Eligibility to Bid |
The information offered here is to acquaint potential vendors with the rules and
regulations, policies and procedures governing the purchase of goods and
services through the City of Baton rouge and Parish of East Baton Rouge
Competitive bidding is the keystone of the process. You are invited to participate in bidding City-Parish work by completing the Business Profile Data Form (pages 2 and 3) and returning it to us
Prior to completing the Profile Form, we recommend you review the following documents:
Important Enrollment and Disclaimer Information
Instructions for Completing the Vendor Business Profile Data
NOTE: If your company is located
outside of the United States, and does not have a federal Taxpayer
Identification Number (FEIN or SSN), you must submit a paper application to
the Purchasing division.
Submit by email to firstname.lastname@example.org or print and fax to (225) 389-4841.
Hopefully, the information in this package will give you a
clearer understanding of the operation of City-Parish Purchasing. We
encourage all qualified vendors to participate in offering their goods and
services to the City-Parish.
It should be noted that the Purchasing Division does not
maintain bidder lists or issue bid packages for all City-Parish projects,
although the bids are normally received by Purchasing. The larger
construction and maintenance projects are normally issued through the Public
Works Department, and bid packages are obtained through the appropriate
division of that department. Purchasing will be glad to assist in directing
you to the appropriate personnel in the Public Works Department for those
projects not issued through Purchasing.
Submit by email to:
or mail to:
P.O. Box 1471
Baton Rouge, Louisiana 70821
Vendors are encouraged to visit City-Parish Purchasing from
9 a.m. - 12 noon, Monday through Friday. A scheduled appointment is
When visiting Purchasing, vendors should bring brochures,
photographs, descriptive materials and price lists that would familiarize
the Purchasing Buyers with your products and services.
Eligibility To Bid
All vendors desiring to provide goods and services through
the City-Parish Purchasing Division must complete the attached Business
Profile Data Form.
Each application submitted does not automatically
qualify the applicant to be placed on Purchasing mailing list. Each
application submitted will be reviewed by the Purchasing staff to determine
the vendor's ability to fulfill its contracts. City-Parish Purchasing
reserves the right to request additional information to fully determine the
Once a vendor has been qualified, he will normally receive
bid invitations for the listed areas and commodities as appropriate.
However, due to the large number of bidders, bid invitations may not include
all bidders for that commodity all the time.
Vendors submitting signed bids agree to EEOC compliance and certify that they agree to adhere to t
he 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 Veteranís 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
A bid is a response to a request for bids and constitutes the vendor's offer
to sell to the City-Parish specific items or services at a firm price, under
the contractual terms and conditions outlined in the bid request.
A positive response to a request for bids is our only indication of your
interest in City-Parish business. Failure to bid on four (4) consecutive
requests for bids may cause your name to be removed from the bidders' list.
You are requested to submit a "No Bid" response, if unable to bid.
All bids must be submitted on the forms furnished for this purpose and must
be filled out in ink or typewritten, signed in ink and mailed in the
Please do not erase, correct or write over any prices or figures necessary
for the completion of the bid. If a correction is necessary, each one must
be initialed. Failure to comply with the requirements may cause your bid to
If an error is made in extending total prices, the unit price will govern.
Under no circumstances will a unit bid price be altered or corrected.
Bids, or any part thereof, may be withdrawn prior to the time of bid opening
by a formal written request. Bids may not be withdrawn after being opened
unless bidder claims a patently obvious clerical or mathematical error in
accordance with State law.
Specifications should set out the essential characteristics of items being
purchased but written in a manner to invite open competition. Any
manufacturer's names, trade names, brand names, or catalog numbers used in
the specifications are for the purpose of describing and establishing
general quality levels. Such references are not intended to be restrictive
unless the invitation to bid specifically states that only the brand
specified will be considered for reasons of compatibility, etc.
When required, samples must be furnished at the specified time and date;
otherwise this may be cause for the bid to be rejected. Samples must be
submitted under separate cover, marked plainly with name and address of
bidder, bid number, bid opening dated, and correspondence indicating whether
or not bidder desires return of the sample. If the sample is to be returned,
shipping must be provided by vendor.
Seconds, irregulars, or shorts are not acceptable. All samples are subject
to mutilation as a result of testing, therefore, City-Parish assumes no
responsibility/liability for samples submitted.
The City-Parish reserves the right to require a performance bond. If
required, this performance bond must be received within a specified time
period after notification of awards.
If required, bid bond or certified check in the amount requested must be
attached to bid.
At the time of a formal bid opening (for materials, supplies or equipment
estimated to cost more than $20,000), vendors may record the results;
however, final awarding of the bid will not be announced at this time.
Vendors may inspect copies of the bids by making an appointment with the
appropriate buyer after the bid opening.
Any bid or amendment received after the bid opening date or time will not be
accepted for any reason or cause whatsoever.
All late bids will be returned unopened to the vendor.
Results of tabulation are available for inspection by the public in the
City-Parish Purchasing Office during normal working hours. No tabulations
are given over the telephone.
The tabulation remains on file for three (3) years. City-Parish Purchasing
welcomes public inspections of these records as an encouragement to
After a bid has been awarded, the successful bidder will be notified by mail
from City-Parish Purchasing.
A purchase order is a legal contract. Failure to perform is considered a
breach of contract.
A bidder may limit his bid to an acceptance of his entire bid; however, this
may cause his bid to be unacceptable under certain conditions.
Deliveries are to be made as stipulated in bid.
Upon delivery and acceptance of each order, the vendor shall bill the
City-Parish by an invoice to include Purchase Order number(s) and/or Payment
Voucher number(s), and contract award number. Invoices with missing
information may unnecessarily delay the payment process.
Vendors providing services to the City-Parish in the form of repairs,
maintenance, installations or other types of services will be required to
submit an Insurance Certificate in accordance with specifications provided
for each job.
The City-Parish is an Equal Opportunity Employer