for Bid Notification - Step 1
read the following "Instructions to Bidders" before
proceeding to registration.
LAFAYETTE PARISH SHERIFF'S
INSTRUCTIONS TO BIDDERS
ARTICLE 1 - BID SECURITY
If a bid bond is required in the
bid specifications, the following will apply. If not, please disregard and skip to Article 3, Brand Name
Each bid shall be accompanied by a
certified check, cashier's check, or bid bond payable to the Lafayette Parish
Sheriff's Office, State of Louisiana, the amount of which shall be five percent
(5%) of the base bid plus any additive alternates if required by the attached
bid specification document. Any Bidder not furnishing bid security, may subject his bid to rejection.
The successful Bidder's Bid
Security shall be given as a guarantee that the Bidder shall execute the
Contract, should it be awarded to him, in conformity with the Contract
Documents. Should the Lafayette Parish Sheriff's Office make an award to a
Bidder who refuses to enter into a Contract, the bid security shall be
forfeited to the Lafayette Parish Sheriff's Office as liquidated damages.
The successful Bidder's Bid
Security will be retained until he has entered into a satisfactory Contract.
The Lafayette Parish Sheriff's Office reserves the right to hold the Bid
Security of the three lowest bidders until the successful Bidder has entered
into a Contract and furnished performance and payment bonds, each in the amount
of 100% of the Contract Price, with a corporate surety approved by the
Lafayette Parish Sheriff's Office.
If a bid bond is used, it shall be
written by a surety or insurance company currently on the U.S. Department of
the Treasury Financial Management Service list of approved bonding companies
which is published annually in the Federal Register. The bid bond shall be
issued by a company licensed to do business in Louisiana and by a person who is
under contract with the surety company or bond issuer as a licensed agent in
this state and residing in this state. The bid bond must be equivalent to five
percent 5% of the base bid plus any additive alternates, but does not have to
specify the amount in dollars and cents.
Notwithstanding the aforesaid, in
the event that a Bidder furnishes a bid bond which does not fully comply with
the provisions of this Article, but which is otherwise a legally valid and
enforceable bond, the Lafayette Parish Sheriff's Office may allow such Bidder
to amend his bid bond following the opening of bids in order to bring the bond
in conformity with the requirements of this Article and/or the requirements of
LA. R.S. 38:2218, or may permit the Bidder to substitute other security in
place of the bid bond submitted.
It is requested that agents signing
bonds, type their name and license number below their respective signature.
ARTICLE 2 - POWER OF ATTORNEY
Attorneys-in-fact who sign bid
bonds or contract bonds must file with each bond, a certified and effectively
dated copy of their power of attorney.
ARTICLE 3 - BRAND NAME
Whenever brand names are used, they
are used only to denote the quality standard of product desired and the
Lafayette Parish Sheriff's Office does not restrict vendors to the specific
brand, make, manufacturer or specification named; they are used only to set
forth and convey to prospective vendors, the general style, type, character and
quality of product desired; equivalent products will be acceptable. Vendors
must provide sufficient literature, brochures, etc. to prove quality.
Vendors are asked to list any
exceptions to specifications; however, brochures or other literature submitted
will determine whether the item quoted upon actually meets all specifications.
ARTICLE 4 - TAXES
In accordance with Act 1029 of
1991, the Lafayette Parish Sheriff's Office is exempt from state and local
ARTICLE 5 - CANCELLATION OF
In the event of unsatisfactory
services by the contractor under this contract, the Lafayette Parish Sheriff's
Office will have the option to cancel the contract with a thirty (30) day
written notice to the contractor. In the event of termination of said contract,
all obligations of either party under this contract shall cease.
ARTICLE 6 - PRINTED FORM FOR BID
The bid form invites bids on
definite plans and specifications. Only the amounts and information called for
on the bid form furnished will be considered as the bid. Each bidder shall bid
upon the work exactly as specified and as provided in the bid.
Bids should be clearly and legibly
filled out in ink and/or typewritten and must contain the signature or
facsimile thereof of the bidder or an authorized representative. The Parish
shall have the right to reject any bid in the event that it is unable to
reasonably determine the information and quotations supplied by the bidder as a
result of the manner and method by which the bidder has completed the bid form.
In the event that the Detailed
Specifications, Information for Bidders or Special Conditions differ from the
General Conditions, the Special Conditions shall take precedence over the
Detailed Specifications. The Detailed Specifications shall take precedence over
the Information for Bidders and General Conditions. The Information for Bidders
shall take precedence over the General Conditions.
ARTICLE 7 - DELIVERY
Failure to insert delivery days,
when called for on the quotation form, may be cause for rejection of bid.
ARTICLE 8 - LOUISIANA PREFERENCE
In accordance with the provisions
of LA. R.S. 38:2251 et. seq., preference is hereby given for materials,
supplies or equipment which are manufactured, processed, produced or assembled
in Louisiana, quality being equal to other materials, supplies or equipment
offered by competitors outside of the State of Louisiana. However, the
Lafayette Parish Sheriff's Office can only make a full and proper determination
of bidder's entitlement to a preference based upon a consideration of all
pertinent information related to the claim. Accordingly, in order that the
Sheriff's Office can fairly evaluate a bidder's claim for a preference, it
shall be the bidder's duty and responsibility to supply the Sheriff's Office
with the following declarations and information when submitting a bid which
claims entitlement to a preference:
1. The bidder shall affirmatively
indicate that it desires and is entitled to be considered for a preference by
placing a mark in the space provided on the bid quotation for claiming a
2. The bidder shall specify in the
blank provided on the bid quotation which items it is claiming a preference
for, and the bidder shall specify in the blank provided on the bid quotation
the location(s) in Louisiana where the product(s) for which it is claiming a
preference are manufactured or produced; and
3. The bidder shall attach to bid
form a written letter setting forth in detail why it is entitled to be granted
a preference, including, but not limited to, describing how its products are
produced or manufactured, and describing the specific process which qualifies
it for a preference. The bidder, shall also confirm in the blank provided on
the bid form that it has duly attached the letter setting forth the details as
4. Any bidder who fails to comply
with each and every one of the requirements set forth herein above shall be
deemed to have waived its right to be considered for a preference, and such bid
shall be considered as though no preference was available to the bidder.
Bidders who claim a preference on
materials, supplies, or equipment, which are Louisiana products and which are
equal in quality to other materials, supplies or equipment must meet the
following conditions in order to qualify for such preference:
1. The cost of the Louisiana
products must not exceed the cost of other materials, supplies, or equipment
which are manufactured, processed, produced, or assembled outside the state by
more than five percent; and
2. The vendor of the Louisiana
products must agree to sell the products at the same price as the lowest bid
offered on such products; and
3. In cases where more than one
bidder offers Louisiana products which are within five percent of the lowest
bid, the bidder offering the lowest bid on Louisiana products is entitled to
accept the price of the lowest bid made on such products.
ARTICLE 9 - QUALIFICATION OF
The Lafayette Parish Sheriff's
Office may make such investigation as it deems necessary to determine the
ability of the Bidder to perform the work, and the Bidder shall furnish to the
Lafayette Parish Sheriff's Office all such information and data for this
purpose as the Lafayette Parish Sheriff's Office may request. The Lafayette
Parish Sheriff's Office reserves the right to reject any bid if the evidence
submitted by, or investigation of, such Bidder fails to satisfy the Lafayette
Parish Sheriff's Office that such Bidder is properly qualified to carry out the
obligations of the Contract and to complete the work contemplated therein.
ARTICLE 10 - ERASURES
Bidders should avoid making erasures,
delineations and other corrections on bids, since such may make it difficult
for the Sheriff's Office to ascertain the information contained in the bid. In
the event that a bidder must make such corrections to a bid, the corrections
should be made in such a manner that the information contained on the bid form
can be fairly and reasonably discerned and ascertained by the Sheriff's Office.
The Sheriff's Office shall have the right to reject any bid in the event that
it is unable to reasonably determine the information and quotations supplied by
the bidder therein.
ARTICLE 11 - PRICES
Prices are to include the
furnishing of all materials, plant, equipment, tools, delivery, and all other
facilities, and the performance of all labor services necessary or proper for
the completion of the work except as may be otherwise expressly provided in the
When called for on the quotation
form, prices should be shown both in words and in figures. In the event of a
discrepancy between the prices quoted in words and those quoted in figures in
the quotation, the words shall control. In the event that the bidder does not
show prices in both words and in figures, the bid shall be tabulated in
accordance with the form of the price provided. In case of a conflict between
unit prices and the extended total price, the unit price shall govern. The
Sheriff's Office reserves the right to reject any bid in the event that
discrepancies in the prices quoted therein prevent the Sheriff's Office from
making a fair determination of the quoted prices.
ARTICLE 12 - UNDERSTANDING OF
In making his bid each bidder
represents that: he has read and understands the bid documents and his bid is
made in accordance herewith; his bid is based upon the specifications described
in the bid documents; any and all exceptions to specifications being so noted
in said documents.
ARTICLE 13 - WITHDRAWAL OF BID
The bidder agrees that this bid
shall be good and may not be withdrawn for a period of thirty (30) days after
the bid openings.
At any time prior to the scheduled
closing time for the receipt of quotations, any bidder may withdraw his
quotation. After scheduled closing time for the receipt of quotations, no
bidder will be permitted to withdraw his quotation, unless said award is
delayed for a period exceeding thirty (30) days.
ARTICLE 14 - SUBMISSION AND
OPENING OF BID
All bids shall be submitted to the
1. All bids shall be enclosed in
a sealed envelope which will be marked with the name of the bid being submitted. The bid shall be either mailed to
the Lafayette Parish Sheriff's Office, Purchasing Manager, P.O. Drawer 3508,
Lafayette, Louisiana 70502, or hand delivered to the Lafayette Parish Sheriff's
Office, Purchasing Division, Room 226, 316 West Main Street, Lafayette,
2. The "Notice to
Bidders" designates the date and time of the bid opening. Bids will be
received until the stated date and time. The responsibility for timely delivery
rests solely with the bidder and late bids arriving after the stated date and
time will not be considered.
3. Unless otherwise advertised,
bids will be called for at 10:00 A.M. and will be opened and read aloud in Room
226 on the second floor of the Lafayette Parish Sheriff's Office building.
ARTICLE 15 - QUANTITIES
Quantities listed are
approximations only and the Lafayette Parish Sheriff's Office will not be held
bound to those approximate quantities. All orders will be on an "as
ARTICLE 16 - OPTION TO RENEW
When indicated in the bid specifications
and bid form, the contractor may extend this contract for one additional
renewal period of the same duration as the original contract and at the same
prices and terms at the option of the Lafayette Parish Sheriff's Office.
ARTICLE 17– REJECTION OF BIDS
The Lafayette Parish Sheriff's
Office reserves the right to reject any and all bids. The Lafayette Parish
Sheriff's Office also reserves the right to reject any and all bids should the
total bid be in excess of appropriated funds and additional funding cannot be
made available. Without limiting the generality of the foregoing, any bid which
is incomplete, obscure, or irregular may be rejected; any bid which omits a bid
on any one or more items in the Bid Form may be rejected; any bid in which unit
prices are omitted or in which unit prices are obviously unbalanced may be
rejected; any bid accompanied by an insufficient or irregular bid security may
ARTICLE 18– WITHDRAWAL OF
A bid containing patently obvious
unintentional, and substantial mechanical, 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 contractor if clear and convincing sworn, written evidence of
such errors is furnished to Lafayette Parish Sheriff's Office within
forty-eight hours of the bid opening excluding Saturdays, Sundays, and legal
holidays. Such errors must be clearly shown by objective evidence drawn from
inspection of the original work papers, documents, or materials used in the
preparation of the bid sought to be withdrawn. If Lafayette Parish Sheriff's
Office 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 to the contractor.
A contractor who attempts to
withdraw a bid under the provisions of this Section shall not be allowed to
resubmit a bid on the project. If the bid withdrawn is the lowest bid, the next
lowest bid may be accepted. If all bids are rejected no withdrawal of the bid
which would result in the award of the contract on another bid of same bidder,
his partner, or to a corporation or business venture owned by or in which he
has an interest shall be permitted. No bidder who is permitted to withdraw a
bid shall supply any material or labor to, or perform any subcontract work
agreement for, any person to whom a contract or subcontract, is awarded in the
performance of the contract for which the withdrawn bid was submitted.
ARTICLE 19– SIGNATURE
AUTHORITY OF BIDDER
In accordance with Title 38:2221(A)(1)(c)(I),
the person signing the bid must be:
1. 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;
2. An individual authorized to bind
the vendor as reflected by an accompanying corporate resolution, certificate or
3. An individual listed on the
State of Louisiana Bidder's Application as authorized to execute bids.
By signing the bid, the bidder certifies
compliance with the above.
ARTICLE 20 - CONTRACTOR'S
On any bid submitted for
construction contracts in the amount of $50,000 or more, the Contractor shall
certify that he is licensed under Louisiana's Contractor's Licensing Law R.S.
37:2150-2164 and shall show his license number on the sealed envelope
submitting the bid.
ARTICLE 21 - AFFIDAVIT OF
In accordance with Louisiana Law,
if the Contract is awarded to the Bidder, he shall, if required, at the time of
the signing of the Contract, execute the Affidavit of Non-Collusion included in
the Contract Documents.
ARTICLE 22– PARTICIPATION
BY DISADVANTAGED BUSINESS ENTERPRISES BUSINESS
The Lafayette Parish Sheriff's
Office strongly encourages the participation of DBEs (Disadvantaged Business
Enterprise) in all contracts or procurements let by the Lafayette Parish
Sheriff's Office for goods and service and labor and material. To that end, all
contractors and suppliers are encouraged to utilize DBEs business enterprises
in the purchase or sub-contracting of materials, supplies, services and labor
and material in which disadvantaged businesses are available.