Mail Services and Mail and Copy Center
| Agency: | State Government of Louisiana |
|---|---|
| State: | Louisiana |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jan 29, 2026 |
| Due Date: | Feb 19, 2026 |
| Solicitation No: | 50001-2683 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number | Description | Date Issued | Bid Open Date/Time |
| 50001-2683 |
Mail Services and Mail and Copy Center Original: 50001-2683 |
12/23/2025 |
02/19/2026
2:00:00 PM CT
|
|
Contact Information for Bid # 50001-2683
|
| Department | ++ University - LSU - Baton Rouge |
| Section | LSU Procurement Services |
| Dept Code | 50001 |
| Contact | Office of Procurement Services |
| Address |
213 Thomas Boyd Hall Baton Rouge, LA 70803-3001 |
| Phone | 2255782176 |
| Fax | 225-578-2292 |
| purchase@lsu.edu | |
| URL | http://www.procurement.lsu.edu |
Attachment Preview
REQUEST FOR PROPOSAL
BOARD OF SUPERVISORS OF
LOUISIANA STATE UNIVERSITY
AND AGRICULTURAL & MECHANICAL COLLEGE
SOLICITATION RFQ-0000002683
SUPPLIER #
SUPPLIER NAME AND ADDRESS
TITLE: Mail Services and Mail and Copy Center
BID DUE DATE AND TIME
02/10/2026 02:00 PM CT
RETURN BID TO
Louisiana State University and Agricultural and
Mechanical College
Procurement
213 Thomas Boyd Hall
Baton Rouge, LA 70803
Buyer
Jamie Phillips Maddie
Buyer Phone +1 (225) 578-7552
Buyer Email jphil41@lsu.edu
Issue Date 12/23/2025
This area left intentionally blank.
LSU IS AN EQUAL OPPORTUNITY/ACCESS UNIVERSITY
Rev. 2/25
Table of Contents
SECTION 1: INTRODUCTION AND BACKGROUND ................................................................................................................5
1.1 University Information ........................................................................................................................................... 5
1.2 Purpose ................................................................................................................................................................... 5
1.3 Goals and Objectives .............................................................................................................................................. 5
1.4 Key Challenges and Concerns ................................................................................................................................ 6
1.5 Resources................................................................................................................................................................ 6
1.6 Term ........................................................................................................................................................................ 6
SECTION 2: ADMINISTRATIVE INFORMATION .....................................................................................................................7
2.1 Definitions .............................................................................................................................................................. 7
2.2 Schedule of Events ............................................................................................................................................... 10
2.3 Mandatory Pre-Proposal Tour ............................................................................................................................. 10
2.4 Proposal Submittal ............................................................................................................................................... 11
2.5 Proposal Response Format .................................................................................................................................. 12
2.5.1 Collateral Information.................................................................................................................................. 12
2.6 Confidential Information, Trade Secrets, and Proprietary Information............................................................. 12
2.7 Proposal Clarifications Prior to Proposal Due Date ............................................................................................ 13
2.7.1 Inquiry Periods.............................................................................................................................................. 13
2.7.2 Blackout Period ............................................................................................................................................ 14
2.8 Errors and Omissions in Proposal ........................................................................................................................ 14
2.9 Changes or Addenda ............................................................................................................................................ 14
2.10 Withdrawal of Proposal ....................................................................................................................................... 14
2.11 Waiver of Administrative Informalities ............................................................................................................... 15
2.12 Cost of Proposal Preparation ............................................................................................................................... 15
2.13 Ownership of Proposal......................................................................................................................................... 15
2.14 Right to Reject ...................................................................................................................................................... 15
2.15 Proposal Validity .................................................................................................................................................. 15
2.16 Acknowledgement of Supplier Responsibility..................................................................................................... 15
2.17 Written Clarification /Presentations ................................................................................................................... 15
2.17.1 Demonstration Guidelines ........................................................................................................................... 16
2.18 Best and Final Offer (BAFO) ................................................................................................................................. 16
2.19 Notice of Intent to Award .................................................................................................................................... 16
2.20 Debriefings............................................................................................................................................................ 16
2.21 Right to Protest..................................................................................................................................................... 16
2.22 Protest Bond and Security.................................................................................................................................... 16
2.23 Contract Negotiations .......................................................................................................................................... 17
2.24 Contract Award and Execution ............................................................................................................................ 17
2.25 Commencement of Work ..................................................................................................................................... 17
2.26 Non-Negotiable Contract Terms .......................................................................................................................... 17
SECTION 3: SCOPE OF WORK .............................................................................................................................................18
3.1 Mail Services for Residential Students ................................................................................................................ 18
3.2 Mail Services for University Departments........................................................................................................... 19
3.3 Retail Mail and Copy Center ................................................................................................................................ 19
3.4 Current Operations Locations/Facilities .............................................................................................................. 21
3.5 Base Rent .............................................................................................................................................................. 21
3.6 Mailbox Fee and Mail Services Management Fee............................................................................................... 21
3.7 University Name and Logo ................................................................................................................................... 21
3.8 Service Response Standards ................................................................................................................................ 22
3.9 Operating Plan...................................................................................................................................................... 22
3.10 Management Reporting Requirements ............................................................................................................... 22
3.11 Procurement and Cost Control ............................................................................................................................ 22
3.12 Marketing ............................................................................................................................................................. 23
3.13 Administrative Responsibilities ........................................................................................................................... 23
3.14 Alterations to Mail Facilities ................................................................................................................................ 23
3.15 Management and Personnel................................................................................................................................ 23
3.16 Personnel Background Checks ............................................................................................................................. 24
3.17 Maintenance......................................................................................................................................................... 24
3.18 Equipment and Vehicles....................................................................................................................................... 24
3.19 Telecommunications and Technology ................................................................................................................. 25
3.20 Safety and Sanitation ........................................................................................................................................... 25
3.21 Inspection ............................................................................................................................................................. 25
3.22 Emergency Response............................................................................................................................................ 26
3.23 Auditing and Accounting ...................................................................................................................................... 26
3.24 Credit Cards .......................................................................................................................................................... 26
3.25 Campus Debit ....................................................................................................................................................... 26
3.26 Safety and Security............................................................................................................................................... 27
3.27 Subcontractors ..................................................................................................................................................... 27
3.28 Transition.............................................................................................................................................................. 27
SECTION 4: EVALUATION ...................................................................................................................................................28
4.1 Evaluation and Selection...................................................................................................................................... 28
4.1.1 Evaluation Team ........................................................................................................................................... 28
4.1.2 Review and Evaluation (Points based on current RFP requirements)........................................................ 28
SECTION 5: RESPONDENT QUALIFICATIONS AND EXPERIENCE .........................................................................................29
5.1 Management Proposal ......................................................................................................................................... 29
5.2 Respondent Financial Information ...................................................................................................................... 29
5.3 Subcontractor Information .................................................................................................................................. 29
5.4 Respondent Qualifications................................................................................................................................... 29
5.5 Respondent Experience........................................................................................................................................ 29
5.6 Personnel Qualifications ...................................................................................................................................... 30
5.6.1 Account Management Structure.................................................................................................................. 30
5.6.2 Staffing.......................................................................................................................................................... 30
5.6.3 Resumes........................................................................................................................................................ 30
SECTION 6: TECHNICAL PROPOSAL ....................................................................................................................................31
6.1 Partnership ........................................................................................................................................................... 31
6.2 Customer Feedback and Marketing..................................................................................................................... 32
6.3 Transition and Implementation Plan................................................................................................................... 32
6.4 Capital Investments.............................................................................................................................................. 32
6.5 Continuous Improvement .................................................................................................................................... 32
SECTION 7: FINANCIAL PROPOSAL.....................................................................................................................................33
7.1 Mail Services......................................................................................................................................................... 33
7.2 Retail Mail and Copy Commissions...................................................................................................................... 33
SECTION 8: VETERAN AND HUDSON INITIATIVE................................................................................................................34
SECTION 9: GENERAL INFORMATION ................................................................................................................................36
9.1 Data Security ........................................................................................................................................................ 36
9.2 Use of Subcontractors .......................................................................................................................................... 36
9.3 Prohibition of Discriminatory Boycotts of Israel ................................................................................................. 36
9.4 Campus Participation ........................................................................................................................................... 37
9.5 Insurance Requirements ...................................................................................................................................... 37
9.6 Subcontractor Insurance ...................................................................................................................................... 39
9.7 Indemnification and Limitation of Liability ......................................................................................................... 39
9.8 Compliance with Applicable Law ......................................................................................................................... 39
9.9 Retail Mail and Copy Commission ....................................................................................................................... 40
9.10 Taxes ..................................................................................................................................................................... 40
9.11 Assignment ........................................................................................................................................................... 40
9.12 Audit/Retention of Records ................................................................................................................................. 40
9.12.1 Audit of Persons Submitting Cost or Pricing Data....................................................................................... 40
9.12.2 Contract Audit .............................................................................................................................................. 40
9.13 Content of Contract/Order of Precedence .......................................................................................................... 40
9.14 Contract Changes.................................................................................................................................................. 40
9.15 Governing Law ...................................................................................................................................................... 41
9.16 Termination .......................................................................................................................................................... 41
9.16.1 Termination of the Contract for Cause ........................................................................................................ 41
9.16.2 Termination of the Contract for Convenience ............................................................................................ 41
9.16.3 Termination for Non-Appropriation of Funds ............................................................................................. 41
9.17 Anti-Kickback Clause ............................................................................................................................................ 41
9.18 Substitution of Personnel .................................................................................................................................... 41
9.19 Clean Air Act ......................................................................................................................................................... 42
9.20 Energy Policy and Conservation Act .................................................................................................................... 42
9.21 Clean Water Act.................................................................................................................................................... 42
9.22 Anti-Lobbying and Debarment Act ...................................................................................................................... 42
9.23 Fund Use ............................................................................................................................................................... 42
9.24 Warranties ............................................................................................................................................................ 42
9.25 Accessibility .......................................................................................................................................................... 43
9.26 Licenses and Permits ............................................................................................................................................ 43
9.27 Severability ........................................................................................................................................................... 43
9.28 Code of Ethics ....................................................................................................................................................... 43
9.29 Security ................................................................................................................................................................. 44
9.30 Parking and Transportation ................................................................................................................................. 44
9.31 Acknowledgement of Other Agreements............................................................................................................ 44
ATTACHMENT A - CERTIFICATION STATEMENT................................................................................................................45
ATTACHMENT B - SAMPLE PARTICIPATION AGREEMENT................................................................................................46
ATTACHMENT C - VETERAN/HUDSON INITIATIVE VERIFICATION ...................................................................................48
ATTACHMENT D - SAMPLE CONTRACT .............................................................................................................................50
ATTACHMENT E - FINANCIAL PROPOSAL..........................................................................................................................61
Appendix A: Mail and Copy Retail Commissionable Sales Figures .............................................................................62
Appendix B: Mail Facility Floorplans ..........................................................................................................................63
Appendix C: Mail Routes............................................................................................................................................65
Appendix D: LSU Mail and Copy Organization Chart..................................................................................................66
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