Invitation For Bid (IFB)
NEW OR GENTLY USED SMALL GRAINS/OILSEEDS RESEARCH PLOT COMBINE
BID RELEASE DATE: 02/10/2020
BID DUE DATE: 02/24/2020
BID DUE TIME: 2:30 PM CST*
SUBMIT ALL BIDS TO:
University of Arkansas
Administration Bldg, Rm 321
1125 W Maple St
Fayetteville, AR 72701
Signature Required For Response
Respondent complies with all articles of the Standard Terms and Conditions documents as counterpart to this IFB document,
and with all articles within the IFB document. If Respondent receives the University’s purchase order, Respondent agrees
to furnish the items and/or services listed herein at the prices and/or under the conditions as indicated in the IFB.
City, State, Zip:
Authorized Signature: _______________________________________
Typed/Printed Name of Signor: ________________________________
*Under no circumstances will late bids be accepted. Failure to deliver by overnight carriers or other such methods
shall not be taken into consideration. Bids MUST arrive and be time-stamped by the Procurement Office, located at
1125 West Maple Street, Administration Building 321, Fayetteville, AR 72701 prior to the time and date specified in
the Invitation for Bid. VENDOR NAME, BID NUMBER, AND BID OPENING DATE MUST BE CLEARLY NOTED ON
OUTSIDE OF PACKAGE IN ORDER FOR BID TO BE ACCEPTED.
INTERGOVERNMENTAL/COOPERATIVE USE OF COMPETITIVELY BID PROPOSALS AND CONTRACTS:
In accordance with Arkansas Code Annotated § 19-11-249, any State public procurement unit may participate in any
contract resulting from this solicitation with a participating addendum signed by the contractor and approved by the chief
procurement officer of the procurement agency issuing this solicitation.
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MINORITY AND WOMEN-OWNED BUSINESS POLICY:
A. A minority-owned business is defined by Arkansas Code Annotated § 15-4-303 as a business owned by a lawful
permanent resident of this State who is:
Pacific Islander American
A Service-Disabled Veteran as designated by the
United States Department of Veterans Affairs
B. A women-owned business is defined by Act 1080 of the 91st General Assembly Regular Session 2017 as a
business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent
residents of this State.
C. The Arkansas Economic Development Commission (AEDC) conducts a certification process for minority-owned
and women-owned businesses. If certified, the Prospective Contractor’s Certification Number should be included
on the Proposal Signature Page.
D. The AEDC encourages the employment of small business and minority business enterprise pursuant to the
provisions of Part 19 of the Federal Acquisition Regulations.
General Campus Background for University of Arkansas
Founded in 1871 as a land-grant institution, the University of Arkansas, Fayetteville Arkansas (UA), is the
flagship campus of the University of Arkansas System. Our students represent all 50 states and more than 120
countries. The UA has 10 colleges and schools offering more than 200 academic programs. As of Fall 2019,
student enrollment totaled approximately 27,559. The faculty count totaled 1,401 and the staff count totaled
3,227. The UA is one of the nation’s top public research universities and the state’s foremost partner and
resource for education and economic development. Its public service activities reach every county in Arkansas,
throughout the nation, and around the world. The Carnegie Foundation classifies the UA as having "the
highest possible level of research," placing us among the top 3 percent of colleges and universities nationwide.
BID TO FURNISH NEW or GENTLY USED (under 500 hours) SMALL GRAINS/OILSEEDS
RESEARCH PLOT COMBINE THAT MEETS OR EXCEEDS THE FOLLOWING
SPECIFICATIONS. COMBINE TO BE DELIVERED FULLY ASSEMBLED AND READY FOR
USE BY MAY 1ST, 2020 TO THE UNIVERSITY OF ARKANSAS LONOKE EXTENSION
CENTER IN LONOKE, ARKANSAS.
2. Overview / Scope of Work
The University of Arkansas Lonoke Extension Center is looking to purchase a new or gently used
small grains/oilseeds research plot combine. Combine is to be delivered to Lonoke Extension
Center in Lonoke, AR by May 1st, 2020
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3. Distributing Organization
This IFB is issued by the Office of Business Affairs at UA. The University Purchasing Official is the sole point of
contact during this process. Only written communication is considered formal and can be supported throughout this
process. Bidder questions concerning all matters of this IFB must be submitted via email to:
Ed Beadles, firstname.lastname@example.org
Questions received via email will be directly addressed via email, and compilation of all questions and answers
(Q&A), as well as any revision, update and/or addenda specific to this IFB solicitation will be made available on
HogBid, the UA bid solicitation website: http://hogbid/. During the time between the bid opening and contract
award(s), with the exception of Bidder’s questions during this process, any contact concerning this IFB will be
initiated by the issuing agency and not Bidder. Specifically, the persons named herein will initiate all contact, unless
Bidders shall not rely on any other interpretations, changes, or corrections. It is Respondent's responsibility to
thoroughly examine and read the entire IFB document and any Q&A or addenda to this IFB. Failure of Bidders to
fully acquaint themselves with existing conditions or information provided will not be a basis for requesting extra
compensation after the award of a Contract.
4. Award Responsibility
The University Purchasing Official will be responsible for award and administration of any resulting Contract(s).
UA reserves the right to reject any or all bids, or any portion thereof, to re-advertise if deemed necessary, and to
investigate any or all bids and request additional information as necessary in order to substantiate the professional,
financial and/or technical qualifications of the Bidder(s).
Contract(s) will be awarded to the Bidder(s) whose offer adheres to the conditions set forth in the IFB, and in the
sole judgment of UA, best meets the overall goals and financial objectives of UA. A resultant Contract will not be
assignable without prior written consent of both parties.
5. Bid Evaluation
Award will be made on an all or none basis, whichever is in the best interest of the University of Arkansas. All
bids must meet or exceed minimum specifications and will be evaluated based solely on price and/or discount as
specified on the Official Bid Price Sheet. The University of Arkansas reserves the right to withdraw the IFB and to
not make a final award if it is in the best interests of the University to do so. Bids not meeting the requirements
specified in this IFB or received after the bid opening date and time will be rejected and removed from further
6. Best And Final Offer
UA reserves the right to request an official “Best and Final Offer” from bidders if it deems such an approach is in
the best interest of the institution. In general, the “Best and Final Offer” will consist of request for updated cost to
bring within budget expectations. If the UA chooses to invoke a “Best and Final Offer” option, bids will be re-
evaluated accordingly. The specific format for the official “Best and Final Offer” request will be determined during
evaluation discussions. The official request for a “Best and Final Offer” will be issued by the UA Procurement
7. Term Contract
There will be no contract with this procurement.
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8. Respondent’s Responsibility to Read IFB
It is the Respondent's responsibility to thoroughly examine and read the entire IFB document, including any and all
appendices. Failure of Respondents to fully acquaint themselves with existing conditions or the amount of goods or
work involved will not be a basis for requesting extra compensation after the award of a Contract. This engagement
is separate from any other engagement bidder may be currently pursuing with the University of Arkansas.
Interpretation of the University of Arkansas is final.
Bids not fully compliant with all sections of the IFB may be deemed non-responsive and may not be evaluated.
However, UA reserves the right to waive any formality or irregularity in any bid if deemed to be in the best interest
of UA. In addition, UA reserves the right to reject any or all bids.
If language in this IFB differs from other language in the UA Standard Terms and Conditions or other standard
forms, the language in this IFB shall govern.
9. Marks and Logos
Vendor acknowledges that University’s marks and logos are the exclusive property of the University. The parties
agree that this Agreement does not transfer, license, or allow any use of the University’s logos or other marks. Any
provision permitting Vendor’s any use of University’s brand identity, including but not limited to Vendor’s use for
purposes of a press release, is deleted in its entirety. Unauthorized use of the logos or any other marks of University
by Vendor or its respective employees, affiliates, or subagents constitutes infringement of University’s rights and a
material breach of this Agreement. Additionally, under no circumstances may Vendor use University’s name or
identity in such a manner as to imply or state an endorsement of Vendor by University.
Pricing must be listed on the Official Bid Price Sheet in the format provided with this IFB and must include
shipping and handling charges. Upon bid award, all pricing and/or discounts must be firm for a period of two (2)
years. UA will not be obligated to pay any costs not identified on the Official Price Sheet. If pricing is dependent on
any assumptions that are not specifically stated on the Official Price Sheet, please list those assumptions
accordingly, on a separate sheet and show detailed pricing. Bidders must certify that any costs not identified by the
Bidder, but subsequently incurred in order to achieve successful product/operation/service, etc. will be borne by the
Bidder. Failure to do so may result in rejection of the bid.
Please list percentage (%) discount (from list price) for each category listed on the Official Bid Price sheet where
12. Interest/Late Fees
Pursuant to Ark. Code Ann. § 19-11-224, no interest or late fees shall accrue until amounts are 60 days past due.
The interest rate shall be 6% per annum, consistent with Ark. Code Ann. § 4-57-101(d).
Any provision of the Agreement requiring a deposit or prepayment is deleted. Any such prepayment amount stated
in the Agreement shall instead be due upon delivery of a fully and correctly functioning product after University has
tested such product.
Minimum of two (2) year warranty shall be included in the bid price submitted.
All products to be delivered to the University shall be shipped FOB Point of Destination. Risk of loss for product(s)
shall pass to the University upon delivery of the product(s) to University.
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16. Returns. The University will not be responsible for any fees, including but not limited to cancellation fees, or the
return of any defective or otherwise nonconforming item.
This IFB does not commit UA to award a contract, to pay costs incurred in the preparation of a bid to this request, or
to procure or contract for services or supplies. UA reserves the right to accept or reject (in its entirety), any bid
received as a result of this IFB, if it is in the best interest of UA to do so. In responding to this IFB, respondents
recognize that UA may make an award to a primary Bidder; however, UA makes no commitment to purchase any
minimum or maximum quantity of dollar volume of products from the selected supplier. UA reserves the right to
purchase like and similar products/services from other agencies as necessary to meet operation requirements.
18. Funding Out Clause
If, in the sole discretion of UA, funds are not allocated to continue this Agreement, or any activities related herewith,
in any future period, then UA will not be obligated to pay any further charges for services, beyond the end of the then
current period. Contractor will be notified of such non-allocation at the earliest possible time. No penalty shall accrue
in the event this section is exercised. This section shall not be construed so as to permit UA to terminate the
Agreement in order to acquire similar service from a third party.
19. Contract Information
Bidders should note the following regarding the State’s contracting authority, and amend any documents accordingly.
Failure to conform to these standards may result in rejection of bid:
A. The State of Arkansas may not contract with another party to perform any of the following:
1. Pay any penalties or charges for late payment or any penalties or charges which in fact are penalties for
2. Indemnify and defend that party for liability and damages. Under Arkansas law UA may not enter into a
covenant or agreement to hold a party harmless or to indemnify a party from prospective damages.
3. Pay all sums that become due under a contract upon default.
4. Pay damages, legal expenses, attorneys’ fees or other costs or expenses of any party.
5. Conduct litigation in a place other than the State of Arkansas.
6. Agree to any provision of a contract that violates the laws or constitution of the State of Arkansas.
B. A party wishing to contract with UA should:
1. Remove any language from its contract which grants to it any remedies other than:
• The right to possession.
• The right to accrued payment.
• The right to expenses of de-installation.
2. Include in its contract that the laws of the State of Arkansas govern the contract.
3. Acknowledge in its contract that contracts become effective when awarded by UA Purchasing Official.
20. Contract Items
The University of Arkansas, on behalf of the [Lonoke Extension Center reserves the right to add items to this contract
throughout the term of the contract. Changes must be submitted in writing and approved by both parties.
21. Special Offers/Promotions
The University of Arkansas reserves the right to take advantage of special offers, promotions and educational
discounts for which the University of Arkansas is eligible, should they become available. Should these promotions
be less expensive than the normal percentage discount, the University must be given an opportunity to participate.
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