Project Information

Bid Title

UCA- 27-005 Equipment Rental – Term Bid

Issuing Agency

University of Central Arkansas

Location

Arkansas

Published Date

Mar 3, 2026

Closing Date

Mar 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Number & Description: UCA- 27-005 Equipment Rental – Term Bid
Opening Date: March 19, 2026
Opening Time: 10:00 a.m.
Buyer: pgiblet@uca.edu
Status: Open

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INVITATION FOR COMPETATIVE SEALED TERM BID

The University of Central Arkansas invites you to bid on a contract for Equipment Rental for

Campus Events for the University of Central Arkansas, (UCA) located on and off the UCA

campus, Conway, AR 72035. This contract can be renewed up to seven (7) years in one (1) year

increments. The initial contract period will be July 1, 2026 through June 30, 2027. The quantities

stated within are estimated for bidding purposes only. The University may order more or less as is

required during the term of the contract.

Date Issued: 02/26/2026

UCA Contact Person: Pam Giblet

Phone Number: 501-450-3156

Fax Number: 501-450-5020

Bid Number: UCA-27-005

Bid Due Date: 03/19/2026

Bid Due Time: 10:00 a.m.

Email: pgiblet@uca.edu

Bid submittals must be properly marked with the bid number, bidders return address, phone, fax

numbers, and will be submitted prior to the closing date and time listed above. Bids received after

this time will NOT be accepted. Bids will be publicly opened and read aloud at the time and date

mentioned above. Bids CANNOT be Faxed or Emailed. Please submit all questions related to this

bid to pgiblet@uca.edu

Bids Must Be Submitted In A Sealed Envelope.

THIS PAGE MUST BE SIGNED AND RETURNED WITH THE BID QUOTE.

Company Name:

Contact Person:

Address:

Signature:

Title:

Phone Number:

Fax Number:

Email:

Submit Bids To:

University of Central Arkansas

Attn: Pam Giblet

Procurement Department

201 Donaghey Ave. Wingo 113

Conway, AR. 72035

SPECIAL TERMS & CONDITIONS:

 THIS IS AN “ALL OR NONE” BID INVITATION

 Please Return Bid Pages: 1, 2 & 3

1

Item No.

University of Central Arkansas

CONWAY, ARKANSAS 72035

INVITATION FOR COMPETITIVE SEALED TERM BID

(“ALL or NONE”)

UCA-27-003

(Estimated

Quantity)

Description

Unit Price

Total

1

500 Metal Folding Chairs_________________ _________ ________

2

100 Wooden Folding Chairs_______________ _________ _________

3

70 8’ x 30” Tables_______________________ _________ _________

4

20 6’ x 30” Tables_______________________ _________ _________

5

15 8’ x 18” Tables_______________________ _________ _________

6

15 6’ x 18” Tables_______________________ _________ _________

7

50 60” Round Tables____________________ _________ _________

8

15 72” Round Tables____________________ _________ _________

9

5

10’ x 10’ Outdoor Tents_______________ _________ _________

10

5

60’ x 60’ Outdoor Tents_______________ _________ _________

11

24 4’ x 8’ Staging_______________________ _________ _________

12

24 6’ x 8’ Staging_______________________ _________ _________

13

1

150’ Stage Skirting___________________ _________ _________

2

14

4

15’ x 15’ Dance Floor_________________ _________ _________

15

4

25’ x 25’ Dance Floor_________________ _________ _________

DELIVER CHARGE_________________ _________ _________

TOTAL BID(EXCLUDING TAX)______ _________ _________

NOTE: To ensure that the extended price of

each item is tabulated correctly, please use

this form provided by the University of

Central Arkansas Procurement Department

to list your quotes by unit price. Also please

list the extended price.

All bid prices shall include inside delivery

F.O.B. point of destination to the University of

Central Arkansas to the designated building.

Delivery must be made during regular working

hours: Monday-Friday, 8:00 a.m. to 3:00 p.m.

The University of Central Arkansas reserves the

right to award the items on this Invitation for bid

to the lowest responsible, responsive bidder

3

STANDARD TERMS & CONDITIONS

I. GENERAL

1. Parties. As used in these Terms and Conditions, "University" refers to the

University of Central Arkansas that issues a purchase order (PO) or enters into an

agreement incorporating these terms. "Vendor" refers to the party to which a purchase

order is issued by the University, or to a party to another form of agreement with the

University.

2. Application. These Terms and Conditions are incorporated by reference in each

PO issued by the University and may be incorporated by reference in a written

agreement between the University and a Vendor. Any terms or conditions included in a

PO issued by University or in a separate written agreement between University and

Vendor take precedence over these Terms and Conditions, unless provided otherwise

in such PO or agreement.

3. Debarment and Suspension. Vendor shall not be eligible to contract with the

University for goods or services covered by the Arkansas Procurement Law if Vendor is

presently debarred or suspended pursuant to Ark. Code Ann. § 19-11-245. Vendor

shall not be eligible to contract with the University to provide goods or services that are

a "covered transaction" within the scope of the Federal Acquisition Regulation or similar

Federal law if Vendor is presently disbarred under Federal law. The University may

immediately terminate the PO or agreement if the University determines that Vendor

has been disbarred or suspended.

4. No Other Terms Accepted. No additional terms or conditions shall be effective

without the written consent of the University. The University expressly rejects any terms

or conditions proposed or published by Vendor. In the event of a conflict between these

Terms and Conditions and Vendor's proposed terms, these Terms and Conditions shall

control.

II. PURCHASING

1. Prices. In case of errors in extension, unit prices shall govern. Prices shall be firm

and not subject to adjustment or deviation unless specifically approved in writing by the

University prior to delivery.

2. Discounts. All cash discounts offered will be taken if earned.

3. Taxes. The University is not exempt from paying sales or use taxes, except on

those items and /or purchase transactions that are specifically exempted by law. When

applicable, sales or use tax must be itemized on invoices.

4

4. Shipment. All products to be delivered to the University shall be shipped only FOB

Point of Destination or, in the case of international shipments, delivered to the point of

destination specified by the University, cleared for import and with all applicable duties

and taxes paid. Risk of loss for products shall pass to the University upon delivery of

the products to point of destination designated by the University.

5. Backorders or delay in delivery. Backorders or failure to deliver within the time

required may, at the sole discretion of the University, be deemed an event of default.

Vendor must give written notice to the University Procurement Department of the

reason for any such delay and the expected delivery date. The University's

Procurement Department may, in its discretion, extend the date of delivery.

6. Delivery requirements. No substitutions or cancellations are permitted without

approval of the University Procurement Department. The delivery shall be made during

University work hours only (generally, 8 a.m. - 4:30 p.m., Central Standard Time,

though slightly varies depending on particular campus, and closed Saturday, Sunday

and University Holidays), unless prior approval for other delivery has been

obtained. Items should be shipped to the "Ship-To" address listed on the PO or

agreement..

7. Variation in quantity. The University assumes no liability for commodities

produced, processed, or shipped in excess of the amount specified on the PO.

8. Duties and customs fees. All duties and customs fees shall be paid in advance by

the Vendor prior to shipping any product for import or export to the University.

9. Permits and licenses. Vendor shall, at its own expense, procure and keep in effect

all necessary permits, certifications or licenses as required by law or as otherwise

required to fulfill the PO or agreement.

10. Inspection and testing. All goods and other products furnished will be subject to

inspection and acceptance by the University after delivery. Failure to meet the agreed

upon product or services specifications entitles the University to cancel the PO or

agreement, to reject some or all of the goods or services, to purchase replacement

goods or services elsewhere and to charge the full increase, if any, in cost and

handling to Vendor, and to obtain from Vendor a refund of all monies paid by the

University. Payments made by the University to Vendor shall not be deemed a waiver

of the University's rights or remedies.

11. Time of the Essence. Vendor and University agree that time is of the essence in

all respects concerning the PO and the performance of the obligations thereunder.

5

Commodity Codes

• NAICS 532412Construction, Mining, and Forestry Machinery and Equipment Rental and Leasing
• NAICS 532490Other Commercial and Industrial Machinery and Equipment Rental and Leasing

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