INVITATION TO BID
Southern University at New Orleans
6400 Press Drive
New Orleans, LA 70126
Director of Purchasing
An Invitation to Bid:
“REMOVAL OF LIBRARY CONTENTS”
MANDATORY PRE-BID MEETING-DOORS WILL CLOSE AT 10:00 A.M.
1. The entire bid package, which includes the instructions and bid forms are the ONLY acceptable
document considered responsive to the Invitation to Bid. Return the entire bid package in a SEALED
envelope with the OFFICAL NOTICE FORMAL BID ENVELOPE attached to the front.
2. Any bids received after bid closing date and time, shall be returned unopened as non-responsive to the
3. The University cannot accept bids by telephone, e-mail, fax or telegraphic services. Alterations may
be made to bids RECEIVED IN THIS OFFICE, PRIOR TO THE BID OPENING DATE.
4. All addenda must be acknowledged in the space provided on the bid forms. Failure to do so may result
in a non-responsive bid.
5. Any bid received and found to be non-concurrent to all ITB requirements will be considered non-
6. All pages in the bid documents must be initialed and returned by the perspective bidder.
MANDATORY PRE-BID MEETING-DOORS WILL CLOSE AT 10:00 A.M.
SOUTHERN UNIVERSITY AT NEW ORLEANS
6400 PRESS DRIVE
NEW ORLEANS, LA. 70126
(504) 286-5020 FAX (504) 284-5440
RFP #3093 or furnishing...................................................................................................................
REMOVAL OF CONTENTS FROM LIBRARY, SOUTHERN UNIVERSITY AT NEW ORLEANS.
Bids will be received up to 10:00 A.M. JUNE 23, 2011 by the purchasing Department of Southern University at
New Orleans, 6400 Press Drive, New Orleans, Louisiana 70126 Administration Bldg. 3rd Floor Conference
Room #306. Bids will not be received after this hour. At the same hour of the same day, they will publicly be
opened and read aloud by the Purchasing Department.
Any bid submitted in the amount of [twenty-five thousand dollars ($25,000)] or more, the contractor shall
certify that he is licensed under (R.S. 37:2150-2164) and show his license number on the bid envelope.
BID OF: ___ ____________________________________________________________________
TO: PURCHASING DEPARTMENT
SOUTHERN UNIVERSITY AT NEW ORLEANS
6400 PRESS DRIVE
NEW ORLEANS, LA. 70126
SIGNATURE AUTHORITY: In accordance with L.R.S. 39:1594 (ACT 121), the person signing the bid must be:
1. A current corporate officer, partnership member or other individual specifically authorized to submit a
bid as reflected in the appropriate records on file with the Secretary of State; or
2. An individual authorized to bind the vendor as reflected by an accompanying corporate resolution,
certificate or affidavit; or
3. An individual listed on the State of Louisiana Bidder’s Application as authorized to execute bids.
4. By signing the bid, the bidder certifies compliance with the above.
The undersigned certifies that he has (or they have) carefully examined the instructions to bidders, the general
conditions, and specification hereto attached and made part thereof, and agree to comply with such instructions,
conditions, and specifications. The undersigned proposed to furnish any and all items hereto attached, upon
which process is requested and at prices as stated for each items.
Signature of Bidder Date
PLEASE INDICATE REMITTANCE ADDRESS BELOW IF DIFFERENT
FROM BID ADDRESS!!!!
Telephone Number Fax Telephone Number Toll Free Telephone
VENDOR COPY VENDOR COPY
The ___________________________________ 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 ____________________
_______________, its agents, servants, and employees, or any and all costs, expense and/or Attorney
fees incurred by ________________________________ as a result of any claim, demands, and/or causes.
of action except of 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. _______________________________ agrees to investigate, handle, respond to, provide defense
for and defend any such claims, demand, or suit at its sole expense and agrees to bear all other costs and
expenses related thereto, even if it (claims, etc.) is groundless, false or fraudulent.
Accepted by _______________________________
Is Certificate of Insurance Attached? _______Yes _______ NO
Contract No. ______________________For ____________________________________________________
Propose of contract: ________________________________________________________________________
Return Completed to CERTIFICATE OF INSURANCE Only this Certificate of
Attn: Marilyn Manuel TO Insurance from will be
Director of Purchasing STATE OF LOUISIANA accepted.
Insured Address COMPANIES AFFORDING COVERAGE
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/RESTRICTIONS/SPECIALITEMS.
CO POLICIES LIMITS POLICY POLICY
LTR AND INSURERS BODILY INJURY NUMBER PERIOD
Worker’s Compensation Statutory
Employer’s Liability _______________(Each Accident)
_______________(Disease – Policy Limit)
_______________(Disease – Each Employee)
(Name of Insurer)
“Claims-Made”_______ “Occurrence” ________
Commercial General Liability Each Occurrence Each Occurrence
(Name of Insurer) Or
Combined Single Limit $_______________________
Best’s Rating____________ Aggregate $_________________________________
Business Auto Policy Each Person
Liability Coverage Symbol Each Accident $__________________
(Name of Insurer) Combined Single Limit $_______________________
Umbrella Liability “Claims-Made”_______ “Occurrence” ________
Self-Insured Retention $________________________
(Name of Insurer)
EXHIBIT B - CONTINUED
The following coverage or conditions are effect YES NO
The Agency, its officials, and employees are named on all liability policies described above as insured as respects: (a) activities
performed for the Agency by or on behalf of the named insured, (b) products and completed operations of the Names Insured, and
(c) premises, owned, leased or used by the Names Insured.
The undersigned will mail to the Agency 30 days, written notice of cancellation or reduction of coverage or limits.
ISO form CG2404-waiver of Subrogation for the State of Louisiana (or equivalent form)?
ISO form CG2010-Additional Insured – State of Louisiana (or equivalent form)?
ISO form CG2503-Amendment Aggregate Limits of Insurance Per Project (or equivalent form)?
ISO form WC0003-waiver of Subrogation for the State of Louisiana (or equivalent form)?
Owner’s and contractor’s Protective Liability Insurance – Endorsement bearing the State of Louisiana as an additional insured.
Coverage afforded the, Agency its officials, employees and volunteers as Additional Insurers applies as primary and not excess or
contributing to any insurance issued in the name of the Agency.
This certificate is issued as a matter of information. This certificate is not an insurance policy and does not
amend, extend or alter the coverage afforded by the policies listed herein. Notwithstanding any requirement,
term or condition of any contract or other document with respect to which this certificate of insurance may be
issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms,
exclusions of such policies.
Agency Insurance Company
Address Home Office
Name of Person to be Contacted Authorized Signature Date
__________________________________________ Note: Authorized signatures may be
Telephone Number the agent’s if agent has placed insurance
through an agency agreement with the
insurer. If insurance is broken, authorized
signature must be that of official of insurer.
FORM OF PROPOSAL
Southern University at New Orleans
This bid is made this ______ day of __________, 2011
For REMOVAL OF CONTENTS FROM LIBRARY AT SOUTHERN UNIVERSITY at NEW ORLEANS 6400 PRESS DRIVE,
NEW ORLEANS, LOUISIANA 70126
I/we do hereby declare that I/we have carefully examined the specifications, visited the work site and that
I/we have a clear understanding of said documents and do propose to perform all of the work as stated in
the General specifications for the sum indicated below:
BASE BID: _____________________________________________________________________($_____________)
Alternant Bid 1: _________________________________________________________________($_____________)
Alternant Bid 2: _________________________________________________________________($_____________)
Alternant Bid 3: _________________________________________________________________($_____________)
Alternant Bid 4: _________________________________________________________________($_____________)
Affidavit: I/We agree that, I/we will execute an affidavit in accordance with ACT NO. 38 enacted by the 1965 Louisiana
Acknowledge addendum: No. 1 _______ Date
No. 2 _______ Date
No. 3 _______ Date
No. 4 _______ Date
No. 5 _______ Date
FIRM NAME: ___________________________________________________________
City, State, Zip Code: _____________________________________________________
By: _______________________________ Title: ___________________________
_______________________________ Date: _______________
(PRINTED OR TYPED)
FAX NO. ( ) ________________ TELEPNONE NO. ( ) __________________
LICENSE NO. : ______________________
INVITATION TO BID# 3094
ISSUING AGENCY: Southern University at New Orleans, Purchasing Department
6400 Press Drive, New Orleans, LA 70126
Administration Building #313, (504) 286-5020 Ph
INVITATION TO BID Marilyn Manuel, Director of Purchasing
COORDINATIORS: Administration Building, Rm. #311
INVITATION TO BID RELEASE DATE: May 24, 2011
PRE-BID CONFERENCE June 9, 2011
& WALK THROUGH: Time: 10:00 A. M. CST - DOOR CLOSE
Attendance is MANDATORY for all bidders who are interested in submitting an
INVITATION TO BID. Bidders shall assemble in the Administration Bldg. 3rd
Floor Conference Room #306. Sign in at meeting is required. Failure to attend the
mandatory pre-bid conference shall cause rejection of the bid.
OPENING BID DATE: June 23, 2011
OPENING BID TIME: 10:00 AM, CST
OPENING BID LOCATION: Southern University at New Orleans Main Campus
Administration Bldg. 3rd Floor Conference Room #306,
6400 Press Drive, New Orleans, LA
SEALED BIDS MAY BE RECEIVED UP TO 4:00PM – June 22, 2011 IN THE PURCHASING
DEPARTMENT-ADMINISTRATION BUILDING #311 OR DELIVERED TO THE CONFERENCE
ROOM #306 ADMIN. BLDG. 3RD FLOOR UP TO 10:00 AM CST- JUNE 23, 2011
OPENING BID CONFERENCE-DOORS WILL CLOSE AT 10:00 A.M-CST- WITH NO
TABLE OF CONTENTS
INSTRUCTIONS Page 2
EXHIBIT B CERTIFICATE AGREEMENT Page 4
EXHIBIT B CERTIFICATE OF INSURANCE Page 5
FORM OF PROPOSAL Page 7
INVITATION TO BID & INSTRUCTIONS Page 8
TABLE OF CONTENT Page 9
INTRODUCTION Page 10
SECTION I: BID FORM Page 11
SECTION II: INSTRUCTION TO BIDDERS Page 12-21
SECTION III: TERMS AND CONDITIONS Page 22-31
SECTION VI: INSURANCE REQUIREMENTS Page 32-35
SUPPLEMENTS I - II
INSURANCE AND INDEMNIFICATION
SECTION V: TAX-PERFORMANCE-BILLING Page 36-37
SECTION VI: OTHER INFORMATION Page 37
SECTION VII: SPECIFICATION Page 38-41
OPENING BID CONFERENCE-DOORS WILL CLOSE AT 10:00 A.M. -CST- WITH NO
A unique, open community of learners connecting neighborhoods to the world, Southern University at New Orleans
(SUNO) began with an historic mission of excellence and dedication to the achievement of boundless possibilities.
Act 28 of the Extraordinary Session of the Louisiana Legislature of September 4, 1956, which was signed by
Governor Earl K. Long two days later, designated this new branch of Southern University and Agricultural and
Mechanical College, Baton Rouge, as a commuter college to serve the greater New Orleans area.
In August, 1959, Dr. Emmett W. Bashful, having completed his first year as Professor of Political Science on the
Baton Rouge campus, was presented to the Louisiana State Board of Education as Dean of the projected New
Orleans campus. On September 21, 1959, Southern University at New Orleans opened it doors with 150 freshman
students, a faculty of 15 and a staff of 13. Fifteen courses were offered through four academic divisions, which
constituted the majors that were available: Humanities, Science, Social Science and Commerce. The University
earned the right to continue on the course it was charting at the end of its fourth year of operation. On May 28,
1963, Bachelor of Arts and science degrees were conferred upon fifteen students.
Over the years, several events occurred that affected the direction of the University. On November 8, 1960, the
Louisiana Legislature adopted Amendment 26. This act prescribed that Southern University at New Orleans shall
remain a perpetual branch unit/extension of Southern University and Agricultural and Mechanical College, Baton
Rouge, thereby precluding any impending status of autonomy for SUNO. In January, 1964, Virginia Cox Welch, a
white high school teacher filed a lawsuit in federal court against the Louisiana State Board of Education which
challenged SUNO’s mission and resulted in Civil Action No. 15217 - opening the university to all individuals
regardless of race or color. In 1975, by virtue of Article 8, Section 7 of the Louisiana Constitution of 1974, SUNO
was designated as one of three campuses of the Southern University System having parity with the other campuses.
In the 80s, higher education in the State of Louisiana operated under a Consent Decree, a court order handed down
by federal judges as an out-of-court settlement between the State and the Justice Department over the issue of
desegregation. However, the Consent Decree failed to end racial discrimination in higher education in Louisiana.
On November 14, 1994, with Civil Action 80-3300, the United States and the State of Louisiana, Governor of
Louisiana, Louisiana Board of Regents, Boards of Supervisors for Louisiana State University and Agricultural and
Mechanical College and Southern University Agricultural and Mechanical College and the Board of Trustees for
State Colleges and Universities agreed to a Desegregation Settlement.
Throughout its history, Southern University at New Orleans has had remarkable growth and development and a
culture all its own. Accepting the challenge, Southern University at New Orleans provides a total educational
experience for the full spectrum of potential college students and services the needs of a diverse group of students.
SECTION I: BID FORM
To: Southern University at New Orleans- Purchasing Department- BID DATE: _______
New Orleans, Louisiana BID TIME: _______
Contract Site: Southern University at New Orleans, 6400 Press Drive, New Orleans,
Contract Terms: See Period of Performance:
Addenda: I/We do hereby acknowledge receipt of the following addenda (if any):
Number___ Date_____ Number_______ Date_____ Number______ Date_____
Bid Bond ----- 10% OF BID
Payment and Performance Bond ----- 100% of contract price
Each bidder shall be required to complete all blanks hereinafter on this page and all
consecutive pages with applicable information not vague or indirect statements. Failure to
do so will result in rejection of the bid without further consideration.
Insurance Coverage: Insurance coverage requirements will be in accordance with the
section relating to Insurance Requirements, Insurance and Indemnification and Insurance
Requirement for Lessees (Auto Risks)
Initials on the Bid Form shall be construed as acceptance of the INVITATION TO BID in
Note: If bidding for a corporation, the person signing the bid shall provide and attach to
the bid proposal form(s), a formal dated Board of Directors Resolution authorizing the
bidder to sign on behalf of the corporation.
AUTHORIZED OFFICER: _____________________________________________________
(Signature)(Print or type name)
SECTION II: INSTRUCTIONS TO BIDDERS
This Invitation to Bid (ITB) sets forth the requirements and specifications of Southern
University at New Orleans (SUNO) Lesser. The contents of this bid and the bidder response
shall become contractual obligations if a contract ensues. All contracts shall be governed by the
laws of the State of Louisiana.
BID PROPOSAL FORMAT
All bids shall be submitted on the bid form provided in this (ITB). The bid form must be
properly signed in ink by an officer of the bidding entity authorized to sign the bid. In case of
any discrepancies between words and figures form, the word form shall prevail. Any
alterations of the bid form or foreign conditions attached thereto may cause rejection of the
bid. Any bid received after bid closing date/time will be returned unopened.
The Bidder must submit the following with their bid:
Provide References of completed work performed within the last five (5) years.
References shall include name of company, address, phone number and person(s) of
Contractor’s Louisiana State License number must be stated on the outside of the bid
envelope. Contractors must be licensed to perform “SCOPE OF WORK”
incorporated in the Invitation to Bid.
A listing of all anticipated subcontractors and equipment suppliers are required.
The name of the bonding agency for Payment of Performance Bonds and
insurance coverage must also be submitted.
NOTE: Bonding agency MUST be on the U. S. Treasury List of approved
OPENING BID CONFERENCE-DOORS WILL CLOSE AT 10:A.M.-CST- WITH
INTERPREATION OR CORRECTION OF CONTRACT DOCUMENTS/BID
Bidders shall promptly notify the engineer and or SUNO Purchasing Department of any
ambiguity, inconsistency or error which they may discover upon examination of the
Contract Documents and or Bid Documents.
Bidders requiring clarification of the Contract Document and or Bid Documents shall
make a written request to the Engineer and or SUNO Purchasing Department ten (10)
days prior to the date for receipt of bids.
Any interpretation, correction or change of the Documents and or Bid Documents will be
made by Addendums. Interpretation, correction or changes of the Contract Documents
and or Bid Documents made in any other manner will not be binding and bidders shall not
rely upon such interpretations corrections and changers.
NO SUBSTITUTION WILL BE CONSIDERED UNLESS WRITTEN REQUEST FOR
APPROVAL HAS BEEN SUBMITTED BY THE BIDDER AND HAS BEEN RECEIVED
BY THE ENGINEER AT LEAST TEN (10) DAYS PRIOR TO THE DATE FOR
RECEIPT OF BIDS.
Each such request shall include the name of the manufacturer and distributor of the
material or equipment of the substitution. A complete description of the proposed
substitution including drawings, cut, performance, test data and any other information is
necessary for an evaluation. A statement is required when setting forth any changes in
other materials, equipment or work that incorporates substitutions. The burden of proof
of the merit of the proposed substitution is upon the proposer. The DECISION OF THE
ENGINEER CONCERNING ANY SUBSTITUTION SHALL BE FINAL.
If the Engineer approves any proposed substitution, such approval will be set forth in an
addendum. Bidders shall not rely upon approvals made in any other manner, whether oral
The decision of the engineer and or SUNO concerning any clarification or interpretation of
the Contract documents, Plans and or Bid Documents is final
SPECIAL BID ENVELOPE
The entire bid shall be sealed and the special bid envelope provided should be firmly affixed to
the mailing envelope. The name and address of the bidder should appear on the outside of the
bid envelope along with your license number. The University cannot accept sealed bids by
telephone or facsimile alterations. The entire Invitation to Bid shall be returned by mail or in
CORRECTIONS / MISTAKES
Erasures, write-over, corrections or other changes in the bid shall be explained or noted over the
signatures of the Bidder. Failure to do so may result in rejection of the bid without further
NUMBER OF COPIES
The Bidder shall submit one (1) original of the bid response along with one (1) copy of its bid.
The bidder shall be responsible for duplicating and retaining any bid proposal forms and responses
for personal records. The University shall not be responsible for any costs incurred by any bidder in
the preparation of any bid. All bids and alternations must be sealed and can be submitted by mail or
in person to the Office of Purchasing before the bid closing date and time to be considered.
REJECTION OF BIDS
Southern University at New Orleans reserves the right to reject any and all bids, and to waive any
informality, in accordance with state law. Incomplete, illegible, partial or informal bids may be
WITHDRAWAL OF BIDS
Bids may be withdrawn by the Bidder upon written, telegraphic or faxed request prior to the
designated date and time for opening of the bids. Withdrawal notification must be by original
signature and received by the Southern University at New Orleans Purchasing Department prior to
the designated date and time for opening of bids.
Any bid submitted shall be binding upon the bidder for a minimum of sixty (60) calendar days and
shall not be withdrawn after the specified bid opening time.
Bids shall be opened and read aloud at the specified time and date listed. All bids shall become a
matter of public record at that time. Each bidder is solely responsible for the timely delivery of its
bid by the bid opening deadline.
DELIVERY OF BIDS
The bid is to be placed in an envelope, which is sealed and marked with name and number of
Invitation to Bid and time and date of opening, giving also the name and address of Bidder to assure
consideration, Bidders should use attached pre-addressed envelope. Bids received after the specified
time and date will not be considered, whether delayed in the mail or for any other cause whatsoever.
All bids shall be delivered through the U.S. mail or hand delivered on or before the bid date to.
SOUTHERN UNIVERSITY AT NEW ORLEANS
6400 PRESS DRIVE, NEW ORLEANS LOUISIANA 70126
PURCHASING OFFICE, ADMINISTRTION BUILDING, ROOM #311
ATTN: MS. MARILYN MANUEL, DIRECTOR OF PURCHASING
Inquiries concerning the administrative operation or the specification requirements of the Invitation
to Bid shall be submitted in writing.
There will be no negotiations, decisions or actions be executed by any Bidder as a result of oral
discussions with any state employee. Only those transactions that are in writing, signed by the
Southern University New Orleans, Director of Purchasing may be considered as valid. Telephone
and faxed inquiries are discouraged.
If any bidder contemplating on submitting a bid is in doubt as to the meaning of any part of the
specifications, bidder may submit a written request for interpretation. Such requests must be
received in the Purchasing Office no later than ten (10) calendar days prior to the opening of bids.
Any interpretation of the documents will be made by addendum only, issued by the Purchasing
Office and a copy of such addendum will be mailed or delivered to each person receiving a set of the
documents. The University will not be responsible for any other explanation of the documents
All such inquiries must be mailed to:
SOUTHERN UNIVERSITY AT NEW ORLEANS
6400 PRESS DRIVE, NEW ORLEANS LOUISIANA 70126
PURCHASINGOFFICE, ADMINISTRATION BUILDING, ROOM #311
ATTN: MS. MARILYN MANUEL, DIRECTOR OF PURCHASING
INSTRUCTIONS FOR SUBMISSION OF BID RESPONSE
The bid response should be organized in accordance with the order of the Invitation to Bid,
documented thoroughly, and assembled in one (1) volume with sections appropriately
identified. Bidders are cautioned not to minimize the importance of an adequate response.
Information contained within a bid, prepared or supplied by other companies (not considered
subsidiaries) or by persons not employed on a full-time basis by the contractor shall be listed and
identified with their contribution. Proposed joint ventures or subcontract arrangements shall be
documented in the bid.
All pages of the complete bid package/response should be identified with the
name of the company and should be initialed by the authorized representative
submitting the bid.
Bids signed by an agent of a corporation shall be accompanied by evidence of the agent’s authority.
A formal dated, Board of Director Resolution shall be attached to the bid response indicating the
signatory is a corporate representative and authorized to sign said bid and any resulting contract
Failure to follow this order will result in disqualification of the overall bidder for
non-responsiveness to Bidders section.
Bidders should address all topics listed in the Information for Bidders and General Conditions, as
well as to all Sections in a concise, comprehensive, and orderly manner. Bidders should restate the
bidder requirement and state the bidder’s accompanying response to each requirement. Bidders are
to prepare bidder responses in a manner that provides the evaluator necessary information readily
identified and easy to locate. Brochures, catalogs or any other materials referenced by the bidder to
support the response should be appended immediately behind the bidder response and cross-
CERTIFICATE OF AUTHORITY TO TRANSACT BUSINESS
If the contractor is a corporation not incorporated under the laws of the State of Louisiana, then the
contractor must secure a certificate of authority pursuant to Louisiana Revised Statute 12:301 from
the Secretary of State of Louisiana and a copy of such certificate shall be attached to the contract.
This certification must be provided with the bid response or prior to the signing of the resulting
contract agreement. Please note securing of a certificate may take several weeks.
The address for the Secretary of State is: State of Louisiana Secretary of State
Baton Rouge, Louisiana 70804
Post Office Box 945125
Each bid is to be accompanied by a certified check, cashier’s check or a bid bond. The bid bond or
check shall be in the amount equal to ten (10%) percent of the bid, and shall be drawn in favor of
Southern University at New Orleans. Bonds shall be written by a surety or insurance company
currently on the U.S. Department of the Treasury Financial Management Service list of approved
bonding companies which is published annually in the Federal Register, or by a Louisiana domiciled
insurance company with at least an A-rating in the latest printing of the A.M. Best’s Key Rating
Guide to write individual bonds up to ten percent (10%) of policyholders surplus as shown in the
A.M. Best’s Key Rating Guide. Bidders are hereby notified that bank checks, official banks checks
or the like, are not acceptable as bid security.
Should the bidder to whom the work is awarded fail to execute the contract and furnish a payment
and performance bond in the amount of One Hundred percent (100%) within fifteen (15) days after
written notice from the owner or his representative that the work has been awarded. His guarantee
deposit or bid bond shall be forfeited to the owner as liquidated damages and the bidder shall cease
to have any right to or in said contract. The owner may then proceed to award the contract to one of
the other bidders or to re-advertise for bids, at the option of the owner. Any surety bond(s) shall be
written by a surety or insurance company licensed to do business in the State of Louisiana and
currently on the U.S. Department of treasury Financial Management Service list of approved
bonding companies which is published annually in the Federal Register, or by a Louisiana domiciled
insurance company with at least an A-rating in the latest printing of the A.M. Best’s Key Rating
guide to write individual bonds up to one hundred percent (100%) of the policyholders surplus as
shown in the A.M. Best’s Key Rating Guide or by an insurance company that is either domiciled in
Louisiana residents and is licensed to write surety bonds.
BASIS OF REVIEW AND SELECTION
Bidders must organize bids in the order presented in this Invitation to Bid, and including a quotation, which
is based on the system information provided by in this section. Bids not organized in the prescribed manner
may be eliminated from consideration.
The Bidders providing a bid in response to this Invitation to Bid are responsible for all costs associated with
preparing that bid. All questions must be answered and information provided by the bidder making the
presentation to Southern University at New Orleans, if required. Southern University at New Orleans is
under no obligation to incur or reimburse any bidder for any costs they may have incurred during preparing
their solicitation response.
Bids are to be submitted on the forms furnished for the purpose or on exact copies thereof. Bids submitted
in any other form will be considered informal and will be rejected. Prices are to be typewritten or in ink.
Bids MUST BE SIGNED IN INK. Bids shall be binding for 60 calendar days from the date of bid
opening. In case of a lump sum bid, the amount shall be expressed in words and figures when requested. In
case of any discrepancy between the price written and that given in figures, the price in writing will be
considered as the bid. In case of any error on extension, the unit price shall prevail. All prices are to be
quoted in its entirety at the time of the bid opening.
The scope of services may require partnerships between primary Invitation to Bid (The Bidder) with one or
more secondary providers (partners). For purposes of this Invitation to Bid, any references to The Bidder
shall refer to primary Bidder that will be responsible for end to end implementation total solution. Any
reference to “partner” will refer to any sub-contractors/3rd party participating with (The Bidders) in The
Invitation to Bid who will successfully deliver the end-to-end solution. Any reference requested must be
provided by (The Bidders), as well as existing partnership ideas for the applicable solution.
All responses received, as a result of this Invitation to Bid, shall be subject to review by a duly
authorized appointee(s) for the purpose of selecting the bidder with whom the contract shall be
awarded. No information shall be shared as to the opinions concerning the ultimate outcome while
consideration of the award is in process. A presentation of all services required may be requested by
The basis of selection shall be as follows:
A. Administrative Requirements
The Invitation to Bid shall be evaluated for compliance with mandatory administrative requirements
(i.e., original signature, sealed bidder, etc). Failure to respond to any administrative requirement may
result in rejection of the bidder without further consideration.
B. General and Bidder Requirements
The Invitation to Bid shall be evaluated for responsiveness to all requirements outlined in the
General Conditions and Requirements, as well as Sections I-IV of the Invitation to Bid. Failure to
respond to all requirements may cause rejection of the bidder without further consideration.
Evaluation will also assess the ability of the Bidder to provide references to support all requirements
of the Invitation to Bid. Southern University at New Orleans reserves the right to make decisions
that it deems in the best interest of the University. At its sole discretion, Southern University at New
Orleans holds the option to implement all or any part of the proposed response.
METHOD OF AWARD
The Lease shall be awarded by written notice to the most responsible and responsive bidder whose
bid meets the requirements and criteria set forth in the Invitation to Bid, taking into consideration the
quality of the products to be supplied, their conformity with the specifications, the purpose for which
they are required, the service capabilities of the bidder, the bidder’s experience in handling accounts
with this scope of recommendation, and time for delivery. The successful bidder shall be determined
as the bidder responding satisfactorily to all administrative and bidder requirements.
Each recommendation will be evaluated on its own merits to and for its ability to meet campus
requirements. At the sole discretion of the Purchasing Director, the project may be broken into
phases that separate sections of the total response on the basis of implementation events, time
frames, and all associated costs. All or selected phases will be implemented, as required. Southern
University’s Director of Purchasing intends to make the award to one (1) the bidder capable of
satisfying all requirements, which it deems in its best interest in achieving a strategic business
Bidders will be evaluated by appointee(s) on the basis of the following requirements:
Compliance with the Invitation to Bid specifications;
The Bidders ability to meet all phases of the Invitation to Bid;
The Bidders past experience past performance with similar services;
Quality and reliability of product and services;
Architecture, design, etc…
The University may enter into negotiations with one (1) or more bidders in an effort to arrive at an
award determination. The resulting award shall be based on the submitted bidder and the
negotiations concerning it. Should negotiations stall between and the first selected bidder, the
University reserves the right to discontinue negotiations with first selected bidder and begin
negotiations with the second selected bidder. The University further reserves the right to continue
with the third then fourth selected bidder if negotiations stall with the previously selected bidders.
The determination of when negotiations between and a selected bidder have stalled, and negotiations
are to be discontinued with such bidder and begin with another bidder, is at the sole determination
and discretion of the Director of Purchasing.
ACCEPTANCE OF BIDDER
A Contract will be generated for the signatures of the parties needed and the issuance of a purchase
order or signed acceptance of a bidder constitutes acceptance on the part of Southern University at
New Orleans. Assuming there is no prompt payment discount prevision, payment will be net 30
days upon receipt of merchandise or upon receipt of invoice; whichever is later.
The intent of this Invitation to Bid is to obtain competitive bids from qualified bidders who can
demonstrate their ability to provide quality of materials and professional services as outlined in this
Invitation to Bid.
1. Monthly invoices summarizing all charges.
2. Detailed backup agreeing in total to summary invoice which includes the following by areas
or percentages of work completion or as determined at a later date.
3. Service copies to be deducted
4. Invoices to be sent no later than 30 days after completion of work to: Southern University at
New Orleans, 6400 Press Drive, New Orleans, LA 70126 Attn: Accounts Payable
5. Examples of billing to be provided and approved by SUNO designated Project manager.
SECTION III: TERMS AND CONDITIONS
This Invitation to Bid is to obtain competitive bids from qualified vendors who can demonstrate their
ability to provide what is called for in the specifications and to meet code compliance as outlined in
this Invitation to Bid. The successful bidder shall provide all labor, supervision, material, equipment
and transportation to facilitate optimal performance.
The University reserves the right to make inquiries and investigations as it deems necessary to
determine the responsibility of any bidder to perform the services. The bidder shall furnish all
information and data for this purpose as the University may request. The unreasonable failure of any
bidder to promptly supply information in connection with an inquiry may be grounds for
ACCESS TO RECORDS
The Contractor agrees that the University and the Legislative Auditor of the State of Louisiana shall
have access to, and the right to audit and examine, any pertinent books, documents, papers, and
records of the Contractor related to this bid.
The Contract or any portion thereof or any interest therein shall not be assigned, transferred,
conveyed, sublet or disposed of without the previous consent, in writing, to Southern University at
New Orleans, Purchasing Department. Any attempted assignment under the Contract shall be void
and of no effect. Only under circumstances in which the primary contractor/Invitation to Bid, bidder
retains sole responsibility for the contract will the aforementioned assignment be considered.
The lease/contract shall be awarded by written notice to the responsible bidder who is determined to
be responsible to the requirements and specifications set forth in the Invitation to Bid.
The University reserves the right to cancel the contract without cause upon thirty (30) calendar day’s
written notice by registered or certified mail. The Contractor shall have the right to cancel the
contract with cause upon ninety (90) calendar day’s written notice by registered or certified mail.
(See Section III: Termination by Default).
CHANGES IN CONTRACT
The Contract shall not be modified, altered, or changed except by mutual agreement confirmed in
writing by the authorized representative of each party to the contract.
The Contract and any properly executed amendment thereof, the Invitation to Bid, and (The Bidders)
response shall constitute the entire agreement between the parties and shall supersede all prior oral or
written agreements or understandings.
In the event of any inconsistent provisions, the Contract (excluding the Invitation to Bid and
(bidder’s response) shall take precedence, followed by the provisions of the Invitation to Bid and
then by the terms of the Contractor bidder response.
The Contractor shall execute a contract with, in a form prescribed by the Purchasing Department
Director, no later the ten (10) calendar days of the University’s notification to execute the contract.
The Contract shall not be modified, altered, or changed except by mutual agreement amended in
writing by the authorized representative of each party to the Contract.
TERMS OF AGREEMENT
The term of this agreement is as stated in the period of performance elsewhere in the Invitation to
Bid. The parties may mutually agree to revisions under the Agreement, including but not limited to
equipment, labor, service, etc. Revisions shall be made at prices mutually agreed upon by both
In the event that through no action by the University, the state legislative body does not appropriate
funds for this Agreement for any fiscal year after the first fiscal year and has no funds to do so from
other sources, and upon written agreement that no similar services will be obtained form another
vendor for one year following non-appropriation, this agreement may be terminated. The contract
will terminate on the date of the beginning of the first fiscal year for which funds are not available.
Based upon the mutual agreement of the successful bidder and Southern University at New Orleans,
the contract may be extended as deemed necessary by the project manager or contract administrator.
The Bid will be awarded all or none. No multiple awards will be made. No minimum or maximum
number of units is guaranteed during the contract period.
COPYRIGHTS AND PATENTS
The contractor shall indemnify and hold harmless Southern University at New Orleans the State of
Louisiana, its officers, agents and employees from liability any nature of kind for the use of any
copyrighted or un-copyrighted composition, secret process, patented or un-patented, invention,
article or appliance furnished or used in the performance of the contract agreement of which
contractor is not the patentee, assignee, or licensee.
DISPOSAL OF NON-HAZARDOUS MATERIALS
The Contractor shall at all time keep the premises free from accumulation of trash, waste materials
and debris caused by its employees or its operations. Removal of all trash, waste materials and
debris generated by operations shall be disposed of in receptacles provided at designated locations.
In the event the contractor produces hazardous waste as defined by the Department of Natural
Resources Hazardous Division of the State of Louisiana, the contractor shall be designated as the
generator of such waste. The liability of hazardous waste disposal shall rest with the contractor and
not Southern University at New Orleans.
The contractor shall provide to the Safety Department of Southern University at New Orleans copies
of documentation for the disposal of any contractor generated hazardous waste resulting from
operations on the leased premises.
EQUAL EMPLOYMENT OPPORTUNITY
The contractor shall be an equal employment opportunity employer. The contractor shall neither
discriminate nor permit discrimination in its operations or employment practices against any person
or group of persons on the grounds of race, color, religion, sex, age, national origin, handicap,
disability, veteran status or any other factor prohibited by law.
EXECUTION OF CONTRACT
The contractor shall execute a contract with the University, in the form prescribed herein by the
University, within fifteen (15) days after written notice from the University that the job has been
awarded to him.
FISCAL FUNDING CLAUSE
This contract is contingent upon the appropriation of funding to Southern University at New Orleans
by the Louisiana State Legislature. If the Louisiana State Legislature fails to appropriate sufficient
funds to provide for the continuation of University operations, then the contract shall terminate on
the date of the beginning of the fiscal year for which funds are not appropriated. The Lessee should
be aware that our legislative process is such that it is often impossible to give prior notice of the non-
appropriation of funds.
Both parties agree that, if by reason of strike or other disputes, civil disorders, inclement weather,
acts of God, or other unavoidable cause, either party is unable to entirely perform its obligations,
such performance shall not be considered a breach of the Contract.
The contract, and all matters of issues related to it, shall be governed by and shall be in accordance
with the laws of the State of Louisiana. If any provision of the contract, as applied to either party or
to any circumstance, shall be adjudged by a court or be void or unenforceable, the same shall in no
way affect any other provision of the contract or the validity or enforce ability of the contract.
The contractor shall be responsible for any keys (went applicator) issued to him/her. In the event of
loss of any keys, the contractor shall reimburse the University in whole or in part to correct any
breach of security cause thereby.
INDEMNIFICATION AGREEMENT (HOLD HARMLESS)
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, expenses and
liability arising out of injury of 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 the 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 of 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, demand, or suit at its sole
expense and agrees to bear all other costs and expenses related thereto, even if it (claims, etc.) is
groundless, false or fraudulent.
All of the contractor’s employees furnishing or performing services under the contract agreement
shall be deemed employees solely of the contractor and shall not be deemed for any purposes
whatsoever employees or agents of, acting for or on behalf of Southern University at New Orleans.
The contractor shall perform all services as an independent contractor and shall discharge all its
liabilities as such. No acts performed or representations made, whether oral or written, by the
contractor with respect to third parties shall be binding on.
INSPECTION ON FACILITIES
The contractor shall visit the site of the proposal service, inspect the site, utilities, and equipment and
particularly familiarize himself with the difficulties and restrictions regarding the execution of the
proposed services. No additional allowance shall be granted to any contractor because of lack of
knowledge of conditions.
The contractor shall procure and maintain for the duration of the contract insurance against claims
for injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by the contractor, his agents, representatives or employees. The
cost of such insurance shall be borne by the contractor (see specific requirements regarding insurance
elsewhere in the Invitation to Bid). The insurance afforded by this policy shall not be suspended,
voided, canceled and reduced in coverage or in limits during the term of the contract.
The contractor shall comply with all applicable laws, ordinances, and regulations of the local, state,
and federal government in the performance of the contract. The contractor shall be responsible for
strict compliance with all applicable local, state and federal laws concerning fair employment,
minimum wage and equal opportunity practices.
The contractor shall at all times keep free and clear from all liens asserted by any person, firm, or
corporation for any reason whatsoever, arising from the furnishing of services (whether for services,
work, labor performed, or materials or equipment purchased) by the contractor pursuant to the terms
of the contract. If any such lien shall at any time be filed against premises in connection with the
contract and the contractor shall fail to cause such lien to be removed or discharge (by payment or
bond or otherwise) within ten (10) calendar days after being notified of the filing of such lien, then
Southern University at New Orleans may, without prejudice to any right or remedy available to
contact the surety or insurance company furnishing the performance and payment guaranty and
demand that the lien be removed or discharged (by payment or bond or otherwise). The contractor
and its surety or insurance company shall be held liable for all costs and expenses (including attorney
fees) incurred by in resolving said lien.
Southern University at New Orleans reserves the right to purchase or receive services within the
scope of the contract determined to be within its best interests.
Any notice required under the contract shall be in writing and may either be given by personal
delivery or sent by registered or certified mail to the other party. Notification to the contractor shall
be to the last known address on file unless otherwise amended in the contract. Notification shall be
sent to Southern University at New Orleans, Purchasing Department, 6400 Press Drive, New
Orleans, LA 70126.
PERMITS AND LICENSES
The contractor shall, at its sole expense, procure and keep in effect all necessary permits and licenses
required for performance under the contract, and the contractor shall post or display in a prominent
place such permits and /or notices as are required by law.
The contractor agrees that, at all times, the employees of the contractor furnishing or performing
services under the contract shall do so in a proper, workmanlike, and dignified manner. If there is
dissatisfied with the performance of any vendor personnel, the contract coordinator will notify
vendor of the specific deficiencies in writing, and vendor will address these non-performance issues
within 10 days. If Southern University at New Orleans remains dissatisfied with such performance
after vendor has taken remedial action, vendor will remove such personnel and provide a
replacement. If in the University’s judgment, it is believe that the actions of such personnel warrants
immediate action, the contract coordinator will contact vendor and provide grounds for the request
and vendor will replace the said personnel.
PRESENCE ON UNIVERSITY PREMISES
The contractor agrees that all persons working for or on behalf of the contractor whose duties bring
them upon Southern University at New Orleans campus shall obey all policies, police security
measures and vehicle regulations that are established thereby and shall comply with the reasonable
directives of its representatives and Police Security Officers. The contractor agrees that all
employees of the contractor shall register their motor vehicles with Police Department and that all
employees will pay the prevailing annual faculty/staff vehicle registration fee. During the term of the
registration, the employee shall be responsible for the payment of all traffic and parking fines
assessed against the registered vehicle. However, in the event the employee fails to pay all recorded
fines prior to the termination or expiration of employment of the contract, the contractor will then
become responsible for payment of all fines assessed against the employee.
The contractor shall be responsible for the acts of its agents and employees while on the University’s
premises. Accordingly, the contractor agrees to take all necessary measures to prevent injury and
loss to persons or property located on premises. The contractor shall be responsible for all damages
to persons or property caused by the contractor or any of its agents or employees. The contractor
shall promptly repair the specifications of the Facilities and any damage that the contractor, its agents
or employees, may cause to the University’s premises or equipment.
The contractor shall not in any way or in any form publicize or advertise in any manner the fact that
the contractor is providing services without the express written approval of the Contract Coordinator,
obtained in advance, for each item of advertising or publicity. However, nothing herein shall
preclude the contractor from listing Southern University at New Orleans on its routine client list for
matters of reference.
The contractor agrees that in the event of any accident of any kind and degree, the contractor will
immediately notifies the Campus Police Department and thereafter furnish a full written report of
The contractor, its agents and employees shall practice safe work habits, make safe use of chemicals,
and handle safely equipment employed. In addition, the contractor shall use equipment, signs,
barriers, or other devices to protect persons or property, and shall avoid the usage of hazardous
materials that are not essential to the performance of the contract.
The contractor shall provide Material Safety Data Sheets to the Safety Department for any products
or chemicals used in the leased premises.
Southern University at New Orleans shall have no responsibility for the loss, theft, mysterious
disappearance of, or damage to equipment, tools, materials, supplies, and other personal property of
the contractor, employees or agents, which may be brought or stored on campus.
STANDARD OF PERFORMANCE
The contractor agrees to perform the services specified under the contract with that standard of care,
skill, and diligence normally provided by a professional in the performance of such services.
The contractor shall provide, at all times, adequate and expert supervision for its agents and
employees in the areas under the contract.
SURRENDER OF PREMISES AND EQUIPMENT
On termination or expiration of the contract, the contractor shall vacate all parts of the University
premises occupied by it and shall restore the premises to the University in the same condition as
when originally made available to the contractor, reasonable wear and tear expected. Surrendered
premises and equipment shall be left in a clean orderly state, satisfactory to the University.
The terms, conditions and representations contained in the contract shall survive the termination or
expiration of the contract.
The contractor shall pay when due all taxes or assessments applicable to the contractor. The
contractor shall comply with the provisions of the applicable statutes and the regulations of the
applicable taxation authority.
Southern University at New Orleans may cancel the contract, without penalty, if the contractor is
found to be in material breach of the contract. Southern University at New Orleans will provide the
contractor written notification describing the breach and shall provide the contractor 30 calendar
days to cure the breach. If the contractor does not cure the breach within 30 calendar days from
receipt of the written notification, the university can cancel the contract without penalty.
Southern University at New Orleans shall at times have access to all copy service and other
operations provided by the specification in this Invitation to Bid. Southern University at New
Orleans should be able to conduct inspections as deemed in the interests of the University.
USES OF UNIVERSITY’S FACILITIES
The contractor, its agents and employees shall have the right to use only those facilities of the
University that are necessary to perform services under the contract agreement and shall have no
right of access to any other facility.
Southern University at New Orleans shall not be responsible for any loss or delay sustained by the
interruption or failure of utilities for any cause whatsoever.
Bidder must provide appropriate evidence of financial qualifications and credentials. Financial
statements should be provided alone with bidder proposal.
Bidders shall, in order to quality for consideration, list not less than five (5) managed duplicating
facilities. Southern University at New Orleans Purchasing Director along with a committee will
accept bidders from only those companies with a proven record of successful management with
duplicating services in educational institutions. Included with all of the above references should be
name of the institution/entity, address, years of service, contract person and phone number.
SERVICES AND EQUIPMENT SPECIFICATIONS
Bidders shall provide a detail list of all equipment used to complete this contract.
Bidders are to be committed to diversity in all segments of operations. Bidders are to state their
company policies related to are commitment to cultural and gender diversity.
Bidders are to provide their philosophy as to how contract with the various customers by
management will be accomplished other than by those addressed within this document.
Unless otherwise called for in the specifications, all materials and products are to be new
manufactured equipment, current model, and best of quality as measured by the industries.
Any defects in any product may cause rejection. Where applicable, all products are to be covered by
standard factory warranty unless otherwise specified by the bidder.
QUALIFICATION OF BIDDER
The bidder shall meet the minimum qualification levels stated below to be considered as a
responsible bidder by the University for managing this contract:
A. The bidder shall have the ability to secure performance bonding and insurance levels in
accordance with the requirements set forth in the Invitation to Bid.
B. The bidder must have a satisfactory record of performance during the past five (5) years.
C. The bidder must provide a list of references for the past five (5) years.
The ability of a bidder to secure a performance and payment guaranty shall not be regarded as the
sole test of the successful bidder’s responsibility to perform the contract. The university reserves the
rights to make inquiries and investigations as it deems necessary to determine the responsibility of
any bidder to perform the contract. The bidder shall finish all information and data for this purpose
as the university may request. Unreasonable failures of any bidder to promptly supply information in
connection with an inquiry may be grounds for a finding of non-responsibility.
Each bidder shall respond to all statements set forth in this section. This information can be
submitted on stationary available to the bidder. The bidder should reference, in ascending order,
each statement listed below by repeating it and then answering the statement with an appropriate
response. The profile shall include, but is not limited to the following information as of the bid
A. State the year the company was incorporated
B. State the total number of years the company has provided this type of services.
C. List the name of all owners of the company or officers of the corporation.
D. Submit any other information the bidder deems appropriate for consideration of his
qualification to perform any resulting contracted work.
INSURANCE AND INDEMNIFICATION
STANDARDIZED INSURANCE REQUIREMENTS FOR ALL AGENCY CONTRACTS
I. The following Indemnification Agreement shall be, and is hereby, a provision of the contract:
To the fullest extent permitted by law, the contractor shall indemnify and hold harmless the
Owner, Architect, Architects consultants, and agents and employees of any of them from and
against claims, damages, losses and expenses, including but not limited to attorneys fees,
arising out of or resulting from performance of the work, provided that such claim, damage,
loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or
destruction of tangible property (other than the work itself) including loss of use resulting there
from, but only to the extent caused in whole or in part by negligent acts or omissions of the
contractor, a Subcontractor, anyone directly or indirectly employed by them or anyone for
whose acts they may be liable, regardless of whether or not such claim, damage, loss or expense
is caused in part by a party indemnified hereunder. Such obligation shall not be construed to
negate, abridge, or reduce other rights or obligations of indemnify which would otherwise exist
as to a party or person described in this paragraph.
II. All policies and certificates of insurance of the contractor/Subcontractor shall contain the
The contractor/subcontractor’s insurer will have no right of recovery or subrogation against the
Agency, it being the intention of the parties that the insurance policies so effected shall protect
both parties and the primary coverage for any and all losses covered by the below described
The agency shall be named as an additional insured as regards negligence by the contractor
(ISO forms CG 20 10 11 85).
The insurance companies issuing the policy or policies shall have no recourse against
the agency for payment of any premiums or for assessments under any form of policy.
Any and all deductibles in the below described insurance policies shall be assumed by
and be for the amount of, and at the sole risk of the contractor/subcontractor.
III. The contractor/subcontractor, prior to commencing work, shall provide at his own expense,
proof of the following insurance coverages required by the contract to the agency in
insurance companies authorized in the State of Louisiana. Insurance is to be placed with
insurers with an A. M. Bests rating of no less than A: VI. Thirty days prior notice of
cancellation shall be given to the agency by registered mail, return receipt requested, on all
of the required coverage provided to the agency. All notices will name the
contractor/Subcontractor and identify the contract number.
Insurance coverage specified in the GENERAL CONDITIONS (AIA Document a 201,
1987 Edition) to be provided by the Contractor, and any other insurance described below
shall be furnished with the following minimum limits:
Workers Compensation - Statutory - in compliance with the compensation low of the
state. Exception: Employers liability to be $1,000,000 when work is to be over water
and involves maritime exposures.
Commercial General Liability Insurance with a combined single limit 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 seven (7) coverages required below is not included in the policy, if any:
Premises - Operations;
Broad form contractual Liability;
Products and Completed Operations;
Use of Contractors and Subcontractors;
Broad form Property Damage;
Explosion, Collapse and Underground (XCU) Coverage;
Note: On the certification of insurance, under the description of operations, the following
wording is required: THE AGGREGATE LOSS LIMIT APPLIES to EACH
PROJECT, or a copy of ISO form (G2503) (Ed. 11-85) shall be submitted.
COMBINED SINGLE LIMIT (CSL) - Amount of Insurance Required.
Type of Projects Up to Projects Over
Construction $1,000,000 $1,000,000
Each occurrence/minimum limit $1,000,000 $3,000,000
Aggregate (Applicable to
this contract ONLY) $1,000,000 $3,000,000
Each Occurrence/Minimum limit $1,000,000 $3,000,000
(Depends on (Depends on
Building Value) Building Value)
Aggregate (Applicable to $1,000,000 $3,000,000
(Depends on (Depends on
Building Value) Building Value)
INSURANCE AND INDEMNIFICATION
1. While the minimum combined single limit of $1,000,000 is required for all
renovations, the value of a building shall be multiplied by 10% and insurance
requirements will be increased at $1,000,000 intervals and rounded to the nearest
$1,000,000. Example: Renovation on $33,000,000 building would require
$3,000,000 minimum combined single limit of coverage.
2. 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 automobiles;
(2) Hired automobiles;
(3) Non-owned automobiles;
3. An umbrella policy may be used to meet minimum requirements.
IV. All party losses shall be made payable to and adjusted with the agency.
All policies of insurance shall be approved by the contracting agency prior to the inception of
V. Other insurance required is as follows:
Owners and Contractors Protective Liability Insurance shall be furnished by the Contractor
and naming the State of Louisiana as the insured.
Projects up to Projects Over
CSL- each occurrence $1,000,000 $3,000,000
VI. If at any time, any of the said policies shall on or become unsatisfactory to the agency, as to
form or substance, or if a company issuing any such policy shall be or become unsatisfactory
to the agency, the contractor/subcontractor shall promptly obtain a new policy, submit the
same to the Agency for approval and submit a certificate thereof as herein above provided.
Upon failure of the contractor/subcontractor to furnish, deliver and maintain such insurance
as above provided, this contract, at the election of the agency, may be forthwith declared
suspended, discontinued or terminated. Failure of the agency o take out and/or to maintain or
the taking out and/or maintenance of any required insurance, shall not relieve the
contractor/subcontractor from any liability under the contract, nor shall the insurance
requirements be construed to conflict with the obligations of the contractor/subcontractor
Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property, which may arise from or in connection with the
performance of the work hereunder by the Contractor, his agents, representatives, employees or
subcontractors. The cost of such insurance shall be included in the Contractor’s bid.
The Contractor, prior to commencing work, shall provide at his/her own expense, proof of the
following insurance coverage required by the contract to the University in insurance companies
authorized in the State of Louisiana. Insurances to be placed with insurers with an A.M. Best’s
rating of A-: VI or higher. This rating requirement may be waived for workers’ compensation
Workers’ Compensation and Employers Liability: Workers Compensation limits as required by
the Labor Code of the State of Louisiana and Employers Liability coverage.
Comprehensive General Liability: $1,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage. Acclaims Made@ form is unacceptable.
The Occurrence Form@ shall not have a “Sunset Clause@.
The policies are to contain, or be endorsed to contain, that, its officers, officials, employees, Boards
and Commissions and volunteers are to be added as additional insured as respects to liability arising
our of activities performed by and on behalf of the Contractor; products and completed operations of
the Contractor, premises owned, occupied or used by the Contractor.
Automobile Liability: $1,000,000 combined single limit per accident, for bodily injury and
The policy shall provide coverage for owned, hired, and non-owned coverage. If an automobile is to
be utilized in the execution of this contract and the contractor doesn’t own a vehicle, then proof of
hired and non-owned coverage is sufficient.
An Umbrella Policy may be used to meet minimum requirements.
Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided,
canceled by either party or reduced in coverage or in limits except after thirty (30) days’ prior to
written notice to Southern University at New Orleans, Purchasing Department.
Deductibles or self-insured retention must be declared to and approved by the option of Southern
University at New Orleans, the insurer shall reduce or eliminate such deductibles or self-insured
retention with respects to its officers, officials, employees and volunteers; or the Contractor shall
procure a bond guaranteeing payment of losses and related investigations, claim administration and
The contractor shall, before commencing any work under this contract, must procure Workman’s
Compensation and Employer’s Liability Insurance with a limited liability of $1,000,000. The
insurance company must be authorized to write such polices 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 Workman’s Compensation and Employer’s Liability Insurance before
proceeding with any of the work required under this contract.
This is to certify that we carry the Workman’s Compensation and Employer’s Liability Insurance and
General Liability Insurance and Automobile Liability Insurance as outlined above.
The bidder/lessee is responsible for withholding state and federal income taxes, and shall provide
Worker’s compensation Insurance for his employees. The Lessee shall also comply with all other
laws relating to employees such as wage and hour laws, safety and health requirements and other
The bidder shall indicate all applicable warranties and quarantines.
All costs of delivery and installation shall be included.
SERVICES PERFORMANCE UNDER THIS AGREEMENT:
The bidder will provide sufficient, trained personnel to perform the services established pursuant
to this agreement and/or as set forth in the performance standards.
The bidder personnel performing services under this agreement will perform in a professional
manner and will comply with all applicable security and safety regulations. The bidder will provide
copies or regulations, and applicable updates to the bidder’s personnel.
If there is any dissatisfaction with the performance of any bidder’s personnel, the contract
coordinator will notify the bidder of the specific deficiencies in writing, the bidder will address these
non-performance issues within 10 days. If their remains dissatisfied with such performance after the
bidder have taken remedial action, the bidder will remove such personnel and provide a replacement.
If, in judgement, you believe that the actions of such personnel warrants immediate action, the
contract coordinator will contact the bidder and provide grounds for the request and the bidder will
replace the said personnel. The bidder shall be deemed an independent contractor and shall not act
as, or be an agent or employee. The bidder will provide for a pay the compensation of the bidder
personnel and be responsible for all taxes, which an employer is required to pay relating to the
employment of employees, including worker’s compensation. The site operator will reports to its
designated representative of the university. The site operator will be an employee of the contractor.
The site operator will log all service calls, coordinate problem resolution with the designated
representative of the university and keep records and the result of the service calls, and follow up
with the user to their satisfaction. A report of these calls will be given to the contract coordinator as
The site operator will have in his/her possession any tools necessary to provide the required services
specificities in this Bid.
The site operator will research and provide any data requested by related to the covered equipment
The bidder shall provide user training in the use of all covered equipment.
The bidder will provide one monthly invoices for all service provided covered under the contract.
Each monthly invoice shall include a detailed description of the services rendered under this contract.
Travel, parking, other transportation fees, and telephone charges encountered by service personnel or site operator
will be the responsibility of the bidder.
Southern University at New Orleans is soliciting bids for contractor to provide (SEE SPECIFICATION).
REMOVAL OF CONTENTS FROM LIBRARY
Southern University at New Orleans (SUNO) is requesting for Removal of Contents from Library.
SCOPE OF SERVICES Qty.
Qualified proposer will remove Library contents, safely store items for approx. 10 months.
The contractor will be required to meet the following performance completion time-line provided other
requirements are met by the institution.
1. Pre-Bid meeting and tour of facility job site – June 9, 2011 @ 10:00 a.m.
2. Opening Bid Date – June 23, 2011 @ 10:00 a.m.
3. Return of Receipt Documentation for Performance Bond – July 6, 2011
4. Completion and Storage of Contents Removed by – July 15, 2011
Remove all library contents, safely store items for approximately 10 months. Library contents inventory is as
Item Description Qty.
Metal Shelving Double Face 36”Wx20”Dx90”H 587
Metal Shelving Single Face 36”Wx11”Dx90”H 37
Metal Shelving Single Face Periodicals 36”Wx14”Dx66”H 6
Metal End Panels End Panels for Metal Shelving 194
Wood Shelving Single Face 36”Wx12”Dx82”H 89
Medial Cabinet Microfilm Cabinet 13
Storage Cabinet 36’Wx15”Dx76”H w/Doors 25
Vertical File Cabinets 5-Drawer 6
Circulation Desk (1) 30” and (1) 12” 1
Chairs Wood 385
Tables Wood Side Tables 14
Tables Wood Round Tables 11
Tables Wood Square Tables 10
Tables Wood Rectangle tables 30”x60” 21
Tables Wood Rectangle Tables 48”x108” 4
Study Carrels Wood 60
Computer Desk Laminate 6”Wx30”D 30
Conference Tables Wood 30
Desk Wood 36”x72” 5
Desk Wood 72”x48” Plus Return 1
Display Case Wood w/Glass 48”Wx18”Dx76”H 6
Display Case Wood w/Glass Tabletop 10”Lx4”D 1
Display Case Wood w/Glass Tabletop 5”Lx30”D 1
Display Case Wood w/Glass tabletop 8”Lx3”D 1
Round Displays Spinning Display Units 2
The above is an estimate of the inventory in the building. An accurate inventory will be taken as items are
removed. Allow time for inventory process in the removal and return.
1. Liquidated damages – Two Hundred Dollars a day ($200.00).
The contractor shall provide the minimum insurance requirements of $2,000,000 for General Liability,
Contractors Pollution and Professional Liability.
Mandatory pre-bid meeting and site visit on (Thursday, June 9, 2011). Attendees will be required to sign “in”
at commencement and sign “out” upon completion.
Sealed competitive bids will be accepted prior to (June 23, 2011, 10:00 a.m., Administration Bldg. #311) by
SUNO’s Purchasing Department.
Bid Bond is required in the amount of 10%.
Performance Bond is required in the amount of 100%
MANDATORY PRE-BID MEETING DOORS WILL CLOSE AT 10:00 A.M.
OPENING BID CONFERENCE-DOORS WILL CLOSED AT 10:00 A.M.-CST- WITH NO