BID - #2026-02.pdf

CITY OF LAKE CHARLES

326 Pujo Street • P.O. Box 900 Lake Charles, LA 70602-0900

(337) 491-1263 • Fax (337) 491-1405 Department of Finance Purchasing Division Emily K. McDaniel, Director Alecia Comeaux, Manager

DATE: SEPTEMBER 12, 2025 BID NO. 2026-02

FILE ID NO. 372-25

NAME OF BID: OFFICE SUPPLIES

This letter extends to your firm an invitation to submit a bid to supply the City of Lake Charles with equipment, supplies, and/or services as indicated above. Sealed bids for the above will be received at the Office of the Clerk of Council, City Hall – 4th Floor, Lake Charles, up to 2:45 PM on TUESDAY, OCTOBER 14, 2025. Bids will be opened and publicly read on the same date at 3:00 PM in the City Council Chambers on the 1st Floor of City Hall.

The City of Lake Charles reserves the right to reject any and all bids for just cause.

Instructions for preparation and submission of a bid proposal are contained in the attached packet. Please note that specific forms for submission of a bid proposal are required. Bids must be typed or printed in ink. If you do not bid, return the signed bid invitation sheet and state reason. Also, please clearly mark the outside of your bid envelope as “NO BID”.

Any changes to the conditions and specifications must be in the forms of a written addendum to be valid; therefore, the City will issue a written addendum to document all approved changes. Any bid submitted which does not include the addendum receipt acknowledgement form will not be considered.

The City of Lake Charles has an equal opportunity purchasing policy. The City seeks to ensure that all segments of the business community have access to supplying the goods and services needed by City departments. The City affirmatively works to encourage utilization of disadvantaged, minority, and/or small business enterprises in our procurement activities. The City provides equal opportunities for all businesses and does not discriminate against any vendors regardless of race, color, religion, age, sex, national origin or handicap

A bid proposal from your firm will be appreciated.

Sincerely, Alecia Comeaux Purchasing Manager

BELOW SECTION TO BE COMPLETED BY FIRMS SUBMITTING A “NO BID”

Company Name: __________________________________________ Date: ______________

Reason for “no bid”: ________________________________________________

Remain on bidder’s list? Please circle one: YES NO

Signature: __________________________ Printed name: _______________________

ONE Lake Charles

CENTRAL PURCHASING

LAKE CHARLES, LOUISIANA

Is accepting BIDS on:

OFFICE SUPPLIES

FOR USE BY:

ALL CITY OF LAKE CHARLES

DEPARTMENTS AND DIVISIONS

BID #2026-02

FILE ID #372-25

This Public Proposal will be received by:

CLERK OF THE COUNCIL

326 PUJO ST., 4TH FLOOR

P. O. BOX 900

LAKE CHARLES, LA 70602

until

2:45 P.M.

TUESDAY

OCTOBER 14, 2025

Advertisement in the OFFICIAL JOURNAL, LAKE CHARLES AMERICAN PRESS

Please Read Carefully Special Terms And Conditions on the Following Pages.

FIRM _______________________________________________________________

ADDRESS _______________________________________________________________

DATE _______________________________________________________________

TELEPHONE # _______________________________________________________________

FAX # _______________________________________________________________

DEPARTMENT OF FINANCE

CENTRAL

PURCHASING DIVISION

CITY HALL BUILDING

326 PUJO STREET

LAKE CHARLES, LOUISIANA 70601

INDEX

RULES AND REGULATIONS ................................................................................................................ 1 – 12

SPECIFICATIONS ............................................................................................................................... 13 – 17

BID PROPOSAL PAGE

AFFIDAVIT

ATTACHMENT “A” ............................................................................................................................... 20 – 21

ATTACHMENT “B”

ATTACHMENT “C”

ATTACHMENT “D”

ATTACHMENT “E”

DEVIATIONS

ITEM/GROUP PURCHASE ANALYSIS

PURCHASING RULES AND REGULATIONS

A. PURPOSE

1. The purpose of this document is to provide general and specific information for use by vendors in submitting a bid to supply the City of Lake Charles with equipment, supplies and/or services.

Bidders are advised to familiarize themselves with all rules and regulations and particularly those provisions with respect to strict compliance with the bid proposal.

2. Bids submitted are subject to provisions of the laws of the State of Louisiana including but not limited to LSA-R.S. 38:2181-2319; Purchasing Rules and Regulations, specifications; and special conditions listed in this invitation. All purchases shall be made with the issuance of a purchase order from the Central Purchasing Division and in accordance with all applicable City ordinances and State Purchasing Laws.

B. BIDDER SUBMISSIONS

1. BID FORMS: The City assumes no responsibility for failure to send proposals and bidders should personally pick up bid forms and specifications. Full information may be obtained or any questions answered by contacting the Central Purchasing Division, 6th Floor, City Hall, 326 Pujo Street, Lake Charles, Louisiana 70601. Bid forms and specifications may also be found at www.bidsync.com and/or www.bidexpress.com.

2. HOW TO PREPARE BID PROPOSALS:

a. All bid proposals shall be prepared on the Bid Proposal Page form(s) furnished by Central Purchasing enclosed herein, unless otherwise prescribed.

b. All bid proposals shall be typewritten or completed with pen and ink, signed by the vendor or his authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. Bidders are encouraged to review carefully all provisions and attachments of this document prior to completion. Each bid constitutes an offer and may not be withdrawn except as provided herein. Also, prices are to remain firm for the period stated herein.

c. The bid proposal page shall include an original signature. The bidder shall be responsible for all errors or omissions in his bid proposal.

d. Bidders must check each specification item “yes” or “no” to indicate that the equipment, supplies and/or services meets specifications. If the specifications are not met, the bidder must check “no” and write in the deviation blank on the specification sheet. Any deviations from specifications must be clearly noted in detail and submitted in writing on a separate document (if additional space is needed) with the bid. The absence of specification deviation will hold the bidder strictly accountable to the specifications as written. Failure to submit document of specification deviation, if applicable, shall be grounds for rejection of the bid and/or rejection of the item when offered for delivery.

3. HOW TO SUBMIT BID PROPOSALS:

a. All bid proposals shall be submitted on the bid proposal forms furnished. Addenda, if any, shall be attached to the complete forms submitted. Altered or incomplete proposals, or use of substitute forms or documents will render the bid irregular. Affidavit enclosed is required of the Successful Bidder.

http://www.bidsync.com/ http://www.bidexpress.com/

Purchasing Rules and Regulations Continued

b. In an effort to streamline the process for contracting with the City of Lake Charles and in accordance with Act No. 590 of the 2008 Regular Session of the Louisiana Legislature, electronic copies of bid solicitation documents, including general and technical specifications, and technical drawings or plans, bid/proposal forms, submittal instructions, and any addenda revisions to the original specifications may be viewed online, downloaded and printed. The new system will provide prospective bidders quicker access to solicitation information and documents. Bidders must self register online. This information may be accessed through www.cityoflakecharles.com, www.bidsync.com and/or www.bidexpress.com.

c. All paper bids are to be submitted in a SEALED OPAQUE PACKAGE (envelope, box, etc.), plainly marked with the name of the bidder and the bid number and/or project number (see cover letter of bid invitation). A valid Louisiana Contractor’s License Number must also be included on the outside of the envelope (if applicable – see specifications).

d. All bid proposals shall be mailed or delivered as follows in sufficient time to ensure receipt by the Clerk of the Council on or before the date and time specified in the cover letter.

1) Mailing Address: City of Lake Charles – Clerk of the Council, P.O. Box 900, Lake

Charles, Louisiana 70602-0900

2) Hand or Express Delivery Address: City of Lake Charles – Clerk of the Council, 326 Pujo Street, 4th Floor, Lake Charles, LA 70601.

e. The method of submission of the bid is the responsibility of the bidder. No responsibility shall be attached to the City of Lake Charles for the premature opening of a package not properly addressed and identified and/or delivered to the wrong office. Bids received after the time specified shall not be accepted or considered and shall be returned to the Bidder.

4. HOW TO SUBMIT AN OBJECTION: Objections from bidders to the invitation to bid and/or these specifications should be brought to the attention of the City’s Purchasing Manager in the following manner.

a. When a pre-bid conference is scheduled, bidders should either present their oral objection at that time or submit their written objections at least two (2) days prior to the scheduled conference.

b. When a pre-bid conference is not scheduled, the bidders should object in writing no less than seven (7) working days prior to the opening of the bids.

c. Failure to object in accordance with the above procedure shall constitute a waiver on the part of the vendor to protest the invitation to bid.

5. FAILURE TO BID: If a bid is not submitted, bidder should return bid invitation sheet, stating reason therefore, and indicate whether the business should be retained or removed from the City’s mailing list. The outside of the envelope should clearly be marked “NO BID”.

6. PRICES:

a. Net Prices – Bid prices, unless otherwise specified, must be net including all transportation and handling charges fully prepaid by contractor to destination and subject only to cash discount.

Bid prices shall be firm for acceptance for a minimum of forty-five (45) days. Bids containing “payment in advance” or “C.O.D.” requirements may be rejected. Payments on the awarded bids shall be made upon delivery of equipment, supplies and/or services in accordance with the established “NET 30” payment procedures of the Department of Finance of the City of Lake Charles.

http://www.cityoflakecharles.com/ http://www.bidsync.com/ http://www.bidexpress.com/

b. Most Favored Customers Clause – Bidder represents that the prices charged the City on bid items do not exceed existing selling prices to other customers for the same or substantially similar items or services for comparable quantities under similar terms and conditions. Bidder further represents that if a more advantageous price is extended to another customer for the same or substantially similar items or services for comparable quantities under similar terms and conditions the City shall enjoy the benefit of the same price.

7. NEW PRODUCTS: Unless specifically called for in the solicitation, all products for purchase shall be new, never previously used, and the current model and/or packaging. No remanufactured, demonstrator, used or irregular product shall be considered for purchase unless otherwise specified in the invitation. The manufacturer’s standard warranty shall apply unless otherwise specified in the invitation.

8. ERRORS IN BIDS: Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidders’ own risk. In case of error in extension of prices in the bid, the unit prices shall prevail. The bidder shall be responsible for all errors or omissions in his bid proposal.

9. STANDARDS OF ACCEPTANCE OF BID FOR AWARD CONTRACT:

a. The City reserves the right to reject any and all bids for just cause.

b. The City reserves the right to divide items to avail themselves of the lowest individual items bid.

c. The specifications, advertisement and bid form set forth criteria for judging whether a bid is acceptable to the City of Lake Charles, notwithstanding that a bid may contain deviations, in matters other than those of substance.

d. The City may waive deviations:

1) of form or which are procedural; or

2) where there is no favoritism or prejudice to the City of Lake Charles, the taxpayers, or to the bidders; and

3) where there is no unfair advantage or disadvantage to the bidders; and

4) where the deviations do not affect the integrity of the contract, and

5) where the deviations do not adversely affect the needs of the City in the acquisition or construction of the item bid, and

6) where the deviations do not permit circumvention of the Public Bid Law or the rules of open and fair competition, and do not discourage public bidding.

10. BID SAMPLES: When required, samples must be received no later than the time set in the bid specifications or specified for bid opening, free of expense to the City, marked plainly with name and address of bidder, bid name and opening date of the bid, also memorandum indicating whether bidder desires return of sample or samples. Providing they have not been used or made useless through tests, when requested, samples submitted will be returned at bidder’s risk and expense. All samples submitted are subject to mutilation as the result of tests by the City. Failure to submit samples when required will result in disqualification or non-consideration of bid.

11. TAXES: All purchases made directly by the City of Lake Charles are exempt from all taxes.

Purchases made by contractors or subcontractors, on behalf of the City of Lake Charles for City projects, are subject to all applicable sales tax.

C. PRE-BID CONFERENCES

Pre-bid conferences may be conducted to explain the procurement requirements. They shall be announced to all prospective bidders known to have received an Invitation for Bids. Conference details shall be included in the bid specifications. The conference will be held allowing sufficient time before bid opening so that consideration of the conference results may be evaluated in preparing bids.

Nothing stated at the pre-bid conference will change the Invitation for Bids unless a change is made by written amendment as provided in Subsection D (Amendments to Invitations for Bids) and the Invitation for Bids and the notice of the pre-bid conference shall so provide.

D. AMENDMENTS TO INVITATION FOR BIDS

1. FORM: Amendments to Invitation for Bids shall be identified as such. The amendment shall reference the portions of the Invitation for Bids it amends.

2. DISTRIBUTION: Amendments shall be sent to all bidders known to have received an Invitation for

Bids.

3. TIMELINESS: Amendments will be distributed not later than seventy-two (72) hours before bid opening.

E. LATE BIDS

No bid under any circumstances will be received or considered after the appointed hour. The method of delivery of the bid is the responsibility of the bidder. At any time prior to the scheduled closing time for receipt of proposals, any bidder may withdraw his proposal. After scheduled closing time for receipt of proposals or before award of the contract, no bidder will be permitted to withdraw his proposal unless said award is delayed for a period exceeding thirty (30) days.

F. BID OPENING

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 no sooner than ten (10) days following the bid opening or after the recommendation of award, whichever occurs first, by contacting the Purchasing Manager in writing for an appointment. Information pertaining to completed bid files may be secured by requesting in writing from the Purchasing Manager. Bid tabulations may be found on the City’s website, www.cityoflakecharles.com, under the Business tab.

G. TIED BIDS

1. DEFINITION: Tie bids are responsive bids from responsible bidders that are identical in price and which meet all the requirements and criteria set forth in the Invitation for Bids.

2. AWARD: At the discretion of the Purchasing Manager, award shall be made in a manner that will discourage Tie Bids using the criteria set forth in the Third Edition (1988) of State and Local Government Purchasing, Page 30, paragraphs 6 thru 11. A written determination justifying the manner of award or rejection of bids must be submitted to the Mayor and the City Council.

3. RESIDENT BUSINESS PREFERENCE: Louisiana resident businesses shall be preferred to nonresident businesses where there is a tie bid and where there will be no sacrifice or loss in quality, unless the work or procurement is funded all or in part by Federal Funds.

http://www.cityoflakecharles.com/

H. BID GUARANTY AND BOND

1. Each bid must be accompanied by a CERTIFIED CHECK, CASHIER’S CHECK OR BIDDER’S BOND in an amount equal to not less than five percent (5%) of the total bid or in the dollar amount as required in the Specifications and made payable to the City of Lake Charles. Checks or Bid Bonds of the unsuccessful bidders will be returned once their bids have been rejected.

Check or Bid Bond of the successful bidder will be returned after the contract has been completed or delivery made.

2. PERFORMANCE AND PAYMENT BONDS: The necessary performance and/or payment bonds shall be supplied when required, if called for in the specifications. The specification will state whether a BID BOND or PERFORMANCE AND PAYMENT BONDS and/or both is required. If PERFORMANCE AND PAYMENT BONDS are required and submitted after award, the initial BID BOND is then returned to successful bidder.

3. BOND REQUIREMENTS: All Bidders Bonds and Performance Bonds must meet the following criteria: The Bond submitted must be from a surety company authorized to do business in Louisiana and with a rating of “A” or better in the most current edition of the A.M. Best Insurance Report. On any Public Work project under Title 38, the agent’s power of attorney must be attached to the bond submitted. Should the Surety Company become bankrupt or be removed from the State, the Contractor shall furnish a new bond without cost to the City. All bonds are subject to the approval by the City of Lake Charles.

4. DELIVERY DEFAULT: Forfeiture of the successful bidder’s cashier’s check or certified check could result upon failure to deliver by firm delivery date quoted in bid unless extension of time is approved by the Mayor. If a bid bond is furnished, and the contractor fails to deliver by firm delivery date quoted in bid (unless extension of time is approved by the Mayor), the contractor will make payment in the amount of five percent (5%) of his bid price, within fifteen (15) days after written notice is given. Should it be necessary to file suit for collection thereof, attorney’s fees in the amount of twenty-five percent (25%) of the amount of the bid bond shall be due and payable.

I. BID EVALUATION AND AWARD

1. GENERAL: The contract will be awarded to the lowest responsible and responsive bidder whose proposal meets the criteria and requirements set forth in the Invitation for Bids, and which is acceptable to the City. The City reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all bids. Each and every bid shall be evaluated based upon the proposed product price, specification, product support, performance characteristics, and suitability, in the opinion of the City to properly perform the tasks required. Final determination based upon previously stated criteria of purchase award, is to be the sole discretion of the Lake Charles City Council.

2. BRAND NAMES: In compliance with State of Louisiana Public Bid Law, Act No. 803, Section

2212.1(C), it is understood that if in the specifications, the name of a certain brand, make manufacturer, or definite specification is utilized, that these are used only to set forth and convey to prospective bidders the general style, type, character, and quality standard of product desired. Use of the aforementioned name or names does not restrict bidders to a specific brand, make, manufacturer or trade-mark. Compatible products deemed to be equivalent by the City may be acceptable.

Notwithstanding that the words “or equal”, or other such expressions may be used in the specifications in connection with a material, manufactured article or process, the material, article, or process, specifically designated shall be used unless a substitute shall be approved in writing by the Project Engineer or Purchasing Manager as specified herein, and the Project Engineer or Purchasing Manager shall have the right to require the use of such specifically designated material article or process.

No material which has been used by the Contractor for any temporary purpose whatever is to be incorporated in the permanent structure without written consent of the Project Engineer or Purchasing Manager.

3. SUBSTITUTION OF MATERIAL

Any request for substitution of material, software, product or equipment must be received by the Project Engineer or Purchasing Manager in writing no less than seven (7) working days prior to the proposal date and his/her approval secured in accordance with LA. R.S. 38:2295.C, and by addendum. All substitutions submitted shall be on a “turn-key” basis. In other words, any proposed substitutions submitted shall include the cost of any necessary structural, mechanical, electrical, and other changes in the project necessary to substitute the proposed material, software, product or equipment for a complete installation as shown or set up in the proposal.

Material or equipment which differs from that specified in these documents must have the written approval of the Project Engineer or Purchasing Manager. If such substitutions are approved and accepted by the Project Engineer or Purchasing Manager, all necessary changes in the drawings shall be the responsibility of the Contractor and the Contractor will pass all savings on to the Owner.

4. STATE PREFERENCE: Preference shall be given in accordance with the prevailing Statutes under

Title 38, as follows, unless using Federal Funds for procurement, in which case the following shall not apply.

a. Preference is hereby given to materials, supplies, and provisions, produced, manufactured or grown in Louisiana, quality being equal to articles offered by competitors outside of the State.

b. In the letting of contracts for public work by any public entity, except contracts financed in whole or in part by contributors or loans from any agency of the United States government, preference shall be given to Louisiana resident contractors over non-resident contractors, in accordance with LA. RS 38:2211 et seq.

c. Additionally, public works contracts shall comply with the City of Lake Charles Ordinance No.

7911 whereby no less than eighty percent (80%) of non-management persons employed and fulfilling public works contracts with the City of Lake Charles shall be residents of the State of Louisiana.

5. REJECTION OF LOWEST BID: The factors as listed below will be taken into consideration in determining whether a bid item offers the lowest cost throughout its service life, and is in the best interest of the City of Lake Charles:

a. Additional purchase of repair/replacement parts for the low bid item as opposed to an existing inventory of parts for a higher bid item.

b. Greater service costs for the low bid item.

c. Longer service time for the low bid item, which would cause longer down time of the item.

d. Proven reliability of the higher bid item.

e. Compatibility of the higher bid item with existing equipment.

6. DISQUALIFICATION OF LOW BID: When the lowest bid is disqualified, the City will comply with the State of Louisiana Public Bid Law, Section 2212(X), using the following procedures:

a. Give written notice of the proposal disqualification to the low bidder and include in such notice the reason(s) for the proposed disqualification, and

b. Give the bidder, deemed not responsible, who is proposed to be disqualified, the opportunity to be heard at an informal hearing at which time such bidder is afforded the opportunity to refute the reasons for the disqualification.

7. INSURANCE REQUIREMENTS

Successful Bidder shall submit Insurance Certificate, per Attachment “A”, prior to award of contract and/or purchase order.

8. Pursuant to R.S. 39:1701-1709, any public procurement unit may participate in a cooperative purchasing agreement (“piggyback”) with the City of Lake Charles, LA to acquire additional quantities of the listed items under a contract with the City of Lake Charles, LA for items awarded by public bid.

J. CERTIFICATION OF BIDDER

1. The bid proposal page shall include an original signature.

2. The signature on the Bid Page shall be that of an authorized representative of the corporation, partnership, or other legal entity.

3. It is understood that the Authorized Bidder consents to all the terms and conditions of the City of Lake Charles Purchasing Rules and Regulations as evidenced by his signature on the bid proposal page.

K. GENERAL GUARANTY

CONTRACTOR AGREES TO:

1. Save the City, its agents and employees harmless from liability of any nature or kind for the use of any copyrighted or uncopyrighted composition, secret process patented or unpatented invention, article or appliance furnished or used in the performance of the contract of which the contractor is not the patentee, assignee, or licensee.

2. Protect the City against latent defective material or workmanship and to repair or replace any damages or marring occasioned in transit.

3. Furnish adequate protection against damage to all work and to repair damages of any kind, to the building or equipment, to his own work or to the work of other contractors, for which he or his workmen or responsible.

4. Pay for all permits, licenses and fees and give all notices and comply with all laws, ordinances, rules, and regulations of the City of Lake Charles and the State of Louisiana.

5. On Construction projects contractor agrees to:

a. Protect the City from loss in case of accident or fire.

b. A valid Louisiana Commercial Contractor’s License number is required for (a) any bid greater than $50,000, (b) any electrical, plumbing and mechanical quote greater than $10,000, (c) any moly remediation quote greater than $7,500, and (d) any hazardous material quote greater than $1.

c. Successful bidder shall furnish insurance in the amounts and with coverage as required by the

City of Lake Charles.

L. OTHER CONTRACTS

The City of Lake Charles may award other Contracts for work that may interfere or otherwise require coordination and cooperation of the Successful Bidder with other Contractors for this project, and the Successful Bidder or shall cooperate fully with such other Contractor(s), by scheduling his/her own work with that to be performed under other contracts as may be directed by the Engineer. The Successful Bidder shall not commit or permit any act which will interfere with the performance of work by any other Contractor as scheduled.

M. UTILITY CONFLICTS

All adjustments and coordination with existing utility services, as needed during the construction of a project, shall be the responsibility of the Contractor and shall not be measured for payment.

The Owner shall not be responsible for delay or inconvenience to the Contractor in carrying out the work resulting from the existence, removal, or adjustment of any public utility. Additional costs incurred as a result thereof shall be the expense of the contractor.

It shall be the responsibility of the Contractor to field verify the location of the existing utilities.

N. COOPERATION WITH PUBLIC UTILITES

Ordinance No. 5828, passed and adopted on August 17, 1977, by the City Council of the City of Lake Charles, Louisiana, and which has been complied with by the City Engineer's office, reads as follows:

"AN ORDINANCE amending Chapter 18 of the Code of Ordinances of the City of Lake Charles, Louisiana by adding thereto Article VI, Section 18-69, pertaining to the moving of utility lines, poles, etc."

BE IT ORDAINED BY THE CITY COUNCIL IF THE CITY OF LAKE

CHARLES, LOUISIANA, in regular session convened, that:

"ARTICLE VI. MOVING OF UTILITY LINES, POLES, ETC."

"Whenever the City of Lake Charles enters into a contract for the construction, alteration or repair of any public works, the City Engineer of the City of Lake Charles, Louisiana, shall, before the issuance of any work order and before the commencement of any work, give notice of such contract in writing, accompanied by a plat or diagram showing the location of the proposed work, to all utility, communication and public service companies, and all such agencies and boards who furnish any utility, gas, water, electrical, communication, sewerage, of drainage services which may have poles or underground pipes, cables, or any other installation which may be within the right-of-way where the public work is to be constructed, altered, or repaired."

"Said written notice shall require the person, partnership, corporation, board or agency so notified to furnish to the City of Lake Charles within a period of thirty (30) days after receipt of notice, unless the time is extended by the City Engineer of the City of Lake Charles, a diagram or plat showing the location of such utility installation on or under the right-of-way, a copy of which shall be furnished by the City of Lake Charles to the contractor before the commencement of such work."

After receipt of such diagram or plat, the City Engineer shall notify the person, partnership, corporation, board or agency of the necessity for relocation of its facilities to another location within the right-of-way. The City Engineer shall coordinate the relocation of all installations within the work project by all utilities, and after being apprised by each affected utility as to the size, scope, expense and time requirement of its relocation, shall set a reasonable time before commencement of the work or a reasonable time schedule during the progress of the work after commencement for the moving or relocation of such installations. If a time schedule is adopted by the City Engineer, the contractor shall have the continuing obligation to notify each utility of its work progress and necessity for relocation of installations within the time schedule as work progresses under the contract."

"When required to uncover, adjust, move or relocate its installation, each such utility, communication and public service companies, and all such agencies and boards who furnish any utility, shall restore all areas so disturbed in accordance with the specifications with the City Engineer."

"Where a plat is timely furnished each such utility, communication and public service companies, and all such agencies and boards who furnish any utility, gas, water, electrical, communication sewerage or drainage services shall be obligated to verify the location of its installation shown thereon or to physically locate and uncover its installation within the specified time or failure to relocate or move its installation within the time or time schedule specified by the City Engineer shall result in the imposition of a fine of $100.00 per day for each day for each installation for which such dereliction continues."

The Contractor shall have the continuing obligation to immediately notify the City Engineer of any such affected utility, communication and public service companies, and all such agencies and boards, who furnish any utility, gas, water, electrical, communication, sewerage, or drainage services of any installation within the contractor's knowledge that conflicts with the conduct of its work under the Contract."

It shall be the responsibility of the Contractor to notify all public utilities or other interested parties prior to commencement of the work.

The owner shall not be responsible for any delay or inconvenience to the Contractor in carrying out the work resulting from the existence, removal, or adjustment or any public utility. Additional costs incurred as a result thereof shall be the expense of the Contractor.

O. SMALL BUSINESS OPPORTUNITY PROGRAM POLICY STATEMENT

It is the policy of the City of Lake Charles to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. The City of Lake Charles has established a Small Business Opportunity Program (SBOP) in accordance with 49 CFR Part 26. It is the policy of the City of Lake Charles to ensure that Small Business Enterprises and/or Disadvantaged Small Business Enterprises as defined in Sec. 2-28 (h) of the City of Lake Charles Code of Ordinances, have an equal opportunity to receive and participate in City of Lake Charles contracts. In administering its SBOP program, the City of Lake Charles will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the SBOP program with respect to individuals of a particular race, color, sex, or national origin. A list of contractors who are recognized by the City of Lake Charles as small and/or disadvantaged small business enterprises can be found at www.cityoflakecharles.com under the Business tab.

P. DISADVANTAGED BUSINESS ENTERPRISE PROGRAM POLICY STATEMENT

In February 1999, the U. S. Department of Transportation (DOT) issued new Disadvantaged Business Enterprise (DBE) regulations, Title 49 of the Code of Federal Regulations, (CFR) Part 26, to provide uniform requirements from the DOT. The State of Louisiana has developed a Unified Certification Program plan containing the definitions, requirements, process, and forms which is used by qualifying agencies to certify businesses wishing to become a Disadvantaged Business Enterprise (DBE). This information can be found at http://www8.dotd.la.gov/ucp/. It is the policy of the City of Lake Charles to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. The City of Lake Charles has established a Disadvantage Business Enterprise (DBE) program in accordance with 49 CFR Part 26. It is the policy of the City of Lake Charles to ensure that DBEs as defined in Part 26, have an equal opportunity to receive and participate in City of Lake Charles contracts. In administering its DBE program, the City of Lake Charles will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the DBE program with respect to individuals of a particular race, color, sex, or national origin. A list of contractors who are recognized by the City of Lake Charles as DBEs can be found at www.cityoflakecharles.com under the Business tab.

Q. SPECIAL ACCOMMODATION

Any “qualified individual with a disability” as defined by the Americans with Disabilities Act who has submitted a bid and desires to attend the bid opening, must notify the Purchasing Division in writing not later than seven (7) working days prior to the bid opening date of their need for special accommodations. If the request cannot be reasonably provided, the individual will be informed before the bid opening.

R. EQUAL OPPORTUNITY

By submitting and signing this bid, bidder agrees that he will not discriminate in the rendering of services to and/or employment of individuals because of race, color, religion, sex, age, national origin, handicap, disability, veteran status, or any other non-merit factor.

S. CONFLICT OF INTEREST POLICY

To avoid any possible conflicts of interest, it is the policy of the City of Lake Charles that no direct or indirect purchases of any product, good or service will be made from employees. Accordingly, if you have received this bid or quote package, and if you are an employee of the City of Lake Charles, or if any member of your company is a City of Lake Charles employee, please do not submit a bid or quote for the product, good, or service requested because we cannot, nor will we accept the bid or quote.

This statement constitutes official notification of the City of Lake Charles conflict of interest policy, and thus, establishes the requirement that the individual or company in receipt of this request for bid or quote is solely responsible for notifying the City of Lake Charles that a conflict of interest exists. You may contact the Purchasing Manager at (337) 491-1263.

T. APPLICABLE LAW

All purchases shall be made with the issuance of a purchase order from the Central Purchasing Division and in accordance with all applicable State Purchasing Laws. All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana.

http://www8.dotd.la.gov/ucp/

U. CONTRACT CANCELLATION

a) It is understood that the City, upon a fifteen (15) days written notice and justification, may cancel any contract awarded whenever the City determines that such termination is in the best interest of the public. Consideration will be given to conditions due to circumstances beyond the control of the vendor. Vendor shall have the right to cancel subject to City approval upon thirty (30) days written notice and justification. In the event of any actual contract cancellation, the City shall not be responsible for loss of business or any termination expenses incurred by the vendor. The City reserves the right to cancel any contract for just cause upon a written notice to the vendor after the vendor has been given a written notice of the cause and provided a reasonable amount of time to correct the issue.

b) Failure of the Supplier’s product to meet the specified standard of quality or for unsatisfactory delivery time may result in termination of the contract.

c) NON-APPROPRIATION OF FUNDS – The continuation of this contract into a new fiscal year is contingent upon the appropriation of funds to fulfill the requirements of the contract. The City of Lake Charles current fiscal year is October 1 thru September 30. If the City of Lake Charles, after a diligent and good faith effort, fails to appropriate sufficient monies to provide for payments under the contract, the obligation to make payment under the contract shall terminate on the last day of the fiscal year for which funds were appropriated.

V. PURCHASE OF TELECOMMUNICATIONS OR VIDEO SURVEILLANCE EQUIPMENT

The City shall not procure prohibited telecommunications or video surveillance equipment or services, which under R.S. 39:1753.1(A)(4), include all of the following:

1. Telecommunications equipment produced by Huawei Technologies Company or ZTE

Corporation, or any subsidiary or affiliate of such entities, as described in Section 889(f)(3)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019;

2. Video surveillance equipment or telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, Dahua Technology Company, or any subsidiary or affiliate of such entities, as described in Section 889(f)(3)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019;

3. Telecommunications or video surveillance equipment or services produced or provided by an entity found to be owned, controlled, or otherwise connected to the government of the People's Republic of China, as described in Section 889(f)(3)(D) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019;

4. Any product or equipment, regardless of manufacturer, containing as a component any equipment identified above. This may include but is not limited to the following:

a) Computers or other equipment containing a component which enables any form of network connectivity or telecommunications regardless of whether the equipment is regularly connected to a network.

b) Building automation, environmental controls, access controls, or facility management and monitoring systems.

5. Any services provided using any equipment as described above.

6. Prior to the procurement of telecommunications or video surveillance equipment or services, the vendor shall provide documentation by affidavit that the equipment or services to be procured are not prohibited telecommunications or video surveillance equipment or services as defined above.

7. No procurement shall be made from a vendor or other entity who fails to provide the required documentation and affidavit.

8. Any procurement of prohibited telecommunications or video surveillance equipment or services or in violation of any other requirements of R.S. 38:2237.1 shall be void.

9. Any vendor or other entity who provides the affidavit and documentation required in R.S.

38:2237.1 and is found to have supplied telecommunications or video surveillance equipment or services that were prohibited at the time of procurement, shall, at its own expense, replace the prohibited telecommunications or video surveillance equipment or services with nonprohibited equipment or services of at least equal quality and performance.

W. FIREARM ENTITY NON-DISCRIMINATION CERTIFICATION

1. In accordance with Louisiana R.S. 38:2216.1, a public entity is prohibited from entering into a contract with a value of $100,000 or more with a company, which has fifty (50) or more full-time employees, for the purchase of goods or services, unless the contract contains written verification from the company that:

i. The company does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association based solely on the entity’s or association’s status as a firearm entity or firearm trade association; and

ii. The company will not discriminate against a firearm entity or firearm trade association during the term of the contract based solely on the entity’s or association’s status as a firearm entity or firearm trade association.

2. The certification form shall be provided by the City and must be completed and submitted prior to contract execution and/or issuance of purchase order.

X. BID TABULATIONS

Bid tabulations may be viewed on the City’s website, www.cityoflakecharles.com, under the Business tab.

Y. QUESTIONS ABOUT BID

Any questions pertaining to this bid proposal shall be directed in writing via email to Alecia Comeaux, Purchasing Manager, no less than seven (7) working days prior to bid opening date.

Contact information is as follows:

Alecia Comeaux P.O. Box 900 Lake Charles, LA 70602

(337) 491-1263 Phone

(337) 491-1405 Fax acomeaux@cityoflc.us

The City of Lake Charles fully complies with Title VI of the Civil Rights Act of 1964, Americans With Disabilities Act, and related statutes, executive orders, and regulations in all programs and activities. The City operates without regard to race, color, or national origin. Any person who believes him/herself or any specific class of persons, to be subjected to discrimination prohibited by Title VI and/or Americans with Disabilities Act may by him/herself or by representative file a written complaint with the City of Lake Charles. The City's Title VI Coordinator/ADA Coordinator may be reached by phone at (337) 491-1440, the Mayor's Action Line at (337) 491-1346, or contact the appropriate Department Head.

mailto:acomeaux@cityoflc.us

SPECIFICATIONS FOR

OFFICE SUPPLIES

FOR USE BY: ALL CITY OF LAKE CHARLES

DEPARTMENTS AND DIVISIONS

Where name brands and models, makes or definite specifications are used within this specification, it is in order only to denote the minimum quality and standard. Equivalent and compatible products may be acceptable.

1. PURPOSE AND INTENTION

The purpose and intention of this invitation to bid is to establish an Annual Office Supply contract between the City of Lake Charles and Successful Bidder, whereby the City of Lake Charles may purchase Office Supplies from the Bidder at established (firm) prices for twelve (12) months, on an as-need basis.

2. BID PROPOSAL FORM

The Bid Proposal Form in its entirety shall become the contract upon execution by the Purchasing Division.

3. QUANTITIES

a. It is estimated that the City of Lake Charles will purchase approximately $150,000 of office supplies during a contract year. This estimate does not constitute an order. Only such quantities of office supplies as needed by the City of Lake Charles during the contractual period will be ordered.

b. No specific quantities given are guaranteed. Only such quantities as needed by the City during the contractual period shall be ordered.

c. Emergency purchases (items needed to provide for the health, safety, or welfare of the City), furniture, janitorial supplies, telecommunications/data/computer equipment and accessories, computer paper, and copy paper are not included in this contract.

4. QUALITY

Unless otherwise stated by the Bidder(s), the proposal shall be considered as being in strict accordance with the specifications outlined in the bid documents.

5. PRICE LIST

a. All bidders shall discount from the general line catalog’s manufacturer price list of Office

Supply Distributors such as S.P. Richards, United Stationers, and/or equal. Condensed versions of office supply catalogs shall not be accepted.

b. The discount percentage rate, fixed term for price list, and office supply distributor must be recorded on “Bid Proposal Page”.

c. The Discount Percentage shall be expressed to a maximum of two (2) decimal places. (For example: 50.25%)

d. The discount percentage rate submitted with bid shall remain in effect for the term of the contract (including any future contract extension).

e. Delivery and freight (FOB Destination) shall be included in the discount percentage. There shall be no additional charges (delivery, freight, handling, shipping, minimum order, etc.)

added to the City’s invoice.

f. All bidders shall provide a current price list (see Attachment “C”) reflecting discount percentage, with bid.

Specifications for Bid #2026-02 Continued

g. The price list shall be submitted with bid as an Excel document on a thumb drive or CD.

h. The price list submitted with bid shall remain in effect for the term listed on the Bid Proposal

Page.

6. BASIS OF AWARD

Award shall be made to the lowest responsive responsible bidder as based on total bid. In case of error in totals, unit price with prevail.

7. CONTRACT PERIOD

The term of this contract shall be for twelve (12) months. The contract start date is November 1, 2025.

8. EXTENSION OF CONTRACT

At the option of the City of Lake Charles and the acceptance by the successful bidder, this contract may be extended at the same prices and terms, upon giving ten (60) days written notice to the Successful Bidder, for up to two (2) additional twelve (12) month periods.

9. ORDERS/DELIVERIES

a. All orders shall be via internet, telephone, or email. Purchase Order numbers are required for all orders (no-exceptions). The successful bidder shall immediately notify the City of Lake Charles when an item is on back order. No substitutions shall be allowed without the prior approval of the Purchasing Manager. Any items delivered which are not according to the contract and/or purchase order will be returned to the vendor at no cost to the City of Lake Charles.

b. The City of Lake Charles shall reserve the right to purchase items that are not in the awarded catalog from other vendors.

c. The successful bidder shall make inside desk-top deliveries to individual City of Lake Charles locations within forty-eight (48) hours from receipt of order. There are approximately twenty-five (25) delivery locations. Some of these locations have multiple offices which require desk-top delivery. For example, City Hall has ten (10) floors with an average of four (4) offices per floor.

d. The successful bidder shall pick up merchandise to be returned within forty-eight (48) hours.

The City of Lake Charles will not pay restocking charges for merchandise that has been returned. A credit memo shall be issued, by the successful bidder, to the City of Lake Charles, referencing the user department and purchase order number, within seven (7) calendar days of the return.

10. CATALOGS

a. All bidders shall supply with this bid (see Attachment “C”) a hard copy of their current general line catalog if one is available. If one is not available, include that information in the bid submittal.

b. The successful bidder shall supply all City of Lake Charles Departments with current general line catalogs, at no additional charge, at the date of the bid award. Also, during the term of the contract as the general line catalogs are updated and published (if available).

11. REPORTING

a. Upon request, the successful bidder shall be required to submit a quarterly report to the

Purchasing Manager, detailing each item description, quantity, and date of all purchases made by the City of Lake Charles. This report shall include the manufacturer list price, discount percentage, and final unit cost of each purchased item by department.

b. The successful bidder shall provide the Purchasing Manager with internet access to monitor all transaction and generate reports on demand. At minimum, the report shall include the description, manufacturer list price, discount percentage, and final unit cost of each purchased item by department.

12. ORDER/INVOICES

a. The successful bidder shall furnish each order on a separate, original, itemized invoice stating the purchase order number, correct price, authorized signature, and description of items purchased. All itemized invoices shall be submitted to the City of Lake Charles Purchasing Division for payment processing. The City of Lake Charles shall not be held responsible for any order place/delivered without a valid purchase order number.

b. The successful bidder shall provide a secure…