Project Information

Bid Title

BUILDING CONTROLS MAINTENANCE (RENEWABLE)

Issuing Agency

State Government of Louisiana

Location

Louisiana

Published Date

Jun 23, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

50011-ULLAF27003

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Date Issued	Bid Open Date/Time
50011-ULLAF27003	BUILDING CONTROLS MAINTENANCE (RENEWABLE) DUE: 2PM OPENS: 3PM Original: 50011-ULLAF27003	06/23/2026	06/30/2026 2:00:00 PM CT

Contact Information for Bid # 50011-ULLAF27003

Department	++ University - University of Louisiana at Lafayette
Section	Purchasing Office
Dept Code	50011
Contact	Marie Frank
Address	P.O. Box 40197 Lafayette, LA 70504-0197
Phone	337-482-5396
Fax	337-482-5059
Email	purchasing@louisiana.edu
URL	https://louisiana.edu

Attachment Preview

Invitation to Bid

Solicitation File No.: 27003

Title: BUILDING CONTROLS MAINTENANCE (RENEWABLE)

Bid Schedule:

1. Pre-Bid Meeting (in-person): None

2. Due Date/Time (email only): Tuesday, June 30, 2:00PM

3. Bid Opening (Zoom only): Tuesday, June 30, 2026 3:00PM

Meeting ID: 977 1693 9512 Password: 311881

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: Mary Borel

Buyer Phone: (337) 482-9051

Email: BidQuestions@louisiana.edu

General Instructions to Bidders

1. Hard copies of sealed bids will no longer be accepted. To be considered, all bids must be received electronically by

the due date and time at the email address listed above in the “Submit Bid To:” section.

2. Sealed bids for providing the items and/or services specified are hereby solicited and will be received

electronically by the Office of Purchasing at ULLafayetteBids@louisiana.edu, until the specified due date and time.

Bidder is solely responsible for the timeliness of the bid submittal. 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 60 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 requiremnts 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. 27003 – Due Tuesday, June 30, 2026 at 2:00PM

Page 1 of 21

Standard Terms & Conditions

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 may 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.

Solicitation File No. 27003 – Due Tuesday, June 30, 2026 at 2:00PM

Page 2 of 21

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.

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.

10. 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.

Solicitation File No. 27003 – Due Tuesday, June 30, 2026 at 2:00PM

Page 3 of 21

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.

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

Solicitation File No. 27003 – Due Tuesday, June 30, 2026 at 2:00PM

Page 4 of 21

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.

Termination of the Contract for Convenience

The University may terminate the contract for convenience at any time (1) by giving thirty (30) days

written notice to the Contractor of such termination; or (2) by negotiating with the Contractor an

effective date. The University shall pay the Contractor for, if applicable: (a) deliverables in progress; (b)

the percentage that has been completed satisfactorily; and, (c) for transaction-based services up to the

date of termination, to the extent work has been performed satisfactorily.

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

Solicitation File No. 27003 – Due Tuesday, June 30, 2026 at 2:00PM

Page 5 of 21

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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