S04-25 Bid Packet.pdf

UTILITY DEPARTMENT

INVENTORY ITEMS

BID# S04-25

DUE: JUNE 13, 2025

10:00 A.M.

TO:

SUBJECT:

May 28, 2025

Prospective Bidders

INVITATION TO BID

BID #S04-25

Utility Department Inventory Items

Dear Bidder:

This is an invitation to bid for utility related items used throughout the year by the Bossier City Utilities Department. Responding to a bid with so many line items is clearly labor intensive, but the features of the Excel spreadsheet program may be helpful in determining the total.

This invitation to bid is an effort to establish a contractual relationship with a reliable and capable supplier willing to maintain a conveniently located inventory of supplies and materials to allow the City to outsource or sub-contract the warehouse operation. It is unrealistic to expect any supplier to remain open and staffed 24 hours per day. However, if you decide to respond to this invitation to bid and are awarded the contract, it is essential that a responsible point of contact be on call to respond to emergency requirements which may occur at any time. The bid form provided for your use contains statements to that effect to which your response will indicate your agreement. The bid form attached hereto for your use contains 4 categories of items with the estimated annual usage of each item indicated. In the event it is necessary to furnish substitute items from time to time, the price shall reflect a price equal to the item as if it were in stock. The form may be filled out in pen/ink and the sum manually calculated but if you wish, the form can be sent to you by email to be filled out as an Excel spread sheet offering easy data entry and mathematical calculations. The completed form must be signed by a person authorized to commit the bidding firm to the terms of the contract. It is essential that a price be entered for all items for any/all categories for which you intend to submit a bid.

The intent is to enter into a renewable contract with prices fixed for the first twelve month period. Unless either party gives notice 90 days in advance of the expiration date, the contract will, if mutually agreed, be renewed for four one-year periods. Renewal of contract is based on current Producer Price Index for the average of (3) months, Jan to Mar of the most current calendar year, currently 249.63. The link provided will be the source of the information. Go to http://www.bls.gov/ppi/data.htm . Then go to Data Tools “Top picks”. Select “Industry Data”, “Total Manufacturing Industry” for access to the table. Reviews of the indexes are available for use in the CPI and PPI have indicated the manufacturing PPI may be a more accurate representation.

http://www.bls.gov/ppi/data.htm

As pricing fluctuations related to tariffs implemented are beyond the control of both the Bidder and the City, a tariff clause has been added to our Standard Terms and Conditions for Materials and Supplies.

However, should tariffs be lowered and subsequently reduce the supplier’s cost of materials, the reduction shall also flow to the City in an equitable reduction adjustment to the contract pricing.

All applicable parts must meet the 2011 “Reduction of Lead in Drinking Water Act” NSF/ANSI standard 372 certification. All receipts of goods must be accompanied by a receipt with the city employee’s number and signature both printed and signed. The contract will be utilized by the seven operational divisions of the Utilities Department. They are:

• Water Treatment Plant

• Transmission/Distribution

• Customer Service

• Red River Treatment Plant

• Sewer Maintenance

• Lift Stations

• Northeast Treatment Plant

Blanket “contract purchase order(s)” will be issued to vendor based on the award prices. City employees must indicate their name and division along with the purchase number when transacting business with the supplier. The supplier will provide invoices for the transactions as completed.

Bid S04-25 will be received until 10:00 A.M., Friday, June 13, 2025 in the Office of the Purchasing Agent, 2nd Floor, Municipal Building, 620 Benton Road, Bossier City, LA 71111. Bids will be opened and read aloud at 10:30 A.M. Bids received after 10:00 a.m. on that day will be considered late and will be returned unopened.

It is clear that responding to this invitation to bid will be somewhat time consuming and that a bid based on a discount from a catalog list price would require much less work. However, since competitive firm(s) do not share the same catalog, the line item bid is necessary.

In accordance with the Louisiana Administration Code Title 4, Part XV, Chapter 7: Vendors shall be provided the option to submit bids through either a secure electronic interactive system or by submitting a paper bid. Use www.bidnetdirect.com to download bid packet and to submit an electronic bid.

Sincerely, Denna Beauchemin Purchasing Agent City of Bossier City http://www.bidnetdirect.com/

INSTRUCTIONS TO BIDDERS

1. Submission of Bids:

A prepared Bid Form is included herewith for your use. Your bid must be submitted on this form and only one (1) bid form will be accepted from the bidder(s). All bids must be addressed to the City of Bossier City, Purchasing Department, 620 Benton Road, Bossier City, Louisiana, 71111, and must show the return address, bid number, bid title, and bid opening date on the left-hand side of the envelope. No additional information or documents shall be included in bid envelope unless specifically state in Invitation to Bid.

In accordance with the Louisiana Administration Code Title 4, Part XV, Chapter 7: Vendors shall be provided the option to submit bids for Purchase of Materials and Supplies through a secure electronic interactive system. If bidder wishes to submit bid electronically see www.bidnetdirect.com. It shall be the responsibility of the bidder to review and understand the requirements of submitting a bid electronically with BidNetDirect.

2. Sales Tax:

Act 1029 of the 1991 Louisiana Legislative Session provides an exemption and exclusion from both state and local sales and use taxes on purchases for municipalities.

3. Delivery:

For this bid, the Utilities Department will pick up the items or request delivery to a specified Bossier City Location at the time of the request. Due to the nature of repairs and the need to keep the equipment running, distribution/warehouse facility must be within 20 miles of the City of Bossier City Municipal complex located at 620 Benton Road, Bossier City, Louisiana. All receipts of goods must be accompanied by a receipt with the city employee’s number and signature both printed and signed.

4. Method of Award:

The award(s) of the bid will be based on the lowest responsive bid(s) submitted.

5. Bid Withdrawal:

Any bidder may withdraw his/her bid prior to bid opening deadline. After such time, his/her bid shall remain firm for a period of 30 days after bid opening.

6. Late Bids:

It shall be the sole responsibility of the bidder to see that his/her bid is received by the City on time. The City does not assume responsibility for late deliveries by the U.S. Postal service or any other delivery service. Fax/Email bids will not be accepted.

7. Time Limit:

Your bid will be considered as a firm offer for not less than thirty (30) days from date of bid opening.

INSTRUCTIONS TO BIDDERS

8. Contract Time:

Contract shall be a one-year period effective June 16, 2025 and terminating June 15, 2026.

The contract may be extended for up to four one-year periods if mutually agreeable between vendor and City of Bossier City. Successful bidder must give 60-day notice if not renewing the contract by the expiration date or contract will automatically be renewed at City’s discretion with potential increase based on the PPI index. Either party may choose not to renew contract for any reason prior to the 60-day deadline requiring notice of non-renewal.

9. Ordering Procedure:

A term contract will be issued to the successful bidder(s). The City of Bossier City will be obligated only for the actual quantities provided during the term of the contract whether the quantities are more or less. Each shipment must include your priced and extended delivery ticket.

Successful Bidder should keep the following quantities of stock on hand:

• Estimates of 1 – 25 units shall be kept stocked at estimated amount

• Estimates of 25 – 50 units shall be kept stocked at 50% of estimated amount

• Estimates of 50 or greater units shall be kept stocked at 20% of estimated quantities

• Should these quantities not be available, a like equal shall be supplied at the quoted price of the contract unit

10. General Terms:

Any manufacture’s names, trade names, catalogue or model numbers, or other similar material identifying a particular product, of a particular grade of product, are used for descriptive purposes, to establish the standard of quality, design, and performance.

However, any substitution or departure proposed must be clearly noted and described.

Otherwise, it will be assumed that the Bidder proposed to supply items as specifically described in these Specifications. Any duplication of items within the bid list must be priced accordingly.

11. Special Terms:

It is essential that a responsible point of contact be on call to respond to emergency requirements which may occur at any time. Successful bidder must provide contact name and phone number within 24 hours of award notification.

BID FORM

Sealed Bid Number: S04-25 Due Date and Time: June 13, 2025 10:00 A.M.

TO: Purchasing Department City of Bossier City 620 Benton Road, 2nd Floor Bossier City, Louisiana 71111

We propose to furnish the following described Utility Department Inventory Items in accordance with the specifications covering this Invitation to Bid at the lump total price quoted below.

CATEGORY TOTALS (From 2025 Bid Items) BID AMOUNT

Brass Materials Water Pipe Materials Sewer Inventory Items Couplings Sleeves & Valves Repair Clamps, Full Circle Seal Saddles Discount on Non-Listed Items

The undersigned bidder declares that he/she has specific and legal authorization to obligate himself/herself and/or his/her firm to the terms of this bid, and further, that he/she has examined the Invitation to Bid, the Instructions to Bidders, and the Specifications, and hereby promises and agrees that if this bid is accepted, he/she will faithfully fulfill the terms of this bid together with all guarantees and warranties relating thereto.

SUBMITTED BY:

Signature Title

Typed or Printed Name Telephone/Fax Number

Company Street Address

Date City, State, Zip

REQUEST FOR BID

Bid Number: S04-25 Due Date & Time: June 13, 2025 10:00 A.M.

TO: Purchasing Department City of Bossier City 620 Benton Road, 2nd Floor Bossier City, LA 71111

Warehouse Brass Supplies No. Description Part # Est. Qty Unit Price Total 01 3/4" - Regular Meter couplings M433T04LF 75 -$ 02 3/4" - 'Pack Joint' Three part Union FC4433NL 100 -$ 03 3/4" - Flare to Compression adapter FC0433NL 75 -$ 04 3/4" - 'Pack Joint' Male adapter FC8433NL 75 -$ 05 3/4" - 'Pack Joint' Femal adapter FC8433NL 75 -$ 06 3/4" -'Pack Joint' compression x compression curbstop FB44233WNL 100 -$ 07 3/4" - 'Pack Joint' Compression X meter coupling thread curbstop FB43232WNL 100 -$ 08 3/4" - 'Pack Joint' Corporation stop FF10003NL 75 -$ 09 3/4" - Threaded coupling IBRLFCF 25 -$ 10 3/4" - Threaded Tee IBRLFTF 25 -$ 11 3/4" x close nipple GBRNFCL 25 -$ 12 3/4" 90 Degree bend IBRLF9F 25 -$ 13 3/4" x 4" nipple GBRNFP 25 -$ 14 3/4" x 6" nipple GBRNFU 25 -$ 15 1" x 3/4" - CC Bushing FBBAA43NL 50 -$ 16 1"x 3/4" - IP Bushing IBRLFBGF 50 -$ 17 1" - Meter Coupling M74620G 75 -$ 18 1" - 'Pack Joint' three part union FC4444NL 100 -$ 19 1" - Flare to compression adapter FC0444NL 75 -$ 20 1" - 'Pack Joint' male adapter FC8444NL 75 -$ 21 1"- 'Pack Joint' female adpt FC1444NL 75 -$ 22 1" - 'Pack Joint' compression x compression curbstop FB44344WNL 100 -$ 23 1" - 'PackJoint' compression x meter coupling thread curbstop FB43344WNL 100 -$ 24 1" - 'Pack joint' corporation stop FF10004NL 75 -$ 25 1" - Threaded coupling IBRLFCG 20 -$ 26 1" - threaded Tee IBRLFTG 20 -$ 27 1" - 90 Degree Bend IBRLF9G 20 -$ 28 1" x Close nipple GBRNGCL 20 -$ 29 1" x 4" nipple GBRNGP 20 -$ 30 1" x 6" nipple GBRNGU 20 -$ 31 1 1/2" - meter flang PSXMJF 10 -$ 32 1 1/2" -Gate Valve MS14T07LF 10 -$ 33 1 1/2" x close brass nipple GBRNGCL 10 -$ 34 1 1/2" x 6" brass nipple GBRNJU 10 -$ 35 2" - Meter Flange PSXMFK 10 -$ 36 2" - Gate Valve M51T08LF 10 -$ 37 2" - x Close brass nipple GBRNKCL 10 -$ 38 2" x 6" Brass nipple GBRNKU 10 -$ 39 2" - Brass 3 part Union FC4477NL 10 -$ 40 2" - Brass Male Adapter FC84477NL 10 -$

TOTAL PRICE FOR BRASS MATERIALS -$

Water Pipe

No. Description Part # Est. Qty Unit Price Total 41 3/4" Black Polly - Rolls 3/4 X 100 CTS AX475250100B 6 -$ 42 3/4" Schedule 40 pvc - Joints 3/4 X 20 S40 P40BEPF20 3 -$ 43 1" Black Polly - Rolls 1 X 100 CTS AXM1250100B 6 -$ 44 1" Schedule 40 pvc - Joints 1 X 20 S40 P40BEPG20 2 -$ 45 2" schedule 40 pvc - Joints 2 X 20 S40 P40BEPK20 2 -$ 46 3" Schedule 40 pvc - Joints 3 X 20 S40 P40BEPM20 1 -$ 47 4" Schedule 40 pvc - Joints 4 X 20 S40 P40BEPP20 1 -$ 48 6" C900 water pipe - Joints DR18 DR18BPU 3 -$ 49 8" C900 water pipe - Joints DR18 DR18BPX 3 -$ 50 10" C900 water pipe - Joints DR18 DR18BP10 1 -$

This is an invitation to quote on "Utility Items" in accordance with the enclosed Instructions to Bidders. Contract will be for a period effective June 16, 2025 and terminate June 15, 2026. The contract may be extended for four one year periods if mutually agreeable between vendor and City of Bossier City. In addition to contractual items, the City of Bossier City would like to have a standard discount percentage for items purchased which are not included in the standard inventory items.

51 12" C900 water pipe - Joints DR18 DR18BP12 1 -$ 52 16" C900 Water Pipe - Joints DR18 DR18BP16 1 -$ 53 20" C900 Water Pipe - Joints DR18 DR18BP20 1 -$ 54 24" C900 Water pipe - Joints DR18 DR18BP24 1 -$

TOTAL PRICE FOR WATER PIPE MATERIALS -$

Sewer Inventory

No. Description Part # Est. Qty Unit Price Total 55 4" Sdr 35 Sewer Pipe SDR35PP14 10 -$ 56 6" Sdr 35 Sewer Pipe SDR35PU14 3 -$ 57 8" Sdr35 Sewer pipe SDR35PX14 3 -$ 58 10" Sdr 35 Sewer pipe SDR35P1014 2 -$ 59 12" Sdr 35 Sewer pipe SDR35P1214 2 -$ 60 4" Pvc 45 Degree Bend H X H MUL340504 20 -$ 61 4" pvc 22 Degree bend H X H MUL340964 20 -$ 62 4" pvc wye/ tee for installing a cleanout H X H X H MUL040199 -$ 63 4" Cleanout cap MUL040424 10 -$ 64 4" Pvc to pvc Shielded Fernco F105644RC 20 -$ 65 4" Clay to pvc shielded Fernco F100244RC 20 -$ 66 6" pvc to pvc shielded fernco F105666RC 10 -$ 67 6" Clay to pvc shielded fernco F100266RC 10 -$ 68 8" pvc to pvc shielded fernco F105688RC 10 -$ 69 8" Clay to pvc shielded fernco F100288RC 10 -$ 70 10" pvc to pvc shielded fernco F10561010RC 6 -$ 71 10" clay to pvc shielded fernco F10021010RC 6 -$ 72 12" pvc to pvc shielded fernco F10561212RC 6 -$ 73 12" clay to pvc shielded fernco F10021212RC 6 -$ 74 6" x 4" pvc wye saddle SW MUL040785 10 -$ 75 8'X 4' pvc wye saddle GSKT MUL043595 10 -$ 76 10'X 4" pvc wye saddle GSKT FUL043599 10 -$ 77 12"x 4" pvc wye saddle GSKT MUL043600 10 -$

TOTAL PRICE FOR SEWER ITEMS -$

Couplings Sleeves & Valves

No. Description Part # Est. Qty Unit Price Total 78 3/4" - Steel Dresser Couplings Strie 411 Smith Blair S41100010501003 20 -$ 79 1" - Steel Dresser Couplings Strie 411 Smith Blair S41100013201003 20 -$ 80 2" - Blue Bolted Couplings Strie 411 Smith Blair S41100023810003 20 -$ 81 2" - Hymax Couplings K86054005416 20 -$ 82 3" - Hymax Couplings K86054008816 6 -$ 83 4" - Hymax Couplings K86054010816 6 -$ 84 6" - Blue Bolted Couplings Power Seal Model 3501 P350106a00000 20 -$ 85 6" - Hymax Couplings K86054016316 20 -$ 86 6" - Solid Sleeve MJLSLA4 10 -$ 87 8" - Blue Bolted Couplings Power Seal Model 3501 P350108A00000 20 -$ 88 8" - Hymax Couplings K86054021716 20 -$ 89 8" - Solid Sleeves MJLSLAX 10 -$ 90 10" - Hymax Couplings K86054072716 4 -$ 91 10" - Solid Sleeves MJLSLA10 4 -$ 92 12" - Hymax Couplings K86054031516 4 -$ 93 12" - Solis Sleeves MJLSLA12 4 -$ 94 16" - Solid Sleeves MJLSLA16 2 -$ 95 18" - Solid Sleeves MJLSLA18 2 -$ 96 20" - Solid Sleeves MJLSLA20 2 -$ 97 24" - Solid Sleeves MJLSLA24 2 -$ 98 24" - Hymax Couplings K8605606241GP 2 -$ 99 6" - Megalug restraining gland Tyler Dual Wedge T602005 20 -$

100 8" - Megalug restraining gland Tyler Dual Wedge T602010 20 -$ 101 10" - Megalug restraining gland Tyler Dual Wedge T602015 8 -$ 102 12" - Megalug restraining gland Tyler Dual Wedge T602020 8 -$ 103 16" - Megalug Restraining gland Tyler Dual Wedge T602030 4 -$ 104 18" - Megalug Restraining Gland Tyler Dual Wedge T602035 4 -$ 105 20" - Megalug Restraining Gland Tyler Dual Wedge T602040 4 -$ 106 24" - Megalug Restraining gland Tyler Dual Wedge T602045 4 -$ 107 6" - MJ Gasket & bolt kit /less the gland IMJBGPU 20 -$ 108 8" - Mj Gasket & bolt kit/ less the gland IMJBGPZ 20 -$ 109 10" - Mj Gasket & bolt kit/ less tge gland IMJBGP10 8 -$ 110 12" - Mj Gasket & bolt kit /less the gland IMJBGP12 8 -$ 111 16" -MJ Gasket & bolt kit /Less the gland IMJBGP16 4 -$ 112 18" - Mj Gasket & bolt kit/ less the gland IMJBGP18 4 -$ 113 20" -MJ Gasket & bolt kit / Less the gland IMJBGP20 4 -$

114 24" -MJ Gasket & bolt kit/ Less the gland IMJBGP24 4 -$ 115 4" mj x mj gate valves AFC Series 2500 AFC2504MMLAOL 2 -$ 116 6" mj x mj gate valves AFC2506MMLAOL 4 -$ 117 8" mj x mj gate valves AFC2508MMLAOL 4 -$ 118 10" mj x mj gate valve AFC2510MMLAOL 1 -$ 119 12" mj xmj gate valve AFC2512MMLAOL 1 -$ 120 16" mj xmj gate valve AFC2516MMLAOL 1 -$ 121 4' mj cap MJSCAPLAP 2 -$ 122 6" mj cap MJSCAPLAU 2 -$ 123 8" mj cap MJSCAPLAX 2 -$ 124 10" mj cap MJSCAPLA10 2 -$ 125 12" mj cap MJSCPLA12 2 -$ 126 16" mj cap MJSCAPLA16 2 -$ 127 20" mj cap MJSCAPLA20 2 -$

TOTAL PRICE FOR COUPLINGS SLEEVES & VALVES -$

Repair Clamps, Full Circle Seal No. Description Part # Est. Qty Unit Price Total 128 2" x 8" Repair clamp P312128 20 129 3" x 8" Repair Clamp P31213B8 20 130 4" x 8" Repair Clamp P31214B8 20 131 6" x 8" B Repair Clamp P31216B8 6 132 6"x 8" C Repair Clamp P31216C8 6 133 8"x 8" B Repair Clamp P31218B8 20 134 8" x 8" C Repair Clamp P31218C8 20 135 10" x 12" Repair Clamp P312110C12 10 136 12" x 20" Repair Clamp P312112C12 20 137 16" x 20" Repair Clamp P312216C20 20 138 18" x 20" Repair Clamp P3122AS18C20 10 139 20' x 20" Repair Clamp P312220B20 4

TOTAL PRICE FOR REPAIR CLAMPS -$

Saddles

No. Description Part # Est. Qty Unit Price Total 140 2" x 1" P34152B1CC 5 141 3" x 1" P34153B1CC 5 142 4" x 1" P3415341CCEPX 5 143 6" x 1" P341506C100HD 20 144 8" x 1" P34158101CC 20 145 10" x 1" P341510121CCEPX 5 146 12' x 1" P341512141CC 5 147 16" x 1" P341716A1CCHDEPX 2 148 18" x 1" P341718A100HD 2 149 20" x 1" P341720A100HD 2 150 24" x 1" P341724A1CCHDEPX 2

TOTAL PRICE FOR SADDLES -$

DISCOUNT PERCENTAGE FOR UTILITY DEPT ITEMS NOT ON LIST

STANDARD TERMS & CONDITIONS FOR COMMODITIES AND SERVICES

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the City of Bossier City, Louisiana, unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the contract as well as any subsequent purchase order(s) issued for goods or services, and shall be included as part of the specifications issued herewith.

2. NOTIFICATION: The City of Bossier City advertises bid/proposal opportunities through.www.bidnetdirect.com and the Bossier Press Tribune. The City shall not be responsible for information distributed by sources other than those listed.

3. ADDENDA: Any revisions to the information contained herein will be issued in the form of addenda.

The sole issuing authority shall be vested in the City of Bossier City Purchasing Division.

4. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

5. MINOR DEFECT OR IRREGULARITY: The City of Bossier City has no authority to waive errors, omissions or any other informalities in bids received.

6. ELECTRONIC SUBMISSIONS: The City of Bossier City utilizes Bidnet Direct to advertise and receive bids and proposals electronically over the Internet. Electronic submissions through Bidnet Direct shall be electronically signed and dated by a duly designated representative or agent of the company submitting the bid/proposal. Respondents must clearly and concisely provide all requested information as stated in the bid/proposal document. Failure to provide the requested information will result in such submission being deemed non-responsive.

Register online with Bidnet Direct at www.bidnetdirect.com . There is no charge to register or receive notifications of matching solicitations and addenda. If you are already registered as a vendor with the Louisiana Purchasing Group from another local agency, you do not need to register again.

7. PAPER SUBMISSIONS: Paper submissions shall be submitted on the forms provided by the City of Bossier City and must be signed and dated by a duly designated representative or agent of the firm submitting the bid/proposal. Respondents shall clearly and concisely provide all requested information as stated in the bid/proposal document. Failure to provide the requested information will require such submission to be deemed non-responsive.

8. PRESENTATION OF BIDS/PROPOSALS: Paper submissions shall be presented to The Office of the Purchasing Agent, City of Bossier City, 2nd floor, Municipal Building, 620 Benton Road, Bossier City, LA by the stated deadline. Paper submissions shall be presented in a sealed envelope with respondent’s name and the bid/proposal number clearly identified on the outside of the envelope.

9. LATE SUBMISSIONS: The date/time stamp located in the City of Bossier City Purchasing Division serves as the official time clock. Submissions received in the Purchasing Division after the stated deadline shall be refused and returned unopened. The City of Bossier City is not responsible for issues encountered with methods of delivery.

10. PRICING: Prices offered shall be submitted for units of quantity as specified in the bid/proposal document, extended and totaled. In the case of a discrepancy in the extended price, the unit price shall govern and control. Any alteration, strike-through or erasure made prior to bid/proposal opening shall be initialed by the signer of the bid/proposal, guaranteeing authenticity. FOR BIDS ONLY: Prices offered cannot be altered or amended after the submission deadline. Bids may not be changed for the purpose of correcting an error in bid price after bid opening.

10.1 Tariff Contingency

In the event that new tariffs, duties, or import/export restrictions are enacted, or existing ones are modified or reclassified after the date of bid submission, and such changes materially affect the cost of key materials or equipment (e.g., ductile iron pipe, PVC pipe, valves, fittings, pumps, treatment system components), the Supplier may request an equitable adjustment to the Contract Price.

a) Notification and Documentation:

Supplier must notify the Purchasing Department in writing within 15 calendar days of the effective date of the tariff change. The notice shall:

• Identify the specific tariff or duty;

• Specify the impacted materials or equipment;

• Include documentation demonstrating actual cost increases attributable to the tariff.

b) Review and Adjustment Process:

Upon receipt of sufficient documentation, Bossier City Purchasing will review the request and, if substantiated, negotiate in good faith an equitable adjustment to the Contract Price and/or schedule. The City may, at its discretion, request independent verification of submitted cost impacts.

c) Risk Sharing:

Both parties acknowledge that tariff fluctuations are beyond their control. This clause is intended to fairly allocate risk between the Owner and Contractor. Any adjustments shall reflect only the direct cost differential incurred due to tariff changes and not include additional markups unless otherwise permitted under the Contract.

d) Force Majeure and Schedule Impacts:

If a tariff-related change causes significant supply chain delays or material shortages, the Contractor may be entitled to an extension of time, provided timely notice is given and all reasonable mitigation efforts are demonstrated.

11. TAXES: Act 1029 of the 1991 Louisiana Legislative Session provides an exemption and exclusion from both state and local sales and use taxes on purchases for municipalities.

12. WITHDRAWAL OF OFFER: Respondent agrees that an offer may not be withdrawn or cancelled for a period of forty-five (45) days following the date and time designated for the receipt of bid/proposal without written approval of the Purchasing Agent.

13. F.O.B./DAMAGE: Prices offered shall be F.O.B. Final Destination, City of Bossier City, LA, and shall be all inclusive of shipping, handling and packaging costs. The City does not accept or assume any liability for goods delivered in damaged or unacceptable condition. The successful respondent shall be responsible for handling all claims with carriers, and in case of damaged or unacceptable goods, shall ship replacement goods immediately upon notification by the City.

14. PREPARATION COST: All costs associated with the preparation of an offer shall be borne by the respondent. The City of Bossier City will not be liable for any costs associated with the preparation transmittal, or presentation of submissions, or with any materials submitted in response to the same.

15. TESTING: At the City of Bossier City’s discretion, testing may be required prior to award of bid/proposal or prior to delivery of goods or services. Testing shall be performed without expense to the City.

16. SAMPLES: At the City of Bossier City’s discretion, samples may be required prior to award of bid/proposal, or prior to delivery of goods or services. Samples shall be provided at no cost to the City.

Samples should not be enclosed with submission unless specifically requested.

17. QUALITY: Any catalog, brand names, or manufacturer’s reference in this bid/proposal packet is descriptive and not restrictive, and is intended to indicate type and minimum quality level desired for comparison purposes, unless otherwise stated herein. All products and/or optional equipment offered shall be new and of current manufacture. No items of a demonstrator, leased, reconditioned, rebuilt, repossessed or used nature shall be considered, unless otherwise specifically stated herein.

18. BID/PROPOSAL OPENINGS: All offers will be read aloud at the time and place indicated in the invitation to bid. However, the reading of an offer shall not be construed as a comment on the responsiveness of such offer, or as any indication that the City accepts such offer as responsive. The City of Bossier City will make a determination regarding the responsiveness of offers submitted based upon compliance with all applicable laws and the City of Bossier City’s purchasing guidelines. Bids will be in active use after the opening and therefore will not be available for public inspection until 72 hours after the bid opening (exclusive of Saturdays, Sundays, and legal public holidays- La. R.S. 44:33). The City will notify the successful respondent upon award of the contract.

19. BID AWARD CRITERIA AND TABULATION: The award will be made according to the criteria designated in the Invitation for Bid. Bid/Proposal results are typically tabulated within one (1) business day after the scheduled opening. Interested parties desiring a copy of a bid/proposal summary sheet may request the same by submitting an email request to purchasing@bossiercity.org. RESULTS WILL NOT

BE RELAYED OVER THE TELEPHONE.

20. ANTI-COLLUSION: In submitting an offer, respondent certifies that they have not participated in nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

21. NON-RESIDENT BIDDERS: Preference for Louisiana bidders is equal to the preference in the State of the non-resident bidder.

22. DELINQUENT TAXES: Any person, firm, or corporation that is in arrears to the City of Bossier City for delinquent taxes or otherwise, will not be recommended for award of any bid/proposal until the arrearage has been cleared in writing. If a contractor or vendor becomes delinquent while a contract is in force, payment for goods or services provided to the City under said contract or purchase order may be withheld until the arrearage has been cleared in writing.

23. MINIMUM STANDARDS FOR RESPONSIBILITY: A prospective vendor must affirmatively demonstrate responsibility. The City of Bossier City may request representation and other information sufficient to determine respondent’s ability to meet the minimum standards including but not limited to:

A. Have adequate financial resources, or the ability to obtain such resources as required;

B. Ability to comply with the required or proposed delivery schedule;

C. Have satisfactory record of performance;

D. Have a satisfactory record of integrity and ethics;

E. Be otherwise qualified and eligible to receive an award.

24. ACCEPTANCE: Respondent agrees that acceptance of any or all items by the City of Bossier City within a reasonable period of time, not to exceed thirty (30) days following the date and time designated for the receipt of the bid/proposal, shall be binding upon respondent. Respondent shall thereafter execute all documents necessary to enter into a contract in a form acceptable to and properly executed by the City to provide such goods and services.

25. CONTRACT PERIOD: The period of the contract shall be as stated in the invitation to bid.

26. FUNDING: All multi-year contracts must contain the following annual appropriation dependency clause: "The continuation of this contract is contingent upon the continuation of an appropriation of funds by the City Council to fulfill the requirements of the contract. If the Council fails to appropriate sufficient monies to provide for the continuation of a contract or if such appropriation is reduced by the veto of the Mayor or by any means provided in the appropriations process to prevent the total appropriations 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 contract, the contract shall terminate on the last day of the fiscal year for which funds were appropriated.”

27. ASSIGNMENT: The successful vendor shall not sell, assign, transfer or convey any contract, in whole or in part, without the prior written consent of the City obtained through the City’s Purchasing Division.

28. INTERLOCAL AGREEMENT: The successful vendor may agree to extend prices for goods and services under the same terms and conditions of this bid/proposal to all governmental entities that have entered into, or will enter into, inter local cooperative purchasing agreements with the City of Bossier City.

29. CHANGE ORDER: The City of Bossier City reserves the right to modify or change plans and specifications as deemed necessary after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the City Council, and as appropriate under state law. No mailto:purchasing@bossiercity.org oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract will be documented in written form by the City of Bossier City and acknowledged by the contracted vendor. All change orders and modifications to the contract shall be processed through the Purchasing Division only.

30. DELIVERY PROMISE – PENALTIES: Where indicated, respondents must provide number of calendar days required to deliver goods or services to the City of Bossier City after receipt of order (ARO).

Do not quote shipping dates. When delivery delay can be foreseen, the vendor shall provide advance notice to the Purchasing Agent, who shall have the right to extend the delivery date if reasons for delay are acceptable. Default in promised delivery, without acceptable reason(s), or failure to meet specifications as contained herein or in the contract documents, authorizes the Purchasing Division to purchase goods or services from an alternate source. The defaulting vendor may be subject to re-procurement costs.

31. DELIVERY TIMES: Unless otherwise specified herein, deliveries will only be accepted during normal working hours at the designated City of Bossier City location(s).

32. INSPECTION: Upon receipt of goods or services, the same will be inspected for compliance with the specifications contained herein or in the contract documents. If the goods or services do not pass inspection, the vendor will be required to remedy the situation at the vendor’s sole expense. The vendor will be required to retrieve the rejected goods at the delivery point and provide the necessary repairs of or replacement and return of the goods in new condition to the original point of delivery; or re-perform services in accordance with the terms and conditions of the contract and to the City of Bossier City’s satisfaction.

33. INVOICES: Original invoices shall be submitted to the Accounts Payable Division, Department of Finance, P.O. Box 5337, Bossier City, LA 71111 and should reference the purchaser order issued.

34. PAYMENT TERMS: Payment terms are net 30 days, unless otherwise specified by the City in the bid/proposal document. The City does not pay COD or in advance.

35. INSURANCE: The City of Bossier City requires vendor(s) to provide proof of insurance for the statutory requirements for workmen’s compensation insurance and general liability insurance by providing a certificate of insurance with coverage of at least $1,000,000 per occurrence showing the City of Bossier City as an added insured. This policy shall be endorsed to name the City of Bossier City as an Additional Insured with a Waiver of Subrogation it its favor, showing the City of Bossier City as an added insured.

36. PRICE ESCALATION: Unless otherwise stated in the specifications herein, prices must remain firm for the initial term of the contract. The contracted vendor may request an adjustment at the time of contract renewal by submitting a request in written form to the Purchasing Agent. Basis for price escalation must be based on the Consumer Price Index or other appropriate nationally recognized index for the most recent twelve-month period.

37. INDEMNITY: The bidder shall defend, indemnify and hold the City of Bossier City, its officers, agents and employees harmless from any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including reasonable attorneys’ fees and costs of suit, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct or negligent act or fault of the successful bidder, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from bid award and the bidder so agrees upon the submission of the bid. The bidder shall deliver, if so requested by the City of Bossier City, a written release of all liens or other proper evidence of same, to the satisfaction of the City prior to the issuance of final payment by the City.

38. PATENT RIGHTS: Respondent agrees to indemnify and hold harmless the City of Bossier City from any claim involving patent right infringement or copyright infringement on goods or services supplied to the City.

39. PROTESTS: All protests regarding the solicitation process must be submitted in written form to the Purchasing Agent within five (5) working days following the opening of bids/proposals. This includes all protests relating to legal advertisements, deadlines, bid/proposal openings, and all other related procedures under the Local Government Code, as well as any protests relating to alleged improprieties or ambiguities in the specifications contained herein or in the contract documents. Post-award protests must be submitted in written form to the Purchasing Agent within five (5) working days after award. The protest must include, at a minimum, the name of protester, bid/proposal number or description of goods or services, and a statement of grounds for protest. The Purchasing Agent, having authority to make the final determination, will respond within ten (10) working days to each substantive issue raised in the protest. Allowances for reconsiderations shall be made only if data becomes available that was not previously known, or if there has been an error of law or regulation.

40. TERMINATION FOR DEFAULT: The City of Bossier City reserves the right to enforce the performance of the contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of the contract. The City reserves the right to terminate the contract immediately in the event the contracted vendor fails to meet delivery schedules, or otherwise perform in accordance with the specifications contained herein or in the contract documents. Breach of contract or default authorizes the City to award the contract to another vendor, or purchase from an alternate source, and charge the full increase in cost to the defaulting contracted vendor.

41. REMEDIES: The successful vendor and the City of Bossier City agree that each party may have rights, duties, and remedies available as stated in the Uniform Commercial Code and any other available remedy, whether in law or equity.

42. VENUE: The validity of the contract and of any of its terms or provisions, as well as the rights and duties hereunder or the contract documents, shall be governed by and construed in accordance with the laws of the State of Louisiana. Exclusive venue for any legal action shall lie in Bossier Parish, Louisiana.