UCA-27-018 Diploma Covers

UCA-27-018
INVITATION FOR COMPETATIVE SEALED TERM BID
This is a "Term" bid to be used beginning July 1, 2026 with the option to renew in one or two year
increments; not to exceed a total of seven (7) consecutive years. The University will order an estimated quantity each
year for the term of the contract and any possible extensions. 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.
The University of Central Arkansas invites you to bid on DIPLOMA COVERS for the University of Central
Arkansas located at 201 Donaghey Avenue, Conway, AR.
Date Issued: 05/06/2026 Bid Number: UCA-27-018
UCA Contact Person: Daryl Babb Bid Due Date: 05/20/2026
Phone Number: 501-450-5029 Bid Due Time: 10:00 a.m. CST
Fax Number: 501-450-5020 Email: dbabb1@uca.edu
Bid submittals must be properly marked with the Bid Number, bidders return address, phone and fax numbers and
submitted prior to the Due Date and Time listed above. 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: Daryl Babb
Purchasing Department
201 Donaghey Ave, Wingo Hall Room 113J
Conway, AR. 72034
Special Terms and Conditions:
1. A sample of the diploma cover in the exact color listed (HEX code: #582C83) is required along with your bid.
Bids will not be accepted without a sample.
2. Bid must include inside delivery and all freight charges to the University of Central Arkansas, 201 Donaghey Avenue,
Conway, AR 72035.
3. The University of Central Arkansas 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 of
Central Arkansas as determined by the UCA Purchasing Official. THIS IS AN "ALL OR NONE" BID INVITATION.
4. Substitutions of Items: No substitutions of brand and stock numbers will be acceptable for this bid. Any substitutions of
brands and changes in stock numbers for future years must be approved and authorized in writing by the Director of
Purchasing. Any delivery of unauthorized substitutions will be considered contract default.
5. Return the Following Pages: 1 & 3
ITEMS MUST BE PRINTED, NO DIGITAL COPIES ALLOWED
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ITEM SPECIFICATIONS:
QUALITY: Items provided under the scope of this contract shall be of EXCELLENT quality.
Concise registration, consistent ink coverage and density, accurate folding and binding are
required. Accurate trimming is to be with no jagged or torn edges. Obvious press or production
defects such as roller marks, hickies, set-off, smudges, hollow or pitted type, hairlines, broken
serifs, fluctuating alignment, varying density, ghosting and etc. are reasons for possible rejection
of the printing job on a quality basis. Any procedure or technique not previously stated for
construction of items in this contract shall meet industry standards for excellent quality.
Receipt of the merchandise does not necessarily constitute acceptance. The using agency will be
granted a minimum of 15 days in which to inspect the merchandise and to determine if its quality
meets the requirements or standards of the contract. If quality problems are evident, the using
agency will review the problems and if the specifications of the contract are not met, will assess
any damages for the inferior merchandise. If, in the opinion of the Director or Purchasing and the
using agency, the merchandise is unacceptable, the vendor may be offered an opportunity to
reprint the material within a reasonable time. At the time authorization for the reprint is given,
the Director of Purchasing will establish, in writing, a new delivery date.
SECTION I: DIPLOMA COVERS
QUANTITY: 8,000 (6,000 - 8 1/2 "x 11" and 2,000 - 11" x 14")
SIZE: When requisitioned, diploma covers will conform to the following size of inserts.
Finished Size: 8 1/2 "x 11" and 11" x 14"
COVER STOCK: The cover will consist of two (2) pieces. The cover material will be calf
grain leatherette or an approved equal in a color selected by the agency that matches the official
color HEX code: #582C83. The cover board will consist of .080 warp-resistant premium-grade
diploma board laminated to a sheet of 3/32" foam. A .018 top liner will then be laminated to the
opposite side of the foam, thus eliminating any padding being exposed to the cover material. The
cover hinge is reinforced by using matching cover material. All corners are to be neatly tucked
and formed. The cover padding is to be glued neatly in place. The lining pads must be in line and
securely glued. The cover must be neat and taut. All four corners of the cover must coincide
when the case is closed. A sharp double-line panel is blind embossed approximately 5/8" from
the edge of the cover.
The lining of each cover consists of two (2) pads of a taffeta acetate or equal laminated to .024
bleached white liner boards. The lower lining consists of four corner pockets to hold the
diploma. The requesting school (or agency) will select the color of the corner ribbons. The upper
lining consists of a one-color printed photo; the artwork will be provided by the agency. The
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photo will extend to the left and right sides of the upper lining with 1/2" margins for the 8 12" x
11" and the 11" x 14".
STAMPING: The name of the requesting agency, the state seal or the school emblem shall be
silver foil stamped on the front cover.
PACKAGING: Finished items shall be packaged and cartooned to protect the contents from
damage during shipment, handling, and storage. Packaging material used should NOT be
Styrofoam or a Styrofoam-like product. Cartons shall not exceed 45lbs in weight.
CONTACT: Office, Erica Daigle (501) 450-5049, edaigle@uca.edu or Vicky Summers (501)
450-5040, vsummers@uca.edu.
SECTION I - Diploma Covers
8 12" x 11" Estimated Quantity Per Year
6,000
11" x 14" Estimated Quantity Per Year
2,000
SECTION I - Diploma Covers
ITEM DESCRIPTION Estimated Quantity Per Year
PRICE (Each) *EXTENDED
AMOUNT
1. 8 12" x 11"
$__________/Each $__________ 6,000
2. 11" x 14"
$__________/Each $__________ 2,000
Section I Subtotal: $__________
Grand Total Section I : $_____________
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UCA-27-018
STANDARD TERMS & CONDITIONS
I. GENERAL
1. Parties. As used in these Terms and Conditions, "University" refers to the University of
Central Arkansas that issues a purchase order (PO) or enters into an agreement incorporating
these terms. "Vendor" refers to the party to which a purchase order is issued by the University,
or to a party to another form of agreement with the University.
2. Application. These Terms and Conditions are incorporated by reference in each PO
issued by the University and may be incorporated by reference in a written agreement between
the University and a Vendor. Any terms or conditions included in a PO issued by University or
in a separate written agreement between University and Vendor take precedence over these
Terms and Conditions, unless provided otherwise in such PO or agreement.
3. Debarment and Suspension. Vendor shall not be eligible to contract with the University
for goods or services covered by the Arkansas Procurement Law if Vendor is presently
debarred or suspended pursuant to Ark. Code Ann. 19-11-245. Vendor shall not be eligible to
contract with the University to provide goods or services that are a "covered transaction" within
the scope of the Federal Acquisition Regulation or similar Federal law if Vendor is presently
disbarred under Federal law. The University may immediately terminate the PO or agreement
if the University determines that Vendor has been disbarred or suspended.
4. No Other Terms Accepted. No additional terms or conditions shall be effective without the
written consent of the University. The University expressly rejects any terms or conditions
proposed or published by Vendor. In the event of a conflict between these Terms and
Conditions and Vendor's proposed terms, these Terms and Conditions shall control.
II. PURCHASING
1. Prices. In case of errors in extension, unit prices shall govern. Prices shall be firm and not
subject to adjustment or deviation unless specifically approved in writing by the University prior
to delivery.
2. Discounts. All cash discounts offered will be taken if earned.
3. Taxes. The University is not exempt from paying sales or use taxes, except on those items
and /or purchase transactions that are specifically exempted by law. When applicable, sales or
use tax must be itemized on invoices.
4. Shipment. All products to be delivered to the University shall be shipped only FOB Point of
Destination or, in the case of international shipments, delivered to the point of destination
specified by the University, cleared for import and with all applicable duties and taxes paid. Risk
of loss for products shall pass to the University upon delivery of the products to point of
destination designated by the University.
5. Backorders or delay in delivery. Backorders or failure to deliver within the time required
may, at the sole discretion of the University, be deemed an event of default. Vendor must give
written notice to the University Procurement Department of the reason for any such delay and
the expected delivery date. The University's Procurement Department may, in its discretion,
extend the date of delivery.
6. Delivery requirements. No substitutions or cancellations are permitted without approval of
the University Procurement Department. The delivery shall be made during University work
hours only (generally, 8 a.m. - 4:30 p.m., Central Standard Time, though slightly varies
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depending on particular campus, and closed Saturday, Sunday and University Holidays), unless
prior approval for other delivery has been obtained. Items should be shipped to the "Ship-To"
address listed on the PO or agreement.
7. Variation in quantity. The University assumes no liability for commodities produced,
processed, or shipped in excess of the amount specified on the PO.
8. Duties and customs fees. All duties and customs fees shall be paid in advance by the
Vendor prior to shipping any product for import or export to the University.
9. Permits and licenses. Vendor shall, at its own expense, procure and keep in effect all
necessary permits, certifications or licenses as required by law or as otherwise required to fulfill
the PO or agreement.
10. Inspection and testing. All goods and other products furnished will be subject to
inspection and acceptance by the University after delivery. Failure to meet the agreed upon
product or services specifications entitles the University to cancel the PO or agreement, to reject
some or all of the goods or services, to purchase replacement goods or services elsewhere
and to charge the full increase, if any, in cost and handling to Vendor, and to obtain from
Vendor a refund of all monies paid by the University. Payments made by the University to
Vendor shall not be deemed a waiver of the University's rights or remedies.
11. Time of the Essence. Vendor and University agree that time is of the essence in all
respects concerning the PO and the performance of the obligations thereunder.
III. PAYMENT
1. Invoicing. The Vendor will be paid in a timely manner upon submission of a properly
itemized invoice, after delivery and acceptance of goods or services by the University. All
invoices must be sent to the "Bill To" point listed on the University purchase order, and must
also include the following additional information where applicable:
* The complete name and remittance address of the Vendor
* Invoice Date
* Invoice Number
* Purchase Order Number
* Itemized listing of purchases, to include a description of the merchandise and/or services,
unit price and extended line total
* Name and location of department for whom the goods or services were provided.
* Discount payment terms
* Itemized taxes.
2. Interest and Late Charges. Under Ark. Code Ann. 19-4-706 and 19-11-224, the
University shall not pay interest or late charges until 60 days after payment is due.
3. Deposits. The University may not make payments in advance of receiving goods or
services. Title to any amount remitted by the University as a deposit remains with the University
pending completion of the transaction and shall be immediately returned by Vendor to the
University in the event that: (a) the Vendor does not deliver the agreed upon product, service or
performance when and as agreed; (b) the agreement or PO is terminated by the University for
cause; or (c) if either party is unable to perform its obligations under the agreement or PO as a
result of an Excused Performance Event (as defined in these Terms and Conditions).
4. Payment Instructions. Vendor agrees that in the course of making payments the
University is entitled to rely on information contained in written or electronic communications
that the University reasonably believes have been transmitted or authorized by Vendor. Vendor
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shall hold the University harmless against any loss or damage related to or arising from
University's reliance on such communications.
IV. MINIMUM STANDARDS
1. Service Warranties. Vendor shall perform all services using personnel of required skill,
experience and qualifications and in a professional and workmanlike manner in accordance with
generally accepted standards for similar services in Vendor's industry, trade or profession, and
shall devote adequate resources to timely meet its obligations under the PO or agreement.
2. Product Warranties. Unless otherwise specified in a PO or a separate written agreement,
all items shall be newly manufactured, in first class condition, latest model and design and shall
include, where applicable, containers suitable for shipment and storage. Vendor guarantees
that everything furnished will be free from defects in design, workmanship and material and that
items sold by drawing, sample or specification will conform thereto and will serve the function for
which furnished under the PO or agreement ("Specifications"). Vendor further guarantees that if
the items furnished are to be installed by the Vendor, such items will function properly when
installed and any manufacturer warranties will be assigned to the University. Vendor also
guarantees that all applicable laws have been complied with relating to construction, packaging,
labeling and registration of the items furnished. Vendor's obligations under this paragraph shall
survive for a period of one (1) year from date of delivery, unless otherwise specified herein.
3. Confidentiality of Student Education Records. To the extent that Vendor has access to,
stores or receives student education records, Vendor will abide by the limitations on use and re-
disclosure of such records set forth in the Family Educational Rights and Privacy Act (FERPA),
20 U.S.C. 1232g, and 34 CFR Part 99. Vendor shall hold student record information in strict
confidence and shall not use or disclose such information except as authorized in writing by the
University or as required by law. Vendor shall not use the information for any purpose other
than the purpose for which the disclosure was made. Upon termination or expiration of the PO
or agreement Vendor shall return or destroy all student education record information within 30
days.
4. HIPAA. To the extent that the PO or agreement involves covered use or receipt of
Protected Health Information, as defined under the Health Insurance Portability and
Accountability Act (HIPAA), Vendor agrees to fully comply with all applicable requirements of
HIPAA and the regulations promulgated pursuant to HIPAA.
5. Campus Policies. In the event Vendor provides services or deliver goods to the
University campus, Vendor and its permitted subcontractors will fully comply with all applicable
University policies and Arkansas and federal law while on campus or on any other University
property. This includes, but is not limited to, the following: (a) Vendor shall not permit tobacco,
electronic cigarettes, alcohol, or illegal drugs to be used by any of its officers, agents,
representatives, employees, subcontractors, licensees, guests or invitees while on the campus
of the University; (b) Vendor will not permit any of its officers, directors, agents, employees,
contractors, subcontractors, licensees, guests or invitees to bring any explosives, firearms or
other weapons onto the campus of the University, except to the extent expressly permitted by
University policies or by the Arkansas enhanced concealed carry laws; (c) Vendor will not allow
any of its officers, directors, agents, employees, contractors, subcontractors, licensees, guests
or invitees that are registered sex offenders or have been convicted of a felony involving force,
violence, or possession or use of illegal drugs to enter the campus of the University.
6. Compliance with NCAA and Athletic Conference Rules and Regulations. Vendor and
its officers, employees, volunteers, subcontractors, agents, representatives, and guests will
comply with all applicable National Collegiate Athletic Association ("NCAA") and athletic
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conference bylaws, rules, and regulations; and the rules of any other conference or association
to which the University's athletic teams may belong. Vendor and its officers, employees,
volunteers, subcontractors, agents, representatives, and guests will not engage in any of the
following activities: (a) wager on any collegiate sporting or athletic event involving the University;
(b) exert, attempt to exert, or conspire to exert, authority or influence over any student-athlete or
other participant in an attempt to manipulate any outcome of a University sporting or athletic
event or the final outcome of any University sporting or athletic event; (b) disseminate, utilize, or
permit others to disseminate or utilize, non-public confidential information regarding a student-
athlete or University athletic team for the purposes of gambling; or (c) offer or provide, or
become any way involved in offering or providing, a prospective or an enrolled student-athlete
an improper inducement or extra benefit or improper financial aid. Vendor and its officers,
employees, volunteers, subcontractors, agents, representatives, and guests will: (a) report all
perceived or potential violations of NCAA, athletic conference, University, and University Athletic
Department rules, policies, and procedures to the appropriate individuals (e.g., the University
Athletic Department Compliance Office); (b) attend all compliance rules education meetings
requested by University; and (c) cooperate fully in any NCAA infractions process, including the
investigation and adjudication of a case by law enforcement, the University, its Office of General
Counsel and its athletic governing athletic bodies or conferences. Vendor will hold harmless and
indemnify University for any violation of such bylaws, rules or regulations by Vendor, its officials,
employees, volunteers, subcontractors, agents, representatives, and guests.
7. Web Site Accessibility. Vendor agrees that any web-based services provided by Vendor
substantially comply with the accessibility guidelines of Section 508 of the Rehabilitation Act of
1973 and with the current version of the Web Content Accessibility Guidelines (WCAG) and
shall promptly respond to and resolve any accessibility complaints received from the University
or from web-site users.
8. Non-Discrimination. Vendor agrees to comply with all applicable Federal and State laws,
including without limitation laws pertaining to non-discrimination and affirmative action. Without
limiting the generality of the foregoing, Vendor agrees as follows: (a) Vendor will not
discriminate against any qualified employee, applicant for employment or participant in any
program because of race, sex (including sexual orientation and gender identity), color, age,
religion, disability, genetic information, national origin or veteran status; (b) in all solicitations or
advertisements for employees, Vendor will state that all qualified applicants will receive
consideration without regard to race, sex (including sexual orientation and gender identity) color,
age, religion, disability, genetic information, national origin or veteran status; (c) Vendor's failure
to comply with this non-discrimination clause shall be deemed a breach of any agreement
between the parties and such agreement may be canceled, terminated or suspended in whole
or in part; (d) Vendor will include the provisions of items (a) through (c) in every permitted
subcontract so that such provisions will be binding upon each subcontractor of Vendor.
9. Data Security. The following apply to any agreement, PO or engagement in which Vendor
has access to, stores or processes electronic or digital records and information or records of
any type owned, created, received, collected or stored by the University or on its behalf
("Data"). Data includes, but is not limited to, personally identifiable information, University,
student, faculty and staff Data, metadata, and user content.
Vendor shall collect and use Data only for the purpose of performing its obligations under a PO
or agreement. Vendor shall not provide or disclose Data to any entity or person not employed
by Vendor without prior written consent of the University, except as may be required by law or
permitted by the express terms of the PO or agreement. Vendor shall not change the manner in
which Data is collected, used, or shared without the prior written consent of the University.
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All Data in the possession or control of Vendor or its subcontractors or agents shall be
destroyed or transferred to the University when the Data is no longer needed for performance of
the PO or agreement.
Vendor, and each subcontractor and agent of Vendor with access to Data, shall maintain
appropriate technical and organizational measures for the protection of the security,
confidentiality and integrity of Data and to prevent unauthorized access to including without
limitation, safeguards that meet the requirements of the Federal Trade Commission Safeguard
Rule, set forth at 16 CFR Part 314 and the European Union's General Data Protection
Regulations ("GDPR"). Vendor's technical and organizational measure shall conform to the
standards set in the current version of the NIST Cybersecurity Framework (or its
equivalent). Such measures shall include measures for protection against unauthorized or
unlawful access to Data and against accidental or unlawful destruction, loss, alteration, damage,
disclosure of, or access, to Data.
Vendor shall maintain and operate a formal security program materially in accordance with
industry standards that is designed to: (i) ensure the security and integrity of Data, (ii) protect
against threats or hazards to the security or integrity of Data, (iii) prevent unauthorized access
to Data, and (iv) prevent unauthorized access to the University's information technology
infrastructure including, without limitation, data processing devices, data storage devices,
servers, networks, information services and computing devices and communication devices ("IT
Infrastructure").
If Vendor processes payment card data, Vendor shall also comply with all applicable
requirements for validation and compliance with the PCI DSS (Payment Card Industry Data
Security Standard), as appropriate for its Service Provider level.
In the event Vendor discovers unauthorized access to IT Infrastructure or unauthorized use or
disclosure of Data (a "Security Breach") or reasonably believes that a Security Breach has
occurred, Vendor shall promptly (and within any timeframe established by applicable law
concerning Vendor's notification requirement) notify the University of such Security Breach,
shall provide to the University any information regarding the incident reasonably requested by
the University (including a list of the Data and IT Infrastructure affected and all affected
individuals and their contact information) and shall promptly take all measures reasonably
required to recover Data, to remedy any flaws, defects or vulnerabilities in Vendor's systems,
software or personnel related to the Security Breach and, if requested by the University, to
assist the University in identifying and remedying any other flaws, defects or vulnerabilities
related to the Security Breach.
If Vendor maintains or stores Data, Vendor shall engage, at its cost, an independent accounting
firm to produce annual audit reports. The University reserves the right to require that such
audits employ the SOC 2 standards of the American Institute of Certified Public
Accountants. Vendor will transmit a copy of each audit report to the University immediately
following Vendor's receipt of such report.
With respect to any processing of personal data of persons located in the European Union or
the European Economic Area, Vendor shall only act on the written instruction of the University
and shall assist the University in compliance with GDPR in relation to the security of processing,
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the notification of personal data breaches, data protection impact assessments, answering data
subjects' requests, and allowing data subjects to exercise their rights. Vendor shall ensure that
individuals processing the data are subject to a duty of confidentiality and only engage sub-
processors with the prior consent of the University and under a written contract.
Vendor shall limit access to Data and IT Infrastructure ("Data Access") to individuals whose
duties require Data Access in order for Vendor to perform its contractual obligations. Before
permitting Data Access to any individual, Vendor shall obtain, to the extent permitted by law,
current criminal and financial background checks for such individual. Vendor shall not permit
Data Access by any individual that Vendor reasonably determines may expose the University to
a risk of loss or damage, unauthorized use or modification of Data, damage to IT Infrastructure.
Except as may be provided by a separate written agreement, all rights in Data and IT
Infrastructure, including all intellectual property rights, shall remain the property of the
University, and Vendor has only a limited, nonexclusive license for the sole purpose of
performing its obligations as outlined in the PO or agreement.
Vendor shall maintain insurance, in the amount of at least $5,000,000 per occurrence,
protecting the University against loss or damages (including costs of litigation) arising from a
Security Breach related to or arising from Vendor's acts or omissions.
V. UNIVERSITY PROPERTY RIGHTS
1. University Property. Specifications, drawings, information, dies, cuts, negatives,
positives, data or any other commodity or intellectual property furnished to Vendor shall remain
property of the University, shall be kept confidential by Vendor unless disclosure is required by
law, shall be used only as expressly authorized, and shall be returned to the University at
Vendor's expense. Vendor shall, at the request of the University, sign a written assignment of
all intellectual property (including, without limitation, rights under copyright, trademark and
patent law) developed by or for Vendor expressly for the University in the course of performing
Vendor's obligations, and all such intellectual property shall be the property of the University
unless provided otherwise in a signed, written agreement.
2. Marks and Logos. The University's trade names, nicknames, trade dress, logos, mascots,
uniforms, images, facilities, landmarks, symbols, trademarks, and service marks, or other indicia
of intellectual property whether presently existing or later established, including without limitation
any derivative marks (collectively "Marks")are the exclusive property of the University. Nothing
in any agreement or PO transfers, licenses, or allows any use of the University's Marks unless
expressly agreed upon in writing by both parties. In the event that an agreement between
Vendor and the University grants such authorization, Vendor must immediately discontinue use
of the Marks of the University upon the expiration or termination of the
agreement. Unauthorized use of the Marks of the University by Vendor or its respective
employees, affiliates, or subagents constitutes infringement of the University's rights and a
material breach of contract. Under no circumstances may Vendor use the University's Marks in
such a manner as to imply or state an endorsement of Vendor or its products by the University.
3. Use of Logo Products. Merchandise that carries a University logo or trademark must be
purchased from vendors that are licensed by or through the University.
4. Liens and Security Interests. Property of the University shall not be subjected to liens or
security interests of any nature. Any provision of an agreement, quotation, PO or invoice that
purports to impose a lien or security interest is expressly rejected by the University and is of no
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