Project Information

Bid Title

Mobile Educational Aquifer Exhibit - RFX#3160007760.

Issuing Agency

Mississippi State University

Location

Mississippi

Published Date

Dec 1, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-14

Original Source

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Bid Documents

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Project Description

Submission Deadline Tue December 16th, 2025 at 2:00 pm

RFP 26-14

Mobile Educational Aquifer Exhibit - RFX#3160007760. Contact jmayfield@procurement.msstate.edu for Q&A's.

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Mississippi State University

Request for Proposals (RFP) 26-14

Mobile Educational Aquifer Exhibit

ISSUE DATE: November 13, 2025

ISSUING AGENCY: Office of Procurement and Contracts

Mississippi State University

610 McArthur Hall

245 Barr Avenue

Mississippi State, MS 39762

Sealed Proposals, subject to the conditions made a part hereof, will be received December 16,

2025, at 2:00 PM in the MSU Office of Procurement and Contracts, same address above,

for furnishing services and potentially, optional services as described herein.

IMPORTANT NOTE: Indicate firm name, and RFP number on the front of each sealed

proposal envelope or package.

All inquiries concerning this RFP should be directed at:

Jennifer Mayfield

Office of Procurement and Contracts, (Same address above)

jmayfield@procurement.msstate.edu

662-325-2550

Any addendum associated with this RFP will be posted at

http://www.procurement.msstate.edu/procurement/bids/index.php located under RFP 26-14. It

is the respondent’s responsibility to assure that all addenda have been reviewed and if

applicable, signed and returned.

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1. UNIVERSITY OVERVIEW

Mississippi State University (MSU) is a comprehensive land grant university of 21,500+

students and approximately 5,000 faculty and staff. The main campus is located adjacent to the

community of Starkville in northeast Mississippi, with a remote campus located in Meridian

with an enrollment of around 700 students. Additionally, the university operates several remote

agricultural experiment stations and has an Extension office located in each of the eighty-two

Mississippi counties.

Additional information about MSU can be found on our website www.msstate.edu.

2. INVITATION TO SUBMIT PROPOSAL ON RFP

MSU invites qualified respondents to submit proposals to design and manufacture a mobile

educational aquifer exhibit to be fitted on a cargo car hauler trailer that MSU already owns.

3. SCOPE OF SERVICES REQUIRED

Project Overview

Mississippi State University’s Mississippi Agricultural and Forestry Experiment Station

(MAFES) is seeking sealed bids for the fabrication, delivery, and installation of an interactive

mobile educational exhibit within a 24-foot EL8524TA3 cargo car hauler trailer owned by the

University.

The completed exhibit will illustrate the Mississippi Alluvial Aquifer, demonstrate

groundwater, and surface water interaction, and promote agricultural water conservation

practices through visually engaging and hands-on educational components. The exhibit will be

used at schools, fairs, and outreach events throughout Mississippi.

Scope of Work

The selected vendor shall provide all labor, materials, equipment, and expertise necessary to

design, construct, install, and test the exhibit.

The work shall include, but is not limited to:

Structural design and fabrication of all exhibit components.

Installation of educational models, digital displays, lighting, and interactive elements.

Integration of all electrical and mechanical systems.

Coordination with MAFES staff during the design and build process.

Delivery of a fully completed and functional exhibit, ready for travel and public display.

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Construction and Material Standards

Durability: All materials and construction methods shall ensure long-term durability, safety,

and functionality under frequent transport and repeated public use.

Materials: Use lightweight, moisture-resistant, and impact-tolerant materials such as aluminum

framing, marine-grade plywood, composite panels, or sealed MDF.

Finishes: Surfaces must be smooth, easy to clean, and finished with UV- and moisture-resistant

coatings or laminates.

Graphics: All exhibit graphics must be printed on high-quality laminated vinyl or direct-printed

aluminum/composite panels rated for long-term indoor/outdoor use.

Electrical Systems: Wiring and components must comply with National Electrical Code (NEC)

standards. The system should operate on 110V AC power with standard plug connections.

Lighting: Use LED fixtures for efficiency, low heat output, and consistent illumination.

Anchoring and Safety: All freestanding or movable elements shall be securely fastened to the

trailer structure to withstand vibration during transit.

Accessibility: Exhibit layout shall allow safe entry, exit, and circulation for both children and

adults, featuring nonslip flooring and adequate illumination.

Functional Requirements

The exhibit shall include the following key components:

Exhibit Area 1(Mississippi Alluvial Aquifer):

3D Aquifer Model: A clear, layered display showing surface topography, soil, and groundwater

layers. The model must incorporate a working pump and flow system to demonstrate rainfall,

infiltration, and irrigation effects.

Maps of the area of interest within the region, and where the Aquifer overlays

Sediment Layer Display: A tactile, interactive feature with at least five distinct soil/sediment

layers, each labeled with material type and educational information.

Exhibit Area 3 (Water Conservation)

Display: A physical model of a plant root system connected to functional moisture sensors with

a digital or LED readout that responds to simulated wet/dry soil conditions.

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Display of conservation practices that are being promoted for adoption

Exhibit Area 4 (Call to Action)

Interactive Touchscreen: A minimum 32-inch touchscreen monitor preloaded with videos,

images, and text modules provided or approved by MAFES.

Trailer Wrap: A full exterior vinyl wrap designed for outdoor exposure, featuring MAFES and

Mississippi State University branding and approved graphics.

Power System: The entire exhibit must operate on standard shore power and have optional

generator hookup capability.

Maintenance Access: Critical systems such as pumps, wiring, and sensors must be accessible

for maintenance and repair without major disassembly.

Deliverables

Upon completion, the vendor shall provide:

Fully completed exhibit, ready for public operation and travel.

Electrical and mechanical layout drawings.

Digital copies of all graphics and visual designs.

Operation and maintenance manuals.

One training session (in-person or virtual) for MAFES personnel covering safe operation, setup,

and care of the exhibit.

Review and Quality Assurance

The vendor must submit design drawings, 3D renderings, and material samples for approval

prior to fabrication.

Substitutions or material changes must be approved in writing by MAFES.

The final exhibit will undergo inspection and operational testing prior to final acceptance and

payment.

4. INQUIRIES ABOUT RFP

Prospective respondents may make written inquiries concerning this request for proposal to

obtain clarification of requirements. Questions should be submitted either via a Word

document or plainly typed in the email itself. Responses to these inquiries may be made by

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addendum to the Request for Proposal (RFP). Please send your inquiries to Jennifer Mayfield

via electronic mail at jmayfield@procurement.msstate.edu.

All inquiries should be marked “URGENT INQUIRY. MSU RFP 26-14”

5. ADMINISTRATIVE INFORMATION

a) Issuing Office

This RFP is issued by the following office:

Office of Procurement and Contracts

Mississippi State University

245 Barr Avenue, 610 McArthur Hall

Mississippi State, MS 39762

b) Schedule of Critical Dates

The following dates are for planning purposes only unless otherwise stated in this RFP

progress towards their completion is at the sole discretion of the university.

RFP Posted

November 13, 2025

Questions from Vendors Due

November 20, 2025

MSU Q&A Response Due

December 1, 2025

Proposal Submission Deadline – 2:00 p.m. December 16, 2025

Award Date (Estimated)

February 2, 2026

6. PROPOSAL CONTENTS

This is a two-step RFP process. The technical proposals and the cost proposals are to be

submitted in separate sealed envelopes. Indicate firm name, RFP# and word “Technical

Proposal” on the front of the sealed technical proposal envelope or package. Indicate the firm

name, RFP# and the word “Cost Proposal” on the front of the sealed proposal envelope or

package.

At a minimum, the following items should be included in the contents of the Technical

Proposal:

• Cover letter, indicating the scope of the proposal. The letter should include an overview

of the services being offered. The letter should include a statement of exceptions to any

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