Furnish a Washing Machine and Dryer Vending Concession

Page 1 of 32

STATE OF LOUISIANA
SOUTHEASTERN LOUISIANA UNIVERSITY

HAMMOND, LOUISIANA
(A Member of the University of Louisiana System)

INVITATION TO BID
TO
FURNISH A WASHING MACHINE AND DRYER VENDING CONCESSION
FOR THE SOUTHEASTERN AUXILIARY SERVICES DEPARTMENT

ISSUING AGENCY: Southeastern Louisiana University
Purchasing Department
SLU 10800
Hammond, LA 70402

DIRECTOR OF PURCHASING: Richard Himber

PROCUREMENT SPECIALIST: Phyllis Hoover, CPPB,NIGP-CPP
Ph: (985)549-5415

CONTRACT COORDINATOR: Amanda McDaniel
Ph: (985)549-2118

ITB RELEASE DATE: April 16, 2026

MANDATORY PRE-BID MEETING: May 5, 2026, 10:00 a.m., CST
Location: University Housing
1301 SGA Drive
Pride Hall Conference Room
Hammond, LA

DEADLINE FOR FAX INQUIRIES: May 6, 2026 (Fax To: 985-549-3810 Attn: Hoover
ITB OPENING DATE: May 20, 2026

ITB OPENING TIME: 4:00 p.m., Central Time

ITB OPENING LOCATION: Southeastern Louisiana University
Purchasing Department
Property Control & Supply Building
2400 North Oak Street
Hammond, LA

NOTE: THIS SOLICITATION IS A SEALED BID AND MUST BE RETURNED BY MAIL OR DELIVERED
IN PERSON. BID RESPONSE FORMS CANNOT BE FAXED OR EMAILED, AND ANY FAX OR EMAIL
RESPONSES SHALL BE REJECTED.

This ITB is available in electronic form at

https: //wwwefprd.doa. louisiana. gov/osp/lapac/pubmain.cfm

It is available in PDF format or in printed form by submitting a written request
to the Procurement Specialist listed above. It is the Bidder's responsibility to
check the Office of State Purchasing LaPAC website frequently for any possible
addenda that may be issued. Southeastern is not responsible for a bidder's
failure to download any addenda documents required to complete an Invitation to
Bid.

SOUTHEASTERN LOUISIANA UNIVERSITY
BID RESPONSE FORM

BIDDER'S NAME:

TELEPHONE NO.: FAX NUMBER:
ADDRESS:

MAILING CITY STATE 2IP
Scope of Service: Furnish A Washing Machine And Dryer Vending Concession For

The Southeastern Auxiliary Services Department
Contract Period: Commence July 20, 2026 and terminate July 19, 2027

Extended Period: Contract may be extended for (4) additional (12) month
periods at the same commission, terms and conditions

I/we do hereby declare that I/we have carefully examined the bid requirements and
specifications, and having personally inspected the site, that I/we have a clear
understanding of the said bid documents. I/we do hereby propose to provide the
necessary labor, equipment, materials and labor. I/we do hereby agree to
maintain and complete, in a thoroughly professional manner, the proposed
concession service for the annual minimum guaranty or percentage commission rate
stated hereinafter.

I/we do hereby acknowledge receipt of the following addenda (if any):
No. Dated No. Dated No. Dated
MINIMUM GUARANTY: I/we agree to pay Southeastern an annual minimum guaranteed
commission of ($10,000.00) unless the actual percentage

commission rate stated hereinafter exceeds the aforementioned
minimum guaranteed commission.

PRIMARY BID CONSIDERATION:

COMMISSION RATE: I/we agree to pay SLU the percentage commission rate of
a PERCENT (LY)
based on the gross receipts after taxes of all washer and dryer units installed
at Southeastern.

EQUIPMENT TO BE OFFERED (complete):

Equipment to be provided at initial commencement of the contract shall be
NEW. STATE Brand and Model of equipment to be provided below:

Washing Machine ~ Brand Model
Gas Dryer - Brand Model
Electric Dryer - Brand Model

Page 2 of 32

ALTERNATE BID CONSIDERATION:

Southeastern is interested in a cost structure such that laundry services are
included in the resident student's room rent. Please bid an alternate response
bidding the cost per student Southeastern would be responsible to pay the vendor
for laundry services per student for the Fall, Spring and Summer semesters. The
rate bid would be charged and collected by Southeastern in the students' room
rent. The machines would run for free. This would provide the ability for the
students to have unlimited use of the machines at no cost.

A. COST PER STUDENT FOR LAUNDRY SERVICE (Fall Semester): ($
B. COST PER STUDENT FOR LAUNDRY SERVICE (Spring Semester): ($. )
C. COST PER STUDENT FOR LAUNDRY SERVICE (Summer Semester): ($ )

GRAND TOTAL A/B/C:

NOTE: Southeastern reserves the right to select the Primary or Alternate Bid
Consideration it considers to be in Southeastern's best interest.

SIGNATURE CONSTITUTES ACCEPTANCE: Signature to the bid response form shall be
construed as acceptance of the ITB in its entirety.

AUTHORIZED OFFICER:

(Signature) (Print or Type Name)

TITLE: DATE:

Page 3 of

32

BID RESPONSE FORM CONTINUED

BID GUARANTY - Required of Bidder in the amount of five percent (5%) of Annual

Minimum Guaranteed Commission of ($10,000):

Attached is a bid bond(*) or a certified check or a cashier's

check in the amount of ($ .

(*)

Bidder shall furnish a bid guaranty in the form of a bond from a surety
or insurance company that is currently licensed to do business in the
State of Louisiana. The bond 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 10 percent of
policyholders' surplus as shown in the A.M. Best's Key Rating Guide. A
bid deposit in the form of a certified check or cashier's check made
payable to Southeastern Louisiana University may be submitted in lieu of
a bond.

PERFORMANCE GUARANTY - Required of successful Bidder in the amount of (100%) of

The Annual Minimum Guaranteed Commission of ($10,000):

Bidder is to list the name, address (street/city/state/zip) & telephone number
of the Louisiana licensed surety or insurance company that shall be used to
furnish the required bonding if selected the successful Bidder. See below (*).

Name of Surety:

Surety's Address:

Surety Telephone No.:

(Not the Agent Company)

Agent Company: Telephone No:

*OR*

]

(*)

Bidder intends to submit an acceptable cash form in lieu of a performance
bond to be remitted prior to the start of the contract term.

The successful Bidder shall furnish a performance guaranty in the form of
a bond from a surety or insurance company that is currently licensed to
do business in the State of Louisiana. The surety or insurance company
furnishing the performance bond 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 10 percent of
policyholders' surplus as shown in the A.M. Best's Key Rating Guide, or
by an insurance company that is either domiciled in Louisiana or owned by
Louisiana residents and is licensed to write surety bonds.

Page 4 of 32

BID RESPONSE FORM CONTINUED

This form is to be completed in its entirety and submitted with the bid
response form(s). Failure to complete or return the form with the other bid
response form(s) may cause rejection of bid without further consideration.

INSURANCE INFORMATION TO BE PROVIDED BY BIDDER
Bidder is to list the name and address (street/city/state/zip) of the
Louisiana licensed insurance company that is intended to be used to furnish
the required minimum levels of insurance coverage if selected the successful
Bidder.

WORKER'S COMPENSATION AND EMPLOYER'S LIABILITY .. $1,000,000 MINIMUM COVERAGE

Name of Insurer:

(Not the Agent Company)

Insurer's Address:

Check Insurer's A.M. Best Rating: { ] A Level / [ ] B, C, D, E, F Level
Check Best Financial Size Category Rating: [{ ] VI or Greater; [ ] V or Less

If Not A.M. Best Rated - State Type of Insurer:

Agent Company: Telephone No:

COMMERCIAL GENERAL LIABILITY .........eeseeeveeee $1,000,000 MINIMUM COVERAGE

Name of Insurer:

(Not the Agent Company)

Insurer's Address:

Check Insurer's A.M. Best Rating: [ ] A Level / [ ] B, C, D, E, F Level
Check Best Financial Size Category Rating: [ ] VI or Greater; [ ] V or Less
Agent Company: Telephone No:

AUTOMOBILE LIABILITY .............0 cece eee ee eens $1,000,000 MINIMUM COVERAGE.

Name of Insurer:
{Not the Agent Company)

Insurer's Address:

Check Insurer's A.M. Best Rating: [ ] A Level / [ ] B, C, D, E, F Level
Check Best Financial Size Category Rating: [ ] VI or Greater; [ ] V or Less

Agent Company: Telephone No:

Page 5 of 32

INSTRUCTIONS TO BIDDERS

PURPOSE

This Invitation to Bid (ITB) sets forth the requirements and specifications of
Southeastern Louisiana University / Southeastern / University. The contents of
this ITB and the Bidder / Vendor's bid response shall become contractual
obligations if a contract ensues. The bid and any resulting contract shall be
governed under the laws of the State of Louisiana.

GOVERNING BID REGULATIONS

This contract will not involve the expenditure of funds by the University. As a
result, the LA Procurement Code - LRS 39:1551, et seq., LA Administrative Code -
LAC 34:III.301, et seq LA Executive Order No. JBE-2020-21, and LA Revised
Statutes 17:3355 and 17:3361, shall not be applicable to this solicitation.
Invitation to Bids are solicited in an effort to obtain the offering determined
by the University as being in Southeastern's overall best interest.

Definitions

A. Shall - The term "shall" denotes mandatory requirements per R.S. 39:1556(24).
B. Must - The terms "must" denotes mandatory requirements.

C. May - The term "may" denotes an advisory or permissible action.

D. Should - the term "should" denotes desirable

-. Vendor - Any person having a contract with a governmental body.

F, Southeastern - Southeastern Louisiana University

BID RESPONSE FORM

All bids shall include the bid response forms provided in the ITB. The bid
response form for signature must be properly signed in ink by an officer of the
proposing entity authorized to sign the bid. Bid prices shall be typewritten or

in ink. Any alterations of the bid response form or foreign conditions attached
thereto may cause rejection of the bid.

CORRECTION OF MISTAKES

Erasures, write-overs, corrections or other changes in the bid are to be
initialed by the Bidder. Failure to do so may result in rejection of the bid
without further consideration.

NUMBER OF COPIES

The entire ITB shall NOT be required to be returned with the bid response. The
Bidder shall submit one (1) originally signed bid response form with any required
information and the Bidder should submit one (1) photocopy of the original bid
response. The Bidder shall be responsible for duplicating and retaining any bid
forms and responses for personal record.

REJECTION OF BIDS

The University reserves the right to reject any and all bids, and to waive any
informalities. The right is reserved to award contracts separately, grouped,

Page 6 of 32

or an all-or-none basis. Incomplete, illegible, partial or informal bids may be
rejected.

SEALED BID

The entire bid shall be sealed. The Bidder's envelope or delivery
container should be sufficiently identified as a Sealed Bid with the
name and address of the Bidder appearing on the outside to avoid
premature opening of the bid response.

BIDS BINDING

All formal bids shall be binding for a minimum of (60) calendar days and shall
not be withdrawn after the specified return date.

BID CONFIDENTIALITY

All bid responses shall become a matter of public record at time of bid award
unless otherwise exempted under the Louisiana Public Records Law. By submitting
a bid response, bidder assumes all risks and liability associated with
information marked confidential in the bid and the release of the information.
However, the University will endeavor to protect from public access and review
any trade secrets and/or financial information designated as confidential by the
bidder and specifically requested in response to the ITB.

BIDS DUE

Bidders shall be responsible for the timely delivery of the bid by the ITB return
deadline. Bids received after the specified time and date will not be
considered, whether delayed in the mail or for any other causes whatsoever.

Bid response may be withdrawn by the Bidder upon written or fax request prior to
the designated time for return of bids. Withdrawal notification must be by
signature and received by the SOUTHEASTERN Purchasing Department prior to the
designated deadline for return of bids.

DELIVERY OF BIDS

Each bid response shall be time recorded upon its delivery by Purchasing
Department personnel. The Bidder or its agent may hand deliver the bid and the
deliverer should request a written receipt of its delivery. Or the Bidder may
deliver the bid by an express carrier securing the signature of the person
accepting delivery. Or the Bidder may mail the bid by registered or certified
mail return receipt requested.

The address for mailing bids: Southeastern Louisiana University
Purchasing Department
SLU 10800
Hammond, LA 70402

For hand delivered or express bids: Southeastern Louisiana University
Purchasing Department
Property Control & Supply Building
2400 North Oak Street
Hammond, Louisiana

Page 7 of 32

BIDDER INQUIRIES

No negotiations, decisions or actions shall be executed by any Bidder as a
result of any oral discussion with any state employee. Only those transactions
which are in writing, signed by the Director of Purchasing in addendum form,
shall be considered as valid. Telephone inquiries are discouraged. Inquiries
concerning the administrative requirements of the ITB shall be submitted in
writing and faxed to the Director of Purchasing.

Inquiries concerning the performance requirements of the ITB shall be
submitted in writing and faxed to the Contract Coordinator with a copy faxed to
the Director of Purchasing.

Inquiries shall be in written form and signed by the inquirer, and received no
later than the time and date designated herein. Answers to inquiries that change
or substantially clarify the ITB shall be issued in the form of addendum to all
known to have received a complete set of documents.

BID COST INCURRED

This solicitation does not commit the University to award a contract and the
University shall not be responsible for any costs incurred by any Bidder in the
preparation of any bid.

BID GUARANTY

When specified elsewhere in the solicitation (bid response form), a bid bond.
cashier's check, or certified check, made payable to Southeastern Louisiana
University, for the amount specified, must accompany the bid response.

The bid guaranty shall be subject to forfeiture for failure on the part of the
successful Bidder (a) to satisfy any bid requirements, or (b) to furnish any
required performance guaranty or insurance verifications, or (c) to execute the
contract within the time stipulated after official notification is made by the
University.

The University shall have the right to retain the bid guaranty of all Bidders
until either (a) the successful Bidder has satisfied all ITB requirements and the
contract has been executed, or (b) all bids have been rejected. Only bid
guarantees in check form will be returned to Bidders.

PERFORMANCE GUARANTY

When specified elsewhere in the solicitation (bid response form), the successful
Bidder shall furnish a performance bond in accordance with requirements outlined
within (10) calendar days of official written notice (Notice of Award).
Performance bond shall be made payable to Southeastern Louisiana University in
the amount specified. If the contract is extended, then the performance bond may
be required to be renewed for each successive contract term in force.

The bonds shall secure for the University the prompt and faithful performance of
the Vendor in strict accordance with the contract.

The University reserves the right to accept the performance guaranty in an
acceptable cash form other than a performance bond.

TAXES

The successful Vendor shall be responsible for reporting and payment of any and

Page 8 of 32

all applicable Federal, State, County, Parish, Municipal or other taxes in
connection with this contract.

LIST OF USERS

The Bidder should attach to the Bid Response Forms a list of at least (3)
universities, businesses, organizations or personally-owned operations in which
washer and dryer vending of a similar nature as specified herein has been
provided for within the last (2) years. This list should include the name of the
university or business or organization or personally-owned operation, their
address, its address, its telephone number, a contact person and the dates of
service.

BIDDER PROFILE

Each Bidder should attach to the Bid Response Forms, a profile of their company.
This profile should include, but is not limited to, the following information as
of the ITB release date:

1) the year the company was formed;

2) total number of years experience in washer/dryer vending operations;

3) a list of the names of all owners of the company or officers of the
corporation;

4) a plan for managing, staffing, and supervising the operation;

5) a detailed description of your established program for preventative
maintenance and regular replacement of worn, malfunctioning or damaged
equipment;

6) any other information the Bidder deems appropriate for consideration of
their qualification to perform the contract work.

DESCRIPTIVE LITERATURE

The Bidder should attach to the Bid Response Forms, product brochures or other
descriptive literature describing the make and model of the washer and dryer
units to be installed.

MANDATORY PRE-BID MEETING

A * MANDATORY * pre-bid meeting shall be conducted for the benefit of all Bidders
on the date and time specified on the cover of the ITB. Bidders shall assemble
in the designated location on the SOUTHEASTERN campus on the date and time
specified and the Bidder should allow sufficient time to participate in the
entire meeting. No other arrangements shall be made for any Bidder unable to
attend on the date and time specified. Failure to be represented at the
mandatory pre-bid meeting shall result in rejection of the bid without further
consideration.

MINIMUM GUARANTY

The successful Bidder shall guarantee to the University an annual minimum
guaranteed commission of ($10,000.00) unless the successful Bidder's actual
percentage commission rate exceeds the aforementioned annual minimum guaranty.
PERCENTAGE COMMISSION RATE

The Bidder shall quote the percentage commission rate that the Bidder shall pay
Southeastern according to the gross sales from operation of all washers and

dryers installed at Southeastern. This percentage to the University shall be
based on the gross receipts after taxes from operation of all washers and dryers

Page 9 of 32

installed at Southeastern. The successful Vendor shall be responsible for
payment of all costs (labor, equipment, materials, taxes, license fees,
maintenance, bonds, insurance, etc.) necessary to execute the designated contract
service in full conformity with the ITB.

CERTIFICATE OF AUTHORITY

Any successful corporate vendor shall furnish a photocopy of the company's authority
to transact business in the State of Louisiana pursuant to Louisiana Revised Statute
12:301. If bidder does not presently possess such Certificate of Authority, then
the bidder should with urgency contact the Louisiana Secretary of State Corporations
Division (225-925-4704) regarding application. Application process may take several
weeks to secure certificate and time is of the essence.

QUALIFICATION OF BIDDER

Southeastern 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 non-
responsibility.

BID AWARD

The contract shall be awarded with reasonable promptness by written notice to a
responsible and responsive Bidder whose bid meets the requirements and criteria
set forth in the ITB. Award will be made to the Bidder offering the highest
percentage commission rate to be paid to Southeastern for the contract period.

In the event of a tie, Southeastern may select the Bidder determined to be in
Southeastern's overall best interest from the information provided in response to
the ITB.

CLAIMS OR CONTROVERSIES

Any claims or controversies shall be resolved in accordance with the Louisiana
Revised Statute 39:1673.

UNIVERSITY OF LOUISIANA SYSTEM INSTITUTIONS

Southeastern extends the award of this solicitation for piggy backing at the same
commissions, costs, terms and conditions to any of the following University of
Louisiana System institutions if mutually agreeable with the successful bidder

Grambling State University

LA Tech University

McNeese State University

Nicholls State University
Northwestern State University
University of Louisiana at Lafayette
University of Louisiana at Monroe

Page 10 of 32