9250-26-R-IFBD-00004

Mississippi State University's Office of Procurement Services is soliciting proposals for HVAC air filter replacement services across its main campus in Starkville, Mississippi under solicitation number 9250-26-R-IFBD-00004. The procurement encompasses quarterly replacement of heating, ventilation, and air conditioning filters across approximately 200+ campus buildings and facilities, requiring the selected vendor to provide labor, materials, equipment, and expertise. The scope of work includes removal and disposal of old filters, installation of replacement filters in various sizes and types (pleated filters, poly pad filters, and MV 14 bag filters with approximately 7,500 pleated filters, 600 poly pads, and 580 packets of MV 14 bag filters per quarter), maintenance of separate off-campus storage facilities, provision of dated receipts for each replacement, and submission of quarterly completion reports documenting filter changes at each location. All work will be subject to inspection and operational testing by MSU HVAC employees. The contract is structured as a two-step proposal process requiring separate sealed technical and cost proposals submitted electronically through Bully Buy or physically with one original and one electronic copy on a flash drive. Evaluation criteria include knowledge of MSU HVAC systems and filter locations (45 points), vendor experience and reputation (25 points), and fees (30 points). Questions must be submitted by May 27, 2026, with proposals due by June 16, 2026, at 2:00 PM and an estimated award date of July 1, 2026. The contract will be a three-year agreement beginning July 1, 2026, with termination provisions allowing MSU to end the contract with 30 days' notice for non-compliance or allowing the contractor to terminate with 120 days' notice.

The RFP does not specify any set-aside designations or restrictions on the types of organizations that may respond, nor does it identify any incumbent vendors or current contractors. No site visits or bidder's conferences are scheduled as part of the solicitation process. Vendors must submit a cover letter, corporate structure and credentials with three references, an operations plan, and a cost proposal with detailed pricing for each filter size and product category on the provided spreadsheet. The standard MSU service contract applies, and proposers should note that certain contract clauses cannot be modified. Proposal validity extends 180 days from the due date, and MSU reserves the right to conduct discussions with respondents, request best and final offers, award the contract in whole or in part, and reject all proposals. While no specific budget range or award value is explicitly stated in the solicitation documents, vendors should anticipate pricing for approximately 7,500 pleated filters, 600 poly pads, and 580 packets of MV 14 bag filters per quarter across a three-year contract period.