IFB Janitorial Services - OTL

Agency:	Mississippi Department of Education
State:	Mississippi
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Dec 8, 2022
Due:	Jan 13, 2023
Publication URL:	To access bid details, please log in.

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Effective July 1, 2021

Revised October 26, 2022

INVITATION FOR BIDS

Janitorial Services

The Mississippi Department of Education

Office of Teaching and Leading

RFx 3160005593

Submission Due Date: January 13, 2023

By submitting a BID, the Offeror 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.

BID Name: Janitorial Services

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Effective July 1, 2021

Revised October 26, 2022

INVITATION FOR BID and Bidder Information

RFx Bid Number: 3160005593

Dates of Advertisements:

1ST advertisement – Thursday, December 8, 2022

2nd advertisement – Thursday, December 15, 2022

Bid Due Date and Time: Friday, January 13, 2023

at 10:00 a.m. CST

Bid Review:

Friday, January 13, 2023, at 2:00 a.m. CST

Contract Intent to Award: Thursday, January 19, 2023

Term of Contract: April 1, 2023, through March 31, 2027

Bid Title:

Janitorial Services

Program Contact: Attn: Dr. Cory Murphy

Required Walk-through (Date and Time): Thursday

December 29, 2022, at 3:00 p.m. - 4:00 p.m.

Deadline for Questions:

Wednesday, January 4, 2023, at 5:00 p.m. CST

Dates to Post Answers:

Monday, January 9, 2023

Tentative Contract Approval:

March 17, 2023

You are invited to participate in this Invitation for Bid (IFB). Please submit your bid response, all required forms and the

vendor acceptance in conformance with the instructions specified herein. By submitting a bid response, the bidder agrees

and promises to provide 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 Offeror 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.

Written acceptance of the bidder's bid response by the State, by issuance of a purchase order or contract, constitutes a

binding contract made with the bidder 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:

How many years and/or months of experience has

your company been performing the services called for

in this Invitation of Bids?

Type or Print Name of Person Signing:

How many customers has your company provided

services called for in this IFB in the past two years?

Title:

Authorized Signature:

Date:

BID Name: Janitorial Services

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Effective July 1, 2021

Revised October 26, 2022

The Mississippi Department of Education

Terms and Conditions

Janitorial Services

1. PREPARATION OF BID

The Invitation for Bid and/or Quotes (IFB/RFQ) 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® format, preferably in Word® or Portable Document Format (PDF) only. In person delivery of bids will not be

accepted or considered for an award.

Shipped to:

(USPS, UPS, Fed Ex)

ATTN: Monique Corley

Office of Procurement

The Mississippi Department of Education

(Janitorial Services – Janitorial 13, 2023)

500 Greymont Avenue

Suite G

Jackson, MS 39202

(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 of lost packets. All

risk of late arrivals due to unanticipated delays – whether delivered by shipping or electronic method – is entirely on the

bidder.

1. To submit bids electronically, bidders must be registered in the MAGIC system as a State of MS Supplier, have a

mash mash@dfa.ms.gov for help. Please visit and register at DFA: Mississippi Suppliers (Vendors) (ms.gov). If

assistance is required, contact MASH help desk at 601-359-1343 at least 72 hours in advance of the due date for

submission. Bids received after the time designated in the solicitation shall be considered late and shall not be

considered for award.

2. Failure to examine any drawings, specifications, and instructions will be at bidder's risk.

3. Price each item separately.

4. Price options shall not be included or considered unless specified in the solicitation.

5. Available specifications shall be sufficient to make the terms binding.

6. Information must be furnished according to bid.

7. It is understood that reference to available specifications shall be sufficient to make the terms of such

specifications binding the bidder.

8. Time Performance. The number of calendar days in which delivery will be made after receipt of order shall be

indicated in the bid specifications.

BID Name: Janitorial Services

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2. SUBMISSION OF BID

Effective July 1, 2021

Revised October 26, 2022

All bids shall be signed and sealed. An agent authorized to enter into an agreement must sign bid. 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 RFx 3160005593.

Bids, bid modifications, or corrections received after 10:00 a.m., CST on January 13, 2023, will not be accepted. The MDE

will not be responsible for delivery delays of lost packets. All risk of late arrivals due to unanticipated delays – whether

delivered by shipping or electronic method – is entirely on the bidder.

a. When submitting a bid electronically, the authorized signature may be typed or be an electronic signature.

b. 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.

3. RESTRICTIONS ON COMMUNICATIONS WITH THE OFFICE OF PROCUREMENT

From the issue date of this solicitation until a Contractor is selected and the Contract is signed, Offerors and/or their

representatives are prohibited to communicate with any Office of Procurement staff regarding this procurement.

4. ORDER OF COMMUNICATIONS

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 Teaching and Leading at OTLPROCUREMENTS @mdek12.org by Wednesday, January 4,

2023, at 5:00 p.m. (CST). Responses will be posted to the MDE website at www.mdek12.org under the Public Notices

section and will be available to the general public by Monday, January 9, 2023. A copy of any corrections, changes, or

clarification to the bid shall be submitted to Monique Corley, Office of Procurement, The Mississippi Department of

Education, 500 Greymont Avenue, Suite G; Jackson, MS 39201.

5. ACKNOWLEDGMENT OF ADMENDMENTS

Bidders shall acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the

application. The acknowledgement must be received by the MDE by the time and at the place specified for receipt of the

bid.

6. 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.

7. ERROR IN BID

Any errors found in bid 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.

8. WITHDRAWAL OF BID

Bids may be withdrawn with written notice from bidder who signed the original document prior to the time and date of the

bid opening. Any withdrawn or modified offer shall remain unopened in the MDE Procurement File. In accordance with

§25-61-1, only opened bids shall be available for inspection by participants.

9. FIRM BID PRICE

The price bid for each item is the service costs, and all other overhead charges of every kind and nature. Unless otherwise

specified, prices shall remain firm for the bid.

BID Name: Janitorial Services

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10. AWARD

Effective July 1, 2021

Revised October 26, 2022

It is the intent of the MDE to award a contract to the lowest responsive bidder meeting specifications April 1, 2023, through

March 31, 2027. The contract will be awarded for four (4) years with an option to renew for year five (5). Each year of the

contract will be contingent upon the prior year’s performance evaluation and availability of funds. Award shall be based on

the following factors: (A) adherence to all conditions and requirements of the bid specifications; (B) qualifications of the

bidders, including past performance, financial responsibility, general reputation, experience, and service capabilities; (C)

delivery or completion date; (D) workmanship, finish, and overall quality; and (E) any bid that does not meet the requirements

set out in the specifications shall not be considered for the award.

11. PERFORMANCE BOND

Awarded vendor must agree to secure a performance bond for 100% of the awarded contract amount. Performance bonds

cannot be waived or negotiated.

12. PUBLIC BID

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.

All offerors are invited to participate in the bid call process. The bid call will take place on January 13, 2023, at 2:00 p.m.

in person located at:

Mississippi School for the Deaf and Blind (MSDB) – Dorm Four (4)

Office of Teaching and Leading Call Center

1252 Eastover Drive

Jackson, MS 39211

13. POST-AWARD VENDOR DEBRIEFING

Vendors shall be given the opportunity to request a debriefing. Upon notification of intent to award or notification of

unsuccessful Offeror, vendor shall have three (3) business days to request a post-award debriefing in writing, by U.S. mail

or electronic submission. At a minimum, the debriefing should occur within four (4) business days after receipt of the vendor

request. The debriefing shall include the following:

(1) Evaluation of significant weaknesses or deficiencies in the IFB;

(2) Overall evaluated cost or price and technical rating, if applicable, of the successful vendor(s) and the debriefed

vendor;

(3) Overall ranking of all vendors, when any ranking was developed by the agency during the selection process;

(4) Summary of the rationale for award; and,

(5) Reasonable responses to relevant questions about selection procedures contained in the solicitation, applicable

regulations, and other applicable authorities that were followed

14. RIGHT TO PROTEST

A. Interested Party means an actual or prospective bidder that may be aggrieved by the solicitation or award of a contract,

or by the protest.

B. Protester means any actual or prospective bidder who is aggrieved in connections with the solicitation or the award of a

contract who files a protest.

C. Special Assistant Attorney General shall mean the individual assigned by the Attorney General to provide legal assistance

to the State agency.

14.1 Procedures for Filing Protests

Protesters should seek resolution of their complaints initially with the office that issued the solicitation.

BID Name: Janitorial Services

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IFB Janitorial Services - OTL - RFx 3160005593

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