INVITATION TO BID
CITY OF BATON ROUGE
RESPONSES MUST BE
PARISH OF EAST BATON ROUGE
December 17, 2020
11:00 AM CST
TITLE: M12751 Kitchen Supplies
RETURN BID TO:
FILE NO: 20-12751 REQ NO: M12751
AD DATES: 12/02/20 & 12/09/20
SHIP TO ADDRESS:
4523 Plank Road
Baton Rouge, LA 70805
PO Box 1471
222 St. Louis Street
Baton Rouge, LA 70821 8th Floor Room 826
Baton Rouge, LA 70802
Contact Regarding Inquiries:
Purchasing Analyst : Dexter Stewart
Telephone Number: 225-389-3259 x 323
REMIT TO ADDRESS
CITY, STATE, ZIP
FEDERAL TAX ID OR SOCIAL SECURITY NUMBER TITLE
QUESTIONS TO BE COMPLETED BY VENDOR:
1. _________ STATE DELIVERY DAYS MAXIMUM AFTER RECEIPT OF ORDER
2. _________ % discount for payment made within 30 days. Discount for payment made in less
than 30 days, or less than 1%, or applicable to an indefinite quantity contract will be
accepted but not an award consideration.
3. _________ STATE ENUMERATED ADDENDA RECEIVED (IF ANY)
F.O.B.: DESTINATION - PAYMENT TERMS: NET 30
ALL BLANKS ON THIS PAGE SHOULD BE COMPLETED TO AVOID REJECTION OF BID
The signature on this document certifies that proposer has carefully examined the instructions to bidders,
terms and specifications applicable to, and made a part of this solicitation. By submission of this document,
proposer further certifies that the prices shown are in full compliance with the conditions, terms and
specifications of this solicitation.
No alterations, changes or additions are allowed on this solicitation, and no additional information, clarifications
or other documents are to be included unless specifically required by the specification. Any errors in
extensions of prices will be resolved in favor of unit prices submitted.
If services are to be performed in East Baton Rouge City-Parish, evidence of a current occupational license
and/or permit issued by the City-Parish shall be supplied by the successful vendor, if applicable.
INSTRUCTIONS TO BIDDERS / TERMS & CONDITIONS - SEALED BIDS
Bidders are urged to promptly review the requirements of this specification and submit questions for resolution
as early as possible during the bid period. Questions or concerns must be submitted in writing to the
purchasing division during the bid period. Otherwise, this will be construed as acceptance by the bidders that
the intent of the specifications is clear and that competitive bids may be obtained as specified herein. Protests
with regard to the specification documents will not be considered after bids are opened.
Read the entire bid, including all terms and conditions and specifications.
Bids are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders to
receive bids. Bidders should rely only on advertisements in the local newspaper, and should personally pick up
bids and specifications. Full information may be obtained, or any questions answered, by contacting the
Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802 or by calling (225)
The bid number, bidder's name, address and bid opening date should be clearly printed or typed on the outside of
the bid envelope. Only one bid will be accepted from each bidder for the same job. Alternates will not be
accepted unless specifically requested in the proposal. Submission of more than one bid or alternates not
requested may be grounds for rejection of all bids by the bidder.
The method of delivery of bids is the responsibility of the bidder. All bids must be received by the Purchasing
Division on or before the specified bid opening date and time. Late bids will not be considered under any
Failure to deliver within the time specified in the bid will constitute a default and may cause cancellation of the
contract. Where the city has determined the contractor to be in default, the city reserves right to purchase any or
all products or services covered by the contract on the open market and to charge the contractor with cost in
excess of the contract price. Until such assessed charges have been paid, no subsequent bid from the defaulting
contractor will be considered.
The City Parish specifically reserves the right to evaluate bids and award items separately, grouped or on an all or
none basis, to accept the bid which is in the best interest of the City parish, and to reject all proposals if that is in
the best interest of the City Parish.
Except for bids submitted through the www.bidexpress.com on-line bidding site, bids shall be accepted only on
bid forms furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing Division. Altered or
incomplete bids (including non-acknowledgement of addenda issued, if any), or the use of substitute forms or
documents, shall render the bid non-responsive and subject to rejection.
All bids must be typed or written in ink. Any erasures, strikeover and/or changes to prices should be initialed by
the bidder. Failure to initial may be cause for rejection of the bid as non-responsive.
All bids must be manually signed by a properly authorized party. Failure to do so shall cause the bid to be
rejected as non-responsive.
10. Where one or more vendor’s exact products or typical workmanship is designated as the level of quality desired
or equivalent, the Purchasing Division reserves the right to determine the acceptability of any equivalent offered.
11. Detailed factory specifications, illustrative literature and any deviations should be submitted with bid as
required by the specifications or on the bid form. Representative samples shall be submitted upon request, if
appropriate. Bidders proposing an equivalent brand or model should submit with the bid information (such as
illustrations, descriptive literature, and technical data) sufficient for the City to evaluate quality, suitability, and
compliance with the specifications in the solicitation.
12. Written addenda issued prior to bid opening which modifies the bid shall become a part of the bid, and shall be
incorporated within the purchase order and/or contract. Only a written interpretation or correction by Addendum
shall be binding. Bidders shall not rely upon any interpretation or correction given by any other method. Failure
to acknowledge receipt of addenda (if any) shall render the bid non- responsive and subject to rejection.
13. For Printing solicitations, artwork, dies and/or molds shall become the property of the City - Parish Government
and must be returned to the Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA
70802, upon completion of the order.
14. 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 the EPA and must meet all requirements of
Louisiana State Laws. Bidders must submit product label, material safety data sheet and EPA registry number
with bid. 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 be cause for the bid to be rejected or the
15. Delivery of items must be made on time to City - Parish final destinations within East Baton Rouge Parish. All
freight charges shall be prepaid by vendor. Late deliveries or unsatisfactory performance may be cause to cancel
the Purchase Order or contract.
16. The State of Louisiana Code of Governmental Ethics places restrictions on awarding contracts or purchase orders
to persons who are employed by any agency of the City - Parish Government, or any business of which he or his
spouse has more than a twenty-five percent (25%) interest. The Code also prescribes other restrictions against
conflict of interest and establishes guidelines to assure that appropriate ethical standards are followed. If any
question exists regarding potential violation of the Code of Ethics, bidders should contact the Purchasing Division
prior to submission of the bid. Any violation of the Code of Ethics shall be grounds for disqualification of bid or
cancellation of contract.
17. All Prices bid shall remain in effect for a period of at least sixty (60) days. City - Parish purchases are excluded
from state and local taxes.
18. Acceptance of award by vendor, either in writing or by shipment of any article described herein, shall effectuate a
contract between City - Parish and vendor for the materials described herein, and no additional conditions or
amendments shall have any effect unless approved in writing by City - Parish.
19. Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be
given at the bid opening or during the evaluation process. Information pertaining to completed files may be
secured by visiting the EBR City Parish Purchasing office during normal working hours.
20. The City - Parish is an equal opportunity employer, and does not discriminate against anyone on the basis of
race, sex, creed, color, religion, national origin, ancestry, reprisal, disability, sexual orientation, marital status or
21. In accordance with Louisiana Revised Statutes, a preference may be allowed for equivalent products produced,
manufactured or grown in Louisiana and/or firms doing business in the State of Louisiana. Do you claim this
preference if allowed? YES
NO____. If this preference is claimed, attach substantiating information to the
proposal to show the basis for the claim.
22. Right To Audit Clause: The Contractor shall permit the authorized representative of the City-Parish to periodically
inspect and audit all data and records of the Contractor relating to his performance under this contract.
23. Terms and Conditions: This solicitation contains all terms and conditions with respect to the purchase of the
goods and/or services specified herein. Submittal of any contrary terms and conditions may cause your bid to be
rejected. By signing and submitting a bid, vendor agrees that contrary terms and conditions which may be
included in their bid are nullified; and agrees that this contract shall be construed in accordance with this
solicitation and governed by the laws of the State of Louisiana as required by Louisiana Law.
24. In accordance with the provisions of LA. R.S. 38:2212.9, in awarding contracts after August 15, 2010, any public
entity is authorized to reject the lowest bid from, or not award the contract to, a business in which any individual
with an ownership interest of five percent or more has been convicted of, or has entered a plea of guilty or Nolo
Contendere to any state felony crime or equivalent federal felony crime committed in the solicitation or execution
of a contract or bid awarded under the laws governing public contracts under the provisions of Chapter 10 of this
Title, professional, personal, consulting, and social services procurement under the provisions of Chapter 16 of
Title 39 of the Louisiana Revised Statutes of 1950, or the Louisiana Procurement Code under the provisions of
Chapter 17 of Title 39 of the Louisiana Revised Statutes of 1950.
25. Certification of no suspension or debarment. By signing and submitting any bid for $25,000 or more, the bidder
certifies that their company, any subcontractors, or principals are not suspended or debarred by the general
services administration (GSA) in “Audit Requirements In subpart F of the Office of Management and Budget’s
uniform administrative requirements, cost principles, and audit requirements for federal awards” (Formerly OMB
A list of parties who have been suspended or debarred can be viewed via the internet at http://www.sam.gov.
26. Bid prices shall include delivery of all items F.O.B. destination or as otherwise provided. Bids containing
“Payment in Advance” or “C.O.D. requirements may be rejected. Payment is to be made within 30 days after
receipt of properly executed invoice or delivery, whichever is later.
27. Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be
given at the bid opening or during the evaluation process. Bids may be examined within 72 hours after bid
opening. Information pertaining to completed files may be secured by visiting the Purchasing Division during
normal working hours.
Written bid tabulations may be accessed at:
28. Contractor agrees, upon receipt of written notice of a claim of a claim or action, to defend the claim or action, or
take other appropriate measure, to indemnify, and hold harmless, the city, its agents and employees from and
against all claims and actions for bodily injury, death or property damages caused by fault of the contractor, its
officers, its agents, or its employees. Contractor is obligated to indemnify only to the extent of the fault of the
contractor, its officers, its agents, or its employees, however the contractor shall have no obligation as set forth
with respect to any claim or action from bodily injury, death or property damages arising out of the fault of the City,
its officers, its agents, or its employees.
29. In accordance with Louisiana Law (R.S. 12:262.1 and 12:1308.2), all corporations and limited liability companies
must be in good standing with the Louisiana Secretary of State at the time of execution of the contract.
30. Vendors submitting signed bids agree to EEOC compliance and certify that they agree to adhere to the mandates
dictated by Title VI and VII of the Civil Right 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
agrees to abide by the requirements of the Americans with Disabilities Act of 1990.
Bidders must agree to keep informed of and comply with all federal, state and local laws, ordinances and
regulations which affect their employees or prospective employees.
31. The City of Baton Rouge, Parish of East Baton Rouge launched a new Enterprise Resource Planning (ERP)
system, Vendor Self Service (VSS) via Munis. VSS replaced the legacy vendor database and will be used by all
departments and agencies citywide.
Vendor Self-Service (VSS) enables vendors to register and maintain information about their organization for the
purpose of doing business with City-Parish and receive notifications of business opportunities. The City-Parish
procurement activities are subject to the State of Louisiana Public Bid Law, local city-parish ordinances as well as
applicable federal statutes as directed by grant providers. Vendors must be registered to receive bid notifications.
New vendors or existing vendors who need to create a VSS account can do so clicking the Registration link at
http://brla.gov/vss. Vendors are encouraged to review the step by step
https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF before beginning
the registration process which may be assessed at https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-
Additional information regarding how to do business with EBR City-Parish is available at:
We also post our scheduled bid openings, as well as unofficial bid tabulations after the bids have opened at
Note: Commodity codes are required for setting up your profile. These numbers tell us what commodities and
services that you can provide. When agencies request products or services, our buyers pull directly from these
numbers to send out solicitations, bids, and quotes. The first 3 numbers are the class numbers; the subclasses
are two digit numbers that better describe the commodity or service. For questions regarding commodity codes,
please contact purchasing at (225) 389-3259 Ext 0.
Important! - A W-9 Form is required in order to do business with City-Parish. Part of the online enrollment
process requires you to upload a completed W-9 form. Please have the completed form in an electronic format so
that you can submit it as part of the registration process. The W-9 form can be downloaded from the IRS website.
We have created step by step directions on how to properly complete the W-9 Form.