INVITATION FOR BIDS

IFB RFx Number: 2025-IFB-325

Maternal Mortality Review Committee Administrative Support

RFX-3160007665

Issue Date: December 1, 2025

CLOSING TIME AND DATE

Bids must be received before:

3:00 pm CST, December 31, 2025

BID COORDINATOR

Patricia Youngblood

Telephone: (601) 576-7954 E-mail: procurement@msdh.ms.gov

GENERAL INSTRUCTIONS

Section 1 - Background, Authority, and Purpose

The Mississippi State Department of Health (hereinafter "Agency") has issued this solicitation for the purpose of soliciting sealed bids from qualified providers to provide Administrative Support. The MMRC plays a critical role in reducing maternal mortality through case review, data analysis, and recommendations to improve systems of care. To ensure the committee functions efficiently and effectively, MSDH MIHB seeks a highly organized, professional, and resourceful vendor to assist with the full scope of administrative functions needed to support MMRC activities. The Agency wants assistance with the following:

• Meeting Facilitation & Coordination:

Schedule and organize regular MMRC meetings (in-person or virtual), including logistical support, calendar coordination, secure virtual meeting platforms, and participant communication.

• Agenda Development:

Coordinate with the Mississippi State Department of Health (MSDH) MIHB staff and other stakeholders to create and distribute timely, relevant, and structured meeting agendas tailored to the MMRC’s objectives.

• Accurate and Confidential Notetaking:

Provide trained administrative personnel to take clear, accurate, and professional minutes during MMRC meetings. Ensure all records are securely stored and easily accessible for authorized use.

• Anonymous Voting System:

Implement or provide access to a secure, user-friendly digital platform that enables committee members to vote anonymously on sensitive issues, such as case conclusions and recommendations.

• New Member Application Processing:

Assist in developing and managing the application process for new MMRC members, including application form design, outreach, submission tracking, candidate screening support, and coordination with MSDH for final selection.

• Data Management & Analysis Support:

Work closely with the MMRC data abstraction team and MMRC Chair to organize and summarize findings, assist in the analysis of case review outcomes, and support the preparation of annual reports and policy recommendations.

• Compliance & Confidentiality Assurance:

Ensure that all MMRC support activities comply with HIPAA, state confidentiality laws, and MMRC specific privacy protocols. This includes implementing best practices for secure data handling, file sharing, and access control. After each meeting MSDH MIHB staff would like the agency to shred agendas that are left behind as well as cases if left behind by MMRC.

• Technical and Administrative Support:

Provide ongoing administrative support including document preparation, correspondence drafting, scheduling, attendance tracking, and other functions that promote the operational efficiency of the

MMRC.

• Reporting and Communication:

Prepare detailed meeting summaries, action item trackers, and quarterly reports for internal agency use and for submission to federal or state oversight bodies as required.

MSDH MIHB seeks responsive, detailed vendors experience in hosting meetings, and showing the ability to provide discreet professional, and technical administrative services. MSDH MIHB plays a critical role in reducing maternal mortality through case review, therefore we seek qualified vendors to ensure the scheduled meetings run accordingly.

The Contractor will be responsible for providing comprehensive administrative and operational support to the

Maternal Mortality Review Committee (MMRC). This includes coordinating and scheduling all MMRC meetings whether virtual or in-person by providing meeting space or platforms, managing attendance, and distributing invitations. The contractor will collaborate with the Mississippi State Department of Health MIHB staff and

MMRC leadership to develop and distribute timely meeting agendas. During each meeting, the contractor will ensure that experienced personnel are present to take detailed and confidential notes and will provide professionally formatted minutes in a timely manner to provide to MSDH MIHB. The contractor will also be responsible for implementing and managing a secure, anonymous voting system to protect the integrity of the

MMRC decision making process. In addition, the contractor will assist in the recruitment and onboarding of new

MMRC members, which includes creating application materials, tracking submissions, reviewing candidate information, and coordinating selections with MSDH MIHB. Furthermore, the contractor will maintain all MMRC documents, rosters, communications, and reports in an organized, secure, and accessible digital system. In collaboration with MMRC coordinator, abstractors, and reviewers, the contractor will support data management efforts by organizing information, creating visual summaries or charts, and assisting in the drafting of findings. All work must comply with HIPAA and MMRC specific confidentiality protocols.

The goal of this project is to enhance the operational capacity, professionalism, and overall effectiveness of the

Maternal Mortality Review Committee (MMRC) through consistent, high-quality administrative support. By partnering with an experienced and responsive contractor, the agency aims to ensure that all committee meetings are organized, clearly communicated, and documented with accuracy and discretion. This project also seeks to strengthen the transparency, confidentiality, and fairness of committee processing, including the review of maternal death cases and the development of preventable recommendations. Through improved logistical coordination, technical support, and streamlined communication between the MMRC and Maternal and Infant Health Staff, the contractor will help promote more efficient workflows and greater MMRC engagement. Ultimately, this effort supports the MMRC’s broader mission of identifying and addressing systemic factors contributing to maternal mortality in Mississippi. The contractor’s role will be vital in ensuring that the committee can focus on its recommendations, reviewing cases, analyzing trends, and producing informed recommendations that will contribute to the reduction of preventable maternal deaths in Mississippi.

Section 2 - Timeline

Invitation for Bid Issue Date: December 1, 2025

Request for Reconsideration: December 4, 2025

Bid Package Submission Deadline: December 31, 2025, 3:00pm

Bid Opening: 01/05/2025 at 10:00 am

Anticipated Intent to Award: January 6, 2026

PPRB Submission Deadline (Agency action item):

January 7, 2026

PPRB Approval Meeting (Agency action item):

February 4, 2026

Anticipated Contract Start Date: February 6, 2026

Section 3 - Scope of Work

3.1 Scope of Services To Be Performed:

The MSDH Office of Women's Health/Maternal and Infant Health Bureau (MIHB) seeks to acquire the professional services of an external entity/independent contractor to provide the overarching administrative support for the Mississippi Maternal Mortality Review Committee (MMRC) to provide the following services:

(1) Secures venue, hosts, and provides in-person meeting space/technology/equipment/food and,/refreshments within the Hinds-Rankin-Madison area (5-6 hour block of time) for each of the 4-6 MMRC meetings annually.

(2) Coordinates with the MIHB staff to prepare an agenda for all meetings.

(3) Handles all onsite check-in, confidentiality forms management, stipend/travel reimbursement forms, and distribution of routine educational material for attendees.

(4) Provides onsite tech/logistics support to MIHB staff to assure secure and accessible overhead projection of deidentified case materials to be reviewed during the meeting. Provides an audio/microphone system for the

Chair and members to aid in hearing accessibility.

(5) Provides a secure (anonymous) electronic voting mechanism for each MMRC member to utilize for acknowledging if a maternal death was pregnancy-related or not and/or responses to related questions posed during the MMRC meetings.

(6) Provides for the hand-recording of and preparation of meeting minutes to include general information related to cases presented, duration of each review, recommendations made, etc. Video or audio taping will not be allowed.

(7) Maintains a signed roster of attendance for each meeting.

(8) Dispatches an evaluation following each meeting, collects anonymous results, analyzes data, and returns a summary to MIHB staff within 60 days of each meeting.

(9) Manages the accounting of and bi-annual distribution of stipends and travel reimbursements to officially appointed/confirmed MMRC members following strict eligibility criteria.

(10) Maintains the record of official MMRC member appointments/confirmations.

(11) Tracks upcoming member expirations.

(12) Assists with recruiting new members (clinical and non-clinical) several months before terms expire via application process.

(13) Collects applications from potential candidates.

(14) Prepares application packets for review by the MIHB staff, MMRC Chair, and MSDH State Health Officer.

(15) Arranges in person or virtual MMRC orientations for new members and other trainings as deemed necessary.

(16) Arranges for orientation presentation and other trainings to be recorded and accessible for perpetuity and succession.

(17) Maintains archive of all committee-related materials to include sign-in sheets, educational materials, agendas, minutes, training materials, training rosters, evaluations, etc. in an electronic database accessible to

MIHB staff at all times.

Required: Extensive knowledge of event and process management, finance and accounting, payroll distribution, accounts payable. Verifiable experience working with a State agency on similar projects.

Period of Performance: 12 months (with 4-year optional renewals) Ceiling Amount : Cost-Reimbursement via monthly invoicing.

Contract Justification: This contract for professional services is needed to support the legislatively mandated

Maternal Mortality Review Committee administrative processes, which have grown in complexity and administrative burden over the past 12 months. The funding for this contract will be supported by CDC ERASE

MM grant awarded to the MSDH Maternal and Infant Health Bureau. Bidder is also required to submit a bid in the MAGIC Portal under RFX#3160007665.

Contractor Responsibilities:

The Contractor shall:

• Assign a Contractor Account Representative to work directly with the Contracting Agency

Representative.

• Ensure all Contractor personnel are well-groomed and in uniform or have visible identification at all times. Uniforms and/or dress code shall be inclusive of, but not limited to, neat and clean company uniforms with visible company logo appropriately and easily identifiable. Contractor identification badges as well as personal identification of the individual employee shall be worn and clearly visible while on state property. Contractor personnel may be required to provide photographic identification for inspection upon entering state facilities.

• All state facilities are non-smoking; the Contractor and its personnel must adhere to this requirement. The use of tobacco products is prohibited, except within designated smoking areas.

• It is illegal to have in one’s possession any illegal drug or alcoholic beverage while on state property.

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

• The Contracting Agency reserves the right to inspect and search all Contractor personnel and/or vehicles anytime while on facility grounds.

• Contractors are required to sign-in and sign-out at most state facilities. Security provisions for all state facilities must be strictly observed.

• Be responsible for all damages and shall be held responsible for replacing or repairing any damage due to negligence on the part of the Contractor or Contractor personnel to any person(s) and/or property.

The Contractor shall replace and repair any damage to any building or property, including but not limited to the replacement of any cracked or broken concrete (sidewalks, curbs, etc.) caused by on-site activities.

Contracting Agency may withhold payment or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or damage to property.

• Exercise precautions at all times for the protection of persons (including employees) and property. The

Contractor shall make such investigations to enable them to fully understand the facilities, difficulties, and restrictions attending the execution of the work on-site. The project shall at all times be properly supervised and adequately manned by an experienced crew of appropriate size. All work shall be accomplished by skilled workers familiar with and trained to do this type of work. Workers shall be qualified to operate and/or use the equipment necessary to accomplish this work. The Contractor shall be responsible for the supervision and direction of the work performed by its personnel. The Contractor shall be responsible for instructing its personnel in all safety measures. All equipment used by the

Contractor shall be maintained in safe operating condition at all times, and be free from defects or wear that may in any way constitute a hazard to any person or persons on state property. All incidents involving agency property or personnel shall be reported to the designated agency contact immediately upon occurrence.

• Abide by all State and/or agency policies, procedures, ordinances, and/or laws pertaining to the

Contracting Agency’s operation at all times, including but not limited to the items listed above.

Deviations from these policies by the Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

• Perform all services provided in the contract between the bidder/Vendor and the Contracting Agency in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agents. The Contractor shall be responsible for the complete performance of all work; for the methods, means, and equipment used; and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used.

Contractors 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;

• Perform a background check and/or drug screening prior to placement if requested by the Contracting

Agency and verify and/or provide the results; and,

• Replace immediately, at no additional expense to the Contracting Agency, any employee not performing satisfactorily.

Section 4 - Basis for Award

All bids will be reviewed first to determine whether a vendor is responsive, responsible, and/or acceptable. Requirements are not assigned a point percentage and/or score, but are instead simply recorded as PASS or FAIL. Bids with errors that do not alter the substance of the bid can be accepted, and the Agency Chief Procurement Officer may allow the bidder to correct the problem prior to review as long as the irregularities are insignificant mistakes that can be waived or corrected without prejudice to other bidders.

The agency has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of the services being procured. If insufficient information is submitted by a bidder with the bid for the agency to properly evaluate the bid, the agency has the right to require such additional information as it may deem necessary after the time set for receipt of bids, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured.

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.

The agency intends to award one contract to provide the services described in this IFB to the lowest responsible and responsive bidder.

Section 5 - Minimum Bidder Qualifications

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 5 years.

The vendor must have: A minimum of 5 years of experience providing administrative or programmatic support to State-agency programs, with a preference for those who have supported review committees or data-driven initiatives. Bidders must also show evidence of project management capabilities, including experience coordinating complex administrative projects, managing stakeholder communication, and maintaining organized documentation.

The vendor must have: A minimum of 5 years of experience providing administrative or programmatic support to State-agency programs, with a preference for those who have supported review committees or data-driven initiatives. Bidders must also show evidence of project management capabilities, including experience coordinating complex administrative projects, managing stakeholder communication, and maintaining organized documentation.

Proven ability to manage sensitive health information in compliance with HIPAA and other applicable privacy laws is required. Bidders must have secure data storage and communication systems in place to ensure the confidentiality and security of all protected information. Familiarity with the operations of interdisciplinary review committees, boards, or workgroups is essential, including demonstrated experience with tasks such as preparing agendas, taking meeting minutes, and tracking follow-up actions as well a confidential voting system for the committee. Bidder must have the financial stability and capacity, including the ability to issue stipends and travel reimbursements, on a cost reimbursement basis. No advance funding will be provided under this agreement. Bidder must be able to provide a secure venue space with closed workgroup meeting-style seating for up to 30 individuals, accessible restroom facilities, accessible food storage and set-up facilities, accessible parking for up to 30 individuals, audiovisual equipment and other needed technology to support meeting logistics, as well as access to secondary spaces allowing privacy for meeting attendees to address impromptu business. Bidder must identify the exact meeting venue location to be secured for all meetings. General, non-descriptive information will be considered unresponsive.

All key staff assigned to this project must hold at least a bachelor’s degree or have a minimum of two (2) years of relevant professional experience. Resumes or CVs for proposed personnel must be submitted with the proposal. In addition, bidders must be proficient in the use of standard office software and collaboration tools, such as Microsoft Office, Zoom, and secure file-sharing platforms, and have the capability to facilitate hybrid or virtual meetings efficiently.

Bidders must also demonstrate a strong understanding of racial, social, and health inequities, be able to sit in on sensitive topics such as maternal death and racial disparities through a culturally competent and responsive approach and be able to maintain objectivity throughout the review meeting process. The selected contractor will not participate in meetings as a voting or non-voting member and will not offer input, ideas, recommendations, or discussion to the committee related to information presented or reviewed in meetings.

At least two (2) references must be provided from clients for whom similar services have been rendered within the past five (5) years.

Bidders must be legally registered business entities in good standing and must not be debarred or suspended from conducting business with any federal or state agency. Proof of general liability insurance is required, and, if applicable, evidence of professional liability insurance must also be submitted.

Required Certification, Accreditation, and/or Licenses:

Contractor shall provide notarized copies of all valid licenses and certificates required for performance of the work. The notarized copies shall be delivered to the agency no later than ten days after Contractor receives the

Notice of Intent to Award from the agency. Current notarized copies of licenses and certificates shall be provided to the agency within twenty-four hours of demand at any time during the contract term.

Financial Stability or Solvency:

Contractor must be financially stable or solvent, if required. Each vendor shall submit copies of the most recent years independently audited financial statements as well as financial statements for the preceding three years, if they exists. The submission must include the audit opinion, the balance sheet, and statements of income, retained earnings, cash flows, and the notes to the financial statements. If independently audited financial statements do not exist, Vendor must state the reason and, instead submit sufficient information to enable the

Agency to access the financial stability or solvency of the vendor, such as financial statements, credit ratings, a line of credit, or other financial arrangements sufficient to enable the vendor to be capable of meeting the requirements of this IFB. Bidder must have the financial stability and capacity, including the ability to issue stipends and travel reimbursements, on a cost reimbursement basis. No advance funding will be provided under this agreement.

References:

N/A

Ability to Perform:

The bidder may be required before the award of any contract to show to the complete satisfaction of the agency that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The bidder may also be required to give a past history and references in order to satisfy the agency in regard to the bidder’s qualifications. The agency may make reasonable investigations deemed necessary and proper to determine the ability of the bidder to perform the work, and the bidder shall furnish to the agency all information for this purpose that may be requested. The agency reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the agency that the bidder is properly qualified to carry out the obligations of the contract and to complete the work described therein.

Evaluation of the bidder’s qualifications shall include:

1. the ability, capacity, skill, and financial resources to perform the work or provide the service required;

2. the ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference;

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

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

Bidder must identify which staff member(s) or position(s) from its organization will be responsible for each individual scope of work activity.

Section 6 - Duration

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about February 06, 2026, and to end on June 30, 2026.

Section 7 - Bid Submission Requirements

Submission Format:

Bid Cover Sheet - Attachment A*

Please download the below documents, complete, and upload.

• Attachment_A.docx

*Response required

Bid Form - Attachment B*

Please download the below documents, complete, and upload.

Failure to complete and/or sign the bid form may result in bidder being determined nonresponsive.

• Attachment_B.docx

*Response required https://government-project.s3.us-west-2.amazonaws.com/137708/64726077-9736-4510-b878-48b9370cbb8e_Attachment_A.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GN3V25PE%2F20251204%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251204T151620Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEH4aCXVzLXdlc3QtMiJHMEUCIQDXY4SXm9kQRUyC2u2UcSNAoEaarX%2FJ2H2ZWsjem5rXBQIgTJJmLoMxP3eNTxSEdt9AGgRkXaQ18%2FVx88bempwUKVcqhQUIRxACGgw4OTIzNjQ2ODc2NzIiDByqSbXxikE2%2FO2iZSriBFnE1ugF1u4krbuKSAII1MsFzFneK50vlQjtpVCj30Ued3mjNn1ERK8j%2B%2Fpl3hta3DdoJsl473r0v64yefHFT%2B4G4sMMCkyb%2BeQgwf99pSjRuLvSAODVAjQj0Ws0vBeWy74yLSI08DMmYovb3WKbvcH4wf4rUGIn4Bni8uBEaEzUPf2hlVfn8%2BxzULDcAG%2BqIFhX8x8XOLMR82n98ksXuKOOXMfPuoJXghFVNdvzbx2oEUo62M%2BlXy%2F%2FakQEXHYjf6zgRz1Meq%2F35K91i1s7TjgAMMYgoRAd%2FhYJpWZGOeXHM1%2FXS0KNGhU%2FVkMPzLCvq%2Fnt7cBhyaosMzOCqMy7p%2Fp03ynpyDW7nuvS5OAqqC34nH9%2BzQ47yDUPJRoMX%2FhFlkJdOSErO7j41gMWZB0GXeSy7ivefMuoEpztewS%2F5PoY6uh9iWYDt%2FjjPXWg82BrzxxhXGVm0qNW5jjEcmWhIYj8C9EksckEnhjHn%2Fyw1u%2BSYGwCz%2BRBBUqd7b4S4vEn%2F4ZFqskRx1P%2F5qrZlwdbZV9LGbasU20F4YhIsPFnNAUbiRyiJfj7scGOMdxXRd2CzfHfMdlTlCb%2Fbt1dIG34UaXf4rBExNvoxdXnzAAESU%2Br1PDyUmcDq30vOWnmBW3SB5flB8oW1YSnuR6jizkIgJETsfQppct2fmxP7eN%2BZZi1DrA93zt4RCs0yVvbjYqZDSFQctBY2bmRAwhta05C296xI24UuapOA%2BZSEgosZdfZ0LLzZb7UN2mRcMdUOZ0GkSS1gg%2BLEOhRqTk6%2FyYv2d9FTwOt6zJ8%2BcGCZgQDQDiZfmkw8arGyQY6mQE3gqIh5rRYoNX0UT1bTywbuX41ZZgXPI9w0D26%2FKF7p16XZ096aTuGBMYtieXPaSN4vOz6RFnq80mX%2FbIfbxbjTDMMbHQYd7h9vrk3tlH3%2F8dgSWn4eDymZoNPN%2B8H6r353C%2BzJCayyqyL9adDPdcDdabkPkK5nojgymwTaiIs4yqazGAuopVu7HhNM%2F95UOpJpHHnXrX2mI8%3D&X-Amz-Signature=85354951db8e6228315453748378b753561d7a4e3003467f1ecfd66df1efabc1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_A.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/137708/3d9da582-cc93-4870-bdc8-8b3bca49c68d_Attachment_B.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GN3V25PE%2F20251204%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251204T151620Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEH4aCXVzLXdlc3QtMiJHMEUCIQDXY4SXm9kQRUyC2u2UcSNAoEaarX%2FJ2H2ZWsjem5rXBQIgTJJmLoMxP3eNTxSEdt9AGgRkXaQ18%2FVx88bempwUKVcqhQUIRxACGgw4OTIzNjQ2ODc2NzIiDByqSbXxikE2%2FO2iZSriBFnE1ugF1u4krbuKSAII1MsFzFneK50vlQjtpVCj30Ued3mjNn1ERK8j%2B%2Fpl3hta3DdoJsl473r0v64yefHFT%2B4G4sMMCkyb%2BeQgwf99pSjRuLvSAODVAjQj0Ws0vBeWy74yLSI08DMmYovb3WKbvcH4wf4rUGIn4Bni8uBEaEzUPf2hlVfn8%2BxzULDcAG%2BqIFhX8x8XOLMR82n98ksXuKOOXMfPuoJXghFVNdvzbx2oEUo62M%2BlXy%2F%2FakQEXHYjf6zgRz1Meq%2F35K91i1s7TjgAMMYgoRAd%2FhYJpWZGOeXHM1%2FXS0KNGhU%2FVkMPzLCvq%2Fnt7cBhyaosMzOCqMy7p%2Fp03ynpyDW7nuvS5OAqqC34nH9%2BzQ47yDUPJRoMX%2FhFlkJdOSErO7j41gMWZB0GXeSy7ivefMuoEpztewS%2F5PoY6uh9iWYDt%2FjjPXWg82BrzxxhXGVm0qNW5jjEcmWhIYj8C9EksckEnhjHn%2Fyw1u%2BSYGwCz%2BRBBUqd7b4S4vEn%2F4ZFqskRx1P%2F5qrZlwdbZV9LGbasU20F4YhIsPFnNAUbiRyiJfj7scGOMdxXRd2CzfHfMdlTlCb%2Fbt1dIG34UaXf4rBExNvoxdXnzAAESU%2Br1PDyUmcDq30vOWnmBW3SB5flB8oW1YSnuR6jizkIgJETsfQppct2fmxP7eN%2BZZi1DrA93zt4RCs0yVvbjYqZDSFQctBY2bmRAwhta05C296xI24UuapOA%2BZSEgosZdfZ0LLzZb7UN2mRcMdUOZ0GkSS1gg%2BLEOhRqTk6%2FyYv2d9FTwOt6zJ8%2BcGCZgQDQDiZfmkw8arGyQY6mQE3gqIh5rRYoNX0UT1bTywbuX41ZZgXPI9w0D26%2FKF7p16XZ096aTuGBMYtieXPaSN4vOz6RFnq80mX%2FbIfbxbjTDMMbHQYd7h9vrk3tlH3%2F8dgSWn4eDymZoNPN%2B8H6r353C%2BzJCayyqyL9adDPdcDdabkPkK5nojgymwTaiIs4yqazGAuopVu7HhNM%2F95UOpJpHHnXrX2mI8%3D&X-Amz-Signature=d3019dc0b45c896490ace4ba372ae88822da3ffbd0655b9165872d8488e07ee4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_B.docx%22&x-id=GetObject

Bidder uploaded a Copy of the Bid In MAGIC-RFX 3160007665*

☐ Yes

☐ No

*Response required

Provide updated Copy of Secretary of State Registration *

Go to the Business Services home page and click on the button entitled "File Business Documents.” You will be asked to login with the username and password. If you do not have one, set up your account by clicking the

"register" button.

https://corp.sos.ms.gov/corp/portal/c/page/login/portal.aspx

*Response required

Bidder Exceptions to This IFB*

Does the Bidder take any exceptions to this IFB?

☐ Yes

☐ No

*Response required

When equals "Yes"

IFB Exceptions - Attachment G*

Please download the below documents, complete, and upload.

• Attachment_G.docx

*Response required

Conflicts of Interest:

Other Current MSDH Contracts*

List all other current agreements/contracts with MSDH, including the dollar amount associated with the agreement/contract and the beginning and ending dates. If no other funds are received, please mark N/A.

Please provide each entry in the following format:

MSDH Program or Agreement/Contract Name #1

• Dollar Amount

• Contract Beginning Date

• Contract Ending Date

*Response required https://corp.sos.ms.gov/corp/portal/c/page/login/portal.aspx https://government-project.s3.us-west-2.amazonaws.com/137708/4639c125-db69-483a-a96d-25beca3f7789_Attachment_G.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GN3V25PE%2F20251204%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251204T151620Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEH4aCXVzLXdlc3QtMiJHMEUCIQDXY4SXm9kQRUyC2u2UcSNAoEaarX%2FJ2H2ZWsjem5rXBQIgTJJmLoMxP3eNTxSEdt9AGgRkXaQ18%2FVx88bempwUKVcqhQUIRxACGgw4OTIzNjQ2ODc2NzIiDByqSbXxikE2%2FO2iZSriBFnE1ugF1u4krbuKSAII1MsFzFneK50vlQjtpVCj30Ued3mjNn1ERK8j%2B%2Fpl3hta3DdoJsl473r0v64yefHFT%2B4G4sMMCkyb%2BeQgwf99pSjRuLvSAODVAjQj0Ws0vBeWy74yLSI08DMmYovb3WKbvcH4wf4rUGIn4Bni8uBEaEzUPf2hlVfn8%2BxzULDcAG%2BqIFhX8x8XOLMR82n98ksXuKOOXMfPuoJXghFVNdvzbx2oEUo62M%2BlXy%2F%2FakQEXHYjf6zgRz1Meq%2F35K91i1s7TjgAMMYgoRAd%2FhYJpWZGOeXHM1%2FXS0KNGhU%2FVkMPzLCvq%2Fnt7cBhyaosMzOCqMy7p%2Fp03ynpyDW7nuvS5OAqqC34nH9%2BzQ47yDUPJRoMX%2FhFlkJdOSErO7j41gMWZB0GXeSy7ivefMuoEpztewS%2F5PoY6uh9iWYDt%2FjjPXWg82BrzxxhXGVm0qNW5jjEcmWhIYj8C9EksckEnhjHn%2Fyw1u%2BSYGwCz%2BRBBUqd7b4S4vEn%2F4ZFqskRx1P%2F5qrZlwdbZV9LGbasU20F4YhIsPFnNAUbiRyiJfj7scGOMdxXRd2CzfHfMdlTlCb%2Fbt1dIG34UaXf4rBExNvoxdXnzAAESU%2Br1PDyUmcDq30vOWnmBW3SB5flB8oW1YSnuR6jizkIgJETsfQppct2fmxP7eN%2BZZi1DrA93zt4RCs0yVvbjYqZDSFQctBY2bmRAwhta05C296xI24UuapOA%2BZSEgosZdfZ0LLzZb7UN2mRcMdUOZ0GkSS1gg%2BLEOhRqTk6%2FyYv2d9FTwOt6zJ8%2BcGCZgQDQDiZfmkw8arGyQY6mQE3gqIh5rRYoNX0UT1bTywbuX41ZZgXPI9w0D26%2FKF7p16XZ096aTuGBMYtieXPaSN4vOz6RFnq80mX%2FbIfbxbjTDMMbHQYd7h9vrk3tlH3%2F8dgSWn4eDymZoNPN%2B8H6r353C%2BzJCayyqyL9adDPdcDdabkPkK5nojgymwTaiIs4yqazGAuopVu7HhNM%2F95UOpJpHHnXrX2mI8%3D&X-Amz-Signature=5d4c47489edb66ca5b4eb276a2f89b5ba6b01751aee27f2cb7d312e488572062&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_G.docx%22&x-id=GetObject

Organization Governing Body*

Please list the name of each member of your organization’s Board of Directors or other governing body (i.e., trustee, alderman, partner, owner).

*Response required

Governing Body or Project Staff Affiliations*

Are any members of the governing body or project staff also MSDH employees, MSDH Board Members, or spouses, parents, or children of MSDH employees?

☐ Yes

☐ No

*Response required

When equals "Yes"

Governing Body or Staff Affiliations - Explanation*

You have indicated that one or more members of your governing body or project staff are also MSDH employees, MSDH Board Members, or spouses, parents, or children of MSDH employees.

Please provide the following for all such individuals:

• Name of Individual

• Indicate if individual is an MSDH Employee, MSDH Board Member, or relative type of MSDH employee.

• Applicable position held with MSDH

*Response required

When equals "Yes"

Income From Business

Does the MSDH Board Member, Employee, or Relative receive more than $2,500.00 per year in income from the business?

☐ Yes

☐ No

When equals "Yes"

Ownership Status - Percentage*

Does the MSDH Board Member, Employee, or Relative own ten (10%) percent or more of the fair market value in the business, either directly or indirectly through another business?

☐ No

*Response required

When equals "Yes"

Ownership Status - Amount*

Does the MSDH Board Member, Employee, or Relative have ownership interest in the business, in which the fair market value exceeds $5,000.00?

☐ Yes

☐ No

*Response required

When equals "Yes"

Position Within Business*

Is the MSDH Board Member, Employee, or Relative a director, officer, or employee of the business?

☐ Yes

☐ No

*Response required

Conflict of Interest Certification*

I hereby certify that the information set forth above is true and complete to the best of my knowledge and that no MSDH employee, spouse, parent, or child of an MSDH employee, serves as a member of the governing body, project staff, or has an ownership or pecuniary interest in the agreement/contract or organization. I agree to notify MSDH within thirty (30) days if any of these conditions change during the agreement/contract.

☐ Please confirm

*Response required

Additional Information:

Debarment, Suspension, and Eligibility*

The applicant certifies that they or any of its principals _____ presently debarred, suspended, proposed for debarment, or declared ineligible for award of federal or state contracts.

Select the answer which best fills in the blank for the applicant.

☐ are

☐ are not

*Response required

Charges From A Government Agency*

The applicant certifies that they or any of its principals _____ presently indicted for, or otherwise criminally or civilly charged by a government entity.

Select the answer which best fills in the blank for the applicant.

☐ are

☐ are not

*Response required

Conviction or Acknowledgment of Fault*

The applicant certifies that they or any of its principals _____ within the last five (5) years, been the subject of a federal or state criminal proceeding resulting in a conviction or other acknowledgment of fault, been the subject of a federal or state civil or administrative proceeding resulting in a finding of fault with a monetary fine, penalty, reimbursement, restitution, and/or damages greater than $5,000 or other acknowledgment of fault; convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) contract or subcontract; violation of Federal or State antitrust statues relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property.

Select the answer which best fills in the blank for the applicant.

☐ have

☐ have not

*Response required

Contract Termination By Default*

The applicant certifies that they or any of its principals _____ within the last three (3) years preceding this offer, had one or more contracts terminated for default by any federal agency.

Select the answer which best fills in the blank for the applicant.

☐ have

☐ have not

*Response required

Felony Criminal Violations*

The applicant certifies that they or any of its principals _____ within the last twenty-four (24) months, been convicted of a felony criminal violation under federal or state law.

Select the answer which best fills in the blank for the applicant.

☐ have

☐ have not

*Response required

Financial Records*

Does the applicant have a financial management system that provides records that can identify the source and award-supported activities and provides control and accountability of project funds, property, and other assets?

☐ No

*Response required

Audit Status / Fiscal Responsibility*

Does the applicant receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133)?

☐ Yes

☐ No

*Response required

When equals "Yes"

Most Recent Audit*

What is the most recent fiscal year for which this audit was completed?

*Response required

When equals "Yes"

Report Findings*

Were there any audit findings in the most recent report?

If "Yes", please be sure to provide an explanation in the applicable upcoming question. Failure to provide an explanation may cause your submittal to be deemed non-responsive.

☐ Yes

☐ No

*Response required

When equals "Yes"

Recent Audit Report (yes)*

Please upload a copy of your most recent Uniform Guidance §200.514 (formerly A-133) Audit Report.

*Response required

When equals "Yes"

Explanation or Other Information (yes)*

Please provide any additional information around your Audit Status that you feel is necessary here. This includes an explanation regarding any audit findings in your most recent audit.

If you have nothing to add here, please state that you have no additional information to provide.

When equals "No"

No Annual Audit*

You have stated that the applicant does not receive an annual audit in accordance with Uniform Guidance

§200.514 (formerly A-133).

Please select the option which best fits the reason why.

☐ Non-Profit Entity (under Federal Funding Threshold)

☐ For Profit Entity

☐ Other

*Response required

When equals "No"

No Annual Audit - Other*

If you selected "Other" in the previous question regarding why you do not receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133) please specify here.

If your answer to the previous question was not "Other", please respond here with "N/A".

*Response required

W9*

Upload a copy of your current W9 here.

*Response required

8.2 Submission Requirements:

8.2.1 Responses shall be submitted no later than the time and date specified for receipt of bids. The electronic files shall not be password protected, shall be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel.

8.2.2 All bid packages must be received by the agency no later than the date and time stated in this IFB. Bids submitted via facsimile (fax) machine will not be accepted. All vendors are urged to take the possibility of delay into account when submitting a bid.

8.2.3 Timely submission of the bid package is the responsibility of the bidder. Bids received after the specified time will be rejected and maintained unopened in the procurement file. A bid received at the place designated in the solicitation for receipt of bids after the exact time specified for receipt will not be considered unless it has been determined by the agency that the late receipt was due solely to mishandling by the agency after receipt at the specified address.

8.2.4 The time and date of receipt will be indicated on the electronic bid when submitted through the

Agency's OpenGov Procurement portal.

8.2.5 Each page of the bid form and all attachments shall be identified with the name of the bidder.

8.2.6 Failure to submit a bid on the bid form provided will be considered cause for rejection of the bid. Modifications or additions to any portion of the bid document may be cause for rejection of the bid. The agency reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive.

8.2.7 Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the

IFB Exception(s) form, Attachment G. Failure to indicate any exception will be interpreted as the bidder’s intent to comply fully with the requirements as written. Conditional or qualified bids, unless specifically allowed, shall be subject to rejection in whole or in part. The bid must contain a high degree of acceptance of contract terms and conditions listed in Attachment E and F of this IFB.

8.2.8 A bid response that includes terms and conditions that do not conform to the terms and conditions in the bid document is subject to rejection as non-responsive. The agency reserves the right to permit the bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by the agency of non-responsiveness based on the submission of nonconforming terms and conditions.

8.2.9 As a precondition to bid acceptance, the agency may request the bidder to withdraw or modify those portions of the bid deemed non-responsive that do not affect quality, quantity, price, or delivery of the service.

8.2.10 Any bidder claiming that its response contains information exempt from the Mississippi Public Records

Act (Miss. Code Ann. §§ 25-61-1 et seq. and 79-23-1), shall segregate and mark the information as confidential and provide the specific statutory authority for the exemption.

RELEASE OF BID, PROPOSAL or QUALIFICATION AS PUBLIC RECORD*

Bidders or Offerors shall acknowledge which of the following statements is applicable regarding release of its bid, proposal or qualification as a public record. A bidder or offeror may be deemed non-responsive if the bidder or offeror does not acknowledge either statement, acknowledges both statements, or fails to comply with the requirements of the statement acknowledged. Choose one:

OPTION ONE:

____ Along with a complete copy of its bid, proposal or qualification, bidder or offeror has submitted a second copy of the bid, proposal or qualification in which all information bidder or offeror deems to be confidential commercial and financial information and/or trade secrets is redacted in black. Bidder or Offeror acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the PPRB OPSCR Rules and Regulations if the

Agency or the Public Procurement Review Board determine redactions were made in bad faith in order to prohibit public access to portions of the bid, proposal or qualification which are not subject to Mississippi Code

Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1. Bidder or Offeror acknowledges and agrees that MSDH may release the redacted copy of the bid, proposal or qualification at any time as a public record without further notice to bidder or offeror. A bidder or offeror who selects this option but fails to submit a redacted copy of its bid, proposal or qualification may be deemed non-responsive.

OPTION TWO:

____ Bidder or Offeror hereby certifies that the complete unredacted copy of its bid, proposal or qualification may be released as a public record by the MSDH at any time without notice to bidder or offeror. The proposal or qualification contains no information bidder or offeror deems to be 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. Bidder or Offeror explicitly waives any right to receive notice of a request to inspect, examine, copy, or reproduce its bid as provided in Mississippi Code Annotated § 25-61-9(1)(a). A bidder or offeror who selects this option but submits a redacted copy of its bid, proposal or qualification may be deemed non-responsive.

In addition to the complete unredacted version of the bid, if applicable 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 ink.

By submission bidder acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the PPRB

OPSCR Rules and Regulations if the MSDH or the Public Procurement Review Board determine redactions were made in bad faith in order to prohibit public access to portions of the bid which are not subject to Mississippi

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

Bidder acknowledges and agrees that MSDH may release the redacted copy of the bid document at any time as a public record without further notice to bidder. A bidder who selects this option but fails to submit a redacted copy of its bid may be deemed non-responsive. Bidder or Offeror hereby certifies that the complete unredacted copy of its bid may be released as a public record by the MSDH at any time without notice to bidder. Bidder explicitly waives any right to receive notice of a request to inspect, examine, copy, or reproduce its bid as provided in Mississippi Code Annotated § 25-61-9(1)(a). The bid contains no information bidder deems to be 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. A bidder who selects this option but submits a redacted copy of its bid may be deemed nonresponsive.

☐ Option One (1)

☐ Option Two (2(

*Response required

MAGIC Vendor Number*

Enter you MAGIC Vendor Number here. This is a ten (10) digit number that begins with 310.

If you are not registered with the State of Mississippi's eProcurement System, MAGIC please see below.:

• If you ARE registered with the MAGIC eProcurement system and do not know your MAGIC Vendor number, you may contact the MAGIC helpdesk by calling (601) 359-1343 or by emailing mash@dfa.gov for assistance. Webpage Call Center. (Do NOT create a new vendor number)

• If you are NOT registered, please visit the registration page here: MAGIC eProcurement system. If you require assistance, you may access the Call Center page for both a phone number and email as well as business hours for assistance.

Maximum response length: 10 characters

Section 8 - Bidder Certification

The bidder agrees that submission of a signed bid form is certification that the bidder will accept an award made to it as a result of the submission.

Section 9 - Debarment

By submitting a quote, bid or proposal, qualification or application in response to the procurement, the bidder, offeror, or applicant certifies that it is not currently excluded or debarred from future contract awards by any political subdivision or agency of any state, federal, local, or county government. Bidder, Offeror, or Applicant further certifies that it is not an agent of any such person or entity.

Bidder, Offeror, or Applicant certifies that it has not, in the five-year period preceding its offer, been convicted of or had a civil judgment rendered against it for commission of a fraud or criminal offense in connection with obtaining, attempting to obtain, or performance of a public contract; violation of antitrust laws; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

Bidder, Offeror, or Applicant certifies that it is not presently indicted or otherwise criminally or civilly charged with the commission of any of the acts listed herein. Bidder, Offeror, or Applicant certifies that, within the past five years, it has not had a contract with a governmental entity terminated due to the bidder, offeror, or applicant’s failure to perform, default, or any other action or inaction by the bidder, offeror, or applicant.

MSDH will not consider responses to this solicitation from any applicant, offeror, or entity that is debarred, suspended, proposed for debarment, excluded, or declared ineligible by any federal or state agency to receive funding. Submissions from such entities will be deemed non-responsive and will not be evaluated or considered further. It is the responsibility of the applicant, offeror, or entity to ensure that they are in good standing and eligible to apply. By submitting a response to this solicitation, the applicant, offeror, or entity certifies compliance with all eligibility requirements, including that they are not subject to any of the conditions listed above.

mailto:mash@dfa.gov https://www.dfa.ms.gov/mmrs-call-center https://www.dfa.ms.gov/vendors https://www.dfa.ms.gov/mmrs-call-center

Section 10 - Registration with Mississippi Secretary of State

By submitting a bid, the bidder certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being notified by the agency that it has been selected for contract award.

Section 11 - Insurance

On or before beginning performance under the Contract, the Contractor shall obtain from an insurance company, duly authorized to do business and doing business in Mississippi, insurance as follows:

11.1.1 Liability

The Contractor shall ensure that the professional staff and other decision-making staff shall be required to carry professional liability insurance in an amount commensurate with the professional responsibilities and liabilities under the terms of this IFB.

The Contractor shall obtain, pay for and keep in force during the Contract period general liability insurance against bodily injury or death in an amount commensurate with the responsibilities and liabilities under the terms of this IFB.

11.1.2 Workers’ Compensation

The Contractor shall take out and maintain, during the life of the Contract, workers’ compensation insurance for all employees employed under the Contract in Mississippi. Such insurance shall fully comply with Mississippi

Workers’ Compensation Law. In case any class of employees engaged in hazardous work under the Contract at the site of the project is not protected under the Workers’ Compensation Statute, the Contractor shall provide adequate insurance satisfactory for protection of his or her employees not otherwise…