50007-SB#7661.pdf

April 23, 2025

BID NUMBER:

DATE:

NORTHWESTERN STATE

UNIVERSITY

Business Affairs – Purchasing Section St. Denis Hall/ 200 Sam Sibley Dr.

Natchitoches, Louisiana 71497

(318) 357-5716 email: purchasing@nsula.edu

INVITATION FOR BID: Sealed bid, subject to the conditions herein stated and attached hereto, will be received at this office until 2 pm Thursday, May 15th, 2025, and then publicly opened for furnishing the items and/or services as described below for Northwestern State University:

Site Visits may be requested by contacting Dale Wohletz at 318-471-1336, NSU Physical Plant Office, 998 South Jefferson, Natchitoches, LA 71497. Site visits must be performed prior to Friday, May 9th, 2025.

DESCRIPTION

BIDDERS PLEASE FILL IN ALL BLANK SPACES AND SIGN BELOW

Terms will be and shipment will be received within days after receipt of order.

In compliance with and subject to the conditions thereof, the undersigned offers and agrees, if this bid be accepted within thirty (30) days from date of opening, to furnish any or all of the items (or sections) at the price set opposite each item (or section).

VENDOR NAME SIGNATURE AUTHORITY (Re: L.R.S. 39:1594(Act 121)

ADDRESS PRINTED OR TYPED NAME / TITLE

CITY, STATE, ZIP FEDERAL TAX IDENTIFICATION NUMBER (FIN)

TELEPHONE NUMBER EMAIL

DATE

ACCEPTANCE /AWARD

Date of Award and Execution

Recommendation:

Approved:

Ashlee Grayson, Director of Purchasing

NSU Elevator Maintenance and Inspection

SB# 7661

mailto:purchasing@nsula.edu

INSTRUCTIONS TO BIDDERS

1. Bid Forms

All written bids, unless otherwise provided for, must be submitted on, and in accordance with, forms provided, properly signed. Bids submitted in the following manner will not be accepted:

l. Bid contains no signature indicating intent to be bound;

2. Bid filled out in pencil; and

3. Bid not submitted on NSU’s standard forms.

Bids must be received at the address specified in the Invitation for Bids prior to bid opening time in order to be considered. Any bid received after bid opening time will be returned to sender unopened.

Telegraphic and fax alterations to bids received before bid opening time will be considered provided formal bid and written alteration have been received and time-stamped before bid opening time.

2. Submission of Bids

Firms/individuals who are interested in providing services requested under this ITB must submit a bid containing the information specified in this solicitation. The bid must be received in hard copy (printed) version by the Purchasing Office on or before (2:00 PM) Central Daylight Time on the date specified.

FAX or e-mail submissions are not acceptable. Bidders mailing their submittals shall allow sufficient mail delivery time to ensure receipt of their submittal by the time specified. The submitted bid must be delivered at the Bidder's expense to:

Attn: Ashlee Grayson Director of Purchasing Business Affairs/St. Denis Hall 200 Sam Sibley Drive Northwestern State University Natchitoches, Louisiana 71497

*****Submittals should have ITB #7661 clearly printed on all documents and shipping containers, failure to clearly label submittals may result in rejection. *****

For courier delivery, the street address above and the telephone number is (318-357-5716). It is solely the responsibility of each Bidder to ensure that their submittal is delivered at the specified place and prior to the deadline for submission. Submittals received after the deadline will not be considered.

NSU requests that (1) copy of the solicitation be submitted to the Purchasing Office at the address specified. The bid shall contain original signatures of those company officials or agents duly authorized to sign bids or contracts on behalf of the organization. A certified copy of a board resolution granting such authority shall be submitted if Bidder is a corporation. The bid with original signatures will be retained for incorporation in any contract resulting from this ITB.

3. Prices: The bidder must state the prices (written in ink, in figures) for which he proposes to furnish each item and shall show the total extended amount for each based on the quantities shown. In case, however, of conflict between the unit price and the extended amount, the unit price shall govern. Unit prices should be inclusive of any freight charges.

4. F.O.B: Bid should be FOB Destination/Agency, title passing upon acceptance of merchandise. Failure to comply with this requirement may disqualify your bid.

5. Standard of Quality: Any product or service bid shall conform to all applicable Federal and State laws and regulations and the specifications contained in the ITB. Unless otherwise specified in the ITB, any manufacturer’s name, trade name, brand, name, or catalog number used in the specifications is for the purpose of describing the quality level and characteristic required. Bidder must specify the brand and model number of the product offered in his bid. Bids not specifying brand and model number shall be considered as offering the exact products specified in the ITB.

6. Descriptive Information: Bidders proposing an equivalent brand or model should submit with the bid information (such as illustrations, descriptive literature, and technical data) sufficient for NSU Purchasing to evaluate quality, suitability, and compliance with the specifications in the ITB. Failure to submit descriptive information may cause bid to be rejected. Any change made to a manufacturer’s published specifications submitted for a product shall be verifiable by the manufacturer. If item(s) bid does not fully comply with specifications (including brand and/or product number), bidder must state in what respect the item(s) deviate. Failure to note exceptions on the bid form will not relieve the successful bidder(s) from supplying the actual products requested.

MANUFACTURER’S NUMBERS AND TRADE NAMES: Where the manufacturer’s product is named or specified, it is understood that “or equal” shall apply, whether stated or not. Such name and number are meant to establish the standard, type, quality, style, etc. Northwestern State University shall be the sole judge as to whether or not the equipment offered is equal to that specified.

7. Interpretation of Solicitation/Bidder Inquiries: If Bidder is in doubt as to the meaning of any part or requirement of this solicitation, Bidder may submit a written request for interpretation to the Buyer-of- Record at purchasing@nsula.edu. Written inquiries must be received in the NSU Purchasing Office no later than five (5) calendar days prior to the opening of bids and must clearly cross-referenced to the bid/solicitation/specification number in subject field of the email request.

No decisions or actions shall be executed by any Bidder as a result of oral discussions with any NSU employee or consultant. Any interpretation of the documents will be made by formal addendum only, issued by the NSU Purchasing Office, and mailed or delivered to all Bidders known to have received the solicitation. NSU shall not be responsible for any other interpretations or assumptions made by Bidder.

8. Bid Opening: Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be given at the bid opening or during the evaluation process. Bids may be examined 72 hours after request is made. Information pertaining to completed files may be secured by visiting Northwestern State University Purchasing during normal working hours. Written bid tabulations will not be furnished.

9. Award: Award will be made to the lowest responsible bidder, taking into consideration the quality of the products to be supplied, their conformity with specifications, the purposes for which they are required, and the time for delivery. Northwestern State University Purchasing reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all bids and waive any informalities.

10. Purchase Order: If any bid or bids are accepted, an initial purchase order or orders for the entire number of units or part thereof, will be issued not later than thirty (30) days after receipt of bids by the Owner to the lowest bidder offering products which, in the opinion of the University, meet the requirements of these specifications.

mailto:purchasing@nsula.edu

11. Conditions of Purchase Orders: We will not in any manner be responsible for goods delivered or work done for our account without a written order. No allowance for boxing or crating. If you cannot fill order as directed, return for advice. Quantities in excess of the order may be returned or held subject to shipper’s order, expense and risk. By accepting the order, you hereby warrant that the merchandise to be furnished hereunder will be in full conformity with the specifications, drawing or sample and agree that this warrant shall survive acceptance of the merchandise and that you will bear the cost of inspecting merchandise rejected. Northwestern State University reserves the right to purchase additional quantities at the same price, terms, and conditions for a period of ninety (90) days from the date of order based upon vendor acceptance.

12. Inspection and Acceptance: Upon delivery of each item to the Agency, inspection of the item will be made by Northwestern State University, or their representative, at the point of delivery, or in special cases, at point of origin. Acceptance of the item will be made after inspection determines that all requirements of the specifications and the proposal have been met.

13. Reject: All rejected goods will be at seller’s risk and expense, subject to seller’s prompt advice as to disposition. Unless otherwise arranged all rejected goods will be returned and charged back including all transportation and handling costs. All packages must reflect the NSU purchase order number, or it will be refused and returned at vendor’s expense.

14. Payment Terms: Cash discounts for less than 30 days or less than 1% or greater than 5% will be accepted but will not be considered in determining awards. On indefinite quantity terms contracts, cash discounts will be accepted and taken but will not be considered in determining awards. Bids containing “payment in advance” or “COD” requirements may be rejected. Payment is to be made within 30 days after receipt of properly executed invoice or delivery, whichever is later. Invoices shall be submitted to: Northwestern State University, Business Affairs, Accounts Payable Section, St. Denis Hall, Natchitoches, LA 7l497. We must pay from ORIGINAL, ITEMIZED invoices as required by the State Legislative Auditor.

15. U.S. Taxpayer Identification Number: Vendor must include an IRS Form W-9 and enter your taxpayer identification number in the appropriate space on the Specifications and Bid Form Page. For individuals and sole proprietors, this is your social security number. For other entities, it is your employer identification number. PAYMENT CANNOT BE PROCESSED WITHOUT YOUR TAX I.D.

NUMBER.

16. Taxes: The State is exempt from sales/use tax. Vendor is responsible for including all applicable taxes in the bid price.

17. New Products: Unless specifically called for in the ITB, all products for purchase must be new, never previously used, and the current model and/or packaging. No remanufactured, demonstrator, used or irregular product will be considered for purchase unless otherwise specified in the ITB. The manufacturer’s standard warranty will apply unless otherwise specified in the ITB.

18. Contract Renewals: Upon Agreement of Northwestern State University Purchasing and the contractor, an open-ended requirements contract may be extended for 2 additional 12-month periods at the same prices, terms, and conditions. In such cases, the total contract term cannot exceed 36 months.

19. Contract Cancellation: Northwestern State University reserves the right to cancel this contract with thirty(30) days written notice.

20. Default of Contractor: Failure to deliver within the time specified in the bid will constitute default and may cause cancellation of the contract. Where the Northwestern State University Purchasing has determined the contractor to be in default, NSU Purchasing reserves the right to purchase any or all products or services covered by the contract on the open market and to charge the contractor with cost in excess of the contract price. Until such assessed charges have been paid, no subsequent bid from the defaulting.

21. Davis Bacon Act: The Davis-Bacon Act, United States Code, Title 40, Chapter 3, Section 276(a) requires all laborers and mechanics employed by contractors and subcontractors who work on construction projects financed federal assistance to be paid wages not less than those established by the Secretary of Labor for the locality of the project when required by federal grant program legislation.

22. Order of Priority: In the event there is a conflict between the Instructions to Bidders or General Conditions and the Special Conditions, the Special Conditions shall govern.

23. Applicable Law: All contracts shall be construed in accordance with governed by the laws of the State of Louisiana.

24. Discrimination and EEOC COMPLIANCE: The contractor agrees to abide by the requirements of the following as applicable: Title VI and VII of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Act of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act 1972, and contractor agrees to abide by the requirements of the Americans With Disabilities Act of 1990: Contractor agrees not to discriminate in its employment practices, and will render services under this contract without regard to race, color, religion, sex, national origin, veteran status, political affiliation, disabilities, or in accordance with KBB 2004-54 because of an individual’s sexual orientation. Any act of discrimination committed by Contractor, or failure to comply with these statutory obligations when applicable shall be grounds for termination of this contract.

25. Standard Preference:

A. In accordance with Louisiana Revised Statutes 39:1595, a preference not to exceed 10% may be allowed for paper and paper products manufactured or converted in Louisiana of equal quality. For paper supplied in wrapped reams, each carton and each individual ream shall be clearly labeled with the name of the manufacturer or converter and the location within Louisiana where such paper is manufactured or converted. For paper and paper products supplied in bulk or in other forms, the smallest unit of packaging shall be clearly labeled with the name of the manufacturer or converter and the location within Louisiana where such paper or paper product is manufactured or converted.

Do you claim this preference? Yes Specify Item Number(s)

Name and location within Louisiana where such paper or paper product is manufactured or converted:

26. Scope of Contract: Furthermore, submittal of any terms and conditions contrary to those of the State of Louisiana may cause your bid to be rejected. By signing this form terms and conditions which may be included in your bid are nullified, and contractor agrees that this contract shall be construed in accordance with and governed by the laws of the State of Louisiana.

27. Right to Audit: The Contractor agrees that the University and the Legislative Auditor of the State of Louisiana shall have access to, and the right to audit and examine, any pertinent books, documents, papers, and records of the Contractor related to this bid and any resulting contract agreement.

28. Official University Recognized Holidays: The following is a list of officially recognized University Holidays:

New Year’s Day Juneteenth Martin Luther King Day July 4th Mardi Gras Day Labor Day Good Friday Thanksgiving Day Memorial Day Christmas Day

29. Qualification of Bidder: NSU reserves the right to make inquiries and investigations as it deems necessary to determine the responsibility of any Bidder to perform the contract work. The Bidder shall furnish all information and data (including additional samples) for this purpose as NSU may request. The unreasonable failure of any Bidder to promptly supply information in connection with an inquiry may be grounds for a determination of non-responsibility.

Bids submitted are subject to provisions of the laws of the State of Louisiana including but limited to L.R.S.

1551-1736; Purchasing rules and regulations; executive orders; standard terms and conditions; special considerations; and specifications listed in this solicitation.

(Signature Authority/Title)

BIDDERS MUST SIGN IN INK

B. A preference not to exceed 10% may be allowed for products manufactured, produced, grown, or assembled in Louisiana of equal quality.

Do you claim this preference? Yes Specify Item Number(s)

Specify location within Louisiana where this product is manufactured, produced, grown, or assembled:

If so, do you certify that at least fifty percent (50%) of your Louisiana business workforce is comprised of Louisiana residents?

Yes: No:

[Note: If more space is required, include on separate sheet. Failure to specify above information may cause elimination from preferences. Preferences shall not apply to service contracts.]

I M P O R T A N T

Signature Authority: In Accordance with L.R.S.39:1594 (Act 121), the person signing the bid must be:

1. A current corporate officer, partnership member of other individual specifically authorized to submit a bid as reflected in the appropriate records on file with the Secretary of State; or

2. An individual authorized to bind the vendor as reelected by an accompanying corporate resolution, certificate, or affidavit; or

3. An individual listed on the State of Louisiana Bidder’s Application as authorized to execute bids.

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

A Member of the University of Louisiana System

WE ARE AN EQUAL OPPORTUNITY UNIVERSITY

THE BIDDER: hereby declares and represents that he: 1) has carefully examined the Bidding Documents, 2) has a clear understanding of the Bidding Documents, 3) has not received, relied on, or based his bid on any verbal instructions contrary to the Contract Documents or any addenda, 4) has personally inspected and is familiar with the project site, and hereby proposes to provide all labor, materials, tools, appliances and facilities as required to perform, in a workmanlike manner, all work and services for the construction and completion of afore referenced project, all in accordance with the Contract documents as prepared by: NSU Staff & Site Visit to go over proposal and become familiar with existing conditions . See Section 01041, 1.03 Related Requirements for Date of Pre-Bid Conference.

Signed: ______________________________ And dated: ____________________________

AWARD AND EXECUTION OF CONTRACT: When this project is financed partially of entirely with State Bonds, the award of this Contract is contingent upon the sale of bonds by the State Bond Commission. The State shall incur no obligation to the Contractor until the Contract between Owner and Contractor is duly executed.

If the Bidder is notified of the acceptance of the bid within thirty (30) days after the opening of bids, he agrees to execute and deliver the “Contract Between Owner and Contractor and SP-7 BID NO. 7661.Performance and Payment Bond, “a copy of which is attached to the Contract Documents within ten (10) days after notice from the Owner that the instrument is ready for signature.

REJECTION OF BIDS: The Bidder understands that the Owner reserves the right to reject any or all bids for just cause. In accordance with La. R.S. 38”2212 )A) (1) (b), the provisions and requirements of this Section, those stated in the advertisement for bids, and those required on the bid form shall not be considered as informalities and shall not be waived by any public entity.

WITHDRAWAL OF BIDS: The Bidder agrees that this bid shall be good and may not be withdrawn for a period of thirty (30) calendar days after the scheduled closing time for receiving bids except in accordance with the provisions of R.S. 38:2214. This bid may be withdrawn at any time prior to the scheduled time for the opening of bids or any authorized postponement thereof.

LICENSED CONTRACTOR: A Louisiana State Contractor's License (Classification - Specialty:

elevators, escalators, and dumbwaiters) will be required for this bid. The Louisiana Contractor's License number must be listed on the outside of the bid envelope.

IMPORTANT NOTES:

1. VENDOR BIDDING ANYTHING OTHER THAN EXACT GOODS/SERVICES SPECIFIED IN

THESE SPECIFICATIONS SHOULD SUBMIT DESCRIPTIVE AND ILLUSTRATIVE

LITERATURE WITH BID FOR CONSIDERATION OF AWARD. FAILURE TO DO SO MAY BE

CAUSE FOR REJECTION OF BID.

2. ALL PRICES QUOTED ARE TO REMAIN FIRM UNTIL ALL DELIVERABLE GOODS OR

SERVICES ARE RENDERED TO AND ACCEPTED BY NORTHWESTERN STATE

UNIVERSITY.

3. IN THE EVENT OF EXTENSION ERRORS, THE UNIT PRICE ON THE BID FORM SHALL

PREVAIL.

4. NORTHWESTERN STATE UNIVERSITY ADHERES TO NET 30 PAYMENT TERMS. ALL

OTHER PAYMENT TERMS MUST BE DISCLOSED WITH BID. BE ADVISED THAT STRICTER

PAYMENT TERMS MAY BE CAUSE FOR REJECTION OF BID.

5. QUANTITIES ARE APPROXIMATE AND ARE NOT GUARANTEED BY THE UNIVERSITY.

THE UNIVERSITY RESERVES THE RIGHT TO INCREASE OR REDUCE QUANTITY AS

NEEDED IF IN THE BEST INTEREST OF THE UNIVERSITY.

6. THE UNIVERSITY RESERVES THE RIGHT TO AWARD PROPOSAL ON AN INDIVIDUAL

ITEM BASIS, A COMBINATION OF ITEMS BASIS, OR AS A TOTAL PACKAGE TO ONE

VENDOR, WHICHEVER IS IN THE BEST INTEREST OF THE UNIVERSITY.

7. BID SUBMISSIONS MUST DISCLOSE ALL FEES INCLUDING SHIPPING, HANDLING,

FREIGHT, FUEL SURCHARGES, ETC.. NO ADDITIONAL FEES WILL BE ACCEPTED AFTER

AWARD.

8. FAILURE TO COMPLY WITH ANY MANDATORY REQUIREMENTS SHALL BE CAUSE FOR

REJECTION OF BID.

9. VENDORS ARE ADVISED THAT ALL HARARDOUS PRODUCTS MUST BE ACCOMPANIED BY

A “HARZARDOUS MATERIALS DATA SHEET”. THIS SHEET MUST ALSO INCLUDE

SUGGESTED ANTIDOTES FOR INGESTION AND OTHER CONTACT.

10. ANY QUESTIONS ARISING FROM EITHER THE SPECIFICATIONS AND/OR JOBSITE VISIT

MUST BE ADDRESSED IN WRITING TO PURCHASING@NSULA.EDU AND WILL BE ANSWERED

VIA ADDENDUM.

11. NO ADDENDA WILL BE ISSUED WITHIN A PERIOD OF SEVENTY-TWO (72) HOURS PRIOR

TO THE DATE SET FOR THE RECEIPT OF BIDS EXCEPT AN ADDENDUM, IN NECESSARY,

POSTPOSING THE DATE OF RECEIPT OF BIDS OR CANCELLING THE REQUEST FOR BIDS.

12. TAX EXEMPTION: Northwestern State University is exempt from all Louisiana state and local sales and use taxes and will not pay taxes delineated on invoices for this or any other project. Northwestern State University is a tax-exempt State Agency. However, that tax-exempt status does not transfer to its contractors, subcontractors, suppliers or vendors for their use in purchasing project-related materials.

mailto:PURCHASING@NSULA.EDU

Exhibit A Insurance Requirements Contractor’s Liability Insurance

Proof of insurance will be required with the submission of the bid form.

Insurance coverage specified below shall be furnished with the following minimum limits:

Compensation Insurance: The contractor and subcontractors shall purchase and maintain during the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work here under by the contractor, its agents, representatives, employees or subcontractors.

A. Minimum Scope and Limits of Insurance

1. Worker’s Compensation

Worker’s Compensation insurance shall be in compliance with the worker’s compensation law of the state of the contractor’s headquarters. Employers’ liability is included with a minimum limit of $500,000 per accident/per disease/per employee. If work is to be performed over the water and involves maritime exposure, applicable LHWSCA, Jones Act, or other maritime law coverage shall be included and the employer’s liability limit increased to a minimum of $1,000,000. A. M. Best’s insurance company rating requirement may be waived for worker’s compensation coverage only.

2. Commercial General Liability

Commercial general liability insurance, including personal and advertising injury liability, shall have a minimum limit per occurrence of $1,000,000 and minimum general aggregate of $2,000,000. The Insurance Services Office (ISO) Commercial General Liability Occurrence Form CG 00 01 (current form approved for use in Louisiana), or equivalent, is to be used in the policy. Claims-Made form is unacceptable.

3. Automobile Liability

Automobile liability insurance shall have a minimum combined single limit per occurrence of $1,000,000. ISO Form Number CA 00 01 (current form approved for use in Louisiana), or equivalent, is to be used in the policy. This insurance shall include third-party bodily injury and property damage liability for owned, hired and non-owned automobiles.

B. Deductibles and Self-Insured Retentions

Any deductible or self-insured retentions must be declared to and accepted by the Agency. The contractor shall be responsible for all deductibles and self-insured retentions.

C. Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability and Automobile Liability Coverages

a. The agency, its officers, agents, employees, and volunteers shall be named as an additional insured as regards negligence by the contractor. ISO Form CG 20 10 (current form approved for use in Louisiana), or equivalent, is to be used when applicable. The coverage shall contain no special limitations on the scope of protection afforded to the agency.

b. The contractor’s insurance shall be primary as respects the agency, its officers, agents, employees, and volunteers. Any insurance or self-insurance maintained by the agency shall be excess and non-contributory of the contractor’s insurance.

c. Any failure of the contractor to comply with reporting provisions of the policy shall not affect coverage provided to the agency, its officers, agents, employees, and volunteers.

d. The contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the policy limits.

2. Workers Compensation and Employer’s Liability Coverage The insurer shall agree to waive all rights of subrogation against the agency, its officers, agents, employees, and volunteers for losses arising from work performed by the contractor for the agency.

3. All Coverages

a. Coverage shall not be cancelled, suspended, or voided by either party (the contractor or the insured) or reduced in coverage or in limits except after thirty

(30) days’ written notice has been given to the agency. Ten-day written notice of cancellation is acceptable for non-payment of premium. Notifications shall comply with the standard cancellation provisions in the contractor’s policy.

b. Neither the acceptance of the completed work nor the payment thereof shall release the contractor from the obligations of the insurance requirements or indemnification agreement.

c. The insurance companies issuing the policies shall have no recourse against the agency for payment of premiums or for assessments under any form of the policies.

d. Any failure of the contractor to comply with reporting provisions of the policy shall not affect coverage provided to the agency, its officers, agents, employees, and volunteers.

D. Acceptability of Insurers

All required insurance shall be provided by a company or companies lawfully authorized to do business in the jurisdiction in which the project is located. Insurance shall be placed with insurers with an A.M. Best’s rating of A-:VI or higher. This rating requirement may be waived for worker’s compensation coverage only.

If at any time an insurer issuing any such policy does not meet the minimum A. M.

Best rating, the contractor shall obtain a policy with an insurer that meets the A. M.

Best rating and shall submit another certificate of insurance as required in the contract.

E. Verification of Coverage Contractor shall furnish the agency with certificates of insurance reflecting proof of required coverage. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind Coverage on its behalf. The certificates are to be received and approved by the agency before work commences and upon any contract renewal thereafter.

In addition to the certificates, contract shall submit the declarations page and the cancellation provision endorsement for each insurance policy. The agency reserves the right to request complete certified copies of all required insurance policies at any time.

Upon failure of the contractor to furnish, deliver, and maintain such insurance as above provided, this contract, at the election of the agency, may be suspended, discontinued, or terminated. Failure of the contractor to purchase and/or maintain any required insurance shall not relieve the contractor from any liability or indemnification under the contract.

F. Subcontractors

Contract shall include all subcontractors as insureds under its policies or shall be responsible for verifying and maintaining the certificates provided by each subcontractor. Subcontractors shall be subject to all of the requirements stated herein. The agency reserves the right to request copies of subcontractor’s certificates at any time.

G. Workers Compensation Indemnity

In the event contractor is not required to provide or elects not to provide workers compensation coverage, the parties hereby agree that contractor, it’s owners, agents, and employees will have no cause of action against, and will not assert a claim against, the State of Louisiana, it’s departments, agencies, agents and employees as an employer, whether pursuant to the Louisiana Worker’s Compensation Act or otherwise, under any circumstance be, or considered as, the employer or statutory employer of contractor, it’s owners, agents, and employees. The parties further agree that contractor is a wholly independent contractor and is exclusively responsible for its employees, owners, and agents. Contractor hereby agrees to protect, defend, indemnify, and hold the State of Louisiana, its departments, agencies, agents and employees harmless from any such assertion or claim that may arise from the performance of this contract.

H. Indemnification/Hold Harmless Agreement

Contractor agrees to protect, defend, indemnify, save, and hold harmless, the State of Louisiana, all state departments, agencies, boards, and commissions, it’s officers, agents, servants, employees, and volunteers, from and against any and all claims, damages, expenses, and liability arising out of injury or death to any person or the damage, loss, or destruction of any property which may occur, or in any way grow out of, any act or omission of contractor, its agents, servants, and employees, or any and all costs, expenses and/or attorney fees incurred by contractor as a result of any claims, demands, suits or causes of action, except those claims, demands, suits, or causes of action arising out of the negligence of the State of Louisiana, all state departments, agencies, boards, commissions, it’s officers, agents, servants, employees, and volunteers. Contractor agrees to investigate, handle, respond to, provide defense for and defend any such claims, demands, suits, or causes of action at its sole expense and agrees to bear all other costs and expenses related there to, even if the claims, demands, suits, or causes of action are groundless, false or fraudulent.

SCOPE OF WORK

The Contractor shall furnish all labor, personnel, parts, materials, test equipment, tools, mileage and services in conformance with the specifications within this Sealed Bid. The Contractor must meet all requirements within this Sealed Bid. Any proposal not meeting these requirements may be considered deficient.

I. Contractor Qualifications

The following qualifications shall be considered the minimum standard for a Contractor to be considered qualified to provide the services listed herein. Their complete fulfillment shall be an absolute requirement for a Contractor to be considered responsive.

A. The Contractor shall demonstrate that it has been actively and normally engaged, for at a minimum of the past 5 years in the maintenance, service, repair and replacement of materials and equipment in elevators of a similar manufacturer, capacity and control system as those covered by this Sealed Bid. List specific references for (3) three contacts, showing company name and the names of their representatives in which such elevators are being maintained.

B. The Contractor shall demonstrate that it has available, under its direct employment and supervision, the necessary organization to properly fulfill all the services and conditions required under this specification.

C. The Contractor shall use only skilled, competent, trained elevator personnel having a minimum experience of (5) five years in maintaining elevator systems similar to those in this specification. (It is not necessary for all of the required experience to have been acquired with the Contractor’s firm). Under no condition will any work specified herein be subcontracted without the NSU Physical Plant’s prior written approval.

D. Contractor must hold a Louisiana State Contractor's License (Classification - Specialty:

elevators, escalators, and dumbwaiters) will be required for this bid. The Louisiana Contractor's License number must be listed on the outside of the bid envelope.

E. Contractor must hold a Louisiana State Fire Marshall issued Louisiana Life Safety and

Property Protection License, in accordance with RS 40:1664.1, Act 598 of 2018 and Act 339 of 2020.

II. Specifications

A. General o The required services include but are not limited to the following:

1. The work to be performed by the Contractor under the specifications listed herein shall consist of furnishing all necessary supplies, materials, parts, tools, proprietary testing equipment , labor and supervision to provide full preventative maintenance and repair services, including inspections, adjustments and test and replacement of parts as herein specified for all equipment covered under this solicitation, as listed. All parts and materials shall be of a good quality.

2. The Contractor shall utilize only personnel directly employed, trained and supervised by the Contractor. Maintenance and service personnel shall be qualified to make adjustments and provide necessary maintenance to the equipment. NSU reserves the right to request the replacement of any personnel deemed by NSU to be unsatisfactory.

3. The Contractor shall ensure supervision of the maintenance and service personnel by providing a mandatory semi-annual inspection by the Contractor’s supervisor staff. The supervisor is mandated to schedule these inspections with the NSU representative.

4. The Contractor shall be required to perform Municipal and State Inspections, make corrections, and complete on-site certificates, and submit test reports to NSU for their use in filing and obtaining operating certificates.

5. The Contractor will be expected to perform repairs as may be necessary outside of the usual preventative maintenance duties. The Contractor will responsible for all deficiencies repairs found during all inspections. Contractor will prepare an estimate for repairs that are not covered within the Sealed Bid. No repairs will be performed until written permission is received from the NSU Physical Plant.

6. The Contractor must comply with all local and State laws, rules and regulations, specifically including those related to elevator maintenance.

7. The Contractor shall provide to all Natchitoches and Shreveport NSU facilities a minimum of one (1) on-site elevator technician (1,040) one-thousand forty man-hours per contract year (Monday through Friday excluding holidays) or 80 hours per month, dedicated to performing the tasks of the Sealed Bid. The contractor is required to document all preventative maintenance tasks and repair work performed. The Contractor will provide a computer-generated monthly report showing all activity that has occurred during the month including, but not limited to, names of employees that performed the work, exact locations including floor that repairs, or maintenance took place, parts including cost and time to complete the task. The monthly report should also be in electronic format so they can be sent to NSU via e-mail for the Quarterly meeting. Failure to document required man-hours shall be grounds for cancellation of contract and or payment.

8. The Contractor is mandated to contact and inform an NSU representative that work is being performed on all elevator equipment. Failure to comply will result in no access to facility or equipment. (This mandate does not apply to emergency service repair or entrapments).

9. The Contractor is mandated to have all service and repair tickets signed by an

NSU representative for all repairs and service. A copy of signed service and repair tickets is mandated to be provided to an NSU representative. Failure to have service tickets signed and a copy provided will result in non-payment of all work performed.

10. Basic Full Service Maintenance

a. Maintenance Service shall consist of constant, high quality service to properly protect all elevator equipment from deterioration and to provide constant peak performance of all elevators, resulting in a minimum down time for any portion of the system.

b. The time of day that each elevator can be shut down for routine maintenance will be scheduled with NSU to minimize the disruption caused by the elevators being out of service. If for any reason the elevator should be out of service for more than 60 minutes, the Contractor shall notify NSU when the elevator was taken out of service, the reason why, and what time the elevator is expected to be put back into service for proper and safe operation. The Contractor shall be responsible for any and all signage, on all floors, to inform tenets of elevator outage.

c. The Contractor shall systematically examine, adjust, lubricate, clean and when conditions warrant, repair and replace the necessary items and components thereof and all other mechanical and electrical equipment. All replacement parts shall be new and specifically designed for the elevators on which they are to be used. Submit a detailed description for your maintenance procedures including routine and methodical examinations and adjustments etc.

d. All scheduled preventative maintenance calls will be performed during the normal working hours defined as Monday – Friday; 8:00 a.m. to 4:30 p.m.

The selected firm must have the ability to respond to all service requests regardless of weather conditions (snow, ice, etc.).

e. All emergency service calls shall be provided 24 hours a day to minimize downtime and inconvenience. All entrapments are mandated to have a 30 minute response time. If an emergency service call is requested and inspection does not reveal any defect in the systems and equipment the contractor will notify NSU. Emergency service shall be performed as part of the contract without additional charge.

f. The Contractor shall be responsible for notifying NSU representatives, in writing, of the existence of development of any defects in or repairs required to the elevator equipment which the Contractor does not consider to be their responsibility under the terms of the Sealed Bid. The Contractor is mandated to furnish NSU with a written estimate for the cost to correct any such defects; and NSU shall make the final determination concerning the responsibility for such defects, corrections or repairs.

g. The Contractor shall be responsible for giving immediate notice to NSU of any conditions which it discovers that may present a hazard to either the equipment or passengers.

h. Misuse of the term vandalism will not be accepted as extra cost to NSU.

Vandalism shall be defined as the intent to destroy. Contractor shall immediately notify NSU of any misuse, abuse or accidental damage and document incident before owner accepts as extra cost.

i. The Contractor shall not be liable for loss or damages resulting from strikes, lockouts, fires, explosion, theft, flood, riots, war, malicious mischief, storms acts of God or other similar or dissimilar cases beyond its control. Contractor assumes no liability for accidents to persons or property except those directly due to the negligent acts or omissions of the Contractor or their employees.

11. Equipment, Wiring and Circuit Changes

a. The Contractor shall not make any changes or alterations to the existing mechanical equipment, circuit wiring or sequencing, nor alter the original circuit or wiring design of the elevators unless changes are authorized, in writing, by NSU. If changes are made, the Contractor is mandated to provide as-built drawing of the modifications.

b. All wiring diagrams and prints are the property of NSU. Any changes made to the diagrams will be duly noted signifying the type of change, the date the change was made, and the name of the person and firm making the change.

c. When microprocessor control is utilized, the diagnostic tools shall be maintained on the job site. The tools shall be listed under verification of qualifications for the type equipment applicable to this requirement.

Diagnostic tools will be the property of the contractor as will the maintenance and repair of such diagnostic tools.

d. Repairs/Callback Services

a. The Contractor must make repair/callback services available on a twenty-four (24) hour a day, seven days a week basis. In the event of a failure of the equipment, or to operate properly, NSU, at its option, will notify the Contractor and request immediate repair services. Repair/callback service shall be performed as part of the contract without additional charge.

b. The Contractor shall provide emergency callback service for all elevators on a twenty-four (24) hour a day, seven days a week basis. This emergency callback service shall include but not be limited to minor adjustments or repairs to provide uninterrupted elevator service. Emergency callback service shall be performed as part of the contract without additional charge.

c. Any nuisance call shall be defined as a call where the elevator shut-down was caused by a known or unknown source, and is outside the scope of the Sealed Bid, but the call is answered by the elevator personnel not knowing the cause. If time at the building is two (2) hours or less the nuisance call service shall be performed as part of the contract without additional charge. Any fraudulent documentation shall be cause for cancellation of the Sealed Bid.

d. The Contractor is mandated to provide repair and callback records indicating the reason for the callback, repairs made and status. Dates and initials of service technicians and repair personnel are required for all work.

Schedules and records will be made available to NSU at all times.

e. Provide a breakdown of replacement/completion timelines for major and minor repairs. Give examples of such repairs.

12. Special Conditions

a. Wiring Diagrams. The Contractor shall maintain, for each unit serviced, updated wiring diagrams, lubrication charts, and parts ordering manuals in the machine rooms or service spaces. These will become the property of NSU and shall remain on the job-site at all times.

b. Elevator Reports. The Contractor is mandated to maintain a complete Monthly written record of all maintenance inspections, testing results, overall conditions and emergency callback, replacement and repair work performed. This information shall be consolidated by the contractor into a Quarterly report submitted to NSU representative.

c. Quarterly Meetings. The Contractor is mandated to meet with NSU on a quarterly basis, to discuss the maintenance program, repair schedules, call back reports and other issues. The quarterly elevator reports will be sent to NSU (1) week in advance of the quarterly meeting for review and discussion of items of concern determined by

NSU.

13. Maintenance Responsibility

a. The Contractor shall keep the elevators maintained to operate at the original contract speed, keeping the original performance time, including acceleration and retardation as designed and installed by the manufacturer. The door operation shall be adjusted as required to maintain optimum door openings and door closing times, within legal limits.

b. The Contractor shall provide a schedule of proposed maintenance visits (and what types of services will be performed at each visit) in its proposal. The schedule will conform to the manufacturer’s requirements and will indicate the frequency of adjustments, maintenance and lubrication procedures.

c. .NSU reserves the right to make inspections and test as and when deemed advisable. If it is found that the elevators and associated equipment are deficient either electrically or mechanically, the Contractor will be notified of these deficiencies in writing, and if no life-threatening situation exists, it shall be the Contractor’s responsibility to make the necessary corrections within thirty (30) days of receipt of such notice. In the event of a life-threatening situation, the Contractor must make the necessary repairs immediately. In the event that the deficiencies have not been corrected within thirty (30) days, or immediately as the case may be, NSU may terminate the contract.

14. Safety Inspections and Testing

• All service and repair work shall be performed in compliance with the most current version of the American Society of Mechanical Engineers Code Elevators, Dumbwaiters, Escalators and Moving Walks, ASME A17.1 including supplemental adoptions will be required and shall be subject to safety inspections by OSB. Periodic inspection of the elevators as required by the ASME A17.1 Code should provide personnel who are familiar with the equipment to perform the test. The Contractor is mandated to examine and test all safety devices and make formal safety tests and inspections as required and outlined in the ASME A17.1 Code.

• These inspections and tests will be mandated to be conducted in the presence of the elevator inspector designated by Office of Risk Management. Test and inspections shall be performed at intervals specified in the ASME Code and when designated by the elevator inspector designated by State of Louisiana.

• It will be the responsibility of the Contractor and the Elevator Inspector to schedule when these tests are due. Once inspection and test schedule is provided to OSB, arrangements will be made for each facility to be inspected or tested per schedule. Any conflicts with schedule due to facility needs or other circumstances will be forwarded to Contractor for rescheduling.

• After completion of the required safety test, the Contractor must submit a document to OSB indicating the following information. The document may be the Contractor’s standard form or the ASME Standard form:

1. Type of test

2. Name of organization performing the test

3. Address of Facility being tested

4. Elevator identification number

5. Car capacity

6. Speed

7. Type of elevator

8. Type of machine

9. Manufacturer of Safety

10. Type of Safety

11. Indication that governor has been checked for proper tripping speed and that the over speed switch is functional

12. Type, size and condition of the governor rope before and after the test

13. Load at which safety was tested

14. Speed at which governor tripped

15. Length of marks on each guide rail made by safety laws

16. Number of turns remaining on Drum

17. Did car or counterweight set level?

18. Did governor set satisfactorily?

19. Was governor calibrated? At what speed?

20. Was safety test satisfactory?

21. At what speed and load were buffers tested?

22. Was oil level satisfactory after test?

23. Indicated plunger compression return time

24. Indicate date test was performed

25. Signature of individual performing tests

26. Any additional remarks which are applicable

27. Name of the OSB elevator inspector/representative witnessing the test

28. Copy of results are to be submitted at Quarterly Meeting

• After tests have been performed, all safety devices shall be checked and adjusted as required to meet the manufacturer’s recommendations. Cars shall not be placed in service until all tests, checks and adjustments are completed and elevators are in proper working condition. The Contractor shall not be held responsible for any damage to the building and equipment caused by these tests, unless such damage is a result of the Contractor’s negligence. Failure to follow correct procedures to prevent damage and failure to perform pretest examinations shall be considered negligence by the Contractor.

15. Firemen’s Recall Service

The following ASME Code A-17.1-93 Rule 1206.7 test is mandated to be performed monthly and is the responsibility for the Contractor to perform without additional charge:

A. Phase 1 – EMERGENCY RECALL OPERATION:

Initiate by inserting key in key switch lobby or designated level. Turn key to “On” position. Wait for all elevators to return to that floor and their doors to fully open. If test for Phase I only, turn key to “OFF” position and remove.

B. Phase 2 – EMERGENCY IN CAR OPERATION:

Remove key from designated level key switch while still in the “ON” position. Insert key into key switch of the first elevator. Turn to “ON” position. Push next floors car button. Push “Door Open” button and hold until doors are fully opened. To return to designated level, push corresponding button number. Push “Door Close” button and hold until doors are fully closed. Return key to the “OFF” position, remove key, and repeat for next elevator.

Clear: To clear fireman’s recall test, insert key into designated level key switch. Turn to “OFF” position and remove key.

C. Phase 3-Emergency Phone Operation:

Remove phone receiver from phone, wait for response from NSU University Police representative.