LEED CERTIFIED Janitorial Services for EBR Main Library at Goodwood

Agency: State Government of Louisiana
State: Louisiana
Level of Government: State & Local
  • S - Utilities and Training Services
Opps ID: NBD11472726927456707
Posted Date: Jan 12, 2021
Due Date: Jan 14, 2021
Solicitation No: 20008-A21-0404
Source: Members Only
bid number description date issued bid open date/time help
20008-A21-0404 LEED CERTIFIED Janitorial Services for EBR Main Library at Goodwood
Bid Cancelled: 01/11/2021
Mandatory Pre-Bid Conference & Site Visit 01/05/2021
Original: 20008-A21-0404
12/23/2020 01/14/2021
11:00:00 AM CT
Addendum 1: 20008-A21-0404-1

Attachment Preview

Annual Contract Competitive
Proposal Request
11:00 AM CST
TITLE: A21-0404 LEED CERTIFIED Janitorial
Services for EBR Main Library at
FILE NO: 21-00404 REQ NO: AD
DATES: 12/28/2020 & 01/04/2021
Mailing Address:
Physical Address:
PO Box 1471
222 St. Louis Street
Baton Rouge, LA 70821 8th Floor Room 826
Baton Rouge, LA 70802
EBR Main Library at Goodwood
7711 Goodwood Blvd.
Baton Rouge, LA 70806
Contact Regarding Inquiries:
Purchasing Analyst : Mark W. White
Telephone Number: 225-389-3259 x 314
2. _________% discount for payment made within 30 days. Discount for payment made in less than 30 days,
or less than 1%, or applicable to an indefinite quantity contract will be accepted but not an
award consideration.
The signature on this document certifies that proposer has carefully examined the instructions to bidders,
terms and specifications applicable to, and made a part of this solicitation. By submission of this document,
proposer further certifies that the prices shown are in full compliance with the conditions, terms and
specifications of this solicitation.
No alterations, changes or additions are allowed on this solicitation, and no additional information, clarifications
or other documents are to be included unless specifically required by the specification. Any errors in extensions
of prices will be resolved in favor of unit prices submitted.
If services are to be performed in East Baton Rouge City-Parish, evidence of a current occupational license
and/or permit issued by the City-Parish shall be supplied by the successful vendor, if applicable.
Rev. 11/2018. A21-0404 LEED CERTIFIED Janitorial Services for Goodwood Library
Page 1
Bidders are urged to promptly review the requirements of these specification, terms and conditions
and submit questions for resolution as early as possible during the bid period. Questions or concerns
must be submitted in writing to the purchasing division during the bid period. Otherwise, this will be
construed as acceptance by the bidders that the intent of the specifications, terms and conditions are
clear and that competitive bids may be obtained as specified herein. Protests with regard to the
specification, terms and conditions documents will not be considered after bids are opened.
1. Read the entire bid, including all terms and conditions and specifications.
2. This proposal is to establish firm prices for materials supplies and services for the contract period shown.
Delivery shall be made or services provided as needed throughout the contract period, or as required by
the specification. Quantities, if shown, are estimated only. Smaller or larger quantities may be purchased
based upon the needs of the City-Parish. There is no guaranteed minimum quantity.
3. The contract shall be firm through the period indicated on the cover sheet. Upon agreement of both the
contractor and the City - Parish, the contract may be extended a second or a third year or other
shortened specified time periods. Extension of the contract into the second or third time periods shall
be made by letter on or before the expiration of the contract. Extension is only possible if all prices and
conditions remain the same.
4. Proposals are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of
bidders to receive proposals. Bidders should rely only on advertisements in the local newspaper, and
should personally pick up proposals and specifications. Full information may be obtained, or any
questions answered, by contacting the Purchasing Division, 222 Saint Louis Street, 8th Floor, Room
826, Baton Rouge, LA 70802 or by calling (225) 389-3259.
5. The contract title, bidder's name, address and bid opening date should be clearly printed or typed on the
outside of the bid envelope. Only one bid will be accepted from each bidder for the same job. Alternates
will not be accepted unless specifically requested in the proposal. Submission of more than one bid or
alternates not requested may be grounds for rejection of all bids by the bidder.
6. The method of delivery of bids is the responsibility of the bidder. All bids must be received by the
Purchasing Division, 222 Saint Louis Street, 8th Floor, Room 826, Baton Rouge, LA 70802 on or before
the specified bid opening date and time. Late bids will not be considered under any circumstances.
7. Failure to deliver within the time specified in the bid will constitute a default and may cause cancellation
of the contract. Where the city has determined the contractor to be in default, the city reserves right to
purchase any or all products or services covered by the contract on the open market and to charge the
contractor with cost in excess of the contract price. Until such assessed charges have been paid, no
subsequent bid from the defaulting contractor will be considered.
8. Except for bids submitted through the www.bidexpress.com on-line bidding site, bids shall be accepted
only on proposal forms furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing
Division. The City - Parish will only accept bids from those bidders in whose names the proposal forms
and/or specifications were issued. Altered or incomplete proposals, or the use of substitute forms or
documents, shall render the bid non- responsive and subject to rejection. The entire proposal package,
including the specifications and copies of any addenda issued shall be submitted to the Purchasing
Division as the bid.
9. All proposals must be typed or written in ink. Any erasures, strikeover and/or changes to prices should be
initialed by the bidder. Failure to initial may be cause for rejection of the bid as non-responsive.
10. All proposals must be manually signed by a properly authorized party. Failure to do so shall cause the
bid to be rejected as non-responsive.
Rev. 11/2018. A21-0404 LEED CERTIFIED Janitorial Services for Goodwood Library
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11. Where one or more vendor's exact products or typical workmanship is designated as the level of quality
desired or equivalent, the Purchasing Division reserves the right to determine the acceptability of any
equivalent offered. If bidding other than specified, sufficient information should be enclosed with the bid
in order to determine quality, suitability, and compliance with the specifications. Failure to comply with
this request may eliminate your bid from consideration. If requested, literature and/or specifications must
be submitted within five (5) days.
12. Written addenda issued prior to bid opening which modifies the proposal shall become a part of the
proposal for bid, and shall be incorporated within the purchase order and/or contract. Only a written
interpretation or correction by Addendum shall be binding. Bidders shall not rely upon any interpretation
or correction given by any other method.
13. For Printing solicitations, artwork, dies and/or molds shall become the property of the City - Parish
Government and must be returned to the Purchasing Division, 222 Saint Louis Street, 8th Floor, Room
826, Baton Rouge, LA 70802, upon completion of the order.
14. All applicable chemicals, herbicides, pesticides and hazardous materials must be registered for sale in
Louisiana by the Department of Agriculture, State of Louisiana, registered with the EPA and must
meet all requirements of Louisiana State Laws. Bidders should submit product label, material safety data
sheet and EPA registry number with bid or within five (5) days of request from purchasing office. This
information will be required on any subsequent deliveries if there is a change in chemical content or a
different product is being supplied. Failure to submit this data may be cause for the bid to be rejected or
15. Delivery of items must be made on time to City - Parish final destinations within East Baton Rouge Parish.
All freight charges shall be prepaid by vendor.
16. The City - Parish reserves the right to award items separately, grouped or on an all-or-none basis and to
reject any or all bids and waive any informalities.
17. The State of Louisiana Code of Governmental Ethics places restrictions on awarding contracts or purchase
orders to persons who are employed by any agency of the City - Parish Government, or any business
of which he or his spouse has more than a twenty-five percent (25%) interest. The Code also prescribes
other restrictions against conflict of interest and establishes guidelines to assure that appropriate
ethical standards are followed. If any question exists regarding potential violation of the Code of Ethics,
bidders should contact the Purchasing Division prior to submission of the bid. Any violation of the Code
of Ethics shall be grounds for disqualification of bid or cancellation of contract.
18. All Prices bid shall remain in effect for a period of at least sixty (60) days. City - Parish purchases are
exempt from state and local taxes.
19. The City - Parish reserves the right to terminate this contract prior to the end of the contract period on
twenty-four (24) hours written notice for unsatisfactory performance. Termination under this paragraph
shall not relieve either party of any obligation or liability that may have occurred prior to the effective date
of termination.
20. In accordance with Louisiana Revised Statutes, a preference may be allowed for equivalent products
produced, manufactured or grown in Louisiana and/or firms doing business in the State of Louisiana.
Do you claim this preference if allowed?
YES NO . If this preference is claimed, attach substantiating information to the proposal to show the
basis for the claim.
21. Right To Audit Clause: The Contractor shall permit the authorized representative of the City-Parish to
periodically inspect and audit all data and records of the Contractor relating to his performance under this
Rev. 11/2018. A21-0404 LEED CERTIFIED Janitorial Services for Goodwood Library
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22. In accordance with the provisions of LA. R.S. 38:2212.9, in awarding contracts after August 15, 2010, any
public entity is authorized to reject the lowest bid from, or not award the contract to, a business in which
any individual with an ownership interest of five percent or more has been convicted of, or has entered a
plea of guilty or Nolo Contendere to any state felony crime or equivalent federal felony crime committed
in the solicitation or execution of a contract or bid awarded under the laws governing public contracts
under the provisions of Chapter 10 of this Title, professional, personal, consulting, and social services
procurement under the provisions of Chapter 16 of Title 39 of the Louisiana Revised Statutes of 1950, or
the Louisiana Procurement Code under the provisions of Chapter 17 of Title 39 of the Louisiana Revised
Statutes of 1950.
23. In accordance with Louisiana Law (R.S. 12:262.1 and 12:1308.2), all corporations and limited liability
companies must be in good standing with the Louisiana Secretary of State at the time of execution of the
24. Terms and Conditions: This solicitation contains all terms and conditions with respect to the purchase of
the goods and/or services specified herein. Submittal of any contrary terms and conditions may cause
your bid to be rejected. By signing and submitting a bid, vendor agrees that contrary terms and conditions
which may be included in their bid are nullified; and agrees that this contract shall be construed in
accordance with this solicitation and governed by the laws of the State of Louisiana as required by
Louisiana Law.
25. Certification of no suspension or debarment. By signing and submitting any bid for $25,000 or more, the
bidder certifies that their company, any subcontractors, or principals are not suspended or debarred by the
general services administration (GSA) in “Audit Requirements In subpart F of the Office of Management
and Budget’s uniform administrative requirements, cost principles, and audit requirements for federal
awards” (Formerly OMB circular a-133).
A list of parties who have been suspended or debarred can be viewed via the internet at http://www.sam.gov.
26. Bid prices shall included delivery of all items F.O.B. destination or as otherwise provided. Bids containing
“Payment in Advance” or “C.O.D. requirements may be rejected. Payment is to be made within 30 days
after receipt of properly executed invoice or delivery, whichever is later.
27. Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract
award will be given at the bid opening or during the evaluation process. Bids may be examined within 72
hours after bid opening. Information pertaining to completed files may be secured by visiting the
Purchasing Division during normal working hours. Written bid tabulations may be accessed at:
28. Contractor agrees, upon receipt of written notice of a claim of a claim or action, to defend the claim or
action, or take other appropriate measure, to indemnify, and hold harmless, the city, its agents and
employees from and against all claims and actions for bodily injury, death or property damages caused
by fault of the contractor, its officers, its agents, or its employees. Contractor is obligated to indemnify
only to the extent of the fault of the contractor, its officers, its agents, or its employees, however the
contractor shall have no obligation as set forth with respect to any claim or action from bodily injury, death
or property damages arising out of the fault of the City, its officers, its agents, or its employees.
29. Vendors submitting signed bids agree to EEOC compliance and certify that they agree to adhere to the
mandates dictated by Title VI and VII of the Civil Right Act of 1964, as amended by the Equal Opportunity
Act of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the
Vietnam Era Veteran’s Readjustment Assistance Act of 1974, Title IX of the Education Amendments
of 1972, the Age Act of 1975, and agrees to abide by the requirements of the Americans with Disabilities
Act of 1990.
Bidders must agree to keep informed of and comply with all federal, state and local laws, ordinances and
regulations which affect their employees or prospective employees.
Rev. 11/2018. A21-0404 LEED CERTIFIED Janitorial Services for Goodwood Library
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30. The City of Baton Rouge, Parish of East Baton Rouge launched a new Enterprise Resource Planning
(ERP) system, Vendor Self Service (VSS) via Munis. VSS replaced the legacy vendor database and will
be used by all departments and agencies citywide.
Vendor Self-Service (VSS) enables vendors to register and maintain information about their organization
for the purpose of doing business with City-Parish and receive notifications of business opportunities.
The City-Parish procurement activities are subject to the State of Louisiana Public Bid Law, local city-
parish ordinances as well as applicable federal statutes as directed by grant providers. Vendors must be
registered to receive bid notifications.
New vendors or existing vendors who need to create a VSS account can do so clicking the
Registration link at: http://brla.gov/vss.
Vendors are encouraged to review the step by step
https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self-Service-Registration-Guide-PDF before
beginning the registration process which may be assessed at
https://www.brla.gov/DocumentCenter/View/4899/Vendor-Self- Service-Registration-Guide-PDFide.
Additional information regarding how to do business with EBR City-Parish is available at:
We also post our scheduled bid openings, as well as unofficial bid tabulations after the bids have
opened at:
Note: Commodity codes are required for setting up your profile. These numbers tell us what commodities
and services that you can provide. When agencies request products or services, our buyers pull
directly from these numbers to send out solicitations, bids, and quotes. The first 3 numbers are the class
numbers; the subclasses are two digit numbers that better describe the commodity or service. For
questions regarding commodity codes, please contact purchasing at (225) 389-3259 Ext 0.
Important! - A W-9 Form is required in order to do business with City-Parish. Part of the online enrollment
process requires you to upload a completed W-9 form. Please have the completed form in an electronic
format so that you can submit it as part of the registration process. The W-9 form can be downloaded from
the IRS website. We have created step by step directions on how to properly complete the W-9 Form.
Rev. 11/2018. A21-0404 LEED CERTIFIED Janitorial Services for Goodwood Library
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