Facilities Management

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Request for Proposals
THIS IS
Valley
Mississippi State University 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
Bids/Proposals - Do not include State or Federal Taxes
three copies. Rights are reserved to accept, or reject any and all parts
in your bids/proposals. The University is exempted
of your bid/proposals. Your bid/proposals will be given consideration
from these taxes. All order will be placed with
if received in this Office on or before the date and time below.
successful bidder by Official Purchase Order.
This bid/proposal will be awarded on a line by line
basis
Bid/Proposal opening {Date and Time}
This bid/proposal will be awarded on a all or none April 15th, 2026 @2:00pm
basis
Mississippi Valley State University
However, the University reserves the rights to award any and
all bids/proposals in the best interest of the University.
By: BiBlliyl lSy cDo.t tS/Dcoirtet ctPour rocfh Pausirncgh aAsginegn t
Email: bCbTssWccILooIAttMtt@@S@MmmVSvUv.sEsuDuU..e edduu
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.
ITEM QUANTITY DESCRIPTIONS UNIT PRICE TOTAL NET PRICE
Elevator Maintenance Contract
Please show Bid/Proposals No. on outside of Envelope
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.
Company Quoting
Terms:
Date:
Phone/Fax:
Official Signature:

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.

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.
Current
Building Units In Service Type Monthly Fee
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
2 1 Kone/Tract
Men's)
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
1 1
Center)
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:
Technical
RFP Cost
Expertise / References Staffing Total
Contractors Requirements 30 Comments
Experience 20 (Max) 20 (Max) 100
Met (Y / N) (Max)
30 (Max)
Scoring Matrix: