Hauling of Voting Machines for Concordia Parish

Location:	Louisiana
Posted:	Oct 23, 2025
Due:	Nov 25, 2025
Agency:	State Government of Louisiana
Type of Government:	State & Local
Category:	Y - Construction of Structures and Facilities
Solicitation No:	139001-2026-Drayage-Concordia
Publication URL:	To access bid details, please log in.

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SOLICITATION NUMBER 2026-15

DRAYAGE CONTRACT

SECRETARY OF STATE

STATE OF LOUISIANA

NANCY LANDRY

SECRETARY OF STATE

P.O. BOX 94125

BATON ROUGE, LA 70804-9125

225.922.2880

NOTICE OF INVITATION TO BID

TO:

PROPOSED BIDDERS

FROM:

NANCY LANDRY

SECRETARY OF STATE

RE:

DRAYAGE CONTRACT BIDS FOR 2026

The Secretary of State’s office will be posting all solicitations on its website, as well as on the

Office of State Purchasing’s website in the LaPAC link. Notices will still be mailed as required,

but they will not contain the bid packet that has customarily been provided. If you would still

like to obtain a bid packet or have other questions, you may contact Roxane Williams at (225)

372-6163 or email at roxane.williams@sos.la.gov or Melissa Johnson at (225) 922-0424 or email

at melissa.johnson@sos.la.gov .

You may obtain an electronic copy of the drayage bid documents from the Office of State

Purchasing website or the Secretary of State website:

• Office of State Purchasing: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp

Search Bids by Department. Click on the link: State – Secretary of State. Find the parish

bid you are searching and click there. You would print from this link.

• Secretary of State home page: http://www.sos.la.gov/, under “Solicitations”.

Please note there have been significant modifications to the bid specifications and requirements.

Please be sure to read all information and forms contained in the bid package prior to completing

your bid. After you have completed your bid package, please write the applicable bid number,

bid due date and parish on your mailing envelope, as well as any courier forms, if using courier,

such as FedEx, UPS, etc. Be sure your return envelope is sealed with all information on that

envelope.

Sincerely,

Roxane Williams

Purchasing Director

SOLICITATION NUMBER 2026

DRAYAGE CONTRACT

NANCY LANDRY

SECRETARY OF STATE

STATE OF LOUISIANA

P.O. BOX 94125

BATON ROUGE, LA 70804-9125

225.922.2880

ADVERTISEMENT FOR BIDS

The Department of State, Secretary of State Nancy Landry is proposing to contract for the drayage or hauling of voting

machines and related election material in and for the parish of Concordia, and will receive sealed bids thereon until

November 25, 2025 at 10:30 am CST.

All interested parties may obtain a bid package by applying in writing to the Department of State, P.O. Box 94125,

Baton Rouge, Louisiana 70804-9125, in person at the Department’s Purchasing Office located at 3851 Essen Lane,

Baton Rouge, Louisiana 70809, or by calling Roxane Williams at (225) 372-6163 or Melissa Johnson at (225) 922-

0424. Otherwise, you may obtain an electronic copy of the drayage bid documents from the Office of State Purchasing

website or the Secretary of State website:

• Office of State Purchasing: http://wwwprd.doa.louisiana.gov/osp/lapac/pubmain.asp

Search Bids by Department. Click on the link: State – Secretary of State. Find the parish bid you are

searching and click there. You would print from this link.

• Secretary of State home page: http://www.sos.la.gov/, under “Solicitations”.

Bid packages will be available beginning October 22, 2025.

The contract shall be for a primary term beginning from date of award ending December 31, 2026 and shall

contain an option to renew for two (2) additional 12-month periods at the same prices, terms and conditions, not to

exceed thirty-six (36) months.

All bids must be submitted in writing on the forms provided by the Department in accordance with the

Louisiana Procurement Code and Louisiana Administrative Code Title 31, Part III, Chapter 1, and should be either

delivered by hand or courier service to the Purchasing Department located at 3851 Essen Lane, or sent by registered

or certified mail with a return receipt requested to Department of State, Post Office Box 94125, Attention: Roxane

Williams, Baton Rouge, Louisiana 70804-9125. All bids must be signed in original ink. Bidder is solely responsible

for ensuring that its courier service provider makes inside deliveries to our physical location. Bidder is solely

responsible for the timely delivery of its bid. NO BIDS WILL BE ACCEPTED AFTER THE DATE AND HOUR

SPECIFIED ABOVE. Failure to meet the bid opening date and time shall result in rejection of the bid.

If the bidder is an agency, corporation or partnership, evidence of authority to submit a bid shall be required

in accordance with R.S. 39:1594(C)(4).

Bids will be publicly opened and read in the Archives Auditorium located in the State Archives

Building at 3851 Essen Lane, Baton Rouge, Louisiana 70809 on November 25, 2025 at 10:30 am CST. Bids will

be awarded to the lowest responsible and responsive bidder within ten (10) days of bid opening. The successful bidder

will be required to comply fully with all contract specifications and requirements.

The Secretary of State reserves the right to refuse any and all bids and to waive any and all informalities. All

contracts are subject to the availability of funds.

Dated and signed in Baton Rouge, Louisiana this 25th, day of November, 2025.

NANCY LANDRY

SECRETARY OF STATE

SOLICITATION NUMBER 2026-15

DRAYAGE CONTRACT

DEPARTMENT OF STATE

INVITATION TO BID

DRAYAGE CONTRACT

I. CONTENTS OF BID PACKAGE

Each bid package includes the Invitation to Bid; the Department of State’s administrative

rules regarding procurement of voting machine drayage (LAC 31.III.101 et seq.); a copy of the

Louisiana Code of Governmental Ethics statute regarding prohibited contractual arrangements for

potential bidders (La. R.S. 42:1113); Advertisement for Bid, Drayage Bid Form; a Contractor

Disclosure of Ownership Form; a No Felony Conviction Employee Certification Affidavit Form;

and a Sample Contract.

PARISH: Concordia

ESTIMATED NUMBER OF VOTING MACHINES: Fifty-Six (56)

NUMBER OF PRECINCTS: 26

Bids must be received on or before 10:30 am, CST, November 25, 2025 at which time

bids will be publicly opened and read.

II. BID GUARANTY OF BID BOND

A. A bid guaranty in the form of a bond, certified check, or money order made payable

to the State of Louisiana, Department of State in the amount of five percent (5%) of the bid must

accompany each bid submitted. DO NOT SEND CASH.

For Example: If you submit a bid of $50.00 per voting machine in a parish with 100

voting machines, your bid guaranty or bond would be $250.00. Use this simple formula:

BID PER MACHINE x NUMBER OF MACHINES x 5% = BID GUARANTY OR BOND

B. If you are determined to be the lowest responsive and responsible bidder for the

parishes and you decline to accept the contract for the parish, you will forfeit your bid guaranty or

bid bond for those parishes.

C. Obvious errors or errors supported by clear and convincing evidence may be

corrected, or bids may be withdrawn, if such correction or withdrawal does not prejudice other

bidders and such actions may be taken only to the extent permitted under this Invitation to Bid. A

request to withdraw a bid after the bid opening must be made within three (3) business days after

bid opening, and supported in writing. If it is determined that the error is patently obvious, then

the bid may be withdrawn, and if a bid guaranty was required it shall be returned to the bidder.

Minor informalities are matters of form rather than substance which are evident from the

bid document, or insignificant mistakes that can be waived or corrected without prejudice to other

bidders; that is, the effect on price, quantity, delivery or contractual conditions is not significant.

The Secretary of State, or his designee may waive such informalities or allow the bidder to correct

them depending on which is in the best interest of the state.

If the mistake and the intended bid are clearly evident on the face of the bid document, the

bid shall be corrected to the intended bid and may not be withdrawn. Some examples of mistakes

that may be clearly evident on the face of the bid document are typographical errors, errors in

extending unit prices, unit prices placed in the extended amount column, and failure to return an

addendum provided there is evidence that the addendum was received. When an error is made in

extending total prices the unit bid price will govern. Under no circumstances will a unit bid price

be altered or corrected unless it is obvious that a unit price is submitted in a different unit of

measure than shown on the bid form and the bidder’s extended total verifies that the unit bid price

was submitted using a wrong unit of measure, then the unit price may be changed to correspond

with the correct unit of measure.

SOLICITATION NUMBER 2026-15

DRAYAGE CONTRACT

III. PROCEDURE FOR SUBMITTING BIDS

A. Submit your bid on the bid form enclosed in the bid package. You must use this form

or duplicate thereof. Fill out the bid form completely and sign it.

B. Signature Authority: In accordance with La. R.S. 39:1594(C)(4), if the bidder is a

corporation, partnership, or other legal entity, the authority of the person signing the bid

must be evidenced in one of the following ways (please circle the one which applies to the

signer of the bid):

1. The signer of the bid is either a corporate officer who is listed on the most current

annual report on file with the Secretary of State, or a member of a partnership or

partnership in commendam listed in the most current partnership records on file with

the Secretary of State. If this applies, a copy of the annual report or partnership

record must be submitted upon request. The copy must be received by the

Secretary of State within seven (7) days of receipt of the request. See La. R.S.

39:1594(C)(4)(a).

2. The signer of the bid is a representative of the bidder, and is authorized to submit the

bid as evidenced by a corporate resolution or certification as to the corporate

principal. If this applies, a copy of the resolution or certification must be

submitted upon request. The copy must be received by the Secretary of State

within seven (7) days of receipt of the request. See La. R.S. 39:1594(C)(4)(b).

3. The bidder has filed with the Secretary of State’s Commercial Division an affidavit,

resolution, or other acknowledged or authentic document indicating that the signer is

authorized to submit bids for public contracts. If this applies, a copy of the

applicable document must be submitted upon request. The copy must be

received by the Secretary of State within seven (7) days of receipt of the request.

See, La. R.S. 39:1594(C)(4)(c).

By signing the bid, the bidder certifies compliance with the above.

C. Good Standing:

1. The successful bidder must be in good standing to be awarded a contract.

2. A company that is not in good standing means: (a) any company which is

delinquent in filing an annual report with the Secretary of State; or (b) any foreign

company that is not registered with the Secretary of State at the time of submitting

a bid.

3. Each corporation and limited liability company, domestic and foreign, which is not

in good standing, is prohibited from engaging in commercial business operation

with the state or its boards, agencies, departments, or commissions.

4. Any contract between a corporation which is not in good standing and the state or

its boards, agencies, departments, or commissions is subject to be declared null and

void, by said board, agency, department, or commission or by the Division of

Administration. See, La. R.S. 12:1-128; 12:205.1; 12:262.1(F)

D. A completed and notarized Contractor Disclosure of Ownership Form, a No Felony

Conviction Employee Certification Affidavit certifying that the individual or the principal

officers of the agency, corporation, or partnership are not under any felony conviction, and

an Acknowledgement of Pre-Bid Video Affidavit, must be attached to the bid.

SOLICITATION NUMBER 2026-15

DRAYAGE CONTRACT

E. The bidder will be required to certify that he will not in any way hire, employ, contract

with, or subcontract with any person who has been convicted or who has pled guilty to an

election offense. See La. R.S. 18:1461 et seq. for list of election offenses.

F. Insert the bid form into an envelope. Only one bid form may be used for each bid

envelope. Seal the envelope securely.

Write the Bid Number, Parish Name, and “SEALED BID” on the outside of the

envelope on the front and back of the envelope legibly.

G. Bids may be mailed through the U.S. Postal Service to our P.O. Box at:

LA Department of State

P. O. Box 94125

Baton Rouge, La 70804-9125

Attn: Purchasing Department

Roxane Williams

Bids may be delivered by hand or courier service to our physical location at:

Department of State

Secretary of State, Purchasing Section

3851 Essen Lane

Baton Rouge, La 70809

Attn: Purchasing Department

Roxane Williams

Bidder is solely responsible for ensuring that its courier service provider makes inside

deliveries to our physical location. The Department of State and the Secretary of State Purchasing

Office are not responsible for any delays caused by the bidder’s chosen means of bid delivery.

Bidder is solely responsible for the timely delivery of its bid. Failure to meet the bid opening date

and time shall result in rejection of the bid. Bids will not be accepted by electronic facsimile (FAX)

or electronic mail (e-mail) transmission.

To view the Drayage Presentation on Safely Hauling AVC Voting Machines, please

comply with the following:

Go to www.sos.la.gov and click on “Our Office” in the header on the right hand

side of our home page and click on “View Solicitations”. Under the heading

“Drayage”, click on “View instructions for all drayage bids” to view the Drayage

Presentation on Safely Hauling AVC Voting Machines.

IV. BID SPECIFICATION

A. Drayage Services

Subject to the terms and conditions set forth herein, the provisions of Title 18 of the

Louisiana Revised Statues (“Louisiana Election Code”), including but not limited to Chapter 4 of

the Title entitled “Registration of Voters” and Chapter 8 entitled “Voting and Voting Machines,”

and LAC 31.III.101 et seq., the lowest responsive and responsible bidder (hereinafter

“Contractor”) shall perform all services necessary to ensure the proper and timely delivery and

return of the voting machines allocated for use in the Parishes, precinct registers, and any and all

other election equipment and supplies in connection therewith, to and from the storage warehouses

and polling places, or demonstration sites. The Contractor shall work with the Clerk of the District

Court (Clerk of Criminal District Court in Orleans Parish), who is the ex officio parish custodian

of voting machines in each parish and with any deputy parish custodian appointed by the Clerk.

Drayage services shall specifically include, but not be limited to, the following:

1. Precinct Registers - The Contractor shall obtain the precinct registers from the Parish

Registrar of Voters, which precinct registers shall be delivered by the Contractor to the

designated voting machine warehouse(s) for insertion in the proper voting machines by

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number	Description	Date Issued	Bid Open Date/Time
139001-2026-Drayage-Concordia	Hauling of Voting Machines for Concordia Parish Original: 139001-2026-Drayage-Concordia	10/22/2025	11/25/2025 10:30:00 AM CT

Department	+ State - Secretary of State
Section	Purchasing Department
Dept Code	139001
Contact	Derick Bond
Address	P. O. Box 94125 Baton Rouge, LA 70804-9125
Phone	225-922-3023
Fax	225-922-1075
Email	Derick.Bond@sos.louisiana.gov

Hauling of Voting Machines for Concordia Parish

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See also