Term Bid UCA-27-010 Campus Flower

INVITATION FOR COMPETATIVE SEALED TERM BID
The University of Central Arkansas invites you to bid on a contract for CAMPUS
FLOWERS for the University of Central Arkansas, (UCA) located on and off the UCA
campus, Conway, AR 72035. This contract can be renewed up to seven (7) years in one (1)
year increments. The contract period will begin July 1, 2026 and continue through to June
30, 2027. The quantities stated within are estimated for bidding purposes only. The University
may order more or less as is required during the term of the contract.
Date Issued: 03/19/26 Bid Number: UCA-27-010
UCA Contact Person: Pam Giblet Bid Due Date: 04/16/26
Phone Number: 501-450-3156 Bid Due Time: 10:00 a.m.
Fax Number: 501-450-5020 Email: pgiblet@uca.edu
Bid submittals must be properly marked with the bid number, bidders' return address, phone, fax
numbers, and will be submitted prior to the closing date and time listed above. Bids received
after this time will NOT be accepted. Bids will be publicly opened and read aloud at the time and
date mentioned above. Bids CANNOT be Faxed or Emailed. Please submit all questions
related to the bid to pgiblet@uca.edu
Bids Must Be Submitted In A Sealed Envelope.
THIS PAGE MUST BE SIGNED AND RETURNED WITH THE BID QUOTE.
Company Name: Contact Person:
Address: Signature:
Title:
Phone Number:
Fax Number:
Email:
Submit Bids To: University of Central Arkansas
Attn: Pam Giblet
Procurement Department
201 Donaghey Ave, Suite 113
Conway, AR. 72035
SPECIAL TERMS & CONDITIONS:
* THIIS IS AN "ALL OR NONE" BID INVITATION
* "Pricing" is "Subject to Negotiation" with each contract renewal period.
* Please Return Pages: 1, 2, & 3
Page 1 of 7

University of Central Arkansas
CONWAY, ARKANSAS 72035
INVITATION FOR COMPETITIVE SEALED TERM BID
("ALL or NONE")
UCA-27-010
Item (Estimated Unit Total
No. Yearly Description Price
Quantity) FLOWERS
FLATS
ANNUAL FALL
18 Per Flat
1 101 Autumn Blaze Panolas ---------------------------------------
2 162 Lavender Shades Pansies ------------------------------------
3 45 Baby Boy Panolas ---------------------------------------------
4 150 Citrus Mix Panolas --------------------------------------------
ANNUAL SPRING
18 Per Flat
Ipomoea Sweet Potato Vine Tri-Color ----------------------
5 10
Coleus Coleosaurus --------------------------------------------
6 8
Vinca Pacifica White -----------------------------------------
7 64
Vinca Titan Lilac -----------------------------------------------
8 32
Begonia Bronze Rose ------------------------------------------
9 30
Begonia Big Bronze Red --------------------------------------
10 4
Page 2 of 7

11 56 Petunia Easy Wave Blue -------------------------------------
12 64 Petunia Easy Wave Mix --------------------------------------
13 48 Sunpatient Compact Lilac------------------------------------
14 2 Ipomoea Sweet Potato Vine ---------------------------------
15 56 Marigolds Yellow ----------------------------------------------
Delivery Charge: $
Total Bid (excluding sales tax) --------------- - ---------
NOTE: To ensure that the extended price of each
item is tabulated correctly, please use this form
provided by the University of Central Arkansas
Purchasing Department to list your quotes by
unit price. Also please list the extended price.
All bid prices shall include inside delivery F.O.B. point of
destination to the University of Central Arkansas to the
designated building, floor and room number. Delivery
must be made during regular working hours: Monday-
Friday, 8:00 a.m. to 4:00 p.m.
The University of Central Arkansas reserves the right
to award the items on this Invitation for bid to the
lowest responsible, responsive bidder.
Page 3 of 7

STANDARD TERMS AND CONDITIONS
1. GENERAL: Any Special Terms and Conditions included in the Invitation for Bids override these Standard Terms
and Conditions. The Standard Terms and Conditions and any Special Terms and Conditions become a part of any contract entered
into if any or all parts of the bid are accepted by the University of Central Arkansas, hereafter called University or UCA.
2. ACCEPTANCE AND REJECTION: The University of Central Arkansas reserves the right to accept or reject all or
any part of a bid or any and all bids, to waive any informalities and minor technicalities and to award the bid to best serve the
interest of the University and State of Arkansas. This Invitation for Bid does not in any way commit UCA to contract for the
commodities/services listed herein.
3. BID SUBMISSION: Bids must be submitted to the Purchasing Department on this form with attachments, when
appropriate, on or before the date and time specified for the bid opening. If this form is not used, the bid may be rejected. Each
bid submitted must be properly identified with a minimum of Bid Number, Time and Date of Opening. The bid should be typed
or printed in ink. Late bids will not be considered under any circumstances.
4. SIGNATURE: Failure to sign a bid will disqualify it. The person signing the bid should show title or authority to
bind the firm in a contract. Signature means a manual or an electronic or digital method executed or adopted by a party with the
intent to be bound by or to authenticate a record which is (a) unique to the person using it; (b) capable of verification; (c) under the
sole control of the person using it; (d) linked to data in a manner that if the data are changed, the electronic signature is invalidated.
5. NO BID: If not submitting a bid, the bidder should respond by returning the front page of this form, making it a No Bid,
and explaining the reason. Individual bidders may be removed from the University's Bidders List by failure to respond three times
in succession.
6. PRICES: Bid pricing on the unit price to include FOB destination to UCA. In cases of errors in extension,
unit prices shall govern. Prices are firm and not subject to escalation unless otherwise specified in the Invitation for Bid. Unless
otherwise specified, the bid must be firm for acceptance for thirty (30) days from the bid opening dates. "Discount from List" bids
are not acceptable unless requested in the Invitation for Bid. Time or cash discounts will not be considered. Quantity discounts
should be included in the price of the item.
7. QUANTITIES: Quantities stated on "firm" contracts are actual requirements of the University. The quantities stated
in "term" contracts are estimates only and are not guaranteed. Bid unit price on the estimated quantity and unit of measure specified.
The University may order more or less than the estimated quantity on any "term" contract.
8. BRAND NAME REFERENCES: Unless specified "No Substitutes", any catalog brand name or manufacturer's
reference used in the bid invitation is descriptive only, not restrictive, and used to indicate the type and quality desired. Bids on
brands of like nature and quality will be considered. If bidding on other than the referenced specifications the bid must show the
manufacturer, brand or trade name, and other descriptions, and should include the manufacturer's illustration and complete
description of the product(s) offered. If the bidder fails to submit such the bid can be rejected. The University reserves the right to
determine whether a substitute offered is equivalent to and meets the standards of the item specified. The University may require
the bidder to supply additional descriptive material. The bidder guarantees that the product offered will meet or exceed
specifications identified in the bid invitation. If the bidder takes no exception to the specifications or referenced data in the bid,
he/she will be required to furnish the product according to the brand, names, numbers, etc., as specified in the invitation for bid
document.
9. GUARANTY: All items shall be newly manufactured, in first class condition, latest model and design, including,
where applicable, containers suitable for shipment and storage, unless otherwise indicated in the bid invitation. The bidders hereby
guarantee that everything furnished hereunder will be free from defects in design, workmanship and material, that if sold by
drawing, sample or specifications, it will conform thereto and will serve the function for which it was furnished. The bidder further
guarantees that if the items furnished hereunder are to be installed by the bidder, such items will function for which it was intended.
The bidder also guarantees that all applicable laws have been complied with relating to construction, packaging, labeling, and
registration. The bidder's obligations, under this paragraph, shall survive for a minimum of one year from the date of delivery,
unless otherwise specified herein.
10. SAMPLES: Samples, or demonstrators, when requested, must be furnished free of expense to the University. If
samples are not destroyed during the reasonable examination they will be returned to the bidder, if requested, within ten days
following the complete examination of the item(s), at bidder's expense. Each sample should be marked with the bidder's name,
address, bid number and item number.
11. TESTING PROCEDURES FOR SPECIFICATIONS COMPLIANCE: Tests may be performed on samples, or
demonstrators, submitted with the bid, or on samples taken from regular shipments. In the event products tested fail to meet or
exceed all conditions and requirements of the original specifications, the cost of the sample used and the reasonable cost of the
testing shall be borne by the bidder.
12. AMENDMENTS: The bid documents cannot be altered or amended after the bid opening except as permitted by
regulation.
13. TAXES AND TRADE DISCOUNTS: Do not include state sales tax. Trade discounts should be deducted from the unit
price and the net price should be shown on the bid.
14. AWARD: Any contract, as the results of this Invitation for Bid, shall be awarded with reasonable promptness
by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the Invitation for Bid.
The University reserves the right to award the item(s) listed on this Invitation for Bid "individually", by "groups", "all or none", or
by any other method as deemed in the best interest of the University, as deemed by the UCA Procurement Official. In the event all
bids exceed available funds, as certified by the appropriate fiscal officer, the Agency Procurement Official is authorized in situations
Page 4 of 7

where time or economic considerations preclude re-solicitation of work of a reduced scope to negotiate an adjustment of the bid
price, including changes in the bid requirements, with the lowest responsible and responsive bidder, in order to bring the bid within
the amount of available funds. NOTE: Firm Contract: A written University Purchase Order mailed, or otherwise furnished, to
the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract that requires the
contractor to furnish the commodities or services as stated on the purchase order which will reference the original Invitation for
Bid documents and number. Vendor is to immediately initiate action to comply with the requirements of the purchase order, which
by reference will incorporate all the requirements contained in the original Invitation for Bid. Term Contracts: A Contract Award
will be issued to the successful bidder. It results in a binding obligation of the item(s) or service(s) for specific pricing and time
frame without further action, at that time, by either party. The Contract Award does not authorize any shipment(s) or service(s) to
be provided. Shipment (s) of commodities, or the providing of service (s), related to a "term contract" is only authorized by the
receipt of a University Purchase Order, by the Contractor, that will list the actual requirement, pricing, and delivery location and
contract number.
15. TERM OF CONTRACT: The Invitation for Bid, Contract Award or Purchase Order will clearly state the period of
time the contract will be in effect for each individual contract.
16. DELIVERY ON CONTRACTS: The Invitation for Bid, Contract Award and/or Purchase Order will state the number
of days to place a commodity, equipment and/or service in the designated location under normal conditions. If the Contractor
cannot meet the stated delivery, alternate delivery schedules may become a factor in an award. The UCA Purchasing Department
has the right to extend delivery if reasons appear valid. If the Contractor cannot meet the delivery date, the University reserves the
right to procure the items elsewhere and any additional cost will be borne by the Contractor.
17. DELIVERY REQUIREMENTS: No substitutions or cancellations are permitted without prior written approval of
the UCA Purchasing Department. Delivery shall be made during the normal University work hours of 8:00 am to 4:30 pm CT,
unless prior approval for other delivery time(s) has been obtained for the UCA Purchasing Department. Packing memoranda shall
be enclosed with each shipment.
18. DEFAULT: All commodities furnished will be subject to inspection and acceptance of the University after
delivery. Backorders, default in promised delivery, or failure to meet the original specifications of the order will authorize the
UCA Purchasing Department to cancel the contract, or any portion(s) of it, and procure the commodities, equipment and/or services
elsewhere and charge the full increase in expense, if any, to the defaulting contractor. Consistent failure to meet delivery
dates/requirements may cause removal from the vendor listing or suspension of eligibility for any award.
19. VARIATION IN QUANITY: The University assumes no liability for commodities produced, processed or
shipped in excess of the amount specified on University contracts.
20. UNIVERSITY/STATE PROPERTY:Any specifications, drawings, technical information, dies, cuts, negatives,
positives, data or any other items furnished to the contractor in contemplation hereunder shall remain the property of the
University/State, be kept confidential to the extent allowed by Arkansas law, be used only as expressly authorized, and returned at
the contractor's expense to the FOB point, properly identifying what is being returned.
21. PATENTS OR COPYRIGHTS: The contractor agrees to indemnify and hold the University harmless from all
claims, damages and costs, including legal fees, arising from infringements of any patents or copyrights.
22. INVOICING: The contractor shall be paid upon the completion of all of the following: (1) delivery and acceptance
of the commodities or services, (2) submission of a properly itemized invoice, with the specified number of copies that reflect the
contract/purchase order number(s), item(s), quantity and pricing; (3) and the proper and legal processing of the invoice by the
University. Invoices must be sent to the University, Attn: Accounts Payable Department, as shown on the original contract or
purchase order.
23. ASSIGNMENT: Any contract entered into pursuant to any contract issued by the University is not assignable nor the
duties there under delegable by either party without the written consent of both parties of the original agreed upon contract.
24. LACK OF FUNDS: The University may cancel any contract to the extent funds are no longer legally available
for expenditures under the contract. The University will return any delivered but unpaid for commodities in normal conditions to
the contractor. If the University is unable to return the commodities in a normal condition, and there are no funds legally available
to pay for the commodities, the contractor may file a claim with the Arkansas Claims Commission for the actual expense.
25. DISCRIMINATION: In order to comply with the provisions of Act 54 of 1977, as amended, relating to unfair
employ practices, the bidder/contractor agrees as follows: (a) the bidder/contractor will not discriminate against any employee or
applicant for employment because of race, sex, color, age, religion, disability, or national origin; (b) in all solicitations or
advertisements for employees, the bidder/contractor will state that all qualified applicants will receive consideration without regard
to race, color, sex, age, religion, disability, or national origin; (c) the bidder/contractor will furnish such relevant information and
reports as requested by the Human Resources Commission for the purpose of determining compliance with the statute; (d) failure
of the bidder/contractor to comply with the statute, rules and regulations promulgated there under and this nondiscrimination clause
shall be deemed a breach of contract and it may be cancelled, terminated or suspended in whole or part; (e) The bidder/contractor
will include the provision of items (a) through (d) in every subcontract so that such provisions will be binding upon such
subcontractors or vendor.
26. ETHICS: It shall be a breach of ethical standards for a person to be retained, or to retain a person, to solicit or
secure a University/State of Arkansas contract upon an agreement or understanding for a commission, percentage, brokerage or
contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the
contractor for the purpose of securing business. Any violation of this ethics statement can result in the cancellation of any contract
with the University.
Page 5 of 7

27. CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION: Any contract, or amendment to any contract,
executed by the University of Central Arkansas which exceeds $25,000 shall require the contractor to disclose information as required
under the terms of Executive Order 98-04 and the regulations pursuant thereto. Failure of any person or entity to disclose or the
violation of any rule, regulation or policy promulgated by the Department of Finance and Administration pursuant to this order
shall be considered a material breach of the terms of the contract. The material breach of the terms shall subject the party failing
to disclose, or in violation, to all legal remedies available to the University under the provisions of existing law. The attached
Contract and Grant Disclosure and Certification Form (F-1 and F-2) shall be used for the disclosure purpose. No contract or
amendment to any existing contract will be approved until the contractor completes and returns the disclosure form.
28. ANTITRUST: As part of the consideration for entering into any contract pursuant to an Invitation for Bid, the bidder
named on the Invitation for Bid, acting herein by the authorized individual, its duly authorized agent, hereby assigns, sells and
transfers to the University/State of Arkansas all rights, title and interest in and to all causes of action it may have under the antitrust
laws of the United States or the State of Arkansas for price fixing, which causes of action have accrued prior to the date of the
assignment and which relates solely to the particular goods or services purchased or produced by this State pursuant to any resulting
contract with this University.
29. ARKANSAS TECHNOLOGY ACCESS CLAUSE: The vendor expressly acknowledges that state funds may not be
expended in connection with the purchase of information technology unless that system meets certain statutory requirements in
accordance with State of Arkansas technology policy standards relating to accessibility by persons with visual impairments.
Accordingly, the vendor represents and warrants to UCA that the technology provided to UCA for purchase is capable, either by
virtue of features included within the technology or because it is readily adaptable by use with other technology, of (1) providing
equivalent access for effective use by both visual and non-visual means; (2) presenting information, including prompts used for
interactive communications, in formats intended for non-visual use; and (3) being integrated into networks for obtaining, retrieving,
and disseminating information used by individuals who are not blind or visually impaired. For purposes of this paragraph, the
phrase "equivalent access" means a substantially similar ability to communicate with or make use of the technology, either directly
by features incorporated within the technology or by other reasonable means such as assisting devices or services which would
constitute reasonable accommodations under the Americans with Disabilities Act or similar state or federal laws. Examples of
methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands
and other means of navigating graphical displays, and customizable display appearance. If requested, the vendor must provide a
detailed plan for making this purchase accessible and/or a validation of concept demonstration.
30. CANCELLATION: Either party may cancel any contract or item award, for cause, by giving a thirty (30) day
notice of intent to cancel. Cause for the University to cancel will include, but is not limited to, cost exceeding current market prices
for comparable purchases, request for increase in prices during the period of the contract, or failure to perform to contract
conditions. The contractor will be required to honor all purchase orders that were prepared and dated prior to the date of expiration,
or cancellation. Cancellation by the University does not relieve the contractor of any liability arising out of a default or
nonperformance. If a contract is cancelled due to a request for increases in pricing, or failure to perform, that contractor will be
removed from the bidders/vendors list for a period up to twenty-four (24) months. Cause for the vendor to cancel a contract will
include, but is not limited to, the item(s) being discontinued and unavailable from the manufacturer or non-payment of vendor
invoices by the University.
31. ALTERATION OF ORIGINAL IFB/RFP DOCUMENT: The original written or electronic language of the
IFB/RFP shall not be changed or altered, except by approved written addendum issued by the UCA Purchasing Department. This
does not eliminate a vendor/contractor from taking exception(s) to these documents, but does clarify that he/she cannot change the
original document's written or electronic language. If a vendor/contractor wishes to make exception(s), to any of the original
language, they must be submitted by the vendor/contractor in separate written or electronic, language in a manner that clearly
explains the exception(s). If a vendor's/contractor's submittal is discovered to contain alterations/changes to the original written
or electronic documents, the vendor's/contractor's response may be declared as "non-responsible" and the response will not be
considered.
32. SOVEREIGN IMMUNITY: Nothing in this agreement shall be construed to waive the sovereign immunity of
the State of Arkansas or any entity thereof, including the University of Central Arkansas.
33. EMPLOYMENT OF ILLEGAL IMMIGRANTS-CERTIFICATION BY BIDDER:
Pursuant to Act 157 of 2007, all bidders must certify prior to award of the contract that they do not employ or contract with any
illegal immigrants (s) in its contract with the state. Bidders shall certify online at www.arkansas.gov/dfa/procurement. The Act is
printed in full on the website and contains all information regarding any penalties and the procedures for certification by
subcontractors.
34. WORK FOR HIRE: All goods, products, software or other items (collectively the "deliverables") under this
agreement shall be and remain the exclusive property of UCA. All right, title and interest in such deliverables shall vest in, and be
the property of, UCA. The parties agree that all deliverables shall, to the fullest extent permitted by law constitute "work for hire"
under the U.S. copyright law, or any other law. Company shall retain its rights in its know-how, concepts, materials and information
developed independently of this agreement. However, with regard to the deliverables paid for by UCA and produced under this
agreement, UCA is hereby granted an exclusive, perpetual license (royalty-free) to use such deliverables in UCA's business.
Company agrees to execute and deliver to UCA any and all instruments, documents or assignments to reflect the matters set forth
in this paragraph.
Page 6 of 7

RIDER
Any contract or agreement to which the University of Central Arkansas ("UCA") is a party shall be
deemed to have the following provisions incorporated by reference:
(1) "Notwithstanding any other provision of this agreement or contract, the University of
Central Arkansas shall not be responsible or liable for any type of special or consequential
damage to the other party, specifically including, but not limited to, lost profits or commissions,
loss of goodwill, or any other damages of such nature."
(2) "Notwithstanding any other provision of this agreement or contract, the University of
Central Arkansas shall never indemnify or hold another party harmless from any damages,
liability, claims, demands, causes of action or expenses. However, with respect to any loss,
expense, damage, liability, claim or cause of action, either at law or in equity, for actual or alleged
injuries to persons or property, arising out of any negligent act or omission by UCA, or its
employees or agents, in the performance of this agreement, UCA agrees that:
(a) it will cooperate with the other party to this agreement in the defense of any action or
claim brought against the other party seeking damages or relief;
(b) it will, in good faith, cooperate with the other party to this agreement should such
other party present any claims or causes of action of the foregoing nature against UCA to the
Arkansas State Claims Commission;
(c) it will not take any action to frustrate or delay the prompt hearing on claims of the
foregoing nature by the Arkansas State Claims Commission, and will make reasonable efforts to
expedite any hearing thereon. UCA reserves the right, however, to assert in good faith any and all
defenses available to it in any proceedings before the Arkansas State Claims Commission or any
other forum. Nothing herein shall be interpreted or construed to waive the sovereign immunity of
UCA."
(3) "The University of Central Arkansas does not have any form of general liability
insurance. It does have liability insurance coverage on vehicles, as well as certain professional
liability coverage for clinical programs (and students assigned through those programs).
Please contact the university department with responsibility for the program involved or the
Office of General Counsel, if you have questions concerning insurance coverage."
Page 7 of 7