40006-147.pdf

Delgado Community College Purchasing Department

501 City Park Avenue, Bldg. 37 New Orleans, Louisiana 70119

(504) 762-3027

Invitation to Bid

Bid Name:

40006-TC #147- Recycling Services - 25-26 FY

Bid Due By & To Be Opened On:

Wednesday, April 16, 2025 at 2:00PM CST

Contact Person:

Wendy Boesch Senior Buyer

(504) 762-3031

NAME OF COMPANY

ADDRESS

CITY, STATE, ZIP

PHONE NUMBER FAX NUMBER EMAIL

SIGNATURE OF COMPANY REPRESENTATIVE

NAME (PRINTED) & TITLE OF COMPANY REPRESENTATIVE

*TITLE PAGE*

GENERAL INFORMATION

1. Any questions regarding this Invitation to Bid shall be in writing and shall be addressed to Wendy Boesch, Senior Buyer-Purchasing Department at the following address:

Delgado Community College O’Keefe Administration Building 501 City Park Avenue, Building 37 New Orleans, La 70119

**Questions ONLY may be emailed to: wboesc@dcc.edu or purchasingdept@dcc.edu

Any additional information resulting from such inquiries shall be distributed to all bidders via addenda. The College will not be responsible for any other explanation of the documents.

2. Sealed bids may be submitted by mail or in person. (All bids must be IDENTIFIABLE PRIOR to any envelope/package opening). The BID NAME and NUMBER must be on the OUTSIDE of the packaging, including any express mail/shipping packaging.

Emailed or faxed bids NOT accepted.

Mailed bids and hand carried bids shall be sealed and delivered to the person/address in item #1. If hand carried, Bids are to be delivered directly to the Purchasing Department. Do not leave on counter unattended. Please note that express mail or USPS carriers may not deliver directly to 501 City Park Avenue. The Bidder /proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to 501 City Park Avenue.

**Bids received without this information, Not identifiable, and/or after the due date and time on the title page shall be automatically disqualified. **

3. Each Bidder is solely responsible for the accuracy and completeness of its bid. Errors or omissions may be grounds for rejection, or may be interpreted in favor of the College.

4. Each Bidder is solely responsible for the timely delivery of its bid. Delgado Community College will not be responsible for any delays in the delivery of bids, whether delayed in the mail, or for any reason whatsoever.

5. Only the issue of a purchase order or a signed acceptance of a proposal constitutes acceptance on the part of the College.

6. Assuming there is no prompt payment discount provision, payment will be made within 30 days from receipt of products in satisfactory condition, or within 30 days from receipt of invoice, whichever is later.

7. Proposer or Bidder, contractor, etc. certifies, by signing and submitting a proposal for

$25,000 or more, that their company, any subcontractors, or principals are not suspended or debarred by the General Services Administration (GSA) in accordance with the requirements in OMB Circular A‐133. (A list of parties who have been suspended or debarred can be viewed via the internet at www.epls.gov .)

*END OF GENERAL INFORMATION SECTION*

mailto:wboesc@dcc.edu

SCOPE and SPECIFICATIONS

SCOPE and SPECIFICATIONS:

This open solicitation is for a Term Contract Bid for the provision of labor, equipment, materials, supplies, personnel, supervision, etc. necessary for Recycling Services/Reports as listed below at Delgado Community College’s multiple campuses/buildings throughout the Greater New Orleans areas. Additional materials, services, locations, etc. may be added to the contract see page 13.

City Park Campus 615 City Park Ave New Orleans, LA 70119

Westbank Campus 2600 General Meyer Ave New Orleans, LA 70114

Sidney Collier Site 3727 Louisa Street New Orleans, LA 70126

River City Site 709 Churchill Pkwy Avondale, LA 70094

The Bidder agrees that by submitting a bid and acceptance of an award, all terms and conditions as stated in this bid document will become a contractual agreement between the College and the Bidder.

1. CONTRACT TERM FOR SERVICES: This contract will begin on July 1, 2025 and end on June 30, 2026.

2. PRICING: Must be listed on the Bid Form/Schedule below.

a. Bidder is to include all costs per line items, including but not limited to: material/item cost, discounts, rebates, warranty cost, shipping, delivery, installation, labor, equipment and tools or any other charges necessary for completion of this bid/job. No additional charges or other costs after the fact are allowed. Price must be firm and not subject to change. Additional costs disclosed later will be at the expense of the Bidder. There shall be no surcharge whatsoever.

b. All line items shall be bid or if zero dollars notate an explanation: i.e. “Not able to supply” or “included in a different line item number”, etc.

c. As per the Bid Form/Schedule below, pricing shall be separated as listed.

d. Bids submitted in any other manner will not be accepted. Quotes prepared on the Bidder’s own form are not an allowable substitute for completing the bid on the required Bid Form below.

e. All Invoices must be itemized per the pricing set forth in the bid. Lump sum invoices will not be processed. Itemized invoices must be received monthly.

3. FREQUENCY: Timely scheduled services are listed below and extra services will be ordered on an as needed basis.

4. SERVICES: Bidder is to provide services in accordance with this Bid Document and provide the required documented reports timely to the Delgado designee.

a. Bidder is to provide the labor, equipment and supervision necessary and reasonably incidental to this task, all in accordance with this bid. All work shall meet any required trade standards and shall also meet College Standards. Required insurance suitable for this type of work must be provided and maintained.

b. All Bidder’s personnel/subcontractors conducting services shall be trained and highly qualified to perform the requested work.

c. Scheduling of services are imperative as to not interfere with the ongoing operation of the College and/or of shutting down any utilities or buildings. Bidder may use reasonable amounts of utility services available at the site at no charge from the College, The College may not provide utility service beyond that is existing.

d. Bidder is advised to carefully consider all College physical features and activities and occupancies by faculty, staff and students, and to plan services so as not to disrupt the normal operations and activities of the College except as expressly permitted by the College in writing. The Bidder shall be especially aware of existing electric, gas, water, telephone, or other utilities lines, which may be in the way of/or adjacent to the service area, and shall take appropriate action to protect these items during the work.

e. Bidder is to use caution in performing the service so as not to damage adjacent buildings, building elements, including trees, shrubs, vegetation and lawn areas. Where damage occur, Bidder agrees to restore the damaged area to original condition replacing vegetation and lawn with equal size and species. Materials must be distributed to not endanger the building structure.

f. Bidder is to provide sufficient signs/barricades to identify the work site and restrict entry. Where necessary, equip barricades with warning lights for night use. Provide measures necessary to ensure and maintain security at the work site; protect from theft, vandalism, personal injury, and property damage. Erect and maintain temporary enclosures and barriers to prevent unauthorized access to the site.

g. Bidder is to schedule vehicles which will interfere with normal campus traffic. When deliveries are made from the street curb, provide sufficient properly attired and equipped flagmen to safely control and maintain the flow of traffic. It is the policy of Delgado Community College to provide full access to all disabled individuals in all areas possible. Bidders must ensure their staff is aware of this policy and park accordingly, ensure no sidewalks or access ways are blocked at any time. If temporary blocking is required, the Bidder, shall assume the responsibility for the safe transit of all disabled persons.

h. The successful Bidder must warrant firm’s compliance with all applicable federal, state and local laws, rules, regulations and any and all other requirements in connection with this work. The successful Bidder must possess all necessary licenses, permits, etc. and pay all fees in connection therewith.

i. No interest shall be assigned or transferred in this contract without prior written consent from the College, provided, that claims for money due or to become due from the College under this contract may be assigned to a bank, trust company or other financial institution without such approval. Notice of such assignment or transfer shall be furnished promptly in writing to the College.

j. If any part of the work is incomplete or not performed satisfactorily, the Bidder must agree to complete the work to the satisfaction of the College with no additional charges.

5. SPECIFICATIONS:

a. Successful Bidder shall provide recycling service as specified herein. Hours of Collection shall be approved by the Building Services Manager, Dion Mays, or his designated personnel and to confirm to his schedule.

b. Recycling services shall include all areas necessary for suitable, adequate, and convenient service for the College.

c. Recycling services will be single stream recycling, to include both fibers and rigid containers.

i. Basic materials to include: mixed office paper, newspaper, aluminum, glass, cardboard, and phone books.

ii. Special Materials to include: Fluorescent light bulbs/lamps and batteries.

iii. Items that will not be recycled are: Styrofoam, hard back books, wood products, food (No food of any kind will be recycled), and liquids or chemicals.

d. Bidder shall supply all containers as specified on the bid form/schedule listed below and all recycling containers shall be labeled with signage identifying the containers as “Recycling Only” and “No Trash” signs should be 3 x 4 feet in size.

e. Bidder shall show proof of backup equipment to the satisfaction of appropriate College officials.

f. Container Requirements:

i. 6-Yard Containers: shall be constructed of heavy-duty solid sheet metal jointed by intermittent welding at all external corners. The bottoms of the containers are to be constructed of no less than 10gauge metal, the sides of no less than 12gauge metal, and the tops of no less than 14gauge metal. Plastic lids are also acceptable.

ii. All containers shall be water-resistant and shall be fitted with properly hinged lids.

iii. 96-Gallon and 35-Gallon Containers: Must be constructed of heavy-duty plastic with heavy-duty lid and wheels.

iv. The lids of all containers must have the appropriate handles.

g. Location of Recycling containers to be mutually agreed upon between Bidder and College.

Successful Bidder will be responsible for the unloading and placing of equipment and/or supplies in the location designated by the College. All work areas must be kept free of hazards.

h. Bidder shall pick up all recyclable material in an appropriate recycling disposal truck suitable to the type of container used. A “Suitable Recycling Disposal Truck” means that the truck must be constructed specifically and solely for the purpose of pickup of recyclable materials. All trucks must comply with regulations and licensing of the Department of Transportation and Development and with all applicable local ordinances governing weight and size for the streets which must be traveled for pickup. All trucks used to transport recyclable materials shall be equipped with a collection and containment system to insure leakage is not discharged.

i. If during the course of emptying the containers, items fall out and onto the ground, the driver must clean-up the items prior to leaving the campus

j. Bidder shall be responsible for keeping areas in a clean and sanitary condition at all times in a manner acceptable to the College. All containers must be washed regularly. Bidder shall be responsible for cleaning up, within 24 hours, any spills occurring on school grounds due to drainage from recycling trucks or containers.

k. The container quantities are estimated to be the amounts needed and are not guaranteed. The

College reserves the right to adjust the quantities, containers, pickup services, locations etc.

i. In the event a greater quantity is needed, the right is reserved by the College to increase the containers, frequency of services, and/or locations, etc. at the unit price stated in the bid.

ii. The College also reserves the right to decrease the containers, frequency of services, and/or locations, etc. as needed without penalty, if the needs of the College change during the life of this bid. Reduction of items, services, and/or locations will remove said cost from this bid without affecting any other pricing.

l. All containers must be fully insured by the Bidder as the College will not assume any responsibility whatsoever for the containers. The Bidder is warned that he/she must assume the necessary liability for damages and injury to the property, employees, students or anyone associated/conducting business with the College when moving or pertaining to equipment containers.

m. Insurance Certificates as per the below requirements are mandatory and must stay valid throughout the contract and submitted to the Director of Purchasing before any contract is considered valid and before work may commence. This must include the College as additional insured, as well as a waiver of subrogation for workers compensation.

n. Bidder must provide an Annual Report to the College detailing how many pounds of Recycling

Products were removed, by the Bidder, during the current fiscal year. Reports must be broken down by campus location and submitted to the Building Services Manager, Dion Mays by the end of June for the current contract fiscal year.

o. The Bidder personnel performing services under this agreement will perform in a professional and safe manner. If there is any dissatisfaction with the performance of any Bidder’s personnel, the College official will notify the Bidder of the specific deficiencies in writing, the Bidder will address these issues within 10 days. If there remains dissatisfaction, the Bidder will remove such personnel and provide a replacement. If, in judgement, the College official believes that the actions of such personnel warrants immediate action, the College official will contact the Bidder and provide grounds for the request and the Bidder will replace said personnel immediately.

p. The College reserves the right to assess a penalty against the successful Bidder on any occasion when recycling pickup is not satisfactory, when the pickup schedule is not met or on any occasion when recycling pickup is not completed for all areas. (See below)

q. The College will make payment to the Bidder on a monthly basis after itemized invoices are received. Our payment terms are net 30. Under no circumstances will the College make payments in advance for services. Any missed or skipped pickups will be deducted from the monthly charges. If services are not conformity or not performed within the requirements of the contract, the College shall use the following guidelines in adjusting the Bidder’s invoice:

i. First Occurrence – verbal warning. Requiring the Bidder to immediately perform the services in accordance with the contract.

ii. Second Occurrence – written documentation notice from the College to the Bidder to immediately perform the services in accordance with the contract.

iii. Third Occurrence - written documentation and deduction of price per container for services not performed off of the monthly invoice amount.

iv. Fourth Occurrence - written documentation and deduction of total monthly price for location of services not performed off of the monthly invoice amount.

1. NOTE: On all written notices, the College shall notify Bidder of reported performance issues(s). Bidder has seven (7) days from the day of notice to respond to the reported performance issue(s) in writing to the College. Bidder’s failure to respond to the College’s initial notice of deficiencies in performance within the required number of days specified in each notice may constitute grounds for contractual termination.

2. Should the Bidder’s invoice not include any/all necessary reductions, the invoice shall be reduced by the amount of the non-included reductions and processed for payment. The Bidder shall be notified of the reduction(s) made with copies of documentation supporting those reductions.

3. Also, if the Bidder received two (2) or more reductions within any thirty (30) day work period or a total of fifteen (15) reductions during a twelve (12) month period, the contract may be automatically terminated for default.

r. The College reserves the right to cancel this contract for any reason upon thirty (30) days written notice to the Bidder. Upon written notification of cancellation or expiration of the contract, the Bidder shall remove all equipment and recycling containers within ten (10) working days. In such case, the Bidder shall be entitled to payment for compliant deliverables in progress.

s. The College reserves the right to separately bid out any projects if we feel it’s warranted and/or procure materials, supplies, parts etc. and provide them to the Bidder, as applicable.

Pricing shall be listed on the Bid Form below.

All four (4) addresses are listed on Page 3

Lines 1-12 of the Bid Form pricing shall be used to calculate the award determination. However, the

College reserves the right to also utilize the “extra pickup prices” as listed on the Bid Form, if needed for award determination. The College determination is final

Pricing Description: Locations, Container sizes & pickup schedule -- All to be emptied as listed below: City Park & Westbank - Once a week and Sidney Collier & River City - Every other week -- (All on Tuesdays).

List your price per 1 container for the size & schedule listed (column 4), then multiply that price by the number of estimated containers listed at each location (column 6), to get your estimated monthly prices for (column 7). Add up each location monthly price (Red) and the total for all 12 lines.

Although we do not anticipate many “extra pickups” within the contract, please include your price for One

(1) Extra “Pick-Up” cost for each location and container size as listed below. These extra pickups shall be requested on an as needed basis and may be for various quantities but no guarantees.

Also include your Preparatory Time to initiate services after contract award on the Bid Form below.

*END OF SCOPE AND SPECIFICATIONS SECTION*

BID FORM/SCHEDULE

Item No. Container UOM

Price per 1 Container for the size & schedule listed Description (all on Tuesdays)

Estimated quantities at each location

Extended Estimated Monthly price for the quantities listed at each location

City Park Campus - once a week 1 1 EA $ - Six (6) Yard containers 3 $ - 2 1 EA $ - Ninety-Six (96) Gallon containers 5 $ - 3 1 EA $ - Thirty-Five (35) Gallon containers 5 $ -

CP MONTHLY TOTALS $ -

West Bank Campus - once a week 4 1 EA $ - Six (6) Yard containers 1 $ - 5 1 EA $ - Ninety-Six (96) Gallon containers 3 $ - 6 1 EA $ - Thirty-Five (35) Gallon containers 4 $ -

WB MONTHLY TOTALS $ -

Sidney Collier Site - Every other week 7 1 EA $ - Six (6) Yard containers 1 $ - 8 1 EA $ - Ninety-Six (96) Gallon containers 2 $ - 9 1 EA $ - Thirty-Five (35) Gallon containers 2 $ -

SC MONTHLY TOTALS $ -

River City Site - Every other week

10 1 EA $ - Six (6) Yard containers 1 $ - 11 1 EA $ - Ninety-Six (96) Gallon containers 3 $ - 12 1 EA $ - Thirty-Five (35) Gallon containers 2 $ -

RC MONTHLY TOTALS $ -

TOTAL MONTHLY PRICE FOR ITEMS 1-12 $ -

continued

Price per Extra

Pickup Extra Pick-Ups, if needed

13a 1 EA $ - City Park Campus (6 yd container) 13b 1 EA $ - City Park Campus (96 gallon container) 13c 1 EA $ - City Park Campus (35 gallon container) 13d 1 EA $ - Westbank Campus (6 yd container) 13e 1 EA $ - Westbank Campus (96 gallon container) 13f 1 EA $ - Westbank Campus (35 gallon container) 13g 1 EA $ - Sidney Collier Site (6 yd container) 13h 1 EA $ - Sidney Collier Site (96 gallon container) 13i 1 EA $ - Sidney Collier Site (35 gallon container) 13j 1 EA $ - River City Campus (6 yard container) 13k 1 EA $ - River City Campus (96 gallon container) 13l 1 EA $ - River City Campus (35 gallon container)

Your Preparatory Time to initiate services after contract award? _____________________days/weeks

Bidder declares and represents that the company representative; a) has carefully examined the Bidding Documents, b) has a clear understanding of the Bidding Documents, c) has not received, relied on, or based his bid on any verbal instructions contrary to the Bidding Documents, d) if applicable, for installation/services, etc., has personally inspected and is familiar with the project site, and hereby proposes to provide all labor, materials, tools, supervision, etc. to perform, in a workmanlike manner, all items and services under this contract, all in accordance with the Bidding Documents as prepared by the College Purchasing Office and Facility Services.

By signing and submitting a bid, the Bidder has read, understands, and acknowledges this Bid Document in its entirety and any and all addenda (if applicable) and therefore, certifies compliance with all bid requirements and has bid in accordance therewith.

Date __________________________ Signature ___________________________________

*END OF BID FORM*

Addendum No: _______ Dated: ____________

Addendum No: _______ Dated: ___________

INSTRUCTIONS, REQUIREMENTS, TERMS & CONDITIONS FOR BIDDERS

QUESTIONS, INQUIRIES, INTERPRETATION OR CORRECTION TO BIDDING AND ADDENDA:

Any questions arising from this Bid must be addressed in writing to the individual indicated on Page 2 and will be answered via an Addendum. All questions must be submitted no later than Tuesday, April 8, 2025 by 12:00PM CST. A final 48-hour period after the issuance of Addendum will be granted for questions which are directly related only to the answers provided in the Addendum.

Any interpretation, correction or change of the Bidding Documents will be made by Addendum. Interpretations, corrections or changes of the Bidding Documents made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections and changes. The Bidder must acknowledge all issued Addenda by signing and submitting the Addenda with their Bid. Failure to acknowledge & submit all Addenda will render the bid informal and will cause its rejection.

Bid Documents and Addenda may be downloaded from https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=39

SUBSTITUTIONS, EQUIVALENTS, ALTERNATE BID:

Substitutions/Equivalents may not be applicable to this work.

For materials; any manufacturer’s names, trade names, brand names, or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for any brand that meets or exceeds the quality of the specifications listed for any item. Bidder must state the brand/model he or she is bidding on each item.

For materials; it is the sole responsibility of the Bidder to prove equivalency for any substituted item bid. Bidder must submit with the bid all illustrations, descriptive literature, and specifications necessary to determine equivalency.

Failure to do so will eliminate your bid from consideration. The decision of the College as to equivalency shall be final.

For services; it shall be the responsibility of the Bidder to include a statement setting forth any changes necessary and include any proposed corrections to this bid for review. The decision of the College as to substitutions shall be final.

If a Bidder wishes to submit an alternate bid in addition to the brand/model requested, he or she may submit one (1) alternate bid. The alternate bid must be a separate submission, must be clearly marked as an alternate, and must include all applicable forms (i.e., jobsite visit). In addition, a separate, signed title sheet/addenda must be submitted with the alternate.

CONTRACT TERM & ANNUAL AGREEMENT:

This contract will begin on July 1, 2025 and end on June 30, 2026. If mutually agreeable, contract may be renewed for up to two (2) consecutive twelve (12) month periods at the same prices, specifications, requirements, terms, conditions, etc. of this Bid. Contract extensions may not exceed thirty-six (36) months total.

Escalation Clause for Materials/Supplies; Prices set forth in the bid/contract shall remain effective for the duration of the initial contract period. Prior to any renewal term acceptance, the Bidder may request a price increase for the upcoming renewal term based on documented increase. The price increase may not be greater than the Consumer Price Index (All Urban Consumers, Current Series) for the prior 12 months. The College reserves the right to approve or disapprove the price increase for the next FY.

The Form of Agreement between the College and Bidder/Contractor for the work set forth herein will be the issuance of a purchase order/number.

https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=39

The Bidder agrees that by submitting a bid and acceptance of an award, all rates, requirements, terms and conditions as stated in the bid documents will become a contractual agreement between the College and the Bidder.

This contract does not contain a minimum purchase guarantee. Orders may be placed on an “as needed” basis and may be placed at any time during the course of the contract.

Services are to be performed as stated in the Scope, Specifications and on the Bid Form.

QUALIFICATIONS OF BIDDERS:

Bidders must be licensed to operate in Louisiana and shall have performed services for five (5) or more years at a large institutional, commercial facilities of a similar size scope and shall be required to perform the work set forth in the specifications.

All Bidders must be fully permitted/licensed to provide this service. A copy of the permit/license must be provided with the bid. Bidder must submit a copy of their business license to reflect their qualifications in this field. Failure to provide this license shall result in immediate rejection of the Bid.

Delgado Community College reserves the right to make any inquiries and investigations it deems necessary to determine the capability and responsibility of any Bidder to perform the contract work. The Bidder shall furnish all information and data requested by the College for this purpose. Failure of any Bidder to promptly provide information with their bid or in connection with any inquiry may be grounds for rejection of their bid without further consideration.

REFERENCES:

Bidder must complete Attachment B, References Form and submit it with their bid. References should be from companies that the Bidder has provided a similar nature/scope or larger scale operation based upon volume of products and/or type of service performed within the last five (5) years as required in the specifications.

BID SUBMITTAL:

Bids must be submitted by mail or in person. Faxed or emailed Bids NOT accepted. (All bids must be identifiable PRIOR to opening): Mailed or In Person Bids - must include the bid name and number on the OUTSIDE of the packaging including any express mail/shipping package. If in person, Bids are to be delivered directly to the Purchasing Department. Do not leave on counter unattended. Bids submitted must be received by the date and time stated on the title page. Bids received without this information and/or after the due date and time will be automatically disqualified.

In accordance with R.S. 37:2163A, Contractors’ License number in the appropriate classification(s) must appear on the bid envelope submitted on all projects in the amount of $50,000 or more (and $1.00 or more if hazardous materials are involved, if applicable.

Bids must be submitted on the forms furnished for this purpose and must be filled out in ink or typewritten and signed in ink. Do not erase, correct, or write over any prices or figures necessary for this proposal. If any corrections are necessary, each must be initialed by Bidder. Failure to comply with all requirements set forth in this bid will cause your bid to be disqualified.

Effective August 15, 1997, in accordance with L.R.S. 39:1594 (Act 121), the person signing the bid must be:

a) A current corporate officer, partnership member or other individual specifically authorized to submit a bid as reflected in the appropriate records on file with the Secretary of State; or

b) An individual authorized to bind the Bidder as reflected by an accompanying corporate resolution, certificate, or affidavit.

The Bidder agrees that his/her bid is in accordance with the Scope and Specifications listed and is based solely upon the materials, requirements, etc. described in this Bid Document as advertised and as modified by addenda. The bid submitted is not based on any verbal instructions contrary to the Bid Documents and addenda.

PRICING:

Pricing as quoted in this Bid will be firm and not be subject to change. Bidder is to include but not limited to: item cost, discounts, rebates, warranty costs, shipping, handling, materials, installation, labor or any other charges necessary for completion of this bid and must be included in the cost per line item. Charges or items not listed but necessary for completion shall be furnished as part of the prices bid. Additional costs disclosed later will be at the expense of the Bidder.

Effective September 1, 1991, in accordance with Act 1029 of the 1991 Regular Legislative Session, Delgado Community College will not be responsible for any sales tax, either state or local.

PAYMENT TERMS:

Bidder must accept purchase orders and will be paid on a Net 30 basis. There will be no pre-payment of any merchandise.

All invoices should be submitted to the College’s Accounts Payable Department and clearly indicate the Purchase Order Number assigned by the Delgado Purchasing Office.

All invoices must be itemized in accordance with the fees set forth in the bid, lump sum invoices may not be processed.

Payment for Services shall be made to the Bidder once a month after receipt by the College of an invoice (or invoices) by which the Bidder certifies, and the College agrees, that all the invoiced work was satisfactorily performed in accordance with the specifications. The College must receive an itemized invoice monthly in accordance with the fees set for in the bid for payment. Invoices will not be paid prior to 30 days from receipt of invoice or completion of services/project.

MATERIAL/SUPPLY ORDERS, if applicable:

Awarded Bidder shall receive orders for supplies and/or services via a faxed or emailed purchase order/number. All orders must be shipped per the requirements of this Bid. All shipping/handling and any other charges necessary for the completion of the bid must be included in the line item pricing. Additional costs disclosed later will be at the expense of the Bidder.

For materials; Contact person for the order will be listed on the purchase order and supplies are to be delivered to the location and person indicated on the Purchase Order. All orders shipped must list the name of the recipient and purchase order number on the shipping label. NOTE: If shipping to our City Park Campus, the ship to address will be to the warehouse (unless otherwise noted on PO) at 894 Navarre Ave Bldg 42 New Orleans, LA 70124.

For materials; Successful Bidder will be responsible for shipping the materials to the Campus location designated by the College. Materials are to be off-loaded by the shipper and include inside delivery to each campus’ receiving area if required. Packages must not be left curbside. All areas must be kept free of hazards during delivery. Any cost associated with delivery must be included in the unit price bid.

For materials; If any supplies are received damaged, Bidder will issue a return merchandise authorization for the damaged items and immediately replace it in accordance with the contract timeframe. The cost to send back any damaged merchandise is at the expense of the Bidder.

NON-EXCLUSIVITY CLAUSE:

This agreement is non-exclusive and shall not in any way preclude state agencies from entering into similar agreements and/or arrangements with other Bidders or from acquiring similar, equal and/or like goods and/or services from other entities or sources.

BIDDERS and SUBCONTRACTORS:

The Bidder servicing this contract shall be noted as the prime Bidder of record with all transactions taking place between the College and the successful Bidder/Contractor. Any supply subcontracts, shipping companies, etc. in place between the Bidder and their suppliers are the sole responsibility of the Bidder and in no way will result in any type of contractual agreement between the subcontracted supplier and Delgado Community College.

The contract may not be assigned or transferred by the successful Bidder to any subcontractors or any party during the term of the contract.

All subcontractors must be identified and approved in writing in advance by the College. Bidder shall promptly pay all laborers, materialmen, subcontractors, suppliers etc. for work performed pursuant to this contract.

It is the Bidder’s responsibility to ensure that his subcontractors are properly licensed and insured and adhere to all rules and responsibilities as outlined in the bid documents.

INSURANCE FOR SERVICES:

Insurance Certificates and Indemnification Agreement are mandatory prior to any work/services being conducted on any Delgado Community College premises.

Bidders are to comply with the insurance requirements as stated below. The provided indemnification form (Attachment A) must be completed and submitted with your bid. Failure to comply with these requirements will result in disqualification of your bid.

After notice of award, the successful Bidder will be responsible for ensuring Delgado Community College receives the required insurance certificate in a timely manner.

MODIFICATIONS OF MATERIALS, LOCATIONS and/or SERVICES:

We do not anticipate many changes to this contract.

The College reserves the right to adjust quantities as needed without change in price, and/or add or subtract additional materials/items/services/locations etc. to this contract during the course of the agreement.

The College reserves the right to add additional materials, items, services and/or locations to this contract during the course of the agreement. The College will request the addition from the Bidder/Contractor, and a rate/price may be negotiated and agreed upon at that time by all parties. Additions are subject to the same terms, conditions, etc. of this Bid. All locations will be within the Greater New Orleans area. All other bid pricing will stay the same. The College reserves the right to approve or disapprove the negotiated price, therefore, having the option to bid said additions.

The College reserves the right to remove materials, items, locations or services as needed, which will remove said cost for discontinuing the services or materials from this bid without affecting any other pricing.

MODIFICATION OR WITHDRAWAL OF BID:

A bid may not be modified, withdrawn, or canceled by the Bidder for a period of thirty (30) calendar days for the period following the time and bid date designated for the receipt of bids, and Bidder so agrees in submitting his bid, except in accordance with R.S. 39:1594,F.

Prior to the time and date designated for receipt of bids, bids submitted early may be modified or withdrawn only by notice to Delgado Community College Purchasing Office at the place and prior to the time designated for receipt of bids.

Withdrawn bids may be resubmitted up to the time designated for the receipt of bids provided that they are then fully in conformance with these Instructions to Bidders.

DISCRIMINITORY PRACTICES:

Delgado Community College of the State of Louisiana is an equal opportunity employer and looks to its contractors, subcontractors, Bidders, and suppliers to take affirmative action to affect this commitment in its operations.

Both the College and the Bidder shall abide by the requirements of Title VII of the Civil Rights Act of 1964, and shall not discriminate against employees or applicants due to race, color, religion, sex, handicap or national origin. Furthermore, both parties shall take affirmative action to provide for positive posture in employing and upgrading persons without regard to race, color, religion, sex, handicap, or national origin, and shall take affirmative action as provided in the Vietnam Era Veteran's Readjustment Act of 1974. Both parties shall abide by the requirements of Title VI of the Civil Rights Act of 1964 and the Vocational Rehabilitation Act of 1974 to ensure that services are delivered without discrimination due to race, color national origin or handicap. Both parties shall comply with the requirements of the Americans with Disabilities Act of 1990 which bans discrimination in employment or in delivery of services on the basis of sexual orientation.

COMPLIANCE:

The Bidder agrees that he/she complies with all bid requirements as stated in this bid and has reviewed and received any and all addenda (if applicable).

The Bidder must warrant firm’s compliance with all applicable federal, state, and local laws, rules, regulations and any and all other requirements as it pertains to state agencies of the State of Louisiana.

TERMINATION/CANCELLATION OF AGREEMENT:

• The College reserves the right to cancel the request for bids for any reason, and waive any informalities regarding such cancellation.

• The College reserves the right to cancel the purchase order and/or contract upon thirty (30) days written notice for failure of the Bidder to comply with the terms and/or conditions of this Agreement including but not limited to;

deliver/complete on time, for delivery of unsatisfactorily merchandise, or for any unsatisfactorily performance by the Bidder as determined by the College.

• Termination of this agreement for cause – DCC may terminate this agreement for cause based upon the failure of

Bidder to comply with the terms and/or conditions of the Agreement, or failure to fulfill its performance obligations pursuant to this agreement, provided that DCC shall give the Contractor written notice specifying the Bidder’s failure. If within thirty (30) days after receipt of such notice, the Bidder shall not have corrected such failure or, in the case of failure which cannot be corrected in thirty (30) days, have begun in good faith to correct such failure and thereafter proceeded diligently to complete such correction, then DCC may, at its option, place the Bidder in default and the Agreement shall terminate on the date specified in such notice.

Bidder may exercise any rights available to it under Louisiana law to terminate for cause upon the failure of DCC to comply with the terms and conditions of this agreement, provided that the Bidder shall give DCC written notice specifying the DCC’s failure and a reasonable opportunity for DCC to cure the defect.

• Termination for non-appropriation of funds - The continuance of this contract is contingent upon the appropriation of funds to fulfill the requirements of the contract by the legislature. If the legislature fails to appropriate sufficient monies to provide for the continuation of the contract, or if such appropriation is reduced by the veto of the Governor or by any means provided in the appropriations act or Title 39 of the Louisiana Revised Statutes of 1950 to prevent the total appropriation for the year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the contract, the contract shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated.

• Termination for Convenience - The College may terminate the Contract at any time by giving thirty (30) days written notice to the Bidder. The Bidder shall be entitled to payment for work performed (monthly charges to be prorated) to the extent work has been performed satisfactorily.

If, for any reason, the Bidder desires to terminate the Contract, he may do so upon giving written notice of sixty (60) days to the College. Bidder shall perform all work satisfactorily as contracted until the determined termination date.

• Cancellation Conditions - In any of the following cases, the College shall have the right to immediately cancel the contract agreement due to: the interruption of operation in any of the contracted facilities or the College beyond its control; failure of the Bidder to maintain a satisfactory performance bond or adequate insurance coverage; wherever the bidder is guilty of misrepresentation; wherever the contract agreement was obtained by fraud, collusion, conspiracy, or other unlawful means, or the contract agreement conflicts with any statutory and constitutional provision of the State of Louisiana or the United States. In case of default by the Bidder, the College reserves the right to purchase any or all items or services in default on open market, charging the Bidder with any excessive costs. Until these excessive costs are paid to the College, the Bidder shall not do business with the College again.

• Implementation of Termination - The Contractor shall terminate all work under the Contract to the extent and on the date specified in the Notice of Termination or reduction of work and until such date shall, continue to perform all work required in the specification and be compensated for such work. In the event of termination or reduction in the scope of work by the College, the College shall pay the Bidder for all work satisfactorily performed up to the effective date of termination or reduction in the scope of work, in accordance with the prices included in Bidder’s bid less all partial payments made on account prior to the effective date of termination or reduction in the scope of work. Upon termination as above, the Contract Administrator shall make final determination of the amount due the Bidder for work performed.

GENERAL TERMS & CONDITIONS:

1. A response to a bid invitation is our only indication of your interest in College business. Failure to respond to six (6) consecutive bid invitations may cause your name to be removed from the Bidder’s list.

2. It shall be specifically agreed and understood that the Bidders may attend the Bid opening.

3. No information will be given out as to opinions concerning the ultimate outcome while consideration of the award is in progress.

4. Payment terms are to be NET 30 upon receipt of materials and invoice received in our Accounts Payable Department.

Prepayment of any materials is not acceptable.

5. Failure to comply with the requirements as stated in this Bid Document will disqualify the bid.

6. Materials supplied or used in the performance of this work must be new and of the highest quality/safety and must comply with the specifications provided in the solicitation.

7. Quantities are estimated to be the amounts needed and are not guaranteed. In the event a greater quantity is needed, the right is reserved by the College to increase the quantity at the unit price stated in the bid.

8. Whenever any award is considered, Bidder agrees to furnish specific samples as applicable, either for approval or equivalency examination upon request by the College. It shall also be specifically agreed and understood that the decision of the College regarding equivalency shall be final. Any samples submitted for comparison will not be returned.

9. Delgado Community College reserves the right to reject any or all bids and to waive any informalities including technicalities in specifications that preclude competition.

10. It shall be distinctly agreed and understood that the price quoted must be a firm price including shipping, and not be subject to change at time of the shipment of goods or delivery of services.

11. In case of default by the Bidder, the College reserves the right to purchase any or all items in default on the open market, charging Bidder with any excessive costs. Should such charge(s) be assessed, no subsequent bids of the defaulting Bidder will be considered until the assessed charge(s) have been satisfied.

12. All shipping, handling, materials, labor or any other charges necessary for the procurement of these materials or to complete this job must be included in amount bid. Charges or items not listed but necessary for procurement of these items or completion of the job shall be furnished as part of the prices bid. Additional costs disclosed later will be at the expense of the Bidder.

13. All deliveries shall be made FOB Destination to the College unless otherwise specified by the College. All freight charges are to be included in the unit price. The College will not be responsible for freight charges not clearly stated as a part of this bid.

14. Orders/Services shall be delivered/completed within the allotted timeframe as specified in the Bid, if applicable.

15. Delivery/completion is of the essence and the College reserves the right to award to that Bidder providing the earliest delivery/completion date.

16. The College reserves the right to award the above items separately, grouped, or on an all-or-none basis. It is the intent of the College to award to a single Bidder.

17. The Bid shall be awarded on the basis of responsive, lowest total cost, qualified Bidder, and/or earliest delivery date, if applicable, as determined by the College.

18. Bidder must be able to provide shipping and tracking information for all orders placed if requested by Delgado Community College.

19. Bidder must be able to provide a delivery/project timeline if requested by Delgado Community College.

20. The College shall have the right to reject any or all bids not accompanied by any data/documents required by the Bidding Documents or a bid in any way incomplete or irregular.

21. The Bidder agrees that this agreement and any subsequent contract will be governed by all rules and regulations of the

State of Louisiana and that those rules and regulations take precedence over any other terms and conditions.

22. If item(s) or Services bid do not fully comply with specifications, including brand and/or product number or work, Bidder must state in what respect the item(s)/services or work deviate. Failure to note exceptions on the bid form will not relieve the successful Bidder from supplying the actual products or services requested.

23. List of distributors: The Bidder signing the bid shall be designated as the Prime Bidder on any contract/agreement resulting from this bid. If additional Bidders are authorized to receive orders for items covered under this proposal, the Bidder must submit, with bid, a list of those additional authorized distributors.

24. Bidders are advised that all hazardous products must be accompanied by a “Hazardous Materials Data Sheet”. This sheet must also include suggested antidotes for ingestion and other contact.

25. All items delivered shall be subject to inspection as to grade and/or quality. If any item is inspected and fails to meet the specifications, the delivery already made will be held for the Bidder’s disposition or returned to the Bidder via Freight Collect. If the Bidder fails to make satisfactory replacement within a reasonable time as determined by the College, the College reserves the right to cancel the item and to purchase it elsewhere.

26. If the Bidder fails to make delivery within a satisfactory time as determined by the College, the College reserves the right to cancel the item and to purchase it elsewhere, charging the increase in price and cost of handling, if any, to the Bidder making the original unsatisfactory or late delivery.

*END OF INSTRUCTIONS, REQUIREMENTS, TERMS & CONDITIONS SECTION*

INSURANCE REQUIREMENTS FOR ALL BIDDERS

The Bidder/Contractor shall purchase and maintain for the duration of the contract/work insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Bidder/Contractor, its agents, representatives, employees or subcontractors.

The Certificate of Insurance must delineate Delgado Community College as the certificate holder prior to the commencement of any work.

A. MINIMUM SCOPE AND LIMITS OF INSURANCE

1. Workers Compensation

Workers Compensation insurance shall be in compliance with the Workers Compensations law of the State of Louisiana. Employers Liability is included with a minimum limit of $500,000 per accident/per disaster/per employee. If work is to be performed over water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included and the Employers Liability increased to a minimum of $1,000,000.

2. Commercial General Liability Commercial General Liability insurance, including Personal and Advertising Injury Liability, shall have a minimum limit per occurrence of $1,000,000 and a minimum general aggregate of $2,000,000. The Insurance Services office (ISO) Commercial General Liability occurrence coverage form CG 00 01 (current form approved for use in Louisiana), or equivalent, is to be used in the policy. Claims made form is unacceptable.

3. Automobile Liability Automobile Liability Insurance shall have a minimum combined single limit per occurrence of $1,000,000. ISO form number CA 00 01 (current form approved for use in Louisiana), or equivalent, is to be used in the policy.

This insurance shall include third-party bodily injury and property damage liability for owned, hired and non-owned automobiles.

B. DEDUCTABLES AND SELF-INSURED RETENTIONS

Any deductibles or self-insured retentions…