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Invitation to Bid

Solicitation File No.: 27006

Title: FOOD SERVICE EQUIPMENT REPAIR & MAINTENANCE

(RENEWABLE)

Bid Schedule:

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

2. Due Date/Time (email only): Wednesday, July 29, 2026 2:00PM

3. Bid Opening (Zoom only): Wednesday, July 29, 2026 3:00PM

Meeting ID: 914 0160 3688 Password: 27006

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: Martina Howard Buyer Phone: 337-482-1079 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 requirements 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.

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Standard Terms & Conditions Invitation to Bid

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.

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.

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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.

13. 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.

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

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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 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.

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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 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, its 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:

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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 attached 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 University of Louisiana at Lafayette as an additional insured 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, UL Lafayette 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 Acadian Day Christmas Day

32. No 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 UL Lafayette 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 UL Lafayette Office of Purchasing for prior approval. Requests shall include detailed justification and supporting documentation for the proposed amendment.

Contract revisions shall be effective only upon approval by UL Lafayette Office of Purchasing and issuance of a formal UL Lafayette 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.

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Based upon mutual agreement between the University and the successful Bidder, this contract may be extended for four (4) additional twelve (12) month periods.

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 Each Bidder must submit one (1) signed bid to the Office of Purchasing at the email address specified in this solicitation. The submission must CONTAIN ORIGINAL SIGNATURES not a typed/electronic signature. Documents signed in the DocuSign™ program are the only exceptions to this policy. 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 There will be no pre-bid meeting for this 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 Martina Howard at 337-482-1079.

41. Piggy Back Clause University of Louisiana Lafayette 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 University of Louisiana at Lafayette’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. The University of Louisiana at Lafayette shall not be responsible for any such purchases.

42. Firearm and Ammunition Prohibition of Companies That Discriminate Against Firearm and Ammunition Industries: In accordance with La. R.S.

39:1602.2, the following applies to any competitive sealed bids, competitive sealed proposals, or contract(s) with a value of $100,000 or more involving a for-profit company with at least fifty full-time employees: Unless otherwise

Solicitation File No. 27006 – Due: _«DUE_DATETIME» Page 8 of 26 exempted by law, by submitting a response to this solicitation or entering into this contract, the Bidder, Proposer or Contractor certifies the following:

1. The company does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association based solely on the entity’s or association’s status as a firearm entity or firearm trade association;

2. The company will not discriminate against a firearm entity or firearm trade association during the term of the contract based solely on the entity’s or association’s status as a firearm entity or firearm trade association.

The University reserves the right to reject the response of the Bidder, Proposer or Contractor if this certification is subsequently determined to be false, and to terminate any contract awarded based on such a false response or if the certification is no longer true.

END OF SECTION

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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

Bids shall be accepted from Contractors who are licensed for the classification of MECHANICAL WORK and/or

REFRIGERATION. Bidders shall provide proof thereof with their bid submission. The bidder is to submit with his bid a listing of similar locations of equipment currently being serviced.

A. Special Contractor Requirements: LICENSE REQUIREMENTS - Contractors or contracting firms submitting bids in the amount of $10,000.00 or more shall be licensed under L.A. R.S. 37:2150-2163 in a classification such as:

MECHANICAL WORK AND/OR REFRIGERATION. License number shall be listed on the bid form.

B. REFERENCE LETTERS - Two (2) letters of reference from current contract holders from listing above shall be supplied with the bid. Failure to supply this information shall be grounds for rejection of the bid.

4. CERTIFICATE OF INSURANCE

Bidder shall submit a certificate of insurance with bid submission or by provide the following information: Policy number, names and addresses of carriers and Agents, amounts of coverage, types of coverage, and effective dates on the bid form enclosed.

CONTACT INFORMATION

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

ULLafayetteBids@louisiana.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

BidQuestions@louisiana.edu Do not email bid submissions to either of these addresses.

To contact Purchasing by phone: 337-482-1079

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DEFINITIONS

Agent - The University's representative in the Facility Management who is referred to throughout these documents as singular in number.

Contractor - The person/company who contracts with UL Lafayette to perform the work as called for on these documents who is referred to as singular in number.

Owner – The University of Louisiana at Lafayette (UL Lafayette).

IMPORTANT NOTES:

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

SPECIFICATIONS IS TO SUBMIT DESCRIPTIVE AND ILLUSTRATIVE LITERATURE WITH BID FOR

CONSIDERATION OF AWARD. FAILURE TO DO SO SHALL 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 THE UNIVERSITY OF LOUISIANA AT LAFAYETTE.

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

4. THE UNIVERSITY OF LOUISIANA AT LAFAYETTE ADHERES TO NET 60 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. The University of Louisiana at Lafayette is a tax exempt State Agency. 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. 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, and etcetera

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DETAILED SPECIFICATIONS

THE PURPOSE OF THIS SOLICITATION IS TO ESTABLISH A CONTRACT TO FURNISH ALL LABOR, MATERIALS, EQUIPMENT, TRANSPORTATION, SUPERVISION, PERMITS, ETC. NECESSARY TO PROVIDE PREVENTATIVE MAINTENANCE SERVICE ON FOOD SERVICE EQUIPMENT LOCATED THROUGHOUT THE UNIVERSITY OF LOUISIANA AT LAFAYETTE IN LAFAYETTE, LOUISIANA, AS SHOWN IN THESE SPECIFICATIONS, UPON AWARD THROUGH JUNE 30, 2027, WITH THE OPTION TO RENEW FOR UP TO FOUR (4) ADDITIONAL TWELVE-MONTH

PERIODS.

COOKING EQUIPMENT, REFRIGERATION, AND WAREWASHING MAINTENANCE CONTRACT SHALL INCLUDE:

• Dedicated CFESA (Commercial Food Equipment Service Association) Certified Technician on site 2 days per week (8 hours each Tuesday and Thursday).

• Ability to provide emergency repairs within 48 hours.

• Ability to service the following (but not limited to) equipment listed in these specifications. (Refrigeration, Fryers, Ice Machines, Brewers/Espresso, Dish machines, Ovens Combi/Speed/Convection, Steamers, Grills/Griddles, Kettles/Skillets, Ranges) in all Campus Food Services (Sodexo leased) areas including but not limited to:

A. Student Union – (Smoothie King, Starbuck’s, Chick-fil-A, Dining Hall, Ball Room Kitchen, McAlister’s)

B. Café Fleur de Lis (Legacy)

C. Jazzman’s (Dupre Library)

D. Ragin’ Cajun Food Court (Agnes Edwards Hall)

E. Smoothie King (Bourgeois Hall)

F. Cox Dining (Training Table)

• Ability to provide routine preventative maintenance and repairs on up to 300 pieces of food service equipment in accordance with but not limited to the attached PM Schedule (Exhibit A) and Protocols (Exhibit B). During the course of the 8-hour workday, additional PM work may be assigned to the technician (fryer maintenance and cleaning, etc.) by Campus Food Services when necessary. These assignments are to be included in the PM annual cost.

• Parts for non-routine repairs will be approved by Campus Food Services’ authorized designee prior to ordering with all repairs discussed and approved prior to work being complete outside scope of PM agreement. Campus Food Services reserves the right to contract with outside vendors for repairs not covered under PM agreement.

• Minimum 30-day labor warranty and 90-day warranty on installed parts.

• Ability to document all hours worked and coordinate with Campus Food Services, or his/her designee.

• The name and credentials of the technician assigned must be furnished to Campus Food Services before work begins.

• The contractor is expected to utilize the same technician to perform PM and repairs unless agreed upon with Campus Food Services.

INTENT

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The intent of this contract is to ensure that all the cooking equipment, all coolers, all freezers, and all dish machines are maintained to perform in an efficient manner, maintain reliability, and extend equipment life.

DAILY REPORTING

Contractor's personnel shall report to the Owner's designated representative at the beginning of each day and shall submit a written report at the end of each day, noting work done, and defective items found and/or corrected.

EMERGENCY SERVICE

Calls due to malfunctioning equipment at times other than 7:30 am to 5:00 pm Monday - Friday excluding holidays, will be considered emergency service. Calls after hours shall be deemed extra to contract. The charges for such service are in addition to the contract and are to be listed on a separate invoice. The contractor will be paid overtime for this type of call after hours, on weekends, and during holidays based upon the contract hourly rates quoted.

Upon receiving a request for emergency service from the university representative, contractor shall arrive on site within 3 hours of receiving the call unless other arrangements are made with the university representative.

MAINTENANCE AND REPLACEMENT PARTS

Upon determining that parts need to be replaced, the contractor shall contact the University representative and inform him of the cost and availability of the parts. Owner representative will make the decision at that point to proceed with the repair or not. Contractor shall be limited to a 25% mark up above contractor price on all parts plus freight where applicable. The contactor shall install the parts at the next scheduled visit, or the University representative may consider it an emergency callback. No contract hours shall be used, nor the University charged for any labor costs if the contractor made an error in ordering the parts.

MAINTENANCE CHECKLIST

Contractor, at his/her expense, shall, within ten (10) days from the commencement date of this contract, provide the

University with a copy of its preventative maintenance check-list on all equipment, for approval, that shall sequentially follow the format of the specifications of this proposal. The purpose of this requirement is to establish a written mutually agreeable condition of all equipment at the beginning of the contract.

Contractor shall complete the aforementioned checklist at the times provided in the specifications and regularly provide the University with copies thereof.

TOOLS, EQUIPMENT AND TRANSPORTATION

Contractor shall furnish all necessary tools, test equipment, etc. in order to accomplish this work. All necessary transportation of employees and materials to and from the work sites shall be the Contractor's responsibility.

CONTRACTOR QUALIFICATIONS

All technicians furnished under this contract shall have at least three (3) years of experience in repairing cooking and refrigeration equipment, and must be qualified to diagnose, test and repair all equipment covered under this contract.

The name and the qualifications of the specific technician(s) that will be assigned to this contract must be submitted to the University before the work begins.

The bidder is to submit with his bid a listing of similar locations of equipment currently being serviced. In addition, two (2) letters of reference from current businesses being serviced shall be supplied. Failure to supply this information may be grounds for rejection of the bid.

COORDINATION OF WORK

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The Contractor shall inform the Agent each day of his work location before proceeding to work, and each time the Contractor moves into a different area.

By submitting your bid, you are acknowledging that you understand the schedule and agree that your company is capable of completing the required work in the timeline provided for the price(s) submitted in your bid.

The University reserves the right to have representatives of the University and/or the State inspect the records maintained by the contractor concerning the products and services described herein.

EXHIBIT A

EQUIPMENT - SEMI-ANNUAL SERVICE (MONTHS OF SERVICE: JUNE & DEC)

LOCATION EQUIPMENT TYPE EQUIPMENT QTY

1 BALL ROOM KITCHEN REFRIGERATION REACH-IN COOLER 3

2 CONFERENCE CENTER REFRIGERATION WALK-IN COOLER 3

3 CONFERENCE CENTER REFRIGERATION WALK-IN FREEZER 1

4 CONFERENCE CENTER REFRIGERATION REACH-IN COOLER 16

5 EXECUTIVE CLUB REFRIGERATION WALK-IN COOLER 2

6 EXECUTIVE CLUB REFRIGERATION WALK-IN FREEZER 1

7 EXECUTIVE CLUB REFRIGERATION REACH-IN COOLER 5

8 CAFÉ FLEUR DE LIS REFRIGERATION WALK-IN COOLER 1

9 CAFÉ FLEUR DE LIS REFRIGERATION WALK-IN FREEZER 1

10 CAFÉ FLEUR DE LIS REFRIGERATION REACH-IN COOLER 7

11 JAZZMAN’S REFRIGERATION REACH-IN COOLER 2

12 MCALISTERS REFRIGERATION REACH-IN COOLER 5

13 MCALISTERS REFRIGERATION ADD'L COILS TO BE CLEANED 1

14 STARBUCKS REFRIGERATION REACH IN FREEZER 3

15 STARBUCKS REFRIGERATION REACH-IN COOLER 5

16 UNION DINING 2ND FLR REFRIGERATION REACH-IN COOLER 7

17 UNION DINING 2ND FLR REFRIGERATION ADD'L COILS TO BE CLEANED 1

18 BALL ROOM KITCHEN COOKING COMBI OVEN 1

19 BALL ROOM KITCHEN COOKING FRYER STANDARD 3

20 BALL ROOM KITCHEN COOKING CONVECTION OVEN PER CAVITY 2

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EXHIBIT A(CONTINUED)

21 BALL ROOM KITCHEN COOKING STEAMER WITH BOILER 2

22 BALL ROOM KITCHEN COOKING GREEN MACHINE/SALAD SPINNER 1

23 CONFERENCE CENTER COOKING GRILL 1

24 CONFERENCE CENTER COOKING FRYER STANDARD 5

25 CONFERENCE CENTER COOKING CONVECTION OVEN PER CAVITY 4

26 CONFERENCE CENTER COOKING PIZZA OVEN 2

27 CONFERENCE CENTER COOKING RANGE, OVEN STANDARD 2

28 CONFERENCE CENTER COOKING FRYER, HIGH EFFICIENCY 1

29 CONFERENCE CENTER COOKING CHARBOILER 1

30 CONFERENCE CENTER COOKING WARMING CABINET 3

31 FLEUR DE LIS COOKING FRYER STANDARD 2

32 FLEUR DE LIS COOKING GRIDDLE 1

33 FLEUR DE LIS COOKING CONVECTION OVEN PER CAVITY 3

34 FLEUR DE LIS COOKING STEAM TABLE 1

35 FLEUR DE LIS COOKING PIZZA OVEN 1

36 FLEUR DE LIS COOKING CHARBOILER 1

37 CHICK FIL A COOKING FRYERS 6

38 CHICK FIL A REFRIGERATION WALK IN/UNDERCOUNTER FREEZER 3

39 CHICK FIL A REFRIGERATION WALK IN/UNDER CABINET COOLER 6

40 CHICK FIL A COOKING TOASTER /ELECTRIC CONVEYOR 1

41 CHICK FIL A COOKING EGG COOKER 1

42 CHICK FIL A COOKING FRENCH FRY WARMER 1

43 CHICK FIL A COOKING JUICER 1

44 CHICK FIL A COOKING MIXER 1

45 CHICK FIL A COOKING WARMING STATION 2

46 FLEUR DE LIS COOKING ROTARY DECK OVEN 1

47 MAIN DINING 2ND FLR COOKING FRYER STANDARD 2

48 MAIN DINING 2ND FLR COOKING GRIDDLE 1

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49 MAIN DINING 2ND FLR COOKING PIZZA OVEN 2

50 MAIN KITCHEN 2ND FLR COOKING COMBI OVEN 4

51 MAIN KITCHEN 2ND FLR COOKING CONVECTION OVEN PER CAVITY 2

52 MAIN KITCHEN 2ND FLR COOKING KETTLE 6

53 MAIN KITCHEN 2ND FLR COOKING RANGE, OVEN STANDARD 1

54 MAIN KITCHEN 2ND FLR COOKING FRYER, HIGH EFFICIENCY 3

55 MAIN KITCHEN 2ND FLR COOKING GRILL 1

56 MAIN KITCHEN 2ND FLR COOKING CHARBOILER 1

57 MAIN KITCHEN 2ND FLR COOKING TILT SKILLET 1

58 MAIN KITCHEN 2ND FLR WAREWASHING DISHMACHINE, FLIGHT 1

59 MCALISTERS COOKING CONVECTION OVEN PER CAVITY 1

60 CAFÉ FLEUR DE LIS COOKING FRYER STANDARD 4

61 CAFÉ FLEUR DE LIS COOKING GRIDDLE 1

62 CAFÉ FLEUR DE LIS COOKING SAUTE RANGE, 8 TO 12 BURNERS 1

63 CAFÉ FLEUR DE LIS COOKING CONVECTION OVEN PER CAVITY 3

64 CAFÉ FLEUR DE LIS COOKING STEAM TABLE 2

65 STARBUCKS COOKING CONVECTION OVEN PER CAVITY 1

66 CHIK FIL A COOKING OVEN 1

67 CHIK FIL A COOKING OPEN FRYER ELECTRIC 1

68 CHIK FIL A COOKING PRESSURE FRYER 1

EQUIPMENT - QUARTERLY SERVICE (MONTHS OF SERVICE: JAN, APR, JUL, & OCT)

LOCATION EQUIPMENT TYPE EQUIPMENT QTY

69 BALL ROOM UNION ICE ICE MACHINE 1

70 CONFERENCE CENTER ICE ICE MACHINE 3

EXECUTIVE CLUB - 2ND FLR

UNION ICE ICE MACHINE 2

72 FLEUR DE LIS ICE ICE MACHINE 1

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73 JAZZMAN’S ICE ICE MACHINE 1

74 MAIN KITCHEN 2ND FLR ICE ICE MACHINE 7

75 MCALISTERS ICE ICE MACHINE 1

76 SMOOTHIE KING ICE ICE MACHINE 3

77 SMOOTHIE KING BOURGEOIS ICE ICE MACHINE 1

78 CHICK FIL A ICE ICE MACHINE 1

79 CHICK FIL A ICE CREAM MACHINE ICE CREAM MACHINE 1

80 STARBUCKS ICE ICE MACHINE 1

*EXHIBIT B – PM CHECKLISTS

PM CHECKLIST FOR PRESSURE FRYERS/FRYERS

_____ Disassemble and clean pressure relief valve, install rebuild kit if needed.

_____ Drain used oil from fry pot.

_____ Fill the fry pot to the level indicator with hot water. Add 4-8oz. of PHT cleaner to the water and mix thoroughly until completely dissolved.

_____ Turn main power switch on.

_____ When water comes to a boil, turn power switch off.

_____ Let the cleaning solution stand for 15-20 minutes with power switch in the off position.

_____ Using the fryer brush, scrub the inside of the fry pot.

_____ Drain slowly, brushing the sides as you drain. For electric fryers, scrub the heating elements and supports to remove carbon.

_____ Refill the fry pot with hot water to level indicator. Add approximately 8oz. of distilled vinegar and bring solution to a boil.

_____ After solution comes to a boil, turn power switch to "off".

_____ Using a clean brush, scrub the interior of the fryer pot.

_____ Drain vinegar solution.

_____ Rinse down the fryer pot using clean hot water.

_____ Thoroughly dry the drain pan and fryer pot interior.

_____ Inspect burner compartment for signs of grease build up.

_____ If grease is found in the burner compartment, check the high limit and operating limit temperature probe connections at the grease pot for leakage.

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EXHIBIT B – PM CHECKLISTS(CONTINUED)

_____ Clean grease pot lid and check condition of gasket. Reverse gasket if necessary - do not clan the gasket with abrasive compound.

_____ Check controller board coolant fan for correct operation.

_____ Check condition of electrical cords and gas supply lines for leaks.

PM CHECKLIST FOR STEAMER/COMBI OVEN

_____ Check pilot and burner adjustments and ignition.

_____ Check gas pressure per data plate.

_____ Test thermostat operation and calibrate.

_____ Check electrical amp draw and connections (external and internal) per data plate specs.

_____ Check amp draw per data plate to confirm all elements are heating to specs on electric units (electrical unit).

_____ Check gauges, timers, valves, switches, and motors for proper installation and operation.

_____ De-scale the unit semi-annually.

PM CHECKLIST FOR ICE MACHINES

_____ Check for proper water level and scale on unit.

_____ Check all electrical wire connections for looseness.

_____ Check fan blades and motors.

_____ Check the size and shape of the ice cubes/flakes/nuggets - cloudy cubes may indicate low refrigerant charge or lack of water.

_____ Check the drain line for clogs and leaks.

_____ Run a complete frozen/harvest cycle.

_____ Check the temperature of the discharge line - shouldn't exceed 225º.

_____ Clean and sanitize unit, de-lime unit, removable parts, and ice bin, if applicable.

_____ Change out water filters for additional charge on a quarterly rotation to ensure proper water.

_____ Check amperage and voltage to name plate specifications.

PM CHECKLIST FOR COOLERS/FREEZERS

_____ Check the evaporator and condenser coils for cleanliness, deterioration, damage and any abnormal ice formation.

_____ Check drain lines.

_____ Check fan motor for wear and buildup - signs of oil may indicate the sealed bearing has lost lubrication.

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EXHIBIT B – PM CHECKLISTS(CONTINUED)

_____ Check temp: 34-40º (0 to -10º for freezer)

_____ Perform visual inspection of sight glass and signs of refrigerant oil for leaks.

_____ Check electrical connections.

_____ Check door gaskets, hinges and functionality.

_____ Check defrost circuit, components, amp draw and operation, adjust clock if necessary (freezer only)

_____ Check rooftop. Remove units when applicable.

*These exhibits are not intended to be all-inclusive. The equipment listed is representative of the type of equipment and PM protocol routinely expected for existing equipment.

AUDITS

The University reserves the right to have representatives of the University and/or the State inspect the records maintained by the Contractor concerning the products and services described herein.

**Any award resulting from this solicitation shall be subject to final verification of funding availability and approval by the University. If adequate funding is not available or approved, the University reserves the right to reject all bids and cancel the solicitation without liability to any bidder. No bidder shall acquire any contractual rights until a contract or purchase order has been fully executed by all required parties.

IMPORTANT NOTES: Quantities/dates 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.

The University reserves the right to monitor the service and results and to terminate the contract thirty (30) days after written notice if services are deemed unsatisfactory by the University.

BID PRICES ARE TO REMAIN FIRM THROUGH _6/30/2027___.

IMPORTANT NOTE: Please submit questions to BidQuestions@louisiana.edu by July 23, 2026 at 5:00PM. Include

Solicitation/File Number…