RFP 2025-08-7810 - City of Baton Rouge Elevator Maintenance

Request for Proposal
Solicitation No.: 2025-08-7810
CITY OF BATON ROUGE ELEVATOR MAINTENANCE
RFP Opening Date: May 11, 2026 at 2:00 PM CST
City of Baton Rouge/Parish of East Baton Rouge
NOTE TO PROPOSERS:
1) Submit the separate set of Proposal Forms with all required information as your Proposal.
2) Retain the complete set of Specifications and Contract Documents for your file.

TABLE OF CONTENTS
PART 1. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background. ...........................................................................................................................................4
1.1.1 Purpose ..................................................................................................................................................4
1.2 Definitions. ............................................................................................................................................ 5
1.3 Schedule of Events .............................................................................................................................. 6
1.3.1 Period of Agreement.........................................................................................................7
1.3.2 Holiday Schedule..............................................................................................................7
1.4 Proposal Submittal ................................................................................................................................7
1.5 Proposal Response and Evaluation ....................................................................................................9
1.5.1 Number of Response Copies ..............................................................................................................12
1.5.2 Legibility/Clarity. ..................................................................................................................................12
1.6 Confidential Information, Trade Secrets, Proprietary Information................................................. 12
1.7 Proposal Clarifications Prior to Submittal........................................................................................13
1.7.1 Mandatory Pre-proposal Conference ................................................................................................13
1.7.2 Proposer Inquiry Period .....................................................................................................................16
1.8 Errors and Omissions in Proposal ....................................................................................................17
1.9 Proposal Guarantee Not required for this RFP ............................................................................... 17
1.10 Performance Bond........................................................................................................................17
1.11 Changes, Addenda, Withdrawals. .................................................................................................... 17
1.12 Withdrawal of Proposal ..................................................................................................................... 18
1.13 Material in the RFP ..............................................................................................................................18
1.14 Waiver of Administrative Informalities ............................................................................................. 18
1.15 Proposal Rejection. ............................................................................................................................ 18
1.16 Ownership of Proposal .......................................................................................................................18
1.17 Cost of Offer Preparation. ...................................................................................................................18
1.18 Non-negotiable Contract Terms ........................................................................................................ 19
1.19 Taxes .....................................................................................................................................................19
1.20 Proposal Validity ................................................................................................................................. 19
1.21 Prime Contractor Responsibilities .....................................................................................................19
1.22 Corporation Requirements ..................................................................................................................19
1.23 Use of Subcontractors ........................................................................................................................19
1.24 Written or Oral Discussions/Presentations ......................................................................................20
1.25 Acceptance of Proposal Content ...................................................................................................... 20
1.26 Contract Negotiations. ....................................................................................................................... 20
1.27 Contract Award and Execution ......................................................................................................... 20
1.28 Notice of Intent to Award. ...................................................................................................................21
1.29 Debriefings .......................................................................................................................................... 21
1.30 Insurance Requirements .....................................................................................................................21
1.31 Subcontractor Insurance ................................................................................................................... 21
1.32 Indemnification. .................................................................................................................................. 21

1.33 Fidelity Bond Requirements Not required for this RFP ......................................,........................... 22
1.34 Payment for Services.......................................................................................................................... 22
1.35 Termination. .........................................................................................................................................24
1.35.1 Termination of this Agreement for Cause ..........................................................................................24
1.35.2 Termination of this Agreement for Convenience ..............................................................................24
1.35.3 Termination for Lack of Appropriated Funds.....................................................................................24
1.36 Assignment ...........................................................................................................................................24
1.37 No Guarantee of Quantities. .............................................................................................................. 24
1.38 Audit of Records...................................................................................................................................25
1.39 Civil Rights Compliance ......................................................................................................................25
1.40 Record Retention................................................................................................................................. 25
1.41 Record Ownership .............................................................................................................................. 25
1,42 Content of Contract/Order of Precedence...........................................................................25
1.43 Contract Changes.............................................................................................................26
1.44 Substitution of Personnel..................................................................................................26
1.45 Governing Law.................................................................................................................26
1.46 Claims or Controversies....................................................................................................26
1.47 Proposer's Certification of Debarment and Suspension Compliance......................................26
2.1 APPENDIX "A" Scope of Work/Services "General Requirements" .............................................27
2.1.1 "EMP" Qualifications.........................................................................................................28
2.2 Specifications..................................................................................................................28
3.0 General Maintenance Specifications "Escalators" Reference ASME A17.1-6.1 and 8.11.4.........37
3.1.1 Escalator Safety Requirements..........................................................................................37
3.2 Annual Preventative Maintenance......................................................................................40
3.3 Security Clearance Requirements/Standard of Conduct.......................................................43
APPENDIX "B" Elevator Listing............................................................................................45
APPENDIX "B1" Cost Sheet...................................................................................................48
APPENDIX "C" Proposal Form.............................................................................................54
APPENDIX "D" Proposer's Organization................................................................................56
APPENDIX "E" Insurance Requirements................................................................................59
APPENDIX "F" Sample Contract...........................................................................................60
APPENDIX "G" Standard Federal Awards........................................................................... .69

REQUEST FOR PROPOSAL
Solicitation No.: 2025-08-7810
City of Baton Rouge Elevator Maintenance
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1. Background
"OWNER", currently owns (25) Hydraulic Passenger Elevators and (06) Handicapped Lifts/Material
Lifts, (18) Traction Elevators, (3) Dumbwaiters, and (2) Escalators for a total of (54) fifty four units of
vertical transportation listed at the "COBR" various listed locations on Pages 54 and 55 of this "RFP".
1.1.1 Purpose
The City of Baton Rouge, Parish of East Baton Rouge is seeking proposals from reputable
companies with impeccable service history to provide maintenance, call-back and repair services
for the hydraulic passenger elevators; handicapped lifts/material lifts; traction elevators
dumbwaiters and escalators located at various facilities throughout the City-Parish "Owner". Items
may be added or removed as needed, at the discretion of the City-Parish by means of an
amendment to the contract without approval of Metro Council. The services provided will be broad
and comprehensive in nature, the EMP will also be responsible for all corrective/unscheduled
maintenance (including pre-existing conditions) and repair services along with associated
costs.
The EMP will also be responsible for all costs (management, labor, materials, travel, etc.) associated with the
preventive/scheduled maintenance (including but not limited to maintenance certifications, inspections, compliance
inspections, and tests, including all tests required by the current ANSI/ASME A17.1 Elevator Safety Code, etc.) The
EMP shall be responsible for all corrective/unscheduled maintenance (including pre-existing conditions) and repair
services along with their associated costs. implement an effective, consistent, and documented Preventive/Scheduled
Maintenance (PM) program that targets system performance, life-cycle sustainability, efficient cost management and
safety. This PM program will be submitted to and approved by "OWNER" so as to allow the ability to audit the
performance of the "EMP'S preventative maintenance program on a regular basis. All planned PM work performed
under these specifications shall be performed during regular working hours on regular working days, 7:30 A.M. to 5:00
P.M. Monday thru Friday.
The "EMP" is mandated to have their service representatives sign in upon arrival and sign out upon departure at the
Management Office of Each Facility.
The "EMP" is mandated to have the service representatives provide a HARD COPY of the service ticket of the Work
performed for each elevator. The Service Ticket or Work Order shall be signed by an authorized representative of the
"Owner". The Service Ticket or Work Order shall include the following information.
a. Name of Employee, date and time spent for the task involved.
b. Clearly Identify the Elevator worked on.
c. Nature of the Service Call. (Elevator out of service, bouncing, unusual noise, accompany inspector, missing
floors, etc.)
d. Type of Work performed. (Repairs, test, adjustments, etc.)
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e. List of parts replaced and/or On Order.
f. Time spent on the Work performed.
g. Resolution. (Unit returned to service.) (Unit left out of service, need tech support, etc.)
Through the duration of this contract, "OWNER" reserves the right to add or delete elevators or services stated in
this RFP, without penalty, as deemed necessary.
This Request for Proposal is not within the purview of the Public Bid Law (LA RS:38:2212 et seq).
It is the intent of the City-Parish to obtain fair and competitive proposals. However, the City-Parish
specifically reserves the right to evaluation proposals, waive irregularities or informalities not
affecting price or quality, to accept the proposal which is in the best interest of the City-Parish; and
to reject all proposals if that is in the best interest of the City-Parish.
2.1 Definitions
A. Shall - The term "shall" denotes mandatory requirements.
B. Must - The terms "must" denotes mandatory requirements.
C. May - The term "may" denotes an advisory or permissible action.
D. Should - The term "should" denotes desirable.
E. Contractor - means successful offer or who enters into a binding, written agreement.is
defined as the Elevator Contractor and Sub-Contractors.
F. Agency - Any department, commission, council, board, office, bureau, committee,
institution, agency, government, corporation, or other establishment of the City of Baton
Rouge, Parish of East Baton Rouge authorized to participate in any contract resulting from
this solicitation.
G. State - The State of Louisiana.
H. Parish - East Baton Rouge Parish
I. Department - Department for whom the solicitation is issued.
J. Director - Director of Purchasing.
K. Discussions - For the purposes of this RFP presentation, a formal, structured means of
conducting written or oral communications/presentations with responsible Proposers who
submit proposals in response to this RFP.
L. Elevator is hereby defined to include systems in which cars are hoisted and lowered by
energy applied by means of an electric driving motor; with other components of the work
including hoisting cables, sheaves, over-speed governor and operating, dispatching, safety,
security, leveling, alarm, maintenance, and similar required performances and capabilities.
M. Code when referred to in these specifications is ASME A17.1, Safety Code for Elevators
and Escalators.
M. Contractor is defined as the Elevator Contractor and Sub-Contractors.
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N. Project Administrator is defined as the Project Administrator, Mr. Bobby Jones.
O. Provide as used in this RFP and specifications shall be termed to mean "furnish and install".
P. Owner when referred to in this RFP and specifications shall mean "City of Baton Rouge
and may be abbreviated as "COBR."
Q. ADA is herein defined as the (2010 Americans with Disabilities Act).
R. Singular Number: In all cases where a device or part of the equipment is herein referred
to in the singular number, it is intended that such reference shall apply to as many such devices
as are required to complete the installation.
S. CCTV is the abbreviation for Closed Circuit TV or Camera
T. Parish - East Baton Rouge Parish, Louisiana.
U. EMP- Elevator Maintenance Provider
V. CET - Certified Elevator Technician
W. LA-SFM - Louisiana State Fire Marshal
1.3 Schedule of Events
Item Anticipated Schedule
RFP Issued and emailed to proposed April 2, 2026
vendors
Mandatory Pre-Proposal Meeting and Job April 17, 2026 @ 9:00 AM CST; April 20,
Site Visits 2026 and April 21, 2026 @ 9:00 AM CST
Deadline to Receive Written Inquiries April 24, 2026 @ 5:00 PM
Deadline to Answer Written Inquiries April 28, 2026
Proposal Opening Date (deadline for May 11, 2026 @ 2:00 PM CST
submitting proposals)
Notice of Down Selection May 21, 2026
Oral Discussions with Proposers (To be May 29, 2026
scheduled if City/Parish determines
necessity)
Notice of Intent to Award June 2, 2026
Contract Initiation July 1, 2026
Award Letter July 1, 2026
NOTE: The City of Baton Rouge/Parish of East Baton Rouge reserves the right to deviate
from these dates.
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Mandatory Pre-Proposal Conferences/Mandatory Site Visits will be held on April 17, 2026 at 9:00
AM CST; April 20, 2026 and April 21, 2026 at 9:00 AM CST at the locations noted. The meeting to
be held at City Hall will be held in the 8th floor, Purchasing Department, 222 St. Louis Street,
Baton Rouge, LA on April 17, 2026.
1.3.1 Period of Agreement
The term of any contract resulting from this solicitation shall begin on or about July, 2026 to June, 2027.
At the option of the "OWNER", upon acceptance by the "EMP" (i.e., Elevator Maintenance Provider),
contract may be RENEWED ANNUALLY for FOUR (4) additional twelve (12) month periods at the costs
indicated on the Cost Schedule (Appendix "A"). No contract release order or purchase order issues
against this contract shall have an initial date earlier than the date on which such contract is approved by
(Mr. Larry L. Cooper, Building Services and Security Manager), City of Baton Rouge or his/her
designee.
1.3.2 Holiday Schedule
A HOLIDAY schedule will NOT apply to this RFP. "EMP" shall provide Preventative Maintenance,
Emergency Call Back and Repair Services, (07) seven days a week, (24) hours a day for all specified
units of vertical transportation at the various locations of the "Owner".
1.4 Proposal Submittal
All proposals shall be received by Purchasing no later than the date and time shown in the Schedule
of Events.
Important - - Clearly identify submission with the following information and format:
Proposal Name: City of Baton Rouge Elevator Maintenance
Solicitation No.: Solicitation No: 2025-08-7810
Proposal Opening Date & Time: May 11, 2026 @ 2:00 PM CST
Contractor's State License Number
Contractor's "LA-SEM" License Number
Proposers are hereby advised that the U. S. Postal Service does not make deliveries to our
physical location.
Proposals may be delivered by hand or courier service to our physical location at:
City of Baton Rouge/Parish of East Baton Rouge
Purchasing Division
222 St. Louis Street, Rm. 826
Baton Rouge, LA 70802
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Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries
to our physical location. Purchasing is not responsible for any delays caused by the Proposer's
chosen means of proposal delivery.
Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal
opening date and time shall result in rejection of the proposal.
Any questions concerning the scope of work or submittal process should be in writing and directed
to Lori Foreman at the address noted above or emailed to 7810elevatormaint@brla.gov. Any
questions must be submitted no later than April 24, 2026 at 5:00 p.m. (CST), All questions will be
responded to in writing or via addendum no later than April 28, 2026.
Any Proposer or anyone on its behalf shall not contact any employee of City of Baton Rouge,
Parish of East Baton Rouge, Member of the Selection Committee, concerning this project during
the selection process period (initial advertisement - final selection). The only contact shall be
to submit written questions as provided above.
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1.5 Proposal Response Format and Evaluation (Not to Exceed 20 Pages)
The following criteria cited herein will be evaluated when reviewing the proposals: The proposal
will be evaluated in light of the material and the substantiating evidence presented to the
City/Parish, not on the basis of what may be inferred.
The contract for this project will be awarded through a qualifications-based selection process. This
process shall consist of evaluation of the proposals. All proposals will be reviewed by a "Selection
Committee". From the submitted proposals, one finalist will be selected. After successful contract
negotiations, the selected firm will then be presented to the City/Parish Metropolitan Council for
authorization to enter into a contract.
The selection process shall be as follows:
* A Selection Committee will evaluate each proposal and will determine how
well it meets the evaluation criteria outlined in this RFP. The Selection
Committee may recommend a Proposer based solely on the RFP.
Furthermore, it may request additional information to help with selection, and
it may contact any references provided by proposers. The Selection
Committee will review all submittals, evaluate required criteria, and rank the
proposing Proposers based on the selection criteria listed below.
The Selectin Committee reserves the right to make a recommendation based solely upon the submittals
received.
Percentage weighting is shown to indicate the value of each criterion. Each Selection Committee member
will independently review all proposals to determine the score of each Proposer. The Selection Committee
will rank the Proposers based on the overall scores from each Committee member. The Selection
Committee will submit the recommended Proposer to the Purchasing Department for approval. The
City/Parish reserves the right to accept or reject any Selection Committee recommendation. The City/Parish
further reserves the right to request additional information from Proposers to clarify the meaning of any
portion of the written proposal.
Proposals should be submitted as one cohesive and well-organized document that includes all of
the components listed below. It is important that the document is structured in a way that allows
for easy navigation and reference to all the required components. Additionally, please keep in mind
the maximum page limit of 20 pages for the proposal response. However, the stated page limit
does not apply to resumes or prior experience examples.
The "EMP'S" proposal shall be submitted in Three parts:
Part I - Cover Letter: Contain a summary of Proposer's ability to perform the services described in the
RFP and confirm
that the Proposer is willing to perform those services and enter into a contract with the "OWNER".
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The cover letter should also contain:
* Identify the submitting Proposer and provide their federal tax identification number
and State of Louisiana Contractors license number and Bureau of Elevator Safety
License number (if applicable).
* Identify the name, title, address, telephone number, fax number, and email address of
each person authorized by the Proposer to contractually obligate the Proposer.
* Identify the name, address, telephone number, fax number, and email address of the
contact person for technical and contractual clarifications throughout the evaluation
period.
Part II- Shall contain Cost Data as requested in Price Schedules (Appendix "B1"), which includes base
bid pricing).
Financial Proposal (Value 40%)
The following financial criteria will be evaluated:
* All costs inclusive of maximum fee for the entire project, including Respondent's
actual criteria and other requirements as described in this RFP. All properly submitted
Proposals will be reviewed, evaluated, and ranked by the Owner.
* All other costs, if any, proposed by the Proposer.
Prices proposed by the Proposers should be submitted on the Proposal Forms (or in a similar
format) furnished in Appendix "B-1". Prices proposed shall be firm.
The information provided in response to this section will be used in the Financial Evaluation to
calculate lowest evaluated cost per the following formula: CC = (LPC / PC) * MAP
The Proposer with the lowest cost will be awarded the maximum allocated points assigned for
the financial category. Other Proposers will receive cost points in accordance with the following
formula: CC = (LPC / PC) * MAP, where CC is the computed cost, LPC is the lowest proposed
cost, PC is the Proposer's cost, and MAP is the maximum allocated points.
To clarify, the computed cost (CC) is determined by dividing the lowest proposed cost (LPC) by
the Proposer's cost (PC), and then multiplying the result by the maximum allocated points (MAP).
This formula ensures that the Proposer with the lowest cost receives the maximum points, while
other Proposers' points are adjusted relative to their cost compared to the lowest proposal.
The Proposer will not be reimbursed for any travel, per diem, photocopying, telephone bills or
other related expenses of the engagement unless incurred at the specific written request of the
City-Parish. All costs proposed are to be inclusive of all expenses necessary to provide the
Scope of Services outlined in this RFP, and should be included in the hourly rates.
A.) By signing the proposal, the "EMP" certifies compliance with the signature authority required in
accordance with all "OWNER" requirements and are within the State of Louisiana Laws and
Statutes. The person signing the proposal must be:
1.) A current corporate officer, partnership member, or other individual specifically authorized to
submit a proposal as reflected in the appropriate records on file with the Louisiana Secretary
of State; or
2.) An individual authorized to bind the company as reflected by a corporate resolution,
certificate, or affidavit; or
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