Hauling of voting machines for Winn Parish

Agency: State Government of Louisiana
State: Louisiana
Type of Government: State & Local
Category:
  • Y - Construction of Structures and Facilities
Posted: Nov 15, 2019
Due: Dec 19, 2019
Solicitation No: 139001-2020-64-drayage
Publication URL: To access bid details, please log in.
bid number description date issued bid open date/time help
139001-2020-64-drayage Hauling of voting machines for Winn Parish
Original: 139001-2020-64-drayage
11/15/2019 12/19/2019
10:30:00 AM CT
139001

Attachment Preview

SOLICITATION NUMBER 2020-64
DRAYAGE CONTRACT
Rev. 11/2019
SECRETARY OF STATE
STATE OF LOUISIANA
R. KYLE ARDOIN
SECRETARY OF STATE
P.O. BOX 94125
BATON ROUGE, LA 70804-9125
225.922.2880
NOTICE OF INVITATION TO BID
TO:
PROPOSED BIDDERS
FROM:
KYLE ARDOIN
SECRETARY OF STATE
RE:
DRAYAGE CONTRACT BIDS FOR 2020
Beginning this year, the Secretary of State’s office will begin posting all solicitations on its website, as well as on
the Office of State Purchasing’s website in the LaPAC link. Notices will still be mailed as required, but they will
not contain the bid packet that has customarily been provided. If you would still like to obtain a bid packet or have
other questions, you may contact Derick Bond at (225) 922-3023 or email at Derick.Bond@sos.la.gov
You may obtain a copy of the drayage bid documents electronically on the following links:
Office of State Purchasing: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp
Search Bids by Department. Click on the link: State Secretary of State. Find the parish bid you are searching and
click there. You would print from this link.
Secretary of State home page: http://www.sos.la.gov/ , under “Solicitations”.
Please note there have been significant modifications to the bid specifications and requirements. Please be sure to
read all information and forms contained in the bid package prior to completing your bid.
After you have completed your bid package, please write the applicable bid number, bid due date and parish on your
mailing envelope, as well as any courier forms, if using courier, such as FedEx, UPS, etc. Be sure your return
envelope is sealed with all information on that envelope.
Sincerely,
Derick D. Bond, Sr.
Purchasing Director
SOLICITATION NUMBER 2020-64
DRAYAGE CONTRACT
Rev. 11/2019
SECRETARY OF STATE
STATE OF LOUISIANA
R. KYLE ARDOIN
SECRETARY OF STATE
P.O. BOX 94125
BATON ROUGE, LA 70804-9125
225.922.2880
ADVERTISEMENT FOR BIDS
The Department of State, Secretary of State Kyle Ardoin is proposing to contract for the drayage or hauling
of voting machines and related election material in and for the parish of Winn, and will receive sealed bids thereon
until December 19th, 2019 at 10:30 AM.
All interested parties may obtain a bid package by applying in writing to the Department of State, P.O. Box 94125,
Baton Rouge, Louisiana 70804-9125 or by applying in person at the Department’s Purchasing Office located at 3851
Essen Lane, Baton Rouge, Louisiana 70809 or by calling Derick Bond at (225) 922-3023. Otherwise, you may obtain
a copy of the drayage bid documents electronically on the following links:
1) Office of State Purchasing: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp Search Bids by
Department. Click on the link: State Secretary of State. Find the parish bid you are searching and click
there. You would print from this link.
2) Secretary of State home page: http://www.sos.la.gov/, under “Solicitations”.
Bid packages will be available beginning November 14th, 2019.
The contract shall be for a primary term beginning from date of award ending December 31, 2020, and shall
contain an option to renew for two (2) additional 12-month periods at the same prices, terms and conditions, not to
exceed thirty-six (36) months.
All bids must be submitted in writing on the forms provided by the Department in accordance with the
Louisiana Procurement Code and Louisiana Administrative Code Title 31, Part III, Chapter 1, and should be either
delivered by hand or courier service to the Purchasing Department located at 3851 Essen Lane, or sent by registered
or certified mail with a return receipt requested to Department of State, Post Office Box 94125, Attention: Derick D.
bond, Sr., Baton Rouge, Louisiana 70804-9125. All bids must be signed in original ink. Bidder is solely responsible
for ensuring that its courier service provider makes inside deliveries to our physical location. Bidder is solely
responsible for the timely delivery of its bid. NO BIDS WILL BE ACCEPTED AFTER THE DATE AND HOUR
SPECIFIED ABOVE. Failure to meet the bid opening date and time shall result in rejection of the bid.
If the bidder is an agency, corporation or partnership, evidence of authority to submit a bid shall be required
in accordance with R.S. 39:1594(C)(4).
Bids will be publicly opened and read in the Archives Auditorium located in the Louisiana State Archives
building at 3851 Essen Lane., Baton Rouge, Louisiana 70809 at December 19th, 2019 at 10:30 AM. Bids will be
awarded to the lowest responsible and responsive bidder within ten (10) days of bid opening. The successful bidder
will be required to comply fully with all contract specifications and requirements.
The Secretary of State reserves the right to refuse any and all bids and to waive any and all informalities. All
contracts are subject to the availability of funds.
Dated and signed in Baton Rouge, Louisiana this 14th day of November, 2019.
KYLE ARDOIN
SECRETARY OF STATE
SOLICITATION NUMBER 2020-64
DRAYAGE CONTRACT
Rev. 11/2019
DEPARTMENT OF STATE
INVITATION TO BID
DRAYAGE CONTRACT
I. CONTENTS OF BID PACKAGE
Each bid package includes the Invitation to Bid; rules and regulations entitled
“Procurement of Voting Machine Drayage” (Title 31, III); a copy of the Louisiana Code of
Governmental Ethics (La. R.S. 42:1113 Prohibited Contractual Arrangements for potential
bidders.); Advertisement for Bid, Drayage Bid Form; a Contractor Disclosure of Ownership Form;
a No Felony Conviction Employee Certification Affidavit Form; and a Sample Contract.
PARISH: Winn
ESTIMATED NUMBER OF VOTING MACHINES: Seventy-four (74)
NUMBER OF PRECINCTS: 31
Bids must be received on or before 10:30 am, December 19th, 2019 at which time bids
will be publicly opened and read.
II. BID GUARANTY OF BID BOND
A. A bid guaranty in the form of a bond, certified check, or money order made payable
to the State of Louisiana, Department of State in the amount of five percent (5%) of the bid must
accompany each bid submitted. DO NOT SEND CASH.
For Example: If you submit a bid of $50.00 per voting machine in a parish with 100
voting machines, your bid guaranty or bond would be $250.00. Use this simple formula:
BID PER MACHINE x NUMBER OF MACHINES x 5% = BID GUARANTY OR BOND
B. If you are determined to be the lowest responsive and responsible bidder for the
parishes and you decline to accept the contract for the parish, you will forfeit your bid guaranty or
bid bond for those parishes.
C. Obvious errors or errors supported by clear and convincing evidence may be
corrected, or bids may be withdrawn, if such correction or withdrawal does not prejudice other
bidders and such actions may be taken only to the extent permitted under this Invitation to Bid. A
request to withdraw a bid after the bid opening must be made within three (3) business days after
bid opening, and supported in writing. If it is determined that the error is patently obvious, then
the bid may be withdrawn, and if a bid guaranty was required it shall be returned to the bidder.
Minor informalities are matters of form rather than substance which are evident from the
bid document, or insignificant mistakes that can be waived or corrected without prejudice to other
bidders; that is, the effect on price, quantity, delivery or contractual conditions is not significant.
The Secretary of State, or his designee may waive such informalities or allow the bidder to correct
them depending on which is in the best interest of the state.
If the mistake and the intended bid are clearly evident on the face of the bid document, the
bid shall be corrected to the intended bid and may not be withdrawn. Some examples of mistakes
that may be clearly evident on the face of the bid document are typographical errors, errors in
extending unit prices, unit prices placed in the extended amount column, and failure to return an
addendum provided there is evidence that the addendum was received. When an error is made in
extending total prices the unit bid price will govern. Under no circumstances will a unit bid price
be altered or corrected unless it is obvious that a unit price is submitted in a different unit of
measure than shown on the bid form and the bidder’s extended total verifies that the unit bid price
was submitted using a wrong unit of measure, then the unit price my be changed to correspond
with the correct unit of measure.
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SOLICITATION NUMBER 2020-64
DRAYAGE CONTRACT
Rev. 11/2019
III. PROCEDURE FOR SUBMITTING BIDS
A. Submit your bid on the bid form enclosed in the bid package. You must use this form
or duplicate thereof. Fill out the bid form completely and sign it.
B. Signature Authority: In accordance with La. R.S. 39:1594(C)(4), if the bidder is a
corporation, partnership, or other legal entity, the authority of the person signing the bid
must be evidenced in one of the following ways (please circle the one which applies to the
signer of the bid):
1. The signer of the bid is either a corporate officer who is listed on the most current
annual report on file with the Secretary of State, or a member of a partnership or
partnership in commendam listed in the most current partnership records on file with
the Secretary of State. If this applies, a copy of the annual report or partnership
record must be submitted with the bid.
2. The signer of the bid is a representative of the bidder, and is authorized to submit the
bid as evidenced by a corporate resolution or certification as to the corporate
principal. If this applies, a copy of the resolution or certification must be
submitted with the bid.
3. The bidder has filed with the Secretary of State's Commercial Division an affidavit,
resolution, or other acknowledged or authentic document indicating that the signer is
authorized to submit bids for public contracts. If this applies, a copy of the
applicable document must be submitted with the bid.
By signing the bid, the bidder certifies compliance with the above.
C. Good Standing:
1. The successful bidder must be in good standing to be awarded a contract.
2. A company that is not in good standing means any corporation which is delinquent
in filing an annual report with the Secretary of State.
3. Each corporation and limited liability company, domestic and foreign, which is not
in good standing, is prohibited from engaging in commercial business operation
with the state or its boards, agencies, departments, or commissions.
4. Any contract between a corporation which is not in good standing and the state or
its boards, agencies, departments, or commissions is subject to be declared null and
void, by said board, agency, department, or commission or by the Division of
Administration.
D. A completed and notarized Contractor Disclosure of Ownership Form, a No Felony
Conviction Employee Certification Affidavit certifying that the individual or the principal
officers of the agency, corporation, or partnership are not under any felony conviction, and
an Acknowledgement of Pre-Bid Video Affidavit, must be attached to the bid.
E. The bidder will be required to certify that he will not in any way hire, employ, contract
with, or subcontract with any person who has been convicted or who has pled guilty to an
Election offense.
F. Insert the bid form into an envelope. Only one bid form may be used for each bid
envelope. Seal the envelope securely.
Write the Bid Number, Parish Name and “SEALED BID” on the outside of the
envelope on the front and back of the envelope legibly.
G. Bids may be mailed through the U.S. Postal Service to our P.O. Box at:
LA Department of State
P. O. Box 94125
Baton Rouge, La 70804-9125
Attn: Purchasing Department
Mr. Derick D. Bond, Sr.
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SOLICITATION NUMBER 2020-64
DRAYAGE CONTRACT
Rev. 11/2019
Bids may be delivered by hand or courier service to our physical location at:
Department of State
Secretary of State, Purchasing Section
3851 Essen Lane
Baton Rouge, La 70809
Attn: Purchasing Department
Mr. Derick D. Bond, Sr.
Bidder is solely responsible for ensuring that its courier service provider makes inside
deliveries to our physical location. The Department of State and the Secretary of State Purchasing
Office are not responsible for any delays caused by the bidder’s chosen means of bid delivery.
Bidder is solely responsible for the timely delivery of its bid. Failure to meet the bid opening date
and time shall result in rejection of the bid. Bids will not be accepted by electronic facsimile (FAX)
or electronic mail (e-mail) transmission.
To view the Drayage Presentation on Safely Hauling AVC Voting Machine, please
comply with the following:
1. Go to www.sos.la.gov and click on “Our Office” in the header on
the right hand side of our home page and click on “View
Solicitations”. Under the heading “Drayage”, click on “View
instructions for all drayage bids” to view the Drayage
Presentation on Safely Hauling AVC Voting Machines.
IV. BID SPECIFICATION
A. Drayage Services
Subject to the terms and conditions set forth herein, the provisions of Title 18 of the
Louisiana Revised Statues (“Louisiana Election Code”), including but not limited to Chapter 4 of
the Title entitled “Registration of Voters” and Chapter 8 entitled “Voting and Voting Machines,”
and LAC 31:111.Chapter 1 of the LA Administrative Procedures Act, the lowest responsive and
responsible bidder (hereinafter “Contractor”) shall perform all services necessary to ensure the
proper and timely delivery and return of the voting machines allocated for use in the Parishes,
precinct registrars, and any and all other election equipment and supplies in connection therewith,
to and from the storage warehouses and polling places, or demonstration sites. The Contractor
shall work with the Clerk of the District Court (Clerk of Criminal District Court in Orleans Parish),
who is the ex officio parish custodian of voting machines in each parish and with any deputy parish
custodian appointed by the Clerk. Drayage services shall specifically include, but not be limited
to, the following:
1. Precinct Registers - The Contractor shall obtain the precinct registers from the
Parish Registrar of Voters, which precinct registers shall be delivered by the Contractor to the
designated voting machine warehouse(s) for insertion in the proper voting machines by the Parish
Custodian. Following an election, the Contractor shall return all precinct registers and any “ROV
Envelopes” to the Parish Registrar of Voters at a time designated by the Secretary of State. With
the express, written permission of the Secretary of State the Contractor may be relieved of this
responsibility, if it is adequately performed by the Parish Registrar of Voters.
2. Vote Here” Signs – The Contractor shall obtain the “Vote Here” signs from the
warehouse and shall deliver them with the voting machines to the designated precincts to be put
in place on election day by the commissioners. Following the election, the Contractor shall return
the “Vote Here” signs to the warehouse at the same time the Contractor transports the voting
machines back to the warehouse.
3. Covering and Loading - Only enclosed trucks or enclosed trailers may be used
to transport electronic voting machines. Tarps or any other type of covering on an open truck or
trailer is not acceptable to transport electronic voting machines. The Contractor shall cover all
voting machines to be transported with individual machine covers and load all such voting
machines out of the warehouses in which the voting machines are stored between elections. The
voting machines shall be loaded, blocked and tied on the trucks to the satisfaction of the Secretary
of State or his designated representative.
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