RFP 216 - Generator Maintenance Services (2nd Request)

ST. TAMMANY PARISH SCHOOL BOARD
COVINGTON, LA
REQUEST FOR PROPOSALS
RFP #216 - Instructions
Generator Maintenance Services (2nd Request)
1. The St. Tammany Parish School Board (STPSB) will receive written proposals until 3:00 PM,
Monday, October 26, 2026, for Generator Maintenance Services for thirty (30) existing school
generators and three (3) fire pumps in accordance with the following instructions and attached
specifications. All proposals shall be either hand delivered or sent via registered or certified mail,
UPS or FedEx with a return receipt requested to the St. Tammany Parish School Board Office
located at 321 N. Theard Street, Covington, LA 70433, in a sealed envelope clearly labeled on the
outside: RFP #216 Generator Maintenance Services (2nd Request)". All proposals arriving after
the above date and hour will not be considered.
2. Proposals may also be submitted electronically via Central Bidding, www.centralbidding.com.
3. You may find related materials including detailed specifications necessary to complete your
Request for Proposal at www.centralbidding.com or www.stpsb.org.
4. Vendors submitting proposals via mail or delivery must include an original proposal, six (6) copies
and an electronic copy (i.e. flash drive, USB drive, CD, etc.). Vendors must also include all fully
executed original attachments related to this Request for Proposal. Proposals submitted without
the fully executed originals of all attachments will be considered non-responsive. The
attachments associated with this Request for Proposal are as follows:
a. Proposal Information Form (Page 11of the RFP)
b. Contract Provisions for Procurement Contracts (Attachment A)
c. Non-Collusion Statement (Attachment B)
d. Firearm Discriminatory Ace 587 (SB 234) Disclosure (Attachment C)
5. Proposals submitted electronically via www.centralbidding.com, must provide all fully executed
attachments relative to this Request for Proposal. Proposals submitted without all of the fully
executed attachments will be considered non-responsive. The attachments associated with this
Request for Proposal are as follows:
a. Proposal Information Form (Page 11 of the RFP)
b. Contract Provisions for Procurement Contracts (Attachment A)

c. Non-Collusion Statement (Attachment B)
d. Firearm Discriminatory Ace 587 (SB 234) Disclosure (Attachment C)
6. ALL PROPOSALS MUST BE ACCOMPANIED BY AN ORIGINAL FULLY EXECUTED BID BOND,
CERTIFIED CHECK, CASHIER'S CHECK OR MONEY ORDER IN THE AMOUNT OF FIVE PERCENT (5%)
OF THE TOTAL AMOUNT OF THE PROPSAL. PROPOSALS WILL NOT BE CONSIDERED UNLESS THE
REQUIRED CHECK OR BID BOND IS ATTACHED.
7. If submitting a proposal electronically, bid security must be in the form of an original, fully
executed bid bond only. A copy of the bid bond must be included in your proposal documents
and the original, fully executed bid bond must be received by the St. Tammany Parish School
Board within 48 hours of the proposal opening. No cashier's check, certified check or money
order will be accepted for an electronic bid. Failure to comply will cause your bid to be non-
responsive.
8. The contract period for Generator Maintenance will be from the date of award through June 30,
2027, with an option to extend the contract up to three (3) years, on an annual basis, if both
parties agree to do so.
9. Contractors must be certified/authorized to perform preventative maintenance work on
generators/equipment as specified in the RFP. Proof of certification or license is required with
the RFP submittal. All work performed shall be done by using trained, skilled, and professional
skilled person(s) employed by the contractor.
10. Proposals submitted will be evaluated by a committee of at least three (3) members. During the
evaluation process, the evaluators may, at their discretion, request any one of or all of the
bidders/individuals to make oral presentations. Such presentations will provide vendors with an
opportunity to answer any questions the evaluators may have on a proposal. Not all firms may
be asked to make such oral presentations. In the event STPSB has a question during the
evaluation process, a Committee Member will reach out.
11. The successful bidder(s) shall furnish a Certificate of Insurance within fifteen (15) calendar days
following award but prior to the start of service. Certificate shall provide for 30-day notice of
cancellation, specifically name St. Tammany Parish School Board, its officers and/or officials as
additional insure and:
a. Comprehensive General Liability - $1,000,000.00 combined single limit. Coverage to
include premises, operations, contractor's protective liability, products and completed
operation, contractual liability.

b. Comprehensive General Automobile Liability Insurance with minimum limits of Bodily
Injury - Each Person $1,000,000.00, Bodily Injury - Each Occurrence $1,000,000.00,
Property Damage - Each Occurrence $1,000,0000.00. Coverage shall be written to include
all owned, non-owned and hired vehicles.
c. Workers' Compensation - State of Louisiana, Employer's Lability, Statutory requirements
$1,000,000.00. Provide waiver of subrogation in favor of St. Tammany Parish School
Board.
12. It is the intent of the specifications to invite proposals on high-quality service, expertise, and
experience to establish the standard of quality desired. It is not the intent to eliminate service of
equal quality but to set forth and convey prospective bidders the general style, type, character
and quality of the services desired.
13. Sales tax IS NOT to be included in your proposal price. St. Tammany Parish School Board is exempt
from sales tax as provided by LA.R.S. 47:301(8)(c). Sales tax exemption only applies to purchases
between St Tammany Parish School Board and the contractor/vendor. Sales tax exemption does
not apply to purchases made directly by the contractor/vendor to other companies on behalf of
the School Board. Those purchases are not sales tax exempt.
14. In accordance with Revised Statue 38:2237 A(9), the School Board may reject all proposals when
it is deemed that such action is in the best interest of the School Board.
15. Questions concerning the RFP submittal may be directed to the Purchasing Department at
trisha.dawsey@stpsb.org, or via telephone at (985) 898-3224.
______________________________
FRANK J. JABBIA
Superintendent

St. Tammany Parish
Public Schools
Request for Proposal (RFP)
Generator Maintenance Services
nd
(2 Request)

ST. TAMMANY PARISH SCHOOL BOARD
RFP #216 - GENERATOR MAINTENANCE SERVICES (2ND REQUEST)
General Information to Vendors
St. Tammany Parish School Board (STPSB) is interested in generator maintenance service for
thirty (30) existing school generators and three (3) fire pumps. The generators and fire pumps
shall be inspected three (3) times and serviced as indicated herein. Each generator and fire
pump shall be inspected during the months of November, February and May. Service provider
must submit prices on the enclosed forms for each location and indicate a price for each
inspection and a total cost per year for each generator and fire pump.
Pricing submitted for this proposal will be valid beginning the date of award through June 30,
2027, with an option to extend the contract up to three (3) years, on an annual basis, if both
parties agree to do so.
STPSB reserves the right to add generators and/or fire pumps at other locations during the
contract period at the same proposed price for similar equipment under this contract.
Instructions to Vendors
* Proposal Information Form - must be signed by a company official duly authorized to sign
proposals/contracts and returned with the proposal (See page 11 of the RFP).
* Proposal Information Form
* Contract Provisions for Procurement Contracts (Attachment A)
* Non-Collusion Statement (Attachment B)
* Firearm Discriminatory Ace 587 (SB 234) Disclosure (Attachment C)
* Original fully executed bid bond, certified check, cashier's check or money order in the
amount of five percent (5%) of the total amount of the proposal must be returned with the
proposal.
* Proposals submitted without the required forms will be considered non-responsive.
Proposal Submission
Questions will be accepted via email to Gary Hoover at gary.hoover@stpsb.org until 3:00 PM
on Monday, October 19, 2027. EMAIL SUBJECT LINE SHOULD STATE RFP #216 -
GENERATOR MAINTENANCE SERVICES (2ND REQUEST). Please include a contact name,
email address and telephone number in the request.
All proposals should be typed or legibly written and submitted in a sealed envelope clearly
labeled on the outside: RFP #216 - GENERATOR MAINTENANCE SERVICES (2ND
REQUEST). Proposals shall be received by 3:00 PM on Monday, October 26, 2026.
Submit an original, six (6) copies and an electronic copy (flash drive, USB, CD, etc.) by hand
delivery or registered/certified mail, UPS, or FedEx with return receipt requested to: St.
Tammany Parish School Board, Attn: Purchasing Department, RFP #216 - Generator
Maintenance Services (2nd Request), 321 N. Theard Street, Covington, LA 70433. Proposals

may alternatively be submitted electronically at www.centralbidding.com. If submitted
electronically, all required forms must be completed, fully executed and included.
General Requirements
The STPSB does not claim to have included every possible and necessary piece of
equipment or software. The vendors are obligated to inform the STPSB of, and include in
their response, any components that may not be requested but are necessary for a
successful complete solution.
The STPSB reserves the right to reject any proposal. The STPSB reserves the right to
reconsider any proposal submitted at any phase of the procurement. The STPSB also
reserves the right to meet with select vendors at any time to gather additional information.
Furthermore, the STPSB reserves the right to delete or add functionality until the signing
of the final contract.
All third-party hardware/software solutions proposed as part of this package are subject to
the same guidelines of this RFP, unless otherwise stated.
Indemnification and Insurance / Institution Requirements
The successful vendor shall agree to indemnify St. Tammany Parish Schools, its Board,
officers and employees against loss or damage, including reasonable attorney's fees and
litigation costs, caused by negligent acts or omissions of the successful vendor, agents or
employees. The successful vendor shall agree to defend suits alleging injuries or damages
arising from the services, except injuries or damages arising from the negligence of St.
Tammany Parish Schools, its agents or employees.
Contract Law
Any contract and/or purchase orders resulting from this RFP will be subject to the laws of the
State of Louisiana and all other applicable statutes. Vendor must consent to the exclusive
venue and jurisdiction of the 22nd Judicial District Court for the Parish of St. Tammany and
waive claims of entitlement to removal of any case from this jurisdiction.
Contract Assignment
No portion of the operation or negotiated and executed contract and/or purchase orders may
be sublet, subcontracted or assigned without prior written consent of St. Tammany Parish
Schools. The primary vendor will serve as the primary contact for all work related to this
request.
Vendor Expense and Funding
STPSB will not be responsible for vendor expenses incurred in developing a response,
including interviews, presentations or supplemental information. STPSB reserves the right to
cancel the work before issuance and acceptance of a contractual agreement/purchase order. If
STPSB loses funding from any source, including budget approval, STPSB is responsible only
for purchase orders processed up to the time of funding loss.

Public Records / Confidentiality
Documents submitted to STPSB are subject to the Louisiana Public Records Law, R.S. 44:1 et
seq., and may be released in response to public records requests. If a proposer deems any
document confidential business data, trade secrets, proprietary information or data not subject
to disclosure under applicable Louisiana law, the proposer must clearly mark the documents
CONFIDENTIAL before submission and clearly identify the restricted pages. Self-declaration
does not automatically protect data from disclosure.
Property Protection and Site Rules
* Vendor shall protect buildings, equipment, ceiling materials, personal items, trees, shrubs,
lawns and landscaping on School Board property from damage.
* Vendor shall repair or replace damaged property at vendor expense; labor for restoration
shall be included.
* Vendor personnel shall follow all applicable city, parish, state and federal codes, including
building and fire codes.
* Upon completion of each work day, vendor shall remove tools, equipment, rubbish and
debris and leave the premises clean and neat.
* Vendor is responsible for disposal of all debris and may not use STPSB dumpsters or
School Board garbage services.
* STPSB maintains a tobacco, alcohol/drug-free environment. Sale or use of tobacco,
alcohol or drugs, in any form or related product, is prohibited on School Board property.
Cybersecurity
In accordance with La. R.S. 42:1267 3(a)(b), a successful proposer with access to STPSB
Information Technology assets will be required to complete cybersecurity training provided by
STPSB during the contract term, annually and during renewal periods.
Termination of Contract
If the successful provider fails to comply with the RFP specifications, STPSB will provide thirty
(30) days written notice to render service in compliance with the RFP instructions,
specifications and contract. If the issues have not been corrected at the expiration of thirty (30)
days, STPSB reserves the right to cancel the contract and secure services from another
source.
Failure to Perform
If STPSB becomes dissatisfied with generator maintenance services, the successful provider
will be notified in writing by the Director of Maintenance regarding the problems and affected
site(s). The provider will be required to contact the Director of Maintenance to discuss possible
solutions and will be given a date by which to submit a written response with proposed
solutions.

Award
STPSB reserves the right to award this RFP on an all-or-none basis or an item-by-item basis,
whichever is more advantageous to STPSB. STPSB also reserves the right to reject any
proposal, reconsider any proposal at any phase, meet with selected vendors for additional
information, and add or delete functionality until execution of the final contract. All third-party
hardware/software solutions proposed as part of this package are subject to the same RFP
guidelines unless otherwise stated.
Proposal Format
In order to facilitate the analysis of responses to this request vendors are required to
prepare their proposals in accordance with the instructions outlined in this request. Each
vendor is required to submit a sealed proposal.
Vendors whose proposals deviate from these instructions may be considered non-
responsive and may be disqualified at the discretion of the School Board.
Proposals should be prepared as simply as possible and provide straightforward responsive
information. All parts, pages, figures and tables should be numbered and clearly labeled.
Provide your proposal utilizing the same format and order of major headings as
defined within this scope. All areas listed will be evaluated and scored during the
selection process.
1. Company Profile & Qualifications
2. Relative Experience & References
3. Preventative Maintenance Program
4. Emergency Response & Ongoing Support
5. Reporting, Documentation & Communication
6. Cost and completed pricing forms
1. Company Profile & Qualifications
Describe your company's ability to meet the requirements of this RFP, including company
mailing address (where an award letter can be sent), sales contact information, valid e-mail
address, and company telephone number. Include years in business, general markets
serviced, and number of customers.
* Vendor shall be certified/authorized to perform preventative maintenance work on the
equipment specified herein.
* All work shall be performed by trained, skilled and professional craftspeople employed
under the direct supervision of the awarded vendor.
* Vendor shall provide all labor, materials and equipment necessary to perform the required
work.

* Provide the name, address and telephone number of any subcontractor. Awarded provider
shall report all subcontractors to STPSB; subcontractors are subject to all RFP
requirements.
* Provider shall include subcontractors as insureds under its policies OR be responsible for
verifying and maintaining certificates provided by each subcontractor.
2. Relative Experience & References
Include three (3) references of clients similar to STPSB who are using the services proposed
and identify the year(s) the services were utilized. School districts in Louisiana are of particular
interest. Provide the name, address, telephone number, contact name and contact title.
STPSB employees, employees' immediate family members or former employees and their
families cannot provide references to vendors for their proposals.
3. Preventative Maintenance
Vendors shall include detailed information describing the preventative maintenance service
they will provide. The maintenance service should meet the following specifications or better.
Maintenance Schedule and General Requirements
* Inspect thirty (30) existing generators and three (3) fire pumps three (3) times during the
contract year and service as indicated.
* Inspections are scheduled for November, February and May. The original RFP states that
the November inspection includes the service/load test, and the February inspection must
be completed within the first two weeks of February.
* All inspections and services will be performed during regular business hours, defined as
7:00 AM to 3:30 PM, Monday-Friday, unless otherwise specified.
* Schedule preventative maintenance visits with the STPSB Maintenance Department at
least twenty-four (24) hours prior to the visit.
* A Maintenance Department representative must accompany the service provider during
scheduled visits and sign the maintenance/inspection report.
* Prior to submitting a proposal, provider shall visit the job sites and inspect each generator
and fire pump to establish the condition of the equipment and other conditions affecting the
work. Equipment is offered in "as is" condition.
* Site visits must be scheduled by appointment with the appropriate Assistant Directors of
Maintenance.
* Services to buildings shall be kept in operation at all times. If an interruption is required,
provider shall contact the proper authorities and schedule the outage at a convenient time,
potentially after regular working hours or on weekends.
Battery and Battery Charger System
* Clean battery terminals and verify integrity of cables and connectors.
* Load-test battery.
* Measure specific gravity of each battery cell.
* Inspect electrolyte level and add fluid if necessary.

* Verify proper operation and float voltage of internal and/or external battery charger.
* Verify and record output of engine alternator.
Engine
* Verify and record oil pressure and water temperature.
* Test safety shutdown circuits and alarms, including overspeed, over-crank, low oil
pressure, high water temperature and low coolant level.
* Inspect air intake system, air filter condition and crankcase breather.
* Inspect muffler system, drain condensation traps if applicable, and verify rain cap
operation.
* Inspect engine starting system and verify cable integrity and connections.
* Inspect exhaust flex coupling and piping for leaks and proper connections; tighten or repair
as required.
* Check for abnormal vibration or noise.
* Inspect spark plugs, lug wires and distributor on gaseous-fueled units.
* Check engine oil level and add oil if low.
Fuel System
* Inspect fuel lines and hoses for leaks and general condition; repair or replace as needed.
* Inspect day tank and float assembly for proper operation and leaks.
* Inspect fuel pump for leaks; repair or replace as needed.
* Verify proper operation of governor and governor linkage where applicable.
* Check and record fuel level in primary supply tank.
* Drain water and sediment from fuel filter and supply tanks as needed.
* Check diesel fuel for bacterial/fungal growth, water and solid contaminants and implement
a fuel maintenance program when necessary.
Coolant Systems
* Inspect clamps and hoses and identify visual leaks; repair or replace as needed.
* Verify operation of engine jacket water heater.
* Test coolant freeze point and verify coolant level.
* Test coolant additive package (DCA) for corrosion inhibitors.
* Inspect belt condition and tension; repair or replace as needed.
* Inspect radiator core for blockage/obstructions and clean if necessary.
* Verify proper operation of intake louvers, motorized or gravity, if applicable.
* Verify proper operation of remote radiator and block heater, if applicable.
Controls
* Verify and record output voltage; adjust voltage regulator if necessary.
* Calibrate control meters.
* Verify and record output frequency; adjust governor if necessary.
* Inspect loose connections, terminals or discoloration and tighten as necessary.