An AV equipment solicitation with strict pass/fail criteria, mandatory authorized-reseller requirements and 90+ competing firms. AppsGenii decoded it clause-by-clause, audited compliance, benchmarked pricing and delivered a submission-ready package to a U.S. prime — under NDA, in 72 hours.
RFQ Q1971 carried strict pass/fail criteria, mandatory authorized-reseller requirements and disqualification language for incomplete forms. One missing field, one wrong part number or one omitted email address was enough to invalidate an otherwise competitive bid — regardless of price.
AppsGenii applied its SLED intelligence methodology: clause-by-clause analysis, a 22-point compliance audit, competitive pricing benchmarking against national government resellers, a full risk register and a dual-recipient submission protocol — all under NDA.
The U.S. prime received a fully submission-ready package: SOW decode, compliance checklist, benchmarked pricing structure, risk register, cover-email draft and pre-send go/no-go checklist — eliminating every identified disqualification risk before a single document was signed.
Exact manufacturer part numbers are mandatory. A single incorrect character on any line constitutes a non-responsive bid.
| Qty | Brand | Part number | Description | Award risk |
|---|---|---|---|---|
| 1 | ScreenBeam | SBWD1100PADMIN3Y | 1100 Plus Wireless Video/Audio extender — mandatory 3-year Admin Tools subscription, bundled at quote | Standard |
| 5 | Extron | 60-1493-21 | DXP 44 HD 4K Plus — 4×4 HDMI matrix switcher, 4K/60Hz, primary AV distribution | High value |
| 2 | Extron | 42-255-01 | VLM 3001 Pendant VoiceLift mic — US/CAN version explicitly mandatory | Standard |
| 2 | Extron | 26-660-02 | VoiceLift adapter — companion to the VLM 3001 | Standard |
| 6 | Extron | 60-1773-53 | DTP3 R 301 HDMI — 4K/60Hz HDBaseT receiver, rated to 330 ft | High value |
| 6 | Extron | 60-1773-52 | DTP3 T 301 HDMI — 4K/60Hz HDBaseT transmitter, rated to 330 ft | High value |
High-value lines (60-1493-21, 60-1773-53, 60-1773-52) carry the majority of contract value and were priced aggressively at line level for the split-award scenario.
No weighted scoring matrix is published. Based on clause analysis and the college’s procurement posture, we mapped the decision hierarchy.
| # | Evaluation factor | Type | Decision intelligence |
|---|---|---|---|
| 1 | Authorized reseller + spec compliance | Pass/Fail | Hard gate. Non-responsive regardless of price — manufacturer authorization must be confirmed in writing before submission. |
| 2 | Price — per line + grand total + shipping | Primary | The primary award driver. Awarded by individual item — a competitor cheaper on Items 2, 5 or 6 wins those lines in a split-award even at a higher grand total. |
| 3 | Delivery ARO — FOB Warren, MI | Evaluated | Shorter ARO improves selection head-to-head. Late delivery activates a 10% liquidated-damages clause per item. |
| 4 | Both forms completed & signed | Pass/Fail | Price sheet and contact form are both mandatory; signature must bind the company to the quoted price. |
| 5 | Payment terms on contact form | Pass/Fail | Explicitly required — omission may disqualify. This is where bids have historically been lost at this college. |
| 6 | Dual-email submission | Mandatory | Both recipients in a single email’s To: field — not two separate emails — with read receipt requested. |
Every part number cross-checked against live Extron and ScreenBeam catalogs — active-production status, US/CAN variant and mandatory subscription bundling all verified within 48 hours of deadline.
All nine RFQ conditions mapped to specific submission actions with pass/fail determinations — payment terms, ARO and dual-email protocol all verified.
Price-sheet structure built and benchmarked against CDW Government, World Wide Technology and GovConnection education tiers, with line-level pricing for high-value items.
Cover-email draft with correct subject line and dual recipients, file-naming convention, document assembly order and a 22-item pre-send checklist.
Six award factors ranked by real decision weight, with split-award risk mapped at each high-value line.
Twelve risks identified with likelihood, impact and a named mitigation per item — every disqualification risk closed out.
We don’t just read a solicitation — we decode it. Five phases, every requirement explicit.
Send us the solicitation — compliance audit and pricing benchmark under NDA, no obligation.