IFB for Menu Books - Print and Ship

Effective Date September 2025
INVITATION FOR BID
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The Mississippi Department of Education
Office of Child Nutrition
RFx Number 3160007860
Submission Deadline Date:
Friday, April 17, 2026
This institution is an equal opportunity provider.
By submitting a BID, the Bidder certifies that it is registered to do business in the State of Mississippi as prescribed by the
Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being offered
an award. Sole proprietors are not required to register with the Mississippi Secretary of State.

INVITATION FOR BID
Bid Title:
RFx Bid Number: 3160007860
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Dates of Advertisements: Program Office:
1ST advertisement - Tuesday, March 10, 2026 Office of Child Nutrition
2nd advertisement - Tuesday, March 17, 2026
Deadline for Questions: Bid Due Date and Time:
Tuesday, April 7, 2026, at 2:00 p.m., CST Friday, April 17, 2026, at 10:00 a.m.
Date to Post Answers: Bid Opening Time:
Friday, April 10, 2026 Friday, April 17, 2026, at 2:00 p.m.
Term of Anticipated Contract: Contract Approval:
When all parties sign or June 8, 2026 through June 30, Anticipated SBE: Thursday, May 21, 2026
2030 Anticipated PPRB: Wednesday, June 3, 2026
Date Delivery Required, if applicable: Delivery location F.O.B. (Destination):
Year One: August 16, 2026, and July 15, 2026 Multiple, see Specifications
Delivery Dates of Subsequent year(s) to be determined.
MDE reserves the right to post Answers to Questions and to issue the Notice of Intent to Award on dates other
than those stated above without amendment to this IFB. No other dates shall be changed unless a written
amendment is issued.
You are invited to participate in this Invitation for Bid (IFB). Please submit your bid response in
conformance with the instructions specified herein. By submitting a bid response, the bidder agrees
and promises to sell, furnish, 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. Sole
proprietors are not required to register with the Mississippi Secretary of State.
Written acceptance of the bidder's bid response by the State, by issuance of a purchase order or
contract, constitutes a binding contract made and entered into 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: State: Zip Code:
Toll Free Telephone: Telephone: Fax:
Federal I.D. or Social Security No.: E-Mail:
Type or Print Name of Person Signing: Title:
Authorized Signature: Date:
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The Mississippi Department of Education
Terms and Conditions
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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(R) format, preferably in Word(R) or Portable Document Format
(PDF) only. In person delivery of bids will not be accepted or considered for an award.
Shipped to: The Mississippi Department of Education
(USPS, UPS, Fed Ex) Menu Books - Print and Ship
ATTN: Monique Corley
RFx Number: 3160007860
Office of Procurement
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 or lost packets. All risk of late arrivals due to unanticipated
delays - whether delivered by shipping or electronic method - is entirely on the bidder.
1. Failure to examine any drawings, specifications, and instructions will be at bidder's risk.
2. Price each item separately. Unit prices shall be shown. Bid prices must be net.
3. Price options shall not be included or considered unless specified in the solicitation.
4. It is understood that reference to available specifications shall be sufficient to make the
terms of such specifications binding on the bidder.
5. Information must be furnished according to bid specifications. If required, bid evaluation
cuts, sketches, descriptive literature and technical specifications covering the product
offered must be submitted. Previous submitted literature or bid information on file will
not be accepted.
6. Time Performance. The number of calendar days in which delivery will be made after
receipt of order shall be indicated in the bid specifications.
2. GIFTS, REBATE, GRATUITIES
a. Acceptance of gifts from bidders is prohibited. No officer or employee of the MDE, nor any
head of any state department, institution or agency, nor any employee of any state
department, institution or agency charged with responsibility of initiating requisitions, shall
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accept or receive, directly or indirectly, from any person, firm or corporation to whom any
contract for the purchase of materials, supplies, or equipment for the State of Mississippi
may be awarded, by rebate, gifts, or otherwise, any money or anything of value whatsoever,
or any promise, obligation or contract for future rewards or compensation.
b. Bidding by state employees is prohibited. It is unlawful for any state official or employee to
bid on, or sell, or offer for sale, any merchandise, equipment or material, or similar
commodity to the State during the tenure of his or her office or employment, or for the period
prescribed by law thereafter, or to have any interest in the selling of the same to the State.
3. TAXES
The Mississippi Department of Education is exempt from federal excise taxes and state and local sales or
use taxes. Bidders must quote prices that does not include such taxes. The MDE state sales tax exemption
number is LR.11.099. Upon request, the Office of Accounting can furnish a tax-exempt letter of certificate.
Contractors making improvements to, additions to or repair work on real property on behalf of MDE are
liable for any applicable sales or use tax on the purchase of tangible personal property for use in
connection with contracts. Contractors are liable for any applicable use tax on tangible personal property
furnished to them by MDE for use in connection with their contracts.
4. SPECIFICATION CLARIFICATION
It shall be incumbent upon all bidders to understand the provisions of the specifications and to obtain
clarification prior to the time and date set for the bid opening. Such clarification will be answered only
in response to a written request submitted in the specified amount of time set by the MDE. The MDE
reserves the right to specify a time frame in which clarification requests shall be made.
5. INTERCHANGEABLE DESIGNATIONS
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.
6. INFORMATION DESIGNATED BY CONTRACTOR AS CONFIDENTIAL
Any disclosure of materials, documents, data, and other information which bidder has designated in
writing as proprietary and confidential shall be subject to the provisions of Mississippi Code Annotated
25-61-9 and 79-23-1. As provided in the bid the 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.
Any liability resulting from the wrongful disclosure of confidential information on the part of bidder shall
rest with bidder. Disclosure of any confidential information by bidder without the express written
approval of the MDE shall result in the immediate termination of this agreement.
7. RESTRICTIONS ON COMMUNICATIONS WITH THE PROGRAM OFFICE
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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.
8. 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, April 7, 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 Friday, April 10, 2026. A copy of any
corrections, changes, or clarification to the bid shall be submitted electronically in MAGIC.
9. QUESTIONS AND ANSWERS
Questions must be submitted to ProcurementQnR@mdek12.org and must be received no later than
Tuesday, April 7, 2026, by 2:00 PM 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 Friday, April 10, 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.
10. 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.
11. SUBMISSION OF BID
All bids shall be signed and sealed. 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 bid file number. Bids, bid
modifications, or corrections received after 10:00 a.m., Central Standard Time (CST), on
Friday, April 17, 2026, will not be accepted.
a. When submitting a bid electronically, the authorized signature may be typed or be an
electronic signature.
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.
12. NONRESPONSIVE BIDS
Nonresponsive bids will not be considered. A non-responsive bid is considered to be a bid that does not
comply with the minimum provisions of the specification. Any bidder found to repeatedly offer alternated
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products that are not compliant with specifications in an attempt to obtain a contract on the basis of
pricing only will be disqualified from bidding for a period of 24 months.
13. BID OPENINGS
Bid openings will be open to the public. The bid opening will serve only to open and read the bid price on
each bid. No discussion will be entered into with any bidder as to the quality or provisions of
specifications. No award will be made either stated or implied at the bid opening. At the completion of
the bid call all bids will be reviewed by program staff to ensure all specifications have been met prior to
awarding of a contract.
All Bidders are invited to participate in the bid call process. The bid call will take place on Monday,
Friday, April 17, 2026, at 2:00 p.m. via TEAMS. To attend bid call virtually contact the MDE Office
of Procurement via ProcurementCnG@mdek12.org by 2:00 p.m., April 16, 2026.
14. BID INFORMATION
Bid information and documents may be examined pursuant to the Mississippi Public Records Act of
1983, MS Code 25-61-1 et seq.
15. PRECEDENCE
Bids shall be made and the contract shall be entered into in accordance with the General Conditions as
hereinafter amended and modified. Should a conflict exist between the General Conditions and the
Instructions and Special Conditions, the Instructions and Special Conditions shall take precedence.
16. COMPETITION
There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or bid
given to the U.S. Government. Bidders may bid lower than U.S. Government contract price without any
liability as the State is exempt from the provisions of the Robinson-Patman Act and other related laws.
In addition, the U.S. Government has no provisions in any of its purchasing arrangements with bidders
whereby a lower price to the State must automatically be given to the U.S. Government.
17. MINOR INFORMALITIES AND IRREGULARITIES
The MDE 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, quantity, quality, delivery, or performance of the services being
procured and if doing so does not create an unfair advantage for any bidder. If insufficient information is
submitted by a bidder for the MDE to properly evaluate the offer, the MDE had 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, quantity, quality, delivery, or performance time of the
services being procured and such a request does not create an unfair advantage for any bidder.
18. ACCEPTANCE OF BIDS/RESERVED RIGHTS
The Mississippi Department of Education (MDE) reserves the right to determine the lowest and
responsive bid, reject any and/or all bids, to waive any informality in bids, and unless otherwise specified
by the bidders, to accept any items on the bid. The MDE reserves the right to modify or cancel in whole
or in part its IFB.
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19. ERROR IN BID
Any errors in the extension of prices in the bid, the unit price will govern. No bid shall be altered or
amended after the specified time for opening bids.
Any errors found in the bid; bidder must submit a bid modification to the MDE prior to the due date
specified in the IFB. Erroneous bids, where the mistake is apparent the MDE may correct or delete the
error during the bid.
20. SPECIAL DISCOUNT PERIOD
Time in connection with a special discount offered will be computed from date of delivery at destination
or from the date correct invoices are received if the latter date is later than the date of delivery. Cash
discounts will not be considered in the award process.
21. ACCEPTANCE OF BIDS/RESERVED RIGHTS
The Mississippi Department of Education (MDE) reserves the right to determine the lowest and/or best
bid, reject any and/or all bids, to waive any informality in bids and unless otherwise specified by the
bidders, to accept any items on the bid. The MDE reserves the right to modify or cancel in whole or in
part its IFB.
22. FIRM BID PRICE
Prices quoted shall be firm for the term of the contract except that MDE shall receive the benefit of any
price decrease in excess of five (5) percent. The contractor must provide written price reduction
information within ten (10) days of its effective date.
The price bid for each item is the full purchase price, material or service costs, and all other overhead
charges of every kind and nature. Unless otherwise specified, prices shall remain firm for the bid.
23. AWARD
It is the intent of the MDE to award a contract to the lowest responsible bidder meeting specifications
June 8, 2026 through June 30, 2030. The MDE reserves the right to determine the lowest responsible
bidder on the basis of an individual item, group of items, or in any way determined to be in the best
interests of the MDE. Award shall be based on the following factors: (A) adherence to all conditions and
requirements of the bid specifications; (B) price; (C) qualifications of the bidders, including past
performance, financial responsibility, general reputation, experience, service capabilities, and facilities;
(D) delivery or completion date; (E) product appearance, workmanship, finish, and overall quality; (F)
warranty provisions; and (G) any bid that does not meet the requirements set out in the specifications
shall not be considered for the award.
Unless specified otherwise in the bid, the MDE may accept any item or group of items of any kind.
The contract shall consist of the Terms and Conditions, Special Conditions, the successful bidder's bid
and the written purchase order or contract award. The contract shall not be assignable in whole or in part
without the written consent of the MDE.
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24. APPLICATION
It is understood and agreed by the bidder that any contract entered into as a result of this IFB is
established for use by the MDE and all purchases made by these agencies for products included under
the provisions of the contract shall be purchased from the bidder receiving the award unless exempt by
special authorization from the MDE.
Under the provisions of Section 31-7-7 Mississippi Code of 1972, Annotated, the prices offered herein
shall be extended to the governing authorities. However, the governing authorities, by provisions of
Section 31-7-12 Mississippi Code, may purchase products covered by state contracts from any source
offering an identical product at a price that does not exceed the state contract price.
Employees of the MDE have acted exclusively as agents of the State for the award, consummation, and
administration of the contract and are not liable for any performance or nonperformance by the state
agencies that utilize the contract.
25. ADDENDA
Addenda modifying plans and/or specifications may be issued if time permits. No addendum will be
issued within a period of two (2) working days prior to the time and date set for the bid opening. Should
it become necessary to issue an addendum within the two (2) day period prior to the bid opening, the bid
date will be reset to a date not less than five (5) working days after the date of the addendum, giving
bidders ample time to comply with the addendum. When replying to a bid request on which an addendum
has been issued, and the specifications require acknowledgement, the bid shall indicate that provisions
of the addendum have been noted and that the bid is being offered in compliance therewith. Failure to
make this statement may result in the bid being rejected as not being in accordance with the revised
specifications or plans.
26. CONTRACT EXTENSION
a. Automatic contract renewals or extensions are not allowed. Contracts must be extended or
renewed with the proper documents signed or approved by the MDE.
b. The MDE reserves the right to extend the term of a contract, when necessary, to continue a source
of supply whenever new or replacement contracts are not completed prior to the expiration date.
Such extensions are dependent upon the agreement of the Contractor and shall not exceed three
(3) months.
27. SUBSTITUTIONS DURING CONTRACT
During the term of a contract, if adequate documentation is provided that supports the claim that the
contract item(s) are not available, items which meet the minimum specifications may be substituted if
approved by the MDE and the substitutions are deemed to be in the best interest of the State.
28. LIQUIDATED DAMAGES
Liquidated damages of one percent (1%) of the total bid award amount will be assessed for the awarded
bidder for each day past the specified delivery date that the item(s) solicited are not delivered to the
specified locations. The Mississippi Department of Education has the right to deduct and retain the
amount of liquidated damages from payment to the bidder.
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29. WARRANTY
Vendor warrants that all goods and services furnished hereunder shall conform in all respects to the terms
of this solicitation, including any drawings, specifications or standards incorporated herein, and they
shall be free from latent and patent defects in materials, workmanship and title, and shall be free from
such defects in design. In addition, the vendor warrants that said goods and services shall be suitable for,
and shall perform in accordance with, the purposes for which they are purchased, fabricated,
manufactured, and designed for such other purposes as are expressly specified in this solicitation. The
MDE may return any nonconforming or defective items to the vendor or require correction(s) or
replacement(s) of the item at any time the defect is discovered, all at the vendor's risk and expense.
Acceptance shall not relieve the vendor of its responsibility.
30. INSPECTION
Final inspection and acceptance or rejection may be made at the delivery destination, but all materials
and workmanship shall be subject to inspection and test at all times and places, and when practicable.
During manufacture, the right is reserved to reject articles which contain defective material and
workmanship. Rejected material shall be removed by and at the expense of the contractor promptly after
notification or rejection. Final inspection and acceptance or rejection of the materials or supplies shall
be made as promptly as practicable, but failure to inspect and accept or reject materials or supplies shall
not impose liability on the State or any subdivision thereof for such materials or supplies as are not in
accordance with the specification. In the event necessity requires the use of materials or supplies not
conforming to the specification, payment therefore may be made at a proper reduction in price.
31. WAIVER
The MDE reserves the right to waive any General Condition, Special Condition, or minor specification
deviation when considered to be in the best interest of the State.
32. PAYMENT
Payment will be made within 45 days after delivery, inspection and acceptance of products or services
under this contract and receipt of a correct invoice. All invoices and payment inquiries must be directed
to the MDE, Office of Accounting.
33. CANCELLATION
Any contract or item award may be canceled with or without cause by the State with the giving of 30 days
written notice of intent to cancel. Cause for the State 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 Contractor will be required to
honor all purchase orders that were prepared and dated prior to the date of expiration or cancellation if
received by the Contractor within a period of 30 days following the date of expiration or cancellation.
Cancellation by the State does not relieve the Contractor of any liability arising out of a default or
nonperformance. If a contract is canceled by the State due to a Contractor's request for increase in prices
or failure to perform, that Contractor will be disqualified from bidding for a period of 24 months. The
Contractor may cancel a contract for cause with the giving of 30 days written notice of intent to cancel.
Cause for the Contractor to cancel may include but is not limited to the item(s) being discontinued and/or
unavailable from the manufacturer.
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34. ASSIGNMENT
The Contract shall not assign or subcontract in whole or in part, its rights or obligations under this
agreement without prior written consent of the MDE.
STANDARD TERMS AND CONDITIONS
Certain terms and conditions are required for contracting. Therefore, the Bidder shall assure
agreement and compliance with the following standard terms and conditions. If the Bidder has an
exemption with any clause below, please provide an explanation on Attachment E.
1. ACKNOWLEDGMENT OF AMENDMENTS
Bidders shall acknowledge receipt of any amendment to the IFB in writing. The acknowledgement shall be
signed and submitted as an attachment to the bid. Each Bidder shall submit a written acknowledgement of
every amendment to the MDE on or before the submission deadline.
2. ACCEPTANCE PERIOD
The electronic copy of the response bid shall be signed and submitted as required in the instructions provided
in the solicitation no later than the time and date specified for receipt of responses. Timely submission of the
response is the responsibility of the bidder.
3. ACCESS TO RECORDS
Contractor agrees that the MDE, or any of its duly authorized representatives, at any time during the term
of this agreement, shall have access to, and the right to audit and examine any pertinent books, documents,
papers, and records of Contractor related to Contractor's charges and performance under this agreement.
Such records shall be kept by Contractor for a period of three (3) years after final payment under this
agreement, unless the MDE authorizes their earlier disposition. Contractor agrees to refund to the MDE any
overpayment disclosed by any such audit. However, if any litigation, claim, negotiation, audit or other action
involving the records has been started before the expiration of 3-year period, the records shall be retained
until completion of the action and resolution of all issues which arise from it.
4. ANTI-ASSIGNMENT/SUBCONTRACTING
Contractor acknowledges that it was selected by the State to perform the services required hereunder based,
in part, upon Contractor's special skills and expertise. Contractor shall not assign, subcontract, or otherwise
transfer this agreement, in whole or in part, without the prior written consent of the State, which the State
may, in its sole discretion, approve or deny without reason. Any attempted assignment or transfer of its
obligations without such consent shall be null and void. No such approval by the State of any subcontract
shall be deemed in any way to provide for the incurrence of any obligation of the State in addition to the total
fixed price agreed upon in this agreement. Subcontracts shall be subject to the terms and conditions of this
agreement and to any conditions of approval that the State may deem necessary. Subject to the foregoing,
this agreement shall be binding upon the respective successors and assigns of the parties.
5. 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.
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