JPP-RPP-0517.pdf

REQUEST FOR PROPOSAL

To Provide a Pre-placed Emergency Contract for Fuel Delivery During a Declared Disaster from an Area Outside of Southern Louisiana for the Jefferson Parish

Department of Fleet Management

RFP No.: 0517

Proposal Receipt Date: July 24, 2026

Proposal Receipt Time: 3:30 P.M.

Jefferson Parish Department of Purchasing

200 Derbigny Street, Suite 4400 Gretna, LA 70053

(504) 364-2678

TABLE OF CONTENTS

PART I – ADMINISTRATIVE AND GENERAL INFORMATION ………………………..4

1.1 Background, Goals and Objectives

1.2 Purpose

1.3 Pre-proposal Conference

1.4 Proposal Guarantee

1.5 Performance Bond

1.6 Fidelity Bond Requirements

1.7 Scope of Work/Services

1.8 Proposer Minimum Requirements

1.9 Period of Agreement

1.10 Deliverables

1.11 Location

1.12 Proposal Submittal

1.13 Proposal Response Format

1.14 Schedule of Events

PART II – EVALUATION CRITERIA

2.1 Technical Proposal

2.2 Price Proposal

PART III – RFP INSTRUCTIONS, AND TERMS AND CONDITIONS

3.1 Number of Response Copies

3.2 Legibility/Clarity

3.4 Written Inquiries

3.5 Inquiry Periods

3.6 Required Signed and Notarized Affidavits

3.7 Proposal Validity

3.8 Revisions, Withdrawals, Protest Procedures

3.9 Cost of Offer Preparation

3.10 Acceptance of Proposal Content

3.11 Written or Oral Discussions/Presentations

3.12 Standard Terms and Conditions and Non-negotiable Contract Terms

3.13 Taxes

3.14 Selected Proposer’s Responsibilities

3.15 Insurance Requirements

3.16 Sub-Contractor Requirements

3.17 No Guarantee of Quantities

3.18 Contract Negotiations

3.19 Cancellation of RFP or Rejection of Proposals

3.20 Evaluation and Selection

3.21 Indemnification

3.22 Payment for Services

3.23 Termination

3.24 Assignment

3.25 EEOC and ADA Compliance

3.26 Records

3.27 Content of Contract/Order of Precedence

3.28 Contract Changes

3.29 Substitution of Personnel

3.30 Force Majeure

3.31 Governing Law

3.32 Claims or Controversies

PART IV – FEDERAL CONTRACT PROVISIONS

PART V – PERFORMANCE STANDARDS

5.1 Performance Requirements

5.2 Performance Measurement/Evaluation

PART VI - APPENDICES

ATTACHMENT “A” Insurance Requirements ATTACHMENT “B” Price Proposal ATTACHMENT "C" Fueling Sites……………………………………………………………...30 ATTACHMENT “D” Federal Contract Provisions ATTACHMENT “E” Signature Page ATTACHMENT “F” Evidence of Authortiy ATTACHMENT “G” Request for Proposal Affidavit

REQUEST FOR PROPOSAL

FOR

FUEL DELIVERY DURING A DECLARED DISASTER FROM AN AREA OUTSIDE OF

SOUTHERN LOUISIANA

PART I – ADMINISTRATIVE AND GENERAL INFORMATION

1.1 Background, Goals and Objectives

The Jefferson Parish Department of Fleet Management is responsible for the acquisition and distribution of fuel during declared disasters. Fuel is needed before and after a disaster to keep equipment, vehicles and generators running to continue the emergency operations in Jefferson Parish, as well as maintaining daily operations, such as continued water, sewerage, drainage services and pump station operations for both the East Bank and West Bank of Jefferson Parish. During Hurricanes, the Department of Fleet Management may be called upon to provide fuel to prisons, playgrounds with shelters in place, the Emergency Operations Center, animal shelters, nursing homes, fire stations, the Town of Jean Laffite Search and Rescue Operations, and the Town of Grand Isle for storm clean up and restoration.

The Department of Fleet Management has three operators for the fuel tanker trucks that will work around the clock to supply fuel to various locations. Smaller vehicles with one-hundred-gallon tanks attached are also used to distribute fuel to various locations that need smaller amounts. In the case of an emergency and fuel cannot be delivered by a local firm, the Department of Fleet Management will need a firm outside of Southern Louisiana to supply and deliver fuel before and after a disaster to ensure that Jefferson Parish can continue to operate both emergency and daily operations.

1.2 Purpose

The purpose of this Request for Proposal (RFP) is to obtain competitive proposals as allowed by Code of Ordinances, Parish of Jefferson, State of Louisiana (hereinafter “JPCO”) Section 2-895 from bona fide, qualified Proposers who are interested in providing Scope of Work as defined in Part II hereof. By submitting a proposal, Proposer agrees to comply with all provisions of Louisiana law as well as compliance with the Jefferson Parish Code of Ordinances, Louisiana Code of Ethics, and applicable Jefferson Parish ethical standards.

1.3 Pre-proposal Conference

A pre-proposal conference will be held at ____________. Prospective Proposers may participate in the conference to obtain clarification of the requirements of the RFP and to receive answers to relevant questions thereto. Any Prospective Proposer intending to submit a proposal is encouraged to attend and should have at least one authorized representative attend the pre-proposal conference.

Although impromptu questions will be permitted and spontaneous answers will be provided during the pre-proposal conference, the only official answer or position of the Parish of Jefferson will be stated in writing in response to written questions in the form of addenda provided to all Prospective Proposers.

1.4 Proposal Guarantee

NOT REQUIRED FOR THIS RFP.

1.5 Performance Bond

NOT REQUIRED FOR THIS RFP.

1.6 Fidelity Bond Requirements

NOT REQUIRED FOR THIS RFP

1.7 Scope of Work/Services

The Proposer will be responsible for providing the necessary personnel and resources to ensure safe, accurate, and timely delivery and dispensing of diesel fuel and gasoline in the hours before and in the aftermath of a disaster. The Proposer will comply with environmental protection, safety and security directives and be liable for any spill or clean-up that they are responsible for causing. The Proposer will be notified by the Department of Fleet Management ahead of a declared emergency to deliver fuel trucks and storage containers as needed. Upon arrival, the Proposer will be provided with a prioritized list of drop sites and expected to make every attempt to deliver fuel in compromised situations, such as bad weather, debris in the roadway and other conditions as a result of hurricanes or other disasters.

The fuel will be ordered by phone or e-mail by the Project Manager or designee. All orders shall be considered “placed” on the date the verbal or e-mail order was placed. The proposer will have forty-eight (48) hours to deliver the order once it is placed. This includes holidays, weekends and overnight deliveries. The Proposer will load and deliver ultra-low sulfur diesel and 87 octane unleaded reformulated gasoline, hereinafter referred to as “fuel”. The proposer shall load fuel destined to Jefferson Parish from racks not effected by the disaster and shall comply with the rules, procedures and certification requirements for loading fuel as required by the terminal operator.

Portions of the scope of work for this Project may be eligible for reimbursement through the Federal Emergency Management Agency (“FEMA”). Accordingly, the FEMA Contract Provisions for Non-Federal Entities Under Federal Awards required by 2 C.F.R. § 200.327 and Appendix II to 2 C.F.R. Part 200, attached hereto as Attachment “A,” are incorporated herein and shall apply to this Scope of Work.

1.8 Proposer Minimum Requirements

The Department of Fleet Management desires to have the ability to receive fuel both before and after a declared disaster from a qualified Proposer.

Proposer Requirements:

A. A Proposer, to be selected, must be experienced at providing services similar in nature and complexity to the project outlined in this Request For Proposal and must demonstrate their ability to meet the following minimum requirements:

1. Must have the financial resources adequate to perform the contract, or ability to obtain such resource as required during the performance of the contract.

2. Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing business commitments.

3. Evidence of five (5) years of operating experience as a fuel supplier in comparable circumstances in order to satisfy all the requirements as outlined herein under scope of work.

4. Have necessary technical and management capabilities to perform required work.

5. Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

6. The Federal Contract Provisions are specified in Attachment “D”. The Anti- Lobbying and Debarment Certification shall be submitted with the proposal.

7. The proposer shall provide fully functional equipment and all the necessary and required personnel and resources to supply, deliver, and potentially store bulk Ultra Low Sulfur Diesel (ULSD) and 87 Octane Unleaded Reformulated Gasoline for Jefferson Parish.

The Proposer may satisfy theses Minimum Requirements through the use of a subcontractor. However, required Louisiana Contractors Licenses or other license requirements listed in this Section may not be satisfied through the use of a subcontractor.

Proposer shall be evaluated on their responsiveness and responsibleness. Responsiveness refers to the proposer’s adequacy of response to the requirements of this RFP. In the Parish’s sole discretion, immaterial errors or omissions related to mandatory criteria may be resolved without leading to a finding of an unresponsive proposal. However, material errors or omissions related to Price, Quality, or Quantity shall not be allowed. Responsibility refers to the proposer’s ability to perform the Scope of Work stated herein.

References:

Proposers must provide a minimum of three (3) references (governmental and/or private), for whom equal or larger scope of services are either currently being provided or have been provided in recent past two years. Contact person(s), addresses and telephone numbers for each reference shall be included.

Industry Standards/Tests/Recommendations:

The following are standards, tests, and recommended methods that apply to this work.

A. The proposer shall ensure that all eighty-seven (87) Octane Unleaded Reformulated Gasoline, with up to 10% ethanol provided shall comply with all local, state and federal regulations in effect at the time of obtaining the fuel to include:

1. Compliance with the requirements set from in the Code of Federal Regulations (CFR) Title 40, subpart D, Sections 80.41, 80.45 and 80.46.

2. Compliance with Environmental Protection Agency (EPA) Clean Air Act requirements for RFG properties and all ASTM related tests.

3. Shall have minimum octane rating of 87 which shall be determined by using the RON+MON/2 method.

4. Shall have 2 % oxygen content.

5. Shall have minimum 2% benzene content.

6. Occupational Safety and Health Administration (OSHA).

B. Delivery trailer shall possess the following characteristics:

1. Certificate of Cleanliness or written documentation that the trailer used is dedicated for the sole purpose of transporting ultra-low sulfur diesel fuel or gasoline.

2. Must be equipped to deliver to an above ground storage tank.

3. Seven thousand and eight hundred (7800) minimum net gallon capacity.

4. Be capable of delivering split deliveries when ordered.

5. All equipment of the trailer shall be fully functional.

6. The Project Manager or designee may inspect the truck and trailer at any time the vehicle is on Parish property.

1.9 Period of Agreement

The term of any resulting contract shall be for 3 years commencing on January 10, 2027, and shall expire on January 9, 2030 with a two- year option to renew.

If the Scope of Work as described in Section 1.7 of this RFP pertains to an emergency pre-placed contract and if Jefferson Parish has not entered into a new contract for the same Scope of Work prior to May 1st of the year in which the contract is set to expire, then the contract shall be automatically extended until the end of the calendar year of the same year that the contract is set to expire.

1.10 Deliverables

The deliverables listed in this section are the minimum desired from the successful proposer. Every proposer must describe what deliverables will be provided per their proposal, and how the proposed deliverables will be provided. The proposer shall provide all necessary resourced to supply and deliver bulk Ultra Low Sulfur Diesel (ULSD) and eighty-seven (87) Octane Unleaded Reformulated Gasoline to Jefferson Parish. The contract pricing will be based on the Platts Price Index listed in Attachment “C”. Resultant contract pricing will be based on the corresponding Platts Price Index plus the corresponding Fixed Differential Amount plus the applicable state fuel taxes. NOTE:

Jefferson Parish is exempt from paying Federal Fuel Taxes. Bids will only be accepted from proposers whose primary business is supplying and transporting fuel.

DELIVERY PROCEDURE:

1. Upon arrival at each Jefferson Parish facility, the proposer shall report to the on-site supervisor who will record the arrival time, truck number, drivers; name and the bill of lading number(s). Once signed in, the proposer shall drive the vehicle to the Jefferson Parish storage tank area. Jefferson Parish will utilize an electronic monitoring system or a stick reading to determine if any water is present in the tank. The Jefferson Parish Project Management or designee will record the fuel volume and water content (if any), on Jefferson Parish’s Fluid Delivery Quantity Form.

2. The Proposer shall dispense a sample of fuel to detect the presence of water or contaminates. If water or contaminants are detected, the proposer shall not dispense the fuel. If no water or contaminants are detected, the proposer shall give the sample to Jefferson Parish personnel and unload the trailer

3. Once hoses have been removed, the proposer shall place a container under the hose outlet of the delivered fuel and open the valve(s) to show the tank(s) are empty. Any residual fuel shall be poured carefully into Jefferson Parish storage tanks.

4. The proposer shall be responsible for all costs of fuel lost and clean-up of any spillage which may occur during transit, loading or unloading operations.

5. The fuel will be delivered by either one or two drivers who will also dispense the fuel to on-site tanks and may be required to deliver and dispense fuel throughout Jefferson Parish. The drivers will be required to stay on the premises until the fuel has been dispensed.

6. Documentation-The Proposer shall provide the following documents to Jefferson Parish:

• Bill of lading for each delivery containing the following documents to Jefferson Parish:

A. Gross and net rack gallons, B. Temperature of fuel when loaded at the rack, C. Time of trailer start loading/stop loading, D. Miles from rack to the Jefferson Parish locations, E. Time of arrival at the Jefferson Parish location, F. Meter ticket number (when used), G. Gallons of fuel in Jefferson Parish’s tank before and after delivery, H. Amount of water, if any, I. Amount of water or other contaminant(s) (if any), and J. A delivery ticket must be included with the invoice.

1.11 Location

The location(s) where service(s) is/are to be performed is/are 4901 Jefferson Highway.

Suite A. Jefferson, Louisiana 70121 and 1501 River Park Road. Bridge City, Louisiana 70094. A list of other locations that may need fuel delivery is listed in Attachment “C”.

1.12 Proposal Submittal

Purchasing will fill this section in – do not alter In accordance with JPCO Section 2-895, all proposals shall be received by the Jefferson Parish Purchasing Department no later than date and time shown in the Schedule of Events in order to be considered responsive.

Important – Clearly mark outside of electronic envelope, with the following information and format:

• Proposal Name: To Provide a Pre-Placed Emergency Contract for Fuel Delivery During a Declared Disaster from an Area Outside of Southern Louisiana for the Jefferson Parish Department of Fleet Management

• Proposal No: 0517

• Proposal Receipt Date and Time: July 24, 2026 at 3:30 PM

Proposals will only be received online through the Jefferson Parish e-Procurement site, Central Bidding. Central Bidding can be accessed by visiting either http://www.jeffparishbids.net or www.centralbidding.com. Registration is required and free for Jefferson Parish Proposers by accessing the following link:

www.centralauctionhouse.com/registration.php.

Proposer is solely responsible for the timely submission of its proposal. Late proposals will not be accepted.

Price Proposals and/or price schedules shall be submitted in a separate electronic sealed envelope as notated on the Central Bidding page as “Pricing Attachments”. Price Proposals will remain sealed and shall not be read until the completion of the scoring of the Technical Proposal Evaluation during the RFP Evaluation Committee Meeting. Once read, the Price Proposals will be evaluated and scored in accordance with Part II. Price Proposals shall be worth twenty-five percent (25%) of the total scoring points assigned.

RFP Evaluation Committee Meetings are open to the public.

1.13 Proposal Response Format

Proposals submitted for consideration should follow the format and order of presentation described below:

http://www.jeffparishbids.gov/ http://www.centralbidding.com/ http://www.centralauctionhouse.com/registration.php

Technical Proposals:

A. Cover Letter: Containing summary of proposer’s ability to perform the services described in the RFP and confirms that proposer is willing to perform those services and negotiate a contract with the Parish. The letter shall be signed by a person having authority to negotiate and to commit the proposer to a contract. If proposer is a sole-proprietorship, proposer must include a statement that the company is a sole-proprietorship signed by the owner. If proposer is an agency, corporation, partnership or other legal entity, the president, vice-president, secretary or treasurer, or an authorized agent shall sign the proposal, and satisfactory Evidence of the Authority of the person signing for the agency, corporation, partnership or other legal entity shall be attached to the proposal. A sample corporate resolution is attached hereto and may also be downloaded from the Purchasing Department webpage of the Jefferson Parish website.

Proposers should exhibit their understanding and approach to the project and address how each element will be accomplished. Proposers are advised that except as otherwise provided by law, all documents submitted to the Parish under this RFP are subject to the Louisiana Public Records Act, La. R.S. 44:1 et seq., and shall be released nine (9) working days from the date of the evaluation committee meeting when a public records request is made in accordance with the law. Any Confidential Information to which a Proposer wishes to remain confidential must be provided in a manner consistent with La. R.S. 44:3.2, subject to review by the Parish as provided for in that statue.

B. Table of Contents: Organized in the order cited in the format contained herein.

C. Technical Proposal Elements: Illustrating and describing compliance with the RFP requirements defined in the Section 1.8 Proposer Minimum Requirements, Section 1.7 Scope of Work/Services, and any other applicable section.

1. Each Proposer shall address how the Proposer will achieve/meet the

Scope of Work as stated in Section 1.7. Technical approach shall detail the following: Plans and/or schedule of implementation, orientation, and/or installation, etc. (whichever is relevant to the RFP requirements).

2. Plans for necessary training, where applicable. Information demonstrating an affirmative statement shall be required that the Proposer has reviewed the Scope of Work, understands the nature thereof and is willing and capable of providing the services thereof.

D. Proposer Qualifications and Experience: History and background of Proposer, including but not limited to status with related services to government entities existing customer satisfaction, demonstrated volume of merchants, etc.

1. Proposers shall provide a detailed statement of related services to government entities or private entities which identifies customer satisfaction, demonstrated volume of merchants, etc. Proposer must provide a detailed description of customer service capabilities, including resumes of personnel assigned, total number of personnel and timeline of customer inquiries and complaints, as applicable.

2. Proposer shall provide resumes for account manager(s), designated customer service representative(s) and any and all key personnel anticipated to be assigned to this project, in addition to resumes of any and all subcontractors.

3. Evidence of five (5) years of operating experience as a Pre Placed Emergency Fuel Provider During Disaster Recovery and supplier in comparable places in order to satisfy all of the requirements as outlined in Scope of Work/Services.

4. Possession of all required permits, licenses and insurance.

E. Financial Profile: Proposers are requested to submit documentation from the past three (3) years demonstrating proposer’s financial stability.

Documentation may include audited financial statements including balance sheets, income statements, documentation regarding retained earnings, assets, liabilities, etc. Proposer must include information demonstrating the proposer’s financial stability and ability to obtain and maintain bonding and insurance requirements in order to be eligible to be assigned a higher score. Proposals which lack the description of the proposer’s financial status or the required certification of bonding and insurance requirements may be assigned a lower score. Such information should be included in the technical portion of the proposal submission and MUST NOT be included with the Price Proposals and/or price schedules.

Price Proposals:

A. Proposer’s fees and other costs shall be submitted on Attachment B in a separate electronic envelope (named “Pricing Attachments”) separated from Technical Proposal submission.

B. DO NOT CHANGE THE POSITIONS OR METRICS LISTED ON THE PRICE

PROPOSAL. Positions listed on the Price Proposal are required positions. Metrics used are estimated for evaluation purposes. If a proposer wishes to propose additional positions please do so in the form of a resume and/or a separate rate sheet. These additional positions may be negotiated with the Selected Proposer if the Parish decides in its sole discretion that additional positions are necessary.

HOWEVER, only those rates and positions listed on the Price Proposal will be used for evaluation purposes. Additional positions are not guaranteed and are subject to the Parish’s discretion.

C. All proposed pricing shall be inclusive of all additional costs and expenses, including shipment. Prices submitted shall remain firm for the term of the contract, unless otherwise negotiated.

D. Price Proposals will remain sealed and shall not be read until the completion of the scoring of the Technical Proposal Evaluation during the RFP Evaluation Committee Meeting. Once read, the Price Proposals will be evaluated and scored in accordance with Section 1.31.

E. In accordance with JPCO Section 2-895, the Price Proposal shall be worth twenty-five percent (25%) of the total scoring points assigned. The maximum price proposal points shall be calculated by multiplying the number of price proposal points assigned to price in the evaluation criterion multiplied by the number of evaluators scoring the proposal. Evaluation of Price Proposal shall take place after Technical Proposal Evaluation has been completed.

1.14 Schedule of Events

Note: Purchasing Department will complete actual dates and times for items A-D.

Evaluation Committee Meeting Date will be scheduled according to committee members’ availability and therefore, Items E-G will be determined at later dates.

Date Time (CST) A. RFP posted online @ www.jeffparishbids.net 6/26/2026 At least 30 days prior to the last day that proposals will be accepted

B. Pre-Proposal Conference (if required) 10 to 14 days after

RFP mailed

C. Deadline to receive written inquiries 7/14/2026 To be completed by

Purchasing

D. Proposal Receipt Date and Time 7/24/2026 To be completed by

Purchasing

E. RFP Evaluation Committee Meeting To Be Announced

F. RFP Evaluation Committee Meeting - Price Proposal To Be Announced

Proposers are encouraged to check the general information board in the General Government Building located at 200 Derbigny Street, Gretna, Louisiana 70053 and the http://www.jeffparishbids.net/

Joseph S. Yenni Building located at 1221 Elmwood Park Boulevard, Jefferson, Louisiana 70123. Additionally, proposers may check for meeting information posted on the Jefferson Parish website, www.jeffparish.gov.

F. Council Selection via resolution To be scheduled

G. Contract Ratification via resolution To be scheduled

NOTE: The Parish of Jefferson reserves the right to deviate from these dates.

PART II – EVALUATION CRITERIA

The proposed evaluation criteria shall be looked upon as standards which measure how well a Proposer's approach meets desired performance requirements, and which permit an evaluation of the differences between desired performance characteristics and what the Proposer proposes to do.

The proposed evaluation criteria shall measure how well a Proposer’s approach meets desired minimum performance standards defined in the RFP, and shall allow for the quantification of the differences between those stated minimum standards and what the Proposer intends to do. In accordance with JPCO Section 2-895, a scoring system must be devised and impartially applied to each proposal to assure objectivity and thoroughness in comparative analysis.

Price Proposal Evaluation shall constitute twenty-five percent (25%) of the total scoring points assigned. Price Proposal Evaluation shall take place after Technical Proposal Evaluation has been completed.

2.1 TECHNICAL PROPOSAL

(Maximum of 75 Points per Evaluator)

The following criteria shall measure the qualifications, technical capabilities and core competency of the proposers and their submissions:

1. Scope of Services 25

2. Specific Experience: similar or larger scope of services currently being provided 25

3. Financial Profile of the Proposer 10

4. Responsiveness to the RFP 15

2.2 PRICE PROPOSAL

(Maximum of 25 Points per Evaluator)

The proposer with the lowest price shall receive the highest Price Proposal Evaluation score.

http://www.jeffparish.net/

Other proposers will receive a cost score computed as follows:

CS = (LPC/PC*X)

Where:

CS = Computed cost score for Proposer LPC = Lowest proposed cost submitted PC = Proposer’s cost X = Maximum combined cost points available

TOTAL MAXIMUM POINTS FOR THIS RFP ARE 100 PER EVALUATOR.

PART III – RFP INSTRUCTIONS, AND TERMS AND CONDITIONS

3.1 Number of Response Copies

Each Proposer shall submit one (1) original electronic signed proposal. PDF files are preferred. Price Proposals shall not be included in the Technical Proposal of the proposal.

3.2 Legibility/Clarity

Proposals submitted in response to the requirements of this RFP in the formats requested are desirable with all questions answered in as much detail as practicable. The proposal shall demonstrate an understanding of the requirements. Proposals shall be prepared simply and economically, providing straightforward, concise descriptions of the Proposer’s ability to meet the requirements of the RFP. Each Proposer is solely responsible for the accuracy and completeness of its proposal.

3.4 Written Inquiries

The Parish shall only consider written and timely communications from Prospective Proposers. No negotiations, decisions, or actions shall be binding as a result of any oral discussions with any Parish employee or Parish consultant. Answers to questions that materially change or substantially clarify the RFP shall be addressed by addendum and provided to all Prospective Proposers.

After the inquiry period, no further inquiries will be entertained.

3.5 Inquiry Periods

An initial inquiry period is hereby firmly set for all Prospective Proposers to perform a detailed review of the RFP documents and to submit any written questions relative thereto.

Without exception, all questions MUST be in writing (even if an answer has already been given to an oral question during the pre-proposal conference) and received by the close of business on the Inquiry Deadline date set forth in the Schedule of Events.

Inquiries shall not be entertained thereafter. All official responses to inquiries will be communicated in the form of an addendum.

The Parish of Jefferson shall not and cannot permit an open-ended inquiry period, as this creates an unwarranted delay in the procurement cycle and operations of our agency and departments. The Parish of Jefferson reasonably expects and requires responsible and Prospective Proposers to conduct their in-depth proposal review and submit initial inquiries in a timely manner.

A final 3-day inquiry period may be granted, if additional questions or requests for clarification are received as a result of an addendum. Questions relative to the addendum shall be submitted no later than 3:30 p.m., three (3) full business days from the date the addendum is posted. If necessary, another addendum will be issued to address any final questions received. Thereafter, all proposal documents, including but not limited to the specifications, terms, conditions, plans, etc., will stand as written and/or amended clarified by any addendum issued as a result of the final inquiry period.

Said written inquiries submitted by the Prospective Proposer shall clearly cross-reference the relevant RFP section. The Parish shall only respond to those inquiries received by the established deadline. Answers to questions that change or substantially clarify the solicitation shall be issued by addendum and provided to all Prospective Proposers.

Inquiries in accordance with this section may be delivered by e-mail or posted on the Central Bidding site:

Phone: (504) 364-2808 Buyer Email: Sean.dumas@jeffparish.gov Buyer Name: Sean Dumas

3.6 Required Signed and Notarized Affidavits

Affidavits must be completed, signed, properly notarized and submitted in its original format prior to contract approval in accordance with JPCO Section 2-895. For the convenience of proposers, these affidavits have been combined into one form entitled, Request for Proposal Affidavit, see Attachment “F”.

All Proposers who submit a proposal with Jefferson Parish or with any of its agencies, divisions or special districts must identify all subcontractors and persons, excluding full time employees of the Proposer, who would assist in providing services or materials under the proposal or who would share in any fees, commissions or other remuneration under the proposal. Substitutions or subsequent addition of subcontractor(s) or other persons to this RFP and any ensuing contract must be requested in writing and approved by Council Resolution. Said written request shall provide the detailed justification of the compelling need for such additional substitution.

Additionally, for this RFP submission of all completed Contractor Certifications, see Attachment “D,” are required with proposal submission OR prior to contract approval.

3.7 Proposal Validity

All proposals shall be irrevocable and considered valid from the date of receipt until such time as a contract is executed. However, those items, which by its nature, should survive beyond contract execution shall be included in the contract by reference.

The Proposal shall be properly signed with ink by the Proposer, unless submitted electronically. An electronic signature as defined in LSA-R.S. 9:2602(8) is acceptable.

Signature must be a secured digital signature, and provide proof thereof. If a firm, partnership, or other legal entity is submitting the proposal, a copy of a corporate resolution or other signature authorization shall be required for submission of the proposal.

3.8 Revisions, Withdrawals, Protest Procedures

Changes or revisions may be made to submitted proposals, prior to the Proposal Receipt Date and Time, through the Jefferson Parish e-Procurement System. All addenda and changes must cross-reference the relevant RFP section.

Proposer(s) request(s) for withdrawal of proposal(s) to this RFP must be submitted in writing and received prior to the Proposal Receipt Date and Time as set forth in Section 1.14, Schedule of Events.

Any Proposer that submitted a proposal in response to this Requests for Proposals may protest in writing to the Director of Purchasing within 48 hours of the evaluation committee meeting. The Purchasing Director will review the complaint in conjunction with the Parish Attorney’s Office who will then respond as soon as possible in writing to the Proposer.

3.9 Cost of Offer Preparation

All proposals submitted in response to this RFP shall be at the sole cost and expense of the Proposer and shall not be subject to reimbursement by the Parish of Jefferson.

3.10 Acceptance of Proposal Content

Proposer’s submission to this RFP, as evidenced by its signature on the signature page, shall be construed as an acceptance to be bound by the terms and conditions stated herein, including the non-negotiable terms as set forth in Section 3.12. Any action in contradiction of this acceptance may result in rejection by the Council or may be grounds for a new selection upon failure of any selected proposer to execute their contract on such terms.

3.11 Written or Oral Discussions/Presentations

The Parish may conduct written or oral discussions with Proposer(s) to clarify and/or enhance the Parish’s understanding of submitted material. Any commitments or representations made during these discussions, if conducted, may become formally recorded in the final contract. Conversely, the Parish may make awards based on initial offers. Neither negotiations nor changes to proposals will be allowed during these discussions.

3.12 Standard Terms and Conditions and Non-negotiable Contract Terms

A. The standard general terms and conditions used by the Parish of Jefferson may be found in Resolution No. 136353. A copy may be obtained from the Parish Clerk’s Office, 6th Floor, General Government Building, 200 Derbigny Street, Gretna, Louisiana 70053, (504) 364-2626. A copy of the resolution may also be downloaded by viewing the Purchasing Department webpage of Jefferson Parish’s website, www.jeffparish.gov/departments/purchasing/forms.

B. Non-negotiable contract terms include but are not limited to taxes, assignment of contract, audit of records, EEOC and ADA compliance, record retention, content of contract/order of precedence, contract changes, force majeure, governing law, including ethics statements, claims or controversies, and termination based on contingency of appropriation of funds.

C. Inspector General: It shall be the duty of every parish officer, employee, department, agency, special district, board, and commission and the duty of every contractor, subcontractor, and licensee of the parish, and the duty of every applicant for certification of eligibility for a parish contract or program, to cooperate with the inspector general in any investigation, audit, inspection, performance review, or hearing pursuant to JPCO 2-155.10(19). By signing this document, every corporation, partnership, or person contracting with PARISH, whether by cooperative endeavor, intergovernmental agreement, bid, proposal, application or solicitation for a parish contract, and every application for certification of eligibility for a parish contract or program, attests that it understands and will abide by all provisions of

JPCO 2-155.10.

D. In accordance with L.R.S. 38:2216.1, Jefferson Parish is prohibited from entering into a contract with a value of $100,000 or more with a company for the purchase of goods or services unless the contract contains a written verification from the company of both of the following: 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. 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. As a result, the Selected Proposer will be required to verify the above in the ensuing contract.

3.13 Taxes

http://www.jeffparish.gov/

Jefferson Parish is exempt from paying sales taxes under Louisiana State Revised Statute 47:301(8)(c). All prices for purchases of supplies and materials by Jefferson Parish shall be quoted exclusive of State and Parish taxes.

3.14 Selected Proposer’s Responsibilities

The Selected Proposer shall be required to provide all items and services offered in their proposal. The Selected Proposer shall be the sole point of contact for all contractual matters, including payment of any and all charges resulting under the contract.

3.15 Insurance Requirements

Selected Proposer shall furnish the Parish with certificates of insurance evidencing mandated coverage(s) pursuant to Resolution No. 136353, as amended, and Attachment “A” prior to contract execution. A copy of Resolution No. 136353 may be downloaded from the Purchasing Department webpage on the Jefferson Parish website, www.jeffparish.gov/departments/purchasing/forms.

3.16 Sub-Contractor Requirements

If the proposer intends to satisfy any of the Proposer Requirements and/or Scope of Work through the use of a subcontractor, the proposer shall include the name of the subcontractor and specific designations of the tasks to be performed or Vendor Requirements to be met by respective subcontractor(s) in their Technical Proposal. Upon request of Parish, the information requested of the proposer under the terms of this RFP shall also be supplied for each subcontractor used to satisfy any of the Proposer Requirements and/or Scope of Work included in the proposal. Please note that Subcontractors cannot be used to satisfy the license requirements of this RFP. Unless specifically permitted in the contract with the Parish of Jefferson, the successful proposer(s) shall not contract with any other party for furnishing any of the work herein requested in the Scope of Work without the ratification by Jefferson Parish Council Resolution.

The Selected Proposer shall include all subcontractors as named insured under its policies or shall furnish separate certificates for each subcontractor. All coverages for subcontractors shall be in conformity with Resolution No. 136353, as amended and Attachment “A”. A copy of Resolution No. 136353 may be downloaded from the Purchasing Department webpage on the Jefferson Parish website, www.jeffparish.gov/departments/purchasing/forms.

3.17 No Guarantee of Quantities

The Parish of Jefferson does not guaranty quantity of services required in the Scope of Work defined in Part II. The Proposer shall provide all materials, labor, and equipment, whether specified or not, to provide a complete working system.

http://www.jeffparish.gov/departments/purchasing/forms

The quantities of items or extent of Scope of Work, including those listed in the Price Proposal by Parish are estimated values. In the event a greater or lesser quantity is required, the Parish reserves the right to increase or decrease said values in accordance with the Price Proposal. The quantities used in the Price Proposal are for evaluation purposes and are not a guarantee.

3.18 Contract Negotiations

The Parish administration shall negotiate the details of service delivery, the terms of the contract, and the contract price most advantageous to the Parish with the Proposer(s) selected by the Jefferson Parish Council (sometimes referred to throughout this document as the “Council”) and submit the contract, in final form, to the Council for award. Contract negotiations are limited by Section 1.22(B) Non-negotiable Contract Terms in this RFP. In the event a contract cannot be successfully negotiated, the RFP Evaluation Committee shall seek authorization from the Council to negotiate a contract with another Proposer under this

RFP.

3.19 Cancellation of RFP or Rejection of Proposals

In accordance with JPCO Section 2-895, the Parish through its Council may reject any or all proposals received in response to this RFP, or cancel this RFP prior to proposal Receipt Date and Time if in the best interest of the Parish.

3.20 Evaluation and Selection

In conformity with JPCO Section 2-895, all proposals will be evaluated by the RFP Evaluation Committee. Before beginning the evaluation process, the Evaluation Committee must review the RFP concerning not only the task of description, but also the qualifications and the evaluation criteria. The Evaluation Committee shall be comprised of representative from the requesting department(s), a representative from the Council Research and Budget Office, a representative from the Purchasing Department, a representative from the Finance Department and a representative from the Parish Attorney’s Office, who will be a non-evaluating member and shall act as secretary of the Evaluation Committee. The secretary shall act as liaison between the evaluation committee and any proposer(s). Any correspondence from proposers shall be directed to the secretary of the evaluation committee. Also, if deemed necessary and duly authorized by Council Resolution, additional employees of Jefferson Parish may be appointed as members of the RFP Evaluation Committee. The maximum Technical Proposal points shall be calculated by multiplying the number of Technical Proposal points assigned to the technical criterion multiplied by the number of evaluators scoring the proposal. After completion and tallying of the Technical Proposal Evaluation scores, each RFP Evaluation Committee member shall sign and date his/her individual score sheet. After the secretary of the Evaluation Committee collects all individual technical score sheets, the Purchasing Department representative and the representative of the requesting department(s) shall tally the individual scores to obtain a total Technical Proposal evaluation score for each Proposer. Following the tabulation of Technical Proposal scores, the Purchasing Department representative shall open the sealed Price Proposals, and shall read the pertinent portions of those Price Proposals aloud.

To the extent necessary, the Evaluation Committee may further review and analyze the Price Proposals and/or request and receive clarification of the pricing information provided by the Proposers for submission to the Council. After discussion of all Price Proposals, the Finance Department representative shall calculate the price proposal evaluation portion of the scoring sheet, using the Price Proposals submitted by Proposers and the formula below.

The Price Proposal evaluation shall constitute twenty-five percent (25%) of the total scoring points assigned. The maximum Price Proposal points shall be calculated by multiplying the number of cost points assigned to price in the evaluation criterion multiplied by the number of evaluators scoring the proposal. The Proposer with the lowest price shall receive the highest Price Proposal evaluation score.

Other Proposers will receive a cost evaluation score computed as follows:

CS = (LPC/PC*X)

Where:

CS = Computed cost score for Proposer LPC = Lowest proposed cost submitted

PC = Proposer's cost X = Maximum combined cost points available.

After the Finance Department representative completes the cost evaluation scores, the Purchasing Department representative and the requesting department representative shall each add the cost evaluation scores for each Proposer to the tabulated technical scores of each Proposer, totaling the final number of points assigned to each Proposer. The tabulated score sheet shall be signed and dated by the Purchasing Department representative, the Finance Department representative and the requesting department representative. The secretary of the Evaluation Committee shall collect all individual and tabulated score sheets and deliver them to the Council Clerk. The secretary of the Evaluation Committee shall prepare and forward to the Council a memorandum identifying the qualified Proposers and explaining their rationale. Attached to the memorandum shall be copies of the Price Proposals received in accordance with the RFP, along with any analysis or clarification completed regarding those Price Proposals. A list of names of the responsive and responsible Proposers shall be submitted to the Council along with a list of the non-responsive and non-responsible Proposers. Responsibility of a Proposer shall be determined in accordance with competitive sealed bids in the Revised Statutes of the State of Louisiana. Responsiveness shall be determined considering the materials that the Proposer has submitted as required under the RFP and the core requirements of the RFP.

Proposers are invited to attend the Evaluation Committee Meeting(s) and are encouraged to check the Jefferson Parish website, www.jeffparish.gov, for meeting details.

Upon completion of its analysis, the Council may either (i) adopt the resolution selecting the Proposer(s) to supply the non-standard item(s) or perform the statement of work or scope of services; or (ii) reject all proposals. The Council shall select the proposal which received the highest cumulative score from the Evaluation Committee; except that the Council may select a Proposer or multiple Proposers other than the highest-ranked Proposer provided that Proposer selected has been given a cumulative score by the committee that received a total maximum score of at least eighty percent (80%). There are times when selection of multiple Proposers to provide the same services in in the best interest of the Parish. If multiple Proposers are selected, the Parish administration is to negotiate favorable contract terms which are to include identical pricing for all Selected Proposers.

Award of the contract may be made without discussions after proposals are received and evaluated. Proposals should, therefore, be submitted on the most favorable terms which the Proposer can submit, from a technical standpoint; and from a price standpoint. If the Evaluation Committee determines that discussions are necessary, written submissions or oral discussions/presentations may be required from all Proposers.

3.21 Indemnification

Selected Proposer shall agree to indemnify and hold harmless the Parish of Jefferson, its departments, agencies, boards and commissions, officers, agents, servants and employees, including volunteers, against any and all claims, demands, suits, costs, liabilities or judgments for sums of money, and fines or penalties asserted by any party, firm or organization for loss of life or injury or damages to person or property, growing out of, resulting from, or by reason of any negligent acts, errors, and/or omissions by Selected Proposer, its agents, servants or employees, while engaged upon or in connection with the services required to be performed by Selected Proposer under this RFP.

Further, Selected Proposer shall agree to indemnify the Parish of Jefferson, its departments, agencies, boards and commissions, officers, agents, servants and employees, including volunteers for all reasonable expenses and attorney’s fees incurred by or imposed in connection therewith for any loss, damage, injury or other casualty pursuant to the services required to be performed by Selected Proposer under this RFP. Selected Proposer additionally shall agree to pay all reasonable expenses and attorney’s fees incurred by the Parish of Jefferson, its departments, agencies, boards and commissions, officers, agents, servants and employees, including volunteers in establishing the right to indemnity pursuant to the provisions stated herein.

3.22 Payment for Services

The Selected Proposer shall address and send the invoice to the Department of Fleet Management pursuant to the payment terms negotiated in the contract. Payments will be made by the Department of Fleet Management no earlier than thirty (30) days after receipt of a properly executed invoice, and approval by the Department of Fleet Management.

Invoices shall include the contract and order number, using department and product or service purchased. Invoices submitted without the referenced documentation will not be approved for payment until the required information is provided.

In accordance with JPCO Section 2-923, with each invoice submitted, the Selected Proposer holding said non-bid contract shall acknowledge that no subcontractors or other persons have been added to the contract without prior Council approval by resolution.

Failure to comply with this section shall result in penalties imposed by JPCO Section 2- 935.1.

Successful proposers submitting payment requests for services in connection with pre-placed emergency contracts shall provide a list of all sub-contractors used in the performance of the pre-placed emergency contracts prior to payment on the contract.

3.23 Termination

The Proposer affirmatively acknowledges and agrees that the terms of any ensuing contract shall be binding upon the parties thereto until the work has been completed and accepted by the Parish; but said contract may be terminated under any or all of the following conditions:

A. By mutual agreement and consent of the parties thereto.

B. By the Parish as a consequence of the failure of Selected Proposer(s) to comply with the terms or quality of work in a satisfactory manner, proper allowance being made for circumstances beyond the control of Selected Proposer(s) provided the Parish will give Selected Proposer(s) written notice of any such failure and ten (10) days (or more if authorized in writing by the Parish) to cure any such failure.

C. By either party upon failure of the other party to fulfill its obligation as set forth in the contract.

D. By the Parish for convenience by issuing Selected Proposer(s) thirty (30) days written notice.

E. By the Parish for any act of discrimination…