Event staging & services for annual commencement

Agency: State Government of North Carolina
State: North Carolina
Type of Government: State & Local
NAICS Category:
  • 561920 - Convention and Trade Show Organizers
Posted Date: Jun 23, 2020
Due Date: Jul 20, 2020
Solicitation No: 65-3000008456
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number Description Date Issued Bid Opening Date Bid Opening Time Help
65-3000008456 Event staging & services for annual commencement
Mandatory Conf/Site Visit: 07/14/2020
e-bids only
6/22/2020 7/20/2020 3:00 PM ET
65-

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THE UNIVERSITY OF NORTH CAROLINA
AT CHAPEL HILL
Invitation for Bids #: 3000008456
COMMENCEMENT STAGING
Date of Issue: 6/22/2020
Bid Opening Date: 7/20/2020
At 3:00PM ET
Direct all inquiries concerning this IFB to:
Christy Baldridge
Purchasing Specialist
Email: cbaldridge@unc.edu
Phone: 919-962-8727
THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
{00088897.DOCX 3}
IFB #_3000008456
______________________________________________________
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 bid.
Failure to do so may subject your bid to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
___________________________________________________
Vendor Name
{00088897.DOCX 3}
THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
Refer ALL Inquiries regarding this
IFB to: _Christy Baldridge
919-962-8727
cbaldridge@unc.edu
Invitation for Bids #
3000008456
Bids will be publicly opened:
7/20/2020 @ 3:00pm
EXECUTION
Certification: By executing this bid, the undersigned Vendor certifies that: (i) this bid 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 IFB,
or in awarding or administering the contract to result from this IFB, 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 IFB 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 IFB 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 bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late bids 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 bid opening, unless otherwise stated here: ______ days. After this time, any withdrawal of offer
shall be made in writing, effective upon receipt by the University.
{00088897.DOCX 3}
Page 1 of 19
Revised Jan. 2016
Table of Contents
PURPOSE AND BACKGROUND ...................................................................................................3
GENERAL INFORMATION ............................................................................................................3
2.1 INVITATION FOR BIDS DOCUMENT .....................................................................................3
2.2 IFB SCHEDULE ...........................................................................................................................3
2.3 BID QUESTIONS .........................................................................................................................3
2.4 BID SUBMITTAL ........................................................................................................................4
2.5 BID CONTENTS ..........................................................................................................................4
2.6 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS..........................................................4
2.7 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS ....................................5
METHOD OF AWARD AND BID EVALUATION PROCESS......................................................5
3.1 METHOD OF AWARD................................................................................................................5
3.2 BID EVALUATION PROCESS...................................................................................................6
REQUIREMENTS ............................................................................................................................. 6
4.1 PRICING .......................................................................................................................................6
4.2 PRODUCT IDENTIFICATION ...................................................................................................6
4.3 TRANSPORTATION AND IDENTIFICATION.........................................................................6
4.4 DELIVERY [AND INSTALLATION (IF APPLICABLE)].........................................................7
4.5 WARRANTY................................................................................................................................7
4.6 REFERENCES..............................................................................................................................7
4.7 SAMPLES/DEMONSTRATION/DESCRIPTIVE LITERATURE .............................................7
4.8 INVOICES ....................................................................................................................................8
PRODUCT SPECIFICATIONS ........................................................................................................8
5.1 GENERAL SPECIFICATIONS....................................................................................................8
5.2 DEVIATIONS...............................................................................................................................9
ATTACHMENT A: PRICING FORM ...................................................................................................10
ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY VENDOR .....................................11
ATTACHMENT C: DESCRIPTION OF EXECUTIVE ORDER #50 AND CERTIFICATION..........12
ATTACHMENT D: INSTRUCTIONS TO VENDORS ........................................................................16
ATTACHMENT E: UNIVERSITY CONTRACT TERMS AND CONDITIONS ................................19
{00088897.DOCX 3}
Page 2 of 19
Revised Jan. 2016
PURPOSE AND BACKGROUND
Event staging equipment for commencement event held at Kenan Memorial Stadium.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
GENERAL INFORMATION
2.1 INVITATION FOR BIDS DOCUMENT
The IFB is comprised of the main body of this IFB document, plus the attachments, and any addenda released before contract award.
All attachments and addenda released for this IFB in advance of any contract award are incorporated herein by reference. All terms
in this IFB 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 IFB SCHEDULE
[Update the table modifying events and responsibilities as needed]
Event
Responsibility
Issue IFB
Mandatory Pre-bid Meeting/Site Visit
Email cbaldridge@unc.edu for meeting
invitation. Location is 104 Stadium Drive,
Chapel Hill, NC 27514.
Submit Written Questions
Provide Response to Questions
Submit Bids
Contract Award
University
University
Vendors
University
Vendors
University
Date and Time
6/22/2020
7/14/2020 @ 9am ET
n/a
n/a
7/20/2020 @ 3pm ET
(date subject to change)
Mandatory Site Visit/Pre-bid Conference
Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid site visit on July 14, 2020.
Attendees must meet promptly at 9:00 am Eastern Time at Kenan Memorial Stadium main gate, 104 Stadium Drive Chapel Hill,
NC 27514. All attendees must sign in upon arrival. Due to COVID19, wear a face mask and participation is limited to one
person per vendor. Bids received from prospective Vendors that were not present for the entire site visit/pre-bid conference may
be disqualified from award consideration. The purpose of this visit is for all prospective Vendors to apprise themselves with the
conditions and requirements which will affect the performance of the work called for by this IFB. No allowances will be made for
unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this bid. Vendors are
cautioned that any information relayed to attendees during the site visit, other than that involving the physical aspects of the
facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by written
addendum before it can be considered to be a part of this bid.
2.3 BID QUESTIONS
Upon review of the IFB, Vendors may have questions regarding the IFB. Vendors shall submit any such questions during the site
visit.
Written questions may be e-mailed to cbaldridge@unc.edu prior to the site visit. Include “IFB #3000008456: Questions” as the
subject for the email. Questions submittals should include a reference to the applicable IFB section and be submitted in a format
shown below:
Reference
{00088897.DOCX 3}
Page 3 of 19
Vendor Question
Revised Jan. 2016

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