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Transitional Housing Services

Amendment #1

RFx 3160007102

To include revisions to numbering and provisions.

January 3, 2025

All Prospective Bidders:

The Mississippi Department of Corrections is issuing an Amended Invitation for Bids (IFB), MAGIC RFx# 3160007102 to the Transitional Housing Services, dated December 23, 2024.

Amendment 1 acknowledges that the IFB is modified and superseded by the following change in terms, conditions, and specifications:

1.5 Questions or Requests for Clarification

Removal of 1.5.5.

2.3.1 Scope of Service

Changed the word contracts to contractors. The new 2.3.1 reads as below:

Provide transitional housing services. The length of stay is a minimum of four months and maximum of 6 months. However, MDOC shall not be responsible for compensating contractors for offenders who find alternative housing before such time.

4.0 Bid Evaluation and Award

Renumbering the following sections:

Lowest and Best from 4.3 to 4.4

Award Notification from 4.4 to 4.5

Debriefing from 4.5 to 4.6

Reconsideration from 4.6 to 4.7

Contractor Certification from 4.7 to 4.8

Contractor Execution from 4.8 to 4.9

Attachments from 4.9 to 5.0

5.0 Attachment G

5. Certification of Independent Price Determination: By submitting a bid, the

Contractor, certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other Contractor, or competitor for the purpose of restricting competition.

9. E-Payment: Contractor agrees to accept all payments in United States currency via the

State of Mississippi’s electronic payment and remittance vehicle. The Agency agrees to make payment in accordance with Mississippi “Timely Payments for Purchases by

Public Bodies” laws, which generally provide for payment of undisputed amounts by the Agency within 45 calendar days of receipt of invoice. Mississippi Code Annotated

§ 31-7-301 et seq.

19. Representation Regarding Contingent Fees: Deleted. It was already replaced by the current number 14. Contractor’s Representation Regarding Contingent Fees.

20. Representation Regarding Gratuities: Changed to number 19.

21. Required Public Records and Transparency: Changed to number 20. This also replaced number 25. Trade Secrets, Commercial and Financial Information, and number 26.

Transparency. Both numbers 25 and 26 were deleted. Number 20. Reads as noted below:

Required Public Records and Transparency: Upon execution of a contract, the provisions of the contract which contain the personal or professional services provided, the unity prices, the overall 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 pursuant to Mississippi Code Annotated §§ 25-61-9(7). The contract shall be posted publicly on www.transparency.ms.gov and shall be available for at the Agency for examination, inspection, or reproduction by the public. The Contractor acknowledges and agrees that the MDOC and this contract are subject to the Mississippi Public

Records Act of 1983 codified at Mississippi Code Annotated §§ 25-61-1, et seq. and its exceptions, Mississippi Code Annotated § 79-23-1, and the Mississippi Accountability and Transparency Act of 2008, codified at Mississippi Code Annotated §§ 27-104-151, et seq.

22. Stop Work Order: Changed to number 21.

23. Termination for Default: Replaced by new number 22. Termination. b.

24. Termination upon Bankruptcy: Replaced by new number 22. Termination. a. Both number 23 and 24 is now 22. Reads as noted below:

Termination:

a. Termination for Convenience. The MDOC may, when the interests of the Agency so require, terminate this contract in whole or in part, for the convenience of the

Agency. The MDOC shall give written notice of the termination to Contractor specifying the part of the contract terminated and when termination becomes effective. Contractor shall incur no further obligations in connection with the terminated work and on the date set in the notice of termination Contractor will stop work to the extent specified. Contractor shall complete the work not terminated by the notice of termination and may incur obligations as are necessary to do so.

http://www.transparency.ms.gov/

b. Termination for Default. If the MDOC gives the Contractor a notice that the personal or professional services are being provided in a manner that is deficient, the Contractor shall have 30 days to cure the deficiency. If the Contractor fails to cure the deficiency, the MDOC may terminate the contract for default and the

Contractor will be liable for the additional cost to the MDOC to procure the personal and professional services from another source. Termination under this paragraph could result in Contractor being excluded from future contract awards pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal

Service Contract Review Rules and Regulations. Any termination wrongly labelled termination for default shall be deemed a termination for convenience.

In the event that any provision of this first amendment conflicts in whole or in part with any of the terms, conditions, or specifications of the IFB, the provisions of this first amendment will control.

The effective date of this amendment is January 3, 2025.

All other terms, conditions, and specifications of this solicitation remain unchanged.

Please sign the acknowledgment page and return it acknowledging your receipt of this change to the IFB for Transitional Housing Services RFx# 3160007102. This form should be included with your submission of bid that is to be received on or before Tuesday, January 21, 2025 at 10:00 am, CST.

The Mississippi Department of Corrections has updated this information on MDOC website and the Mississippi Accountability System for Government Information and Collaboration (MAGIC).

Should you need additional information, please contact Princess Hayes at procurement@mdoc.state.ms.us or 601-359-5600.

mailto:procurement@mdoc.state.ms.us

Amendment #1

RFx # 3160007102

To include the revisions to numbering and provisions.

Signature and Submission of Amendment 1 are required with your IFB.

Receipt for Amendment #1 Acknowledged: (signature)__________________________________

Name (Print) Date

Company Title

MISSISSIPPI DEPARTMENT OF CORRECTIONS

Invitation for Bids (IFB) for

Amendment #1 RFx #: 3160007102

Issue Date: January 3, 2025

Bid Submission Deadline:

10:00 AM CST

January 21, 2025

Bid Submission Location:

Mississippi Department of Corrections

301 North Lamar Street

Jackson, Mississippi 39201

Public Bid Opening:

10:00 AM CST

January 21, 2025 at the address listed above

Bid Coordinator:

Princess R. Hayes

(601) 359-5304 procurement@mdoc.state.ms.us mailto:procurement@mdoc.state.ms.us

Section 1. Solicitation Information

1.1 Authority

The Office of Personal Service Contract Review (“OPSCR”) at the Mississippi Department of

Finance and Administration (“DFA”) set the rules and regulations govern the procurement of non-

IT personal and professional services and all contract workers, including contract workers who work in an Agency IT department.

The Mississippi Department of Corrections (“MDOC”) may solicit competitive sealed bids for

Transitional Housing Services in accordance with the OPSCR and Public Procurement Review

Board (PPRB) guidelines which can be found in the Procurement Manual.

1.2 Purpose

MDOC invites bids from qualified and interested Contractors for Transitional Housing Services.

The MDOC seeks to provide housing for paroled and individuals recently released from the care and custody of MDOC. The contract will be awarded to the lowest and best responsible and responsive Contractor whose bid meets the requirements and criteria set forth in this IFB.

1.3 Definitions

For purposes of this IFB, the following words shall have the meaning defined herein whether or not such words be capitalized.

1.3.1 Agency: Mississippi Department of Corrections (MDOC)

1.3.2 MDOC Website: MDOC’s website, available at the following web address:

https://www.mdoc.ms.gov/general-public/procurement

1.3.3 Procurement Manual: The rules and regulations governing this IFB are available at the web address below. Any Contractor responding to this IFB is deemed to be on notice of all requirements therein.

https://www.dfa.ms.gov/sites/default/files/Office%20of%20Purchasing%2

C%20Travel%20and%20Fleet%20Home/Resources%20Manuals%20Guid elines/procurement-manual.pdf

1.3.4 Procurement Portal: The State of Mississippi’s contract opportunity search portal, available at the following web address:

https://www.ms.gov/dfa/contract_bid_search/Bid?autoloadGrid=true

1.3.5 State: The State of Mississippi and/or MDOC as a statutory agency of the State, whichever is indicated by the circumstances

1.4 Timeline

MDOC will make every effort to adhere to the following deadlines and schedule:

https://www.mdoc.ms.gov/general-public/procurement https://www.dfa.ms.gov/sites/default/files/Office%20of%20Purchasing%2C%20Travel%20and%20Fleet%20Home/Resources%20Manuals%20Guidelines/procurement-manual.pdf https://www.dfa.ms.gov/sites/default/files/Office%20of%20Purchasing%2C%20Travel%20and%20Fleet%20Home/Resources%20Manuals%20Guidelines/procurement-manual.pdf https://www.dfa.ms.gov/sites/default/files/Office%20of%20Purchasing%2C%20Travel%20and%20Fleet%20Home/Resources%20Manuals%20Guidelines/procurement-manual.pdf https://www.ms.gov/dfa/contract_bid_search/Bid?autoloadGrid=true

Invitation for Bid Issue Date 12/23/24

Questions Due from Contractors 1/7/25

Anticipated Date MDOC to Provide Answers 1/14/25

Bid Package Submission Deadline 1/21/25

Bid Opening 1/21/25

Anticipated Notice of Intent to Award 1/24/25

Anticipated Approval by PPRB: 3/5/25

MDOC reserves the right to alter or amend this schedule by issuing an amendment to this IFB. Any date listed as “anticipated” may be changed at the sole discretion of MDOC without amendment to the IFB.

This IFB, questions and answers concerning this IFB, amendments to the IFB, and the Notice of

Intent to Award will be posted on the MDOC website and Procurement Portal.

1.5 Questions or Requests for Clarification

1.5.1. All questions and requests for clarification must be directed by email to Princess Hayes at

Procurement@mdoc.state.ms.us . Contractors should enter “IFB RFx Number 3160007102 -

Questions” as the subject for the email. Question submittals should include a reference to the applicable IFB section and be submitted in the format shown below:

IFB Section, Page

Number

Contractor Question/Request for Clarification

1.

1.5.2 Bidders must submit all questions and requests for clarification by email on or before January 7, 2025, at 10:00 am CST. The bidder bears all risk of delivery and all responsibility for submitting questions timely. MDOC may not answer questions received after the above-stated date and time.

1.5.3 MDOC is committed to transparency. MDOC will publish all questions, requests for clarification, and answers on the MDOC website and the Procurement Portal as an amendment to this IFB.

1.5.4 MDOC will not be bound by any verbal or written information not contained within this IFB unless a written amendment to the IFB is issued.

1.6 Acknowledgment of Amendments

Should an amendment to the IFB be issued, it will be posted on the MDOC website and the

Procurement Portal in a manner that all Contractors will be able to view. Further, Contractors shall acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the bid package, identifying the amendment number and date in the space provided on the bid form, or by email or letter. MDOC must receive the acknowledgment by the time and at the place specified as the bid package submission deadline. Contractors are responsible for monitoring the

MDOC website for amendments to the IFB.

1.7 Attachments to the IFB

The Attachments to this IFB are incorporated into the IFB as if fully restated herein.

1.8 Restrictions on Communication with MDOC Staff

At no time shall any Contractor or its personnel contact, or attempt to contact, any MDOC staff regarding this IFB other than the contact person listed on the cover page of this IFB.

Section 2. Scope of Services and Requirements

MDOC is seeking bids for transitional housing. MDOC has facilities located throughout the state and any paroled or recently released individuals from an MDOC facility or paroled individual may require transitional housing services until the individual can secure a job and dwelling. Therefore, the transitional housing services may be located anywhere in the State of Mississippi.

2.1 Location of Proposed Facilities for Transitional Housing

2.1.1 Provide a list of all locations including facility name, if different from Contractor and address where transitional housing services will be offered.

2.1.2 Indicate whether or not the facility meets the American with Disabilities Act (ADA) guidelines or not.

2.1.3 Contractor shall provide legible architectural, blueprints, indoor and outdoor photos as well as specifications of the facility to MDOC with its proposal.

2.1.4 Indicate on your submission if you plan to allow transitional housing services for registered sex offenders. If so the housing unit shall abide by MS Code Ann. § 45-

33-25 in that the facility shall not be located within three thousand (3,000) feet of the real property comprising a public or nonpublic elementary or secondary school, a child care facility, a residential child-caring MDOC, a children’s group care home or any playground, ballpark or other recreational facility utilized by persons under the age of eighteen (18) years.

2.1.5 Indicate the number of beds available at each proposed location.

2.2 Minimum Requirements

2.2.1 Must be in compliance with Mississippi Code Annotated § 79-4-15 regarding authorization to transact business in Mississippi.

2.2.2 Must have staff dedicated for the sole purpose of providing transitional housing services.

2.2.3 Must identify any subcontractor that will be involved in the development, implementation, training, and operation of transitional housing services.

2.2.4 Must provide references as outlined in Section 3.1.3.

2.2.5 Must have all services outlined in this IFB completely implemented and operational within thirty (30) days from the contract date unless otherwise agreed to by the

MDOC.

2.2.6 The Contractor shall provide all licensable substance abuse services in accordance with the applicable requirements of Title 42 Code of Federal Regulations Part 2;

the Health Insurance Portability and Accountability Act of 1996 HIPAA; Standards for Privacy of Individually Identifiable Health Information.

2.2.7 The Contractor facility shall meet all state, county, and city zoning, permitting, and licensing requirements necessary to operate the facility and shall provide documentation of compliance with such requirements, at the time of submission of their bid and upon anytime thereafter during the contract period. The Contractor shall notify the MDOC of any zoning changes, notices, or challenges from zoning bodies, complaints from citizens or other entities regarding operation of the facility within 72 hours of receipt or knowledge of the charge, notice, challenge or complaint.

2.2.8 The Contractor shall ensure background checks are conducted prior to any new or existing staff being hired or assigned to work under the contract. The Contractor shall not offer employment to any individual or assign any individual work under the contract who has not had a background check conducted.

2.2.9 Within thirty (30) days of award, Contractor must supply a copy of the following:

2.2.9.1 Building inspection by required city, county official

2.2.9.2 State Health inspection

2.2.9.3 State Fire Marshall inspection

2.2.9.4 Pest Control inspection by a certified pest control Contractor.

2.3 Scope of Service

The goal of MDOC is to assist recently paroled or released individuals in securing employment and a more permanent place to live within a four-to-six month period to reduce recidivism.

Contractor shall provide services, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

2.3.1 Provide transitional housing services. The length of stay is a minimum of four months and maximum of 6 months. However, MDOC shall not be responsible for compensating contractors for offenders who find alternative housing before such time.

2.3.2 Provide transitional housing services for a minimum of 10 male and/or female parolees or recently released individuals from an MDOC facility.

2.3.3 Provide qualified and trained paid employees on the facility premises to provide twenty-four hour supervision, seven days per week and shall have a sufficient number of employees who are awake, fully dressed and present to meet all contractual requirements as well as to ensure facility control, security, and participant safety.

2.3.4 Must provide Alcohol and/or Drug education/support services/treatment upon entry.

2.3.5 Contractor shall neither require nor request program participants to turn over, transfer money or anything of value for any reason.

2.3.6 Contractor shall not fine, monetarily charge, or apply fees to participants in any way.

2.3.7 Contractor may not search participants or their property.

2.3.8 Provide or offer transportation to support services, to include, but not limited to the following:

Employment skills training and placement

Financial management training to include basic money management such as opening a personal savings account and/or personal checking account and how to manage/budget.

2.3.9 The Contractor will provide the following:

Educational assistance.

Individual and group therapy.

Opportunity to reconnect with family members.

Reasonable access to public transportation.

Assistance in locating attainable permanent housing.

Legal resource center.

Parental courses.

Faith based support programs/groups

Family counseling to help rebuild connections.

2.3.10 Provide participants with referral information for the above mentioned and other local resources including:

Contractor shall provide detailed evacuation plans in place and provide them to

Probation and Parole Agent in case of any emergency or natural disaster upon acceptance of contract.

Any changes to assigned locations will need to be approved in writing by the assigned MDOC’s Probation and Parole Agent at least 30 days in advance of transfer.

2.3.11 Contractor-Furnished Property/Equipment/Furnishings etc.:

Contractor must acknowledge that the housing unit is appropriately maintained and meet below requirements:

Housing that includes electricity, working heating and air conditioning, adequate lighting, running water (both hot and cold), and access to on-site local telephone service. If on-site telephone services consist of pay telephone, the Contractor shall ensure that indigent participants are provided with telephone service at no cost, in order to arrange employment or in an emergency situation.

Contractor shall provide emergency power in place.

Adequate heat, air conditioning, light and ventilation shall be provided in all rooms including hallways, bathroom, bedrooms, dining rooms and activity rooms.

Adequate space to accommodate living and program activities such as furniture and household supplies, indoor recreation activities, visiting, etc.

Contractor shall furnish the facility with the appropriate furniture for the number of participants at the facility.

A fully equipped kitchen and dining area in which food may be prepared, served, and consumed.

A sleeping area which includes a bed, pillow and mattress, bed linens, towels, appropriate drawer space and clothing storage area for each participant.

An adequate amount of fully functioning and operable toilets, sinks, and bathing facilities for program participants.

A procedure for pest control program for prevention of vermin, insects, and other pests that is serviced at least every four months.

Laundry equipment (washer, dryer, and detergent vending) for participants use. Alternatively, access and transportation to laundromat at least once per week every other week.

The facility size shall meet the needs of the program and comfortably accommodate the number of individuals it serves.

The facility shall be kept clean and in good repair.

Extension cords shall not be used as a substitute for fixed wiring.

Contractor shall, at its own expense at a minimum of once per month inspect the property to maintain the physical structure of the facility and all tangible personal property contained therein, including all maintenance related to structural conditions or defects as well as ordinary routine maintenance, and shall in so doing maintain, preserve, and keep the facility in good repair, working order and condition, subject to normal wear and tear, and shall from time to time make or cause to be made all necessary and proper repairs, replacements and renewals.

Contractor shall meet all standards applicable to sanitation and shall operate the facility in accordance with the Proposer and Mississippi

Department of Health requirements.

The Contractor shall provide, to the maximum extent possible, a facility that is located in close proximity to public transportation, community resources and employment opportunities and provide a list of community treatment facilities, such as mental health, alcohol and drug treatment centers, and other supportive resources available to participants

If necessary, Contractor must ensure that participants are provided transportation to and from court and other probation related activities.

Must pass regular Health, Fire, Safety and any building code inspections by Authorized State Fire Marshall and certified inspectors. Rooms shall include smoke, carbon monoxide detectors, and fire extinguishers as required.

Must pass and comply with all local and state building codes.

2.3.20 Conduct and Safety Requirements

The Contractor shall ensure all staff adheres to the following requirements at all times while performing services under the Contract resulting from this IFB:

The Contractor’s staff shall not display favoritism to, or preferential treatment of, one participant or group of participants over another.

The Contractor’s staff shall not deal with any participant except in a relationship that supports services under this contract. Specifically, staff members must never accept for themselves or any member of their family, any personal (tangible or intangible) gift, favor, or service from a participant or a participant’s family or close associate, no matter how trivial the gift or service may seem. In addition, no staff member shall give any gifts, favors or services to program participants, their family or close associates.

The Contractor’s staff shall not enter into any business relationship with participants or their families (example – selling, buying or trading personal property), or personally employ them in any capacity.

Contractor’s staff shall not have outside contact (other than incidental contact) with a participant being served or their family or close associates, except for those activities that are to be rendered under the

Contract.

The Contractor’s staff shall not engage in any conduct which is criminal in nature, or which would bring discredit upon the Contractor or the

State.

Pursuant to this Contract, the Contractor shall ensure that its employees avoid both misconduct and the appearance of misconduct with participants.

No person who has been barred from any MDOC, institution or facility shall provide services under this Contract.

The Contractor shall not permit any individual to provide services under this Contract who is under supervision or jurisdiction of any parole, probation or correctional authority. Persons under any such supervision may work for other elements of the Contractor’s business that are independent of the contracted services.

The Contractor shall disclose any business or personal relationship a

Contractor staff person, officer, agent or potential hiree may have with anyone presently incarcerated or under the supervision of the MDOC.

The Contractor shall ensure that background checks are conducted prior to any new or existing staff being hired or assigned to work under the contract. The Contractor shall not offer employment to any individual or assign any individual work under the contract who has not had a background check conducted.

Participant’s behavior that requires addressing are to be reported to the assigned MDOC Probation and Parole Agent.

2.3.21 Quality Assurance:

Provide monthly reports via email to the MDOC Probation and Parole

Agent assigned by the fifth of each month and shall include:

Classes/courses or programs attended or enrolled.

Employment status with the number of hours worked daily/weekly.

Certification of completions received.

Summary of performance since entrance into Transitional

Housing.

Provide detailed monthly invoicing including payment, cumulative data depicting the arrival and departure date of each individual.

2.3.21.1 Site Visits:

After contract award, MDOC reserves the right to have its Probation and Parole Agents/employees conduct random visits to Contractor’s site:

To determine if drug and alcohol activity is taking place on the premises, this includes any parties or special occasions where drugs and alcohol may be present, used and/or served.

To determine if weapons are accessible to participants on the premises.

To determine if the facility has substandard living conditions.

To briefly survey participants regarding supportive service activities they are/or have participated in, to determine employment status, transportation needs, etc.

To determine the transitional housing operation meets included requirements.

MDOC Probation and Parole Agents will utilize a checklist to monitor participant’s activities and Contractor’s compliance with the terms and conditions of the awarded contract.

2.3.21.2 The Contractor shall:

Abide by all portions of the IFB.

Assign an Account Representative to work directly with the MDOC

Probation and Parole Agent assigned.

Ensure all personnel are well-groomed and have visible identification at all times. Uniforms and/or dress code shall be inclusive of, but not limited to, neat and clean.

Abide by all State ordinances and/or laws pertaining to transitional housing services at all times, including, but not limited to, the items listed above. Deviations from these ordinances and/or laws by

Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

Perform all services provided in the contract between the Contractor and the MDOC 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 Contractor shall be responsible for the complete 5, of all services;

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 services are to be provided.

The Contractor’s employees should refrain from using foul, abusive, or profane language.

The Contracting MDOC reserves the right to inspect and search all

Contractor personnel, property and/or vehicles anytime while on facility grounds.

2.3.21.3 Contractor shall also:

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;

Make all unemployment compensation contributions as required by federal and state law(s) and process claims as required for their business and employees;

Be required to complete any desired background checks on employees at the discretion of the MDOC Probation and Parole Agents and or personnel.

Replace immediately, at no additional expense to the MDOC, any employee not performing satisfactorily.

2.3.21.4 Minimum Contractor Qualifications:

The Contractor must have:

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 one year.

Required Certification, Accreditation, and/or Licenses: Contractor shall provide notarized copies of all valid licenses and certificates required for performance of services. The notarized copies shall be delivered to the MDOC no later than ten days after the Contractor receives the

Notice of Intent to Award from the MDOC. Current notarized copies of licenses and certificates shall be provided to the MDOC within twenty-four hours of demand at any time during the contract term. Contractor must possess and maintain the minimum Contractor certifications, accreditations, and/or licensures described in this IFB, by way of illustration and not limitation, the following:

1. A business license valid in Mississippi.

2. Passing Mississippi MDOC of Health Certificate.

3. Passing building code safety inspection Certificate.

4. Passing State Fire Marshall inspection Certificate.

5. Statement from certified Pest Control Service inspection and service in place.

Financial Stability or Solvency: Contractor must be financially stable or solvent, if required. Each Contractor shall submit copies of the most recent years independently audited financial statements as well as financial statements for the preceding three years, if they exist.

The Contractor may be required before the award of any contract to show to the complete satisfaction of the MDOC that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The Contractor may also be required to give a past history and references in order to satisfy the MDOC in regard to the Contractor’s qualifications. The MDOC may make reasonable investigations deemed necessary and proper to determine the ability of the Contractor to perform the work, and the Contractor shall furnish to the MDOC all information for this purpose that may be requested. The

MDOC reserves the right to reject any bid if the evidence submitted by, or investigation of, the Contractor fails to satisfy the MDOC that the

Contractor is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the

Contractor’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 Contractor to perform the work or provide the service promptly or within the time specified, without delay or interference;

3. the character, integrity, reputation, judgment, experience, and efficiency of the Contractor; and,

4. the quality of performance of previous contracts or services.

2.4 Duration

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about March 31, 2025 and to end on March 30, 2028. A period of three years.

2.4.1 Renewal of Contract:

Upon written agreement of both parties at least ninety days in advance prior to the contract anniversary date, the contract may be renewed by the MDOC for a period of two successive one-year period under the same prices, terms and conditions as in the original contract. The total number or renewal years permitted shall not exceed two.

2.5 Requirements

Each successful Contractor shall, at its own expense, obtain and maintain insurance which shall include the following types and coverage limits:

2.5.1 Workers Compensation coverage as required by the State of Mississippi. The policy shall provide coverage for all states of operation that apply to the performance of scope of work.

2.5.2 Comprehensive General or Commercial Liability – at least $1,000,000.00 each occurrence for bodily injury, personal injury, accidental death, and property damage.

2.5.3 Comprehensive General Liability or Professional Liability insurance, with minimum limits of $1,000,000.00 per occurrence.

2.5.4 Commercial General Liability insurance covers bodily injury, death, and property damage, including personal injury liability, products and completed operations.

Bodily Injury/Death: $1,000,000.00 per occurrence limit for any single claimant; and $2,000,000.00per occurrence limit for multiple claimants.

Property Damage: $1,000,000.00 per occurrence limit for any single claimant;

and $2,000,000.00 per occurrence limit for multiple claimants.

2.5.5 Motor Vehicle Liability In the event that services delivered pursuant to this contract involve the use of vehicles, whether owned, non-owned, or hired by the Contractor, Motor Vehicle insurance shall be required. Motor Vehicle insurance covers all owned, non-owned, or hired vehicles.

Motor Vehicle Liability insurance covering all vehicles, owned or otherwise, used in the contract work with limits of at least $1,000,000.00 per occurrence for any single claimant; and $2,000,000.00 per occurrence limit for multiple claimants.

Motor Vehicle Property Damage insurance covering all property damage by motor vehicle with limits of at least $1,000,000.00 per occurrence limit for any single claimant; and $1,000,000.00 per occurrence limit for multiple claimants.

2.5.6 The Contractor is responsible for ensuring it has any other insurance deemed appropriate and that any subcontractors provide adequate insurance coverage for the activities arising out of subcontracts.

2.5.7 In no event shall the requirement for an insurance be waived.

2.5.8 All insurances policies will list the State of Mississippi as an additional insured.

2.5.9 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.

2.5.10 Contractor shall submit to MDOC within 30 days of notification of intent to award, a certificate of insurance 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 30 day period may be cause for your bid to be declared non-responsive or for your contract to be cancelled.

2.5.11 Contractor shall obtain at Contractor’s expense the insurance requirements specified in the procurement and contract prior to performing under this Contract, and

Contractor shall maintain the required insurance coverage throughout the duration of this Contract and all warranty periods. There are no provisions for exceptions to this requirement.

2.5.12 Contractor shall not commence work under this contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the MDOC. After work commences, the Contractor will keep in force all required insurance until the contract is terminated or expires.

2.5.13 Contractor shall submit renewal certificates as appropriate during the term of the contract.

2.5.14 Contractor shall instruct the insurers to provide the MDOC 60 days advance notice of any insurance cancellation.

2.5.15 Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the MDOC Chief Procurement Officer.

2.5.16 There shall be no cancellation, material change, potential exhaustion of aggregate limits or non-renewal of insurance coverage(s) to MDOC. Any failure to comply with the reporting provisions of this clause shall constitute a material breach of

Contract and shall be grounds for immediate termination of this Contract by MDOC.

2.6 Contractor Investigations

Before submitting a bid, each Contractor shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the contract and to verify any representations made by the MDOC upon which the Contractor will rely. If the

Contractor receives an award as a result of its bid submission, failure to have made such investigations and examinations will in no way relieve the Contractor from its obligation to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever for additional compensation.

Section 3. Bid Submission and Bid Opening

3.1 Bid Submission Format

All bids must be submitted in writing and include all documentation requested in the Invitation for

Bids. Bids submitted without such documentation may not be considered. Only information in the attached Bid Form and accompanying required documentation will be considered when evaluating bids.

The bid package must contain the following:

3.1.1 Bid Cover Sheet (Attachment A).

3.1.2 Bid Form (Attachment B). All pricing must be submitted on the bid form. The

Bid Form must be signed by a person with authority to execute contracts for the

Bidder. The signature must be manual in ink.

3.1.3 References (Attachment E). Each Bidder must furnish a listing of at least three for whom they have provided services similar to those solicited in this IFB in the prior five years. Each reference must include, at minimum, a contact person with an email address and/or telephone number. It is the responsibility of the Bidder to ensure that the reference contact information is legible, correct, and current. MDOC must be able to reach two references within two business days of the bid opening.

If two references cannot be reached within two business days, MDOC may deem the Bidder non-responsive. To be considered a responsible bidder, the Bidder must score a minimum average of six points on two Reference Score Sheets

(Attachment F) for a total minimum scoring requirement of 12 points. The references submitted must be familiar with the Bidder's abilities in the areas involved with this solicitation. Bidders may submit as many references as desired.

MDOC will contact the references in the order presented.

3.1.4 The Certifications and Assurances (Attachment C) shall be signed by a person with authority to execute contracts for the Bidder and submitted with the bid. The signature must be manual in ink.

3.1.5 The Bidder must include a signed Acknowledgement of each Amendment issued to this IFB with the bid. See Section 1.6.

3.1.6 In addition to the complete unredacted version of the bid, the bidder shall also submit a copy of the bid with information the bidder deems confidential commercial and financial information and/or trade secrets in accordance with

Mississippi Code Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-

1 redacted in black. Bidder must submit a completed and signed Acknowledgement

(Attachment D) that the redacted version is a public record which MDOC may produce to any person at any time without notice to Bidder, or if a redacted version is not submitted, Bidder agrees that the complete, unredacted version of its bid may be produced as a public record without notice to bidder.

3.2 Bid Submission Requirements

3.2.1 Bids must be submitted by January 21, 2025, at 10:00 am CST. Bids submitted after this time will not be considered for an award.

3.2.2 Bids must be submitted in the manner discussed below.

3.2.2.1 Submission of Physical Bid (Mandatory)

Two physical copies of the original signed bid package and one copy of the signed bid package shall be submitted in a sealed envelope or package to:

Mississippi Department of Corrections

Attention: Procurement and Contracts

RFX: 3160007102

Legal Department

301 North Lamar Street

Jackson, MS 39201

SEALED BID – DO NOT OPEN – DELIVER IMMEDIATELY

The time and date of receipt will be indicated on the envelope or package by

MDOC. It is the sole responsibility of the Bidder to ensure that MDOC receives the package and that the date and time of receipt are indicated on the package.

3.2.3 Timely submission of the bid package is the sole responsibility of the Bidder. Bids received after the specified time will be rejected. The Bidder assumes all risks regarding the delivery of the bid. MDOC will not be responsible for delivery delays, packages lost in the delivery process, or other delivery errors.

3.2.4 Failure to submit a bid on the bid form provided may be considered a cause for rejection of the bid. Modifications or additions to any portion of the bid 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 a precondition to bid acceptance, MDOC may request the Bidder to withdraw or modify portions deemed non-responsive that do not affect the service's quality, quantity, price, or delivery.

3.2.5 The Agency may cancel the solicitation or reject any bid submitted if the Agency determines it is in the Agency’s best interest to do so.

3.3 Expenses Incurred In the Procurement Process

All parties participating in the procurement process with regard to this solicitation shall bear their own costs of participation, pursuant to Section 1.4.4 of the Public Procurement Review Board

Office of Personal Service Contract Review Rules and Regulations.

3.4 Independent Price Determination

By submitting a bid, the Bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other Bidder or competitor for the purpose of restricting competition.

3.5 Withdrawal of a Bid

A bidder may withdraw a bid before the time set for opening bids by making a written request to

MDOC. No explanation is required.

3.6 Bid Opening

The bid opening will be held:

Mississippi Department of Corrections, 1/21/25, at 10:00 am CST

Robert Clark Building

301 North Lamar Street

The bid opening will be open to the public and will involve opening, reading, and listing the bid price for each bid. No discussions will be entered into with any Bidder, and no award will be made, either stated or implied, at the bid opening.

3.7 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 or federal government 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 or federal government.

3.8 Registration with Mississippi Secretary of State

By submitting a bid, the Contractor 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 MDOC that it has been selected for contract award.

3.9 Minor Informalities

MDOC reserves the right to waive or allow Bidders to correct any minor informalities in the submitted bid package, to the extent such waiver or correction does not prejudice other bidders;

meaning the waiver or correction's effect on price, quantity, quality, delivery, or contractional conditions is negligible. MDOC, at its sole discretion, may waive such informalities or allow bidders to correct them.

3.10 No Contract or Property Rights

Consistent with existing State law, no Bidder shall infer or be construed to have any rights or interest to a contract issued under this IFB until final approval is received from all necessary entities and until both the Bidder and MDOC have executed a valid contract. No property rights inure to any Bidders except for compensation for work performed under a valid, executed contract.

3.11 Required Contract Terms and Conditions

Any contract entered into with the MDOC pursuant to this IFB shall have the required clauses found in Attachment G and those required by the Public Procurement Review Board (PPRB)

Office of Personal Service Contract Review (OPSCR) Rules and Regulations as updated and replaced by PPRB. The MDOC discourages exceptions from these required clauses. Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State/MDOC accepting other terms and conditions not found in the IFB, or which take exception to the State/MDOC’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

3.12 Optional Contract Terms and Conditions

Any contract entered into with the MDOC pursuant this IFB may have, at the discretion of the

MDOC, the optional clauses found in Attachment H and those within the Public Procurement

Review Board (PPRB), Office of Personal Service Contract Review (OPSCR) Rules and

Regulations as updated and replaced by PPRB. The MDOC discourages exceptions from these optional clauses. Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State/MDOC accepting other terms and conditions not found in the IFB, or which take exception to the State/MDOC’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

3.13 Bid Samples

Bid samples or descriptive literature should not be submitted unless expressly requested and will not alter the terms of this IFB. Samples shall not be returned to the bidder and are submitted at bidder’s sole and exclusive risk.

Section 4. Bid Evaluation and Award

4.1 Bid Evaluation and Basis for Award

4.1.1 MDOC will evaluate bids based on the requirements set forth in this IFB. No criteria will be used in an evaluation that is not outlined in this Invitation for Bids.

4.1.2 Only Bidders who are found responsive and responsible will have their bids considered.

4.1.2.1 Responsive Bidder

Bidder must submit its bid, including the Bid Form and all required Attachments and other documents, in a manner that conforms in all material respects to this

Invitation for Bids as determined by MDOC.

4.1.2.2 Nonconforming Terms and Conditions

A bid that includes terms and conditions which do not conform to the terms and conditions in the IFB is subject to rejection as non-responsive. MDOC reserves the right to permit the offeror to withdraw nonconforming terms and conditions prior to a determination of non-responsiveness.

4.2 Minimum Bidder Qualifications to be Deemed Responsible

A bidder must meet each of the following minimum qualifications to be deemed responsible:

4.2.1 Bidder must have been in business and providing services similar in requirements and scale to those described in this IFB for a minimum of one (1) year.

4.2.2 Bidder must receive a minimum average of six points on two Reference Score

Sheets for a total minimum scoring requirement of 12 points discussed in Section

3.1.3.

4.2.3 Bidder must qualified to do business in Mississippi by registering with the

Secretary of State. Any Bidder who is not registered to do business in the state on the bid submission deadline must agree to complete any necessary registration within five business days of the Notice of Intent to Award if the Bidder is named the intended awardee.

4.3 Basis for Award:

4.3.1 All bids will be reviewed first to determine whether a Contractor 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 MDOC Chief

Procurement Officer may allow the Contractor 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 Contractors.

4.3.2 The MDOC 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 Contractor with the bid for the MDOC to properly evaluate the bid, the MDOC 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.

4.3.3 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.

4.3.4 MDOC intends to award multiple contracts to provide the services described in this

IFB to the lowest responsible and responsive Contractors. Multiple awards may be made if an award to two or more Contractors for similar services is necessary for adequate delivery. Any such awards shall be limited to the least number necessary to meet the valid requirements of the MDOC. The number of awards is at the sole discretion of the MDOC.

4.4 Lowest and Best

The contract will be awarded to the lowest and best responsible/responsive bidder whose bid meets the requirements and criteria set forth in this IFB.

Where more than one responsive and responsible bidder submitted identical prices which are the lowest overall bid prices and meet all the…