This is a term bid for floor stripping and refinishing services for the University of Central Arkansas (UCA). The contract period is from June 1, 2026, to May 31, 2028, with options to renew for up to seven consecutive years. Services include approximately 150,000 sq. ft. of VCT floors to be stripped and refinished annually, and 300,000 sq. ft. to be scrubbed and refinished annually. High-speed burnishing will be on an as-needed basis. Bids will be awarded on an all-or-none basis to the lowest responsible responsive bidder. Bidders must submit a certificate of liability insurance and attachments 1, 2, and 3 with their bid. Detailed invoices are due within 30 days of job completion. The contractor is responsible for all labor, equipment, and supplies, including moving furniture and correcting any damage caused during work. Specific project timelines for summer 2026 and 2027 are provided. Bids must be sealed, properly marked, and submitted by the opening date and time of April 14, 2026, at 10:00 a. m. CST.
The bid notice does not explicitly state a general delivery deadline for the services, but it does mention that detailed invoices will be submitted no later than 30 days after completion of the job for verification of services provided and billing. Specific project timelines for summer 2026 and 2027 are provided for certain locations.
The bid notice states that the contractor shall be paid upon the completion of all of the following: 1. Delivery and acceptance of the commodities or services, 2. Submission of a properly itemized invoice, with the specified number of copies that reflect the contract/purchase order numbers, items, quantity and pricing, and 3. The proper and legal processing of the invoice by the university. Invoices must be sent to the University, Attn: Accounts Payable Department, as shown on the original contract or purchase order.
The bid notice states that all items shall be newly manufactured, in first-class condition, latest model and design, including, where applicable, containers suitable for shipment and storage, unless otherwise indicated in the bid invitation. The bidders hereby guarantee that everything furnished hereunder will be free from defects in design, workmanship and material, that if sold by drawing, sample or specifications, it will conform thereto and will serve the function for which it was furnished. The bidder further guarantees that if the items furnished hereunder are to be installed by the bidder, such items will function for which it was intended. The bidder also guarantees that all applicable laws have been complied with relating to construction, packaging, labeling, and registration. The bidders obligations, under this paragraph, shall survive for a minimum of one year from the date of delivery, unless otherwise specified herein.
The bid notice states that this bid will be awarded to the lowest responsible responsive bidder on an all or none basis.
The bid notice requires bidders to submit a certificate of liability insurance (COI) and attachments 1, 2, and 3 with their bid. It also states that the bid must be signed by an authorized individual and that failure to sign a bid will disqualify it. The undersigned affirms that they are duly authorized to execute this contract, that this bid has not been prepared in collusion with any other offeror, and that the contents of this bid have not been communicated to any other offeror or any employee of the University of Central Arkansas prior to the official review of this bid.
The bid notice mentions that documented performance problems may result in cancellation of contract. It also states that if the contractor cannot meet the stated delivery, alternate delivery schedules may become a factor in an award, and if the contractor cannot meet the delivery date, the university reserves the right to procure the items elsewhere and any additional cost will be borne by the contractor. In case of default, backorders, default in promised delivery, or failure to meet original specifications, the UCA purchasing department may cancel the contract and procure elsewhere, charging the full increase in expense to the defaulting contractor. Consistent failure to meet delivery dates/requirements may cause removal from the vendor listing or suspension of eligibility for any award. If a contract is cancelled due to a request for increases in pricing, or failure to perform, that contractor will be removed from the bidders/vendors list for a period up to twenty-four months.
The bid notice states that samples, or demonstrators, when requested, must be furnished free of expense to the university. If samples are not destroyed during the reasonable examination they will be returned to the bidder, if requested, within ten days following the complete examination of the items, at bidders expense. Each sample should be marked with the bidders name, address, bid number and item number. Tests may be performed on samples, or demonstrators, submitted with the bid, or on samples taken from regular shipments. In the event products tested fail to meet or exceed all conditions and requirements of the original specifications, the cost of the sample used and the reasonable cost of the testing shall be borne by the bidder.
