Purchase of New/Unused Janitorial Inventory (6M)

Agency:	Terrebonne Parish
State:	Louisiana
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Jan 29, 2024
Due Date:	Feb 6, 2024
Solicitation No:	Bid 24-WHSE-03
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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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 February 6, 2024 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 Bobby Callender with CAH at 225-810-4814.

BID 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-Month Requirements Contract)

Specifications and bid documents are on file at the TPCG 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 Chantel Comardelle, Warehouse Supervisor, at 985-873-6768 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 reserves the right to reject any and all bids in accordance with Louisiana State

Bid Law.

/s/ Jason W. Bergeron

Jason W. Bergeron, Parish President

Terrebonne Parish Consolidated Government

Publish: January 22nd & 29th , 2024

To Courier: January 16, 2024

Bid 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-M)

REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS FOR

BID 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-Month Requirements Contract)

Please Read Carefully

GENERAL: The Terrebonne Parish Consolidated Government (TPCG) is soliciting bids to establish firm prices for janitorial

products for warehouse inventory. Delivery shall be made as needed throughout the contract period as required by the

TPCG Warehouse Division located at 301 Plant Road, Houma, Louisiana 70363.

COPIES OF BIDDING DOCUMENTS: A single complete set of Bidding Documents may be obtained as set forth in the

Invitation to Bidders.

Complete sets of Bidding Documents shall be used in preparing Bids; Owner shall not assume any responsibility for

errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

Owner, in making copies of Bidding Documents available on the above terms do so only for the purpose of obtaining

Bids on the work and do not confer a license or grant for any other use.

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.

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.

Bid 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-M)

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. 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.

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.

Bid 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-M)

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. All Shipping costs must be included in

unit pricing.

CONTRACT TERM: The contract will commence on the date of the “Notice of Award”, or date noted within, for a

period of six (6) months. Subject to the availability of funds appropriated, the contract may be extended at TPCG’s

option, for one (1) additional six (6) month period provided the terms, conditions, prices, and specifications remain

the same.

Bid 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-M)

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 applicable item.

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.

TECHNICAL INFORMATION: Literature and/or specifications providing complete technical information as required to

certify that the product offered in the proposal is fully compliant with specifications herein must be submitted upon

request; if requested, literature and/or specifications shall be submitted within seven (7) days. Such documentation

shall include diagrams, books, brochures, photographs, or other means to verify compliance. Any change made to a

manufacturer’s published specifications submitted for a product shall be verifiable by the manufacturer.

Failure to submit this information shall result in the bid being declared non-responsive and just cause for

rejection.

VENDOR REGISTRATION: The Terrebonne Parish Consolidated Government Purchasing Division requires vendors to

business with the Parish, as well as provide you with better business opportunities.

If you have already taken action to complete this requirement, you do not have to complete this process again.

However, if you have not already registered online as a vendor, you will need to do so within ten (10) days from

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 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.

NO GUARANTEE OF QUANTITIES: The quantities referenced are estimated. In the event a greater or lesser quantity

is needed, the TPCG reserves the right to increase or decrease the amount, at the unit price stated in the bid. The

TPCG does not obligate itself to contract for or accept more than their actual requirements during the period of this

agreement, as determined by actual needs and availability of appropriated funds.

CERTIFICATE OF INSURANCE: The successful bidder is required to submit an insurance certificate returned within

ten (10) days from the date of the Notice of Award of the bid. All certificates must be approved by the TPCG Risk

Manager to ensure that all insurance requirements have been met before a purchase order is issued. (Insurance

requirements are set forth in “Terrebonne Parish Government’s Insurance Requirements”, attached hereto.) Failure

of the successful bidder to comply with this requirement may result in the bid being declared non-responsive and

cause for rejection.

Bid 24-WHSE-03 Purchase of New/Unused Janitorial Inventory (6-M)

Purchase of New/Unused Janitorial Inventory (6M)

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