923456-25-11-3.pdf

ST. TAMMANY PARISH

MICHAEL B. COOPER

PARISH PRESIDENT

PROCUREMENT DEPARTMENT

P.O. BOX 628 | COVINGTON, LOUISIANA | 70434 | PROCUREMENT@STPGOV.ORG 985-898-2520

WWW.STPGOV.ORG

NOTICE OF REQUEST FOR PROPOSALS

ST. TAMMANY PARISH

St. Tammany Parish Government is seeking responses for the following project:

RFP# 25-11-3 – HVAC Maintenance

This RFP is available online at: LaPAC – Louisiana Procurement and Contract

Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1

It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a proposer’s failure to download any addenda documents required to complete an RFP.

Responses will be received by the Department of Procurement until 2:00 pm CST on

Wednesday, December 10, 2025. Each response will be evaluated by designated Parish personnel after the submission deadline.

A non-mandatory pre-proposal site visit will be held as indicated below.

On Tuesday, November 18, 2025, at 9:00 AM, we will meet at the following locations in the order listed below:

• Koop Campus Bldg. B - Meet at the Main Entrance of Building B.

21454 Koop Drive Mandeville, LA 70471

• Safe Haven Complex - Meet at the Guard Shack/Main Entrance.

23515 Hwy 190 Mandeville, LA 70448

• Towers Building Complex - Meet at the Entrance by the parking lot.

520 Old Spanish Trail Slidell, LA 70459 https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185

PROCUREMENT DEPARTMENT

P.O. BOX 628 | COVINGTON, LOUISIANA | 70434 | PROCUREMENT@STPGOV.ORG 985-898-2520

WWW.STPGOV.ORG

On Wednesday, November 19, 2025, at 9:00 AM, we will meet at the following locations in the order listed below:

• Justice Center Complex - Meet at the North side of the building entrance.

701 N. Columbia Street Covington, LA 70433

• EOC Complex - Meet at the Main Entrance.

510 E. Boston Street Covington, LA 70433

• Tyler Street Complex - Meet at the Main Entrance.

620 N. Tyler Street Covington, LA 70433

Each Proposal must be sealed. The outside of the envelope, box or package should be marked with the Proposer’s Name and Address, the Proposal Name, the RFP #, and the Proposal Opening Date.

The successful Respondent must supply St. Tammany Parish Government with all required documentation as specified in the RFP documents. Said Respondent must also be in Good Standing and licensed to do business in the State of Louisiana.

Proposals will be received at the St. Tammany Parish Government Department of Procurement

Office, 21454 Koop Dr., Suite 2F, Mandeville LA., 70471 from each Respondent or his agent, or by certified mail with return receipt requested.

Procurement Department

Version 2025.1

REQUEST FOR PROPOSAL

ST. TAMMANY PARISH GOVERNMENT

HVAC MAINTENANCE

RFP Number: 25-11-3

Proposal Opening Date: Wednesday, December 10, 2025

Proposal Opening Time: 2:00 PM

October 28, 2025

TABLE OF CONTENTS

PART I: OVERVIEW

1.1 Background/Purpose

1.2 Definitions

1.3 Schedule of Events

1.4 Proposal Submittal

1.5 Proposal Response Format

PART II: SCOPE OF WORK/SERVICES

2.1 Scope of Work/Services

2.2 Period of Agreement

2.3 Price Schedule

2.4 Deliverables

2.5 Location

PART III: EVALUATION

PART IV: PERFORMANCE STANDARDS

4.1 Performance Requirements

4.2 Performance Measurement/Evaluation

PART V: GENERAL PROVISIONS

5.1 Legibility/Clarity

5.2 Confidential Information, Trade Secrets, and Proprietary Information

5.3 Proposal Clarifications Prior to Submittal

5.3.1 Pre-proposal Conference

5.3.2 Proposer Inquiry Periods

5.3.3 Blackout Period

5.4 Errors and Omissions in Proposal

5.5 Performance Bond

5.6 Changes, Addenda, Withdrawals

5.7 Withdrawal of Proposal

5.8 Material in the RFP

5.9 Waiver of Administrative Informalities

5.10 Proposal Rejection

5.11 Ownership of Proposal

5.12 Cost of Offer Preparation

5.13 Non-negotiable Contract Terms

5.14 Taxes

5.15 Proposal Validity

5.16 Prime Provider Responsibilities

5.17 Use of SubProviders

5.18 Written or Oral Discussions/Presentations

5.19 Acceptance of Proposal Content

5.20 Evaluation and Selection

5.21 Contract Negotiations

5.22 Contract Award and Execution

5.23 Acknowledgment and Waiver of Protest Rights

5.24 Notice of Intent to Award

5.25 Insurance Requirements

5.26 SubProvider Insurance

5.27 Indemnification and Limitation of Liability

5.27.1 Duty to Defend

5.27.2 Provider Liability

5.27.3 Force Majeure

5.27.4 Indemnification

5.27.5 Intellectual Property Indemnification

5.28 Fidelity Bond Requirements

5.29 Payment

5.29.1 Payment for Services

5.30 Termination

5.30.1 Termination of the Contract for Cause

5.30.2 Termination of the Contract for Convenience

5.30.3 Termination for Non-Appropriation of Funds

5.30.4 Default of Provider

5.31 Assignment

5.32 No Guarantee of Quantities

5.33 Audit of Records

5.34 Civil Rights Compliance

5.35 Record Retention

5.36 Record Ownership

5.37 Content of Contract/ Order of Precedence

5.38 Contract Changes

5.39 Substitution of Personnel

5.40 Governing Law

5.41 Anti-Kickback Clause

5.42 Clean Air Act

5.43 Energy Policy and Conservation Act

5.44 Clean Water Act

5.45 Anti-Lobbying and Debarment Act

5.46 Veteran Initiative and Hudson Initiative Program

Attachment “A” – Pricing Sheet, Project Specifications Appendix A, B, C, D, E, F, G, and H Attachment “B” – Sample Contract Attachment “C” – Acknowledgment and Waiver Attachment “D” – Insurance Requirements Attachment “E” – Affidavits Attachment “F-1” – Sample Scoring Matrix Attachment “F-2” – Vendor Scoring Matrix Attachment “G” – Sample Corporate Resolution Attachment “H” – Sample Certificate of Insurance

REQUEST FOR PROPOSAL

FOR

HVAC MAINTENANCE

PART I: OVERVIEW

1.1 Background/Purpose

The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified Proposers who are interested in providing maintenance services to maintain HVAC (heat, ventilation, and air conditioning) systems at specified Parish facilities. Submittal of a proposal does not create any right or expectation to a contract with the Parish.

1.2 Definitions

A. Shall – The term “shall” denotes mandatory requirements.

B. Must - The term “must” denotes mandatory requirements.

C. May - The term “may” denotes an advisory or permissible action.

D. Should – The term “should” denotes a desirable action.

E. Provider – A Proposer who contracts with the Parish.

F. Parish - St. Tammany Parish Government.

G. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral communications/presentations with responsible Proposers who submit proposals in response to this RFP.

H. RFP – Request for Proposal.

I. Proposer – Person or entity responding to this RFP.

J. Agreement – A contract between the Provider and the Parish.

K. Evaluation Committee – Committee established for the purposes of evaluating proposals submitted in response to this RFP.

1.3 Schedule of Events

Date Time (CT)

1. RFP Available

2. Pre-Proposal Conference (if required):* November 18, 2025 9:00 AM

* 5.3.1 Pre-proposal Conference November 19, 2025 9:00 AM

3. Deadline to receive written inquiries December 1, 2025 2:00PM

November 5, 2025 8:00 AM

December 5, 2025 2:00PM

December 10, 2025 2:00PM

TBD

TBD

4. Deadline to answer written inquiries

5. Proposal Opening Date

(deadline for submitting proposals)

6. Oral discussions with proposers, if applicable

7. Notice of Intent to Award to be mailed

8. Contract Initiation

TBD

NOTE: The Parish reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP.

1.4 Proposal Submittal

This RFP is available online at: LaPAC – Louisiana Procurement and Contract

Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1

NOTE: LaPAC is the State’s online electronic solicitation notification system on the Office of

State Procurement website. LaPAC provides an immediate e-mail notification to subscribing

Providers of a STPGOV solicitation and any addenda posted. To receive the e-mail notification, Providers must register in the LaGov portal. Registration is intuitive at the following link:

https://lagoverpProvider.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg

It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a proposer’s failure to download any addenda documents required to complete an RFP.

All proposals shall be received by the Procurement Department no later than the date and time shown in the Schedule of Events.

Important - - Clearly mark outside of the sealed envelope, box or package with the following information and format:

Χ Name and Address of Proposer Χ Proposal Name: HVAC MAINTENANCE

Χ RFP #: 25-11-3

Χ Proposal Opening Date: WEDNESDAY, DECEMBER 10, 2025

Proposals may only be sent via certified mail, hand-delivery or courier service to our physical location at:

St. Tammany Parish Government Procurement Department 21454 Koop Drive, Suite 2F Mandeville, Louisiana 70471 https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg

Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The Parish is not responsible for any delays caused by the proposer’s chosen means of proposal delivery.

Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening date and time shall result in rejection of the proposal.

If the Proposer has not done business with the Parish, the Proposer should submit a W-9 with their response.

1.5 Proposal Response Format

Proposals submitted for consideration should follow the format and order of presentation described below:

A. Cover Letter: The cover letter should exhibit the Proposer’s understanding and approach to the project. It should contain a summary of Proposer’s ability to perform the services described in the RFP and confirm that Proposer is willing to perform those services and enter into a contract with the Parish.

ATTENTION: Please indicate in the Cover Letter which of the following applies to the signer of this proposal. Evidence of signature authority shall be provided upon the Parish’s request.

1. The signer of the proposal 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 as reflected in the most current partnership records on file with the secretary of state. A copy of the annual report or partnership record must be submitted to the Parish before contract award.

2. The signer of the proposal is a representative of the Proposer authorized to submit this proposal as evidenced by documents such as, corporate resolution, certification as to corporate principal, etc. If this applies, a copy of the resolution, certification or other supportive documents must be submitted to the Parish before contract award.

The cover letter should also:

1. Identify the submitting Proposer and provide its federal tax identification number;

2. Identify the name, title, address, telephone number, fax number, and email address of each person authorized by the Proposer to contractually obligate the Proposer; and

3. Identify the name, address, telephone number, fax number, and email address of the contact person for technical and contractual clarifications throughout the evaluation period.

B. Table of Contents: Organized in the order cited in the format contained herein.

C. Proposer Qualifications and Experience: History and background of Proposer, related services provided to government entities, existing customer satisfaction, volume of merchants, etc. Proposer should specifically provide a description of all relevant consulting assignments similar to the Project requested herein which have been completed by the Proposer within the last three (3) years (“Recent Projects”).

The description of any such Recent Projects should include the following:

1. Name of the client;

2. Year of the assignment and length of time to complete the project;

3. Nature of the services rendered; and

4. Professionals assigned to the project who are also proposed to serve on this assignment.

D. Proposed Solution/Technical Response: Illustrating and describing proposed technical solution and compliance with the RFP requirements.

E. Innovative Concepts: Presentation of innovative concepts, if any, for consideration.

F. Project Schedule: Detailed schedule of implementation plan. This schedule is to include implementation actions, timelines, responsible parties, etc.

G. Financial Proposal: Proposer’s fees and other costs, if any, shall be submitted on Attachment “A”. Prices proposed shall be firm for the duration of the contract. This financial proposal shall include any and all costs the Proposer wishes to have considered in the contractual arrangement with the Parish.

H. References: Proposer should provide names, addresses, telephone numbers and contact persons for five (5) other public jurisdictions for which comparable services have recently been rendered, including a description of the services provided.

I. Customer Service: Each Proposer should submit a provision for customer service, including personnel assigned, toll-free number, and account inquiry, etc.

J. Resumes: Each Proposer should submit resumes for account manager, designated customer service representative(s) and any other key personnel to be assigned to this Project, including those of subProviders, if any.

K. Additional Information: Each Proposer should submit any other information deemed pertinent by the Proposer including terms and conditions which the Proposer wishes the Parish to consider.

L. Acknowledgment and Waiver: Proposer shall execute and have notarized an

Acknowledgment and Waiver (Attachment “C” hereto).

M. Multiple Copies of Response: Each Proposer shall submit one (1) signed original response. Four (4) additional copies of the proposal should be provided and one (1) electronic copy via USB or CD.

PART II: SCOPE OF WORK/SERVICES

2.1 Scope of Work/Services

This is a FULL-SERVICE MAINTENANCE CONTRACT. All HVAC hardware, software, controls, and building automation systems listed in the RFP are the complete responsibility of the Provider, unless explicitly excluded in writing. Additionally, all associated ventilation ductwork, chilled water piping, boiler/hot water piping, and water treatment equipment are not excluded and remain a part of this contract. The Provider shall maintain all hardware and software in premium operating condition, and operating at the highest efficiency. The Provider shall be 100% responsible for the cost of ALL labor, parts, materials, air filters, tools, etc., to provide the maintenance and repairs to the listed equipment. All replacement parts are to be new from the manufacturer. The Parish will not accept any used/refurbished/rebuilt motors and parts unless agreed upon by St. Tammany Parish Government (STPG). If a part is obsolete, the Provider shall replace the equipment to match the existing specifications of the failed unit, and at no additional cost to the Parish.

Proactive replacements of major equipment (chillers, boilers, air handlers, etc.) are not considered a part of this contract, and the Parish expects to cover those costs under separate project tasks.

The intent of the RFP is for the Parish to solicit proposals to contract a service company to maintain the HVAC (Heating, Ventilating, and Air Conditioning) systems at multiple Parish locations. Provider shall furnish all personnel, parts, materials, test equipment, tools, and services in conformance with the terms and conditions.

It is not the intent of the RFP to outline required maintenance practices and/or procedures, but to establish a very high level of performance for the Provider. The Provider shall be held accountable for the HVAC systems, as outlined herein; therefore, it is the intent of this Request for Proposals to allow the Provider the flexibility to develop, implement, and perform a Comprehensive Preventive Maintenance Program (Maintenance Program) within certain limitations, such as:

• Access to certain equipment during normal facility hours;

• Required performance standards relating to the reliability of the systems and safety; and

• Approval of the Provider’s Safety Program.

Provider shall provide an example of a written Preventive Maintenance Schedule that would include chillers, towers, air handlers, pumps and exhaust fans, boilers, etc., when submitting their proposal for evaluation prior to award.

Provider is responsible for dating all filters that are replaced during a service visit and shall write the date on which it was replaced in black ink.

Provider shall provide chemical treatment reports to the chill water plants that require chemical treatment within two (2) weeks.

This RFP covers only that equipment as listed herein, and in the event the system is altered, changed, or equipment is added or not included in the specification, that portion shall be added or deleted as required and shall be in accordance with this RFP.

A list of equipment included at each site will be noted in Appendices A, B, C, D, E, F, G, and H.

Responsibilities

Annual Inspections and Service Provider shall perform an annual inspection of the equipment included in the HVAC Maintenance Contract. An annual inspection report outlining the make, model, type, condition, age, life expectancy, location, and the services performed on each unit, at the time of inspection, will be required annually for the Parish records. Smaller hardware, such as exhaust fans and VAVs, may be excluded from the report. The report is intended to include larger equipment such as air handlers, condensers, chillers, boilers, pumps, and other major hardware. Proposer shall work with Parish to establish a list of equipment to be included in the report at each location.

The Provider must perform an annual comprehensive service/cleaning and report on each cooling tower and associated pumps and hardware listed in the contract. This service should be scheduled during cooler months. A report shall be provided to the Parish of the results of this inspection.

The Provider must perform an annual comprehensive inspection of chillers and associated pumps, and hardware. The service shall include, but is not limited to: oil sample analysis, vibration test, tubes brushed/cleaned, pumps cleaned, and equipment leak checks. A report shall be provided to the Parish of the results of this inspection. This service shall be scheduled in the cooler months of the year.

The Provider must perform an annual comprehensive inspection of boilers and associated pumps, and hardware. The service shall include, but is not limited to: internal and external cleansing, flue gas analysis, combustion tuning, and operations and hardware check. Cleaning associated pumps as required. A report shall be provided to the Parish of the results of this inspection. This service shall be scheduled during the warmer months of the year.

Guarantees The Provider shall maintain all instrumentation devices and systems in complete operating condition, subject to the approval of the Parish. The Proposer, in effect, will guarantee these systems for the term of this contract.

The Provider shall provide full maintenance and service of the entire system including the replacement of the parts and materials for the entire term of the contract for any failures with the exception of those proven to be beyond the Provider ‘s control and as a direct result of but, not limited to acts government, strikes, lockouts, fire, explosion, riot, civil commotion, war, malicious mischief, flood, and other acts of God. The cost of this maintenance and service shall be included in the cost of this contract.

Non-Performance

• Failure to repair vital HVAC equipment within two (2) days.

• Failure to answer calls and respond within four (4) hours.

• Falsifying records.

• Failure to correct recurring problems after not more than three (3) attempts.

• Failure to submit service records at the time of service.

• Failure to submit test analysis reports within two (2) weeks.

• Failure to perform annual vibration analysis on equipment specified.

• Failure to replace filters as scheduled.

• Failure to schedule and complete scheduled, quarterly, semi-annual preventive maintenance.

• Failure to communicate with the Parish Director of Facilities Management or representative on a daily and/or a needed basis by email or telephone.

• Non-compliance with minimum performance standards.

The owner reserves the right to have a consultant examine and provide a written report on conditions as found. If such conditions are not corrected within thirty (30) days by the Provider or the Provider cannot furnish a valid documented reason for the delay, the owner reserves the right to employ another HVAC Provider to complete the work. The accumulated cost of such expenditures will be billed to the current HVAC Provider.

The Parish reserved the right to suspend payments at regular monthly billing rates and/or terminate the contract for non-compliance.

Comprehensive Maintenance Program Plan Provider shall develop and provide the Parish a Comprehensive Preventive Maintenance Program (Maintenance Program) for the equipment at each location and demonstrate the ability and resources to competently manage the program. This program shall include at least 2 semiannual inspections of all equipment and quarterly filter change-outs to all air handlers, air handler rooftop units and split systems at each site. Filters are to be dated upon change-out.

MERV 8 filters are the minimum allowed MERV-rated pleated filters.

Additionally, this maintenance plan shall include an annual calibration and alignment of controls associated with the building automation system and HVAC Systems.

It is the intent of this proposal to rely on the outside expertise of the Provider to eliminate deferred maintenance in the facility and improve the condition and reliability of the existing equipment.

Provider shall develop various alternatives for the coordination and scheduling of the Maintenance Program that shall take into consideration the facility schedule for each location. Access schedules to the equipment for performing preventive maintenance must be provided for Parish approval. The Parish shall provide reasonable and safe access to all equipment.

Safety Program Provider shall implement and maintain a safety program. The safety program shall be submitted to and approved by the Parish.

All of the HVAC equipment currently housed in each of the locations shall remain Parish property.

Any repairs to the current equipment, and all equipment added/replaced by the Provider , shall become the property of the Parish.

Provider shall be the Prime Provider and shall assume total responsibility for all services performed. Proposer shall be the sole point of contact for all contractual matters, payments, and services. The Parish reserves the right to withhold contractual payments in lieu of services not provided per the contractual obligations.

Sub-Contracting of Maintenance Work The Provider will not sub-contract any of the work without first seeking and obtaining permission by the St. Tammany Parish Government Department of Facilities Management.

Definitions Service Call – A request for service at any time for any reason relating to the Heating, Ventilation or Air Conditioning equipment at the facility listed.

Emergency Service and Repair Call – When the conditioned space does not meet design conditions (temperature and humidity), a request shall be defined as an Emergency Repair Call.

Urgent Service and Repair Call – When the chief operating engineer becomes aware of HVAC system deficiencies or malfunctions, such as unusual noise or vibration, unusual odors or notices abnormal levels of condition in compressor oil sight glasses, a request shall be defined as an Urgent Repair Call.

Corrective Maintenance Service and Repair Call – Corrective Maintenance Service and Repair Calls shall be defined as those resulting from preventative maintenance and inspection, Emergency Service and Repair Calls and Urgent Service and Repair Calls.

All corrective maintenance service and repair calls shall be documented on a service call ticket with a detailed explanation of the call to include: who, what, when, where, cause and corrective action taken. Service call tickets will be sent to the site supervisors and Facility Administration Management no later the 48 hours after the service has been provided.

Provider Response Time The Provider shall have the capability to respond to a Service Call 24 hours a day, seven days a week and shall do so within one hour. The result of the service call must be corrected within 24 hours, including weekends and holidays. The Parish reserves the right to extend the 24-hour period.

HVAC Service Technicians and Helpers For the purpose of this Request for Proposal the term “HVAC Service Technician” shall apply to any of the Provider’s employees who respond to a service call. The term HVAC Service Technicians Helper shall apply to any of the Provider’s employees who are utilized to assist an HVAC Service Technician.

The following requirements shall be considered the minimum standards for HVAC Service Technicians and HVAC Service Technician Helpers of the Provider shall be qualified to provide services under this contract, and shall be prerequisites to any award. All services performed shall be performed by qualified and trained service personnel.

All HVAC Service Technicians performing maintenance contract work, under this Request for Proposal, shall have a broad range of experience, including performing preventative maintenance and troubleshooting on control systems, distribution systems, centrifugal chillers, packaged roof top systems, window units, split systems, heating systems, and pneumatic and electric controls.

All HVAC Service Technician Helpers shall have general experience in HVAC work. Helpers may be utilized to assist HVAC Service Technicians. Helpers may not perform HVAC service technician tasks unless said tasks are performed under the direct supervision of a HVAC Service

Technician. Helpers may not perform any maintenance tasks unless an HVAC Service Technician is in the building.

All HVAC Service Technicians and Helpers shall be neatly dressed in company uniforms with the company logo and the Technician’s or Helper’s name clearly displayed. The HVAC Service Technician and Helpers shall be neat and presentable at all times. HVAC Service Technicians and Helpers shall display a helpful, friendly, and cooperative attitude.

All Providers submitting a proposal will have an opportunity to survey and inspect all equipment covered at each facility.

There will be a site visit meeting to review all the equipment to be covered.

*5.3.1 Pre-proposal Conference

2.2 Period of Agreement

The term of the contract will be from the date the Notice to Proceed is issued by the Department of Facilities Management through December 31, 2026, with the option of two (2) additional one

(1) year renewals, if the Parish and Provider agree. A notice of intent to renew would be issued in writing by the Parish.

The term of any contract resulting from this solicitation shall begin on the date of the Parish President’s signature or approval in writing by the Parish President or designee. The contract shall terminate pursuant to the terms and conditions of section 5.31 herein, the terms and conditions of the contract, operation of law, as agreed between the parties, or upon satisfactory completion of all services and obligations described in the contract.

2.3 Price Schedule

Prices proposed by the Proposers shall be firm for the term of the contract.

2.4 Deliverables

The deliverables listed in this section are the minimum desired from the successful Proposer.

Every Proposer should describe what deliverables will be provided per their proposal and how the proposed deliverables will be provided.

2.5 Location

• Koop Campus Bldg. A 21490 Koop Drive Mandeville, LA 70471

• Koop Campus Bldg. B 21454 Koop Drive Mandeville, LA 70471

• Koop Campus Bldg. C 21410 Koop Drive Mandeville, LA 70471

• Towers Building Complex 520 Old Spanish Trail Slidell, LA 70459

• Justice Center Complex

701 N. Columbia Street Covington, LA 70433

• EOC Complex 510 E. Boston Street Covington, LA 70433

• Tyler Street Complex 620 N. Tyler Street Covington, LA 70433

• Safe Haven Complex 23515 Hwy 190 Mandeville, LA 70448

PART III: EVALUATION

The Proposer must clearly designate that they meet each category of the scoring criteria stated below. The Proposer must briefly describe how their company satisfies the requirement and where in their response supports that requirement. Failure to comply with this requirement may negatively affect the overall score. Please refer to Attachment F-2.

The evaluation committee shall assign points to its evaluation of each Proposal as follows:

Evaluation Criteria Possible Points Compliance with the RFP 15

Understanding of the Project 10

Approach to the Project 15

Ability to perform within the stated timeframe 20

Qualifications of the Proposer, including, but not limited to, its experience and personnel assigned to the Project

Overall costs and fees to be charged 10

Certified Veterans Initiative small entrepreneurship or certified Hudson Initiative small entrepreneurship

Total 100

The proposal will be evaluated in light of the material and the substantiating evidence presented to the Parish, not on the basis of what may be inferred.

The scores will be combined to determine the overall score. The Proposer with the highest overall score will be recommended for award.

The number of points awarded to each Proposer for Overall Cost and Fees will be determined by applying the cost scoring formula.

Cost Score = (𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋 𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏 𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏

𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐫𝐫′𝐬𝐬 𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏

) * Max Points

The Proposer with the lowest price will receive the full maximum points available for cost. All other Proposers will receive a proportionate share of the points, based on how much higher their proposed price is compared to the lowest price.

PART IV: PERFORMANCE STANDARDS

4.1 Performance Requirements

Omitted as not applicable to this RFP.

4.2 Performance Measurement/Evaluation

Omitted as not applicable to this RFP.

PART V: GENERAL PROVISIONS

5.1 Legibility/Clarity

Responses to the requirements of this RFP in the formats requested are desirable with all questions answered in as much detail as practicable. The Proposer’s response is to demonstrate an understanding of the requirements. Proposals shall be prepared providing a straightforward, concise description of the Proposer’s ability to meet the requirements of the RFP. Each Proposer is solely responsible for the accuracy and completeness of its proposal.

5.2 Confidential Information, Trade Secrets, and Proprietary Information

The designation of certain information as trade secrets and/or privileged or confidential proprietary information shall only apply to the technical portion of the proposal. The cost proposal will not be considered confidential under any circumstances. Any proposal copyrighted or marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse.

For the purposes of this procurement, the provisions of the Louisiana Public Records Act (LSA- R.S. 44.1, et. seq.) will be in effect. Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to this procurement shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information they submit in conjunction with this procurement may not be subject to public disclosure, protections must be claimed by the Proposer at the time of submission of its Technical Proposal. Proposers should refer to the Louisiana Public Records Act for further clarification.

The Proposer must clearly designate the part of the proposal that contains a trade secret and/or privileged or confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. The Proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s) of his proposal sought to be restricted in accordance with the conditions of the legend:

“The data contained in pages _____of the proposal have been submitted in confidence and contain trade secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes, provided that if a contract is awarded to this Proposer as a result of or in connection with the submission of this proposal, the Parish of St. Tammany shall have the right to use or disclose the data therein to the extent provided in the contract. This restriction does not limit the Parish of St. Tammany’s right to use or disclose data obtained from any source, including the Proposer, without restrictions.”

Further, to protect such data, each page containing such data shall be specifically identified and marked “CONFIDENTIAL”.

Proposers must be prepared to defend the reasons why the material should be held confidential.

If a competing proposer or other person seeks review or copies of another proposer's confidential data, the Parish will notify the owner of the asserted data of the request. If the owner of the asserted data does not want the information disclosed, it must agree to indemnify the Parish and hold the Parish harmless against all actions or court proceedings that may ensue (including attorney's fees), which seek to order the Parish to disclose the information. If the owner of the asserted data refuses to indemnify and hold the state harmless, the Parish may disclose the information.

The Parish reserves the right to make any proposal, including proprietary information contained therein, available to Parish personnel, the Parish Council, or other Parish and state agencies or organizations for the sole purpose of assisting the Parish in its evaluation of the proposal. The Parish shall require said individuals to protect the confidentiality of any specifically identified proprietary information or privileged business information obtained as a result of their participation in these evaluations.

If your proposal contains confidential information, you should also submit a redacted copy along with your proposal. If you do not submit the redacted copy, you will be required to submit this copy within 48 hours of notification from the Procurement Department. When submitting your redacted copy, you should clearly mark the cover as such - “REDACTED COPY” - to avoid having this copy reviewed by an evaluation committee member. The redacted copy should also state which sections or information have been removed.

5.3 Proposal Clarifications Prior to Submittal

5.3.1 Pre-proposal Conference

A Pre-proposal Conference will be held on the date and times below. Prospective Proposers may participate in the conference to obtain clarification of the requirements of the RFP and to receive answers to relevant questions. Any firm intending to submit a proposal should have at least one duly authorized representative attend the Pre-proposal Conference.

Although impromptu questions will be permitted and spontaneous answers will be provided during the conference, the only official answer or position of the Parish will be stated in writing in response to written questions.

A non-mandatory pre-proposal site visit will be held as indicated below.

On Tuesday, November 18, 2025, at 9:00 AM, we will meet at the following locations in the order listed below:

Koop Campus Bldg. B - Meet at the Main Entrance of Building B.

21454 Koop Drive Mandeville, LA 70471

Safe Haven Complex - Meet at the Guard Shack/Main Entrance.

23515 Hwy 190 Mandeville, LA 70448

Towers Building Complex - Meet at the Entrance by the parking lot.

520 Old Spanish Trail Slidell, LA 70459

On Wednesday, November 19, 2025, at 9:00 AM, we will meet at the following locations in the order listed below:

Justice Center Complex - Meet at the North side of the building entrance.

701 N. Columbia Street Covington, LA 70433

EOC Complex - Meet at the Main Entrance.

510 E. Boston Street Covington, LA 70433

Tyler Street Complex - Meet at the Main Entrance.

620 N. Tyler Street Covington, LA 70433

5.3.2 Proposer Inquiry Periods

The Parish shall not and cannot permit an open-ended inquiry period, as this creates an unwarranted delay in the procurement cycle and Parish operations. The Parish reasonably expects and requires responsible and interested proposers to conduct their in-depth proposal review and submit inquiries in a timely manner.

An inquiry period is hereby firmly set for all interested Proposers to perform a detailed review of the proposal documents and to submit any written inquiries relative thereto. Without exception, all inquiries MUST be submitted in writing by an authorized representative of the Proposer, clearly cross-referenced to the relevant solicitation section (even if an answer has already been given to an oral question during a Pre-proposal Conference). All inquiries must be received by the close of business on the Inquiry Deadline date set forth in Section 1.3 Schedule of Events of this RFP. Only those inquiries received by the established deadline shall be considered by the Parish. Inquiries received after the established deadline shall not be entertained.

Inquiries concerning this solicitation may be delivered by e-mail or hand-delivery to:

St. Tammany Parish Government Procurement Department Attn: Director of Procurement 21454 Koop Drive, Suite 2F Mandeville, Louisiana 70471 E-Mail: procurement@stpgov.org mailto:procurement@stpgov.org

An addendum will be issued and posted on LaPAC (Louisiana Procurement and Contract Network)https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1 85 to address all inquiries received and any other changes or clarifications to the solicitation.

Thereafter, all proposal documents, including but not limited to the specifications, terms, conditions, plans, etc., will stand as written and/or amended by any addendum. No negotiations, decisions, or actions shall be executed by any Proposer as a result of any oral discussions with any Parish employee or Parish consultant. It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a Proposer’s failure to download any addenda documents required to complete an RFP.

5.3.3 Blackout Period

The Blackout Period is a specified period of time during a competitive sealed procurement process in which any Proposer, Bidder, or its Agent or Representative is prohibited from communicating with any Parish employee or Provider of the Parish involved in any step in the procurement process about the affected procurement. The Blackout Period applies not only to Parish employees, but also to any Provider of the Parish. “Involvement” in the procurement process includes but may not be limited to project management, design, development, implementation, procurement management, development of specifications, and evaluation of proposals for a particular procurement. All solicitations for competitive sealed procurements will identify a designated contact person, as per Section 5.3.2 of this RFP. All communications to and from potential Proposers, Bidders, Providers and/or its representatives during the Blackout Period must be in accordance with this solicitation’s defined method of communication with the designated contact person. The Blackout Period will begin upon posting of the solicitation. The Blackout Period will end when the Contract is awarded.

In those instances in which a prospective Proposer is also an incumbent Provider, the Parish and the incumbent Provider may contact each other with respect to the existing contract only. Under no circumstances may the Parish and the incumbent Provider and/or its representative(s) discuss the blacked-out procurement.

Any Bidder, Proposer, or Parish Provider who violates the Blackout Period may be liable to the Parish in damages and/or subject to any other remedy allowed by law. Further, failure to comply with these requirements may result in the Proposal’s disqualification.

Any costs associated with cancellation or termination will be the responsibility of the Proposer or Bidder.

Notwithstanding the foregoing, the Blackout Period shall not apply to:

1. Duly noticed site visits and/or conferences for Bidders or Proposers;

2. Oral presentations during the evaluation process; or

3. Communications regarding a particular solicitation between any person and staff of the procuring agency provided the communication is limited strictly to matters of procedure.

Procedural matters include deadlines for decisions or submission of proposals and the proper means of communicating regarding the procurement, but shall not include any substantive matter related to the particular procurement or requirements of the RFP.

5.4 Errors and Omissions in Proposal

The Parish will not be liable for any error in the proposal. Proposer will not be allowed to alter proposal documents after the deadline for proposal submission, except under the following condition: the Parish reserves the right to make corrections or clarifications due to patent errors identified in proposals by the Parish or the Proposer. The Parish, at its option, has the right to request clarification or additional information from the Proposer.

5.5 Performance Bond

Omitted as not applicable to this RFP.

5.6 Changes, Addenda, Withdrawals

The Parish reserves the right to change the Schedule of Events or issue Addenda to the RFP at any time. The Parish also reserves the right to cancel or reissue the RFP.

If the Proposer needs to submit changes or addenda, such shall be submitted in writing, signed by an authorized representative of the Proposer, cross-referenced clearly to the relevant proposal section, prior to the proposal opening, and should be submitted in a sealed envelope. Such shall meet all requirements for the proposal.

5.7 Withdrawal of Proposal

A Proposer may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by the authorized representative of the Proposer must be submitted to the Procurement Department.

5.8 Material in the RFP

Proposals shall be based only on the material contained in this RFP. The RFP includes official responses to questions, addenda, and other material, which may be provided by the Parish pursuant to the RFP.

5.9 Waiver of Administrative Informalities

The Parish reserves the right, at its sole discretion, to waive administrative informalities contained in any proposal.

5.10 Proposal Rejection

Issuance of this RFP in no way constitutes a commitment by the Parish to award a contract. The Parish reserves the right to accept or reject any or all proposals submitted or to cancel this RFP if it is in the best interest of the Parish to do so.

5.11 Ownership of Proposal

All materials (paper content only) submitted in response to this request become the property of the Parish. Selection or rejection of a response does not affect this right. All proposals submitted will be retained by the Parish and not returned to Proposers. Any copyrighted materials in the response are not transferred to the Parish.

5.12 Cost of Offer Preparation

The Parish is not liable for any costs incurred by prospective Proposers or Providers prior to issuance of or entering into a Contract. Costs associated with developing the proposal, preparing for oral presentations, and any other expenses incurred by the Proposer in responding to the RFP are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Parish.

5.13 Non-negotiable Contract Terms

Non-negotiable contract terms include but are not limited to taxes, assignment of contract, audit of records, EEOC and ADA compliance, record retention, content of contract/order of precedence, contract changes, governing law, claims or controversies, and termination based on contingency of appropriation of funds.

5.14 Taxes

Any taxes, other than state and local sales and use taxes from which the Parish is exempt, shall be assumed to be included within the Proposer’s cost.

5.15 Proposal Validity

All proposals shall be considered valid for acceptance until such time an award is made, unless the Proposer provides for a different time period within its proposal response. However, the Parish reserves the right to reject a proposal if the Proposer’s acceptance period is unacceptable and the Proposer is unwilling to extend the validity of its proposal.

5.16 Prime Provider Responsibilities

The selected Proposer shall be required to assume responsibility for all items and services offered in his proposal whether or not he produces or provides them. The Parish shall consider the selected Proposer to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

5.17 Use of SubProviders

Each Provider shall serve as the single prime Provider for all work performed pursuant to its contract. That prime Provider shall be responsible for all deliverables referenced in this RFP.

This general requirement notwithstanding, Proposers may enter into subProvider arrangements.

Proposers may submit a proposal in response to this RFP, which identifies subcontract(s) with others, provided that the prime Provider acknowledges total responsibility for the entire contract.

If it becomes necessary for the prime Provider to use subProviders, the Parish urges the prime Provider to use Louisiana Providers, including small and emerging businesses, a small entrepreneurship or a veteran or service-connected disabled veteran-owned small entrepreneurship, if practical. In all events, any subProvider used by the prime should be identified to the Parish.

Information required of the prime Provider under the terms of this RFP, is also required for each subProvider and the subProviders must agree to be bound by the terms of the contract. The prime Provider shall assume total responsibility for compliance.

5.18 Written or Oral Discussions/Presentations

Written or oral discussions may be conducted with Proposers who submit proposals determined to be reasonably susceptible of being selected for award; however, the Parish reserves the right to enter into an Agreement without further discussion of the proposal submitted based on the initial offers received. Any such written or oral discussion shall be initiated by the Parish.

Any commitments or representations made during these discussions, if conducted, may become formally recorded in the final contract.

Written or oral discussions/presentations for clarification may be conducted to enhance the Parish's understanding of any or all of the proposals submitted. Any such written or oral discussions/presentations shall be initiated by the Parish. Proposals may be accepted without such discussions.

5.19 Acceptance of Proposal Content

The mandatory RFP requirements shall become contractual obligations if a contract ensues.

Failure of the successful Proposer to accept these obligations shall result in the rejection of the proposal

5.20 Evaluation and Selection

All responses received as a result of this RFP are subject to evaluation by the Evaluation Committee for the purpose of selecting the Proposer with whom the Parish shall contract.

To evaluate all proposals, a committee whose members have expertise in various areas has been selected. This committee will determine which proposals are reasonably susceptible of being selected for award. If required, written or oral discussions may be conducted with any or all of the Proposers to make this determination. Any such written or oral discussions shall be initiated by the Evaluation Committee.

Results of the evaluations will be provided by the Evaluation Committee to the Procurement Director. Written recommendation for award shall be made for the Proposer whose proposal, conforming to the RFP, will be the most advantageous to the Parish, price and other factors considered.

The committee may reject any or all proposals if none is considered in the best interest of the Parish.

5.21 Contract Negotiations

If for any reason the Proposer whose proposal is most responsive to the Parish's needs, price and other evaluation factors set forth in the RFP considered, does not agree to a contract, that proposal shall be rejected and the Parish may negotiate with the next most responsive Proposer.

Negotiation may include revision of non-mandatory terms, conditions, and requirements. The Procurement Department must approve the final contract form and issue a purchase order, if applicable, to complete the process.

5.22 Contract Award and Execution

The Parish reserves the right to enter into a contract without further discussion of the proposal submitted based on the initial offers received.

The RFP, including any addenda, and the proposal of the selected Provider will become part of any contract initiated by the Parish.

Proposers are discouraged from submitting their own standard terms and conditions with their proposals. Proposers should address the specific language in the sample contract in Attachment “B” of this RFP and submit any exceptions or deviations the Proposer wishes to negotiate. The proposed terms will be negotiated before a final contract is entered. Mandatory terms and conditions are not negotiable.

If the contract negotiation period exceeds thirty (30) days or if the selected Proposer fails to sign the contract within ten (10) calendar days of delivery of it, the Parish may elect to cancel the award and award the contract to the next-highest-ranked Proposer.

Award shall be made to the Proposer with the highest points, whose proposal, conforming to the RFP, will be the most advantageous to the Parish, price and other factors considered.

The Parish intends to award to a…