Purchase of New/Unused Electrical Inventory (6M)

Agency:	Terrebonne Parish
State:	Louisiana
Type of Government:	State & Local
Category:	99 - Miscellaneous
Posted:	Jan 17, 2024
Due:	Feb 1, 2024
Solicitation No:	Bid 24-WHSE-01
Publication URL:	To access bid details, please log in.

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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 1, 2024 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-01 Purchase New/Unused Electrical Material for Warehouse Inventory (6-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

the

Terrebonne

Parish

web

site

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 Robert Savoie, Electric Distribution Superintendent, at 985-873-6783 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/ Jason W. Bergeron

Jason W. Bergeron, Parish President

Terrebonne Parish Consolidated Government

Publish: January 17th & 24th , 2024

To Courier: January 12, 2024

Bid 24-WHSE-01 Purchase New/Unused Electrical Material for Warehouse Inventory (6-Months)

REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS FOR

Bid 24-WHSE-01 Purchase New/Unused Electrical Material for Warehouse Inventory

Please Read Carefully

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

products for warehouse inventory. Delivery shall be made during the contract period to 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.

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

Bid 24-WHSE-01 Purchase New/Unused Electrical Material for Warehouse Inventory (6-Months)

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.

The 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.

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,

Bid 24-WHSE-01 Purchase New/Unused Electrical Material for Warehouse Inventory (6-Months)

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.

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.

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. Any freight/shipping charges should be included in unit pricing.

DELIVERY: TPCG desires delivery at the earliest possible date. It is imperative that the material is delivered within the time

frame(s) stipulated on Section “B” of the Official Bid Form.

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

the product offered in the bid 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 in the specified time shall result in the bid being declared non-responsive and just cause for

rejection.

Bid 24-WHSE-01 Purchase New/Unused Electrical Material for Warehouse Inventory (6-Months)

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.

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.

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

online at https://secure.tpcg.org/vendor/ . This tool is part of our efforts to make it easier for you to do 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 notice of award of this bid.

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.

APPLICABLE LAW: All contracts shall be construed in accordance with and governed by the laws of the 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: The Contractor agrees to abide by the requirements of the following as applicable: Title VI

and Title VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246,

the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, Title IX of

the Education Amendments of 1972, the Age Act of 1975, and Contractor agrees to abide by the requirements of the Americans

with Disabilities Act of 1990. Contractor agrees not to discriminate in its employment practices and will render services under

the contract without regard to race, color, religion, sex, national origin, veteran status, political affiliation, or disabilities. Any act

of discrimination committed by Contractor, or failure to comply with these statutory obligations when applicable shall be

grounds for termination of the contract.

AFFIRMATIVE ACTION: Contractor agrees, if subcontractors are to be let, to take affirmative steps to include:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

Bid 24-WHSE-01 Purchase New/Unused Electrical Material for Warehouse Inventory (6-Months)

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Purchase of New/Unused Electrical Inventory (6M)

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