Purchase of New/Unused Correctional Products

Agency: Terrebonne Parish
State: Louisiana
Type of Government: State & Local
Posted Date: Oct 25, 2019
Due Date: Nov 8, 2019
Solicitation No: Bid 19-JUVWHSE-66
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bid number description closing date/time
Bid 19-JUVWHSE-66

Purchase of New/Unused Correctional Products 11/08/2019 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 November 8, 2019 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-JUVWHSE-66 Purchase of New/Unused Correctional Products (12-Month Requirements Contract)
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, bidders must submit their bids electronically through CAH.
Please contact Gina Bergeron, Procurement Specialist, III via email at gbergeron@tpcg.org or at 985-580-7272 with regard to specifications or for
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: October 25th & November 1st, 2019
To Courier: October 23, 2019
Bid 19-JUVWHSE-66 Correctional Products
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REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS FOR
BID 19-JUVWHSE-66 Purchase of New/Unused Correctional Products (12-Month Requirements Contract)
Please Read Carefully
GENERAL: The Terrebonne Parish Consolidated Government (TPCG) is soliciting bids to establish firm prices for correctional products
for the contract period herein. Delivery shall be made as needed throughout the contract period or as required by the TPCG Juvenile
Justice Complex at 180 Government Street Gary, LA 70359, the Terrebonne Parish Criminal Justice Complex at 3211 Grand Caillou
Road Houma, LA 70363 and the Terrebonne Parish Consolidated Government Warehouse at 301 Plant Road Houma, LA 70363.
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
, 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.
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.
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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. 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 with each bid:
Completed Official Bid Form Section “A”
Official Bid Form Section “B” with delivery times inserted
Signature Authorization (Required By All Bidders) - Written evidence of the person signing the bid
shall be provided 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.
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
Bid 19-JUVWHSE-66 Correctional Products
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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.
CONTRACT TERM: The contract period shall be for 12 months from the date of the “Notice of Award”.
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. All pricing must include shipping/freight charges.
DELIVERY: TPCG desires delivery at the earliest possible date. It is imperative that the material is delivered within the time
frame stipulated in the column labeled “Delivery Time” on Section “B” of the official bid form. A delivery time MUST be
inserted next to EACH item the vendor is bidding on.
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.
CONTRACT CANCELLATION: The TPCG has the right to cancel any contract for cause, including by not limited to, the
following: failure to deliver within the time specified in the contract; failure of the product or service to meet specifications,
conform to sample quality or to be delivered in good condition; misrepresentation by the contractor; fraud, collusion,
conspiracy or other unlawful means of obtaining any contract with the TPCG; conflict of contract provisions with
constitutional or statutory provisions of state or federal law; any other breach of contract.
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,
Bid 19-JUVWHSE-66 Correctional Products
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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.
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 of receipt of Notice of Award.
APPLICABLE LAW: All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana.
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.
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 subsequent deliveries if there is a change in
chemical content or a different product is being supplied. Failure to submit this data may cause the contract to be cancelled.
CLEAN AIR ACT: Bidder acknowledges that the Clean Air Act (CAA) is the comprehensive federal law regulating air
emissions from stationary and mobile sources. Among other things, this law authorizes EPA to establish National
Ambient Air Quality Standards (NAAQS) to protect public health and public welfare and to regulate emissions of
hazardous air pollutants.
Bid 19-JUVWHSE-66 Correctional Products
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