calcasieu parish dump trucks DB-2026-PW-149 (S).pdf

CALCASIEU PARISH POLICE JURY

BID FOR

THREE (3) 2026 OR NEWER TANDEM DUMP TRUCKS FOR USE

BY THE DIVISION OF ENGINEERING AND PUBLIC WORKS

Bid Number: DB-2026-PW-149

Sealed bids will be received by:

THE PURCHASING AGENT

1015 PITHON, PARISH GOVERNMENT BUILDING, 1ST FLOOR

LAKE CHARLES, LOUISIANA 70601

Until

2:00 P.M., Central Time Zone

Tuesday, July 21 , 2026 Advertisement in the Official Journal

LAKE CHARLES AMERICAN PRESS

Please read the updated bidding instructions on the following pages carefully.

Technical Specifications for Three (3) 2026 or newer Tandem Dump Truck for use by the Division of Engineering and Public Works

The Bidder must check each specification item “yes” or “no” to indicate compliance with the specifications herein. If “no” is checked, please list the deviation. You may include deviations on an additional sheet of paper if necessary.

Where name brands, models, make or definite specifications are used within these specifications, it is in order only to denote the minimum quality and standard required.

Equivalent and compatible products may be acceptable.

Yes No Deviations Engine, Cummins L9 or equal (No negative Deviations) diesel electronic 350 HP 950-ft-lb torque minimum includes in-line, turbo charged and inter-cooled electronic controls, starting motor, engine shutdown electric, key operated, engine oil drain plug magnetic, oil filter, engine spin-on type, water filter engine mounted, fuel filter, engine mounted, air cleaner: dual element or equal, heavy duty with vacuator, restriction gauge or warning light dash mounted. _____ _____ ___________

Fan drive, Horton Drive Master with electronic on/off or Borg Warner SA85 viscous, or equal. _____ _____ ___________

Governor, electronic road speed type (72 mph), or equal to Match truck specifications. _____ _____ ___________

Aluminum radiator, cross flow series with transmission and charge air cooler, Includes: industry standard anti-freeze, deaeration system with tank and sight glass, radiator hoses premium, rubber. _____ _____ ___________

Exhaust system, single, horizontal and short tail pipe, or vertical muffler and short stack, aluminized steel; horizontal exhaust frame mounted, or vertical exhaust cab mounted, right side.

Required guards and heat shields to be included. _____ _____ ___________

Fuel/Water separator with heater, sight glass, 30 micron filter and drain indicator light or equal. _____ _____ ___________

Fuel tank total capacity 100 U.S. gallon, minimum, mounted under cab or equal. _____ _____ ___________

Transmission, automatic (Allison 3000RDS wide ratio 6-speed) push button shift control with transmission oil filter, includes PTO drive gear. _____ _____ ___________

DB-2026-PW-149

Yes No Deviation

Synthetic oil in all axles and transmission. _____ _____ ___________

Automatic transmission oil cooler. _____ _____ ___________

Automatic transmission oil temperature gauge. _____ _____ ___________

Automatic engine shutdown with 30 second delay. _____ _____ ___________

Base chassis, SBA 6 x 4 with 175.0” wheelbase, 108.0” cab to axle and 63.0” axle to frame (or equal to accommodate dump bed and exhaust). _____ _____ ___________

Frame rails, heat treated alloy steel (120,000 PSI yield); minimum RBM will meet or exceed 2.0, minimum. _____ _____ ___________

Truck must include “tractor package”, air and brake package, which is inclusive of; 60,000 lb. towing package for air brakes, 3/4” hitch plate, D-rings and 60,000 lb. pintle hitch. Air lines will run to the rear of the truck and will include the hydraulic snap-lock fittings for air (quick disconnect). Bidder will need to consult with buyer about placement of the quick disconnect. Molded electrical plug and required components for trailer lights will be included. Brake and back up lights must be mounted externally of the pintle hitch plate. No recessed lights will be accepted within the pintle hitch plate. _____ _____ ___________

60,000 lb. Pintle hitch MUST be mounted 24” from ground level _____ _____ ___________

Pintle hitch plate MUST have 15” gussets on both sides of the interior of the plate. Gussets shall be fully solid welded, no spot welds will be accepted. _____ _____ ___________

Suspension, front, spring parabolic, taper leaf, 12,000 lb. capacity, with shock absorbers - includes spring pins. _____ _____ ___________

Suspension, rear, tandem (Hendrickson RT-403), walking beam type, 52” axle spacing, 40,000 lb. capacity with rubber springs, end bushings, shock absorbers and traverse torque rods, or equal. _____ _____ ___________

Suspension/rear-axle identity Meritor (Rockwell) tandem rear axle with suspensions with bar-pin beam attachment, or equal. _____ _____ ___________

Rear axle ratio 6.00, or equal. _____ _____ ___________

Tow hook, front (2 each) frame mounted. _____ _____ ___________

Axle, front, I-beam type, 12,000 lb. capacity. _____ _____ ___________

Axle, rear, tandem, (Meritor MT-40-14X-4DFR) single reduction 40,000 lb. capacity with 200-wheel ends, or equal. _____ _____ ___________

Includes rear axle drain plug (2) magnetic, power divider lock electric over air operated, cab control with indicator light, or equal. _____ _____ ___________

Steering gear (Sheppard M100) power, or equal. _____ _____ ___________

Tire: Front (2) 11R22.5 unisteel G662-RSRH (Goodyear) 501 rev/mile, load range G, 14 ply or equal (highway tread). _____ _____ ___________

Tire: Rear (8) 11R22.5 unisteel G338RTDM+S (Goodyear) 497 rev/mile, load range G, 14 ply or equal (grip). _____ _____ ___________

Wheels, front disc 22.5” painted steel, 10 stud (285.75 MM BC) hub piloted, flanged nut metric mount, 8.25 DC rims with steel hubs, includes paint identity, front wheels white. _____ _____ ___________

Wheel hub, rear dual disc 22.5” painted steel, 10 stud (285.75 MM BC) hub piloted flanged nut metric mount, 8.25 DC rims with steel hubs, includes paint identity, rear wheels white, wheel seals, rear oil lubricated, includes wheel bearings. _____ _____ ___________

Wheel seals, front oil lubricated wheel bearings. _____ _____ ___________

Steel or aluminum air ride cab and doors, includes arm rest on each door, floor covering black rubber, interior sheet metal painted, color based on the window ledge exterior, clearance/marker lights

(5) flush mounted, or equal. _____ _____ ___________

Factory tinted windows. _____ _____ ___________

Color, interior standard. _____ _____ ___________

Mirrors (2) rectangular, west coast breakaway type with 7” (minimum) convex mirrors both sides. _____ _____ ___________

Bug screen mounted behind hood grill. _____ _____ ___________

Mirrors 7” (minimum) convex, hood mounted both sides. _____ _____ ___________

Cab interior trim, includes dome light, cab rectangular center mounted with integral door activated or equal, sun visor

(2) or equal. _____ _____ ___________

Access, cab driver and passenger side, includes grab handle, cab interior (1) “A” pillar mounted, passenger side, steps (4) two on each side, grab handle (2) exterior,” B” pillar mounted, one on each side. _____ _____ ___________

Seat, driver air suspension, high back vinyl, with 2-position front cushion adjustment, minus 2-degree to plus 15-degree back cushion adjustment, lumbar support, right side arm rest, includes seat belt 3-point, lap and shoulder belt type, or equal. _____ _____ ___________

Seat, passenger, non-suspension, high back, vinyl, includes seat belt 3-point, lap and shoulder belt type. _____ _____ ___________

Cab paint schematic, Red Non-Metallic or equal, with clear coat. _____ _____ ___________

Bumper, front full width, aerodynamic, heavy duty, steel painted gray. _____ _____ ___________

Front end tilting hood. _____ _____ ___________

Air conditioner with integral heat and defroster, includes heater hoses premium, refrigerant hydrofluorocarbon HGC-134A, or equal. _____ _____ ___________

Brake system, air dual system for straight truck applications, includes brake chambers, spring (4) rear parking, dust shields-front brake, dust shields-rear brake, air compressor air supply line through air cleaner, brake lines color coded nylon, slack adjusters-front automatic, slack adjusters-rear automatic. _____ _____ ___________

Brakes, front, air cam s-cam, 16.5” x 5.0”, includes 20 square inch brake chambers, or equal. _____ _____ ___________

Brakes, rear, air cam s-cam, 16.5” x 7.0”, includes 30 square inch MGM spring actuated parking brake chambers, or equal. _____ _____ ___________

Drain valve (Berg Manual) with pull chain, for air tank or equal. _____ _____ ___________

Air brakes ABS (Bendix Brake System) with full vehicle wheel control system (4-channel) or equal. _____ _____ ___________

Air dryer (WABCO) with heater, standard location or equal. _____ _____ ___________

Air compressor (Bendix Tru-Flo 550) 18.7 CFM or equal includes gauge, air pressure dual. _____ _____ ___________

Electric horn (2). _____ _____ ___________

Air horn, air solenoid operated or equal. _____ _____ ___________

Electrical system 12-volt, standard equipment includes turn signal switch self-canceling with integral hazardous switch, headlight dimmer switch integral with turn signal switch, windshield wiper switch 2-speed integral with turn signal, mist wipe feature, fuses, electrical SAE blade type, jump start stud, parking light integral with front turn signal and rear tail light, turn signals, front flush mounted with reflectors and auxiliary side turn signals, wiring chassis color coded and continuously numbered, windshield wipers single motor, electric, cowl mounted, wiper and headlight switch may be located on dash. _____ _____ ___________

Power source, cigar type receptacle. _____ _____ ___________

Alternator 12-volt 160 amp or equal. _____ _____ ___________

Battery system maintenance free 12-volt 1850 CCA minimum. _____ _____ ___________

Radio, AM/FM stereo. _____ _____ ___________

Indicator, low coolant level with audible alarms. _____ _____ ___________

Circuit breakers manual or auto-reset (main panel) SAE Type III with trip indicators, replaces all fuses except for 5-amp fuses, or equal. _____ _____ ___________

Engine hour meter. _____ _____ ___________

Gauge cluster, English with English electronic speedometer and with tachometer for air brake chassis, includes gauge, air pressure dual, gauge, engine oil pressure electronic, gauge water temperature electronic, volt meter. _____ _____ ___________

Stop, turn, tail and backup lights (Truck-Lite Supper 44 with LED bulbs) and daytime running lights, or equal. _____ _____ ___________

Supply and install (2-1/2# minimum) fire extinguisher and triangle reflector kit. _____ _____ ___________

Engine control, remote mounted provision for body builder installation of PTO control, to include wiring. _____ _____ ___________

Warranty Information: To be submitted with bid. All warranty work to be done within the boundary of Calcasieu Parish. All warranty work performed beyond the boundary of Calcasieu Parish resulting in transportation costs - such costs shall be borne by the successful bidder. Warranty for dump bed shall be the responsibility of the successful bidder. _____ _____ ___________

Vendors whose authorized repair center is located outside of Calcasieu Parish should pay particular attention to the Special Conditions included in this bid package wherein it states the Awarded Bidder must reimburse the Calcasieu Parish Police Jury the IRS Standard Mileage Rate for miles driven. Bidder understands this requirement will be adhered to and enforced. _____ _____ ___________

One (1) complete service manual, must be available at time of delivery and cost of manual included in the purchase price of the truck. Only one manual is requested for this bid. _____ _____ ___________

Line set ticket to be furnished with each vehicle at the time of customer vehicle inspection. _____ _____ ___________

DOT inspection sticker must be applied prior to delivery. _____ _____ ___________

Printed proposal must be attached to bid. _____ _____ ___________

Upon request, successful bidder will furnish information on availability of training courses for attendance by parish personnel. _____ _____ ___________

Successful bidder will furnish two (2) copies of all manufacturer’s service bulletins on bid vehicles to parish personnel during warranty period. _____ _____ ___________

Truck must be delivered with a full tank of fuel and DEF (if applicable). _____ _____ ___________

Desired delivery date of completed truck is 180 days from date of bid acceptance. _____ _____ ___________

A copy of the invoice is to be available at the time the vehicle is ready to be inspected. _____ _____ ___________

Specifications for Heavy Duty Dump Body for

Tandem Axle Truck

General: The dump body required under these specifications shall be of all steel heavy-duty type. Unit shall consist of a dump body type, hydraulic hoist, hydraulic pump, cab shield, safety accessories and all other components necessary to make up a complete operating unit. It shall be capable of hauling and dumping materials used by this agency such a s sand, gravel, crushed stone and asphalt mix. Body and hydraulic hoist should be manufactured by the same company if available. _____ _____ ___________

Body: Capacity to be 12 cubic yards. Water level and 14 cubic yard ends. Measurement to be inside length 14 feet and inside width of 7’3”. Overall width to be 96”. Sides to be 40” with ends to be 8” higher than sides. _____ _____ ___________

Material and Design: Sides and front to be 10 gauge-premium quality carbon steel. Floor to be 3/16” one-piece premium quality high carbon steel. Sides to be integral with running board/rubrail and running board to slope at 30 degrees in order to shed material spilled over the side of body. Sides to have a 4” x 4” boxed top rail. There shall be 5 side supports on each side.

Supports to be 6” wide boxed type and evenly spaced along side of body and fully welded. Front headboard to have a 3 break top roll and horizontal “U” type formed in bracing. The floor is to have a 4” knee brace where it meets the side. _____ _____ ___________

Floor shall have factory installed 4” - 5.4#/ft. (minimum) channel cross-members set on approximately 6” centers. All cross members will be installed so that when the bed is in the lowered position, all cross members will sit on top of the frame rails supporting the bottom of the bed. Front and rear top gussets will be 8” high and have 2” wide side board pockets. Rear corner posts to be at least 10” wide and full depth with a full width 1/4” thick steel rear skirt. _____ _____ ___________

The tailgate is to be 9 panel and have boxed horizontal, vertical and perimeter bracing with storable spreader chains. Offset flame cut steel plate hinges to be at least 1-1/4” thick. Latch to be of the over-hook type minimum 3/4” thick with double 3/8” thick lower sockets. Hinge and latch pin to be 1-1/4” diameter. Latch shall be air operated. Rear of bed to have a spreader apron for gravel and sand spreading. _____ _____ ___________

Hoist: To be of the telescopic head type NTEA type 110 and to be rated in the latest NTEA rating chart. The hoist is to have an 8” channel sub-frame with the body pivot located within the frame.

The 5” longitudinal are to straddle the outside of the sub-frame so that body cross-members rest directly on the sub-frame. _____ _____ ___________

The hydraulic cylinder is to be three stage with 6”, 5” and 4” sections mounted in the forward part of the sub-frame. The body shall have a “doghouse” in the front to house the cylinder and provide an upper attaching point. There shall be one door in rear of the doghouse to facilitate cylinder air bleeding.

Cylinder to have 110” stroke. A safety valve will be supplied to prevent cylinder from over extending. _____ _____ ___________

Dump body hinge point shall be 12” and pivot shaft shall be 1-15/16” diameter. Pivot block is to come complete with a continuous, seamless weld. Spot-weld is not acceptable. _____ _____ ___________

Hydraulic reservoir shall be form fitted to body doghouse and above sub-frame. It shall have at least a 20-gallon capacity. _____ _____ ___________

Hydraulic pump shall be made of cast iron - to be gear type with roller bearings and replaceable wear plates. Pump shall be minimum 35 GPM at 1400RPM and mount directly to SAE type B 2/4 bolt flange PTO. Control valve shall be integral with hydraulic pump with 3 positions for control spool to raise, hold, lower and feather lower the dump body. An in cab mounted control tower shall operate control valve by means of an air shift control valve. Hydraulic pump and system to be rated at no less than 2,000 PSI. _____ _____ ___________

Safety Accessories: A backup alarm shall be provided along with a “body raised” alarm with indicator light in truck cab. The “body raised” switch will be mounted midway or toward the rear of the dump bed. Body props shall be provided to support elevated body for servicing. A 1/2 cab shield shall be 10 gauge with gussets.

Shield to be sloped toward rear, 3 degrees with an integral wind deflector for the tarp system. _____ _____ ___________

Body Paint and Color: To be properly cleaned with high-pressure phosphate cleaner and painted with a good grade of industrial primer and finished with coat of industrial enamel or equal. Finish paint color to be black. _____ _____ ___________

PTO and pump should be a Hot Shift, or equivalent - Direct mount with air shift controls. All controls to be mounted on a console between seats a minimum height of 12” from the floor.

Dump pump shall have air feathering valve to lower bed. Mud flaps shall be installed in front and rear of tires. Rear of body to have a spreader apron for spreading either rock or sand. _____ ______ __________

12 Volt electrically operated mesh tarp cover to be installed.

Motor to be mounted on the side of cab protector, with inside controls. _____ _____ ___________

Lights:

The dump body will come complete with 6” oval LED recessed lights. The light housings will be fully-encapsulated and waterproof. Lights are to be rubber-mounted, snap-in, shock-proof type with plug-in connectors. All body lighting must meet FMVSS Standard Number 108. Lights and electrical connections should be designed to absorb the shock and vibration caused when the dump gate collides with the dump body after having emptied the bed of its contents. _____ _____ ___________

Body lighting wiring shall be incorporated into one harness with only two leads connecting into truck chassis lighting system. Body wiring shall be run inside metal conduit for protection. _____ _____ ___________

LED lights should be the brightest available on the market for its class and size. The amber and white lights should flash in an alternating, synchronized pattern. _____ _____ ___________

The cab shield shall contain two (2) amber LED and two white LED lights. The amber lights should be mounted approximately fourteen (14) inches from the corners of the cab shield (facing forward) and the white lights mounted on the inside of the amber lights (also facing forward). There should be approximately a two (2) inch spacing between the two colors. _____ _____ ___________

The rear posts should contain the following lights (facing rearward):

Toward the bottom of the post there should be a 6” oval, color red, stop/turn/tail light. Toward the top of the post, below the marker light, there should be an amber LED light, and just below that (approximately two inches) a white LED light. _____ _____ ___________

Synchronized, alternating lights will be wired to an (on/off) toggle switch inside the truck cab that is easily accessible by the driver.

Toggle switch will have an indicator light that tells the driver the lights are on. When required to do so, lights will function even when the truck is turned off. _____ _____ ___________

In addition to the lighting specified above, the dump body must come complete with all required DOT lighting (clearance markers) _____ _____ ___________

The bed light connections to the wiring harness must be soldered and heat shrink applied. Butt-connections or Scotch-loc type connections shall not be used. _____ _____ ___________

Installed LED lights will have the same warranty period as that of the dump bed. _____ _____ ___________

Dump Bed Warranty:

The dump bed and bed components (not considered part of the truck cab and chassis - hoist, cylinder, hydraulic pump, hydraulic hoses, tarp cover motor, switches, lights, welds (against cracks), etc.) will come with a one (1) year warranty, no mileage. _____ _____ ___________

At the time the truck is inspected by the Parish, the Bidder should provide a line sheet from the bed manufacturer to assist in determining that the delivered bed meets required specifications. _____ _____ ___________

List bed vendor make and model:

List truck year, make, model:

Yes No Deviations

GENERAL INFORMATION

Any omission of standard items from these specifications is merely an oversight and not intentional. All items that are considered to be industry standard but not mentioned herein are to be included. _____ _____ ___________

Bid price is to include all costs including but not limited to delivery, and freight to deliver to East Public Works 5500B Swift Plant Rd.

Lake Charles, LA. 70615.

BID FORM

THREE (3) 2026 OR NEWER TANDEM DUMP TRUCKS FOR USE

BY THE DIVISION OF ENGINEERING AND PUBLIC WORKS

The Purchasing Agent, on behalf of the Calcasieu Parish Police Jury, will receive sealed bids for Three (3) 2026 or Newer Tandem Dump Trucks, complete as per specifications, until 2:00 p.m., central time zone, Tuesday, July 21, 2026, on the first floor of the Government Building, 1015 Pithon Street, Lake Charles, Louisiana, 70601 for use by the Division of Engineering and Public Works.

ANY deviations from the specifications outlined herein MUST BE NOTED at the time of the bid submittal, and the Calcasieu Parish Police Jury reserves the right to make a determination as to the quality of the deviation. Any questions regarding said specifications should be directed to purchasing@calcasieu.gov.

Bid price must include all applicable registration and licensing requirements for public vehicles with the Louisiana Office of Motor Vehicles.

(Amount shall be shown in both words and figures. In case of discrepancy, whichever is in the best interest of the Calcasieu Parish Police Jury shall govern.)

Copy of Occupational License should be submitted with bid form.

Pursuant to Louisiana Revised Statue R.S.38:2212.8; which states “to prohibit public entities from accepting bids from or enter into any contract or cooperative endeavor agreement or any other transaction for the procurement of vehicles with dealer who does not possess a valid dealer’s license issued under the provisions of R.S. 32:1254.”

Dealers responding to this bid must include as part of their bid a copy of their valid dealer’s license. Bids received without a copy of their valid dealer’s license will be rejected pursuant to R.S. 38:2212.8.

List Year, Make and Model of Equipment/Vehicle being bid:

The bidder’s Factory authorized dealer to perform warranty work is:

Name:

Location: Phone:

Please bid as follows: Expected delivery date:

TOTAL DELIVERED BID PRICE for Three (3) 2026 or Newer Tandem Dump Trucks, Complete as per all specifications …………………………………$

DOLLARS

AND CENTS

SUBMITTED BY:

MAILING ADDRESS:

SIGNATURE OF AGENT: (Must be Signed) DATE:

PRINTED AGENT’S NAME:

PHONE NUMBER: FAX NUMBER:

E-MAIL ADDRESS: FEDERAL I.D. NUMBER:

Optional Pricing: At the option of the Calcasieu Parish Police Jury or Special District, the awarded Vendor will offer the below unit Price for one (1) additional new vehicle complete as per all specifications in this bid package.

This option may be utilized to purchase one (1) or more new vehicle(s) when purchased within one (1) year of the award date: $

FIREARM ENTITY NON-DISCRIMINATION CERTIFICATION

La. R.S. 38:2216.1 Certification for Public Contracts over $100,000

In accordance with La. 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 a written verification from the company that:

1. 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

2. 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.

Please indicate below if your company has at least fifty (50) full-time employees:

Yes _______ No _______

If answered “yes”, please sign below certifying that your company does not, and will not during the term of this contract discriminate against firearm entities and firearm trade associations as stated above.

If answered “no”, please sign below certifying this statement on the number of full-time employees is true to the best of your knowledge.

Signature of Company’s Authorized Official

A D V E R T I S E M E N T

The Parish Purchasing Agent, on behalf of the Calcasieu Parish Police Jury, does hereby advertise for sealed bids and will open same on:

1. Tuesday, the 21st day of July 2026.

2. At the Office of the Parish Purchasing Agent on the first floor of the Parish Government Building, 1015 Pithon Street, in the City of Lake Charles, Louisiana, 70601, at the hour of 2:00 P.M., Central Time Zone.

3. For the following: Three (3) 2026 or Newer Tandem Dump Trucks for use by the Division of Engineering and Public Works.

4. All bids must be submitted on BID FORMS or Electronic Bid Forms. Paper Bids may be obtained in the Office of the Parish Purchasing Agent in the Government Building, requested via email at purchasing@calcasieu.gov, or accessed via electronic bidding through www.calcasieu.gov.

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

6. The Calcasieu Parish Police Jury/Owner reserves the right to reject any and all bids for just cause as permitted by LA R.S. 38:2214(B). The ability of an entity to reject any bid is applicable only when administered in accordance with the Public Bid Law. In accordance with LSAR.S. 38:2212(B)(1), the provisions and requirements of this Section, and those stated in the bidding documents shall not be waived by any entity.

7. Bids may be held by the Calcasieu Parish Police Jury for a period not to exceed forty-five (45) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the qualifications of bidders, prior to award.

8. All bids must be accompanied by bid security equal to five percent (5%) of the bid amount, and must be in the form of a certified check or cashier’s check drawn on a bank insured by the FDIC, or a Calcasieu Parish Police Jury Bid Bond Form contained in the bidding documents, which shall be written by a surety or insurance company currently on the U.S. Department of the Treasury Financial Management Service list of approved bonding companies which is published annually in the Federal Register, or by a Louisiana domiciled insurance company with at least an A- rating in the latest printing of the A.M. Best's Key Rating Guide to write individual bonds up to ten percent (10%) of policyholders' surplus as shown in the A.M. Best's Key Rating Guide or by an insurance company in good standing licensed to write bid bonds which is either domiciled in Louisiana or owned by Louisiana residents, all in accordance with LSA―R.S. 38:2218.

No Bid Bond indicating an obligation of less than five percent (5%) by any method is acceptable. If bid is submitted electronically, an electronic bid bond as described in Act No. 590 per the standards adopted by the Office of the Governor, Division of Administration and the Office of the Information Technology as provided for in LAC 4:XV.701 will be required.

The bid guarantees/checks of all unsuccessful Bidders will be returned. The bid guarantee/check of the Awarded Bidder will be returned upon payment of all the awarded items. Payments on the awarded bids will be made upon delivery and acceptance of the equipment in accordance with established payment procedures of the Division of Finance of the Calcasieu Parish Police Jury. Any Bid received without a bid guarantee will not be read aloud nor considered for award.

9. Official action on this bid will be taken at the Regular Meeting of the Calcasieu Parish Police Jury within forty-five (45) days.

10. All paper bids MUST be plainly marked and should contain the following on the outside of the envelope:

“BID FOR ‘SPECIFY BID NUMBER’”

KRISTIE CUMBERLAND, CPPB, CPPO, NIGP-CPP, Purchasing Agent

RUN: LAKE CHARLES AMERICAN PRESS July 1, 2026 July 8, 2026

INSTRUCTIONS TO BIDDERS

CPPJ-Revised 2021-01

1. All Bidders should read the entire bid, including all terms and conditions, and specifications. Bid packages should be returned in its entirety. Bidders shall promptly notify the purchasing department of any ambiguity, inconsistency or error which they may discover upon examination of the Bidding Documents. Bidders, requiring clarification or interpretation of Bidding Documents, shall make a written request to the purchasing department at least seven (7) days prior to the bid opening date.

Any interpretation, correction or change of the Bidding Documents will be made by written Addendum. Questions/inquiries received within seven (7) days of the bid opening may not be accepted. 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 or changes.

2. All bid prices must be typed or written in ink. The Bidder should initial any corrections, erasures, or other forms of alteration to unit prices. Amount shall be shown in both words and figures. In case of discrepancy, whichever is in the best interest of the Calcasieu Parish Police Jury shall govern.

3. This bid is to be manually signed in ink on the Bid Form located in this bid package, or submitted electronically.

4. Bid prices shall include delivery of all items (F.O.B. destination, freight prepaid and allowed). Bids containing “payment in advance” or “C.O.D.” requirements may be rejected. Payments on the awarded bids will be made upon delivery and acceptance of the equipment, vehicle, material, or supplies in accordance with established payment procedures of the Division of Finance of the Calcasieu Parish Police Jury.

5. Amount of Bid Bond Required: Five percent (5%) of bid. The bid guarantee must be made payable to the Calcasieu Parish Police Jury. All bids must be accompanied by bid security equal to five percent (5%) of the bid, and must be in the form of certified check or cashier’s check drawn on a bank insured by the FDIC, or a Calcasieu Parish Police Jury Bid Bond Form contained in the bidding documents, which shall be written by a surety or insurance company currently on the U.S.

Department of the Treasury Financial Management Service list of approved bonding companies which is published annually in the Federal Register, or by a Louisiana domiciled insurance company with at least an A- rating in the latest printing of the A.M. Best's Key Rating Guide to write individual bonds up to ten percent (10%) of policyholders' surplus as shown in the A.M. Best's Key Rating Guide or by an insurance company in good standing licensed to write bid bonds which is either domiciled in Louisiana or owned by Louisiana residents, all in accordance with LSA--R.S. 38:2218.

No Bid Bond indicating an obligation of less than five percent (5%) by any method is acceptable. If bid is submitted electronically, an electronic bid bond as described in LSA--R.S. 38:2212 E.(1) per the standards adopted by the office of the governor, division of administration and the office of the information technology as provided for in LAC 4:XV.701 will be required.

The bid guarantees/checks of all unsuccessful Bidders will be returned. The bid guarantee/check of the Awarded Bidder will be returned upon payment of all the awarded items. Payments on the awarded bids will be made upon delivery and acceptance of the equipment, vehicle, material, or supplies in accordance with established payment procedures of the Division of Finance of the Calcasieu Parish Police Jury. Any Bid received without a bid guarantee will not be read aloud nor considered for award.

6. Amount of Performance Bond, if required: NA % of bid. Amount of Payment Bond, if required. NA % of bid.

CPPJ-Revised 03-2020

7. Desired Delivery: 180 DAYS . The delivered equipment, vehicle, material, or supplies must meet the specifications stated in this bid. If the delivered equipment, vehicle, material, or supplies does not meet bid specifications the attempted delivery will not be considered as “delivered.” If the expected delivery date stated on the Bid Form is not able to be met, the Bidder will need to contact the Calcasieu Parish Police Jury in writing as to the new expected delivery date and the reason for the delay to obtain approval from the Calcasieu Parish Police Jury for the revised time period.

8. The Bidder must submit his bid on the Bid Form herein provided with the blank spaces filled in for every item(s) on which a bid is submitted. Bids may be rejected, if they show additions not called for, conditional or alternate bids not called for, or for incomplete bids. Bidders who qualify their bid response by adding additional terms and/or conditions in the bid that were not included or requested in this bid response may be rejected. If there are any questions on items included in this bid or items not included that the Bidder believes should be included, the Bidder should submit the inquiry/question seven (7) days prior to the bid opening for evaluation and clarification.

To assure consideration of your bid, all bids and addenda together with the bid guaranty (if applicable) should be returned in an envelope or package clearly marked with the bid opening date and the bid description, as to indicate its contents without being opened. This envelope shall be sealed and delivered to the location designated herein prior to or by the bid date and time specified in the official advertisement. No responsibility will be attached to Calcasieu Parish Police Jury for the premature opening of a package not properly addressed and identified, and/or delivered to the wrong office. The Bidder is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The Calcasieu Parish Police Jury is not responsible for any delays caused by the Bidder’s chosen means of bid delivery. The Bidder is solely responsible for the timely delivery of its bid. All bids received after the time specified will not be accepted or considered and will be returned to the Bidder unopened.

9. 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; Instructions to Bidders; Special Conditions; and specifications listed in this solicitation.

10. IMPORTANT: By signing the bid, the Bidder certifies compliance with all Instructions to Bidders, Special Conditions and specifications, and further certifies that this bid is made without collusion or fraud. This bid is to be manually signed in ink by a person authorized to bind the Bidder (See No.

31) or submitted electronically. All bid information shall be made with ink or typewritten, or electronically submitted. Any cost incurred by the Bidder in preparing or submitting the bid response are the responsibility of the Bidder and will not be reimbursed by the Calcasieu Parish Police Jury.

11. Address all inquiries and correspondence to the contact person at address shown on the Bid Form or stated in the specifications. If no contact person is listed in the specifications, please send your inquiries to purchasing@calcasieu.gov. Questions or inquiries regarding proposal documents or specifications should be in writing and are due within seven (7) days from the bid opening. Inquiries received after this time period may not be answered or addressed.

12. Conference Date: NA .

13. Bid Forms.

All paper bids must be submitted on the Bid Form herein provided or Electronic Bid Forms. Paper bids may be obtained in the Office of the Parish Purchasing Agent in the Government Building, requested via email to purchasing@calcasieu.gov, or accessed via electronic bidding through www.calcasieu.gov. All written bids, unless otherwise provided for, must be submitted on, and in accordance with, forms provided herein, properly signed (See No. 31).

Bids submitted in the following manner will not be accepted:

A. Bid contains no signature indicating intent to be bound;

B. Bid filled out in pencil; and/or C. Bid not submitted on the enclosed Bid Form (Paper Form).

14. Standards of Quality.

The Calcasieu Parish Police Jury reserves the right to reject any materials it deems unsuitable for the proposed intent. Any product or service bid shall conform to all applicable federal, state, or municipal laws and regulations and the specifications contained in the solicitation. Whenever the Calcasieu Parish Police Jury states in specifications the name of a certain brand, make, manufacturer, or definite specification that they are used only to denote the quality standard of product desired and that they do not restrict Bidders to the specific brand, make, manufacturer, or specification named and that equivalent products will be acceptable. Bidder should specify the brand and model number of the product offered in his bid. Bids not specifying brand and model number shall be considered as offering the exact products specified in the solicitation. Retrofitted equipment from different manufacturers will not be accepted unless written consent from each manufacturer involved is presented with the bid stating that equipment has been tested and proven compatible. Any equipment, vehicle, material, or supplies to be furnished under this proposal shall be in strict compliance with the specifications herein for said equipment, vehicle, material, or supplies, and the decision of the Parish Administrator, or his designee, as to the true meaning of same shall be final. All customary guarantees for workmanship and replacements of defective parts, as specified, by the manufacturer for the particular item furnished shall apply to the equipment, vehicle, material, or supplies furnished under this bid. Product as per bid shall have been in production for no less than three (3) years, if applicable.

15. Descriptive Information.

Bidders proposing an equivalent brand or model should submit with the bid information (such as illustrations, descriptive literature, and technical data) sufficient for Calcasieu Parish Police Jury to evaluate quality suitability and compliance with the specifications in the solicitation. Failure to submit descriptive information may cause bid to be rejected. Any change made to a manufacturer’s published specifications submitted for a product shall be verifiable by the manufacturer. If item(s) bid do not fully comply with specifications (including brand and/or product number), Bidder must state in what respect item(s) deviate. Failure to note exceptions on the bid form will not relieve the Awarded Bidder(s) from supplying the actual products requested.

16. 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 within seventy-two (72) hours after bid opening. Information pertaining to completed files may be secured by requesting in writing from the Purchasing Department. Bid tabulations will be emailed after award of bid.

17. Award.

The Calcasieu Parish Police Jury 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 will be evaluated based upon the proposed product price, specification, product support, performance characteristics, and suitability, in the opinion of the Calcasieu Parish Police Jury to properly perform the tasks required. Final determination based upon previously stated criteria of purchase award, is to be the sole discretion of the Calcasieu Parish Police Jury.

18. Prices.

Unless otherwise specified by the Calcasieu Parish Police Jury in the solicitation, bid prices must be complete, including transportation prepaid by Bidder to destination and firm for acceptance for a minimum of forty-five (45) days. If accepted, prices must be firm for the contractual period. Bids other than F.O.B. destination, freight prepaid and allowed may be rejected.

19. Deliveries/Acceptance.

Bids may be rejected if the delivery time indicated is longer than that specified in the solicitation.

Upon delivery of the product to the Calcasieu Parish Police Jury, an inspection of the same will be made by a representative of the Calcasieu Parish Police Jury at the point of delivery. Acceptance of the product will be made after inspector determines that all requirements of the specifications and the bid have been met.

20. Taxes.

The Calcasieu Parish Police Jury is exempt from all state and local sales and use taxes provided by LSA-R.S. 47:301 (8) (c).

21. New Products.

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

22. Contract /Optional Pricing.

The entire bid package in accordance with all plans, specifications, instructions, general conditions, special conditions, any addenda issued, and the bid, including alternates, unit prices becomes the Contract upon award by the Calcasieu Parish Police Jury. The Awarded Bidder shall and will provide and furnish all materials, equipment, and labor and perform the work required to build, construct, and complete in a thorough and workmanlike manner, to the satisfaction of the Calcasieu Parish Police Jury in accordance with all plans, specifications, instructions, general conditions, special conditions, any addenda issued, and the bid, including alternates, unit prices, and allowances (if applicable) on file in the office of the Calcasieu Parish Police Jury, as fully as if set out herein, and hereby becomes a part of this Contract. Special Districts of the Calcasieu Parish Police Jury are allowed to utilize this contract set forth by the Calcasieu Parish Police Jury. Optional Pricing: At the time of the bid opening, the Bidder may offer a unit price for one (1) additional new vehicle complete as per all specifications in this bid package. At the option of the Calcasieu Parish Police Jury or a Special District of the Calcasieu Parish Police Jury, this price may be utilized to purchase additional vehicle(s) if purchased within one (1) year of bid award date.

23. Warranties, Termination of Agreement and Dispute Resolution, Contract Cancellation.

The Awarded Bidder warrants the following: (1) that it has the experience and ability to perform the scope of work required in the Contract, (2) that it will perform said scope of work in a professional, competent and timely manner, (3) that its services, reports and materials furnished hereunder will be as represented, (4) that it has the power to enter into and perform this Contract, and (5) that its performance of this Contract shall not infringe upon or violate any third party or any federal, state or municipal laws.

While both parties agree to negotiate all contractual disputes in good faith, the Calcasieu Parish Police Jury reserves the right to terminate this agreement at any time upon written notice of termination, in which event, the Awarded Bidder will be reimbursed for all activity, products and/or services satisfactorily provided up until the date of termination. If the notice of termination states that it is “for cause”, the Calcasieu Parish Police Jury will state the cause or causes alleged and may withhold payment of any costs and fees related to, arising from or incidental to the stated cause or causes for termination. If the parties are unable to independently and satisfactorily resolve any disagreement then both parties agree that any contractual disagreement will be resolved under the jurisdiction of the 14th Judicial District Court for Calcasieu Parish, Louisiana.

The Calcasieu Parish Police Jury has the right to cancel any contract, for cause, including but not limited to the following: (1) Failure to deliver within the time specified in the contract; (2) Failure of the product or service to meet specifications, conform to sample quality or to be delivered in good condition; (3) Misrepresentation by the Bidder; (4) Fraud, collusion, conspiracy or other unlawful means of obtaining any contract with the Calcasieu Parish Police Jury; (5) Conflict of contract provisions with constitutional or statutory provisions of federal, state, or municipal law; (6) Any other breach of contract.

24. Default of Awarded Bidder.

Failure to deliver within the time specified in the bid and/or the equipment, vehicle, material, or supplies not meeting the specifications stated will constitute a default and may cause cancellation of the Contract and/or the bid guaranty accompanying the bid may be forfeited by the Awarded Bidder.

Where the Calcasieu Parish Police Jury has determined the Awarded Bidder to be in default, the Calcasieu Parish Police Jury reserves the right, at the Calcasieu Parish Police Jury’s option, to cancel the current bid award and award to the next lowest Bidder or cancel the award and rebid the equipment, vehicle, material, or supplies.

25. Order of Priority.

In the event there is a conflict between any section of this bid the following priority shall govern; (a) bid specifications and subsequent addenda (if any), (b) Special Conditions, (c) Instructions to Bidders, and (d) other criteria included in the Bidding Documents.

26. Applicable Law.

All contractual terms shall be construed in accordance with and governed by the laws of the State of Louisiana.

27. Equal Opportunity.

By submitting and signing this bid, the 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.

28. 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 this office in writing not later than seven (7) 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.

29. Small, Women Owned, and Minority Businesses.

The Calcasieu Parish Police Jury has gone on official record to encourage participation by small, women owned, and minority businesses. Bidders are also encouraged to take all necessary affirmative steps to assure that minority firms, women’s business enterprises, and labor surplus area firms and/or suppliers are used when possible.

30. Indemnity.

The Awarded Bidder will indemnify, defend, and hold harmless the Calcasieu Parish Police Jury, including the Calcasieu Parish Police Jury’s employees and agents, from and against any and all claims or liabilities arising from the fault of the Awarded Bidder, its employees, subcontractors, or agents in carrying out the Awarded Bidder’s duties and obligations under the terms of this agreement.

The Calcasieu Parish Police Jury will indemnify, defend, and hold harmless the Awarded Bidder, including the Awarded Bidder’s employees and agents, from and against any and all claims or liabilities arising from the fault of the Calcasieu Parish Police Jury, its employees or agents in carrying out the Calcasieu Parish Police Jury’s duties and obligations under the terms of this agreement. This section will survive the termination of this agreement. In the event that either party takes any action to enforce this mutual indemnity provision, the prevailing party shall be entitled to recover reasonable attorney’s fees and costs arising as a result thereof.

31. Signature Authority.

In accordance with LSA-R.S. 38:2212, the person signing the bid must be:

A. The signature on the bid is that of any 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 vendor as reflected by a corporate resolution, certificate or affidavit; or

C. An individual authorized to bind the company based on other documents indicating authority, which are acceptable to the Calcasieu Parish Police Jury.

32. Tie Bids.

A. Definition: Tie bids - low responsive bids from responsible Bidders that are identical in price and which meet all requirements and criteria set forth in the Invitation for Bids.

B. Award. In the discretion of the Purchasing Agent, award shall be made in any manner that will discourage tie bids. This would include, but is not limited to, consideration of such factors as resident business, proximity, past performance, delivery, completeness of bid proposal, or coin toss. Tie bids over $10,000 should be reported to the attorney general.

33. Change Orders

Change orders shall be justified in writing and approved by the Calcasieu Parish Police Jury Purchasing Department prior to work commencing.