Boiler Maintenance Services IFB

Mississippi Department of Finance and Administration
OFFICE OF PROCUREMENT AND
CONTRACTS
INVITATION FOR BIDS
BOILER MAINTENANCE SERVICES
RFx #: 3160008010
April 14, 2026
Contact information for this invitation for bids:
Boiler Maintenance 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

SECTION 1. INTRODUCTION AND OVERVIEW ................................................................... 4
1.1 Purpose and Goals ......................................................................................................... 4
1.2 Bid Submission Requirements ...................................................................................... 4
1.2.1 Bid Submission Period ................................................................................................ 6
1.3 Important Dates ............................................................................................................. 7
1.4 Building Walkthrough Tour .......................................................................................... 7
1.5 Questions and Answers ................................................................................................. 7
1.6 Acknowledgment of Amendments ................................................................................ 8
1.7 Expenses Incurred in the Procurement Process ............................................................. 8
1.8 Right to Reject, Cancel and/or Issue Another IFB ........................................................ 8
1.9 Registration with Mississippi Secretary of State ........................................................... 8
1.10 Debarment ..................................................................................................................... 8
1.11 Right to Consider Historical Information ...................................................................... 8
1.12 State Approval ............................................................................................................... 8
1.13 Property Rights .............................................................................................................. 9
1.14 Contract Rights .............................................................................................................. 9
SECTION 2. PROCUREMENT METHODOLOGY ................................................................. 10
2.1 Restrictions on Communications with DFA Staff ....................................................... 10
2.2 Reconsideration of the Solicitation ............................................................................. 10
2.3 Acceptance of Bids ...................................................................................................... 10
2.4 Minor Informalities and Irregularities ......................................................................... 10
2.5 Disposition of Bid ....................................................................................................... 11
2.6 Modification or Withdrawal of a Bid .......................................................................... 11
2.7 Rejection of Bids ......................................................................................................... 11
2.8 Corrections and Clarifications ..................................................................................... 11
2.9 Bid Evaluation ............................................................................................................. 12
2.9.1 Responsive Vendor/Offeror ...................................................................................... 12
2.9.2 Nonconforming Terms and Conditions ..................................................................... 12
2.9.3 Conditioning Bid Upon Other Awards ...................................................................... 12
2.10 Right of Negotiation .................................................................................................... 12
2.11 Notice of Intent to Award ............................................................................................ 12
2.12 Notice of Contract Award ........................................................................................... 12
2.13 Request for Reconsideration of the Intent to Award ................................................... 13
Boiler Maintenance Services IFB - April 14, 2026 Page 2 of 25

SECTION 3. MINIMUM VENDOR QUALIFICATIONS ........................................................ 14
SECTION 4. SCOPE OF SERVICES ......................................................................................... 16
APPENDIX A - Bid Cover Sheet ................................................................................................. 19
APPENDIX B - Bid Form ............................................................................................................ 21
APPENDIX C - References .......................................................................................................... 23
APPENDIX D - Release of the Bid as Public Record .................................................................. 24
APPENDIX E - Draft Boiler Maintenance Services Contract ...................................................... 25
Boiler Maintenance Services IFB - April 14, 2026 Page 3 of 25

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 monthly boiler maintenance 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, boiler maintenance 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.
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
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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) - Failure to complete and/or sign may result in Offeror
being determined non-responsive. Unauthorized modification or addition to any portion
of IFB Appendix A may be cause for rejection of the bid.
b. Bid Form (Appendix B) - all pricing must be submitted on the bid form. Failure to
complete and/or sign the bid form may result in Offeror being determined non-responsive.
Modification or addition to any portion of IFB Appendix B may be cause for rejection of
the bid. Bids must be firm, flat dollar amounts, as percentage of other variable amounts
will not be accepted.
c. References (Appendix C) - each Offeror must furnish a listing of at least two (2) trade
references along with the contact person, address, and phone number for each. These
references must be familiar with the Offeror's abilities in the areas involved with this
solicitation. DFA Office of Procurement and Contracts (OPC) staff will use these
references to determine the Offeror's ability to perform the services. It is the responsibility
of the Offeror to ensure that the reference contact information is correct and current. OPC
staff will not track down references. Offerors should verify before submitting their bid
that the contact person and phone number are correct for each reference.
d. Release of the Bid as Public Record (Appendix D) - Failure to select an option and/or
sign may result in Offeror being determined non-responsive. Unauthorized modification
or addition to any portion of IFB Appendix D may be cause for rejection of the bid.
e. Minimum Vendor Requirements Confirmation - Respond by restating each minimum
vendor requirement and document how your company meets these minimum criteria.
Refer to IFB Section 3.
f. Acknowledgement of Amendments, if issued
Additionally, the Offeror shall provide the following:
a. One (1) electronic copy of the complete bid including all attachments in a searchable
Microsoft Office(R) format, preferably in Word(R) or Portable Document Format (PDF(R)).
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(R) format, preferably in Word(R) or PDF(R).
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.
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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.
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:
Boiler Maintenance Services IFB
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:
Boiler Maintenance Services IFB
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
Boiler Maintenance Services IFB
RFx # 3160008010
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), May 15, 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.
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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 solely to
mishandling by DFA after receipt at the specified address, the bid may be considered for award.
1.3 Important Dates
April 14, 2026 Invitation for Bids released
April 24, 2026 Optional Walkthrough Tour of Buildings
April 28, 2026 Deadline to submit questions by 2:00 PM CST
April 30, 2026 Responses to questions to be posted
May 15, 2026 Bids submission deadline by 2:00 PM CST
May 29, 2026 Notice of Intent to Award distributed
July 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, April 24, 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 boilers 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, April 28, 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 - Boiler Maintenance Services (RFX# 3160008010)". Questions must be received
no later than 2:00 PM CST, on April 28, 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 April 30, 2026. Questions received after April 28, 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
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announcements concerning this IFB.
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.
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.
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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 excuse the Offeror
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