RFP-2027-RCC-Mechanical.pdf

NOTICE TO PROPOSERS:

Request for Proposals RE: ENG.26.017 – Preventive Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo-Bossier Parishes Port Commission

The Caddo-Bossier Parishes Port Commission is soliciting proposals for a one (1) year contract to perform general mechanical maintenance services for the 40,000 sf Port office building, the Regional Conference Center (“RCC”), located at 6000 Doug Attaway Blvd, Shreveport, LA 71115.

Interested parties can obtain the Request for Proposals on the Port’s website at www.PortCB.com/bids or contact Rick Nance, Director of Engineering and Planning, at 318-462-0877.

A mandatory pre-proposal meeting will be held at 10:00 am on October 2, 2026 at the RCC for a general walk-through of the facilities. Sealed and/or electronic proposals must be received by the Executive Port Director or his designee on October 16, 2026.

ENG.26.017 Page 1 of 4

CADDO-BOSSIER PARISHES PORT COMMISSION

REQUEST FOR PROPOSALS (RFP) – ENG.26.017

1) PURPOSE

a) The Caddo-Bossier Parishes Port Commission ( the “Port” ) is seeking Contractors interested in providing the materials and labor associated with the preventative maintenance and inspection of the mechanical systems, not including the new condensing boiler, of the Caddo-Bossier Port Commission Regional Commerce Centerand ancillary facilities, more particularly described in Section 2 of this Request for Proposal (“RFP”).

b) It is the Port’s intent to select a qualified contractor to perform the project defined in

Section 2.

2) PROJECT NAME AND SCOPE OF WORK

ENG.26.017 – Preventative Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo-Bossier Port

Instructions to Proposers:

a) OBLIGATION OF PROPOSER: The submittal of a Proposal will be understood to indicate the Proposer has inspected the work site and has become thoroughly familiar with the plans, general provisions, and technical specifications. The failure or omission of any Proposer to examine any of the above shall in no way relieve the Proposer from any obligations set forth in the Proposal.

b) PROPOSAL AMOUNT: The compensation to perform the work delineated in the

Proposal shall be stated in a LUMP SUM, for one calendar year, based on the requirements enumerated under the SCOPE OF WORK below and Attachment “A”.

c) PROPOSAL FORMAT: The Proposer shall use the Proposal Form of his or her choosing.

d) Forms to be completed and submitted with the Proposal are as follows:

i) Proposal Bond

ii) Power of Attorney (for Proposal Bond)

iii) Corporate Resolution Authorizing the Execution of the Proposal

f) The following forms shall be completed simultaneously with the execution of the contract:

i) Performance Bond

ii) Power of Attorney (for Performance Bond)

iii) Conditional Waiver – Contractor; and

iv) Conditional Waiver – Subcontractor(s).

ENG.26.017 Page 2 of 4

SCOPE OF WORK

The scope of work for this project is as follows:

A. Facilities: The Caddo-Bossier Port’s Regional Commerce Center, also referred to as the “RCC,” is located at 6000 Doug Attaway Blvd., Shreveport, LA 71115.

B. The Port has recently replaced the 2,000 MBTU/hr boiler which will be under a separate warranty contract. Any maintenance associated with the 2,000 MBTU/hr boiler is excluded from the scope of work under this RFP.

C. Perform the following specific tasks:

Perform a preventative maintenance inspection and preventative maintenance on the equipment listed on Attachment A on a quarterly basis (four (4) times per year) in accordance with the following requirements:

I. TEST and INSPECT – On-site labor, required to visually INSPECT and TEST equipment to determine its operating condition and efficiency.

1) TESTING: for excessive vibration; motor winding resistance;

refrigerant charge; fan RPM; refrigerant oil (acid); water condition; flue gas analysis; safety controls, combustion and draft; crankcase heaters, control system(s), etc.

2) INSPECTING: for worn, failed or doubtful parts; drive couplings;

oil level; rotation; soot; flame composition a n d shape; pilot and igniter; steam, water, oil and/or refrigerant leaks, etc.

II. PREVENTATIVE MAINTENANCE – On-site labor required to clean, align, calibrate, tighten, adjust and lubricate equipment. These activities are intended to extend equipment life and assure proper operating condition and efficiency.

1) CLEANING: coil surfaces; fan impellers and blades; electrical contacts; burner orifices; passages and nozzles; pilot and igniter;

cooling tower baffles, basin, sump and float; chiller, condenser and boiler tubes, etc.

2) ALIGNING: belt drives; drive couplings; etc.

3) CALIBRATING: safety controls; temperature and pressure controls, etc.

4) TIGHTENING: electrical connections; mounting bolts; pipe

ENG.26.017 Page 3 of 4 clamps; refrigerant piping fittings; damper sections, etc.

5) ADJUSTING: belt tension; refrigerant charge; super heat; fan RPM; water chemical feed and feed rate; burner fuel/air ratios; gas pressure; set point of controls and limits; compressor cylinder unloaders; damper close-off; sump floats, etc.

6) LUBRICATING: motors; fan and damper bearings; valve stems;

damper linkages; fan vane linkages, etc.

III. INSPECTION REPORT – Provide an Inspection Report to the Port’s Building Superintendent upon completion of the inspection with repair recommendations. Upon receipt of the Inspection Report, the Port will process the Invoice for the Quarterly maintenance and inspection within 30 days.

IV. Based on the maintenance and repair recommendations and concurrence by the Port’s Building Superintendent, the Proposer shall provide a cost estimate for approval and a proposed timeline for correction. Upon completion of the maintenance and repair services, the Port will compensate the Proposer within 30 days. .

V. Provide on-site response for unforeseen emergencies within 24 hours.

D. Existing site condition:

1) Mechanical facilities are located on the fourth floor mechanical room and roof top; Select “As-Built” drawings are included in Attachment “B”;

2) Utilities include: water, gas, and electric ( SWEPCO);

3) The property is owned by the Caddo-Bossier Parishes Port Comission; and

4) Access to the property is authorized.

The Proposer shall submit one (1) clearly identified original Proposal in response to this RFP to the Executive Port Director, Eric England, no later than October 16 , 2026 at 2:00 p.m.

3) INSURANCE REQUIREMENTS

The Consultant shall, at its own expense, provide a copy of the insurance certificate which meets the requirements in Attachment “C”.

4) PRE-PROPOSAL MEETING

A MANDATORY Pre-Proposal meeting shall be held on October 2, 2026 at 10:00 a.m. to physically observe the location and/or addresses referenced above and clarify

ENG.26.017 Page 4 of 4 any information necessary to submit an acceptable Proposal. The Building Superintendent shall be available at this time to conduct a guided walk-through.

5) PROPOSALS MUST BE DELIVERED TO:

Caddo-Bossier Parishes Port Commission ATTN: Executive Port Director 6000 Doug Attaway Blvd Shreveport, LA 71115

6) DOCUMENTATION OF RESPONSES

a) Responses to this RFP will be recorded in the presence of one or more witnesses.

b) Responses to this RFP must be submitted by using a sealed envelope.

c) The Proposer’s name and address, license number, the RFP due date and time, and the RFP title shall be shown on the outside of the envelope.

d) The Port assumes no responsibility for unmarked envelopes being excluded from consideration for an award.

e) Proposals received after the time specified will be recorded and then returned unopened.

f) Questions seeking clarification of any aspect of this RFP may be submitted to:

Rick Nance at rickn@portcb.com, phone: (318) 426-0877; or Tyler Comeaux at tylerc@portcb.com, phone: (318) 524-2276.

7) SPECIAL PROVISIONS

Sales tax – This project is tax exempt – Maintenance material, when required and permanently installed, should be purchased in the name of the Caddo-Bossier Parishes Port Commission. See Attachment “D”.

8) PROCESS OF AWARD

a) The Proposals will be evaluated by representative(s) of the Port prior to the issuance of a letter of award.

b) The award process could take up to 10 days following receipt of the Proposals.

9) CONTRACT TIME

Contract time will be one (1) year from the issuance of a Notice to Proceed (NTP).

ATTACHMENT “A”

Inventory of Equipment

• York AHU #2- Filters: (6 ea.) 16x20x2; (6 ea.) 16x20x4

• York AHU #3 - Filters: (4 ea.) 16x20x2; (8 ea.) 20x20x2; (4 ea.) 16x20x4; (8 ea.)

20x20x4

• York Chiller – 1ea.

• Taco Pumps 90GM 75ft Head – 2 ea.

• Baldor Pump Motors – 9 ea.

• Mini Splits – 2 ea.

• Refrigeration System -1 ea.

• Blower Coil Unit – Steering Room (Large Meeting Area) – 4 ea.

• Blower Coil Unit -2nd floor -1 ea.

• Blower Coil Unit 3rd floor -1ea.

• Greenheck Exhaust Fan – 1 ea.

• Misc. Exhaust Fans – 4 ea.

• VAV Boxes with Hot Water Coils -48 ea.

Maintenance and Inspection Supplement

AHU’s:

-Change air filters ea. site visit ( 2” filters replaced quarterly; 4” filters replaced semi-annually

-Check blower bearings

-Check coil condition

-Clean condensate drain line

-Check drain pan

-Check and tighten electrical connections

-Check blower wheel condition

-Replace belts yearly, if applicable

Package Units:

-Change air filters each visit (clean if washable)

-Check and record blower motor amp draw

-Check and record compressor amp draw

-Check and record condenser fan motor amp draw

-Check and record refrigerant pressures (spring visit)

-Check and record electric heat amps (fall visit)

-Check and tighten electrical connections

-Check condition of condenser and evaporator coil each visit

-Clean condenser coils (spring visit)

-Replace belts yearly (spring visit, if applicable)

Exhaust Fans:

-Replace belts (spring visit)

-Check and adjust belts as needed

-Check fan bearings and lubricate as required

-Check motor amps

-Check motor bearings

-Check motor and fan sheaves for wear

Chiller Inspection:

-Clean condenser coils during (spring visit)

-Check refrigerant pressures in each circuit and record

-Check oil levels and record

-Check compressor amps on each circuit and record

-Check compressor contactors and record condition

-Check electrical connections and tighten

-Check condenser fan motors and record amps on each

-Check condenser fan motors bearing condition

-Check temperature controls

-Check and record temperature control set points

-Check and record chilled water temperatures

-Check water sensors for proper calibration

-Check flow switches for proper operation

-Check all thermometers and gauges for proper operation

Chilled water pump:

-Check and record motor amps

-Check coupling condition

-Check and lubricate pump bearings

-Check and lubricate motor bearings

-Check and record discharge and suction pressures

-Clean pumps and motors

-Record and report any defects found

Hot water pump:

-Check and record motor amps

-Check coupling condition

-Check and lubricate pump bearings

-Check and lubricate motor bearings

-Check and record discharge and suction pressures

-Clean pumps and motors

-Record and report any defects found

Heat Pumps or Condensing units:

-Check and record refrigerant pressures

-Check and record compressor amp draw

-Check and record condenser fan motor amp draw

-Check condition of condenser coil each visit

-Clean condenser coils (spring and fall visit)

-Check and tighten electrical connections

Controls:

-Check temperature controls

-Calibrate any controls as needed

The technician will review all maintenance concerns with the customer prior to departing from the service site. Within ten (10) business days from the site visit, the customer will receive a written quote, for repair or replacement, for the issues noted by the technician during the maintenance visit.

ATTACHMENT B

SP3

ATTACHMENT D

SPECIAL PROVISIONS

ENG.26.017

Preventative Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo-Bossier Port

SALES/USE TAX EXEMPTION: Contractor is not required to pay any state or local sales or state or local use taxes on materials and equipment which are affixed and made a part of the real estate of the project or work which is permanently incorporated into the project or work (hereinafter referred to as “applicable materials and/or equipment”).

All purchases of applicable materials or equipment shall be made by the Contractor on behalf of and as the agent of the Caddo-Bossier Port Commission (OWNER), a political subdivision of the State of Louisiana. No state and local sales and use taxes are owed on applicable materials and equipment under the provisions of ACT 1029 of the 1991 Regular Session – Louisiana Revised Statute 47:301 (8) (C). OWNER will furnish Contractor a certificate on a form supplied by the Louisiana Department of Revenue and Taxation and/or local taxing authorities which certifies the OWNER is not required to pay such state or local sales and use taxes. Refer to “Certificate of Sale/Use Tax Exemption” of this Project Manual. Contractor shall furnish a copy of such certificate to all vendors or suppliers of the applicable materials and equipment. The OWNER agrees to indemnify Contractor against the payment of any state or local taxes which Contractor may be forced to pay on the purchase of applicable materials and equipment. The Contractor shall pay all other taxes which are required to be paid regarding the work or the project or materials or equipment supplied or purchased by the Contractor for the work under this contract.

Any provisions of this contract which are or may appear to be contrary to the provisions hereof are to be interpreted within the context of this section.

Payment Requests for Tax Exempt Items: Payment requests for applicable materials and equipment which are tax exempt in accordance with paragraph above entitled “Sales/Use Tax Exemption” shall be submitted separately (but at the same time) from progress payment requests. The “tax exempt” payment requests shall include a description of each item purchased, name of the supplier, invoice number and date, and the cost of each item excluding taxes. The “tax exempt” payment requests shall not include any amount for Contractor’s or subcontractor’s labor. Copies of invoices shall be attached to the request.

Contractor shall not include sales tax on any material at time of bid. If sales tax is included, it will not be reimbursed as a payment request during construction or at any other time.

SP4

R-1020 (4/12)

Designation of Construction Contractor as Agent of a Governmental Entity

Sales Tax Exemption Certificate

, an agency of the United Legal Name of Governmental Entity

States government, or an agency, board, commission, or instrumentality of the State of Louisiana or its political subdivisions, including parishes, municipalities and school boards, does hereby designate the following contractor as its agent for the purpose of making sales tax exempt purchases on behalf of the governmental body:

Name of Contractor

Address

City State ZIP

This designation of agency shall be effective for purchases of component construction materials, taxable services and leases and rentals of tangible personal property for the following named construction project:

Construction Project Contract Number

This designation and acceptance of agency is effective for the period

Beginning Date (mm/dd/yyyy) End Date (mm/dd/yyyy)

Purchases for the named project during this period by the designated contractor shall be considered as the legal equivalent of purchases directly by the governmental body. Any materials purchased by this agent shall immediately, upon the vendor’s delivery to the agent, become the property of this government entity. This government entity, as principal, assumes direct liability to the vendor for the payment of any property, services, leases, or rentals made by this designated agent. This agreement does not void or supersede the obligations of any party created under any construction contract related to this project, including specifically any contractual obligation of the construc-tion contractor to submit payment to the vendors of materials or services for the project.

This contractor-agent is not authorized to delegate this purchasing agency to others; separate designations of agency by this governmental entity are required for each contractor or sub-contractor who is to purchase on behalf of this governmen-tal entity. The undersigned hereby certify that this designation is the entirety of the agency designation agreement between them. In order for a purchase for an eligible governmental entity through a designated agent to be eligible for sales tax exemp-tion, the designation of agency must be made, accepted, and disclosed to the vendor before or at the time of the purchase transaction.

Designation of Agency Signature of Authorized Designator Date (mm/dd/yyyy)

Name of Authorized Designator

Name of Governmental Entity

Address

City State ZIP

Acceptance of Agency Signature of Contractor or Subcontractor Authorized Acceptor Date (mm/dd/yyyy)

Name of Contractor’s or Subcontractor’s Acceptor

Name of Contractor

Address

City State ZIP

This designation of agency form, when properly executed by both the contractor and the governmental entity, shall serve as evidence of the sales tax exempt status that has been conferred onto the contractor. No other exemption certificate form is necessary to claim exemption from sales taxes. The agency agreement evidenced by this sales tax exemption certificate must be implemented at the time of contract execution with the governmental entity. The contract between the governmental entity and his agent must contain provisions to authenticate the conferment of agency.

January 2009

PROPOSAL BOND

FOR

ENG.26.017 – Preventative Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo-Bossier Port

CBPPC Project No. ENG.26.017

Caddo & Bossier Parish

Date: ________________

KNOW ALL MEN BY THESE PRESENTS:

That of , as Principal, and , as Surety, are held and firmly bound unto the _____________________________________________________ (Obligee), in the full and just sum of five (5%) percent of the total amount of this bid, including all alternates, lawful money of the United States, for payment of which sum, well and truly be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally firmly by these presents.

Surety represents that it is listed on the current U. S. Department of the Treasury Financial Management Service list of approved bonding companies as approved for an amount equal to or greater that the amount for which it obligates itself in this instrument or that it is a Louisiana domiciled insurance company with at least an A - rating in the latest printing of the A. M. Best's Key Rating Guide. If surety qualifies by virtue of its Best's listing, the Bond amount may not exceed ten percent of policyholders' surplus as shown in the latest A. M. Best's Key Rating Guide.

Surety further represents that it is licensed to do business in the State of Louisiana and that this Bond is signed by surety's agent or attorney-in-fact. This Bid Bond is accompanied by appropriate power of attorney.

THE CONDITION OF THIS OBLIGATION IS SUCH that, whereas said Principal is herewith submitting its proposal to the Obligee on a Contract for:

NOW, THEREFORE, if the said Contract be awarded to the Principal and the Principal shall, within such time as may be specified, enter into the Contract in writing and give a good and sufficient bond to secure the performance of the terms and conditions of the Contract with surety acceptable to the Obligee, then this obligation shall be void;

otherwise this obligation shall become due and payable.

PRINCIPAL (BIDDER) SURETY

BY: BY:

AUTHORIZED OFFICER-OWNER-PARTNER AGENT OR ATTORNEY-IN-FACT(SEAL)

Performance Bond

PERFORMANCE BOND

as Principal, and _________________________________________________________________________________, a surety company or companies authorized to do business in Louisiana, as Surety, are bound, in solido, unto in the sum of

_________________________________________________________DOLLARS ($__________________________), payable in lawful money of the United States, in order to secure the full and faithful performance and timely completion of the project described below according to its plans and specifications, including, but not limited to the payment of stipulated damages as specified in the contract, and to this bond do obligate their heirs, successors and assigns. In the case of cosureties, the cosureties assume an obligation in the sum of

_________________________________________________________DOLLARS ($__________________________), for__________________________________________________________________________________________ and

_________________________________________________________DOLLARS ($__________________________), for_____________________________________________________________________________________________

The consideration of this bond is such, that if the Principal shall perform this contract, made and entered into on the

_______________________ day of _________________________________________________________, 20______, to replace various lighting fixtures and lamps/lights included in CBPPC Project No. : CBPPC-ENG.26.017 entitled Caddo-Bossier Parishes Port Commission, Project No. ENG.26.017 entitled Preventative Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo- Bossier Port located in Parish CADDO, consisting of providing routine inspection and testing on a quarterly basis all of the mechanical systems of the Port’s Regional Commerce Center and repairing such equipment as required located at 6000 Doug Attaway Blvd Blvd, Shreveport, LA 71115 according to the stipulations in said contract attached hereto and made a part hereof, at the time and in the manner and form specified; perform all labor and work; and shall furnish all materials as specified in said contract, and the plans a specifications thereto attached and made a part thereof; this obligation shall be void; otherwise to remain in effect.

It is agreed by the parties that this bond is given in accordance with Louisiana Revised Statutes of 1950, Title 38, Chapter 10.

Performance Bond

In faith whereof, we have subscribed this obligation at ___________________________________________, Louisiana

Witness our hands and seals, this ________________ day of _____________________________________, 20______, Witness _____________________________________________ Principal

________________________________________ By ______________________________________(Seal)

Type or Printed Name

First Surety

Attorney-in-Fact

Second Surety

Attorney-in-Fact

CONDITIONAL WAIVER AND RELEASE

UPON PROGRESS PAYMENT TO CONTRACTOR

Upon receipt of a check from the Caddo-Bossier Parishes Port Commission:

In the sum of:

Payable to:

(Name of Contractor) and, upon the proper endorsement of the check and payment by the bank upon which it is drawn, this document shall become effective to release any claims defined under the provisions of La. R.S.

38:2242, et seq., liens, work stoppages, or bond rights the undersigned has on the Caddo-Bossier Parishes Port Commission, Project No. ENG.26.017 entitled Preventative Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo-Bossier Port, of the Caddo-Bossier Parishes Port Commission.

This release covers a progress payment for any claims defined under the provisions of La. R.S.

38:2242, et seq. including, but not limited to, liens, labor, services, equipment or materials furnished by:

_____________________________________________ through __________________________ (Name of Contractor) (Pay Period Date) only and does not cover any retentions retained before or after the release date and work or materials furnished before the release date for which payment has not been received. Rights based upon work performed or items furnished under a written change order which have been fully executed by the parties prior to the release date are covered by this release.

Upon the execution of this conditional waiver and release, the Contractor hereby certifies and confirms it has submitted progress payments to its subcontractors and/or suppliers for work performed and equipment or materials furnished for the pay period set forth hereinabove.

SIGNATURES CONTINUED ON NEXT PAGE

NOTICE: THIS DOCUMENT CONDITIONALLY WAIVES RIGHTS AND STIPULATES YOU

HAVE BEEN PAID FOR WORK PERFORMED OR SUPPLIES FURNISHED. THIS

DOCUMENT, IF EXECUTED, IS ENFORCEABLE. PRIOR TO THE EXECUTION OF THIS

DOCUMENTS, PLEASE VERIFY EVIDENCE OF PAYMENT.

Date Printed Name of Contractor

Signature of Authorized Representative

________________________________ Caddo-Bossier Parishes Port Commission Date

By: Eric England, Executive Port Director

CONDITIONAL WAIVER AND RELEASE

UPON PROGRESS PAYMENT TO SUBCONTRACTOR AND/OR SUPPLIER

Upon receipt of a check from the undersigned:

(Name of Contractor) In the sum of:

Payable to:

(Name of Subcontractor and/or Supplier) and, upon the proper endorsement of the check and payment by the bank upon which it is drawn, this document shall become effective to release any claims defined under the provisions of La. R.S.

38:2242, et seq., liens, work stoppages, or bond rights the undersigned has on the Caddo-Bossier Parishes Port Commission, Project No. ENG.26.017 entitled Preventative Maintenance and Inspection of RCC Mechanical Systems (minus Condensing Boiler), Caddo-Bossier Port, of the Caddo-Bossier Parishes Port Commission.

This release covers a progress payment for any claims defined under the provisions of La. R.S.

38:2242, et seq. including, but not limited to, liens, labor, services, equipment or materials furnished by:

_____________________________________________ through __________________________

(Name of Subcontractor and/or Supplier) (Pay Period Date) only and does not cover any retentions retained before or after the release date and work or materials furnished before the release date for which payment has not been received. Rights based upon work performed or items furnished under a written change order which have been fully executed by the parties prior to the release date are covered by this release.

NOTICE: THIS DOCUMENT CONDITIONALLY WAIVES RIGHTS AND STIPULATES YOU

HAVE BEEN PAID FOR WORK PERFORMED OR SUPPLIES FURNISHED. THIS

DOCUMENT, IF EXECUTED, IS ENFORCEABLE. PRIOR TO THE EXECUTION OF THIS

DOCUMENTS, PLEASE VERIFY EVIDENCE OF PAYMENT.

SIGNATURES CONTINUED ON NEXT PAGE

Date Printed Name of Contractor

Date Printed Name of Subcontractor/Supplier