Project Information

Bid Title

Grambling State Band Uniforms

Issuing Agency

State Government of Louisiana

Location

Louisiana

Published Date

Apr 28, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

50018-260025

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Date Issued	Bid Open Date/Time
50018-260025	Grambling State Band Uniforms Original: 50018-260025	04/28/2026	06/04/2026 2:05:00 PM CT

Contact Information for Bid # 50018-260025

Department	++ University - Grambling State University
Section	Purchasing Office
Dept Code	50018
Contact	Erin Walker
Address	403 Main Street Grambling, LA 71245
Phone	318-274-3280
Fax	318-274-3290
Email	walkere@gram.edu

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INVITATION TO BID

Bid Number: 50018-260025

DATE: APRIL 28, 2026

TITLE: GRAMBLING STATE UNIVERSITY BAND UNIFORMS

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: JUNE 4 , 2026

DUE DATE/TIME (email only): JUNE 4, 2026, BY 2:00 PM CST BID

OPENING (Zoom): JUNE 4, 2026, AT 2:05 PM CST

MEETING ID: 838 1214 4621

PASSWORD: 956550

https://us06web.zoom.us/j/83812144621?pwd=v0GyQZRbbMZCJjkKhFELXVYSUbq3Tg.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. 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.

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-

26XXXX - Title; Bid Submittal 2 out of 3 for IFB-50018-26XXXX - 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.

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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.

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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

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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

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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

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