Financial Aid Verification

Delgado Community College
Purchasing Department
501 City Park Ave, Bldg. 37
New Orleans, Louisiana 70119
(504) 762-3027
Invitation to Bid
Bid Name:
Term Contract 40006-106
Financial Aid Verification
Due by & to be opened on:
June 3, 2026 @ 2:00PM
Contact Person:
Adrienne Harris
Assistant Director Purchasing
(504) 762-3028
__________________________________________________________
NAME OF COMPANY
___________________________________________________________
ADDRESS
___________________________________________________________
CITY, STATE, ZIP
___________________________________________________________
PHONE NUMBER FAX NUMBER EMAIL
___________________________________________________________
SIGNATURE OF COMPANY REPRESENTATIVE
___________________________________________________________
NAME (PRINTED) & TITLE OF COMPANY REPRESENTATIVE
** This form must be completed and submitted with your bid
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I. GENERAL INFORMATION
1. Any questions regarding this Invitation to Bid shall be in writing and shall be addressed to
Adrienne Harris at the following address:
Delgado Community College
O'Keefe Administration Building
Purchasing Office
501 City Park Avenue, Building 37
New Orleans, La 70119
Email: purchasingdept@dcc.edu
Any additional information resulting from such inquiries shall be distributed to all bidders via
addenda. The College will not be responsible for any other explanation of the documents.
Sealed bids may be submitted by mail or in person. Faxed or emailed Bids not accepted. Mailed
bids and hand carried bids shall go to the address in item #1. If hand carried, do not leave on the
counter unattended. Bids are to be delivered directly to the Purchasing Office where they will be
time stamped. The bid name and number must be on the outside of the packaging, including
any express mail packaging. Please note that express mail or USPS carriers may not deliver
directly to 501 City Park Avenue or to the Purchasing Office. The bidder/proposer is solely
responsible for ensuring that its courier service provider makes inside deliveries directly in the
Purchasing Office. All Bids must be time stamped by the Purchasing Office by the due date and
time regardless of delivery method.
3. Each bidder is solely responsible for the accuracy and completeness of its bid. Errors or
omissions may be grounds for rejection, or may be interpreted in favor of the College.
4. Each bidder is solely responsible for the timely delivery of its bid. Delgado Community College
will not be responsible for any delays in the delivery of bids, whether delayed in the mail, or for
any reason whatsoever.
5. Only the issue of a purchase order or a signed acceptance of a proposal constitutes acceptance
on the part of the College.
6. Assuming there is no prompt payment discount provision, payment will be made within 30
days from receipt of products in satisfactory condition, or within 30 days from receipt of invoice,
whichever is later.
7. Proposer or bidder, contractor, etc. certifies, by signing and submitting a proposal for $25,000
or more, 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 may be viewed via the internet at
www.epls.gov .)
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II. BIDFORM
40006-106 Financial Aid Verification
Delgado Community College was established in 1921 and is the largest and oldest community college in
the State of Louisiana. As of the fall of 2020, Delgado has one of the largest enrollments among all
higher education institutions in the New Orleans Metropolitan area with 13,036 students enrolled. The
student body is comprised of both a commuter student body as well as a developing online learning
community & offers both technical and degree seeking opportunities. Delgado Community College is a
multi-campus community college with locations throughout Greater New Orleans area. City Park
Campus is the main campus located next to the New Orleans City Park. Other campus locations include
West Bank Campus, Maritime & Industrial Training Facility (Marine Fire School), Sidney Collier Site, and
the River City Site.
The College is seeking a qualified company to perform financial aid verification that includes an intrusive
communication plan, web-based easy to use student and parent portal, SFTP banner integration, and a
dedicated call center for all students and parents. Performance Pricing based on completed verifications
with no load fees. No Start up fees.
The numbers below are what the College estimates to be the number of verifications performed over a
(12) month period. Quantities are not guaranteed and may be more or less.
TERM OF CONTRACT: The contract for services will be from July 1, 2026 through June 30, 2027. The
College may opt to renew annually for up to two additional (12) month terms under the same terms and
conditions if mutually agreeable. The total contract may not exceed (36) months total.
Description Quantity Unit Price Extended Price
Number of ISIR's Received in a year 15,000
Number of ISIR's Selected for Verification 3,000
Number of completed Verifications 1,500
Total Charge for Verification Services ________________________
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Bidder declares and represents that he; a) has carefully examined the Bidding Documents, b) has a
clear understanding of the Bidding Documents, c) has not received, relied on, or based his bid on any
verbal instructions contrary to the Bidding Documents or any addenda, d) hereby proposes to provide
all labor, materials, tools, appliances and facilities as required to perform, in a workmanlike manner, all
work and services under this contract, all in accordance with the Bidding Documents as prepared by the
College.
By signing below, the Bidder agrees that he/she complies with all bid requirements, instructions,
specifications, terms and conditions and special conditions as stated in the.
Signature ___________________________________________
Title________________________________________________
Company___________________________________________
*Bid must be submitted on this form
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III. INSTRUCTIONS & REQUIREMENTS FOR BIDDERS
QUALIFICATIONS:
Bidder must have at least (5) five years of experience in financial aid verification services as it
pertains to the specifications, is to be licensed in accordance with the work performed and must
operate in accordance with any required laws of the State of Louisiana. Three (3) references are to
be listed on the form provided in these bid documents (see Attachment A) and submitted with the
bid. References are to be from companies where similar work of the same scope and size are
currently being performed. Bidder must also be registered with the Louisiana Secretary of State
prior to the due date and time for the submission of Bids
Bidder must provide with their Bid, written documentation about the equipment and services they
are bidding showing that their offering conforms with the required specifications. Responses are to
be clear and concise with the responses in order of the specifications. Two complete copies of the
Bid are to be provided, one original and one copy. Vendor is encouraged to be ecological and not
provide the information in overly large binders.
ADDENDA:
Any questions arising from the specifications must be addressed in writing to the individual
indicated in Section I, General Conditions, and will be answered via an Addendum. All questions
must be submitted no later than Wednesday, May 27, 2026 by 12:00PM CST. A final 48-hour
period after the issuance of the Addendum will be granted for questions, which are directly related
only to the answers provided in the Addendum.
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. The
Bidder must acknowledge all issued addenda and submit it with the bid. Failure to acknowledge
addenda will render the bid informal and will cause its rejection.
Bid Documents and Addenda may be downloaded from
https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=39
BID SUBMITTAL:
Bids must be sealed with the Bidder's name, along with the name and number of the bid clearly
written on the front of the envelope or package and are to be delivered to the person and
location in Section I, General Information by the date and time stated on the title page. Faxed or
emailed bids are not acceptable. If shipping via express mail, all information as listed above must
be on the outside of the shipping packaging. Bids received without this information or after the
due date and time will be automatically disqualified.
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Bids must be submitted on the forms furnished for this purpose and must be filled out in ink or
typewritten and signed in ink. Do not erase, correct, or write over any prices or figures
necessary for this proposal. If any corrections are necessary, each must be initialed by bidder.
Failure to comply with the above requirements will cause your bid to be disqualified.
Effective August 15, 1997, in accordance with L.R.S. 39:1594 (Act 121), the person signing the bid
must be:
a) 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
b) An individual authorized to bind the vendor as reflected by an accompanying corporate
resolution, certificate, or affidavit.
By signing the bid, the bidder certifies compliance with the above.
MODIFICATION OR WITHDRAWAL OF BID:
A bid may not be modified, withdrawn, or canceled by the Bidder for a period of thirty (30)
calendar days for the period following the time and bid date designated for the receipt of bids,
and Bidder so agrees in submitting his bid, except in accordance with R.S. 39:1594,F.
Prior to the time and date designated for receipt of bids, bids submitted early may be modified
or withdrawn only by notice to Delgado Community College Purchasing Office at the place and
prior to the time designated for receipt of bids.
Withdrawn bids may be resubmitted up to the time designated for the receipt of bids provided
that they are then fully in conformance with these Instructions to Bidders.
BIDDER REPRESENTATION:
By signing and submitting a bid, Bidder acknowledges that he/she has read and understands the
Bidding Documents and his bid is made in accordance therewith.
The Bidder agrees that his/her bid is based solely upon the materials, systems and equipment
described in the Bidding Documents as advertised and as modified by addenda and that the bid
submitted is not based on any verbal instructions contrary to the Bidding Documents and Addenda.
END OF SECTION III
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IV. TERMS AND CONDITIONS
GENERAL TERMS & CONDITIONS:
Effective August 15, 1997, in accordance with L.R.S. 39:1594 (Act 121), the person signing the bid
must be:
a) 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
b) An individual authorized to bind the vendor as reflected by an accompanying corporate
resolution, certificate, or affidavit.
* A response to a bid invitation is our only indication of your interest in college business. Failure
to respond to six (6) consecutive bid invitations may cause your name to be removed from the
bidders' list.
* Bid openings are public and are subject to any in place Executive Order, revised statute or
College protocol as it pertains to any safety or illness risks.
* Bids submitted are governed and 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; and Specifications listed in this solicitation
* No information will be given out as to opinions concerning the ultimate outcome while
consideration of the award is in progress.
* Effective September 1, 1991, in accordance with Act 1029 of the 1991 Regular Legislative
Session, Delgado Community College will not be responsible for any sales tax, either state or
local.
* Delgado Community College reserves the right to reject any and all bids and to waive any
informality.
* It shall be distinctly agreed and understood that the price quoted must be a firm price for the
duration of the Contract, and not be subject to change at time of the delivery of services.
* All shipping, handling, materials, labor or any other charges necessary to complete this job must
be included in amount bid. Items not listed but necessary for completion of the job shall be
furnished as part of the bid. Additional costs disclosed later will be at the expense of the
vendor.
* All deliveries shall be made FOB Destination to the College unless otherwise specified by the
College. All freight charges are to be included in the unit price. The College will not be
responsible for freight charges not clearly stated as a part of this bid.
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* The College reserves the right to award the above items separately, grouped, or on an all-or-
none basis, and to reject any or all bids and to waive any informalities including technicalities in
specifications that preclude competition.
* The College shall have the right to reject any or all bids not accompanied by any data required
by the Bidding Documents or a bid in any way incomplete or irregular.
* The Bid will be awarded to the lowest responsive, responsible Bidder as determined by the
College.
* List of distributors: The Vendor signing the bid shall be designated as the Prime Vendor on any
contract/agreement resulting from this bid. If additional Vendors are authorized to receive
orders for items covered under this proposal, the Vendor must submit, with bid, a list of those
additional authorized distributors.
* Bidder must be able to provide a project timeline if requested by Delgado Community College
* If item(s) or services bid do not fully comply with specifications, including brand and/or product
number or work, bidder must state in what respect the item(s)/services or work deviate. Failure
to note exceptions on the bid form will not relieve the successful bidder from supplying the
actual products or services requested.
* The Form of Agreement between the College and Contractor for the work set forth herein will
be the issuance of a Contract and purchase order.
* The quantities listed on the Bid Form are estimated, the actual quantities may be more or less.
There are no minimum guarantees
PAYMENTS:
Vendor will be paid after work is satisfactorily completed and upon recommendation of the
College Representative. Invoices must be sent no later than (30) days after services have been
performed.
Payment for services will be made to the Bidder on a Net (30) basis after receipt of an invoice.
Invoices will not be paid prior to 30 days from receipt of invoice.
All invoices should be submitted to the College's Office of Accounts Payable and clearly indicate
the Purchase Order Number assigned by the Delgado Purchasing Department. Lump sum
invoices will not be processed. Invoices must be itemized per the unit prices as stated in in the
Bid Documents.
INSURANCE:
Not required for this service
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TERMINATION OF AGREEMENT:
* Termination of this agreement for cause - DCC may terminate this agreement for cause
based upon the failure of Contractor to comply with the terms and/or conditions of the
Agreement, or failure to fulfill its performance obligations pursuant to this agreement,
provided that DCC shall give the Contractor written notice specifying the Contractor's
failure. If within thirty (30) days after receipt of such notice, the Contractor shall not
have corrected such failure or, in the case of failure which cannot be corrected in thirty
(30) days, have begun in good faith to correct such failure and thereafter proceeded
diligently to complete such correction, then DCC may, at its option, place the Contractor in
default and the Agreement shall terminate on the date specified in such notice.
The Contractor may exercise any rights available to it under Louisiana law to terminate for
cause upon the failure of DCC to comply with the terms and conditions of this agreement,
provided that the Contractor shall give DCC written notice specifying the DCC's failure and a
reasonable opportunity for DCC to cure the defect.
* Termination for non-appropriation of funds - The continuance of this contract is
contingent upon the appropriation of funds to fulfill the requirements of the contract by
the legislature. If the legislature fails to appropriate sufficient monies to provide for the
continuation of the contract, or if such appropriation is reduced by the veto of the Governor
or by any means provided in the appropriations act or Title 39 of the Louisiana Revised
Statutes of 1950 to prevent the total appropriation for the year from exceeding revenues for
that year, or for any other lawful purpose, and the effect of such reduction is to provide
insufficient monies for the continuation of the contract, the contract shall terminate on the
date of the beginning of the first fiscal year for which funds are not appropriated.
* Termination for Convenience - The College may terminate the Contract at any time by giving
thirty (30) days written notice to the Contractor. The Contractor shall be entitled to payment
for work performed (monthly charges to be prorated) to the extent work has been performed
satisfactorily.
If, for any reason, the Contractor desires to terminate the Contract, he may do so upon
giving written notice of sixty (60) days to the College. Contractor shall perform all work
satisfactorily as contracted until the determined termination date
* Cancellation Conditions - In any of the following cases, the College shall have the right to
immediately cancel the contract agreement due to:
The interruption of operation in any of the contacted facilities or the College beyond its
control; failure of the Contractor to maintain a satisfactory performance bond or adequate
insurance coverage; wherever the contractor is guilty of misrepresentation; wherever the
contract agreement was obtained by fraud, collusion, conspiracy, or other unlawful means,
or the contract agreement conflicts with any statutory and constitutional provision of the
State of Louisiana or the United States. In case of default by the Contractor, the College
reserves the right to purchase any or all items or services in default on open market,
charging the Contractor with any excessive costs. Until these excessive costs are paid to
the College, the Contractor shall not do business with the College again.
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* Implementation of Termination - The Contractor shall terminate all work under the Contract
to the extent and on the date specified in the Notice of Termination or reduction of work and
until such date shall, continue to perform all work required in the specification and be
compensated for such work. In the event of termination or reduction in the scope of work by
the College, the College shall pay the Contractor for all work satisfactorily performed up to
the effective date of termination or reduction in the scope of work, in accordance with the
prices included in Contractor's bid less all partial payments made on account prior to the
effective date of termination or reduction in the scope of work. Upon termination as above,
the Contract Administrator shall make final determination of the amount due the Contractor
for work performed.
TERM OF THE CONTRACT
The term of the agreement will be from the date of award through June 30, 2027 with the
option to renew for up to two (2) twelve (12) month periods if mutually agreeable. Contract
extensions may not exceed thirty-six (36) months total.
DISCRIMINITORY PRACTICES:
Delgado Community College of the State of Louisiana is an equal opportunity employer and
looks to its contractors, subcontractors, vendors, and suppliers to take affirmative action to
effect this commitment in its operations.
Both the College and the bidder shall abide by the requirements of Title VII of the Civil Rights Act
of 1964, and shall not discriminate against employees or applicants due to race, color, religion,
sex, handicap or national origin. Furthermore, both parties shall take affirmative action to
provide for positive posture in employing and upgrading persons without regard to race, color,
religion, sex, handicap, or national origin, and shall take affirmative action as provided in the
Vietnam Era Veteran's Readjustment Act of 1974. Both parties shall abide by the requirements
of Title VI of the Civil Rights Act of 1964 and the Vocational Rehabilitation Act of 1974 to insure
that services are delivered without discrimination due to race, color national origin or handicap.
Both parties shall comply with the requirements of the Americans with Disabilities Act of 1990
which bans discrimination in employment or in delivery of services on the basis of sexual
orientation.
SUBCONTRACTORS:
No part of this contract may be subcontracted out.
SUBSTITUTIONS AND EQUIVALENTS:
Not Applicable to this work
END OF SECTION IV
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