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INVITATION FOR BID

IFB RFx Number: 3160007852

District 2 Hazard Mitigation Plan Update Issued: February 10, 2026

CLOSING TIME AND DATE

Bids must be received by:

March 25, 2026, 1:00 PM CST

CLOSING LOCATION

Mississippi Department of Finance and Administration

501 North West Street, Suite 1301 C Jackson, Mississippi 39201

BID COORDINATOR

April Burns, Bid Coordinator Telephone: (601) 359-5286

E-mail: osss@dfa.ms.gov mailto:osss@dfa.ms.gov

SECTION 1

1.1 Purpose

The Office of Statewide Strategic Sourcing (hereinafter “OSSS”), on behalf of the Mississippi Emergency Management Agency (hereinafter “MEMA”) has issued this solicitation for the purpose of soliciting sealed bids from qualified providers to update the hazard mitigation plans for District 2. The Contractor will perform all tasks and make all assurances outlined in Section 4 of this IFB entitled Scope of Work.

Additional information may be obtained by email request to April Burns, Bid Coordinator osss@dfa.ms.gov.

SECTION 2

2.1 Timeline

Invitation to Bid (IFB) Issue Date February 10, 2026 Questions and Requests for Clarification Due March 3, 2026, 3:00 PM CST Anticipated Posting of Answers to Questions March 9, 2026, 11:00 AM CST Bid Package Due March 25, 2026, 1:00 PM CST Bid Opening March 25, 2026, 2:00 PM CST Anticipated Notice of Intent to Award April 3, 2026, 1:00 PM CST

MEMA reserves the right to adjust this schedule as it deems necessary and change the dates of the initial contract term without amendment to this IFB.

2.2 This solicitation and any resulting contract shall be governed by the applicable provisions of the Public Procurement Review Board (PPRB) Office of Personal Services Contract Review (OPSCR) Rules and Regulations, a copy of which is available on the Mississippi Department of Finance and Administration’s website (www.dfa.ms.gov). Any bidder responding to this solicitation is deemed to be on notice of all requirements therein.

2.3 Reconsideration for the Terms of the Solicitation: Any potential bidder may request that MEMA reconsider the terms of this solicitation. Such a request shall be filed with the Bid Coordinator and the Director of OPSCR within three (3) business days following the date of public notice as defined in Section 5.2.1. It is the sole responsibility of the requesting vendor to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this section and Section 5.2.4 and Section 5.2.4.1 of the OPSCR Rules and Regulations results in a waiver of any claim regarding the terms of the solicitation.

http://www.dfa.ms.gov/

SECTION 3

Contact and Questions/Requests for Clarification

3.1 Bidding vendors must carefully review this solicitation, the contract, risk management provisions, and all attachments for defects, questionable, or objectionable material.

Following review, vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the questions and requests for clarifications, vendors shall submit any such question via email by the deadline reflected in Section 2. All questions and requests for clarifications must be directed by email to:

April Burns, Bid Coordinator E-mail: osss@dfa.ms.gov

3.2 Vendors should enter “IFB RFx Number 3160007852 - Questions” as the subject of 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 Vendor Question/Request for Clarification

1.

3.3 Official responses will be provided only for questions submitted as described above and only to clarify information already included in the IFB. The identity of the organization submitting the question(s) will not be revealed. All questions and answers will be published on the Mississippi Contract/Procurement Opportunity Search Portal website and MEMA’s website as an amendment to the IFB. It is the bidder’s sole responsibility to monitor the websites for any updates or amendments to the IFB.

3.4 MEMA will not be bound by any verbal or written information that is not contained within this IFB unless formally noticed and issued by the contact person as an IFB amendment.

Vendors are cautioned that any statements made by MEMA personnel that materially change any portion of the bid document shall not be relied upon unless subsequently ratified by a formal written amendment to the bid document.

3.5 All vendor communications regarding this IFB must be directed to the Bid Coordinator.

Unauthorized contact regarding the IFB with MEMA employees may result in the vendor being disqualified, and the vendor may also be suspended or disbarred from the State.

3.6 Acknowledgement of Amendments: Bidders shall acknowledge receipt of any amendment to the IFB in writing. The acknowledgement shall be submitted by signing and returning the amendment with the bid package or by letter or email submission. Each bidder shall submit a written acknowledgement of every amendment to MEMA on or before the submission deadline.

3.7 Bidder must provide a signed Acknowledgment(s) of IFB Amendment(s), Questions and

Answer document(s), and/or Summary of Site Visit if any were issued/posted on the Mississippi Contract/Procurement Opportunity Search Portal website and MEMA's website.

3.8 The IFB is comprised of the base IFB document, any attachments, any amendments issued prior to the submission deadline, and any other documents released before the contract award.

SECTION 4

Scope of Work

The winning vendor (“Contractor”) shall provide in a timely and satisfactory manner all services and otherwise do all things necessary for or incidental to the performance of work as set forth below:

4.1 Detailed Minimum Specifications

All services listed in this scope of work are to be performed by the Contractor unless otherwise noted. The district 2 Hazard Mitigation Plan, per Federal Emergency Management Agency (FEMA) planning regulations, is required to be updated every five years. The plan addresses mitigation of multiple hazards including floods, severe storms, hurricanes, urban/wildfire, tornado, winter weather, drought, dam failure, water supply/system failures, and earthquake hazards. The Contractor will update the plan with the assistance of the Mitigation Council. The district 2 Hazard Mitigation Plan update will include the following: Alcorn County, Benton County, Itawamba County, Lafayette County, Lee County, Marshall County, Pontotoc County, Prentiss County, Tippah County, Tishomingo County, Union County, Itawamba Community College, and all communities within the noted counties.

1. PLANNING PROCESS

A. The Contractor with assistance of the district 2 Hazard Mitigation Council will document the hazard mitigation planning update process including but not limited to:

• How the plan was prepared and updated

• How the public was involved, i.e., workshops, community outreach

B. The Contractor with the Mitigation Council’s assistance will perform the following:

• Hold public hearings, meetings, and/or workshops during the plan update time frame.

A minimum of four (4) meetings must be conducted. It is preferred that these meetings take place in person.

• Solicit input from citizens and professionals with knowledge of applicable hazards.

• Solicit input regarding the feasibility of potential mitigation measures for each hazard and the prioritization of mitigation projects.

• Review the final draft of the updated plan, goals, and proposed mitigation projects.

• Be involved in implementing the plan, updating of the goals and proposed mitigation projects.

C. The Contractor will organize resources and meeting schedules.

D. The Contractor will update pre-planning activities and analysis.

2. RISK ASSESSMENT

The purpose of this section is to provide a basis for the hazard mitigation plan update that should identify hazards and vulnerabilities. This should include the following:

A. Hazard Identification The Contractor will update any descriptions and prioritization of the natural hazards that have occurred within the region. The risk assessment section will assess each of the region’s risks. The natural hazards categories include but are not limited to:

• Floods – These hazards include river flooding, coastal flooding, erosion, dam failures as the result of coastal storms, winter storms and hurricanes, that include, at a minimum, flood hazard areas as defined by FEMA in the Flood Insurance Rate Maps (FIRMs) for the jurisdiction as well as local historical data and using data from the Repetitive Flood Loss Plan to identify and locate repetitive flood loss properties.

• Wind – These hazards are products of hurricanes, coastal storms, winter storms, and tornadoes. These hazards are based on local historical data, the National Weather Service, and/or other applicable plans/sources.

• Fire - These hazards are products of drought, wildfire, etc. These hazards are based on local historical data, the National Weather Service, and/or other applicable plans/sources.

• Geologic – These hazards are products of earthquakes, landslides, and sink holes.

These hazards are based on local historical information and/or other applicable plans/sources.

• Other hazards that are not listed above are determined by local history and experience. These hazards may also be considered manmade hazards, i.e., chemical spills and/or fire.

B. Hazard Mapping

The Contractor will use GIS technology and the best available existing data to update any base maps of the areas affected by multiple natural hazards. In conjunction with mapping, the Contractor will update any comprehensive inventory (database) for use in developing map data layers of the following items relative to the multiple hazard area.

I. Critical facilities including but not limited to the following:

a. Emergency operation centers such as police/fire stations

b. Hospitals and emergency shelters

c. Water and wastewater treatment plants and associated pumping stations

d. Power generation, transmission, and delivery facilities

e. Special population centers, such as day care facilities, nursing homes, elderly housing, correctional facilities, etc.

f. Hazardous material facilities

g. Evacuation routes

II. All repetitive flood loss and substantial damage structures as defined by FEMA if applicable.

III. Maps that depict the location of structures, land use, and population.

IV. Structures that will be delineated by use (i.e., residential, commercial, industrial, institutional, etc.)

C. Vulnerability Assessment

Based on the previous information, the Contractor will provide an update of any new developments and an overview of the areas in the region that are vulnerable to specific hazards. If possible, this vulnerability assessment will include:

• Types and numbers of buildings, infrastructure, and critical facilities located in the identified hazard areas.

• All existing multiple hazard protection measures within the jurisdiction including protective measures under the National Flood Insurance Program (NFIP).

• A description of each measure and the method of enforcement and/or the point of contact responsible for implementation of each measure.

• Historical performance of each measure and a description of improvements or changes needed.

• General description of land uses and development trends to incorporate future land use decisions.

3. MULTIPLE HAZARD MITIGATION STRATEGY

The Contractor will update any new mitigation strategies specific to each community’s exposure and impacts by identified natural hazards. These strategies should include the following:

A. A list of mitigation goal statements that focus on reducing the risks from the identified natural hazards. The goal development and project prioritization will be conducted by the Hazard Mitigation Council (HMC) and the Contractor.

B. A section that identifies and analyzes a comprehensive range of specific mitigation actions and projects being considered to reduce the effects of each hazard with particular emphasis on new and existing buildings and infrastructure. This section will include a list of prioritized hazard mitigation projects that best meet the region’s needs for multiple hazard damage reduction.

• These projects may be nonstructural solutions, i.e., planning, regulatory measures, property acquisition, retrofitting, elevation or they may be structural solutions, i.e., seawalls, dams, and dikes.

• At a minimum, this list of prioritized projects will be based on a process that results in identification of cost-effective hazard mitigation projects with public input.

C. An analysis of proposed mitigation projects focused on several key areas including but not limited to economic (including benefits and cost), engineering, technical, legal, environmental, social, and political feasibility. Selected options will best fit the community’s needs and meet most or all aspects of the feasibility analysis.

D. Coordination with relevant Federal and State agencies for input and technical assistance.

4. HAZARD MITIGATION PLAN MAINTENANCE PROCESS UPDATES NEEDED

A. Monitoring, Evaluating, and Updating – The Regional HMC and the Contractor will be responsible for ensuring that the plan is monitored, evaluated annually, and updated every five years.

B. Incorporation into Existing Planning Mechanisms – The Regional HMC and the

Contractor will assist the communities in the implementation and incorporation of the plans’ goals into other local planning processes, such as a comprehensive plan, locals plans or other local bylaws and ordinances.

C. Continued Public Involvement – The Regional HMC and the Contractor will work with the communities for continued public involvement.

5. HAZARD MITIGATION PLAN ADOPTION AND APPROVAL UPDATES NEEDED

A. Local Jurisdiction Adoption – The district 2 Hazard Mitigation Council and the Contractor will work with the local governments for the adoption of the plan update as required by FEMA regulations.

B. Plan Approval – The adopted plan will be submitted to FEMA on or before the termination date for review and approval.

6. FEMA REVIEW

Once the local governments, i.e., towns, cities, boards of supervisors, etc. and MEMA have reviewed the plan update, it will be sent to FEMA for final review. Once FEMA has reviewed and approved the district 2 Hazard Mitigation Plan, the review will be incorporated into the plan.

The Contractor will assist with the adoption and distribution of the district 2 Hazard Mitigation Plan.

7. SUBMIT FINAL UPDATED AND ADOPTED REGIONAL PLAN TO FEMA

Until each local government formally adopts the district 2 Hazard Mitigation Plan, it is not approved. The plan will remain approvable pending adoption.

SECTION 5

Basis for Award

5.1 Only objectively measurable criteria set forth in the IFB shall be applied in the bid evaluation.

Criteria not set forth in the IFB may not be used to evaluate the bid. Contract(s) may only be awarded to the lowest responsive and responsible bidder(s). In order to determine which bidder is the lowest responsive and responsible bidder, the Agency shall evaluate: (1) whether each bidder was responsive and provided all required information in the format required by the IFB; (2) whether each bidder is responsible and objectively meets the minimum qualifications or other criteria listed in the IFB required to determine whether the bidder has the skills, experience, and/or qualifications to successfully provide the services;

and (3) which of the responsive and responsible bidders submitted the lowest overall price.

5.2 MINOR INFORMALITIES AND IRREGULARITIES MEMA 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 and if do so does not create an unfair advantage for any bidder. If insufficient information is submitted by a bidder for MEMA to properly evaluate the bid, MEMA has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured and such a request does not create an unfair advantage for any bidder.

5.3 All bids that are determined to be responsive, responsible, and/or acceptable will continue on to the price bid or cost evaluation.

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

Section 6 Minimum Bidder Qualifications

To win the bid and be awarded the contract, the vendor must have:

6.1 Prior Experience: Vendor must have been in business and provided services similar in requirements and scale to those described in this IFB for a minimum of five (5) years.

6.2 Required Certification, Accreditation, and/or Licenses: Provide a brief paragraph describing the abilities, qualifications, certifications and experience for each person who will be assigned to provide the required services for this project.

6.3 A minimum score of six (6) on the Reference Score Sheet (Attachment D) from reference interviews by agency staff with two (2) bidder references (for a total minimum scoring requirement of twelve (12) points), as well as all other requirements of this IFB.

6.4 The bidder may be required before the award of any contract to show to the complete satisfaction of MEMA that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. MEMA 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. MEMA 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.

Section 7 Duration

The estimated period of performance for this contract may begin upon the execution of the contract by both parties and end one year from contract execution. At the discretion of MEMA, this contract may be amended and renewed for three (3) periods of twelve (12) months each under the same or amended terms and conditions as the original contract.

Section 8 Bid Submission Requirements

8.1 Submission Format

8.1.1 Bid Cover Sheet (Attachment A)

8.1.2 Bid Form (Attachment B) - all pricing must be submitted on the bid form. Bidder must also submit a Cost Analysis and Breakdown Sheet detailing all professional fees and expenses in a manner that supports the total maximum contract price submitted. The contract award will be based solely on the maximum contract price submitted on the Bid Form. Failure to complete and/or sign the bid form may result in the bidder being determined non-responsive.

8.1.3 References (Attachment C) - each bidder must furnish a listing of at least three (3) trade references along with the contact person, address, and phone number for each. These references must be familiar with the bidder’s abilities in the areas involved with this solicitation. MEMA staff will use these references to determine the bidder’s ability to perform the services. It is the responsibility of the bidder to ensure that the reference contact information is correct and current. MEMA staff will not track down references. Bidders should verify before submitting their bid that the contact person and phone number are correct for each reference. Agency staff must be able to reach two (2) references for a bidder within two (2) business days of bid opening or within 48 hours of initial contact to be considered responsive. Further, the bidder must score a minimum of six (6) points on each Reference Score Sheet which will be used by MEMA staff when interviewing the two (2) references (for a total minimum scoring requirement of twelve (12) points) to be considered responsive and/or responsible. (See and Attachments C and D.)

Only bidders who are found responsive and responsible will have their bids considered for the award. Bidder may submit as many references as desired.

MEMA staff will begin contacting references at the top of the list and will continue down the list until they have completed Reference Score Sheets for two (2) references. After two (2) score sheets are completed, the reference check process will end.

8.2 Submission Requirements

8.2.1 Bidder must submit:

A. An electronic copy of the signed bid package emailed to OSSS@dfa.ms.gov. Files shall not be password protected, shall be in .PDF format, and shall be capable of being copied to other media including readable in Microsoft Word and/or Microsoft Excel. The total size of the email, including all attachments, must not exceed 25MB. Emails exceeding this limit may be rejected and considered late.

mailto:OSSS@dfa.ms.gov

8.2.2 A bid shall be considered received when the email containing the bid is successfully delivered to the designated bid submission email address at the Department of Finance and Administration (DFA), as indicated by the timestamp generated by DFA’s email system. All timestamps shall be recorded in Central Standard Time (CST). The subject line of the bid submission email shall clearly state SEALED BID, the bid opening date and time, the Invitation for Bids (IFB) number (e.g., SEALED BID – 1:00 PM CST, March 25, 2026 – IFB 3160007852), and the name of the building company. Bids may be rejected if the email subject line does not contain the required information as outlined in the solicitation.

8.2.3 All bid packages must be received by OSSS no later than 1:00 PM CST, March 25, 2025. Bids submitted via facsimile (fax) machine, mail, MAGIC, or hand delivery will not be accepted. Bidders should ensure that their email system confirms successful delivery to the OSSS inbox and are encouraged to request a delivery or read receipt for verification. OSSS will not be responsible for email delivery failures or delays.

The vendor bears full responsibility for ensuring that the bid is submitted to the designated email address on time. Any delay – whether due to technical issues, network problems, file size limitations, or incorrect email address may result in the bid being rejected as late. All vendors are urged to take the possibility of delay into account when submitting a bid.

8.2.4 Timely submission of the bid package is the responsibility of the bidder. Bids received after the specified time will be rejected and retained unopened in the procurement file to the extent necessary to complete administrative processes, including printing or verification of receipt. 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 OSSS that the late receipt was due solely to mishandling by OSSS after receipt at the specified address.

8.2.5 The time and date of receipt will be recorded by OSSS staff based on the timestamp generated by the designated bid submission email system. The only acceptable evidence to establish the time of receipt at the designated DFA email address is the official email timestamp and any related system generated documentation used by OSSS to verify receipt.

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

8.2.7 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. MEMA reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive.

8.2.8 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. MEMA 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.

Section 9

Bidder Certification

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

Section 10 Debarment

By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

Section 11 Registration with Mississippi Secretary of State

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

Section 12 Insurance, Bonds, or Other Sureties

12.1 The successful bidder shall, at its own expense, obtain and maintain insurance, bond, or other surety which shall include the following types and coverage limits:

12.1.1 Insurance Contractor represents that it will maintain workers’ compensation insurance in compliance with Mississippi law which shall insure to the benefit of all Contractor’s personnel provided hereunder, comprehensive general liability insurance or professional liability insurance with minimum limits of $1,000,000.00 per occurrence. All general liability and professional liability insurance will provide coverage to MEMA as an additional insured. MEMA reserves the right to request from carriers, certificates of insurance regarding the required coverage. Insurance carriers shall be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance.

12.2 Additionally:

12.2.1 In no event shall the requirement for an insurance certificate or bond be waived.

12.2.2 All insurance policies will list the State of Mississippi as an additional insured.

12.2.3 All insurance policies shall be issued by companies authorized to do business under the laws of the State of Mississippi, meaning insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance.

12.2.4 Contractor shall submit to MEMA within 10 days of notification of intent to award, a certificate of insurance and/or bond which outlines the coverage and limits defined in the procurement and contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the 10-day period may be cause for your bid to be declared non-responsive or for your contract to be cancelled.

12.2.5 Contractor shall obtain at Contractor’s expense the insurance and/or bond requirements specified in the procurement and contract prior to performing under this Contract, and Contractor shall maintain the required insurance and/or bond coverage throughout the duration of this Contract and all warranty periods.

There are no provisions for exceptions to this requirement.

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

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

12.2.8 Contractor shall instruct the insurers to provide MEMA 30 days advance notice of any insurance cancellation.

12.2.9 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 and/or bond coverage(s), that written notice will be delivered to the Agency Chief Procurement Officer.

12.2.10 There shall be no cancellation, material change, potential exhaustion of aggregate limits or non-renewal of insurance and/or bond coverage(s) to MEMA. 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 MEMA.

Section 13

Bid Opening

Bid opening will not be open to the public; however, this will include opening, reading, and listing the name of each bidder and the bid price of each bid only. No discussions will be entered into with any bidder as to the quality or provisions of the specifications and no award will be made either stated or implied at the bid opening.

Section 14 Award Notification

The award for this procurement will be posted on the Mississippi Contract/Procurement Opportunity Search Portal website and the agency website at http://www.msema.org. Bidders will be notified via e-mail of the awards.

Section 15 Procurement Methodology

15.1 Restrictions on Communications with Agency and Agency Staff

At no time shall any bidder or its personnel contact, or attempt to contact, any MEMA staff regarding this IFB except the contact person as set forth and, in the manner, prescribed in Section 3.

15.2 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.

15.3 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.

The prices quoted shall be inclusive of all associated costs outlined in Attachment B. All pricing should include all associated costs with no additional or hidden fees.

15.4 Cancellation of Solicitation or Rejection of Individual Bids

At the Agency’s sole discretion, an IFB may be canceled, all bids may be rejected, or individual bids may be rejected when the Agency determines that it is in the Agency’s best interest to do so. A memorandum stating the reasons for the cancellation or rejection shall be made part of the Agency Procurement File.

The solicitation process requires expenditure of time and resources for both public Agencies and private businesses. Accordingly, solicitations should only be issued when there is a valid procurement need unless the solicitation states that it is for informational purposes only.

However, nothing in the Section shall be construed as conferring any grievance right on any party when an Agency chooses to cancel a solicitation.

15.4.1 Notice of Cancellation of IFB When an IFB is canceled, a Notice of Cancellation shall be prepared. The Notice shall identify the solicitation being canceled and provide any information the Agency deems appropriate. The Notice of Cancellation shall: (1) be posted publicly on the Agency website; (2) be posted publicly on the procurement portal; and (3) be distributed to all potential offerors known to have received a copy of the IFB. A memorandum containing the reason for the cancellation shall be made part of the Agency Procurement File.

15.4.2 Rejection of Individual Bids Reasons for rejecting individual bids include but are not limited to:

• the bid was non-responsive to the solicitation;

• the bidder is deemed non-responsible;

• the Agency – in its sold discretion – determined the proposed price is unreasonable even if it was the lowest responsive and responsible bid;

• lack of competitiveness by reason of collusion or knowledge that reasonably available competition did not occur.

15.4.3 Disposition of Bids Where bids are individually rejected, or the solicitation is canceled after bids are received, the Agency shall have the sole discretion to determine whether to return bids to the bidder or retain the bids in the Agency Procurement File. If the Agency chooses to return the bids to the bidders, the Agency shall ensure enough information is retained in the Agency Procurement File to support the decision to reject the bid.

15.5 Withdrawal of Bids

A bidder may withdraw a bid at any time by written notice to the Agency or the official designated in Section 1.1 of the IFB. If any such withdrawal occurs by the successful bidder(s) after the bid opening and/or issuance of the Notice of Intent to Award, the Agency may cancel the solicitation or proceed with award of a contract as if the withdrawn bid had not been submitted.

15.6 Confirmation of Bid

When MEMA knows or has reason to conclude that a mistake has been made, it may request the bidder to confirm the bid. Situations in which confirmation may be requested include obvious, apparent errors on the face of the bid or a bid which is unreasonably lower than the other bids submitted. If the bidder alleges a mistake, the bid shall be considered withdrawn unless correction meets the definition of a minor informality. The Agency shall have the sole discretion as to whether confirmation of a bid is warranted, but the Agency shall exercise that discretion in a manner that is fair to all bidders.

Section 16 Agreement

The bidder understands and agrees that any contract entered into with MEMA pursuant to this IFB shall only be the contract provided by MEMA. MEMA will not accept agreements submitted by the bidder. Should MEMA and the winning bidder fail to enter into a contract, or MEMA ceases doing business with any Contractor selected through this IFB process, for any reason, MEMA reserves the right to contract with the next lowest priced Bidder.

Section 17 Contract Rights

Contract rights do not vest in any party until a contract is legally executed. MEMA is under no obligation to award a contract following issuance of this solicitation.

Section 18 Property Rights

Property rights do not inure to any Bidder until such time as services have been provided under a legally executed contract. No party responding to this IFB has a legitimate claim of entitlement to be awarded a contract or to the provision of work thereunder. MEMA is under no obligation to award a contract and may terminate a legally executed contract at any time.

Section 19 Agency Website

This IFB, questions and answers concerning this IFB, and the Notice of Intent to Award will be posted on the agency website at http://www.msema.org and on the Mississippi Contract/Procurement Opportunity Search Portal website. Bidder should monitor the websites for any updates or amendments to the IFB.

Section 20 Attachments

The attachments to this IFB are made a part of this IFB as if copied herein in words and figures.

Attachment A

BID COVER SHEET

Bids must be received via email at OSSS@dfa.ms.gov as listed below on or before 1:00 PM CST, March 25, 2026. Do not include pricing or any bid content in the body of the email.

PLEASE INCLUDE IN YOUR SUBJECT LINE:

SEALED BID – 1:00 PM CST, March 25, 2026 – IFB 3160007852 - [Bidding Company Name]

Name of Company: _____________________________________________________________

Quoted By: ____________________________________________________________________

Signature: _____________________________________________________________________

Address: ______________________________________________________________________

City/State/Zip: _________________________________________________________________

Telephone: ____________________________________________________________________

Fax Number: ___________________________________________________________________

E-Mail Address: ________________________________________________________________

Name and phone number of Company Representative to be contacted by Agencies seeking to contract for services pursuant to this IFB: ____________________________________________

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

What year was your company started? _______________________________________________

How many years has the firm been in business of performing the services called for in this IFB?

Please provide the physical location and mailing address of your company’s home office, principal place of business, and place of incorporation. _________________________________________ mailto:OSSS@dfa.ms.gov

If your company is not physically located within the vicinity, how will you supply the necessary equipment and personnel to complete a hazard mitigation plan update for MEMA?

Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please discuss the impact both in organizational and directional terms. _______________________________________________________________

Is your company licensed and/or certified to update a hazard mitigation plan as required by any and all applicable Federal and State law(s)? __________________________________________

List all licenses or permits your company possesses that are applicable to performing the services required in this IFB. _____________________________________________________________

For how many customers has your company provided hazard mitigation plan updates or related work in the past five years?

What is the largest customer your company has provided hazard mitigation plan updates or related work for in the past five years?

Describe any specific services that your company offers along with any specialized experience, certification, and/or education of your current staff. ___________________________________

Attachment B

BID FORM

Company Contact Person Telephone Number

The maximum contract price for the update of District 2 Hazard Mitigation Plans shall be all inclusive. The “all-inclusive” price shall include all associated costs with no additional or hidden fees. Bidder shall also submit a Cost Analysis and Breakdown Sheet detailing all professional fees and expenses in a manner that supports the total maximum contract price submitted. The contract award will be based solely on the maximum contract price submitted below. The Cost Analysis and Breakdown Sheet will be considered Attachment A with the contract.

The awarded Contractor will be required to submit detailed invoices describing services completed for the invoice period. Payment will be made in arrears (after the services have been provided) at the amount, and interval (i.e., monthly, quarterly, etc.) as agreed upon by the awarded contractor and MEMA prior to submission to PPRB for contract approval. At no time shall the contract exceed the Maximum Contract Price per year listed below.

Total all-inclusive Maximum Contract Price: $______________/YEAR

**Bidder must submit a price per year. The initial contract term will be one year. MEMA, at its sole discretion, may amend this contract and renew it for three (3) periods of twelve (12) months each under the same or amended terms and conditions as the original contract. **

By signing below, the company Representative certifies that he/she has authority to bind the company, and further acknowledges and certifies on behalf of the company:

1. That he/she has thoroughly read and understands the Invitation for Bids and Attachments thereto;

2. That the company meets all requirements and acknowledges all certifications contained in the Invitation for Bids and Attachments thereto;

3. That the company agrees to all provisions of the Invitation for Bids and Attachments thereto including, but not limited to, the required contract clauses (Attachment E);

4. That the company will perform the services required at the prices quoted above;

5. That, to the best of its knowledge and belief, the cost or pricing data submitted is accurate, complete, and current as of the submission date;

6. The Contractor represents that its workers are licensed, certified, and possess the requisite credentials; and,

7. NON-DEBARMENT: By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

8. 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.

9. OFFEROR’S REPRESENTATION REGARDING CONTINGENT FEES: By responding to the solicitation the offeror represents that it has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract. If the offeror cannot make such a representation, a full and complete explanation shall be submitted in writing with the offeror’s response.

10. REPRESENTATION REGARDING GRATUITIES: Contractor represents that it has not, is not, and will not offer, give, or agree to give any employee or former employee of MEMA a gratuity or offer of employment in connection with any approval, disapproval, recommendation, development, or any other action or decision related to the solicitation and resulting contract. Contractor further represents that no employee or former employee of MEMA has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or offer of employment for the reasons previously stated; any such action by an employee or former employee in the future, if any, will be rejected by contractor. Contractor further represents that it is in compliance with the Mississippi Ethics in Government laws, codified at Mississippi Code Annotated §§ 25-4-101 through 25-4-121, and has not solicited any employee or former employee to act in violation of said law.

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

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

Code Ann. §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1. Bidder acknowledges and agrees that MEMA may release the redacted copy of the bid 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 hereby certifies that the complete unredacted copy of its bid may be released as a public record by MEMA at any time without notice to bidder. The bid contains no information bidder deems to be confidential commercial and financial information and/or trade secrets in accordance with Miss. Code Ann. §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1. Bidder explicitly waives any right to receive notice of a request to inspect, examine, copy, or reproduce its bid as provided in Miss. Code Ann. § 25-61-9(1)(a). A bidder who selects this option but submits a redacted copy of its bid may be deemed non-responsive.

Company Name: ________________________________________________________________

Printed Name of Representative: __________________________________________________

Date: _________________________________________________________________________

Signature: _____________________________________________________________________

Note: Failure to sign the bid form may result in the bid being rejected as non-responsive.

Modifications or additions to any portion of this bid document may be cause for rejection of the bid.

Attachment C

REFERENCES

Bidder may submit as many references as desired by submitting as many additional copies of Attachment C, References, as deemed necessary. References will be contacted in the order listed until two references have been interviewed and Reference Score Sheets completed for each of the two references. No further references will be contacted; however, bidders are encouraged to submit additional references to ensure that at least two references are available for interview.

Agency staff must be able to contact two references within two (2) business days of bid opening or 48 hours of initial contact.

REFERENCE 1

Name of Company: _____________________________________________________________

Dates of Service: _______________________________________________________________

Contact Person: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: __________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional): _____________________________________________

Telephone Number: ____________________________________________________________

Cell Number: __________________________________________________________________

E-mail: _______________________________________________________________________

REFERENCE 2

Dates of Service: _______________________________________________________________

Contact Person: ________________________________________________________________

Telephone Number: ____________________________________________________________

Alternative Contact Person (optional): _____________________________________________

Telephone Number: ____________________________________________________________

REFERENCE 3

Dates of Service: _______________________________________________________________

Contact Person: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: __________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional): _____________________________________________

Telephone Number: ____________________________________________________________

REFERENCE 4

Dates of Service: _______________________________________________________________

Contact Person: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: __________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional): _____________________________________________

Telephone Number: ____________________________________________________________

REFERENCE 5

Dates of Service: _______________________________________________________________

Contact Person: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: __________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional): _____________________________________________

Telephone Number: ____________________________________________________________

Attachment D

REFERENCE SCORE SHEET

IFB 3160007852

IFB for District 2 Hazard Mitigation Plan Update

TO BE COMPLETED BY MEMA STAFF ONLY

Company Name: _______________________________________________________________

Reference Name: _______________________________________________________________

Person Contacted, Title/Position: __________________________________________________

Date/Time Contacted: ___________________________________________________________

Service From/To Dates: _________________________________________________________

Able to provide hazard mitigation plan update services when you called? Yes No

Satisfied with the services provided and final product? If no, please explain. Yes No

Vendor easy to work with in scheduling services? Yes No

Was the project completed on time and within budget? Yes No

Vendor listened when you had an issue and readily offered a solution?

(If never had an issue, please check here ___.)

Yes No

Would you enter into a contract with them again? Yes No

Would you recommend them? Yes No

Bidder must have a minimum of 6 “yes” answers on the questions above from two references (total of 12 “yes” answers) to be considered responsible and for its bid to be considered.

Score: Pass/Fail

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