Final - RFQ Live Insects.pdf

Audubon Commission

Request for Quote

Live Feeder Insects

ISSUING OFFICE:

AUDUBON COMMISSION

Audubon Nature Institute

Denise LeBlanc

6500 Magazine Street

New Orleans, LA 70118

PH: 504-212-5454

Email: dleblanc@auduboninstitute.org mailto:dleblanc@auduboninstitute.org

Subject: NOTICE OF REQUEST FOR QUOTE

LIVE FEEDER INSECTS FOR AUDUBON NATURE INSTITUTE FACILITIES

Prospective Supplier’s:

Audubon Commission invites quotes from qualified suppliers for the supply and delivery of Live

Feeder Insects for Audubon facilities Audubon Zoo Commissary, 6500 Magazine Street, New Orleans, Louisiana 70118, Aquarium Husbandry and Downtown Insectarium, 302 North Front Street, New Orleans, La.

70130, Insectarium Rearing and Survival Center at 1400 Patterson Road, New Orleans, La. 70131.

Quotes can be submitted electronically at or before April 29, 2025, at 1:00 PM. at https://www.bidnetdirect.com/louisiana/audubonnatureinstitute.

It is the vendor’s responsibility to contact BIDNET Direct well in advance of the quote opening date if the quote is submitted electronically to establish an account that will allow for secure pricing.

You can opt to send by means of email to dleblanc@auduboninstitute.org. Any questions regarding this quote invitation shall be addressed in writing or by means of email seventy-two hours prior to opening.

Sincerely, Denise LeBlanc

Assistant Director of Procurement and Risk Management https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bidnetdirect.com%2Flouisiana%2Faudubonnatureinstitute&data=05%7C02%7Cdleblanc%40AudubonInstitute.org%7C0b5fbb2d40694d54ba1108dd4481f996%7Cf30602d2aa094a02aec8d196d6768c31%7C0%7C0%7C638742047207794070%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=4ilQb1UQH19X2Kl%2Ba4WDH9PlfZz3lOGGlUj3%2BDQNsB8%3D&reserved=0 mailto:dleblanc@auduboninstitute.org

SCOPE OF WORK/SPECIFICATIONS

The Audubon Commission is soliciting quotes for the provision of live insect items as specified for our Audubon facilities (see attached quote form).

GENERAL TERMS AND CONDITIONS

The National Institute of Governmental Purchasing Dictionary of Purchasing Terms defines all terms used in this document. The Audubon Commission is a Political Subdivision of the State of

Louisiana subject to The Louisiana Public Bid Law, Title 38 Chapter 10. All applicable statues apply.

PAYMENT TERMS

Payment terms shall be net 20 days unless otherwise specified in this agreement. All invoices shall reference a Purchase Order number and description of work. Audubon may elect to use an

Audubon Visa Card as form of payment. Credit card is the preferred method of payment at the point of transaction. If the credit is not accepted, a purchase order will be issued for each transaction.

NON-APPROPRIATION AND PENALTY CLAUSE

This contract is subject to availability of funds to purchase the specified services and can be terminated at any time if such funds become unavailable without penalty.

The continuation of this Agreement is contingent upon the appropriation of funds to fulfill the requirements of the Agreement by the legislature. If the legislature fails to appropriate sufficient monies to provide for the continuation of the Agreement, or if such appropriation is reduced by the veto of the Governor or by any means provided in the appropriations act to prevent the total appropriation for the year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the

Agreement, the Agreement shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated.

TERMINATION FOR DEFAULTS

The contractor may be declared in default and may be terminated by Audubon Commission for any one of the following reasons. Failure on the part of a contractor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The contractor will be paid for work satisfactorily performed prior to termination of the contract. The contractor will be paid for work satisfactorily performed prior to termination less any excess cost incurred by the

Audubon Commission in re-procuring and completing the work. Failure of the contractor to provide requested product.

TERMINATION FOR CONVENIENCE

Audubon Commission reserves the right to terminate any resulting order or contract upon thirty days of written notice. Audubon Commission will be responsible only for those standard items, which have been delivered and accepted. Title to all materials, work-in-process, and completed by undelivered goods will pass to Audubon Commission after cost are claimed and allowed.

SUBCONTRACTING

The contract or any portion thereof shall not be subcontracted without the prior written approval of the Purchasing Director. No such approval will be construed as making the Audubon

Commission a party of or to such sub-contract or subjecting the Audubon Commission to liability of any kind to any sub-contractor. No sub-contract shall, under any circumstances, relieve the contractor of his liability and obligation under this contract; and despite any such subletting the Audubon Commission shall deal through the contractor. Sub-contractors will be dealt with as workmen and representatives of the contractor.

INDEMNIFY AND HOLD HARMLESS

Contractor further agrees to indemnify, defend, and hold harmless the Audubon Commission against; (1) any and all losses, claims, damages, law suits and liabilities for any personal injury, death, or property damage arising out, or as a consequence of, any work performed pursuant to the contract; (2) any and all expenses related to claims or lawsuits resulting from the above, including court cost and attorney(s) fees; and (3) any and all penalties and damages incurred by reason of contractor’s failure to obtain any required permit or license, or comply with any applicable laws, ordinances, or regulations. Contractor shall hold the Audubon Commission harmless from any claimants supplying labor or materials to the contractor or sub-contractor in the performance of the work required under this contract. The Audubon Commission reserves the right to request the contractor to provide written certification that all liens against materials and labor have been satisfied, before the Audubon Commission will make payment.

TAX EXEMPTION

The Audubon Commission is exempt from paying Louisiana sales tax and will furnish an exemption certificate upon request.

INTEGRATION

These quote documents, supplier’s response to this solicitation, and subsequent purchase order to the successful supplier contain the entire understanding between the parties and any additions or modification hereto may only be made in writing executed by both parties.

DELIVERY

Prices quoted shall be F.O.B. Destination Freight. Delivery locations for Audubon Zoo Commissary, 6500 Magazine Street, New Orleans, Louisiana 70118, Aquarium Husbandry and Downtown

Insectarium, 302 North Front Street, New Orleans, La. 70130, Insectarium Rearing and Survival Center at 1400 Patterson Road, New Orleans, La. 70131. Quantity and quality inspection are required at time of delivery against receipt of order and considered received on invoices or bills of lading as evidence of approved goods. Shortage in deliveries must be corrected on the same business day unless prior arrangements are made with Audubon representative. Unacceptable items will be refused at the time of delivery and deleted from the invoice. A corrected invoice must be supplied by the vendor within three

(3) working days. Vendor must keep the Audubon Commission advised at all times of status of order.

Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the

Purchasing Department to purchase supplies elsewhere and charge a full increase in cost and handling to defaulting vendor.

CHANGE ORDERS

All change orders shall be in writing. Any change order outside the scope of the contract limit shall be let out for public bid. Change Orders within the scope of the contract will be negotiated in the best interest of Audubon Commission.

LIABILITY

The contractor shall be liable to the Audubon Commission for any physical damage to Audubon

Commission property or for the death of, or personal injury to, Audubon Commission personnel arising out of Contractor’s occupancy, maintenance, repair, replacement, installation and/or any other work performed pursuant to the contract. Contractor agrees to indemnify, defend, and hold the Audubon Commission harmless from any claim or loss arising from such damage or injury.

PATENTS

Seller agrees to defend buyer at seller’s own expense, in all suits, actions, or proceedings in which buyer is made a defendant for actual or alleged infringement of any United States of

America or foreign letters patent resulting from buyer’s use of goods purchased as a result of this solicitation. Seller further agrees to pay and discharge all judgments or decrees, which may be rendered in any such suit, action or proceedings against buyer.

Seller agrees to indemnify and hold harmless the buyer from all licenses, royalty and proprietary fees or cost, including legal costs, which may arise out of buyer’s purchase and use of goods supplied by the seller.

SUPPLIER DIVERSITY PARTICIPATION

Audubon Nature Institute continues to acknowledge the desirability of participation by business enterprises owned by members of racial and ethnic minorities, those individuals or businesses defined as economically disadvantaged, women-owned, veteran-owned, LGBT-owned, or small business registered in the State of Louisiana under the Hudson Initiative in all Audubon projects, whether they involve construction, professional services or commodities. Such participation assists Audubon Nature Institute in its efforts to provide real economic opportunity to those in the community who in the past and now, have not had access to the capital required or to resources needed to acquire or develop ownership interests in the enterprises, firms, or corporations contracting for such projects. In support of Audubon Nature Institute’s Supplier

Diversity Policy, the requirements of any contract more than Ten Thousand Dollars shall include a commitment to make good faith efforts to comply with the intention of the Plan which is to award contracts to diverse owned business historically underutilized. Contractors are encouraged to when practical to subcontract with diverse companies. Contractors shall provide the name and address of any diverse company who will be involved in the Contract, along with the description of work to be performed.

RETURN OF QUOTE

All responses shall incorporate by reference Scope/Specifications, Terms and Conditions and any attachments.

BRAND NAME & OR EQUAL

If specifications preclude an otherwise qualified bidder from submitting an offer, written request for modification, must be received by the Buyer at least Seven (7) “working” days prior to the bid opening will be notified by an addendum to the solicitation of any approved changes. Brands, manufacturers, devices, specifications, materials are denoted only to set forth and convey to prospective bidders the general style, type character, and quality of the item desired. Brand name is specified to denote the quality standard of product desired and does not restrict the bidder to the specific brand, make and manufacturer, or specification named; they are only used to set forth and convey the general style, type, character, and quality of product desired. It shall be the responsibility of Audubon Commission to determine what is considered equivalent.

EFFECTIVE PERIOD OF OFFER

This quote shall remain in effect for a period of (45) calendar days from the opening date.

OFFER PRICE CORRECTIONS

All prices and notations shall be written in ink or typed. Changes or corrections made on the offer form shall be initialed in ink, by the individual signing the offer. No corrections will be permitted after the offers have been opened.

QUALIFICATIONS

All suppliers must be primarily engaged in the insect business and must have been actively engaged in this field for a period of no less than two years.

No contract will be awarded except to responsible suppliers capable of supplying specified product.

If a contract is awarded, the successful supplier will be required to indemnify and hold the

Audubon Commission and the Audubon Nature Institute harmless from and against all liability and expenses, including attorney’s fees, howsoever arising, or incurred, alleging damage to property or injury to, or death of, any person, arising out of or attributable to the supplier’s performance of the contract awarded.

Any property or work to be provided by the supplier under this contract will remain at the supplier’s risk until written acceptance by the Audubon Commission; and the supplier will replace, at supplier’s expense, all property or work damaged or destroyed by any cause whatsoever.

REJECTION OF OFFERS

The Audubon Commission reserves the right to reject all offers for just cause according to the

Public Bid Law.

ADDENDA

The Audubon Commission shall not be responsible for any oral instructions made by any employees or officers of The Audubon Commission regarding the instructions, drawings, specifications, or contract documents. Any changes to the plans and specifications will be in the form of an addendum, which will be furnished to all who are listed with the Audubon Commission as having received the Solicitation or to any other who requests an addendum.

OFFER MODIFICATION

The Audubon Commission will not be responsible for adjusting their offer based on oral instructions by any member of Audubon Commission staff or by contracted consultants or agents.

Offers will be modified by issuance of an addendum by Purchasing Management.

VENDOR PERFORMANCE

Prior supplier performance regarding product, service, or representation of/from the supplier may be used in evaluation of this offer. Unsatisfactory performance to the Audubon Commission may be considered sufficient grounds for rejection of this offer. No offer will be awarded to any supplier who is in default on any contract with the Audubon Commission.

OFFER IDENTIFICATION

The Audubon Commission is not responsible for the pre-opening of, post-opening of, or the failure to open, an offer not properly addressed or identified.

AWARD

Quote will be awarded to lowest responsive and responsible supplier. This quote will be an all or none award per live feeder insect group. All crickets will be awarded to one supplier, all worms will be awarded to one supplier, etc. The Audubon Commission will consider quality as well as price and will award to the lowest responsible supplier meeting the specifications. Record of reliability of supply and timely delivery upon request will be an essential part in the evaluation process. It has been our determination that due to the stringent quality standards necessary for these items, each receiving facility will examine each item for quality.

OFFEROR ERRORS OR OMMISSION

The Audubon Commission is not responsible for any supplier’s errors or omissions on the quote form.

CONTRACT QUANTITIES

The quantities specified in this contract are estimated only. They do not indicate the actual quantity, since such volume will depend upon requirements which develop during the contract period. Quantities shown shall not be construed to represent any amount which the Audubon Commission shall be obligated to purchase under the contract or relieve the contractor of his obligation to fill all orders placed by the Audubon Commission.

DURATION

Audubon Commission, if it chooses to award this quote, will establish a contract for one-year with the successful contractor. The contract, upon mutual agreement of both parties, may be extended for two additional one-year periods. Only one year may be extended at a time. The maximum number of years the contract can be effective is (3) years.

The Contract shall cover the period of May 8, 2025, through May 7, 2026, or an equivalent period depending upon the date of contract award.

This contract may be renewed based on the same terms and conditions at the expiration of its term by mutual agreement of the contractor and the Audubon Commission. The renewal may be for up to two additional one-year periods.

The contract may be increased or decreased for each contract period. The increase/decrease shall be the same increase/decrease as the latest Consumer Price index (CPI) for recreational items, for the South Urban region.

Notice of intent to renew will be given to the Contractor in writing by the Audubon Commission;

normally 90 days before the expiration date the current contract. This notice will not be deemed to commit the Audubon Commission to renew the contract for the renewal period, until such time as the Audubon Commission takes official action to commit to such a renewal.

QUOTE WITHDRAWAL

A quote may be withdrawn by the supplier if done by affidavit within 48 hours of opening, but only for patently obvious, unintentional, and substantial mechanical, clerical or mathematical errors.

QUOTE CANCELLATION

Quote solicitation may be cancelled for any reason before the opening but only after quotes are opened for just cause. Just cause includes, but is not limited, to unavailability of funds for the project or purchase, all quotes come in over budget; substantial change in scope or design of project; or decision not to go forward with the project for at least 12 months.

SAMPLE

A sample may be required if requested. Cost of samples shall be borne by the supplier.

AUDUBON COMMISSION

RFQ LIVE FEEDER INSECTS

QUOTE FORM

Supplier certifies that they read, understand, and willfully and faithfully comply with this solicitation, its attachments and referenced documents. Supplier also certifies that the prices offered were independently developed without consultations with any of the other suppliers or potential suppliers.

Audubon Commission reserves the right to reject all quotes.

Zoo - Commissary

ITEM #OF

SHIPMENTS

PER WEEK

QTY DESCRIPTION Cost per

Container

Cost per

Week

Cost per Year

1. 1 x Week 6

Containers

Adult Crickets -1,000

Count

2. 1 x Week 2

Containers

Adult Crickets - 500

3. 1 x Week 1

1-1/2” Crickets - 1000

4. 1 x Week 4

¼” Crickets – 1,000

5. 1 x Week 6

Wax Worms – 500

6. 1 x Week 35

Meal Worms – 1,000

7. 1 x Week 6

Pinheads – 1,000 Count

8. 1 x Week 7

Containers

Nightcrawlers – 12

9. 1 x Week 4

Super Worms – 50

10. 1 x Week 4

Super Worms – 1000

11. 1 x Week 1

Container

Hornworms – 24 Count

Insectarium Rearing Facility

1. 1 x Week 1 Container Crickets – ¾” – 1000

2. 1 x Week 1 Container Crickets – ½” – 1000

3. 1 x Week 1 Container Crickets – 1/4” – 1000

4. 1 x Week 1 Container Crickets – 1/8” – 500

5. 1 x Week 1 Container Fruit Flies – Vial -

Melanogaster

6. 1 x Week 1 Vial Fruit Flies – Hydei Vial

7. 1 x Month 3 cups Blow Fly Pupae

8. 1 x Month 1 Container Wax worms – 500 Count

Aquarium (Husbandry)

1. 52 Weeks 1 Crickets – ¾” – 1500 Count

2. 52 Weeks 1 Crickets – ½” – 1000 Count

3. 52 Weeks 1 Crickets – 1/8” – 1000

4. 52 Weeks 1 Fruit Flies – Jar -

5. 52 Weeks 1 Meal Worms – Bulk Large

Downtown Insectarium Facility

1. 52 Weeks 1 Crickets – Prewing – 1500

2. 52 Weeks 1 Crickets – ¼” – 500 Count

3. 52 Weeks 2 Hornworm Cup – 24 Count

4. 52 Weeks 1 Fruit Flies – Vial -

5. 52 Weeks 1 Meal Worm – Bulk Large –

2000 Count

6. 52 Weeks 1 Flesh Fly Pupae – 100

7. 52 Weeks 1 Waxworms – Large – 100

1. 2 x month –

April - July

1 Crickets – ½” – 1000 Count

2. 2 x month -

April - July

1 Meal Worms – Medium

3. 1 x month 1 Super Worms – 500 Count

To: Audubon Commission Date: _____________________

Procurement and Risk Management Department

6500 Magazine Street

New Orleans, LA 70118

Name of Authorized Supplier: ____________________________________

Authorized Signature ___________________________________________

Email Address: ________________________________________________

Title ________________________________________________________

Company’s Legal Name_________________________________________

Printed Name & Address ________________________________________

Telephone Number ________________________________________

Federal Taxpayer ID Number ____________________________________

Accepts Visa: Yes______________ No_______________________