Current through Register Vol. 50, No. 9, September 20, 2024
A. All contracts for the drayage
and storage of voting systems shall be awarded by competitive sealed
bidding on a parish or regional basis.
B. If the Secretary of State
determines a bid will be awarded on a regional basis for drayage and
storage, the criteria shall include but not necessarily be limited
to:
1. not more than four parishes
in a region;
2. not more
than 1,000 voting systems in a region;
3. uniform beginning delivery time
with continuous drayage for each parish in a region;
4. uniform beginning return time
with continuous drayage for each parish in a region;
5. agreement will first be obtained
from each clerk of court for each parish to be included in a regional
bid; and
6. a cost
savings when bid on a regional basis.
C. Competitive sealed bidding shall
be accomplished by sending out written notices to persons known to be
able to provide the department's requirements, and by advertising in
accordance with
R.S.
18:19 and 1371 at least 30 days
prior to bid opening.
1. Written
notices shall be mailed to those persons who have previously
requested an invitation for bids for said parish or parishes, if
regional, within the previous four years. The written notices shall
be mailed to any parish governing authority included in the bid to be
let.
2. The written
notices and advertisements shall announce:
a. the type of contract;
b. the parish or region for which
the contract is required;
c. the method of acquiring an
invitation for bids; and
d. the date, time, and place of bid
opening.
3.
Advertisements shall be published in the official journal of the
state and in the official journal of the parish or parishes, if
regional, for which the contract is required. Advertisements shall be
published in a newspaper of general circulation printed in such
parish or parishes, if regional, or, if there is no newspaper printed
in such parish or parishes, if regional, in a newspaper printed in
the nearest parish that has a general circulation in the parish or
parishes, if regional, covered by the contract. The department may
publish notices in additional journals for maximum
coverage.
4. A notice
shall be sent to the parish governing authority and the clerk of
court of the parish or parishes, if regional, for which the contract
is required. The clerk of court shall prominently post such notice in
his office.
5.
Notification shall also be made available on the department's
election webpage at
www.GeauxVote.com.
D. The invitation for
bids shall contain:
1. complete
description of the transportation required;
2. all applicable terms,
conditions, and other requirements;
3. types and limits of insurance
required;
4. bid and
performance bonding requirements; and
5. factors which will be used to
determine responsibility and suitability of bidders.
E. Bids shall be
publicly opened and read as specified in the invitation for bids in
the presence of one or more witnesses. Bidders and the public may be
present at any bid opening.
AUTHORITY
NOTE: Promulgated in accordance with
R.S.
18:19 and 1371,
R.S.
36:742, and
R.S.
39:1594.
