UPS and HVAC Preventive Maintenance Services

Location:	Mississippi
Posted:	Aug 13, 2026
Due:	Sep 21, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	1201-27-R-IFBD-00017
Publication URL:	To access bid details, please log in.

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Effective 09/06/2024

INVITATION FOR BIDS

The Mississippi Department of Education

Office of Technology and Strategic Services

RFx 3160008122

Submission Due Date: September 21, 2026

Page 1 of 28

Effective 09/06/2024

INVITATION FOR BID

RFx Bid Number: 3160008122

Dates of Advertisements:

1ST advertisement – Wednesday, August 13, 2026

2nd advertisement – Wednesday, August 20, 2026

Optional Site Walk Through:

Tuesday, September 8, 2026, 9:00 a.m. CST

Dates to Post Answers:

Friday, September 18, 2026

Term of Anticipated Contract: Tuesday, December 15, 2026

Bid Title:

UPS and HVAC Preventive Maintenance

Services

Program Office:

Office of Technology and Strategic Services

Deadline for Questions:

Monday, September 14, 2026

Bid Due Date and Time:

Monday, September 21, 2026, at 2:00 p.m.

CST

Contract Approval: SBE and PPRB, if applicable

Thursday, November 19, 2026, or TBD (SBE)

Wednesday, November 4, 2026, or TBD (PPRB)

You are invited to participate in this Invitation for Bid (IFB). Please submit your bid response, all required

forms and the vendor acceptance in conformance with the instructions specified herein. By submitting a bid

response, the bidder agrees and promises to provide and deliver to the State all products and services

contained in this IFB for which a contract is awarded by the State. The bidder shall fully perform the contract

in accordance with all specifications, terms and conditions, and requirements contained in the IFB.

By submitting a bid, the Bidder must provide the MS Secretary of State’s Certificate of Good

Standing as evidence and proof to certify that the Bidder is registered to do business in the State of

Mississippi as prescribed by Mississippi law. The name under which the bid is submitted must exactly match

the legal business name or registered fictitious name (DBA) as listed with the Mississippi Secretary of State’s

Office, including associated business details such as address and status.

Written acceptance of the bidder's bid response by the State, by issuance of a purchase order or contract,

constitutes a binding contract made with the bidder by and between the Mississippi State Department of

Education through the Procurement Director named above, and the bidder named below:

Bidder Company Name:

Street Address:

P.O. Box:

City

Toll Free Telephone:

Telephone:

Federal I.D. or Social Security No.:

Type or Print Name of Person Signing:

State:

E-Mail:

Title:

Zip Code:

Fax:

Authorized Signature:

Date:

Page 2 of 28

Effective 09/06/2024

The Mississippi Department of Education

Terms and Conditions

UPS and HVAC Preventive Maintenance Services

1. PREPARATION OF BID

The Invitation for Bid (IFB) may be submitted electronically or shipped to the Mississippi

Department of Education (MDE). The complete bid packet including all attachments shall

be submitted in a searchable Microsoft Office® format, preferably in Word® or

Portable Document Format (PDF) only. In person delivery of bids will not be accepted or

considered for an award.

Shipped to:

(USPS, UPS, Fed Ex)

ATTN: Monique Alexander

Director of Procurement

The Mississippi Department of Education

(UPS and HVAC Preventive Maintenance Services –

September 21, 2026)

359 North West Street

Jackson, MS 39201

(DO NOT OPEN)

All bids submitted shall be in compliance with all conditions stated herein. All bid prices and

notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out

and corrections printed in ink or typewritten adjacent and must be initialed, in ink, by the person

signing bid. The MDE will not be responsible for delivery delays of lost packets. All risk of late

arrivals due to unanticipated delays – whether delivered by shipping or electronic method – is

entirely on the bidder. Bids received after the time designated in the solicitation shall be considered

late and shall not be considered for award.

To submit bids electronically, bidders must be registered (Vendor Services) in the

MAGIC system as a State of MS Supplier, have a login, password, and supplier number and meet

all technical requirements to upload bid packet. Step-by-step instructions to register or assist with

completing the entire registration process: LOG800 Supplier Registration Course. Please

contact mash mash@dfa.ms.gov for help. Please visit and register at DFA: Mississippi Suppliers

(Vendors) (ms.gov). If assistance is required, contact MASH help desk at 601-359-1343 at least

72 hours in advance of the due date for submission.

2. Failure to examine any drawings, specifications, and instructions will be at bidder's risk.

3. Price each item separately.

4. Price options shall not be included or considered unless specified in the solicitation.

5. Available specifications shall be sufficient to make the terms binding.

6. Information must be furnished according to bid.

7. It is understood that reference to available specifications shall be sufficient to make the

terms of such specifications binding the bidder.

8. Time Performance. The number of calendar days in which delivery will be made after

receipt of order shall be indicated in the bid specifications.

Page 3 of 28

Effective 09/06/2024

9. The terms “Bidder” and “Contractor” are referenced throughout this IFB. References to the

“Bidder” are used in conjunction with the proposing organization and procurement process

leading up to the final IFB selection and award. The term “Contractor” denotes the role assumed,

post-award, by the winning Bidder. Additionally, the terms “State of Mississippi,” “State” or “the

MDE” may be used interchangeably throughout this IFB to denote the entity issuing the IFB and

requesting responses from Bidders throughout these specifications.

2. REQUEST FOR RECONSIDERATION

Any potential Bidder has an opportunity to request that the MDE reconsider the terms of the

solicitation. Any such request shall be filed with the MDE’s Office of Procurement, attention

Director and the Office of Personal Service Contract Review, attention Director within three

business days following the date of the public notice. It shall be the sole responsibility of

the requesting vendor to ensure the request is timely received by all required parties. Failure to

timely request reconsideration in compliance with this Section results in waiver of any claim

regarding the terms of the solicitation.

The request shall contain the following:

• requesting vendor’s name, a single contact person and all contact information for the

contact person

• the RFx number of the solicitation, and the date the IFB was issued

• the request shall identify which of these rules and regulations the requesting vendor

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

• exhibits shall not be included with the request. Rather, the requesting vendor shall clearly

identify the section(s) of the solicitation document at issue in its request

• the request shall not be supplemented

MDE Email Address: ProcurementQnR@mdek12.org

Subject Line: Reconsideration Letter; Solicitation RFx 3160008122 or UPS and HVAC

Preventive Maintenance Services

PPRB Email Address: Teselyn Funches teselyn.funches@dfa.ms.gov

Subject Line: Reconsideration Letter; Solicitation RFx 3160008122

2.1 Agency Decision on Request for Reconsideration

The MDE shall consider whether the solicitation document, as written, contains the violation

alleged by the requesting potential Bidder and issue a written response to the request. The Agency’s

discretion to make subjective decisions in response to a request for reconsideration is limited only

by the requirement that such discretion be supported by a legitimate business reason and exercised

in a manner that is fair to all potential bidders.

The MDE’s decision shall be issued in a sufficient amount of time for the requesting Bidder to

consider the MDE response in preparation of its bid, even if this requires the bid submission

deadline to be amended. If the MDE decision is issued less than 14 days prior to the bid submission

deadline, the MDE shall make a written determination that the amount of time allotted between

the issuance of the MDE decision and the bid submission deadline is reasonable under the

circumstances.

3. RESTRICTIONS ON COMMUNICATIONS WITH THE PROGRAM OFFICE

Page 4 of 28

Effective 09/06/2024

From the issue date of this solicitation until a Contractor is selected and the Contract is signed,

Bidders and/or their representatives are prohibited to communicate with the program office

staff regarding this procurement.

4. ORDER OF COMMUNICATIONS BY AMENDMENT

Any and all corrections and changes, clarifications, etc., communicated between the MDE and the

vendor shall be in writing. Vendor(s) shall assume all risks if acting otherwise. Questions and/or

correspondence relating to this bid must be emailed to the attention of the Office of Procurement

at ProcurementQnR@mdek12.org by Tuesday, September 22, 2026, at 2:00 p.m. (CST).

Responses will be posted to the MDE website at www.mdek12.org under the “Public Notice”

RFP/RFQ/RFA/Invitation to Bid section and will be available to the general public by Monday,

September 28, 2026. A copy of any corrections, changes, or clarification to the bid shall be

submitted electronically in MAGIC or via Mail (USPS, UPS, Fed Ex).

5. QUESTIONS AND ANSWERS

Questions must be submitted to ProcurementQnR@mdek12.org and must be received no later

than Tuesday, September 22, 2026, by 2:00 p.m. (CST), to ensure a response by the MDE.

Responses to questions will be posted to the MDE website at

https://mdek12.org/procurement/rfp/ under MDE Bid Announcements as an amendment to the

solicitation on Monday, September 28, 2026. Questions received after the deadline shall not

be considered. It is the Bidder’s sole responsibility to regularly monitor the website for

amendments and/or announcements concerning this solicitation.

6. ACKNOWLEDGMENT OF AMENDMENTS

The MDE reserves the right to amend this solicitation at any time. Should an amendment to the

solicitation be issued, it will be posted to the MDE website at https://www.mdek12.org/PN/RFP

under “Public Notice” RFP/RFQ/RFA/Invitation to Bid section. Bidders must acknowledge receipt

of any amendment to the solicitation by signing and returning the amendment acknowledgment

form. Please monitor the website for amendments to the solicitation. The MDE responses to

questions will be treated as amendments to the solicitation and will require

acknowledgment. It is the Bidder’s sole responsibility to monitor MDE website or emails for

amendments to this solicitation.

7. SUBMISSION OF BID

All bids shall be signed and sealed. An agent authorized to enter into an agreement must sign bid.

The bidder’s name and address must be listed on the outside of the envelope, along with the date

of the bid opening, and the RFx 3160008122. Bids, bid modifications, or corrections received after

2:00 p.m., on October 5, 2026 (CST) will not be accepted. The MDE will not be responsible

for delivery delays of lost packets. All risk of late arrivals due to unanticipated delays – whether

delivered by shipping or electronic method – is entirely on the bidder.

a. When submitting a bid electronically, the authorized signature may be typed or be an

electronic signature.

b. When submitting the response to the IFB electronically, all questions must be answered

within the IFB and a response must be submitted for all proposed items in bid.

8. MINOR INFORMALITIES AND IRREGULARITIES

Page 5 of 28

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Smart Number	1201-27-R-IFBD-00017	Advertised Date	08/13/2026 12:00 AM
RFx #	3160008122	Submission Date	09/21/2026 2:00 PM
RFx Status	Open	Major Procurement Category	PERSONNEL SERVICES NON-IT
RFx Opening Date	09/21/2026 2:00 PM	Sub Procurement Category	PERSONNEL SERVICE - NON-TECHNOLOGY
RFx Type	Invitation for Bid
Agency	MS DEPT OF EDUCATION
RFx Description	RFX Invitation for Bids UPS and HVAC Preventive Maintenance Services

PRODUCT CATEGORY	PRODUCT DESCRIPTION
93648	Serv GenEqMainIndus

Name	Princess Hayes	Email	PHAYES@MDEK12.ORG
Phone		Fax