Project Information

Bid Title

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

Issuing Agency

University of Central Florida

Location

Florida

Published Date

May 11, 2026

Closing Date

May 21, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Solicitation	Contact	Notes	Open Bid Dater
ITB 2025-13MCA – Multimedia Equipment FY27 * Addendum I * Revised Bid Sheet	Brian Sargent	Questions are due May 1, 2026 by 5:00 PM EST Due date is May 21, 2026 by 3:00 PM EST Bid Opening Brian Sargent is inviting you to a scheduled Zoom meeting on May 21, 2026 at 3:00 PM EST Join Zoom Meeting https://ucf.zoom.us/j/91670619513?pwd=aqQ8gmTVwL1hpoXbhzw4FbXpSQcfHn.1 Meeting ID: 916 7061 9513 Passcode: 440387 --- One tap mobile +13052241968,,91670619513# US +13126266799,,91670619513# US (Chicago	05/21/2026

Attachment Preview

SUBMIT BID TO:

Via Bonfire Web Portal

UNIVERSITY OF CENTRAL FLORIDA

www.procurement.ucf.edu

https://ucfprocurement.bonfirehub.com/opportunities/232840

Your submission must be uploaded, submitted, and finalized

prior to the closing time on 5/21/206 at 3:00PM. We strongly

recommend that you give yourself sufficient time and at least

ONE (1) day before the closing time to begin the uploading

process and to finalize your submission. See Attachment 3 for

submittal instructions.

University of Central Florida

INVITATION TO BID

Commodities

Acknowledgment Form

Page 1 of 26 Pages

BIDS WILL BE OPENED: May 21, 2026 at 3:00PM

and may not be withdrawn within 120 days after such date and time.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

ITB NO. 2025-13MCSA

SUPPLIER NAME

SUPPLIER MAILING ADDRESS

REASON FOR NO BID:

CITY - STATE - ZIP CODE

AREA CODE TELEPHONE NUMBER

FAX:

EMAIL:

POSTING OF BID TABULATIONS

Bid tabulations with intended award(s) will be posted

for review by interested parties on the Procurement

Services solicitation webpage and will remain posted

for a period of 72 hours. 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.

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

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.

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

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

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.

_______________________________________

AUTHORIZED SIGNATURE

_______________________________________

AUTHORIZED NAME (TYPED/PRINTED)

_______________________________________

TITLE

_______________________________________

CONTACT NUMBER

3. BID OPENING: The bid opening shall be public, on the date, time, and

location specified on the bid form. It is the bidder’s responsibility to assure

that the bid is delivered at the proper time and place of the bid opening. Bids

which for any reason are not so delivered will not be considered. Offers by

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,

Payables & Procurement or designee in accordance with established

procedures.

NOTE: Bid tabulations will be posted on the Procurement Services

solicitation webpage.

4. PRICES, TERMS AND PAYMENT: Firm prices should be bid and

include all services/commodities rendered to the purchaser.

(a) TAXES: The State of Florida is a tax-immune sovereign and exempt

from the payment of all sales, use and excise taxes.

(b) DISCOUNTS: Cash discount for prompt payment shall not be

considered in determining the lowest net cost for bid evaluation purposes.

(c) MISTAKES: Bidders are expected to examine the conditions, scope of

work, bid prices, extensions, and all instructions pertaining to the services

involved. Failure to do so will be at the bidder’s risk. In case of a mistake in

extensions, the unit price will govern.

(d) INVOICING AND PAYMENT: All Suppliers must have on file a properly

executed W-9 form with their Federal Employer Identification Number prior

to payment processing.

Suppliers shall submit properly certified original invoices to:

kNEXT

3544 Perseus Loop #160975

Orlando, Florida 32816

Invoices for payment shall be submitted in sufficient detail for a proper pre-

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

reference the applicable contract and/or purchase order numbers. Invoices

for any travel expenses shall be submitted in accordance with the State of

Florida travel rates at or below those specified in Section 112.061, Florida

Statutes and applicable UCF policies.

Final payment shall not be made until after the contract is complete unless

the University has agreed otherwise.

Interest Penalties: Supplier interest penalty payment requests will be

reviewed by the UCF vendor ombudsman, whose decision will be final.

Vendor Ombudsman: A vendor ombudsman position has been established

within the UCF Division of Finance. It is the duty of this individual to act as

an advocate for Suppliers who may be experiencing problems in obtaining

timely payments(s) from the University of Central Florida. The vendor

ombudsman can be contacted at (407) 882-1082 or by mail at the address

in paragraph 4(d) above.

The ombudsman shall review the circumstances surrounding non-payment

to determine if an interest payment is due and the amount of the payment

and shall ensure timely processing and submission of the payment request

in accordance with University policy.

5. CONFLICT OF INTEREST: Submission of this Invitation to Bid (ITB) shall

certify that the Bidder is aware of the requirements of Chapter 112, Florida

Statutes and in compliance with the requirements of Chapter 112, Florida

Statutes and other laws and regulations concerning conflicts of interest in

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

University unless a current Conflict of Interest (Report of Outside

Activity/Employment) form has been completed, executed by such director

or officer, and approved in accordance with applicable University policies or

rules. Violation of this section by the Bidder shall be grounds for rejection of

the bid or cancellation of any contract or purchase order resulting from this

ITB, without penalty to the University of Central Florida. No person or firm

who receives a contract to perform a feasibility study for potential

implementation of a subsequent contract, participates in the drafting of a

competitive solicitation, assists in design, or develops a program for future

implementation shall be eligible to contract with the University of Central

Florida for any project dealing with that specific subject matter. Bidders must

disclose with their bids any such conflict of interest dealing with that specific

subject matter in accordance with Chapter 255, Florida Statutes.

6. AWARDS: At the sole discretion of the University of Central Florida, the

right is reserved to reject any and all bids or waive any minor irregularity or

technicality in bids received. Bidders are cautioned to make no assumptions

unless their bid has been evaluated as being responsive. Product substitutions

may be submitted for evaluation of equivalency unless specifically indicated

otherwise. Bidders shall have the burden of proof of equivalency.

The Board of Trustees may not request documentation of or consider a vendor’s

social, political, or ideological interests when determining if the vendor is a

responsible vendor. Additionally, the Board of Trustees may not give

preference to a vendor based on vendor’s social, political, or ideological

interests.

7. GOVERNMENTAL RESTRICTIONS: In the event any governmental

restrictions may be imposed which would necessitate alteration of the material

quality of the services offered on this bid or performance of the items offered

on this bid prior to their completion, it shall be the responsibility of the

successful bidder to notify the purchaser at once, indicating in writing the

specific regulation which requires an alteration. The University of Central

Florida reserves the right to accept any such alteration, including any price

adjustments occasioned thereby, or to cancel the contract at no expense to the

University.

8. LEGAL REQUIREMENTS: Applicable provisions of all federal, state,

county and local laws, and of all ordinances, rules and regulations shall govern

the development, submittal and evaluation of all bids received in response

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

Central Florida, by and through its officers, employees and authorized

representatives, or any other person, natural or otherwise. Lack of knowledge

by any bidders shall not constitute a cognizable defense against the legal effect

thereof.

9. ADVERTISING: In submitting a bid, the Bidder agrees not to use the

results therefrom as a part of any commercial advertising. The Bidder may not

use the names, logos, or trademarks of the University, its employees, or

affiliates without the prior written consent of the University.

10. ASSIGNMENT: Any contract or purchase order issued pursuant to this

Invitation to Bid and the monies which may become due thereunder are not

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

right or obligation of the Bidder pursuant to any contract or purchase order

resulting from this Invitation to Bid without prior written consent of the

University. If the Bidder is, or during the term of this Invitation to Bid or during

the term of any contract or purchase order resulting from this ITB, becomes an

individual on the payroll of the State of Florida, the Bidder represents that he or

she has complied with all applicable provisions of the Florida Statutes and

Florida Administrative Code regarding outside or dual employment and

compensation.

11. FACILITIES: The University reserves the right to inspect the Bidder’s

facilities at any time with prior notice.

12. PUBLIC RECORDS: Any contract or purchase order issued pursuant to

this Invitation to Bid may be canceled unilaterally by the University for refusal

by the Bidder to allow public access to all papers, documents, letters or other

material subject to the provisions of Chapter 119, Florida Statutes, and made

or received by the Bidder in conjunction herewith or any contract or purchase

order issued pursuant to this Invitation to Bid.

13. RECORDS: The Bidder agrees to keep and maintain separate and

independent records, in accordance with generally accepted accounting

principles, devoted exclusively to its obligations and activities pursuant to a

contract or purchase order issued pursuant to this Invitation to Bid. Such records

(including books, ledgers, journals, and accounts) shall contain all entries

reflecting the business operations under a contract or purchase order issued

pursuant to this Invitation to Bid. The University or its authorized agent shall

have the right to audit and inspect such records from time to time during the

term of a contract or purchase order issued pursuant to this Invitation to Bid,

upon reasonable notice to the Bidder.

14. METHOD OF ORDERING: Orders shall be processed only upon receipt of

an authorized purchase order issued by University of Central Florida or

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.

Orders shall be promptly filled and delivered. Any item or items received that do

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.

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.