Attachment A - Special Terms and Conditions - Pages 1-4.docx
DOCX document 98 KB Posted
- Attached to
- Lost Lake Stop Logs - CPRA
- Solicitation number
- 3000025491
- Issued by
- Winn Parish, Baton Rouge City, Louisiana
About this file
This document is an Attachment A - Special Terms and Conditions for a Louisiana state procurement opportunity related to Lost Lake Stop Logs, issued by the Office of State Procurement (OSP). The solicitation (RFx No. 3000025491) is for a contract period from January 1, 2026, or the date of award through December 31, 2026, with potential renewal options for two additional 12-month periods, not to exceed a total of 36 months. The state intends to award the contract on an all-or-none basis to the lowest responsive, responsible bidder, with the right to reject individual line items.
The procurement document outlines specific delivery instructions, requiring bids to be submitted either physically to the Claiborne Building in Baton Rouge or online through the vendor portal. Pricing terms mandate that unit prices include transportation, freight, inside delivery, unpacking, assembly, and debris removal. The state will utilize electronic payment solutions, including the LaCarte procurement card for purchases under $5,000 and Electronic Funds Transfer (EFT) for other transactions. Bidders must provide comprehensive pricing and may be required to submit supporting literature or specifications within 5 business days of request. The estimated quantities are subject to potential increases or decreases while maintaining the original unit pricing.
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Attachment A – Special Terms and Conditions
| RFx No.: | Title: |
| Attachment A – Special Terms and Conditions |
RFx No.: 3000025491 Title: Lost Lake Stop Logs - CPRA
1. Bid Delivery Instructions for State Procurement:
Bidders are hereby advised that the Office of State Procurement (OSP) must receive bids at its physical location by the date and time specified on page 1 of the Invitation to Bid.
Bids may be mailed or delivered by hand or courier service to the Office of State Procurement’s physical location as follows:
| Office of State Procurement |
| Claiborne Building, Suite 2-160 |
| 1201 North Third Street |
| Baton Rouge, LA 70802 |
OR Bids may also be submitted online by accessing the link on page 1 of the Invitation to Bid.
Bidder should be aware of security requirements for the Claiborne Building and allow time to be photographed and presented with a temporary identification badge.
Bidder is solely responsible for ensuring that its courier service provider makes inside deliveries to the Office of State Procurement’s physical location. The Office of State Procurement is not responsible for any delays caused by the bidder's chosen means of bid delivery. Bidder is solely responsible for the timely delivery of its bid. Failure to meet the bid opening date & time shall result in rejection of the bid.
Note: Bidders who choose to respond to this bid online via the vendor portal are encouraged to not submit a written bid as well.
Bidders are hereby advised that due to the nature of the internet, the State of Louisiana cannot guarantee that access to the LaGov or LaPAC websites will be uninterrupted or that e-mails or other electronic transmissions will be sent to you or received by us. The Office of State Procurement is not responsible for any delays caused by the bidder’s choice to submit their bid online. Bidder is solely responsible for the timely delivery of its bid. Failure to meet the bid opening date and time shall result in rejection of the bid.
**ATTENTION**
| Receipt of a solicitation or award cannot be relied upon as an assurance of receiving future solicitations. | In order to receive notifications of future solicitations from this office, you must register and enroll in | the proper category in LaGov at the following website: |
| https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg |
Enrollment in LaGov provides LaPAC email notification of bid opportunities based upon commodities that you select.
| 2. | Terms and Conditions: | |
| This solicitation contains all terms and conditions with respect to the commodities herein. Any vendor | contracts, forms, terms, or other materials submitted with bid may cause bid to be rejected. |
| 3. | Vendor's Forms: | |
| The purchase order is the only binding document to be issued against the contract. Signing of vendor's | forms is not allowed. |
| 4. | Substitutes: | |
| Only brands and numbers stated in the award are approved for delivery under the contract and any | substitution must receive prior written approval of the Office of State Procurement. |
5. Prices:
Prices shall be complete, including transportation/freight charges prepaid by Bidder to destination, inside delivery, unpacking, assembly of all components and removal of all associated debris from premises. Prices should be quoted in the unit (each, box, case, hour, flat, mile, etc.) as specified in the solicitation.
| 6. | Acceptance: | |
| Unless otherwise specified, bids on this contract will be assumed to be firm for acceptance for a | minimum of 60 days. If accepted, prices must be firm for the specified contract period. |
| 7. | Freight Charges: | |
| Unit price shall be inclusive of any freight charges. Bid should be F.O.B. Destination-title passing upon | receipt of goods. Failure to comply with this requirement may disqualify your bid. |
| 8. | Payment: | ||||
| Payment will be made on the basis of unit price as listed in the contract; such price and payment will | constitute full compensation for furnishing and delivering the contract commodities. In no case will the | State agency refuse to make partial payments to the Contractor although all items have not been | delivered. This payment in no way relieves the Contractor of his responsibility to effect shipment of the | balance of the order. Payment will be to vendor and address as shown on order. |
| 9. | Invoices: | ||||
| Invoices will be submitted by the Contractor to the using agency and the invoice shall refer to the | delivery ticket number, delivery date, purchase order number, quantity, unit price, and delivery point. A | separate invoice for each order delivered and accepted shall be submitted by the Contractor in duplicate | directly to the accounting department of the using agency. Invoices shall show the amount of any cash | discount and shall be submitted on the Contractor's own invoice form. |
| 10. | Electronic Vendor Payment Solution: | |||||||
| In an effort to increase efficiencies and effectiveness as well as be strategic in utilizing technology and | resources for the State and Contractors, the State intends to make all payments to Contractors | electronically. The LaCarte procurement card will be used for purchases of $5,000 and under, and | where feasible, over $5,000. Contractors will have a choice of receiving electronic payment for all other | payments by selecting the Electronic Funds Transfer (EFT). If you receive an award and do not | currently accept the LaCarte card or have not already enrolled in EFT, you will be asked to comply with | this request by choosing either the LaCarte Procurement Card and/or EFT. You may indicate your | acceptance below. |
The LaCarte Procurement Card uses a Visa card platform. Contractors receive payment from State agencies using the card in the same manner as other Visa card purchases. Contractors cannot process payment transactions through the credit card clearinghouse until the purchased products have been shipped or received or the services performed.
| For all statewide and agency term contracts: | ||
| Under the LaCarte program, purchase orders are not necessary. Orders must be placed against the net | discounted products of the contract. All contract terms and conditions apply to purchases made with | LaCarte. |
If a purchase order is not used, the Contractor must keep on file a record of all LaCarte purchases issued against this contract during the contract period. The file must contain the particular item number, quantity, line total and order total. Records of these purchases must be provided to the Office of State Procurement on request.
EFT payments are sent from the State’s bank directly to the payee’s bank each weekday. The only requirement is that you have an active checking or savings account at a financial institution that can accept Automated Clearing House (ACH) credit files and remittance information electronically. Additional information and an enrollment form is available by contacting the Office of Statewide Reporting & Accounting Policy at DOA-OSRAP-EFT@la.gov.
To facilitate this payment process, you will need to complete and return the EFT enrollment form.
If an award is made to your company, please check which option you will accept or indicate if you are already enrolled.
Payment Type Will Accept Already Enrolled
LaCarte ______ ______
EFT ______ ______
| _________________________________________ |
| Printed Name of Individual Authorized |
| _________________________________________ | _____________ |
| Authorized Signature for payment type chosen | Date |
| ______________________________________________ |
| Email address and phone number of authorized individual |
| 11. | Literature: | |
| Literature and/or specifications must be submitted upon request; if requested, literature and/or | specifications must be submitted within 5 business days of written request. |
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.
12. Contract Period:
This contract shall be effective for the period beginning with January 1, 2026, or date of award, whichever is later, and ending December 31, 2026.
| 13. | Estimated Quantity: | ||
| The listed quantities are estimated to be the amount needed. In the event a greater or lesser quantity is | needed, the right is reserved by the State of Louisiana to increase or decrease the amount, at the unit | price and terms stated in the bid. |
14. Renewal Option:
At the option of the State of Louisiana and acceptance by the Contractor, this contract may be extended for two additional 12- month periods at the same prices, terms and conditions. Total contract period may not exceed 36 months.
15. Method of Award:
It is the intent of the State to award this contract on an all-or-none basis to the overall lowest responsive, responsible bidder meeting the specifications. The State further reserves the right to reject individual line items from the award.
| ******************************************************************************** | If you have any questions, please contact the Analyst at the Office of State Procurement immediately. | |
| State Procurement Analyst: Kayler Holden, phone: 225-219-4693, email: Kayler.Holden2@la.gov |
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