Psychiatry Services

GENERAL INSTRUCTIONS
Section 1 - Background, Authority, and Purpose
Ellisville State School at the South Mississippi Regional Center (hereinafter "Agency") has issued this invitation
for the purpose of soliciting sealed bids from qualified vendors to provide in-person Psychiatry Services. The
Agency would like assistance in providing a qualified and experienced Psychiatrist for the Persons-served at the
Community Homes located at in Poplarville, MS; Wiggins, MS; Gautier, MS; and Biloxi, MS. The Contractor will
assess, diagnose and treat individuals with psychiatric conditions.
Ellisville State School at South Mississippi Regional Center is a state-operated regional program providing
comprehensive services to persons with intellectual and developmental disabilities. The program is under the
jurisdiction of the Mississippi Board of Mental Health. Administratively, it is in the Bureau of Intellectual and
Developmental Disabilities division of the Mississippi Department of Mental Health. The Agency offers services
to people in a residential setting and provides an array of programs and services in the community through the
Community Services System.
Section 2 - Timeline
IFB Issue Date September 9, 2026
Deadline for Submission of Written Questions from September 22, 2026, 5:00 PM, CST
Bidders, via email to the Procurement Officer
Anticipated Posting of September 24, 2026, 5:00 PM, CST
Summary of the Question and Answers Amendment
to the Solicitation Packet and Distribution of Answer
Amendment to Bidders
Bid Package Submission Deadline October 13, 2026, 4:30 PM, CST
Bid Opening October 14, 2026, 10:00 AM, CST
Anticipated Date of the October 16, 2026, 4:30 PM, CST
Notice of Intent to Award
Anticipated October 21, 2026, 4:30 PM, CST
Reconsideration of the Intent to Award
Anticipated Contract Start January 1, 2027
Section 3 - Questions or Requests for Clarification
3.1 Please email all questions to Armendia Pierce at armendia.pierce@ess.ms.gov.
3.2 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.
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3.3 All vendor communications regarding this IFB must be directed to the Bid Coordinator/Procurement Officer.
Any questions or requests for clarification must be submitted in writing. 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 doing business in the State.
3.4 Pre-Bid Questions from Bidders-Submission Deadline (optional):
A time period for acceptance of optional written questions from bidders will be open from September 9,
2026 until the questions deadline at:
5:00 PM, CST on September 22, 2026, these questions must be submitted to the following email:
armendia.pierce@ess.ms.gov
Subject Line: Questions for IFB Psychiatry Services-SMRC RFx #3160008228
Body:
IFB Section, Page Number Vendor Question/Request for Clarification
1.
The answers to all questions received prior to the questions deadline will be published as an Amendment to
this solicitation. The publishing and distribution of the questions/answers Amendment document will take
place on September 24, 2026.
3.5 No Pre-Bid Conference, Tour, or Site Visit will be held for this IFB.
3.6 Acknowledgement of Amendments: Upon the issuing of any amendment to the IFB, the amendment 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.
3.6 Cancellation of Solicitation or Rejection of Individual Bids
At ESS's sole discretion, an IFB may be canceled or any or all responses to the solicitation may be rejected, in whole
or in part, when ESS determines that it is in the Agency's best interest to do so.
3.7 Contract Rights
Contract rights do not vest in any party until a contract is legally executed. The Agency is under no obligation to
award a contract following issuance of this solicitation.
3.10 Property Rights
Property rights do not inure to any Bidder until such time as services have been provided under a legally executed
contract. No bidder responding to this IFB has a legitimate claim of entitlement to be awarded a contract or to the
provision of work thereunder. The Ellisville State School is under no obligation to award a contract and may terminate
a legally executed contract at any time.
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Section 4 - Scope of Work
The Awarded Contractor shall perform and complete in a timely and satisfactory manner the
services described in Attachment J, captioned Scope of Work, which is attached hereto and made
a part hereof by reference.
4.1.1 The Awarded Contractor shall present all personnel assigned to the Agency for the Agency's
background check according to the State of Mississippi's required criminal background check [MS
Code 43-11-13 (2025)] prior to contact with Persons-Served. In addition, this background check
shall be administered every two years.
4.1.2 The Awarded Contractor's personnel shall attend the Agency's mandatory orientation prior to
contact with Persons-Served.
4.1.3 Location of Work (All service must be provided in person): The work is to be performed, completed,
and managed at the following location(s): Poplarville, MS Community Homes; Wiggins Community
Homes; Gautier, MS Community Homes; and Biloxi, MS, Community Homes.
4.2 The Awarded Contractor shall:
4.2.1 All state facilities are non-smoking; the Awarded Contractor and its personnel shall adhere to this
requirement. The use of tobacco products is prohibited, except within designated smoking areas.
4.2.2 It is illegal to have in one's possession any illegal drug or alcoholic beverage while on state property;
the Awarded Contract shall comply with all State laws while on Agency property.
4.2.3 The Awarded Contractor's employees should refrain from using foul, abusive, or profane language
on state property.
4.2.4 The Contracting Agency reserves the right to inspect and search the Awarded Contractor's personnel
and/or vehicles anytime while on facility grounds.
4.2.5 Contractors are required to sign-in and sign-out at most state facilities. Security provisions for all
state facilities must be strictly observed by the Awarded Contractor.
4.2.6 Be responsible for all damages and shall be held responsible for replacing or repairing any damage
due to negligence on the part of the Awarded Contractor or Awarded Contractor's personnel to any
person(s) and/or property. The Awarded 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. The Contracting Agency may withhold payment
or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or
damage to property.
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4.2.7 Exercise precautions at all times for the protection of people (including employees) and property.
The Awarded 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 delivered
services shall always be properly supervised and adequately manned by experienced personnel. 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 Awarded Contractor shall be responsible for the supervision and direction of the work performed
by its personnel. The Awarded Contractor shall be responsible for instructing its personnel in all
safety measures. All equipment used by the Awarded 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 the Contracting Agency's
property or personnel shall be reported to the designated Agency contact immediately upon
occurrence.
4.2.8 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.
4.2.9 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 Awarded 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.
4.3 The Awarded Contractor shall also:
4.3.1 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;
4.3.2 Make all unemployment compensation contributions as required by federal and state law(s) and
process claims as required for their business and employees;
4.3.3 Replace immediately, at no additional expense to the Contracting Agency, any employee performing
unsatisfactorily.
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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 (1) 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:
6.1 Prior Experience: Contractor must have been in business and provided services similar in requirements and
scale to those described in this IFB for a minimum of five (5) years.
6.2 Required Certification, Accreditation, and/or Licenses: Awarded Contractor shall provide copies of all valid
licenses and certificates required for performance of the work. The copies shall be delivered to the Agency
no later than ten days after Awarded Contractor receives the Notice of Intent to Award from the Agency.
Current copies of licenses and certificates shall be provided to the Agency within twenty-four hours of
demand at any time during the contract term. The Awarded 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 business license valid in the State of Mississippi
2. A professional license or certification in the field of Psychiatry.
6.3 A minimum score of six (6) on the Reference Score Sheet (Attachment D) from reference interviews by
Agency staff with two (2) bidder references (for a total minimum scoring requirement of twelve (12) points),
as well as all other requirements of this IFB.
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6.4 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 specified time, 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 or about January 1, 2027, and to end on June 30, 2027, Upon written agreement of both parties at least
ninety (90) days prior to each contract anniversary date, the contract may be renewed by the Agency for a
period of four (4) successive one-year period(s) under the same prices, terms, and conditions as in the
original contract. The total number of renewal years permitted shall not exceed four (4).
Section 8 - Bid Submission Requirements
8.1 Submission Format
8.1.1 Bid Cover Sheet (Attachment A)
8.1.2 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.
8.1.3 References (Attachment C) - each bidder must furnish a listing of at least three (3) trade references
along with the contact person, address, and phone number for each. These references must be
familiar with the bidder's abilities in the areas involved with this solicitation. Agency staff will use
these references to determine the bidder's ability to perform the services. It is the responsibility
of the bidder to ensure that the reference contact information is correct and current. Agency staff
will not conduct a search for references. Bidders should verify before submitting their bid that the
contact person and phone number are correct for each reference. Agency staff must be able to
reach two (2) references for a bidder within two (2) business days of bid opening to be considered
responsive.
8.1.4 Certifications & Assurances (Attachment E) completed and signed
8.1.5 Release of Bid as Public Record (Attachment F) completed and signed
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8.2 Submission Requirements
All bids must be received by October 13, 2026 at 4:30 pm CST. Late bids will be rejected and remain unopened in
the procurement file. Ellisville State School will not be responsible for delivery delays, lost packages, misdirected
emails, or other errors. A Vendor may submit its bid in one of two ways:
8.2.2 The sealed envelope or package shall be marked with the bid opening date and time, and the
number of the invitation for bids (10:00 AM CST, October 14, 2026; IFB 2026-9.2
(RFx 3160008228) Bids are subject to rejection unless submitted with the information included
on the outside the sealed bid envelope or package.
8.2.3 Sealed bids should be mailed or hand-delivered to and labeled as follows:
IFB 2026-9.2 for Psychiatry Services-SMRC
IFB 2026-9.2 RFx Number 3160008228
Opening Date: October 14, 2026 at 10:00 a.m.
Ellisville State School
Attention: Armendia Pierce, Procurement Officer
1101 Highway 11 S
Ellisville, Mississippi 39437
SEALED BID - DO NOT OPEN
Electronic Submissions of this IFB via email must have the above language in the body of the
email and the subject line must be: SEALED BID: IFB 2026-9.2 for Psychiatry Services-SMRC
The email address for bid submission will be armendia.pierce@ess.ms.gov.
The Agency shall not be responsible for non-receipt of electronic submissions due to large files or technical
difficulties. The bidder must receive an email from the Procurement Officer that acknowledges date/time
of receipt of the complete IFB packet.
8.2.4 All bid packages, regardless of delivery method, must be received by the Agency no later than
October 13, 2026 at 4:30 pm CST. 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 the responsibility of the vendor. All vendors are
urged to take the possibility of delay into account when submitting a bid.
8.2.5 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.
8.2.6 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 Agency 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.
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8.2.7 Each page of the bid form and all attachments shall be identified with the name of the bidder.
8.2.8 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.
8.2.9 Bidders taking exception to any part or section of the solicitation shall indicate such exceptions
on the IFB Exception(s) form, Attachment I. 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 G and
H of this IFB.
8.2.10 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.
8.2.11 As a pre-condition 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.
8.2.12 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 9 - 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 10 - 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.
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Section 11 - 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.
www.ms.gov/sos/onestopshop
Section 12 - Insurance, Bonds, or Other Sureties
12.1 Each successful Vendor shall maintain insurance which, at a minimum, shall include the following types of
insurance and coverage limits:
12.1.1 Workers Compensation as required by the laws of the State of Mississippi, and
12.1.2 Comprehensive General Liability or Professional Liability with minimum limits of $1,000,000.00
per occurrence for bodily injury, personal injury, accidental death, property damage, employee
dishonesty, and identity theft; and
12.1.3 Employee Dishonesty Insurance or Fidelity Bond insurance with third party liability coverage and
minimum limits of $500,000.00
12.2 Additionally:
12.2.1 In no event shall the requirement for an insurance, bond, or other surety be waived.
12.2.2 All insurances policies shall list Ellisville State School as an additional insured.
12.2.3 All insurance policies shall be issued by companies authorized to do business under the laws of
the State of Mississippi, meaning insurance carriers must be licensed or hold a Certificate of
Authority from the Mississippi Department of Insurance.
12.2.4 Awarded Contractor shall submit to Agency within fourteen (14) days of notification of intent to
award, a certificate of insurance and/or bond which outlines the coverage and limits defined in
the procurement and contract. There are no provisions for exceptions to this requirement.
Failure to provide the certificates of insurance within a fourteen (14) day period may cause the
accepted bid to be declared non-responsive or for the awarded contract to be cancelled.
12.2.5 Awarded Contractor shall obtain at its expense the insurance and/or bond requirements
specified in the procurement and contract prior to performing under this Contract, and Awarded
Contractor shall maintain the required insurance and/or bond coverage throughout the duration
of this Contract and all warranty periods. There are no provisions for exceptions to this
requirement.
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