Project Information

Bid Title

Term Bid UCA-27-010 Campus Flower

Issuing Agency

University of Central Arkansas

Location

Arkansas

Published Date

Mar 19, 2026

Closing Date

Apr 16, 2026

Government Level

State & Local

Status

Closed

Ref. #

UCA-27-010

Original Source

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Bid Documents

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Project Description

Bid Number & Description: Term Bid UCA-27-010 Campus Flower
Opening Date: April 16th, 2026
Opening Time: 10:00 a.m. CST
Buyer: pgiblet@uca.edu
Status: Open

Attachment Preview

INVITATION FOR COMPETATIVE SEALED TERM BID

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

FLOWERS 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 contract period will begin July 1, 2026 and continue through to 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: 03/19/26

UCA Contact Person: Pam Giblet

Phone Number: 501-450-3156

Fax Number: 501-450-5020

Bid Number: UCA-27-010

Bid Due Date: 04/16/26

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 the 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, Suite 113

Conway, AR. 72035

SPECIAL TERMS & CONDITIONS:

• THIIS IS AN “ALL OR NONE” BID INVITATION

• “Pricing” is “Subject to Negotiation” with each contract renewal period.

• Please Return Pages: 1, 2, & 3

Page 1 of 7

University of Central Arkansas

CONWAY, ARKANSAS 72035

INVITATION FOR COMPETITIVE SEALED TERM BID

(“ALL or NONE”)

UCA-27-010

Item

No.

(Estimated

Yearly

Quantity)

FLATS

Description

FLOWERS

ANNUAL FALL

18 Per Flat

1

101 Autumn Blaze Panolas --------------------------------------- →

Unit

Price

2

162 Lavender Shades Pansies ------------------------------------ →

3

45

Baby Boy Panolas--------------------------------------------- →

4

150 Citrus Mix Panolas-------------------------------------------- →

ANNUAL SPRING

18 Per Flat

5

10

Ipomoea Sweet Potato Vine Tri-Color----------------------→

6

8

Coleus Coleosaurus --------------------------------------------→

7

64

Vinca Pacifica White ----------------------------------------- →

8

32

Vinca Titan Lilac----------------------------------------------- →

9

30

Begonia Bronze Rose------------------------------------------ →

10

4

Begonia Big Bronze Red-------------------------------------- →

Total

Page 2 of 7

11

56 Petunia Easy Wave Blue ------------------------------------- →

12

64 Petunia Easy Wave Mix -------------------------------------- →

13

48 Sunpatient Compact Lilac------------------------------------ →

14

2

Ipomoea Sweet Potato Vine --------------------------------- →

15

56

Marigolds Yellow ----------------------------------------------→

Delivery Charge: $

Total Bid (excluding sales 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

Purchasing 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, floor and room number. Delivery

must be made during regular working hours: Monday-

Friday, 8:00 a.m. to 4:00 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.

Page 3 of 7

STANDARD TERMS AND CONDITIONS

1.

GENERAL:

Any Special Terms and Conditions included in the Invitation for Bids override these Standard Terms

and Conditions. The Standard Terms and Conditions and any Special Terms and Conditions become a part of any contract entered

into if any or all parts of the bid are accepted by the University of Central Arkansas, hereafter called University or UCA.

2.

ACCEPTANCE AND REJECTION: The University of Central Arkansas reserves the right to accept or reject all or

any part of a bid or any and all bids, to waive any informalities and minor technicalities and to award the bid to best serve the

interest of the University and State of Arkansas. This Invitation for Bid does not in any way commit UCA to contract for the

commodities/services listed herein.

3.

BID SUBMISSION:

Bids must be submitted to the Purchasing Department on this form with attachments, when

appropriate, on or before the date and time specified for the bid opening. If this form is not used, the bid may be rejected. Each

bid submitted must be properly identified with a minimum of Bid Number, Time and Date of Opening. The bid should be typed

or printed in ink. Late bids will not be considered under any circumstances.

4.

SIGNATURE: Failure to sign a bid will disqualify it. The person signing the bid should show title or authority to

bind the firm in a contract. Signature means a manual or an electronic or digital method executed or adopted by a party with the

intent to be bound by or to authenticate a record which is (a) unique to the person using it; (b) capable of verification; (c) under the

sole control of the person using it; (d) linked to data in a manner that if the data are changed, the electronic signature is invalidated.

5.

NO BID: If not submitting a bid, the bidder should respond by returning the front page of this form, making it a No Bid,

and explaining the reason. Individual bidders may be removed from the University's Bidders List by failure to respond three times

in succession.

6.

PRICES:

Bid pricing on the unit price to include FOB destination to UCA. In cases of errors in extension,

unit prices shall govern. Prices are firm and not subject to escalation unless otherwise specified in the Invitation for Bid. Unless

otherwise specified, the bid must be firm for acceptance for thirty (30) days from the bid opening dates. "Discount from List" bids

are not acceptable unless requested in the Invitation for Bid. Time or cash discounts will not be considered. Quantity discounts

should be included in the price of the item.

7.

QUANTITIES: Quantities stated on "firm" contracts are actual requirements of the University. The quantities stated

in "term" contracts are estimates only and are not guaranteed. Bid unit price on the estimated quantity and unit of measure specified.

The University may order more or less than the estimated quantity on any "term" contract.

8.

BRAND NAME REFERENCES: Unless specified "No Substitutes", any catalog brand name or manufacturer's

reference used in the bid invitation is descriptive only, not restrictive, and used to indicate the type and quality desired. Bids on

brands of like nature and quality will be considered. If bidding on other than the referenced specifications the bid must show the

manufacturer, brand or trade name, and other descriptions, and should include the manufacturer's illustration and complete

description of the product(s) offered. If the bidder fails to submit such the bid can be rejected. The University reserves the right to

determine whether a substitute offered is equivalent to and meets the standards of the item specified. The University may require

the bidder to supply additional descriptive material. The bidder guarantees that the product offered will meet or exceed

specifications identified in the bid invitation. If the bidder takes no exception to the specifications or referenced data in the bid,

he/she will be required to furnish the product according to the brand, names, numbers, etc., as specified in the invitation for bid

document.

9.

GUARANTY: All items shall be newly manufactured, in first class condition, latest model and design, including,

where applicable, containers suitable for shipment and storage, unless otherwise indicated in the bid invitation. The bidders hereby

guarantee that everything furnished hereunder will be free from defects in design, workmanship and material, that if sold by

drawing, sample or specifications, it will conform thereto and will serve the function for which it was furnished. The bidder further

guarantees that if the items furnished hereunder are to be installed by the bidder, such items will function for which it was intended.

The bidder also guarantees that all applicable laws have been complied with relating to construction, packaging, labeling, and

registration. The bidder's obligations, under this paragraph, shall survive for a minimum of one year from the date of delivery,

unless otherwise specified herein.

10.

SAMPLES:

Samples, or demonstrators, when requested, must be furnished free of expense to the University. If

samples are not destroyed during the reasonable examination they will be returned to the bidder, if requested, within ten days

following the complete examination of the item(s), at bidder's expense. Each sample should be marked with the bidder's name,

address, bid number and item number.

11.

TESTING PROCEDURES FOR SPECIFICATIONS COMPLIANCE: Tests may be performed on samples, or

demonstrators, submitted with the bid, or on samples taken from regular shipments. In the event products tested fail to meet or

exceed all conditions and requirements of the original specifications, the cost of the sample used and the reasonable cost of the

testing shall be borne by the bidder.

12.

AMENDMENTS: The bid documents cannot be altered or amended after the bid opening except as permitted by

regulation.

13.

TAXES AND TRADE DISCOUNTS: Do not include state sales tax. Trade discounts should be deducted from the unit

price and the net price should be shown on the bid.

14.

AWARD:

Any contract, as the results of this Invitation for Bid, shall be awarded with reasonable promptness

by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the Invitation for Bid.

The University reserves the right to award the item(s) listed on this Invitation for Bid "individually", by "groups", "all or none", or

by any other method as deemed in the best interest of the University, as deemed by the UCA Procurement Official. In the event all

bids exceed available funds, as certified by the appropriate fiscal officer, the Agency Procurement Official is authorized in situations

Page 4 of 7

where time or economic considerations preclude re-solicitation of work of a reduced scope to negotiate an adjustment of the bid

price, including changes in the bid requirements, with the lowest responsible and responsive bidder, in order to bring the bid within

the amount of available funds. NOTE: Firm Contract: A written University Purchase Order mailed, or otherwise furnished, to

the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract that requires the

contractor to furnish the commodities or services as stated on the purchase order which will reference the original Invitation for

Bid documents and number. Vendor is to immediately initiate action to comply with the requirements of the purchase order, which

by reference will incorporate all the requirements contained in the original Invitation for Bid. Term Contracts: A Contract Award

will be issued to the successful bidder. It results in a binding obligation of the item(s) or service(s) for specific pricing and time

frame without further action, at that time, by either party. The Contract Award does not authorize any shipment(s) or service(s) to

be provided. Shipment (s) of commodities, or the providing of service (s), related to a "term contract" is only authorized by the

receipt of a University Purchase Order, by the Contractor, that will list the actual requirement, pricing, and delivery location and

contract number.

15.

TERM OF CONTRACT: The Invitation for Bid, Contract Award or Purchase Order will clearly state the period of

time the contract will be in effect for each individual contract.

16.

DELIVERY ON CONTRACTS: The Invitation for Bid, Contract Award and/or Purchase Order will state the number

of days to place a commodity, equipment and/or service in the designated location under normal conditions. If the Contractor

cannot meet the stated delivery, alternate delivery schedules may become a factor in an award. The UCA Purchasing Department

has the right to extend delivery if reasons appear valid. If the Contractor cannot meet the delivery date, the University reserves the

right to procure the items elsewhere and any additional cost will be borne by the Contractor.

17.

DELIVERY REQUIREMENTS: No substitutions or cancellations are permitted without prior written approval of

the UCA Purchasing Department. Delivery shall be made during the normal University work hours of 8:00 am to 4:30 pm CT,

unless prior approval for other delivery time(s) has been obtained for the UCA Purchasing Department. Packing memoranda shall

be enclosed with each shipment.

18.

DEFAULT:

All commodities furnished will be subject to inspection and acceptance of the University after

delivery. Backorders, default in promised delivery, or failure to meet the original specifications of the order will authorize the

UCA Purchasing Department to cancel the contract, or any portion(s) of it, and procure the commodities, equipment and/or services

elsewhere and charge the full increase in expense, if any, to the defaulting contractor. Consistent failure to meet delivery

dates/requirements may cause removal from the vendor listing or suspension of eligibility for any award.

19.

VARIATION IN QUANITY:

The University assumes no liability for commodities produced, processed or

shipped in excess of the amount specified on University contracts.

20.

UNIVERSITY/STATE PROPERTY:Any specifications, drawings, technical information, dies, cuts, negatives,

positives, data or any other items furnished to the contractor in contemplation hereunder shall remain the property of the

University/State, be kept confidential to the extent allowed by Arkansas law, be used only as expressly authorized, and returned at

the contractor's expense to the FOB point, properly identifying what is being returned.

21.

PATENTS OR COPYRIGHTS: The contractor agrees to indemnify and hold the University harmless from all

claims, damages and costs, including legal fees, arising from infringements of any patents or copyrights.

22.

INVOICING: The contractor shall be paid upon the completion of all of the following: (1) delivery and acceptance

of the commodities or services, (2) submission of a properly itemized invoice, with the specified number of copies that reflect the

contract/purchase order number(s), item(s), quantity and pricing; (3) and the proper and legal processing of the invoice by the

University. Invoices must be sent to the University, Attn: Accounts Payable Department, as shown on the original contract or

purchase order.

23.

ASSIGNMENT: Any contract entered into pursuant to any contract issued by the University is not assignable nor the

duties there under delegable by either party without the written consent of both parties of the original agreed upon contract.

24.

LACK OF FUNDS:

The University may cancel any contract to the extent funds are no longer legally available

for expenditures under the contract. The University will return any delivered but unpaid for commodities in normal conditions to

the contractor. If the University is unable to return the commodities in a normal condition, and there are no funds legally available

to pay for the commodities, the contractor may file a claim with the Arkansas Claims Commission for the actual expense.

25.

DISCRIMINATION:

In order to comply with the provisions of Act 54 of 1977, as amended, relating to unfair

employ practices, the bidder/contractor agrees as follows: (a) the bidder/contractor will not discriminate against any employee or

applicant for employment because of race, sex, color, age, religion, disability, or national origin; (b) in all solicitations or

advertisements for employees, the bidder/contractor will state that all qualified applicants will receive consideration without regard

to race, color, sex, age, religion, disability, or national origin; (c) the bidder/contractor will furnish such relevant information and

reports as requested by the Human Resources Commission for the purpose of determining compliance with the statute; (d) failure

of the bidder/contractor to comply with the statute, rules and regulations promulgated there under and this nondiscrimination clause

shall be deemed a breach of contract and it may be cancelled, terminated or suspended in whole or part; (e) The bidder/contractor

will include the provision of items (a) through (d) in every subcontract so that such provisions will be binding upon such

subcontractors or vendor.

26.

ETHICS:

It shall be a breach of ethical standards for a person to be retained, or to retain a person, to solicit or

secure a University/State of Arkansas contract upon an agreement or understanding for a commission, percentage, brokerage or

contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the

contractor for the purpose of securing business. Any violation of this ethics statement can result in the cancellation of any contract

with the University.

Page 5 of 7

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