Hay Cutting & Baling Services

NORTHWESTERN STATE UNIVERSITY
ISSUE DATE: ___________
Purchasing Office NSU RFQ NO: RQ26-0001
St. Denis Hall
Natchitoches, Louisiana 71497
Email:purchasing@nsula.edu
(318) 357-4496
REQUEST FOR QUOTATION
REQUEST FOR QUOTATION: This Quotation, subject to the conditions herein stated and attached hereto, will be
received at this office until:
Tuesday, May 19, 2026, 2:00PM (CST)
And then opened for furnishing the items and/or services as described for Northwestern State University.
VENDORS MAY RETURN REQUEST FOR QUOTATION BY EMAIL.
DESCRIPTION
Hay Cutting and Baling Services
Northwestern State University
INSTRUCTIONS:
1. Your Request for Quotation should be made on this form and returned by mail, email, or in person.
2. The University cannot accept quotations or addenda by phone.
3. Any quotation received after deadline will be considered non-responsive.
4. All prices are to be quoted complete and FOB Natchitoches (freight prepaid)
5. All prices must be firm.
6. DO NOT include Federal Excise Tax.
7. Unless otherwise specified, all quotes shall be binding for 30 calendar days from date of RFQ opening
QUOTING VENDORS, PLEASE FILL IN ALL BLANK SPACES AND SIGN BELOW
Terms will be _______________ and shipment will be received within ___________________ days after receipt of order.
Delivery may be a consideration in the award.
______________________________________________________ _____________________________________________________
VENDOR NAME SIGNATURE AUTHORITY (Re: L.R.S. 39:1594(Act 121)
_______________________________________________________ _______________________________________________________
ADDRESS PRINTED NAME
______________________________________________________ ______________________________________________________
CITY, STATE, ZIP TITLE
________________________________________________________ _______________________________________________________
TELEPHONE NUMBER FEDERAL TAX IDENTIFICATION NUMBER (FIN)
____________________________________________________________________
EMAIL ADDRESS DATE
________________________________________________________________________________________________________________________________________
ACCEPTANCE by NORTHWESTERN STATE UNIVERSITY Date
Recommendation: ______________________________________________________________________________________________________________________
______________________________________________________________________________________________________________________
Approved: ___________________________________________
Ashlee Grayson, Director of Purchasing

PAGE 2 OF 11
INSTRUCTIONS TO QUOTING VENDOR
l. RFQ Forms: All written quotes, unless otherwise provided for, must be submitted on, and in accordance with,
forms provided, properly signed. Quotes submitted in the following manner will not be accepted:
l. Quote contains no signature indicating intent to be bound;
2. Quote filled out in pencil; and
3. Quote not submitted on NSU's standard forms.
Quote must be received at the address specified in the Request for Quotation prior to the RFQ opening time in order
to be considered. Any quote received after the opening time will not be considered. Telegraphic and fax alterations
to quotes received before the RFQ opening time will be considered provided formal quotation and written
alteration have been received and time-stamped before RFQ opening time.
2. Quote Submission: Firms/individuals who are interested in providing services requested under this Request for
Quote must submit quotation containing the information specified in this solicitation. The quotation must be received
by the Purchasing Office on or before (2:00 P.M.) Central Daylight Time on the date specified. Quoters mailing their
submittals shall allow sufficient mail delivery time to ensure receipt of their submittal by the time specified. The
submitted quote must be delivered at the Quoter's expense to:
Attn: Ashlee Grayson
Director of Purchasing
Business Affairs/St. Denis Hall
200 Sam Sibley Drive
Northwestern State University
Natchitoches, LA 71497
3. Prices: The quoter must state the prices (written in ink, in figures) for which he proposes to furnish each item and
shall show the total extended amount for each based on the quantities shown. In case, however, of conflict between
the unit price and the extended amount, the unit price shall govern. Unit prices should be inclusive of any freight
charges.
4. Standard of Quality: Any product or service shall conform to all applicable Federal and State laws and regulations
and the specifications contained in the RFQ. Unless otherwise specified in the RFQ, any manufacturer's name, trade
name, brand, name, or catalog number used in the specifications is for the purpose of describing the quality level and
characteristic required. Quoter must specify the brand and model number of the product offered in his quote. Quotes
not specifying brand and model number shall be considered as offering the exact products specified in the RFQ.
5. RFQ Opening: Quoters may attend the RFQ opening, but no information or opinions concerning the ultimate
contract award will be given at the RFQ opening or during the evaluation process. Quotes may be examined 72 hours
after request is made. Information pertaining to completed files may be secured by visiting Northwestern State
University Purchasing during normal working hours. Written tabulations will not be furnished.
6. Award: Award will be made to the lowest responsible quoting vendor, taking into consideration the quality of the
services to be supplied, their conformity with specifications, the purposes for which they are required, and the time
for delivery. Northwestern State University Purchasing reserves the right to award items separately, grouped or on
an all-or-none basis and to reject any or all quotes and waive any informalities. Only the issuance of a Purchase Order
constitutes acceptance on the part of the University.
Initials:_____

7. Reject: The University reserves the right to reject any and all quotes, and to waive any informalities. The right
is reserved to award contracts separately, grouped, or an all-or-none basis. Missing quote information, including
Signature Authority and Performance Bond information, and/or exceptions to terms and conditions may cause
the quote to be rejected. All rejected goods will be at seller's risk and expense, subject to seller's prompt advice as
to disposition.
8. U.S. Taxpayer Identification Number: Enter your taxpayer identification number in the appropriate space on
the Specifications and RFQ Form Page. For individuals and sole proprietors, this is your social security number.
For other entities, it is your employer identification number. PAYMENT CANNOT BE PROCESSED
WITHOUT YOUR TAX I.D. NUMBER.
9. Taxes: The State is exempt from sales/use tax. Vendor is responsible for including all applicable taxes in the quote
price.
10. Contract Renewals: Upon Agreement of Northwestern State University Purchasing and the contractor, an open-
ended requirements contract may be extended for 2 additional 12-month periods at the same prices, terms and
conditions. In such cases, the total contract term cannot exceed 36 months.
11. Contract Cancellation: Northwestern State University reserves the right to cancel this contract with thirty (30)
days written notice.
12. Termination: Either party may terminate this Agreement upon ten (10) days written notice, without further
liability to any other party, in the event Force Majeure causes the continued performance under this Agreement to be
impossible or impracticable.
13. Force Majeure: Neither party shall be responsible for any failure to perform or delay in performing any of its
obligations under this Agreement to the extent that such failure or delay, results from causes beyond the control of
the party. Such causes shall include but not be limited to, Acts of God, acts of the government in its sovereign or
contractual capacity, fires, floods, earthquakes, epidemics, pandemic quarantine restrictions, freight embargoes,
riots, strikes, civil or military authority, acts of public enemy or war.
14. Default of Contractor: Failure to deliver within the time specified in the RFQ will constitute a default and
may cause cancellation of the contract. Where the Northwestern State University Purchasing has determined the
contractor to be in default, NSU Purchasing reserves the 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 quote from the defaulting contractor will be considered.
15. Indemnity: Contractor agrees, upon receipt of written notice of a claim or action, to defend the claim or action,
or take other appropriate measure, to indemnify, and hold harmless, the state, its officers, its agents and its
employees from and against all claims and actions for bodily injury, death or property damages caused by the 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 above with respect to any claim of action from bodily injury, death or property damages arising out of
the fault of the state, its officers, its agents or its employees.
16. Davis Bacon Act: The Davis-Bacon Act, United States Code, Title 40, Chapter 3, Section 276(a) requires all
laborers and mechanics employed by contractors and subcontractors who work on construction projects financed by
federal assistance to be paid wages not less than those established by the Secretary of Labor for the locality of the
project when required by federal grant program legislation.
17. Order of Priority: In the event there is a conflict between the Instructions to Quoting Vendors or General
Conditions and the Special Conditions, the Special Conditions shall govern.
18. Applicable Law: All contracts shall be construed in accordance with and governed by the laws of the State of
Louisiana.
Initials:_____

19. Discrimination and EEOC COMPLIANCE: The contractor agrees to abide by the requirements of the following
as applicable: Title VI and VII of the Civil Rights 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 1972, and
contractor agrees to abide by the requirements of the Americans With Disabilities Act of 1990: Contractor agrees not
to discriminate in its employment practices, and will render services under this contract without regard to race, color,
religion, sex, national origin, veteran status, political affiliation, disabilities, or in accordance with KBB 2004-54
because of an individual's sexual orientation. Any act of discrimination committed by Contractor, or failure to comply
with these statutory obligations when applicable shall be grounds for termination of this contract.
20. Scope of Contract: Furthermore, submittal of any terms and conditions contrary to those of the State of Louisiana
may cause your quote to be rejected. By signing this form terms and conditions which may be included in your quote
are nullified, and contractor agrees that this contract shall be construed in accordance with and governed by the laws
of the State of Louisiana.
__________________________________________________
(Members of firm or person authorized to sign quotes for corporation)
QUOTING VENDOR MUST SIGN IN INK
Initials:_____

I M P O R T A N T
Signature Authority: In Accordance with L.R.S.39:1594 (Act 121), the person signing the quote must
be:
(1) any corporate officer listed on the most current annual report on file with the secretary of state,
or the signature on the quote is that of any member of a partnership or partnership in commendam
listed in the most current partnership records on file with the secretary of state; or
(2) an authorized representative of the corporation, partnership, or other legal entity and the
quoting vendor submits or provides upon request a corporate resolution, certification as to the
corporate principal, or other documents indicating authority which are acceptable to the public
entity, including registration on an electronic Internet database maintained by the public entity; or
(3) entity has filed in the appropriate records of the secretary of state in which the public entity is
located, an affidavit, resolution, or other acknowledged or authentic document indicating the
names of all parties authorized to submit quotes for public contracts.
By signing the RFQ, the quoting vendor certified compliance with the above.
WE ARE AN EQUAL OPPORTUNITY UNIVERSITY
Initials:_____

SPECIFICATION AND QUOTE FORM
Hay Cutting and Baling Service
Purpose: The purpose of this solicitation is to obtain a qualified contractor to cut, rake, bale, and remove hay
from university property under a structured agreement that provides value to the University.
Term of Contract: This initial contract will begin on July 1, 2026, and end on June 30, 2027. At the option
of Northwestern State University and the acceptance by the Contractor, this contract may be extended for
two (2) additional twelve (12) month periods at the same terms, prices, and conditions. Contract not to
exceed thirty-six (36) months.
Scope of Services: The Contractor shall provide all labor, equipment, fuel, and materials necessary to:
* Cut and rake hay in designated pasture areas
* Bale hay (round or square bales-must be specified in proposal)
* Remove hay from site within an agreed timeframe after baling
* Coordinate all activities with NSU Facilities & Plant Operations
Cutting Schedule:
* Minimum of one (1) cutting per year
* Up to multiple cuttings per year depending on weather and growth conditions
* All cutting schedules must be coordinated and approved by NSU Facilities
Measurement and Verification:
* All hay production shall be verified by NSU Facilities & Plant Operations staff
* Bale counts will be documented and certified by NSU
* Certified counts will be used for determining revenue share and/or payments owed to NSU
Site Conditions & Access:
* Contractor must coordinate all site access with NSU Facilities
* Contractor is responsible for avoiding damage to:
Utilities
o
Fencing
o
Drainage structures
o
* Any damage caused by Contractor shall be repaired at Contractor's expense .
Exclusions:
* Areas not suitable for hay production will be maintained by NSU grounds staff
* NSU reserves the right to exclude areas from cutting operations at any time
Initials: _____

1. It should be understood that the name of the University will not be used in any way in advertising this
type of service or to assist the vendor in sales of this type of service to other organizations. The University
will not endorse the successful vendor's service in any way.
2. The University reserves the right to request a financial statement be furnished to help determine vendor's
ability to carry out this service.
3. The University reserves the right to reject any and all quotes for convenience or any other reason.
4. Failure to cut the field within 15 days' notice can result in nullification of the contract.
5. The University must receive a percentage of gross revenue from the hay cutting and baling services.
Revenue Model
* Contractor retains 100% of hay produced
* Contractor shall pay NSU $___________ per bale
* Size and Type of Bale ______________________ (Ex. 4x6ft Round)
Initials:_____

Approximately 8.5 acres

INDEMNIFICATION AGREEMENT
The _____________________________ agrees to protect, defend, indemnify, save, and hold harmless the
(Contractor/Subcontractor/Lessee/Supplier)
State of Louisiana, all State Departments, Agencies, Boards and Commissions, its officers, agents,
servants and employees, including volunteers, from and against any and all claims, demands, expense and
liability arising out of injury or death to any person or the damage, loss or destruction of any property
which may occur or in any way grow out of any act or omission of ______________________________,
(Contractor/Subcontractor/Lessee/Supplier)
its agents, servants, and employees, or any and all costs, expense and/or attorney fees incurred by
_________________________________ as a result of any claim, demands, and/or causes of action
(Contractor/Subcontractor/Lessee/Supplier)
except those claims, demands and/or causes of action arising out of the negligence of the State of
Louisiana, all State Departments, Agencies, Boards, Commissions, its agents, representatives, and/or
employees. _________________________________ agrees to investigate, handle, respond to, provide
(Contractor/Subcontractor/Lessee/Supplier)
defense for and defend any such claims, demand, or suit at its sole expense and agrees to bear all other costs
and expenses related thereto, even if it (claims, etc.) is groundless, false or fraudulent.
Accepted by _________________________________________
Company Name
_________________________________________
Signature
_________________________________________
Title
Date Accepted ____________________________________
Is Certificate of Insurance Attached? _____Yes _____ No
Contract No. ____________________________ for __________________________________________________________
State Agency Number and Name
PURPOSE OF CONTRACT: ___________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
Initials:_____

INSURANCE REQUIREMENTS FOR CONTRACTORS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such
insurance shall be included in the Contractor's Quote.
A. MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability "occurrence" coverage form CG 00 01
(current form approved for use in Louisiana). "Claims Made" form is unacceptable.
2. Insurance Services Office form number CA 00 01 (current form approved for use in Louisiana). The
policy shall provide coverage for owned, hired, and non-owned coverage. If an automobile is to be
utilized in the execution of this contract, and the vendor/contractor does not own a vehicle, then
proof of hired and non-owned coverage is sufficient.
3. Workers' Compensation insurance as required by the Labor Code of the State of Louisiana, including
Employers Liability insurance.
B. MINIMUM LIMITS OF INSURANCE
Contractor shall maintain limits no less than:
1. Commercial General Liability: $1,000,000 combined single limit per occurrence for bodily injury,
personal injury and property damage.
2. Automobile Liability: $1,000,000 combined single limit per accident, for bodily injury and property
damage.
3. Workers Compensation and Employers Liability: Workers' Compensation limits as required by the
Labor Code of the State of Louisiana and Employers Liability coverage. Exception: Employers'
liability limit is to be $1,000,000 when work is to be overwater and involves maritime exposure.
C. DEDUCTIBLES AND SELF-INSURED RETENTIONS
Any deductibles or self-insured retentions must be declared to and approved by the Agency. At the
option of the Agency, either 1) the insurer shall reduce or eliminate such deductibles or self-insured
retentions as respects the Agency, its officers, officials, employees and volunteers, or 2) the Contractor
shall procure a bond guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
Initials:_____