FIRE ALARM MAINTENANCE

Submit Bid To:*
University of Louisiana at Lafayette
Office of Purchasing
ULLafayetteBids@louisiana.edu
Invitation to Bid
Solicitation File No.: 27001 To maintain the integrity of the bid process,
please do not cc any other University email
Title: FIRE ALARM MAINTENANCE SERVICE (RENEWABLE)
address when submitting your bid.
Bid Schedule:
1. Pre-Bid Meeting (in-person): None Buyer of Record: Mary Borel
2. Due Date/Time (email only): Monday, June 29, 2:00PM Buyer Phone: (337) 482-9051
3. Bid Opening (Zoom only): Monday, June 29, 2026 3:00PM Email: BidQuestions@louisiana.edu
Meeting ID: 993 2862 5215 Password: 393956
General Instructions to Bidders
1. Hard copies of sealed bids will no longer be accepted. To be considered, all bids must be received electronically by
the due date and time at the email address listed above in the "Submit Bid To:" section.
2. Sealed bids for providing the items and/or services specified are hereby solicited and will be received
electronically by the Office of Purchasing at ULLafayetteBids@louisiana.edu, until the specified due date and time.
Bidder is solely responsible for the timeliness of the bid submittal. The Purchasing Office is not responsible for any
delays.
3. Bid submissions must be signed by a person authorized to bind the vendor. In accordance with Louisiana R.S.
39:1594, the person signing the bid must be: (1) any corporate officer listed on the most current annual report on file
with the secretary of state, or the signature on the bid is that of any member of a partnership or partnership in
commendam listed in the most current partnership records on file with the secretary of state; or (2) an authorized
representative of the corporation, partnership, or other legal entity and the Bidder submits or provides upon request
a corporate resolution, certification as to the corporate principal, or other documents indicating authority which are
acceptable to the public entity, including registration on an electronic Internet database maintained by the public
entity; or (3) entity has filed in the appropriate records of the secretary of state in which the public entity is located,
an affidavit, resolution, or other acknowledged or authentic document indicating the names of all parties authorized
to submit bids for public contracts.
4. When bid is submitted by email, the subject line must show the Solicitation/File No. and submission must be received
by bid deadline.
5. Read the entire solicitation, including all terms, conditions and specifications.
6. All bid information and prices must be typed or written in ink. Any corrections, erasures or other forms of alteration
to unit prices are to be initialed by the Bidder.
7. Bid prices shall include all delivery charges paid by the vendor, F.O.B. UL Lafayette Destination, unless otherwise
provided in the solicitation. Any invoiced delivery charges not quoted and itemized on the UL Lafayette purchase
order are subject to rejection and non-payment.
8. Payment terms: Net 60 after receipt of properly executed invoice or delivery and acceptance, whichever is later.
9. By signing this solicitation, the Bidder certifies compliance with all general instructions to Bidders, terms, conditions
and specifications; and further certifies that this bid is made without collusion or fraud.
10. Mandatory bid requirements are detailed immediately following the Standard Terms & Conditions section.
11. There will be no pre-bid meeting for this solicitation.
12. Quantities listed in these specifications are approximate and are not guaranteed by the University. The University
reserves the right to increase or reduce quantity as needed if in the best interest of the University.
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Standard Terms & Conditions
These standard terms and conditions shall apply to all UL Lafayette solicitations, unless otherwise specifically
amended and provided for in the special terms and conditions, specifications, or other solicitation documents.
In the event of conflict between the General Instructions to Bidders or Standard Terms & Conditions and the
Special Terms & Conditions, the Special Terms & Conditions shall govern.
Bids submitted are subject to provisions of the laws of the State of Louisiana, including but not limited to: the
Louisiana Procurement Code (R.S. 39:1551-1736); Purchasing Rules and Regulations (Title 34 of the Louisiana
Administrative Code); Executive Orders; and the terms, conditions, and specifications stated in this solicitation.
1. Bid Delivery and Receipt
To be considered, Bidders may submit bids electronically to ULLafayetteBids@louisiana.edu. When bid is
submitted by email, the subject line must show the Solicitation/File No. and must be received by bid
deadline.
Bidders are advised that the U.S. Postal Service does not make deliveries to the Purchasing Office. Bids will
no longer be accepted by mail or in person. Bidder is solely responsible for the timely delivery of its bid, and
failure to meet the bid due date and time shall result in rejection of the bid.
2. Bid Forms
Bids are to be submitted on and in accordance with the UL Lafayette solicitation forms provided, and must
be signed by an authorized agent of the vendor. Bids submitted on other forms or in other price formats
may be considered informal and may be rejected in part or in its entirety. Bids submitted in pencil and/or
bids containing no original signature indicating the Bidder's intent to be bound will not be accepted.
3. Interpretation of Solicitation/Bidder Inquiries
If Bidder is in doubt as to the meaning of any part or requirement of this solicitation, Bidder may submit a
written request for interpretation to the Buyer-of-Record at the email address on page 1 of this solicitation.
Written inquiries must be received in the UL Lafayette Office of Purchasing no later than five (5) calendar
days prior to the opening of bids, and shall be clearly cross-referenced to the relevant
solicitation/specification in question.
No decisions or actions shall be executed by any Bidder as a result of oral discussions with any UL Lafayette
employee or consultant. Any interpretation of the documents will be made by formal addendum only, issued
by the UL Lafayette Office of Purchasing, and mailed or delivered to all Bidders known to have received the
solicitation. UL Lafayette shall not be responsible for any other interpretations or assumptions made by
Bidder.
4. Bid Opening
In-person bid openings have been suspended for the foreseeable future. Bidders may attend the public bid
opening of sealed bids and proposals conducted on Zoom. No information or opinions concerning the
ultimate contract award will be given at bid opening or during the evaluation process. Written bid
tabulations will not be furnished. Bids may be examined within 72 hours after bid opening. Information
pertaining to completed files may be secured by submitting a written request to the Buyer-of-Record at the
email address shown in header.
5. Special Accommodations
Any "qualified individual with a disability" as defined by the Americans with Disabilities Act, who has
submitted a bid and desires to attend the public bid opening, must notify the UL Lafayette Office of
Purchasing in writing not later than seven days prior to the bid opening date of their need for special
accommodations. If the request cannot be reasonably provided, the individual will be informed prior to the
bid opening.
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6. Standards of Quality
Any product or service bid shall conform to all applicable federal, state and local laws and regulations, and
the specifications contained in the solicitation. Any manufacturer's name, trade name, brand name, or
catalog number used in the specification is for the purpose of describing the standard of quality,
performance, and characteristics desired; and is not intended to limit or restrict competition. Bidder must
specify the brand and model number of the product offered in his bid. Bids not specifying brand and model
number shall be considered as offering the exact product specified in the solicitation.
7. New Products/Warranty/Patents
All products bid for purchase must be new, never previously used, of the manufacturer's current model
and/or packaging, and of best quality as measured by acceptable trade standards. No remanufactured,
demonstrator, used or irregular products will be considered for purchase unless otherwise specified.
The manufacturer's standard published warranty and provisions shall apply, unless more stringent
warranties are otherwise required by UL Lafayette and specified in the solicitation. In such cases, the
Bidder and/or manufacturer shall honor the specified warranty requirements, and bid prices shall include
any premium costs of such coverage.
Bidder guarantees that the products proposed and furnished will not infringe upon any valid patent or
trademark; and shall, at its own expense, defend any and all actions or suits charging such infringement,
and shall save UL Lafayette harmless.
8. Descriptive Information
Bidders proposing an equivalent brand or model are to submit descriptive information (such as literature,
technical data, illustrations, etc.) sufficient for UL Lafayette to evaluate quality, suitability, and compliance
with the specifications with the bid submission. Failure to submit descriptive information may cause bid to
be rejected. Any changes made by Bidder to a manufacturer's published specifications shall be verifiable by
the manufacturer. If items bid do not fully comply with specifications, Bidder must state in what respect
items deviate. Bidder's failure to note exceptions in its bid will not relieve the Bidder from supplying the
actual products requested.
9. Bids/Prices/F.O.B. Point
* The bid price for each item is to be quoted on a "net" basis and F.O.B. UL Lafayette Destination, i.e. title
passing upon receipt and inclusive of all delivery charges, any item discounts, etc.
* Bids other than F.O.B. UL Lafayette Destination may be rejected.
* Bids indicating estimated freight charges may be rejected.
* Bids requiring deposits, payment in advance, or C.O.D. terms may be rejected.
* Bidders who do not quote "net" item prices and who separately quote an overall "lump sum" freight
cost or discount for all items shall be considered as submitting an "all-or-none" bid for evaluation and
award purposes; and risk rejection if award is made on an item basis.
* Prices shall be firm for acceptance for a minimum of 30 days, unless otherwise specified. Bids
conditioned with shorter acceptance periods may be rejected.
* Prices are to be quoted in the unit/packaging specified (e.g. each, 12/box, etc), or may be rejected.
* In the event of extension errors, the unit price bid shall prevail.
10. Taxes
Vendor is responsible for including all applicable taxes in the bid price. UL Lafayette is exempt from all
Louisiana state and local sales and use taxes. By accepting an award, resident and non-resident firms
acknowledge their responsibility for the payment of all taxes duly accessed by the State of Louisiana and its
political subdivisions for which they are liable, including but not limited to: franchise taxes, privilege taxes,
sales taxes, use taxes, ad valorem taxes, etc.
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11. Terms and Conditions
This solicitation contains all terms and conditions with respect to the purchase of the goods and/or services
specified herein. Submittal of any contrary terms and conditions may cause your bid to be rejected. By
signing and submitting a bid, vendor agrees that contrary terms and conditions which may be included in its
bid are nullified; and agrees that this contract shall be construed in accordance with this solicitation and
governed by the laws of the State of Louisiana.
12. Vendor Forms/ UL Lafayette Signature Authority
The terms and conditions of the UL Lafayette solicitation, purchase order and contract shall solely govern
the purchase agreement, and shall not be amended by any vendor contract, form, etc.
The University's Vice President of Administration and Finance, chief procurement officer, or authorized
designee, is delegated sole authority to execute/sign any vendor contracts, forms, etc., on behalf of UL
Lafayette. Departments are expressly prohibited from signing any vendor forms.
Any such vendor contracts/forms bearing unauthorized signatures shall be null and void, shall have no legal
force, and shall not be recognized by UL Lafayette in any dispute arising therefrom. Vendors who present
any such forms to department users for signature without regard to this strict UL Lafayette policy may face
contract cancellation, suspension, and/or debarment.
13. Awards
The intent is to award this bid to the lowest responsible and responsive Bidder. UL Lafayette reserves the
right: (1) to award items separately, grouped, or on an all-or-none basis, as deemed in its best interest; (2)
to reject any or all bids and/or items; and (3) to waive any informalities.
All solicitation specifications, terms and conditions shall be made part of any subsequent award as if fully
reproduced and included therein, unless specifically amended in the formal contract.
14. Acceptance of Bid
Only the issuance of an official UL Lafayette purchase order, contract, Notification of Award letter, or a
Notification of Intent to Award letter shall constitute the University's acceptance of a bid. UL Lafayette shall
not be responsible in any way to a vendor for goods delivered or services rendered without an official
purchase order and/or contract.
15. Applicable Law
All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana.
16. Awarded Products/Unauthorized Substitutions
Only those awarded brands and numbers stated in the UL Lafayette contract are approved for delivery,
acceptance, and payment purposes. Any substitutions must be reviewed and approved by the UL Lafayette
Office of Purchasing prior to awarding the contract. Unauthorized product substitutions are subject to
rejection at time of delivery, post-return at vendor's expense, and non-payment.
17. Testing/Rejected Goods
Vendor warrants that the products furnished will be in full conformity with the specification, drawing or
sample, and agrees that this warranty shall survive delivery, acceptance, and use. Any defect in any product
may cause its rejection. UL Lafayette reserves the right to test products for conformance to specifications
both prior to and after any award. Vendor shall bear the cost of testing if product is found to be non-
compliant. All rejected goods will be held at vendor's risk and expense, and subject to vendor's prompt
disposition. Unless otherwise arranged, rejected goods will be returned to the vendor freight collect.
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18. Delivery
Vendor is responsible for making timely delivery in accordance with its quoted delivery terms. Vendor shall
promptly notify the UL Lafayette Department and/or UL Lafayette Office of Purchasing of any unforeseen
delays beyond its control. In such cases, UL Lafayette reserves the right to cancel the order and to make
alternative arrangements to meet its needs.
19. Default of Vendor
Failure to deliver within the time specified in the bid/award will constitute a default and may be cause for
contract cancellation. Where the University has determined the vendor to be in default, UL Lafayette
reserves the right to purchase any or all goods or services covered by the contract on the open market and
to surcharge the vendor with costs in excess of the contract price. Until such assessed surcharges have been
paid, no subsequent bids from the defaulting vendor will be considered for award.
20. Vendor Invoices
Invoices shall reference the UL Lafayette purchase/release order number, vendor's packing list/delivery
ticket number, shipping/delivery date, etc. Invoices are to be itemized and billed in accordance with the
order, show the amount of any prompt payment discount, and submitted on the vendor's own invoice form.
Invoices submitted by the vendor's supplier are not acceptable.
21. Delinquent Payment Penalties
Delinquent payment penalties are mandated and governed by Louisiana R.S. 39:1695. Vendor penalties to
the contrary shall be null and void, shall have no legal force, and shall not be recognized by UL Lafayette in
any dispute arising therefrom.
22. Assignment of Contract/Contract Proceeds
Vendor shall not assign, sublet or transfer its contractual responsibilities, or payment proceeds thereof, to
another party without the prior written consent and approval of the UL Lafayette Office of Purchasing.
Unauthorized assignments of contract or assignments of contract proceeds shall be null and void, shall have
no legal force, and shall not be recognized by UL Lafayette in any dispute arising therefrom.
23. Contract Cancellation/Termination
UL Lafayette has the right to cancel any contract for cause, in accordance with purchasing rules and
regulations, including but not limited to: (1) failure to deliver within the time specified in the contract; (2)
failure of the product or service to meet specifications, conform to sample quality or to be delivered in good
condition; (3) misrepresentation by the vendor; (4) fraud, collusion, conspiracy or other unlawful means of
obtaining any contract with the University; (5) conflict of contract provisions with constitutional or statutory
provisions of state or federal law; (6) any other breach of contract.
Termination of the Contract for Convenience
The University may terminate the contract for convenience at any time (1) by giving thirty (30) days
written notice to the Contractor of such termination; or (2) by negotiating with the Contractor an
effective date. The University shall pay the Contractor for, if applicable: (a) deliverables in progress; (b)
the percentage that has been completed satisfactorily; and, (c) for transaction-based services up to the
date of termination, to the extent work has been performed satisfactorily.
24. Prohibited Contractual Arrangements
Per Louisiana R.S. 42:1113.A, no public servant, or member of such a public servant's immediate family, or
legal entity in which he has a controlling interest shall bid on or enter into any contract, subcontract, or
other transaction that is under the supervision or jurisdiction of the agency of such public servant. See
statute for complete law, exclusions, and provisions.
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25. Equal Employment Opportunity Compliance
By submitting and signing this bid, vendor agrees to abide by the requirements of the following as applicable:
Title VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972; federal
Executive Order 11246; federal Rehabilitation Act of 1973, as amended; the Vietnam Era Veteran's
Readjustment Assistance Act of 1974; Title IX of the Education Amendments of 1972; the Age Act of 1975;
the Americans with Disabilities Act of 1990. Vendor agrees not to discriminate in its employment practices
and will render services under any contract entered into as a result of this solicitation without regard to race,
color, religion, sex, age, national origin, veteran status, political affiliation, handicap, disability, or other non-
merit factor. Any act of discrimination committed by vendor, or failure to comply with these statutory
obligations when applicable, shall be grounds for termination of any contract entered into as a result of this
solicitation.
26. Mutual Indemnification
Each party hereto agrees to indemnify, defend, and hold the other, its officers, directors, agents and
employees harmless from and against any and all losses, liabilities, and claims, including reasonable
attorney's fees arising out of or resulting from the willful act, fault, omission, or negligence of the
indemnifying party or of its employees, contractors, or agents in performing its obligations under this
agreement, provided however, that neither party hereto shall be liable to the other for any consequential
damages arising out of its willful act, fault, omission, or negligence.
27. Certification of No Suspension or Debarment
By signing and submitting this bid, Bidder certifies that its company, any subcontractors, or principals
thereof, are not suspended or debarred under federal or state laws or regulations. A list of parties who have
been suspended or debarred by federal agencies is maintained by the General Services Administration and
can be viewed on the internet at www.epls.gov.
28. Substitution of Personnel
If applicable, the University intends to include in any contract resulting from this ITB the following condition:
Substitution of Personnel: If, during the term of the contract, the Contractor or subcontractor cannot
provide the personnel as proposed and requests a substitution, that substitution shall meet or exceed the
requirements stated herein. A detailed resume of qualifications and justification is to be submitted to the
University for approval prior to any personnel substitution. It shall be acknowledged by the Contractor
that every reasonable attempt shall be made to assign the personnel listed in the Contractor's bid.
29. Insurance Requirements
Please note attached insurance requirements section included in these bid specifications.
If applicable to the services procured in this solicitation, the successful Bidder will be required to furnish a
certificate of insurance evidencing required coverages and naming the University of Louisiana at Lafayette
as an additional insured on all liability policies.
30. Nonperformance
Successful Bidder is required to perform in strict accordance with all contract specifications, terms, and
conditions. Successful Bidder will be advised in writing of nonperformance issues and shall be required to
promptly implement corrective actions to ensure contract compliance and to prevent recurrences. In the
event the successful Bidder is issued three or more complaints of nonperformance, UL Lafayette reserves
the right at its sole discretion to cancel the contract with a ten (10) day written notice. Contract cancellations
due to nonperformance may be cause to deem vendor non-responsible in future solicitations.
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31. Official University Recognized Holidays
The following is a list of officially recognized University Holidays:
New Year's Day July 4th
Martin Luther King Day Labor Day
Mardi Gras Day Thanksgiving Day
Good Friday Acadian Day
Memorial Day Christmas Day
Juneteenth
32. No Smoking Campus
The Successful Bidder shall be responsible for compliance with all University policies, security measures
and vehicle regulations. Specifically, the University is a NO SMOKING campus and all prospective Bidders
are cautioned that smoking will not be permitted inside or outside on ANY part of this facility at any time.
Any employee who is found to be in violation of this policy will be subject to immediate dismissal.
33. Non-Exclusivity
This agreement is non-exclusive and shall not in any way preclude UL Lafayette from entering into similar
agreements and/or arrangements with other Vendors or from acquiring similar, equal, or like goods and/or
services from other entities or sources.
34. Contract Amendments
Requests for contract changes must be made in writing by an authorized agent/signatory of the Vendor
and submitted to UL Lafayette Office of Purchasing for prior approval. Requests shall include detailed
justification and supporting documentation for the proposed amendment.
Contract revisions shall be effective only upon approval by UL Lafayette Office of Purchasing and issuance
of a formal UL Lafayette Contract Amendment. The Vendor shall honor purchase orders issued prior to
the approval of any contract amendment as applicable.
35. Term of Contract
The duration of this Contract commences from the date specified herein or date of award notification and
continues until University accepts final delivery of all deliverables. Total initial contract period not to
exceed Twelve (12) months.
Based upon mutual agreement between the University and the successful Bidder, this contract may be
extended for four (4) additional twelve (12) month periods.
All terms of the solicitation shall be firm for the duration of Contract.
36. Notification of Fund Appropriation
The continuation 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 to prevent the total appropriations for the
year from exceeding revenues for that year or for any 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.
All Bidders should be aware that our Legislative process is such that it is often impossible to give prior
notice of the non-appropriation of funds.
37. Number of Bid Response Copies
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Each Bidder must submit one (1) signed bid to the Office of Purchasing at the email address specified in
this solicitation. The submission must CONTAIN ORIGINAL SIGNATURES not a typed/electronic signature.
Documents signed in the DocuSign(TM) program are the only exceptions to this policy. Bidders may be
required to mail in the original documents upon award.
38. Prohibition of Discriminatory Boycotts of Israel
In accordance with LA R.S. 39:1602:1, for any contract for $100,000 or more and for any contractor with
five or more employees, Contractor, or any Subcontractor, shall certify it is not engaging in a boycott of
Israel, and shall, for the duration of this contract, refrain from a boycott of Israel.
The State reserves the right to terminate this contract if the Contractor, or any Subcontractor, engages in
a boycott of Israel during the term of the contract.
39. Pre Bid Meeting
There will be no pre-bid meeting for this solicitation.
40. Site Visit/Contact Information
It is the responsibility of the prospective bidder to visit and examine the jobsite, take measurements to
his/her own satisfaction and determine conditions under which work is to be done. Owner will not
accept responsibility for conditions which careful examination of premises would have shown existed.
To visit jobsite and for further information, prospective bidder is to contact Mary Borel at 337-482-9051.
41. Piggy Back Clause
University of Louisiana Lafayette is asking all responding vendors to indicate their willingness to extend
the terms of resulting contracts, inclusive of price, to other Louisiana state agencies and/or universities.
While this clause in no way commits any state agency and/or university to purchase from the awarded
vendor, nor does it guarantee any additional orders will result, it does allow state agencies and/or
universities, at their discretion, to make use of the University of Louisiana at Lafayette's competitive
process (provided said process satisfies their own procurement guidelines) and purchase directly from the
awarded contractor. All purchases made by other state agencies and/or universities shall be understood
to be transactions between that state agency and/or university and the awarded vendor. The University
of Louisiana at Lafayette shall not be responsible for any such purchases.
42. Firearm and Ammunition
Prohibition of Companies That Discriminate Against Firearm and Ammunition Industries: In accordance
with La. R.S. 39:1602.2, the following applies to any competitive sealed bids, competitive sealed proposals,
or contract(s) with a value of $100,000 or more involving a for-profit company with at least fifty full-time
employees: Unless otherwise exempted by law, by submitting a response to this solicitation or entering
into this contract, the Bidder, Proposer or Contractor certifies the following:
1. The company does not have a practice, policy, guidance, or directive that discriminates against a
firearm entity or firearm trade association based solely on the entity's or association's status as a
firearm entity or firearm trade association;
2. The company will not discriminate against a firearm entity or firearm trade association during the term
of the contract based solely on the entity's or association's status as a firearm entity or firearm trade
association.
The University reserves the right to reject the response of the Bidder, Proposer or Contractor if this
certification is subsequently determined to be false, and to terminate any contract awarded based on such
a false response or if the certification is no longer true.
END OF SECTION
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MANDATORY BID REQUIREMENTS
Failure to meet all of the listed mandatory requirements will result in rejection of bid without further consideration.
1. CERTIFICATION STATEMENT
The Bidder must sign and include the Certification Statement as set forth in solicitation document. The signature of
Bidder's Authorized Representative must be an ORIGINAL signature - not a typed/electronic signature. Documents
signed in the DocuSign(TM) program are the only exceptions to this policy.
2. BID SHEET/FORM
The Bidder must submit bid on the form herein provided. The proposal must be signed in ink, and blank space(s)
should be filled in for every applicable blank in the UNIT PRICE and EXTENDED TOTAL column. Items left blank will
not be awarded to that bidder. It is not necessary to bid on all items. However, if you are not bidding on a
particular item, or find a blank that is not applicable to your submission, write "NO BID" or "N/A" in the provided
space(s). The Bidder must state the UNIT price (written in ink or typewritten) for each item and shall show the
total amount for each item based on the quantities listed.
3. CERTIFICATE OF INSURANCE
Bidder shall submit a certificate of insurance with bid submission or by provide the following information: Policy
number, names and addresses of carriers and Agents, amounts of coverage, types of coverage, and effective dates
on the bid form enclosed.
4. EQUIPMENT LIST
A list of repair parts and replacement units to be kept in stock by the Contractor at all times during the contract
period is to be submitted with the bid. Failure to do so may be cause for rejection of bid.
5. TECHNICIAN QUALIFICATIONS
Name and qualifications of each technician that will be assigned to this contract must be submitted with the bid.
a. Complete all fields of the chart on the bid form for each technician to be assigned to this contract
b. attach the technician's resume
c. attach each technician's license(s)
The University will not consider any technician if presented with incomplete information on the chart or if a
mandatory attachment is not included with the bid. This may be cause for rejection of bid.
CONTACT INFORMATION
ELECTRONIC BID SUBMISSIONS (ONLY) Do not email questions about the bid to this email address.
ULLafayetteBids@louisiana.edu
Be sure to include the solicitation number in the subject line.
Do not send your submission to any other University email address.
QUESTIONS/CONCERNS ABOUT SPECIFICATIONS
BidQuestions@louisiana.edu
Do not email bid submissions to either of these addresses.
To contact Purchasing by phone: 337.482.9051.
DEFINITIONS
Agent - The University's representative in the Facility Management who is referred to throughout these
documents as singular in number.
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Contractor - The person/company who contracts with UL Lafayette to perform the work as called for on these
documents who is referred to as singular in number.
Owner - The University of Louisiana at Lafayette (UL-Lafayette).
END OF SECTION
IMPORTANT NOTES:
1. VENDOR BIDDING ANYTHING OTHER THAN EXACT GOODS/SERVICES SPECIFIED IN THESE
SPECIFICATIONS IS TO SUBMIT DESCRIPTIVE AND ILLUSTRATIVE LITERATURE WITH BID FOR
CONSIDERATION OF AWARD. FAILURE TO DO SO SHALL BE CAUSE FOR REJECTION OF BID.
2. ALL PRICES QUOTED ARE TO REMAIN FIRM UNTIL ALL DELIVERABLE GOODS OR SERVICES ARE
RENDERED TO AND ACCEPTED BY THE UNIVERSITY OF LOUISIANA AT LAFAYETTE.
3. IN THE EVENT OF EXTENSION ERRORS, THE UNIT PRICE ON THE BID FORM SHALL PREVAIL.
4. THE UNIVERSITY OF LOUISIANA AT LAFAYETTE ADHERES TO NET 60 PAYMENT TERMS. ALL OTHER
PAYMENT TERMS MUST BE DISCLOSED WITH BID. BE ADVISED THAT STRICTER PAYMENT TERMS MAY
BE CAUSE FOR REJECTION OF BID.
5. QUANTITIES ARE APPROXIMATE AND ARE NOT GUARANTEED BY THE UNIVERSITY. THE UNIVERSITY
RESERVES THE RIGHT TO INCREASE OR REDUCE QUANTITY AS NEEDED IF IN THE BEST INTEREST OF
THE UNIVERSITY.
6. THE UNIVERSITY RESERVES THE RIGHT TO AWARD PROPOSAL ON AN INDIVIDUAL ITEM BASIS, A
COMBINATION OF ITEMS BASIS, OR AS A TOTAL PACKAGE TO ONE VENDOR, WHICHEVER IS IN THE
BEST INTEREST OF THE UNIVERSITY.
7. BID SUBMISSIONS MUST DISCLOSE ALL FEES INCLUDING SHIPPING, HANDLING, FREIGHT, FUEL
SURCHARGES, ETC.. NO ADDITIONAL FEES WILL BE ACCEPTED AFTER AWARD.
8. FAILURE TO COMPLY WITH ANY MANDATORY REQUIREMENTS SHALL BE CAUSE FOR REJECTION OF
BID.
9. The University of Louisiana at Lafayette is a tax exempt State Agency. Vendor is responsible for including all
applicable taxes in the bid price. UL-Lafayette is exempt from all Louisiana state and local sales and use taxes.
Resident and non-resident firms acknowledge their responsibility for the payment of all taxes duly accessed by
the State of Louisiana and its political subdivisions for which they are liable, including but not limited to:
franchise taxes, privilege taxes, sales taxes, use taxes, ad valorem taxes, and etcetera.
END OF SECTION
Solicitation File No. 27001 - Due Monday, June 29, 2026 at 2:00PM Page 10 of 22