19-ITD-43 Purchase of Microsoft Office 365

Agency: Terrebonne Parish
State: Louisiana
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541519 - Other Computer Related Services
  • 611420 - Computer Training
Posted Date: Sep 11, 2019
Due Date: Sep 26, 2019
Solicitation No: Bid 19-ITD-43
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
bid number description closing date/time
Bid 19-ITD-43

19-ITD-43 Purchase of Microsoft Office 365 09/26/2019 02:00 PM

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Terrebonne Parish
CONSOLIDATED GOVERNMENT
P.O. BOX 2768 • HOUMA, LOUISIANA 70361
985-868-5050 • WWW.TPCG.ORG
INVITATION TO BIDDERS
Electronic bids will be received on Thursday September 26, 2019 by the Terrebonne Parish Consolidated
Government (TPCG) Purchasing Division submitted through Central Auction House (CAH). Bid submittals will be
accepted until 2:00 P.M. CST at which time bids will be retrieved from the CAH site and read aloud in the TPCG
Purchasing Division Conference Room at 301 Plant Road Houma, LA 70363.
Bid documents are posted on http://www.centralauctionhouse.com/rfp.php?cid=65. To view, download, receive
bid notices by e-mail and submit a bid, you must register with CAH. For information about the electronic submittal
process and registration fees, contact Ted Fleming with CAH at 225-810-4814.
Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various Parish Departments
Specifications and bid documents are on file at the City of Houma Service Complex, Purchasing Division, 301 Plant
Road, in Houma, Louisiana and posted on the Terrebonne Parish web site at
http://www.tpcg.org/index.php?f=purchasing&p=bid_opportunities. Documents may be obtained for review by
prospective bidders in the aforementioned manner; however, vendors/contractors must submit their bids
electronically through CAH.
Please contact Brain Rodrigue, Information Technology Network Administrator at 985-873-6483 with regard to
the specifications or Gina Bergeron, Procurement Specialist, III at 985-580-7272 with regard to any clarifications or
information about bid submittal requirements.
The Terrebonne Parish Consolidated Government (TPCG) reserves the right to reject any and all bids in accordance
with Louisiana State Bid Law.
/s/ Gordon E. Dove
Gordon E. Dove, Parish President
Terrebonne Parish Consolidated Government
Publish: September 11th & 18th , 2019
To Courier: September 9, 2019
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Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various parish Departments
REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS FOR
Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various parish Departments
Please Read Carefully
GENERAL: The Terrebonne Parish Consolidated Government (TPCG) is soliciting bids for yearly subscriptions of
Microsoft Office 365 E3 for the Information Technology Division of the Finance Department located at 7868 Main
Street Houma, LA 70360.
INTERPRETATIONS AND ADDENDA: All questions about the meaning or intent of the Bidding Documents are to be
directed to Gina Bergeron, Procurement Specialist III as set forth herein. Interpretations, clarifications, or
modifications considered necessary by Gina Bergeron, Procurement Specialist III in response to such questions
will be issued by Addenda and posted to the CAH (http://www.centralauctionhouse.com/rfp.php?cid=65) site.
Bidders shall promptly notify Gina Bergeron, Procurement Specialist III at 985-580-7272 or via email at
gbergeron@tpcg.org of any ambiguity, inconsistency, or error that may be discovered upon examination of the
Bidding Documents. Bidders requiring clarification or interpretation of any of the Bidding Documents shall make a
written request to Gina Bergeron, Procurement Specialist III at the aforementioned email address .
All requests pertaining to questions about the meaning or intent of the Bidding Documents received less than
seven days prior to the date for opening of Bids may not be answered unless, in the opinion of Gina Bergeron,
Procurement Specialist III, the ambiguity in the Bidding Documents is so significant that it may necessitate
postponement of the Bid date and issuance of an addendum to respond to the Bidder’s request.
Any interpretation, clarification, correction, or modification to the Bidding Documents shall be only by a written
addendum and posted to the CAH site. Interpretations, clarifications, corrections or modifications made by any
other manner shall not be binding and shall not be relied upon by Bidders. Addenda shall be transmitted in
accordance with Louisiana Bid Law.
Addenda may also be issued to modify the Bidding Documents as deemed advisable by OWNER. Prior to
submittal of bids, each Bidder shall ascertain that he has received all addenda issued. Failure by a Bidder to
acknowledge each individual addendum shall render that Bidder's Bid non-responsive.
LIQUIDATED DAMAGES: By submission of bid, Bidder unequivocally accepts the liquidated damages provisions
set out herein and specified in the event of failure, neglect or refusal to complete the work or, or any designated
part of the work, within the corresponding contract times.
By submission of the bid, the Bidder agrees that for each calendar day beyond the specified delivery date set forth
that the material, work , services and/or equipment has not been delivered, the Owner may retain from the total
amount of the contract price, as liquidated damages the following sums: Two Hundred Dollars ($200.00) per
calendar day.
SUBSTITUTE MATERIAL AND EQUIPMENT OR “OR EQUAL” ITEMS: Any product or service bid shall conform to all
applicable federal and state laws and regulations and the specifications contained in the solicitation.
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Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various parish Departments
Whenever materials or equipment are specified or described in the Bidding Documents by using the name of a
certain brand, make, supplier, manufacturer, or definite specification; the naming or specification of the item is
only intended to denote the quality standard of the item desired and to convey and establish the general style,
type, character and quality of material , equipment or product desired and does not restrict bidders to the specific
brand, make, manufacturer, or specification named; and that equivalent products may be acceptable.
Bidder must specify the brand and model number of the product offered in his / her bid. Bids not specifying
brand and model numbers shall be considered as offering the exact products specified in the solicitation.
PREPARATION AND SUBMISSION OF BIDS: Bids shall be electronically submitted to the CAH site by the time
indicated in the Invitation to Bidders.
Bid pricing and product model/stock/part numbers shall be inserted in the proper fields provided on the CAH site.
When the solicitation is for a service and part/stock/model number(s) do not apply, insert “N/A” in the required
field on the CAH site. All accompanying documents must be uploaded to the site by the bid opening time and
date herein.
The following items are to be uploaded as an attachment to the CAH site with your bid:
Completed Official Bid Form Section “A
Signature Authorization: (Required By ALL Bidders) Written evidence of the person signing
the bid SHALL be submitted at the time of bidding, in accordance with LA R.S. 38:2212(B)(5) as
follows:
(a) The signature on the bid is that of any corporate officer listed on the most current annual
report on file with the secretary of state, or the signature on the bid is that of any member of a
partnership, limited liability company, limited liability partnership, or other legal entity listed in
the most current business records on file with the secretary of state.
(b) The signature on the bid is that of an authorized representative as documented by the legal
entity certifying the authority of the person.
(c) The legal entity has filed in the appropriate records of the secretary of state of this state an
affidavit, resolution, or other acknowledged or authentic document indicating the names of all
parties authorized to submit bids for public contracts. Such document on file with the secretary of
state shall remain in effect and shall be binding upon the principal until specifically rescinded and
canceled from the records of the office.
Failure to include the appropriate signature authorization shall result in rejection
of the bid as non-responsive.
MODIFICATION AND WITHDRAWAL OF BIDS: Modifications to bids, through bidder’s CAH account, can be made
until the date and time of the bid opening. The Bidder must contact CAH for instructions for the withdrawal of a
bid in its entirety prior to the time of the scheduled bid opening. Withdrawal of a Bid will not prejudice the rights
of a Bidder to submit a new Bid prior to the Bid Date and Time. After expiration of the period for receiving Bids, no
Bid may be withdrawn, modified, or explained except as provided for herein.
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Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various parish Departments
In accordance with Louisiana law, more particularly, R.S. 38:2214, as may be amended, bids containing patently
obvious, unintentional, and substantial mechanical and clerical, or mathematical errors, or errors of unintentional
omission of a substantial quantity of work, labor, material, or services made directly in the compilation of the bid,
may be withdrawn by the bidder if clear and convincing sworn, written evidence of such errors is furnished to the
OWNER within 48 hours of the bid opening excluding Saturdays, Sundays and legal holidays.
Such errors must be clearly shown by objective evidence drawn from inspection work papers, documents or
materials used in the preparation of the bid sought to be withdrawn. If the OWNER determines that the error is a
patently obvious mechanical, clerical or mathematical error, or unintentional omission of a substantial quantity of
work, labor, material or services as opposed to a judgment error, and that the bid was submitted in good faith, it
shall accept the withdrawal and return the bid security (when applicable) to the bidder. A bidder who attempts to
withdraw a bid under these provisions of this section shall not be allowed to re-submit a bid on the contract. Any
modifications or amendments to the above stated applicable State law shall supersede this procedure.
A bidder may alter or correct an entry on the bid form Section “A” by crossing out the entry, and initialing on the
line of change. Any ambiguity arising from entries altered or corrected on the Bid Form will cause the rejection of
said Bid as non-responsive.
OPENING OF BIDS: All Bids received prior to the announced closing time for the receipt of Bids stipulated in the
Invitation to Bidder will be opened publicly. Bids will be read aloud and a tabulation of the amounts of the Base
Bids and alternates (if any) will be made available to Bidders after the opening of Bids.
Any uncertainty as to whether a Bid was submitted in time will be resolved against the Bidder.
BIDS TO REMAIN OPEN: The OWNER shall act not later than forty-five (45) calendar days after the date of
opening Bids to award such contract to the lowest responsible and responsive bidder or to reject all bids.
The OWNER and the lowest responsible and responsive bidder, by mutually written consent, may agree to extend
the deadline for award by one (1) or more extensions of thirty (30) calendar days.
AWARD OF CONTRACT: To the extent permitted by applicable local, state and federal laws and regulations, OWNER
reserves the right to reject any and all Bids for just cause. The Terrebonne Parish Consolidated Government reserves
the right to reject any and all bids in accordance with Louisiana State Bid Law.
In order to be responsive, the apparent low bidder must submit the additional information and documentation
required by the OWNER within the time delays established by law.
PRICES: Unless otherwise specified by TPCG in the solicitation, bid prices must be complete including
transportation prepaid by bidder to destination and firm for acceptance for a minimum of 45 days. If accepted,
prices must be firm for the contractual period. Bids other than F.O.B. Destination may be rejected.
DELIVERY: TPCG desires delivery at the earliest possible date. It is imperative that the equipment be delivered
within the period stipulated on Section “A” of the official bid form.
NEW PRODUCTS: Unless specifically called for in the solicitation, all products for purchase shall be new, never
previously used, and the current model and/or packaging. No remanufactured, demonstrator, used or irregular
products will be considered for purchase unless otherwise specified in the solicitation. The manufacturer’s
standard warranty will apply unless otherwise specified in the solicitation.
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Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various parish Departments
TERMINATION OF CONTRACT FOR CAUSE: The TPCG has the right to cancel any contract for cause by execution of
a written notice prior to the end of the contractual period indicated for infractions including but not limited to the
following: failure to deliver within the time specified; failure to meet specifications herein, failure to conform to
sample quality, pricing excessively high or out of line with other Contractors, misrepresentation by the contractor,
fraud, collusion, conspiracy, unlawful means of obtaining the contract, conflict constitutional or statutory
provisions of state or federal law and any other breach of contract. The Contractor shall be entitled to payment for
deliverable in progress to the extent that work has been performed satisfactorily.
TERMINATION FOR CONVENIENCE: The TPCG shall have the right to terminate the contract without cause
and at its convenience, with no notice to contractor.
TERMINATION FOR NON-APPROPRIATION OF FUNDS: Notwithstanding any provision herein, in the event
sufficient funds for the performance of this Agreement are not appropriated by TPCG in any fiscal year covered by
this contract, this agreement may be terminated by the TPCG giving notice to the Contractor of such facts and the
TPCG’s intention to terminate its financial obligation.
DEFAULT OF VENDOR: Failure to deliver the services within the time specified in the bid will constitute a default
and may cause cancellation of the contract. Where the TPCG has determined the Vendor to be in default, the
TPCG reserves the right to purchase any and/or all products or services covered by the contract on the open
market and to charge the Vendor with cost in excess of the contract price (liquidated damages). Until such
assessed charges have been paid, no subsequent bid from the defaulting Vendor will be considered.
CLAIMS OR CONTROVERSIES: The venue of any suit filed in connection with any claim shall be the Thirty-Second
Judicial Court, Parish of Terrebonne, State of Louisiana.
SPECIAL ACCOMMODATION: Any “qualified individual with a disability” as defined by the Americans with
Disabilities Act who has submitted a bid and desires to attend the bid opening, must notify this office in writing no
later than seven (7) days prior to the bid opening date of the need for special accommodations. If the request
cannot be reasonably provided, the individual will be informed prior to the bid opening.
COMPLIANCE WITH CIVIL RIGHTS: By submitting and signing this bid, Bidder agrees to abide by the requirements
of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended, The Veterans
Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, The Age Act of 1975, and
Bidder agrees to abide by the requirements of the Americans with Disabilities Act of 1990. Bidder agrees not to
discriminate in its employment practices and will render services under any contract enter into as a result of this
solicitation without regard to race, color, religion, national origin, veteran status, political affiliation, or disabilities.
Any act of discrimination committed by Bidder or failure to comply with these statutory obligations when
applicable, shall be grounds for termination of any contract entered into as a result of this solicitation.
NON-COLLUSION AFFIDAVIT- In accordance with La. R.S. 38:2224, successful bidders must submit a fully executed
Non-Collusion Affidavit within ten (10) days after receipt of Notice of Award.
SAFETY DATA SHEETS: 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 EPA and must
meet all requirements of Louisiana State Laws. Bidders must submit product label, material safety data sheet and
EPA registry number with the delivery of each applicable product. This information will be required on any
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Bid 19-ITD-43 Purchase of Microsoft Office 365 E3 Yearly Subscriptions for Various parish Departments

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