Project Information

Bid Title

Purchase of Microsoft Office Product Subscriptions

Issuing Agency

Terrebonne Parish

Location

Louisiana

Published Date

Nov 22, 2025

Closing Date

Dec 5, 2025

Government Level

State & Local

Status

Closed

Ref. #

Bid 25-COMM-46

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Closing Date	Related Documents
Bid 25-COMM-46	Purchase of Microsoft Office Product Subscriptions	12/05/2025 2:00 pm	Bid Packet

Attachment Preview

INVITATION TO BIDDERS

Electronic bids will be received on December 5, 2025 by the Terrebonne Parish Consolidated Government

(TPCG) Purchasing Division submitted through Central Auction House (CAH). Bid submittals will be accepted

until 2:00 P.M. CST at which time bids will be retrieved from the CAH site and read aloud in the TPCG

Purchasing Division Conference Room at 301 Plant Road Houma, LA 70363.

Bid documents are posted on http://www.centralauctionhouse.com/rfp.php?cid=65. To view, download,

receive bid notices by e-mail and submit a bid, you must register with CAH. For information about the

electronic submittal process and registration fees, contact Bobby Callender with CAH at 225-810-4814.

Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions for Various Parish Departments

Specifications and bid documents are on file at the City of Houma Service Complex, Purchasing Division, 301

Plant Road, in Houma, Louisiana and posted on the Terrebonne Parish web site at

tpcg.org/Purchasing/Bidopportunities. Documents may be obtained for review by prospective bidders in the

aforementioned manner; however, vendors/contractors must submit their bids electronically through CAH.

Please contact Brain Rodrigue, Network Administrator at 985-873-6483 with regard to the specifications or

Gina Bergeron, Procurement Specialist III, at 985-580-7272 with regard to any clarifications or information

about bid submittal requirements.

The Terrebonne Parish Consolidated Government (TPCG) reserves the right to reject any and all bids in

accordance with Louisiana State Bid Law.

/s/ Jason W. Bergeron

Jason W. Bergeron, Parish President

Terrebonne Parish Consolidated Government

Publish: November 21st & 28th 2025

To Courier: November 17, 2025

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Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions

REQUIREMENTS AND INSTRUCTIONS FOR BIDDERS FOR

Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions for Various Parish Departments

Please Read Carefully

GENERAL: The Terrebonne Parish Consolidated Government (TPCG) is soliciting bids for yearly subscriptions of

Microsoft Office products for the TPCG Department of Communication located at 8026 Main Street, Suite 405

Houma, LA 70360.

INTERPRETATIONS AND ADDENDA: All questions about the meaning or intent of the Bidding Documents are to be

directed to Gina Bergeron, Procurement Specialist III as set forth herein. Interpretations, clarifications, or

modifications considered necessary by Gina Bergeron, Procurement Specialist III in response to such questions will

be issued by Addenda and posted to the CAH (http://www.centralauctionhouse.com/rfp.php?cid=65) site.

Bidders shall promptly notify Gina Bergeron, Procurement Specialist III at 985-580-7272 or via email at

gbergeron@tpcg.org of any ambiguity, inconsistency, or error that may be discovered upon examination of the

Bidding Documents. Bidders requiring clarification or interpretation of any of the Bidding Documents shall make a

written request to Gina Bergeron, Procurement Specialist III at the aforementioned email address .

All requests pertaining to questions about the meaning or intent of the Bidding Documents received less than seven

days prior to the date for opening of Bids may not be answered unless, in the opinion of Gina Bergeron, Procurement

Specialist III, the ambiguity in the Bidding Documents is so significant that it may necessitate postponement of the

Bid date and issuance of an addendum to respond to the Bidder’s request.

Any interpretation, clarification, correction, or modification to the Bidding Documents shall be only by a written

addendum and posted to the CAH site. Interpretations, clarifications, corrections or modifications made by any

other manner shall not be binding and shall not be relied upon by Bidders. Addenda shall be transmitted in

accordance with Louisiana Bid Law.

Addenda may also be issued to modify the Bidding Documents as deemed advisable by OWNER. Prior to submittal

of bids, each Bidder shall ascertain that he has received all addenda issued. Failure by a Bidder to acknowledge

each individual addendum shall render that Bidder's Bid non-responsive.

SUBSTITUTE MATERIAL AND EQUIPMENT OR “OR EQUAL” ITEMS: Any product or service bid shall conform to all

applicable federal and state laws and regulations and the specifications contained in the solicitation.

Whenever materials or equipment are specified or described in the Bidding Documents by using the name of a

certain brand, make, supplier, manufacturer, or definite specification; the naming or specification of the item is only

intended to denote the quality standard of the item desired and to convey and establish the general style, type,

character and quality of material , equipment or product desired and does not restrict bidders to the specific brand,

make, manufacturer, or specification named; and that equivalent products may be acceptable.

Bidder must specify the brand and model number of the product offered in his / her bid. Bids not specifying brand

and model numbers shall be considered as offering the exact products specified in the solicitation.

PREPARATION AND SUBMISSION OF BIDS: Bids shall be electronically submitted to the CAH site by the time

indicated in the Invitation to Bidders.

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Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions

Bid pricing and product model/stock/part numbers shall be inserted in the proper fields provided on the CAH site.

When the solicitation is for a service and part/stock/model number(s) do not apply, insert “N/A” in the required

field on the CAH site. All accompanying documents must be uploaded to the site by the bid opening time and date

herein.

The following items are to be uploaded as an attachment to the CAH site with your bid:

• Completed Official Bid Form Section “A

• **Signature Authorization: (Required By ALL Bidders) Written evidence of the person

signing the bid SHALL be submitted at the time of bidding, in accordance with LA R.S.

38:2212(B)(5) as follows:

(a) The signature on the bid is that of any corporate officer listed on the most current annual report

on file with the secretary of state, or the signature on the bid is that of any member of a partnership,

limited liability company, limited liability partnership, or other legal entity listed in the most

current business records on file with the secretary of state.

(b) The signature on the bid is that of an authorized representative as documented by the legal

entity certifying the authority of the person.

(c) The legal entity has filed in the appropriate records of the secretary of state of this state an

affidavit, resolution, or other acknowledged or authentic document indicating the names of all

parties authorized to submit bids for public contracts. Such document on file with the secretary of

state shall remain in effect and shall be binding upon the principal until specifically rescinded and

canceled from the records of the office.

**Failure to include the appropriate signature authorization shall result in

rejection of the bid as non-responsive.

MODIFICATION AND WITHDRAWAL OF BIDS: Modifications to bids, through bidder’s CAH account, can be made

until the date and time of the bid opening. The Bidder must contact CAH for instructions for the withdrawal of a bid

in its entirety prior to the time of the scheduled bid opening. Withdrawal of a Bid will not prejudice the rights of a

Bidder to submit a new Bid prior to the Bid Date and Time. After expiration of the period for receiving Bids, no Bid

may be withdrawn, modified, or explained except as provided for herein.

In accordance with Louisiana law, more particularly, R.S. 38:2214, as may be amended, bids containing patently

obvious, unintentional, and substantial mechanical and clerical, or mathematical errors, or errors of unintentional

omission of a substantial quantity of work, labor, material, or services made directly in the compilation of the bid,

may be withdrawn by the bidder if clear and convincing sworn, written evidence of such errors is furnished to the

OWNER within 48 hours of the bid opening excluding Saturdays, Sundays and legal holidays.

Such errors must be clearly shown by objective evidence drawn from inspection of work papers, documents or

materials used in the preparation of the bid sought to be withdrawn. If the OWNER determines that the error is a

patently obvious mechanical, clerical or mathematical error, or unintentional omission of a substantial quantity of

work, labor, material or services as opposed to a judgment error, and that the bid was submitted in good faith, it

shall accept the withdrawal and return the bid security (when applicable) to the bidder. A bidder who attempts to

withdraw a bid under these provisions of this section shall not be allowed to re-submit a bid on the contract. Any

modifications or amendments to the above stated applicable State law shall supersede this procedure.

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Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions

A bidder may alter or correct an entry on the bid form Section “A” by crossing out the entry and initialing on the

line of change. Any ambiguity arising from entries altered or corrected on the Bid Form will cause the rejection of

said Bid as non-responsive.

OPENING OF BIDS: All Bids received prior to the announced closing time for the receipt of Bids stipulated in the

Invitation to Bidder will be opened publicly. Bids will be read aloud, and a tabulation of the amounts of the Base

Bids and alternates (if any) will be made available to Bidders after the opening of Bids.

Any uncertainty as to whether a Bid was submitted in time will be resolved against the Bidder.

BIDS TO REMAIN OPEN: The OWNER shall act not later than forty-five (45) calendar days after the date of opening

Bids to award such contract to the lowest responsible and responsive bidder or to reject all bids.

The OWNER and the lowest responsible and responsive bidder, by mutually written consent, may agree to extend

the deadline for award by one (1) or more extensions of thirty (30) calendar days.

AWARD OF CONTRACT: To the extent permitted by applicable local, state and federal laws and regulations, OWNER

reserves the right to reject any and all Bids for just cause. The Terrebonne Parish Consolidated Government reserves

the right to reject any and all bids in accordance with Louisiana State Bid Law.

In order to be responsive, the apparent low bidder must submit the additional information and documentation

required by the OWNER within the time delays established by law.

CONTRACT TERMS/EXTENSION(S): The contract period shall begin upon the issuance of the Notice of Award or the

date noted within. The initial term of the contract shall be for one (1) year. The contract may be extended for two

(2) additional one (1) year periods provided there is no change in the terms, conditions, specifications, and pricing

structure.

PRICES: Unless otherwise specified by TPCG in the solicitation, bid prices must be complete including transportation

prepaid by bidder to destination and firm for acceptance for a minimum of 45 days. If accepted, prices must be firm

for the contractual period. Bids other than F.O.B. Destination may be rejected. All bids must include freight/shipping

in unit pricing.

DELIVERY: TPCG desires delivery at the earliest possible date. It is imperative that the product(s)/service(s) be

delivered within the period stipulated on Section “A” of the Official Bid Form.

NEW PRODUCTS: Unless specifically called for in the solicitation, all products for purchase shall be new, never

previously used, and the current model and/or packaging. No remanufactured, demonstrator, used or irregular

products will be considered for purchase unless otherwise specified in the solicitation. The manufacturer’s standard

warranty will apply unless otherwise specified in the solicitation.

TERMINATION OF CONTRACT FOR CAUSE: The TPCG has the right to cancel any contract for cause by execution of

a written notice prior to the end of the contractual period indicated for infractions including but not limited to the

following: failure to deliver within the time specified; failure to meet specifications herein, failure to conform to

sample quality, pricing excessively high or out of line with other Contractors, misrepresentation by the contractor,

fraud, collusion, conspiracy, unlawful means of obtaining the contract, conflict constitutional or statutory provisions

of state or federal law and any other breach of contract. The Contractor shall be entitled to payment for deliverable

in progress to the extent that work has been performed satisfactorily.

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Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions

TERMINATION FOR CONVENIENCE: TPCG shall have the right to terminate the contract without cause and at

its convenience, with 30-day notice to the contractor/vendor.

TERMINATION FOR NON-APPROPRIATION OF FUNDS: Notwithstanding any provision herein, in the event sufficient

funds for the performance of this Agreement are not appropriated by TPCG in any fiscal year covered by this

contract, this agreement may be terminated by the TPCG giving notice to the Contractor of such facts and the

TPCG’s intention to terminate its financial obligation.

DEFAULT OF VENDOR: Failure to deliver the services within the time specified in the bid will constitute a default

and may cause cancellation of the contract. Where the TPCG has determined the Vendor to be in default, the TPCG

reserves the right to purchase any and/or all products or services covered by the contract on the open market and

to charge the Vendor with cost in excess of the contract price (liquidated damages). Until such assessed charges

have been paid, no subsequent bid from the defaulting Vendor will be considered.

CLAIMS OR CONTROVERSIES: The venue of any suit filed in connection with any claim shall be the Thirty-Second

Judicial Court, Parish of Terrebonne, State of Louisiana.

SPECIAL ACCOMMODATION: Any “qualified individual with a disability” as defined by the Americans with

Disabilities Act who has submitted a bid and desires to attend the bid opening, must notify this office in writing no

later than seven (7) days prior to the bid opening date of the need for special accommodations. If the request cannot

be reasonably provided, the individual will be informed prior to the bid opening.

COMPLIANCE WITH CIVIL RIGHTS: By submitting and signing this bid, Bidder agrees to abide by the requirements

of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended, The Veterans Readjustment

Assistance Act of 1974, Title IX of the Education Amendments of 1972, The Age Act of 1975, and Bidder agrees to

abide by the requirements of the Americans with Disabilities Act of 1990. Bidder agrees not to discriminate in its

employment practices and will render services under any contract enter into as a result of this solicitation without

regard to race, color, religion, national origin, veteran status, political affiliation, or disabilities. Any act of

discrimination committed by Bidder or failure to comply with these statutory obligations when applicable, shall be

grounds for termination of any contract entered into as a result of this solicitation.

NON-COLLUSION AFFIDAVIT- In accordance with La. R.S. 38:2224, successful bidders must submit a fully executed

Non-Collusion Affidavit within ten (10) days after receipt of Notice of Award.

SAFETY DATA SHEETS: 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 EPA and must meet all

requirements of Louisiana State Laws. Bidders must submit product label, material safety data sheet and EPA

registry numbers with the delivery of each applicable product. 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 cause the contract to be cancelled.

CLEAN AIR ACT: Bidder acknowledges that the Clean Air Act (CAA) is the comprehensive federal law regulating air

emissions from stationary and mobile sources. Among other things, this law authorizes EPA to establish National

Ambient Air Quality Standards (NAAQS) to protect public health and public welfare and to regulate emissions of

hazardous air pollutants.

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Bid 25-COMM-46 Purchase of Microsoft Office Product Subscriptions

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 611420Computer Training

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