Guidelines for Electronic Submission
In keeping with the physical distancing guidelines associated with COVID-19 Public Health Emergency declared by Governor John Bel Edwards in Proclamation Numbers 41, 33, 32, 30, 27, and 25 JBE 2020, the Purchasing Department at the University of Louisiana at Lafayette is suspending in-person attendance at public bid openings. All tasks associated with sealed bids and corresponding bid openings will be completed electronically to the greatest extent possible.
BID SUBMISSIONS
This information applies to competitive sealed bids. Bidders shall submit proposals by employing one of the following methods:
A. Electronic submittal:
Bidders selecting the electronic submittal method must submit an electronic bid containing the mandatory information detailed in the bid specifications. Without exception, the bid must be received at ULLafayetteBids@louisiana.edu on or before the date and time specified as its deadline. Bidders e-mailing their bids should allow sufficient time to ensure receipt of their proposal by the time specified. The timestamp recorded in the email acknowledgement shall be the official time of submission.
The electronic submittal must contain the following information in the Subject Line:
File Number
Company Name
LA Contractor’s License No. (if applicable)
If the file size of the email submission exceeds server requirements, the email submission may be broken into smaller email messages with “Part 1 of ___” included at the end of each original Subject Line (e.g. File No. 21213 – ABC Contractors, License No. 12345, Part 1 of 3).
The University assumes no responsibility for assuring accurate/complete e-mail transmission and receipt. The responsibility lies solely with each bidder to ensure their submission is received at the specified email address prior to the deadline. Proposals received after the deadline, corrupted files, and incomplete submissions (e.g. Part 1 and Part 2 of 3 are received, but Part 3 is not) shall not be considered.
Bids advertised on LAPAC will show a solicitation file number formatted like 50011-ULLAF#####. It is only necessary to include the last five (5) digits of that number in the Subject Line.
Bids shall be submitted in .pdf format.
Faxed submittals will not be accepted.
Bid Submissions for Public Works
In addition to the above, the following applies to Title 38 Public Works electronic bid submittals.
The bidder must sign electronically or submit a scanned signature on the Louisiana Uniform Public Works Bid Form.
As stated on the Louisiana Uniform Public Works Bid Form, a corporate resolution or written evidence of the authority of the person signing the bid for the public work as prescribed by LA R.S. 38:2212(B)(5) shall be enclosed, if your business is a corporation.
Bid submittal shall include security equal to 5% of bid. Cashier’s checks shall not be accepted as bid security when submitting bids electronically.
Louisiana Contractor’s License Number shall be in the subject line of the bid for ALL bids greater than or equal to $50,000.00.
Bids for Electrical/Mechanical Work greater than or equal to $10,000.00 shall disclose the Louisiana Contractor’s License Number in the Subject Line.
Asbestos Abatement bids exceeding $1.00 shall disclose the Louisiana Contractor’s License Number in the Subject Line.
BID OPENINGS
Bid openings will continue to be open to the public, conducted virtually using Zoom. To ensure an accurate list of attendees, parties interested in viewing the opening must register for the meeting.
The link to register for each bid opening shall be provided with the Invitation to Bid. The link will be live at that time and will provide live audio and video access to the bid opening.
The Bid Opening Zoom meeting shall begin at the top of the hour listed in the specifications as the Bid Opening time. The actual opening of bids shall begin at five (5) past the hour to allow all attendees to log in and sign in properly.
Requests for bid tabulations and solicitation inquiries should be directed to purchasing@louisiana.edu as listed in the solicitation/ITB.