This is an invitation for competitive sealed term bids for generator maintenance and repairs for the University of Central Arkansas (UCA). The contract period will begin July 1, 2026, and continue through June 30, 2027, with options to renew for up to seven additional one-year increments. Contractors must be able to provide maintenance and repair services on all brands of generators listed in the bid. Bids must be submitted in a sealed envelope, properly marked with the bid number, bidder's return address, and phone number, prior to the closing date and time of April 28, 2026, at 10:00 a. m. Bids cannot be faxed or emailed. The bid is an all or none bid invitation, and prices are subject to negotiation with each contract renewal period. The bid includes requirements for annual fuel and oil tests, annual load performance tests, detailed general inspections and reports, and furnishing of materials for inspections. UCA reserves the right to add or delete services as requirements change. The contract can be canceled by UCA with a thirty (30) day written notice for cause. The award will be made to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bid.
The bid due date is April 28, 2026, at 10:00 a. m. Bids received after this time will not be accepted. The contract period will begin July 1, 2026, and continue through June 30, 2027.
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 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 bidders obligations, under this paragraph, shall survive for a minimum of one year from the date of delivery, unless otherwise specified herein.
Any contract, as the results of this invitation for bid, shall be awarded with reasonable promptness by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bid.
Contractors must be able to provide maintenance service and repairs on all brands of generators listed in this bid.
If the contractor cannot meet the stated delivery, alternate delivery schedules may become a factor in an award. 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. Consistent failure to meet delivery dates/requirements may cause removal from the vendor listing or suspension of eligibility for any award.
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.
