RFX 3160008006 Equipment Rental Contract

Location:	Mississippi
Posted:	Apr 13, 2026
Due:	Apr 30, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	W - Lease or Rental of Equipment
Solicitation No:	1941-26-R-IFBD-00036
Publication URL:	To access bid details, please log in.

Procurement Details

Smart Number	1941-26-R-IFBD-00036	Advertised Date	04/13/2026 8:00 AM
RFx #	3160008006	Submission Date	04/30/2026 10:30 AM
RFx Status	Open	Major Procurement Category	COMMODITIES
RFx Opening Date	04/30/2026 10:30 AM	Sub Procurement Category	SUPPLIES - NON-TECHNOLOGY
RFx Type	Invitation for Bid
Agency	MS DEPT OF TRANSPORTATION
RFx Description	RFX 3160008006 Equipment Rental Contract Agency Contract for Equipment Rental Contract Mississippi Department of Transportation July 1. 2026 through June 30, 2027 Bids can be submitted electronically through the MAGIC portal or Sealed Paper: RFX 316

Contact Information

Name	Ashley Harrell	Email	AHARRELL@MDOT.MS.GOV
Phone	6019614119	Fax

RFx Items

PRODUCT CATEGORY	PRODUCT DESCRIPTION
97500	Serv RentAgri Equip

Awarded

VENDOR NAME

VENDOR NUMBER

AWARD DATE

AWARD AMOUNT

FUNDING SOURCE

Bid Attachments

Attachments Attachment D Equipment Rental Pricing Page
Attachments Attachment A Response in Magic
Attachments Attachment B Magic Supplier Self Service
Attachments Attachment C EEV Certification
Attachments Attachment E- Example of Agency Contract for Equipment Rental
Attachments RFX 3160008006 Bid Packet

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NOTICE AND INSTRUCTIONS

RFX No. 3160008006

1.0 GENERAL

The Mississippi Transportation Commission (MTC) intends to utilize the Sealed Bid Process to award an

agency contract for the rental of equipment for the Mississippi Department of Transportation (MDOT).

The contract period shall be July 1, 2026 through June 30, 2027 .

2.0 BID SUBMITTAL

2.1 SUBMITTAL DEADLINE

Sealed competitive bids will be received until 10:30 AM CST on Thursday, April 30, 2026 at the

William J. “Billy” McCoy Building, (Department of Transportation Building), Procurement Division, 5th

Floor, 401 N. West, Jackson, Mississippi, 39201 or electronically into the MAGIC Procurement Portal as

described herein and shortly thereafter publicly opened.

2.2 RESPONSE TO RFX (BID)

When submitting the bid, the bidder must ensure all questions have been answered within the RFX and all

proposed items in the RFX have a response.

2.3 ELECTRONIC BID SUBMITTAL

Sealed Competitive Bids may be submitted electronically through the State of Mississippi’s MAGIC

system at the following websites:

https://portal.magic.ms.gov

or https://www.ms.gov/dfa/contract bid search/Contract.

Please use the websites above to search for RFX No. 3160008006

2.4 ELECTRONIC COMPETITIVE SEALED BID SUBMITTAL ASSISTANCE

You must have the Bid number listed in the advertisement. Please refer to Attachment A for instructions

for RFX responses in MAGIC. If you need assistance, please call the Mississippi Management and

Reporting System (MMRS) help desk at 601-359-1343, select Option 2 for MAGIC functionality. Please

allow a day or two for assistance with your issue.

Bidders must be registered in MAGIC when submitting an electronic bid proposal.

If the bidder is not registered as a bidder for the State of Mississippi, please go to the following website:

http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/ and click on Mississippi Suppliers

(Vendors) on left side of the webpage. Arrow to bottom of page and select Supplier Self Service and click

the link “MAGIC Supplier Self-Service Reference Guide” (Attachment B). This website has information to

help you register as a vendor for the State of Mississippi. Should you need assistance, please contact the

MMRS help desk at 601-359-1343.

2.5 SEALED PAPER COMPETITIVE BID SUBMITTAL

If the bidder cannot submit an electronic bid proposal, a sealed paper competitive bid will be received by

the MTC at its offices in the William J. “Billy” McCoy Building, (Department of Transportation Building),

Procurement Division, 5th Floor, 401 N. West, Jackson, Mississippi, 39201 until 10:30 AM CST,

Thursday, April 30, 2026.

2.6 SEALED PAPER COMPETITIVE BID SUBMITTAL INSTRUCTIONS

Proposals must be made on forms furnished by the Mississippi Department of Transportation or they will

not be considered. Letters will NOT be considered a part of your proposal and any alteration of the bid

forms in any manner shall be considered non-conforming and bid shall be rejected.

If you are submitting an ALTERNATE BID, YOU MUST MAKE COPIES OF ORIGINAL FORMS

AND SUBMIT AS SEPARATE BID.

Facsimile transmissions or email submissions will not be accepted for Bid Submittals.

Conditional or qualified bids will not be considered.

3.0 RFX SPECIFICATIONS

All materials and equipment must conform to the Mississippi Standard Specifications for Road and Bridge

Construction of 2017 and any amendments thereto, where applicable.

4.0 PROTEST PROCEDURE

4.1 PROTEST INFORMATION

It is the intent of the Specifications to obtain a product that will adequately meet the needs of the user while

promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective

bidder to review the entire Notice and Instructions and proposal packet and to notify MDOT Procurement

Division if the Specifications or Instructions are formulated in a manner which would unnecessarily restrict

competition. Any protest or question concerning the specifications or bidding procedures must be received

in writing by the Mississippi Department of Transportation Procurement Division by 10:00am CST,

Friday, April 24, 2026 The Mississippi Department of Transportation Procurement Division may be

reached at telephone number 601-359-7300, facsimile number 601-359-7302, or aharrell@mdot.ms.gov.

Protest of the award of this bid shall be done in accordance with Chapter VI of the Procurement Manual of

the Office of Purchasing, Travel and Fleet Management of the Mississippi Department of Finance and

Administration.

5.0 GENERAL INSTRUCTIONS

5.1 INSTRUCTIONS FOR BIDDERS

Detailed information may be obtained from the PROCUREMENT DIVISION by calling (601) 359-7300.

The MTC reserves the right to reject any or all bids and to accept all or only certain units of any bid. The

MTC reserves the right to award one or more of the items in the various proposals to one or more

companies.

It is understood that all proposals are submitted on the basis of complying with the provisions, terms and

specifications set out herein, and in the proposal forms PROVIDED THAT YOU CAN DO SO UNDER

THE VARIOUS GOVERNMENT RULINGS AND DIRECTIVES NOW IN EFFECT OR WHICH MAY

BE ISSUED DURING THE PERIOD OF CONTRACT. In the event you bid on furnishing any materials

which are prohibited from being manufactured by a Government ruling or directive and are awarded such

materials, you will not be required to make such shipment of said prohibited materials so long as

Government directive is in effect. However, any change in specifications or provisions of the quotation

should be discussed with MDOT promptly upon your being advised of the Government ruling or directive

necessitating a change.

The MTC reserves the right to waive minor technicalities on bid proposals and specifications when it is in

the best interest of the Mississippi Department of Transportation. The MTC reserves the right to waive

minor technicalities when it is in the best interest of the State.

Unless otherwise specified, all formal bids shall be binding for a minimum of sixty (60) days after opening.

If a bid is withdrawn after opening, bidder will be removed from the list of eligible bidders for a period of

(6) six months.

Failure to respond on three contract advertisements will result in removal from the prospective bidders list.

bidder must be duly qualified to do business and in good standing in the State of Mississippi and remain

duly qualified and in good standing throughout the term of the contract and for as long thereafter as any

obligations may remain outstanding under the contract.

To register or check your status with the State of Mississippi, visit

https://corp.sos.ms.gov/corp/portal/c/page/login/portal.aspx

5.2 OFFICE CLOSURE

If the location of the bid opening to the public is closed for any reason, including but not limited to: acts of

God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact,

fire, earthquakes, floods, or other natural disasters, (the “Force Majeure Events”), which closure prevents

the opening of bids at the advertised date and time, all bids received shall be publicly opened and read

aloud on the next business day that the location shall be open to the public and at the previously advertised

time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not

be advertised, and all bidders, upon submission of a bid proposal, shall be deemed to have knowledge of

and shall have agreed to the provisions of this paragraph. Bids shall be received by the agency until the new

date and time of the bid opening as set forth herein. The agency shall not be held responsible for the receipt

of any bids for which the delivery was attempted and failed due to closure as a result of a Force Majeure

Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the agency prior to the

new date and time of the bid opening.

6.0

AWARD INSTRUCTIONS

6.1 AWARD CRITERIA

This bid will be awarded to each responsive bidder. The lowest responsible bidder in the District where the

equipment is needed, with suitable equipment immediately available, will be contacted first and then the

next lowest, until the required equipment is obtained. If the equipment is not available within the District,

the lessee will search awarded responsible bidders statewide and select the bidder based on availability and

cost.

6.2 AWARDED BIDDER INSTRUCTIONS

If award is made by the MTC, a contract will be forwarded to the successful bidder(s). Purchase Orders will

be issued on as needed basis by MDOT. A Purchase Order will only be issued by MDOT when there is an

executed contract between the agency and bidder. Any action by a bidder prior to the receipt of a Purchase

Order will be at the bidder’s “OWN RISK” and the Mississippi Department of Transportation will not be

held liable for such action.

6.3 AGENCY CONTRACT TERM

The contract shall begin on July 1, 2026 through June 30, 2027. If an agency contract is awarded and

executed in connection with this proposal, the MTC reserves the right to extend the agency contract for this

proposal for up to twelve (12) months at one time, upon written acceptance of both parties. The total amount

of extensions will be two (2). The contract shall not exceed thirty-six (36) months. The contract extension

shall begin on the original termination date or the extension termination date.

6.4 CANCELLATION OF AGENCY CONTRACT

Any contract or item award may be canceled with or without cause by the MTC upon 30 days written

notice of intent to cancel. Cause for the MTC to cancel may include, but is not limited to: cost

exceeding current market prices for comparable purchases; request for increase in prices during the period

of the contract; or, failure to perform to contract conditions. The bidder will be required to honor all

purchase orders prepared and dated prior to the date of expiration or cancellation if received by the bidder

within a period of 30 days following the date of expiration or cancellation. Cancellation by the MTC does

not relieve the bidder of any liability arising out of a default or nonperformance. If a contract is canceled

by the MTC due to the request for increase in prices or failure to perform, bidder may be removed from the

bidders list for a period of twelve (12) months. Protests of said removal from the bidders list shall be in

accordance with Chapter VI of the Procurement Manual of the Office of Purchasing and Travel of the

Mississippi Department of Finance and Administration.

7.0 SUBMITTAL INSTRUCTIONS FOR A SEALED PAPER COMPETITIVE BID

The bidder has chosen not to submit the Sealed Competitive Bid electronically into the

MAGIC System.

Bids must be submitted in sealed envelope(s).

** RFX IDENTIFICATION INFORMATION ON THE OUTSIDE OF THE ENVELOPE

MUST BE AS SHOWN BELOW.**

STREET DELIVERY:

RFX NO. 3160008006

P(5RTOHCFULROEOMRE)NWTILDLIVIAISMIOJN.

“BILLY” MCCOY BUILDING

MS DEPT. OF TRANSPORTATION

401 NORTH WEST STREET

JACKSON MS 39201

1. I/We certify that we have read and understand the "NOTICE AND

INSTRUCTIONS"

which is a part of this RFX (bid).

COMPANY:

NAME:

(Print or type)

ADDRESS:

SIGNATURE:

TITLE:

PHONE:

DATE:

FAX:

EMAIL:

Sign your bid and return it, as shown above.

The "NOTICE AND INSTRUCTIONS" are a part of your bid, sign and return with your bid.

BRAD WHITE

EXECUTIVE DIRECTOR

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

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

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RFX 3160008006 Equipment Rental Contract

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See also