50008-SB01926.pdf

INVITATION TO BID

Bid Number: SB01926 Date: 07/09/2026

TITLE: Printing of the LaPirogue Yearbook

SUBMIT BID TO:

Nicholls State University Purchasing Department bids@nicholls.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:

Terry Dupre (985-448-4031) terry.dupre@nicholls.edu, BID SCHEDULE:

1. DUE DATE/TIME (email only): June 18 ,2026 3:00PM

2. BID OPENING (Zoom): https://nicholls-edu.zoom.us/j/85773569791?pwd=AzHAXYAIPCHZDsylaqHlGSlKuwFrBT.1

MEETING ID: 857 7356 9791 PASSWORD: 047146

General Instructions to Bidders

1. 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.

2. Sealed bids for furnishing the items and/or services specified are hereby solicited, and will be received by the issuing

Nicholls 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.

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. Nicholls State University Destination, unless otherwise provided in the solicitation. Any invoiced delivery charges not quoted and itemized on the Nicholls State

University purchase order are subject to rejection and non-payment.

mailto:bids@nicholls.edu mailto:terry.dupre@nicholls.edu https://nicholls-edu.zoom.us/j/85773569791?pwd=AzHAXYAIPCHZDsylaqHlGSlKuwFrBT.1

8. Payment terms: Net 30 after receipt of properly executed invoice or delivery and acceptance, whichever is later.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.

9. MANDATORY bid requirements are detailed immediately following the Standard Terms & Conditions section.

10. 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.

11. Bid Bonds: If a bid bond is required, 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 cashiers check.

(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.

FOR THIS BID SOLICITATION: BID BOND REQUIRED: ____ Yes X No

PERFORMANCE BOND REQUIRED: X YES ___ NO

PURCHASE WILL BE EXECUTED WITH: X Purchase Order Only

Purchase Order and Formal Two Party Contract

Formal Two Party Contract Only

Advertisement

Public Notice: Invitation to Bid

Bid Overview: Bid Number: SB01926 Printing of LaPirogue Yearbook

Issue Date: 07/09/2026 Appearance Date: 07/15/2026

Submission Deadline and Opening: Due Date: 07/30/2026 Time: 3:00 P.M.

Location: Bids must be submitted electronically to the Purchasing Department at bids.nicholls.edu.

Public Opening: Bids will be publicly opened and read aloud at the time and date specified above using the Zoom bid opening information provided in the bid documents. Any bids received after the closing time will be not be read and returned unopened.

How to Obtain Specifications: Electronic copies of the bid specifications are available through the following methods:

1. Online: Visit the Louisiana Office of State Purchasing (LaPAC) Website.

2. In-Person: Specifications are on file at the Office of the Director of Purchasing, Nicholls State University, Thibodaux, LA.

3. Direct Contact: Call (985) 448-4031 or email terry.dupre@nicholls.edu.

Submission Requirements

Forms: Bids must be submitted on the forms enclosed with the bid specification and must strictly conform to the intent without modifications.

Signature: Bids must be signed in ink and dated; the signer's official title must be shown.

Authority: Evidence of authority to submit the bid is required per R.S. 38:2212(B)(5) and/or R.S. 39:1594(C)(4).

Withdrawal: No bid may be withdrawn for at least thirty (30) days after the scheduled closing time.

Nicholls State University reserves the right to reject any or all bids and to waive informalities.

Nicholls State University is an Equal Opportunity Employer.

Terry G. Dupre, Sr. Director of Purchasing, Property Control, and Support Services Administration

Nicholls State University, Thibodaux, Louisiana https://www.google.com/search?q=https://bids.nicholls.edu http://wwwprd1.doa.louisiana.gov/OSP/LaPAC/pubMain.cfm

STANDARD TERMS & CONDITIONS INVITATION TO BID

These standard terms and conditions shall apply to all Nicholls 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 bids@nicholls.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 Nicholls 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 Nicholls State University

Purchasing Contact at the email address on page 1 of this solicitation. Written inquiries must be received in the Nicholls State University Purchasing Department no later than five (5) calendar days prior to the opening of bids, or by the deadline date stated in this specification. Questions 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 Nicholls State University employee or consultant. Any interpretation of the documents will be made by formal addendum only, issued by the Nicholls 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 Nicholls State University

Purchasing Department, to identify if any addendums were issued. Nicholls 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 Nicholls State University Purchasing Contact 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 Nicholls 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 Nicholls 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 own expense, defend any and all actions or suits charging such infringement, and shall save Nicholls State University harmless.

8. Descriptive Information: Bidders proposing an equivalent brand or model should submit descriptive information

(such as literature, technical data, illustrations, etc.) sufficient for Nicholls 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.

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. Nicholls 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. Nicholls 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.

12. Taxes: Vendor is responsible for including all applicable taxes in the bid price. Nicholls 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.

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/ Nicholls State University Signature Authority: The terms and conditions of the Nicholls

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 Director of Purchasing or Assistant Director of Purchasing are delegated sole authority to execute/sign any vendor contracts, forms, etc., on behalf of Nicholls 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 Nicholls State University in any dispute arising therefrom. Vendors who present any such forms to department users for signature without regard to this strict Nicholls State University policy may face contract cancellation, suspension, and/or debarment.

13. 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, Nicholls 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.

14. Acceptance of Bid: Only the issuance of an official Nicholls 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. Nicholls

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.

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 Nicholls State University contract are approved for delivery, acceptance, and payment purposes. Any substitutions must be reviewed and approved by the Nicholls 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.

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. Nicholls State University 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: Vendor is responsible for making timely delivery in accordance with its quoted delivery terms. Vendor shall promptly notify the Nicholls State University Purchasing Department of any unforeseen delays beyond its control.

In such cases, Nicholls State University 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, Nicholls State

University 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 Nicholls State University purchase 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 Nicholls State University 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

Nicholls State University Purchasing Department. 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 Nicholls State University in any dispute arising therefrom.

23. Contract Cancellation/Termination: Nicholls State University 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.

Nicholls State University has the right to cancel any contract for convenience at any time by giving thirty (30) days written notice to the vendor. In such cases, the vendor shall be entitled to payment for compliant deliverables in progress.

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: By submitting and signing this bid, vendor agrees to abide by the requirements of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended by the

Equal Opportunity Act of 1972; federal Executive Order 11246; federal Rehabilitation Act of 1973, as amended; the Vietnam Era Veteran’s Readjustment Assistance Act of 1974; Title IX of the Education Amendments of 1972; the Age

Act of 1975; the Americans with Disabilities Act of 1990. Vendor agrees not to discriminate in its employment practices and will render services under any contract entered into as a result of this solicitation without regard to race, color, religion, sex, age, national origin, veteran status, political affiliation, handicap, disability, or other non-merit factor. Any act of discrimination committed by vendor, or failure to comply with these statutory obligations when applicable, shall be grounds for termination of any contract entered into as a result of this solicitation.

26. Mutual Indemnification: Each party hereto agrees to indemnify, defend, and hold the other, the State of

Louisiana, any governing board, each party’s officers, directors, agents and employees harmless from and against any and all losses, liabilities, and claims, including reasonable attorney’s fees arising out of or resulting from the willful act, fault, omission, or negligence of the indemnifying party or of its employees, contractors, or agents in performing its obligations under this agreement, provided however, that neither party hereto shall be liable to the other for any consequential damages arising out of its willful act, fault, omission, or negligence.

27. Certification of No Suspension or Debarment: By signing and submitting this bid, Bidder certifies that its company, any subcontractors, or principals thereof, are not suspended or debarred under federal or state laws or regulations. A list of parties who have been suspended or debarred by federal agencies is maintained by the General

Services Administration and can be viewed on the internet at www.epls.gov.

28. Substitution of Personnel : If applicable, the University intends to include in any contract resulting from this ITB the following condition:

Substitution of Personnel: If, during the term of the contract, the Contractor or subcontractor cannot provide the personnel as proposed and requests a substitution, that substitution shall meet or exceed the requirements stated herein. A detailed resume of qualifications and justification is to be submitted to the University for approval prior to any personnel substitution. It shall be acknowledged by the Contractor that every reasonable attempt shall be made to assign the personnel listed in the Contractor’s bid.

29. Insurance Requirements: Please note insurance requirements section included in these bid specifications.

If applicable to the services procured in this solicitation, the successful Bidder will be required to furnish a certificate of insurance evidencing required coverages and naming the Nicholls State University as an additional insured, and grant a waiver of subrogation on all liability policies.

30. Nonperformance: Successful Bidder is required to perform in strict accordance with all contract specifications, terms, and conditions. Successful Bidder will be advised in writing of nonperformance issues and shall be required to promptly implement corrective actions to ensure contract compliance and to prevent recurrences. In the event the successful Bidder is issued three or more complaints of nonperformance, Nicholls State University reserves the right at its sole discretion to cancel the contract with a ten (10) day written notice. Contract cancellations due to nonperformance may be cause to deem vendor non-responsible in future solicitations.

31. Official University Recognized Holidays: The following is a list of officially recognized University Holidays:

New Year’s Day Martin Luther King Day

Mardi Gras Day

Good Friday Memorial Day

Juneteenth July 4th

Labor Day

Thanksgiving Day Christmas Day http://www.epls.gov/

32. Non Smoking Campus: The Successful Bidder shall be responsible for compliance with all University policies, security measures and vehicle regulations. Specifically, the University is a NO SMOKING campus and all prospective Bidders are cautioned that smoking will not be permitted inside or outside on ANY part of this facility at any time.

Any employee who is found to be in violation of this policy will be subject to immediate dismissal.

33. Non-Exclusivity: This agreement is non-exclusive and shall not in any way preclude Nicholls State University from entering into similar agreements and/or arrangements with other Vendors or from acquiring similar, equal, or like goods and/or services from other entities or sources.

34. Contract Amendments: Requests for contract changes must be made in writing by an authorized agent/signatory of the Vendor and submitted to the Nicholls State University Purchasing Department for prior approval. Requests shall include detailed justification and supporting documentation for the proposed amendment.

Contract revisions shall be effective only upon approval by Nicholls State University Purchasing Department and issuance of a formal Nicholls State University Contract Amendment. The Vendor shall honor purchase orders issued prior to the approval of any contract amendment as applicable.

35. Term of Contract : The duration of this Contract commences from the date specified herein or date of award notification and continues until University accepts final delivery of all deliverables. Total initial contract period not to exceed Twelve (12) months, unless renewal terms are specified in the solicitation documents.

All terms of the solicitation shall be firm for the duration of Contract.

36. Notification of Fund Appropriation: The continuation of this contract is contingent upon the appropriation of funds to fulfill the requirements of the contract by the Legislature. If the Legislature fails to appropriate sufficient monies to provide for the continuation of the contract or if such appropriation is reduced by the veto of the Governor or by any means provided in the Appropriations Act to prevent the total appropriations for the year from exceeding revenues for that year or for any lawful purpose and the effect of such reduction is to provide insufficient monies for the continuation of the contract, the contract shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated.

All Bidders should be aware that our Legislative process is such that it is often impossible to give prior notice of the non-appropriation of funds.

37. Number of Bid Response Copies: Bidders may be required to mail in the original bid documents upon award. If requested, the Bidder must submit one (1) signed original bid to the Office of Purchasing at the mailing address specified in this solicitation document. The original must CONTAIN ORIGINAL SIGNATURES of those company officials or agents duly authorized to sign on behalf of the organization. Bidders may be required to mail in the original documents upon award.

38. PROHIBITION OF DISCRIMINATORY BOYCOTTS OF ISRAEL: In accordance with LA R.S. 39:1602:1, for any contract for $100,000 or more and for any contractor with five or more employees, Contractor, or any

Subcontractor, shall certify it is not engaging in a boycott of Israel, and shall, for the duration of this contract, refrain from a boycott of Israel.

The State reserves the right to terminate this contract if the Contractor, or any Subcontractor, engages in a boycott of Israel during the term of the contract.

39. PRE-BID MEETING: Not Applicable for this bid solicitation.

40. SITE VISIT/CONTACT INFORMATION: It is the responsibility of the prospective bidder to visit and examine the jobsite, take measurements to his/her own satisfaction and determine conditions under which work is to be done. Owner will not accept responsibility for conditions which careful examination of premises would have shown existed.

To visit jobsite and for further information, prospective bidder is to contact the Nicholls State University Purchasing

Departments at the contacts listed on page 1. It is preferred to have a written record of the correspondence for each site visit request. Please do not contact us by phone to schedule a visit unless you do not receive a response to your email request after 48 hours.

41. PIGGY BACK CLAUSE: Nicholls State University is asking all responding vendors to indicate their willingness to extend the terms of resulting contracts, inclusive of price, to other Louisiana state agencies and/or universities. While this clause in no way commits any state agency and/or university to purchase from the awarded vendor, nor does it guarantee any additional orders will result, it does allow state agencies and/or universities, at their discretion, to make use of the Nicholls State University’s competitive process (provided said process satisfies their own procurement guidelines) and purchase directly from the awarded contractor. All purchases made by other state agencies and/or universities shall be understood to be transactions between that state agency and/or university and the awarded vendor. Nicholls State University shall not be responsible for any such purchases.

42. STATE OF LOUISIANA CONTRACTOR’S LICENSE REQUIREMENTS: If a Louisiana Contractor’s License

Number is Required for the items, work, or services to be performed under this solicitation, then it shall be stated in the bid advertisement that will appear the Lafourche Comet of Thibodaux, and it will be stated in the specifications provided with these bid documents.

N O T I C E T O V E ND OR S

L O U IS IA N A ' S H U DS O N ( S MAL L E N T R EP R EN E U R S HI P ) A ND V ET E R AN

I N I T IA TI V E

The Louisiana Initiative for Small Entrepreneurships (the Hudson Initiative) and the Veteran Initiative (Veteran Small Entrepreneurship) are race and gender neutral goal-oriented programs which encourage State agencies to contract with and encourage contractors who receive contracts from the State to use good faith efforts to utilize certified small entrepreneurships and certified veteran or service-connected disabled veteran owned small entrepreneurships as subcontractors in the performance of the contract. The primary intent of the programs are to provide additional opportunities for Louisiana-based small entrepreneurships that are certified by the Louisiana Department of Economic Development (LED) to participate in contracting and procurement with the State.

Small entrepreneurships that are not currently certified and are interested in participating in procurement and contracting opportunities with the State are encouraged to visit https://www.opportunitylouisiana.gov/small-business/special-programs-for-small-business/hudson-initiative or https://www.opportunitylouisiana.gov/small-business/special-programs-for-small-business/veteran-initiative for qualification requirements and on-line certification.

After certification, businesses are encouraged to register in the LaGov Supplier Portal.

END OF SECTION

https://www.opportunitylouisiana.gov/small-business/special-programs-for-small-business/hudson-initiative https://www.opportunitylouisiana.gov/small-business/special-programs-for-small-business/hudson-initiative https://www.opportunitylouisiana.gov/small-business/special-programs-for-small-business/veteran-initiative https://www.opportunitylouisiana.gov/small-business/special-programs-for-small-business/veteran-initiative https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg

MANDATORY BID REQUIREMENTS

Failure to meet all of the listed mandatory requirements will result in rejection of bid without further consideration.

1. CERTIFICATION STATEMENT: The Bidder must sign and include the Certification Statement as set forth in solicitation document. The signature of Bidder’s Authorized Representative must be an ORIGINAL signature -not a typed/electronic signature. Documents signed in the DocuSign™ program are the only exceptions to this policy.

2. BID SHEET/FORM: The Bidder must submit bid on the form herein provided. The proposal must be signed in ink, and blank space(s) should be filled in for every applicable blank in the UNIT PRICE and EXTENDED TOTAL column. Items left blank will not be awarded to that bidder. It is not necessary to bid on all items. However, if you are not bidding on a particular item, or find a blank that is not applicable to your submission, write “NO BID” or

“N/A” in the provided space(s). The Bidder must state the UNIT price (written in ink or typewritten) for each item and shall show the total amount for each item based on the quantities listed.

3. CONTRACTOR QUALIFICATIONS: REFERENCE LETTERS – The University reserves the right to verify contractor’s qualifications regarding the bid response received, and to request references for verification purposes.

4. CERTIFICATE OF INSURANCE: If insurance is required under this solicitation, it will be stated in the in the specification provided with these bid documents. Bidder shall be required to provide insurance information on the bid form (if required) and submit a certificate of insurance upon request of the University.

5. ILLUSTRATIVE MATERIALS: Vendor bidding anything other than exact goods/services specified in these specifications should submit descriptive and illustrative literature with the bid for consideration of award. Failure to do so may be cause for rejection of bid.

CONTACT INFORMATION

ELECTRONIC BID SUBMISSIONS (ONLY) Do not email questions about the bid to this email address.

bids@nicholls.edu Be sure to include the solicitation number in the subject line.

Do not send your submission to any other University email address.

QUESTIONS/CONCERNS ABOUT SPECIFICATIONS

terry.dupre@nicholls.edu Do not email bid submissions to either of these addresses.

To contact Purchasing by phone: 985-448-4038

CAMPUS DELIVERIES

Please send samples or other associated documents when a hard copy is requested or deemed necessary. By

Mail – Nicholls State University

Purchasing Department

PO Box 2052

Thibodaux, LA 70310

By Courier Service: Nicholls State University

Purchasing Department

104 Elkins Hall

Thibodaux, LA 70301

DEFINITIONS

Agent - The University's representative in Purchasing Department who is referred to throughout these documents as singular in number.

Contractor - The person/company who contracts with Nicholls State University to provide the items, services, ot to perform the work as called for on these documents who is referred to as singular in number.

Owner –Nicholls State University.

IMPORTANT NOTES:

1. VENDOR BIDDING ANYTHING OTHER THAN EXACT GOODS/SERVICES SPECIFIED IN THESE

SPECIFICATIONS SHOULD SUBMIT DESCRIPTIVE AND ILLUSTRATIVE LITERATURE WITH BID

FOR CONSIDERATION OF AWARD. FAILURE TO DO SO MAY BE CAUSE FOR REJECTION OF BID.

2. ALL PRICES QUOTED ARE TO REMAIN FIRM UNTIL ALL DELIVERABLE GOODS OR SERVICES ARE

RENDERED TO AND ACCEPTED BY NICHOLLS STATE UNIVERSITY.

3. IN THE EVENT OF EXTENSION ERRORS, THE UNIT PRICE ON THE BID FORM SHALL PREVAIL.

4. NICHOLLS STATE UNIVERSITY ADHERES TO NET 30 PAYMENT TERMS. ALL OTHER PAYMENT

TERMS MUST BE DISCLOSED WITH BID. BE ADVISED THAT STRICTER PAYMENT TERMS MAY BE

CAUSE FOR REJECTION OF BID.

5. QUANTITIES 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.

6. THE UNIVERSITY RESERVES THE RIGHT TO AWARD PROPOSAL ON AN INDIVIDUAL ITEM BASIS, A COMBINATION OF ITEMS BASIS, OR AS A TOTAL PACKAGE TO ONE VENDOR, WHICHEVER IS IN

THE BEST INTEREST OF THE UNIVERSITY.

7. BID SUBMISSIONS MUST DISCLOSE ALL FEES INCLUDING SHIPPING, HANDLING, FREIGHT, FUEL

SURCHARGES, ETC. NO ADDITIONAL FEES WILL BE ACCEPTED AFTER AWARD.

8. FAILURE TO COMPLY WITH ANY MANDATORY REQUIREMENTS SHALL BE CAUSE FOR REJECTION

OF BID.

9. TAX EXEMPTION: Nicholls State University is exempt from all Louisiana state and local sales and use taxes and will not pay taxes delineated on invoices for this or any other project. Nicholls State

University is a tax-exempt State Agency. However, that tax-exempt status does not transfer to its contractors, subcontractors, suppliers or vendors for their use in purchasing project-related materials.

END OF SECTION

SPECIFICATIONS

PRINTING OF 2027 La PIROGUE

NICHOLLS STATE UNIVERSITY

THIBODAUX, LOUISIANA

For the publication of La Pirogue for the year 2027 according to all terms, conditions, specifications and prices outlined below. All bid responses shall be sealed bids submitted as specified to the Director of Purchasing of Nicholls State University, hereinafter called the "University."

The undersigned, herein after called the “Bidder," agrees to produce the above mentioned publication with the terms, conditions, mechanical and material requirements, production schedule, service requirements and prices set forth below. Any contract entered into through this bid process shall be governed and subject to all terms and conditions provided in the statues of the State of Louisiana relating to such contracts.

TERMS AND CONDITIONS

*NOTE: In the past, Nicholls State University’s specifications have called for 1,500 books. After assessing our current needs, we have reduced the minimum quantity to 1,000. Therefore, we will now require the BASE BID to be calculated on 1,000 books.

Section 1, BID SUBMISSION: This bid is solicited for the 9 x 12 inch yearbook of the scholastic year 2024 La Pirogue.

Bids are to be filled out in duplicate on the forms furnished for that purpose on exact copies thereof, and in case of any difference, the quotation of the original shall be accepted. Bids submitted on any other forms may be considered informal and may be rejected. All sections of the bid form should be filled in and bid prices should be stated in words and figures. Conditional bids will not be accepted. The University reserves the right to reject any or all bids submitted and waive any informalities. All bids received will be evaluated based upon the following:

(a) Must be responsive in accordance with specifications.

(b) Base bid (Section 14A) plus other various optional prices quoted.

(c) Samples, data and documents required representing quality of work performed by bidder and his capability of meeting the needs of the University.

At the option of the University and the acceptance of the contractor, this contract may be renewed for two (2) additional twelve (12) month periods (2028 and 2029 yearbooks) at the same rates, terms and conditions as the original bid specification.

A notice of award will be issued to begin work on the 2027 year book. A purchase order will be issued and payment for that book will be made after the book is completed and delivered, usually between the period of July 1, 2027 – June 30, 2028.

Section 2, BID RECEIPT: Sealed bids subject to the conditions herein stated will be received by the Director of Purchasing until date and time indicated on bid cover sheet and then publicly opened in the Purchasing Office, Room 104 Elkins Hall.

Section 3, ARREARS: No contract will be awarded to any individual, partnership or corporation who is from any cause in arrears to the State of Louisiana, or who has failed in any former contract with the State to perform work satisfactorily.

Reasonable ground for supposing that any bidder is interested in more than one bid will cause the rejection of all bids in which he is deemed to be interested.

Section 4, CONTRACT: The acceptance of any bid submitted shall create a valid contract between the University and the Bidder to whom the contract has been awarded. The specifications, prices quoted, terms of payment, time of delivery and other conditions set forth in the bid documents shall constitute an integral part of such contract. Any contract thus made does not compel the University to publish the yearbook nor to spend any specified sum, and if the book is not published, and no materials ordered, or mechanical work performed, there is no financial obligation incurred on the part of the University. If the book is abandoned after production has begun, the Bidder is to be paid only for the materials ordered and actual work produced at that date, and any materials ordered shall become the property of the University to be disposed of as it sees fit.

NICHOLLS STATE UNIVERSITY

Section 5, CANCELLATION AND OTHER STIPUTLATIONS: The University reserves the right to cancel any contract resulting from this bid at any time upon non-performance on the part of the Bidder, or failure to comply exactly with the production schedule as defined herein, or upon evidence that any part of the work produced is unsatisfactory and not up to the standards set forth in the specifications. In this event the University may make such arrangements as it sees fit to complete the work elsewhere, but the Bidder shall not be released from any liability he may have incurred by reason of a breach of this agreement, or any of the terms thereof, or from reimbursement to the University for any loss or expense occasioned thereby. The University shall withhold authorization of payment to the Bidder for all work completed until the damages caused by the bidder shall be ascertained.

The continuation of this contract shall be contingent upon the appropriation of funds to fulfill the requirements of the contract by the Legislature. If the Legislature fails to appropriate sufficient monies to provide for the continuation of the contract, the contract shall become null and void on the date of the beginning to the succeeding fiscal year from the one in which the contract was initiated

The contract resulting from the award of this bid may be cancelled by either party with the issuance of a thirty (30) day cancellation notice.

Bidder understands and agrees that this contract and related documents are subject to audit by the Legislative Auditor of the

State of Louisiana.

The Contract, and all matters or issues related to it, shall be governed by and shall be in accordance with the laws of the State of

Louisiana.

Section 6, SAMPLES: Each bidder should submit three (3) samples of 9 X 12 inch university or college yearbooks which were printed in their plant in 2019 or 2020, including at least one sample yearbook from a university or college serviced by Bidder's representative, who would be Bidder's representative for this University should Bidder be awarded this contract. Failure to have samples as specified may be cause for rejection of any bid response submitted.

Section 7, REFERENCES: Bidder will furnish three references from colleges for which they have published yearbooks. Please provide the name of the adviser and a telephone number.

Section 8, SERVICES: The Bidder shall provide a qualified yearbook representative of the company who is knowledgeable and must be available to consult with La Pirogue. The representative shall make visits to the campus to work with the staff when notified of such a need for services. If Bidder does not provide suitable representation, approved by the Director, the bid may be rejected. Bidder shall state specifically how this requirement will be met by company. PLEASE INCLUDE WITH BID THE NAME, HOME OR BUSINESS ADDRESS, CELL PHONE NUMBER AND HISTORY OF EXPERIENCE OF THE PERSON(S) WHO WILL PROVIDE THESE SERVICES. SUCCESSFUL BIDDER SHALL MAKE AT LEAST MONTHLY VISITS TO

THE CAMPUS YEARBOOK OFFICES.

Section 9, SUPPLIES: The Bidder shall supply all working materials without additional cost and handle all production needs.

Bidder must be capable of performing all required work in his plant. Computer software shall be provided as needed and must be compatible with the Adobe Creative Suite which is currently in use by the University. The cover case must be manufactured in the plant of the bidder.

PRINTING OF 2027 La PIROGUE Yearbook

NICHOLLS STATE UNIVERSITY

THIBODAUX, LOUISIANA

Return this page with Bid Response

Section 10A, TECHNOLOGY: Because the La Pirogue staff is comprised of students from a variety of majors, many have very little technical knowledge. With the help of the Bidder, the Director of Student Publications provides training on yearbook development, design, composition and production. However, because we have limited time to provide such training, the vendor must provide a Software Program in the form of Adobe In-Design plug-ins specifically created for yearbook production.

Please answer the following questions:

10A.1. Does Bidder’s company have a Yearbook-Specific Software Plug-In Program that works with Adobe In- Design? This program should be designed specifically for yearbook production.

______ YES* _______ NO

(*If YES, bidder should attach a detailed description of the program referenced above)

10A.2. Does Bidder’s company have a Portrait Flow Software Plug-In that works with Adobe In-Design to flow all graduate headshots and names into spreads?

(*If YES, bidder should attach a detailed description of the program referenced above)

10A.3. If Bidder answered “YES” to item 10A.1., does this program automatically create a 9x12 spread layout with appropriate margins, folio locations, gutter, columns?

_______ YES _______ NO

10A.4. If Bidder answered “YES” to item 10A.1., does this program provide at least 50 pre-made yearbook spread templates?

(*If YES, bidder should attach template examples)

10A.5. If Bidder answered “YES” to item 10A.1., does this program automatically complete all pre-press actions including embedding of pictures and fonts and creation of PDF for submission?

______ YES _______ NO

10A.6. If Bidder answered “YES” to item 10A.1., does this program automatically create page numbers for folios and manage page ordering, including changes, automatically?

10A.7. If Bidder answered “YES” to item 10.A.1., does this program provide automatic indexing of names and page numbers?

The Bidder shall indicate any special or unusual services of manufacturing technology, over and above that specified, that will benefit La Pirogue in achieving better service, efficiency and price. Bidder may attach additional pages if necessary.

HARDWARE: __________________________________________________________

SOFTWARE: __________________________________________________________

SPECIAL SERVICES: __________________________________________________________

2027 La PIROGUE

NICHOLLS STATE UNIVERSITY

THIBODAUX, LOUISIANA

Section 11, CONTENT: La Pirogue shall have total control over and responsibility for the content of the yearbook.

Preparation and submission of the yearbook shall be performed by the Bidder as directed and in consultation with La Pirogue as part of this base bid.

MECHANICAL AND MATERIAL REQUIREMENTS

Section 12A, PRESS TYPE: Bids are for the offset, sheet fed, web press, or digital printing of a 9” x 12” yearbook.

Section 12B, PRINT QUALITY: All printed signatures shall be of highest quality, consistent throughout the run, with adequate and uniform distribution of ink, particularly in four-color process reproduction. If printing does not meet these standards the Bidder shall be required to reprint any such signature without additional cost to La Pirogue. Each page is to be considered a bleed page, and no additional charges shall be added for bleeding.

Section 12C, PLANT CAPABILITIES: Bidders shall have adequate equipment and staff to maintain speed production without sacrifice of quality of workmanship and shall be able to handle a yearbook the size and sophistication of La Pirogue. Plant equipment should be specified for review by the Director. No part of work specified herein shall be purchased from or transferred to another firm. If bidder’s plant is not considered adequate, this may be grounds for rejection of the bid response.

Section 12D, TYPOGRAPHY: The typography must be first class in every respect. All typefaces must be sharp and clean.

Vendor must be able to accept postscript, true-type, OpenType and/or embedded fonts or typefaces and EPS, JPEG, and/or TIFF images in PDF, Adobe InDesign format. All pages sent to vendor will be typeset by La Pirogue staff.

Section 12E, PRESSWORK: All bidders are cautioned that they will be required to observe strictly the requirements for first class work and, in case of doubt, the University reserves the right to have the vendor mail complete press sheets of each signature form of sixteen (16) pages…