DUI SIMULATOR RFQF 2025.pdf

RFQF– Impaired Driving and Pursuit Driving Simulator Page 2

Request for Quote – Formal

Bid #: 3140004181

Purchase of Impaired Driving and Pursuit Driving Simulator for Mississippi Alcoholic Beverage Control

Purpose: The purpose of this Invitation for Bid is to solicit bids for the one-time purchase, training, installation, and warranty of an Impaired Driving and Pursuit Driving Simulator. The simulator package will involve the development of customized DUI scenarios, training, installation of software, and installation of the simulator in the trailer provided by the Alcoholic Beverage Control Enforcement Agency. It is the responsibility of the prospective bidder to review all information contained within this Invitation for Bid.

We are tasked with promptly and efficiently providing services to the taxpayers of this state. DOR is now soliciting bids from qualified vendors to provide this service. All bids submitted in response to this solicitation must conform to the requirements and specifications outlines within this document and any applicable amendments.

Submission of Quotes: Bid(s) will be quoted until, Thursday May 8, 2025, at 12:00 P.M., Central Standard Time, at 500 Clinton Center Drive Clinton, MS 39056 or by electronic bid submission. Submission will be evaluated. Vendors who meet all requirements outlined in this invitation will be eligible to participate in the Reverse Auction process.

Instructions to Bidders: All vendors must be registered with the State of Mississippi. If you are not registered, please go to http://www.mmrs.state.ms.us/vendors/index.shtml to register your company and receive a supplier number. Once on the website, click on "Supplier (Vendor) Self-Service". Then click on "State of Mississippi Supplier Registration". If you need instructions on how to register, click on the supplier training tab.

Suppliers who have completed the registration process and have received a User ID and Password must attach a W-9 to their supplier account in Mississippi’s Accountability System for Government Information and Collaboration (MAGIC). Supplier may also submit a valid W-9 to the following:

MS Department of Finance and Administration P.O. Box 1060 Jackson, MS 39215-1060

Or http://www.mmrs.state.ms.us/vendors/index.shtml

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MS Department of Finance and Administration 501 North West Street, Suite 701-B Jackson, MS 39215-1060

Phone: 601-359-3538 Fax: 601-359-5525 Email: ofmmagic@dfa.ms.gov

Bids must be submitted and received on or before May 8, 2025, 12:00 p.m., CST.

Regardless of the reason, bid(s) received after this date and time will not be accepted. One original copy of bid must be submitted in an envelope or package clearly marked with the information listed below to the address listed below:

Bid #: 3140004181

Mississippi Department of Revenue Attention: Bid Coordinator

BID #: 3140004181

500 Clinton Center Drive

Clinton, MS 39056

SEALED BID – DO NOT OPEN

Quotes not received in compliance with this requirement will be rejected. Facsimile or e-mail bids will not be accepted.

Vendors are also encouraged but not required to submit one electronic copy through the Mississippi's Accountability System for Government Information and Collaboration at https://portal.magic.ms.gov/irj/portal which must include all information requested in this invitation. No costs or expenses associated with providing this information in the required format shall be charged to the Mississippi Department of Revenue. All required documents must be submitted. It is the responsibility of the vendor to verify that all the requirements for submitting the bid have been fulfilled. Bids not received in compliance with this requirement will be rejected.

Online learning instructions on how to submit your quote electronically (pages 3-19) as well as how to participate in the reverse auction (pages 20-33) if qualified can be viewed below.

mailto:ofmmagic@dfa.ms.gov https://portal.magic.ms.gov/irj/portal

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Purpose

Procedure

Procedure

Section III How to Create an RFx Response

Create an RFx Response Work Instruction Transaction Code(s):

Use this procedure to submit an RFx Response.

Trigger Perform this procedure when your company would like to respond to a RFx invitation.

Menu Path N/A Transaction Code Helpful Hints Attachments should include blueprint, Statement of work, Material list, or other informational documents needed to help select an RFx response.

RFx Response is a bid to complete work or provide products to the State of Mississippi.

1. Start the transaction.

Work Center Overview - State of Mississippi - MAGIC Portal - Windows Internet Explorer

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2. Click RFx and Auctions Icon. .

Active Queries

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3. As required, complete/review the following fields:

Field R/O/C Description

RFx Number: Required Example:

3160000291

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4. Click Apply to apply the search criteria.

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5. Click Hide Quick Criteria Maintenance .

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6. Click 3160000291.

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Display RFx 3160000291

7. Click Participate . This step is required and notifies the SoMs your intent to create a RFx response.

8. Click Create Response .

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Create RFx Response

9. Click Questions to view the required buyer questions.

10. As required, complete/review the following fields:

Field R/O/C Description How long has your Required company been in business (Specify in Example:

years): 7

11. Click Yes .

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12. Click Notes and Attachments .

13. Click Items .

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14. Click Details button .

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15. As required, complete/review the following fields:

Price: Required Example:

Delivery Days: Required Example:

Supplier Product Number:

Required Example:

123_abc_9

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16. Click Notes and Attachments tab .

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17. Click Bidder's Remarks .

Add Bidder's Remarks

18. As required, complete/review the following fields:

Bidder's Remarks: Required Example:

We can deliver products within 10 days

Add Bidder's Remarks

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19. Click OK .

20. Click Add Attachment .

Add Attachment

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21. Click .

Choose File to Upload

23. Click

24. Click Open .

Add Attachment

22. Click Page down .

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25. As required, complete/review the following fields:

Description: Required Example:

Product List

26. Click OK .

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27. Click Check .

28. Click Submit .

End of simulation.

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Result

29. End of simulation.

You have successfully submitted an RFx response to the State of Mississippi.

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Section IV Special Instructions

The following section provides a DFA MAGIC Reverse Auction Bidder’s Training Guide. It includes detailed instructions on how to access the reverse auction event, including how to gain access to the system utilized and what technical requirements may be involved.

However, no supplier may be prohibited from participating in person by paper through surrogate bidding.

MAGIC Reverse Auction Bidders Training Guide

The MAGIC Reverse Auction Bidders Training Guide provides instructions for vendors to participate in Reverse Auctions. Vendors have the ability to submit bids electronically and view real time bid ranking. The identity of participating bidders will not be displayed to other bidders throughout the online auction process. However, bidders will be able to see the current best bid.

Contents

Technical Requirements Login Procedure View Available Reverse Auctions

Search for Auction(s) Display Auction Details Display Line Items Display Notes and Attachments

Participating in a Live Auction Live Auction Cockpit Chat and System Messages Pausing and/or Resuming an Auction

MAGIC Reverse Auction Bidders Guide

Technical Requirements

Bidders are responsible for ensuring technical requirements are met.

Acceptable Internet Browser(s) Microsoft Internet Explorer (IE) version 11

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Google Chrome versions 49 and above (will need to download and install a Chrome Extension called “IE Tab Extension”)

Unsupported Internet Browser(s) Microsoft Internet Explorer (IE) version 10 or below Microsoft Edge Google Chrome Safari Firefox

Note: Pop-up blocker must be turned off.

Java Reverse Auction requires Java version 6.30 or higher. Java can be downloaded from following Web site.

https://www.java.com/en/download/

Login Procedure

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

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

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

https://www.java.com/en/download/ http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/ https://sus.magic.ms.gov/sap/bc/webdynpro/sapsrm/wda_e_suco_sreg?sap-client=100 https://portal.magic.ms.gov/irj/portal

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View Available Reverse Auctions

Search for Auction(s)

Listed below are the steps to search for a bid response.

1.) Bidders must first respond to the RFx (RFQF) to be able to participate in the

Reverse Auction. Instructions for creating a response to an RFx are available here, RFx Response -Supplier Self Service.

• The RFx (RFQF)– Bid Specifications will provide details for qualifying criteria.

Only bidders qualified through the RFx (RFOF) will be invited to participate in Reverse Auctions.

2.) To search for auctions, click on the Suppliers Self-Service tab.

3.) Select RFx and Auctions in the navigation menu on the left of the screen. 4.)

Select the Published link on the eAuctions line of the Active Queries section.

Note: If the search fields are not visible, click the button to expand the search criteria.

5.) Enter the search criteria. To find all available bid opportunities, skip to step (f).

A. Select All or Published to search for available Events (eAuctions).

http://uperform.magic.ms.gov/gm/folder-1.11.7512?originalContext=1.11.8507

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B. Enter the appropriate Quick Criteria Maintenance fields: Event Number (Auction number) or complete any optional relevant search criteria.

C. Click on Apply to view all Auctions based on your search criteria.

D. To generate an updated search using the same selection criteria, click Refresh or skip to step (7).

6.) Click Apply to find available bid opportunities.

7.) In the results list, click on the Event Number to open the Auction details in a separate window. (Pop-up blocker must be turned off.)

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Display Auction Details

Listed below are the steps view the auction details and information regarding the auction.

1.) The Auction Details screen will be displayed. It is important to review the details prior to the Auction begin time. Bidding will not be available prior to the Auction Start Date/Time.

The table below lists the fields and a brief description of the information available on the Auction Parameters sub-tab of the Auction Information tab.

Section Field Name Description Identification Name Smart Number with details related to the RFx

Type English Auction is the standard for State of Mississippi Product Category The 5 digit NIGP code (optional) Currency US Dollar (USD)

Dates Start Date Begin Date and Time for the Live Auction

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End Date Date and Time of Live Auction completion Time Zone Central Standard Time (CST)

Event Parameters

Bid Decrement The amount/percentage by which the next bid must decrease relevant to the current lowest bid.

Bid Validation Logic used to determine if the bid is valid.

Follow On Document Contract or Purchase Order Sequential Line Items Enables sequential line item functionality to stagger end times.

Sequential Initial The amount of time in between each line item end time.

Sequential End-Time The time between item end times.

Automatic Remaining Time Trigger The time period before the end of the auction where an

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Extensions extension can be triggered due to bid activity.

Extension Period Number of minutes, for which the auction will be extended if a bidder submits an offer within the Remaining Time Trigger period.

Number of Extensions The number of times an auction can be extended by bid activity within the Remaining Time Trigger.

Status and

Creation Date The date and time the auction was created.

Created By The User ID of the Agency Buyer who created the

Display Line Items Listed below is information regarding the line items associated with the auction.

1.) Click the Items tab to view the line items.

If the items are in Lots, the main items will be listed with individual lot items below.

2.) To view additional details for a line item, select the desired line and click the button.

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3.) The details for the line item will be displayed.

The table below list the fields and a brief description of the information available for each line item

Section Field Name Description Identification Item Name Type of item (Material)

Product ID 11-digit material number Description Detailed description of the item Product Category The 5-digit NIGP code

Currency, Quantity /Unit The number of items / the Unit of Measure (i.e.

Values, and Pricing

EA for each) Price Per Unit The individual price is based on the Unit of

Measure indicated.

Start Price Starting bid price of the item (Bids higher than the start price will not be accepted.)

Ceiling Price Ceiling Price is not used.

Bid Decrement Bid decrement amount if percentage option is Bid Decrement Bid decrement amount if dollar amount option is selected.

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Display Notes and Attachments Click the Notes and Attachments tab to view supporting documents and/or notes associated with the auction.

Participating in a Live Auction

After completing the steps above to find a desired auction, the steps below can be used to participate in the Live Auction process.

1.) With the Auction displayed, click the Live Auction button.

2.) A pop-up window will appear containing Terms and Conditions to participate in the Live

Auction. Review all terms and conditions. If you agree, click Accept. If you click Decline, you will not be allowed to participate in the Live Auction.

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If the agency did not establish Terms and Conditions this screen will not be displayed.

3.) If any pop-ups appear asking for confirmation to run the JAVA application, click Run.

4.) The Live Auction bidding screen will be displayed. If you receive any error messages, please ask your company’s system administrator to verify your computer’s technical requirements.

Live Auction Cockpit The Live Auction Cockpit will be displayed when the JAVA application has run.

Listed below is information regarding key items for the Live Auction Cockpit. The steps for submitting a response are located on the next page.

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Field Name Description Start Date Date and Time the Live Auction starts End Date Date and Time the Live Auction ends Time Remaining The time remaining for the Live Auction Description Line-item description Quantity Line-item quantity Unit Line-item unit Price Unit Line-item price per unit Start Price The initial price for the line item.

Best Bid The lowest bid that has been submitted, to date, for that line item. This field will be blank until the first bid has been submitted.

Next Valid Bid The next price that is allowed to be bid for that line item. It is determined by subtracting the decrement amount from the best bid amount.

Bid Price Your bid for the item. Your bid should be equal or less than the next valid bid field.

For instructions on how to enter your bid price, see the next

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Submitting a Bid Response The steps below must be completed for each separate line item you wish to bid on.

1. Click desired line item.

2. Enter the price in the Bid Price field(s) for the items you wish to bid on.

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3. Click the Submit button. The submit button may be submitted after each line-item price is entered or after you enter the price for all line items you wish to bid on.

4. A confirmation pop-up window will be displayed. The bid value (by line item) will display the total of the Unit Price times the Quantity for that item. If the bid amount(s) are correct, click Yes. If the bid amount(s) are incorrect, click No and repeat the steps above to enter the correct bid amounts.

5.) A confirmation of a successful bid submission will be displayed in the Chat Window.

Note: Erroneous bids may be deleted by the agency during the live auction.

6.) Repeat steps 1 – 5 for each desired line item.

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Chat and System Messages

The Chat and System Messages area is used for viewing chat messages from an agency buyer and information messages automatically generated by MAGIC.

Below are helpful hints in using the chat feature:

A bidder CAN: Send a message to an agency buyer.

Type the message in the message box and click Send.

See broadcast messages from the agency buyer to ALL bidders.

See messages regarding the status of the auction (e.g.

paused, resumed, or extended)

A bidder

CANNOT:

Send a message to other bidders of the auction.

See messages sent to an agency by other bidders.

See messages sent to other bidders from the agency buyer.

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Pausing and/or Resuming an Auction

If necessary, the agency buyer can pause the Live Auction bidding. In such cases, the auction status will be changed from “Active” to “Paused”. A system alert will appear on the screen.

The countdown clock will not stop running while the auction is paused. The time remaining and end date / time are not affected or extended automatically.

When the agency buyer resumes the auction the auction status will be changed from “Paused” to “Active”. A system alert will appear on the screen.

Once the auction has ended, a notification will display.

If you are having problems submitting your quote electronically, please contact the MAGIC Support Center at 601-359-1343 or email at mash@dfa.state.ms.us.

If you have any questions regarding this invitation, please contact Nyla Kendrick by phone at (601) 923-7680.You may email Nyla Kendrick at nyla.kendrick@dor.ms.gov. The Mississippi Department of Revenue mailto:mash@dfa.state.ms.us mailto:nyla.kendrick@dor.ms.gov

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(MDOR) reserves the right to reject any and/or all bids and to waive all informalities.

If using a commercial delivery company, which requires that you use their shipping package, your quote should be sealed separately and labeled as stated above within the commercial packaging to prevent premature opening. Parties submitting a quote assume all risks of delivery. Facsimile or e-mail quotes will not be accepted.

Bidder Responsibility: Bidders must, upon request of the Mississippi Department of Revenue, provide satisfactory evidence of ability to furnish products or services in accordance with the terms and conditions of the specifications. The Mississippi Department of Revenue reserves the right to make the final determination as to the bidder's ability.

Invitation to Bid: All information requested on the Invitation Form must be completed.

Quantity: The number of Impaired Driving and Pursuit Driving Simulators to be purchased is (1). The purchase is also to include the training, installation, and warranty of the simulator.

Confidential Information: Confidential information shall mean all materials, documents, and data furnished to the successful bidder. The successful bidder shall provide to the Mississippi Department of Revenue a letter that the successful bidder agrees to protect all confidential information. Any liability resulting from the wrongful disclosure of confidential information on the part of the successful bidder shall rest with the successful bidder.

Award Criteria: The award will be made via the Reverse Auction Process to the best bid or bids. Factors to be considered in determining the best bid include:

Bottom Line Figure Conformity with specifications Responsibility of the bidder

Notes: It is the intent of Mississippi Department of Revenue to obtain a product that will adequately meet the needs of the agency while promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective bidder to review the entire Invitation packet and to notify the Procurement Department of the Mississippi Department of Revenue if the Instructions and Special Conditions, or the General Conditions are formulated in a manner which would unnecessarily restrict competition.

Any protests or questions concerning the specifications of bidding

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

Acceptable Internet Browser(s)

● Microsoft Internet Explorer (IE) version 11

● Firefox versions 51 or lower

● Google Chrome versions 49 and above (will need to download and install a Chrome Extension called “IE Tab Extension”)

Unsupported Internet Browser(s)

● Microsoft Internet Explorer (IE) version 10 or below

● Microsoft Edge

● Google Chrome

● Safari

● Firefox version 52 and above

Note: Pop-up blocker must be turned off

Request for Quote Issue Date: April 4, 2025 First Publication Second Publication

April 4, 2025 April 11, 2025

Deadline for Submission of Questions

April 18, 2025; 5:00 p.m. (CST)

Last Day Answers Posted to Website April 24, 2025; 5:00 p.m. (CST) Bid Packet Submission Deadline May 8, 2025, 12:00 noon (CST)

Evaluation May 9, 2025

Qualify Bids May 9, 2025

Email Qualified Bidders May 14, 2025 Protest Deadline May 21, 2025, 12:00 noon (CST) Reverse Auction Start Date May 28, 2025, 2:00 p.m. (CST) Bid Evaluations May 29, 2025 Projected Award June 5, 2025

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Delivery: Mississippi Department of Revenue, 500 Clinton Center Drive Clinton, MS 39056 during normal business days, between the hours of 8:00 a.m. to 5:00 p.m., CST except all observed state holidays. If delivery date falls on a holiday or weekend, delivery will be made on the following business day.

Purchase of Impaired Driving and Pursuit Simulator for the Mississippi Alcoholic Beverage Control

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MISSISSIPPI DEPARTMENT OF REVENUE

Bid Form

Impaired Driving and Pursuit Driving Simulator for Mississippi Alcoholic Beverage Control

RFQ Number: 3140004181

Pursuant to the RFQF, I/We located at do submit our bid form for RFQ # . This bid is made without collusion on the part of any person, firm, or corporation.

Quotation:

***(Only the price for new can be changed during the Reverse Auction)***

The quote for the purchase of an Impaired Driving and Pursuit Driving Simulator for Mississippi Alcoholic Beverage Control will not be used to award the contract. The quote will be used to help determine the starting price for the Reverse Auction.

$ /Instructor Operator System $ /Driving Simulator $ /Software Options $ /Hardware Options $ /Content Packages $ /Services

Total Quote $

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Bidder Information (Please complete ALL Sections Below) BIDDER INFORMATION (Please Complete ALL Sections Below)

Company Name:

Company Address:

Telephone Number: Fax Number

Email:

Company Representative Name (Print):

Company Representative Signature: Date:

(Authorized Company Representative Signatures)

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BID SPECIFICATIONS

All bids must meet or exceed the minimum specifications set forth in this Invitation for Bid.

Scope: These specifications are intended to describe the simulator package requirements for the one-time purchase, training, installation, and warranty of an Impaired Driving and Pursuit Driving Simulator which will be used by the Mississippi Department of Revenue/ Mississippi Alcoholic Beverage Control Enforcement Agents

Each bidder should provide with their bid a copy of any and all Software Terms and Conditions or licenses that the State of Mississippi or the Agency will have to agree to or accept as part of this solicitation.

Each bidder should include a copy of any Maintenance Terms and Conditions or Licenses that the State of Mississippi or the Agency will be required to agree to and accept as part of this solicitation.

-Vendor Responsibilities

If awarded the contract, the vendor will be required to abide by the following requirements, obligations and responsibilities:

• Impaired Driving and Pursuit Driving Simulator

• Realistic automotive “Cock pit” that mimics the interior driver’s station of a modern automobile.

• The cock pit will provide an adjustable driver’s seat with seatbelt. (seat adjusts forward and back)

• The cock pit will provide an automotive style steering column with steering wheel, turn signals, gear shifter, hazard light button, headlight knob, and ignition.

• The cock pit will provide a customizable virtual dashboard that mimics instrument panels of various modern vehicles, containing, at minimum, a speedometer, temperature gauge, and fuel gauge.

• The cock pit will provide a front windshield monitor with a minimum size of 42in and a maximum of 55in that will allow for input of visual driving conditions controlled by the provided software.

• The cock pit will provide right and left side window monitors with a minimum size of 42in and a maximum of 55in that will allow for input of visual driving conditions controlled by the provided software.

• The cock pit will provide the student with 240-degree field of view.

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• The cock pit will provide an accelerator pedal and brake that simulate the operation of a real vehicle.

• The cockpit will be mounted on shock casters or similar shock absorbing mechanisms to allow for easy movement of the system.

• The cockpit will provide a camera to record the student’s response to a scenario and allow the instructor and student to review the completed scenario.

• The simulator must fit in an Agency owned enclosed trailer. The trailer dimensions are as follows:

Interior Length – 17’ Interior Width - 8’ Width between fender wells – 83” Interior Height – 6’6” Rear Door Opening – 82” high x 90” wide

• Once installed in the enclosed trailer, the simulator must be operational, must allow for clearance consistent with manufacturer recommendations and must allow persons to enter the cock pit with no obstructions.

• The vendor must offer lifetime customer support and software updates.

-Sound System

• The simulator will be equipped with speakers that will create surround sound environment.

• The simulator sounds will mimic vehicle operation sounds heard within the cab of an actual vehicle:

• Engine Sounds

• Transmission Sounds (Shifting)

• Braking (Sound from locking up the brakes)

• Acceleration Sounds

• The simulator will mimic exterior road noises heard within the cab of an actual vehicle:

• Road Surface (gravel, blacktop, and dirt)

• Potholes

• Speed bumps and curb contact

• The simulator will mimic exterior noises heard within the cab of an actual vehicle:

• Collisions

• Weather (wind, rain, thunder, and ice)

• Emergency vehicle sirens

• Passing vehicles

• Car horns

-Simulator Vehicle Control Programing

• The simulator will be equipped with a device that will cause the steering wheel to shake and vibrate, mimicking the feel and the operation of an actual vehicle involved in the following situations:

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• Collision

• Road surfaces

• Snow and ice

• Braking

• Skidding

• Rough roads and bumps

• The simulator steering and braking will be controlled by the programming software to allow for the following:

• Adjustments of reaction time to mimic the effects of increasing blood alcohol concentration.

• Adjustments of reaction time to mimic the effects of adverse weather conditions.

-Simulator Software

• The simulator software will allow the instructor to control, increase or decrease, the blood alcohol concentration experienced by the driver.

• The simulator software will allow the instructor to control the weather conditions experienced by the driver.

• The simulator software will allow the instructor to control the lighting condition from daytime, nighttime, fog, rain, or snow experienced by the driver.

• The simulator software will allow the instructor to control the driving terrain from mountains to flat roadways experienced by the driver.

• The simulator software will allow the instructor to control the driving environment from urban to rural roadways experienced by the driver.

• The simulator software will include programmed scenarios as well as allow the instructor to create custom scenarios and situations.

• The simulator software will allow the instructor to customize scenarios to reflect interstates, highways, and streets that are similar to those found throughout Mississippi with the driving scenarios.

• The simulator software will allow for future upgrades and the addition of other simulator software, such as emergency vehicle driver training, should the agency desire to add this or similar programs at a later date.

• The simulator software will provide visual and auditory feedback for collisions.

• The simulator software will be programmed to allow for the playback of a driving session upon completion of said session.

• The simulator software will allow the instructor or student to choose scenarios directly from the cock pit, as well as from the instructor control console.

• The simulator software will allow the instructor to send verbal and/or written messages to the student driver as if they were being dispatched to a call.

• The simulator software will be installed and fully tested for functionality by the vendor to meet the specifications contained herein of the requirements.

• System must include unlimited use license, while owned and operated by the State of

Mississippi.

-Instructor’s Control Console

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• The simulator will have an instructor’s control console (laptop or tablet) that will allow the instructors to enter scenarios and control external parameters, such as weather, lighting conditions, and blood alcohol concentration.

• The simulator’s instructor’s control console will allow the instructor to view the vehicles operations while the scenarios are in progress.

• The simulator’s instructor’s control console will allow the instructor to control other vehicles in a scenario to interact with the student driver.

-Installation

• Simulator installation will be completed at the designated location of the Mississippi

Alcoholic Beverage Control Division upon delivery.

• System must operate on 120 VAC.

• The installer will provide all necessary hardware to mount the simulator to the floor of the enclosed trailer provided by the Mississippi Alcoholic Beverage Control.

• The installer will be responsible for making any modifications to the flooring of the

Mississippi Alcoholic Beverage Control enclosed trailer to ensure secure mounting of the simulator.

• The installer will install the simulator in the Mississippi Alcoholic Beverage Control enclosed tailer and ensure that all functions, accessories, and parts are working properly.

-Testing

• The installer shall demonstrate that all simulator components, hardware, software, and scenarios are in operational order, upon completion of installation. The installer will remain available to work through and troubleshoot any and all problems with the simulator and related simulator components, hardware, software, and scenarios until completion of installation.

-Acceptance

• The agency will formally accept the system after the Vendor provides installation, set-up, and testing.

• Vendor must set up, configure and test the systems to meet the agency’s requirements. The agency shall consider the systems acceptable upon the completion of 10 operational working days, with no problems.

-Training

• The installer will be responsible for providing up to sixteen (16) hours of onsite training and instructions to a maximum of ten (10) employees within no more than 2 to 3 concurrent days, within sixty (60) calendar days of installation acceptance.

• The Mississippi Alcoholic Beverage Control will provide the installer with a list of designated personnel to be trained prior to said training.

• Training must include the various uses of equipment and software in the following areas:

• Trouble Shooting

• Instructors console operation

• Software operation/scenarios

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• Sound system

• Vehicle Control Programing

• Scenario Building

The installer will provide the training in Clinton, MS.

500 Clinton Center Drive Clinton, MS 39056

-Warranty

• The vendor will provide a minimum 1-year manufacturer’s warranty on any and all parts of the simulator as a part of their submitted bid response.

• The vendor’s warranty shall cover any and all repair(s) of the simulator and replacement(s) of any and all defective parts.

• The vendor will be responsible for any costs associated with repairs, such as: travel costs and shipping costs.

• The vendor will be responsible for making any and all software or hardware updates during the period of the warranty.

• The vendor shall provide over the phone Technical Support and a toll-free telephone number that is staffed Monday through Friday excluding Mississippi State and Federal holidays. The vendor shall also provide email support.

-Extended Warranty

• The installer will submit pricing for an additional two years of extended warranty.

• The vendor’s extended warranty shall cover any and all repair(s) of the simulator and replacement(s) of any and all defective parts.

• The extended warranty will provide for the repair of the simulator and any and all costs associated with such repairs, such as: travel costs and shipping costs.

• The extended warranty will include making any and all software and hardware updates.

• The vendor shall provide over the phone Technical Support and a toll-free telephone number that is staffed Monday through Friday excluding Mississippi State and Federal holidays. The vendor shall also provide email support.

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Notes: This specification shall, until revised or rescinded by the Department of Revenue, apply to each future purchase. It is the responsibility of the prospective bidder to review the entire Invitation for Bid packet and to notify the Procurement Department of the Mississippi Department of Revenue if the Specifications, Instructions and Special Conditions, or the General Conditions are formulated in a manner which would unnecessarily restrict competition. Any protest or questions concerning the specifications or bidding procedures must be received in writing in the Mississippi Department of Revenue, Procurement Officer, not less than 72 hours prior to the time and date set for the bid opening.

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GENERAL CONDITIONS – REVERSE AUCTIONS

ALL BIDS SUBMITTED SHALL BE IN COMPLIANCE WITH ALL CONDITIONS

SET FORTH HEREIN. THE BID PROCEDURES FOLLOWED BY THIS OFFICE

WILL BE IN ACCORDANCE WITH THESE CONDITIONS. THEREFORE, ALL

BIDDERS ARE URGED TO READ AND UNDERSTAND THESE CONDITIONS

PRIOR TO SUBMITTING A BID.

1. DEFINITIONS

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

2. PREPARATION OF BIDS

2.1 Bids and/or Quotes may be submitted through the State of Mississippi’s e-procurement system (MAGIC) or in person to the Mississippi Department of Revenue. Paper bids are allowed. All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed, in ink, by the person signing bid.

2.2 To submit bids electronically, bidders must ensure they are registered in the MAGIC system and have received a login, password, and supplier number and that all technical requirements have been met.

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

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

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

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

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

2.8 Bidders must furnish all information requested in the bid specifications. Further, when required, each bidder must submit for bid evaluation cuts, sketches, descriptive literature, and technical specifications covering the product offered. Reference to literature submitted with a previous bid or on file with MDOR will not satisfy this provision.

2.9 Samples of items, when requested, must be furnished free of expense, and if not destroyed in testing will, upon request, be returned at the bidder's expense. Request

49 | P a g e for the return of samples must be made within ten (10) days following opening bids. Each individual sample must be labeled with bidder's name, manufacturer's brand name and number, State of Mississippi commodity number, bid number and item reference.

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

3. BID SUBMISSION

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

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

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

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

4. ACCEPTANCE OF BIDS

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

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

5. ERROR IN BID

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

6. SPECIAL DISCOUNT PERIOD

Time in connection with a special discount offered will be computed from date of delivery at destination or from the date correct invoices are received, if the latter date is later than the date of delivery. Cash discounts will not be considered in the award process.

7. AWARD

7.1 Contracts and purchases will be made or entered into with the lowest responsible bidder meeting specifications, except as otherwise specified in the bid specifications.

Where more than one item is specified in the specifications, the State reserves the right to determine the low bidder either on the basis of the individual item(s) or on

50 | P a g e the basis of all items included in its Invitation for Bids, or as expressly provided in the State's Invitation for Bids.

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

7.3 A written purchase order or contract award furnished to the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract without further action by either party. The contract shall consist solely of these General Conditions, the Instructions and Special Conditions, the successful bidder’s bid, and the written purchase order or contract award. The contract shall not be assignable in whole or in part without the written consent of the State.

8. INSPECTION

Final inspection and acceptance or rejection may be made at delivery destination, but all materials and workmanship shall be subject to inspection and test at all times and places, and when practicable. During manufacturing, the right is reserved to reject articles which contain defective material and workmanship.

Rejected material shall be removed by and at the expense of the contractor promptly after notification or rejection. Final inspection and acceptance or rejection of the materials or supplies shall be made as promptly as practicable, but failure to inspect and accept or reject materials or supplies shall not impose liability on the State or any subdivision thereof for such materials or supplies as are not in accordance with the specification. In the event necessity requires the use of materials or supplies not conforming to the specification, payment therefore may be made at a proper reduction in price.

9. TAXES

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

Contractors are likewise liable for any applicable use tax on tangible personal property furnished to them by the State for use in connection with their contracts.

10. GIFTS, REBATE, GRATUITIES

10.1 Acceptance of gifts from bidders is prohibited. No officer or employee of the MDOR, nor any head of any state department, institution or agency, nor any employee of any state department, institution or agency charged with responsibility of initiating requisitions, shall accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract for the purchase of materials, supplies, or equipment for the State of Mississippi may be awarded, by rebate, gifts, or otherwise, any money or anything of value

51 | P a g e whatsoever, or any promise, obligation or contract for future rewards or compensation.

10.2 Bidding by state employees is prohibited. It is unlawful for any state official or employee to bid on, or sell, or offer for sale, any merchandise equipment or material, or similar commodity to the State during the tenure of his or her office or employment, or for the period prescribed by law thereafter, or to have any interest in the selling of the same to the State.

11. BID INFORMATION

Bid information and documents may be examined pursuant to the Mississippi Public Records Act of 1983, MS Code 25-61-1 et seq.

12. PRECEDENCE

Bids shall be made, and the contract shall be entered into in accordance with the General Conditions as hereinafter amended and modified. Should a conflict exist between the General Conditions and the Instructions and Special Conditions, the Instructions and Special Conditions shall take precedence.

13. COMPETITION

There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or bid given to the U.S. Government. Bidders may bid lower than U.S.

Government contract price without any liability as the State is exempt from the provisions of the Robinson-Patman Act and other related laws. In addition, the U.S. Government has no provisions in any of its purchasing arrangements with bidders whereby a lower price to the State must automatically be given to the U.S. Government.

14. WAIVER

MDOR reserves the right to waive any General Condition, Special Condition, or minor specification deviation when considered to be in the best interest of the State.

15. CANCELLATION

Any contract or item award may be canceled with or without cause by the State with the giving of 30 days written notice of intent to cancel. Cause for the State to cancel may include, but is not limited to, cost exceeding current market prices for comparable purchases; request for increase in prices during the period of the contract; or failure to perform to contract conditions. The Contractor will be required to honor all purchase orders that were prepared and dated prior to the date of expiration or cancellation if received by the Contractor within a period of 30 days following the date of expiration or cancellation. Cancellation by the State does not relieve the Contractor of any liability arising out of a default or nonperformance. If a contract is canceled by the State due to a contractor’s request for increase in prices or failure to perform, that Contractor will be disqualified from bidding for a period of 24 months. The Contractor may cancel a

52 | P a g e contract for cause with the giving of 30 days written notice of intent to cancel. Cause for the Contractor to cancel may include, but is not limited, to the item(s) being discontinued and/or unavailable from the manufacturer.

16. SUBSTITUTIONS DURING CONTRACT

During the term of the contract, if adequate documentation is provided that supports the claim that the contract item(s) are not available, items which meet the minimum specifications may be substituted if approved by MDOR and the substitutions are deemed to be in the best interest of the State.

17. APPLICATION

It is understood and agreed by the bidder that any contract entered as a result of this Invitation for Bids is established for use by state agencies and all purchases made by these agencies for products included under the provisions of the contract shall be purchased from the bidder receiving the award unless exempt by special authorization from the MDOR.

Under the provisions of Section 31-7-7 Mississippi Code of 1972, Annotated, the prices offered herein shall be extended to the governing authorities. However, the governing authorities, by provisions of Section 31-7-12 Mississippi Code, may purchase products covered by state contracts from any source offering an identical product at a price that does not exceed the state contract price.

Employees of the MDOR have acted exclusively as agents of the State for the award, consummation, and administration of the contract and are not liable for any performance or nonperformance by the state agencies that utilize the contract.

18. ADDENDA

Addenda modifying plans and/or specifications may be issued if time permits. No addendum will be issued within a period of two (2) working days prior to the time and date set for the bid opening. Should it become necessary to issue an addendum within the two (2) day period prior to the bid opening, the bid date will be reset to a date not less than five (5) working days after the date of the addendum, giving bidders ample time to comply with the addendum. When replying to a bid request on which an addendum has been issued, and the specifications require acknowledgement, the bid shall indicate that provisions of the addendum have been noted and that the bid is being offered in compliance therewith. Failure to make this statement may result in the bid being rejected as not being in accordance with the revised specifications or plans.

19. NONRESPONSIVE BIDS

Nonresponsive bids will not be considered. A non-responsive bid is considered to be a bid that does not comply with the minimum provisions of the specification. Any bidder found to repeatedly offer alternate products that are not compliant with specifications to obtain a contract on the basis of pricing only will be disqualified from

53 | P a g e bidding for a period of 24 months.

20. SPECIFICATION CLARIFICATION

It shall be incumbent upon all bidders to understand the provisions of the specifications and to obtain clarification prior to the time and date set for the live auction or bid opening. Such clarification will be answered only in response to a written request submitted in the specified amount of time set by the MDOR. The MDOR reserves the right to specify a time frame in which clarification request shall be made.

21. PRE-QUALIFICATION PROCESS

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

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

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

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

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

22.5 Once qualified, the MDOR will notify the vendor of Qualification and the date of the…