JEFFERSON PARISH SHERIFF’S OFFICE
INSTRUCTIONS TO BIDDERS AND GENERAL CONDITIONS
MATERIALS AND SUPPLIES
Sealed bids will be received in the Jefferson Parish Sheriff’s Purchasing Department, 1233 Westbank
Expressway, Room 411, Harvey, Louisiana, 70058, until the date and hour specified on Page 1 of the
enclosed Bid Proposal, at which time they will be publicly opened. LATE BIDS WILL NOT BE
All bids submitted are subject to these instructions and general conditions and any special conditions and
specifications contained herein, all of which are made part of the bid proposal.
The purpose and intention of this invitation to bid is to afford all suppliers an equal opportunity to bid on
all construction, maintenance, repair, operating supplies and/or equipment listed in this bid proposal. The
Jefferson Parish Sheriff’s Office will accept one bid only from each vendor. Items bid on must meet or
exceed specifications outlined in the bid proposal.
Official Bid Documents and Bid Specifications-Bid Specifications are available in written or electronic
form from the Sheriff’s Office Purchasing Division, or its designated design professional
(Architect/Engineer). To obtain the bid specifications in written form, you may contact the Sheriff’s
Purchasing Division at 504-363-5742. Or you may visit our website @www.jpso.com. Click on “Public
Notices” > ”Public Bids” and follow the instructions.
To obtain bid documents electronically-You may go directly to our vendor’s website at
www.centralauctionhouse.com and click on “Click Here to View Listings” at the bottom of the page.
Submittal of Bid Response-To submit a response to the bid, you may do so in written or electronic form.
If responding in writing, please submit the information located on the bidders check list to the Sheriff’s
Purchasing Division by the date and time noted.
Electronic Submittals of Bids
In accordance with LRS 38:2212 (1) (f) (i), the Jefferson Parish Sheriff’s Office offers bidders the ability to
respond to this bid electronically. Please visit our website at www.jpso.com, click on “Public Notices” >
“Public Bids” and follow instructions.
Submitting your bid response electronically-You may submit your response electronically with Central
Bidding (our electronic bidding vendor).
Proper Form and Authorization
ONLY BIDS WRITTEN IN INK OR TYPEWRITTEN, AND PROPERLY SIGNED BY A
MEMBER OF THE FIRM OR AUTHORIZED REPRESENTATIVE, WILL BE ACCEPTED.
PENCIL AND/OR PHOTOCOPIES OF SIGNATURE WILL DISQUALIFY BID.
Use of Brand Names and Stock Numbers
The product specifications set forth by this bid invitation are described and made pursuant to LRS
38:2212.1 (C)(1) and (2). Wherever in the specifications the name of a certain brand, make, manufacturer,
or definite specification is utilized, it is only to denote the quality standard of product desired, and does not
restrict bidders to the specific brand, make, manufacturer or specification name. The named brand, make,
manufacturer or definite specification is utilized only to set forth and convey to prospective bidders general
style, type, character, and quality of product desired. Equivalent products will be acceptable. If a bidder
proposes to supply an equivalent product, then the bidder shall provide the name of the brand, make,
manufacturer and complete product specifications with the bid submittal.
As directed under Louisiana Revised Statute Title 38:2184, 39:1595 and J.P. Ordinance No. 16866, a 10%
preference is hereby given to materials, supplies and provisions, produced, manufactured, or grown in
LOUISIANA, quality being equal to articles offered by competitors outside of the State.
If this preference is taken, Bidder will specify which items are “Louisiana Products”. Bidder will
provide an affidavit form (see Page 3 of these instructions) specifying the source of their products to verify
compliance with the aforementioned requirements.
License in Good Standing
All local and state Occupational and Sales Tax licenses must be in good standing.
Award of Contract
Every contract shall be awarded to “Lowest Responsible Bidder”, taking into consideration the conformity
with the bid proposal specifications and requirements that were advertised.
Upon acceptance of your bid, the Jefferson Parish Sheriff’s Office will issue a Purchase Order to the
successful bidder. No materials or supplies should be shipped or considered purchased under this bid until
receipt of this Purchase Order. If the Sheriff desires to waive the issuance of a Purchase Order, you will be
notified in writing on how to proceed under this bid.
Multiple Awards: The Jefferson Parish Sheriff's Office reserves the right to make multiple awards in its
best interests. Multiple awards may be in the Jefferson Parish Sheriff's Office's best interest when awarded
to two or more bidders or offerors for similar products and is needed for adequate delivery, service or
Multiple awards if made, will be based on a review of such factors as past usage, anticipated usage, the
reasonableness of prices, and the need to assure timely delivery.
Term of Contract
Term of contract will be for a period of one year, unless otherwise stated. Contracts will begin upon the
date of the award letter.
Right to Reject
The Jefferson Parish Sheriff’s Office reserves the right to reject any and all bids in whole or in part and to
waive any and all formalities in the best interest of the Jefferson Parish Sheriff’s Office.
LRS 38:2212.3 also allows the Sheriff’s Office to reject the lowest bid if received from a bidder domiciled
in a Communist country, or if the materials or supplies are manufactured in a Communist country,
including but not limited to the Soviet Union, China, North Korea and Vietnam.
Bidders are not to exclude from participation in, deny the benefits of, or subject to discrimination under any
program or activity, any person in the United States on the grounds of race, color, national origin, sex or
religion except that any exemption from such prohibition against discrimination on the basis of religion as
provided in the Civil Rights Acts of 1964, or Title VI and VII of the Act of April 11, 1968 shall also apply,
as amended: nor discriminate on the basis of age under the Age Discrimination Act of 1975, as amended;
nor with respect to an otherwise qualified handicapped individual as provided in Section 504 of the
Rehabilitation Act of 1973, as amended.
ANY PERSON REQUIRING SPECIAL ACCOMMODATIONS SHALL NOTIFY THE SHERIFF’S
PURCHASING DIVISION OF THE TYPE(S) OF ACCOMMODATION REQUIRED NOT LESS THAN
SEVEN (7) DAYS BEFORE THE BID OPENING.
If you are the successful bidder, you will be required to provide Proof of Liability Insurance, if material
and/or labor are included in the bid.
Errors or Omissions
LRS 38:2214 (C) allows for the withdrawal of bids that contain patently obvious, unintentional, or
substantial mechanical, clerical or mathematical errors or omissions. The bidder may withdraw the bid if
convincing sworn, written evidence of such errors is furnished to the Jefferson Parish Sheriff’s Office
within forty-eight (48) hours of the bid opening, excluding weekends and legal holidays. Any bidder who
attempts to withdraw a bid under this provision will not be allowed to resubmit a bid under this Bid
Compliance with Bid Requirements
In accordance with LRS 38:2212 (A)(1)(b), the provisions and requirements of this section, those stated in
the advertisement for bids, and those required on the bid form shall not be considered as informalities and
shall not be waived by any public entity.
Utilize the Jefferson Parish Sheriff’s Office Bidders Checklist on page 5 of these instructions to ensure that
your bid is in compliance with our requirements.
NOTICE TO BIDDERS: ITEMS PURCHASED FROM LOUISIANA RETAILERS ARE SUBJECT
TO LOUISIANA PREFERENCE LAWS. USE THIS AFFIDAVIT ONLY IF YOU ARE
CLAIMING THIS PREFERENCE
BID OPENING DATE:___________
In accordance with the Louisiana Revised Statutes 39:1595, a preference of 10% may be allowed for
products produced, manufactured, grown or assembled in Louisiana and Jefferson Parish of equal quality.
Such preferences shall only apply to bidders whose Louisiana business workforce is comprised
of a minimum of fifty percent Louisiana residents.
Do you claim this preference? Yes_____ No_____
SPECIFY ITEM NUMBER_______________________________________________________________
CONDITIONS OF PURCHASE
The following conditions, unless otherwise stated in the bid document, will apply to all purchase orders:
Merchandise must be accompanied by delivery slip or shipping list showing items shipped or delivered and
the purchase order number. THE PURCHASE ORDER NUMBER must appear on all invoices, delivery
memoranda, bills of lading, packages and correspondence.
The Jefferson Parish Sheriff’s Office is not responsible for goods delivered or work done without a written
order. No allowance for boxing or crating. Unauthorized quantities in excess of this order will be returned
or held subject to shippers order, expense and risk.
Contractors warrant that the merchandise to be furnished hereunder will be in full conformity with the
specifications, drawing or sample, and agrees that this warranty shall survive acceptance of the
merchandise and that contractor will bear the cost of inspecting rejected merchandise.
All rejected goods will be held at contractor’s risk and expense, subject to contractor’s prompt advice as to
disposition. Unless otherwise arranged, all rejected goods will be returned at contractor’s expense.
Contractor will, at its expense, defend the Jefferson Parish Sheriff’s Office against any claim that any
merchandise to be furnished hereunder infringes a patent or copyright in the United States or Puerto Rico,
and will pay all costs, damages and attorney’s fees that a court finally awards as a result of such claim.
JEFFERSON PARISH SHERIFF’S OFFICE
BIDDERS CHECK LIST
CHECK OFF EACH LINE AS YOU COMPLETE INSTRUCTIONS:
Vendor has read the Instructions to Bidders and General Conditions.
Vendor has read the Bid Proposal and Specifications Sheet.
Terms and delivery and/or completion date are in accordance with the bid specifications.
Confirmation that the bid price will hold firm for term of contract is included.
The Bid Proposal is completed and signed in ink by authorized representative. One (1)
ORIGINAL BID and ONE (1) COPY will be absolutely necessary as part of this bid
requirement. The bid may not be considered if you fail to comply with this requirement.
The Louisiana Preference Affidavit (see page 3 of instructions) is completed and attached if the
Vendor is claiming the preference allowed under state statutes.
Bid proposal and required copies are sealed in an envelope.
Label is affixed to the outside of the bid envelope with required information. If the label
provided by us is not used, or if the packet was emailed to you the following information must
appear on the outside of the sealed envelope:
Jefferson Parish Sheriff’s Office
1233 Westbank Expressway, Room 411
Harvey, LA 70058
ATTN: Karen Leonard
BID NUMBER: (refer to JPSO bid number)
OTHER INFORMATION AND DOCUMENTS
The Jefferson Parish Sheriff requires other information and documents prior to the award of the bid to the
successful “Lowest Responsible Bidder”. This other information and documents must be provided to the
Sheriff’s Office within ten (10) days of the bidder being notified that he is the lowest bidder.
Bid Affidavit (see page 6 of instructions) has been signed and notarized.
Tax Identification Number (TIN).