Hay Cutting & Baling Services

Northwestern State University's Purchasing Office in Natchitoches, Louisiana, is issuing a Request for Quotation (RFQ) to procure hay cutting and baling services on university property. The scope of work includes cutting and raking hay in designated pasture areas, baling hay in either round or square configurations, removing completed bales from the site within agreed timeframes, and coordinating all activities with NSU Facilities & Plant Operations. The university anticipates a minimum of one cutting per year with potential for multiple cuttings depending on weather and growth conditions. All hay production must be verified and certified by NSU Facilities & Plant Operations staff, with bale counts documented for revenue determination. Quotations must be submitted by Tuesday, May 19, 2026, at 2:00 PM Central Daylight Time to Ashlee Grayson, Director of Purchasing. The contract term runs from July 1, 2026, through June 30, 2027, with two optional renewal periods of twelve months each, not to exceed thirty-six months total. Award will be made to the lowest responsible quoting vendor, considering quality of services, specification conformity, intended purpose, and delivery timeframe.

The RFQ employs a revenue-share pricing model whereby the contractor retains 100 percent of hay produced and pays NSU a specified amount per bale, with contractors required to complete pricing proposals indicating the per-bale payment amount and bale size/type. Contractors must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 combined single limit), Automobile Liability ($1,000,000 combined single limit), and Workers' Compensation as required by Louisiana law, with NSU named as additional insured. All quotations must be firm, complete, FOB Natchitoches with freight prepaid, and remain binding for thirty calendar days from the RFQ opening date. The contractor assumes full responsibility for coordinating site access with NSU Facilities, avoiding damage to utilities, fencing, and drainage structures, and repairing any damage caused at the contractor's expense. No specific set-aside designations, incumbent vendors, or budget ranges are identified in the RFQ documentation. The university reserves the right to reject any or all quotations, cancel the contract with thirty days' written notice, and exclude areas from cutting operations at any time.