yearly service contract for marching band musical instrument

INVITATION FOR BID
BID NAME AND NUMBER:
YEARLY SERVICE CONTRACT FOR MUSIC INSTRUMENTS
BTB2996
BID OPENING TIME AND DATE:
DUE DATE September 11, 2026 @2PM
BUYER:
Troy A Bacino
purchasing@lsuneworleans.edu
RETURN ALL BIDS TO THE FOLLOWING ADDRESS:
Purchasing Office
Administration Annex 1004G
University of New Orleans
2000 Lakeshore Drive
New Orleans, Louisiana 70148
Phone: (504) 280-6172
Fax: (504) 280-6297

General Instructions to Bidders
1 Invitation to Bid
Bids for the following items and/or services specified are hereby solicited, and will
be received by the Purchasing Office until the stated bid opening time and date and
then publicly opened.
2 Authority to Sign
Bids must be signed by a person authorized to bind the vendor. In accordance with
R. S. 39:1594(C)(4), the person signing the bid must be: 1) A current corporate
officer, partnership member or other individual specifically authorized to submit bids
as evidenced in appropriate records on file with the secretary of State; or 2) An
individual authorized to bind the vendor, as evidenced by a corporate resolution,
certificate, or affidavit; or 3) other documents indicating authority which are
acceptable to the University.
3 Read Solicitation
Read the entire solicitation, including all terms, conditions, and specifications.
4 Corrections
All bids should be returned on the forms furnished and must be typed or written in
ink. Any corrections or erasures must be initialed by the bidder.
5 Delivery of Bids
Bids may be submitted in person, or by mail. The mailing address is listed on the
cover sheet
Bids delivered in person or by mail should be placed in a sealed envelope and marked
with the bid name and number, the bid opening time and date, and the name and
address of the bidder. The same information should be affixed to any additional
materials sent as a part of the bid submission.
6 Bid Alterations
Alterations to bids will be accepted provided both the bid and alterations have been
received in the Purchasing Office prior to bid opening time and date.
7 Late Bids
Late bids will not be accepted and will be returned unopened. Each bidder is solely
responsible for the timely delivery of its bid. The University will not be
responsible for any delay in the delivery of bids.
8 Delivery/Freight Charges
Bid prices will include all delivery/freight charges paid by the vendor, F.O.B., UNO,
inside delivery, New Orleans, La, unless otherwise stated in the specifications. Any
invoiced delivery charges not quoted and itemized on the UNO purchase order are

subject to rejection and non-payment.
9 Taxes
Vendor is responsible for including all applicable taxes in the bid price. The University
of New Orleans is exempt from all Louisiana state and local sales and use taxes. By
accepting an award, all firms acknowledge their responsibility for the payment of all
taxes duly assessed by the State of Louisiana and its political subdivisions for which
they are liable.
10 Payment
Assuming there is no prompt payment discount provision, payment will be made
within thirty (30) days from receipt of products in satisfactory condition, or within
thirty (30) days from date of invoice, whichever is later. Delinquent payment
penalties are governed by L.R.S. 39:1695. Vendor penalties to the contrary shall be
null and void, shall have no legal force, and shall not be recognized by the University
in any dispute.
11 Acceptance
Only the issue of a purchase order or a signed acceptance of a proposal constitutes
acceptance on the part of the University.
Bid Signature
By signing this bid, the bidder certifies compliance with all general instructions to
bidders, terms, conditions, and specifications, and further certifies that this bid is
made without collusion or fraud.
_________________________ _________________________
Bidder (Company Name) Mailing Address
_________________________ _________________________
Authorized Signature City, State, Zip Code
_________________________ _________________________
Printed Name Phone Number
_________________________ _________________________
Title Fax Number
_________________________ _________________________
E-Mail Address Federal Tax ID #

Standard Terms and Conditions
These standard terms and conditions apply to all LSU NEW ORLEANS solicitations,
unless otherwise specifically amended and provided for in the special terms and
conditions, specifications, or other solicitation documents. In the event of a conflict
between the General Instructions to Bidders or Standard Terms & Conditions and
the Special Terms & Conditions, the Special Terms & Conditions shall govern.
Auditors
Bidders agrees that the Legislative Auditor of the State of Louisiana and/or the
Office of the Governor, Division of Administration auditors and/or the University's
auditors will have the option of auditing all accounts of the Bidder which relate to
this purchase.
Award
Award will be made to the lowest responsible and responsive bidder. The University
reserves the right to award the items, separately, grouped, or on an all-or-none
basis, and to reject any or all bids and to waive any informalities including
technicalities in specifications that would preclude competition.
All solicitation specifications, terms, and conditions will be made part of any
subsequent award as if fully reproduced and included therein, unless specifically
amended in the formal contract.
Bidder Inquiries
If a bidder is in doubt as to the meaning of any part of a solicitation, bidder may
submit a written request for interpretation to the Buyer of Record. Requests must
be received in the Purchasing Office no later than September 2, 2026 prior to the
opening of bids. Any interpretation of the documents will be made by Addendum
only, issued by the Purchasing Office, and a copy of such Addendum will be sent to
all known bidders. The University will not be responsible for any other explanation
of the documents. Addendum will be issued September 8, 2026.
Contrary Terms and Conditions
Submittal of any terms and conditions contrary to those contained within this
solicitation may cause your bid to be rejected. By signing this bid, vendor agrees
that any terms and conditions which may be included in their bid are nullified.
Equal Employment Opportunity Compliance
By submitting and signing this bid, vendor agrees to abide by the requirements of
the following as applicable: Title VI and VII of the Civil rights Act of 1964, as
amended by the Equal Opportunity Act of 1972, Executive Order 11246,

Rehabilitation Act of 1973, as amended; the Vietnam Era Veteran's Readjustment
Assistance Act of 1974; Title IX of the Education Amendments of 1972; the Age Act
of 1975; the Americans with Disabilities Act of 1990. Vendor agrees not to
discriminate, and to render services without regard to race, color, religion, sex,
age, national origin, veteran status, political affiliation, handicap, disability, or other
non-merit factor. Failure to comply shall be grounds for termination of any contract
entered into as a result of this solicitation.
Equivalency
Any manufacturer's names, trade names, brand names, or catalog numbers used in
the specifications are for the purpose of describing and establishing general quality
levels. Such references are not intended to be restrictive. Bids will be considered for
any brand that meets or exceeds the quality of the specifications listed for any
item. Bidder must state the brand/model he or she is bidding on each item. Bids
not specifying brand and model number will be considered as offering the exact
product specified in the solicitation.
It will be the sole responsibility of the Bidder to prove equivalency. Bidder will
submit with the bid all illustrations, descriptive literature, and specifications
necessary to determine equivalency. Failure to do so may eliminate the bid from
consideration. The decision of the University as to equivalency will be final.
Governing Law
This purchase shall be construed in accordance with and governed by the laws of
the State of Louisiana.
Louisiana Preference
A preference will be given to materials, supplies, and provision produced,
manufactured, assembled, grown, or harvested in Louisiana, quality being equal to
articles offered by competitors outside of the state. However, it will be the bidder's
sole responsibility to indicate on his bid response which items were (or would be)
produced, manufactured, assembled, grown, or harvested in Louisiana. Bidder must
be able to provide satisfactory evidence to support preference claim if requested by
the University. The enclosed Louisiana Preferences must be returned as a part of
this bid.
Legislators Prohibited
According to LAS-R.S. 42:113(D)) the University is prohibited from entering into
any contract or subcontract with a legislator or person who has been certified by
the Secretary of State as elected to the Legislature or spouse of a legislator, or any
corporation, partnership, or other legal entity in which the Legislator or his/her

spouse owns an interest, except publicly traded corporations. Each bidder must
return the enclosed Disclosure Form as a part of his bid.
New Products
All products are to be new, current model, and of best quality as measured by
accepted standards of the trade. No remanufactured, demonstrator, used, or
irregular products will be considered for purchase unless otherwise specified.
Warranty
The manufacturer's standard published warranty and provision will apply, unless
more stringent warranties are otherwise required by UNO and specified in the
solicitation. In such cases, the bidder and/or manufacturer will honor the specified
warranty requirements, and bid prices will include any premium costs of such
coverage.
DISCLOSURE FORM
EACH BIDDER IS TO DISCLOSE THE FOLLOWING INFORMATION BY ANSWERING YES
OR NO TO THE FOLLOWING QUESTIONS:
1. Is the bidder a legislator or person who has been certified by the Secretary of
State as elected to the Legislature?
2. Is the bidder a spouse of a legislator?
3. If the bidder is a corporation, partnership, or other legal entity, does a legislator
or his spouse own any interest in that corporation, partnership or other legal entity?
4. If the bidder is a corporation, is it a publicly traded corporation?

LOUISIANA PREFERENCES
FAILURE TO SPECIFY BELOW INFORMATION WILL CAUSE ELIMINATION FROM
PREFERENCE.
Preferences shall not apply to service contracts.
In accordance with the Louisiana Revised Statutes 39:1595, a preference of 10%
may be allowed for products produced, manufactured, grown or assembled in
Louisiana of equal quality.
Do you claim this preference? YES __________ NO __________
Specify Item Numbers:
__________________________________________________________________
Specify location within Louisiana where this product is produced, manufactured,
grown or assembled:
__________________________________________________________________
Do you have a Louisiana Business workforce? YES ______ NO _______
If so do you certify that at least fifty percent (50%) of your Louisiana business
workforce is comprised of Louisiana residents?
YES_______ NO _______

Special Terms and Conditions
1. All items delivered shall be subject to inspection as to grade and/or quality.
If any item is inspected and fails to meet the specifications, the delivery
already made will be held for the Vendor's disposition or returned to the
Vendor via Freight Collect. If the Vendor fails to make satisfactory
replacement within a reasonable time as determined by the University, the
University reserves the right to cancel the item and to purchase it elsewhere.
2. The above quantities are estimated to be the amounts needed. In the event
a greater or lesser quantity is needed, the right is reserved by the University
to increase or decrease the amount at the unit price stated in the bid.
3. In the event a greater quantity is needed, the right is reserved by the
University to increase the amount, at the unit price stated in the bid, for
_____12_____ months from the date of award.
4. At the option of the University and acceptance by the contractor, this
contract may be extended for four additional twelve (12) month periods at
the same prices, terms, and conditions. The initial contract period will be
from date of award for one calendar year of the initial contract year.
Renewals will be for one calendar year of the remaining contract years.
Contract shall not exceed sixty (60) months.
5. If the Vendor fails to make delivery within a satisfactory time as determined
by the University, the University reserves the right to cancel the item and to
purchase it elsewhere or from the next lowest bidder.
6. Discounts for less than 1% and for less than thirty (30) days will not be
considered in making awards.
7. The University reserves the right to cancel this contract upon thirty (30) days
written notice for failure of the Vendor to deliver on time, for delivery of
unsatisfactory merchandise, or for any unsatisfactory performance by the
Vendor as determined by the University.
8. This agreement may be terminated by either party with ____30_______
days advance notice in writing.

9. Successful bidder will furnish written factory instructions for the operation
and maintenance of the equipment purchased.
10. In case of default by the Vendor, the University reserves the right to
purchase any or all items in default on the open market or next lowest
bidder.
11. The successful bidder will be required to assume responsibility for all services
and/or products offered in his/her bid whether or not he/she produces them.
Further, the LSU New Orleans will consider the selected bidder to be the sole
point of contact with regard to contractual matters, including payment of any
and all charges resulting from the contract.
12. List of distributors: The Vendor signing the bid shall be designated as the
Prime Vendor on any contract/agreement resulting from this bid. If
additional Vendors are authorized to receive orders for items covered under
this proposal, the Vendor must submit, with bid, a list of those additional
authorized distributors.
13. The Vendor must be an authorized dealer for the manufacturer. Authorized
dealer evidence should be submitted with the bid or withing 3 days after bid
opening.
14. Vendors are advised that all hazardous products must be accompanied by a
"Hazardous Materials Data Sheet". This sheet must also include suggested
antidotes for ingestion and other contact.
15. Award to be made on an all-or-none basis.
16. All equipment must be new and delivered F.O.B. University of New Orleans,
inside delivery.
17. All hardware and software must be new and delivered, F.O.B. University of
New Orleans, inside delivery.
18. This is not a proprietary specification. Other manufacturer and model will be
considered.
19. Fiscal Funding: The continuation of any agreement entered into as a result of
this bid past the current fiscal year is contingent upon the appropriation of
funds to fulfill the requirements of the contract by the legislature. If the
legislature fails to appropriate sufficient monies to provide for the

continuation of the contract, or if such appropriation is reduced by the veto
of the Governor or by any means provided in the appropriations act to
prevent the total appropriation for the year from exceeding revenues for that
year, or for any other lawful purpose, and the effect of such reduction is to
provide insufficient monies for the continuation of the contract, the contract
shall terminate on the date of the beginning of the first fiscal year for which
funds are not appropriated.
20. Escalation Clause (Only for services you know will increase. e.g. insurance)
Prior to any renewal term, the contractor may request a price increase for
that renewal term based on documented increase costs. The price increase
may not be greater than the Consumer Price Index (All Urban
Consumers, Current Series) average increase for the prior 12 months.
The University reserves the right to approve or disapprove the price increase.
21. Piggyback: Other Louisiana Governmental Agencies may purchase at the
same terms and conditions if agreed upon by awarded bidder.
22. Prohibition of Discriminatory Boycotts of Israel
In preparing its response, the Respondent has considered all Proposals submitted from
qualified, potential subcontractors and suppliers, and has not, in the solicitation,
selection, or commercial treatment of any subcontractor or supplier, refused to transact
or terminated business activities, or taken other actions intended to limit commercial
relations, with a person or Entity that is engaging in commercial transactions in Israel or
Israeli-controlled territories, with the specific intent to accomplish a boycott or
divestment of Israel. Respondent also has not retaliated against any person or other Entity
for reporting such refusal, termination, or commercially limiting actions. The State
reserves the right to reject the response of the Respondent if this certification is
subsequently determined to be false, and to terminate any Contract awarded based on
such a false response.