATTACHMENT: PRICING .................................................................................................................................. 17
ATTACHMENT: INSTRUCTIONS TO VENDORS ................................................................................................... 17
ATTACHMENT: NORTH CAROLINA GENERAL TERMS AND CONDITIONS ............................................................ 17
ATTACHMENT: CUSTOMER REFERENCE TEMPLATE .......................................................................................... 17
ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................................................ 17
ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION .............................................................................. 17
ATTACHMENT: VENDOR REQUEST FOR EO50 PRICE-MATCHING ...................................................................... 17
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Proposal Number: 81-10082026 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this RFP is to procure a video display/scoreboard for the Aquatics Center at Brunswick Community College.
Brunswick Community College currently operates an eight-lane Colorado Time Systems Gen7 Serial Timer using Gen7
Swimming Version 2024.0.1. The proposed scoreboard shall be fully compatible with and capable of interfacing with the
College's existing Colorado Time Systems Gen7 timing system. The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have term of based on the completion of a new video display/scoreboard installation, beginning on the date
of the final Contract execution (the "Effective Date") ending once the display installation has been signed off on by the College.
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 PROPOSALS DOCUMENT
The 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 ePROCUREMENT FEE
ATTENTION: The eProcurement fee may apply to this solicitation. See paragraph entitled ELECTRONIC PROCUREMENT of the
North Carolina General Terms and Conditions.
General information on the eProcurement 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 also are responsible for obtaining and complying with all Addenda and other changes that may
be issued in connection with this RFP.
If Vendors have questions or issues regarding any component within 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 of specific provisions of the Contract that have been addressed
during the question-and-answer period, prior to contract award.
Other than through the process of 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. 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).
The State may exercise its discretion to consider Vendor proposed modifications. 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 unless expressly agreed upon through negotiation and
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph
shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
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Proposal Number: 81-10082026 Vendor: ____________________________________
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 October 8, 2026
Submit Written Questions Vendor October 21, 2026 at 2:00pm EST
Provide Responses to Questions State October 27, 2026
Submit Proposals Vendor November 3, 2026 at 2:00pm EST
Contract Award State TBD
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 e-mailed to malkemusa@brunswickcc.edu by the date and time specified above. Vendors will enter
"RFP # 81-10082026: Questions" as the subject for the email. Question submittals will include a reference to the applicable RFP
section and be submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
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 an Addendum to this RFP.
2.6 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will
be automatically disqualified from further consideration. Vendor shall bear the sole 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 date and time of receipt will be marked on each proposal when received. Any
proposal or portion thereof received after the proposal submission deadline will be rejected.
If applicable to this RFP and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal
(eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-
events/evp-updates-vendors.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the
proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted
from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services or
appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules
set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion,
having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined
to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.
However, under no circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release
an unredacted version if a record request is received.
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Proposal Number: 81-10082026 Vendor: ____________________________________
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's
proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding on this RFP
periodically check the State's eVP website for any Addenda that may be issued prior to the proposal 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, which must contain the following: (i) a statement that confirms that the Vendor has read the RFP in its
entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees
to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's
agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal
Number.
c) Completed and signed version of 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.
f) Completed version of ATTACHMENT: PRICING
g) Completed version of ATTACHMENT: CUSTOMER REFERENCE FORM
h) Completed version of ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of ATTACHMENT: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable
2.8 ALTERNATE PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or
levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and
advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must
be clearly marked with the legend: "Alternate Proposal #___ [for 'name of Vendor']". Each proposal must be for a specific set
of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be
offered with a separate price and be contained in a separate proposal. Each proposal must be complete and independent of
other proposals offered.
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.
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Proposal Number: 81-10082026 Vendor: ____________________________________
While the intent of this RFP is to award a Contract(s) to a single Vendor for all line items, 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.
If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive proposals will
be reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity
to match the price of the winning proposal, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please
refer to ATTACHMENT: VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such proposals(s) are identified,
the State will then determine whether any such proposal falls within the price-match range, and, if so, make a Contract award
in accordance with the process that implements G.S. 143-59 and Executive Order #50.
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 Paragraph 29 of the Instructions To
Vendors entitled COMMUNICATONS BY VENDORS.
Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and
affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency;
other government agency office or body (including the procurement lead named above, any department secretary, agency
head, members of the General Assembly and Governor's office); or private entity, if the communication refers to the content
of Vendor's proposal or qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to
perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably
considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.
Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be
disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the
procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the
procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing
agency for this RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior
to proposal submission) or the status of the award (after submission) are excepted from this provision.
3.3 PROPOSAL EVALUATION PROCESS
Only responsive submissions will be evaluated.
The State will conduct a One-Step evaluation of Proposals:
Proposals will be received according to the method stated in the Proposal Submittal Section above.
All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE
Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or
request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is
deemed to be in the best interest of the State.
At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each
responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided
bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of
bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services
offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for
public inspection at the time of the award. Interested parties are cautioned that these costs and their components are
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