INVITATION TO BID
CITY OF BATON ROUGE
RESPONSES MUST BE
PARISH OF EAST BATON ROUGE
11:00 AM CST
RETURN BID TO:
FILE NO: 6220-20 REQ NO: RQ20-6220
AD DATES: 07/29 & 08/05
PO Box 1471
Baton Rouge, LA 70821
222 St. Louis Street
8th Floor Room 826
Baton Rouge, LA 70802
SHIP TO ADDRESS:
Contact Regarding Inquiries:
Purchasing Analyst : Donald Hunter
Telephone Number: 225-389-3259 x 309
REMIT TO ADDRESS
CITY, STATE, ZIP
FEDERAL TAX ID OR SOCIAL SECURITY NUMBER TITLE
QUESTIONS TO BE COMPLETED BY VENDOR:
1. _________ STATE DELIVERY DAYS MAXIMUM AFTER RECEIPT OF ORDER
2. _________ % discount for payment made within 30 days. Discount for payment made in less than 30 days, or
less than 1%, or applicable to an indefinite quantity contract will be accepted but not an award consideration.
3. ________ STATE ENUMERATED ADDENDA RECEIVED (IF ANY)
F.O.B.: DESTINATION - PAYMENT TERMS: NET 30
ALL BLANKS ON THIS PAGE SHOULD BE COMPLETED TO AVOID REJECTION OF BID
The signature on this document certifies that proposer has carefully examined the instructions to bidders, terms
and specifications applicable to, and made a part of this solicitation. By submission of this document, proposer
further certifies that the prices shown are in full compliance with the conditions, terms and specifications of this
No alterations, changes or additions are allowed on this solicitation, and no additional information,
clarifications or other documents are to be included unless specifically required by the specification. Any errors
in extensions of prices will be resolved in favor of unit prices submitted.
If services are to be performed in East Baton Rouge City-Parish, evidence of a current occupational license
and/or permit issued by the City-Parish shall be supplied by the successful vendor, if applicable.
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INSTRUCTIONS TO BIDDERS / TERMS & CONDITIONS - SEALED BIDS
Bidders are urged to promptly review the requirements of this specification and submit questions for resolution as early as
possible during the bid period. Questions or concerns must be submitted in writing to the purchasing division during the bid
period. Otherwise, this will be construed as acceptance by the bidders that the intent of the specifications is clear and that
competitive bids may be obtained as specified herein. Protests with regard to the specification documents will not be
considered after bids are opened.
Read the entire bid, including all terms and conditions and specifications.
Bids are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders to receive bids.
Bidders should rely only on advertisements in the local newspaper, and should personally pick up bids and specifications.
Full information may be obtained, or any questions answered, by contacting the Purchasing Division, 222 Saint Louis Street,
8th Floor, Room 826, Baton Rouge, LA 70802 or by calling (225) 389-3259.
The bid number, bidder's name, address and bid opening date should be clearly printed or typed on the outside of the bid
envelope. Only one bid will be accepted from each bidder for the same job. Alternates will not be accepted unless
specifically requested in the proposal. Submission of more than one bid or alternates not requested may be grounds for
rejection of all bids by the bidder.
The method of delivery of bids is the responsibility of the bidder. All bids must be received by the Purchasing Division on or
before the specified bid opening date and time. Late bids will not be considered under any circumstances.
Failure to deliver within the time specified in the bid will constitute a default and may cause cancellation of the contract.
Where the city has determined the contractor to be in default, the city reserves right to purchase any or all products or
services covered by the contract on the open market and to charge the contractor with cost in excess of the contract price.
Until such assessed charges have been paid, no subsequent bid from the defaulting contractor will be considered.
The City Parish specifically reserves the right to evaluate bids and award items separately, grouped or on an all or none basis,
to accept the bid which is in the best interest of the City parish, and to reject all proposals if that is in the best interest of the
Except for bids submitted through the www.bidexpress.com on-line bidding site, bids shall be accepted only on bid forms
furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing Division. Altered or incomplete bids
(including non-acknowledgement of addenda issued, if any), or the use of substitute forms or documents, shall render the bid
non-responsive and subject to rejection.
All bids must be typed or written in ink. Any erasures, strikeover and/or changes to prices should be initialed by the bidder.
Failure to initial may be cause for rejection of the bid as non-responsive.
All bids must be manually signed by a properly authorized party. Failure to do so shall cause the bid to be rejected as non-
10. Where one or more vendor’s exact products or typical workmanship is designated as the level of quality desired or
equivalent, the Purchasing Division reserves the right to determine the acceptability of any equivalent offered.
11. Detailed factory specifications, illustrative literature and any deviations should be submitted with bid as required by the
specifications or on the bid form. Representative samples shall be submitted upon request, if appropriate. Bidders proposing
an equivalent brand or model should submit with the bid information (such as illustrations, descriptive literature, and
technical data) sufficient for the City to evaluate quality, suitability, and compliance with the specifications in the solicitation.
12. Written addenda issued prior to bid opening which modifies the bid shall become a part of the bid, and shall be incorporated
within the purchase order and/or contract. Only a written interpretation or correction by Addendum shall be binding.
Bidders shall not rely upon any interpretation or correction given by any other method. Failure to acknowledge receipt of
addenda (if any) shall render the bid non- responsive and subject to rejection.
13. For Printing solicitations, artwork, dies and/or molds shall become the property of the City - Parish Government and must be
returned to the Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802, upon completion
of the order.
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14. All applicable chemicals, herbicides, pesticides and hazardous materials must be registered for sale in Louisiana by the
Department of Agriculture, State of Louisiana, registered with the EPA and must meet all requirements of Louisiana State
Laws. Bidders must submit product label, material safety data sheet and EPA registry number with bid. This information
will be required on any subsequent deliveries if there is a change in chemical content or a different product is being supplied.
Failure to submit this data may be cause for the bid to be rejected or the contract canceled.
15. Delivery of items must be made on time to City - Parish final destinations within East Baton Rouge Parish. All freight
charges shall be prepaid by vendor. Late deliveries or unsatisfactory performance may be cause to cancel the Purchase Order
16. The State of Louisiana Code of Governmental Ethics places restrictions on awarding contracts or purchase orders to persons
who are employed by any agency of the City - Parish Government, or any business of which he or his spouse has more than a
twenty-five percent (25%) interest. The Code also prescribes other restrictions against conflict of interest and establishes
guidelines to assure that appropriate ethical standards are followed. If any question exists regarding potential violation of the
Code of Ethics, bidders should contact the Purchasing Division prior to submission of the bid. Any violation of the Code of
Ethics shall be grounds for disqualification of bid or cancellation of contract.
17. All Prices bid shall remain in effect for a period of at least sixty (60) days. City - Parish purchases are excluded from state
and local taxes.
18. Acceptance of award by vendor, either in writing or by shipment of any article described herein, shall effectuate a contract
between City - Parish and vendor for the materials described herein, and no additional conditions or amendments shall have
any effect unless approved in writing by City - Parish.
19. Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be given at
the bid opening or during the evaluation process. Information pertaining to completed files may be secured by visiting the
EBR City Parish Purchasing office during normal working hours.
20. The City - Parish is an equal opportunity employer, and does not discriminate against anyone on the basis of race, sex, creed,
color, religion, national origin, ancestry, reprisal, disability, sexual orientation, marital status or political affiliation.
21. In accordance with Louisiana Revised Statutes, a preference may be allowed for equivalent products produced, manufactured
or grown in Louisiana and/or firms doing business in the State of Louisiana. Do you claim this preference if allowed? YES
NO____. If this preference is claimed, attach substantiating information to the proposal to show the basis for the claim.
22. Right To Audit Clause: The Contractor shall permit the authorized representative of the City-Parish to periodically inspect
and audit all data and records of the Contractor relating to his performance under this contract.
23. 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 their 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 as required by Louisiana Law.
24. In accordance with the provisions of LA. R.S. 38:2212.9, in awarding contracts after August 15, 2010, any public entity is
authorized to reject the lowest bid from, or not award the contract to, a business in which any individual with an ownership
interest of five percent or more has been convicted of, or has entered a plea of guilty or Nolo Contendere to any state felony
crime or equivalent federal felony crime committed in the solicitation or execution of a contract or bid awarded under the
laws governing public contracts under the provisions of Chapter 10 of this Title, professional, personal, consulting, and social
services procurement under the provisions of Chapter 16 of Title 39 of the Louisiana Revised Statutes of 1950, or the
Louisiana Procurement Code under the provisions of Chapter 17 of Title 39 of the Louisiana Revised Statutes of 1950.
25. Certification of no suspension or debarment. By signing and submitting any bid for $25,000 or more, the bidder certifies that
their company, any subcontractors, or principals are not suspended or debarred by the general services administration (GSA)
in “Audit Requirements In subpart F of the Office of Management and Budget’s uniform administrative requirements, cost
principles, and audit requirements for federal awards” (Formerly OMB circular a-133).
A list of parties who have been suspended or debarred can be viewed via the internet at http://www.sam.gov.
26. Bid prices shall include delivery of all items F.O.B. destination or as otherwise provided. Bids containing “Payment in
Advance” or “C.O.D. requirements may be rejected. Payment is to be made within 30 days after receipt of properly executed
invoice or delivery, whichever is later.
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27. Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be given at
the bid opening or during the evaluation process. Bids may be examined within 72 hours after bid opening. Information
pertaining to completed files may be secured by visiting the Purchasing Division during normal working hours. Written bid
tabulations may be accessed at: http://city.brla.gov/dept/purchase/bidresults.asp.
28. Contractor agrees, upon receipt of written notice of a claim of a claim or action, to defend the claim or action, or take other
appropriate measure, to indemnify, and hold harmless, the city, its agents and employees from and against all claims and
actions for bodily injury, death or property damages caused by fault of the contractor, its officers, its agents, or its employees.
Contractor is obligated to indemnify only to the extent of the fault of the contractor, its officers, its agents, or its employees,
however the contractor shall have no obligation as set forth with respect to any claim or action from bodily injury, death or
property damages arising out of the fault of the City, its officers, its agents, or its employees.
29. In accordance with Louisiana Law (R.S. 12:262.1 and 12:1308.2), all corporations and limited liability companies must be in
good standing with the Louisiana Secretary of State at the time of execution of the contract.
30. Vendors submitting signed bids agree to EEOC compliance and certify that they agree to adhere to the mandates dictated by
Title VI and VII of the Civil Right Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order
11246, the 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, and agrees to abide by the requirements of the
Americans with Disabilities Act of 1990.
Bidders must agree to keep informed of and comply with all federal, state and local laws, ordinances and regulations which
affect their employees or prospective employees.
31. The City of Baton Rouge, Parish of East Baton Rouge launched a new Enterprise Resource Planning (ERP) system, Vendor
Self Service (VSS) via Munis. VSS replaced the legacy vendor database and will be used by all departments and agencies
Vendor Self-Service (VSS) enables vendors to register and maintain information about their organization for the purpose of
doing business with City-Parish and receive notifications of business opportunities. The City-Parish procurement activities
are subject to the State of Louisiana Public Bid Law, local city-parish ordinances as well as applicable federal statutes as
directed by grant providers. Vendors must be registered to receive bid notifications.
New vendors or existing vendors who need to create a VSS account can do so clicking the Registration link at
http://brla.gov/vss. Vendors are encouraged to review the step by step
https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF before beginning the
registration process which may be assessed at https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-
Additional information regarding how to do business with EBR City-Parish is available at:
We also post our scheduled bid openings, as well as unofficial bid tabulations after the bids have opened at
Note: Commodity codes are required for setting up your profile. These numbers tell us what commodities and services that
you can provide. When agencies request products or services, our buyers pull directly from these numbers to send out
solicitations, bids, and quotes. The first 3 numbers are the class numbers; the subclasses are two digit numbers that better
describe the commodity or service. For questions regarding commodity codes, please contact purchasing at (225) 389-3259
Important! - A W-9 Form is required in order to do business with City-Parish. Part of the online enrollment process requires
you to upload a completed W-9 form. Please have the completed form in an electronic format so that you can submit it as part
of the registration process. The W-9 form can be downloaded from the IRS website. We have created step by step directions
on how to properly complete the W-9 Form.
FEDERAL CLAUSES, IF APPLICABLE.
I. Remedies for Breach
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Bidder acknowledges that contracts in excess of the simplified purchase threshold ($150,000.00) shall contain provisions allowing
for administrative, contractual, or legal remedies for contractor breaches of the contract terms, and shall provide for such remedial
actions as appropriate.
II. Termination and Settlement
Bidder acknowledges that contracts in excess of $10,000.00 shall contain termination provisions including the manner in which
termination shall be effected and the basis for settlement. In addition, such provisions shall describe conditions for termination
due to fault and for termination due to circumstances outside of the contractors' control.
III. Access to Records
Bidder acknowledges that all contracts (except those for less than the small purchase threshold) shall include provisions
authorizing the recipient, US Funding Agency, the Comptroller General, or any of their duly authorized representatives access to
all books, documents, papers, and records of the contractor which are directly pertinent to a specific program for the purpose of
making audits, examinations, excerpts, and transcriptions.
IV. Equal Employment Opportunity
Bidder acknowledges that all contracts shall contain provisions requiring compliance with
E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11236 Relating to Equal
Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance
Programs, Equal Employment Opportunity, Dept. of Labor.
V. Copeland "Anti-Kickback" Act
Bidder acknowledges that all construction/repair contracts and sub-grants in excess of $2,000 shall include provisions requiring
compliance with the Copeland "Anti-kickback" Act (18 U.S.C. §3141-3148), which provides that each contractor or sub-recipient
shall be prohibited from inducing any person employed in the construction, completion, or repair of public work, to give up any
part of the entitled.
VI. Davis-Bacon Act
Bidder acknowledges that all construction contracts in excess of $2,000 shall include a provision for compliance with the Davis-
Bacon Act, which requires contractors to pay laborers and mechanics wages at a rate not less than the minimum wages specified
in a wage determination made by the Secretary of Labor. Additionally, contractors shall be required to pay wages not less than
once a week.
VII. Contract Work Hours and Safety Standards Act
Bidder acknowledges that all construction contracts in excess of $2,000, and all other contracts involving the employment of
mechanics or laborers in excess of $2,500 shall include provisions for compliance with sections 102 and 107 of the Contract
Work Hours and Safety Standards Act, which requires each contractor to compute the wages of every mechanic and laborer on
the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker
is compensated at a rate of not less than one and one-half times the basic rate of pay for all hours worked in excess of 40 hours.
Section 107 is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings
or under working conditions that are unsanitary, hazardous, or dangerous.
Rights to Inventions Made Under a Contract or Agreement
Bidder acknowledges that contracts for the performance of experimental, developmental, or research work shall include
provisions providing for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37
CFR part 401, "Rights to Inventions Made by Nonprofit Organizations and the Small Business Firms Under Governments Grants,
Contracts, and Cooperative Agreements"
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