Project Information

Bid Title

Term Bid UCA-27-013 Diploma Covers

Issuing Agency

University of Central Arkansas

Location

Arkansas

Published Date

Mar 18, 2026

Closing Date

Apr 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

UCA-27-013

Original Source

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Bid Documents

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Project Description

Bid Number & Description: Term Bid UCA-27-013 Diploma Covers
Opening Date: April 3rd, 2026
Opening Time: 10:00 a.m. CST
Buyer: dbabb1@uca.edu
Status: Open

Attachment Preview

UCA-27-013

INVITATION FOR COMPETATIVE SEALED TERM BID

This is a “Term” bid to be used beginning July 1, 2026 with the option to renew in one or two year

increments; not to exceed a total of seven (7) consecutive years. The University will order an estimated quantity each

year for the term of the contract and any possible extensions. 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.

The University of Central Arkansas invites you to bid on DIPLOMA COVERS for the University of Central

Arkansas located at 201 Donaghey Avenue, Conway, AR.

Date Issued: 03/18/2026

UCA Contact Person: Daryl Babb

Phone Number: 501-450-5029

Fax Number: 501-450-5020

Bid Number: UCA-27-013

Bid Due Date: 04/03/2026

Bid Due Time: 10:00 a.m. CST

Email: dbabb1@uca.edu

Bid submittals must be properly marked with the Bid Number, bidders return address, phone and fax numbers and

submitted prior to the Due Date and Time listed above. Bids Must Be Submitted In A Sealed Envelope. THIS

PAGE MUST BE SIGNED AND RETURNED WITH THE BID QUOTE.

Company Name:

Address:

Contact Person:

Signature:

Title:

Phone Number:

Fax Number:

Email:

Submit Bids To:

University of Central Arkansas

Attn: Daryl Babb

Purchasing Department

201 Donaghey Ave, Wingo Hall Room 113J

Conway, AR. 72034

Special Terms and Conditions:

1. Bid must include inside delivery and all freight charges to the University of Central Arkansas, 201 Donaghey Avenue,

Conway, AR 72035.

2. The University of Central Arkansas 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 of

Central Arkansas as determined by the UCA Purchasing Official. THIS IS AN “ALL OR NONE” BID INVITATION.

3. Substitutions of Items: No substitutions of brand and stock numbers will be acceptable for this bid. Any substitutions of

brands and changes in stock numbers for future years must be approved and authorized in writing by the Director of

Purchasing. Any delivery of unauthorized substitutions will be considered contract default.

4. Return the Following Pages: 1 & 3

ITEMS MUST BE PRINTED, NO DIGITAL COPIES ALLOWED

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UCA-27-013

ITEM SPECIFICATIONS:

QUALITY: Items provided under the scope of this contract shall be of EXCELLENT quality.

Concise registration, consistent ink coverage and density, accurate folding and binding are

required. Accurate trimming is to be with no jagged or torn edges. Obvious press or production

defects such as roller marks, hickies, set-off, smudges, hollow or pitted type, hairlines, broken

serifs, fluctuating alignment, varying density, ghosting and etc. are reasons for possible rejection

of the printing job on a quality basis. Any procedure or technique not previously stated for

construction of items in this contract shall meet industry standards for excellent quality.

Receipt of the merchandise does not necessarily constitute acceptance. The using agency will be

granted a minimum of 15 days in which to inspect the merchandise and to determine if its quality

meets the requirements or standards of the contract. If quality problems are evident, the using

agency will review the problems and if the specifications of the contract are not met, will assess

any damages for the inferior merchandise. If, in the opinion of the Director or Purchasing and the

using agency, the merchandise is unacceptable, the vendor may be offered an opportunity to

reprint the material within a reasonable time. At the time authorization for the reprint is given,

the Director of Purchasing will establish, in writing, a new delivery date.

SECTION I: DIPLOMA COVERS

QUANTITY: 8,000 (6,000 - 8 1/2 “x 11” and 2,000 - 11” x 14”)

SIZE: When requisitioned, diploma covers will conform to the following size of inserts.

Finished Size: 8 1/2 “x 11” and 11” x 14”

COVER STOCK: The cover will consist of two (2) pieces. The cover material will be calf

grain leatherette or an approved equal in a color selected by the agency that matches the official

color HEX code: #582C83. The cover board will consist of .080 warp-resistant premium-grade

diploma board laminated to a sheet of 3/32” foam. A .018 top liner will then be laminated to the

opposite side of the foam, thus eliminating any padding being exposed to the cover material. The

cover hinge is reinforced by using matching cover material. All corners are to be neatly tucked

and formed. The cover padding is to be glued neatly in place. The lining pads must be in line and

securely glued. The cover must be neat and taut. All four corners of the cover must coincide

when the case is closed. A sharp double-line panel is blind embossed approximately 5/8” from

the edge of the cover.

The lining of each cover consists of two (2) pads of a taffeta acetate or equal laminated to .024

bleached white liner boards. The lower lining consists of four corner pockets to hold the

diploma. The requesting school (or agency) will select the color of the corner ribbons. The upper

lining consists of a one-color printed photo; the artwork will be provided by the agency. The

photo will extend to the left and right sides of the upper lining with 1/2” margins for the 8 ½” x

11” and the 11” x 14”.

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UCA-27-013

STAMPING: The name of the requesting agency, the state seal or the school emblem shall be

silver foil stamped on the front cover.

PACKAGING: Finished items shall be packaged and cartooned to protect the contents from

damage during shipment, handling, and storage. Packaging material used should NOT be

Styrofoam or a Styrofoam-like product. Cartons shall not exceed 45lbs in weight.

CONTACT: Office, Erica Daigle (501) 450-5049, edaigle@uca.edu or Vicky Summers (501)

450-5040, vsummers@uca.edu.

8 ½” x 11”

11” x 14”

SECTION I – Diploma Covers

Estimated Quantity Per Year

6,000

Estimated Quantity Per Year

2,000

SECTION I – Diploma Covers

ITEM

PRICE (Each)

DESCRIPTION

*EXTENDED

AMOUNT

1.

8 ½” x 11”

$__________/Each $__________

2.

11” x 14”

$__________/Each $__________

Section I Subtotal: $__________

Grand Total Section I : $_____________

Estimated Quantity Per Year

6,000

2,000

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UCA-27-013

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. 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

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UCA-27-013

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.

III. PAYMENT

1. Invoicing. The Vendor will be paid in a timely manner upon submission of a properly

itemized invoice, after delivery and acceptance of goods or services by the University. All

invoices must be sent to the “Bill To” point listed on the University purchase order, and must

also include the following additional information where applicable:

• The complete name and remittance address of the Vendor

• Invoice Date

• Invoice Number

• Purchase Order Number

• Itemized listing of purchases, to include a description of the merchandise and/or services,

unit price and extended line total

• Name and location of department for whom the goods or services were provided.

• Discount payment terms

• Itemized taxes.

2. Interest and Late Charges. Under Ark. Code Ann. §§ 19-4-706 and 19-11-224, the

University shall not pay interest or late charges until 60 days after payment is due.

3. Deposits. The University may not make payments in advance of receiving goods or

services. Title to any amount remitted by the University as a deposit remains with the University

pending completion of the transaction and shall be immediately returned by Vendor to the

University in the event that: (a) the Vendor does not deliver the agreed upon product, service or

performance when and as agreed; (b) the agreement or PO is terminated by the University for

cause; or (c) if either party is unable to perform its obligations under the agreement or PO as a

result of an Excused Performance Event (as defined in these Terms and Conditions).

4. Payment Instructions. Vendor agrees that in the course of making payments the

University is entitled to rely on information contained in written or electronic communications

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