Invitation for Sealed Bids to secure a term contract to purchase minimum of One-(1) Maximum of Three (3) Hydraulic Excavators.

MISSISSIPPI DEPARTMENT of WILDLIFE, FISHERIES, AND PARKS
Lynn Posey, Executive Director
1505 Eastover Drive
Jackson, Mississippi 39211
(601) 432-2400
MINORITY AND WOMEN OWNED BUSINESSES ARE ENCOURAGED TO APPLY
SOLICITATION: Invitation for Bid (IFB)
SOLICITATION NUMBER: RFX #3160008200
DESCRIPTION: Invitation for Sealed Bids for the purchase of a minimum of
One (1) Maximum of Three (3) Hydraulic Excavator(s)
ISSUE DATE: July 31, 2026
BID CLOSING LOCATION: Mississippi Department of Wildlife, Fisheries, and Parks
1505 Eastover Drive
Jackson, Mississippi 39211
BID COORDINATOR: John Lee
Telephone: 601.432.2154
Email: johnlee@wfp.ms.gov
OPENING DATE AND TIME: August 18, 2026, 2:00 PM CT

GENERAL INSTRUCTIONS
Section 1 - Background, Authority, and Objective
The mission of the Mississippi Department of Wildlife, Fisheries, and Parks is to conserve and enhance
Mississippi's wildlife, fisheries, and parks, provide quality outdoor recreation, and engage the public in
natural resource conservation.
The Mississippi Department of Wildlife, Fisheries, and Parks (hereinafter "Agency") has issued this
solicitation for the purpose of soliciting sealed bids from qualified vendors to provide Up to Three (3)
Hydraulic Excavator(s).
Section 2 - Timeline
Invitation for Bid Issue Date July 31, 2026
Questions and Requests for Clarification Deadline August 10, 2026
Anticipated Posting of Written Answers to Questions August 11, 2026
Bid Submission Deadline August 18, 2026, 2:00 p.m.
Bid Opening August 18, 2026, 2:00 p.m.
Anticipated Date of the Notice of Award August 18, 2026
Post-Award Debriefing Request Deadline August 19, 2026
Anticipated Post-Award Debriefing Held By August 20, 2026
Protest Deadline August 20, 2025
PPRB Board Meeting, if applicable September 2, 2025
Anticipated Period of Performance Pending PPRB approval and Contract
Execution
Section 3 - Contact and Questions/Requests for Clarification
3.1 Bidders must carefully review this solicitation, the contract, risk management provisions, and all
attachments for defects, questionable, or objectionable material. Following review, vendors may
have questions to clarify or interpret the IFB in order to submit the best bid possible. To
accommodate the questions and requests for clarifications, vendors shall submit any such question
via email by the deadline reflected in Section 2. All questions and requests for clarifications must be
directed by email to:
John Lee, Procurement Officer
Telephone: 601-432-2154
E-mail: procurement@wfp.ms.gov
3.2 Vendors should enter "IFB RFx Number #3160008200 - Questions" as the subject for the email.
Question submittals should include a reference to the applicable IFB section and be submitted in the
format shown below:

IFB Section, Page Number Vendor Question/Request for Clarification
1.
3.3 Official responses will be provided only for questions submitted as described above and only to clarify
information already included in the IFB. The identity of the organization submitting the question(s)
will not be revealed. All questions and answers will be published on the Mississippi
Contract/Procurement Opportunity Search Portal website and the Agency's website as an
amendment to the IFB by the date and time reflected in Section 2.
3.4 The Agency will not be bound by any verbal or written information that is not contained within this
IFB unless formally noticed and issued by the contact person as an IFB amendment. Bidders are
cautioned that any statements made by Agency personnel that materially change any portion of the
bid document shall not be relied upon unless subsequently ratified by a formal written amendment
to the bid document.
3.5 All vendor communications regarding this IFB must be directed to the Bid Coordinator. Unauthorized
contact regarding the IFB with other employees of the Agency may result in the vendor being
disqualified, and the vendor may also be suspended or disbarred from the State.
3.6 No Pre-Bid Conference, Tour, or Site Visit will be held for this IFB.
3.7 Acknowledgement of Amendments: Should an amendment to the IFB be issued, it will be posted on
the Mississippi Contract/Procurement Opportunity Search Portal website and the Agency's website
in a manner that all bidders will be able to view. Further, bidders must acknowledge 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.
3.8 Bidder must provide a signed Acknowledgements of IFB Amendment(s), Questions and Answer
document(s), and/or Summary of Pre-Bid Conference, Tour, or Site Visit, if any were issued/posted
on the Mississippi Contract/Procurement Opportunity Search Portal website and the Agency's
website.
3.9 The IFB is comprised of the base IFB document, any attachments, any amendments issued prior to
the submission deadline, and any other documents released before contract award.
Section 4 - Specifications
The Agency is seeking to establish a term contract for a minimum of One (1) maximum of Three (3) Hydraulic
Excavator(s) depending on availability of funds. The full specifications are herein described in Attachment
"G", captioned "Specifications", which is attached hereto and made a part hereof by reference. The
specifications are from procurement RFx#3160008200 which was issued by the Agency and incorporated
herein by reference.

4.1.1 Quality Assurance: All equipment received as a result of this procurement shall be evaluated
for quality assurance prior to the acceptance of the person responsible for each commodity.
Commodities must be new and not in used condition.
4.1.2 Location of Work: Excavator(s) are to be delivered to the following location:
To be determined post award
Quantities are subject to change.
4.1.3 The State will not be responsible for equipment delivered to any other location except for the
locations listed above. The bidder agrees to begin delivery 30 days after the execution of the
subsequent contract resulting from this bid.
4.1.4 Maintenance: The Manufacturer, or dealer, must guarantee parts and service availability
according to the following general guidelines: 1) Parts for normal maintenance and/or minor
repairs, must be available same day or within 24 hours; 2) Major components such as engines,
transmissions, hydraulic pumps and motor, etc., must be available within 72 hours; and 3)
Large components such as cabs, ROPS, main frames, roller frames, etc., must be available
within 2-3 weeks; 4) Service centers able to fully support product must be available within
the state of the machines' assigned location; 5) Field technician must be available and onsite
within 24 hours.
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 The contract will be awarded by written notice to the lowest and best responsive bidder in
accordance with federal and state laws whose bid meets the requirements and criteria set forth in
this Invitation for Bids within 30 days. A draft of the proposed contract is included in this IFB as
Attachment "F".

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 - Duration
The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to
begin on or about and to end on One Year post contract execution. This is a single-year contract with the
option to renew validity dates only.
Section 7 - Bid Submission Requirements
7.1 Submission Format
7.1.2 Bid Cover Sheet (Attachment A)
7.1.3 Bid Form (Attachment B) - all pricing must be submitted on the bid form. Failure to
complete and/or sign the bid form may result in bidder being determined nonresponsive.
7.1.4 IFB Exception(s) Form (Attachment C) - Bidder taking exception to any part or section of
the solicitation shall indicate such exceptions on the table below. If no exceptions are taken,
then the Bidder shall state in this section "No Exceptions Taken."
7.1.5 Certifications and Assurances (Attachment D)
7.1.6 Bid Submission Checklist (Attachment E)
7.1.7 Specifications verification checklist (Attachment G)
7.2 Submission Requirements
7.2.1 The original and two (2) copies of the bid form, three (3) copies total, shall be signed and
submitted in a sealed envelope or package to 1505 Eastover Drive, Jackson, MS 39211, no
later than the time and date specified for receipt of bids. Timely submission of the bid form
is the responsibility of the bidder. Bids received after the specified time shall be rejected
and unopened. The envelope or package shall be marked with the bid opening date and
time, and the number of the invitation for bid. The time and date of receipt shall be
indicated on the envelope or package by the Agency. Each page of the Bid Form
(Attachment B) and all attachments shall be identified with the name of the bidder.
Failure to submit a bid on the bid form provided shall be considered just cause for
rejection of the bid. Modifications or additions to any portion of the procurement
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. As a precondition to bid acceptance, the Agency may request the bidder to
withdraw or modify those portions of the bid deemed non-responsive that do not affect
quality, quantity, price, or delivery of the service. Sealed bids will be considered if they
are delivered electronically through the MAGIC system by the time and date set for
receipt of bids.

7.2.2 Sealed Competitive Bids may be submitted electronically through the State of
Mississippi's MAGIC system at the following websites:
https://portal.magic.ms.gov
https://www.ms.gov/dfa/contract_bid_search/Contract
Please use the websites above and search for RFx No. 3160008200
Vendors must be registered in MAGIC to be able to submit bids electronically. A guide has
been included with this IFB for assistance.
7.2.3 The sealed envelope or package shall be marked with the bid opening date and time, and
the number of the invitation for bids 2:00 PM CST, August 18, 2026; Rfx No. 3160008200.
Bids are subject to rejection unless submitted with the information included on the outside
the sealed bid envelope or package.
Sealed bids should be mailed or hand-delivered to and labeled as follows:
IFB for a minimum of One (1) Maximum of Three (3) Hydraulic
Excavator(s)
Rfx No. 3160008200
Opening Date: 02:00 PM CST, August 18, 2026,
Mississippi Department of Wildlife, Fisheries, and Parks
Attention: John Lee, Procurement Officer, 1505 Eastover
Drive
Jackson, MS 39211
SEALED BID - DO NOT OPEN
7.2.4 All bid packages must be received by the Agency no later than 2:00 PM CST, August 18,
2026. Bids submitted via facsimile (fax) machine will not be accepted. It is suggested that
if a bid is mailed to the Agency, it should be posted in certified mail with a return receipt
requested. The Agency will not be responsible for mail delays or lost mail. All risk of late
arrival due to unanticipated delay - whether delivered by hand, U.S. Postal Service,
courier or other delivery service or method - is entirely on the vendor. All vendors are
urged to take the possibility of delay into account when submitting a bid. Bidders may
also submit bids via email to johnlee@wfp.ms.gov, with Email Subject BID Response RFx
3160008200.
7.2.5 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.
7.2.6 The time and date of receipt will be indicated on the sealed bid envelope or package by
Agency staff. The only acceptable evidence to establish the time of receipt at the office

Identified for bid opening is the time and date stamp of that office on the bid wrapper or
other documentary evidence of receipt used by that office.
Each page of the bid form and all attachments shall be identified with the name of the
bidder.
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.
7.2.7 Bidders taking exception to any part or section of the solicitation shall indicate such
exceptions on the IFB Exception(s) form, Attachment C. 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 D of this IFB.
7.2.8 A bid response that includes terms and conditions that do not conform to the terms and
conditions in the bid document is subject to rejection as non-responsive. The Agency
reserves the right to permit the bidder to withdraw nonconforming terms and conditions
from its bid response prior to a determination by the Agency of non-responsiveness based
on the submission of nonconforming terms and conditions.
7.2.9 As a precondition to bid acceptance, the Agency may request the bidder to withdraw or
modify those portions of the bid deemed non-responsive that do not affect quality,
quantity, price, or delivery of the service.
7.2.10 Any bidder claiming that its response contains information exempt from the Mississippi
Public Records Act (Miss. Code Ann. 25-61-1 et seq. and 79-23-1), shall segregate and
mark the information as confidential and provide the specific statutory authority for the
exemption.
Section 8 - Bidder Certification
The bidder agrees that submission of a signed bid form is certification that the bidder will accept an
award made to it as a result of the submission.
Section 9 - Debarment
By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for
contracts issued by any political subdivision or Agency of the State of Mississippi and that it is not an
agent of a person or entity that is currently debarred from submitting bids for contracts issued by any
political subdivision or Agency of the State of Mississippi.

Section 10 - Registration with Mississippi Secretary of State
By submitting a bid, the bidder certifies that it is registered to do business in the State of Mississippi as
prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it
will do so within seven (7) business days of being notified by the Agency that it has been selected for
contract award.
Section 11 - Bid Opening
Bid opening will be open to the public; however, this will include opening, reading, and listing the name
of each bidder and the bid price of each bid only. No discussions will be entered into with any bidder as
to the quality or provisions of the specifications and no award will be made either stated or implied at
the bid opening.
Section 12 - Award Notification
All participating vendors will be notified of the agency's intent to award a contract. In addition, the
AGENCY will identify the selected vendor. Notice of award is also made available to the public.
Section 13 - Procurement Methodology
13.1 Restrictions on Communications with Agency and Agency Staff
At no time shall any bidder or its personnel contact, or attempt to contact, any Agency staff regarding
this IFB except the contact person as set forth and, in the manner, prescribed in Section 3.
13.2 Bidder Investigations
Before submitting a bid, each bidder shall make all investigations and examinations necessary to
ascertain all conditions and requirements affecting the full performance of the contract and to verify
any representations made by the Agency upon which the bidder will rely. If the bidder receives an
award as a result of its bid submission, failure to have made such investigations and examinations
will in no way relieve the bidder from its obligation to comply in every detail with all provisions and
requirements of the contract documents, nor will a plea of ignorance of such conditions and
requirements be accepted as a basis for any claim whatsoever for additional compensation.
13.3 Expenses Incurred in Preparing Bid
The Agency accepts no responsibility for any expense incurred by any bidder in the preparation and
presentation of a bid. Such expenses shall be borne exclusively by the bidder.
13.4 Rejection of Bids
A bid response that includes terms and conditions that do not conform to the terms and conditions
in the IFB document is subject to rejection as non-responsive. Further, submission of a bid form that
is not complete and/or signed is subject to rejection as non-responsive. The Agency reserves the

right to permit the bidder to withdraw nonconforming terms and conditions from its bid response
prior to a determination by the Agency staff of non-responsiveness based on the submission of
nonconforming terms and conditions. Furthermore, if a bidder's price is substantially higher than
those of other bidders, meaning those in excess of a twenty-five percent (25%) differential, the
bidder's price will be deemed non-responsive.
13.5 Withdrawal of Bids
If the price bid is substantially lower than those of other bidders, a mistake may have been made. A
bidder may withdraw its bid from consideration if certain conditions are met:
(1) The bid is submitted in good faith;
(2) The price bid is substantially lower than those of other bidders because of a mistake;
(3) The mistake is a clerical error, not an error of judgment; and,
(4) Objective evidence drawn from original work papers, documents, and other materials used
in the preparation of the bid demonstrates clearly that the mistake was an unintentional error
in arithmetic or an unintentional omission of a quantity of labor or material.
To withdraw a bid that includes a clerical error after bid opening, the bidder must give notice in
writing to the Agency of claim of right to withdraw a bid. Within two (2) business days after the bid
opening, the bidder requesting withdrawal must provide to the Agency all original work papers,
documents, and other materials used in the preparation of the bid.
A bidder may also withdraw a bid, prior to the time set for the opening of bids, by simply making a
request in writing to the Agency. No explanation is required.
No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor
to or perform any subcontract or other work for the person to whom the contract is awarded, or
otherwise benefit from the contract. No partial withdrawals of a bid are permitted after the time and
date set for the bid opening; only complete withdrawals are permitted.
13.6 Post-Award Vendor Debriefing
A bidder, successful or unsuccessful, may request a post-award vendor debriefing, in writing, by U.S.
mail or electronic submission. The written request must be received by Chris Johnson, Procurement
Supervisor within three (3) business days of notification of the contract award. A post- award vendor
debriefing is a meeting and not a hearing; therefore, legal representation is not required. A debriefing
typically occurs within three (3) business days of receipt of the request. If a bidder prefers to have
legal representation present, the bidder must notify Chris Johnson, Procurement Supervisor, in
writing and identify its attorney by name, address, and telephone number. The Agency will schedule
and/or suspend and reschedule the meeting at a time when a Representative of the Office of the
Mississippi Attorney General can be present.
For additional information regarding Post-Award Vendor Debriefing, as well as the information that
may be provided and excluded, please see Section 7-113 through 7-113.07, Post-Award Vendor
Debriefing, of the PPRB OPSCR Rules and Regulations as updated and replaced by PPRB.