This is a competitive sealed term bid for diploma covers for the University of Central Arkansas. The contract will begin on July 1, 2026, with options for renewal up to seven consecutive years. The university estimates annual quantities for bidding purposes, but actual orders may vary. Bids must be submitted in a sealed envelope, properly marked with the bid number, bidder's return address, phone, and fax numbers, and received by the bid due date and time of April 3, 2026, at 10:00 a. m. CST. The bid is all or none. Substitutions of brands and stock numbers are not acceptable without prior written approval. Delivery includes all freight charges to the University of Central Arkansas. The university reserves the right to award items individually, by group, all or none, or by any other method deemed in its best interest. Items must be of excellent quality, with specific requirements for registration, ink coverage, folding, binding, and trimming. The university has 15 days to inspect merchandise after delivery. The bid includes specifications for diploma cover size, cover stock material (calfgrain leatherette or approved equal), cover board, lining pads, and corner ribbons. Stamping of the agency name, state seal, or school emblem with silver foil is required. Finished items must be packaged to protect against damage during shipment, with cartons not exceeding 45lbs. Contact persons for inquiries are Erica Daigle and Vicky Summers.
The bid due date is April 3, 2026, at 10:00 a. m. CST. Delivery of products to the university shall be made during university work hours only, generally 8 a. m. to 4:30 p. m. CST, and closed on Saturdays, Sundays, and university holidays, unless prior approval for other delivery has been obtained. The bid notice states The university will order an estimated quantity each year for the term of the contract and any possible extensions.
The vendor will be paid in a timely manner upon submission of a properly itemized invoice, after delivery and acceptance of goods or services by the university. Under Ark. Code **** and ****, the university shall not pay interest or late charges until 60 days after payment is due. The university may not make payments in advance of receiving goods or services.
The bid notice states that all items shall be newly manufactured, in first-class condition, latest model and design, and shall include containers suitable for shipment and storage. Vendor guarantees that everything furnished will be free from defects in design, workmanship, and material, and that items sold by drawing, sample, or specification will conform thereto and will serve the function for which furnished. Vendors obligations under this paragraph shall survive for a period of one (1) year from date of delivery, unless otherwise specified herein.
The University of Central Arkansas reserves the right to award the items listed on this invitation for bid individually, by groups, all or none, or by any other method as deemed in the best interest of the University of Central Arkansas as determined by the UCA Purchasing Official. This is an all or none bid invitation.
The bid notice states that items provided under the scope of this contract shall be of excellent quality. Concise registration, consistent ink coverage and density, accurate folding and binding are required. Accurate trimming is to be with no jagged or torn edges. Obvious press or production defects such as roller marks, hickies, setoff, smudges, hollow or pitted type, hairlines, broken serifs, fluctuating alignment, varying density, ghosting and etc. are reasons for possible rejection of the printing job on a quality basis.
The bid notice states that backorders or failure to deliver within the time required may, at the sole discretion of the university, be deemed an event of default. If the vendor fails to remedy a breach within ten (10) days of written notice, the university shall have the right to immediately terminate the PO or agreement without penalty or further obligation and exercise any rights and remedies available to it by law or in equity. Additionally, upon vendor's failure to remedy as provided above, the university may, without prejudice to any other rights or remedies available to the university, terminate the PO or agreement, in whole or in part, and procure the goods and/or services elsewhere and charge to vendor all costs exceeding the price set forth in the PO or agreement.
The bid notice does not explicitly mention the submission of samples.
The bid notice states that vendor and the university agree that they will attempt to resolve any disputes in good faith. Subject to the provisions on sovereign immunity herein, the State of Arkansas shall be the sole and exclusive venue for any litigation or proceeding that may arise out of or in connection with a PO or agreement. The vendor acknowledges, understands and agrees that any actions for damages against the university may only be initiated and pursued in the Arkansas Claims Commission.
