SECTION 10 – PURPOSE, OVERVIEW & SCHEDULE

10.1 Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307. Kentucky State University is seeking one (1) qualified Vendor to provide audio/visual equipment and installation and maintenance services to Kentucky State University.

A contract, based on this RFP, may or may not be awarded. Any contract awarded from this RFP is invalid until approved and executed by Kentucky State University and approved by the Kentucky State Board of Regents, if applicable.

10.2 Access to Solicitation, RFP and Addenda

The University invites each prospective vendor to have full and complete information on which to base a proposal response. Only information presented or referred to in this RFP and any additional written information that is supplied by the Kentucky State University Buyer shall be used by vendors in preparing the response. The solicitation, addenda, and attachments shall be posted to the Kentucky State University Web site at: https://kysu.edu/administration-governance/finance-business/purchasing/.

10.3 RFP Terminology

For the purpose of this RFP, the following terms may be used interchangeably:

  • Proposer, Offeror, Contractor, Provider, or Vendor
  • Buyer, Purchaser, or Contract Officer
  • RFP, Solicitation, or Procurement
  • Bid, Proposal, or Offer
  • Kentucky State University, KSU, UNIVERSITY

For the purpose of this RFP, the following terms are defined:

  • “Fiscal Year” shall be defined as the twelve (12) calendar months beginning July 1 of each year and ending on June 30 of the following year.
  • Academic Year is defined as the nine (9) calendar months beginning mid-August of each year and ending mid-May of the following year.
  • Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement.

10.4 Restrictions on Communications

The Kentucky State University Buyer named on the Cover Sheet of this RFP shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail, or fax), concerning this procurement shall be addressed to the Buyer.

The University shall reserve the right to disqualify the vendors' proposal response if the communication restriction clause is violated.

10.5 Written Questions Regarding this RFP

Vendors are encouraged to submit written questions pursuant to Section 10.7 of this RFP. Should a vendor object to any of Kentucky State University's standard terms and