ASPHALT EQUIPMENT RFX3140004394.pdf

MISSISSIPPI DEPARTMENT OF CORRECTIONS

REQUEST FOR QUOTES FORMAL (RFQF)

(Reverse Auction)

RFx No.: 3140004394

To Provide: One (1) New Compact Asphalt Paver, One (1) New Trailer-Mounted Asphalt Hotbox, and One (1) New

Compact Tandem Roller

Issue Date: Tuesday, October 2, 2025

Qualifying Bids: Due By 10 a.m. (CDT) on October 24, 2025

Invitation: The Mississippi Department of Corrections (“MDOC”) is seeking bids from qualified bidders for the purchase and delivery of one (1) new compact asphalt paver, one (1) new trailer mounted asphalt hotbox, and one (1) new compact tandem roller. The purpose of this RFQF is to qualify vendors to participate in a Live Reverse Auction.

Contact Information:

Mississippi Department of Corrections Office of Procurement and Contracts Attn: Crystal T. Henry, Bid Coordinator 301 North Lamar Street Jackson, MS 39201 Telephone: 601-359-5655 Procurement@mdoc.state.ms.us mailto:Procurement@mdoc.state.ms.us

Table of Contents

SECTION I – GENERAL CONDITIONS FOR REVERSE AUCTIONS

1.0 DEFINITIONS

2.0 PREPARATION OF BIDS

3.0 BID SUBMISSION

4.0 ACCEPTANCE OF BIDS

5.0 ERROR IN BID

6.0 SPECIAL DISCOUNT PERIOD

7.0 AWARD

8.0 INSPECTION

9.0 TAXES

10.0 GIFTS, REBATE, GRATUITIES

11.0 BID INFORMATION

12.0 PRECEDENCE

13.0 COMPETITION

14.0 WAIVER

15.0 CANCELLATION

16.0 SUBSTITUTIONS DURING CONTRACT

17.0 APPLICATION

18.0 ADDENDA

19.0 NONRESPONSIVE BIDS

20.0 SPECIFICATION CLARIFICATION

21.0 PRE-QUALIFICATION PROCESS

22.0 FIRM BID PRICE

23.0 CONTRACT EXTENSION

24.0 SUSPENSION AND DEBARMENT

25.0 ASSIGNMENT

26.0 INDEMINIFICATION

27.0 LIVE AUCTION

28.0 FORCE MAJEURE

SECTION II – INSTRUCTIONS AND SPECIAL CONDITIONS

1.0 AUTHORITY

2.0 SCOPE OF SERVICE

3.0 GENERAL TERM OF CONTRACT

3.1 DELIVERY TIME

4.0 PROCUREMENT TIMELINE

5.0 REFERENCES

6.0 BUSINESS LONGEVITY

7.0 APPROACH

8.0 REGISTRATION WITH MISSISSIPPI SECRETARY OF STATE

9.0 PROCUREMENT METHODOLOGY

10.0 OPENING PROCEDURES

11.0 BID OWNERSHIP

12.0 PARTIAL BIDS

13.0 EXCEPTIONS AND DEVIATIONS

14.0 CONFLICT OF INTEREST

15.0 OFFICE CLOSURE STATEMENT

16.0 SUBMISSISON PROCEDURES

17.0 LATE SUBMISSION

18.0 REVERSE AUCTION

19.0 Login Procedure

SECTION III – HOW TO CREATE AN RFx RESPONSE

SECTION IV – REVERSE AUCTION BIDDER’S TRAINING GUIDE

SECTION V – BID PACKAGE

Attachment A

Attachment B

Attachment C

Attachment D

Attachment E

Attachment F

Attachment G

Attachment H

Attachment I

Attachment J

Attachment K

Attachment L

SECTION I – GENERAL CONDITIONS FOR REVERSE AUCTIONS

ALL BIDS SUBMITTED SHALL BE IN COMPLIANCE WITH ALL CONDITIONS SET

FORTH HEREIN. THE BID PROCEDURES FOLLOWED BY THIS OFFICE WILL BE IN

ACCORDANCE WITH THESE CONDITIONS. THEREFORE, ALL BIDDERS ARE URGED

TO READ AND UNDERSTAND THESE CONDITIONS PRIOR TO SUBMITTING A BID.

1.0 DEFINITIONS

The use of the word “agency” in any Bid Invitation solicitation or specification shall be intended to mean state agencies only.

2.0 PREPARATION OF BIDS

2.1 Bids and/or Quotes may be submitted through the State of Mississippi’s e-procurement system (MAGIC) or in person to the Mississippi Department of Corrections (“MDOC” or “the State”). Paper bids are allowed. All 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.

2.2 To submit bids electronically, bidders must ensure they are registered in the

MAGIC system and have received a login, password, and supplier number and that all technical requirements have been met.

2.3 If a bidder is unwilling or unable to participate through MAGIC, a MDOC representative can enter the Vendor’s bid(s) manually (i.e. Surrogate bidding).

2.4 Bidders participating in person by surrogate bidding must indicate in their response to the initial Request for Quote-Formal (RFQF).

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

2.6 Price each item separately. Unit prices shall be shown. Bid prices must be net.

2.7 It is understood that reference to available specifications shall be sufficient to make the terms of such specifications binding on the bidder.

2.8 Bidders must furnish all information requested in the bid specifications. Further, when required, each bidder must submit for bid evaluation cuts, sketches, descriptive literature and technical specifications covering the product offered.

Reference to literature submitted with a previous bid or on file with MDOC will not satisfy this provision.

2.9 Samples of items, when requested, must be furnished free of expense, and if not destroyed in testing will, upon request, be returned at the bidder's expense. Request for the return of samples must be made within ten (10) days following opening bids.

Each individual sample must be labeled with bidder's name, manufacturer's brand name and number, State of Mississippi commodity number, bid number and item reference.

2.10 Time of performance. The number of calendar days in which delivery will be made after receipt of order shall be indicated in the bid specifications.

3.0 BID SUBMISSION

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

3.2 Bids and modifications or corrections received after the closing time specified will not be considered.

3.3 When submitting the response to the RFQF in MAGIC, bidder must ensure all questions have been answered within the RFQF and all proposed items in bid have a response.

3.4 Bidders submitting paper responses should submit responses to the MDOC by the response deadline.

4.0 ACCEPTANCE OF BIDS

MDOC reserves the right to reject any and all bids, to waive any informality in bids and unless otherwise specified by the bidders, to accept any items on the bid. The State reserves the right to modify or cancel in whole or in part its Request for Quotes Formal.

If a bidder fails to state the time within which a submitted bid will expire, it is understood and agreed that the MDOC shall have 60 days to accept.

5.0 ERROR IN BID

If a vendor is participating in a Live Auction, the vendor can notify MDOC in the event of an erroneous bid via the chat message feature. Erroneous bids, where the mistake is apparent to MDOC, may be deleted during the live auction.

6.0 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.

7.0 AWARD

7.1 Contracts and purchases will be made or entered into with the lowest responsible bidder meeting specifications, except as otherwise specified in the bid specifications. Where more than one item is specified in the specifications, the MDOC reserves the right to determine the low bidder either on the basis of the individual item(s) or on the basis of all items included in its Invitation for Bids, or as expressly provided in the MDOC's Invitation for Bids.

7.2 Unless the bidder specified otherwise in the bid, the MDOC may accept any item or group of items of any kind.

7.3 A written purchase order or contract award furnished to the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract without further action by either party. The contract shall consist solely of these General Conditions, the Instructions and 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 MDOC.

8.0 INSPECTION

Final inspection and acceptance or rejection may be made at 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.

9.0 TAXES

The State is exempt from federal excise taxes and state and local sales or use taxes and bidders must quote prices which do not include such taxes. Exemption certificates will be furnished upon request. Contractors making improvements to, additions to or repair work on real property on behalf of the State are liable for any applicable sales or use tax on purchase of tangible personal property for use in connection with the contracts. Contractors are likewise liable for any applicable use tax on tangible personal property furnished to them by the State for use in connection with their contracts.

10.0 GIFTS, REBATE, GRATUITIES

10.1 Acceptance of gifts from bidders is prohibited. No officer or employee of the

MDOC, 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 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.

10.2 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.

11.0 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.

12.0 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.

13.0 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.

14.0 WAIVER

MDOC 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.

15.0 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.

16.0 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 MDOC and the substitutions are deemed to be in the best interest of the State.

17.0 APPLICATION

It is understood and agreed by the bidder that any contract entered into as a result of this Invitation for Bids is established for use by State agency 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 state Office of Purchasing, Travel and Fleet Management.

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 MDOC 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.

18.0 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.

19.0 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 alternate 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.

20.0 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 live auction or bid opening. Such clarification will be answered only in response to a written request submitted in the specified amount of time set by the MDOC. The MDOC reserves the right to specify a time frame in which clarification request shall be made.

21.0 PRE-QUALIFICATION PROCESS

21.1 The purpose of the RFQF is to advertise the competitive procurement for solicitation of formal quotes from potential bidders to participate in the Reverse Auction. The MDOC will be responsible for defining product categories, adding bidders, and publishing all bid related documents to the procurement portal. Once the responses have been received and the Opening Date has been reached, the MDOC will review the submissions to qualify bidders and determine a starting price for reverse auction items.

21.2 The Invitation for Bids/RFQF shall be advertised in accordance with Section

3.106.05.4 of the Mississippi Procurement Manual. The MDOC shall advertise for 14 consecutive days in accordance with Section 31-7-13(c)(i)(1) of the Miss. Code Ann. Responses to the RFQF will be due on the 8th working day after the last day of advertisement.

21.3 Responses to the RFQF will be reviewed by the MDOC for responsiveness to specifications. Price quotes received will be evaluated in conjunction with other market research to determine the starting price for the Auction.

21.4 The MDOC will accept bidder responses in MAGIC who have qualified by meeting RFx specifications. Bidders not meeting specifications will not be allowed to participate in the Auction.

21.5 Once qualified, the MDOC will notify the vendor of Qualification and the date of the Live Auction via email. After receiving the confirmation email, bidders should review/ensure technical requirements for MAGIC have been met or confirm participation in person.

21.6 It is requested that bids be submitted on the basis of statewide distribution.

Contractors must maintain adequate distribution capabilities and adequate stock of all items to insure prompt delivery.

22.0 FIRM BID PRICE

Prices accepted from bidder submissions shall be firm for the term of the contract except that the State 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.

23.0 CONTRACT EXTENSION

23.1 Automatic contract renewals or extensions are not allowed. Contracts must be extended or renewed with the proper documents signed or approved by the MDOC.

23.2 The MDOC 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.

24.0 SUSPENSION AND DEBARMENT

By submitting a bid, the bidder is certifying that neither the bidder nor any potential subcontractors are debarred or suspended or are otherwise excluded from or ineligible for participation in federal assistance programs.

25.0 ASSIGNMENT

The Contractor shall not assign or subcontract in whole or in part, its right or obligations under this agreement without prior written consent of the MDOC.

26.0 INDEMINIFICATION

Contractor shall indemnify, defend, save and hold harmless, protect, and exonerate the State of Mississippi, its Commissioners, Board Members, officers, employees, agents, and representatives from and against all claims, demands, liabilities, suits, actions, damages, losses, and costs of every kind and nature whatsoever, including, without limitation, court costs, investigative fees and expenses, and attorneys’ fees, arising out of or caused by Contractor’s and/or its partners, principals, agents, employees, and/or subcontractors in the performance of or failure to perform this Agreement. In the State’s sole discretion, Contractor may be allowed to control the defense of any such claim, suit, etc. In the event Contractor defends said claim, suit, etc., Contractor shall use legal counsel acceptable to the State; Contractor shall be solely liable for all reasonable costs and/or expenses associated with such defense and the State shall be entitled to participate in said defense. Contractor shall not settle any claim, suit, etc., without the State’s concurrence, which the State shall not unreasonably withhold.

27.0 LIVE AUCTION

27.1 Notification of Auction Start date and time will be sent via email to qualifying bidders. If a bidder is unwilling or unable to participate through MAGIC, a representative from MDOC can enter the Vendor’s bid(s) manually (i.e. Surrogate Bidding). If a bidder elects to participate via Surrogate Bidding, the bidder must be physically present at the public bidding location, with the means to submit written bids for each offer made and signed by an authorized agent of the Vendor. A Bid Form will be provided to the Vendor at the start of the auction. This form will not be returned to the bidder but will become a part of the Bid Documentation for Evaluation by MDOC.

27.2 The Auction time may be extended at the discretion of MDOC. Examples of reasons to extend an auction include, but are not limited to, technical difficulties experienced by MDOC or bidder, the need to pause the Auction, or bids placed within the last few moments of bidding.

27.3 Communication with bidders participating electronically during the Auction may be done via the Live Chat Feature. MDOC has the ability to send messages to particular bidders or broadcast to all bidders. Bidders can ONLY communicate with MDOC, not other bidders.

27.4 Bidders may be removed from a Live Auction for improper conduct, including but not limited to profanity, threats, consistently entering erroneous or extremely low bids, or other disruptive behavior.

28.0 FORCE MAJEURE

If MDOC 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 agency shall be open 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. MDOC shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the MDOC as a result of a Force Majeure Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the MDOC prior to the new date and time of the live auction or bid opening.

SECTION II – INSTRUCTIONS AND SPECIAL CONDITIONS

1.0 AUTHORITY

The Office of Purchasing, Travel, and Fleet Management (“OPTFM”) at the Mississippi Department of Finance and Administration (“DFA”) supervises the purchase, lease-purchase, lease, and rental of any commodities or equipment by Agencies under the purview of Public Procurement Review Board (“PPRB”).

1.1 PURPOSE

The Mississippi State Penitentiary of the Mississippi Department of Corrections (referred to as “MDOC”) is seeking to obtain one (1) new compact asphalt paver, one (1) trailer-mounted asphalt hot box, and one (1) new compact tandem roller to purchase by using the Reverse Auction Process. The Request for Quotes Formal (RFQF) is the first step in the Reverse Auction Process. The purpose of the RFQF is to solicit quotes from interested parties meeting bid requirements and specifications, in order to determine the qualified vendors, which will participate in the Live Reverse Auction. There will be separate auctions for each piece of equipment.

It is the responsibility of the prospective bidder to review all information contained within this RFQF and accompanying attachments. Notifications must be sent to the Mississippi Department of Corrections if a vendor believes the information contained in this RFQF is devised in such a manner that would restrict competition. The Office of Procurement and Contracts may be reached at telephone number (601) 359-5600.

2.0 SCOPE OF SERVICE

This RFQF is for one (1) new compact asphalt paver, one (1) new trailer-mounted asphalt hotbox, and one (1) compact tandem roller. This RFQF will solicit quotes to obtain qualifying quotes as listed on the Quote Sheet List (Attachment B). The bidder may propose options above and beyond these specifications that best suit the needs of MDOC’s interest as determined by the agency. The bidder agrees to begin delivery within 60 days of award. Failure to do so may result in cancellation of award. If cancellation of award occurs, a new award will be made to the next lowest bidder meeting required specifications.

3.0 GENERAL TERM OF CONTRACT

Upon acceptance of a bid by the MDOC, and receipt of a signed contract or purchase order, the successful bidder shall be obligated to deliver equipment in accordance with the specification listed in this RFQF.

3.1 DELIVERY TIME

The awarded bidder shall begin delivery within 60 days of award with 48-hours required notice prior to delivery to the following location:

Mississippi State Penitentiary MS Highway 49 West Parchman, MS 38738

Point(s) of Contact (48-hour notice required prior to delivery):

Mr. Gerrard Poole (662) 588-4683 gpoole@mdoc.state.ms.us - Primary Contact Mr. Barney Poole (601) 507-2338 barney.poole@mdoc.state.ms.us - Secondary

Contact

4.0 PROCUREMENT TIMELINE

It is our intent to follow the schedule below in the execution of this request for quote; however, MDOC reserves the right to amend and/or change the below schedule of events, as it deems necessary.

A. Issue Date October 2, 2025 B. Deadline for Submission of Questions 5 p.m. (CDT) on October 15, 2025 C. Questions &Answers Posted to Website October 17, 2025 D. Bid Packet Submission Deadline 10 a.m. (CDT) on October 24, 2025 E. Anticipated Bid Opening Date 11 a.m. on October 24, 2025 F. Anticipated Date to Notify Qualified Bidders October 27, 2025 G. Reverse Auction Start Date: 10 a.m. (CDT) on October 30, 2025 H. Projected Award Date: November 5, 2025

5.0 REFERENCES

As part of its bid, each bidder must furnish contact information of at least four (4) current references. The reference information should include the contact person, address and phone number for each contract with their largest clients of similar size and scope of services, as specified in this RFQF. “Largest client” is determined by the revenue paid by the client to the bidder over the past two-year period. Failure to list a qualifying client may result in rejection of prospective bidder’s bid. MDOC will contact these clients as references to evaluate the quality of the bidder’s past work and management capabilities. Reference information must be provided as part of the packet submitted for consideration.

References must report the vendor to be of good reputation in providing applicable services.

Although MDOC requires the provision of a minimum of four (4) references, bidder may submit as many references as desired. References will be contacted in order listed until at minimum two references have been interviewed. Bidders are encouraged to submit additional references to ensure that at least two references are available for interview. It is the responsibility of the bidder to verify before submitting their bid that contact information is correct and current for each reference. MDOC will not seek to correct erroneous contact information or track down references.

MDOC staff must be able to contact two (2) references for a bid to be found responsive. In addition, the bidder must have a minimum score of six (6) on the Reference Score Sheet in Attachment L from reference interviews by MDOC with two (2) references for a total minimum score of twelve (12).

6.0 BUSINESS LONGEVITY

Each bidder must have been in business a minimum of two (2) years prior to submission of its bid.

Please indicate the length of time you have been in business providing equipment as specified in mailto:gpoole@mdoc.state.ms.us mailto:barney.poole@mdoc.state.ms.us this RFQF. Business longevity information must be provided, as part of the bid package submitted for consideration.

7.0 APPROACH

It is understood that all bids are submitted on the basis of complying with the provisions, terms and specifications set out herein, 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 the contract. The MDOC reserves the right to waive minor technicalities on bid forms and specifications that can be waived or corrected without prejudice to other bidders when it is in the best interest of the Mississippi Department of Corrections. The MDOC reserves the right to reject any and all bids, to waive any minor informality in the bids, and, unless otherwise specified by the bidders, to accept any items on the bid.

The bidder understands that the Mississippi Department of Corrections is an equal opportunity employer and maintains a policy that prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, or any other consideration. The bidder will strictly adhere to this policy in its employment practices and provision of services.

8.0 REGISTRATION WITH MISSISSIPPI SECRETARY OF STATE

By submitting a bid, the bidder certifies it is registered to do business with the State of Mississippi through the Secretary of State or, if not already registered, that it will do so within seven (7) business days of being notified by MDOC that it has been awarded the contract.

Please complete the Secretary of State Acknowledgement form included in Attachment H.

9.0 PROCUREMENT METHODOLOGY

9.1 BIDDER RULES OF PROCUREMENT

All formal bids shall be binding for a minimum of forty-five (45) days after opening. If a bid is withdrawn after opening, the vendor will be removed from the list of eligible bidders for a period of six (6) months.

9.2 PROCUREDURES FOR ANSWERING QUESTIONS

A. All questions or clarifications concerning this RFQF or the bid process must be submitted by 5:00 p.m. (CDT) on October 15, 2025 to:

Procurement@mdoc.state.ms.us.

B. Questions and requests for clarification must be submitted via email during normal business hours by the deadline reflected in Section II, 4.0, Procurement Time Line.

Questions received after this time will not be considered.

C. All questions and answers shall be treated as amendments to the RFQF. See Section II, 9.4 below. Therefore, all questions received by MDOC in a timely manner will be answered and issued in the form of amendments to each vendor that received the RFQF. Additionally, the questions and answers will be published on the MDOC website (https://www.mdoc.ms.gov/) in a manner that all bidders will be able to view by the date and time reflected in Section II, 4.0, Procurement Time Line.

D. It shall be incumbent upon all Bidders to understand the provisions of the scope of services and to obtain clarification by the time reflected in Section II, 4.0, Procurement Time Line. Bidders are responsible for following up to see that any correspondence or communications are properly received.

E. MDOC will not be bound by any verbal information that is not contained within this RFQF or its Attachment(s) or Addendum(s) unless formally noticed and issued by: Crystal T. Henry, Ph.D., Project Manager II, Procurement@mdoc.state.ms.us.

9.3 AMENDEMENT OR WITHDRAWAL

No bids shall be modified after the specified time for the opening. If a bid is withdrawn after opening, the bidder will be removed from the list of eligible for a period of six (6) months. A bidder may withdraw a bid prior to the time set for the opening by simply making a request in writing to MDOC; no explanation is required. No partial withdrawals are permitted after the time and date set for the opening; only complete withdrawals are permitted. No late bids, modifications or withdrawals will be considered unless receipt would have been timely but for the action or inaction of MDOC personnel directly involved with the procurement activity.

9.4 AMENDEMENTS TO THE RFQF

Amendments to the RFQF will be identified as such. Amendments will reference the portions of the RFQF that it amends. Amendments will be sent to all prospective bidders that received an RFQF. Each v endor sh a l l a c k no wl ed ge rec e ip t o f a m e ndm e n t s b y c o mp le t i n g and s ign in g th e Acknowledgement of Amendments form included in Attachment G hereto. The Bid Coordinator of MDOC will post the Amendment by number on MDOC website https://www.mdoc.ms.gov/ in a manner all bidders will be able to view. Respondents shall rely only on communication from the Bid Coordinator of MDOC in submitting bids and obtaining amendments. The MDOC’s Office of Procurement and Contract shall not be bound by any oral communications; bidders who rely upon any oral communications regarding the bid do so at their own risk.

Additionally, each bidder shall complete Attachment G, Acknowledgements of Amendments, and include as part of its bid packet.

9.5 BID ACCEPTANCE PERIOD

https://www.mdoc.ms.gov/ https://www.mdoc.ms.gov/

The original bid form, cover sheet, certification to sign form, references and all acknowledgement forms, shall be signed and submitted in a sealed envelope or packet to the address noted in Section II 10.1 Procedure for Submitting Bids, no later than the time specified by the Procurement timeline. Timely submission of the bid forms is the responsibility of the bidder. Bids received after the specified time shall be rejected and returned to the bidder unopened. The envelope or packet shall be marked with the bid opening date and time, and the number of the Request for Quote. The time and date of receipt shall be indicated on the envelope or packet by Administrative Services or Support Staff. Each page of the bid and all attachments shall be identified with the name of the bidder. Failure to submit a bid on the bid form 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. MDOC reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive. As precondition to bid acceptance, MDOC 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 service.

9.6 PREQUALIFICATION OF SUPPLIERS

Supplier should include specifications, literature, samples, etc. with their quotes. Upon completion of the quote evaluation, the Mississippi Department of Corrections will email the vendor or vendors who have submitted and meet all requirements outlined in the RFQF to participate in the Reverse Auction process.

9.7 BID EVALUATION

Contracts and purchases will be made or entered into with the lowest, responsible and responsive bidder meeting specifications. Factors to be considered in determining the lowest, responsible bidder include:

• Price

• Conformity

• Responsibility of Bidder

• Bidder’s ability to deliver as per specifications

• Reference response

• Qualified to contract with the State of Mississippi

9.8 AWARD NOTICE

Suppliers should be advised no award will automatically result from a reverse auction.

MDOC will review the results of the auction and make a determination. After the Mississippi Department of Corrections makes the award, official notification will be sent to all participating vendors. This information will be released in written form via email and/or letter. The Mississippi Department of Corrections will not respond to telephone calls requesting the information. Actions taken by a bidder before the receipt of the official notification will be at the bidder’s own risk, and the Mississippi Department of

Corrections will not be responsible for such actions. If the purchase is for an amount greater than $50,000, such award shall be subject to approval of the purchase by the Office of Purchasing, Travel and Fleet Management (OPTFM).

9.9 RIGHT TO PROTEST

Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the Chief Procurement Officer or the Commissioner of the Mississippi Department of Corrections. The protest shall be submitted in writing within seven (7) days after notification is received. The written protest letter shall contain an explanation of the basis of the protest. A protest is considered submitted when received by the Chief Procurement Officer or Commissioner of the Mississippi Department of Corrections. To expedite handling the protest, the envelope should be labeled “Protest”. Protest filed after normal business hours on the seventh day will not be considered.

10.0 OPENING PROCEDURES

Bids will not be opened publicly. Bids will be made available for inspection only after award of contract.

11.0 BID OWNERSHIP

All bids become MDOC property. Bids will be made available for inspection only after award of contract. For this reason, proprietary material should be clearly labeled as such. The classification of an entire Bid as proprietary or trade secret is not acceptable and may result in rejection of the Bid. Request to review proprietary information will be handled in accordance with state law and applicable procedures. All disclosures of Bid information to interested parties will be made in compliance with MDOC policies and procedures established in accordance with the Mississippi Public Records Act of 1983 defined in Section 26-61-1 et seq., of the Mississippi Code and exceptions found in Section 25-61-9 and 79-23-1.

12.0 PARTIAL BIDS

Bids are not required to bid on all items but may include more than one item in their bid. MDO will consider bids for each line item separately by item.

13.0 EXCEPTIONS AND DEVIATIONS

Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the Bid form and shall fully describe said exception. Failure to indicate any exception will be interpreted as the proposer’s intent to comply fully with the requirements as written. Conditional or qualified bidders, unless specifically allowed, shall be subject to rejection in whole or in part.

14.0 CONFLICT OF INTEREST

All bids must be accompanied by a statement disclosing (1) any involvement, financial or otherwise, that an employee, officer, or agent of MDOC may have in the proposing organization, and (2) any involvement, financial or otherwise, that any employee, officer of any other governmental agency may have in the proposing organization. Disclosure statement form included in Attachment I.

15.0 OFFICE CLOSURE STATEMENT

If the agency 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 opened on the next business day that the agency shall be open 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, 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 the closure of the agency as a result of a Force Majeure Event.

Each proposer 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.

16.0 SUBMISSISON PROCEDURES

16.1 PROCEDURES FOR SUBMITTING BID

A. Bids must be written and formatted based on the forms furnished by MDOC, or they may not be considered. Letters will not be considered a part of your Bid. Facsimile transmissions will not be accepted. Failure to submit a bid on the Bid Form in the manner specified will be considered cause for rejection of Bid.

B. Bids should be typed and single-sided; not handwritten. Failure to submit a bid on the Bid Form in the manner specified will be considered cause for rejection of Bid. The Bid shall be signed by a company official with authorization to bind contractor to its provisions and submitted in a sealed envelope or package no later than 10:00 a.m. (CDT) on October 23, 2025.

labeled in the following manner:

Mississippi Department of Corrections

Office of Procurement and Contracts Attention: Crystal T. Henry, Ph.D., Bid Coordinator

RFQF # 3140004394

301 North Lamar Street Jackson, MS 39201

SEALED BID – DO NOT OPEN

C. Unless submitted in the Mississippi Accountability System Government

Information and Collaboration (MAGIC) system, a packet must be delivered by the time indicated for submission in Section II, 4.0 of the Procurement Time Line. It must be labeled as noted in (E.) below. If submitted in MAGIC documents must be signed and scanned in as an attachment.

D. MDOC reserves the right to decide, on a case-by-case basis, whether to reject with exceptions, modifications or additions outside the parameters set by this RFQF, including specifications, as nonresponsive.

E. Sealed bids should be hand delivered (strongly encouraged) or mailed and labeled as follows:

Mississippi Department of Corrections Office of Procurement and Contracts Attention: Crystal T. Henry, Ph.D., Bid Coordinator

RFQF # 3140004394

301 North Lamar Street Jackson, MS 39201

SEALED BID – DO NOT OPEN

F. The parties submitting bids are responsible for ensuring they are delivered by the required time assuming all risk of delivery. MDOC will not be responsible for mail delays or lost mail. Delays due to system down time or weather will be reviewed on a case by case basis and the proposer should notify MDOC Bid Coordinator of such occurrences. Bids and modifications or corrections thereof received after the closing time specified will not be considered. Any bids or responses received subsequent to the specified date and time shall remain sealed and be maintained as part of the procurement file.

16.2 SUBMISSION FORMAT

The bid packet must be sealed and must contain the following:

A. Attachment A – Bid Cover Sheet B. Attachment B – Quote Sheet List for Compact Asphalt Paver, Trailer-Mounted

Asphalt Hotbox, and Compact Tandem Roller C. Attachment C – Compact Asphalt Paver Minimum Specifications Data Sheet D. Attachment D – Trailer-Mounted Asphalt Hotbox Minimum Specifications Data

Sheet E. Attachment E – Compact Tandem Roller Minimum Specifications Data Sheet F. Attachment F – Certifications and Assurances G. Attachment G – Acknowledgment of Amendments H. Attachment H – Secretary of State Acknowledgment I. Attachment I – Conflict of Interest Disclosure Statement J. Attachment J – Live Reverse Auction Participation Intent Form

K. Attachment K – Reference List L. Attachment L – Reference Score Sheet (To be completed by MDOC Staff)

17.0 LATE SUBMISSION

No late bids, modifications or withdrawals will be considered unless receipt would have been timely had it not been for the action or inaction of MDOC personnel directly involved with the procurement activity. Late bids or responses shall remain sealed and be maintained as part of the procurement file.

18.0 REVERSE AUCTION

All qualified bidders are required to participate in the reverse auction process. Bidders must ensure the following technical requirements are met:

• Acceptable Internet Browser(s) o Microsoft Internet Explorer (IE) version 11 o Firefox versions 51 or lower o Google Chrome versions 49 and above (will need to download and install a

Chrome Extension called “IE Tab Extension”)

• Pop-up blocker is turned off.

• Java o Reverse Auction requires Java version 6.30 or higher. Java can be downloaded from the following website: https://www.java.com/en/download/.

The following Internet Browsers are unsupported by the Reverse Auction system:

• Microsoft Internet Explorer (IE) version 10 or below

• Microsoft Edge

• Google Chrome

• Safari

• Firefox Versions 52 or higher

19.0 Login Procedure

Vendors must be registered in MAGIC in order to receive a User ID and password to log in.

Vendors who are new to MAGIC may visit the Vendor Information page on DFA’s website, or register online, Vendor Registration.

To log into MAGIC, open the URL: https://portal.magic.ms.gov/irj/portal. Enter User ID and password. The password is case sensitive.

https://www.java.com/en/download/ https://portal.magic.ms.gov/irj/portal

SECTION III – HOW TO CREATE AN RFx RESPONSE

SECTION IV – REVERSE AUCTION BIDDER’S TRAINING GUIDE

The following section provides a DFA MAGIC Reverse Auction Bidder’s Training Guide. It includes detailed instructions on how to access the reverse auction event, including how to gain access to the system utilized and what technical requirements may be involved. However, no supplier may be prohibited from participating in person by paper through surrogate bidding.

SECTION V – BID PACKAGE

New Asphalt Paver, Tandem Roller, and Trailer Mounted Asphalt Hot Box Minimum Specification Data Sheets

Be sure to answer and complete each question as requested. All responses must follow the instructions provided.

Attachment A Bid Cover Sheet

The Mississippi State Penitentiary of the Mississippi Department of Corrections (“MDOC”) is seeking bids from qualified bidders for the purchase and delivery of one (1) new compact asphalt paver, one (1) new trailer-mounted asphalt hotbox, and one (1) new compact tandem roller by using the Reverse Auction Process. The purpose of the RFQF is to solicit quotes from interested parties meeting bid requirements and specifications, in order to determine the qualified vendors, which will participate in the Live Reverse Auction.

Bids are to be submitted as listed below, on or before 10:00 a.m. (CDT) on October 23, 2025.

PLEASE MARK YOUR ENVELOPE:

Mississippi Department of Corrections Office of Procurement and Contracts Attention: Crystal T. Henry, Ph.D.

RFx #: 3140004394 301 North Lamar Street Jackson, MS 39021

SEALED BID – DO NOT OPEN

NAME OF COMPANY ________________________________________________________

QUOTED BY ________________________________________________________________

SIGNATURE _________________________________________________________________

ADDRESS ___________________________________________________________________

CITY/STATE/ZIP _____________________________________________________________

TELEPHONE ________________________________________________________________

FAX NUMBER_______________________________________________________________

EMAIL ADDRESS____________________________________________________________

NAME AND PHONE NUMBER OF COMPANY REPRESENTATIVE TO BE

CONTACTED BY AGENCY SEEKING TO OBTAIN SERVICES PURSUANT TO THIS

IFB

Name: ____________________________________________________________________

Phone Number:

FEIN # (if company, corporation or partnership):

SS # (if individual):

In addition to providing the above contact information, please answer the following questions regarding your company:

What year was your company started? ________________________________________

Indicate the length of time the company has provided this type of goods and/or services required in this RFQF.

_________________ years _______________months (minimum 2 years)

Is company registered with the Mississippi Secretary of State to do business? � Yes � No, but agree to register within seven (7) business days of award.

Provide the address of the “Brick and Mortar” structure located inside the State of Mississippi used to conduct business with government agencies and the public along with the days of the week and hours of operation:

Provide a time frame in calendar days, within which delivery will be made after receipt of order.

Deliver in _______ days.

State the warranty for goods and/or services.

Attachment B Compact Asphalt Paver, Trailer-Mounted Asphalt Hotbox, Compact Tandem Roller Quote

List

Quote:

This quote will not be used to award the contract. The quote will be used to help determine the starting price for the Reverse Auction. All pricing shall include all associated costs including shipping for the items with no additional or hidden fees.

Line No.

Item Description Estimated Quantity

UOM Unit Price

01 One (1) new compact asphalt paver, meeting all specifications and including delivery.

1 EA $

02 One (1) new trailer-mounted asphalt hotbox, meeting all specifications and including delivery.

1 EA $

03 One (1), new compact tandem roller meeting all specifications and including delivery.

1 EA $

Total Cost:

Exceptions and/or Deviations? Yes ____ No ___

If “Yes”, please list on an accompanying document.

RFx number: 3140004394

Company: _________________________ Signature: ___________________

Address: __________________________ Printed name: _________________

___________________________ Title: ________________________

Phone: ____________________________ Date: ________________________

Email Address: ______________________

Attachment C

Compact Asphalt Paver Minimum Specifications Data Sheet

Please review each item and indicate whether your offered product complies with the Specifications as listed. Please respond “Yes” or “No” to indicate compliance to the specifications for each listed criterion. If it does not comply with the listed specification, please explain the variance in the blank provided or on an additional sheet.

Please check the appropriate box/column next to each specification listed.

Does your bid meet the minimum specifications as described on the data sheet? __Yes or __No

If no, briefly explain:

Is the warranty included with the purchase or is there an additional charge for it? __ Yes or __No

If not, what is the additional cost for a 3-year Warranty? $_______________________________

Company Name: _______________________________________________________________

COMPACT ASPHALT PAVER SPECIFICATIONS

EQUIPMENT OVERALL REQUIREMENTS YES NO

Engine 42 HP – 76 HP Machine Width Min/Max Min ≥ 8 ft. Max ≤ 17 ft.

Machine Weight 12,000 Lbs. – 16,000 Lbs.

Type Track Paving Range Min ≥ 20 in. Max ≤ 12 ft.

Hopper Capacity 4 – 9 Tons

Additional Requirements Must have all safety features (i.e.