Janitorial Supplies

Delgado Community College
Purchasing Department
501 City Park Avenue, Bldg. 37
New Orleans, Louisiana 70119
(504) 762-3027
Invitation to Bid
Bid Name:
Term Contract #116
Janitorial Supplies
Due by and to be opened on:
June 16, 2026 at 2:00PM CST
Contact Person:
Adrienne Harris
Assistant Director of Purchasing
(504) 762-3028
_________________________________________________________
NAME OF COMPANY
_________________________________________________________
ADDRESS
_________________________________________________________
CITY, STATE, ZIP
_________________________________________________________
PHONE NUMBER FAX NUMBER EMAIL
_________________________________________________________
SIGNATURE OF COMPANY REPRESENTATIVE
_________________________________________________________
NAME (PRINTED) & TITLE OF COMPANY REPRESENTATIVE
** This form must be completed and submitted with your bid
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I. GENERAL INFORMATION
1. Any questions regarding this Invitation to Bid shall be in writing and shall be addressed to
Adrienne Harris at the following address:
Delgado Community College
O'Keefe Administration Building
501 City Park Avenue, Building 37
New Orleans, La 70119
Email: aharri@dcc.edu
Any additional information resulting from such inquiries shall be distributed to all bidders via
addenda. The College will not be responsible for any other explanation of the documents.
Sealed bids may be submitted by mail or in person. Faxed or emailed Bids not accepted. Mailed
bids and hand carried bids shall go to the address in item #1. If hand carried, do not leave on the
counter unattended. Bids are to be delivered directly to the Purchasing Office where they will be
time stamped. The bid name and number must be on the outside of the packaging, including
any express mail packaging. Please note that express mail or USPS carriers may not deliver
directly to 501 City Park Avenue or to the Purchasing Office. The bidder/proposer is solely
responsible for ensuring that its courier service provider makes inside deliveries directly in the
Purchasing Office. All Bids must be time stamped by the Purchasing Office by the due date and
time regardless of delivery method.
3. Each bidder is solely responsible for the accuracy and completeness of its bid. Errors or
omissions may be grounds for rejection, or may be interpreted in favor of the College.
4. Each bidder is solely responsible for the timely delivery of its bid. Delgado Community
College will not be responsible for any delays in the delivery of bids, whether delayed in the
mail, or for any reason whatsoever.
5. Only the issue of a purchase order or a signed acceptance of a proposal constitutes
acceptance on the part of the College.
6. Assuming there is no prompt payment discount provision, payment will be made within 30
days from receipt of products in satisfactory condition, or within 30 days from receipt of
invoice, whichever is later.
7. Proposer or bidder, contractor, etc. certifies, by signing and submitting a proposal for
$25,000 or more, that their company, any subcontractors, or principals are not suspended or
debarred by the General Services Administration (GSA) in accordance with the requirements
in OMB Circular A-133. (A list of parties who have been suspended or debarred can be
viewed via the internet at www.epls.gov .)
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II. SCOPE OF WORK
Janitorial Supplies
SCOPE OF WORK: The successful bidder shall be responsible for providing Janitorial supplies as listed on the
bid form. The quantities listed in the bid are estimated based upon previous purchases. This contract does not
contain a minimum purchase guarantee. Orders will be placed on an as needed basis and in varying quantities.
TERM OF CONTRACT: The contract for services will be from the date of award through June 30, 2027 with
two (2) consecutive oneyear options to renew under the same terms and conditions if mutually agreeable.
Pricing may be adjusted only as noted herein.
DELIVERABLES: Bidder is to provide the requested materials within ten (10) days of order placement. Shipping
charges are to be included in the line item price. Charges after the fact are acceptable
If requested by the College, express shipping may be required in which the materials would need to be
received within (48) hours of order placement. Bidder is to bid a flat fee for express shipping where noted on
the Bid Form. Only a single fee charge per express order may be charged, even if the bidder must ship the
materials separately.
CAMPUS LOCATIONS:
Delgado Community College Delgado Community College Delgado Community College
City Park Campus West Bank Campus Marine Fire School
615 City Park Ave 2600 General Meyer 13200 Old Gentilly Road
New Orleans, LA 70119 New Orleans, LA 70114 New Orleans, LA 70129
Delgado Community College Delgado Community College
Sidney Collier Site River City Campus
3727 Louisa St 709 Churchill Pkwy
New Orleans, LA 70126 Avondale, LA 70094
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II. INSTRUCTIONS REQUIREMENTS
Janitorial Supplies
QUALIFICATIONS OF BIDDER:
Bidder must be in business of selling the requested and similar supplies for a period of no less than
(5) five years. Delgado Community College reserves the right to make any inquiries and
investigations it deems necessary to determine the capability and responsibility of any Bidder to
perform the contract work. The Bidder shall furnish all information and data requested by the
College for this purpose. Failure of any Bidder to promptly provide information with their bid or in
connection with any inquiry may be grounds for rejection of their bid without further
consideration.
REFERENCES:
Bidder must complete Attachment A, References Form and submit it with their bid. References
should be from companies that the Bidder has provided a similar or larger scale operation based
upon volume of products and type of service as required in the specifications.
ADDENDA:
Any questions arising from the specifications or the prebid conference must be addressed in writing
to the individual indicated in Section I, General Conditions, and will be answered via an Addendum.
All questions must be submitted no later than Thursday, June 11, 2026 by 12:00PM CST. A final
48hour period after the issuance of the Addendum will be granted for questions which are directly
related only to the answers provided in the Addendum.
Any interpretation, correction or change of the Bidding Documents will be made by addendum.
Interpretations, corrections or changes of the Bidding Documents made in any other manner will
not be binding, and Bidders shall not rely upon such interpretations, corrections and changes. The
Bidder must acknowledge all issued addenda by signing and returning it with the bid or if the bid has
already been submitted, per the instructions on the addenda. Failure to acknowledge addenda will
render the bid informal and will cause its rejection.
Bid Documents and Addenda may be downloaded from
https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=39
BID SUBMITTAL:
Bids must be sealed with the Bidder's name, license number (if applicable) along with the name
and number of the bid clearly written on the front of the envelope, including express mail
packaging and delivered to the person and location in Section I, General Information by the date
and time stated on the title page. Bids received without this information or after the due date
and time will be automatically disqualified.
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Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries
to Delgado Community College physical location directly to the College's contact person in the
Purchasing Department by 2:00PM no exceptions. Delgado Community College is not responsible
for any delays caused by the Proposer's chosen means of proposal delivery. Proposer is solely
responsible for the timely delivery of its proposal. Failure to meet the proposal opening date and
time shall result in rejection of the proposal.
In accordance with R.S. 37:2163A, Contractors' License number in the appropriate classification(s)
must appear on the bid envelope submitted on all projects in the amount of $50,000 or more (and
$1.00 or more if hazardous materials are involved (if applicable).
Bids must be submitted on the forms furnished for this purpose and must be filled out in ink or
typewritten and signed in ink. Do not erase, correct, or write over any prices or figures necessary
for this proposal. If any corrections are necessary, each must be initialed by bidder. Failure to
comply with the above requirements will cause your bid to be disqualified.
Effective August 15, 1997, in accordance with L.R.S. 39:1594 (Act 121), the person signing the bid
must be:
a) A current corporate officer, partnership member or other individual specifically authorized
to submit a bid as reflected in the appropriate records on file with the Secretary of State; or
b) An individual authorized to bind the vendor as reflected by an accompanying corporate
resolution, certificate, or affidavit.
By signing the bid, the bidder certifies compliance with the above.
MODIFICATION OR WITHDRAWAL OF BID:
A bid may not be modified, withdrawn, or canceled by the Bidder for a period of thirty (30) calendar
days for the period following the time and bid date designated for the receipt of bids, and Bidder so
agrees in submitting his bid, except in accordance with R.S. 39:1594.F.
Prior to the time and date designated for receipt of bids, bids submitted early may be modified or
withdrawn only by notice to Delgado Community College Purchasing Office at the place and prior to
the time designated for receipt of bids.
Withdrawn bids may be resubmitted up to the time designated for the receipt of bids provided that
they are then fully in conformance with these Instructions to Bidders.
BIDDER REPRESENTATION:
By signing and submitting a bid, Bidder acknowledges that he/she has read and understands the
Bidding Documents and his bid is made in accordance therewith.
The Bidder agrees that his/her bid is based solely upon the materials, specifications and
requirements described in the Bidding Documents as advertised and as modified by addenda. The
bid submitted is not based on any verbal instructions contrary to the Bidding Documents and
addenda.
END OF SECTION III
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IV. TERMS AND CONDITIONS
Janitorial Supplies
PRICING:
Pricing as quoted in the Invitation to Bid will not be changed during the initial contract year. Prior to
any renewal term, the Contractor may request a price change on the scheduled items for that renewal
term. Any price increase must be based on documented increased costs and may not be greater than
the Consumer Price Index (All Urban Consumers, Current Series) average increase for the prior (12)
months. The College reserves the right to approve or disapprove any price increases.
ORDERS & SHIPPING:
Vendor will receive orders for supplies via a faxed or emailed purchase order. All orders must be
shipped per the terms and conditions stated in Section II Scope of Work, Deliverables. All
shipping/handling and any other charges necessary for the procurement of the listed items must be
included in the line item pricing. While it is the intention that all orders will be placed via a College
issued purchase order, the successful Bidder must be willing to accept the State's purchasing card if
the College elects to order by that method. In certain circumstances a verbal purchase order may be
called in only by the head of Housekeeping, Dion Mays, his designee or by the Purchasing
Department.
Supplies are to be delivered to the College's warehouse. Boxes shipped to the warehouse must list the
name of the requestor on the shipping label and if ordered via a purchase order, the PO number.
If any supplies are received damaged, vendor will issue a return merchandise authorization for the
damaged items and replace it. The cost to send back any damaged merchandise is at the expense of
the vendor.
PAYMENT TERMS:
Upon delivery of all materials, the Vendor will submit an invoice to the Accounts Payable
department. All invoices submitted for payment, must include the purchase order number and the
department for which the materials were ordered. All invoices will be paid on a Net (30) basis. For
orders using the State's purchasing card, a packing slip indicating the merchandise has been paid in
full must be included in the box.
GENERAL TERMS & CONDITIONS:
* A response to a bid invitation is our only indication of your interest in college business. Failure
to respond to six (6) consecutive bid invitations may cause your name to be removed from the
bidders' list.
* Bid openings are subject to any in place Executive Order or revised statute as it pertains to the
current pandemic.
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* No information will be given out as to opinions concerning the ultimate outcome while
consideration of the award is in progress.
* Effective September 1, 1991, in accordance with Act 1029 of the 1991 Regular Legislative
Session, Delgado Community College will not be responsible for any sales tax, either state or
local.
* Delgado Community College reserves the right to reject any and all bids and to waive any
informality.
* It shall be distinctly agreed and understood that the price quoted must be a firm price, and not
be subject to change at time of the shipment of goods or delivery of services.
* All shipping, handling, materials, labor or any other charges necessary for the procurement of
these materials must be included in amount bid. Charges or Items not listed but necessary for
procurement of these items shall be furnished as part of the prices bid. Additional costs
disclosed later will be at the expense of the vendor.
* All deliveries shall be made FOB Destination to the College unless otherwise specified by the
College. All freight charges are to be included in the unit price. The College will not be
responsible for freight charges not clearly stated as a part of this bid.
* The College reserves the right to award the above items separately, grouped, or on an allor
none basis, and to reject any or all bids and to waive any informalities including technicalities in
specifications that preclude competition. It is the intent of the College to award to a single
vendor.
* The College shall have the right to reject any or all bids not accompanied by any data required
by the Bidding Documents or a bid in any way incomplete or irregular.
* The Bid will be awarded on the basis of the lowest total cost as determined by the College.
* List of distributors: The Vendor signing the bid shall be designated as the Prime Vendor on any
contract/agreement resulting from this bid. If additional Vendors are authorized to receive
orders for items covered under this proposal, the Vendor must submit, with bid, a list of those
additional authorized distributors.
* The Bidder agrees that this agreement and any subsequent contract will be governed by all rules
and regulations of the State of Louisiana and that those rules and regulations take precedence
over any other terms and conditions.
* Bidder must be able to provide shipping and tracking information for all orders placed if
requested by Delgado Community College.
* If item(s) or services bid do not fully comply with specifications, including brand and/or product
number or work, bidder must state in what respect the item(s)/services or work deviate. Failure
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to note exceptions on the bid form will not relieve the successful bidder from supplying the
actual products or services requested.
* Any manufacturer's names, trade names, brand names, or catalog numbers used in the
specifications are for the purpose of describing and establishing general quality levels. Such
references are not intended to be restrictive. Bids will be considered for any brand that meets
or exceeds the quality of the specifications listed for any item. Vendor must state the
brand/model he or she is bidding on each item.
It shall be the sole responsibility of the Vendor to prove equivalency. Vendor shall submit with
the bid all illustrations, descriptive literature, and specifications necessary to determine
equivalency. Failure to do so may eliminate your bid from consideration. The decision of the
College as to equivalency shall be final.
* If a vendor wishes to submit an alternate bid in addition to the brand/model requested, he or
she may submit one (1) alternate bid. The alternate bid must be a separate submission, must be
clearly marked as an alternate, and must include all applicable forms (i.e., jobsite visit). In
addition, a separate, signed cover sheet must be submitted with the alternate.
CONTRACT TERM & AGREEMENT:
The term of the agreement will be from the date of award through June 30, 2027.with the option to
renew for up to two (2) twelve (12) month periods if mutually agreeable. Contract may not exceed
thirtysix (36) months total.
Escalation Clause; Prior to any renewal term, the contractor may request a price increase for that
renewal term based on documented increase costs. The price increase may not be greater than the
Consumer Price Index (All Urban Consumers, Current Series) average increase for the prior 12
months. The College reserves the right to approve or disapprove the price increase.
The Bidder agrees that by submitting a bid and acceptance of an award, all terms and conditions as
stated in the bid documents will become a contractual agreement between the College and the
Bidder.
ADDITIONAL MATERIALS & LOCATIONS:
The College reserves the right to add or subtract supplies and locations to this contract during the
course of the agreement. The College will request the addition/subtraction from the
Vendor/Contractor, and a price will be negotiated and agreed upon at that time.
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PAYMENTS:
Contractor will be paid with Net 30 terms for any material purchased via a purchase order
Payment for materials ordered via a purchase order shall be made to the Vendor once a month after
receipt by the College of an invoice (or invoices) by which the Bidder certifies, and the College
agrees, that all material was supplied as per the specifications. Invoices will not be paid prior to 30
days from receipt of invoice or completion of services/receipt of project.
All invoices should be submitted to the College's Office of Accounts Payable and clearly indicate the
Purchase Order Number assigned by the Delgado Purchasing office. All materials must be itemized
on the invoice, lump sum invoices will not be processed.
Any material ordered using the College's Purchasing Card will be processed as any credit card
transaction. A packing slip indicating the merchandise has been paid in full must accompany any
credit card orders.
TERMINATION OF AGREEMENT:
* Termination of this agreement for cause - DCC may terminate this agreement for cause based
upon the failure of Contractor to comply with the terms and/or conditions of the Agreement, or
failure to fulfill its performance obligations pursuant to this agreement, provided that DCC shall
give the Contractor written notice specifying the Contractor's failure. If within thirty (30) days
after receipt of such notice, the Contractor shall not have corrected such failure or, in the case
of failure which cannot be corrected in thirty (30) days, have begun in good faith to correct such
failure and thereafter proceeded diligently to complete such correction, then DCC may, at its
option, place the Contractor in default and the Agreement shall terminate on the date specified
in such notice.
The Contractor may exercise any rights available to it under Louisiana law to terminate for cause
upon the failure of DCC to comply with the terms and conditions of this agreement, provided
that the Contractor shall give DCC written notice specifying the DCC's failure and a reasonable
opportunity for DCC to cure the defect.
* Termination for non-appropriation of funds The continuance of this contract is contingent
upon the appropriation of funds to fulfill the requirements of the contract by the legislature. If
the legislature fails to appropriate sufficient monies to provide for the continuation of the
contract, or if such appropriation is reduced by the veto of the Governor or by any means
provided in the appropriations act or Title 39 of the Louisiana Revised Statutes of 1950 to
prevent the total appropriation for the year from exceeding revenues for that year, or for any
other lawful purpose, and the effect of such reduction is to provide insufficient monies for the
continuation of the contract, the contract shall terminate on the date of the beginning of the
first fiscal year for which funds are not appropriated.
* Termination for Convenience The College may terminate the Contract at any time by giving
thirty (30) days written notice to the Contractor. The Contractor shall be entitled to payment
for work performed (monthly charges to be prorated) to the extent work has been performed
satisfactorily.
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If, for any reason, the Contractor desires to terminate the Contract, he may do so upon giving
written notice of sixty (60) days to the College. Contractor shall perform all work satisfactorily as
contracted until the determined termination date
* Cancellation Conditions - In any of the following cases, the College shall have the right to
immediately cancel the contract agreement due to:
The interruption of operation in any of the contacted facilities or the College beyond its control;
failure of the Contractor to maintain a satisfactory performance bond or adequate insurance
coverage; wherever the contractor is guilty of misrepresentation; wherever the contract
agreement was obtained by fraud, collusion, conspiracy, or other unlawful means, or the
contract agreement conflicts with any statutory and constitutional provision of the State of
Louisiana or the United States. In case of default by the Contractor, the College reserves the
right to purchase any or all items or services in default on open market, charging the Contractor
with any excessive costs. Until these excessive costs are paid to the College, the Contractor shall
not do business with the College again.
* Implementation of Termination - The Contractor shall terminate all work under the Contract to
the extent and on the date specified in the Notice of Termination or reduction of work and until
such date shall, continue to perform all work required in the specification and be compensated
for such work.
In the event of termination or reduction in the scope of work by the College, the College shall
pay the Contractor for all work satisfactorily performed up to the effective date of termination
or reduction in the scope of work, in accordance with the prices included in Contractor's bid less
all partial payments made on account prior to the effective date of termination or reduction in
the scope of work.
Upon termination as above, the Contract Administrator shall make final determination of the
amount due the Contractor for work performed.
INQUIRIES, INTERPRETATION OR CORRECTION TO BIDDING
Any questions arising from either the specifications and/or jobsite visit must be addressed in
writing and will be answered via an Addendum.
Any interpretation, correction or change of the Bidding Documents will be made by addendum.
Interpretations, corrections or changes of the Bidding Documents made in any other manner will
not be binding, and Bidders shall not rely upon such interpretations, corrections and changes.
DISCRIMINITORY PRACTICES:
Delgado Community College of the State of Louisiana is an equal opportunity employer and looks
to its contractors, subcontractors, vendors, and suppliers to take affirmative action to effect this
commitment in its operations.
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