RFQ26011 - Sound System and Install

East Tennessee State University -
Request for Quotation
Distributive Sound System and Installation
ETSU RFQ #: 26011
Bid Due April 24, 2026
Date/Time: 2:00 p.m. EST
Contact: Alex Ortiz, ortizag@etsu.edu

RFP 26011 ETSU April 9, 2026
EAST TENNESSEE STATE UNIVERSITY
REQUEST FOR QUOTATION
East Tennessee State University Bid No.: RFQ 26011
Procurement & Contract Service Date: April 9, 2026
PO Box 70729 Issued by: Athletics Department
1276 Gilbreath Drive
Burgin Dossett Hall B-16
Johnson City, TN 37614
Bid subject to the Standard Bid Terms & Conditions available at
https://www.etsu.edu/bf/procurement/purchasing/vendor_information.php
& ETSU Board of Trustees, General Purchasing, Receipt of Materials, & Payment of Invoices at
https://www.etsu.edu/bf/fp.php
Bids must be received by: Date/Time: April 24, 2026 by 2:00 PM EST
Attn: Alex Ortiz, Director of Procurement 423-439-6890 / ortizag@etsu.edu
Unless otherwise requested, quote on each item separately. Provide unit prices. If unable to furnish items as specified, submit sample
and/or complete descriptive specifications of substitute offered as equal or better. East Tennessee State University is exempt from
state, federal, and local taxes; do not include taxes in quotation. Quote F.O.B., East Tennessee State University, Johnson City,
Tennessee. Minimum terms: Net 30 days. Prepayment, deposits or COD not allowed. Progress payments may apply if approved by
Facilities Management. Bid pricing remains in effect for 120 days. Bid Protest - Procedures for protesting bid results are found at:
https://www.etsu.edu/bf/procurement/purchasing/vendor_information.php. Quotation must be typewritten or in ink & is to be a
sealed bid.
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RFP 26011 ETSU April 9, 2026
Scope of Work and Specifications:
East Tennessee State University Athletic Department is seeking bids from reputable qualified supplier
to provide equipment and installation of a distributive sound system at Freedom Hall Civic Center,
1320 Pactolas Road, Johnson City, TN 37604. Detail specifications are included below.
Provide and install a complete house public address (PA) audio system including rigging, control,
amplification, and wireless microphone systems. Ability to provide prompt emergency service on
equipment as required.
Work includes: - Supply and installation of loudspeakers, subwoofers, and amplification - Integration
of Q-SYS digital signal processing and control system - Installation of digital mixing console -
Installation of wireless microphone systems and antenna distribution - Network infrastructure for AV
control - Rack assembly and system integration - Rigging and truss installation for speaker
deployment - Testing, commissioning, and system verification.
Ability to begin project install July 1, 2026, with completion by July 8, 2026
Provide minimum of three completed projects installed in similar venues, providing reference contact
information: Venue Name, Venue address, Contact person, phone number, email.
Materials and Equipment
Major components include:
Audio System
* Fulcrum Acoustic AHC296 full-range loudspeakers black 6 qty
* Fulcrum Acoustic YK-AHC2 Yoke 6 qty
* Fulcrum Acoustic CX1526 15 inch coaxial loudspeakers 4 qty
* Fulcrum Acoustic YK-CX15 Yoke 4 qty
* Fulcrum Acoustic Sub 218L dual 18" subwoofers 4 qty
* Custom Sub Bracket 1 qty
* QSC CX-Q series amplifiers 8K8 2 qty
* QSC CX-Q series amplifiers 4k4 2 qty
* Q-sys Core 8 FLEX 1 qty
* Q-Sys 7" Touch Panel 1 qty
* Q-Sys Table top mounting accessory 1 qty
* Q-Sys 4 mic/line input peripheral 1 qty
* Q-Sys 4 line output peripheral 1 qty
* Netgear GSM4212P-100NAS AV Line 3 qty
8x1G PoE+ 125W 2x1G Managed Switch
* Allen & Heath CQ-18T Digital Mixer 1 qty
* Allen & Heath CQ-18T Rackmount Kit 1 qty
* Shure ULXD4D G57 Dual Channel RF System 1 qty
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RFP 26011 ETSU April 9, 2026
* Shure ULXD2 /SM58 G57 2 qty
* Shure UA874 Paddle Antenna 2 qty
* Shure UA825 Antenna Cable - 25fi 2 qty
* Atlas Round Base Microphone Stand - 121b/BLACK 2 qty
* Middle Atlantic 1 RU Select Series UPS 2 qty
Backup Power, 1OOOVA
* SRSR Series Slide Out Rotating Rail System Rack 1 qty
* Middle Atlantic 2 RU Utility Rack Drawer 2 qty
* Prox Universal 19 Rack-mount Mixer Case 1 qty
* Belden Cat6+ 4-Pair U/UTP CMR Cable 2 qty
* Custom I/O Rack Panel 2 qty
Rigging
* Box truss system (10 ft sections) 1 qty
* 1/2T Single-phase hoist with 65ft chain 2 qty
* Gac & Shackle Package 2 qty
* Installation Labor
* Programming
* Equipment rental
* Other items
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RFP 26011 ETSU April 9, 2026
All questions concerning this bid must be directed to Alex Ortiz at ortizag@etsu.edu. Deadline for questions/comments
is listed on the Schedule of Events. Reply to questions will be posted on the ETSU Purchasing webpage as an
addendum.
Do not contact Athletics Department directly with questions/comments.
Invoices documenting completed work should be turned into Athletics Department. Payment for work not completed is not
allowed. The purchase order number is to be included on all invoices.
The attached Cost Sheet and the Response Sheet must be used for the bid response.
NOTE: Include any required documents in your bid response such as evidence of insurance, proof of TN business
license, etc. Required documents not included in the bid will cause the bid to be rejected. RFQ 26011 ETSU
Distributive Sound System Equipment and Installation must be on the outside of the bid response
envelope.
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RFP 26011 ETSU April 9, 2026
RFQ 26011 Schedule of Events:
The following Schedule of Events represents the Institution's best estimate of the schedule that will be
followed. Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and
4:30 p.m., Eastern Time. All dates are University business days.
RFQ 26011 SCHEDULE OF EVENTS
NOTICE: The University reserves the right, at its sole discretion, to adjust this schedule as it deems necessary. The
University will communicate any adjustment to the Schedule of Events to potential bidders.
TIME
DATE
EVENT (all times are
EST)
1. University Issues RFQ April 9, 2026
2. Disability Accommodation Request Deadline Noon April 13, 2026
3. Written Questions/Comments Deadline from Bidders 2:00 p.m. April 16, 2026
4. University Responds to Written Questions/Comments from
4:30 p.m. April 20, 2026
Bidders
5. Intent to Bid 2:00 p.m. April 20, 2026
6. Bid Submission Deadline & Bid Opening 2:00 p.m. April 24, 2026
7. University Issues Intent to Award Letter and Opens RFQ
April 2026
Files for Public Inspection
8. Award of Contract April 2026
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RFP 26011 ETSU April 9, 2026
RFQ 26011
Instruction to the Bidders
1. Written questions regarding this quotation can be emailed to Alex Ortiz at ortizag@etsu.edu. DO NOT
CONTACT ATHLETICS DEPARTMENT DIRECTLY WITH QUESTIONS. Any amendments will be issued in
writing from the ETSU Procurement office and posted on the ETSU website. All questions must be
submitted by the deadline posted in the Schedule of Events. Any questions submitted after this time
will not be accepted. Responses will be provided by ETSU to all bidders by the date listed in the
Schedule of Events. No decisions or changes are binding to the project unless they are received in writing
from the ETSU Procurement office.
2. Bid responses are to be sent or delivered to the Procurement office address in a sealed envelope.
RFQ 26011 must appear clearly on the outside of the bid response envelope.
All bids must be submitted in writing or typed on this form. Bidders shall be responsible for actual delivery of
bids during business hours at the University by the closing date referenced herein. ETSU business hours are
Monday - Friday, 8:00 a.m. to 4:30 p.m. EST. Any bids which are late will not be considered and will remain
unopened. Manual submission is required, either in person or via mail.
3. All Bidders must have proper business license prior to submitting bid and include proof of license in
bid response. A contractor's license is not required for this bid.
4. Any conditions which the Bidder wishes to stipulate other than shown herein must be so stated in writing and
attached hereto. No deviation in terms and conditions will be allowed unless accepted by the University.
5. The successful bidder is responsible for any damages to ETSU property and is also responsible at the vendor's
expense for the repair of such damages. This also includes damages to landscape areas.
6. ETSU is a Tobacco-Free Campus, where all use of tobacco is restricted to private vehicles. The policy can be
found at https://www.etsu.edu/tobaccofree/policy.php.
7. All vehicles on ETSU property must comply with the University Parking and Traffic Regulations which can be
found at http://www.etsu.edu/fa/fs/parking.
8. Bidder must provide and maintain a commercial general liability policy. The policy shall provide coverage which
includes, but is not limited to, bodily injury, personal injury, death, property damage and medical claims, with
minimum limits of $1,000,000 per occurrence, $3,000,000 in the aggregate. The Bidder shall maintain workers'
compensation coverage or a self-insured program as required under Tennessee law, with Employer's Liability
Limits of $100,000. The Bidder shall include a certificate of insurance with bid response. If any policy
providing insurance required by the contract is cancelled prior to the policy expiration date, the Bidder, upon
receiving a notice of cancellation, shall give immediate notice to the Institution. The enumeration in the contract
or in this document of the kinds and amounts of liability insurance shall not abridge, diminish or affect the
contractor's legal responsibilities for the consequences of accidents arising out of or resulting from the services
of the successful bidder under this contract.
If the Bidder does not have required insurance limits at the time of submission, the Bidder must still submit a
valid and current insurance certificate. However, successful Bidder must submit certificate with the required
limits prior to ETSU awarding the bid.
9. ETSU's terms are Net 30. ETSU does not make prepayments or deposits for services not rendered. Payment
is made by direct deposit. The successful bidder will be required to set up direct deposit with the University.
10. Non-Discrimination. The parties agree to comply with Titles VI and VII of the Civil Rights Act of 1964, Title IX of
the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Executive Order 11, 246,
American Disabilities Act of 1990 and the related regulations to each. Each party assures that it will not
discriminate against any individual including, but not limited to, employees or applicants for employment and/or
students because of race, religion, creed, color, sex, age, disability, veteran status or national origin. The
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RFP 26011 ETSU April 9, 2026
parties also agree to take affirmative action to ensure that applicants are employed and that employees are
treated during their employment without regard to their race, religion creed, color, sex, age, disability, veteran
status or national origin. Such demotion or transfer, recruitment or recruitment advertising, layoff or termination,
rates of pay or other forms of compensation, and selection available to employees and applicants for
employment.
11. Liability. The Contractor, being an independent contractor and not an employee of East Tennessee State
University, agrees to hold harmless the University from any and all liability not specifically provided for in this
contract.
12. Termination for Convenience. The Institution may terminate this Contract without cause for any reason.
Termination under for convenience shall not be deemed a Breach of Contract by the Institution. The Institution
shall give the Contractor at least sixty (60) days written notice before the effective termination date. The
Contractor shall be entitled to receive compensation for satisfactory, authorized service completed as of the
termination date. However, in no event shall the Institution be liable to the Contractor for compensation for any
service that has not been rendered. Upon such termination, the Contractor shall have no right to any actual
general, special, incidental, consequential, or any other damages whatsoever of any description or amount.
13. Termination for Cause. If the Contractor fails to perform its obligations under this Contract in a timely or proper
manner, or if the Contractor violates any term of this Contract, the Institution shall have the right to immediately
terminate the Contract and withhold payments in excess of fair compensation for completed services; provided,
however, Institution shall have the option to give Contractor written notice and a specified period of time in
which to cure. Notwithstanding the above, the Contractor shall not be relieved of liability to the Institution for
damages sustained by virtue of any breach of this Contract by the Contractor.
14. Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract for any of the services
performed under this Contract without obtaining the prior written approval of the Institution. If the Institution
approves such subcontracts, they shall contain, at a minimum, sections of this Contract pertaining to "Conflicts
of Interest" and "Nondiscrimination". Notwithstanding any use of approved subcontractors, the Contractor shall
be the prime contractor and shall be responsible for all work performed. Billing and payment will be to the
Contractor submitting the bid.
15. Conflicts of Interest. The Contractor hereby agrees, warrants, and assures that no person shall be excluded
from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of
this Contract or in the employment practices of the Contractor on the grounds of disability, age, race, color,
religion, sex, veteran status, national origin, or any other classification protected by Federal, or State
constitutional or statutory law. Upon request, the Contractor shall show proof of such nondiscrimination and
shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.
16. Prohibition of Hiring Illegal Immigrants. By responding to this bid, the Bidder is attesting that the Bidder will
not knowingly utilize the services of illegal immigrants and will not knowingly utilize the services of any
subcontractor that does so in delivery of the goods / services under this order. If the Bidder is discovered to
have breached this attestation, the Bidder shall be prohibited from supplying goods / services to any
University / State institution for a period of one (1) year from the date of discovery of the breach, Rules of
Finance and Administration, 0620.
17. Inspection. All bids will be publicly opened and are subject to public inspection after the award. Bidders may
be present at bid opening. All proposers should know and shall be deemed responsible for knowing the facts
documented in the institution's procurement files on the day the institution opens the bid files for public
inspection for seven (7) calendar days. Any issues raised by bidders after the seven-day period shall not be
considered.
18. Acceptance and Award. The University reserves the right to reject any and all bids and to waive any
informality in bids and, unless otherwise specified by the Bidder to accept any item in the bid. Action to reject
all bids shall be taken for unreasonably high prices, errors in the bid documents, cessation of need,
unavailability of funds, or any other reason approved by the University / Tennessee Board of Regents, as
appropriate.
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RFP 26011 ETSU April 9, 2026
a. Contracts and purchases will be made with the lowest, responsible, qualified Bidder. The quality of the
articles to be supplied, their conformity with the specifications, their suitability to the requirements of
the University, cash discount offered and the delivery terms will be taken into consideration.
b. Discounts offered for less than net 30 days cannot be considered in the cost evaluation but will be taken
when paying invoices.
c. If a Bidder fails to state a time within which a bid must be accepted, it is understood and agreed that
the University shall have sixty (60) days to accept.
d. A written purchase order mailed or otherwise furnished, to the successful Bidder within the time period
specified in the bid results in a binding contract without further action by either party. The contract may
not be assigned without written University consent.
e. If agreeable to the awarded vendor, other state institutions of higher education may purchase off the
contract during the same period as the University.
19. Iran Divestment Act. The requirements of Tenn. Code Ann. 12-12-101 et.seq., addressing contracting with
persons with investment activities in Iran, shall be a material provision of this Contract. The Contractor
agrees, under penalty of perjury, that to the best of its knowledge and belief that it is not on the list created
pursuant to Tenn. Code Ann. 12-12-106.
20. Boycott of Israel. The Contractor certifies that is not currently engaged in and will not for the duration of the
contract engage in, a boycott of Israel as defined by Tenn. Code Ann. 12-4-127. This provision shall not
apply to contracts with a total value of less than two hundred fifty thousand dollars ($250,000) or to
contractors with less than ten (10) employees.
______________________________________
Signature
______________________________________
Printed Name
______________________________________
Company Name
______________________________________
Date
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RFP 26011 ETSU April 9, 2026
RFQ 26011 RESPONSE SHEET
Note: MUST use attached Cost Sheet for pricing. Provide at least three qualified projects with
contact references.
Have you included the following in your bid response?
Proof of Liability Insurance ___
Proof of Business License ___
RFQ on outside of bid response envelope ___
Attached vendor application completed ___
1. Bid was arrived at independently without collusion, consultation, communication, or agreement as to
any matter relating to such prices with any other proposers or with any competitor, except permitted
subcontractors and proposer team members.
Yes _______ No ________
2. This bid complies with all the terms and conditions, requirements and specifications of the RFQ, all
Attachments, all Amendments and Addenda thereto.
Yes _______ No _______
If No, Explain in detail in an attachment to this response.
3. Addendum(s) received (if applicable):
a. Addendum 1 ___ c. Addendum 3 ___
b. Addendum 2 ___ d. Addendum 4 ___
Supplier Name: _____________________________________________
Official Business Address: _____________________________________
_____________________________________
Federal Employment Identification Number: _______________________
Authorized Signature: ________________________________________
Name, Printed or Typed: ______________________________________
Title: ___________________________ Date: _____________________
Telephone No.: __________________ Fax No.: ____________________
Email Address: _______________________________
(Note: Bid must have an original signature or will be rejected.)
East Tennessee State University is an EEO/AA/Title IX/Section 504/ADA employer
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