THE UNIVERSITY OF LOUISIANA AT MONROE 5/14/2012 Date and Tim e by Which
Notice To Vendors Monroe, Louisiana Quotation Must be Returned
REQUEST FOR QUOTATION 06/12/12 @02:00 PM
This Is Not An Order. Central Tim e
It Is Merely AUXILIARY ADMINISTRATION TO THE VENDOR:
A Request For Prices To be returned on or before date specified above to:
Name and Address of Vendor (Firm or Individual) Complete Below Before Returning THE UNIVERSITY OF LOUISIANA AT MONROE
COENEN HALL ROOM #140, 4014 LASALLE STREET
MONROE, LOUISIANA 71209-2250
N O T E : T H E UN IV E R S IT Y R E S E R V E T H E R IG H T T O
A C C E P T O R R E J E C T A N Y O R A LL B ID S , A N D WA IV E
IN F O R M A LIT IE S
THIS BID IS DUE IN PURCHASING OFFICE
AS STATED ABOVE
PURCHASE REQUISITION NO. REQ R0002693 Bid #50006-042 P. O. No. LATE BIDS NOT ACCEPTED
INSTRUCTIONS TO BIDDERS:
1. READ THE ENTIRE BID, INCLUDING ALL TERMS AND CONDITIONS AND SPECIFICATIONS.
2. ALL BID PRICES MUST BE TYPED OR WRITTEN IN INK. ANY CORRECTIONS, ERASURES OR OTHER FORMS OF ALTERATION TO UNIT
PRICES SHOULD BE INITIALED BY THE BIDDER.
3. THIS BID IS TO BE MANUALLY SIGNED IN BLUE INK.
4. BID PRICES SHALL INCLUDE DELIVERY OF ALL ITEMS F.O.B. DESTINATION OR AS OTHERWISE PROVIDED. BIDS CONTAINING
"PAYMENT IN ADVANCE" OR "C.O.D." REQUIREMENTS MAY BE REJECTED. PAYMENT IS TO BE MADE WITHIN 30 DAYS AFTER RECEIPT
OF PROPERLY EXECUTED INVOICE OR DELIVERY, WHICHEVER IS LATER.
5. BIDS SUBMITTED ARE SUBJECT TO PROVISIONS OF THE LAWS OF THE STATE OF LOUISIANA INCLUDING BUT NOT LIMITED TO L.R.S.
39:1551-1736; PURCHASING RULES AND REGULATIONS; EXECUTIVE ORDERS; STANDARD TERMS AND CONDITIONS; SPECIAL
CONDITIONS; AND SPECIFICATIONS LIST IN THIS SOLICITATION.
6. BIDS $25,000 OR LESS MAY BE FAXED TO 318/342-5218 OR MAILED OR DELIVERED TO THE PURCHASING DEPARTMENT, COENEN
HALL, ROOM #140, 4014 LASALLE STREET, MONROE LA 71209.
7. TO ASSURE CONSIDERATION OF YOUR BID, ALL BIDS AND ADDENDA SHOULD BE RETURNED WITH THE BID OPENING DATE AND THE BID
NUMBER CLEARLY MARKED.
8. BIDS OR QUOTATIONS MAY BE CONSIDERED FOR ALL OR PART OF TOTAL QUANTITIES.
9. NOTE: A COMPLETE RECORD OF ALL BIDS IS KEPT ON FILE IN THE PURCHASING DEPARTMENT SUBJECT TO THE INSPECTIONS OF
ANY CITIZEN. EVERY COURTESY WILL BE AFFORDED ANY CITIZEN WHO IS INTERESTED IN INVESTIGATING FOR ANY PURPOSE THE
RECORD OF STATE PURCHASES. COPIES OF EVALUATION CAN BE FAXED TO YOU ONLY AFTER RECEIPT OF WRITTEN
REQUEST. PLEASE DO NOT CALL
10. IMPORTANT: BY SIGNING THE BID, THE BIDDER CERTIFIES COMPLIANCE WITH ALL INSTRUCTIONS TO BIDDERS, TERMS,
CONDITIONS AND SPECIFICATIONS, AND FURTHER CERTIFIES THAT THIS BID IS MADE WITHOUT COLLUSION OR FRAUD. THIS BID IS
TO BE MANUALLY SIGNED IN INK BY A PERSON AUTHORIZED TO BIND THE VENDOR. ALL BID INFORMATION SHALL BE MADE WITH
INK OR TYPEWRITTEN.
For questions regarding this bid, please contact ROSE JOSEPH at 318/342-5210.
TO THE VENDOR: TO BE COMPLETED BY VENDOR
Name of Vendor
(Firm or Individual)
Terms Are Net 30 Days Telephone #
RFQ Form 012400 Revised AUGUST 2011
“ADVERTISEMENT FOR BIDS”
Sealed bids will be opened and publicly read by the Purchasing Department of The University of
Louisiana at Monroe, Purchasing Department, Coenen Hall Room #140, 700 University Avenue Monroe,
Louisiana 71209, at 2 PM on Tuesday, June 12, 2012 for the following:
Bid #50006-019 – ID Supplies
Bid #50006-042 – Automated Food Vending Machines (except soft drinks)
Bid #50006-130 – Printing of Chacahoula
Vendor inquiries must be reduced to writing and submitted to the Director of Purchasing via personal
delivery, USPS, email or other approved method no later than 5 PM on Monday, June 4, 2012.
Bids must be returned to the Purchasing Office in sealed envelopes. Bids must be submitted on the forms
enclosed herewith, and in strict conformity with the intent of same without modifications. Bids must be
signed in ink, dated, and title of person signing bid must be shown on bid.
Complete bidding documents may be obtained from the Director of Purchasing, The University of
Louisiana at Monroe, Monroe, Louisiana, 71209-2250, via fax request at 318/ 342-5218 or State of
Louisiana LaPac site: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp. Use Bid #50006-019, Bid
#50006-042, or Bid #50006-130 respectively.
No bid may be withdrawn for a period of thirty (30) days after receipt of bids.
The Owner reserves the right to reject any and all bids and to waive any informalities incidental thereto.
The University of Louisiana at Monroe adheres to the equal opportunity provisions of federal civil rights
laws and regulations.”
BID # 50006-042 THE UNIVERSITY OF LOUISIANA AT MONROE
Due: June 12, 2012 PURCHASING DEPARTMENT
@ 2PM, CST 700 UNIVERSITY AVE., MONROE, LA 71209-2250
PHONE 318/342-5205; FAX 318/342-5218
1. PLEASE SUBMIT YOUR QUOTE ON THE FOLLOWING ITEMS. ALL ITEMS ARE AS SPECIFIED OR
APPROVED EQUAL. THE BRAND NAME GIVEN IS TO ESTABLISH THE QUALITY DESIRED AND
DOES NOT EXCLUDE OTHER BRANDS.
2. IF BIDDING OTHER THAN SPECIFIED, SUFFICIENT INFORMATION SHOULD BE ENCLOSED WITH
THE BID IN ORDER TO DETERMINE QUALITY, SUITABILITY, AND COMPLIANCE WITH THE
3. IT IS THE BIDDER’S RESPONSIBILITY TO CHECK FOR ANY POSSIBLE ADDENDA THAT MAY BE
ISSUED. ULM IS NOT RESPONSIBLE FOR A BIDDER’S FAILURE TO ENSURE ANY ADDENDA
DOCUMENTS REQUIRED TO COMPLETE AN INVITATION TO BID.
4. FAILURE TO COMPLY WITH THIS REQUEST MAY ELIMINATE YOUR BID FROM CONSIDERATION.
5. ANY ADDITIONS, DELETIONS, OR VARIATIONS FROM THE SPECIFICATIONS SHOULD BE NOTED IN
6. ANY INTERPRETATION OF THE DOCUMENTS WILL BE MADE BY ADDENDUM ONLY, ISSUED BY
THE PURCHASING DEPARTMENT. YOU MAY FAX QUESTIONS TO THE PURCHASING
DEPARTMENT AT 318/342-5218.
7. ANY CLAIMS OR CONTROVERSIES ASSOCIATED WITH THE CONTRACT ISSUED AS A RESULT OF
THIS SOLICITATION WILL BE RESOLVED IN ACCORDANCE WITH THE LOUISIANA PROCUREMENT
CODE R.S. 39:1673.
8. ALL LINE ITEMS BID MUST HAVE A BRAND SPECIFIED.
9. BID PERFORMANCE BOND REQUIRED OF SUCCESSFUL BIDDER.
10. ALL SHIPPING AND HANDLING CHARGES MUST BE INCLUDED IN UNIT BID QUOTE PRICE.
11. PLEASE STATE ESTIMATED DELIVERY TIME AFTER RECEIPT OF ORDER: _____________
12. ALL INQUIRIES MUST BE REDUCED TO WRITING AND SENT TO THE PURCHASING DEPARTMENT.
INQUIRIES MAY BE PROVIDED BY MAIL, FAX, EMAIL, HAND DELIVERY, ETC. ANSWERS TO ALL
INQUIRIES WILL BE PROVIDED BY THE PURCHASING DEPARTMENT UPON WRITTEN REQUEST.
INSTRUCTION TO BIDDERS
ARTICLE 1 DEFINITIONS
1.1 The Bidding Documents include the following:
1. Instructions to Bidders
2. Supplementary (and amended General) Conditions.
3. Special Conditions
4. Technical Specifications
5. Proposal Response Form
1.2 Addenda are written or graphic instruments issued prior to the execution of the Contract which modify or interpret the bidding documents, including
Drawings and Specifications, by additions, deletions, clarifications, or corrections.
ARTICLE 2 BIDDER’S REPRESENTATION
2.1 Each bidder by submitting a bid represents that s/he has read and understands the bidding documents.
ARTICLE 3 BIDDING PROCEDURES
3.1 Bids must be prepared on the forms provided by the Owner and submitted in accordance with the Instructions to Bidders.
3.2 A bid will be considered invalid if not deposited at the designated location prior to the time and date for receipt of bids indicated in the advertisement or
invitation to bid, or prior to any extension thereof issued to the bidders.
3.3 Unless otherwise provided in any supplement to these Instructions to Bidders, no bidder shall modify, withdraw, or cancel his bid or any part thereof for
thirty days after the receipt of bids. However, written request (letter or telegram for the withdrawal of a bid or any part thereof will be granted if the
request is received prior to the specified time of opening. Formals bids, amendments thereto or request for withdrawal of bids or any part thereof
received after time specified for bid opening will not be considered whether delayed in the mail or for any other cause whatsoever.
3.4 Bids are to be sealed and will be received until the time specified and at the place specified in the advertisement for bids. It shall be the specific
responsibility of the Bidders to deliver sealed bids to The University of Louisiana at Monroe at the appointed place and prior to the announced time for
the opening of bids. Late delivery of a bid for any reason including late delivery by the United State Mail shall disqualify the bid.
3.5 Prior to the receipt of bids, Addenda, if any, will be mailed or delivered (hard copy or email) to each person or firm recorded by the Owner as having
received the bidding documents and will be available for inspection wherever the bidding documents are kept available for that purpose. Addenda
issued after receipt of bids will be mailed or delivered only to the sealed bidder.
3.7 Any interpretation, correction or change of the Bidding Documents will be made by Addendum. Interpretations, corrections or changes of the Bidding
Documents made in any other manner will not be binding, and bidders shall not rely upon such interpretations, corrections, and changes.
3.8 If bidding other than as specified, as indication must be made on the bid form, stating manufacturer’s name, and model number(s) being submitted for
bid. Detailed specifications, drawings, pictures, brochures, diagrams or any other literature or information necessary to determine the equality of the bid
response must be included with the bid form.
ARTICLE 4 EXAMINATION OF BIDDING DOCUMENTS
4.1 Each bidder shall examine the bidding documents carefully and, not later than seven days prior to the date for receipt of bids, shall make written request
to the Owner for interpretation or correction for any ambiguity, inconsistency or error therein which he may discover. Any interpretation or correction
will be issued as an Addendum by the Owner. Only a written interpretation or correction by Addendum shall be binding. No bidder shall rely upon any
interpretation or correction given by any other method.
ARTICLE 5 SUBSTITUTIONS
5.1 Each bidder represents that his bid is based upon the materials and equipment described in the bidding documents.
5.2 MANUFACTURER’S NUMBERS OR TRADE NAMES: Where a manufacturer’s product is named or specified, it is understood that “or equal” shall
apply, whether stated or not. Such name and number is meant to establish the standard of quality desired and does not restrict bidders to the specific
brand, make, manufacturer, or specification named; and are set forth and convey to prospective bidders the general style, type, character, and quality of
product desired; and that equal products will be acceptable. The University of Louisiana at Monroe shall be sole judge as to whether or not the material
is equal to that specified.
ARTICLE 6 REJECTION OF BIDS
6.1 The bidder acknowledges the right of the Owner to reject any or all bids and to waive an informality or irregularity in any bid received. In addition, the
bidder recognizes the right of the Owner to reject a bid if the bidder failed to furnish any required bid security, or to submit the data required by the
bidding documents, or if the bid is in any way incomplete or irregular.
7.1 AWARDS: Awards may not be made to any person, firm or company in default of any contract. Said person, firm, or company shall be considered non-
responsible bidders and may be reinstated and awards made to them only after they have given evidence of good faith and have satisfactorily completed
7.2 PUBLICIZING AWARDS: Written notice of award shall be sent to the successful bidder. In procurement over $25,000, each unsuccessful bidder shall
be notified of the award provided that he/she submitted with his/her bid a self-addressed envelope requesting this information. Notice of awards will be
made a part of the procurement file.
7.3 RIGHT TO PROTEST: Any person who is aggrieved in connection with the solicitation or awards of a contract shall protest to the Director of
Purchasing. Protests with respect to a solicitation shall be submitted in writing at least two days prior to the opening of bids on all matters except
housing of state agencies, their personnel, operations, equipment, or activities pursuant to R.S. 39:1643 for which such protest shall be submitted at least
ten days prior to the opening of bids. Protests with respect to the award of a contract shall be submitted in writing within fourteen days after contract
7.4 AUTHORITY TO RESOLVE PROTESTS: Prior to the commencement of an action in court concerning any controversy, the Director of Purchasing or
his designee shall have the authority, to resolve the protest of any aggrieved person concerning the solicitation or award of a contract. This authority
shall be exercised in accordance with regulations.
STANDARD OF QUALITY
1.1 Where catalog numbers and/or manufacturer’s names are referred to in the specifications, they are used for the purpose of
conveying to the prospective bidders the type and design of equipment, or supplies desired; but it shall be understood that
bidders may submit on other makes in lieu of that mentioned, providing such other item is similar in design and equal in
quality. It is not expected that the terms of all manufacturers shall conform exactly to every detail and dimension
mentioned in the specifications; but the essential features of the items mentioned shall be provided in the items to be
1.2 The University of Louisiana at Monroe adheres to the equal opportunity provisions of federal civil rights laws and
DELIVERY OF BIDS
Sealed bids will be accepted in the office of the Director of Purchasing in the as listed above, at the University of
Louisiana at Monroe until Tuesday, June 12, 2012 at 2:00 PM Central Time. Bid must be returned to the Purchasing
Office. Bids must be submitted on the form enclosed herewith, and in strict conformity with the intent of same
without modification. Bids must be signed in ink, dated, and title of person signing bid must be shown on bid.
Bid prices shall be binding for a minimum of thirty (30) calendar days. However, if the lowest responsive bidder is
willing to extend his/her price firm in excess of 30 days, the bid may be awarded to this bidder after this period has
Bid prices, unless otherwise specified, shall be net, including transportation and handling charges fully prepaid by
vendor (FOB Destination) to The University of Louisiana at Monroe, Monroe, Louisiana. Cash discounts will be
considered and time will be counted from date of delivery at The University of Louisiana at Monroe or from the date
correct invoice is received from contractor, if latter date is later than date of delivery. A cash discount for less than 30
days will not be considered in making an award. All bids must be firm prices, free of any escalator clauses.
All bids must cover the furnishing of all materials, labor, tools, and services necessary to execute the particularly
designated contract work, in full conformity with specifications.
UNIT PRICE AND TOTAL PRICE REQUIRED
Any bid on any item should include a unit price and a total price for all items specified. If there is any discrepancy
between the unit price written in the bid and total price extension, the unit price will be considered as binding and the
total price will be adjusted accordingly.
ADDENDA MODIFYING INVITATION FOR BIDS
Addenda modifying invitation for bids will be not issued within a period of three working days prior to the advertised
time for the opening of bids, excluding Saturday, Sundays, and any other legal holiday. If the necessity arises to issue
an addendum modifying an invitation for bid within the three working day period prior to the advertised time for the
opening of bids, then the opening of bids will be extended exactly one week. Addenda shall be sent to all prospective
bidders known to have received an invitation to bid.
Tie bids are responsive bids from responsible bidders that are identical in price and which meet all requirements set
forth in the Invitation for Bids.
A. Resident Business Preference
In State contracts awarded by competitive sealed bidding, resident businesses shall be preferred to nonresident
where there is a tie bid and where there will be no sacrifice or loss of quality.
B. Resident Business Owners are authorized to do and doing business under the laws of this state which either.
1. Maintains its principal place in business in the state; or
2. Employs a minimum of two employees who are residents of this state.
ACCEPTANCE OF PROPOSAL
Only the issuance of a purchase order constitutes acceptance on the part of the University. The University of
Louisiana at Monroe adheres to the equal opportunity provisions of federal civil rights laws and regulations.
Failure of a contractor to deliver within the time specified, or failure to make replacements of rejected articles, shall
permit the University of Louisiana at Monroe to purchase in the open market articles of a comparable grade to take the
place of those rejected or not delivered. On all such purchases the contractor shall reimburse the University of
Louisiana at Monroe for any expense incurred in excess of contract prices. Such purchases will be deducted from
The bidder shall agree to repair and/or replace any items of equipment which develop defects, at no cost to the owner,
for a period of one year from date of acceptance of work under this contract, and he shall service all equipment
requiring servicing during this period of time.
INCREASE OR DECREASE IN QUANTITIES
The right is reserved to increase or decrease the quantities of any item or items, shown in the bid by ten (10%) percent.
We invite your bid on furnishing AUTOMATED SNACK VENDING MACHINES (except soft drinks)
for the period July 1, 2012 through June 30, 2013. Please be advised this is a blanket bid and the unit
prices quoted are to remain firm for this period.
The quantities indicated are the approximate number which will be required during this period; however,
no specific quantities are guaranteed.
Based upon mutual agreement between the University of Louisiana at Monroe and the successful bidder,
this contract may be extended for two (2) additional twelve (12) month periods at the same price and
terms. Both parties must agree to any extension and the decision will be made at each interval. These
renewals are contingent upon funding by the Louisiana State Legislature.
The University may at its option cancel the contract upon thirty (30) days written notice.
Any additions, deletions, or variations from the specifications should be noted in writing per item. Any
interpretation of the documents will be made by addendum only, issued by the Purchasing Department.
You may fax questions to the Purchasing Department at 318-342-5218.
UNIVERSITY OF LOUISIANA AT MONROE
MONROE, LA 71209
INVITATION TO BID
The University of Louisiana at Monroe, hereafter referred to as “the University,” desires to enter into an exclusive
Automated Snack Vending Contract (excluding soft drinks) with a vendor, hereafter referred to as
“Contractor,” to furnish and maintain snack vending machines (excluding soft drinks and related products) on its
II. GENERAL SPECIFICATIONS
Terms: The contract shall be for a period of one year beginning July 1, 2012 and continue to June 30, 2013. At the
option of the University and with acceptance by the Contractor, this contract may be extended for two (2) additional
twelve (12) month periods under the same prices, terms, and conditions. The University reserves the right to cancel
this contract with thirty (30) days written notice.
Compensation to the University: Under the current contract, compensation to the University is based on the
greater of 22.5% of gross receipts (total revenue less refunds and taxes) or an Annual Guarantee of $22,500.00
(payable in equal monthly installments of $1,875.00). Utility reimbursement is included in the annual guarantee or
commission payment. The Contractor shall pay applicable federal, state, and municipal taxes and permits. A
schedule of these taxes will be submitted monthly with the sales and commission statement to support paid
commissions/guarantee to the University’s Office of Auxiliary Enterprise Administration. Preference will be given
to Contractor willing to provide additional financial incentives to the University including, but not limited to: gratis
products and scholarships.
Vending prices, minimum portions, and product specifications:
All vending prices, portions, quantity and product specifications will be comparable to vended items within the
local market area immediately proximate to the University and must be approved in advance by the University in
writing. All items vended are to be limited to those enjoying national acceptances and name recognition. Snack
items shall include candy, nuts, gum, mints, cookies, chips, crackers and pastries. All perishable items shall be
packaged, coded and replaced with fresh products on regular inventory rotation schedules mutually agreed to by the
University and Contractor. Prices for all items shall be prominently posted and maintained. Approval for vended
items will be subject to the University’s current contracts. All changes in products, prices, portions, and
specifications must be submitted to the Executive Director of Auxiliary Enterprise Administration in writing for
approval prior to implementation. Healthy and health-conscious selections shall be given prominent, eye-level
locations. The University reserves the right to reject any product considered in its judgment not to enjoy national
acceptance or brand name recognition. A list of products, their respective brand names, quantity/portion size and
corresponding prices should be attached to the Bid Proposal Form. All prices must be firm and free of escalator
Equipment: The Contractor shall provide and maintain a minimum of thirty (30) vending machines for the
University campus. All vending machine makes and models must be approved by the University prior to
installation. The University requires all equipment to be in like-new operating condition, similar design, sturdy and
equipped with electronic coin/bill changer mechanisms, compatible for CSGold card readers, credit card acceptors
and electronic non-reset item sale totalizers capable of providing digital display of both volume vended and vended
sales. Equipment may be new or refurbished but should be energy-efficient rated. Equipment shall not be older
than second-generation models. Models rebuilt and reconditioned prior to installation must come with warranty.
Where space is available, the Contractor must use showcase type machines, which offer a minimum of twenty (20)
or more selections. The University shall designate when machines in service shall be rebuilt, reconditioned, or
replaced. Vending machines shall be the same height and compatible in terms of appearance and University-owned
building interior and exterior décor, especially when two or more machines are placed in the same location. The
University’s written approval must be retained before machines are placed at mutually agreed locations. Equipment
must be installed in unified banks with necessary spacers, headings, paneling, and decorations provided at
Where necessary, the University shall bring utilities to the equipment and the Contractor shall be responsible for
paying the cost of connecting the equipment to the provided utility source. Other installation costs, such as minor
cosmetic repair shall be borne by the Contractor. No piggy-backing is allowed: all equipment must have its own
dedicated electronic wiring and communications networking. The Contractor will be required to provide the
University with a written plan of preventive maintenance in addition to a yearly replacement plan for worn,
damaged, or malfunctioning parts and equipment, which will be instituted and carried out by the Contractor
throughout the term of the contract.
In the event equipment is non-operational or out of product: The Contractor shall provide equipment
maintenance and repair 24 hours a day, seven days a week. Equipment that cannot be returned to full service within
72 hours of notification shall be replaced with comparable equipment of like quality until original equipment is
returned to service. Communication procedures and channels shall be established by mutual agreement within 30-
days of award. Auxiliary Enterprise Administration’s contact information shall be prominently displayed on each
machine using stickers preferably printed at the University’s Graphic Services.
Location of Machines: The University will work with the Contractor to identify initial machine placement
locations. The University has the exclusive right to designate where machines are placed and the number of
machines at each location. Requests for placement, movement, or relocation of machines from any location must be
submitted in writing for University approval to ensure accurate and updated records in the Office of Auxiliary
Enterprise Administration. (Where sales volume does not justify a machine location based on at least two months
operation, the University may agree that machines may be removed from certain locations.)
For accurate placement records, Initial and subsequent equipment shall be identified by (1) equipment
manufacturer, (2) serial number, (3) asset or outlet number, (4) building, (5) room location, (6) beginning meter
reading, and (7) non-reset totalizer reading for the permanent working files of the University.
Special Vending Requirements: The University is continually working to enhance and upgrade its Warhawk
Express Program to provide its campus community with a user-friendly, sophisticated, state of the art transaction
processing system. The Contractor will be initially required to install and retrofit at least ten (10) machines with
CSGold-compatible card readers for use with the University’s Warhawk Express Program. The Contractor shall
install and retrofit at least one (1) additional machine per calendar year with a CSGold-compatible reader for use
with the University’s Warhawk Express Program. Installation and implementation shall be based on machines with
history of highest sales in prominent locations, and will be mutually agreed upon. (All card readers must be CAT5
network-based; Building controllers are being phased out) The Contractor shall defray all costs of CSGold-
compatible card readers including the device, shipping, installation, networking, and cabling fees.
The University’s CBORD Account Manager, Mr. Phil Parrish, may be contacted at (662) 233-5700 or
pdp@CBORD.com for information or questions regarding CS Gold compatible card readers’ compatibility, pricing,
and maintenance. The Contractor will be fully responsible for the costs associated with commissioning and
maintaining this requirement. The Contractor shall provide personnel knowledgeable of CBORD debit card
acceptor maintenance, operation and use compatible with the University’s Warhawk Express Program.
The Contractor will be initially required to install and retrofit at least five (5) machines with debit/credit card
readers. The Contractor shall install and retrofit at least one (1) additional machine per calendar year with a
debit/credit card reader. Installation and implementation shall be based on machines with history of highest sales in
prominent locations, and will be mutually agreed upon. The accounting for debit/credit card transactions will be
determined and agreed upon by the Contractor and the University prior to installation. The Contractor shall defray
all costs of debit/credit card readers including the device, shipping, installation, networking, and cabling fees.
Operations and Service: Machines shall be operated and maintained during the entire year by a mutually agreed
upon service schedule detailing weekly visits and buildings. Service personnel shall check in at the Office of
Auxiliary Enterprise Administration before and after each service visit for contractor identification cards and
University verification of routine service. For the protection of both the University and Contractor, a University
employee may accompany service personnel and route drivers on their rounds.
The Contractor’s service visits shall be conducted within normal University business operating hours: Monday
through Thursday from 7:30 a.m. to 5 p.m. and Friday from 7:30 a.m. to 11:30 a.m. All service visits outside of
normal University business operating hours, on official holidays, and on other recognized University dates of
closure shall require a mutually agreed upon service schedule. If specific locations require more frequent service
than provided by the agreed upon schedule to maintain adequate service, inventory and freshness, the Contractor
shall make arrangements to provide such service. Some equipment, product and refunds may require immediate
attention and service and the Contractor is expected to make best efforts to accommodate any such service request.
In addition to the operating instructions, the Contractor shall provide for each machine, information to consumers
notifying where they may report machine and/or coin/bill acceptor malfunctions, product quality/out of date product
issues and where refund requests can be made. The Contractor shall consider using ULM’s Graphic Services for
The Contractor must provide properly uniformed, factory-trained repair personnel and well-qualified, service/route
drivers 24 hours per day, seven days per week for emergencies and non-emergencies alike. As necessary, the
Contractor must provide qualified technical personnel to assist with installation and troubleshooting of credit/debit
card and Warhawk Express Program CSGold-compatible readers.
Refunds: Refunding patrons for money lost in the machines shall be the responsibility of the Contractor. The
office of Auxiliary Enterprise Administration shall make refunds on behalf of the Contractor and provide a detailed
accounting of refunds including date, time, machine make, model, asset number, machine location, product in
question, nature of problem and amount lost.
Subcontracting: The Contractor shall not subcontract any part of this contract without advance, written approval
of the University.
Insurance: See Appendix A.
Late Payment Penalty Clause: To the extent possible, contracts between the System institutions and persons or
entities that are required to make payments or reimbursements to the institution shall contain a late penalty clause.
The clause shall state that if a vendor or contractor fails to make any payment that is due within ninety-days of the
due date prescribed by the contract, the vendor shall pay, in addition to the payment, interest on the amount due at
the rate established pursuant to Civil Code Article 2924(B)(1) per year, from the ninety-first day after the due date
prescribed by the contract. This interest rate, stated in writing on the third invoice, shall not exceed 12 percent per
Performance Bond: A $22,500 performance bond will be required for the Contractor resulting. The Performance
and Payment Bond shall be written by a company licensed to do business in Louisiana and who is currently on the
U.S. Department of the Treasury Financial Management Service’s List of Approved Bonding Companies, published
annually in the Federal Register, or by a Louisiana-domiciled insurance company with at least an “A”-rating in the
latest printing of A.M. Best’s Key Rating Guide. Louisiana-domiciled insurance company will be approved to write
individual bonds up to ten percent of policy holders’ surplus as shown in the A.M. Best’s Key Rating Guide or by
an insurance company that is either domiciled in Louisiana owned by Louisiana residents and is licensed to write
surety bonds. The Bond must be received within ten (10) days from the date of notification. If the Bond is not
received within this period of time, The University reserves the right to award to the next acceptable low bidder, or
to reject all bids and re-advertise, whichever is in the best interest of the State of Louisiana.
III. RESONSIBILITIES OF CONTRACTOR
The Contractor shall:
1. Maintain facilities and conduct business in compliance with the State and local laws appertaining
thereto and in conformance with general University business policies and practices;
2. Contract for goods, services, and employment only by the company’s name and will not implicate the
University directly or by inference in these transactions;
3. Have employees conduct themselves in a careful and prudent manner and will, at not time, permit the
University facilities placed at Contractor’s disposal to be used for purposes other than the operation
and service of automated vending machines;
4. Maintain separate and distinct records on each machine and furnish the office of Auxiliary Enterprise
Administration with a detailed accounting report of each machine by the 20th of each month covering
operations for the preceding month for which commissions or quarterly guarantees are paid.
(Receipts collected from equipment will be jointly counted by a method mutually agreed on by the
University and Contractor. Records of the Contractor will be subject to inspection by the University
and/or the Louisiana State Legislative Auditor.)
5. Post prominently on the inside of each vending machine the standard inventory of items and update
when changes are approved.
6. Provide keys to all machines to the Office of Auxiliary Enterprise Administration in order that tests
for accuracy of inventories and commissions can be made at the option of the University. (These
keys will be kept in the office of Auxiliary Enterprise Administration’s secure, immoveable, fireproof
7. Make commission or monthly annual guarantee payments to the office of Auxiliary Enterprise
Administration by the 20th of each month covering the operations of the preceding month. Payment
to the University will include accounting measures indicating the total sales (by number of units and
corresponding price per unit) and the commission paid separately on each machine operated;
8. Be solely responsible for machines, products, as well as machine receipts. The University will in no
way be liable for destruction or theft of the property of the Contractor through vandalism or any other
cause. The University will cooperate to that extent it deems feasible in guarding against such
9. Purchase all licenses necessary to conduct business operations in the State and shall pay local, State,
and federal taxes applicable to the operation of this contract;
10. Upon the termination of the contract the Contractor, remove all equipment and surrender the premises
in the same condition or better as when received. (ordinary wear and use accepted which is
determined by the University)
IV. ADDITIONAL INFORMATION TO VENDORS:
Delivery of Bids: Sealed Proposals will be accepted in the Purchasing Office in Coenen Hall, Room 140, 4140
LaSalle Street (physical address), OR 700 University Avenue (mailing address), Monroe, Louisiana 71209-2250,
until 2:00PM CST, Tuesday, June 12, 2012 as per the included specifications. Proposals must be submitted in a
sealed envelope and include the name and address of the Proposer. Proposals must be submitted using the format
prescribed in Appendix D and in strict conformity with the intent of same without modification. Proposals must be
signed in blue ink, dated and with title of person signing. Each page of the Invitation to Bid must be initialed by the
responsible party submitting the proposal.
Product Specification: A list of products and their respective brand names should be attached to the Proposal
Deadline for Submitting Inquiries: Any and all vendor inquiries must be reduced to writing and submitted to the
Director of Purchasing via personal delivery, U.S.P.S., email (firstname.lastname@example.org), or other approved method not later
than 5 PM, Monday, June 4, 2012.
Late Proposals: Formal Proposals, amendments thereto or request for Withdrawal of Proposals or any part thereof
received after time specified above for Invitation to Bid opening will not be considered, whether delayed by mail,
messenger service, weather or for any other cause whatsoever.
Withdraw of Proposals: A written request (letter or telegram) for the withdrawal of a Proposal or any part thereof
will be granted if the request is received prior to the specified bid opening.
Prices: Prices, unless otherwise specified, must be gross, including transportation and handling charges fully
prepaid by Contractor to The University. Cash discounts will be considered and time will be counted from date of
delivery at The University, or from date correct invoices are received from Contractor, if latter date is later than the
date of delivery. All proposals must be firm prices, free of any escalator clauses. It is understood in all cases that
“or equal” shall apply, whether stated or not. Such name and number is meant to establish the standard of quality
desired and does not restrict proposers to the specific brand, make, manufacturer or specification named; and are set
forth and convey to prospective proposers the general style, type, character, and quality of product desired; and that
equal products will be acceptable. The University shall be sole judge as to whether or not the material is equal to
Delivery Failure: Failure of bidders to deliver within the timeframe specified, or, failure to make replacements of
rejected articles shall permit The University to purchase in the open market articles of comparable grade to take the
place of those rejected or not delivered. On all such purchases the Contractor shall reimburse The University for
any expenses incurred in excess of contract prices. Such purchases will be deducted from contract quantities and
Contractor shall reimburse The University for the full cost of procuring such items inclusive of freight,
transportation and handling charges.
Right to Reject Proposals: The University reserves the right to reject any or all proposals and to waive
Preference: Preference is hereby given to materials, supplies and provisions produced, manufactured or grown in
Louisiana, quality being deemed equal to articles offered by competitors outside the state.
Billings and Orders: Each order may be billed separately on day of delivery or a monthly invoice may be
submitted not later than the first of each month for the preceding month. No other bills or monthly statements are
required. The purchase order number must appear on all invoices, delivery memoranda, bills of lading, packages
and correspondence. All invoices should be marked for the attention of the Office of Auxiliary Enterprises.
Approved Items: In strict accordance with specifications contained herein, please furnish the following approved
food items: nuts, crackers, cookies, chips, candy, pastries, cold food and ice cream. Any beverages, dairy and/or
other select vended items will be subject to University approval.
Terms: A standing order will be prepared for the period of July 1, 2012 through June 30, 2013. Based upon
mutual agreement, this contract may be extended for two (2) additional twelve (12) month periods at the same
prices and terms.
Quantities and Prices: Quantities and prices indicated, while approximate, must be guaranteed. Prices are to
remain firm during this period. Additional orders will be placed on an “as needed” basis.
Cancellation: The University may cancel this contract upon thirty (30) days written notice.
WORKMEN’S COMPENSATION AND EMPLOYER’S LIABILITY INSURANCE: The Contractor
shall, before commencing any work to be conducted under this contract, procure Workmen’s
Compensation and Employer’s Liability insurance with a limit of liability as required by the Labor Code
of the State of Louisiana with an insurance company authorized to write such policies of insurance in the
State of Louisiana. It shall be the further responsibility of the Contractor to require that all subcontractors
have in full force and effect, a policy of Workmen’s Compensation and Employer’s Liability insurance
before proceeding with any of the work required under this contract.
GENERAL LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE:
Commercial General Liability Insurance with a combined single limit of $1,000,000 per occurrence for
bodily injury and property damage. This insurance shall include coverage for bodily injury and property
damage and indicate on the Certificate of Insurance which of the following coverage is not included in the
policy, if any:
1. Premises – Operations;
2. Broad Form Contractual Liability;
3. Products and Completed Operations;
4. Use of Contractors and Subcontractors;
5. Broad Form Property Damage
BUSINESS AUTOMOBILE LIABILTY INSURANCE: Business Automobile Liability Insurance with
a combined single limit of $1,000,000 per occurrence for bodily injury and property damage, unless
otherwise indicated. This insurance shall include for bodily injury and property damage the following
1. Owned vehicles;
2. Hired vehicles;
3. Non-owned vehicles.
The Contractor is to provide the owner with this signed statement of insurance preferably with the
proposal. Otherwise, this statement is to be furnished before any work whatsoever begins at the
University campus. Further, the owner reserves the right to require the contractor to furnish a
certificate(s) of insurance from vendor’s agent(s) at any time before or during progress of the work.
This is to certify that we carry the Workmen’s Compensation and Employer’s Liability Insurance and
General Liability Insurance and Automobile Liability Insurance as outlined above with
Bid Number: #50006-042
Company Name: ________________________________________________
The _________________________________________________ (Contractor) agrees to protect, defend,
indemnify, save and hold harmless the State of Louisiana, all State Departments, Agencies, Boards and
Commissions, its officers, agents, servants and employees, including volunteers, from and against any and
all claims, demands, expense and liability arising out of injury or death to any person or the damage, loss
or destruction of any property which may occur or in any way grow out of any act or omission of
_____________________________________ (Contractor), its agents, servants and employees or any and
all costs, expense and/or attorney fees incurred by
_________________________________________________ (Contractor) as a result of any claim,
demands and/or causes of action except those claims, demands and/or causes of action arising out of the
negligence of the State of Louisiana , all State Departments, Agencies, Boards, Commissions, its agents,
representatives and/or employees.
_______________________________________________ (Contractor) agrees to investigate, handle,
respond to, provide defense for and defend any such claims, demands or suit at its sole expense and agrees
to bear all other costs and expenses related thereto, even if its claim(s) is/are found groundless,
irrespective of fault or fraudulence.
Accepted by ________________________________________________
Date Accepted _________________
Is Certificate of Insurance Attached? _________ Yes ________ No
Bid No. #50006-042 for The University of Louisiana at Monroe
Purpose of Contract: Automated Snack Vending Machines and Service
The undersigned certifies that he or she has carefully examined the specifications, terms, and conditions
contained herein and hereto attached and hereby proposes to furnish said services at the
percentage/guarantee stated below according to same:
Proposed Products/Commissions guaranteed for JULY 1, 2012 to JUNE 30, 2013
The Total “RELATIVE VALUE OF COMMISSION” shall be used as a primary basis to select the
I/We, the undersigned, agree to the greater of a _______% commission rate or minimum annual
guarantee of $_____________________.
Name of Company ________________________________________________
Company Representative ___________________________________________
Title of Company Representative _____________________________________
Signature of Representative _________________________________________
Business Address _________________________________________________
Phone Number(s) _________________________________________________
Fax Number _____________________________________________________
Email Address ___________________________________________________
Website Address _________________________________________________
Proposal Format: A proposing Company must follow the instructions for preparing the proposal in the prescribed
format. For the original proposal, section tabs must be produced using 8.5” x 11” paper, with the responses
following the same order of the Bid. Each question in the Bid should be repeated with the Company response
In addition to point-by-point responses, you may include descriptive literature if you make reference to specific
contents. In reviewing the proposals, university personnel will not search through general literature.
DELIVER PROPOSAL TO:
The University of Louisiana at Monroe
700 University Avenue (mailing address)
4014 LaSalle Street (physical address)
Coenen Hall 140
Monroe, LA 71209
Content: A Provider’s proposal must fully address the following content:
Section 1 - Cover Letter: (One page preferred.) The letter should designate the proposing Company, the
name and address of the representative through whom any negotiations would be conducted, and be signed
and dated by an authorized representative of the Provider.
Section 2 – Table of Contents: (One page preferred.) The table of contents should follow the BID
Section 3 – Company Profile: (Three page maximum preferred.) Please respond to the following sections:
Overview - General overview of the organization, customer service philosophy, and identification
of the primary office that the University will be assigned.
Experience - Describe your company’s direct experience in servicing not-for-profit educational
Relationship Management - Identify the size and scope of your not-for-profit / higher education
unit, offices responsible for the University’s accounts, what each person’s role and responsibilities
will be, and the relevant credentials and experience of each person on the relationship management
team. Please be specific with regards to account relationship elements such as expected account
review frequency and sales/volume reports to be provided to the University.
Section 4 – References: (One page preferred.) Please provide three (3) references that are of similar size
and scope of service utilization as the University. Provide one (1) reference of a former client that is no
longer utilizing your services. Include the following information for each reference:
Contact Name & Title
Name of Customer
Number of Years as Customer
Section 5 – Products, Pricing and Information form
(Please attach a spread sheet detailing each product’s brand name and manufacturer, category (nuts,
crackers, cookies, chips, candy, pastries, cold food, ice cream, other), vending unit size, cost/unit, selling
price/unit, quantity in ounces, cost/ounce, selling price/ounce, and commission / product (selling price/unit
less tax rate times the commission rate of _____% For example 22.5% commission:
PRODUCT COST SELLING
PRODUCT UNIT COST / SELLING
BRAND / PRICE / COMMISION
CATEGORY SIZE IN OUNCE PRICE /
NAME UNIT UNIT (Tax 9.9%)
Candy M&M’s 1.69 OZ $0.65 $0.38 $1.00 $0.59 $0.20
Section 6 – Financial Considerations and Support
While not required, any financial considerations and support for university initiatives may enhance your
overall response and will be factored in to the University’s evaluation.
1. Describe any gift-in-kind products and services your organization would offer as a part of this
2. Describe any financial support your organization would be willing to offer towards the University’s
Foundation, Athletic Program, marketing support, etc.
3. Describe any current financial relationships your organization has with the University and how
these would be impacted by this proposal selection.
Section 7 – General Business
1. Describe how your organization intends to manage the transition from the current status to your
processes, if selected. Describe any requirements of the University during this process.
2. Describe your timeline for the above transition plan.
3. Do you anticipate any challenges association with the transition plan?
4. Provide your organization’s most recent 10K and annual report. If this information is available
online, a link to the relevant reports will suffice.
5. Provide your organization’s bond rating (Moody’s, Standard & Poors and/or Fitch), if applicable.
List any current corporate and class-action lawsuits in which your organization is named a
6. Provide a breakdown of your sales by segment (e.g. government, higher education, corporate,
consumer). What was your organizations sales growth and payroll (headcount) growth for the past
7. Does your organization foresee any difficulties in the future related to core operations, future
8. List your organizations primary competitors as well as the competitive advantages you hold over
Section 8 – Submittal Information
Please complete and sign Appendix A, B, and C to be included as Section 8 of your proposal
THREE YEAR SALES / COMMISSION HISTORY
No payments will be made by The University of Louisiana at Monroe until the following vendor
information is provided. This information will also be utilized by ULM’s Controller’s Office for
preparation of IRS Form 1099. If a Joint Venture contract, the Federal Employer Identification Number
for the Joint Venture will have to be supplied for compliance with IRS requirements. Return to the
Purchasing Department – Fax: 318-342-5218.
TELEPHONE NUMBER INCLUDING AREA CODE: _________________________________
FAX NUMBER INCLUDING AREA CODE: _________________________________
EMAIL ADDRESS: _________________________________
LOUISIANA SALES TAX NUMBER: _________________________________
SOCIAL SECURITY NUMBER OR FEDERAL EMPLOYER IDENTIFICATION NUMBER:
SSN:_____________________________ TAX ID:_________________________________
COMPLETED FORM W-9 (REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION CONTACT PERSON: _____________________________________________
INCORPORATED: ______YES ______NO
PLEASE PROVIDE NAME AND ADDRESS BELOW:
THE UNIVERSITY OF LOUISIANA AT MONROE
INFORMATION FOR BIDDERS AND STANDARD CONDITIONS
1. GENERAL INFORMATION
a. Address all inquiries and correspondence to the buyer at the phone and address as shown on cover page.
b. Bids will be accepted in the Office of the Director of Purchasing, Purchasing Department, Coenen Hall, Room 1-140, 700 University
Avenue, Monroe, LA 71209-2250, until time and date as stated on cover page. Physical address for hand delivery is Coenen Hall 140,
4014 LaSalle Street, Monroe LA 71209.
c. Formal bids, amendments thereto or requests for withdrawal of bids or any part thereof received after time specified for bid opening will
not be considered, whether delayed in the mail or for any other cause whatsoever.
2. BID FORMS
a. All written bids, unless otherwise provided for, must be submitted on, and in accordance with, forms provided, properly signed. Bids in
the following manner will not be accepted:
i. Bid contains no signature indicating intent to be bound;
ii. Bid filled out in pencil; and
iii. Bid not submitted on the university’s standard forms.
b. Bids must be received at the address specified in the solicitation prior to bid opening date and time in order to be considered.
Telegraphic and Fax alterations to bids received before bid opening time will be considered provided formal bid and written alteration
have been received and time-stamped before bid opening time. Entire bid should be returned, except item pages not bid.
3. STANDARDS OF QUALITY
a. Any product or service bid, shall conform to all applicable federal and state laws and regulations and the specifications contained in the
solicitation, unless otherwise specified in the solicitation, and manufacturer’s name, trade name, brand name, or catalog number used in
the specification is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to
limit or restrict competition. Bidder must specify the brand and model number of the product offered in his bid. Bids not specifying
brand and model number shall be considered as offering the exact products specified in the solicitation.
b. Unless specifically called for in the solicitation, all products for purchase must be new, never previously used, and the current model
and/or packaging and of best quality as measured by acceptable standards of the trade, and any defects in any product may cause its
rejection. No remanufactured, demonstrator, used or irregular product will be considered for purchase unless otherwise specified in the
solicitation, where applicable, all products are to be covered by standard factory warranty unless otherwise specified by the University.
c. Bidders proposing an equivalent brand or model should submit with the bid information (such as illustrations, descriptive literature, and
technical data) sufficient for the buyer to evaluate quality, suitability, and compliance with the specifications in the solicitation. Failure
to submit descriptive information may cause bid to be rejected. Any change made to manufacturer’s published specifications submitted
for a product shall be verifiable by the manufacturer. If item(s) bid do not fully comply with specifications (including brand and/or
product number), bidder must state in what respect item(s) deviate. Failure to note exceptions on the bid form will not relieve the
successful bidder(s) from supplying the actual products requested.
4. BID OPENING
Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be given at the bid opening or
during the evaluation process. Bids may be examined within 72 hours after bid opening. Information pertaining to completed files may be
secured by visiting the purchasing office of The University of Louisiana at Monroe. Bid tabulations may be secured only after written request.
5. REJECTION OF BIDS
Bids from bidders who have a documented history of providing substandard products and/or services will be rejected and returned unopened to
a. Unless otherwise stated, award will be made to the lowest, responsible bidder, taking into consideration the quality of the products to be
supplied and their conformity with the specifications.
b. The university reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all bids and waive any
c. Preference is hereby given to materials, supplies, and provisions, produced, manufactured, or grown in Louisiana, quality being equal to
articles offered by competitors outside of the state.
d. Only the issuance of a purchase order constitutes acceptance on the part of the University. The University of Louisiana at Monroe
adheres to the equal opportunity provisions of federal civil rights laws and regulations.
a. Unless otherwise specified by the university in the solicitation, bid prices must be complete, including transportation prepaid by bidder to
destination and firm for acceptance for a minimum of 30 days. If accepted, prices must be firm for the contractual period. Bids other
than F.O.B. Destination may be rejected. Prices should be quoted in the unit (each, box, case, etc.) as specified in the solicitation.
Failure to do so may result in your bid being rejected.
b. The University will not aid in the unloading of any freight, nor be responsible for any additional freight charges. Charges for extra
freight labor needed for unloading bulky or heavy items as defined under National Motor Freight Regulations must be included in bid
i. Non-Installed Merchandise. If you are the successful bidder, you are to make notation on freight bills and bills-of-lading
that shipper guarantees charges to protect University against contingency of additional freight charges. Should extra charges
be necessary, they will be charged back to the shipper.
ii. Instruct the shipper to include on bills-of-lading and freight bills our Purchase Order Number and our company name as first
or second vendor. We are more concerned from whom we purchased the merchandise than from whom the merchandise was
shipped. If freight is unidentifiable, the University will be forced to refuse shipment.
iii. Installed Merchandise. All merchandise bid upon “installed” means that you are to deliver, be on hand to receive
merchandise when it reaches our premises, uncrate or unpack, assemble and set in place ready for operation, and remove
debris from site.
iv. The only exception to this statement will be those of instances where installed merchandise comes onto the Campus and is of
a nature that the freight line can handle the items involved without the aid of University personnel. In these instances we will
allow the freight line to unload the merchandise at the proper site, and will then notify the proper vendor that the merchandise
is on hand and ready for installation.
v. The shipment is to be consigned to your establishment in care of THE UNIVERSITY OF LOUISIANA AT MONROE with
notation on bills-of lading for the freight carrier to contact you, the vendor, before delivery. The University will take no part
in the delivery of this merchandise except as noted above.
vi. Should for any reason merchandise of a nature requiring additional unloading labor be delivered to our Campus without the
vendor being here to receive the freight, the University will refuse to receive the freight and ask the freight line to contact the
vendor to arrange for proper delivery. The University will not be responsible for re-delivery charges.
c. Cash discounts will be considered and time will be counted for date of delivery at the University of Louisiana at Monroe or from date
correct invoice is received from contractor, if latter date is later than date of delivery. A cash discount for less than 30 days will not be
considered in making an award.
d. All bids must be firm prices, free of any escalator clauses.
8. NEW PRODUCTS
Unless specifically called for in the solicitation, all products for purchase must be new, never previously used, and the current model and/or
packaging. No remanufactured, demonstrator, used or irregular product will be considered for purchase unless otherwise specified in the
solicitation. The manufacturer’s standard warranty will apply unless otherwise specified in the solicitation.
Bids may be rejected if the delivery time indicated is longer than that specified in the solicitation.
Vendor is responsible for including all applicable taxes in the bid price. The University of Louisiana at Monroe, a state agency, is exempt from
all state and local sales and use taxes.
After receipt and acceptance of order and receipt of valid invoice, payment will be made by the University of Louisiana at Monroe within
thirty (30) days. Payment will be made at the respective unit prices shown on the bid, less any percentages off list price, less Federal excise
tax, less cash discount earned.
12. CONTRACT CANCELLATION
The University of Louisiana at Monroe has the right to cancel any contract, in accordance with Purchasing Rules and Regulations, for cause,
including but not limited to, the following: (1) Failure to deliver within the time specified in the contract; (2) Failure of the product or service
to meet specifications, conform to sample quality or to be delivered in good condition; (3) Misrepresentation by the contractor; (4) Fraud,
collusion, conspiracy or other unlawful means of obtaining any contract with the state; (5) conflict of contract provisions with constitutional or
statutory provisions of state or federal law; (6) any other breach of contract.
13. DEFAULT OF CONTRACTOR
Failure of a contractor to deliver within the time specified, or failure to make replacements of rejected articles, shall permit the University to
purchase in the open market articles of comparable grade to take the place of those rejected or not delivered. On all such purchases the
contractor shall reimburse the University for any expense incurred in excess of contract prices. Such purchases will be deducted from contract
14. CONTRACT RENEWALS
Upon agreement of the University of Louisiana at Monroe and the Contractor, a term contract may be extended for two (2) additional twelve
(12) month periods at the same prices, terms and conditions. In such cases, the total contract term cannot exceed thirty-six (36) months.
15. ORDER OF PRIORITY
a. In the event there is a conflict between the Instructions to bidders or Standard Conditions and the Special Conditions, the Special
Conditions shall govern.
b. Any interpretation of the documents will be made by Addendum only, issued by the purchasing department, and a copy of such
addendum will be mailed or faxed to each person receiving a set of the bid documents. The University will not be responsible for any
other explanation of the documents.
16. APPLICABLE LAW
All contracts shall be construed in accordance with and governed by the Laws of the State of Louisiana.
17. COMPLIANCE WITH CIVIL RIGHT LAWS
By submitting and signing this bid, bidder agrees to abide by the requirements of the following as applicable: Title VI and VII of the Civil
Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, Federal Rehabilitation Act of 1973, as
amended, the Veteran’s Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Act of 1975, and
bidder agrees to abide by the requirements of the Americans with Disabilities Act of 1990. Bidder agrees not to discriminate in its
employment practices, and will render services under any contract entered into as a result of this solicitation without regard to race, color,
religion, sex, sexual orientation, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination committed by
bidder, or failure to comply with these statutory obligations when applicable, shall be grounds for termination of any contract entered into as a
result of this solicitation.
18. SPECIAL ACCOMMODATION
Any “Qualified individual with a Disability” as defined by the American with Disabilities Act who has submitted a bid and desires to attend
the bid opening, must notify this office in writing not later than seven days prior to the bid opening date of their need for special
accommodations. If the request cannot be reasonably provided, the individual will be informed prior to the bid opening.
Contractor agrees, upon receipt of written notice of a claim or action, to defend the claim or action, or take other appropriate measure, to
indemnify, and hold harmless, the state, its officers, its agents and its employees from and against all claims and actions for bodily injury,
death or property damages caused by the fault of the contractor, its officers, its agents, or its employees. Contractor is obligated to indemnify
only to the extent of the fault of the contractor, its officers, its agents, or its employees. However, the contractor shall have no obligation as set
forth above with respect to any claim or action from bodily injury, death or property damages arising out of the fault of the state, its officers,
its agents or its employees.
20. SIGNATURE AUTHORITY
ATTENTION: .R.S. 39:1594(C)(4) requires evidence of authority to sign and submit bids to the State of Louisiana. You must indicate which
of the following apply to the signer of this bid.
PLEASE CIRCLE ONE:
1. The signer of the bid is either a Corporate Officer who is listed on the most current annual report on file with the Secretary of State or a
member of a partnership or partnership in Commendam as reflected in the most current Partnership Records on file with the Secretary of
State. A copy of the Annual Report or Partnership Record must be submitted to this office before contract award.
2. The signer of the bid is a representative of the Bidder Authorized to submit this bid as evidenced by documents such as, Corporate
Resolution, Certification as to Corporate Principal, etc. If this applies, a copy of the Resolution, Certification, or other supportive
documents must be attached hereto.
3. The bidder has filed with the Secretary of State an Affidavit or Resolution or other acknowledged/authentic document indicating that the
signer is authorized to submit bids for public contracts. A copy of the applicable document must be submitted to this office before
21. In accordance with the provisions of R.S. 39:2182, in awarding contracts after August 15, 2010, any public entity is authorized to reject a
proposal or bid from, or not award the contract to, a business in which any individual with an ownership interest of five percent or more, has
been convicted of, or has entered a plea of guilty of “nolo contendere” to any state felony or equivalent federal felony crime committed in the
solicitation or execution of a contract or bid awarded under laws governing public contracts under the provisions of Chapter 10 of Title 38 of
the Louisiana Revised Statutes of 1950, Professional, Personal, Consulting, and Social Services procurement under the provisions of Chapter
16 of Title 39, or the Louisiana Procurement Code under the provisions of Chapter 17 of Title 39.
22. CERTIFICATION OF NO SUSPENSION OR DEBARMENT.
By signing and submitting any bid for $25,000 or more, the bidder certifies that their company, any subcontractors, or principals are not
suspended or debarred by the General Services Administration (GSA), in accordance with the requirements in OMB Circular A-133.
A list of parties who have been suspended or debarred can be viewed via the internet at http://www.EPLS.gov.
23. FEDERAL CLAUSES, IF APPLICABLE
ANTI-KICKBACK CLAUSE- The contractor hereby agrees to adhere to the mandate dictated by the Copeland “Anti-Kickback” Act which
provides that each contractor or subgrantee shall be prohibited from inducing, by any means, any person employed in the completion of work,
to give up any part of the compensation to which he is otherwise entitled.
CLEAN AIR ACT- The contractor hereby agrees to adhere to the provisions which require compliance with all applicable standards, orders or
requirements issued under Section 306 of the Clean Air Act which prohibits the use under non-exempt Federal Contracts, Grants or Loans of
Facilities included on the EPA list of Violating Facilities.
ENERGY POLICY AND CONSERVATION ACT- The contractor hereby recognizes the mandatory standards and policies relating to energy
efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (P.L.
CLEAN WATER ACT- The contractor hereby agrees to adhere to the provisions which require compliance with all applicable standards,
orders or requirements issued under Section 508 of the Clean Water Act which prohibits the use under non-exempt Federal Contracts, Grants
or Loans of Facilities included on the EPA list of Violating Facilities.
ANTI-LOBBYING AND DEBARMENT ACT- The contractor will be expected to comply with Federal Statues required in the Anti-Lobbying
Act and the Debarment Act.