Two (2) Year Contract for Preventative Maint. & Repairs of Elect.

Bid Number 50-0015001
Two (2) Year Contract for Preventative Maintenance & Repairs of
Electrical Switchgear & Related Equipment for the Jefferson Parish
Department of Public Works-Water
BID DUE: June 4, 2026 AT 2:00 PM
ATTENTION VENDORS!!!
Please review all pages and respond accordingly, complying with all provisions
in the technical specifications and Jefferson Parish Instructions for Bidders and
General Terms and Conditions. All bids must be received on the Purchasing
Department's eProcurement site, www.jeffparishbids.net , by the bid due date
and time. Late bids will not be accepted.
Jefferson Parish Purchasing Department
200 Derbigny Street
General Government Building, Suite 4400
Gretna, LA 70053
Purchasing Specialist II: Stacey Champagne
Email: stacey.champagne@jeffparish.gov
Phone: 504-364-2688

ARE YOU A VENDOR
WITH JEFFERSON PARISH?
Jefferson Parish is in the process of updating its procurement system. All vendors
are encouraged to register for an upcoming training session to learn more about
the new system and what to expect. Don't miss your chance to learn how to
register, update your profile, and upload certifications, insurance, and licenses!
Register to attend one of the training sessions
listed below at www.JeffParish.gov/Purchasing
Friday, East Bank Regional Library - 4747 West 1:45 to
May 8, 2026 Napoleon Avenue, Metairie, LA 70001 4:00 PM
Friday, General Government Building - 200 Derbigny Street, 1:30 to
May 15, 2026 2nd Floor Council Chambers, Gretna, LA 70053 4:30PM
Vendor Registration for the new system will open on Monday, May 18, just
before Memorial Day. If you don't register, you won't be able to bid on any
future opportunities. For questions, please email My.Ngo@jeffparish.gov.

April 22, 2026
Re: Action Required from our Vendor Community - Jefferson Parish Transition to New
Financial Management System
Dear Jefferson Parish Vendor,
Jefferson Parish is pleased to announce that we are transitioning to a new Financial
Management System - an Enterprise Resource Planning (ERP) solution by Infor Public Sector-
which will replace our current financial system. The new system is scheduled to go live on July 1,
2026, and represents a significant step forward in improving efficiency, transparency, and service
across our financial and procurement operations.
As part of this transition, Jefferson Parish will soon begin a phased migration from our
legacy Financial Management System to our new ERP. During this time, certain financial and
procurement activities will be limited or temporarily paused to shift workflows and data to the new
system. Specifically, this includes the issuance of new Purchase Orders, the awarding of new
contracts, and the processing of invoices for payment. We strongly encourage vendors to plan
accordingly to minimize any disruption to your operations.
Additionally, ALL VENDORS will be REQUIRED to register in the new Infor Supplier Portal
to interact with the Parish's Purchasing Department to ensure continued eligibility for payments
and contract opportunities with the Parish. Through the new Infor self-service Supplier Portal, our
vendors will be able to better manage their profiles, respond to solicitations, track Purchase
Orders, and upload invoices, certifications, insurance documents, and licenses.
Registering in the Infor Supplier Portal is MANDATORY. To assist our vendor community,
the Parish Purchasing Department will host two Infor Supplier Portal training sessions-details
are below and in the attached flyer.
The following are noteworthy dates to prepare you for our transition to the new Infor ERP:
* May 8th - Supplier Portal Training at East Bank Regional Library (first of two training
opportunities)
* May 15th - Supplier Portal Training at General Government Building, Gretna (final training
opportunity)
* May 22nd - Final day for issuance of new Purchase Orders
* June 5th - Final day to submit invoices for payment
* June 13th - June 30th - full stop of accounting processes

We strongly encourage all vendors to submit invoices, payment requests, and any outstanding
documentation as early as possible, no later than June 5th, to help minimize potential delays.
Please be assured that every effort is being made to complete this transition as efficiently as
possible. We expect normal accounting operations to resume in early July as our Finance team
and Infor are committed to minimizing any disruption to our valued vendor partners.
If you have any questions or require assistance during this time, please contact our
Purchasing Department at 504-364-2690 or email My.Ngo@jeffparish.gov.
We appreciate your continued partnership and cooperation during this important transition.
Sincerely,
Cynthia Lee Sheng
Jefferson Parish President

Bid Bond
An Electronic Bid Bond must be submitted with this bid, through one of the respective clearing
houses at www.jeffparish.net or www.centralbidding.com. To access the bonding companies on
Central Bidding, hover over the "Central Bidding" link at the top of the page and select the "Bid
Bonds" link.
The electronic bid bond number is to be placed in the required section listed on the standard
envelope. Scanned copies of bid bonds will not be accepted with your submission.

SWITCHGEAR MAINTENANCE CONTRACT FOR THE
JEFFERSON PARISH WATER DEPARTMENT
Bid #50-00150001
Jefferson Parish Department of Public Works (Water) - Specifications for two (2) year
contract for Preventative Maintenance and Repairs of Electrical Switchgear and Related
Equipment.
***MANDATORY PRE-BID AND SITE VISIT***
A MANDATORY Pre-Bid Conference will be held at 9:00 AM on May 15, 2026 at the
Jefferson Parish Westbank Water Plant, located at 4500 Westbank Expressway,
Marrero, LA 70072. All interested parties are invited to attend
There will be the meeting, then a site visit for the WB Plant, then drive over to the
EB Water Plant, 3600 Jefferson Hwy., Bldg., Jefferson, LA 70121 for that site visit.
Westbank Contact: Louis Jackson 504-349-5084
Eastbank Contact: Mervin Graves 504-349-4398
All bidders must attend the Mandatory Pre-Bid Conference and will be required to sign
in and out as evidence of attendance. In accordance with LSA R.S. 38:2212(I), all
prospective bidders shall be present at the beginning of the Mandatory Pre-Bid
Conference and shall remain in attendance for the duration of the conference. Any
prospective bidder who fails to attend the conference or remain for the duration shall be
prohibited from submitting a bid for the project.
GENERAL CONDITIONS
Licenses:
A) Contractor shall be NETA (InterNational Electrical Testing Association)
(Certified and proof of certification shall be submitted with bid.)
B) Contractor shall also possess a current Louisiana State Contractor's License
in the major classification ELECTRICAL. (Such license number must be entered
in the appropriate field in the electronic procurement system. Failure to comply will
cause the bid to be rejected.)
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Bonds:
* Performance Bond is required in the amount of 50% of the contract amount and
due at the signing of the formal contract.
* Payment Bond is required in the amount of 50% of the contract amount and due
at the signing of the formal contract.
* An Electronic Bid Bond in the amount of 5% of the total bid price is required with
bid submission. The electronic bond number shall be in the appropriate field on
the electronic bid envelope. Scanned copies of bonds will not be accepted.
1.1 SCOPE OF WORK
These specifications cover all labor, vendor's owned consumable materials, and
equipment required to perform technical appraisal, repairs, and testing for all
switchgear, motors, and transformers, and related emergency repairs as needed and
specified below.
1.2 The words "owner" or "Parish" refer to the Parish of Jefferson, Louisiana, acting
through duly authorized governing authority, the Jefferson Parish Council.
1.3 The work consists of performing preventative maintenance and emergency repairs
on the electrical switchgear, and equipment at the East and/or West Jefferson
Waterworks, for a contract period of two (2) years.
1.4 Vendors are requested to submit quoted bid prices on the following main work
items:
A. Item 0010, (First year) Major Preventative Maintenance Program on All Existing
Electrical Systems at East Jefferson Waterworks.
B. Item 0020, (Second year) Major Preventative Maintenance Program on All
Existing Electrical Systems at West Jefferson Waterworks.
C. Item 0030, (Second Year) Inspection of Grounding System at Elevated Water
Storage Tanks (Excluding Grand Isle).
D. Item 0035, (Second Year) Inspection of Grounding System at Elevated Water
Storage Tanks (Grand Isle Only).
E. Item 0040, (Second Year) Related Manhole Work and Inspections as Described.
F. Item 0050, Cost per One (1) Man-Hour for Engineering Services.
G. Item 0060, Cost per One (1) Man-Hour for Technician Services.
Item 0070, Cost per One (1) Man-Hour for Electrician Services.
All preventative maintenance programs are to be completed for the electrical systems
as described hereinafter in these specifications and their associated plans.
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1.5 Contractor shall respond to emergency callout situations within thirty (30) minutes
by phone and be on site of the emergency location within ninety (90) minutes.
Response and arrival times shall be clocked from the time at which the Parish places
the initial phone call to the contractor. Contractor shall submit emergency call out
communications information for Parish approval upon Water Department request.
Contractor shall submit an updated list of all electrical equipment that will be used
during the major preventive maintenance program for Parish approval upon Water
Department request. Serial No., Model No., manufacturer's name of each equipment
piece shall be included in the list. A record of maintenance and repair on each piece of
equipment is to be included in order to verify that the equipment meets applicable
standards.
1.6 The contractor shall complete all work outlined below within the appropriately
specified period for each item from the date of written Notice to Proceed to be issued by
the Parish during the two (2) year contract period as follows:
A. Item No. 0010 - (First Year) within 150 consecutive days.
B. Item No. 0020 - (Second Year) within 120 consecutive days.
C. Item No. 0030 - (Second Year) within 50 consecutive days.
D. Item No. 0035 - (Second Year) within 10 consecutive days.
E. Item No. 0040 - (Second Year) within 60 consecutive days.
However, contractor shall submit time schedule for each item for Parish approval.
The work shall commence within ten (10) days after the Notice to Proceed for the
respective item is issued.
If the contractor continually fails to perform work to the satisfaction of the Parish, then
the Parish reserves the right to cancel the contract, readvertise, and rebid this contract.
Also, "On-Call" periodical electrical switchgear emergency services shall be required at
any time during the period of the contract and will be applied to East Jefferson and West
Jefferson Waterworks, respectively. The above completion times cover the time
needed for preparing a final report describing all the services, inspections, and
recommendations of all work performed for submittal to the Parish.
1.7 The lowest responsible bid on all items will be awarded to only one contractor,
unless otherwise specified.
1.8 Neither the final payment nor any provision in the contract documents shall relieve
the contractor of the responsibility for negligence or faulty materials, equipment, or
workmanship, and upon written notice he shall remove any defects due thereto and pay
for any damage due to other work resulting therefrom which shall appear within one
year after date of completion and acceptance of any repair task performed during the
contract period. The warranty period for the work covered by each such task shall
commence upon the completion of work covered by the particular task and the
acceptance of the Parish thereof and shall expire one (1) year after such date.
1.9 Emergency work items that the contractor may be called for by the Parish and are to
be done by him during the contract period will be considered for payment unless these
work items fall under work correction as per item 1.8 above.
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1.10 Price per service cost quoted is to include all matters of charges, i.e., travel time,
labor, dismantling electrical components, analysis, testing, evaluation, and preparation
of reports recommending repairs needed. Hourly rates shall commence once on job
site. There will be no extra charges for things such as mileage, fuel, etc. Please
include all incidental costs in hourly rate.
1.11 In general the regular work day schedule of hours between 7 A.M. and 5 P.M. (for
a total of 8 regular hours) each day, Monday through Friday will prevail as straight time;
overtime will be those hours after straight time of working days, weekends, and
established declared legal holidays.
The contractor shall provide qualified personnel for electric service, and also be subject
to call out on short-notice at any time on any day during the contract period, regardless
of weather conditions.
The contractor shall have two (2) contact employees, one primary and one backup, on a
24-hour basis available to coordinate work initiation.
Contractor shall be paid for overtime rate, if called for service on weekends, holidays, or
overtime basis. All overtime rates shall be 1.5 times the regular base rates after straight
time of working days, on Saturdays, on Sundays, and Holidays.
1.12 Contractor shall submit a report after each inspection or preventative maintenance
program to evaluate the magnitude of the repair work and the corresponding cost.
1.13 The contractor shall cooperate with the Parish and schedule his work around the
plant production demand. This requires that part of the preventive maintenance work
be performed during night time hours (during the specified period of work completion of
the preventive maintenance program). Also, coordination shall be required to minimize
the shutdown of the operations of Plant equipment.
1.14 Repair materials that are used on the job shall be paid at the contractor's actual
face value cost. Related third party invoices shall be attached to the contractor's billing
invoice for payment. Invoices will be checked and verified for accuracy and compliance
with the terms of this contract.
1.15 Contractor shall cooperate fully with Parish personnel who may be assigned to
observe the contractor's work performance.
1.16 All payment requests or invoices must be forwarded to the Parish for approval.
Payment shall be made through standard purchase requisitions upon receiving the
corresponding endorsed contractor's invoices for all work completed and accepted in
accordance with the Parish procedures on monthly basis (as a minimum).
1.17 All necessary emergency repairs that may be discovered during the inspection and
testing may be performed by the contractor at his hourly rates upon approval of the
Parish.
1.18 The times needed for such repairs will be excluded from the specified completion
period of the main Items 0010 through 0040 above if repairs occur during the relative
periods.
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1.19 All work must proceed at an effective rate of service as judged by the Parish. In
the case of certain significant work items, the Parish may request a detailed estimate of
work time and materials if any exists and, in such event, contractor shall begin work
only upon the written approval of said estimate. The contractor shall not exceed this
estimated time and material cost without prior approval. Also, in the case of certain
work items, the Parish reserves the right to make payment only upon the basis of
mutually agreed upon number of hours to complete the work. Council authorization
may be required to perform such significant work items.
1.20 Parish reserves the right to stop work at any time and to withhold payment thereon,
whenever in its judgment the work is not being performed properly. The Parish also
reserves the right to cancel the contract if in its judgment inferior work is being
repeatedly performed.
1.21 Parish reserves the option and the right to delete some of the items when
circumstances arise during the contract period. In these instances, associated costs
and time shall be deducted from the original contract without any penalty to be imposed
on the Parish.
1.22 Jefferson Parish, its employees, and/or its appointee(s) reserve the right to audit
the contractor's books at any time during the contract period for any matters relating to
contractor's billing for payment by Jefferson Parish. Additionally, contractor agrees to
maintain such books and records for a period of three (3) years from the date such
costs were incurred by Jefferson Parish and to make those books and records available
to Jefferson Parish at any reasonable time within the three-year period.
TECHNICAL SPECIFICATIONS
SECTION 1
GENERAL REQUIREMENTS
1.0 DESCRIPTION
This contract covers technical appraisals and testing to determine equipment
maintenance needs. It also covers corrective maintenance work, mostly clean up and
adjustments that are required to restore the designated equipment to the proper
operating condition, and that can normally be done during an appraisal. In addition, the
contract calls for engineering services and recommendations on additional maintenance
work, repairs and overhauls that should be scheduled for subsequent shutdowns.
1.1 Contractor shall be capable of performing pre-shutdown technical appraisals and a
thermographic survey of all designated equipment while they are in the operating
mode. Pre-shutdown appraisals shall provide recommendation for significant
repairs, overhauls or maintenance work that should be scheduled during the
pending shutdown. These recommendations should identify parts and material that
must be available during shutdown to avoid procurement delays.
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