INTERNATIONAL STUDENT GROUP INSURANCE PLAN SICKNESS & ACCIDENT (RENEWA

Submit Bid To:*
University of Louisiana at Lafayette
Office of Purchasing
ULLafayetteBids@louisiana.edu
Invitation to Bid
Solicitation File Number: 27004 To maintain the integrity of the bid process,
please do not cc any other University email
Title: International Student Group Insurance Plan
address when submitting your bid.
Sickness & Accident (Renewable)
Bid Schedule: Buyer of Record: Lorita Raymond
1. Pre-Bid Meeting (in-person): None Buyer Phone: (337) 482-1078
2. Due Date/Time (email only): Thursday, July 2, 2026 2:00pm Email: Lorita.Raymond@louisiana.edu
3. Bid Opening (Zoom only): Thursday, July 2, 2026 3:00pm
Meeting ID: 948 9056 0630 Password: 27004
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.
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
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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.
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.
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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.
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
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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.
UL Lafayette has the right to cancel any contract for convenience at any time by giving thirty (30) days written notice
to the vendor. In such cases, the vendor shall be entitled to payment for compliant deliverables in progress.
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.
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,
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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.
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.
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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. Both parties must agree to any extension, and a decision will be
made at each twelve (12) month interval.
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.
**Any award resulting from this solicitation shall be subject to final verification of funding availability and
approval by the University. If adequate funding is not available or approved, the University reserves the right
to reject all bids and cancel the solicitation without liability to any bidder. No bidder shall acquire any
contractual rights until a contract or purchase order has been fully executed by all required parties.
37. Number of Bid Response Copies
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
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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 the Purchasing Department at 337-482-
5096.
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. QUALIFICATIONS OF BIDDERS:
The Bidder shall submit, as part of this bid, proof of the following:
1. Evidence of successful operation in providing insurance coverage at other universities for at least the last
five (5) years.
2. Evidence of sufficient net worth to be able to meet the requirements of the plan as outlined.
3. A list of Universities and Colleges which are served at the present time, with the number of students
insured at each institution.
4. A list of Universities and Colleges to whom bidder has provided accident and sickness insurance for
international students.
5. Best's Key Rating Guide rating of A- or better, which includes A, A+, and A++.
6. Evidence the insurance company is authorized to do business in the State of Louisiana.
7. Insurance Company Declaration", as outlined below.
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 this email address.
To contact Purchasing by phone: 337.482.1078.
DEFINITIONS
Agent - The University's representative in the Facility Management who is referred to throughout these
documents as singular in number.
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
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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
ADDITIONAL COVERAGE NEGOTIATIONS:
In the event that there is a multiyear contract the Universities may choose to negotiate additional
coverage with the successful vendor before February 1st of the renewal year. These negotiations may be
discussed between a University representatives and the successful vendor but will require final approval
of the President.
REJECTION OF BIDS:
The participating University of Louisiana campuses reserve the right to reject any and all bids and to
waive any informalities incident thereto.
NO BIDS MAY BE WITHDRAWN AFTER OPENING HOUR AND DATE AS SHOWN ON COVER PAGE. BIDS
MAY BE REJECTED IF ALL PAPERS ARE NOT INCLUDED, SUCH AS THE BID SHEETS, INSTRUCTIONS TO
BIDDERS, CONDITIONS, SPECIFICATIONS, SCHEDULE OF ITEMS, ETC.
Solicitation File No. 27004 - Due Thursday, July 2, 2026 at 2:00PM
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