- Title
- REPOST-GSU West Campus Lawn and Landscaping Services
- Contact
- Email
- walkere@gram.edu
- Phone
- 318-274-3280
- Address
- 403 Main Street, Grambling, LA 71245
- Section
- Purchasing Office
- Department
- University - Grambling State University
- Contact Name
- Erin Walker
- Excerpt
- INVITATION TO BID
Bid Number: 50018-270001 DATE: JULY 10, 2026
TITLE: REPOST: West Campus Lawn and Landscape
Maintenance Services
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: JULY 28, 2026
DUE DATE/TIME (email only): JULY 28, 2026, BY 2:00 PM CST
BID OPENING (Zoom): JULY 28, 2026, AT 2:35 PM CST
MEETING ID: 896 7672 3282 PASSWORD: 406217
https://us06web.zoom.us/j/89676723282?pwd=QNOVYQbiaul7cMMCBVG9oTg1cbHqCu.1
General Instructions to Bidders
1. Grambling State University reserves the right to award items separately, grouped or on an all or none basis and to reject any
or all bids and waive any informalities.
2. Electronic submission is the preferred method for this solicitation. Sealed hard-copy bids will also be accepted. All bids must be
received by the Purchasing Office or through the electronic bidding system no later than the date and time stated in this IFB.
Bids received after the deadline will not be opened or considered.
3. 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. It is the responsibility
of the Supplier to ensure the bid is received by GSU Purchasing by the indicated due date and time. Any delays that may occur in
transmission of the bid is the responsibility of the supplier.
- Pdf Text
- INVITATION TO BID
Bid Number: 50018-270001 DATE: JULY 10, 2026
TITLE: REPOST: West Campus Lawn and Landscape
Maintenance Services
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: JULY 28, 2026
DUE DATE/TIME (email only): JULY 28, 2026, BY 2:00 PM CST
BID OPENING (Zoom): JULY 28, 2026, AT 2:35 PM CST
MEETING ID: 896 7672 3282 PASSWORD: 406217
https://us06web.zoom.us/j/89676723282?pwd=QNOVYQbiaul7cMMCBVG9oTg1cbHqCu.1
General Instructions to Bidders
1. Grambling State University reserves the right to award items separately, grouped or on an all or none basis and to reject any
or all bids and waive any informalities.
2. Electronic submission is the preferred method for this solicitation. Sealed hard-copy bids will also be accepted. All bids must be
received by the Purchasing Office or through the electronic bidding system no later than the date and time stated in this IFB.
Bids received after the deadline will not be opened or considered.
3. 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. It is the responsibility
of the Supplier to ensure the bid is received by GSU Purchasing by the indicated due date and time. Any delays that may occur in
transmission of the bid is the responsibility of the supplier. A bid will be considered late if it is not received at the “Submit Bid
TO” email address by the indicated due date and time.
4. The maximum email attachment size accepted is 125 MB. It is the supplier’s responsibility to ensure bid submission is sized such
that it is successfully transmitted and received by GSU. If the bid response is too large to be emailed as one document, the bid
must be sent as separate documents. Each submittal should be labeled. (Example – Bid Submittal 1 out of 3 for IFB-50018-
27XXXX - Title; Bid Submittal 2 out of 3 for IFB-50018-27XXXX - Title, etc.). If any submittal is received late, GSU will not consider
the late submittal(s). Only the submittal(s) received by the due date and time will be considered. Late bids will not be accepted
per
5. 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.
6. When bid is submitted by email, the subject line must show the Solicitation/File No. and submission must be received by bid
deadline.
7. Read the entire solicitation, including all terms, conditions and specifications within this packet.
8. 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.
9. 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.
10. Payment terms: Net 30 after receipt of properly executed invoice or delivery and acceptance, whichever is later.
11. 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. MANDATORY bid requirements are
detailed immediately following the Standard Terms & Conditions section.
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.
13. Bid Bonds: Are required on ALL bids and/or Public Works Project over $25,000, 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.
***FOR THIS BID SOLICITATION: To provide the most comprehensive coverage for this renovation project, bidders are
required to submit a bid bond during the bidding phase and transition to a performance bond once the contractor is selected.
This approach ensures both the integrity of the bidding process and the successful completion of the project.
14. The Contractor is required to record the Contract with the Clerk of Court in Lincoln Parish and must provide the Purchasing
Department with proof of filing. Additionally, a Performance Bond will be required at the time of the award of the contract.
(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.
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. 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.
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.
8. 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.
9. 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.
10. 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.
11. 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.
12. 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.
13. 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.
14. Applicable Law: All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana.
15. 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. 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.
Grambling State University 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.
16. Delivery: Vendor is responsible for making timely delivery in accordance with its quoted delivery terms. Vendor shall promptly
notify the Grambling State University Purchasing Department of any unforeseen delays beyond its control. In such cases,
Grambling State University reserves the right to cancel the order and to make alternative arrangements to meet its needs. All
deliveries must go to: Property and Receiving, 407 Central Ave., Grambling, La 71245.
17. 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, Grambling State University 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.
18. Vendor Invoices: Invoices shall reference the Grambling State University purchase 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.
19. 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 Grambling State
University in any dispute arising therefrom.
20. 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 Grambling State University
Purchasing Department. 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 Grambling State University in any dispute arising therefrom.
21. Contract Cancellation/Termination: Grambling State University 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.
Grambling State University 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.
22. 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.
23. 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, 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.
24. Mutual Indemnification: Each party hereto agrees to indemnify, defend, and hold the other, the State of Louisiana, any
governing board, each party’s 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. 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 https://sam.gov/content/home
25. Substitution of Personnel: If applicable, the University intends to include in any contract resulting from this IFB 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.
26. Insurance Requirements: Please note 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 Grambling State University as an additional insured, and grant a waiver of subrogation on
all liability policies.
27. 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, Grambling State University 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.
NOTE: The University has a fall break and a Spring Break. Each Break is approximately 4 Days Each.
28. 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.
29. Non-Exclusivity: This agreement is non-exclusive and shall not in any way preclude Grambling State University 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.
30. Contract Amendments: Requests for contract changes must be made in writing by an authorized agent/signatory of the
Vendor and submitted to the Grambling State University Purchasing Department for prior approval. Requests shall
include detailed justification and supporting documentation for the proposed amendment.
Contract revisions shall be effective only upon approval by Grambling State University Purchasing Department and
issuance of a formal Grambling State University Contract Amendment. The Vendor shall honor purchase orders issued
prior to the approval of any contract amendment as applicable.
31. Term of Contract: The duration of this Contract commences from the date specified herein or date of award notification
and continues until University accepts final delivery of all deliverables. Total initial contract period not to exceed Twelve
(12) months, unless renewal terms are specified in the solicitation documents. All terms of the solicitation shall be firm
for the duration of Contract.
32. Notification of Fund Appropriation: The continuation of this contract 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 appropriations for the year from exceeding revenues for
that year or for any 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.
All Bidders should be aware that our Legislative process is such that it is often impossible to give prior notice of the non-
appropriation of funds. Number of Bid Response Copies: Each Bidder must submit one (1) signed original bid to the Office
of Purchasing at the mailing address specified in this solicitation document. The original must CONTAIN ORIGINAL
SIGNATURES of those company officials or agents duly authorized to sign on behalf of the organization. Bidders may be
required to mail in the original documents upon award.
33. Prohibition of Discriminatory Boycotts of Israel: In accordance with LA R.S. 39:1602:1, for any contract for
$100,000 or more and for any contractor with five or more employees, Contractor, or any Subcontractor, shall certify it
is not engaging in a boycott of Israel, and shall, for the duration of this contract, refrain from a boycott of Israel.
The State reserves the right to terminate this contract if the Contractor, or any Subcontractor, engages in a boycott of
Israel during the term of the contract.
34. Pre-Bid Meeting: Non Applicable. La. R.S. 38:2212.H; Bidders must attend (and stay at) any mandatory pre-bid
meeting.
35. Site Visit/Contract Information: It is the responsibility of the prospective bidder to visit and examine the jobsite, take
measurements to his/her own satisfaction and determine conditions under which work is to be done. Owner will not
accept responsibility for conditions which careful examination of premises would have shown existed.
To visit jobsite and for further information, prospective bidder is to contact the Grambling State University Purchasing
Departments at the contacts listed on page 1. It is preferred to have a written record of the correspondence for each site
visit request. Please do not contact us by phone to schedule a visit unless you do not receive a response to your email
request after 48 hours.
36. Piggy Back Clause: Grambling State University is asking all responding vendors to indicate their willingness to extend the
terms of resulting contracts, inclusive of price, to other Louisiana state agencies and/or universities. While this clause in
no way commits any state agency and/or university to purchase from the awarded vendor, nor does it guarantee any
additional orders will result, it does allow state agencies and/or universities, at their discretion, to make use of the
Grambling State University’s competitive process (provided said process satisfies their own procurement guidelines) and
purchase directly from the awarded contractor. All purchases made by other state agencies and/or universities shall be
understood to be transactions between that state agency and/or university and the awarded vendor. Grambling State
University shall not be responsible for any such purchases.
37. State of Louisiana Contractor’s Licenses Requirements: If a Louisiana Contractor’s License Number is Required for
the items, work, or services to be performed under this solicitation, then it shall be stated in the bid advertisement
that will appear in the Baton Rouge Advocate, and it will be stated in the specifications provided with these bid
documents.
38. Examination of Bid Documents: Bidders shall carefully examine the bidding documents and the sites to obtain first-
hand knowledge of the scope and the conditions of the work. The submittal of a bid means the Contractor has
inspected all elevators and related equipment in the buildings specified and has found elevators to be in a proper
working order and satisfactory condition. No additional compensation will be allowed by the owner for failure of
such contractor or subcontractor to inform themselves as to the conditions affecting the work
39. Errors and Omissions in Bid: The University will not be liable for any error in the bid. Bidder will not be allowed to
alter bid documents after the deadline for bid submission, except under the following condition: The University
reserves the right to make corrections or clarifications due to patent errors identified in bids by the University or the
Bidder. The University, at its option, has the right to request clarification or additional information from the Bidder.
40. Waiver of Administration Informalities: The University reserves the right, at its sole discretion, to waive
administrative informalities contained in any bid.
41. Cost of Offer Preparation: The University is not liable for any costs incurred by prospective Bidders or Contractors
prior to issuance of or entering into a Contract. Costs associated with developing the bid, and any other expenses
incurred by the Bidder in responding to the ITB are entirely the responsibility of the Bidder, and shall not be
reimbursed in any manner by Grambling State University.
42. Notice of Intent to Award: Upon review and approval of the evaluation committee and agency recommendation for
award, the Grambling State University will issue a Notice of Intent to Award letter to the apparent successful Bidder.
A contract shall be completed and signed by all parties concerned on or before the date indicated. If this date is not
met through no fault of the University, the University may elect to cancel the Notice of Intent to Award letter and
make the award to the next most advantageous Bidder.
The Purchase Order and the Contractor’s specifications will be combined to form the complete contract when the award is
made. The Contractor shall be responsible for Contract filing fee with the Lincoln Parish Courthouse.
Any person aggrieved by the proposed award has the right to submit a protest in writing, in accordance with R.S.
39:1671, to the University Purchasing Director, within fourteen (14) days of the award/intent to award.
N O T I C E T O V E N D O R S
L O U I S I A N A ' S H U D S O N (SM A L L E N T R E P R E N E U R S H I P) A N D V E T E R A N I N I T I A T I V E
The Louisiana Initiative for Small Entrepreneurships (the Hudson Initiative) and the Veteran Initiative (Veteran Small
Entrepreneurship) are race and gender neutral goal-oriented programs which encourage State agencies to contract with and
encourage contractors who receive contracts from the State to use good faith efforts to utilize certified small entrepreneurships and
certified veteran or service-connected disabled veteran owned small entrepreneurships as subcontractors in the performance of the
contract. The primary intent of the programs is to provide additional opportunities for Louisiana-based small entrepreneurships that
are certified by the Louisiana Department of Economic Development (LED) to participate in contracting and procurement with the
State.
Small entrepreneurships that are not currently certified and are interested in participating in procurement and contracting
opportunities with the State are encouraged to visit https://www.opportunitylouisiana.gov/small-business/special-
programs- for-small-business/hudson-initiative or https://www.opportunitylouisiana.gov/small-business/special-
programs-for-small- business/veteran-initiative for qualification requirements and on-line certification. After certification,
businesses are encouraged to register in the LaGov Supplier Portal.
END OF SECTION
DEFINITIONS
Agent - The University's representative in Purchasing Department who is referred to throughout these documents as
singular in number.
Contractor - The person/company who contracts with Grambling State University to provide the items, services, or to
perform the work as called for on these documents who is referred to as singular in number.
Owner –Grambling State University.
IMPORTANT NOTES:
1. VENDOR BIDDING ANYTHING OTHER THAN EXACT GOODS/SERVICES SPECIFIED IN THESE SPECIFICATIONS
SHOULD SUBMIT DESCRIPTIVE AND ILLUSTRATIVE LITERATURE WITH BID FOR CONSIDERATION OF AWARD.
FAILURE TO DO SO MAY BE CAUSE FOR REJECTION OF BID.
2. ALL PRICES QUOTED ARE TO REMAIN FIRM UNTIL ALL DELIVERABLE GOODS OR SERVICES ARE RENDERED TO
AND ACCEPTED BY GRAMBLING STATE UNIVERSITY.
3. IN THE EVENT OF EXTENSION ERRORS, THE UNIT PRICE ON THE BID FORM SHALL PREVAIL.
4. GRAMBLING STATE UNIVERSITY ADHERES TO NET 30 PAYMENT TERMS. ALL OTHER PAYMENT TERMS MUST
BE DISCLOSED WITH BID. BE ADVISED THAT STRICTER PAYMENT TERMS MAY BE CAUSE FOR REJECTION OF
BID.
5. QUANTITIES 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.
6. THE UNIVERSITY RESERVES THE RIGHT TO AWARD PROPOSAL ON AN INDIVIDUAL ITEM BASIS, A COMBINATION
OF ITEMS BASIS, OR AS A TOTAL PACKAGE TO ONE VENDOR, WHICHEVER IS IN THE BEST INTEREST OF THE
UNIVERSITY.
7. BID SUBMISSIONS MUST DISCLOSE ALL FEES INCLUDING SHIPPING, HANDLING, FREIGHT, FUEL SURCHARGES,
ETC.. NO ADDITIONAL FEES WILL BE ACCEPTED AFTER AWARD.
8. FAILURE TO COMPLY WITH ANY MANDATORY REQUIREMENTS SHALL BE CAUSE FOR REJECTION OF BID.
9. TAX EXEMPTION: Grambling State University is exempt from all Louisiana state and local sales and use taxes
and will not pay taxes delineated on invoices for this or any other project. Grambling State University is a tax-
exempt State Agency. However, that tax-exempt status does not transfer to its contractors, subcontractors,
suppliers or vendors for their use in purchasing project-related materials.
END OF SECTION
MANDATORY BID REQUIREMENTS
Failure to meet all of the listed mandatory requirements will result in rejection of bid without further
consideration.
1. CERTIFICATION STATEMENT: The Bidder must sign and include the Certification Statement as set forth in solicitation
document. The signature of Bidder’s Authorized Representative must be an ORIGINAL signature - not a typed/electronic
signature. Documents signed in the DocuSign™ program are the only exceptions to this policy.
2. BID SHEET/FORM: The Bidder must submit bid on the form herein provided. The proposal must be signed in ink, and
blank space(s) should be filled in for every applicable blank in the UNIT PRICE and EXTENDED TOTAL column. Items left
blank will not be awarded to that bidder. It is not necessary to bid on all items. However, if you are not bidding on a
particular item, or find a blank that is not applicable to your submission, write “NO BID” or “N/A” in the provided
space(s). The Bidder must state the UNIT price (written in ink or typewritten) for each item and shall show the total
amount for each item based on the quantities listed.
3. CONTRACTOR QUALIFICATIONS: REFERENCE LETTERS: The University reserves the right to verify contractor’s
qualifications regarding the bid response received, and to request references for verification purposes.
4. CERTIFICATE OF INSURANCE: If Insurance is required under this solicitation, it will be stated in the advertisement of
the solicitation to appear in the Baton Rouge Advocate, and in the specification provided with these bid documents.
Bidder shall submit a certificate of insurance with bid submission or by provide the following information: Policy number,
names and addresses of carriers and Agents, amounts of coverage, types of coverage, and effective dates on the bid form
enclosed.
5. ILLUSTRATIVE MATERIALS: (If Applicable) Vendor bidding anything other than exact goods/services specified in these
specifications should submit descriptive and illustrative literature with the bid for consideration of award. Failure to do
so may be cause for rejection of bid.
CONTACT INFORMATION
ELECTRONIC BID SUBMISSIONS (ONLY) Do not email questions about the bid to this email address.
purchasingbids@gram.edu
Be sure to include the solicitation number in the subject line.
Do not send your submission to any other University email address.
QUESTIONS/CONCERNS ABOUT SPECIFICATIONS
walkere@gram.edu
Do not email bid submissions this address.
To contact Purchasing by phone: 318-274-3280
CAMPUS DELIVERIES
Please send samples or other associated documents when a hard copy is requested or deemed necessary. By
Mail – Grambling State University
Purchasing Department
PO Box 4269
Grambling LA
- Segment
- 72000000
- Enriched
- Yes
- Open Date
- 07/28/2026 2:35:00 PM CT
- Bid Number
- 50018-270001
- Date Issued
- 07/10/2026
