Vendor Questions/Answers

What does my company need to do to subscribe to the State of Louisiana's Bidders List?


You can register to automatically receive notifications/solicitations in your selected commodity classes. You may register via the Internet at the Louisiana Procurement and Contract Network (LaPAC) website to receive email notifications (Free Service).

 

• You must submit a Federal W-9 Form (Request for Taxpayer Identification Number and Certification) before any awards can be issued to your company. This is not required with enrollment - you will be contacted when this is needed.

 

 




Does my company have to be on the Bidders List in order to bid?

It is not necessary for you to be enrolled on State Purchasing's computerized vendor list in order to bid. However, if you wish to automatically receive notification, you must register online to receive email notification.

 







Is there a fee for this bid subscription service?

There is no fee to register online in LaPAC.






Can my company have solicitations mailed to more than one address?

You may register online with more than one address at no charge.


 

What is my vendor number?

Your vendor number usually begins with your company's Federal Taxpayer Identification Number. This nine digit number used by the federal government to identify your organization - it may be found with most Federal Tax records, specifically on those used when depositing withholding and FICA taxes. If your organization does not have a Federal Taxpayer Identification Number, your Social Security number would be used. A two-digit location number is added to either number to complete the 11-digit vendor number. Location number would be 00 if only one location exists.

Will my company get bids from other state agencies once I am enrolled?

State agencies have the option of using State Purchasing's computerized vendor list, but they are not required to do so. State agencies are responsible for soliciting the correct number of bona fide bidders in accordance with the law and may utilize our vendor database as a source tool.


Most exempt agencies, such as universities, have their own vendor databases. It is suggested that you contact the purchasing departments at each exempt agency.

 

(Click here to see the Louisiana State Agency List.)

 

Vendors that register through LaPAC and do business with other agencies, universities, etc., will need to continue to work with those agencies to stay on their bid list since posting on LaPAC will be voluntary for them.

 

How long does it take for my Bidders Application to be processed?

Online registration is instant.


 

What needs to be done to change my company's name, address, telephone, fax number or selected commodities?

Online registrants in LaPAC may edit company information and revise enrollment categories 24 hours a day, 7 days a week.




 

Why hasn't my company received any bids?

The commodity class drives the electronic bid list. If you are not receiving bids or email notifications, you may not be enrolled in the correct commodity class.

 

Can I amend my selected commodity enrollment?

Online registrants in LaPAC may revise enrollment categories 24 hours a day, 7 days a week.




 

Can a company bid in a class other than the ones designated by online registration?

Yes. Companies are responsible for having knowledge of and requesting solicitations as our automated procurement system will not have included the company on the Bidders List. Any vendor can search LaPAC by department, commodity, or specific bid number. Solicitation forms and addenda can be printed and submitted by mail.




How do I find out what commodities I will receive bids for?

When you register online, you are given the opportunity to designate the commodity classes for which you wish to receive bids.


You may verify this information online at any time.

 

Are "faxed" bids acceptable for a sealed bid?

No. A faxed proposal does not guarantee the integrity and confidentiality of the sealed bid process. However, you may fax an addendum provided both your original bid and addendum have been received and time-stamped before the published bid opening date and time.

 

How will my bid be recognized?

Always mark the outside of your envelope with the file number and the bid -opening date and time.




Can a bid be accepted after the bid opening date and time?

Under no circumstances will late bids be accepted regardless of the reason. All bids must be received at the specified location by the bid opening date and time shown on the bid document.


If a bid is delayed by actions of the agency, and this delay prejudices a vendor, then the agency must cancel the solicitation and rebid.

 

How can I find out when bids are solicited which are estimated to be in excess of $25,000?

Bids over $25,000 are advertised in the State's Official Journal, "The Advocate", and in the local parish newspaper where the goods are to be delivered. (Note: "The Advocate" does not publish public notices/solicitations on its website.)


You may wish to register online in LaPAC to receive automatic email notification for those commodities you designate.

 

You may also wish to search LaPAC on our website by department, commodity, or specific bid number. Solicitation forms and addenda can be printed and submitted by mail.

 

When can my company bid an equivalent to the brand and model number listed in the Invitation to Bid?

Unless the bid specifically states "Proprietary" or "No other brands will be acceptable," equivalents are acceptable.

What are the most common mistakes that may cause a bid to be rejected?

• No signature on bid
• Bid not received on time
• Failure to quote price
• FOB Point changed
• Prices are not firm for duration of contract period
• Failure to meet or exceed the published specifications
• Estimated freight charges
• Failure to meet mandatory requirements
• Failure to submit bid bond if required
• Failure to provide proof of complete insurance information per solicitation requirements.
• Failure to make mandatory jobsite visits when required by the solicitation and provide verifications.
• Failure to attend mandatory pre-bid conferences when required by the solicitation.




Is it necessary to return a "no-bid"?

No, a company will not be removed from the Bidders List and a company's bidder's status will not be adversely affected.

 

Can you bid more than one brand and model on the same bid proposal?

Yes, each brand and model and price must be identified so that it can be clearly understood what you are bidding. Any alternates must meet or exceed the minimum specifications as outlined in the solicitation.

 

Why aren't bid results available the day of the bid opening?

Bids are tabulated in our automated purchasing system prior to release to the purchasing agents for evaluation. Depending on workloads, the tabulation process may take several days.

 

How soon after bids have opened can I get the results?

Bids may be reviewed 72 hours after bid opening by visiting State Purchasing. It is suggested that you make an appointment with the purchasing officer to review files. If it has been awarded, you can visit the file room and view the file.




How do we get bid results if we are out of state/town and cannot visit State Purchasing to review the files?

An unsuccessful bidder may be notified of the award, provided that he submitted with his bid a self-addressed stamped envelope and requested this information. The successful vendor is notified in the form of a purchase order.


Award information including successful vendor and their award total is posted to LaPAC.

Does State Purchasing publish bid results on the Internet?

Award information including successful vendor and their award total is posted to LaPAC on our website. Contract award information is posted daily to the Office of State Purchasing's website for order placement by the agencies.

How do I establish and continue a Brand Name or LaMAS Contract?

Click here to view Procedures for the Establishment and Continuance of a Brand Name or LaMAS Contract.

How do I establish and continue a Brand Name Microcomputer Contract?

Click here to view Procedures for the Establishment and Continuance of a Brand Name Microcomputer Contract.

How do I add commodities to an existing Brand Name Microcomputer Contract?

See instructions and form for adding commodities to an existing Brand Name Microcomputer Contract.

What services does the Louisiana Procurement and Contract Network (LaPAC) offer?

• Online self-registration to receive an immediate e-mail notification each time a solicitation or addenda is posted for a commodity for which you have registered.
• Register for as few or as many commodities as you wish, and you may edit your enrollment at any time.
• LaPAC may be viewed for a complete listing by department, by commodity category, or specific bid number. Complete bid documents may be viewed and those of interest can be printed and submitted by mail.
• Any addenda issued are listed along with original bid.
• Award information including successful vendor and their award total is posted to LaPAC.
• Ability to publicize your business to potential buyers. The listing of registered companies is available with a variety of search criteria.
• Ability to update company information and revise enrollment categories. ·
• Available 24 hours a day, 7 days a week.
• This a free service!
 

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