calcasieu parish pj emergency traffic control device monitoring and inspection services RFP-2026-ENG-159 (S).pdf

Request for Proposal for Emergency Traffic Control Device Monitoring and Inspection Services

Calcasieu Parish Police Jury

RFP Number: RFP-2026-ENG-159

Sealed proposals will be received by:

THE PURCHASING AGENT

1015 PITHON, PARISH GOVERNMENT BUILDING, 1ST FLOOR

LAKE CHARLES, LOUISIANA 70601

Until

3:00 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 MONITORING AND

INSPECTION 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 monitoring and inspection services for traffic control device damage assessments and reinstallation/replacements. 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 monitoring the assessments of numerous locations within Calcasieu Parish of disaster-generated damaged traffic control devices in a timely and cost-effective manner and inspecting traffic control device reinstallations and/or replacements. The Proposer must be capable of assembling, directing, and managing a workforce that can perform the monitoring services beginning no longer than twenty-four (24) hours after contract activation. This RFP includes the following services regarding traffic control devices on the Parish roadway system:

• Monitoring of damage assessments for traffic control devices

• Monitoring and inspection of traffic control device reinstallations and replacements

The Federal Emergency Management Agency (FEMA) and the Federal Highway Administration (FHWA) require that a contract be awarded for inspection and repairs on transportation infrastructure after a disaster occurs. 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 Parish reserves the right to activate or not activate contract(s) based on the needs of the Parish during each disaster occurrence.

The Monitoring Services contract must be awarded to a Contractor who has no vested interest in the damage assessment contract or Contractor-A, nor the reinstallation and/or replacement contract or Contractor-B. There must be no conflict of interest between the damage assessment contractor, the replacement contractor, and the monitoring contractor.

RFP-2026-ENG-159

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 extent of damage created by the specific event and may or may not apply to a federally declared disaster. 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.

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:

Calcasieu Parish Police Jury

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 & 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 a payment and performance bond, payable to the Parish, of not less than fifty thousand dollars ($50,000) 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 bond 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 event that creates the damage occurs and the Parish has time to estimate the initial extent of traffic control device damage, a “not to exceed” contract amount will be established based on this initial damage estimate. If the “not to exceed” contract amount exceeds the original fifty thousand dollars ($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 bond 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 bond 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 quantities will be executed and furnished to the Parish within three (3) business days of the execution of the amendment identifying such increase 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 liquidated 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. This payment and performance bond 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.

The surety is to 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 records 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) Staffing Requirements 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 submitting proposals 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 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.

• Ground Disturbance: Ground disturbance should be avoided. In order to minimize adverse impacts and meet programmatic allowances off-hard-surface work should be limited to foot-traffic with heavy equipment confined to hard-surface area or palettes. The Awarded Proposer will monitor to ensure that all equipment is kept on hard surfaced areas or will use palettes and all posts will be placed in the existing holes.

• 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-C” or “Monitor”. For the purpose of this section, the terms “Contractor-C " and “Monitor” are being used interchangeably instead of Awarded Proposer.

2.1 General Requirements

The Awarded Contractor-C will be responsible for making themself familiar with and understanding the scope of services of the Damage Assessment Contractor (Contractor-A) and the Reinstallation and/or Replacement Contractor (Contractor-B). It will be the Monitor’s responsibility to ensure both Contractor-A and Contractor-B comply with their duties and ensure the Parish receives full reimbursement from FEMA and/or FHWA for disaster-related damage.

Activities for which the Awarded Contractor-C will be responsible for include, but are not limited to:

• Strategic planning for post-disaster traffic control device damage assessments and reinstallation and/or replacement activities

• Monitoring Contractor-A activities

• Monitoring and Inspection of Contractor-B activities

• Management of Parish OpenGov software, or current Parish asset management system

• Administrative support, including billing review and reconciliation of Contractor-A and

Contractor-B activities.

It is imperative that the Monitor ensures that both Contractor-A and Contractor-B are in strict compliance with conditions from FEMA, FHWA, and any regulatory agency which may or may not be identified within this RFP.

Proper documentation as required by FEMA, FHWA, or other State and Federal natural disaster response agencies shall be provided for all disaster related transportation infrastructure rehabilitation operations to ensure reimbursement to the Parish from the appropriate agency.

It is the responsibility of the Awarded Contractor-C to provide the following to its personnel, subcontractor and its personnel - communications; life support (housing and sustenance); fuel and gas; special needs (security, food service, laundry service, charter aircraft, etc.); mobile command center and any other supplies that may be deemed necessary. All these items are to be inclusive of the hourly rates provided. The Parish will not be responsible for any additional costs outside of the hourly rates.

The Awarded Contractor-C shall provide technical guidance and consultation before, during and after the disaster event. The Awarded Contractor-C shall provide administrative support for contracted operations; staff to work with Parish officials; field supervisors; operators; drivers and laborers, along with appropriate vehicles and any necessary equipment and/or tools to ensure a successful recovery operation.

The Awarded Contractor-C will be required to attend a kick-off meeting within forty-five (45) days of contract award and present a strategic plan detailing their response timeline, staffing, and monitoring method should a disaster event occur.

The Awarded Contractor-C 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.

Changes to the scope and responsibilities may be made at any time during the contractual period in order to satisfy FEMA, FHWA, and/or Parish requirements.

2.2 Role of the Monitor (Awarded Contractor-C)

Monitoring traffic control device damage assessment and reinstallation/replacement operations achieve five (5) objectives:

1. Verifying that the work completed by Contractor-A of Damage Assessments and Contractor-B of Reinstallation/Replacements is within the scope of work;

2. Ensuring work completed by Contractor-A and Contractor-B is in compliance with the Manual on Uniform Traffic Control Devices (MUTCD), Parish Standards, and Louisiana Department of Transportation and Development (LA DOTD) guidelines;

3. Assisting in the scheduling and routing of Contractor-A and Contractor-B recovery efforts;

4. Providing the required documentation for grant reimbursement, and

5. Ensuring compliance with any grant and regulatory permitting agency requirements.

The Awarded Contractor-C shall monitor field damage assessments completed by Contractor-A.

The Monitor will provide the Parish a daily activity summary for the duration of the damage assessments. The Monitor will review execution of work and make recommendations to the Parish for Contractor-A payments.

The Awarded Contractor-C shall monitor and inspect reinstallations/replacements completed by Contractor-B. Subject to Parish review and approval, the Monitor will provide Contractor-B with a definitive listing of sign type and quantity to be reinstalled/replaced, if greater than initial anticipated amount. An inspector must be assigned to each replacement team. The Parish reserves the right to supplement inspectors with their own staff.

The Parish shall provide the Monitor with full editing access to the Parish OpenGov or current Parish asset management system. The Awarded Contractor-C must utilize the asset management system to monitor and generate reports of Parish Traffic Control Device Assets, and shall conduct daily reviews of damage assessment submittals and reinstallation/replacement submittals within OpenGov to:

1. Confirm extent of damage;

2. Confirm changes in materials quantity;

3. Confirm proper field notations have been made;

4. Confirm completed work at each asset location, and;

5. Identify asset locations where supplemental work by the Parish is necessary.

The Monitor is responsible for alerting the Parish Project Manager of any improper work or safety concerns.

The Monitor will coordinate weekly in-person progress meetings at a Parish specified location.

The Monitor shall be knowledgeable in the Federal Emergency Management Agency (FEMA) and the Federal Highway Administration (FHWA) programs for disaster funding sources to support post-disaster repair of transportation infrastructure. The Monitor must maintain documentation per FEMA reimbursement requirements and documentation standards.

All services and documents will be prepared in accordance with the latest applicable editions, supplements, and revisions of the following:

• Calcasieu Parish Standard Specifications

• Louisiana Department of Transportation and Development (LA DOTD) Federal

Reimbursement Funding for Disasters programs in accordance with the Federal Emergency Management Agency (FEMA) and the Federal Highway Administration (FHWA)

• LA DOTD Standard Specifications for Roads and Bridges

• LA DOTD Roadway Design Procedures and Details

• LA DOTD Traffic Engineering Manual

• LA DOTD Engineering and Standards Manual

• Manual on Uniform Traffic Control Devices (MUTCD)

• National Environmental Policy Act (NEPA)

• American Association of State Highway and Transportation Officials (AASHTO) Policy on Geometric Design of Highways and Streets

• Highway Safety Manual

• AASHTO Roadside Design Guide

• Louisiana Administrative Code, Title 51

2.3 Services to be Provided by Contractor-A (Damage Assessments)

The Scope of Work for Contractor A is provided in Appendix A. It is included for context, as the Monitor will be required to provide monitoring and inspection services related to Contractor A’s work. Appendix A should not otherwise influence the Proposer’s proposed approach or pricing for this RFP.

2.4 Services to be Provided by Contractor-B (Reinstallations and/or Replacements)

The Scope of Work for Contractor B is provided in Appendix B. It is included for context, as the Monitor will be required to provide monitoring and inspection services related to Contractor B’s work. Appendix B should not otherwise influence the Proposer’s proposed approach or pricing for this RFP.

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 monitoring plan to include qualified staffing, flexibility, and commitment to fulfil the scope of work requirements. Describe the qualifications and experience of key personnel that will provide these services including resumes of management 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. At a minimum, staffing should include a Grants Manager. Please limit resumes to one (1) page per person. Resumes should support the Personnel's ability to perform the requested services.

Please include specific examples including dates, locations, and the nature of the incident for which you have provided 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 and Contractor-A and Contrator-B are in compliance with all FEMA and FHWA regulations and requirements at all times? (d) Please list specific experience the Proposer has with work with the FEMA Public Assistance Program. How was the business relationship with Federal Emergency Management Agency (FEMA) representatives? (e) 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 and ensure that other Contractors also 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.

Staffing Requirements 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.

• Mobilization of five (5) people to oversee damage assessments progress.

• Mobilization of ten (10) people to perform reinstallation/replacement inspections.

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 staff that meet the following requirement:

• A minimum of one (1) FEMA Grants Manager on staff.

The Proposer is to provide satisfactory evidence that they have personnel with knowledge and familiarity with use of OpenGov Software.

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

Proposers are to complete the 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

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

Other $ Other $

PRICE PROPROSAL FORM

EMERGENCY TRAFFIC CONTROL DEVICE MONITORING & INSPECTION SERVICES

RFP-2026-ENG-159

Hourly Billing RateTitle / Role

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

Field Supervisor

Other

Project Manager

Administrative / Clerical

Operations Manager Scheduling / Routing Manager Grants Manager Inspector - Signage Reinstallations/Replacements

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:

Appendix A

Services to be Provided by Contractor-A (Damage Assessments)

Contractor-A must utilize the Parish 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.

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.

Contractor-A must immediately notify Contractor-B or Parish designee of locations where immediate temporary installations of Priority 1 signage is needed for traffic control and safety measures.

Appendix B

Services to be Provided by Contractor-B (Reinstallations and/or Replacements)

The selected Contractor-B will supply and install traffic control signage for the Parish road system on an as-needed basis, as approved by the Parish.

Disaster recovery traffic control devices 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)

Contractor-B may be required to respond to priority locations as notified by Contactor-A or Parish designee to immediately reinstall or replace any damaged or missing Priority 1 Signage or to place temporary signage.

Contractor-B is responsible for replacing/reinstalling each damaged traffic control device to the pre-disaster condition identified in OpenGov. The damage assessments completed by Contractor- A, the Parish, and/or Parish designee will be noted in OpenGov. Any deviation by Contractor-B from any traffic control device assessment made by Contractor-A or Parish designee will need to be immediately communicated to the Parish and will require Parish approval.

The Parish reserves the right to modify or remove categories of traffic control devices from the scope of work based on disaster recovery needs during the contract term.

Sign Installations (Priority 1 & Priority 2):

Contractor-B will perform sign reinstallations and/or replacements in accordance with the prioritization of routes and sign type established by the Parish. Contractor-B may supplement the Parish Public Works Sign Crew or the Parish-selected Contractor-A to immediately replace and/or reestablish damaged stop signs and yield signs.

The Parish OpenGov system must be utilized to document all complete and incomplete work.

Contractor-B must provide personnel with devices to document work progress on OpenGov.

All reinstallations and/or replacements must:

• be completed in accordance with the prioritization of routes established by the Parish.

• include a picture of final work completed at each location.

• include supporting notes at each location.

When reinstalling or replacing signposts, no new hole shall be made in the ground. The existing hole and geographic location identified in OpenGov must be used. Deviation from the existing location will require prior Parish approval.

In locations where Parish OpenGov or current Parish Asset Management Software reflects an upgraded signage size rather than the Parish standard, the reinstallation and/or replacement must be of the same sign size and sign type as indicated in the asset management software. Temporary installations meeting the base Parish Standard may be made for public safety purposes with Parish approval. Any such temporary installation must be tracked in OpenGov and reported to Contractor- C and/or Parish designee to assure future replacement. Contractor-B is responsible for finalizing work with permanent installations of the upgraded signage sizes as noted in the asset management software.

Materials:

Contractor-B will supply traffic control signage meeting Parish standard sign specifications, as follows:

• All signs shall be mounted with 3” x 5/16” hot dipped galvanized bolts, nuts, and washers, to 2” perforated square telescopic posts (lengths determined by terrain).

• All sign sheeting shall be High Intensity Prismatic (HIP) Sheeting on 0.080 aluminum substrate.

Current Parish standard sign sizes are as follows:

Sign Type Sign Size (inches)

R1-1, R1-2 36 Warning signs (various) 30 Warning plaques (various) 24x12 R2-1 24x30 W1-6, W1-7 48x24 W1-8 18x24

Contractor-B shall have Priority 1 Signage immediately available upon mobilization and shall maintain an on-hand inventory of a minimum of thirty percent (30%) established Priority 1 Signage. The Parish field inventory may decrease or increase at any time. Current established Priority 1 signage and expected Contractor-B inventory are as follows:

Priority 1 Sign Type

Established Signage (each)

Expected Contractor-B Inventory (each)

Stop signs (R1-1) 2350 710 Yield signs (R1-2) 420 130

Contractor-B must have the means to procure additional inventory as required to meet demands of the disaster recovery. Contractor-B must have sufficient inventory of Priority 2 Signage to begin installation immediately following completion of Priority 1 Signage installations. Contractor-B will be provided with an updated detailed Priority 2 Signage requirement upon completion of damage assessments, however, Contractor-B must, at a minimum, have thirty percent (30%) established Priority 1 Signage readily available.

It is recommended that each sign crew truck is outfitted with the following tools:

• 2-in Auger, 3 ½-ft length

• Small jackhammer to drive square posts

• Square signpost puller

• U-channel signpost puller

• Torpedo level

• Tape measure (30-ft minimum)

• Allen wrench set

• Open-end wrench set

• Socket Set - ¾-in drive and ½-in drive

• Pipe wrench

• Punch set

• Carpenter hammer

• Sledgehammer (10-lb)

• Small crowbar

• Large crowbar

• 2000-watt power inverter

• 50-ft extension cord

• Electric hammer drill

• Battery drill with socket attachments

• Drill bit set

• Reamer set

• Battery or electric reciprocating saw

• Metal cutting blade set

• 2-gal pump sprayer

• 1-gal non-polluting all-purpose concentrated cleaner

• 1-gal of water

• Long handle brush

• Pole saw

EMERGENCY TRAFFIC CONTROL DEVICE MONITORING AND

INSPECTION 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-C,” and represented herein by its duly authorized President, __________________.

WHEREAS, the PARISH has solicited, received and analyzed “Request for Proposals” (RFP) for Emergency Traffic Control Device Monitoring and Inspection Services, identified as Calcasieu Parish Project No. RFP-2026-ENG-159, which is the legal responsibility of the

PARISH;

WHEREAS, the PARISH has duly awarded the CONTRACTOR-C 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 providing traffic control device monitoring and inspection 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-C 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-C do mutually agree to the following terms and conditions of this agreement:

1. Scope of Work

The PARISH hereby agrees to engage the CONTRACTOR-C to provide the activity, products and/or services inclusive in the PARISH’s “Request for Proposal” identified as #RFP-2026-ENG-159. This project involves emergency monitoring and inspection for damaged traffic control devices requiring reinstallation and/or replacement 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-C 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-C 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…