THEATRE EQUIPMENT (FURNISH ONLY) RUSH BID

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Agency:	State Government of Louisiana
State:	Louisiana
Level of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment
Opps ID:	NBD11472147321170869
Posted Date:	Mar 22, 2024
Due Date:	Mar 26, 2024
Solicitation No:	50011-ULLAF24020
Source:	Members Only

bid number	description	date issued	bid open date/time	help
50011-ULLAF24020	THEATRE EQUIPMENT (FURNISH ONLY) RUSH BID DUE 3/26/2024; OPENS 3/26/2024 4:00PM; RUSH BID Original: 50011-ULLAF24020	03/12/2024	03/26/2024 2:00:00 PM CT	50011
	RESPONSES TO QUESTIONS; OPENING REVISED Addendum 1: 50011-ULLAF24020-1	03/19/2024
	ADDENDUM 2- REVISED BID SHEET Addendum 2: 50011-ULLAF24020-2	03/22/2024

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INVITATION TO BID

SOLICITATION FILE No.: 24020

TITLE: THEATRE EQUIPMENT (FURNISH ONLY)

BID SCHEDULE:

1. PRE-BID MEETING (in-person): NONE

2. DUE DATE/TIME (email only): Tuesday, March 26, 2024 2:00PM

3. QUESTIONS DEADLINE: Thursday, March 21, 2024 2:00PM

3. BID OPENING (Zoom only): Wednesday, March 27, 2024 1:00PM

MEETING ID: 964 7471 9701 PASSWORD: 24020

SUBMIT BID TO:*

University of Louisiana at Lafayette

Office of Purchasing

ULLafayetteBids@louisiana.edu

To maintain the integrity of the bid process,

please do not cc any other University email

address when submitting your bid.

BUYER OF RECORD: Lorita Raymond

BUYER PHONE: (337) 482-1078

EMAIL: lorita.raymond@louisiana.edu

General Instructions to Bidders

1. Hard copies of sealed bids will no longer be accepted. All bids must be received electronically by the due date and

time to be considered.

2. Sealed bids for furnishing the items and/or services specified are hereby solicited, and will be received by the issuing

UL Lafayette Campus/Department at the “Submit Bid To” address stated above, until the specified due date and time.

Bidder is solely responsible for the timely delivery of bid. The Purchasing Office is not responsible for any delays.

3. Bid submissions must be signed by a person authorized to bind the vendor. In accordance with Louisiana R.S.

39:1594, the person signing the bid must be: (1) any corporate officer listed on the most current annual report on file

with the secretary of state, or the signature on the bid is that of any member of a partnership or partnership in

commendam listed in the most current partnership records on file with the secretary of state; or (2) an authorized

representative of the corporation, partnership, or other legal entity and the Bidder submits or provides upon request

a corporate resolution, certification as to the corporate principal, or other documents indicating authority which are

acceptable to the public entity, including registration on an electronic Internet database maintained by the public

entity; or (3) entity has filed in the appropriate records of the secretary of state in which the public entity is located,

an affidavit, resolution, or other acknowledged or authentic document indicating the names of all parties authorized

to submit bids for public contracts.

4. When bid is submitted by email, the subject line must show the Solicitation/File No. and submission must be

received by bid deadline.

5. Read the entire solicitation, including all terms, conditions and specifications.

6. All bid information and prices must be typed or written in ink. Any corrections, erasures or other forms of alteration

to unit prices are to be initialed by the Bidder.

7. Bid prices shall include all delivery charges paid by the vendor, F.O.B. UL Lafayette Destination, unless otherwise

provided in the solicitation. Any invoiced delivery charges not quoted and itemized on the UL Lafayette purchase

order are subject to rejection and non-payment.

8. Payment terms: Net 30 after receipt of properly executed invoice or delivery and acceptance, whichever is later.

9. By signing this solicitation, 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.

10. MANDATORY bid requirements are detailed immediately following the Standard Terms & Conditions section.

11. There will be no pre-bid meeting for this solicitation.

12. Quantities listed in these specifications are approximate and are not guaranteed by the University. The University

reserves the right to increase or reduce quantity as needed if in the best interest of the University.

Solicitation File No. 24020 – Due Tuesday, March 26, 2024 2:00PM – Requisition No. R1622986

Page 1 of 17

STANDARD TERMS & CONDITIONS

INVITATION TO BID

These standard terms and conditions shall apply to all UL Lafayette solicitations, unless otherwise specifically amended and provided

for in the special terms and conditions, specifications, or other solicitation documents. In the event of conflict between the General

Instructions to Bidders or Standard Terms & Conditions and the Special Terms & Conditions, the Special Terms & Conditions shall govern.

Bids submitted are subject to provisions of the laws of the State of Louisiana, including but not limited to: the Louisiana Procurement

Code (R.S. 39:1551-1736); Purchasing Rules and Regulations (Title 34 of the Louisiana Administrative Code); Executive Orders; and the

terms, conditions, and specifications stated in this solicitation.

1. Bid Delivery and Receipt

To be considered, Bidders must submit bids electronically to ULLafayetteBids@louisiana.edu. When bid is submitted by email, the

subject line must show the Solicitation/File No. and must be received by bid deadline.

Bidders are advised that the U.S. Postal Service does not make deliveries to the Purchasing Office. Bids will no longer be accepted

by mail or in person. Bidder is solely responsible for the timely delivery of its bid, and failure to meet the bid due date and time

shall result in rejection of the bid.

2. Bid Forms

Bids are to be submitted on and in accordance with the UL Lafayette solicitation forms provided, and must be signed by an

authorized agent of the vendor. Bids submitted on other forms or in other price formats may be considered informal and may be

rejected in part or in its entirety. Bids submitted in pencil and/or bids containing no original signature indicating the Bidder’s intent

to be bound will not be accepted.

3. Interpretation of Solicitation/Bidder Inquiries

If Bidder is in doubt as to the meaning of any part or requirement of this solicitation, Bidder may submit a written request for

interpretation to the Buyer-of-Record at the email address on page 1 of this solicitation. Written inquiries must be received in the

UL Lafayette Office of Purchasing no later than five (5) calendar days prior to the opening of bids, and shall be clearly cross-

referenced to the relevant solicitation/specification in question.

No decisions or actions shall be executed by any Bidder as a result of oral discussions with any UL Lafayette employee or consultant.

Any interpretation of the documents will be made by formal addendum only, issued by the UL Lafayette Office of Purchasing, and

mailed or delivered to all Bidders known to have received the solicitation. UL Lafayette shall not be responsible for any other

interpretations or assumptions made by Bidder.

4. Bid Opening

In-person bid openings have been suspended for the foreseeable future. Bidders may attend the public bid opening of sealed bids

and proposals conducted on Zoom. No information or opinions concerning the ultimate contract award will be given at bid opening

or during the evaluation process. Written bid tabulations will not be furnished. Bids may be examined within 72 hours after bid

opening. Information pertaining to completed files may be secured by submitting a written request to the Buyer-of-Record at the

email address shown in header.

5. Special Accommodations

Any “qualified individual with a disability” as defined by the Americans with Disabilities Act, who has submitted a bid and desires to

attend the public bid opening, must notify the UL Lafayette Office of Purchasing in writing not later than seven days prior to the bid

opening date of their need for special accommodations. If the request cannot be reasonably provided, the individual will be

informed prior to the bid opening.

6. Standards of Quality

Any product or service bid shall conform to all applicable federal, state and local laws and regulations, and the specifications

contained in the solicitation. Any manufacturer’s name, trade name, brand name, or catalog number used in the specification is for

the purpose of describing the standard of quality, performance, and characteristics desired; and is not intended to limit or restrict

competition. Bidder must 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 product specified in the solicitation.

7. New Products/Warranty/Patents

All products bid for purchase must be new, never previously used, of the manufacturer’s current model and/or packaging, and of

best quality as measured by acceptable trade standards. No remanufactured, demonstrator, used or irregular products will be

considered for purchase unless otherwise specified.

The manufacturer’s standard published warranty and provisions shall apply, unless more stringent warranties are otherwise

required by UL Lafayette and specified in the solicitation. In such cases, the Bidder and/or manufacturer shall honor the specified

warranty requirements, and bid prices shall include any premium costs of such coverage.

Solicitation File No. 24020 – Due Tuesday, March 26, 2024 2:00PM – Requisition No. R1622986

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Bidder guarantees that the products proposed and furnished will not infringe upon any valid patent or trademark; and shall, at its

own expense, defend any and all actions or suits charging such infringement, and shall save UL Lafayette harmless.

8. Descriptive Information

Bidders proposing an equivalent brand or model are to submit descriptive information (such as literature, technical data,

illustrations, etc.) sufficient for UL Lafayette to evaluate quality, suitability, and compliance with the specifications with the bid

submission. Failure to submit descriptive information may cause bid to be rejected. Any changes made by Bidder to a

manufacturer’s published specifications shall be verifiable by the manufacturer. If items bid do not fully comply with specifications,

Bidder must state in what respect items deviate. Bidder’s failure to note exceptions in its bid will not relieve the Bidder from

supplying the actual products requested.

9. Bids/Prices/F.O.B. Point

• The bid price for each item is to be quoted on a “net” basis and F.O.B. UL Lafayette Destination, i.e. title passing upon receipt

and inclusive of all delivery charges, any item discounts, etc.

• Bids other than F.O.B. UL Lafayette Destination may be rejected.

• Bids indicating estimated freight charges may be rejected.

• Bids requiring deposits, payment in advance, or C.O.D. terms may be rejected.

• Bidders who do not quote “net” item prices and who separately quote an overall “lump sum” freight cost or discount for all

items shall be considered as submitting an “all-or-none” bid for evaluation and award purposes; and risk rejection if award is

made on an item basis.

• Prices shall be firm for acceptance for a minimum of 30 days, unless otherwise specified. Bids conditioned with shorter

acceptance periods may be rejected.

• Prices are to be quoted in the unit/packaging specified (e.g. each, 12/box, etc), or may be rejected.

• In the event of extension errors, the unit price bid shall prevail.

13. Taxes

Vendor is responsible for including all applicable taxes in the bid price. UL Lafayette is exempt from all Louisiana state and local

sales and use taxes. By accepting an award, resident and non-resident firms acknowledge their responsibility for the payment of all

taxes duly accessed by the State of Louisiana and its political subdivisions for which they are liable, including but not limited to:

franchise taxes, privilege taxes, sales taxes, use taxes, ad valorem taxes, etc.

11. Terms and Conditions

This solicitation contains all terms and conditions with respect to the purchase of the goods and/or services specified herein.

Submittal of any contrary terms and conditions may cause your bid to be rejected. By signing and submitting a bid, vendor agrees

that contrary terms and conditions which may be included in its bid are nullified; and agrees that this contract shall be construed

in accordance with this solicitation and governed by the laws of the State of Louisiana.

12. Vendor Forms/ UL Lafayette Signature Authority

The terms and conditions of the UL Lafayette solicitation, purchase order and contract shall solely govern the purchase agreement,

and shall not be amended by any vendor contract, form, etc.

The University’s Vice President of Administration and Finance, chief procurement officer, or authorized designee, is delegated sole

authority to execute/sign any vendor contracts, forms, etc., on behalf of UL Lafayette. Departments are expressly prohibited from

signing any vendor forms.

Any such vendor contracts/forms bearing unauthorized signatures shall be null and void, shall have no legal force, and shall not be

recognized by UL Lafayette in any dispute arising therefrom. Vendors who present any such forms to department users for signature

without regard to this strict UL Lafayette policy may face contract cancellation, suspension, and/or debarment.

13. Awards

The intent is to award this bid to the lowest responsible and responsive Bidder. UL Lafayette reserves the right: (1) to award items

separately, grouped, or on an all-or-none basis, as deemed in its best interest; (2) to reject any or all bids and/or items; and (3) to

waive any informalities.

All solicitation specifications, terms and conditions shall be made part of any subsequent award as if fully reproduced and included

therein, unless specifically amended in the formal contract.

14. Acceptance of Bid

Only the issuance of an official UL Lafayette purchase order, contract, Notification of Award letter, or a Notification of Intent to

Award letter shall constitute the University’s acceptance of a bid. UL Lafayette shall not be responsible in any way to a vendor for

goods delivered or services rendered without an official purchase order and/or contract.

Solicitation File No. 24020 – Due Tuesday, March 26, 2024 2:00PM – Requisition No. R1622986

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15. Applicable Law

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

16. Awarded Products/Unauthorized Substitutions

Only those awarded brands and numbers stated in the UL Lafayette contract are approved for delivery, acceptance, and payment

purposes. Any substitutions must be reviewed and approved by the UL Lafayette Office of Purchasing prior to awarding the contract.

Unauthorized product substitutions are subject to rejection at time of delivery, post-return at vendor’s expense, and non-payment.

17. Testing/Rejected Goods

Vendor warrants that the products furnished will be in full conformity with the specification, drawing or sample, and agrees that

this warranty shall survive delivery, acceptance, and use. Any defect in any product may cause its rejection. UL Lafayette reserves

the right to test products for conformance to specifications both prior to and after any award. Vendor shall bear the cost of testing

if product is found to be non-compliant. All rejected goods will be held at vendor’s risk and expense, and subject to vendor’s prompt

disposition. Unless otherwise arranged, rejected goods will be returned to the vendor freight collect.

18. Delivery

Vendor is responsible for making timely delivery in accordance with its quoted delivery terms. Vendor shall promptly notify the UL

Lafayette Department and/or UL Lafayette Office of Purchasing of any unforeseen delays beyond its control. In such cases, UL

Lafayette reserves the right to cancel the order and to make alternative arrangements to meet its needs.

19. Default of Vendor

Failure to deliver within the time specified in the bid/award will constitute a default and may be cause for contract cancellation.

Where the University has determined the vendor to be in default, UL Lafayette reserves the right to purchase any or all goods or

services covered by the contract on the open market and to surcharge the vendor with costs in excess of the contract price. Until

such assessed surcharges have been paid, no subsequent bids from the defaulting vendor will be considered for award.

20. Vendor Invoices

Invoices shall reference the UL Lafayette purchase/release order number, vendor’s packing list/delivery ticket number,

shipping/delivery date, etc. Invoices are to be itemized and billed in accordance with the order, show the amount of any prompt

payment discount, and submitted on the vendor’s own invoice form. Invoices submitted by the vendor’s supplier are not

acceptable.

21. Delinquent Payment Penalties

Delinquent payment penalties are mandated and governed by Louisiana 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 UL Lafayette in any dispute arising therefrom.

22. Assignment of Contract/Contract Proceeds

Vendor shall not assign, sublet or transfer its contractual responsibilities, or payment proceeds thereof, to another party without

the prior written consent and approval of the UL Lafayette Office of Purchasing. Unauthorized assignments of contract or

assignments of contract proceeds shall be null and void, shall have no legal force, and shall not be recognized by UL Lafayette in

any dispute arising therefrom.

23. Contract Cancellation/Termination

UL Lafayette has the right to cancel any contract for cause, in accordance with purchasing rules and regulations, including but not

limited to: (1) failure 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 vendor; (4) fraud, collusion, conspiracy

or other unlawful means of obtaining any contract with the University; (5) conflict of contract provisions with constitutional or

statutory provisions of state or federal law; (6) any other breach of contract.

UL Lafayette has the right to cancel any contract for convenience at any time by giving thirty (30) days written notice to the vendor.

In such cases, the vendor shall be entitled to payment for compliant deliverables in progress.

24. Prohibited Contractual Arrangements

Per Louisiana R.S. 42:1113.A, no public servant, or member of such a public servant’s immediate family, or legal entity in which he

has a controlling interest shall bid on or enter into any contract, subcontract, or other transaction that is under the supervision or

jurisdiction of the agency of such public servant. See statute for complete law, exclusions, and provisions.

25. 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; federal Executive Order 11246; federal 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 in its employment

practices and will render services under any contract entered into as a result of this solicitation without regard to race, color,

Solicitation File No. 24020 – Due Tuesday, March 26, 2024 2:00PM – Requisition No. R1622986

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religion, sex, age, national origin, veteran status, political affiliation, handicap, disability, or other non-merit factor. Any act of

discrimination committed by vendor, or failure to comply with these statutory obligations when applicable, shall be grounds for

termination of any contract entered into as a result of this solicitation.

26. Mutual Indemnification

Each party hereto agrees to indemnify, defend, and hold the other, its officers, directors, agents and employees harmless from and

against any and all losses, liabilities, and claims, including reasonable attorney’s fees arising out of or resulting from the willful act,

fault, omission, or negligence of the indemnifying party or of its employees, contractors, or agents in performing its obligations

under this agreement, provided however, that neither party hereto shall be liable to the other for any consequential damages

arising out of its willful act, fault, omission, or negligence.

27. Certification of No Suspension or Debarment

By signing and submitting this bid, Bidder certifies that its company, any subcontractors, or principals thereof, are not suspended

or debarred under federal or state laws or regulations. A list of parties who have been suspended or debarred by federal agencies

is maintained by the General Services Administration and can be viewed on the internet at www.epls.gov.

28. Substitution of Personnel

If applicable, the University intends to include in any contract resulting from this ITB the following condition:

Substitution of Personnel: If, during the term of the contract, the Contractor or subcontractor cannot provide the personnel as

proposed and requests a substitution, that substitution shall meet or exceed the requirements stated herein. A detailed resume

of qualifications and justification is to be submitted to the University for approval prior to any personnel substitution. It shall be

acknowledged by the Contractor that every reasonable attempt shall be made to assign the personnel listed in the Contractor’s

bid.

29. Insurance Requirements (NOT APPLICABLE FOR THIS SOLICITATION)

Please note attached insurance requirements section included in these bid specifications.

If applicable to the services procured in this solicitation, the successful Bidder will be required to furnish a certificate of insurance

evidencing required coverages and naming the University of Louisiana at Lafayette as an additional insured on all liability policies.

30. Nonperformance

Successful Bidder is required to perform in strict accordance with all contract specifications, terms, and conditions. Successful

Bidder will be advised in writing of nonperformance issues and shall be required to promptly implement corrective actions to ensure

contract compliance and to prevent recurrences. In the event the successful Bidder is issued three or more complaints of

nonperformance, UL Lafayette reserves the right at its sole discretion to cancel the contract with a ten (10) day written notice.

Contract cancellations due to nonperformance may be cause to deem vendor non-responsible in future solicitations.

31. Official University Recognized Holidays

The following is a list of officially recognized University Holidays:

New Year’s Day

Martin Luther King Day

Mardi Gras Day

Good Friday

Memorial Day

Juneteenth

July 4th

Labor Day

Thanksgiving Day

Acadian Day

Christmas Day

32. No Smoking Campus

The Successful Bidder shall be responsible for compliance with all University policies, security measures and vehicle regulations.

Specifically, the University is a NO SMOKING campus and all prospective Bidders are cautioned that smoking will not be permitted

inside or outside on ANY part of this facility at any time. Any employee who is found to be in violation of this policy will be subject

to immediate dismissal.

33. Non-Exclusivity

This agreement is non-exclusive and shall not in any way preclude UL Lafayette from entering into similar agreements and/or

arrangements with other Vendors or from acquiring similar, equal, or like goods and/or services from other entities or sources.

34. Contract Amendments

Requests for contract changes must be made in writing by an authorized agent/signatory of the Vendor and submitted to UL

Lafayette Office of Purchasing for prior approval. Requests shall include detailed justification and supporting documentation for

the proposed amendment.

Solicitation File No. 24020 – Due Tuesday, March 26, 2024 2:00PM – Requisition No. R1622986

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