calcasieu parish police jury bid for redad mix concrete SB-2026-PW-152 (S).pdf

Bid for Ready Mix Concrete

Calcasieu Parish Police Jury

Bid Number: SB-2026-PW-152

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, September 1 , 2026 Advertisement in the Official Journal

LAKE CHARLES AMERICAN PRESS

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

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.

READY MIX CONCRETE

BID FORM

Special Instructions:

Portland Cement:

Portland cement concrete must meet the specifications of the State of Louisiana, (Department of Highways), Louisiana Standard Specifications for Roads and Bridges, 2016 Edition. Minimum 1lb. per cubic yard reinforcing fiber shall be added to Portland cement mix where specified.

Flowable Fill:

Flowable Fill (pumpable and non-pumpable) must meet the requirements specified for excavatable flowable fill in the 2016 Edition of the DOTD Louisiana Standards and Specifications for Roads and Bridges. The concrete mix shall consist of a proportioned mixture of Portland Cement, fine aggregate (sand), fly ash, and water. Mix designs shall produce a consistency that will result in a flowable self-leveling product at the time of placement and conform to the requirements of LA DOTD Standards Flowable Fill Mix Design (Excavatable) Table 710-1 Note 2.

The suggested proportion of materials:

Cement – 611 lbs Fly Ash – 225 lbs Sand – 2000 lbs Water – 60 gallons

All bid prices shown below shall be unit prices per cubic yard of Portland cement concrete delivered to the job site in the three zones in Calcasieu Parish, Louisiana, and said unit prices shall be effective for a period of six (6) months.

All prices under this section are to include delivery to parish worksite by zone as shown on attached map and in accordance with delivery specifications.

The Parish reserves the right to request the certified mix design prior to award when deemed necessary in order to verify items offered on bid meet the stated specifications. Awarded Bidder(s) are to submit a certified mix design to the Parish upon request with orders placed for verification purposes.

SB-2026-PW-152

Please bid as follows:

Per cubic yard, F.O.B., no minimum orders. Low bid will be the lowest single cubic yard price.

Item # Description

(without fiber) Price per Cubic Yard

Zone 1

1 Class R (1,800 psi) Portland cement concrete $

2 Class M (3,000 psi) Portland cement concrete $

Item # Description

(without fiber) Price per Cubic Yard

Zone 2

3 Class R (1,800 psi) Portland cement concrete $

4 Class M (3,000 psi) Portland cement concrete $

Item # Description

(without fiber) Price per Cubic Yard

Zone 3

5 Class R (1,800 psi) Portland cement concrete $

6 Class M (3,000 psi) Portland cement concrete $

Item # Description (with fiber)

Price per Cubic Yard Zone 1

7 Class R (1,800 psi) Portland cement concrete $

8 Class M (3,000 psi) Portland cement concrete $

Item # Description (with fiber)

Price per Cubic Yard Zone 2

9 Class R (1,800 psi) Portland cement concrete $

10 Class M (3,000 psi) Portland cement concrete $

Item # Description (with fiber)

Price per Cubic Yard Zone 3

11 Class R (1,800 psi) Portland cement concrete $

12 Class M (3,000 psi) Portland cement concrete $

Item #

Description

Price per Cubic Yard Zone 1

Excavatable Flowable Fill (range 90 psi to 125 psi max)

Non-Excavatable Flowable Fill (range 1,000 psi to 1,500 psi max)

Zone 2

Zone 3

Name of Bidder: ________________________________________________________________

BID FORM

CPPJ-Revised 2015 01

It shall be understood that any quantities provided by the Calcasieu Parish Police Jury are estimated quantities only and shall not be binding to the Calcasieu Parish Police Jury. Only such quantities as needed, during the contract period will be ordered. No minimum orders.

Vendor represents that the prices charged Parish 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.

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).

If the Calcasieu Parish Police Jury has to purchase materials from another supplier due to the failure of the contractor’s services or equipment, the contractor shall reimburse or (credit) the Calcasieu Parish Police Jury for the difference paid for materials purchased from another supplier at contract price.

Copy of Occupational License should be submitted with bid form.

PLEASE CHECK THE FOLLOWING APPLICABLE BOXES PERTAINING TO LA RS 38:2251:

YES, We, the bidder, are requesting a 10% Louisiana preference for bid prices in accordance with Louisiana Revised Statue 38:2251.

Revised Statue 38:2251 (H) Except as otherwise provided in this Section, each procurement officer, purchasing agent, or similar official who procures or purchases products under the provisions of this Chapter shall procure or purchase Louisiana products provided the following conditions are met:

(1) The cost of the Louisiana products does not exceed the cost of other materials, supplies, or equipment which are manufactured, processed, produced, or assembled outside the state by more than ten percent. (2) The vendor of Louisiana products agrees to sell the products at the same price as the lowest bid offered on such products. (3) In cases where more than one bidder offers Louisiana products, which are within ten percent of the lowest bid, the bidder offering the lowest bid on Louisiana products is entitled to accept the price of the lowest bid made on such products.

YES, We, the bidder, certify that the product meets the criteria of a Louisiana product, as defined in LA RS 38:2251 (A) (2).

YES, We, the vendor of Louisiana products, certify that the product is of equal or better than equal quality to other products.

YES, We, the vendor of Louisiana products, agree to sell the products at the same price as the lowest bid offered on such products.

FIRM’S LEGAL NAME:

MAILING ADDRESS:

SIGNATURE OF AGENT: (MUST BE SIGNED)

PRINT AGENT’S NAME:

DATE: FEDERAL ID #

PHONE: FAX:

E-MAIL ADDRESS:

Delivery and Contact Information

The prices submitted on this bid must include all fees including but not limited to delivery and/or freight charges. The items offered on this bid maybe utilized by the Calcasieu Parish Police Jury and other Calcasieu Parish Police Jury's Special Districts, collectively referred to as the “Parish”, therefore there will be various delivery locations located within Calcasieu Parish. Delivery instructions will be included with each order placed.

The Awarded Bidder should notify the Parish if the lead time on items is going to be longer than expected or requested. It is the Awarded Bidders responsibility to communicate the anticipated delivery time and the reason for the longer timeline. Please note that some offices are closed on Fridays so orders may need to be delivered Monday-Thursday.

All items on this bid will purchased only as needed during the contract term. No minimum orders will be accepted. Bid prices submitted below should not include sales tax. Unless otherwise specified herein, no additional charges by the Awarded Bidder will be allowed including, but not limited to: handling charges such as packing, wrapping, bags, containers; return and re-stocking fees due to vendor error, fuel charges, etc.

Please provide contact information for your company. The below contact information will be utilized when placing orders. Please ensure that these representatives can respond to orders and inquiries within a reasonable time period (no longer than two (2) business days).

Primary Contact Name Phone number(s) Email Address

Secondary Contact Name Phone number(s) Email Address

The Parish will work with the Awarded Bidder to come to an amicable resolution as issues arise.

However, if the Awarded Bidder is unable to provide the awarded product or honor the bid price, the Parish reserves the right to order from next lowest bidder and/or utilize the state contract for the same or similar product.

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

1. Tuesday, the 1st day of September, 2026.

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

(CT).

3. For the following: (1) Ready Mix Concrete and (2) Hot Mix with unit prices effective from October 1, 2026 until March 31, 2027.

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

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

9. Minority owned firms, women owned businesses, and small businesses are encouraged to participate. Any person with disabilities requiring special accommodations must contact the Calcasieu Parish Police Jury no later than seven (7) days prior to bid opening.

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

“BID FOR ‘BID NUMBER’”

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

RUN: LAKE CHARLES AMERICAN PRESS August 11, 2026 August 18, 2026

INSTRUCTIONS TO BIDDERS

CPPJ-Revised 2023-02

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. Questions/inquiries received within seven (7) days of the bid opening may not be accepted. Any interpretation, correction or change of the Bidding Documents will be made by written Addendum. Interpretations, corrections or changes of the Bidding Documents made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections 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. All bid amounts should be written legibly. If the submitted bid price(s) cannot be easily read and determined, the Calcasieu Parish Police Jury reserves the right to reject that bid item.

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, 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: N/A. 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.

7. Desired Delivery: As Needed. The delivered equipment, material, or supplies must meet the specifications stated in this bid. If the delivered equipment, material, or supplies does not meet the bid specifications the attempted delivery will not be considered as “delivered.” Only such quantities as needed during the bid/contract term will be ordered.

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. 32) 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

11. Address all inquiries and correspondence to the contact person at the address shown in the specifications. If no contact person is listed in the specifications, please send your inquiries to purchasing@calcasieu.gov. Questions or inquiries regarding bid 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. 32).

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. When applicable, the items denoted within this bid that specifically state only that specific brand, make, manufacturer, or specification named will be accepted, the Calcasieu Parish Police Jury has determined that the brands and product numbers listed are the quality of product required. For those items only, it must be the brand and item stated or an approved equal must have been approved by the Calcasieu Parish Police Jury prior to the bid opening. For an item to be considered as an approved equal, the product specifications need to be sent to the Purchasing Department of the Calcasieu Parish Police Jury. A sample might also be requested to determine if the product can be considered an equal. All requests need to be submitted within seven (7) days from the bid opening.

Any equipment, material, or supplies to be furnished under this bid shall be in strict compliance with the specifications herein for said equipment, 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, 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. Current Award Information from the previous bid

The bid tabulations from the previous bid are available on our website at https://www.calcasieu.gov/services/finance/commodities-bid-tabs.

17. 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 and posted on www.calcasieu.gov once the contract effective period has begun.

18. 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.

19. 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. Prices should be quoted in the unit (each, box, case, etc.) as specified in the solicitation.

20. 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.

21. 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).

22. 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.

23. Contract /Contract Renewals.

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 become 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. Contract renewal:

upon written agreement of the Calcasieu Parish Police Jury and the Awarded Bidder, a contract term may be extended for an agreed upon period of time typically anywhere from a one (1) month to six (6) month period or for a twelve (12) month period at the same prices, terms and conditions, in such cases, the total contract term cannot exceed sixty (60) months.

24. 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.

25. Default of Awarded Bidder.

Failure to deliver within the time specified in the bid will constitute a default and may cause cancellation of the Contract and/or, when applicable, 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 (a) purchase any or all products or services covered by the Contract on the open market and to charge the Awarded Bidder with cost in excess of the contract price, (b) cancel the current bid award and award to the next lowest Bidder, or (c) cancel the award and rebid the equipment, material, or supplies.

26. 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) Instructions to Bidders, and (c) other criteria included in the Bidding Documents.

27. Applicable Law.

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

28. 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.

29. 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.

30. 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.

31. 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 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, subcontractors, 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.

32. 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.

33. 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.

C. The Calcasieu Parish Police Jury reserves the right to award a line item on the bid to one (1) or more Bidders if the product(s) offered on the bid meets the specifications and the Calcasieu Parish Police Jury determines the double award is in the best interest of the Calcasieu Parish

34. Change Orders.

Change orders shall be justified in writing and approved by the Calcasieu Parish Police Jury Purchasing Department prior to work commencing. Cost savings realized by the Awarded Bidder as a result of any change orders shall be reimbursed to the Calcasieu Parish Police Jury.

35. Product Discontinuance.

In the event an awarded product is no longer available during a contract period, the Awarded Bidder must notify the Calcasieu Parish Police Jury in writing and state the reason the product is no longer available (manufacturer discontinuance, obsolescence, etc.). At the Calcasieu Parish Police Jury’s option, (a) an item that meets or exceeds original specifications and whose price is equal to or lower than the original bid price may be excepted, (b) the current bid awarded for that item may be changed and award to the next lowest Bidder, (c) that specific line item on the bid may be cancelled for the remainder of the contract period, or (d) the award may be cancelled and the equipment, material, or supplies may be rebid.

36. Rejection.

The Calcasieu Parish Police Jury reserves the right to reject any and all bids for just cause.

37. Invoices.

Invoice for the delivered accepted product, shall be made out by the Bidder using his own invoice forms. Invoices may be submitted to CPPJinvoices@calcasieu.gov. A copy of the official Purchase Order should be attached to the invoice, if applicable. Payments on the awarded bids will be made upon delivery of equipment in accordance with established payment procedures of the Division of Finance of the Calcasieu Parish Police Jury.

38. Other.

The Calcasieu Parish Police Jury prior to award may request a list of references of all products sold as per bid specifications within the last year in the State of Louisiana. The Awarded Bidder should maintain usage reports for all awarded items ordered during the bid effective period. The usage reports should identify the bid number and the awarded item number for each item. At the Calcasieu Parish Police Jury’s request, the Awarded Bidder will supply the Calcasieu Parish Police Jury with the product usage reports for all awarded items.

If the Bidder is currently operating within the Calcasieu Parish, they should have a valid Occupational License to be awarded this bid. For Bidders not currently doing business with the Calcasieu Parish Police Jury, a copy of the Occupational License should be submitted upon request of the Calcasieu Parish Police Jury. For Bidders currently operating outside the of Calcasieu Parish, they should have a valid Occupational License, business license, or other license as mandated by the governing authority of that Parish, District, County, or City. A copy of that license should be submitted upon the request of the Calcasieu Parish Police Jury.

39. Firearm Entity Non-Discrimination Certification

Since purchases made off this bid will be on an as needed basis, the total contract award is unknown. Depending on the needs of the Parish during the effective period of this contract, the total contract amount under this bid may equal or exceed a value of $100,000, therefore the Firearm Entity Non-Discrimination Certification document is included in this bid package. Bidders are to submit the completed document as part of their bid response. However, failure to submit this form as part of the bid response will not automatically deem the bid non-responsive. The Parish reserves the right to request this form after the bid opening if it is not included as part of the bid response.

SPECIAL TERMS & CONDITIONS

1. BID DELIVERY INSTRUCTIONS FOR CALCASIEU PARISH POLICE JURY.

A. Paper bids may be mailed through the U.S. Postal Service, delivered by hand or courier service to our physical location as follows:

Purchasing Department 1015 Pithon Street, Third Floor

Lake Charles LA 70601

The bids will be opened by the Purchasing Agent at the date and time specified in the advertisement. The opening will take place at the below location. Bids can be hand delivered and turned in at this location right before the opening.

Government Building 1015 Pithon Street, First Floor

Lake Charles, LA 70601

The bid shall be sealed in a package(s) showing, in addition to the address shown above, the following information should be included on the outside:

Bidder’s Name, Contact, Phone Number, and Email address Bid Name Bid Due Date Louisiana Contractor’s License (if applicable)

B. Bids can also be submitted online through www.calcasieu.gov via Bid Express

(www.bidexpress.com). New accounts for electronic bidding can take several days before they are active. Please contact Bid Express for more information on the timeline for new accounts at support@bidexpress.com or 1-888-352-2439.

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. Failure to meet the bid opening date and time shall result in rejection of the bid.

2. CURRENT INSURANCE CERTIFICATE SHOULD BE SUBMITTED WITH BID

Purchases ol tangible personal property, digital products, and taxable services, and/or leases and rentals ol tangible personal property and digital producls by the political subdivision referenced below are totally exempt from the sales tax levied by the State ol Louisiana as provided by La. R.S.47:305.7(4)(1). The Louisiana Constitution, Article Vl, 544(2) defines a political subdivision as "a parish, municipality, and any other unit of local government, including a school board and a special dislrict, authorized by law to perlorm governmental functions." Political subdivisions making purchases from vendors requiring a certified exemptjon certificate may apply by completing Form R-1057, Political Subdivision Certification.

PLEASE PRINT OR TYPE

Polilical Subdivision calcasieu Parish Police ,Jury LDR Accounl Number rrl appr,.aDle)

108589003

L015 Pithon St.reet / PO Box 3287 Cily

Lake charles Slare

LA

ZP

70501

The above referenced entity does hereby certify that the entity is a public agency ol the State of Louisiana with legal status as one of the lollowing:

R-1056 (1/25) n Stale agency, board, or commission

E Municipal government or instrumentality thereof

! Public charter school (La.B.S. 17:3971-4001)

E Hospital service district

E Public housing authority

E Parish government or instrumentality thereof

Purchases of tangible personal property, digital products, and taxable services, and/or leases and rentals of tangible personal property and digital products by the above referenced political subdivision are lotally exempted lrom the sales tax levied by the State as provided by La. B.S. 47:305.7(AX1). The Louisiana Conslitution, Article Vl, 544(2) defines a political subdivision as 'a parish, municipality, and any other unit of local government, including a school board and a special district, authorized by law to perlorm governmental f unctions".

The authorized person lor the politlcal subdivision certilies thal the entity meets the criteria for the sales lax exclusion under La. R,S

47:305.7(A)(1), and il sales tax is later found to be due. the entity will be responsible lor any tax liabilities.

Notice to Dealer: Report this sale on Schedule A ol your sales tax relurn as an allowable deduction tor sales lo U.S.

government and Louisiana state and local government agencies. This lorm is valid until December 31, 2030.

KrisEie Cumberland Purchasing Agent

06 / 0t/2026

Signalure ot Authorlzed Agenl

Purchases by Polltlcal Subdlvlslons of the State ot Loulslana

Sales Tax Exemption Certiricale Loulslana Fevised Slatute 47:3O5.7(A)(1 )

LOUISIANA

DEPARTMENT

REVENUE

For queEtiona about thlB form, plea6o contact:

Louisiana Deparlment of Revenue Phone: (855) 307- 3893 Email: Sales.lnouiries @ la.oov

D Parish school board or public school

! Law enforcement districi n WateMorks district

E Parish and municipal libraries n other lrgr*,'" / t Hl -l^ L. \