SOLICITATION NUMBER 2026-39

DRAYAGE CONTRACT

NOTICE OF INVITATION TO BID

TO: PROPOSED BIDDERS

FROM: NANCY LANDRY

SECRETARY OF STATE

RE: DRAYAGE CONTRACT BIDS FOR 2026

The Secretary of State’s office will be posting all solicitations on its website, as well as on the Office of State Purchasing’s website in the LaPAC link. Notices will still be mailed as required, but they will not contain the bid packet that has customarily been provided. If you would still like to obtain a bid packet or have other questions, you may contact Roxane Williams at (225) 372-6163 or email at roxane.williams@sos.la.gov or Melissa Johnson at (225) 922-0424 or email at melissa.johnson@sos.la.gov .

You may obtain an electronic copy of the drayage bid documents from the Office of State Purchasing website or the Secretary of State website:

• Office of State Purchasing: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp Search Bids by Department. Click on the link: State – Secretary of State. Find the parish bid you are searching and click there. You would print from this link.

• Secretary of State home page: http://www.sos.la.gov/, under “Solicitations”.

Please note there have been significant modifications to the bid specifications and requirements.

Please be sure to read all information and forms contained in the bid package prior to completing your bid. After you have completed your bid package, please write the applicable bid number, bid due date and parish on your mailing envelope, as well as any courier forms, if using courier, such as FedEx, UPS, etc. Be sure your return envelope is sealed with all information on that envelope.

Sincerely, Roxane Williams Purchasing Director

SECRETARY OF STATE

STATE OF LOUISIANA

NANCY LANDRY

P.O. BOX 94125

BATON ROUGE, LA 70804-9125

225.922.2880 mailto:roxane.williams@sos.la.gov mailto:melissa.johnson@sos.la.gov http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp http://www.sos.la.gov/

SOLICITATION NUMBER 2026

P.O. BOX 94125

BATON ROUGE, LA 70804-9125

225.922.2880

ADVERTISEMENT FOR BIDS

The Department of State, Secretary of State Nancy Landry is proposing to contract for the drayage or hauling of voting machines and related election material in and for the parish of Pointe Coupee, and will receive sealed bids thereon until November 25, 2025 at 10:30 am CST.

All interested parties may obtain a bid package by applying in writing to the Department of State, P.O. Box 94125, Baton Rouge, Louisiana 70804-9125, in person at the Department’s Purchasing Office located at 3851 Essen Lane, Baton Rouge, Louisiana 70809, or by calling Roxane Williams at (225) 372-6163 or Melissa Johnson at (225) 922- 0424. Otherwise, you may obtain an electronic copy of the drayage bid documents from the Office of State Purchasing website or the Secretary of State website:

• Office of State Purchasing: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp Search Bids by Department. Click on the link: State – Secretary of State. Find the parish bid you are searching and click there. You would print from this link.

• Secretary of State home page: http://www.sos.la.gov/, under “Solicitations”.

Bid packages will be available beginning October 22, 2025.

The contract shall be for a primary term beginning from date of award ending December 31, 2026 and shall contain an option to renew for two (2) additional 12-month periods at the same prices, terms and conditions, not to exceed thirty-six (36) months.

All bids must be submitted in writing on the forms provided by the Department in accordance with the

Louisiana Procurement Code and Louisiana Administrative Code Title 31, Part III, Chapter 1, and should be either delivered by hand or courier service to the Purchasing Department located at 3851 Essen Lane, or sent by registered or certified mail with a return receipt requested to Department of State, Post Office Box 94125, Attention: Roxane Williams, Baton Rouge, Louisiana 70804-9125. All bids must be signed in original ink. Bidder is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. Bidder is solely responsible for the timely delivery of its bid. NO BIDS WILL BE ACCEPTED AFTER THE DATE AND HOUR SPECIFIED ABOVE. Failure to meet the bid opening date and time shall result in rejection of the bid.

If the bidder is an agency, corporation or partnership, evidence of authority to submit a bid shall be required in accordance with R.S. 39:1594(C)(4).

Bids will be publicly opened and read in the Archives Auditorium located in the State Archives Building at 3851 Essen Lane, Baton Rouge, Louisiana 70809 on November 25, 2025 at 10:30 am CST. Bids will be awarded to the lowest responsible and responsive bidder within ten (10) days of bid opening. The successful bidder will be required to comply fully with all contract specifications and requirements.

The Secretary of State reserves the right to refuse any and all bids and to waive any and all informalities. All contracts are subject to the availability of funds.

Dated and signed in Baton Rouge, Louisiana this 25th, day of November, 2025.

http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp

DEPARTMENT OF STATE

INVITATION TO BID

I. CONTENTS OF BID PACKAGE

Each bid package includes the Invitation to Bid; the Department of State’s administrative rules regarding procurement of voting machine drayage (LAC 31.III.101 et seq.); a copy of the Louisiana Code of Governmental Ethics statute regarding prohibited contractual arrangements for potential bidders (La. R.S. 42:1113); Advertisement for Bid, Drayage Bid Form; a Contractor Disclosure of Ownership Form; a No Felony Conviction Employee Certification Affidavit Form;

and a Sample Contract.

PARISH: POINTE COUPEE

ESTIMATED NUMBER OF VOTING MACHINES: Sixty-One (61)

NUMBER OF PRECINCTS: 27

Bids must be received on or before 10:30 am, CST, November 25, 2025 at which time bids will be publicly opened and read.

II. BID GUARANTY OF BID BOND

A. A bid guaranty in the form of a bond, certified check, or money order made payable to the State of Louisiana, Department of State in the amount of five percent (5%) of the bid must accompany each bid submitted. DO NOT SEND CASH.

For Example: If you submit a bid of $50.00 per voting machine in a parish with 100 voting machines, your bid guaranty or bond would be $250.00. Use this simple formula:

BID PER MACHINE x NUMBER OF MACHINES x 5% = BID GUARANTY OR BOND

B. If you are determined to be the lowest responsive and responsible bidder for the parishes and you decline to accept the contract for the parish, you will forfeit your bid guaranty or bid bond for those parishes.

C. Obvious errors or errors supported by clear and convincing evidence may be corrected, or bids may be withdrawn, if such correction or withdrawal does not prejudice other bidders and such actions may be taken only to the extent permitted under this Invitation to Bid. A request to withdraw a bid after the bid opening must be made within three (3) business days after bid opening, and supported in writing. If it is determined that the error is patently obvious, then the bid may be withdrawn, and if a bid guaranty was required it shall be returned to the bidder.

Minor informalities are matters of form rather than substance which are evident from the bid document, or insignificant mistakes that can be waived or corrected without prejudice to other bidders; that is, the effect on price, quantity, delivery or contractual conditions is not significant.

The Secretary of State, or his designee may waive such informalities or allow the bidder to correct them depending on which is in the best interest of the state.

If the mistake and the intended bid are clearly evident on the face of the bid document, the bid shall be corrected to the intended bid and may not be withdrawn. Some examples of mistakes that may be clearly evident on the face of the bid document are typographical errors, errors in extending unit prices, unit prices placed in the extended amount column, and failure to return an addendum provided there is evidence that the addendum was received. When an error is made in extending total prices the unit bid price will govern. Under no circumstances will a unit bid price be altered or corrected unless it is obvious that a unit price is submitted in a different unit of measure than shown on the bid form and the bidder’s extended total verifies that the unit bid price was submitted using a wrong unit of measure, then the unit price may be changed to correspond with the correct unit of measure.

III. PROCEDURE FOR SUBMITTING BIDS

A. Submit your bid on the bid form enclosed in the bid package. You must use this form or duplicate thereof. Fill out the bid form completely and sign it.

B. Signature Authority: In accordance with La. R.S. 39:1594(C)(4), if the bidder is a corporation, partnership, or other legal entity, the authority of the person signing the bid must be evidenced in one of the following ways (please circle the one which applies to the signer of the bid):

1. The signer of the bid is either a corporate officer who is listed on the most current annual report on file with the Secretary of State, or a member of a partnership or partnership in commendam listed in the most current partnership records on file with the Secretary of State. If this applies, a copy of the annual report or partnership record must be submitted upon request. The copy must be received by the Secretary of State within seven (7) days of receipt of the request. See La. R.S.

39:1594(C)(4)(a).

2. The signer of the bid is a representative of the bidder, and is authorized to submit the bid as evidenced by a corporate resolution or certification as to the corporate principal. If this applies, a copy of the resolution or certification must be submitted upon request. The copy must be received by the Secretary of State within seven (7) days of receipt of the request. See La. R.S. 39:1594(C)(4)(b).

3. The bidder has filed with the Secretary of State’s Commercial Division an affidavit, resolution, or other acknowledged or authentic document indicating that the signer is authorized to submit bids for public contracts. If this applies, a copy of the applicable document must be submitted upon request. The copy must be received by the Secretary of State within seven (7) days of receipt of the request.

See, La. R.S. 39:1594(C)(4)(c).

By signing the bid, the bidder certifies compliance with the above.

C. Good Standing:

1. The successful bidder must be in good standing to be awarded a contract.

2. A company that is not in good standing means: (a) any company which is delinquent in filing an annual report with the Secretary of State; or (b) any foreign company that is not registered with the Secretary of State at the time of submitting a bid.

3. Each corporation and limited liability company, domestic and foreign, which is not in good standing, is prohibited from engaging in commercial business operation with the state or its boards, agencies, departments, or commissions.

4. Any contract between a corporation which is not in good standing and the state or its boards, agencies, departments, or commissions is subject to be declared null and void, by said board, agency, department, or commission or by the Division of Administration. See, La. R.S. 12:1-128; 12:205.1; 12:262.1(F)

D. A completed and notarized Contractor Disclosure of Ownership Form, a No Felony Conviction Employee Certification Affidavit certifying that the individual or the principal officers of the agency, corporation, or partnership are not under any felony conviction, and an Acknowledgement of Pre-Bid Video Affidavit, must be attached to the bid.

E. The bidder will be required to certify that he will not in any way hire, employ, contract with, or subcontract with any person who has been convicted or who has pled guilty to an election offense. See La. R.S. 18:1461 et seq. for list of election offenses.

F. Insert the bid form into an envelope. Only one bid form may be used for each bid envelope. Seal the envelope securely.

Write the Bid Number, Parish Name, and “SEALED BID” on the outside of the envelope on the front and back of the envelope legibly.

G. Bids may be mailed through the U.S. Postal Service to our P.O. Box at:

LA Department of State P. O. Box 94125 Baton Rouge, La 70804-9125 Attn: Purchasing Department Roxane Williams

Bids may be delivered by hand or courier service to our physical location at:

Department of State Secretary of State, Purchasing Section 3851 Essen Lane Baton Rouge, La 70809 Attn: Purchasing Department Roxane Williams

Bidder is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The Department of State and the Secretary of State Purchasing Office are not responsible for any delays caused by the bidder’s chosen means of bid delivery.

Bidder is solely responsible for the timely delivery of its bid. Failure to meet the bid opening date and time shall result in rejection of the bid. Bids will not be accepted by electronic facsimile (FAX) or electronic mail (e-mail) transmission.

To view the Drayage Presentation on Safely Hauling AVC Voting Machines, please comply with the following:

Go to www.sos.la.gov and click on “Our Office” in the header on the right hand side of our home page and click on “View Solicitations”. Under the heading “Drayage”, click on “View instructions for all drayage bids” to view the Drayage Presentation on Safely Hauling AVC Voting Machines.

IV. BID SPECIFICATION

A. Drayage Services

Subject to the terms and conditions set forth herein, the provisions of Title 18 of the Louisiana Revised Statues (“Louisiana Election Code”), including but not limited to Chapter 4 of the Title entitled “Registration of Voters” and Chapter 8 entitled “Voting and Voting Machines,” and LAC 31.III.101 et seq., the lowest responsive and responsible bidder (hereinafter “Contractor”) shall perform all services necessary to ensure the proper and timely delivery and return of the voting machines allocated for use in the Parishes, precinct registers, and any and all other election equipment and supplies in connection therewith, to and from the storage warehouses and polling places, or demonstration sites. The Contractor shall work with the Clerk of the District Court (Clerk of Criminal District Court in Orleans Parish), who is the ex officio parish custodian of voting machines in each parish and with any deputy parish custodian appointed by the Clerk.

Drayage services shall specifically include, but not be limited to, the following:

1. Precinct Registers - The Contractor shall obtain the precinct registers from the Parish Registrar of Voters, which precinct registers shall be delivered by the Contractor to the designated voting machine warehouse(s) for insertion in the proper voting machines by the Parish Custodian. Following an election, the Contractor shall return all precinct registers and any “ROV Envelopes” to the Parish Registrar of Voters at a time designated by the Secretary of State. With the express, written permission of the

Secretary of State the Contractor may be relieved of this responsibility, if it is adequately performed by the Parish Registrar of Voters.

2. “Vote Here” Signs – The Contractor shall obtain the “Vote Here” signs from the warehouse and shall deliver them with the voting machines to the designated precincts to be put in place on election day by the commissioners. Following the election, the Contractor shall return the “Vote Here” signs to the warehouse at the same time the Contractor transports the voting machines back to the warehouse.

3. Covering and Loading - Only enclosed trucks or enclosed trailers may be used to transport voting machines. Tarps or any other type of covering on an open truck or trailer is not acceptable to transport voting machines. The Contractor shall cover all voting machines to be transported with individual machine covers and load all such voting machines out of the warehouses in which the voting machines are stored between elections. The voting machines shall be loaded and tied on the trucks to the satisfaction of the Secretary of State or his designated representative. Proper moving straps must be used. Rope or twine of any strength shall not be used.

4. Hauling, Delivering, and Set-up - The Contractor shall perform all hauling or drayage necessary to distribute the voting machines from the warehouse to the polling precincts and/or demonstration sites, as designated by the Parish Custodian. In performing such duties, the Contractor shall supply all needed labor and equipment at the Contractor’s sole expense. The Contractor shall deliver and unload the voting machines and their paraphernalia, together with keys to each voting machine, obtain a receipt for the same from the Deputy Parish Custodian. If deemed necessary by the Parish Custodian, and subject to approval by the Secretary of State or his designee, the Contractor shall also raise the voting machines to voting position.

5. Voting Machine Chain of Custody Form - Upon receipt of voting machines from warehouses, delivery to precincts, and return to warehouse, the Voting Machine Chain of Custody Form must be completed and signed by Drayman, or his designee, and Custodian.

6. Delivery Schedule - All such delivery and set-up shall occur on a schedule determined by the Contractor and pre-approved by the Parish Custodian, which schedule shall be furnished to and approved by the Parish Custodian not later than 5 p.m. on the fifteenth (15th) day prior to the election (“Schedule”). If a schedule cannot be agreed upon by the Contractor and the Parish custodian, the schedule shall be furnished to the Secretary of State not later than 5 p.m. on the thirteenth (13th) day prior to the election for review and approval by the Secretary of State or his designee. Notwithstanding the foregoing, all voting machines must be distributed to and set up within each and every polling place between the hours of 7:00 a.m. and 8:00 p.m. of the day preceding the election, and must be removed and returned to said warehouse by 8:00 p.m. on the second day following the said election (within 48 hours after the closing of the polls), unless required by law to be returned earlier due to a holiday.

In the case of demonstration of voting machines used in connection with such elections, the drayage shall be at a time and place to be specified by the Secretary of State or his designee. In the case of demonstration of voting machines used in connection with commissioner training schools, the drayage shall be at a time and place to be specified by the Parish Custodian with final approval by the Secretary of State or his designee.

Not all voting machines will be utilized for each election or demonstration. However, in the case of state wide elections, the prospective Contractor must have sufficient equipment and personnel to timely and properly cover, haul, and return all voting machines.

7. Return to Warehouse - Within forty-eight (48) hours of the closing of the polls, and at the time designated by the Schedule, the Contractor shall lower, if necessary, and load and transport the voting machines back to the warehouse. The Contractor shall place all voting machines in their designated positions in the warehouse, remove the cover from each machine, and fold and store the machine cover.

Upon return of each voting machine to the warehouse, the Secretary of State or his representative shall inspect the voting machines. Acceptance of the machines shall only be made once the inspector determines that all requirements and conditions of the Contract have been met, including the Voting Machine Damage Report to be completed by all parties.

8. Election Day Services – Upon notification by the Secretary of State, Parish Custodian or their representatives, the Contractor shall deliver additional voting machines to any precinct where they are needed on election day. To make election day deliveries, the Contractor shall have available at the warehouse sufficient equipment and manpower within 20 minutes or less from the time a telephone call is received from either the Secretary of State, Parish Custodian, or their designees for such emergency day deliveries. The services shall be performed under the supervision of the Parish Custodian or his deputy and/or personnel of the Secretary.

9. Private Election Services - By separate agreement with the Secretary of State, the Contractor may agree to be included on an approved list of drayage for private election services for the conduct of private elections. If requested to dray for a private election, the Contractor may do so under the same terms and conditions of this Contract, but shall be entitled to payment at double the cost herein per voting machine hauled round trip, and guaranteed a minimum payment of three (3) machines.

10. Voting Machine Demonstration and Commissioner Training Services – If requested by the Secretary of State, the Parish Custodian, or their designees to dray for voting machine demonstrations or commissioner trainings, the Contractor shall do so under the same terms and conditions of this Contract, but shall be entitled to payment at double the cost herein per voting machine hauled round trip, and guaranteed a minimum payment of three (3) machines.

B. Contract Price

In connection with the services rendered herewith, the Contractor shall be entitled to the awarded dollar amount per voting machine hauled round trip in accordance with the bid submitted by the Contractor. The number of voting machines used and hauled pursuant to the Contract will vary depending upon the type of election or demonstration. The contract price shall be applicable only to those voting machines actually used and hauled during an election or demonstration.

Voting machines that are used in a precinct located inside a voting machine warehouse are not a part of the Contract and the contract price shall not apply to those machines, unless prior approval is given by the Secretary of State.

On completion of the services, the Contractor shall submit the drayman’s billing copy of the drayage invoice to the Secretary of State, all in accordance with the intent of Title 18 of the Louisiana Revised Statutes and LAC 31:III.101 et seq., which invoice shall be paid within thirty

(30) days after receipt thereof if there is no damage to the voting machines which is the fault of the Contractor. All damage to the voting machines by the Contractor shall be reimbursed by the Contractor upon receipt of an invoice from the Secretary of State detailing the parts and price for repair. The completed Record of Elections, Damage Report, reimbursement by Contractor for damage, if any, and warehouse copy of the drayage contract must be received by the Office of Management and Finance prior to payment being made to the Contractor.

C. Term and Scope.

The contract shall begin on the date specified in the Contract and shall continue through 12:00 midnight, of the date specified in the Contract. In addition to the initial term, the Secretary of State shall have a right to renew this Contract for 2 additional 12-month periods not to exceed 36 months at the same price, terms, and conditions. If the Secretary of State desires to renew the Contract beyond the initial term, written notice will be provided to the Contractor sixty (60) days prior to the expiration of the initial term. The Contract shall not extend before the date specified in the contract. Any renewal of the Contract shall be dependent upon the appropriation of funding by the Louisiana Legislature sufficient to support the continuation of the agreement.

The Contractor shall provide all necessary services in connection with any and all regular and special elections regulated or conducted by the State. The Contractor shall be responsible for drayage services in connection with the number of voting machines specified here and all supplies and other election paraphernalia related thereto, including but not limited to precinct registers and “Vote Here” signs. The Contractor expressly acknowledges that the number of voting machines to be transported will vary depending on the type of election (statewide, tax election, etc.) or demonstration. Voting machines that are used in a precinct located inside a voting machine warehouse are not a part of the Contract, unless prior approval is given by the Secretary of State.

D. Equipment

1. Specifications and Value - The successful bidder must have sufficient equipment to haul all voting machines covered by this bid and subsequent contract. The prospective contractor must use only enclosed trucks or enclosed trailers as specified herein. Tarps or any other type of covering on an open truck or trailer is not acceptable to transport electronic voting machines. The Contractor shall cover all voting machines to be transported with individual machine covers and load all such voting machines out of the warehouses in individual machine covers and load all such voting machines out of the warehouses in which the voting machines are stored between elections. All voting machines shall be loaded, blocked and strapped on the trucks at all times during drayage to the satisfaction of the Secretary of State or his designated representative. Proper moving straps must be used. Rope or twine of any strength shall not be used. Each voting machine weighs approximately 265 pounds, and each is protected by an individual machine cover. Each machine is valued at approximately Six Thousand Dollars ($6,000). Trucks and trailers must be of sufficient weight and load-bearing ability to safely carry the voting machines.

Diagram of Machine:

2. Repair Work - The Contractor, or its representatives, agents or employees shall not be permitted to do any repair work on any voting machine which is damaged in transit or at the polls or a demonstration site. If any voting machine is damaged, or if the front or rear door seal on any machine is damaged or missing, whether in transit or otherwise, the Contractor shall notify the Parish Custodian and the Secretary of State warehouse staff immediately and proper forms shall be signed by the Contractor, or his designee, and Secretary of State warehouse staff. The Secretary shall submit an invoice of estimated repair cost to the Contractor immediately following the election and the Contractor shall be responsible for remitting estimated cost payment to the Department of State prior to payment under the Contract. If during repair, the Secretary finds additional damage, the Contractor shall be notified for a re-inspection prior to any additional repair and invoicing for additional repair cost.

3. Liability for Damages - Any inspection and acceptance performed pursuant to the terms of the Contract shall not release the Contractor from any lawful liability incurred by reason or as a result of its hauling and drayage of any such machine.

E. Insurance

1. Workers’ Compensation Insurance - If you are determined to be the lowest responsive and responsible bidder and you are awarded the contract, you shall maintain Worker’s Compensation coverage for claims made by persons against you or the State in limits not less than $100,000 per person and in no case less than the statutory requirement.

In addition, you will be required to name the State of Louisiana and particularly the Department of State as the statutory employer of the persons working for you under this Contract. The State and the Contractor further acknowledge that this recognition is limited to the status of a statutory employer under the workers’ compensation law of Louisiana and is not intended to create any other rights or responsibilities of the parties or the employees of the Contractor. The Contractor agrees to include this Statutory Employer provision in all contracts and subcontracts for any and all work contemplated by or included in the Agreement. In the event this Statutory employer provision is not included in any such contract or subcontract, the Contractor agrees to indemnify and hold the State harmless from and against any claim, loss or liability arising out of denial of statutory employer status for the State under the Contract, including all reasonable attorneys’ fees of the State incurred in connection with any such claim. The Contractor must agree to defend any such claim through counsel acceptable to the State, at the sole cost of the contractor. The State, notwithstanding, in its sole discretion, shall be entitled to provide its own defense to any such claim, demand or cause of action, provided that the Contractor shall reimburse the State for all its costs, expenses and attorney fees in connection with the defense. You will be required to furnish evidence of such insurance coverage upon notification and prior to signing the contract.

2. Liability Insurance - If you are determined to be the lowest responsive and responsible bidder and you are awarded the contract, you must have or you must obtain the following forms of insurance coverage for claims made against the State of Louisiana, the Department of State or the Contractor: (1) Public Liability in limits not less than $100,000 per person; (2) Bodily Injury Liability in limits not less than $300,000 per occurrence; and (3) Property Damage Liability in limits not less than $50,000 per occurrence. All such insurance coverage shall be in force through the term of the Contract, including any renewal period.

Failure to maintain such insurance shall cause the Contract to be canceled upon ten (10) days written notice by the Secretary of State. Evidence of insurance coverage shall be the original insurance policies, conformed copies (photocopies), and shall be accompanied by a certificate of insurance attested to by a duly licensed agent or broker stating that such insurance will not be canceled by the company without first giving notice to the Secretary of State at least thirty (30) days before said insurance will be canceled.

3. Auto Liability Insurance – Licensed and non-licensed motor vehicles: The contractor shall take out and maintain during the life of the contract, automobile public liability insurance in an amount not less than combined single limits of $500,000 per occurrence for bodily injury/ property damage. If any non-licensed motor vehicles are engaged in operations within the terms of the contract on the site of the work to perform thereunder, such insurance shall cover the use of all such motor vehicles engaged in operating within the terms of the contract on the site of the work to be performed thereunder, unless such coverage is included in the insurance specified.

4. Cargo Insurance - Cargo insurance, unlike liability insurance, is not required.

However, we strongly recommend that you obtain some sort of cargo insurance if you are awarded the contract. If a voting machine is damaged in transit, we will demand reimbursement from the Contractor for repair as provided in accordance with the Contract, and may file a claim with our insurance company, and our insurance company will make demands upon you for reimbursement if you are at fault. All payments for damages must be payable to the Department of State for the cost of said damage.

V. PERFORMANCE BOND

If you are awarded the contract, you will be required to submit an approved performance bond or irrevocable bank letter of credit in the penal sum of 1.5 times the contract price (Bid per machine x number of machines x 1.5), made payable to the State of Louisiana, Department of State.

The performance bond must be written by a surety or insurance company currently on the U.S. Department of the Treasury Financial Management Service list of approved bonding companies (published annually in the Federal Register), by a LA domiciled insurance company with at least an A rating in the latest printing of A.M. Best’s Key Rating Guide. This bond must be submitted upon notification and prior to signing the contract. Failure to perform in accordance with the terms and conditions of the contract will result in forfeiture of your performance bond.

VI. DETERMINING RESPONSIBILITY

If you are determined to be the lowest responsive bidder, the Secretary of State or his duly authorized representative may make reasonable inquires to determine your responsibility as a prospective contractor. For the purposes of determining responsibility, “you” includes all persons or corporate entities who hold an ownership interest in the bidding entity or who hold by proxy voting power in the corporation and, if anyone is holding stock in his own name that actually belongs to another, the person for whom held, including stock held pursuant to a counter-letter. In making his determination, the Secretary of State will consider the following factors:

A. Has available the appropriate financial, material, equipment, facility and personnel resources and expertise, or the ability to obtain them, necessary to indicate the capability to meet all the contractual requirements;

B. Has a satisfactory record of performance on previous state contracts and with other persons;

C. Has a satisfactory record of integrity and compliance with the law;

D. Is legally qualified to contract with the State of Louisiana. Prior to award of any contract, the successful bidder shall affirm by affidavit that he/she and/or the principle officers of a corporation/partnership/agency are not currently under any felony conviction. The successful bidder shall also certify that neither he/she nor any other shareholder holding a 25% or greater interest in any bidding partnership, sole proprietorship, corporation, limited liability partnership or limited liability company is an immediate family member (grandparent, mother, father, mother-in-law, father-in-law, siblings and their spouses, husband, wife, child, grandchild) of any employee of the Department of State; and, E. Has reasonably supplied any information requested by the Secretary of State in establishing responsibility.

VII. AVAILABILITY OF EQUIPMENT

A. The bidder must provide enclosed trucks and trailers sufficient to transport all voting machines.

B. The apparent successful bidder may be required to list the equipment owned by bidder that will be used to fulfill the provisions to the contract.

C. If the bidder intends to use rental equipment, the apparent successful bidder will be required to file a copy of the rental or lease agreement with the equipment provider with the Department of State.

VIII. AWARD

If a bidder is the lowest responsive and responsible bidder in more than one parish, the bidder will be limited to contracting for parishes with an aggregate total of not more than 1,000 voting machines or four (4) parishes, whichever limit is met first. In the event those numbers are exceeded, the contracts will be awarded in the order in which bids were taken. See LAC 31.III.131.

Bidders should be aware that the Secretary of State reserves the right to reject any and all bids when it is in the best interest of the state of Louisiana. See LAC 31.III.155. As such, the Secretary of State reserves the right to reject any bids in instances where a Contractor bids under more than one company or LLC name, where a Contractor is listed as a member or an agent of another bidding company, or where a Contractor bids under social security numbers or tax identification numbers, or a combination of the above, where the aggregate total of machines bid on exceeds more than 1,000 voting machines or more than four (4) parishes.

The lowest responsive and responsible bidder will be notified of the award of this drayage by letter from the Secretary of State or his designee.

IX. PAYMENT OF SERVICES UNDER THE CONTRACT

Payment will be made to Contractor within 30 days of receipt of the white and yellow copies of the Drayman’s Invoice, the Record of Elections, Damage Report, and reimbursement by Contractor for damage, if any.

X. IMPORTANT NOTICE

If electronic voting machines are not handled properly, damage can occur. Repairing or replacing these machines can be costly. If a drayman causes damage to a voting machine by his negligence or fault, the cost associated with repair or replacement of the damaged machine will be assessed against the drayman as provided for in the Contract.

In the event the Secretary of State cancels a contract for cause, that Contractor will not be eligible to bid on a future contract for three (3) years in the parish where the contract was canceled.

NANCY LANDRY, SECRETARY OF STATE

POST OFFICE BOX 94125

BATON ROUGE, LOUISIANA 70804-9125

DRAYAGE BID FORM

This bid is for hauling voting machines, election supplies, and precinct registers from the warehouse to all voting polling places and places of demonstration and return (round trip):

PARISH: Pointe Coupee

**SEALED BIDS ARE DUE: November 25, 2025 at 10:30 am, CST

TYPE OF VOTING MACHINES: AVC “ADVANTAGE”

ESTIMATED NUMBER OF VOTING MACHINES: Sixty-One(61)

NUMBER OF PRECINCTS: 27

BID COST PER VOTING MACHINE: _______________

BIDDER HAS THE NECESSARY EQUIPMENT FOR THIS CONTRACT (MARK ONE):

YES __________ NO____________

BIDDER’S VEHICLE TO BE USED FOR THIS DRAYAGE CONTRACT IS:

OWNED or RENTED

If awarded the bid, the primary term of the drayage contract shall be from through with an option to renew for two additional 12 month periods at the same price, terms and conditions.

In accordance with La. R.S. 39:1594(C)(4), if the bidder is a corporation, partnership, or other legal entity, the authority of the person signing the bid must be submitted to the Secretary of State upon request and received by the Secretary of State within seven (7) days of receipt of request. See page 3, Section III, Subsection B of the bid packet.

The attached “Contractor Disclosure of Ownership Form” and a “No Felony Conviction Employee Certification Affidavit” must be completed, notarized, and returned with this completed bid form.

The name of the bidder must be the name which is on the social security card or federal identification certificate of the bidder.

All bids submitted are subject to the provisions of the Louisiana Administrative Code (LAC 31.III.101 et seq.), the Louisiana Election Code, Louisiana Procurement Code, the Louisiana Code of Governmental Ethics, the Instructions and Special Conditions, and the terms and conditions of the contract.

I hereby acknowledge receipt of bid package (Instructions and Special Conditions; Sample Contract;

Administrative Rules on Procurement of Voting Machine Drayage; and Parish Voting Machine/Polling Places Information Sheet). I hereby understand what is expected if I am the lowest responsive and responsible bidder.

No deviations from these specifications will be allowed.

BIDDER (PLEASE TYPE OR PRINT)

(IMPORTANT NOTE: This name must agree with the name on social security card or federal identification certificate.)

SIGNATURE

ADDRESS

TELEPHONE NUMBER / FAX NUMBER / EMAIL ADDRESS

FEDERAL ID# OR SOCIAL SECURITY #

DATE

CONTRACTOR DISCLOSURE OF OWNERSHIP

Before me, the undersigned Notary in and for the Parish of, personally came and appeared the undersigned who, after being sworn, did depose and say that:

Contractor or Company Name is contracting with the Department of State and listed below are the names and addresses of all persons or corporate entities who hold an ownership interest in the company or who hold by proxy voting power in the corporation and, if anyone is holding stock in his own name that actually belongs to another, the name of the person for whom held, including stock held pursuant to a counter-letter.

1. Persons or corporate entities holding ownership in the company, including the percent of ownership:

Name Address %

2. Persons or corporate entities who hold by proxy voting power in the company :

3. Stock (or membership certificate for LLC’s) held for others and for whom held:

Name Address

Name Address

For Whom Held Address

It is the policy of the Department of State (Department) to prohibit Department employees and their immediate family from participating in activities required of contractors. The Code of Governmental Ethics defines immediate family as a public servant’s children, the spouses of the children, brothers, sisters, the spouses of his brothers and sisters, parents, spouses, and the parents of his spouse. Those companies contracting with the Department are required to certify herein that they will not request or allow any Department employee or their immediate family to perform contractor responsibilities.

I certify that the Department of State employee or their immediate family members do not hold a significant interest in the contracting entity (25% or more) and will not be requested or allowed to perform any services under my contract with the Department.

COMPANY REPRESENTATIVE

SWORN TO AND SUBSCRIBED before me at , Louisiana, this day of , 20 ______.

NOTARY PUBLIC

Printed Name:

Notary License Number:

Expiration Date:

POST OFFICE BOX 94125

NO FELONY CONVICTION

EMPLOYEE CERTIFICATION

AFFIDAVIT

PARISH OF POINTE COUPEE

Before me, NOTARY PUBLIC, in and for the above state and parish, personally came and appeared:____________________________________________________

__________________who says that he/she and/or the principle officers of the corporation are not currently under any felony conviction; and, further certifies that he will not in any way hire, employ, contract with, or subcontract with any person who has been convicted or who has pled guilty to an election offense.

AFFIANT

Sworn to and subscribed before me this day of , 20___

Printed Name:

POST OFFICE BOX 94125

ACKNOWLEGEMENT OF PRE-BID VIDEO

AFFIDAVIT

PARISH OF POINTE COUPEE

Before me, NOTARY PUBLIC, in and for the above state and parish, personally came and appeared: __________________________________________________________ who says that he/she acknowledges that viewing the pre-bid video located on the Department of State’s website at ______________ is mandatory, and that he/she has viewed and understands the video in its entirety prior to submission of his/her/the corporation’s bid.

AFFIANT

Sworn to and subscribed before me this ______ day of _____________________, 20____.

Printed Name:

CARTAGE OR DRAYAGE CONTRACT

BETWEEN

AND

CONTRACT SUMMARY:

PARISH: POINTE COUPEE

ESTIMATED NUMBER OF VOTING MACHINES: Sixty-One (61)

CONTRACT PRICE PER VOTING MACHINE: ___________________

TERM OF CONTRACT: January 1, 2026 through December 31, 2026

This Contract (“Contract”), entered into this 1st day of January 2026, (“Effective Date”), by and between ________________ (“Contractor”), having its principle place of business at ________________________, ________________, Louisiana 70_____ and the State of Louisiana, Department of State ( “State” or “Secretary of State”), located at 5651 Essen Lane, Baton Rouge, Louisiana 70809 and represented herein by Nancy Landry, Secretary of State, pursuant to the authority of Title 18, Sections 1371, et seq. of the Louisiana Revised Statutes.

WHEREAS, the Secretary of State made due advertisement for the bids in accordance with the law for the drayage, cartage or hauling of voting machines in the Parish of POINTE COUPEE, including all services in connection therewith; and

WHEREAS, in accordance with said advertisement, bids were received by the Secretary of State in his office, pursuant to Solicitation Number 2026-39, and said bids were publicly opened and read aloud; and

WHEREAS, the Secretary of State, after due and proper analysis of bids submitted, awarded the Contract to Contractor as the lowest responsive and responsible bidder;

NOW, THEREFORE, in consideration of the mutual obligations contained in this Contract, and other good and valuable consideration, the receipt and sufficiency of which are acknowledged by each of the parties hereto, the parties, intending to be legally bound, agree as follows:

1. Drayage Services. Subject to the terms and conditions set forth herein, the provisions of Title 18 of the Louisiana Revised Statutes (“Louisiana Election Code”), including but not limited to Chapter 4 of that Title entitled “Registration of Voters” and Chapter 8 entitled “Voting and Voting Machines,” and Louisiana Administrative Code (LAC) 31:III.101 et seq., the Contractor shall perform all services necessary to ensure the proper and timely delivery and return of the voting machines allocated for use in the Parish, precinct registers, and any and all other election equipment and supplies in connection therewith, to and from the Parish Registrar of Voters’ office and to and from the storage warehouse and polling places, or demonstration and commissioner training sites. The Contractor shall work with the Clerk of the District Court (Clerk of Criminal District Court in Orleans Parish), who is the ex officio parish custodian of voting machines in each parish and with any deputy parish custodian appointed by the Clerk. Drayage services shall specifically include, but not be limited to, the following:

(a) Precinct Registers. The Contractor shall obtain the precinct registers from the Parish Registrar of Voters’ office on a schedule agreed upon by the Registrar and Contractor, which precinct registers shall be delivered by the Contractor to the designated voting machine warehouse(s) for insertion in the proper voting machines by the Parish Custodian. Following an election, the Contractor shall return all precinct registers and any “ROV Envelopes” to the Parish Registrar of Voters’ office on the 3rd day following the election after the opening of the machines.

With the express, written permission of the Secretary of State, the Contractor may be relieved of this responsibility, if it is adequately performed by the Parish Registrar of Voters.

(b) “Vote Here” Signs. The Contractor shall obtain the “Vote Here” signs from the warehouse and shall deliver them with the voting machines to the designated precincts to be put in place on election day by the commissioners. Following the election, the Contractor shall return the “Vote Here” signs to the warehouse at the same time the Contractor transports the voting machines back to the warehouse.

(c) Covering and Loading. Only enclosed trucks or enclosed trailers may be used to transport electronic voting machines. Tarps or any other type of covering on an open truck or trailer is not acceptable to transport electronic voting machines. The Contractor shall cover all voting machines to be transported with individual machine covers and load all such voting machines out of the warehouses in which the voting machines are stored between elections. All voting machines shall be loaded, blocked and strapped on the trucks at all times during drayage to the satisfaction of the Secretary of State or his designated representative. Proper moving straps must be used. Rope or twine of any strength shall not be used.

(d) Hauling, Delivering, and Set-up. The Contractor shall perform all hauling or drayage necessary to distribute the voting machines from the warehouse to the polling precincts and/or demonstration sites, as designated by the Parish Custodian. In performing such duties, the Contractor shall supply all needed labor and equipment at the Contractor’s sole expense. The Contractor shall deliver and unload the voting machines and their paraphernalia, together with keys to each voting machine, obtain a receipt for the same from the Deputy Parish Custodian. If deemed necessary by the Parish Custodian, and subject to approval by the Secretary of State or his designee, the Contractor shall also raise the voting machines to voting position.

(e) Voting Machine Chain of Custody Form. Upon receipt of voting machines from warehouses, delivery to precincts, and return to warehouse, the Voting Machine Chain of Custody Form must be completed and signed by Drayman, or his designee, and Custodian.

(f) Delivery Schedule. All such delivery and set-up shall occur on a schedule determined by the Contractor and pre-approved by the Parish Custodian, which schedule shall be furnished to and approved by the Parish Custodian not later than 5 p.m. on the fifteenth (15th) day prior to the election (“Schedule”). If a schedule cannot be agreed upon by the Contractor and the Parish custodian, the schedule shall be furnished to the Secretary of State not later than 5 p.m. on the thirteenth (13th) day prior to the election for review and approval by the Secretary of State or his designee. Notwithstanding the foregoing, all voting machines must be distributed to and set up within each and every polling place between the hours of 7:00 a.m. and 8:00 p.m. of the day preceding the election, and must be removed and returned to said warehouse by 8:00 p.m. on the second day following the said election (within 48 hours after the closing of the polls), unless required by law to be returned earlier due to a holiday.

In the case of demonstration of voting machines used in connection with elections, the drayage shall be at a time and place to be specified by the Secretary of State or his designee. In the case of demonstration of voting machines used in connection with commissioner training schools, the drayage shall be at a time and place to be specified by the Parish Custodian with final approval by the Secretary of State or his designee.

(g) Return to Warehouse. Within forty-eight (48) hours of the closing of the polls, and at the time designated by the Schedule, the Contractor shall lower, if necessary, and load and transport the voting machines back to the warehouse. The Contractor shall place all voting machines in their designated positions in the warehouse, remove the machine cover from each machine, and fold and store the machine cover Upon return of each voting machine to the warehouse, the Secretary of State or his representative shall inspect the voting machines and provide a written statement of any damages to the Contractor no later than the 5th day following the election. Acceptance of the machines shall be made only after the inspector determines that all requirements and conditions of the Contract have been met.

(h) Election Day Services.