calcasieu parish pj emergency traffic control device damage assessment services RFP-2026-ENG-157 (S).pdf

Request for Proposal for Emergency Traffic Control Device Damage

Assessment Services

Calcasieu Parish Police Jury

RFP Number: RFP-2026-ENG-157

Sealed proposals will be received by:

THE PURCHASING AGENT

1015 PITHON, PARISH GOVERNMENT BUILDING, 1ST FLOOR

LAKE CHARLES, LOUISIANA 70601

Until

2:00 P.M., Central Time Zone

Tuesday, November 10, 2026 Advertisement in the Official Journal

LAKE CHARLES AMERICAN PRESS

Please read the updated Request for Proposal instructions on the following pages carefully.

REQUEST FOR PROPOSAL (RFP) FOR

EMERGENCY TRAFFIC CONTROL DEVICE

DAMAGE ASSESSMENT SERVICES

SECTION 1. ADMINISTRATIVE AND GENERAL INFORMATION

1.1 Purpose of RFP

The Calcasieu Parish Police Jury, hereinafter referred to as the “Parish”, is accepting sealed proposals for emergency traffic control device damage assessment services. The intent of this Request for Proposal, hereinafter referred to as “RFP”, is to contract with a qualified Proposer who can provide the products and services required to properly respond to a disaster event. The Proposer is to be capable of efficiently assessing numerous locations within Calcasieu Parish of disaster-generated damaged traffic control devices in a timely and cost-effective manner. The Proposer must be capable of assembling, directing, and managing a workforce that can perform the damage assessment services beginning no longer than twenty-four (24) hours after contract activation.

The resulting contract from this RFP will be a pre-disaster agreement that may or may not be activated during future events depending on the specific event and may or may not apply to a federally declared disaster. The resulting contract from this RFP will be part of the Parish’s disaster recovery team assembled to respond to impacted traffic control devices on the Parish roadway system. Team members are required to work conjointly in the event that more than one

(1) contract is activated in response to a disaster event. The emergency traffic control devices team consists of the following:

• Contractor-A, damage assessment services

• Contractor-B, reinstallation and replacement services

• Contractor-C, monitoring and inspection services

The Contractor-B and Contractor-C are to be Contractors who have no vested interest in this resulting contract. There must be no conflict of interest between the Contractors awarded contracts under this disaster recovery team. Proposers are to disclose if they are intending to submit a response to more than one (1) of the RFPs being solicited for this team and/or if there is any known potential conflict of interest with any other potential Proposer.

As previously stated, the Parish reserves the right to activate or not active the contract(s) based on the needs of the Parish during each disaster occurrence.

RFP-2026-ENG-157

1.2 Proposal Submission and Delivery Instructions

Proposers are to submit their proposal response utilizing one (1) of the delivery options below:

A. Paper proposals may be delivered by hand or courier service prior to the RFP opening to our physical location as follows:

Calcasieu Parish Police Jury Purchasing Department

1015 Pithon Street, Third Floor Lake Charles, LA 70601

Each Proposer submitting a paper Proposal should include: One (1) original (stamped "original") and one (1) electronic copy (USB flash drive only) in Portable Document Format (pdf). The flash drive becomes the property of the Parish. Costs incurred in the preparation and submittal of proposals are the responsibility of the Proposer and will not be reimbursed.

B. Proposals can also be submitted online through www.calcasieu.gov via Bid Express

(www.bidexpress.com). New accounts for electronic bidding can take several days before they are active. Please contact Bid Express for more information on the timeline for new accounts at support@bidexpress.com or 1-888-352-2439.

The Proposer is solely responsible for the timely delivery of the proposal. Failure to meet the proposal opening date and time may result in rejection of the proposal. The Parish is not responsible for any delays caused by the Proposer’s chosen means of proposal delivery.

Proposals shall be opened publicly and only the name of the Proposers submitting proposals shall be identified aloud. Prices shall not be read. The proposals will be opened at the date and time specified in the advertisement. The opening will take place at:

Government Building 1015 Pithon Street, First Floor

Lake Charles, LA 70601

1.3 RFP Contact Person(s)

All questions should be submitted in writing no less than seven (7) days prior to the opening of proposals. Questions received within seven (7) days of the opening of the proposals may not be accepted or addressed. All questions should be submitted in writing and be addressed to both:

Kristie Cumberland, CPPB, CPPO, NIGP-CPP

Purchasing Agent Division of Finance

E-mail: kcumberland@calcasieu.gov

Lee Skellham, PE Parish Traffic Engineer

Division of Engineering and Public Works E-mail: lskellham@calcasieu.gov

1.4 Proposal Response Format

Proposers should address the questions or request for information listed under the "Proposal Evaluation Criteria" below and should address them in the order in which they are presented.

Proposers are to indicate in their proposal which item number is being answered so that proposals can be evaluated accordingly. Proposals that are not in order or that are difficult to understand may be rejected.

By responding to this RFP, the Proposer confirms that they are able to meet all requirements and qualifications specified in this RFP. Failure to respond with information requested within this RFP or failure to comply with any of the stated requirements may result in the disqualification of the proposal.

Proposers must complete the Price Proposal Form (Exhibit A) which may contribute as much as thirty-five (35) points toward the total allowable one hundred (100) points for the evaluation and sign the Proposal Form.

1.5 Errors and Omissions in Proposal

The Parish will not be liable for any error or omission in the proposal. The Proposer will not be allowed to alter proposal documents after the deadline for proposal submission. The Parish, at its own option, has the right to require clarification or additional information from the Proposer.

1.6 Changes, Addenda, or Withdrawals

The Parish reserves the right to issue Addenda to the RFP at any time to make clarifications or adjustments. The Parish also reserves the right to cancel or reissue the RFP.

If the Proposer would like to submit recommended changes, questions, or inquiries prior to the proposal opening, please submit this request in writing to the RFP contacts listed in Section 1.3.

All responses to questions and changes to this RFP package will only be made via a written addendum issued by the Parish to potential Proposers. All issued addenda should be acknowledged by being signed by an authorized representative of the Proposer and submitted with the proposal response.

1.7 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.

1.8 Ownership of Proposals

All proposals and materials submitted by the proposal due date and time specified will become the property of the Parish. Selection or rejection of a response does not affect this right. All proposals opened will be retained by the Parish and not returned to the Proposers. Proposals received after the due date and time specified will not be accepted or considered for award and will be returned unopened to the Proposer.

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

1.9 Contract Terms

A copy of the Parish’s sample contract is included in this RFP. This sample contract is subject to change at the Parish’s discretion when deemed necessary. There are certain contractual requirements that are non-negotiable including, but not limited to, audit and retention of records, governing law, non-appropriation language, and termination provisions. The Parish will work with the selected Proposer on the final contract terms including any proposed costs that are negotiated after the submission of the proposal for reasonable cost purposes.

1.10 Payment and Performance Bonds

Both parties acknowledge that this is a pre-disaster agreement that may or may not be activated during future events depending on the number of traffic control devices impacted by the specific event and may or may not apply to a federally declared disaster. It is the intent of the Parish that during a federally declared disaster and upon activation of this agreement that only Federal Emergency Management Agency (FEMA) and Federal Highway Administration (FHWA) eligible work be performed unless specifically approved in writing by the Parish and that all work is in compliance with FEMA and FHWA guidelines unless specifically approved in writing by the Parish. The Awarded Proposer will be required to submit separate invoices for FEMA related work and FHWA related work.

At the time of contract activation, as opposed to the contract execution, the Awarded Proposer will be required to provide the Parish with both a Payment and Performance Bond, payable to the Parish, of not less than fifty thousand dollars ($50,000) each as a surety for faithful payment and performance under the terms and conditions of the contract. The Parish will determine if the amount of the bonds needs to be increased beyond the fifty thousand dollars ($50,000) initial amount based on the extent of traffic control device damage generated by the event. After the initial event response and the Parish has had time to estimate the initial volume of traffic control device damage, a “not to exceed” contract amount will be established based on this initial estimate.

If the “not to exceed” contract amount exceeds the original fifty-thousand-dollar ($50,000) bond, then the Awarded Proposer will be required to increase the payment and performance bond to the “not to exceed” contract amount. The payment and performance bonds must be executed by a surety company of recognized standing, authorized to do business in the State of Louisiana and having a resident agent.

The payment and performance bonds in the amount of fifty thousand dollars ($50,000) shall be executed and furnished to the Parish within three (3) calendar days of contract activation. Any additional amount required after a “not to exceed” contract amount is established based on initial estimated traffic control device damage will be executed and furnished to the Parish within three

(3) calendar days of the notice from the Parish.

Acknowledgment and agreement is given by both parties that the amount herein above is not intended to be, or shall not be deemed to be in the nature of stipulated damages, nor is it intended to limit the liability of the Awarded Proposer to the Parish in the event of a material breach of the agreement by the Awarded Proposer. The payment and performance bonds will ensure that the Parish receives dedicated resources for assistance in the event of a disaster and that all subcontractors and vendors of the Awarded Proposer are paid for services rendered under the contract.

Any surety shall state that the payment and performance bond cannot be cancelled or terminated without having first provided the Parish thirty (30) days’ notice.

1.11 Use of Subcontractors

While the Awarded Proposer will be responsible for all deliverables referenced in this RFP regardless as to the use of subcontractors, the use of subcontractors is to be disclosed and approved by the Parish. If the use of subcontractors is approved by the Parish, any information required of the Awarded Proposer under the terms of the RFP, is also required for each subcontractor and the subcontractors will agree to be bound by the terms of the contract. The Awarded Proposer will assume total responsibility for compliance. Subcontractors are not required to be identified in the response of the RFP.

1.12 Evaluation of Proposals

Responses to this RFP will be evaluated by a Review Committee consisting of Parish staff in accordance with the following criteria and corresponding point system. Responses should include information specifically addressing the selection criteria. Information furnished should reference the selection criteria number. In the event of a points tie, a recommendation may be made for the most qualified Proposer whose proposal is deemed most advantageous to the Parish, with all factors considered.

Proposers or their agents are prohibited from lobbying members of the Parish, review committee, or other staff on this project. Failure to comply with this clause will be grounds for rejection of their proposal as non-responsive.

As previously stated, the Parish reserves the right to accept or reject any or all proposals received and reserves the right to make an award without further discussion of the proposals submitted.

Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become part of the Parish’s official file without obligation to the Parish. Upon opening, proposals become public record and may be subject to public disclosure.

Proposers will address the questions or requests for information listed under the “Proposal Evaluation Criteria” below and should address them in the order in which they are presented.

Proposers are to indicate in their proposal which item number is being answered so that proposals can be evaluated accordingly. Proposals that are not in order or that are difficult to understand may be rejected.

Proposal Evaluation Criteria:

Proposals will be evaluated and scored in accordance with the criteria detailed below. Proposers may score a total of one hundred (100) points based on responses to the questions/request for information for the criteria listed below. Specific information requested per criteria listed can be found in Section III, below.

a) History-Background and Experience 0 – 15 Points

b) Capacity to Perform 0 – 25 Points

c) Expertise Staffing and Response Timelines 0 – 25 Points

d) Price 0 – 35 Points

1.13 Contract Negotiations, Award and Execution

As previously stated, the Parish reserves the right to enter into contract and/or contract negotiations without further discussion of the proposals submitted based on the initial offers received. The RFP, any addendums, and the proposal of the Awarded Proposer will become part of any contract initiated by the Parish. The Parish reserves the right to award a contract to more than one (1) Proposer and reserves the right to issue a new RFP in the future or simply contract for services outside of any formal procurement, if deemed necessary.

By submitting a proposal in response to this RFP, the Proposer certifies compliance with all Instructions to Proposers, terms, conditions, and specifications stated in this RFP. Proposers who qualify their proposal response by adding additional terms and/or conditions in the proposal or attempting to alter the language included in this RFP may be rejected.

In no event is a Proposer to submit its own standard contract terms and conditions as a response to this RFP. The Proposer needs to address the specific language in the sample contract and submit with their proposal any requested contract deviations that their firm wishes to negotiate. The terms for the sample contract may be negotiated as part of the negotiation process with the exception of contract provisions that are non-negotiable. The Parish also reserves the right to negotiate a reasonable cost for these services based on all Proposers’ responses or historical prices for the Parish or other larger governmental entities. Other negotiations may include revision of non-mandatory terms, conditions, and requirements.

Due to timing issues, the Parish may take formal action to award the RFP to the Proposer that will be the most advantageous to the Parish, price and other factors considered pending final contractual negotiations. Whether an award is made or not by the Parish, if for any reason the Proposer, whose proposal is most responsive to the Parish needs, does not agree to the terms of a contract, that proposal may be rejected, and the Parish may negotiate with the next most responsive Proposer.

The final contract form will be reviewed and approved by the Parish and executed by both parties.

1.14 Insurance Requirements

The Proposer will comply with the insurance requirements specified in the attached document throughout the term of the contract. Prior to executing the contract, the Awarded Proposer will provide a Certificate of Insurance to the Parish showing evidence of compliance with the required insurance coverage and limits.

The Parish reserves the right to require complete certified copies of all required insurance policies, endorsements, or other documentation necessary to verify compliance with the insurance requirements at any time.

The Parish shall be exempt from, and in no way liable for, any sums of money which may represent a deductible or self-insured retention in any Awarded Proposer’s or subcontractor’s insurance policy. Any such deductible or self-insured retention shall not reduce or otherwise limit the Awarded Proposer's obligations or liability to the Parish under the contract and shall be the sole responsibility of the Awarded Proposer or subcontractor providing such insurance.

1.15 Licensing Requirements

Proposers are to be authorized to do business in the State of Louisiana. Such authorization should be obtained by the proposal due date and time. The Proposer is also required to maintain any licenses as may be required by any regulatory agency.

1.16 General Requirements

• Authorized Contract Users: The resulting contract will be used by or at the direction of the Parish. The Proposer understands and agrees that use of this contract may be in response to a declared disaster and may be used for federal reimbursement.

• Time is of the Essence: The parties hereby agree that time is of the essence for performance of the resulting contract to abate imminent and/or significant threats to the public health and safety of the community. The Proposer will fully cooperate and coordinate with the Parish to maximize timely delivery of services.

• Non-Assignment: The Parish will enter into the resulting contract on the express understanding that the Awarded Proposer has the capacity and ability to respond rapidly with the delivery of the products/services stated following a declared emergency and/or contract activation.

• Compliance with Applicable Codes/Law: It is the Proposer’s responsibility to provide product, equipment, and materials hereunder which are configured or otherwise compliant with all applicable federal, state, or municipal safety and health codes, laws, or ordinances.

The Proposer is solely liable for any expenses, fines, or penalties imposed due to a violation, including permit violation, traffic infractions or parking violations attributable to employees, subcontractors, or agents of the Proposer.

• Inspection: The quality of services will be subject to inspection by the Parish at any time.

Should it be found that the quality of services being performed are not satisfactory, and that the requirements of the specifications are not being met, the Parish acting on its own behalf may terminate the contract and employ another Proposer to fulfill the requirements of the contract.

• Access to site: The Parish reserves the right to reject and bar from the job site any subcontractor, agent or employee hired by the Awarded Proposer.

• Safety: All work areas, sites and conditions shall conform to all applicable federal, state and local safety standards. All work shall follow the Occupational Safety and Health Administration (OSHA) and Environmental Protective Agency (EPA) requirements to maintain a safe working environment.

• Proposer’s Coordinator: The Proposer will specify the name of a contact person and telephone number who can be reached for all communications twenty-four (24) hours per day, seven (7) days per week during the time of the declared emergency and/or contract activation. The Awarded Proposer will be responsible for updating this information if there is any change.

SECTION II. SCOPE OF SERVICES

After the award, the Awarded Proposer will be referred to as “Awarded Contractor-A”. For the purpose of this section, the term “Awarded Contractor-A" is being used instead of Awarded Proposer.

2.1 General Requirements

The Awarded Contractor A will be required to participate in a pre-planning workshop and/or training exercise at least once (1) per year, at no cost to the Parish, if needed or requested by the Parish.

The Awarded Contractor A will perform damage assessments of Parish traffic control devices on an as needed basis, as approved by the Parish, to ensure traffic control devices are in an acceptable condition for use according to Parish standards. The Awarded Contractor A must mobilize within twenty-four (24) hours of activation of the contract and must mobilize a minimum of ten (10) 2-person teams to perform assessments within forty-eight (48) hours of activation, unless otherwise agreed upon by both parties.

2.2 Damage Assessments

The Awarded Contractor A will be required utilize the Parish’s OpenGov Asset Management System (OpenGov), or the current Parish Asset Management System, to complete damage assessments.

Contractor A must provide inspectors with mobile devices to complete in-field damage assessments in OpenGov, or the current Parish Asset Management System.

Assessments must:

• Be completed in accordance with Parish standards for OpenGov records;

• Be completed in accordance with the prioritization of routes established by the Parish;

• Include a picture of the acceptable, damaged, or missing traffic control device at each location;

• Include supporting notes at each location, and

• Be completed in a timely manner, such that all damaged traffic control signage can be replaced expeditiously.

It is imperative that all OpenGov data is entered on location in real-time.

Disaster recovery traffic control device damage assessments are categorized as follows:

• Priority 1, Signage:

o Stop signs (R1-1) o Yield signs (R1-2)

• Priority 2, Signage:

o Warning signs (various) o Warning plaques (various) o Speed limit signs (R2-1) o Large directional arrows (W1-6, W1-7) o Chevron alignments (W1-8)

A traffic control device(s) will be deemed damaged if the assessment results in a different condition other than what is currently shown in the Parish OpenGov database.

The Parish reserves the right to add or remove categories of traffic control devices from damage assessment scope during the resulting contract term.

2.3 Expertise Requirements

The Awarded Contractor A must have Field Supervisor(s) and Assessment Crew that are proficient in the Manual on Uniform Traffic Control Devices (MUTCD).

The Awarded Contractor A should be familiar with OpenGov software.

2.4 Resources

The Parish shall provide the Awarded Contractor A with editing access to the Parish OpenGov traffic control device layers to perform damage assessments, as well as Parish standards for OpenGov asset record entry.

SECTION III. PROPOSAL EVALUATION CRITERIA

Proposals will not be considered or accepted if not received by the Parish on or before the date and time specified as the due date for submission. All paper proposals must be typed or printed in ink.

A responsive proposal is an offer to perform the scope of services called for in this RFP in accordance with all requirements of this RFP. Proposals found to be non-responsive will not be considered or evaluated.

Responsive proposals will be evaluated and scored in accordance with the criteria detailed below.

Proposers may score a total of one hundred (100) points based on responses to the questions/request for information listed below.

History-Background and Experience ................................................................... (0 – 15 Points)

Provide background information about the Proposer and its general knowledge and experience in providing similar services as requested herein, and its specific experience with disaster recovery services for transportation infrastructure.

Describe your company’s number of years of experience and relevant project experience. Please include specific examples including dates, locations, and the nature of the incident for which you have provided services. Please limit relevant project experience descriptions to five (5) relevant projects with a maximum of one (1) page per project. Any project experience should support the Proposer's ability to perform the requested services.

Describe your assessment plan to include qualified staffing, flexibility, and commitment to fulfill the scope of work requirements. Describe the qualifications and experience of key personnel that will provide these services including resumes of personnel; demonstrated knowledge and understanding of the types of services to be performed; previous experience in similar or related work; local codes, laws and regulation governing the work. Please limit resumes to one (1) page per person. Resumes should support the Personnel's ability to perform the requested services.

Please respond to the questions/request for information below in the order in which they are asked:

1. Has the Proposer been terminated from a contract within the past five (5) years? If so, please include client information, contact number and reason for termination.

2. Has the Proposer failed to complete any work awarded to them? If so, where, why, and when?

3. Has the Proposer, its principles, officers, or predecessor organization ever been disbarred or suspended from bidding federal, state, or local government agency projects during the past five (5) years? If yes, provide details.

4. List and describe all criminal, civil, and disciplinary hearings concerning business related offenses in which the Proposer, its principles, officers, or predecessor organization(s) were defendants within the last five (5) years.

5. The Proposer will provide at least three (3) current and three (3) past client references including point of contact and telephone numbers for any corporate customers or government agency.

Capacity to Perform .............................................................................................. (0 – 25 Points)

The Proposer will submit satisfactory evidence that he has the ability and capacity to perform the services required by this RFP. Describe the methodologies to be used in meeting the requirements of this RFP, including not limited to, (a) how your firm has met these objectives with past performance? (b) How have federally declared disasters been treated in the past? (c) What processes are in place to make sure the Proposer is in compliance with all FEMA regulations and requirements at all times? (d) How familiar is the Proposer with the Parish’s current asset management system software (Opengov)?

The Proposer is to submit satisfactory evidence that they possess adequate capacity, equipment, and other relevant resources; and have the trained staff necessary to perform the type, magnitude, and quality of work as specified in the Scope of Work. Describe how staff are properly trained to conduct the services stated in this RFP. The Proposer should also submit satisfactory evidence that they possess staff for adequate supervision of personnel dedicated to address day-to-day concerns and questions. Demonstrate your company’s ability to follow all safety standards.

Proposers should possess the assets, financial resources, and organizational structure necessary to perform the type, magnitude, and quality of work, as may be required in this RFP, along with the Proposer’s current and future workloads. Demonstrate your company’s ability to offer quality and reliable services by providing references of similar contracts with private businesses or public entities of similar size to the Parish.

Expertise Staffing and Response Timelines........................................................... (0 – 25 Points)

The Proposer will state and acknowledge their ability to meet the following minimum timeline requirements:

• Mobilization within twenty-four (24) hours of activation of:

o Assessment Crew (ten (10) 2-person teams) to begin damage assessments within forty-eight (48) hours of activation;

o Field Supervisor(s) and Assessment Crew with understanding of the MUTCD, 11th

Edition, Part 2, as noted in Section II, 2.3, of this this RFP;

o Assessment personnel with understanding of OpenGov Software

List current contracts/obligations that may require the same resources as this RFP. Please explain how the Parish’s resulting contract will be prioritized with other contracts/obligations. For example, if there is a major storm that affects a large region, what other contracts are currently in place for similar services? How will the Proposer ensure the obligations under the resulting contact will be met?

The Proposer is to provide satisfactory evidence that they have Field Supervisor(s) and Assessment Crew that are proficient in the Manual on Uniform Traffic Control Devices (MUTCD).

The Proposer is to provide satisfactory evidence that they have assessment personnel with understanding of OpenGov Software.

Price .......................................................................................................................... (0 – 35 Points)

Proposers are to complete Exhibit A, Price Proposal Form included herein. The prices submitted are to be inclusive of all associated costs including, but not limited to, per diem, travel, mileage, labor, and field equipment, etc. for providing the services described herein. No additional consumables or other costs outside of these rates will be accepted and no costs other than those listed on the Price Proposal Form will be recognized.

Total Possible Points ...................................................................................................... 100 Points

EXHIBIT A

Prices provided herein will be considered on an "as needed basis".

Administrative time for contractual negotiations, amendments, disputes, etc. is considered a cost of doing business and should not be billed.

Item Number

*Consists of a minimum of ten (10) two-person team to begin damage assessments within forty-eight (48) hours of activation

PRICE PROPROSAL FORM

EMERGENCY TRAFFIC CONTROL DEVICE DAMAGE ASSESSMENT SERVICES

RFP-2026-ENG-157

Hourly Billing RateTitle / Role

The below hourly billing rates are inclusive of all direct and indirect costs for performing the work, inclusive of tools, devices, mileage and incidentals.

Project Manager Operations Manager Scheduling / Routing Manager Field Supervisor

Assessment Crew *- two-person team with all necessary tools and equipment.

All hourly billings must provide sufficient detail to identify daily time by employee and the description of services performed.

Administrative / Clerical Other Other Other $

PROPOSAL FORM

CALCASIEU PARISH POLICE JURY

PARISH OF CALCASIEU, LOUISIANA

Please read entire Request for Proposal (RFP) carefully and ensure that all requirements have been addressed. By signing this proposal, the Proposer certifies compliance with all Instructions to Proposers, terms, conditions and specifications, and further certifies that this proposal is made without collusion or fraud. This proposal is to be manually signed in ink by a person authorized to bind the vendor. All proposal information shall be made with ink or typewritten. Any cost incurred by the vendor in preparing or submitting the Proposal are the responsibility of the Vendor and will not be reimbursed by the Calcasieu Parish Police Jury. This Proposal Form must be submitted electronically via Bid Express or signed and included with the sealed proposal package.

COMPANY:

MAILING ADDRESS:

SIGNATURE OF AGENT: (Must be Signed) DATE:

PRINTED AGENT’S NAME:

FEDERAL I.D. NUMBER: TELEPHONE:

FAX NUMBER: E-MAIL ADDRESS:

INTERNET HOME PAGE:

EMERGENCY TRAFFIC CONTROL DEVICE DAMAGE ASSESSMENT

SERVICES CONTRACT BETWEEN THE

CALCASIEU PARISH POLICE JURY

AND

STATE OF LOUISIANA

PARISH OF CALCASIEU

THIS AGREEMENT is hereby made and entered into this ______ day of ___________, 2026, by and between the CALCASIEU PARISH POLICE JURY, hereinafter referred to as "PARISH," a political subdivision of the State of Louisiana, represented herein by its duly authorized President, Brian Abshire, and _______________________________________, hereinafter referred to as “CONTRACTOR-A” and represented herein by its duly authorized President, __________________.

WHEREAS, the PARISH has solicited, received and analyzed competitive “Request for Proposals” (RFP) for Emergency Traffic Control Device Damage Assessment Services, identified as Calcasieu Parish Project No. RFP-2026-ENG-157, which is the legal responsibility of the PARISH;

WHEREAS, the PARISH has duly awarded the CONTRACTOR-A as the successful proposer for the referenced project as hereinafter set forth and in accordance with all local, state and federal regulations governing the expenditure of public funds as discussed in Section 3 below;

WHEREAS, the PARISH considers the public benefit of obtaining emergency traffic control device damage assessments in order to keep the citizens of Calcasieu Parish safe and to prevent further damage or loss of life to be proportionate to the costs associated with this activity; and

WHEREAS, the CONTRACTOR-A shall provide all materials, equipment and labor and perform all the work required to accomplish the designated scope of work in a thorough and professional manner to the satisfaction of the PARISH or the PARISH’s architect/engineer and in accordance with all plans and specifications, instructions, general and/or standard terms and conditions, any addenda issued, and the “Request for Proposal” documents, where applicable, on file with the PARISH or the PARISH’s architect/engineer, which are as much a part of this agreement as if repeated verbatim herein.

NOW THEREFORE, the PARISH and the CONTRACTOR-A do mutually agree to the following terms and conditions of this agreement:

1. Scope of Work

The PARISH hereby agrees to engage the CONTRACTOR-A to provide the activity, products and/or services inclusive in the PARISH’s "Request for Proposal" #RFP-2026- ENG-157. This project involves performing emergency damage assessments for traffic control devices in Calcasieu Parish, Louisiana. Both parties acknowledge that this is a pre-disaster agreement that may or may not be activated during future events depending on the volume of the damage to the traffic control devices created by the specific event and may or may not apply to a federally declared disaster.

It is the intent of the PARISH that during a federally declared disaster and upon activation of this agreement that only Federal Emergency Management Agency (FEMA), and Federal Highway Administration (FHWA) or other grantor agency, eligible work be performed unless specifically approved by the PARISH and that all work is in compliance with FEMA, FHWA, or other grantor guidelines unless specifically approved in writing by the PARISH.

Any additional activity, products and/or services not specifically listed in the “Request for Proposal” but required by the PARISH and available to the CONTRACTOR-A may be added to the terms of this agreement at a mutually agreed upon price, subject to the verification of cost reasonableness of said change order. Any change order is also subject to any grant limitations.

2. Term of Agreement

The initial term of this agreement shall commence upon execution of this agreement and shall continue until December 31, 2027. If this activity is funded by a federal grant, the time period including extensions must comply with the grant performance period. The PARISH reserves the right to obtain similar emergency products and/or services from other sources if needed.

Upon completion of the initial term, this agreement shall automatically renew for four (4) successive one-year periods at the same prices, terms and conditions unless either party provides sixty (60) days advance written notice of its intent to not renew this agreement.

When the PARISH believes that eminent traffic control device damage assessment assistance is required, the CONTRACTOR-A shall have a representative available on-site at no additional cost to the PARISH within twenty-four (24) hours after receiving the initial notification from the PARISH that pre-planning is required for a possible traffic control device damage related event. The PARISH will issue an official “Notice to Proceed” if and when the agreement is activated and the CONTRACTOR-A will mobilize and begin performance within twenty-four (24) hours of receiving the official “Notice to Proceed.”

The parties will agree to a reasonable time period for completion of the project depending on the severity of the traffic control device damage and subject to the FEMA performance period, if applicable. If the time frame extends beyond this period, the CONTRACTOR-A will notify the PARISH or the PARISH’s representative as to the new expected completion date and the reason for the delay and obtain approval for the revised time period, which is subject to a possible grant time period as well as any other requirements identified in the plan and specifications, instructions, general and/or standard terms and conditions, any addenda issued, and the “Request for Proposal” documents.

3. Payment Terms

Under this agreement, the PARISH agrees to pay the CONTRACTOR-A the designated hourly amounts identified in the CONTRACTOR-A’s price proposal attached hereto as Exhibit A which is inclusive of all amounts properly due under the terms and conditions set forth in the “Request for Proposal” documents. Upon activation of the agreement by the PARISH after a traffic control device damage event has occurred, the PARISH will establish as soon as practical a “not-to-exceed” maximum amount which will be reviewed during the course of the term of agreement and adjusted accordingly if the quantities are larger than initially estimated or if additional locations are added. All hourly billings must provide sufficient detail to identify daily time by employee and the description of any services performed.

If the “Request for Proposal” documents are silent with respect to payment and related terms then the CONTRACTOR-A will issue at least monthly invoices for which the PARISH will, in all good faith, attempt to review and process for payment within a reasonable time period.

To satisfy grant requirements the invoices must provide sufficient detail and/or support to identify the specific activities and associated charges being billed.

The CONTRACTOR-A acknowledges that, if the PARISH receives any indication, notice or claim of non-payment from a supplier, consultant, subcontractor, or any other party the PARISH shall be entitled to withhold payment of the amount claimed as unpaid or issue a dual check made payable to the CONTRACTOR-A and the unpaid supplier, consultant, subcontractor, or other party.

If this agreement extends beyond the current fiscal year and notwithstanding anything to the contrary and when applicable, the CONTRACTOR-A acknowledges and agrees that pursuant to the applicable state law, this agreement is subject to an annual appropriation dependency requirement to the effect that the renewal of this agreement is contingent upon the appropriation of funds to fulfill the requirements of this agreement. If the PARISH fails to appropriate sufficient monies to provide for payments under this agreement, then this agreement shall terminate on the last day of the last fiscal year for which funds were appropriated.

4. Amendments and Assignments

If there is a need to review and/or revise this agreement, the requesting party shall comply with the provisions of the “Request for Proposal” documents. If the “Request for Proposal” documents are silent with respect to amendments then the requesting party shall submit a written amendment to the other party, with the understanding that no amendment to this agreement shall be valid unless it is agreed to and signed by both parties. This agreement shall not be assignable by either party without the written consent of the other, except for assignment resulting from merger, consolidation, or reorganization of the assigning party.

5. Records, Audits and Other Grant Compliance Issues

It is understood that this agreement may be utilized as part of a federal reimbursement grant (Department of Homeland Security Grant Program – Assistance Listing Number (ALN) 97.036) and therefore both parties agree to maintain accounts and records, including personnel, property and financial records, adequately to identify and account for all costs pertaining to this agreement and to ensure full compliance with the requirements of the above grant. This is also an acknowledgement that Federal Emergency Management Agency (FEMA) financial assistance may be used to fund all or a portion of this agreement.

The CONTRACTOR-A will comply with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives. Even though federal funding may be available to the PARISH, the Federal Government is not a party to this agreement and is not subject to any obligations or liabilities to the PARISH, CONTRACTOR-A, or any other party pertaining to any matter resulting from the agreement.

For audit purposes, all records will be made available by both parties to any authorized representative of either party and said records will be retained for three (3) years after the close out of the grant or three (3) years from the final contractual payment under this agreement, whichever is later. If any confidential information is obtained during the course of this agreement, both parties agree not to release that information without the approval of the other party unless instructed otherwise by court order, grantor, auditor, public information request or as required by law.

The PARISH and the CONTRACTOR-A agree that all records shall be made available to either party at no additional charge for such information. The CONTRACTOR-A also agrees to provide the PARISH, the State of Louisiana Governor's Office of Homeland Secuirty, the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the CONTRACTOR-A which are directly pertinent to this agreement for the purposes of making audits, examinations, excerpts, and transcriptions. The CONTRACTOR-A agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed at no additional charge. The CONTRACTOR-A agrees to provide the FEMA Administrator or his authorized representatives access to work sites pertaining to the work being completed, if necessary, under the agreement. In compliance with the Disaster Recovery Act of 2018, the PARISH and the CONTRACTOR-A acknowledge and agree that no language in this agreement is intended to prohibit audits or internal reviews by the FEMA Administrator or the Comptroller General of the United States.

In compliance with grantor and national policy requirements, including the above referenced federal grant requirements, both parties agree to adhere to the following regulations as well as the federal contract clauses addressed in Exhibit B attached, where applicable:

a. Federally Required Contractual Provisions:

1. Administrative, Contractual or Legal Remedies are required in all contracts in excess of the simplified acquisition threshold amount that are funded with federal funds and are addressed in various sections of this agreement,

2. Termination Provision requires all contracts in excess of $10,000 to contain a provision for termination of the contract for cause or convenience and this provision is addressed in Section 8 of this agreement,

3. For all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3, Equal Employment Opportunity Act of 1972, which requires equal opportunity for all persons, without regard to race, color, religion, sex or national origin, employed or seeking employment with government contractors or with contractors performing under federally assisted construction contracts,

4. For all construction contracts in excess of $2,000 and required by federal grant regulations, Davis Bacon Act1 which requires payments of wages for laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor and said wage payments will be made at least weekly,

5. For all applicable contracts in excess of $100,000 that involve the employment of mechanics or laborers, Contract Work Hours and Safety Standards Act which prohibits certain unsanitary, hazardous or dangerous working conditions and requires that wages of every mechanic and laborer to be on the basis of a standard work week of forty hours with any work in excess of forty hours per week to be compensated at a rate of not less than one and one-half times the basic rate of pay,

6. For all contracts that meet the definition of “funding agreement” under 37 CFR Part 401.2(a) and involve a contract with a small business firm or nonprofit organization regarding the assignment or performance of experimental, developmental or research work must comply with the Rights to Inventions Made Under a Contract or Agreement contained in 37 CFR Part 401,

7. All contracts, subcontracts and sub-grants in excess of $150,000 must contain a provision which requires compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act and the Federal Water Pollution Control Act,

8. Debarment and Suspension (Executive Orders 12549 and 12689 and 2 CFR Part 180) which prohibit the contracting with any party listed on the “System for Award Management” (SAM.gov), which identifies all parties that have active exclusions (i.e. suspensions, debarments) imposed by a federal agency,

9. Byrd Anti-Lobbying Prohibition (31 U.S.C. 1352) prohibits the use of federal funds to pay any person or organization for influencing or attempting in influence anyone with any federal contract, grant or other award covered by 31 U.S.C. 1352 and also requires that Contractors that apply or bid for an award exceeding $100,000 where federal funds are used must file the required certification (see Exhibit C) stating that the parties will not and have not used federal funds to pay any person or organization for influencing or attempting to influence anyone with any federal contract, grant, or other award covered by 31 U.S.C. 1352, 1 Davis Bacon Act is not applicable to this agreement.

10. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment wherein 2 CFR Part 200.216 prohibits use of federal grant or loan funds to enter into, renew or extend any agreement to procure or obtain equipment, services, or systems that use telecommunications equipment or services produced by Huawei Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities) as a substantial or essential component of that system,

11. Domestic Preferences for Procurements for when federal funds are utilized, and where appropriate and to the extent consistent with other laws and regulations, 2 CFR Part 200.322 allows a federal award to provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products),

12. Procurement of Recovered Materials as required by 2 CFR Part 200.323 which requires procurements in excess of $10,000 to contain the highest percentage of recovered materials practicable while consistent with maintaining a satisfactory level of competition.

b. National Policy Requirements:

1. Civil Rights Act of 1964, including Title VI, which generally speaking, states that no person shall, on the grounds of race, color or national origin, be excluded from participation in, be refused the benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal financial assistance,

2. Age Discrimination Act of 1975 which prohibits discrimination based on age in programs or activities receiving federal financial assistance,

3. Americans with Disabilities Act of 1990, with respect to building construction or alteration, prohibits discrimination based on a disability defined as a physical or mental impairment that substantially limits a major life activity,

4. Section 504 of the Rehabilitation Act of 1973, if specifically required by the federal agency, which prohibits the exclusion of an otherwise qualified individual because of a disability in programs receiving federal financial assistance including program accessibility, accessible new construction and alterations, reasonable accommodations and effective communication with hearing and visually disabled (this requirement may vary with each federal agency),

5. For all construction or repair contracts, Copeland “Anti-Kickback” Act which requires all contracts and sub-grants for construction or repair to contain a provision that prohibits a contractor or sub-contractor from inducing, by any means, any person employed in the construction, completion or repairs of public work to give up any part of the compensation to which he is otherwise entitled,

6. National…