Doing Business with the Police Jury

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Purchasing Procedures

ORGANIZATION

Procurement services for all Parish departments are centralized in the Finance Department under the direction of the Purchasing Agent. 

SALES CALLS AND CONTACTS

Office hours are from 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 5:00 p.m. Monday through Friday.  To conserve time and ensure you receive adequate attention, we urge you to call us at (337) 721-3660 and make a definite appointment before coming to the Purchasing Department. Routine “courtesy” visits are not encouraged as they can disrupt the daily work flow.

SPECIFICATIONS

Written specifications are used in the bidding and quote process to describe the required level of quality, quantity, delivery and scope of work. In addition to the specification, certain terms and conditions governing purchases are also outlined in the bid/quote form.

Vendor presentations to Parish departments and/or staff are performed at the vendor’s expense and in no manner guarantee or imply preferential treatment in the proposal-evaluation or ordering process.

Specifications prepared by the Calcasieu Parish Police Jury departments are carefully reviewed by the Purchasing Department to eliminate undue restrictions and other limitations which unnecessarily reduce competition.

Assistance provided by vendors in the specification writing process will not gain the vendor extra consideration in the proposal-evaluation or ordering process. If a vendor is called upon to provide expensive pre-purchase services, they may consider contracting separately with the department for the services rendered.

BASIS FOR AWARD

It is the Parish’s desire to develop maximum competition for all purchases and to make awards based on the lowest responsible and responsive bid received.

“Lowest responsible bidder” means the lowest bidder who offers best response in quality, fitness and capacity to the requirements of the proposed work or usage. Such factors as delivery times, quality, compatibility, references, experience, parts and service, freight costs, etc. play an important part in awarding a purchase order to the “lowest responsible bidder.”

A “responsive bid” is one which is in substantial conformance with the requirements of the specifications, the invitation to bid, and the Parish’s contractual terms and conditions. This would also include such things as completeness of the quotation forms, inclusion of references and attachments, and completion of required responses.

DELIVERY & INSPECTIONS

Shipment in almost all cases is to be made to the Calcasieu Parish Police Jury, FOB destination. Requirements for delivery are specified on all quotes, bids and purchase orders. Failure to meet the specified delivery dates may cause cancellation of the order and reflect adversely on your firm’s overall performance rating. Variations from the stated specifications may cause rejection of the delivery. 

BID RESULTS

Bid awards are a matter of public record. A recap of bids showing prices and awards are available for review. Contact the Purchasing Department for assistance or check the Parish’s website. 

CHANGE ORDERS

The purchase order is the Parish’s contract with the vendor. Therefore, any change to the contract must be in writing and authorized by the Purchasing Department. Department personnel may not make changes to the purchase order.

BILLING AND PAYMENT

The Parish requires invoices for each purchase order issued to the vendor. The purchase order number must appear on all invoices, shipping tags, and all correspondence relevant to the order. Payment is made after receipt of invoice and delivery and acceptance of material as specified on the purchase order. Unless otherwise stated, all orders shall be billed and shipped to addresses specified on the purchase order. The Parish tries to pay all invoices within thirty (30) days of receipt of invoice and acceptance of the order.

Questions regarding payment of invoices should be made to the Accounts Payable Department. You will need to reference the purchase order and invoice numbers.

TAX

The Parish is exempt from federal excise tax, and sales and use taxes.

GIFTS AND GRATUITIES

The Calcasieu Parish Police Jury maintains a strict policy prohibiting the acceptance by its employees of gifts and/or gratuities from any supplier or potential supplier.