IFB RFX 3160008123 ELEVATOR MAINTENANCE FOR MSDH.pdf

INVITATION FOR BIDS

IFB RFx Number: 3160008123

Elevator Maintenance for MSDH Issue Date: June 25, 2026

CLOSING TIME AND DATE

Bids must be received before:

10:00 am CST, July 27, 2026

BID COORDINATOR

Hannah Wright

Telephone: (601) 576-7954 E-mail: procurement@msdh.ms.gov

1. Introduction and Overview

1.1. Purpose and Goals

The Mississippi State Department of Health (hereinafter “MSDH” or “Agency”) has issued this solicitation for the purpose of soliciting sealed bids from qualified Bidders to provide Elevator Maintenance for MSDH.

The Mississippi State Department of Health (MSDH) is responsible for maintaining safe, reliable, and code-compliant operations of all elevators within its facilities to support daily departmental functions and public services. All maintenance will be located at The Central Campus, located at 570 East Woodrow Wilson Avenue in Jackson, Mississippi.

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 MSDH OpenGov Procurement portal at https://procurement.opengov.com/portal/msdh under the “Active ” projects list. It is the responsibility of all interested Bidders to monitor the website for updates regarding this procurement.

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

1.2. Bid Submission Period

Bids must be submitted electronically through the MSDH OpenGov Procurement portal no later than 10:00 am Central Standard Time (CST), Monday, July 27, 2026. Timely submission of the bid package is the responsibility of the Bidder. Any bid received after the deadline will be considered late and will be rejected and will not be considered for award. The Bidder shall be notified as soon as practicable if their bid was rejected and the reason for such rejection.

Failure to submit a bid on the bid form provided will be considered cause for rejection of the bid. Modifications or additions to any portion of the bid document may be cause for rejection of the bid. The MSDH reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive. MSDH may request the Bidder to withdraw or modify non-responsive portions that do not affect the service’s quality, quantity, price or delivery.

1.3. Important Dates

Invitation for Bid Issue Date: June 25, 2026

Request for Reconsideration of the Terms of the Solicitation:

June 30, 2026

Questions Submission Deadline: July 6, 2026, 10:00am

Anticipated Posting of Written Answers to Questions:

July 9, 2026, 5:00pm

Bid Package Submission Deadline: July 27, 2026, 10:00am https://procurement.opengov.com/portal/msdh

Anticipated Bid Opening: July 27, 2026, 11:00am

Anticipated Date of Notice of Intent to Award:

July 30, 2026

Request for Reconsideration of the Intent to Award:

August 4, 2026

NOTE: Adjustments to the schedule may be made as deemed necessary by MSDH.

1.4. Questions and Answers

Questions must be submitted electronically through the MSDH OpenGov Procurement portal through the "Question & Answer" tab of this project, (RFX3160008123) - Elevator Maintenance for MSDH. Questions must be submitted before 10:00 am, on Monday, July 6, 2026, to ensure a response by MSDH. Responses to questions will be posted to the project page on the MSDH OpenGov Procurement portal at https://procurement.opengov.com/portal/msdh. Questions received after the due date and time of questions may be considered for response, although there is no guarantee as to if or when a response will be provided. It is the Bidder’s sole responsibility to regularly monitor the website for amendments and/or announcements concerning this IFB.

1.5. Acknowledgment of Amendments

Should an amendment to the IFB be issued, it will be posted on the Procurement Portal and the MSDH OpenGov Procurement Portal in a manner that all bidders will be able to view. Bidders shall acknowledge receipt of any amendment to the IFB by electronically signing the amendment in the MSDH OpenGov Procurement Portal, or by email.

Should any bidder fail to submit all necessary acknowledgement(s) with its bid, the Agency shall have the sole discretion as to whether to request a bidder to submit the required acknowledgement(s) after the bid submission deadline but prior to issuance of the Notice of Intent to Award. The Agency shall exercise that discretion in a manner that is fair to all bidders. Any bidder who does not provide the Agency acknowledgement(s) of every amendment issued may be deemed non-responsive and not eligible for award.

Bidders are responsible for monitoring both websites for any updates or amendments to the IFB. Each Bidder shall submit a written acknowledgment of every amendment to the MSDH on or before the submission deadline.

1.6. 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 Bidder in preparing and delivering its bid, making presentations, and any subsequent time and travel to meet with MSDH regarding its bid shall be borne exclusively at the Bidder’s expense.

1.7. Cancellation of Solicitation or Rejection of Individual Bids

At MSDH’s sole discretion, an IFB may be canceled or any or all responses to the solicitation may be rejected, in whole or in part, when MSDH determines that it is in the Agency’s best interest to do so.

1.8. Registration with Mississippi Secretary of State

By submitting a bid, the Bidder 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 five (5) business days of being offered an award. Sole proprietors are not required to register with the Secretary of State.

1.9. Debarment

By submitting a bid, the Bidder 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.

1.10. Right to Consider Historical Information

MSDH reserves the right to consider historical information regarding the Bidder, whether gained from the Bidder’s bid, conferences with the Bidder, 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.

1.11. 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.

1.12. Property Rights

Property rights do not inure to any Bidder 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. MSDH is under no obligation to award a contract and may terminate a legally executed contract at any time.

1.13. Contract Rights

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

1.14. Bids as Public Record

If a redacted copy is not submitted, MSDH shall consider the entire Bid to be public record. The redacted copy should identify which section or information has been redacted and the Bidder 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 Bidder, 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 MSDH, including, but not limited to, submission to the PPRB, posting to the Transparency Mississippi website, etc.

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

All information requested is considered important. Failure to provide all requested information and in the required format may result in disqualification of the Bid. MSDH 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.

1.15. Certification of Independent Price Determination

By submitting a bid, the Bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other Bidder or competitor for the purpose of restricting competition.

1.16. Applicable Law

The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of Mississippi.

1.17. Approval

It is understood that if this contract requires approval by the Public Procurement Review Board (“PPRB”) and/or the Department of Finance and Administration Office of Personal Service Contract Review (“OPSCR”), and this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

1.18. Availability of Funds

It is expressly understood and agreed that the obligation of MSDH to proceed under this agreement is conditioned upon the appropriation of funds by the Mississippi State Legislature and the receipt of the appropriated funds. If the funds anticipated for the continuing time fulfillment of the agreement are, at any time, not forthcoming or insufficient, regardless of the source of funding, MSDH shall have the right upon ten

(10) business days written notice to Contractor, to terminate this agreement without damage, penalty, cost or expense to the MSDH of any kind whatsoever. The effective date of termination shall be as specified in the notice of termination.

1.19. Compliance with Equal Opportunity in Employment Policy

Contractor understands that the MSDH is an equal opportunity employer and therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, genetic information, or any other consideration made unlawful by federal, state, or local laws. All such discrimination is unlawful, and Contractor agrees during the term of the agreement that Contractor will strictly adhere to this policy in its employment practices and provision of services.

1.20. Compliance with Laws

Contractor shall comply with, and all activities under this agreement shall be subject to, all applicable federal, state, and local laws and regulations, as now existing and as may be amended or modified.

1.21. E-Payment

Contractor agrees to accept all payments in United States currency via the State of Mississippi’s electronic payment and remittance vehicle. The Agency agrees to make payment in accordance with Mississippi “Timely Payments for Purchases by Public Bodies” laws, which generally provide for payment of undisputed amounts by the Agency within forty-five (45) calendar days of receipt of invoice. Mississippi Code Annotated § 31-7-301, et seq.

1.22. E-Verification

If applicable, Contractor represents and warrants that it will ensure its compliance with the Mississippi Employment Protection Act and will register and participate in the status verification system for all newly hired employees. Mississippi Code Annotated §§ 71-11-1 and 71-11-3. Contractor agrees to provide a copy of each verification upon request of the MSDH subject to approval by any agencies of the United States Government.

Contractor further represents and warrants that any person assigned to perform services hereafter meets the employment eligibility requirements of all immigration laws. The breach of this clause may subject Contractor to the following: (1) termination of this contract and exclusion pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations; (2) the loss of any license, permit, certification or other document granted to Contractor by an agency, department, or governmental entity for the right to do business in Mississippi; or (3) both. In the event of such termination, Contractor would also be liable for any additional costs incurred by the Agency due to Contract cancellation or loss of license or permit to do business in the state.

1.23. Offeror's Representation Regarding Contingent Fees

By executing the contract, the Contractor represents that it has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract. If the contractor cannot make such a representation, a full and complete explanation shall be submitted in writing to the Agency prior to contract execution.

1.24. Procurement Regulations

This contract shall be governed by the applicable provisions of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations, a copy of which is available on the Mississippi Department of Finance and Administration’s website (www.dfa.ms.gov). Any bidder or offeror responding to a solicitation for personal and professional services and any contractor doing business with a state Agency is deemed to be on notice of all requirements therein.

1.25. Representation Regarding Gratuties

Contractor represents that it has not, is not, and will not offer, give, or agree to give any employee or former employee of MSDH a gratuity or offer of employment in connection with any approval, disapproval, recommendation, development, or any other action or decision related to the solicitation and resulting contract. Contractor further represents that no employee or former employee of MSDH has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or offer of employment for the reasons previously stated;

any such action by an employee or former employee in the future, if any, will be rejected by contractor.

Contractor further represents that it is in compliance with the Mississippi Ethics in Government laws, codified at Mississippi Code Annotated §§ 25-4-101 through 25-4-121, and has not solicited any employee or former employee to act in violation of said law.

1.26. Required Public Records and Transparency

Upon execution of a contract, the provisions of the contract which contain the personal or professional services provided, the unit prices, the overall price to be paid, and the term of the contract shall not be deemed to be a trade secret or confidential commercial or financial information pursuant to Mississippi Code Annotated § 25- 61-9(7). The contract shall be posted publicly on www.transparency.ms.gov and shall be available for at the Agency for examination, inspection, or reproduction by the public. The Contractor acknowledges and agrees https://www.dfa.ms.gov/ https://www.transparency.ms.gov/ that the MSDH and this contract are subject to the Mississippi Public Records Act of 1983 codified at Mississippi Code Annotated §§ 25-61-1, et seq. and its exceptions, Mississippi Code Annotated § 79-23-1, and the Mississippi Accountability and Transparency Act of 2008, codified at Mississippi Code Annotated §§ 27-104-151, et seq.

1.27. Stop Work Order

The MSDH may, by written order to Contractor at any time, require Contractor to stop all or any part of the work called for by this contract. This order shall be for a period of time specified by the MSDH. Upon receipt of such an order, Contractor shall forthwith comply with its terms and take all reasonable steps to minimize any further cost to the MSDH. Upon expiration of the stop work order, Contractor shall resume providing the services which were subject to the stop work order, unless the MSDH has terminated that part of the agreement or terminated the agreement in its entirety. The MSDH is not liable for payment for services which were not rendered due to the stop work order.

1.28. Termination

Termination for Convenience. The MSDH may, when the interests of the Agency so require, terminate this contract in whole or in part, for the convenience of the Agency. The MSDH shall give written notice of the termination to Contractor specifying the part of the contract terminated and when termination becomes effective. Contractor shall incur no further obligations in connection with the terminated work and on the date set in the notice of termination Contractor will stop work to the extent specified. Contractor shall complete the work not terminated by the notice of termination and may incur obligations as are necessary to do so.

Termination for Default. If the MSDH gives the Contractor a notice that the personal or professional services are being provided in a manner that is deficient, the Contractor shall have thirty (30) days to cure the deficiency. If the Contractor fails to cure the deficiency, the MSDH may terminate the contract for default and the Contractor will be liable for the additional cost to the MSDH to procure the personal and professional services from another source. Termination under this paragraph could result in Contractor being excluded from future contract awards pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations. Any termination wrongly labelled termination for default shall be deemed a termination for convenience.

2. Procurement Methodology

2.1. Restrictions on Communication with MSDH Staff

All Bidder communications regarding this IFB must be directed through the MSDH OpenGov Procurement Portal or to the designated Bid Coordinator. Unauthorized contact regarding the IFB with other employees of the agency may result in the Bidder being disqualified.

2.2. Reconsideration of the Solicitation

Any potential Bidder can request that MSDH reconsider the terms of this solicitation. This reconsideration request can be accomplished by reference to Section 5.2.4. of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations. The potential Bidder shall file any such request within three (3) business days following the date of public notice of the solicitation. The potential Bidder must submit the request by email to the following:

• Bid Coordinator Hannah Wright, procurement@msdh.ms.gov

• Procurement@msdh.ms.gov

• The Director of the Office of Personal Service Contract Review

It shall be the sole responsibility of the requesting Bidder to ensure the request is received in a timely manner by all required parties. Failure to request reconsideration 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 Bidder’s name, a single contact person, all contact information for the contact person, the RFx number of the solicitation, and the date the IFB was issued. The request shall identify which of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations the requesting Bidder believes to have been violated by the solicitation, as written. The request may not be based on anything other than the solicitation document and the applicable rules and regulations. The Bidder shall not include exhibits with the request. Instead, the requesting Bidder shall clearly identify the section(s) of the solicitation document at issue in its request. The request shall not be supplemented.

2.3. Acceptance of Bids

After receiving the bids, MSDH 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.

MSDH reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive. As a precondition to bid acceptance, MSDH may request the bidder to withdraw or modify those portions of the bid deemed non-responsive that do not affect quality, quantity, price, or delivery of the service.

2.4. Minor Informalities and Irregularities

MSDH has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance of the services being procured and if doing so does not create an unfair advantage for any Bidder. If insufficient information is submitted by a Bidder for MSDH to properly evaluate the offer, MSDH 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 mailto:Procurement@msdh.ms.gov such a request does not create an unfair advantage for any Bidder. (Information requested may include, for example, a copy of business or professional licenses, or a work schedule.)

2.5. Disposition of Bid

The bid submitted by the successful Bidder shall be incorporated into and become part of the resulting contract.

All bids received by MSDH shall upon receipt become and remain the property of MSDH. MSDH 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 MSDH, signed by the Bidder. If submitted electronically through the MSDH OpenGov Procurement portal, Bidder may "unsubmit" their bid until the due date and time for bids has passed.

An Bidder 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. MSDH shall not merge, collate, or assemble bid materials.

Unless requested by MSDH, 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. MSDH staff reserves the right to permit the Bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by MSDH 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.

2.8. Corrections and Clarifications

MSDH 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.

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 Bidders who are found responsive and responsible will have their bids considered.

The Contract shall be awarded to the Bidder who is responsible and responsive and submitted the lowest cost bid.

All bids will be evaluated based on: (1) whether each bidder was responsive and provided all required information in the format required by the IFB; (2) whether each bidder is responsible and objectively meets the minimum qualifications or other criteria listed in the IFB; and (3) which of the responsive and responsible bidders submitted the lowest overall price.

Responsive Bidder Bidder must submit its bid, including all required attachments and other documents, in a manner that conforms in all material aspects to this IFB as determined by MSDH.

2.10. Basis for Award

The agency intends to award one contract to provide the services described in this IFB to the lowest responsible and responsive bidder.

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 MSDH OpenGov Procurement Portal. All participating Bidders will be notified of MSDH's intent to award a contract and identify the selected Bidder.

The successful vendor is instructed not to begin work, purchase materials, or enter into subcontracts relating to the project or services until execution of the contract.

2.12. Request for Reconsideration of the Intent to Award

An Bidder who responded to an IFB has an opportunity to request that MSDH reconsider its intent to award the contract to specific Bidder(s). Any such request shall be filed with MSDH within three (3) business days following issuance of the Notice of Intent to Award 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 Bidder 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 a Bidder may have as to MSDH’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 Bidder believes were violated by MSDH 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 MSDH Procurement File, the OPSCR Rules and Regulations, and the terms of the IFB. The request shall not be supplemented.

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

2.13. 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, MSDH will make a Notice of Contract Award available to the public.

3. Minimum Qualifications

The vendor must have and be able to provide proof of:

3.1. Prior Experience

Vendor must have been in business and provided goods and/or services similar in requirements and scale to those described in this IFB for a minimum of three (3) years.

3.2. Required Certification, Accreditation, and/or Licenses

Vendor shall provide notarized copies of all valid licenses and certificates required for performance of the work.

The notarized copies shall be delivered to the agency no later than ten days after Vendor receives the Notice of Intent to Award from the agency. Current notarized copies of licenses and certificates shall be provided to the agency within twenty-four hours of demand at any time during the contract term. Vendor must possess and maintain the minimum vendor certifications, accreditations, and/or licensures described in this IFB, by way of illustration and not limitation, the following:

1. Hold a current State of Mississippi Elevator Contractor License.

2. Employ certified elevator technicians trained on equipment comparable to MSDH units.

3. Maintain adequate liability insurance as required by MSDH procurement standards.

4. Maintain current technician certifications required by the State of Mississippi.

3.3. Ability to Perform

The vendor may be required before the award of any contract to show to the complete satisfaction of the agency that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The vendor may also be required to give a past history and references in order to satisfy the agency in regard to the vendor’s qualifications. The agency may make reasonable investigations deemed necessary and proper to determine the ability of the vendor to perform the work, and the vendor shall furnish to the agency all information for this purpose that may be requested. The agency reserves the right to reject any quote if the evidence submitted by, or investigation of, the vendor fails to satisfy the agency that the vendor is properly qualified to carry out the obligations of the contract and to complete the work described therein.

Evaluation of the vendor’s qualifications shall include:

1. the ability, capacity, skill, and financial resources to perform the work or provide the service required;

2. the ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference;

3. the character, integrity, reputation, judgment, experience, and efficiency of the vendor; and,

4. the quality of performance of previous contracts or services.

3.4. Insurance

The Vendor shall ensure that the professional staff and other decision-making staff shall be required to carry professional liability insurance in an amount commensurate with the professional responsibilities and liabilities under the terms of this Solicitation.

The Vendor shall obtain, pay for and keep in force during the Contract period general liability insurance against bodily injury or death in an amount commensurate with the responsibilities and liabilities under the terms of this Solicitation.

4. Scope of Services

4.1. Services to be Performed

1. The contractor shall provide comprehensive preventative maintenance, inspections, testing, minor repairs, and reporting services for nine (9) elevators at the MSDH Central Campus to ensure safe, reliable, and compliant operation in accordance with all applicable codes and manufacturer specifications.

2. Locations and Equipment

Building Name / Area

• Osborne Building Passenger Elevator #1 (4 Floors)

• Osborne Building Passenger Elevator #2 (4 Floors)

• Parking Garage Passenger Elevator #1 (6 Floors)

• Parking Garage Passenger Elevator #2 (6 Floors)

• Underwood Building Passenger Elevator #1 (1 Floor)

• Underwood Building Passenger Elevator #2 (1 Floor)

• Thompson Lab Passenger Elevator #1 (4 Floors) Thompson Lab

• Thompson Lab Passenger Elevator #2 (4 Floors) Thompson Lab

• Thompson Lab Service Elevator #1 (5 Floors)

3. Services Required

A. Preventive Maintenance

• Perform monthly maintenance on each elevator in accordance with manufacturer recommendations and ASME A17.1 standards.

• Services to include:

o Operational checks of all elevator systems.

o Cleaning, lubricating, and adjusting components as needed.

o Checking all safety devices for proper function.

o Inspecting and testing door operations, signals, controls, and ride quality.

o Verifying machine room and pit conditions are safe and compliant.

B. Annual Inspections & Testing

• Conduct annual safety inspections and full load testing in accordance with:

o State of Mississippi requirements.

o ASME A17.1 Safety Code for Elevators and Escalators.

o National Elevator Industry standards.

• Coordinate with State Elevator Inspector for compliance certification.

C. Emergency Response

• Provide 24/7 emergency call back service for elevator entrapments or operational failures.

• Respond on-site within 2 hours for emergencies.

D. Minor Repairs

• Include minor repair parts and labor up to $250 per incident in the base contract cost.

• Provide written estimates for larger repairs requiring MSDH approval prior to work.

E. Reporting

• Provide written maintenance reports after each monthly visit detailing:

o Work performed o Observations or concerns o Recommendations for repairs or upgrades

• Provide annual summary reports for all eight elevators.

F. Safety and Compliance

• Ensure all services adhere to OSHA safety regulations.

• Follow all MSDH campus safety and security protocols. MSDH Independent ContractorAgreement Revised April 2024

4. Coordination Requirements

• All work must be scheduled with MSDH Facilities Management to minimize service interruptions.

• Notify Facilities Management at least 48 hours prior to planned maintenance or inspections.

• Technicians must be accompanied by a qualified staff member at all times while in the Thompson Laboratory

4.2. Deliverables

A. Monthly maintenance and service reports.

B. Annual inspection and load test certifications.

C. Emergency service response documentation.

D. Annual maintenance summary report.

The Mississippi State Department of Health (MSDH) is responsible for maintaining safe, reliable, and code-compliant operations of all elevators within its facilities to support daily departmental functions and public services. The Central Campus, located at 570 East Woodrow Wilson Avenue in Jackson, Mississippi, includes eight (8) passenger elevators and one (1) service elevator servicing multiple buildings.

Regular maintenance and inspections of these elevators are critical to ensure:

• Compliance with ASME A17.1 Safety Code for Elevators and Escalators, State of Mississippi regulations, and ADA requirements.

• Safe transportation of MSDH staff, visitors, and program participants.

• Reduction of operational downtime and costly emergency repairs through preventative maintenance.

• Timely identification and correction of equipment deficiencies. Annual Elevator Maintenance Services Provide comprehensive preventative maintenance, inspections, testing, minor repairs, and reporting services for nine (9) elevators at the MSDH Central Campus.

5. Bid Submission Requirements

1. Bidder Representative - Name* *Response required

2. Bidder Representative - Title* *Response required

3. Bidder Representative - Complete Mailing Address* *Response required

4. Bidder Representative - Telephone Number* *Response required

5. Bidder Representative - Email Address* *Response required

6. MAGIC Vendor ID Number* Enter your MAGIC Vendor Number here. This is a ten (10) digit number that begins with 310. This information must be submitted accurately.

Please see below for additional guidance:

• If you ARE registered with the MAGIC eProcurement system and do not know your MAGIC Vendor number, you may contact the MAGIC helpdesk by calling (601) 359-1343 or by emailing mash@dfa.gov for assistance. Webpage Call Center. (Do NOT create a new vendor number)

• If you are NOT registered, please visit the registration page here: MAGIC eProcurement system. If you require assistance, you may access the Call Center page for both a phone number and email as well as business hours for assistance.

Maximum response length: 10 characters *Response required

7. Paymode* Is Offeror currently registered with PayMode?

☐ Yes ☐ No

*Response required

8. Authorized Business in Mississippi* Is Offeror in compliance with Mississippi Code Annotated § 79-4-15.01 regarding authorization to transact business in Mississippi?

☐ Yes ☐ No

*Response required mailto:mash@dfa.gov https://www.dfa.ms.gov/mmrs-call-center https://www.dfa.ms.gov/vendors https://www.dfa.ms.gov/mmrs-call-center

9. Release of the Bid as Public Record* Bidders shall acknowledge which of the following statements is applicable regarding release of its bid document as a public record. A bidder may be deemed non-responsive if the bidder 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, bidder has submitted a second copy of the bid document in which all information bidder deems to be confidential commercial and financial information and/or trade secrets is redacted in black. Bidder acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the PPRB OPSCR Rules and Regulations if MSDH 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. Bidder acknowledges and agrees that MSDH may release the redacted copy of the bid document at any time as a public record without further notice to bidder. A bidder who selects this option but fails to submit a redacted copy of its bid may be deemed non-responsive.

☐ Bidder hereby certifies that the complete unredacted copy of its bid may be released as a public record by MSDH at any time without notice to bidder. Bidder 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). The bid contains no information bidder 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.

A bidder who selects this option but submits a redacted copy of its bid may be deemed nonresponsive.

*Response required

10. Confirmation of Non-Collusion* Offeror hereby certifies that the fees submitted in response to this 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 certifies that the price submitted was independently arrived at without collusion.

☐ Please confirm

*Response required

11. Contingent Arrangements* Offeror hereby certifies that they _____ retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract.

☐ have ☐ have not *Response required

12. Upload current State of Mississippi Elevator Contractor License* *Response required

13. Employ certified elevator technicians trained on equipment comparable to MSDH units* ☐ Yes

☐ No

*Response required

14. Upload liability insurance * *Response required

15. Maintain current technician certifications required by the State of Mississippi.* *Response required

16. Additional Information For any additional information requested or required by any of your previously provided answers or as stated within this IFB please upload the additional documentation here.

This includes but is not limited to a redacted copy (if applicable) of the Offeror's submittal in which all information deemed to be confidential commercial and financial and/or trade secrets is redacted in black.

17. IFB Confirmation* Offeror confirms and acknowledges that they have read this IFB in its entirety and fully understands all requirements. Submitting party further confirms that they are authorized on behalf of the vendor to submit such a bid.

☐ Please confirm

*Response required

6. Bid Form

ELEVATOR MAINTENANCE PRICING TABLE

The yearly price is 12 Months of the 60 Months that are totaled in the table. For assistance in pricing, please refer to the scope of services.

Line Item Building Name / Area Quantity Unit of

Measure Unit Cost Total

1 Osborne Building Passenger Elevator #1 (4 Floors)

60 Per Month

2 Osborne Building Passenger Elevator #2 (4 Floors)

60 Per Month

3 Parking Garage Passenger Elevator #1 (6 Floors)

60 Per Month

4 Parking Garage Passenger Elevator #2 (6 Floors)

60 Per Month

5 Underwood Building Passenger Elevator #1 (1 Floor)

60 Per Month

6 Underwood Building Passenger Elevator #2 (1 Floor)

60 Per Month

7 Thompson Lab Passenger Elevator #1 (4 Floors) Thompson Lab

60 Per Month

8 Thompson Lab Passenger Elevator #2 (4 Floors )Thompson Lab

60 Per Month

9 Thompson Lab Service Elevator #1 (5 Floors)

60 Per Month

TOTAL

7. Contract for Professional Services

MISSISSIPPI STATE

DEPARTMENT OF HEALTH

CONTRACT FOR PROFESSIONAL SERVICES

1. Parties

This contractual agreement (hereinafter “Contract” or “Agreement”) is entered into by and between the Mississippi State Department of Health (hereinafter “MSDH” or “Agency”) and ____________ (hereinafter “Contractor”), or otherwise collectively herein referenced as “Parties.”

2. Period of Performance This contract will become effective for the period beginning upon execution and ending on September 30, 2031, upon the approval and signature of the parties hereto, unless this Agreement is terminated pursuant to applicable termination provisions contained herein. The contract maybe renewed at the discretion of MSDH for one-year periods at the same prices, terms, and conditions contained herein, which may be subject to Public Procurement Review Board (PPRB) approval. The cumulative term of this contract shall not exceed the period of five (5) years to include the initial contract term and any renewal periods.

3. Scope of Services Contractor shall undertake and complete the scope of work as described in Attachment A to this Agreement, which, along with the Contractor’s submission, is hereby attached and incorporated herein by reference, Scope of Services.

4. Compensation As full and complete compensation for the services satisfactorily provided herein, MSDH shall pay the Contractor in accordance with state law a total amount not to exceed $__________ for the term of this Agreement.

5. Billing and Supporting Documentation The Agency shall pay the Contractor upon completion and acceptance of performance under this Agreement. Contractor shall submit to MSDH monthly, or as otherwise required by MSDH, itemized invoices detailing the work provided. To support costs represented on each invoice, Contractor shall also submit sufficient and/or required documentation to justify the amounts invoiced. Billing will be reviewed by MSDH prior to processing payment to Contractor. Contractor shall submit the final invoice, along with appropriate documentation to the Agency for payment of services performed under this contract twenty (20) days before expiration date.

Invoices shall be sent to:

Mississippi Department of Health,

6. Applicable Law The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of Mississippi.

7. Approval It is understood that if this contract requires approval by the Public Procurement Review Board (“PPRB”) and/or the Department of Finance and Administration Office of Personal Service Contract Review (“OPSCR”), and this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

8. Attorney's Fees and Expenses In the event Contractor defaults on any obligations under this Agreement, Contractor shall pay to MSDH all costs and expenses, without limitation, incurred by MSDH in enforcing this Agreement or reasonably related to enforcing this Agreement. This includes but is not limited to investigative fees, court costs, and attorneys’ fees. Under no circumstances shall MSDH be obligated to pay attorneys’ fees or legal costs to Contractor.

9. Authority to Contract Contractor warrants: (1) that it is a validly organized business with valid authority to enter into this agreement; (2) that it is qualified to do business and in good standing in the State of Mississippi;

(3) that entry into and performance under this agreement is not restricted or prohibited by any loan, security, financing, contractual, or other agreement of any kind; and, (4) notwithstanding any other provision of this agreement to the contrary, that there are no existing legal proceedings or prospective legal proceedings, either voluntary or otherwise, which may adversely affect its ability to perform its obligations under this agreement.

10. Availability of Funds It is expressly understood and agreed that the obligation of MSDH to proceed under this agreement is conditioned upon the appropriation of funds by the Mississippi State Legislature and the receipt of the appropriated funds. If the funds anticipated for the continuing time fulfillment of the agreement are, at any time, not forthcoming or insufficient, regardless of the source of funding, MSDH shall have the right upon ten (10) business days written notice to Contractor, to terminate this agreement without damage, penalty, cost or expense to the MSDH of any kind whatsoever. The effective date of termination shall be as specified in the notice of termination.

11. Compliance with Equal Opportunity in Employment Policy Contractor understands that the MSDH is an equal opportunity employer and therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, genetic information, or any other consideration made unlawful by federal, state, or local laws. All such discrimination is unlawful, and Contractor agrees during the term of the agreement that Contractor will strictly adhere to this policy in its employment practices and provision of services.

12. Compliance with Laws Contractor shall comply with, and all activities under this agreement shall be subject to, all applicable federal, state, and local laws and regulations, as now existing and as may be amended or modified.

13. Confidentiality MSDH is a public agency of the State of Mississippi and is subject to the Mississippi Public Records Act of 1983 (the “Act”). Mississippi Code Annotated §§ 25-61-1, et seq. If a public records request is made for any information provided to MSDH by Contractor, MSDH shall follow the provisions of the Act as well as (where applicable) Mississippi Code Annotated §79-23-1 before disclosing such information. This is unless Contractor has previously indicated the information requested is not a trade secret or confidential commercial or financial information or otherwise not exempt from the Mississippi Public Records Act. The MSDH shall not be liable to the Contractor for disclosure of information required by court order or required by law.

14. Contract Assignment and Subcontracting Contractor acknowledges that it was selected by MSDH to perform the services required hereunder based, in part, upon Contractor’s special skills and expertise. Contractor shall not assign, subcontract, or otherwise transfer this agreement, in whole or in part, without the prior written consent of MSDH, which may, in its sole discretion, approve or deny without reason. Any attempted assignment or transfer of Contractor’s obligations hereunder without consent of the MSDH shall be null and void. Approval of a subcontract by the MSDH shall not be deemed to be approval of the incurrence of any additional obligation of the MSDH. Subcontracts shall be subject to the terms and conditions of this agreement and to any conditions of approval that MSDH may deem necessary. Subject to the foregoing, this agreement shall be binding upon the respective successors and assigns of the parties.

15. Contractor Personnel The MSDH shall, throughout the life of the contract, have the right of reasonable rejection and approval of staff or subcontractors assigned to the work by Contractor. If the MSDH reasonably rejects staff or subcontractors, Contractor shall provide replacement staff or subcontractors satisfactory to the MSDH in a timely manner and at no additional cost to the MSDH.

The day-to-day supervision and control of Contractor’s employees and subcontractors is the sole responsibility of Contractor.

16. Copyrights Contractor agrees that the rights and title to any copyrightable material first produced under this agreement belongs to MSDH. Contractor hereby grants to MSDH a royalty-free, nonexclusive, irrevocable license to reproduce, translate, publish, use and dispose of, and to authorize others to do so, all copyrighted or copyrightable work which is incorporated in the material furnished under the agreement regardless of whether it was first produced under this agreement.

This grant is provided that such license shall be only to the extent Contractor now has, or prior to the completion of full final settlements of agreement may acquire, the right to grant such license without becoming liable to pay compensation to others.

17. Disclosure of Confidential Information Required by Law In the event that either party to this Agreement receives notice that a third-party has served upon it a subpoena or other validly issued administrative or judicial process ordering divulgence of the…