IFB-3160007781-Security Alarm Services

INVITATION FOR BIDS

IFB RFx Number: 2025-REQ-031

Security/Alarm Services - Warren County Health Department

Issue Date: December 8, 2025

CLOSING TIME AND DATE

Bids must be received before:

5:00 pm CST, January 9, 2026

BID COORDINATOR

Patricia Youngblood

Telephone: (601) 576-7954

E-mail: procurement@msdh.ms.gov

GENERAL INSTRUCTIONS

Section 1 - Background, Authority, and Purpose

The Mississippi State Department of Health (hereinafter "Agency") has issued this solicitation to invite sealed bids from qualified providers for the installation, monitoring, and annual inspection of security alarm systems, including internet and cellular communicator services. The Agency seeks assistance in utilizing a central station monitoring service that complies with the standards set by the Electronic Security Association (ESA). The contractor will provide 24/7 monitoring of alarm systems across the entire facility by trained personnel. The goal of this project is to ensure a secure environment for its employees and stakeholders.

Section 2 - Timeline

Invitation for Bid Issue Date:	December 8, 2025
Reconsideration:	December 11, 2025, 3:00pm
Questions and Requests for Clarification to Agency Deadline:	December 15, 2025, 5:00pm
Anticipated Posting of Written Answers to Questions:	December 18, 2025, 2:00pm
Bid Package Submission Deadline:	January 9, 2026, 5:00pm
PPRB Submission Deadline:	February 4, 2026
Contract Tentative Start Date :	February 6, 2026

Section 3 - Solicitation Clauses

ACKNOWLEDGMENT OF AMENDMENTS :

Bidders shall acknowledge receipt of any amendment to the IFB, RFP, RFQ or RFA in writing. The acknowledgement shall be submitted acknowledging receipt of any amendment to the solicitation by signing and returning the amendment with the bid package, by identifying the amendment number and date in the space provided for this purpose on the bid form, or by letter.  The acknowledgment should be received by the agency by the time, date, and at the place specified for receipt of bids.  It is the bidder’s sole responsibility to monitor the websites for any updates or amendments to the IFB. Each bidder, offeror or applicant shall submit a written acknowledgement of every amendment to the Agency on or before the submission deadline.

APPLICABLE LAW :

The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of Mississippi.

APPROVAL :

The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of Mississippi.

APPROVAL :

It is understood that if this contract requires approval by the Public Procurement Review Board (“PPRB”) and/or the Department of Finance and Administration Office of Personal Service Contract Review (“OPSCR”), and this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

AVAILABILITY OF FUNDS :

It is expressly understood and agreed that the obligation of MSDH to proceed under this agreement is conditioned upon the appropriation of funds by the Mississippi State Legislature and the receipt the appropriated funds. If the funds anticipated for the continuing time fulfillment of the agreement are, at any time, not forthcoming or insufficient, regardless of the source of funding, [Agency] shall have the right upon 10 business days written notice to Contractor, to terminate this agreement without damage, penalty, cost or expense to the [Agency] of any kind whatsoever. The effective date of termination shall be as specified in the notice of termination.

CERTIFICATION OF INDEPENDENT PRICE DETERMINATION :

By submitting a bid, proposal or qualification, the bidder or offeror certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other bidder or offeror or competitor for the purpose of restricting competition.

COMPLIANCE WITH EQUAL OPPORTUNITY IN EMPLOYMENT POLICY :

Contractor understands that the MSDH 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, genetic information, or any other consideration made unlawful by federal, state, or local laws. All such discrimination is unlawful, and Contractor agrees during the term of the agreement that Contractor will strictly adhere to this policy in its employment practices and provision of services.

COMPLIANCE WITH LAWS :

Contractor shall comply with, and all activities under this agreement shall be subject to, all applicable federal, state, and local laws and regulations, as now existing and as may be amended or modified.

CONTRACT RIGHTS :

Contract rights do not vest in any party until a contract is legally executed. The MSDH is under no obligation to award a contract following issuance of this solicitation.

E-PAYMENT :

Bidder agrees to accept all payments in United States currency via the State of Mississippi’s electronic payment and remittance vehicle. The Agency agrees to make payment in accordance with Mississippi “Timely Payments for Purchases by Public Bodies” laws, which generally provide for payment of undisputed amounts by the Agency within 45 calendar days of receipt of invoice. Mississippi Code Annotated § 31-7-301, et seq.

E-VERIFICATION :

If applicable, Bidder represents and warrants that it will ensure its compliance with the Mississippi Employment Protection Act and will register and participate in the status verification system for all newly hired employees. Mississippi Code Annotated §§ 71-11-1 and 71-11-3. Contractor agrees to provide a copy of each verification upon request of the MSDH subject to approval by any agencies of the United States Government. Contractor further represents and warrants that any person assigned to perform services hereafter meets the employment eligibility requirements of all immigration laws.

The breach of this clause may subject Contractor to the following: (1) termination of this contract and exclusion pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations; (2) the loss of any license, permit, certification or other document granted to Contractor by an agency, department, or governmental entity for the right to do business in Mississippi; or (3) both. In the event of such termination, Contractor would also be liable for any additional costs incurred by the Agency due to Contract cancellation or loss of license or permit to do business in the state.

EXPENSES INCURRED IN THE PROCUREMENT PROCESS :

All parties participating in the procurement process with regard to this solicitation shall bear their own costs of participation, pursuant to Section 1.4.4 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations.

MINOR INFORMALITIES AND IRREGULARITIES :

The MSDH has the right to waive minor defects or variations of a bid, proposal, qualification or application from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance of the services being procured and if doing so does not create an unfair advantage for any bidder, offeror or applicant. If insufficient information is submitted by a bidder, offeror or applicant for the MSDH to properly evaluate the offer, the MSDH has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured and such a request does not create an unfair advantage for any bidder, offeror or applicant. (Information requested may include, for example, a copy of business or professional licenses, or a work schedule.)

OFFEROR’S OR CONTRACTOR’S REPRESENTATION REGARDING CONTINGENT FEES :

By responding to the solicitation, executing the contract the offeror or contractor represents that it has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract. If the offeror or contractor cannot make such a representation, a full and complete explanation shall be submitted in writing [with the offeror’s response, to the Agency prior to contract execution].

PAYMODE :

Payments by MSDH using the state’s accounting system shall be made and remittance information provided electronically as directed by the state and deposited into the bank account of Contractor’s choice. The MSDH may, at its sole discretion, require Contractor to electronically submit invoices and supporting documentation at any time during the term of this Agreement. Contractor understands and agrees that the Agency is exempt from the payment of Mississippi taxes. All payments shall be in United States currency.

PROCUREMENT REGULATIONS :

This solicitation or contract shall be governed by the applicable provisions of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations, a copy of which is available on the Mississippi Department of Finance and Administration’s website (www.dfa.ms.gov). Any [bidder, offeror] responding to a solicitation for personal and professional services and any contractor doing business with a state Agency is deemed to be on notice of all requirements therein.

PROPERTY RIGHTS :

Property rights do not inure to any Bidder or Offeror until such time as services have been provided under a legally executed contract. No party responding to this IFB, RFP or RFQ has a legitimate claim of entitlement to be awarded a contract or to the provision of work thereunder. The MSDH is under no obligation to award a contract and may terminate a legally executed contract at any time.

REPRESENTATION REGARDING GRATUITIES :

Offeror or Contractor represents that it has not, is not, and will not offer, give, or agree to give any employee or former employee of MSDH a gratuity or offer of employment in connection with any approval, disapproval, recommendation, development, or any other action or decision related to the solicitation and resulting contract. Offeror or Contractor further represents that no employee or former employee of MSDH has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or offer of employment for the reasons previously stated; any such action by an employee or former employee in the future, if any, will be rejected by offeror or contractor. Offeror or Contractor further represents that it is in compliance with the Mississippi Ethics in Government laws, codified at Mississippi Code Annotated §§ 25-4-101 through 25-4-121, and has not solicited any employee or former employee to act in violation of said law.

REQUIRED PUBLIC RECORDS AND TRANSPARENCY :

Upon execution of a contract, the provisions of the contract which contain the personal or professional services provided, the unit prices, the overall price to be paid, and the term of the contract shall not be deemed to be a trade secret or confidential commercial or financial information pursuant to Mississippi Code Annotated § 25- 61-9(7). The contract shall be posted publicly on www.transparency.ms.gov and shall be available for at the Agency for examination, inspection, or reproduction by the public. The bidder, offeror, applicant or contractor acknowledges and agrees that the MSDH and this contract are subject to the Mississippi Public Records Act of 1983 codified at Mississippi Code Annotated §§ 25-61-1, et seq. and its exceptions, Mississippi Code Annotated § 79-23-1, and the Mississippi Accountability and Transparency Act of 2008, codified at Mississippi Code Annotated §§ 27-104-151, et seq.

STOP WORK ORDER :

The MSDH may, by written order to Contractor at any time, require Contractor to stop all or any part of the work called for by this contract. This order shall be for a period of time specified by the MSDH. Upon receipt of such an order, Contractor shall forthwith comply with its terms and take all reasonable steps to minimize any further cost to the MSDH. Upon expiration of the stop work order, Contractor shall resume providing the services which were subject to the stop work order, unless the MSDH has terminated that part of the agreement or terminated the agreement in its entirety. The MSDH is not liable for payment for services which were not rendered due to the stop work order.

TERMINATION :

Termination for Convenience. The MSDH may, when the interests of the Agency so require, terminate this contract in whole or in part, for the convenience of the Agency. The MSDH shall give written notice of the termination to Contractor specifying the part of the contract terminated and when termination becomes effective. Contractor shall incur no further obligations in connection with the terminated work and on the date set in the notice of termination Contractor will stop work to the extent specified. Contractor shall complete the work not terminated by the notice of termination and may incur obligations as are necessary to do so. Termination for Default. If the MSDH gives the Contractor a notice that the personal or professional services are being provided in a manner that is deficient, the Contractor shall have 30 days to cure the deficiency. If the Contractor fails to cure the deficiency, the MSDH may terminate the contract for default and the Contractor will be liable for the additional cost to the MSDH to procure the personal and professional services from another source. Termination under this paragraph could result in Contractor being excluded from future contract awards pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations. Any termination wrongly labelled termination for default shall be deemed a termination for convenience.

Section 4 - Scope of Work

Scope of Services To Be Performed:

The Contractor shall perform monthly monitoring and annual inspections of security alarm systems, including internet and cellular communicators (the systems). The Contractor shall provide routine and emergency maintenance and repairs to the systems when requested by the MSDH (Warren County Health Department) in a reliable and timely manner, to ensure the proper functioning of the systems. Services that are asked for outside of all normal monthly and annual monitoring and inspections of the systems will be provided at the rates outlined in the Pricing Table and/or as negotiated at the time service is needed.

Normal work hours are Monday through Friday, 7:30 a.m. to 5:00 p.m. unless approved by the MSDH (Warren County Health Department) Project Manager or designee. Any work performed outside of the normal Agency business hours will require prior MSDH approval and payment to the MSDH for all expenses incurred by the MSDH may be required.

A. Monitoring Services

o Provide 24hours per day/7 days per week, and 365 days per year monitoring of alarm systems for the entire span of the facility by trained personnel.

o Provide monthly cellular monitoring.

o Utilize a central station monitoring service that meets the standards set forth by the Electronic Security Association (ESA).

o Provide immediate notification to local law enforcement in the event of an alarm trigger

B. System Design and Configuration

o Design an integrated security system that includes intrusion detection, access control, and alarm notifications.

o Ensure compatibility with existing MSDH systems and infrastructure.

o  Burglar alarm/ burglar alarm system - an alarm, alarm system or portion of such an alarm or system that meets ANSI/SIA CP-01 Standards and is intended to detect or warn of an intrusion or other emergency in a structure.

C. Installation Requirements

o Provide detailed plans and layout for installations across Warren County Health Department.

o Gain necessary permissions and comply with local building codes.

D. Customer Support

o Provide access to customer service representatives knowledgeable about the installed systems and capable of resolving issues efficiently.

o Conduct periodic reviews with MSDH management to ensure satisfaction with services rendered

E. Service Delivery

o All services must be scheduled with minimal disruption to MSDH operations.

o Communication regarding the progress of services and installations must be frequent and transparent.

F. Timelines

o Proposals must outline specific timelines for installation, testing, and activation of security and alarm systems.

o Installation and roll-out must be completed within the agreed-upon timeframe defined in the contract.

G. Preparedness

o Contractor shall provide all hand tools, power tools, power cords, scaffolding, lifts, ladders, temporary lighting, equipment and materials necessary to complete all work. This includes responding to service calls prepared to evaluate and to make repairs; having the necessary materials and supplies with the technician and having parts and equipment required to make repairs.

o Replacement Parts Requirements and Conditions:

• New and Unused: All alarm system components, accessories, and hardware shall be new, unused and free from defects. All components shall be in current production and shall be standard products of the manufacturer. Each component shall bear the make, model number, and UL label as applicable.

• Maintenance and Support

o Conduct regular maintenance and testing of all equipment, as per the manufacturer’s specifications during the facility regular business hours.

o Offer responsive support services for system issues, including a dedicated service line during business and off-hours.

o Provide training for MSDH staff on system usage and emergency protocols.

• Product Delivery

o All equipment must be the latest models compliant with the specifications outlined and be delivered to Warren County Department of Health’s designated facility.

o The Contractor shall be able to operate and maintain the systems and any applicable software.

o delivery must be coordinated with MSDH representatives to ensure all parties are present for installation and set-up.

Conclusion

The Mississippi Department of Health is committed to providing a secure environment for its employees and stakeholders. This scope of work serves as a comprehensive outline for the procurement of security and alarm services. Vendors are encouraged to submit proposals that meet all outlined specifications, service requirements, and delivery expectations to ensure the safety and security of MSDH facilities. Responses should demonstrate experience, knowledge, and capacity to fulfill the requirements outlined in this document. A work performance evaluation will be conducted periodically to ensure compliance with the Contract.

All fees and extra services should be included in the initial quote and contract (example-software upgrade, monitoring, cellular fee, service call fee, etc.)

Site Inspections:

It is incumbent upon all Bidders to examine the site and insure that they are aware of all conditions that may affect the services being requested. The MSDH (Warren County Health Department) will not be responsible for conclusions made by the Contractor. No claims for additional compensation will be considered on behalf of any Contractor, subcontractor, materials suppliers or others on account of that person’s failure to be fully informed of all requirements of all parts of this IFB. For a site inspection contact the Project Manager, Kimberly Carr, Kimberly.carr@msdh.ms.gov .

Subcontractors and Major Material Suppliers:

Contractor shall submit names of subcontractors and major material suppliers that they anticipate utilizing for any portion of the Work required within this Request For Quotes.

The County reserves the right to approve all subcontractors. If subcontractors are to be utilized, their names must be included within this Request For Quotes. The County may request references of the subcontractors prior to approval. Responsibility for the performance of the Contract remains with the main Contractor exclusively. After the commencement of the project, Sub-Contractors may be added or modified during the Contract period only with prior written permission from the County, and only for reasonable cause, as judged by the County. If any subcontractor or Major Material Supplier is found to be incompetent, careless, or neglectful, or unduly delays progress of work, they shall be dismissed. Another shall then be employed in its place, as approved the County.

Damage to Public or Private Property :

The Contractor is responsible for anything damaged due to the direct result of installation or construction. Remove all debris from site and dispose of appropriately at Contractor expense. If property (public or private) is damaged while Contractor is performing work specified or is removed for the convenience of the work, it shall be repaired or replaced at the expense of the Contractor in a manner acceptable to the MSDH (Warren County Health Department) prior to the final acceptance of the work. Contractor will be responsible for applying and securing any permits that may be required to complete such repairs.

Contractor must provide protection necessary to prevent damage to property being repaired or replaced.

If the work site has any pre-existing damage, the Contractor shall notify the MSDH (Warren County Health Department Project Manager in writing. Failure to do so shall obligate the Contractor to make repairs per the above section. Any damage to property (public or private) caused by the action of the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the MSDH (Warren County Health Department) . Failure to restore said property within five (5) working days following notification will result in a deduction from the final payment invoice. All damages which occur as a result of the Contractor's application of materials shall be remedied by the Contractor at no additional cost to the MSDH (Warren County Health Department). Repairs made as a result of damage must be guaranteed for a period of thirty (30) days. Should the replacement be damaged within the thirty (30) day period, the Contractor shall replace the materials continually until the area is re-established.

Should the MSDH (Warren County Health Department) have any expenses incurred due to the Contractor not restoring the property/damage within said time, any appropriate labor, material, and/or equipment use or rental to restore damaged property to its original condition will be deducted from the final Invoice prior to a payment being made

Contractor Responsibilities:

The Contractor shall:

• Assign a Contractor Account Representative to work directly with the Contracting Agency Representative.

• Ensure all Contractor personnel are well-groomed and in uniform or have visible identification at all times.  Uniforms and/or dress code shall be inclusive of, but not limited to, neat and clean company uniforms with visible company logo appropriately and easily identifiable.  Contractor identification badges as well as personal identification of the individual employee shall be worn and clearly visible while on state property. Contractor personnel may be required to provide photographic identification for inspection upon entering state facilities.

• All state facilities are non-smoking; the Contractor and its personnel must adhere to this requirement.  The use of tobacco products is prohibited, except within designated smoking areas.

• It is illegal to have in one’s possession any illegal drug or alcoholic beverage while on state property.

• The Contractor’s employees should refrain from using foul, abusive, or profane language on state property.

• The Contracting Agency reserves the right to inspect and search all Contractor personnel and/or vehicles anytime while on facility grounds.

• Contractors are required to sign-in and sign-out at most state facilities.  Security provisions for all state facilities must be strictly observed.

• Be responsible for all damages and shall be held responsible for replacing or repairing any damage due to negligence on the part of the Contractor or Contractor personnel to any person(s) and/or property. The Contractor shall replace and repair any damage to any building or property, including but not limited to the replacement of any cracked or broken concrete (sidewalks, curbs, etc.) caused by on-site activities. Contracting Agency may withhold payment or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or damage to property.

• Exercise precautions at all times for the protection of persons (including employees) and property. The Contractor shall make such investigations to enable them to fully understand the facilities, difficulties, and restrictions attending the execution of the work on-site. The project shall at all times be properly supervised and adequately manned by an experienced crew of appropriate size. All work shall be accomplished by skilled workers familiar with and trained to do this type of work. Workers shall be qualified to operate and/or use the equipment necessary to accomplish this work. The Contractor shall be responsible for the supervision and direction of the work performed by its personnel. The Contractor shall be responsible for instructing its personnel in all safety measures. All equipment used by the Contractor shall be maintained in safe operating condition at all times, and be free from defects or wear that may in any way constitute a hazard to any person or persons on state property. All incidents involving agency property or personnel shall be reported to the designated agency contact immediately upon occurrence.

• Abide by all State and/or agency policies, procedures, ordinances, and/or laws pertaining to the Contracting Agency’s operation at all times, including but not limited to the items listed above. Deviations from these policies by the Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

• Perform all services provided in the contract between the bidder/Vendor and the Contracting Agency in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agents.  The Contractor shall be responsible for the complete performance of all work; for the methods, means, and equipment used; and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith.  No statement within this IFB shall negate compliance with any applicable governing regulation.  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.

Contractors shall also:

• Administer and maintain all employment and payroll records, payroll processing, and payment of payroll checks and taxes, including the deductions required by state, federal, and local laws such as social security and withholding taxes for their business and employees;

• Make all unemployment compensation contributions as required by federal and state law(s) and process claims as required for their business and employees;

• Perform a background check and/or drug screening prior to placement if requested by the Contracting Agency and verify and/or provide the results; and,

• Replace immediately, at no additional expense to the Contracting Agency, any employee not performing satisfactorily.

Section 5 - Basis for Award

5.1	All bids will be reviewed first to determine whether a vendor is responsive, responsible, and/or acceptable.  Requirements are not assigned a point percentage and/or score, but are instead simply recorded as PASS or FAIL.  Bids with errors that do not alter the substance of the bid can be accepted, and the Agency Chief Procurement Officer may allow the bidder to correct the problem prior to review as long as the irregularities are insignificant mistakes that can be waived or corrected without prejudice to other bidders.
5.2	The agency has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of the services being procured. If insufficient information is submitted by a bidder with the bid for the agency to properly evaluate the bid, the agency has the right to require such additional information as it may deem necessary after the time set for receipt of bids, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured.
5.3	All bids which are determined to be responsive, responsible, and/or acceptable will continue on to the price bid or cost evaluation.  The lowest cost bid will receive the maximum 100 points allocated to cost.  The point allocations for cost on the other bids will be evaluated according to the following formula:  Price of the lowest responsive and responsible bid divided by the price of the responsive and responsible bid being rated times the maximum 100 points allocated for cost equal the awarded points.
5.4	The agency intends to award one contract to provide the services described in this IFB to the lowest responsible and responsive bidder.

Section 6 - Minimum Bidder Qualifications

The vendor must have:

Prior Experience:

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Contractor must have been in business and provided services similar in requirements and scale to those described in this IFB for a minimum of 3 years.

Required Certification, Accreditation, and/or Licenses:

Contractor shall provide notarized copies of all valid licenses and certificates required for performance of the work. The notarized copies shall be delivered to the agency no later than ten days after Contractor receives the Notice of Intent to Award from the agency. Current notarized copies of licenses and certificates shall be provided to the agency within twenty-four hours of demand at any time during the contract term. Contractor must possess and maintain the minimum vendor certifications, accreditations, and/or licensures described in this IFB, by way of illustration and not limitation, the following:

1. A professional license or certificate.

Financial Stability or Solvency:

Contractor must be financially stable or solvent, if required. Each vendor shall submit copies of the most recent years independently audited financial statements as well as financial statements for the preceding three years, if they exists.  The submission must include the audit opinion, the balance sheet, and statements of income, retained earnings, cash flows, and the notes to the financial statements.  If independently audited financial statements do not exist, Vendor must state the reason and, instead submit sufficient information to enable the Agency to access the financial stability or solvency of the vendor, such as financial statements, credit ratings, a line of credit, or other financial arrangements sufficient to enable the vendor to be capable of meeting the requirements of this IFB.

Ability to Perform:

The bidder may be required before the award of any contract to show to the complete satisfaction of the agency that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The bidder may also be required to give a past history and references in order to satisfy the agency in regard to the bidder’s qualifications. The agency may make reasonable investigations deemed necessary and proper to determine the ability of the bidder to perform the work, and the bidder shall furnish to the agency all information for this purpose that may be requested. The agency reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the agency that the bidder is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the bidder’s qualifications shall include:

1. the ability, capacity, skill, and financial resources to perform the work or provide the service required;

2. the ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference;

3. the character, integrity, reputation, judgment, experience, and efficiency of the bidder; and,

4. the quality of performance of previous contracts or services.

Section 7 - Duration

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on January 01, 2026 and to end on June 30, 2030.

Section 8 - Bid Submission Requirements

8.1 Submission Format:

Bid Cover Sheet - Attachment A*

Please download the below documents, complete, and upload.

• Attachment_A.docx

*Response required

MAGIC Vendor ID Number*

Please enter your MAGIC Vendor ID Number here.

https://sus.magic.ms.gov/sap/bc/webdynpro/sapsrm/wda_e_suco_sreg?sap-client=100

*Response required

Bidder Exceptions to This IFB*

Does the Bidder take any exceptions to this IFB?

Yes

No

*Response required

When equals "Yes"

IFB Exceptions - Attachment F*

Please download the below documents, complete, and upload.

• Attachment_F.docx

*Response required

Conflicts of Interest:

Other Current MSDH Contracts*

List all other current agreements/contracts with MSDH, including the dollar amount associated with the agreement/contract and the beginning and ending dates. If no other funds are received, please mark N/A.

Please provide each entry in the following format:

MSDH Program or Agreement/Contract Name #1

• Dollar Amount

• Contract Beginning Date

• Contract Ending Date

*Response required

Organization Governing Body*

Please list the name of each member of your organization’s Board of Directors or other governing body (i.e., trustee, alderman, partner, owner).

*Response required

Governing Body or Project Staff Affiliations*

Are any members of the governing body or project staff also MSDH employees, MSDH Board Members, or spouses, parents, or children of MSDH employees?

Yes

No

*Response required

When equals "Yes"

Governing Body or Staff Affiliations - Explanation*

You have indicated that one or more members of your governing body or project staff are also MSDH employees, MSDH Board Members, or spouses, parents, or children of MSDH employees.

Please provide the following for all such individuals:

• Name of Individual

• Indicate if individual is an MSDH Employee, MSDH Board Member, or relative type of MSDH employee.

• Applicable position held with MSDH

*Response required

When equals "Yes"

Income From Business

Does the MSDH Board Member, Employee, or Relative receive more than $2,500.00 per year in income from the business?

Yes

No

When equals "Yes"

Ownership Status - Percentage*

Does the MSDH Board Member, Employee, or Relative own ten (10%) percent or more of the fair market value in the business, either directly or indirectly through another business?

Yes

No

*Response required

When equals "Yes"

Ownership Status - Amount*

Does the MSDH Board Member, Employee, or Relative have ownership interest in the business, in which the fair market value exceeds $5,000.00?

Yes

No

*Response required

When equals "Yes"

Position Within Business*

Is the MSDH Board Member, Employee, or Relative a director, officer, or employee of the business?

Yes

No

*Response required

Conflict of Interest Certification*

I hereby certify that the information set forth above is true and complete to the best of my knowledge and that no MSDH employee, spouse, parent, or child of an MSDH employee, serves as a member of the governing body, project staff, or has an ownership or pecuniary interest in the agreement/contract or organization. I agree to notify MSDH within thirty (30) days if any of these conditions change during the agreement/contract.

Please confirm

*Response required

Additional Information:

Debarment, Suspension, and Eligibility*

The applicant certifies that they or any of its principals _____ presently debarred, suspended, proposed for debarment, or declared ineligible for award of federal or state contracts.

Select the answer which best fills in the blank for the applicant.

are

are not

*Response required

Charges From A Government Agency*

The applicant certifies that they or any of its principals _____ presently indicted for, or otherwise criminally or civilly charged by a government entity.

Select the answer which best fills in the blank for the applicant.

are

are not

*Response required

Conviction or Acknowledgment of Fault*

The applicant certifies that they or any of its principals _____ within the last five (5) years, been the subject of a federal or state criminal proceeding resulting in a conviction or other acknowledgment of fault, been the subject of a federal or state civil or administrative proceeding resulting in a finding of fault with a monetary fine, penalty, reimbursement, restitution, and/or damages greater than $5,000 or other acknowledgment of fault;  convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) contract or subcontract; violation of Federal or State antitrust statues relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property.

Select the answer which best fills in the blank for the applicant.

have

have not

*Response required

Contract Termination By Default*

The applicant certifies that they or any of its principals _____ within the last three (3) years preceding this offer, had one or more contracts terminated for default by any federal agency.

Select the answer which best fills in the blank for the applicant.

have

have not

*Response required

Felony Criminal Violations*

The applicant certifies that they or any of its principals _____ within the last twenty-four (24) months, been convicted of a felony criminal violation under federal or state law.

Select the answer which best fills in the blank for the applicant.

have

have not

*Response required

Financial Records*

Does the applicant have a financial management system that provides records that can identify the source and award-supported activities and provides control and accountability of project funds, property, and other assets?

Yes

No

*Response required

Audit Status / Fiscal Responsibility*

Does the applicant receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133)?

Yes

No

*Response required

When equals "Yes"

Most Recent Audit*

What is the most recent fiscal year for which this audit was completed?

*Response required

When equals "Yes"

Report Findings*

Were there any audit findings in the most recent report?

If "Yes", please be sure to provide an explanation in the applicable upcoming question. Failure to provide an explanation may cause your submittal to be deemed non-responsive.

Yes

No

*Response required

When equals "Yes"

Recent Audit Report (yes)*

Please upload a copy of your most recent Uniform Guidance §200.514 (formerly A-133) Audit Report.

*Response required

When equals "Yes"

Explanation or Other Information (yes)*

Please provide any additional information around your Audit Status that you feel is necessary here. This includes an explanation regarding any audit findings in your most recent audit.

If you have nothing to add here, please state that you have no additional information to provide.

*Response required

When equals "No"

No Annual Audit*

You have stated that the applicant does not receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133).

Please select the option which best fits the reason why.

Non-Profit Entity (under Federal Funding Threshold)

For Profit Entity

Other

*Response required

When equals "No"

No Annual Audit - Other*

If you selected "Other" in the previous question regarding why you do not receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133) please specify here.

If your answer to the previous question was not "Other", please respond here with "N/A".

*Response required

W9*

Upload a copy of your current W9 here.

*Response required

8.2 Submission Requirements:

8.2.1	Responses shall be submitted no later than the time and date specified for receipt of bids. The electronic files shall not be password protected, shall be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel.
8.2.2	All bid packages must be received by the agency no later than the date and time stated in this IFB. Bids submitted via facsimile (fax) machine will not be accepted. All vendors are urged to take the possibility of delay into account when submitting a bid.
8.2.3	Timely submission of the bid package is the responsibility of the bidder. Bids received after the specified time will be rejected and maintained unopened in the procurement file. A bid received at the place designated in the solicitation for receipt of bids after the exact time specified for receipt will not be considered unless it has been determined by the agency that the late receipt was due solely to mishandling by the agency after receipt at the specified address.
8.2.4	The time and date of receipt will be indicated on the electronic bid when submitted through the Agency's OpenGov Procurement portal.
8.2.5	Each page of the bid form and all attachments shall be identified with the name of the bidder.
8.2.6	Failure to submit a bid on the bid form provided will be considered cause for rejection of the bid.  Modifications or additions to any portion of the bid document may be cause for rejection of the bid. The agency reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive.
8.2.7	Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the IFB Exception(s) form, Attachment G. Failure to indicate any exception will be interpreted as the bidder’s intent to comply fully with the requirements as written. Conditional or qualified bids, unless specifically allowed, shall be subject to rejection in whole or in part. The bid must contain a high degree of acceptance of contract terms and conditions listed in Attachment E and F of this IFB. ...