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

Agency:	State Government of Louisiana
State:	Louisiana
Type of Government:	State & Local
NAICS Category:	238290 - Other Building Equipment Contractors 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Apr 3, 2026
Due Date:	May 11, 2026
Solicitation No:	20008-RFP2025-08-7810
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Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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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.)

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.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Bid Number	Description	Date Issued	Bid Open Date/Time
20008-RFP2025-08-7810	RFP 2025-08-7810 - City of Baton Rouge Elevator Maintenance Mandatory Pre-Proposal/Site Visits 4/17 9AM; 4/20 9AM & 4/21/26 9AM Original: 20008-RFP2025-08-7810	04/02/2026	05/11/2026 2:00:00 PM CT

Department	Non State - East Baton Rouge City Parish Purchasing
Section	Purchasing
Dept Code	20008
Contact	Paul Narcisse
Address	222 St Louis St 8th Floor; Room 826 Baton Rouge, LA 70802
Phone	225-389-3259, Ext. 3265
Fax	225-389-4841
Email	pgore@brla.gov

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

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