Elevator Oil Remediation Program

ARKANSAS STATE UNIVERSITY
REQUEST FOR PROPOSAL
ELEVATOR OIL REMEDIATION PROGRAM
RFP #27-09
Notice is hereby given that Arkansas State University will accept proposals until 11:00 a.m., Central Time, on
October 30, 2026, for the Elevator Oil Remediation Program.
Submit proposals to:
Arkansas State University
Procurement Services
PO Box 1860
State University, AR 72467-1860
Or
Arkansas State University
Procurement Services
2713-A Pawnee Street
State University, AR 72467
Projected Timetable
Use the following as a working guide for planning purposes. Arkansas State University reserves
the right to adjust this timetable as required throughout the process.
ACTIVITY DATE
RFP Issued: September 28, 2026
Deadline for Questions on Proposal October 13, 2026
Responses to Questions posted on website October 16, 2026
Public opening of proposals October 30, 2026
11:00 A.M. CST
Completion of proposal review and contract selection November 2026
Intent to award letters emailed November 2026
Legislative Review and Approval December 2026
Contractor Commences Performance January 2027
Arkansas State University reserves the right to reject late proposals, any proposals, or waive any
irregularities or informalities during the Request for Proposal process. No proposal may be
withdrawn for a period of thirty (30) days after the closing date for submission.
General Terms and Conditions for RFPs are available here. Please review these terms before signing the
proposal page.

ADMINISTRATIVE OVERVIEW
Background
Arkansas State University enjoys a reputation as a national doctoral-granting institution of higher
education, as recognized by the Carnegie Foundation as a Research 2 institution. It is the only
comprehensive public university located in this region. Dedicated to teaching, research, and
service, the university provides students with a broad educational foundation that fosters critical
thinking, analytical skills, decision-making, and practical communication skills.
The Arkansas Legislature founded this institution in 1909 as a regional agricultural training school.
It began offering a two-year college program in 1918, and was then renamed "First District
Agricultural and Mechanical College" in 1925. A four-year degree program was initiated in 1930;
A&M College became "Arkansas State College" in 1933. The Arkansas Legislature elevated the
college to university status and renamed it Arkansas State University in 1967.
Master's degree programs were initiated in 1955, and A-State began offering its first doctoral
degree in educational leadership in the fall of 1992. Programs are available at the specialist,
master's, bachelor's, and associate degree levels through the various colleges: Agriculture, Neil
Griffin Business, Communications and Liberal Arts, Education and Behavioral Science,
Engineering and Computer Science, Nursing and Health Professions, Sciences and Mathematics,
and University College.
Arkansas State University's commitment to excellence in higher education is demonstrated by
its accreditation by the Higher Learning Commission of the North Central Association of
Colleges and Schools, as well as 18 specialized accrediting organizations.
Arkansas State is a member of the Arkansas State University System.
The Mission of Arkansas State University
Arkansas State University educates leaders, enhances intellectual growth, and enriches lives.

1.00 Introduction
Arkansas State University ("University") is issuing this Request for Proposal ("RFP") for Elevator Oil
Remediation. The University seeks a single qualified provider to furnish a complete, turnkey
continuous monitoring + remediation program for a firm term. The selected solution must deliver
real-time visibility, automated alerting, online varnish removal, and restoration of the additive
package to new-oil levels with zero elevator downtime and no oil changing/replacement.
To simplify the University's evaluation process, we have developed a standardized format that all
proposals must follow. Failure to adhere to this format or to omit any of the information that is
required will result in your firm's proposal being disqualified.
The contract will be awarded to the vendor, firm, contractor, offeror, or proposer ("vendor") who best
satisfies the University's needs at the optimum cost and service performance. Cost will not be the
sole criterion for determining the contract award. Vendors shall state the purchase price of each line
item in the Proposal Packet. The University shall issue a firm, fixed-price contract for the services
resulting from this RFP.
Arkansas State University is one of multiple components of the Arkansas State University System. If
another Arkansas State University campus wishes to use the selected provider's services and the
provider agrees, it may do so as outlined in this RFP. The data, specifications, and administrative
requirements outlined herein are intended to serve as a general guideline for each proposal. Each firm
is expected to submit a fully detailed proposal that clearly describes the advantages and benefits the
University would realize by accepting it.
INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT: In
In accordance with Arkansas Code 19-11-249, this proposal and resulting contract are
available to any college or university in Arkansas that wishes to utilize the services of the
selected proposer. If the proposer agrees, they may agree as provided in this RFP.
2.00 Issuing Officer and Contract Administrator
Lisa Glasco, CPCP, CPPB, CPPO, NIGP-CPP, APO - Director of Procurement Services
Phone: (870) 972-2028
Email: lglasco@astate.edu
Project Officer: Thom Person
Phone: 870-666-9305
Email: tperson@astate.edu
3.00 Anticipated Procurement Timetable
ACTIVITY DATE
RFP Issued: September 28, 2026
Deadline for Questions on Proposal October 13, 2026
Responses to Questions posted on website October 16, 2026
Public opening of proposals October 30, 2026
11:00 A.M. CST
Completion of proposal review and contract selection November 2026
Intent to award letters emailed November 2026

Legislative Review and Approval December 2026
Contractor Commences Performance January 2027
4.00 Submission of Proposals
No later than 11:00 a.m., provide one signed original (marked "original") in the response.
The bidder must also provide the bid response electronically on a flash drive (preferred).
We will not accept late bids under any circumstances. We will not consider bids
delivered by overnight carriers or other such methods. RFPs must arrive and be time-
stamped by our office at 2713-A Pawnee before the time and date specified on the
Request for Proposal sheet.
Arkansas State University
Procurement Services
PO Box 1860
State University, AR 72467-1860
Or
Arkansas State University
2713-A Pawnee Street
Jonesboro, AR 72401
5.00 Proposal Format
Each proposer must utilize the Proposal Packet to submit their proposal. The following items are
Proposal Submission Requirements and must be submitted as a hard copy and electronic copy in the
original Proposal Packet.
A. Original signed Proposal Signature Page. (See Proposal Packet.)
1. One (1) original hard copy and (1) electronic copy of the proposal response which includes:
a. A proposal response to the Information for Evaluation section included in the
Proposal Packet. The proposal response must be in English.
b. Official Solicitation Price Sheet.
6.00 Award and Term
The University reserves the right to reject any or all proposals, or any portion thereof, and re-
advertise if deemed necessary. Awards will be made to the proposer whose proposal conforms
to the RFP and, in the sole judgment of the University, will be the most advantageous to the
University. The committee may award the proposal to one or more vendors.
As a result of this RFP, the Department intends to award multiple contracts.
The required services are to commence in January 2027 and, unless terminated earlier, shall
continue in force for an initial period of five (5) years, with the option to extend for two one-
year extensions, in accordance with the original terms of the contract, by mutual written
agreement.

7.00 Rejection of Proposals
To simplify the University's task of evaluating all proposals, we have developed a format
that all proposals must follow. Failure to adhere to this format or omitting any of the
information that is required may result in your firm's proposal being disqualified.
8.00 Public Opening of Proposals
A public opening of all Technical/Business proposals will be held on October 30, 2026, at
11:00 A.M. CST at
Arkansas State University
Procurement Services
2713-A Pawnee Street
State University, AR 72467
NOTE: When circumstances warrant, and at the University's sole discretion, the University
may elect to conduct the proposal opening entirely via video conference. If the University
makes this election, the University shall post a link to the video conference on its website. If
the bid opening is conducted entirely via video conference, individuals may not attend in
person.
9.00 Contract Governance and Indemnification
The contract will incorporate the RFP's contents and any negotiated terms and conditions.
Vendors should note the following regarding the University's contracting authority and amend
their documents accordingly. Failure to conform to these standards will result in rejection of
the proposal.
This contract shall be governed by and construed in accordance with the laws of the state of
Arkansas. Arkansas State University is an agency of the state of Arkansas, and the state and
its agencies are protected from suit by sovereign immunity. Nothing in this contract is intended
to, nor shall it, waive this sovereign immunity. Any provision of this contract in conflict with
the laws of the state of Arkansas is null and void.
The Bidder shall indemnify and hold harmless the University, its officers, and its employees
from all claims, suits, actions, damages, and costs of every nature and description arising out of
or resulting from the contract or the provision of services thereunder.
The University will cooperate with the Bidder in the defense of any action or claim brought
against Bidder seeking damages or relief for any loss, expense, damage, liability, claim, or
demand, either at law or in equity, for actual or alleged injuries to persons or property arising
from any negligent act or omission by the University or its employees or agents in performance
of this contract. The University will also cooperate in good faith with the Bidder should the
Bidder present any claims of the aforementioned nature to the Arkansas State Claims
Commission and will make a reasonable effort to expedite any hearing or other action before
the Commission. However, the University reserves the right to assert, in good faith, any claims
and defenses available to it in any such proceedings before the Commission or any other
appropriate forum.
Additionally:
1. The State of Arkansas may not contract with another party to:

1. Indemnify and defend that party for any liability and damages. However, the University
may agree to hold the other party harmless from any loss or claim resulting directly
from and attributable to the University's use or possession of equipment or software
and reimburse the party for the loss caused solely by the University's use or possession.
2. Upon default, to pay all sums to become due under the contract.
3. Pay damages, legal expenses, or other costs and expenses of any party.
2. A party wishing to contract with Arkansas State University must:
1. Remove any language from its contract that grants remedies other than:
- The right to possession.
- The right to accrued payment.
2. Include in its contract language specifying that the laws of the State of Arkansas govern
the contract.
3. Acknowledge in writing that contracts with the University become effective when awarded.
10.00 Cost for Proposal Preparation
The University will not reimburse any proposer's costs incurred in the preparation and
submission of proposals.
11.00 Further Information
Proposers are cautioned that the University is not obligated to request or accept clarifications
after the opening date that are essential for a complete and thorough evaluation of the proposal.
However, if the University requests additional information, whether written or oral, the bidder
must provide it. Refusal to honor such requests may result in the proposal being rejected. The
University may award a contract based on initial submissions without any further discussion
of such proposals. Accordingly, each proposal should be submitted in the most favorable and
complete terms possible.
If the University so chooses, it shall have the right to enter into discussions or negotiations
with the qualifying vendor(s) to further define the contractual details. All such discussions
shall be conducted at the sole discretion of the University and may take place at any lawful
time of the University's choosing. The University shall determine the items to be discussed or
negotiated solely.
Suppose discussions or negotiations fail to result in a contract. In that case, the negotiation
process may be repeated until the University identifies a successful vendor and makes an
award, or until the University decides not to proceed with an award.
The University may elect to request the best and final offers. The University will conduct any
best and final offer request with the responsible vendors in accordance with A.C.A. 19-61-
506.

It shall be a breach of ethical standards for a person to be retained, or to retain a person, to
solicit or secure a state contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee, except for the retention of bona fide employees or
bona fide established commercial selling agencies maintained by the contractor for the purpose
of securing business.
12.00 Proprietary Information
Proposals and documents submitted in response to this RFP become the property of the
University and shall be open to public inspection following the proposal opening, except for
proprietary information exempt from disclosure by law. Proprietary information submitted in
response to this RFP must be separately packaged, sealed, and clearly labeled
"PROPRIETARY". Financial data, trade secrets, test data, and similar proprietary information
will, to the extent permitted by law, remain confidential, provided such material is clearly so
marked by the proposer before submission.
"Proprietary information or information which, if disclosed, would give advantage to
competitors or bidders ("Proprietary Information") submitted in response to this RFP will be
processed in accordance with applicable State of Arkansas procurement procedures.
Documents related to the RFP become the property of the State and shall be open to public
inspection after the proposal opening. The respondent is responsible for identifying all
proprietary information. The bidder should submit one complete electronic copy of the
proposal from which any Proprietary Information has been removed.
The redacted copy should retain the same pagination as the original, indicate the space where
information was redacted, and be submitted on a CD or flash drive, preferably in PDF
format. Except for the redacted information, the redacted copy must be identical to the
original hard copy. The respondent is responsible for ensuring the redacted copy on the flash
drive cannot be restored to include redacted data. The redacted copy will be open to public
inspection under the Freedom of Information Act (FOIA) without further notice to the
respondent. If the State does not receive a redacted copy, the entire proposal will be open to
public inspection. If the State of Arkansas deems redacted information to be subject to the
FOIA, the bidder will be contacted before sending out the information."
An authorized officer of the bidder must execute all proposals and must be held firm for
acceptance for a minimum period of 150 days after the opening date.
13.00 Examination of Records
The Bidder agrees that the University or its duly authorized representatives shall at any time
during the term of this contract have access to, and the right to audit and examine any pertinent
records of the Bidder related to this contract. The Bidder shall retain such records for a period
of no less than five (5) years from the date the records are made, unless the University
authorizes earlier disposition. The Bidder agrees to refund to the University any underpayments
or overcharges disclosed by audit or to take other acceptable corrective action.
14.00 Permits and Licenses. The Bidder will obtain and maintain at its expense, and in its
name, all necessary licenses and permits required to perform the services described herein.
15.00 Performance Standards
A. State law requires that specific contracts for services include Performance Standards for
measuring the overall quality of services provided. Performance Standards identify expected

deliverables, performance measures, or outcomes, and define the acceptable standards the
Bidder must meet to avoid assessment of damages.
B. The University and Bidder will negotiate Performance Standards before contract award, before
the commencement of services, or at times throughout the contract duration.
C. The University shall have the right to modify, add, or delete Performance Standards
throughout the term of the contract, should the University determine it is in its best interest to
do so. Any changes or additions to performance standards will be made in good faith, in
accordance with accepted industry standards, and may include input from bidders to establish
reasonably achievable standards.
D. All changes made to the Performance Standards shall become a binding part of the contract.
E. Performance Standards shall continue throughout the term of the contract.
F. Failure to meet the minimum Performance Standards as specified may result in the assessment
of damages, as defined and agreed upon in the Performance Standards.
G. In the event a Performance Standard is not met, the Bidder will have the opportunity to defend
or respond to the insufficiency. The University may waive damages if it determines there were
extenuating factors beyond the control of the Bidder that hindered the performance of services
or if it is in the best interest of the State to do so. In these instances, the University shall have
final determination of the performance acceptability.
H. Should any compensation be owed to the University as a result of the assessment of damages,
Bidder shall follow the agency's direction regarding the required compensation process.
16.00 Scope of Services
Arkansas State University operates 37 hydraulic elevators on the main campus in Jonesboro,
Arkansas. Combined system volume is approximately 5,180 gallons of ISO VG 32-46 anti-wear
hydraulic fluid.
The University seeks a single qualified provider to furnish a complete, turnkey continuous monitoring
+ remediation program for a firm term. The selected solution must deliver real-time visibility,
automated alerting, online varnish removal, and restoration of the additive package to new-oil levels
with zero elevator downtime and no oil changing/replacement.
The successful bidder shall provide the following as a single integrated program:
* Supply one permanent online fluid-condition sensor package and associated network IIoT
gateway for each of the 37 hydraulic elevators. The Contractor shall provide and install
sensors and gateways, except for electrical connection by AState personnel or another
contractor.
* . Continuously monitor fluid condition 24/7/365 and transmit data via a separate (not
university IT) network connection to a Contractor-hosted cloud platform. By "continuous," we
mean a sampling rate of less than 5 minutes; detail this in the proposal.
* Automatically generate and deliver SMS text/email alerts when fluid quality thresholds are
diminished.
* Perform on-line (kidney-loop style or filtration) varnish mitigation on any unit that is outside
defined varnish limits, utilizing equipment sized for use inside the occupied campus buildings
(elevator machine rooms) without significant disruption. Varnish mitigation solution must
include the micron level (size) of removal.
* Utilize a proven solubility additive that increases the solubility of the hydraulic fluid to
accelerate varnish removal.

* Perform lubricant re-additization / re-fortification to restore both phenolic antioxidants and
ZDDP/anti-wear additives to new-oil levels whenever depletion is detected.
* Monitor and evaluate oil for ISO Cleanliness and Viscosity periodically. This requirement
may be further defined as to the periodic schedule based upon experience with the Oil Health
program.
* Execute all remediation and refortification work with zero elevator downtime and without
requiring an oil change.
* Maintain the entire program for a fixed term, including all labor, materials, travel, sensors,
connectivity, and reporting. Term to be included in the proposal.
2. Technical & Performance Requirements
Continuous Sensing, Cellular Connectivity & Cloud Platform
* Contractor shall supply one complete online fluid-condition sensor package and networking
gateway (IIOT) for each of the 37 elevators.
* Sensors and gateways shall be furnished by the Contractor ready for installation.
* The sensor package shall not require any plumbing connection to existing piping. The sensor
shall be resident in the elevator hydraulic reservoir (dip-in / reservoir-mounted design only).
* The sensor package shall operate with only 12-24 VAC power (to be wired by others). No
University IT network access, firewall changes, or IT department involvement shall be
required.
* Data shall be transmitted exclusively via network connection to a Contractor-hosted cloud
platform.
* The system shall provide continuous measurement of:
- Varnish potential/insoluble color bodies correlating to ASTM D7843-25 (Membrane
Patch Colorimetry - MPC E).
- Remaining primary phenolic antioxidant content and ZDDP / anti-wear additive levels
correlating to ASTM D7590-22 (Linear Sweep Voltammetry / RULER methodology).
- Temperature and Moisture for reservoir oil.
* Automated SMS text messaging and email alerts shall be delivered to University-designated
personnel.
* Fully customizable data management, historical trending, and report generation shall be
available through a web-based portal accessible by University-designated personnel, 24/7.
Varnish Mitigation Equipment
* When sensor data indicates MPC-equivalent values 30 (or equivalent patch-plugging
condition), the Contractor shall perform on-line varnish mitigation using a kidney-loop or
filtration process that circulates and treats the existing system oil.
* The kidney-loop/filtration equipment shall be of such size and capability that it can be utilized
inside campus buildings without significant disruption to building operations or occupant
access.
* Equipment shall operate on standard 120 VAC single-phase power.

* The process shall remove both suspended and system-surface varnish without draining
elevator reservoirs, without requiring an oil change, and without taking any elevator out of
service.
* Varnish mitigation shall be considered complete only when the fluid returns to an MPC-
equivalent value 20.
* All mitigation work shall be completed within 90 days of the automated alert.
Solubility Additive Requirement
* A proven solubility additive that decreases the aniline point of the hydraulic fluid and assists
in rapid varnish removal can be utilized as part of the varnish mitigation service.
* Documentation of the additive's effectiveness in lowering aniline point and accelerating
varnish removal on ISO VG 32-46 hydraulic fluids shall be provided with the proposal.
Additive Refortification
* When phenolic antioxidant or ZDDP levels fall below 50 % of new-oil baseline (as measured
by methods aligned with ASTM D7590-22), the Contractor shall re-additize / re-fortify the
fluid to restore both the phenolic antioxidant package and the ZDDP/anti-wear package to
new-oil levels.
* All additives and labor required for refortification are included in the program price.
* Refortification shall be performed without elevator downtime and without requiring an oil
change.
Zero-Downtime & No Oil-Change Requirement
All sensing installation, varnish mitigation, and additive refortification activities shall be executed so
that no elevator is removed from service at any time and no oil change is required.
Service Level Agreement
* Corrective services (varnish mitigation or refortification) shall commence and be completed
within 90 calendar days of any automated alert.
* Contractor shall coordinate staging and provide all required pipe stingers (1-inch connections)
and related accessories for the kidney-loop equipment only.
17.00 Required Information
Please provide a general overview of your organization, including the following: the nature of
your ownership (i.e., privately or publicly held), the number of employees, and the year the
organization was founded.
1. Bidder shall demonstrate previously successful hydraulic elevator oil remediation
projects, with a portfolio of multiple elevators, similar to the university setting. Timing and
comparability will be a part of the proposal assessment and selection. Documentation of the
previous remediation(s) (university name, dates, scope, oil improvement, and confirmation of
no oil change) must be included with the proposal.