CHILLER TOWER CLEANING IFB 20260210 WITH ALL APPENDIX.pdf

Mississippi Department of Finance and Administration

OFFICE OF PROCUREMENT AND

CONTRACTS

INVITATION FOR BIDS

CHILLER & COOLING TOWER CLEANING AND

DISENFECTING SERVICES

RFx #: 3160007815

February 10, 2026

Contact information for this invitation for bids:

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB c/o DFA - Office of Procurement and Contracts 501 North West Street Suite 1301-A Woolfolk Building Jackson, Mississippi 39201 procurement@dfa.ms.gov mailto:procurement@dfa.ms.gov

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SECTION 1. INTRODUCTION AND OVERVIEW

1.1 Purpose and Goals

1.2 Bid Submission Requirements

1.2.1 Bid Submission Period

1.3 Important Dates

1.4 Questions and Answers

1.5 Building Walkthrough Tour

1.6 Acknowledgment of Amendments

1.7 Expenses Incurred in the Procurement Process

1.8 Right to Reject, Cancel and/or Issue Another IFB

1.9 Registration with Mississippi Secretary of State

1.10 Debarment

1.11 Right to Consider Historical Information

1.12 State Approval

1.13 Property Rights

1.14 Contract Rights

SECTION 2. PROCUREMENT METHODOLOGY

2.1 Restrictions on Communications with DFA Staff

2.2 Reconsideration of the Solicitation

2.3 Acceptance of Bids

2.4 Minor Informalities and Irregularities

2.5 Disposition of Bid

2.6 Modification or Withdrawal of a Bid

2.7 Rejection of Bids

2.8 Corrections and Clarifications

2.9 Bid Evaluation

2.9.1 Responsive Vendor/Offeror

2.9.2 Nonconforming Terms and Conditions

2.9.3 Conditioning Bid Upon Other Awards

2.10 Right of Negotiation

2.11 Notice of Intent to Award

2.12 Notice of Contract Award

2.13 Request for Reconsideration of the Intent to Award

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SECTION 3. MINIMUM QUALIFICATIONS

SECTION 4. SCOPE OF SERVICES

APPENDIX A – Bid Cover Sheet

APPENDIX B – Bid Form

APPENDIX C - References

APPENDIX D – Release of the Bid as Public Record

APPENDIX E - Draft Boiler Maintenance Services Contract

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SECTION 1. INTRODUCTION AND OVERVIEW

1.1 Purpose and Goals

The Mississippi Department of Finance and Administration (DFA) Office of Procurement and Contracts issues this Invitation for Bids (IFB) to solicit bids from qualified, experienced, responsible and financially sound Offerors to provide chiller and cooling tower cleaning and disinfecting services to DFA. These services are to be provided for the Office of Capitol Facilities within DFA. The selected Offeror will assist DFA by providing such services as requested for which the Offeror has the technical capacity to render. The services include, but are not limited to, chiller and cooling tower cleaning and disinfecting services.

Offerors must have the proven ability to perform all services requested in this IFB. A more detailed list of services is contained in Section 4 – Scope of Services. DFA seeks to enter into a firm fixed price contract for these services.

The awarded contract will be for five (5) years. The effective date of this contract will be June 1, 2026. A draft copy of the contract has been included as Appendix E for your review. Should the State elect to make an award as a result of this IFB, the successful Offeror must execute the State’s standard personal service contract template, without substantive revisions. By submitting a bid, Offerors understand and agree that any proposed revisions may deem an Offeror’s bid non-responsive.

This IFB and any resulting contract shall be governed by the applicable provisions of the Public Procurement Review Board (PPRB) Office of Personal Service Contract Review Rules and Regulations (OPSCR Rules and Regulations), a copy of which is available at 501 N. West Street, Suite 701E, Jackson, Mississippi 39201 for inspection https://www.dfa.ms.gov/personal-service-contract-review under Rules and Regulations.

A copy of this IFB, including all appendices and attachments, and any subsequent amendments, including the Question-and-Answer amendment, if issued, will be posted to the DFA website at https://www.dfa.ms.gov/bids-and-IFBs-notices under the “Active Procurements”. It is the responsibility of all interested Offerors to monitor the website for updates regarding this procurement.

Before the award of any contract, the Offeror will be required to document to DFA that it has the necessary capabilities to provide the core services specified in this IFB. The Offeror may also be required to provide additional client references, as well as related project experience detail in order to satisfy DFA that the Offeror is qualified. DFA may make reasonable investigations, as it deems necessary and proper, to determine the ability of the Offeror to perform the work, and the Offeror shall be required to furnish to DFA all information that may be requested for this purpose. DFA reserves the right to reject any bid if the Offeror fails to provide the requested information and/or fails to satisfy DFA that the Offeror is properly qualified to carry out the obligations of the contract and to complete the work described in this IFB.

https://www.dfa.ms.gov/personal-service-contract-review https://www.dfa.ms.gov/personal-service-contract-review https://www.dfa.ms.gov/bids-and-IFBs-notices

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1.2 Bid Submission Requirements

The original written bid shall be signed. The original bid and all required documentation shall be submitted as a single package. Each page of the bid must be numbered. Multiple page attachments and samples should be numbered internally within each document and not necessarily numbered in the overall page number sequence of the entire bid. The intent of this requirement is that the Offeror submit all information in a manner so that it is clearly referenced and easily located. The bid shall include the section components clearly divided and identified as follows:

a. Bid Cover Sheet (Appendix A)

b. Bid Form (Appendix B)

c. References (Appendix C)

d. Release of the Bid as Public Record (Appendix D)

e. Minimum Qualifications Confirmation

f. Acknowledgement of Amendments, if issued

Each page of the bid must be numbered. Multiple page attachments and samples should be numbered internally within each document and not necessarily numbered in the overall page number sequence of the entire bid. The intent of this requirement is that the Offeror submit all information in a manner so that it is clearly referenced and easily located.

Additionally, the Offeror shall provide the following:

a. One (1) electronic copy of the complete bid including all attachments in a searchable Microsoft Office® format, preferably in Word® or Portable Document Format (PDF®).

b. If the bid contains confidential information, one (1) redacted electronic copy of the complete bid including all attachments shall be submitted in a searchable Microsoft Office® format, preferably in Word® or PDF®.

The redacted version of the entire bid – or if the Offeror does not produce a redacted version, the full bid document – will be released at the DFA’s sole discretion, without notice to the Offeror and will be produced as a public record exactly as submitted. If a redacted copy is not submitted, DFA shall consider the entire Bid to be public record. The redacted copy should identify which section or information has been redacted and the Offeror should provide the specific statutory authority for the exemption. Per Mississippi Code Annotated §25-61-9(7), the type of service to be provided, the price to be paid and the term of the contract cannot be deemed confidential.

The redacted copy shall be considered public record and immediately released, without notification of the Offeror, pursuant to any request under the Mississippi Public Records Act, Miss. Code Ann.

§§25-61-1 et seq. and Miss. Code Ann. §79-23-1. Redacted copies shall also be used/released for any reason deemed necessary by DFA, including, but not limited to, submission to the PPRB, posting to the Transparency Mississippi website, etc.

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All documentation submitted in response to this IFB and any subsequent requests for information pertaining to this IFB shall become the property of DFA and will not be returned to the Offeror.

All information requested is considered important. Failure to provide all requested information and in the required format may result in disqualification of the Bid. DFA has no obligation to locate or acknowledge any information in the bid that is not presented under the appropriate outline and in the proper location according to the instructions herein.

Bids must be submitted in writing using the attached forms and if submitting by U.S. Mail to the following address:

c/o DFA - Office of Procurement and Contracts Attention: Director, Office of Procurement and Contracts P O Box 267 Jackson, Mississippi 39205

If the bid is submitted by delivery, it should be delivered to the following address:

c/o DFA - Office of Procurement and Contracts Attention: Director, Office of Procurement and Contracts 501 North West Street Suite 1301-A Woolfolk Building Jackson, Mississippi 39201

To prevent opening by unauthorized individuals, the bid, including any and all attachments, must be sealed in one package. The outside cover of the package containing the sealed bids shall be labeled:

Bid – DO NOT OPEN

RFx # 3160007815

1.2.1 Bid Submission Period

Bids shall be submitted to DFA’s Office of Procurement and Contracts system no later than 2:00 PM Central Standard Time (CST), March 17, 2026. Timely submission of the bid package is the responsibility of the Offeror. Any bid received after the deadline will be considered late and will be rejected and will not be considered for award. The Offeror shall be notified as soon as practicable if their bid was rejected and the reason for such rejection.

It is suggested that if a bid is mailed to DFA, it should be posted in certified mail with a return receipt requested. A bid received at the place designated in the solicitation for receipt of bids after the exact time specified for receipt shall not be considered unless it is the only bid received, or it is received before award is made and was sent by registered mail no later than the fifth (5th) calendar day before the date specified for receipt of bids. If determined by DFA that the late receipt was due

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1.3 Important Dates

February 10, 2026 Invitation for Bids released

February 20, 2026 Optional Walkthrough Tour of Buildings

February 24, 2026 Deadline to submit questions by 2:00 PM CST

February 27, 2026 Responses to questions to be posted March 17, 2026 Bids submission deadline by 2:00 PM CST March 30, 2026 Notice of Intent to Award distributed June 1, 2026 Contract effective date

NOTE: Adjustments to the schedule may be made as deemed necessary by the Office of Procurement and Contracts.

1.4 Building Walkthrough Tour

DFA shall provide optional guided building walkthroughs on Friday, February 20, 2026, beginning at 9:00 AM CST. Participating bidders are encouraged, but not required, to attend the guided building walkthroughs. Participating vendors shall meet DFA staff at 8:45 AM CST in the Woolfolk Building, 501 North West Street, lobby (facing Lamar Street). Participating bidders will be limited to two (2) representatives per bidder. The tour shall begin promptly at 9:00 AM CST, participating bidders are encouraged to arrive early.

The buildings included on the tour will represent the different types of chiller/cooling towers to be serviced under the awarded contract. No video or photography shall be allowed during the tour. No questions will be answered during the tour. All questions are to be submitted by 2:00 PM CST, February 24, 2026, in accordance with the specifications as stated below in Section 1.5 Questions and Answers.

1.5 Questions and Answers

Offerors should download the “Question and Answer” template from DFA website at http://www.dfa.ms.gov/dfa-offices/procurement-contracts/. Questions must be submitted on the referenced template and should be submitted via email to procurement@dfa.ms.gov with a subject line: “Questions – Chiller and Cooling Tower Cleaning and Disinfecting Services (RFX# 3160007815)”. Questions must be received no later than 2:00 PM CST, on February 24, 2026, to ensure a response by DFA. Responses to questions will be posted to the Office of Procurement and Contracts page on the DFA website at http://www.dfa.ms.gov/dfa-offices/procurement-contracts/ under the “Active Procurements” section as an amendment to the IFB on February 27, 2026.

Questions received after February 24, 2026 may be considered for response, although there is no guarantee as to if or when a response will be provided. It is the Offeror’s sole responsibility to regularly monitor the website for amendments and/or announcements concerning this IFB.

http://www.dfa.ms.gov/dfa-offices/procurement-contracts/ mailto:procurement@dfa.ms.gov http://www.dfa.ms.gov/dfa-offices/procurement-contracts/

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1.6 Acknowledgment of Amendments

DFA reserves the right to amend this IFB at any time. Should an amendment to the IFB be issued, it will be: (1) sent directly to all prospective bidders known to have received a copy of the IFB; (2) posted publicly, in full, on the procurement portal; and 3) posted to the Office of Procurement and Contracts page on the DFA website at https://www.dfa.ms.gov/bids-and-IFBs-notices under the “Active Procurements”. Offerors must acknowledge receipt of any amendment to the IFB by signing and returning the amendment. The acknowledgment must be included in the bid submission. DFA recommends that bidders regularly monitor the DFA website for amendments to the IFB. DFA responses to questions will be treated as amendments to the IFB and will require acknowledgment. Please note that DFA responses to questions will be treated as amendments to the IFB and will require acknowledgment.

1.7 Expenses Incurred in the Procurement Process

All parties participating in the procurement process in regard to this IFB shall bear their own costs of participation, pursuant to Section 1.4.4 of the OPSCR Rules and Regulations. All costs incurred by the Offeror in preparing and delivering its bid, making presentations, and any subsequent time and travel to meet with DFA regarding its bid shall be borne exclusively at the Offeror’s expense.

1.8 Right to Reject, Cancel and/or Issue Another IFB

DFA specifically reserves the right to reject any or all bids received in response to the IFB, cancel the IFB in its entirety, or issue another IFB if the DFA determines it is in DFA’s best interest to do so.

1.9 Registration with Mississippi Secretary of State

By submitting a bid, the Offeror certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being notified by DFA Office of Procurement and Contracts that it has been awarded a contract.

1.10 Debarment

By submitting a bid, the Offeror certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or Federal government and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

1.11 Right to Consider Historical Information

DFA reserves the right to consider historical information regarding the Offeror, whether gained from the Offeror’s bid, conferences with the Offeror, references, or any other source during the evaluation process. This may include, but is not limited to, information from any state or federal regulatory entity.

1.12 State Approval

It is understood that this contract may require approval by the PPRB. If required and if this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

https://www.dfa.ms.gov/bids-and-IFBs-notices

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1.13 Property Rights

Property rights do not inure to any Offeror until such time as services have been provided under a legally executed contract. No party responding to this IFB has a legitimate claim of entitlement to be awarded a contract or to the provision of work thereunder. DFA is under no obligation to award a contract and may terminate a legally executed contract at any time.

1.14 Contract Rights

Contract rights do not vest in any party until a contract is legally executed. DFA is under no obligation to award a contract following issuance of this IFB.

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SECTION 2. PROCUREMENT METHODOLOGY

2.1 Restrictions on Communications with DFA Staff

At no time shall any Offeror or its personnel contact, or attempt to contact, any DFA staff regarding this IFB except the Office of Procurement and Contracts. All correspondence should be sent to procurement@dfa.ms.gov. Should it be determined that any Offeror has attempted to communicate or has communicated with any DFA employee outside of the Office of Procurement and Contracts regarding this IFB, DFA, at its discretion, may disqualify the Offeror from submitting a bid in response to this IFB.

2.2 Reconsideration of the Solicitation

Any potential Offeror can request that OPC reconsider the terms of the solicitation. This reconsideration request can be accomplished by reference to Section 5.2.4 of the OPSCR Rules and Regulations. The potential Offeror shall file any such request within three (3) business days following the date of public notice of the solicitation. The potential Offeror must submit the request by email to both of the following individuals:

Terri Ashley, OPC Director, Terri.Ashley@dfa.ms.gov Teselyn Funches, OPSCR Director, Teselyn.Funches@dfa.ms.gov

It shall be the responsibility of the requesting Offeror to ensure the request is received in a timely manner by all required parties. Failure to request reconsideration of the solicitation in compliance with this Section in a timely manner results in the waiver of any claim regarding the terms of the solicitation. The request shall contain the requesting Offeror’s name, a single contact person, all contact information for the contact person, the RFx number for the solicitation, and the date the IFB was issued. The request shall identify the OPSCR Rules and Regulations the requesting Offeror believes to have been violated by the solicitation, as written. The request may not be based on anything other than the solicitation document and these rules and regulations. The Offeror shall not include any exhibits with the request. Instead, the requesting Offeror shall clearly identify the section(s) of the solicitation at issue in its request. The request shall not be supplemented.

2.3 Acceptance of Bids

After receiving the bids, DFA reserves the right to award the contract based on the terms, conditions, and premises of the IFB and the bid of the selected company without negotiation.

All bids properly submitted shall be accepted by DFA. After reviewing DFA may request necessary amendments from all Offerors, reject any or all bids received, or cancel this IFB, according to the best interest of DFA and the State of Mississippi.

2.4 Minor Informalities and Irregularities

DFA also reserves the right to waive minor irregularities in bids providing such action is in the best interest of DFA and the State of Mississippi. A minor irregularity is defined as a variation of the IFB which does not affect the price of the bid or give one party an advantage or benefit not enjoyed by other parties or adversely impact the interest of DFA. Where DFA may waive minor irregularities as determined by DFA, such waiver shall in no way modify the IFB requirements or mailto:procurement@dfa.ms.gov mailto:Terri.Ashley@dfa.ms.gov mailto:Teselyn.Funches@dfa.ms.gov

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 11 of 23 excuse the Offeror from full compliance with the IFB specifications and other contract requirements should the Offeror be awarded the contract. If insufficient information is submitted by an Offeror for DFA to properly evaluate the offer, DFA has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured and such a request does not create an unfair advantage for any Offeror.

DFA reserves the right to exclude any and all non-responsive bids from any consideration for contract award. DFA shall award a contract to the Offeror whose bid is responsive, responsible, and contains the lowest bid price(s).

2.5 Disposition of Bid

The bid submitted by the successful Offeror shall be incorporated into and become part of the resulting contract. All bids received by DFA shall upon receipt become and remain the property of DFA. DFA shall have the right to use all nonproprietary concepts contained in any bid and this right shall not affect the solicitation or rejection of the bid.

2.6 Modification or Withdrawal of a Bid

Prior to the bid due date, a submitted bid may be withdrawn by submitting a written request for its withdrawal to DFA, signed by the Offeror.

A bid may submit an amended bid before the due date for receipt of bids. Such amended bids shall be a complete replacement for a previously submitted bid and shall be clearly identified as such.

DFA shall not merge, collate, or assemble bid materials.

Unless requested by DFA, no other amendments, revisions, or alterations to bids shall be accepted after the bid due date.

Any submitted bid shall remain a valid bid for one hundred eighty (180) calendar days from the bid due date.

2.7 Rejection of Bids

A bid response that includes terms and conditions that do not conform to the terms and conditions specified within this IFB document is subject to rejection as non-responsive. Further, submission of a bid that is not complete and/or unsigned is subject to rejection as non-responsive. DFA staff reserves the right to permit the Offeror to withdraw nonconforming terms and conditions from its bid response prior to a determination by DFA staff of non-responsiveness based on the submission of nonconforming terms and conditions. Any bid which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi contract shall be deemed non-responsive and will be rejected.

DFA reserves the right to reject bids from vendors whose previous work for the agency was determined to be unsatisfactory.

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2.8 Corrections and Clarifications

The Office of Procurement and Contracts reserves the right to request clarifications or corrections to bids. Any bid received which does not meet any of the requirements of this IFB, including clarification or correction requests, may be considered non-responsive and eliminated from further consideration. DFA reserves the right to exclude any and all non-responsive bids from any consideration for contract award.

2.9 Bid Evaluation

All bids received in response to this IFB by the stated deadline will receive a comprehensive, fair, and impartial evaluation based on the requirements outlined in this IFB. No criteria other than those outlined in this IFB will be used in an evaluation. Only Offerors who are found responsive and responsible will have their bids considered. The Contract shall be awarded to the Offeror who is responsible and responsive and submitted the lowest cost bid.

2.9.1 Responsive Vendor/Offeror

Offeror must submit its bid, including the Bid Form and all required attachments and other documents, in a manner that conforms in all material aspects to this IFB as determined by

OPC.

2.9.2 Nonconforming Terms and Conditions

A bid response that includes terms and conditions that do not conform to the terms and conditions in the bid document is subject to rejection as non-responsive. OPC reserves the right to permit the Offeror to withdraw nonconforming terms and conditions from its bid prior to the determination by OPC of non-responsiveness based on the submission of nonconforming terms and conditions.

2.9.3 Conditioning Bid Upon Other Awards

Any bid which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi contracts shall be determined non-responsive and not acceptable.

2.10 Right of Negotiation

Discussions and negotiations regarding price and other matters may be conducted with an Offeror who submits a bid determined to have reasonable likelihood of being selected for award, but a bid may be accepted without such discussions. DFA reserves the right to further clarify and/or negotiate with the Offeror evaluated best following completion of the evaluation of bids but prior to contract execution, if deemed necessary by DFA. The DFA also reserves the right to move to the next best Offeror if negotiations do not lead to an executed contract with the best Offeror. DFA reserves the right to further clarify and/or negotiate with the Offeror on any matter submitted.

2.11 Notice of Intent to Award

The Notice of Intent to Award for this procurement will be made available to the public through posting on the Mississippi Contract/Procurement Opportunity Search Portal website and the agency website. All participating Offerors will be notified in writing of DFA’s intent to award a contract

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2.12 Notice of Contract Award

Following issuance of the Notice of Intent to Award, successful negotiation of the contract, and approval of the contract by the PPRB and any other required entities, DFA will make a Notice of Contract Award available to the public.

2.13 Request for Reconsideration of the Intent to Award

An Offeror who responded to an IFB has an opportunity to request that DFA reconsider its intent to award the contract to a specific offeror(s). Any such request shall be filed with DFA Director of Procurement and Contracts and the Director of OPSCR within three (3) business days following issuance of the Notice of Intent to Award and posting of the Procurement File in compliance with Sections 5.6.1, 5.6.1.1, 5.6.1.2 of the OPSCR Rules and Regulations. It shall be the sole responsibility of the requesting offeror to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this Section results in waiver of any claim an offeror may have as to the Agency’s decision to award the contract.

The request shall contain the requesting vendor’s name, a single contact person, all contact information for the contact person, the RFx number of the solicitation, the date the IFB was issued, and the date the Notice of Intent to Award was issued. The request shall identify which of the OPSCR Rules and Regulations and/or the terms of the IFB the requesting Offeror believes were violated by DFA during the evaluation process, explain the factual basis for the alleged violation(s), and specify how the alleged violation(s) affected the outcome of the procurement. The request shall not be based on anything other than the Agency Procurement File, the OPSCR Rules and Regulations, and the terms of the IFB. The request shall not be supplemented.

DFA shall consider the alleged violation and review the Procurement File to determine if such alleged allegation is supported. DFA shall issue a written determination regarding the alleged violation. This decision shall become part of the Procurement File.

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SECTION 3. MINIMUM QUALIFICATIONS

The following minimum qualifications are mandatory. If, in the opinion of the Office of Procurement and Contracts, the Bidder fails to prove that bidding company meets any of these minimum qualifications, the bid will be disqualified from further consideration.

1. The Offeror shall maintain all necessary and required licenses required while performing work under this contract. Copies of the required licenses shall be included with the submitted bid. The selected Offeror shall provide official copies of all valid licenses and certificates required for performance of the work. The official copies shall be delivered to DFA no later than ten (10) business days after the selected Offeror receives the Notice of Intent to Award from DFA. If the license or certificate is renewed during the contract term, current official copies of licenses or certificates shall be provided to DFA within five (5) business days of the updated license or certificate being issued.

2. The Bidder shall document a minimum of three (3) years of successful previous experience providing chiller and cooling tower cleaning and disinfecting services at one or more properties of comparable, cumulative size. Bidder shall include contact reference(s) including square footage and description of property maintained for validation of such experience on References Form (Appendix C). DFA reserves the right to contact submitted references, at DFA’s discretion. All information received from those clients, if contacted, must verify that a high level of satisfaction was provided in that service trade. DFA staff must be able to speak with two (2) of the submitted references within three (3) business days of bid opening to be considered responsive.

3. The Bidder shall be in compliance with Mississippi Code Annotated § 79-4-15.01 regarding authorization to transact business in Mississippi.

4. The Bidder shall maintain, at its own expense, workers’ compensation insurance which shall fully comply with the Mississippi Workers’ Compensation Law. Certificates of insurance shall be included in the bid submission.

5. The Bidder shall maintain, at its own expense, Comprehensive General or Professional Geneal Liability coverage of a minimum $1 million per occurrence and $2 million aggregate for bodily injury, personal injury, accidental death, and property damage. Upon contract award, the State of Mississippi shall be added as an additional insured.

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SECTION 4. SCOPE OF SERVICES

This section contains information on services and procedures the selected vendor must provide or adhere to, in servicing the Agency’s account directly, not through subcontractors, unless subcontractor(s) are approved/authorized by DFA staff.

The selected vendor shall provide cleaning and disinfecting treatment services to fifteen (15) cooling towers and eight (8) chillers located in Jackson, Mississippi. The eight (8) chillers are Trane manufacturers; while the fourteen (14) of the fifteen (15) cooling towers are Marley manufacturers with the remaining cooling tower at the William Winter Building is a York manufacturer. All services are to be provided bi-annually during normal business hours, unless otherwise specified by the Office of Capitol Facilities. All properties are owned and operated by the State of Mississippi. All work shall be performed under the direct supervision of experienced and qualified Contractor personnel. The Contractor shall provide all equipment and chemicals necessary and required under any agreement with DFA. The Contractor is responsible for the health and safety of its workers while performing these services.

Services shall include, but are not limited to the following:

A. The Contactor shall be responsible for all labor and materials used for services under this contract.

B. The Contractor shall provide cleaning and disinfecting services under the rules and regulations of the Centers for Disease and Control Prevention (CDC) and the Alternative Water Treatment (AWT).

C. The Contractor shall coordinate all service times and appointments with the Director of

Capitol Facilities.

D. Cooling Tower Locations:

Building Address Woolfolk Building – 10 Cooling Towers 501 N. West Street William Winter Building – 3 Cooling Towers 200 North Street Central High Building – 1 Cooling Tower 359 N. West Street Robert E. Lee Building – 1 Cooling Tower 239 N. Lamar Street

E. Cooling Tower Services:

a. Chlorinating cooling tower basin water before and after cleaning and disinfection.

b. Clean hot deck and/or spray nozzles, where applicable.

c. Foam descaler on fill and/or inlet air louvers, where applicable.

d. Soak panels and/or inlet air louvers in a descaler solution, where applicable.

e. Power wash fill, inlet air louvers, basin and the entire cooling tower, where applicable.

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f. Completely vacuum and remove all debris from cooling tower basin and completely remove any debris from the facility site and dispose of it off-facility site.

g. Spray finish coat on cooling tower fill and /or louvers.

h. Fill pumps and completely disinfect according to applicable CDC and AWT guidelines.

i. Advise DFA of any recommendations and/or deficiencies.

j. Incorporate the use of scaffolding for cleaning and disinfecting at the determination of DFA staff.

The Contractor shall provide photographs taken before and after the services are rendered.

F. Chiller Locations:

Woolfolk Building – 3 Chillers 501 N. West Street William Winter Building – 3 Chillers 200 North Street Central High Building – 2 Chillers 359 N. West Street

G. Chiller Services:

a. Isolate chillers and pumps from main system.

b. Drain Condenser Barrells and remove end bells.

c. Inspect end sheets for pitting and fowling.

d. Brush all condenser tubes with spin grit brushes to flush and clean sediment, debris, and deposits.

e. Reinstall condenser barrels and refill with makeup water after completion of the cleaning and disinfection services.

f. Remove and clean Condenser water pump strainers.

g. Completely vacuum and remove all debris from chillers and from the facility site to dispose of the debris to an off-facility site.

h. Advise DFA of any recommendations and/or deficiencies.

H. Perform all services provided in the resulting contract between the vendor and DFA in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agents.

The vendor shall be responsible for the complete performance of all work; for the methods, means, and equipment used; and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detail specifications or the omission of detail description shall be recognized as meaning

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 17 of 23 that only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used.

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APPENDIX A – Bid Cover Sheet

Offeror Company Name: _________________________________________________________

Bids are to be submitted as directed in Section 1.2, Bid Submission Requirements, of this IFB, on or before March 17, 2026 by 2:00 PM CST.

Offeror Representative

Offeror Representative Title

Offeror Representative Complete Mailing Address

Offeror Representative Telephone:

Offeror Representative E-Mail Address:

Is Offeror currently registered as a Supplier in MAGIC? ____YES ____ NO

If known, what is your supplier number? _______________

Is Offeror currently registered with PayMode? ____YES ____ NO

Is Offeror in compliance with Mississippi Code Annotated § 79-4-15.01 regarding authorization to transact business in Mississippi? ____YES ____ NO

By signing below, the Offeror Representative certifies that he/she has authority to bind the company, and further acknowledges and certifies on behalf of the Offeror:

1. That the Offeror will perform the services as detailed in Section 4, Scope of Services

2. That the Offeror will perform the services required at the prices stated in their bid;

3. That the pricing submitted will remain firm for the contract term; and,

4. That, to the best of its knowledge and belief, the cost or pricing data submitted is accurate, complete, and current as of the submission date.

5. That the Offeror has submitted copies of the required insurance certificates to meet the

Minimum Qualifications as stated in Section 3, Minimum Qualifications, and should the Offeror be awarded the contract, will add the State of Mississippi as an additional insured.

6. That the company is licensed or authorized to provide the proposed services in the State of Mississippi.

7. That the bid is valid for 180 days after the submission deadline.

8. The State of Mississippi utilizes the Mississippi Accountability System for Government

Information and Collaboration (MAGIC) system to manage contracts. Additionally, electronic

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 19 of 23 payments are issued through an electronic portal called PayMode. In order to do business with the State of Mississippi, all Suppliers must be registered with both systems. By submitting a bid, the Offeror certifies that it is registered with both systems or if not already registered, that it will do so within seven (7) business days of being notified by DFA Office of Procurement and Contracts that it has been awarded a contract.

Offeror Representative Signature: ____________________________________________

Date: _____________________

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APPENDIX B – Bid Form

Offeror Company Name: _______________________________________________________

The pricing submitted shall be inclusive of, but not limited to all required insurance, overhead, profit; vehicles; materials; fuel; mileage; and travel time; training; certifications; business and professional licenses; permits; or fees; and all other costs. Price ranges are not acceptable and will be deemed non-responsive.

Chiller and Cooling Tower Cleaning and Disinfecting Services Contract Budget

Price per Visit for Chiller and Cooling Tower Cleaning and Disinfecting Services

Call Back Hourly Rate $

By submission of this bid, we hereby certify that the fees submitted in response to the IFB have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Offeror or competitor relating to those fees, the intention to submit a bid, or the methods or factors used to calculate the fees proposed. In submitting a bid, we certify that the price submitted was independently arrived at without collusion.

By submission of this bid, we hereby certify that we have/have not (circle applicable word) retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract.

A signature is required below.

Name Date

Title Company

Please have the appropriate officer sign this statement and include it as a part of your bid.

Chiller and Cooling Tower Cleaning and Disinfecting Services Contract Budget Year 1 Year 2 Year 3 Year 4 Year 5 5-Year Total Annual Cost for Biannual Services

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APPENDIX C - References

Client Name

Contact Name and Title

Contact Address

Contact Telephone Number

Email Address

Type of work provided to the client

Contract effective dates for the time period(s) services provided to client

Square Footage & # of Chillers/Cooling Towers

Description of Property

Client Name

Contact Name and Title

Contact Address

Contact Telephone Number

Email Address

Type of work provided to the client

Contract effective dates for the time period(s) services provided to client

Square Footage & # of Chillers/Cooling Towers

Description of Property

Additional references to meet the requirements of the procurement should be submitted on a separate page.

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APPENDIX D – Release of the Bid as Public Record

Offerors shall acknowledge which of the following statements is applicable regarding release of its bid as a public record. An Offeror may be deemed non-responsive if the Offeror does not acknowledge either statement, acknowledges both statements, or fails to comply with the requirements of the statement acknowledged. Choose one:

____ Along with a complete copy of its bid, Offeror has submitted a second copy of the bid in which all information Offeror deems to be confidential commercial and financial information and/or trade secrets is redacted in black. Offeror acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the OPSCR Rules and Regulations if OPC or the Public Procurement Review Board determine redactions were made in bad faith in order to prohibit public access to portions of the bid which are not subject to Mississippi Code Annotated §§ 25-61-9, 75- 26-1 through 75-26-19, and/or 79-23-1. Offeror acknowledges and agrees that DFA/OPC may release the redacted copy of the bid at any time as a public record without further notice to Offeror. An Offeror who selects this option but fails to submit a redacted copy of its bid may be deemed non-responsive.

____ Offeror hereby certifies that the complete unredacted copy of its bid may be released as a public record by OPC at any time without notice to Offeror. The bid contains no information Offeror deems to be confidential commercial and financial information and/or trade secrets in accordance with Mississippi Code Annotated §§ 25-61- 9, 75-26-1 through 75-26-19, and/or 79- 23-1. Offeror explicitly waives any right to receive notice of a request to inspect, examine, copy, or reproduce its bid as provided in Mississippi Code Annotated § 25-61-9(1)(a). An Offeror who selects this option but submits a redacted copy of its bid may be deemed non-responsive.

Offeror Representative: _________________________________________________________

Signature: ________________________________________________

Date: __________________

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APPENDIX E - Draft Chiller and Cooling Tower Cleaning and Disinfecting Services Contract

STATE OF MISSISSIPPI

GOVERNOR TATE REEVES

DEPARTMENT OF FINANCE AND ADMINISTRATION

LIZ WELCH

EXECUTIVE DIRECTOR

Chiller and Cooling Tower Cleaning and Disinfecting Services Contract Page 1 of 17

CHILLER & COOLING TOWER CLEANING AND DISENFECTING SERVICES

CONTRACT

This Chiller and Cooling Tower Cleaning and Disinfecting Services Contract (Contract) is made by and between the State of Mississippi Department of Finance and Administration (DFA), Office of Capital Facilities (Office) and [Contractor] (Contractor) effective June 1, 2026, under the following terms and conditions under which Contractor agrees to provide services to DFA.

1. Scope of Services

The Contractor shall provide cleaning and disinfecting treatment services to fifteen (15) cooling towers and eight (8) chillers located in Jackson, Mississippi. The eight (8) chillers are Trane manufacturers; while the fourteen (14) of the fifteen (15) cooling towers are Marley manufacturers with the remaining cooling tower at the William Winter Building is a York manufacturer. All services are to be provided bi-annually during normal business hours, unless otherwise specified by the Office of Capitol Facilities. All properties are owned and operated by the State of Mississippi. All work shall be performed under the direct supervision of experienced and qualified Contractor personnel. The Contractor shall provide all equipment and chemicals necessary and required under any agreement with DFA. The Contractor is responsible for the health and safety of its workers while performing these services.

A. The Contactor shall be responsible for all labor and materials used for services under this contract.

B. The Contractor shall provide cleaning and disinfecting services under the rules and regulations of the Centers for Disease and Control Prevention (CDC) and the Alternative Water Treatment (AWT).

C. The Contractor shall coordinate all service times and appointments with the Director of Capitol Facilities.

D. Cooling Tower Locations:

Woolfolk Building – 10 Cooling Towers 501 N. West Street

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William Winter Building – 3 Cooling Towers 200 North Street Central High Building – 1 Cooling Tower 359 N. West Street Robert E. Lee Building – 1 Cooling Tower 239 N. Lamar Street

E. Cooling Tower Services:

a. Chlorinating cooling tower basin water before and after cleaning and disinfection.

b. Clean hot deck and/or spray nozzles, where applicable.

c. Foam descaler on fill and/or inlet air louvers, where applicable.

d. Soak panels and/or inlet air louvers in a descaler solution, where applicable.

e. Power wash fill, inlet air louvers, basin and the entire cooling tower, where applicable.

f. Completely vacuum and remove all debris from cooling tower basin and completely remove any debris from the facility site and dispose of it off-facility site.

g. Spray finish coat on cooling tower fill and /or louvers.

h. Fill pumps and completely disinfect according to applicable CDC and AWT guidelines.

i. Advise DFA of any recommendations and/or deficiencies.

j. Incorporate the use of scaffolding for cleaning and disinfecting at the determination of DFA staff.

F. Chiller Locations:

Woolfolk Building – 3 Chillers 501 N. West Street William Winter Building – 3 Chillers 200 North Street Central High Building – 2 Chillers 359 N. West Street

G. Chiller Services:

a. Isolate chillers and pumps from main system.

b. Drain Condenser Barrells and remove end bells.

c. Inspect end sheets for pitting and fowling.

d. Brush all condenser tubes with spin grit brushes to flush and clean sediment, debris, and deposits.

e. Reinstall condenser barrels and refill with makeup water after completion of the cleaning and disinfection services.

f. Remove and clean Condenser water pump strainers.

g. Completely vacuum and remove all debris from chillers and from the facility site to dispose of the debris to an off-facility site.

h. Advise DFA of any recommendations and/or deficiencies.

Chiller and Tower Cleaning Services Contract – [Contractor name] Page 3 of 17

H. Perform all services provided in the resulting contract between the vendor and DFA in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agents. The vendor shall be responsible for the complete performance of all work; for the methods, means, and equipment used; and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used.

2. Contract Term

The effective date of this Contract is June 1, 2026. This Contract’s term will be five (5) years.

In preparation for and upon termination of this Contract, Contractor shall, at its own expense, cooperate with DFA and any new contractor(s) retained by DFA during the transition of DFA’s business to the new contractor(s). Upon request from DFA, Contractor shall provide DFA all information relevant to Contractor’s performance under this Contract or otherwise maintained by Contractor in the time frame specified by DFA.

3. Consideration

The total sum to be paid to the Contractor shall not exceed [Insert Amount] for the term of the contract. The fees listed in Exhibit A – Pricing shall constitute the entire compensation due to Contractor for services and all other obligations of Contractor provided hereunder regardless of the difficulty, materials, or equipment required. No additional compensation will be provided by DFA for any expense, cost, or fee not specifically authorized by this Contract or by written authorization from DFA.

DFA shall not provide any prepayments or initial deposits in advance of services being rendered. Payment for any and all services provided by Contractor to DFA shall be made only after said services have been duly performed and properly invoiced. Contractor shall submit all bi-annual invoices in a form acceptable to DFA with all the necessary supporting documentation prior to any payment to Contractor.

The payment of an invoice by DFA shall not prejudice DFA’s right to object or question any invoice or any matter in relation thereto. Such payment by DFA shall neither be construed as acceptance of any part of the work or service provided nor as an approval of any costs invoiced therein.