20008-A26-0707-REBID2.pdf

INVITATION TO BID

SEALED BIDS will be received by the PURCHASING DIVISION of the CITY OF BATON ROUGE, EAST

BATON ROUGE PARISH until 11:00 am CST, August 10, 2026 at the location shown below.

TITLE: A26-0707- REBID2 Original Equipment Manufacturer Standard Replacement Parts & Manufacturer Authorized Service for Detroit Diesel, Cummins, Caterpillar Engines & Allison Transmissions

RETURN BID TO:

PURCHASING DIVISION

Physical Address:

222 St. Louis Street

8th Floor Room 826 Baton Rouge, LA 70802

**NOTE: U.S. Postal Regular & Expedited Mail do not deliver to our physical address; delays may occur due to City Parish Mailroom processing

FILE NO: 26-00707-2

AD DATES: 07/22/2026 & 07/29/2026

SHIP TO ADDRESS:

City Parish Garage (Central Garage) 333 Chippewa Street Baton Rouge, LA 70802

Contact Regarding Inquiries:

Purchasing Analyst : Elizabeth Miller

Telephone Number: 225-389-3259 ext. 3283 x 3283

Email: ermiller@brla.gov

VENDOR NAME MAILING ADDRESS

REMIT TO ADDRESS CITY, STATE, ZIP

TELEPHONE NO. FAX NO. E-MAIL

FEDERAL TAX ID OR SOCIAL SECURITY NUMBER TITLE

AUTHORIZED SIGNATURE (Required) PRINTED NAME

TO BE COMPLETED BY VENDOR: CONTRACTORS LICENSE IF APPLICABLE

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.

Bidders should acknowledge all addenda and the date received.

The Bidder acknowledges receipt of the following issued ADDENDA

No. Date: No. Date: No. Date: No. Date:

No. Date: No. Date: No. Date: No. Date:

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. Bid must be signed in the designated space above and by person authorized to sign for bidder.

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.

mailto:ermiller@brla.gov

INSTRUCTIONS TO BIDDERS/TERMS & CONDITIONS FOR OEM SRP & MAS

Bidders are urged to promptly review the requirements of these specification, terms and conditions 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, terms and conditions are clear and that competitive bids may be obtained as specified herein. Protests with regard to the specification, terms and conditions documents will not be considered after bids are opened.

1. Read the entire bid, including all terms and conditions and specifications.

This proposal is to establish firm prices for materials supplies and services for the contract period to be determined. Delivery shall be made or services provided as needed throughout the contract period, or as required by the specification. Quantities, if shown, are estimated only. Smaller or larger quantities may be purchased based upon the needs of the City-Parish. There is no guaranteed minimum quantity.

2. The contract shall be firm through the one year period. Upon agreement of both the contractor and the City - Parish, the contract may be extended a second or a third year or other shortened specified time periods. Extension of the contract into the second or third time periods shall be made by letter on or before the expiration of the contract. Extension is only possible if all prices and conditions remain the same.

3. Proposals are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders to receive proposals. Bidders should rely only on advertisements in the local newspaper, and should personally pick up proposals 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) 389-3259.

4. The contract title, 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.

5. The method of delivery of bids is the responsibility of the bidder. All bids must be received by the

Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802 on or before the specified bid opening date and time. Late bids will not be considered under any circumstances. This is a sealed bid, NO FAXED OR EMAILED BIDS WILL BE ACCEPTED

6. 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.

7. 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.

8. Except for bids submitted through the www.centralbidding.com on-line bidding site, bids shall be accepted only on proposal forms furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing Division. The City - Parish will only accept bids from those bidders in whose names the proposal forms and/or specifications were issued. Altered or incomplete proposals, or the use of substitute forms or documents, shall render the bid non- responsive and subject to rejection. The entire proposal package, including the specifications and copies of any addenda issued shall be submitted to the Purchasing Division as the bid.

http://www.centralbidding.com/

All proposals 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.

9. All proposals 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. If bidding other than specified, sufficient information should be enclosed with the bid in order to determine quality, suitability, and compliance with the specifications. Failure to comply with this request may eliminate your bid from consideration. If requested, literature and/or specifications must be submitted within five (5) days.

12. 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.

13. Written addenda issued prior to bid opening which modifies the proposal shall become a part of the proposal for 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.

14. 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.

15. 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 should submit product label, material safety data sheet and EPA registry number with bid or within five (5) days of request from purchasing office. 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 contract canceled.

16. 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. EAST BATON ROUGE PARISH requires all products to be new (current) and all work must be performed according to standard practices for the project. Unless otherwise specified, no aftermarket parts will be accepted. Unless otherwise specified, all workmanship and materials must have at least one (1) year guaranty, in writing, from the date of delivery and/or acceptance of the project. Any deviations or alterations from the specifications must be indicated and/or supporting documentation supplied with bid submission. .. Late deliveries or unsatisfactory performance may be cause to cancel the Purchase Order or contract.

17. The City - Parish reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all bids and waive any informalities.

18. All Prices bid shall remain in effect for a period of at least sixty (60) days. City - Parish purchases are exempt from state and local taxes.

19. 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.

20. EAST BATON ROUGE PARISH requires all products to be new (current) and all work must be performed according to standard practices for the project. Unless otherwise specified, no aftermarket parts will be accepted. Unless otherwise specified, all workmanship and materials must have at least one (1) year guaranty, in writing, from the date of delivery and/or acceptance of the project. Any deviations or alterations from the specifications must be indicated and/or supporting documentation supplied with bid submission

21. The City - Parish reserves the right to terminate this contract prior to the end of the contract period on twenty-four (24) hours written notice for unsatisfactory performance. Termination under this paragraph shall not relieve either party of any obligation or liability that may have occurred prior to the effective date of termination.

22. 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.

23. 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.

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. 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.

26. 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.

27. 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 circular a- 133).

a. A list of parties who have been suspended or debarred can be viewed via the internet at http://www.sam.gov.

b. A contract award must not be made to parties listed on the government wide exclusions in the System for

Award Management. (SAM), in accordance with OMB guidelines at 2 C.F.R. 180. SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

28. 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.

29. 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:

http://city.brla.gov/dept/purchase/bidresults.asp.

http://www.sam.gov/ http://city.brla.gov/dept/purchase/bidresults.asp

30. 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.

31. 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.

32. 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.

33. 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-Service-Registration-Guide-PDFide.

Additional information regarding how to do business with EBR City-Parish is available at:

https://www.brla.gov/DocumentCenter/View/678.

We also post our scheduled bid openings, as well as unofficial bid tabulations after the bids have opened at http://city.brla.gov/dept/purchase/bids.asp.

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.

http://brla.gov/vss https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF https://www.brla.gov/DocumentCenter/View/678 http://city.brla.gov/dept/purchase/bids.asp

FEDERAL CLAUSES, IF APPLICABLE

I. Remedies for Breach

Bidder acknowledges that contracts in excess of the simplified purchase threshold ($150,000.00) shall contain provisions allowing for administrative, contractual, or legal remedies for contractor breaches of the contract terms, and shall provide for such remedial actions as appropriate.

II. Termination and Settlement

Bidder acknowledges that contracts in excess of $10,000.00 shall contain termination provisions including the manner in which termination shall be effected and the basis for settlement. In addition, such provisions shall describe conditions for termination due to fault and for termination due to circumstances outside of the contractors' control.

III. Access to Records

Bidder acknowledges that all contracts (except those for less than the small purchase threshold) shall include provisions authorizing the recipient, US Funding Agency, the Comptroller General, or any of their duly authorized representatives access to all books, documents, papers, and records of the contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts, and transcriptions.

IV. Equal Employment Opportunity

Bidder acknowledges that all contracts shall contain provisions requiring compliance with E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11236 Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Dept. of Labor.

V. Copeland "Anti-Kickback" Act

Bidder acknowledges that all construction/repair contracts and sub-grants in excess of $2,000 shall include provisions requiring compliance with the Copeland "Anti-kickback" Act (18 U.S.C. §3141-3148), which provides that each contractor or sub-recipient shall be prohibited from inducing any person employed in the construction, completion, or repair of public work, to give up any part of the entitled.

VI. Davis-Bacon Act

Bidder acknowledges that all construction contracts in excess of $2,000 shall include a provision for compliance with the Davis-Bacon Act, which requires contractors to pay laborers and mechanics wages at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. Additionally, contractors shall be required to pay wages not less than once a week.

VII. Contract Work Hours and Safety Standards Act

Bidder acknowledges that all construction contracts in excess of $2,000, and all other contracts involving the employment of mechanics or laborers in excess of $2,500 shall include provisions for compliance with sections 102 and 107 of the Contract Work Hours and Safety Standards Act, which requires each contractor to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and one-half times the basic rate of pay for all hours worked in excess of 40 hours. Section 107 is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous.

VIII. Rights to Inventions Made Under a Contract or Agreement

Bidder acknowledges that contracts for the performance of experimental, developmental, or research work shall include provisions providing for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37 CFR part 401, "Rights to Inventions Made by Nonprofit Organizations and the Small Business Firms under Governments Grants, Contracts, and Cooperative Agreements"

IX. Clean Air Act

Bidder acknowledges that the Clean Air Act (CAA) is the comprehensive federal law regulating air emissions from stationary and mobile sources. Among other things, this law authorizes EPA to establish National Ambient Air Quality Standards (NAAQS) to protect public health and public welfare and to regulate emissions of hazardous air pollutants

X. Clean Water Act.

The contractor hereby agrees to adhere to the provisions which require compliance with all applicable Standards, orders, or requirements issued under section 508 of the clean water act which prohibits the use under non-exempt Federal contracts, grants or loans of facilities included on the EPA list of violating facilities

XI. Energy policy and conservation act

The contractor hereby recognizes the mandatory standards and policies relating to energy Efficiency which is contained in the state energy conservation plan issued in compliance with the energy policy and Conservation act (P.L. 94-163).

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.

ADDITIONAL REQUIREMENTS FOR THIS BID

The City-Parish, its officers, employees and agents, shall not be responsible for the negligent acts and omissions of the Contractor or the Contractor's officers, employees, agents or subcontractors, nor shall the Contractor or the Contractor's officers, employees or agents be responsible for the negligent acts or omissions of the City - Parish, its officers, employees and agents. Accordingly, Contractor shall indemnify and save City - Parish, its officers, employees and agents, harmless from any and all claims, suits and actions of any character, name or description brought for or on account of any injury or damage to any person or property arising out of the work performed by the Contractor and resulting from the negligence, commission or omission of any act by the Contractor, or Contractor's officers, employees, agents or subcontractors.

If work is to be performed on site, contractor shall furnish proof of insurance as required in the specifications.

Payment terms for services will be Net 30 days based on the monthly invoice. Agencies will be invoiced monthly in arrears by the contractor. Advanced payments shall not be made.

The City-Parish reserves the right to cancel this contract with thirty (30) days written notice.

Termination for Cause: The City-Parish may terminate this Contract for default by giving the contractor written notice thereof, specifying with particularity each such default. After the first such notice of default, Contractor shall have ten (10) days after receipt of notice to cure or take reasonable steps to cure the default. If the contractor fails to cure or take reasonable steps to cure the default within such ten-day period, the City-Parish may declare this Contract, as appropriate, terminated. In the event of a second notice of default, whether for the same or a different infraction of contractual obligations, the contractor will be given five (5) days to cure the default. If a third notice of default should become necessary, the contract may be terminated upon notification of said default.

Termination for Convenience: The City-Parish may terminate this Agreement at any time by giving thirty (30) days written notice.

Termination for Non-Appropriation Clause: Should the Invitation to Bid result in a multi-year contract, a non-appropriation clause shall be made a part of the contract terms as required by state statutes, allowing the City-Parish to terminate the contract for lack of appropriated funds on the date of the beginning of the first fiscal year for which funds are not appropriated.

SDSs SHOULD BE SUBMITTED WITH BID OR WITHIN FIVE (5) DAYS OF REQUEST FROM

PURHASING OFFICE– FAILURE TO PROVIDE WILL DEEM YOUR BID AS NON-RESPONSIVE:

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. Additionally, Contractor must submit product labels, safety data sheets (SDS) (formerly material safety data sheets) and EPA registry number to the agency prior to work commencing. 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 to the contract being canceled.

Cybersecurity Training Requirement: Contractor, including all principals, sub-contractors and employees who require access to City-Parish information technology assets, shall complete the cybersecurity training required by La. R.S. 42:1267 and furnish the City Parish proof of said completion prior to being granted access to said assets.

Force Majeure: In case by reason of force majeure either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement, then except as otherwise expressly provided in this Agreement, if such party shall give notice and full particulars of such force majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied on, the obligations of the party giving such notice (other than the obligations of the Agency to make the payments required under the terms hereof, or to comply with the terms, conditions and requirements of this contract hereof), as far as they are affected by such force majeure, shall be suspended during the continuance of the inability then claimed which shall include a reasonable time for the removal of the effect thereof, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term “force majeure,” as employed herein, shall mean acts of God, strikes, lockouts or other industrial disturbances, acts of the public enemy, orders of any kind of the Government of the United States or of the State or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, washouts, droughts, arrest, restraining of government and people, civil disturbances, explosions, partial or entire failure of utilities, shortages of labor, material, supplies or transportation, or any other similar or different cause not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of existing or impending strikes, lockouts, or other industrial disturbances shall be entirely within the discretion of the party having the difficulty and that the above requirements that any force majeure shall be reasonably beyond the control of the party and shall be remedied with all reasonable dispatch shall be deemed to be fulfilled even though such existing or impending strikes, lockouts, and other industrial disturbances may not be settled but could have been settled by acceding to the demands of the opposing person or persons.

• If the Company fails to perform any of the other provisions of this contract, or so fails to make progress as to endanger the performance of this contract in accordance with its terms, and either of these two circumstances does cure such failure within a period of ten (10) days (or such longer period as the Parish may authorize in writing), after receipt of notice from the City specifying such failure; or

• Continuing non-performance of the Proposer in terms of specifications shall be a basis for the termination of the contract by the City. The City shall not pay for work, equipment or supplies which are unsatisfactory. Vendors will be given a reasonable opportunity before termination to correct the deficiencies. This however, shall in no way be construed as negating the basis for termination for non-performance; or

• In the event the City terminates this Contract in whole or in part, as above provided, the City may procure, upon such terms and in such manner as the City may deem appropriate, items purchased similar to those terminated, and the Company shall be liable for any excess costs for such similar items, provided that the Company shall continue the performance of this contract to the extent not terminated under the provisions of this paragraph.

• Ethics: Vendors and service providers are responsible for adhering to the Louisiana Code of Governmental Ethics throughout the duration of this contract. As such, vendors and service providers shall be responsible for determining and ensuring that there will be no conflict or violation of the Louisiana Ethics Code if their company is awarded a contract with the City/Parish.

INQUIRY PERIOD

An inquiry period is hereby firmly set for all interested bidders to perform a detailed review of the bid documents and to submit any written questions relative thereto. Without exception, all questions MUST be in writing (even if an answer has already been given to an oral question during the pre-bid conference or job site visits.) Inquiries are to be directed as follows:

Hand Delivered or by Courier

Elizabeth MILLER, Purchasing Analyst II City-Parish Purchasing Department 222 Street Louis Street, Room 826 Baton Rouge, LA 70802

By email: ermiller@brla.gov

The City-Parish shall not and cannot permit an open-ended inquiry period, as this creates an unwarranted delay in the procurement cycle and operations of our departments. The City-Parish reasonably expects and requires responsible and interested proposers to conduct their in-depth proposal review and submit inquiries in a timely manner.

All inquiries shall be received by 5:00 p.m. on July 31, 2026

The City of Baton Rouge and Parish of East Baton Rouge, Purchasing Division, is offering teleconference and in-person attendance by vendors at public bid openings for bids published by our office. Any vendor who would like to listen to the opening of this bid can access the following link, at the date and time of this bid opening:

Join by phone +1-408-418-9388 United States Toll Access code: 263 373 080 (followed by the # button)

Alternate numbers to call if number above is not available, which may occur due to network traffic (use the same Access Code, followed by the # button):

United States Toll (Boston) +1-617-315-0704 United States Toll (Chicago) +1-312-535-8110 United States Toll (Dallas) +1-469-210-7159 United States Toll (Denver) +1-720-650-7664 United States Toll (Jacksonville) +1-904-900-2303 United States Toll (Los Angeles) +1-213-306-3065

This link will provide you with live audio access to this bid opening. The link will be live at the noted bid opening time and date.

mailto:ermiller@brla.gov

ORIGINAL EQUIPMENT MANUFACTURER PARTS & LABOR DEFINITIONS

1. Manufacturer’s Current Price List:

Manufacturer’s published suggested prices for parts at the time of the bid.

2. Original Equipment Manufacturer (OEM):

A supply management term for the purchase of parts and material directly from the manufacturer of the equipment or from an authorized reseller. For example, Ford automotive replacement parts would be purchased from an authorized Ford reseller.

3. OEM Service Provider:

Resident business that is authorized by the manufacturer to sell and/or service their products.

(Local vendor/dealer – synonymous).

4. Restocking Charge:

Percentage/fee charged by vendor/dealer for putting returned parts not due to obsolescence back in their inventory.

5. Obsolescence:

Parts supplied by the vendor/dealer which become obsolete to the agency shall be accepted for return and full credit to the agency’s account. The price credited shall be the same as the purchase price, and no restocking charges shall be allowed. The term “obsolete” as used in this contract is defined to mean “obsolete to the agency”. As the agency changes equipment makes and models, the parts may become obsolete to the agency in an undeterminable period of time. This does not necessarily mean the parts are obsolete on the open market.

6. Overnight Delivery Charge:

Fee charged for agency requesting expedited/overnight delivery of parts. Requires prior approval of City-Parish representative.

7. Vendor/Dealer Labor Rate:

Hourly rate charged for labor by the vendor or dealer on a requested repair.

8. Call Out:

A request for a vendor/dealer to go out to a jobsite to perform a repair (not at the vendor/dealer facility).

9. Vendor/Dealer Field Labor Rate:

Hourly rate charged for labor on repairs performed on a call out.

10. Grey Market Goods:

Usually refers to the flow of new goods through distribution supply channels other than those authorized or intended by the manufacturer or producer. For example, goods intended to be only sold in Europe but eventually find their way for sale and use in the United States market. Goods being sold outside of normal distribution channels by companies which may have no relationship with the producer of the goods. (The original manufacturer may not honor the product warranty on grey market goods.)

GENERAL SPECIFICATIONS

ANNUAL PROPOSALS FOR OEM PARTS/LABOR

1. The City-Parish's intent to award this proposal to a vendor or vendors to enable agencies to acquire original manufacturer's parts in a timely manner. Consideration will be given to price, availability, service, and location in placing orders. Specific quantities are not guaranteed as parts will be purchased on an as needed basis.

2. The purpose of this proposal is to establish prices for the purchase and delivery of Original Equipment

Manufacturer's replacement parts. Also requested is an hourly labor rate for repairs and/or parts installation done by/at an authorized equipment manufacturer's service facility.

3. The number of hours required for labor per job shall not exceed the number of hours listed in the manufacturer’s flat rate labor guide, if such a labor guide is applicable. A copy of the labor guide used must be provided upon request to verify invoices. Invoices in question will not be processed until this information is received.

4. Vendor must maintain a reasonable supply of original equipment manufacturer's parts.

5. The authorized equipment manufacturer's service facility must be located within a 50 mile radius from the intersection of Tom Drive and Wooddale Boulevard in East Baton Rouge Parish. Vendor must maintain a reasonable supply of original equipment manufacturer's parts and daily deliveries may be required. Deliveries will be made within one day to the Central Garage at 333 Chippewa Street.

6. Proposals must be based on latest (current) manufacturer published price list(s). Price lists bid must be firm for a minimum six (6) months after award. Vendor shall bid a fixed discount from their price list(s) that will remain constant. New manufacturer published price list(s) may be utilized after six (6) months. Requests for price list(s) updates shall be received a minimum of thirty (30) days prior to effective date of increase. However, the City-Parish reserves the right to accept such changes in price list(s) or to cancel the contract and REBID.

7. Current manufacturer price list(s) must be submitted within five (5) days of request for such. Failure to do so may cause the bid to be rejected. Vendor may be requested to arrange for direct mailing of manufacturer's catalogs and price updates to the City-Parish Purchasing Division, Attention: City- Parish Purchasing Division.

8. The City-Parish reserves the right to return any items for merchandise credit. Invoice copies cannot be supplied to vendor for returned items.

9. This proposal will apply only to Original Equipment Manufacturer's parts and authorized Equipment Manufacturer's service (labor). Bidder must submit prior to award, a letter from the manufacturer stating that the bidder is an authorized dealer. Grey Market Goods are expressly excluded. This agreement is non-exclusive and shall not in any way preclude the City-Parish from soliciting bids or entering into similar agreements and/or arrangements to procure similar, equal, or like goods and/or services from other entities or sources during the contract period.

10. Vendor shall maintain the proper insurance coverage, which will insure any City-Parish equipment/ vehicle for any loss or damage while at vendor's facility. An insurance certificate indicating vendor's coverage should be enclosed with this proposal and must be submitted within three (3) days of request.

NOTES

• No other charges are permitted beyond the flat call-out and hourly rate.

• Absolutely no mileage or travel time will be paid by the city of Baton Rouge. Mileage and/or travel time must be included in hourly rates. Chargeable time begins upon arrival at job site and ends upon departure from job site.

• Overtime rates, when applicable will apply prior to 8:00 a.m. and after 5:00 p.m. local time within any 24 hour period.

• The attached BIDDER’S ORGANIZATION sheet should be completed to indicate whether bidder is an individual, partnership, corporation, or a joint venture.

• For all items you wish to bid: A blank or N/A will not be considered and may cause your bid to be deemed non-responsive. If your intention is No Charge, please write “No Charge” in the Unit Price column.

• See INQUIRY PERIOD page for instructions for submitting questions and/or inquiries.

PROPOSAL FORM

A26-0707- REBID2

Original Equipment Manufacturer Standard Replacement Parts & Manufacturer Authorized Service for Detroit Diesel, Cummins, Caterpillar Engines & Allison Transmissions

All items must be bid, A blank space, Zero, or NA may cause your bid to be deemed non-responsive:

Zero (0), N/A or a blank space on the Schedule of Bid Items page may cause your bid to be deemed non-responsive. If your intention is NO CHARGE, please write that in the Unit price column.

***NOTE: All Agency-supplied values are estimates only; actual utilization may vary*** The City Parish intends to award to the vendor with the LOWEST total weighted award. For Item 0002 and 0003, a number (without decimal) from 0 to 100 must be entered (0% = 0, 10% = 10, 25%= 25, 33% = 33, …100% = 100). All prices bid must be inclusive of all charges.

DETROIT DIESEL

ITEM

NO. DESCRIPTION

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

WEIGHTED

AWARD

Estimated Parts Purchases (Agency Estimated)

***** ***** ***** ***** $2,500

Hours Vendor/Dealer Labor Rate for work performed at contractor’s facility for Detroit Diesel

PER

HOUR

40%

Per Hour

Restocking Charge - percentage of cost to restock Detroit Diesel parts

1 EACH 60%

Percentage

Original Equipment Manufacturer Standard Replacement Parts With Discount; any Detroit Diesel parts item with a net discount price in excess of $5,000.00 is excluded

PRICE LIST

USED &

DATE OF

ISSUE

60%

Percentage Discount

Miscellaneous - This line item is to be used for any freight charges for expedited delivery of Detroit Diesel parts: F.O.B. Destination, Prepaid and allowed on orders of any stock parts. Orders will be shipped prepaid and added to the invoice

The City Parish intends to award to the vendor with the LOWEST total weighted award (Sum of Items 0001 - 0003). See Example Award Matrix for calculations.

TOTAL

WEIGHTED

Zero (0), N/A or a blank space on the Schedule of Bid Items page may cause your bid to be deemed non-responsive. If your intention is NO CHARGE, please write that in the Unit price column.

***NOTE: All Agency-supplied values are estimates only; actual utilization may vary*** The City Parish intends to award to the vendor with the LOWEST total weighted award. For Item 0006 and 0007, a number (without decimal) from 0 to 100 must be entered (0% = 0, 10% = 10, 25%= 25, 33% = 33, …100% =

CUMMINS

NO. DESCRIPTION

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

***** ***** ***** ***** $8,000

Hours Vendor/Dealer Labor Rate for work performed at contractor’s facility for Cummins

PER

HOUR

40%

Per Hour

Restocking Charge - percentage of cost to restock Cummins parts

1 EACH 60%

Percentage

Original Equipment Manufacturer Standard Replacement Parts With Discount; any Cummins parts item with a net discount price in excess of $5,000.00 is excluded

PRICE LIST

USED &

DATE OF

Percentage Discount

Miscellaneous - This line item is to be used for any freight charges for expedited delivery of Cummins parts: F.O.B. Destination, Prepaid and allowed on orders of any stock parts. Orders will be shipped prepaid and added to the invoice

The City Parish intends to award to the vendor with the LOWEST total weighted award (Sum of Items 0005 - 0007). See Example Award Matrix for calculations.

TOTAL

WEIGHTED

Zero (0), N/A or a blank space on the Schedule of Bid Items page may cause your bid to be deemed non-responsive. If your intention is NO CHARGE, please write that in the Unit price column.

***NOTE: All Agency-supplied values are estimates only; actual utilization may vary*** The City Parish intends to award to the vendor with the LOWEST total weighted award. For Item 0010 and 0011, a number (without decimal) from 0 to 100 must be entered (0% = 0, 10% = 10, 25%= 25, 33% = 33, …100% =

CATERPILLAR ENGINES

NO. DESCRIPTION

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

***** ***** ***** ***** $8,000

Hours Vendor/Dealer Labor Rate for work performed at contractor’s facility for Caterpillar Engines

PER

HOUR

40%

Per Hour

Restocking Charge - percentage of cost to restock Caterpillar Engines parts

1 EACH 60%

Percentage

Original Equipment Manufacturer Standard Replacement Parts With Discount; any Caterpillar Engines parts item with a net discount price in excess of $5,000.00 is excluded

PRICE LIST

USED &

DATE OF

Percentage Discount

Miscellaneous - This line item is to be used for any freight charges for expedited delivery of Caterpillar Engines parts: F.O.B. Destination, Prepaid and allowed on orders of any stock parts. Orders will be shipped prepaid and added to the invoice

Vendor with the LOWEST total weighted award (Sum of Items 0009 - 0011). See Example Award Matrix for calculations.

TOTAL

WEIGHTED

Zero (0), N/A or a blank space on the Schedule of Bid Items page may cause your bid to be deemed non-responsive. If your intention is NO CHARGE, please write that in the Unit price column.

***NOTE: All Agency-supplied values are estimates only; actual utilization may vary*** The City Parish intends to award to the vendor with the LOWEST total weighted award. For Item 0014 and 0015, a number (without decimal) from 0 to 100 must be entered (0% = 0, 10% = 10, 25%= 25, 33% = 33, …100% =

ALLISON TRANSMISSIONS

NO. DESCRIPTION

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

***** ***** ***** ***** $2,500

Hours Vendor/Dealer Labor Rate for work performed at contractor’s facility for Allison Transmissions

PER

HOUR

40%

Per Hour

Restocking Charge - percentage of cost to restock Allison Transmissions parts

1 EACH 60%

Percentage

Original Equipment Manufacturer Standard Replacement Parts With Discount; any Allison Transmissions parts item with a net discount price in excess of $5,000.00 is excluded

PRICE LIST

USED &

DATE OF

Percentage Discount

Miscellaneous - This line item is to be used for any freight charges for expedited delivery of Allison Transmissions parts: F.O.B.

Destination, Prepaid and allowed on orders of any stock parts.

Orders will be shipped prepaid and added to the invoice

The City Parish intends to award to the vendor with the LOWEST total weighted award (Sum of Items 0013 - 0015). See Example Award Matrix for calculations.

TOTAL

WEIGHTED

EXAMPLE AWARD MATRIX

DETROIT DIESEL

Agency Estimated *** Values:

(a) Estimated Parts Purchases $2,500

(b) Estimated Labor Hours at Vendor Facility 60

(d) Parts Weighting 60%

(e) Labor Weighting 40%

Vendor Supplied Values:

(h) Vendor Labor Rate at Vendor Facility

(i) Vendor Labor Rate at City Parish Site

(l) Restocking Charge: State the Percentage of Item Cost to restock parts

(m) Parts Percentage Discount

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

Estimated Parts Purchases (Agency Estimated) ***** ***** ***** *****

(a)

$2,500

Vendor/Dealer Labor Rate for work performed at contractor’s facility

(b) Per Hour

(e)

(h) (A)

60 40%

Restocking Charge - percentage of cost to restock parts

1 Each (d)

(l) (E) 60%

Original Equipment Manufacturer Standard Replacement Parts With Discount; any parts item with a net discount price in excess of $5,000.00 is excluded

1 Each

(d) (m)

(F)

60%

Miscellaneous - This line item is to be used for any freight charges for expedited delivery of parts: F.O.B. Destination, Prepaid and allowed on orders of any stock parts. Orders will be shipped prepaid and added to the invoice

Total Weighted Award: (G)

Matrix Calculations:

(A) = (b) x (e) x (h)

(E) = (a) x (d) x (l)

(F) = (a) x (d) x (1 – (m / 100))

(G) = (A) + (E) + (F)

The City Parish intends to award to the vendor with the LOWEST total weighted award (G).

CUMMINS

(a) Estimated Parts Purchases $8,000

(b) Estimated Labor Hours at Vendor Facility 60

(d) Parts Weighting 60%

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

$8,000

Vendor/Dealer Labor Rate for work performed at contractor’s facility

(b) Per Hour

(e)

(h) (A)

60 40%

Restocking Charge - percentage of cost to restock parts

1 Each (d)

(l) (E) 60%

Original Equipment Manufacturer Standard Replacement Parts With Discount; any parts item with a net discount price in excess of $5,000.00 is excluded

1 Each

(d) (m)

(F)

60%

Miscellaneous - This line item is to be used for any freight charges for expedited delivery of parts: F.O.B. Destination, Prepaid and allowed on orders of any stock parts. Orders will be shipped prepaid and added to the invoice

Total Weighted Award: (G)

Matrix Calculations:

(A) = (b) x (e) x (h)

(E) = (a) x (d) x (l)

(F) = (a) x (d) x (1 – (m/100))

CATERPILLAR ENGINES

(a) Estimated Parts Purchases $8,000

(b) Estimated Labor Hours at Vendor Facility 60

(d) Parts Weighting 60%

ESTIMATED

QUANTITY

UNIT OF

MEASURE

AGENCY

ASSIGNED

WEIGHT

UNIT

PRICE

$8,000

Vendor/Dealer Labor Rate for work performed at…