RFP 26-49 MM Roberts Stadium Light Pole Coating Project

THIS IS NOT
AN ORDER
REQUEST FOR BIDS/PROPOSALS COVERSHEET
THE UNIVERSITY OF SOUTHERN MISSISSIPPI
Procurement and Contract Services
118 College Drive #5003, Hattiesburg, Mississippi 39406-0001
Date: June 25, 2026
Name: ____________________________________
RFP No. 26-49
Company: _________________________________
THE UNIVERSITY OF SOUTHERN MISSISSIPPI is considering
Address: __________________________________ purchasing the following item(s). We ask that you submit your bid
and retain one copy for your files. Right is reserved to accept or
reject any part of your bid. Your quotation will be given
City/State/Zip: ______________________________ consideration if received at the USM Physical Plant on or before:
2:00 p.m. CST
TERMS - Bidder should state terms of sale. Our terms are 2% ten days, net 45 days.
July 28, 2026
These terms will apply per Mississippi law.
AWARDING CONTRACT - Cash terms will not be used as a basis for awarding
Buyer: Deidre Edwards
contracts; however, the University will accept cash discounts when earned.
ITEM QUANTITY UNIT PRICE TOTAL NET PRICE
DESCRIPTION
RFP 26-49
M.M. Roberts Stadium Light Poles Coating
Project
PROPOSAL MUST BE RETURNED TO THE UNIVERSITY IN
ACCORDANCE WITH THE SPECIFICATIONS. RFP NUMBER AND
DATE OF BID OPENING MUST BE SHOWN ON THE OUTSIDE OF
THE ENVELOPE IF USING THAT METHOD.
We quote you as above-F.O.B. The University of Southern Mississippi. Shipment can be made in days from receipt of
order. DATE ______________ TERMS _____________________________________________
Return quotation to Procurement Services at above address.
Signature Required
__________________________________________
AA/EOE/ADAI

The University of Southern Mississippi
Request for Proposals # 26-49
M.M. Roberts Stadium Light Poles Coating Project
1. Introduction
The University of Southern Mississippi is seeking comprehensive, lump-sum bids from qualified
Coating Contractors. The scope of work encompasses surface preparation, priming, and top
coating of four (4) light poles and four (4) light cages (APPENDIX A) located on the East and
West sides of M.M. Roberts Stadium. The light poles range from 150' to 165' high, with a base
diameter of 3'-6". The Contractor must verify heights and field conditions before submitting a
bid. Failure to verify field conditions does not relieve the Contractor of the obligation to fulfil all
specification requirements at the original bid price.
2. Qualified Contractor
The qualified Contractor is one that has performed commercial painting and coating projects
for at least ten (10) years and has built scaffolding, rigging, and harness systems for heights
exceeding 100' in compliance with OSHA Standard 29 CFR 1926 for not less than ten (10) years.
The Contractor or Contractor's onsite superintendent shall be certified in OSHA Standard 29
CFR 1926. Pursuant to Miss. Code Ann. Sections 31-3-1, 31-3-15, and 31-3-21, no public
contract exceeding $50,000.00 may be awarded to a contractor who does not possess a current
Certificate of Responsibility Number issued by the Mississippi State Board of Public Contractors,
or a similar certificate issued by a similar board of another state that recognizes certificates
issued by said board.
3. Scope of Work
The contractor shall furnish all necessary labor, materials, equipment, and on-site supervision
to complete the following tasks:
Access & Rigging
* Manlift Services: Provide and operate the necessary manlift and or scaffolding to access
stadium light poles
* Scaffolding: Erect and dismantle scaffolding and guardrail system as necessary to access
poles and complete finish system.
o Contractor responsible for verifying all requirements of OSHA Standard 29 CFR
1926 for Scaffolding and Harness System.
* Access: Contractor will have Campus access during normal working hours of 8:00 a.m. -
5:00 p.m. Monday - Friday. If after-hours or weekend access is required, the Contractor
must request access 72 hours in advance of work scheduled.
Safety & Site Prep
* Set up all required equipment within the designated lay down and work area
* Barricade the work zones utilizing scaffolding/fencing and red barricade tape to prevent

unauthorized access.
* Owner is not responsible for any tools, equipment, or property left overnight or
unattended.
Surface Preparation
* Solvent clean the entire surface area of each pole before any abrasive/tool surface
preparation. Prep surface in accordance with ASTM D6386. Poles must be free of dirt
and oils before receiving 1st prime coat.
* Power tool clean all rust spots, feathering the edges approximately 5" in width around
rusted areas to ensure a smooth transition.
* Feathered areas must be primed with Macropoxy 646 Fast Cure Epoxy to all exposed,
bare metal. Prime to 5 mils.
* Temperature during application must not exceed 100F, 50% RH.
Coating Application
* Primer: Apply a base coat of Macropoxy 920 to the entire area of the poles according to
the manufacturer's instructions.
* Topcoat: Apply Acrolon 218 HS Aluminum topcoat over the entire surface area of the
poles.
4. Contractor Responsibilities & Deliverables
The successful bidder must include the following in their lump-sum pricing:
* All specialized coatings, thinners, and consumable materials.
* All labor and on-site project management.
* A portable toilet/bathroom facility for the duration of the project.
* A forklift and a designated, certified forklift driver to assist with material handling and
site logistics.
* Contractor MUST clean and maintain a neat work area daily. Owner is not responsible
for any equipment or tools left at the site.
* Dispose of all paint, primer, mastics, mineral spirits, and reducers according to the
manufacturer's instructions.
* Do not pour any paint, primer, mastics, mineral spirits, or reducers down Southern Miss
storm drains, interior drains, or manholes.
5. General Requirements
* Compliance: all work, rigging, and scaffolding must strictly comply with OSHA
regulations and OSHA Scaffold Requirements.
* Product Data: Coating applications must follow manufacturer specifications for
Macropoxy 646, Macropoxy 920, and Acrolon 218 HS.
* Site Restoration: The contractor is responsible for daily site cleanup, proper disposal of
hazardous waste (if generated), and removing all scaffolding, barricades, and temporary
facilities upon project completion.

6. Substitutions
The Owner must give express written approval of all substitutions. The Owner has the right to
refuse work performed with alternate or unapproved materials.
7. Proposal Submission Requirements
All bids shall be submitted in a sealed, opaque envelope. Bids shall include the following:
* Proposal Form (APPENDIX B)
* A copy of the resume and three (3) references stating the Contractor's experience in
similar projects
* For non-resident Contractors only, a copy of the contractor's resident state's statute(s)
pertaining to such state's treatment of non-resident contractors
* Contractor's statement of deviations and/or exceptions to the bid specifications, if any
* Contractors are required to provide bid security in the form of a Bid Bond in a sum of no
less than 5 percent of the Bid Amount
* Other documentation or submittals required by the bid specifications
The following information should be clearly visible on the outside of the bid envelope:
* Contractor's name and address (as it appears on the Proposal Form),
* Bid name and Number
* Bid opening date
* Contractor's Certificate of Responsibility Number
Contractors must adhere to all the instructions and conditions contained in this solicitation.
Failure to do so may result in rejection of the Contractor's bid.
6. Pre-Proposal Meeting
The pre-proposal meeting will be held on Tuesday, July 7, at 10 AM CST, at M.M. Roberts
Stadium. The pre-proposal meeting is not mandatory but strongly encouraged. Failure to attend
the pre-proposal meeting will not excuse any contractor from completing the work as specified
to the Owner's satisfaction.
7. Warranty & Guarantee
Contractor to provide a two (2) year workmanship and labor warranty.
8. Method of Payment & Invoicing
The University of Southern Mississippi will issue a purchase order for the full bid award. After all
work is complete to the Owner's satisfaction, the Contractor will submit an invoice for payment
along with all warranty information. Physical Plant staff will perform an inspection and provide
a punch list of items for Contractor completion or correction.
NOTE: USM is an entity of the state of Mississippi and therefore operates under the Net 45

payment terms.
9. Point of Contact
For questions, contact the Buyer listed on the Bid Coversheet at:
bids@usm.edu
10. Submission Instructions to Bidders
One (1) signed original, two (2) copies, and one (1) portable virus/malware-free electronic
version (USB jump drive) of the sealed bid response (if an electronic copy is not included, USM
reserves the right to request an electronic copy of the exact bid response prior to review of the
bid), subject to the conditions made a part hereof, will be received by 2:00 PM CDT on Tuesday,
July 28, 2026 to the USM Physical Plant, as indicated in the General Terms, Conditions, and
Instructions to Bidders described herein. It is the responsibility of the respondent to ensure that
the proposal package arrives to the Physical Plant
Each bid must be submitted in a sealed envelope bearing on the outside the name "RFP # 26-49
M.M. Roberts Stadium Light Poles Coating Project, the name of the Vendor, and the opening
date specified on the cover sheet.
For regular mail:
The University of Southern Mississippi
Attn: Lena Franklin, Associate Director of Capital Projects
118 College Drive, Box 5058
Hattiesburg, MS 39406
RFP 26-49
For FedEx, UPS, or other express couriers:
The University of Southern Mississippi
Attn: Lena Franklin, Associate Director of Capital Projects
2609 W. 4th Street
Hattiesburg, MS 39401
RFP 26-49
Hand-carried responses should be brought to:
The University of Southern Mississippi
Attn: Lena Franklin, Associate Director of Capital Projects
USM Physical Plant

Hattiesburg, MS 39406
RFP 26-49
As an alternative to traditional sealed proposals in envelopes, the University of Southern
Mississippi is capable of receiving electronic bid responses. While this option is available, it is
not required, and we ask that all potential respondents keep in mind that with any electronic
system, there could be delays or glitches with the submission process; therefore, the University
highly encourages traditional sealed responses, which are either mailed or submitted in person.
Additionally, the University will not be responsible for issues with attempted submissions of bids
using the electronic method.
Should a vendor choose to submit their response electronically, please follow the instructions
below using the following website:
https://www.ms.gov/dfa/contract_bid_search/Home/Sell.
On this site you will find helpful links to procurement opportunities, as well as a link to supplier
registration. If not already registered in this system, potential bidders will first need to click on
'Supplier Registration' and follow the steps outlined (a one-time process). Once registered,
suppliers can return to the original website and click on 'Procurement Opportunities' where they
can either search by keyword for the bid they desire to respond to or leave the search box blank
and click 'Search' for a listing of all current bids and proposals for the various State of Mississippi
offices.
Please note that emailed bids will not be accepted.
Any bid may be withdrawn prior to the scheduled time for the opening of bids or authorized
postponement thereof. Any bid received after the time and date specified will not be
considered.
The University of Southern Mississippi reserves the right to accept or reject any or all proposals
and to waive any formalities.
Vendors are responsible for examining all specifications, terms, conditions, and instructions of
this request. Failure to do so will be at the Vendor's risk.
In order to ensure all interested bidders receive any addenda that may be issued, proposers
must email their intent to propose using the Intent to Bid link on the USM Bid Listing under BID
26-29 prior to the deadline to submit:
https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php
11. USM General Terms, Conditions, and Instructions for Bids/Proposals

1.) Failure to examine any drawings, specifications, and instructions will be at bidder's risk.
2.) Samples of items when called for must be furnished free of expense and if not
destroyed in testing, will, upon request, be returned at the bidder's expense. Request
for the return of samples must be made within ten (10) days following opening bids.
Each individual sample must be labeled with bidder's name and manufacturer's brand
name and number.
3.) As a public entity of the state, we use sealed bidding to ensure "fair and open
competition" to ensure no one in the buying organization can influence the bidding
process or steer the selection of a particular company by sharing competitive bid
information during the solicitation process. Generally, all bids must remain sealed until
they are opened publicly at the time stated in the notice-advance disclosure of the
terms of a bid may be cause for rejection of said bid. Bidders should never send
advanced copies of a sealed bid via email or screenshots of electronic bids. Bidders
must submit sealed bids to be opened at the time and place stated in the solicitation for
the public opening of bids and must not be revealed to the buyer before that time. Bids
must be signed and sealed with bidder's name and address on the outside of the
envelope, and the date and time of the bid opening and the bid file number shown in
the lower-left corner of the packages, envelopes, express mailing labels, boxes, etc.
4.) In order for your bid to be considered, it must be received and time stamped in our
office by 2:00 P.M. of the bid opening date. It is the responsibility of the vendor to
ensure their bid is received within the appointed time. If your bid package is not
received at the USM Physical Plant by 2:00 P.M. of the bid opening date, it will not be
considered.
If you are delivering your bid, you need to hand carry the bid package to:
The University of Southern Mississippi
Attn: Lena Franklin, Associate Director of Capital Projects
USM Physical Plant
Hattiesburg, MS 39406
RFP 26-49
If you are mailing your bid package via U.S. Postal Service, mail to:
The University of Southern Mississippi
Attn: Lena Franklin, Associate Director of Capital Projects
118 College Drive, Box 5058
Hattiesburg, MS 39406
RFP 26-49
If you are express mailing your bid package via Federal Express or UPS, or any other

delivery service which requires the use of a physical address, deliver to:
The University of Southern Mississippi
Attn: Lena Franklin, Associate Director of Capital Projects
2609 W. 4th Street
Hattiesburg, MS 39401
RFP 26-49
5.) Bids or proposals shall not be modified, corrected, altered, or amended after the
specified closing time and the opening of such bids, unless otherwise noted in the
request for bids or proposals.
6.) The University of Southern Mississippi reserves the right to reject any and all bids, to
waive any informality in bids, and unless otherwise specified by the bidders, to accept
any items on the bid. If the bidder fails to state the time within which bids must be
accepted, it is understood and agreed that The University of Southern Mississippi shall
have 60 days to accept. The University of Southern Mississippi reserves the right to
make an award to this bid on an all or none basis, or on a line by line basis, whichever
serves the best interest of The University of Southern Mississippi.
7.) Contracts and purchases will be made or entered into with the lowest, responsible
bidder meeting specifications.
8.) A written purchase order or contract award mailed or otherwise furnished to the
successful bidder within the time of acceptance specified in the Invitation for Bid results
in a binding contract without further action by either party. The contract shall not be
assignable by the vendor in whole or in part without the written consent of The
University of Southern Mississippi.
9.) Bid files may be examined during normal working hours by bid participants. Non-
participants will be prohibited from obtaining any information relative to the bid until
the official award has been made.
10.) If purchase orders or contracts are canceled because of the awarded vendor's failure to
perform or request for price increase, that vendor shall be removed from our bidders'
list for a period of 24 months.
11.) No addendum will be issued within a period of two (2) working days prior to the time
and date set for the bid opening. Should it become necessary to issue an addendum
within the two-day period prior to the bid opening, the bid date will be reset giving
bidders ample time to answer the addendum.
12.) Alternate bids, unless specifically requested or allowed, will not be considered.

13.) Bid openings will be conducted open to the public. However, they will serve only to
open the bids. No discussion will be entered into with any vendor as to the quality or
provisions of the specifications, and no award will be made either stated or implied at
the bid opening. After the close of the bid opening meeting, the bids will be considered
to be in the evaluation process and will not be available for review by bidders. Proposal
openings are not required to be open to the public; however, the resulting award is
open for public inspection.
14.) Prices quoted shall be firm for the term of the contract or for the stated time of
acceptance.
15.) The bidder understands that The University of Southern Mississippi 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, or any other such discrimination; and the bidder, by signing this bid, agrees
during the term of agreement that the bidder will strictly adhere to this policy in its
employment practices and provision of products or services.
16.) Bidders must upon request of The University of Southern Mississippi furnish satisfactory
evidence of their ability to furnish products or services in accordance with the terms and
conditions of these specifications. The University of Southern Mississippi reserves the
right to make the final determination as to the bidder's ability.
17.) Questions or problems arising from bid procedures should be directed to the Buyer
listed on the solicitation at:
bids@usm.edu
18.) All items must equal or exceed the specifications listed. The absence of detail
specifications or the omission of detail description shall be recognized as meaning that
only the best commercial practices are to prevail and that only first quality materials
and workmanship are to be used.
19.) It is the intent of the specifications to obtain a product that will adequately meet the
needs of the user while promoting the greatest extent of competition that is practicable.
It is the responsibility of the prospective bidder to review the entire Invitation to Bid
packet and to notify The University of Southern Mississippi if the Specifications,
Instructions, General, or Special Conditions are formulated in a manner which would
unnecessarily restrict competition.
20.) It shall be incumbent upon the bidders to understand the specifications. Any requests
for clarifications shall be in writing and shall be submitted to our Procurement Services
office at least five (5) days prior to the time and date set for the bid opening, unless
otherwise noted in the bid or proposal specifications.

21.) The minimum specifications are used to set a standard and in no case are used with the
intention to discriminate against any manufacturer. Bidders should note the name and
the manufacturer and model number of the product they propose to furnish and submit
descriptive literature.
22.) Trade names, brand names, and/or manufacturer's information used in these
specifications are for the purpose of establishing quality, unless otherwise noted. Bids
on products of other qualified manufacturers are acceptable, provided they are
demonstrated as equal to those specified in construction, design and suitability. Each
bidder shall submit with his bid a complete brochure with pictures on each item and
shall point out specifically any deviations from the specified items. Failure to do so may
disqualify any bid. Please bid as specified or an approved equal.
23.) A copy of the manufacturer's standard guarantee/warranty shall accompany and
become a part of this bid.
24.) There are no federal or state laws that prohibit bidders from submitting a bid lower than
a price or bid given to the U.S. Government. Bidders may bid lower than U.S.
Government contract price without any liability as The University of Southern
Mississippi is exempt from the provisions of the Robinson-Patman Act and other related
laws. In addition, the U.S. Government has no provisions in any of its purchasing
arrangements with bidders whereby a lower price to The University of Southern
Mississippi must automatically be given to the U.S. Government.
25.) All invoices, unless noted otherwise, are to be billed to:
The University of Southern Mississippi
Accounts Payable
118 College Drive #5104
Hattiesburg, MS 39406-0001
26.) All equipment bid shall be of current production and of the latest design and
construction.
27.) Where all, or part(s), of the bid is requested on a unit price basis, both the unit prices
and the extension of the unit prices constitute a basis of determining the lowest
responsible and responsive bidder. In cases of error in the extension of price, the unit
price will govern.
28.) All bidders/respondents are on notice that USM is a public agency of the State of
Mississippi and is subject to the Mississippi Public Records Act, Miss. Code Ann. 25-6-
1, et seq. If a public records request is made for any information provided to the USM
pursuant to this solicitation, USM shall promptly notify the Disclosing Party of such