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Ellisville State School – RFx # 3160007840 Facility Maintenance Services

RFx#3160007840 Facility Maintenance Services

Amendment # 2

Ellisville State School (ESS) through this Amendment #2 modifies the original RFx # 3160007840 for Facility Maintenance Services to contain the following changes and include the Pre-Bid Conference Summary with questions and responses.

The original RFx # 3160007840 shall be modified as follows.

• REMOVE Attachment J – ESS Community Homes, no community homes will be considered in this Bid, at this time.

• Revised BID FORM – clarify hours - After Hours/Overtime Hourly Rate 5:01PM – 6:59AM, Monday – Friday

- Attachment B – BID FORM – included with this Amendment #2

PRE-BID Conference Ellisville State School

February 03, 2026, 11:00 AM CST

A. SIGN-IN SHEET – Bidders were advised to sign in to the conference log.

B. INTRODUCTIONS – Beverly Rogers An introduction to ESS staff:

Beverly Rogers, Bid Coordinator Lindsay Welch, HR Team Lead Otis Parker, Maintenance Director Stephen Harris, Asst Maintenance Dr Kenneth O’Neal, Asst Director of Agency

Acknowledged Vendors by using sign-in sheet so that all present would know who represented which company. Matt Mathias and Anthony Lee (Encompass), Kelly and Marty Hopkins (Hopkins Construction and Maintenance) and by phone, Amanda Boling (Facilities Performance Group, LLC) and finally, Kerry Spalding (S&K Homebuilders).

C. QUESTIONS – Beverly Rogers Bidders were informed that this day was to ask questions, but they could also ask after the conference by way of email and that ESS has until Friday, February 13, 2026 to respond to all questions.

D. SCOPE OF WORK – Otis Parker Otis began by saying a lot of this work is refinishing work. The buildings are old and work can range from wood cabinets to concrete work like ramps and sidewalks. This job requires a variety of skills. Otis currently has 5 employees but needs 4 seasoned, trained workers - eight hours a day. Night and weekend work will be slim. Otis mentioned timesheets should be turned in Daily to Stephen Harris, his assistant who will check the time sheets. An invoice will be turned in monthly by the vendor, also to Stephen. Workers might even be asked to dig a hole with caterpillar backhoe in order to bury a Patient Served who has deceased, we do have a cemetery on campus. Workers might be asked to move furniture from one building to another in order to renovate. Well-able-bodied workers are required.

E. SCHEDULE AND PROJECTS – Stephen Harris, ESS Maintenance Assistant – advised plan your work and schedule accordingly. If you know you have a painting project day after tomorrow, let ESS know you will need paint, so paint can be bought and ready so that the vendor is not waiting on ESS.

Questions and Answers for Optional Pre-Bid Conference

Question # Question Answer

1 If workers are out sick for the day, how should this be handled?

One or Two days are understandable, timesheet should reflect worked hrs/days only, no work no pay– Vendor can substitute another worker, if out sick 2 Worker vehicle requirements Placard will be given to place in windshield by ESS, workers can leave vehicles on campus overnight, advertising signs are allowed on vehicles, no weapons allowed on campus must be check in/checked out at guard shack, entrance on HWY 11

3 How many buildings are included in this Bid?

ESS main campus consists of 36 buildings, there are 4 staff homes and an additional 4 duplex buildings, comprising an additional 8 living units.

4 Holidays A list of MS state Holidays is included in the Bid Package, workers may not be required to work Holidays observed by ESS if current employer does not observe 5 What are normal hours? 7am to 3:30pm, Monday to Friday-notice bid form reflects overtime is after 5pm.

6 With 4 workers needed, how will communication work?

There should be a crew leader who will direct the other 3 workers.

7 Will ESS provide cell phones, walkie-talkie, etc?

Personal cell phones are preferred for communication. ESS does have walkie-talkies, if needed for use.

8 Will training be provided? No – need competent workers

All information provided during the Pre-Bid Conference was taken directly for the Facility Maintenance Services RFx # 3160007840, a copy has been provided to each bidder by email, on the MS Procurement Portal, the ESS website.

Please acknowledge receipt of Facility Maintenance Services RFx # 3160007840 Amendment Two by signing and returning this amendment, along with your bid package, on or before 04:30 PM CST February 27, 2026. This acknowledgment should be included in your Bid Package.

Date: ________________________________________________________________________________

Signature: ____________________________________________________________________________ Company Name: ______________________________________________________________________

Note: Failure to submit this acknowledgment may result in rejection of the bid.

RFx#3160007840 Facility Maintenance Services

Attachment B

BID FORM

Company Contact Person Telephone Number

The pricing quoted shall be inclusive of, but not limited to the following:

1. All required equipment/material;

2. All required insurance, bond, or other surety;

3. All required overhead;

4. All required profit;

5. All required vehicles;

6. All required fuel and mileage;

7. All required labor and supervision;

8. All required business and professional certifications, licenses, permits, or fees; and,

9. Any and all other costs.

All pricing to provide General Maintenance Workers to perform Facility Maintenance Services for Ellisville State School should include all associated costs for the items with no additional or hidden fees.

Unit Description Hourly Rate PER WORKER Standard Hourly Rate Per General Maintenance Worker 7:00 AM – 5:00PM, Monday-Friday

After Hours / Overtime Hourly Rate Per General Maintenance Worker 5:01PM – 6:59Am, Monday - Friday

On-Call Hourly Rate Per General Maintenance Worker

Weekend Hourly Rate Per General Maintenance Worker

Holiday Hourly Rate Per General Maintenance Worker

Signature______________________________________________________________________ Note: Failure to submit this with Bid Package may result in rejection of Bid.