Printing Supplies, Specialty Papers, Vinyl Supplies, Inks, Etc.

STATE OF LOUISIANA
SOUTHEASTERN LOUISIANA UNIVERSITY
HAMMOND, LOUISIANA

A Member of the University of Louisiana System

SOLICITATION
TO
FURNISH AND DELIVER
PRINTING SUPPLIES, SPECIALTY PAPERS, SHIPPING SUPPLIES, MAILING SUPPLIES,
WIDE FORMAT INKS, WIDE FORMAT PAPER, VINYL SUPPLIES, LAMINATION
SUPPLIES, YARD SIGN SUPPLIES, HP LATEX INKS, ETC.ON AN AS-NEEDED BASIS
FOR THE DOCUMENT SOURCE DEPARTMENT

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

PURCHASING AGENT: Phyllis Hoover. CPPB, NIGP-CPP
Telephone: 985-549-5415

REQUISITIONED BY: Susan Lane
Telephone: 985-549-5565

RELEASE DATE: April 16, 2026
BID OPENING DATE: May 6, 2026
BID OPENING TIME: 4:00 p.m., Central Time

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

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: //wwwcfprd.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.

Page | of II

SOUTHEASTERN LOUISIANA UNIVERSITY

BID RESPONSE SIGNATURE FORM
BIDDER'S NAME:
TELEPHONE NO: FAX NUMBER.
MAILING ADDRESS:
ADDRESS CITY STATE ZIP CODE

SCOPE: Fumish and deliver Printing Supplies, Specialty Papers, Shipping Supplies, Mailing Supplies, Wide
Format Inks, Wide Format Paper, Vinyl Supplies, Lamination Supplies, Yard Sign Supplies, HP Latex
Inks, Etc. for the Document Source on an as-needed basis for the period July 1, 2026 through June 30,
2027, as per specifications and requirements.

All shipments are to be made on an FOB Destination basis per the attached General Conditions.
Vendor to provide delivery to: Southeastern Louisiana University, Document Source, 303 Union

Avenue, Suite 1401, Hammond, Louisiana, 70402. NOTE: This address docs not have a loading
dock. Delivery vehicle must have a lift gate for unloading. All items require inside delivery.

I/we do hereby acknowledge receipt of the following addenda (if any):

No. Dated. No. Dated

OTHER REQUIREMENTS:

The attached Instructions to Bidders and General Conditions shall be a part hereof.

The attached Insurance Requirements and Indemnification Agreement shall be a part hereof.
TERMS: Net 30 Prox., F.O.B. University Receiving Station, Hammond, Louisiana.

TAXES: Any taxes, other than state sales and use tax, shall be included within the bidder's unit price. The
University is currently exempt from state sales and use tax.

Delivery response time for items ordered may be required within 24 hours of order placement to
meet the demand for delivery of finished product to the customer. Other items ordered must be
delivered within 72 hours of order placement at a minimum 90% of the time.

Specify whether or not delivery requirements can be met within the time required to meet the
demand for delivery of finished product to the customer:

Yes delivery requirement! m. lo delivery requirements cannot be met

THIS BID RESPONSE SUBMITTED BY:

AUTHORIZED OFFICER:

Signature - (Print or Type Name)

TITLE: DATE:

BID Page 1 of 2
/phoover

Page 2 of I]

SOUTHEASTERN LOUISIANA UNIVERSITY

BID RESPONSE SUBMITTAL (PRICING) REQUIREMENTS

Vendor may utilize the attached listed items as_a reference of products that_must_be
available for purchase and may be ordered on an as-needed basis; but, these lists are not all

inclusive.

Delivery response time for items ordered may be required within 24 hours of order
placement to meet the demand for delivery of finished product to the customer. Other
items ordered must be delivered within 72 hours of order placement at a minimum 90% of
the time.

Vendor should include net discount prices on these listed products.

The awarded Vendor will consider additional price discounts when made aware of competitive
advertised discounts on items supplied.

The awarded Vendor may provide published updated price lists during the contract term with
Discount % to remain the same. Published updated prices lists should be provided to the
Southeastern Purchasing Department for approval.

New items may be added during the term of the contract at agreed-upon prices and discounts,
subject to the approval of the University Purchasing Director.

RESPONSE:

Vendor to complete and return all bid response pages including the attached Item Specifications
~ Price Response Form pages.

These lists represent a sample of items that must be available for purchase and may be ordered
on an as-needed basis; but, these lists are not all inclusive.

Vendor may request Bid Response Form Pages in Excel Format by contacting Phyllis Hoover at

Phyllis. Hoover@Southeastern.edu or (985) 549-5415 by April 22, 2026.

The entire Bid Response including the Price Response Form pages is to be delivered to the
Purchasing Department address by the date and time indicated on the front of the

document,

The Excel File Bid Response can be submitted to Phyllis. Hoover@Southeastern.edu after bid
opening date and time to assist in timely tabulation of responses.

COMMENTS:
NAME OF BIDDER: OFFICER INITIALS:

BID Page 2 of 2

Page 3 of 11

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: [ ] AlLevel / [ 1B, 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 ........eeeeeeeeeeeeee $1,000,000 MINIMUM COVERAGE

Name of Insurer:
(Not the Agent Company)

Insurer's Address:

Check Insurer's A.M. Best Rating: [ ] AlLevel / [ 1B, C, D, E, F Level

Check Best Financial Size Category Rating: [ ] VI or Greater; [ ] V or Less

Agent Company: Telephone No:

AUTOMOBILE LIABILITY ...... eee cece cee ee et eee ee eeece $1,000,000 MINIMUM COVERAGE

Name of Insurer:
(Not the Agent Company)

Insurer's Address:

Check Insurer's A.M. Best Rating: [ }] AlLevel / [ 1B, C, D, E, F Level
Check Best Financial Size Category Rating: [ ] VI or Greater; [ ] V or Less

Agent Company: Telephone No:
PI

Page 4 of I1

INSURANCE REQUIREMENTS

Contractor shall procure and maintain for the duration of the contract insurance
against claims for injuries to persons or damages to property which may arise from or
in connection with the performance of the work hereunder by the Contractor, his
agents, representatives, employees or subcontractors. The cost of such insurance
shall be included in the Contractor's bid.

The Contractor, prior to commencing work, shall provide at his own expense,

proof of the following insurance coverage required by the contract to the

University in insurance companies authorized in the State of Louisiana. Insurance is
to be placed with insurers with an A.M. Best's rating of A-:VI or higher. This rating
requirement may be waived for workers' compensation coverage only.

A. Workers' Compensation and Employers Liability: $1,000,000 Minimum Coverage

The insurer shall agree to waive all rights of subrogation against the
University, its officers, officials, employees and volunteers for losses
arising from work performed by the Contractor for the University.

B. Comprehensive General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage. "Claims
Made" form is unacceptable. The "occurrence form" shall not have a "sunset
clause".

The policies are to contain, or be endorsed to contain, that the University,
its officers, officials, employees, Boards and Commissions and volunteers are
to be added as "additional insureds" as respects liability arising out of
activities performed by and on behalf of the Contractor; products and completed
operations of the Contractor, premises owned, occupied or used by the
Contractor.

C. Automobile Liability: $1,000,000 combined single limit per accident, for
bodily injury and property damage.

The policy shall provide coverage for owned, hired, and non-owned coverage. If
an automobile is to be utilized in the execution of this contract, and the
contractor does not own a vehicle, then proof of hired and non-owned coverage
is sufficient.

The policies are to contain, or be endorsed to contain, that the University,
its officers, officials, employees, Boards and Commissions and volunteers are
to be added as "additional insureds" as respects liability arising out of
activities performed by and on behalf of the Contractor; products and completed
operations of the Contractor, premises owned, occupied or used by the
Contractor.

D. An Umbrella Policy may be used to meet minimum requirements.

Each insurance policy shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days' prior written notice has been given to the University.

Any deductibles or self-insured retentions must be declared to and approved by

the University. At the option of the University, either: the insurer shall reduce or
eliminate such deductibles or self-insured retentions as respects the University, its
officers, officials, employees and volunteers; or the Contractor shall procure a bond
guaranteeing payment of losses and related investigations, claim administration and
defense expenses.

Page 5 of I1

The successful Vendor shall be required
to execute the below Indemnification Agreement as part of the BID Requirements.

INDEMNIFICATION AGREEMENT

The CONTRACTOR agrees to protect, defend, indemnify, save and hold harmless the State
of Louisiana, all State Departments, Agencies, Boards and Commissions, its officers,
agents, servants and employees, including volunteers, from and against any and all
claims, demands, expenses and liability arising out of injury or death to any person
or the damage, loss or destruction of any property which may occur or in any way grow
out of any act or omission of CONTRACTOR, its agents, servants, and employees, or any
and all costs, expense and/or attorney fees incurred by CONTRACTOR as a result of any
claim, demands, and/or causes of action except of those claims, demands, and/or causes
of action arising out of the negligence of the State of Louisiana, all State
Departments, Agencies, Boards, Commissions, its agents, representatives, and/or
employees. CONTRACTOR agrees to investigate, handle, respond to, provide defense for
and defend any such claims, demand, or suit at its sole expense and agrees to bear all
other costs and expenses related thereto, even if it (claims, etc.) is groundless,
false or fraudulent.

Contractor Name

Signature

Title

Date Accepted

Is Certificate of Insurance Attached? if } Yes [ ] No

Contract No. for _ Southeastern Louisiana University
State Agency Name

PURPOSE OF CONTRACT:

Page 6 of 11

SOUTHEASTERN LOUISIANA UNIVERSITY
SPECIFICATIONS

SCOPE:

The Document Source at Southeastern Louisiana University operates as a full-service print and
mail center serving Southeastern students, faculty and staff as well as the general public.

Our mission is to support the educational objectives of the University and to enhance the
institutional image with its constituents through quality printing, mailing, duplicating, and related
services.

Our staff is committed to providing effective and efficient printing, mailing and consultation
services to students, all academic, administrative, and affiliated departments of the University,
and the community.

This solicitation is for the purchase of Printing Supplies, Specialty Papers, Shipping Supplies,
Mailing Supplies, Wide Format Inks, Wide Format Papers, Vinyl Supplies, Lamination Supplies,
Yard Sign Supplies, HP Latex Inks, Etc. on an as-needed basis for the period July 1, 2026
through June 30, 2027. Such supplies to be purchased from this contract may include the items
provided in the list attached. Contract will also include any supplies or tools used in the printing
industry such as Inks, Papers, Envelopes, Specialty Papers, Wide Format Supplies, Vinyl
Supplies, Etc. not listed. This includes the ink that will be needed in the operation of the
following equipment: HP Latex 365 Printer (wide format). Equipment Brand / Model Number
may change during contract term. Inks for the current device must be HP brand only. Other
brands will not work.

This contract does not include equipment purchases.

RESPONSE (PRICING):

The awarded Vendor will consider additional price discounts when made aware of competitive
advertised discounts on items supplied.

The awarded Vendor may provide updated price lists during the contract term with Discount %
to remain the same. Published updated price lists should be provided to the Southeastern
Louisiana University for approval.

Vendor to complete and return all bid response pages including the attached Item Specifications
- Price Response Form pages.

These lists represent a sample of items that may be ordered; but, these lists are not all inclusive.

Percentage Discounts offered are to remain firm for the period of the contract and any
renewals.

The University reserves the right to cancel any order in the event of increase in price.
If the lowest responsive/responsible Vendor cannot furnish the requested item(s), the item(s)

may then be ordered from the next highest discounted vendor at the time of need.

Page 7 of II

SOUTHEASTERN LOUISIANA UNIVERSITY
SPECIFICATION:

QUANTITIES:

No specific quantities are guaranteed. The successful Vendor's discount and pricing schedule
shall apply regardless of the volume of business under the contract. Routine purchases will be
made from price catalogs or listings by telephone against the issued blanket purchase order for
the contract period.

BASIS OF AWARD:

An award does not preclude the Document Source from taking advantage of a subsequent
seasonal, promotional, experimental or similar offer that will save the University additional
money. New items may be added during the term of the contract at agreed-upon prices and
discounts, subject to the approval of the University Purchasing Director.

Notification of an award does not imply all items offered/awarded will be ordered from the
vendor. Orders will be placed with the vendor on an as-needed basis.

CONTRACT EXTENSION:

Based upon the mutual agreement of the successful Bidder(s) and Southeastern Louisiana
University, this contract may be extended for four (4) additional twelve (12) month periods at the
same discount schedule, terms and conditions.

The continuation of this contract at all times is contingent upon the appropriation of funding to
the University by the Louisiana State Legislature. Awarded vendor must continue to be a
designated Louisiana Certified Small Entrepreneurship Participant.

SHIPMENT TERMS:

All shipments are to be made on an FOB Destination basis per the attached General
Conditions.

Vendor to provide delivery to: Southeastern Louisiana University, Document Source, 303
Union Avenue, Suite 1401, Hammond, Louisiana 70402. NOTE: This address does not
have a loading dock. Delivery vehicle must have a lift gate for unloading. All items require
inside delivery.

Page 8 of 11

STATE OF LOUISIANA
SOUTHEASTERN LOUISIANA UNIVERSITY
HAMMOND, LOUISIANA

'The Southeastern Louisiana University (SLU) Purchasing Department will receive sealed bids until 4:00
P.M. on the bid opening date specified in the solicitation document. No bid responses will be considered
by the SLU Purchasing Department after 4:00 P.M. Beginning at that time, bids shall be publicly
opened and read aloud to those present in the SLU Purchasing Department.

Mail address: Southeastern LA University Delivery: Southeastern LA University
Purchasing Department Purchasing Department
SLU 1080! Property Control & Supply Bldg
Hammond, LA 70402 2400 North Oak St

Hammond, LA 70402

Bids submitted are subject to LA R.S. 39:1551-1736; Purchasing Rules and Regulations; Executive
Orders; General Conditions; any Special Conditions; and Specifications listed in the solicitation
locument.

The purpose of this solicitation is to set forth the requirements and specifications of Southeastern
Louisiana University. The contents of this solicitation and the Bidder/ Vendor/ Contractor's bid response
shall become contractual obligations if a contract (purchase order) ensues.

INSTRUCTIONS TO BIDDERS

1) Bid Forms: Per LA R.S. 39:1556, all written bids, unless otherwise provided for, must be submitted
on, and in accordance with, forms provided, Properly signed in ink or electronic signature by an
authorized representative of the bidding entity. Bids submitted in the following manner will not be
accepted: (1) Bid contains no signature indicating intent to be bound; (2) Bid filled out in pencil; (3)
Bid sent by facsimile equipment or email. Price alterations to bid responses received before bid
opening time will be considered provided the written price alteration has been received and
timestamped before bid opening time. Any other alterations of the bid response form or foreign
conditions attached thereto may cause rejection of the bid response without further consideration.

2) Standard of Quality: Any product or service bid shall conform to all applicable Federal and State
laws and regulations and specifications contained in the solicitation document. Unless otherwise
specified in the solicitation document, any manufacturer's name, trade name, brand name, or catalog
number used in the specifications is for the purpose of describing the quality level and characteristic
required. Bidder should 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 products
specified in the solicitation document.

3) Descriptive Information: Bidders proposing an equivalent brand or model should submit with the
bid response information (such as illustrations, descriptive literature, technical data) sufficient for
the University to evaluate quality, suitability, and compliance with the specifications of the
solicitation document. Failure to submit descriptive information may cause bid to be rejected. Any
change made to a manufacturer's published specification submitted for a product shall be verifiable
by the manufacturer. If item(s) bid does not comply with specifications (including brand and/or
product number), bidder should state in what respect the item(s) deviate. Failure to note exceptions
on the ees form will not relieve the successful bidder(s) from supplying the actual products
requested.

4) Bid Opening: Bidders may attend the bid opening, but no information or opinions concerning the
ultimate contract award will be given at the bid opening or during the evaluation process. Bids may
be examined 72 hours after request is made. Information pertaining to completed files may be
secured by visiting the SLU Purchasing Department during normal working hours. Written bid
tabulations will not be furnished.

5) Louisiana Preference: Preference is hereby given to products produced, manufactured, harvested,
pom or assembled in Louisiana which are equal in quality to products produced, manufactured,
arvested, grown or assembled outside of Louisiana. 'The bidder shall state his right to claim the ten
Percent (10%) preference in his bid response and the bidder should state the respective Louisiana
location where each qualifying item is produced, manufactured, harvested, grown or assembled.

Page 9 of II

6)

7)

Notice of Special Programs Available for Small . .
uses https:/Avww.opportunitylouisiana.com/smal|-business/special-programs-for-small-
usiness

Signature Authority: In accordance with LA Revised Statute 39:1594 (Act 121), the person signing
the bid must be: (NA current corporate officer, partnership member or other individual specifically
authorized to submit a bid as reflected in the appropriate records on file with the Secretary of
State; or (2) An individual authorized to bind the vendor as reflected by an accompanying or as
provided upon request a corporate resolution or affidavit. By signing the bid, the bidder certifies
compliance with the above.

GENERAL CONDITIONS

The SLU Purchasing Department reserves the right to award items separately, grouped or on an

all-or-none basis and to reject any or all bids ani

i)

2)

3)

4)

5)

6)

7)

8)

9)

waive any informalities.

Prices: Unless otherwise specified in the solicitation, bid prices shall be complete, includin
transportation and handling prepaid by the bidder to destination - SLU, Hammond, LA. Bids other
than FOB destination may be rejected. Bid prices should be quoted in the unit of measure stated.
Bid prices shall be firm for a minimum of thirty (30) calendar days, unless otherwise specified by
SLU in the solicitation document.

Payment Terms: Cash discounts for less than 30 days may be offered, but will not be considered in
determining awards. Bids containin payment in advance" or "COD" requirements may be
rejected, Payment is to be made within 30 days after receipt of properly executed invoice or
delivery, whichever is later.

Delivery: Bids may be rejected if the delivery time indicated is longer than that specified in the
solicitation document.

Taxes: Bidder is responsible for including all applicable taxes in the bid price. The University is
currently exempt from Louisiana State Sales and Use Taxes, and local parish and city taxes, An
exemption certificate for state sales and use tax can be provided upon request.

New Products: Unless specifically called for in the solicitation document, all products for purchase
must be new, never previously used, and the current model and/or packaging. No remanufactured,
demonstrator, used or irregular product will be considered for purchase unless otherwise specified
in the solicitation document. The manufacturer's standard warranty will apply unless otherwise
stated in solicitation.

Default of Contractor: Failure to deliver within the time specified in the solicitation document will
constitute a default and may cause cancellation of the contract. Where the University has
determined the contractor to be in default, the state reserves the right to purchase any or all products
or services covered by the contract on the open market and to charge the contractor with cost in
excess of the contract price. Until such assessed charges have been paid, no subsequent bid from
the defaulting contractor will be considered.

Contract Cancellation: The University shall have the right to cancel any contract, in accordance
with Purchasing Rules and Regulations, for cause, including but not limited to, the following: (1)
failure of the vendor 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 contractor; (4) fraud, collusion, conspiracy or other unlawful means of
obtaining any contract with the state; (5) conflict of contract provisions with constitutional or
statutory provisions of state or federal law; (6) any other breach of contract.

Applicable Law: All contracts shall be construed in accordance with and governed by the laws of
the State of Louisiana.

Equal Opportunity: By submitting and signing this bid, bidder agrees that he will not discriminate
in the rendering of services to and/or employment of individuals because of race, color, religion,

sex, age, national origin, handicap, disability, veteran status, or any other non-merit factor.

Page 10 of IL