Project Information

Bid Title

EMERGENCY CONTINGENCY CONTRACT FOR CATERING DURING A DECLARED EMERGENC

Issuing Agency

State Government of Louisiana

Location

Louisiana

Published Date

Jun 10, 2026

Closing Date

Jun 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

20008-A26-95036

Original Source

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Project Description

Bid Number	Description	Date Issued	Bid Open Date/Time
20008-A26-95036	EMERGENCY CONTINGENCY CONTRACT FOR CATERING DURING A DECLARED EMERGENC Original: 20008-A26-95036	06/10/2026	06/26/2026 11:00:00 AM CT

Contact Information for Bid # 20008-A26-95036

Department	Non State - East Baton Rouge City Parish Purchasing
Section	Purchasing
Dept Code	20008
Contact	Paul Narcisse
Address	222 St Louis St 8th Floor; Room 826 Baton Rouge, LA 70802
Phone	225-389-3259, Ext. 3265
Fax	225-389-4841
Email	pgore@brla.gov

Attachment Preview

INVITATION TO BID – SEALED BID

SEALED BIDS will be received by the PURCHASING DIVISION of the CITY OF BATON ROUGE, EAST

BATON ROUGE PARISH until 11:00 am CST, June 26, 2026

TITLE:

RETURN BID TO:

PURCHASING DIVISION

A26-95036 EMERGENCY CONTINGENCY CONTRAC

FOR CATERING DURING A DECLARED

EMERGENCY

FILE NO: 26-095036

Physical Address:

222 St. Louis Street

8th Floor Room 826

Baton Rouge, LA 70802

AD DATES: 06/10/26 & 06/17/2026

**NOTE: U.S. Postal Regular & Expedited Mail do not deliver

to our physical address; delays

SHIP TO ADDRESS:

MOHSEP

3733 Harding Boulevard

Baton Rouge, La. 70807

Contact Regarding Inquiries:

Purchasing Analyst: Elizabeth Miller

Telephone Number: 225-389-3259 x 3283

Email:

ermiller@brla.gov

VENDOR NAME

MAILING ADDRESS

REMIT TO ADDRESS

TELEPHONE NO.

CITY, STATE, ZIP

E-MAIL

FEDERAL TAX ID OR SOCIAL SECURITY NUMBER TITLE

AUTHORIZED SIGNATURE (Required)

PRINTED NAME

TO BE COMPLETED BY VENDOR:

CONTRACTORS LICENSE IF APPLICABLE

1. _________STATE DELIVERY DAYS MAXIMUM AFTER RECEIPT OF ORDER.

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.

No. Date:

No. Date:

Bidders should acknowledge all addenda and the date received.

The Bidder acknowledges receipt of the following issued ADDENDA

No. Date:

No. Date:

No. Date:

No. Date:

No. Date:

No. Date:

F.O.B.: DESTINATION - PAYMENT TERMS: NET 30

ALL BLANKS ON THIS PAGE SHOULD BE COMPLETED TO AVOID REJECTION OF BID

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. Bid must be signed

in the designated space above and by person authorized to sign for bidder.

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.

Revised 10-02-25

1

INSTRUCTIONS TO BIDDERS / TERMS & CONDITIONS - SEALED BIDS

Bidders are urged to promptly review the requirements of this specification 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 inquiry period. Otherwise, this will be construed as acceptance by the bidders

that the intent of the specifications is clear and that competitive bids may be obtained as specified herein.

Protests with regard to the specification documents will not be considered after bids are opened.

1.

Read the entire bid, including all terms and conditions and specifications.

2.

Bids are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders

to receive bids. Bidders should rely only on advertisements in the local newspaper, and should personally pick

up bids 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. The City will not accept fax proposals or proposals sent via e-mail.

3.

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.

4. The method of delivery of bids is the responsibility of the bidder. All bids must be received by the

Purchasing Division on or before the specified bid opening date and time. Late bids will not be

considered under any circumstances. NO FAXED OR EMAIL BIDS WILL BE ACCEPTED.

5.

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.

6.

The City Parish specifically reserves the right to evaluate bids and award items separately, grouped or on an all

or none basis, to accept the bid which is in the best interest of the City parish, and to reject all proposals if that is

in the best interest of the City Parish.

7.

Bid forms and submissions must be downloaded and submitted through the www.centralbidding.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

8.

All bids 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.

9.

All bids must be manually signed by a properly authorized party. Failure to do so shall cause the bid to be

rejected as non-responsive.

10. 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 seven (7) days.

11. Detailed factory specifications, illustrative literature and any deviations should be submitted with bid as required

by the specifications or on the bid form. Representative samples shall be submitted upon request, if appropriate.

Bidders proposing an equivalent brand or model should submit with the bid information (such as illustrations,

descriptive literature, and technical data) sufficient for the City to evaluate quality, suitability, and compliance with

the specifications in the solicitation.

Revised 10-02-25

2

12. Written addenda issued prior to bid opening which modifies the bid shall become a part of the 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. Failure

to acknowledge receipt of addenda (if any) shall render the bid non- responsive and subject to rejection.

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 the contract canceled.is being supplied. Failure to submit this data may be cause for the bid to

be rejected or the contract canceled.

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. EAST BATON ROUGE PARISH requires all products

to be new (current) and all work must be performed according to standard practices for the project. Unless

otherwise specified, no aftermarket parts will be accepted. Unless otherwise specified, all workmanship and

materials must have at least one (1) year guaranty, in writing, from the date of delivery and/or acceptance of the

project. Any deviations or alterations from the specifications must be indicated and/or supporting documentation

supplied with bid submission.. Late deliveries or unsatisfactory performance may be cause to cancel the

Purchase Order or contract.

16. EAST BATON ROUGE PARISH requires all products to be new (current) and all work must be performed

according to standard practices for the project. Unless otherwise specified, no aftermarket parts will be accepted.

Unless otherwise specified, all workmanship and materials must have at least one (1) year guaranty, in writing,

from the date of delivery and/or acceptance of the project. Any deviations or alterations from the specifications

must be indicated and/or supporting documentation supplied with bid submission

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. 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

19. 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.

20. All Prices bid shall remain in effect for a period of at least sixty (60) days. City - Parish purchases are excluded

from state and local taxes.

21. Acceptance of award by vendor, either in writing or by shipment of any article described herein, shall effectuate a

contract between City - Parish and vendor for the materials described herein, and no additional conditions or

amendments shall have any effect unless approved in writing by City - Parish.

22. The City - Parish is an equal opportunity employer, and does not discriminate against anyone on the basis of

race, sex, creed, color, religion, national origin, ancestry, reprisal, disability, sexual orientation, marital status or

political affiliation.

Revised 10-02-25

3

23. 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.

24. 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 contract.

25. 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.

26. 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.

27. 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. A list of parties who have been suspended or debarred can be viewed via the internet at

http://www.sam.gov.

b. A contract award must not be made to parties listed on the government wide exclusions in the System for

Award Management. (SAM), in accordance with OMB guidelines at 2 C.F.R. 180. SAM Exclusions

contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as

parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

28. Bid prices shall include 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.

29. East Baton Rouge Parish is exempt from paying sales tax under LSA-R.S. 47:301 (8)(c). All prices for purchases

by East Baton Rouge Parish of supplies and materials shall be quoted in the unit of measure specified and unless

otherwise specified, shall be exclusive of state and local taxes. The price quoted for work shall be stated in

figures. In the event there is a difference in unit prices and totals, the unit price shall prevail.

30. 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. Bid tabulations may be accessed at:

http://city.brla.gov/dept/purchase/bidresults.asp.

31. 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.

Revised 10-02-25

4

32. 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 contract.

33. 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.

34. 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.

35. All departments and agencies of the City of Baton Rouge, Parish of East Baton Rouge utilize an

Enterprise Resource Planning (ERP) system, Vendor Self Service (VSS) via the Tyler Technologies Munis

system.

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:

https://www.brla.gov/DocumentCenter/View/678.

We also post our scheduled bid openings, as well as unofficial bid tabulations after the bids have opened at

http://city.brla.gov/dept/purchase/bids.asp.

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.

Revised 10-02-25

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Commodity Codes

• NAICS 722310Food Service Contractors
• NAICS 722320Caterers

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