ITB 2025-13MCA – Multimedia Equipment FY27 * Addendum I * Revised Bid Sheet * Addendum II * Revised Bid Sheet

SUBMIT BID TO:
Via Bonfire Web Portal
University of Central Florida
UNIVERSITY OF CENTRAL FLORIDA
www.procurement.ucf.edu
INVITATION TO BID
https://ucfprocurement.bonfirehub.com/opportunities/232840
Your submission must be uploaded, submitted, and finalized Commodities
prior to the closing time on 5/21/206 at 3:00PM. We strongly
recommend that you give yourself sufficient time and at least
Acknowledgment Form
ONE (1) day before the closing time to begin the uploading
process and to finalize your submission. See Attachment 3 for
submittal instructions.
Page 1 of 26 Pages BIDS WILL BE OPENED: May 21, 2026 at 3:00PM ITB NO. 2025-13MCSA
and may not be withdrawn within 120 days after such date and time.
ADVERTISEMENT DATE: ITB TITLE: MULTIMEDIA EQUIPMENT & ACCESSORIES FY27
April 22, 2026
FEDERAL EMPLOYER IDENTIFICATION NUMBER
SUPPLIER NAME REASON FOR NO BID:
SUPPLIER MAILING ADDRESS
CITY - STATE - ZIP CODE
P OST I NG OF BI D T ABUL AT IONS
AREA CODE TELEPHONE NUMBER Bid tabulations with intended award(s) will be posted
for review by interested parties on the Procurement
Services solicitation webpage and will remain posted
FAX:
for a period of 72 hours. Failure to file a protest in
accordance with BOG regulation 18.002 or failure to
EMAIL:
post the bond or other security as required in BOG
regulation 18.003 shall constitute a waiver of protest
proceedings.
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.
GENERAL CONDITIONS
_______________________________________
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 AUTHORIZED SIGNATURE
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. AUTHORIZED NAME (TYPED/PRINTED)
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 TITLE
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 CONTACT NUMBER
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.

3. BID OPENING: The bid opening shall be public, on the date, time, and technicality in bids received. Bidders are cautioned to make no assumptions
location specified on the bid form. It is the bidder's responsibility to assure unless their bid has been evaluated as being responsive. Product substitutions
that the bid is delivered at the proper time and place of the bid opening. Bids may be submitted for evaluation of equivalency unless specifically indicated
which for any reason are not so delivered will not be considered. Offers by otherwise. Bidders shall have the burden of proof of equivalency.
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, The Board of Trustees may not request documentation of or consider a vendor's
Payables & Procurement or designee in accordance with established social, political, or ideological interests when determining if the vendor is a
procedures. responsible vendor. Additionally, the Board of Trustees may not give
NOTE: Bid tabulations will be posted on the Procurement Services preference to a vendor based on vendor's social, political, or ideological
solicitation webpage. interests.
4. PRICES, TERMS AND PAYMENT: Firm prices should be bid and
include all services/commodities rendered to the purchaser. 7. GOVERNMENTAL RESTRICTIONS: In the event any governmental
(a) TAXES: The State of Florida is a tax-immune sovereign and exempt restrictions may be imposed which would necessitate alteration of the material
from the payment of all sales, use and excise taxes. quality of the services offered on this bid or performance of the items offered
(b) DISCOUNTS: Cash discount for prompt payment shall not be on this bid prior to their completion, it shall be the responsibility of the
considered in determining the lowest net cost for bid evaluation purposes. successful bidder to notify the purchaser at once, indicating in writing the
(c) MISTAKES: Bidders are expected to examine the conditions, scope of specific regulation which requires an alteration. The University of Central
work, bid prices, extensions, and all instructions pertaining to the services Florida reserves the right to accept any such alteration, including any price
involved. Failure to do so will be at the bidder's risk. In case of a mistake in adjustments occasioned thereby, or to cancel the contract at no expense to the
extensions, the unit price will govern. University.
(d) INVOICING AND PAYMENT: All Suppliers must have on file a properly
executed W-9 form with their Federal Employer Identification Number prior 8. LEGAL REQUIREMENTS: Applicable provisions of all federal, state,
to payment processing. county and local laws, and of all ordinances, rules and regulations shall govern
the development, submittal and evaluation of all bids received in response
Suppliers shall submit properly certified original invoices to: 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
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Central Florida, by and through its officers, employees and authorized
3544 Perseus Loop #160975
representatives, or any other person, natural or otherwise. Lack of knowledge
Orlando, Florida 32816
by any bidders shall not constitute a cognizable defense against the legal effect
Invoices for payment shall be submitted in sufficient detail for a proper pre- thereof.
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 9. ADVERTISING: In submitting a bid, the Bidder agrees not to use the
reference the applicable contract and/or purchase order numbers. Invoices results therefrom as a part of any commercial advertising. The Bidder may not
for any travel expenses shall be submitted in accordance with the State of use the names, logos, or trademarks of the University, its employees, or
Florida travel rates at or below those specified in Section 112.061, Florida affiliates without the prior written consent of the University.
Statutes and applicable UCF policies.
10. ASSIGNMENT: Any contract or purchase order issued pursuant to this
Final payment shall not be made until after the contract is complete unless Invitation to Bid and the monies which may become due thereunder are not
the University has agreed otherwise. 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
Interest Penalties: Supplier interest penalty payment requests will be right or obligation of the Bidder pursuant to any contract or purchase order
reviewed by the UCF vendor ombudsman, whose decision will be final.
resulting from this Invitation to Bid without prior written consent of the
Vendor Ombudsman: A vendor ombudsman position has been established University. If the Bidder is, or during the term of this Invitation to Bid or during
within the UCF Division of Finance. It is the duty of this individual to act as the term of any contract or purchase order resulting from this ITB, becomes an
an advocate for Suppliers who may be experiencing problems in obtaining individual on the payroll of the State of Florida, the Bidder represents that he or
timely payments(s) from the University of Central Florida. The vendor she has complied with all applicable provisions of the Florida Statutes and
ombudsman can be contacted at (407) 882-1082 or by mail at the address Florida Administrative Code regarding outside or dual employment and
in paragraph 4(d) above. compensation.
The ombudsman shall review the circumstances surrounding non-payment 11. FACILITIES: The University reserves the right to inspect the Bidder's
to determine if an interest payment is due and the amount of the payment facilities at any time with prior notice.
and shall ensure timely processing and submission of the payment request
in accordance with University policy. 12. PUBLIC RECORDS: Any contract or purchase order issued pursuant to
this Invitation to Bid may be canceled unilaterally by the University for refusal
5. CONFLICT OF INTEREST: Submission of this Invitation to Bid (ITB) shall by the Bidder to allow public access to all papers, documents, letters or other
certify that the Bidder is aware of the requirements of Chapter 112, Florida material subject to the provisions of Chapter 119, Florida Statutes, and made
Statutes and in compliance with the requirements of Chapter 112, Florida or received by the Bidder in conjunction herewith or any contract or purchase
Statutes and other laws and regulations concerning conflicts of interest in order issued pursuant to this Invitation to Bid.
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 13. RECORDS: The Bidder agrees to keep and maintain separate and
University unless a current Conflict of Interest (Report of Outside independent records, in accordance with generally accepted accounting
Activity/Employment) form has been completed, executed by such director principles, devoted exclusively to its obligations and activities pursuant to a
or officer, and approved in accordance with applicable University policies or contract or purchase order issued pursuant to this Invitation to Bid. Such records
rules. Violation of this section by the Bidder shall be grounds for rejection of (including books, ledgers, journals, and accounts) shall contain all entries
the bid or cancellation of any contract or purchase order resulting from this reflecting the business operations under a contract or purchase order issued
ITB, without penalty to the University of Central Florida. No person or firm pursuant to this Invitation to Bid. The University or its authorized agent shall
who receives a contract to perform a feasibility study for potential have the right to audit and inspect such records from time to time during the
implementation of a subsequent contract, participates in the drafting of a term of a contract or purchase order issued pursuant to this Invitation to Bid,
competitive solicitation, assists in design, or develops a program for future upon reasonable notice to the Bidder.
implementation shall be eligible to contract with the University of Central
Florida for any project dealing with that specific subject matter. Bidders must 14. METHOD OF ORDERING: Orders shall be processed only upon receipt of
disclose with their bids any such conflict of interest dealing with that specific an authorized purchase order issued by University of Central Florida or
subject matter in accordance with Chapter 255, Florida Statutes. 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.
6. AWARDS: At the sole discretion of the University of Central Florida, the Orders shall be promptly filled and delivered. Any item or items received that do
right is reserved to reject any and all bids or waive any minor irregularity or

not meet specifications or duplicate shipments received will be returned at the
Supplier's expense.
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 4/7/25)

Definitions:
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
university.
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
information submitted.
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
performance.
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

Introduction
The purpose of this Invitation to Bid (ITB) solicitation is to create an Agreement/Contract for the purchase of multi-
media equipment, systems and associated accessories. The University of Central Florida expects that the selected
manufacturers, large resellers and authorized dealers will work in partnership with the university to furnish quality
equipment, systems and services at the lowest price available. They shall do so in a timely and efficient manner
that is in accordance with terms outlined in this solicitation. Please bid on equipment and accessories, only.
Installation will be on an as needed basis in accordance with section 14.
1. POSTING OF BID TABULATIONS:
A. Bids will be opened at the Procurement Services Department at the assigned date and time identified in this
ITB.
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.
2. BID OPENING: Bids will be received and opened on May 21, 2026 at 3:00p.m. EST via Bonfire's Web Portal. For
additional information, please refer to Attachment 3. 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/.
3. 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 May
1, 2026 at 5:00p.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:
Brian Sargent
University of Central Florida
Procurement Services Department
3544 Perseus Loop #160975
Orlando, Florida 32816
Brian.Sargent@ucf.edu
4. 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
ITB.

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.
5. 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.
6. 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
University.
7. 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.
8. AWARD: Award is anticipated to be to a primary and secondary vendor. However, we reserve the right to make
multiple awards per Lot. Vendors must bid on all product categories to be considered responsive for that
manufacturer lot. Awardee will be determined by the largest average percentage discount from Manufacturer's
Suggested Retail Price per lot.
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.
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.
9. 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.
11. TERM OF CONTRACT: The contract resulting from this ITB, if any, shall commence on or about July 1, 2026, and
shall end on June 30, 2027. The University may renew/extend any Agreement, as mutually agreed to by both
parties. Total renewals shall not exceed 5 years or twice the length of the original term, whichever is longer. An
extension may not exceed 12 months or until completion of the competitive solicitation and award or protest,
whichever is longer.
12. PRICE ADJUSTMENTS
A. The pricing, terms and conditions established under the agreement resulting from this ITB shall be equal to or

better than those offered to other comparable institutions/preferred customers/consortiums, etc. If during the term
of the agreement the supplier offers more favorable terms, conditions or prices to another entity the supplier shall
notify this office to immediately modify the agreement to reflect the more favorable terms, conditions, or prices.
B. The supplier may increase any discount at the time during the term of the resulting agreement. The Associate
Director of Procurement, Nellie Nido, must be notified within 10 calendar days after the changes are in effect.
C. The customer may, in its sole discretion, make an equitable adjustment in the agreement terms or pricing if
pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that is, by
circumstances that satisfy all the following criteria: (1) the volatility is due to causes wholly beyond the supplier's
control, (2) the volatility affects the marketplace or industry, not just the particular supplier source of supply, (3) the
effect on pricing or availability of supply is substantial, and (4) the volatility so affects the supplier that continued
performance of the agreement would result in a substantial loss. The supplier must promptly notify the Associate
Director of Procurement, Nellie Nido, of any manufacturer pricing policy changes that affect the agreement or have
a negative net effect on the acquisition cost.
D. As technology changes, the agreement resulting from this ITB will include any and all new products added to the
manufacturers' product line during the life of the agreement. Therefore, suppliers are requested to submit bids
identifying discounts as specified on the bid sheet. Suppliers awarded any part of this agreement shall provide a
catalog for the manufacturer they are awarded every six months to oir@ucf.edu at the Office of Instructional
Resources. In addition, awarded suppliers will provide the discount rate in all quotations for these products
throughout the duration of this agreement. This requirement is a must and is necessary for transparency in prices.
Discount percentages are to be held firm for the entire agreement term. Customers can at their discretion choose
to accept the price of a new item when calculated using the discount off of MSRP, negotiate the price or receive
quotes from competing suppliers.
13. TRADE-IN: Customers may trade-in equipment when making purchases from the Contract. A trade-in shall be
negotiated between the Customer and the Supplier. Customers are obligated to actively seek current fair market
value when trading equipment, and to keep accurate records of the process. For State agencies, it may be
necessary to provide documentation to the Property Board pursuant to Chapter 273, F.S.
14. INSTALLATION:
Customers will be authorized to negotiate installation with a supplier of a specific product(s) order or issue request
for quotes for installation among the Suppliers that were awarded Lots under this agreement. A formal solicitation
for installation will not be required. All materials used in the installation shall be new and shall be free of defects
that would diminish the appearance of the product or render it structurally or operationally unsound. Suppliers shall
protect the site from damage and shall repair damages or injury caused during installation by Supplier or its
employees or agents. If any alteration, dismantling, excavation, etc., is required to achieve installation, the Supplier
shall promptly restore the structure or site to its original condition. Supplier shall perform installation work so as to
cause the least inconvenience and interference with Customers and with proper consideration of others on site.
Upon completion of the installation, the location and surrounding area of work shall be left clean and in a neat and
unobstructed condition, with everything in satisfactory repair and order.
15. CONTRACTOR INSURANCE: All insurance shall be procured from companies authorized to do business in the
State of Florida, with a minimum of A.M. Best rating of A, or equivalent. Proof of coverage shall be provided by
submitting to the University's Risk Management Office a certificate or certificates, evidencing the existence thereof
or binders and shall be delivered within fifteen (15) days of the tentative award date of the Contract. In the event a
binder is delivered, it shall be replaced within thirty (30) days by a certificate in lieu thereto. A renewal certificate
shall be delivered to the University's Risk Management Office at least thirty (30) days prior to the expiration date of
each expiring policy.
1. The University, at its sole discretion, has the right to deviate from any of the insurance requirements
herein. If the University decides to deviate from the insurance requirements stated herein, the
University will inform the Supplier in writing.
2. General Liability: Supplier shall provide a Certificate of Insurance evidencing Commercial General
Liability insurance coverage in force with minimum limits of $1,000,000 (ONE MILLION DOLLARS)
per Occurrence and $2,000,000 (TWO MILLION DOLLARS) Aggregate. Upon acceptance and
confirmation of coverage by the University and before beginning work, and at all times during the

term of the contract, Supplier will maintain said General Liability insurance in force and shall provide
the University with a Certificate of Insurance and Additional Insured Endorsement listing the
University of Central Florida Board of Trustees as "Additional Insured." The Certificate will provide
a minimum 30 days advanced notice to in the event of cancellation.
3. Auto Liability: If Supplier operates a vehicle on campus for commercial use in the performance of
this Contact (i.e. deliveries, transport of employees, etc.), Supplier shall provide a Certificate of
Insurance evidencing Auto Liability insurance with minimum $1,000,000 (ONE MILLION DOLLARS)
per Accident Combined Single Limit for Bodily Injury and Property Damage. Upon acceptance and
confirmation of coverage by University and before beginning work, and at all times during the term
of the contract, Supplier will maintain said Auto Liability insurance in force and provide University
with a Certificate of Insurance listing the University of Central Florida Board of Trustees as
"Additional Insured." The Certificate will provide a minimum 30 days advanced notice to University
in the event of cancellation.
4. Workers' Compensation: Supplier shall provide a Certificate of Insurance evidencing Workers'
Compensation coverage consistent with Florida Statute and Employer's liability no less than
$500,000 (FIVE HUNDRED THOUSAND DOLLARS) for Bodily Injury by accident, each accident,
Bodily Injury by disease, each employee, and policy limit. Upon acceptance and confirmation of
coverage by University and before beginning work, and at all times during the term of the contract,
Supplier will maintain said Workers Compensation and Employer's Liability insurance in force and
provide University with a current Certificate of Insurance. The Certificate will provide a minimum 30
days advanced notice to University in the event of cancellation.
5. Certificates of Insurance: The University of Central Florida Board of Trustees is to be listed as
Additional Insured on all Certificates issued. Supplier shall send a copy of his/her Certificate of
Insurance along with accompanying Additional Insured Endorsements naming the University of
Central Florida Board of Trustees to the following address:
Email: RiskManagement@ucf.edu
16. USE OF CONTRACT BY OTHER GOVERNMENT AGENCIES: At the option of the Contractor/ Supplier, the use
of the contract resulting from this ITB, if any, may be extended to other governmental agencies, including the State
of Florida, its agencies, political subdivisions, counties, and cities.
Each governmental agency allowed by the Contractor/ Supplier to use the contract resulting from this ITB, if any,
shall do so independent of any other governmental entity. Each agency shall be responsible for its own purchases
and shall be liable only for goods or services ordered, received and accepted. No agency receives any liability by
virtue of this bid and subsequent contract award.
17. PUBLIC ENTITY CRIMES: A person or affiliate who has been placed on Florida's Convicted Vendor List following
a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or
public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work
as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact
business with any public entity in excess of the bid limit for that public entity for a period of thirty-six (36) months
from the date of being placed on the Convicted Vendor List.
18. FLORIDA PREFERENCE: For purchases of tangible personal property, the Florida legislature has enacted
economic development laws establishing certain conditions and circumstances which, when applicable, require the
granting of price preferences to businesses whose principal place of business is the State of Florida. Pursuant to
287.084, Florida Statutes, award recommendations shall make appropriate adjustments to Resident Supplier
pricing when considering solicitations from Bidders having a principal place of business outside the State of Florida.
All Bidders must complete and submit Attachment 1 with the response to this solicitation. Failure to comply shall be
considered non-responsive to the terms of this solicitation. Refer to http://www.leg.state.fl.us/Statutes/index.cfm or
UCF Regulation 7.130 for additional information regarding this Statute and its applicability.
19. IDENTICAL TIE BIDS: When multiple responses that are equal in all respects are received, the University will give
preference to responses that include commodities manufactured in the state, Florida businesses, or foreign
manufacturers located in the state to determine the contract award, or, if these conditions do not exist, will use a

coin toss.
20. EQUAL OPPORTUNITY STATEMENT: The State Universities have established equal opportunity practices which
conform to both the spirit and the letter of all laws against discrimination and prohibit discrimination based on race,
creed, color, sex, age, national origin, disability, veteran or marital status, or religion. To be considered for inclusion
as a supplier under this agreement, the bidder commits to the following:
A. The University and Contractor must comply with all applicable provisions of: (i) the Vietnam Era Veterans'
Readjustment Act of 1974, (ii) the Rehabilitation Act of 1973, and (iii) the rules, regulations, and relevant orders
of the U.S. Secretary of Labor. This Contractor and any subcontractors shall abide by the requirements
of 41 CFR 60-300.5(a) and 60- 741.5(a). These regulations prohibit discrimination against qualified
individuals based on their status as protected veterans or individuals with disabilities and require
affirmative action by covered prime contractors and subcontractors to employ and advance in
employment qualified protected veterans and qualified individuals with disabilities.
B. If the bidder expects to receive $50,000 in orders during the first 12 months of this agreement and employs
more than 50 people, standard form 100 (EEO-1) must be filed prior to March 1 of each year.
21. WORK FOR HIRE: Any work specifically created for the University under an agreement resulting from this ITB by the
Contractor or anyone working on behalf of the Contractor (the term Contractor shall encompass both) shall be
considered a "work for hire." All designs, prints, paintings, artwork, sketches, etchings, drawings, writings, photographs,
or any other work or material or property produced, developed or fabricated and any other property created hereunder,
including all material incorporated therein and all preliminary or other copies thereof (the "Materials") shall become and
remain the property of the University, and, unless otherwise specifically set forth herein, shall be considered specially
ordered for the University as a "work made for hire," or, if for any reason held not to be a "work for hire":
The Contractor who created, produced, developed or fabricated the Materials hereunder (or under any contract
resulting from this ITB) assigns all of his/her right, title and interest in the Materials to the University. The University
shall own all right, title and interest in the Materials. The Contractor agrees upon request to execute any documents
necessary to perfect the transfer of such title to the University. The Materials shall be to the University's satisfaction
and are subject to the University's approval. The Contractor bears all risk of loss or damage to the Materials until
the University has accepted delivery of the Materials. The University shall be entitled to return, at the Contractor's
expense, any Materials which the University deems to be unsatisfactory. On or before completion of the Contractor's
services hereunder, the Contractor must furnish the University with valid and adequate releases necessary for the
unrestricted use of the Materials for advertising or trade purposes, including model and property releases relating
to the Materials and releases from any persons whose names, voices or likenesses are incorporated or used in the
Materials.
The Contractor hereby represents and warrants that (a) all applicable laws, rules and regulations have been
complied with, (b) the Contractor is free and has full right to enter into this ITB and any contract resulting from this
ITB, if any, and perform all of its obligations hereunder and under such contract, (c) the Materials may be used or
reproduced for advertising or trade purposes or any commercial purposes without violating any laws or the rights
of any third parties and (d) no third party has any rights in, to, or arising out of, or in connection with the Materials,
including without limitation any claims for fees, royalties or other payments. The Contractor agrees to indemnify and
hold harmless the University of Central Florida Board of Trustees and those acting for or on its behalf, , the State
of Florida and the Florida Board of Governors and their respective officers, agents, employees and servants from
and against any and all losses, claims, damages, expenses or liabilities of any kind, including court costs and
attorneys' fees, resulting from or in any way, directly or indirectly, connected with (a) the performance or non-
performance of the University's order by the Contractor, (b) the use or reproduction in any manner, whatsoever, or
(c) any breach or alleged breach of any of the Contractor's agreements or representations and warranties herein
or in any contract resulting from this ITB.
22. AMENDMENTS: No changes or amendments to an agreement resulting from this ITB are binding to the University
unless made in legible writing that is signed by an attorney in the University's General Counsel's Office and an
authorized UCF signatory. Contractor shall return an agreement resulting from this ITB to the University's

Procurement Services Department at once with a written explanation if the agreement resulting from this ITB is not
acceptable in its entirety.
23. EXPORT CONTROL: The parties shall comply with all applicable U.S. export control laws and regulations, including
but not limited to the International Traffic in Arms Regulations (ITAR), 22 CFR Parts 120 through 130, the Export
Administration Regulations (EAR), 15 CFR Parts 730 through 799 and/or other restrictions imposed by the Treasury
Department's Office of Foreign Asset Controls (OFAC), in the performance of an agreement resulting from this ITB.
The parties agree that no technology, related data or information will be exchanged or disseminated under such
agreement nor any collaboration conducted pursuant to such agreement, which are export controlled pursuant to
the export control laws of the United States, including the EAR and the ITAR and any other applicable regulations.
The Parties agree that the Contractor will not provide the University with any ITAR or EAR restricted technology
and/or related data, and that any ITAR or EAR restricted technologies and/or data produced in furtherance of the
agreement resulting from this ITB, if any, will be in the exclusive possession of the Contractor and at no time will
any export controlled technologies, related data, or information be intentionally or inadvertently transferred to the
University, its facilities, labs, staff, researchers, employees, officers, agents, servants or students in the performance
of that agreement.
If the Contractor wishes to disclose export controlled technology or technical data to the University, the Contractor
will, prior to disclosing any information, technical data or source code that is subject to export controls under federal
law, notify the University in writing that the material is export controlled and shall identify the controls that apply.
The University shall have the right to decline or limit (a) the receipt of such information and (b) any task requiring
receipt of such information. In the event the Contractor sends any such technical data or product that is subject to
export control, without notice of the applicability of such export control, the University has the right to immediately
terminate the agreement resulting from this ITB, if any. The Contractor understands and agrees that to the extent
the Contractor's personnel have access to work or materials subject to U.S. export controls while on University
property, such personnel will meet all federal export control regulatory requirements or have the appropriate U.S.
government approval.
24. FORCE MAJEURE: No default, delay or failure to perform on the part of UCF or the Supplier shall be considered a
default, delay or failure to perform otherwise chargeable, hereunder, if such default, delay or failure to perform is
due to causes beyond the Supplier's or UCF's reasonable control including, but not limited to, strikes, lockouts,
actions or inactions of governmental authorities, epidemics, pandemics, wars, embargoes, fires, earthquakes, acts
of God, or default of common carrier. In the event of such default, delay or failure to perform due to causes beyond
the Supplier's or UCF's reasonable control, any dates or times by which the parties are otherwise scheduled to
perform shall be extended automatically for a period of time equal in duration to the time lost by reason of the cause
beyond the reasonable control of the parties.
25. INDEMNIFICATION: The Supplier shall hold the University of Central Florida Board of Trustees and the University's
officers, employees, agents and/or servants harmless and indemnify each of them against any and all liabilities,
actions, damages, suits, proceedings, and judgments from claims arising or resulting from the acts or omissions of
the Supplier, its employees, its agents or of others under the Supplier's control and supervision. If any part of a
delivery to the University pursuant to an agreement resulting from this ITB, if any, is protected by any patent,
copyright, trademark, other intellectual property right or other right, the Supplier also shall indemnify and hold
harmless the University of Central Florida Board of Trustees and the University's officers, employees, agents and/or
servants from and against any and all liabilities, actions, damages, suits, proceedings and judgments from claims
instituted or recovered against the University by any person or persons whomsoever on account of the University's
use or sale of such article in violation of rights under such patent, copyright, trademark, other intellectual property
right or other right.
26. INDEPENDENT CONTRACTOR: Each of the parties is an independent contractor and nothing contained herein
shall constitute or designate any of the employees or agents of one party as employees or agents of the other party.
27. NO JOINT VENTURE: Nothing contained in an agreement resulting from this ITB, if any, shall be construed to
create a joint venture, partnership, or other like relationship between the parties.
28. LEASED EQUIPMENT: The risk of loss or damage to leased equipment, goods or property shall not transfer to the
University except as provided in 680.219, Florida Statutes. Any security interest in the leased equipment, goods
or property granted to Contractor contrary to AGO 79-72 and AGO 80-9 is null and void. Limitation of remedies
provisions, which are unconscionable under applicable Florida law, are void.