Water Well #7 Motor Replacement
| Agency: | State Government of Louisiana |
|---|---|
| State: | Louisiana |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD11472167286836439 |
| Posted Date: | Mar 4, 2024 |
| Due Date: | Mar 26, 2024 |
| Solicitation No: | 50018-240029 |
| Source: | Members Only |
| bid number | description | date issued | bid open date/time | help |
| 50018-240029 |
Water Well #7 Motor Replacement
Mandatory Pre-Bid Site Visit on March 12, 2024 at 11:00 am Original: 50018-240029 |
03/04/2024 |
03/26/2024
2:00:00 PM CT |
50018 |
Attachment Preview
INVITATION TO BID
Bid Number: 50018-240029
DATE: 3/4/ 2024
TITLE: Water Well #7 Motor Replacement
SUBMIT BID TO: Grambling State University
Purchasing Department
purchasingbids@gram.edu
To maintain the integrity of the bid process,
please do not cc any other University email
address when submitting your bid.
Purchasing Department Contacts:
Erin Walker (318-274-3280)
walkere@gram.edu,
BID SCHEDULE: March 26, 2024
1. DUE DATE/TIME (email only): March 26, 2024, by 2:00 P.M. Central Standard Time
2. BID OPENING (Zoom): March 26, 2024 at 2:05 P.M. Central Standard Time
3. MEETING ID: 382 514 2713
PASSWORD: 3WBqb1
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 Grambling
State University 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 commended 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. 50018-240029 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. Grambling State University Destination, unless otherwise
provided in the solicitation. Any invoiced delivery charges not quoted and itemized on the Grambling State University purchase
order are subject to rejection and non-payment.
8. Payment terms: Net 30 after receipt of a 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.
Page 1 of 28
10. MANDATORY bid requirements are detailed immediately following the Standard Terms & Conditions section.
11. 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.
12. Bid Bonds: If a bid bond is required, a bid bond must be submitted for each separate bid response. The bid bond shall be in an
amount equal to 5% of the bid price submitted and alternates, if any. The bid security shall be in a form of a bid bond or certified
check, or cashier’s check.
(PLEASE NOTE THAT A BID BOND MUST BE SIGNED BY THE AGENT OR ATTORNEY-IN-FACT OF THE SURETY.)
(*) The surety or insurance company furnishing the bid bond shall be currently on the U.S. Department of the Treasury Financial
Management Service list of approved bonding companies or by an insurance company that is either domiciled in Louisiana or
owned by Louisiana residents and is licensed to write surety bonds.
FOR THIS BID SOLICITATION: BID BOND REQUIRED:
Yes
X No
PERFORMANCE BOND REQUIRED:
X YES NO
PURCHASE WILL BE EXECUTED WITH:
X Purchase Order Only
Purchase Order and Formal Two-Party Contract
Formal Two-Party Contract Only
SCHEDULE OF EVENTS
ACTIVITY
Bid advertisement to appear:
Bid emailed to potential bidders:
Mandatory Pre-Bid Meeting:
Location:
Conference Rm.
Deadline to receive written inquiries:
Deadline answer written inquiries:
Bid Date Opening and Time:
Time (deadline for submitting bid response)
DATE
March 4, 2024
March 4, 2024
March 12, 2024
Facilities
1 Faciltiies Dr
Grambling, La 71245
March 12, 2024
March 13, 2024
March 26, 2024, at 2:00 P.M. Central Standard
Page 2 of 28
ADVERTISMENT
March 4, 2024
PUBLIC NOTICE INVITATION TO BID
Sealed bids will be received by the Purchasing Department, GRAMBLING STATE UNIVERSITY, Grambling, La. on, March 26, 2024 by
2:00 P.M. for: “Bid Number 50018-240029–Water Well #7 Motor Replacement.
At which time and place the bids will be publicly opened and read aloud. Any bid received after closing time will be returned
unopened.
Copies of the specifications may be obtained in electronic format by visiting the State of Louisiana, Office of State Purchasing, LaPAC
Web Site, http://wwwprd1.doa.louisiana.gov/OSP/LaPAC/pubMain.cfm. Copies of specifications are on file in the Office of the
Director of Purchasing, GRAMBLING STATE UNIVERSITY, Grambling, La. To obtain a copy of the specifications from Grambling State
University, call (318)-274-3280 or e-mail walkere@gram.edu.
Bids must be returned to the Purchasing Office at purchasingbids@gram.edu by the due date and time referenced. Bids must be
submitted on the forms enclosed with the bid specification, and in strict conformity with the intent of same without modifications. Bids
must be signed in ink, dated, and the title of person signing the bid should be shown on the bid.
Evidence of General Liability Insurance, Auto Liability Insurance, and Workers Compensation Insurance required for this contract.
A Mandatory Prebid Conference shall be held on March 12, 2024, at 10:00 am in the Facilities Management Conference Room
located on the Grambling State University Campus, 1 Facilities Dr., Grambling, La 71245.
No bid may be withdrawn after the scheduled closing time for receipt of bids for at least thirty (30) days.
The University reserves the right to reject any or all bids, and to waive any informalities.
Evidence of authority to submit the bid shall be required in accordance with R.S. 38:2212(B)(5) and/or R.S. 39:1594(C)(4).
An Equal Opportunity Employer.
GRAMBLING STATE UNIVERSITY
GRAMBLING, LOUISIANA
Erin Walker
Director of Purchasing
TO APPEAR: 3/12/2024
BID DUE: 3/26/2024.
Page 3 of 28
STANDARD TERMS & CONDITIONS INVITATION TO BID
These standard terms and conditions shall apply to all Grambling State University 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 may submit bids electronically to purchasingbids@gram.edu When bid is
submitted by email, the subject line must show the Solicitation/File No. 50018-240029 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 Grambling State University 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 Grambling State University Purchasing at the email address on page 1
of this solicitation. Written inquiries must be received in the Grambling State University Purchasing Department 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 Grambling State University employee
or consultant. Any interpretation of the documents will be made by formal addendum only, issued by the Grambling State University
Purchasing Department. It is the responsibility of the bidder, prior to submitting their bid, to periodically visit the State of Louisiana
Purchasing Department LaPAC website, or contact he Grambling State University Purchasing Department, to identify if any
addendums were issued. Grambling State University 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
Grambling State University Purchasing 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 Grambling State University Purchasing Department
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 Grambling State University 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.
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 Grambling State University harmless.
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8. Descriptive Information: Bidders proposing an equivalent brand or model should submit descriptive information (such as
literature, technical data, illustrations, etc.) sufficient for Grambling State University 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 should 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. Grambling State University Destination, i.e. title passing
upon receipt and inclusive of all delivery charges, any item discounts, etc.
• Bids other than F.O.B. Grambling State University 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. Grambling State University 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/ Grambling State University Signature Authority: The terms and conditions of the Grambling State University
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 has assigned delegated authorities to execute/sign any vendor contracts, forms, etc., on behalf of Grambling State
University as a result of any award of the solicitation. 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 Grambling State University in any dispute arising therefrom. Vendors who present any such forms to department
users for signature without regard to this strict Grambling State University policy may face contract cancellation, suspension, and/or
debarment.
13. Awards: The intent to award this bid on an all-or-none basis to the lowest responsible and responsive Bidder will be stated on the
bid form. For bids with several items, Grambling State University 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 Grambling State University purchase order, contract, Notification of Award
letter, or a Notification of Intent to Award letter shall constitute the University’s acceptance of a bid. Grambling State University
shall not be responsible in any way to a vendor for goods delivered or services rendered without an official purchase order and/or
contract.
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 Grambling State
University contract are approved for delivery, acceptance, and payment purposes. Any substitutions must be reviewed and
approved by the Grambling State University Purchasing Department 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.
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