MVSU ELEVATOR MAINTENANCE PROPOSAL 26A.pdf

Billy D. Scott Purchasing Agent bscott@mvsu.edu CTWILIAMS@MVSU.EDU

NOTE: If you cannot quote on the exact material shown, please indicate any exceptions, giving brand names and complete specifications on any alternate. Mississippi Valley State University reserves the rights to accept any alternate of equal or greater quality or performance. We also reserve the rights to waiver any irregularities that may appear in the Bids/Proposals specifications.

If checked, Mississippi Valley State University reserves the rights for an additional 60 days to purchase and additional 20% of this bid/proposal at the same cost.

We quote you as above F.O.B – Mississippi Valley State University. Shipment can be made within days from receipt of the order.

Request for Proposals Mississippi Valley State University

THIS IS

NOT AN

ORDER

MVSU #7244 / 14000 Hwy 82-W Itta Bena MS 38941-1400

Web Address: www.mvsu.edu/purchasing/ Phone No: (662) 254-3319 Fax (662) 254-3314 Proposal Title: Date: 3/18/2026

Elevator Maintenance Contract Proposals No. VSRP# 1001052 Requesting Department: Number of Pages 10

Michael Switzer Vice President Facilities Management Change Order:

Term – End of Month Mississippi Valley State University is considering the purchase of the following item (s). We ask that you submit your Bids/Proposals in three copies. Rights are reserved to accept, or reject any and all parts of your bid/proposals. Your bid/proposals will be given consideration if received in this Office on or before the date and time below.

Bids/Proposals – Do not include State or Federal Taxes in your bids/proposals. The University is exempted from these taxes. All order will be placed with successful bidder by Official Purchase Order.

This bid/proposal will be awarded on a line by line basis

This bid/proposal will be awarded on a all or none basis

However, the University reserves the rights to award any and all bids/proposals in the best interest of the University.

Email: bscott@mvsu.edu

ITEM QUANTITY DESCRIPTIONS UNIT PRICE TOTAL NET PRICE

Elevator Maintenance Contract

Please show Bid/Proposals No. on outside of Envelope

Company Quoting Terms:

Date:

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Official Signature:

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Bid/Proposal opening {Date and Time}

April 15th, 2026 @2:00pm Mississippi Valley State University

By: Billy Scott/Director of Purchasing mailto:bscott@mvsu.edu mailto:CTWILIAMS@MVSU.EDU http://www.mvsu.edu/purchasing/ mailto:bscott@mvsu.edu

MISSISSIPPI VALLEY STATE UNIVERSITY

Request for Proposals (RFP) Elevator Maintenance

Issue Date: March 18, 2026

Issuing Agency: Department of Facilities Management Mississippi Valley State University 14000 Highway 82 West Itta Bena, Mississippi

Proposals are to be received by Monday, April 15, 2026, before 2:00pm at the office of Procurement on the Mississippi Valley State University Campus.

Please refer back Three (3) to Five (5) prior to proposal opening date for any changes or addendums to the proposal on the MVSU Website: www.mvsu.edu/purchasing click current bids then stroll down to the proposal.

Equipment Description:

Eighteen (18) Passenger Elevators – Fifteen units currently operational

Direct all inquiries concerning this RFP to:

Michael Switzer, P.E.

MVSU Facilities Management michael.switzer@mvsu.edu

A pre-proposal conference will be held in the office of Facilities Management on April 1, 2026.

OVERVIEW:

1. The purpose of this agreement is to state and define the terms and conditions under which the Contractor shall provide full comprehensive preventive maintenance and repair services for the vertical transportation systems identified herein, and the terms and conditions under which the Purchaser shall compensate the Contractor for such services rendered.

2. Contractor expressly acknowledges that Purchaser is relying on Contractor’s professional expertise in performance of Services to achieve and maintain Agreement intent.

3. For clarification, elevators may be referred to as “units” or “equipment” in this Agreement.

DEFINITION OF TERMS:

1. The term “Purchaser” or “owner” shall refer to the person, organization, corporation or other entity representing building ownership and (“Mississippi Valley State University” or “MVSU”) the relative responsibilities under this agreement.

2. The term “Authority”, “Governing Authority”, “Authority Having Jurisdiction”, or references of similar import, shall mean the applicable government agency responsible for enforcement of vertical transportation safety Codes and applicable laws or their designated representative, private inspection agency, consultant or other licensed designee.

http://www.mvsu.edu/purchasing

3. The term “Contractor” shall refer to any persons, partners, firm, corporation or officer(s) of such companies having an agreement with the “Purchaser” to furnish qualified labor and materials for the execution of the services described herein.

4. The term “Consultant” shall refer to National Elevator Inspection Services, 10855 Metro

Court, Suite B, Maryland heights, MO 63043.

CONTRACTOR SERVICES:

Services shall include all labor, transportation, supplies, materials, parts, tools, scaffolding, machinery, weights, hoists, employee safety equipment, equipment, lubricants, supervision, applicable taxes, and all other work, equipment and materials expressly required under an agreement with MVSU, and the Contractor or services reasonably inferred from such an agreement.

Coordinate and follow the directives of Purchaser regarding scheduling Services and any deliveries or at times specified in the agreement between MVSU and Contractor.

Services shall be performed as follows:

In conformance with all provisions of this Agreement.

In conformance with all legal statutes and Code requirements.

In conformance with all applicable original equipment manufacturer’s specifications.

In conformance with Purchaser’s rules, policies, regulations, and requirements for work at the Property, as modified and supplemented during term of this Agreement.

In conformance with Purchaser’s requirements for cleanup using containers supplied by Contractor.

To Purchaser’s satisfaction.

By qualified, careful, and efficient employee(s) in conformity with best industry practices.

Diligently and in a first class, complete and workman-like manner, free of defect or deficiency.

In such manner as to minimize any annoyance, interference, or disruption to occupants of Property and their invitees.

Materials: The term “materials” shall include all tangible property, whether designated as materials, goods, parts, or otherwise. All such materials shall be:

New.

Best quality and suitable for their intended uses.

Obtained from or recommended by original manufacturer(s) of equipment for replacement or repair, including parts redesigned by and recommended as replacement parts by the original equipment manufacturer(s). Equivalent parts may be used if approved by the Purchaser in writing.

Parts requiring repair shall be rebuilt to “like new” condition.

All lubricants shall be suitable for the purpose intended and shall meet or exceed minimum requirements specified by original equipment manufacturer of equipment to which the lubricant is applied.

All materials delivered and stored on the Property intended to become part of the completed Services shall be passed to the Purchaser upon installation.

Provide metal cabinets of suitable size in machine rooms for storage of materials in as required. No open storage of materials shall be permitted. The contractor shall stock cabinets with adequate renewal parts and lubricants to maximize beneficial usage of equipment covered by this Agreement. Lubricants, cleaning fluids and all combustible liquids shall be stored in a metal cabinet in the machine room and shall be disposed of in accordance with Federal or local authority guidelines. A metal can with lid shall be provided in each machine room for temporary storage of oily rags.

Consideration shall be given to obsolescence of systems, materials or parts only when the original equipment manufacturer(s) and after-market elevator industry suppliers no longer manufacture or rebuild required parts or assemblies. Rebuilt parts and/or assemblies are acceptable when documentation is provided indicating parts and/or assembly meets all design requirements of the original part and/or assembly.

No parts or equipment required by Services may be removed from the Property without written approval of the Purchaser. This does not include renewal parts stocked on site by Contractor, which shall remain Contractor's sole property until installed on the equipment. Expeditiously replenish parts/materials as utilized.

Initiate, maintain, and supervise all safety precautions and programs in connection with Services and comply with all applicable safety laws. Take all reasonable precautions for safety of Purchaser, Purchaser’s tenants, Purchaser’s employees, Contractor’s employees, and other persons on or about Property.

Repair, to satisfaction of Purchaser, any damage to the Property and adjacent areas caused by performance of Services.

Additional services covered by this agreement, but at an additional price per occurrence:

Performance of routine preventive maintenance procedures and scheduled repairs of any unit designated by the Purchaser during other than the normal operation hours of the property.

Standby time requested for athletic events.

All work resulting in additional billing must be reviewed and approved by the Purchaser prior to commencing work.

CONTRACTOR’S EMPLOYEES:

This Agreement is not one of agency, partnership, master-servant, or joint employer, but one with Contractor engaged in the business of providing Services hereunder as an independent Contractor.

Contactor shall have sole responsibility for means, methods, techniques, procedures, and safety precautions in connection with performance of Services.

The contractor shall be responsible for the supervision and execution of Services by its employees. A partial onsite condition review shall be conducted by a designated Supervisor of the Contractor quarterly to ensure that all Services hereunder are properly performed. Contractor shall inform Purchaser of the name of its Supervisor responsible for execution of Services and Supervisor shall have the authority to act as Contractor’s agent. Supervisor shall notify Purchaser of site inspection and provide Purchaser with written summary of findings within ten (10) working days after completion of site review.

The contractor shall employ enough trained and capable employees to properly, adequately, safely, and promptly provide Services. All matters pertaining to employment, training, supervision, compensation, promotion, and discharge of Contractor’s employees are the responsibility of the Contractor, who is in all respects the employer and Purchaser shall have no liability with respect thereto.

All service personnel assigned to perform work on campus shall wear uniforms provided by the Contractor, which shall be identified with company colors and logos.

The contractor agrees each of its employees is properly qualified (possessing a mechanics card or CET certification) and will use reasonable care in the performance of their Services. If Purchaser, in Purchaser’s sole opinion, determines, for any reason, that the qualifications, actions or conduct of any particular Contractor employee has violated this Agreement by performing unsatisfactory Services, interfering with operation of Property, bothering or annoying any occupants, other Contractors or subcontractors then at Property, or that such actions or conduct is otherwise detrimental to Purchaser, then upon receipt of Purchaser’s written notice, Contactor shall immediately provide qualified replacement person(s).

The contractor shall not engage any subcontractors or other parties to perform Services unless first approved in writing by Purchaser. Purchaser’s acceptance of subcontractors or other parties shall not relieve, release, or affect any of Contractor’s duties, liabilities, or obligations hereunder, and Contractor shall always be and remain fully liable hereunder.

CONTRACTORS HOURS AND MANNER OF WORK:

Contractor shall provide the necessary manpower for any preventive maintenance task, repair, or test covered under this Agreement at no additional cost to the Purchaser.

Callback is defined as any request for service or assistance by Purchaser or Purchaser’s representative when any unit is not available for beneficial usage due to equipment shutdown or malfunction.

If a unit is shut down due to equipment failure for more than seventy-two (72) continuous hours, excluding scheduled equipment repairs that would under normal circumstances take longer than (72) hours to complete, maintenance billing for that unit shall be suspended until unit is restored to beneficial usage.

Removal of units from beneficial usage to facilitate Services shall be coordinated with and approved by the Purchaser unless removal is necessitated for emergency repair or adjustment. Purchaser agrees to permit Contractor to remove units from service for a reasonable time during hours to perform Services.

CONTRACTORS EXECUTION OF SERVICES:

Regularly and systematically examine, clean, lubricate, adjust, and as conditions warrant, repair, or replace all vertical transportation equipment covered under this Agreement. Consistently maintain machine rooms(s), wellway(s), hoistway(s), pit(s), car top(s) and equipment in or on these areas in a clean condition.

Check and adjust individual and/or elevator group operational system(s) at planned intervals to ensure all control circuits and time settings are properly adjusted to minimize system response time to registered car and hall calls and maximize car and/or group operational performance.

Lubricate equipment at intervals recommended by original equipment Manufacturer, or as dictated by equipment use or adverse environmental conditions.

Inform the office of Facilities Management when replacement lamps are required to maintain adequate lighting in elevator machine room, secondary sheave level(s), overhead sheave space(s), pit(s) buttons, and car interior lighting.

Repair damage to car and hoistway door finish when caused by improper adjustment or maintenance of associated door equipment.

When, as a result of examination or testing of the equipment, Contractor identifies corrective action is required, Contractor shall proceed expeditiously to make required repairs, replacements, and adjustments. If Contractor believes such work is not Contractor’s responsibility, a written report signed by Contractor shall be delivered to Purchaser for further action with exception of a safety or potential safety situation, in which case, Contractor shall expeditiously correct the problem.

Should, during examination or testing of equipment, the Contractor observes a condition that would compromise the safety of the riding public, the Contractor shall shut the equipment down and notify MVSU immediately of the unit number (if applicable), building, reason for shutting the equipment down, and plans for necessary repairs.

Services shall be all inclusive with following exclusions only:

Installation of new attachments or performance of newly mandated tests recommended or directed by inspecting entities; insurance companies; and federal, state, or municipal governmental authorities after this Agreement. In the event of new or retroactive requirements, required by such Authorities, Contractor shall provide written notice and proposal to Purchaser within twenty (20) working days of effective date.

Callbacks, repairs, modifications, adjustments, or replacements required due to negligence, vandalism, accident, or misuse of the equipment by anyone other than the Contractor, its employees, subcontractors, servants or agents, or other causes beyond the Contractor’s control except ordinary wear.

Repair or replacement of Property items, such as hoistway or machine room walls, floors, car interior finishes, car finish floor material, hoistway entrance frames, car and hoistway door panels, car and hoistway door sills, signal fixture faceplates, and fire alarm initiating devices.

Mainline and auxiliary disconnecting means, fuses, and electrical feeders to equipment control panel(s) in machine rooms.

Failure or fluctuations of property electric power, air conditioning or humidity control.

Ingress by water or other material into machine room, hoistway, car enclosure, or pit.

Purchaser loading unit in excess of its rated car capacity or load classification.

Shrinkage, settlement or movement of building.

Underground hydraulic piping and cylinders.

Above exclusions shall apply except to the extent that they arise out of or are caused by the negligence, breach of contract, or breach of statutory duty of the Contractor, his employees, agents, subcontractors, or others for whom he is responsible.

CONTRACTOR COMPLIANCE WITH LAWS:

Contractor agrees to comply with all existing laws, codes, rules and regulations set forth by appropriate authorities having jurisdiction in location where Services are performed. In the event of differing testing requirements between Agreement requirements and applicable statutes, regulations, codes or ordinances, the more stringent requirement shall prevail.

Schedule with the office of Facilities Management, coordinate and complete all required statutory and other equipment tests including, but not limited to:

• Annual no load slow speed test of car and/or counterweight safeties, governors, and buffers.

• Annual Traction Safety Test

• Annual no-load safety test on each traction or drum elevator

• Five Year Traction Safety Test

• CATV full-load safety test on each traction or drum elevator

• Annual Hydraulic Safety Test

EQUIPMENT COVERAGE:

The entire system, as described below, will be included for coverage under this Agreement. This coverage includes the applicable systems described below as well as all sub-assemblies and all sub-components that comprise these described systems:

Machine, including worms, gears, bearings, brake, linings, coil, contact, coupling and sheaves

Pump Unit, including tank, fluid, jack packing, exposed piping, motor, pump, and valve system

Selector, including motors, cams, switches, bearings, wiring, cable, tape, and driving mechanism

Controller and Dispatcher, including wiring, relays, capacitors, timers, resistors, computers, solid state components, circuit boards, rectifiers, transformers, load weighing and transducers

Hoist Motor and Generator, including windings, fields, stators, rotating elements, brushes, holders, bearings, commutators, and static drive

Hoist and Governor Ropes, including tension equalization, and re-socketing of drum hoist and counterweight ropes

Car and Counterweight Safety Mechanism, including governor

Hoistway Equipment, including switches, cams and sheaves

Car and Counterweight Guide Shoes, including gibs and rollers

Car and Counterweight Buffers, including switches, springs and oil

Car and Counterweight Guide Rails

Car, Shaftway, and Machine Room Wiring, including travelling cables

Car and Hall Signal Devices, including lamps and displays

Car and Hall Operating Devices, including buttons, lamps and switches

Hoistway Door Hardware, including hangers, interlocks, gibs and closers

Door Operator System, including motor, clutches, sheaves, belts, bearings, contacts, cams, gears, car door hangers, and door reversal devices

All Accessory Equipment except such items as are hereinafter excluded.

BASIC SERVICES

Scheduled Examinations The contractor will perform regular, MONTHLY examinations of the equipment. These examinations will also include lubrication, adjustment, and other services as specified within this Agreement. All documentation will be maintained per ASME/ANSI A17.1. The contractor will notify the owner (MVSU) of any concerns or needs identified during the monthly inspection.

Equipment Repairs or Replacement When conditions warrant, due to the wear and tear of normal usage, contractor will repair or replace the equipment covered by this Agreement.

Prompt Emergency Service Response Should trouble develop between regularly scheduled examinations, emergency service dispatchers shall be on duty 24 hours per day. Contractor will promptly dispatch a service technician upon notification of trouble and request for such service. The cost of emergency service rendered during overtime hours is not included. Should a passenger be trapped on an elevator, such a call will be given our highest priority for on-site service upon notification to us and request for such service.

ADDITIONAL SUPPORT SERVICES

Parts Inventory The contractor will maintain, on the job site or in service vehicles, a supply of commonly used replacement parts, lubricants, and wiping cloths for the performance of routine maintenance and parts replacement.

These materials and any enclosures provided for their storage will remain the property of the Contractor.

Replacement Parts Warehousing The contractor will maintain additional parts inventory within local warehouses. To ensure prompt service, emergency delivery of non-stocked parts will be available on an expedited express delivery basis.

Performance Evaluation For each unit, the contractor will conduct an initial evaluation of equipment performance characteristics.

Following this evaluation, the contractor will perform periodic adjustments, repairs or replacements required to maintain the performance characteristics of the system as determined by the initial evaluation.

Equipment Update Report To keep the owner (MVSU) informed of changes in Code requirements, reliability standards, and performance improvements, the Contractor will provide periodic reports outlining recommendations for Valley's equipment.

Insurance Coverage The selected contractor will provide proof of insurance and limits of liability as follows:

· Workers' Liability and Employer's Compensation: Equal to or in excess of limits of Workers' Compensation laws in all states and the District of Columbia.

· Comprehensive Liability: Up to Three Million Dollars ($3,000,000.00) general aggregate.

SPECIAL PROVISIONS

Annual Elevator Inspection:

The selected contractor shall address all items noted as deficiencies (covered under this contract) in the Annual Elevator Inspection report within 60 days of being presented with the deficiency list. If any deficiency requires more than 60 days to correct, a plan of action shall be presented to the owner for approval.

Emergency Service During Overtime Hours:

The cost of overtime emergency service is NOT included in this Agreement. All work after normal working hours will be billed per the rates quoted below:

Safety Tests Contractor will perform safety tests as noted above. These tests will be performed in accordance with ASME/ANSI A17.1 and local code requirements in effect at the time of this Agreement. Since these tests expose the equipment to strains well in excess of those experienced during normal operation, Contractor will not be responsible for any damage to the equipment or property arising out of the performance of these tests.

CAT1 safety tests will be performed on all hydraulic elevators

Labor Rates

• I. Time and Material Rates will apply for the following reasons: Emergency callbacks outside of normal working hours, Owner-requested stand-by, vandalism, acts of God (hurricanes, tornadoes, floods, etc.).

o 1. RT - defined as straight-time hours worked under 8 hours per day or 40 hours per week.

o 2. OT - defined as overtime hours worked over 8 hours per day or 40 hours per week.

o 3. HT - defined as hours worked on Sunday or observed Holiday

Regular Time Overtime Holiday Time

Apprentice/Helper

Mechanic

Adjuster

Team

Cleaning of Equipment The contractor will periodically clean the machinery and machine room area and maintain them in a presentable condition once every 6 months – during the first month of this executed contract and once during every 6 months thereafter. The equipment will be operated and maintained in compliance with applicable ASME, ANSI, NEPA, NFPA, and OSHA standards.

Building Units In Service Type Monthly Fee Current Fee

William Sutton Admin Building 3 3 Otis/Hydro New Science & Technology 2 2 TK/Hydro F.W. Math & Science 1 1 MCE/Hydro James H White Library 1 1 MSE/Hydro Business Education 2 1 TK/Hydro Magnolia Residence Hall 1 1 Otis/Hydro New Woman’s Dorm 2 1 Kone/Tract McTeer Residence Hall (New Men's) 2 1 Kone/Tract

Rice/Totton Stadium 1 1 Kone/Tract Edna Horton Residence Hall 2 2 MCE/Tract HPER Complex (New Gym) 1 1 MSE/Hydr College Hall Residence Hall (Rec Center) 1 1

TOTALS: 19 16

Individual Yearly Cost:

Fiscal Year Monthly Fee Yearly Fee 2026-2027 2027-2028 2028-2029 2029-2030 2030-2031

Price will increase or decrease as units are added or removed from service based on the monthly fees above.

Length of contract will be 3 years with options to renew years 4 and 5.

The Owner (MVSU) or contractor may discontinue this contract at any time by notification in writing with at least 60 days' notice.

The attached scoring matrix will be used to determine the successful vendor.

Submitted By:

Scoring Matrix:

Contractors

RFP

Requirements Met (Y / N)

Cost

(Max)

Technical Expertise / Experience

30 (Max)

References 20 (Max)

Staffing 20 (Max)

Total 100 Comments