Hauling of Voting Machines for West Baton Rouge Parish - Advertisement Change of Link to view Drayage Bid Packets

The Louisiana Secretary of State is soliciting bids for a drayage services contract to transport voting machines and election materials in West Baton Rouge Parish. The procurement seeks a contractor to handle an estimated 72 AVC "Advantage" voting machines across 35 precincts, with responsibilities including hauling and transportation between storage warehouses and polling places for elections and demonstrations. Sealed bids are due on November 25, 2025, at 10:30 a.m. CST, with a public bid opening at the State Archives Building in Baton Rouge. The primary contract term will run from January 1, 2026, through December 31, 2026, with potential renewal options for two additional 12-month periods, not to exceed a total of 36 months. Evaluation criteria will focus on identifying the lowest responsive and responsible bidder, with contract award expected within ten days of bid opening. The successful contractor must use only enclosed trucks or trailers and comply with all Louisiana Election Code requirements and voting machine handling specifications.

The solicitation does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Contractors must provide a bid guaranty of 5% of the total bid amount and a performance bond equal to 1.5 times the contract price. Insurance requirements are comprehensive, mandating workers' compensation insurance of at least $100,000 per person, public liability insurance of $100,000 per person, bodily injury liability insurance of $300,000 per occurrence, property damage liability insurance of $50,000 per occurrence, and auto liability insurance with $500,000 combined single limits. Compensation will be structured as a fixed price per voting machine for round-trip hauling, with actual payment dependent on the number of machines used per election type. Additional services like private election demonstrations will be compensated at double the contract price per machine, with a guaranteed minimum of three machines. The contract's funding is contingent on appropriations by the Louisiana Legislature, and while no incumbent vendor is mentioned, the procurement suggests a recurring need for specialized voting machine transportation services.