FB 2026-10 SECURITY SERVICES RFX 3160008304 FINAL 27OCT26.pdf

INVITATION FOR BIDS

IFB 2026-10

RFx #3160008304 Professional Security Services

Issue Date:

October 28, 2026

CLOSING DATE and TIME:

Bids must be received by:

January 4, 2027, 4:30 PM, CST

Ellisville State School Administration Building 1 1101 Highway 11 South

Ellisville, Mississippi 39437

BID COORDINATOR:

Armendia Pierce

Telephone: (601) 477-5615 E-mail: Armendia.Pierce@ess.ms.gov

IFB 2026-10, RFx 3160008304 – Professional Security Services

GENERAL INSTRUCTIONS

Section 1 – Background, Authority, and Purpose

Ellisville State School (hereinafter “Agency”) has issued this invitation for the purpose of soliciting sealed bids from qualified vendors to provide Professional Security Services. The Agency would like assistance in providing qualified and experienced security guards for the safeguarding of the Persons-served of the Agency, Agency employees, and Visitors.

Ellisville State School is a state-operated regional program providing comprehensive services to persons with intellectual and developmental disabilities. The program is under the jurisdiction of the Mississippi Board of Mental Health. Administratively, it is in the Bureau of Intellectual and Developmental Disabilities division of the Mississippi Department of Mental Health. The Agency offers services to people in a residential setting and provides an array of programs and services in the community through the Community Services System.

Section 2 – Timeline

IFB Issue Date October 28, 2026

Mandatory Pre-Bid Conference November 17, 2026, 10:00 AM CST

Deadline to submit Questions via email November 17, 2026, 4:30 PM CST

Questions with Answers Amendment Distribution November 23, 2026, 10:00 AM CST

Bid Package Submission Deadline January 4, 2027, 4:30 PM, CST

Bid Opening January 5, 2027, 10:00 AM, CST

Anticipated Date of the Notice of Intent to Award

January 8, 2027 4:30 PM, CST

Anticipated Reconsideration of the Intent to Award

January 13, 2027, 4:30 PM, CST

Anticipated Contract Start July 1, 2027

Section 3 – Questions or Requests for Clarification

3.1 Please email all questions to Armendia Pierce at armendia.pierce@ess.ms.gov.

Instructions for emailing questions:

Subject Line of the Email: IFB Security Services RFx 3160008304 -Questions Please format the questions in this manner:

Question 1 IFB Section Number, Page Number, the question Question 2 IFB Section Number, Page Number, the question

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 the Agency's websites as an amendment to the IFB by the date and time reflected in Section 2.

3.2 The Agency 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. Bidders are cautioned that any statements made by Agency 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.

3.3 All vendor communications regarding this IFB must be directed to the Bid Coordinator/Procurement Officer.

Any questions or requests for clarification must be submitted in writing. Unauthorized contact regarding the IFB with other employees of the Agency may result in the vendor being disqualified, and the vendor may also be suspended or disbarred from doing business in the State.

3.4 A mandatory Pre-Bid Conference will be held at 10:00 a.m. CST on Tuesday, November 17, 2026 in the

Administration 1 Building Conference Room of Ellisville State School campus. 1101 Highway 11 South, Ellisville, MS 39437

3.5 Attachments to the IFB

All Attachments to this IFB are fully incorporated into the IFB.

3.6 Acknowledgement of Amendments: Upon the issuing of any amendment to the IFB, the amendment will be posted on the Mississippi Contract/Procurement Opportunity Search Portal website and the Agency's website in a manner that all bidders will be able to view. Further, bidders must acknowledge receipt of every amendment to the solicitation by signing and returning the amendment with the bid package, by identifying the amendment number and date in the space provided for this purpose on the bid form, or by letter. The acknowledgment should be received by the Agency by the time, date, and at the place specified for receipt of bids. It is the bidder’s sole responsibility to monitor the websites for any updates or amendments to the IFB.

3.7 Request for Reconsideration of the Terms of the Solicitation: Any potential Vendor may request that

Ellisville State School reconsider the solicitation terms. This reconsideration request can be accomplished by reference to Section 5.2.4 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations. The Potential Vendor shall file any such request within three (3) business days following the date of public notice of the solicitation. The potential Vendor must submit the included form, Attachment J. The form shall be submitted to the Agency Procurement Official/Bid Coordinator AND the Director of the Office of Office of Personal Service Contract Review (OPSCR), as defined in Section 5.2.1 of the PPRB OPSCR Rules and Regulations. It shall be the responsibility of the vendor to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this Section results in waiver of any claim regarding the terms of the solicitation.

3.8 Cancellation of Solicitation or Rejection of Individual Bids At the Agency’s sole discretion, an IFB may be cancelled or any or all responses to the solicitation may be rejected, in whole or in part, when the Agency determines that this action is in the Agency’s best interest.

3.9 Contract Rights

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

3.10 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. The Ellisville State School is under no obligation to award a contract and may terminate a legally executed contract at any time.

Section 4 – Scope of Services and Requirements

The Agency invites bids for uniformed, unarmed security services by foot patrol. Foot patrol may include the use of motorized and non-motorized means of transportation as provided by Agency (such as golf-cart, Segway, bicycle, etc.).

Security guard services are to be provided in three shifts, with staff numbers provided as needed by the Agency: (1) A-Shift – 6:00 am – 2:30 pm CST (2) B-Shift – 2:00 pm – 10:30 pm, CST (3) C-Shift – 10:00 pm – 6:30 am CST. The Agency requires security 24 hours a day 7 days a week, including holidays. Bidders must enter the hourly price for each of the regular shifts, overtime, and holidays for one guard; bidders must also enter the price for each additional guard for all of the time categories.

Services to be provided include, but are not limited to, safeguarding the Persons-served of the Agency, Agency employees and Visitors. Examples of services to be provided include, but are not limited to, the following: allowing only authorized persons access onto the campus; issue visitor passes at the front gate, maintaining an activity log (electronic or paper) in accordance with Agency requirements (such as accepting UPS, FedEx, or other package deliveries); monitoring and investigating all internal alarm systems (such as fire); checking to ensure all entrances and exits are secure at the end of the day;

deterring acts of vandalism, graffiti, burglary, trespassing, and other hazardous, criminal, or unauthorized activities; conducting security patrols in accordance with the routes and schedules established in the post orders; responding to calls regarding fires, bomb threats, or any other emergency situations; roving patrol of property to detect and prevent criminal or unauthorized activities; and monitoring the employee parking area which may require a security guard to be stationed outside.

Additional services may be required by the Agency. Awarded Contractor must have a field supervisor on-call twenty-four (24) hours a day to manage any security issues which arise.

The Awarded Contractor will perform and complete, in a timely and satisfactory manner, the services described in Attachment “K”, captioned “Scope of Services”, which is attached hereto and made a part hereof by reference.

4.1 Minimum Requirements for Security Guards

4.1.1 Any security guard provided must have a minimum of two (2) years’ experience as a security officer, or two (2) years’ experience in a branch of law enforcement or other type of protective service.

4.1.2 The security guards must be capable and trained to handle any and all incidents in a legal and professional manner.

4.1.3 Any security guard provided must have undergone a thorough criminal background check including, but not limited to: fingerprint check, criminal records check, sex offender registration records check, and drug screening at the contractor’s expense and prior to hire. Proof of the criminal background check must be provided to the Contracting Agency upon written request.

4.1.4 Any armed security guard provided must be authorized to carry weapons in the State of

Mississippi with a copy of the weapon permit provided to the hiring agency. All weapon permits should be current and maintained in accordance with the contract. Contracting Agency may have additional weapon qualification requirements as identified by the Agency in the contract.

4.1.5 Location of Work: The work is to be performed, completed, and managed at the following location:

Ellisville State School 1101 Highway 11 South, Ellisville, MS 39437

4.2 Contract Deliverables

Upon execution of an approved contract for Security Services with the Contracting Agency, the Awarded Contractor shall:

4.2.1 Assign an Account Representative to work directly with the designated Agency Representative managing the contract;

4.2.2 Designate a contact person for communication with Contracting Agency who is available twenty-four

(24) hours per day, seven (7) days per week, three hundred and sixty-five (365) days per year; at the discretion of the Contracting Agency, the Awarded Contractor may designate more than one person to meet this requirement;

4.2.3 Provide the required number of qualified, competent, well-trained, drug-free, and appropriately dressed security guards to perform the required duties during the required shifts, seven (7) days a week, including weekends and holidays, as needed;

4.2.4 Ensure that the contract security guard understands work commitments and reports to work at the time and place specified by the Contracting Agency;

4.2.5 Fulfill agency requests for security guard(s) within twenty-four (24) hours of request;

4.2.6 Replace any security guard(s) not performing to the satisfaction of the Contracting Agency within forty-eight (48) hours of receiving a replacement request from the Contracting Agency and at no additional expense to the Contracting Agency;

4.2.7 Maintain a sufficient pool of qualified security guards that is large enough that if, for any reason, the scheduled security guard does not report for duty or must be replaced, the Awarded Contractor is able to provide a replacement security guard to the Contracting Agency within two (2) hours of notification;

4.2.8 Ensure that security guard(s) do not vacate their post during or at the end of their shift unless relieved by appropriate duty personnel, and arrange for replacement personnel for shift changes, breaks, and for unanticipated events (i.e. illness, family emergency, etc.);

4.2.9 Ensure that no security guard or supervisors work more than twelve (12) hours including any and all breaks, in a twenty-four (24) hour period; the Contracting Agency, in an emergency situation, can waive this requirement when the circumstances are beyond the control of the Awarded Contractor;

4.2.10 Evaluate the security guard’s experience and credentials prior to offering their service to the

Contracting Agency to ensure that all security guards meet the State of Mississippi’s credentials standards.

4.2.11 At the request of the Contracting Agency, arrange for a Contracting Agency to interview any security guard who may be placed at the Contracting Agency for up to one hour at the Awarded Contractor’s expense.

4.2.12 If requested by the Contracting Agency, arrange for contract security guards to attend Agency-specific orientation, not to exceed two (2) hours, prior to beginning first assignment, if requested by the Contracting Agency (in which case , licensing must be provided prior to orientation);

4.2.13 Ensure that contract security guards fully comply with the Contracting Agency’s policies and procedures, the applicable standards for care, Joint Commission standards, and all applicable regulations as now existing or as may be modified.

4.2.14 Provide an Abuse Registry Check for all employees placed at the Contracting Agency;

4.2.15 Conduct periodic drug testing of security personnel at the Awarded Contractor’s expense throughout the year (at a minimum of twice per year) and provide copies of the results as required by the Contracting Agency;

4.2.16 The Awarded Contractor’s personnel that are assigned to the Contracting Agency shall complete a criminal background check. The background check shall be according to the State of Mississippi’s required criminal background check [MS Code § 43-11-13 (2025)]. The results of the background check shall be presented to the Contracting Agency:

4.2.17 before the employee reports to the assignment;

4.2.18 In addition, this criminal background check shall be administered every two years;

4.2.18.1 The Awarded Contractor is also required to submit for each placed security guard:

4.2.18.1.1 Results from a drug screening performed prior to hire that verify the employee is drug free;

4.2.18.1.2 A copy of CPR certification for the employee

4.2.18.1.3 A copy of current license for the employee as applicable prior to or upon sign-in for the scheduled shift.

4.2.19 Awarded Contractors must abide by all policies, procedures, and laws pertaining to the Contracting

Agency’s operation at all times, including, but not limited to:

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

4.2.19.2 It is illegal to have in one’s possession any illegal drug or alcoholic beverage while on state property; the Awarded Contractor’s personnel shall comply with all State laws while on Agency property.

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

4.2.19.4 The Awarded Contractor’s personnel shall not flirt or fraternize with Agency personnel or any visitor with the Agency.

4.2.19.5 The Awarded Contractor’s personnel shall not solicit or otherwise interfere with the work of Agency employees.

4.2.19.6 The Awarded Contractor’s personnel shall not engage in personal activities such as, but not limited to, texting, personal phone calls, or reading magazines while on the job and shall comply with the Agency’s restrictions regarding visitation with friends, family members, or acquaintances while on the job.

4.2.19.7 The Contracting Agency reserves the right to inspect and search Awarded Contractor’s personnel and/or vehicles anytime while on facility grounds.

4.2.19.8 The Awarded Contractor’s personnel are required to sign-in and sign-out at most state facilities. Security provisions for all state facilities must be strictly observed by the Awarded Contractor.

4.2.19.9 Be responsible for all damages and shall be held responsible for replacing or repairing any damage due to negligence on the part of the Awarded Contractor or Awarded Contractor’s personnel to any person(s) and/or property. The Awarded Contractor shall replace and repair any damage to any building or property, including but not limited to the replacement of any cracked or broken concrete (sidewalks, curbs, etc.) caused by on-site activities. The Contracting Agency may withhold payment or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or damage to property.

4.2.19.10 Exercise precautions at all times for the protection of people (including employees) and property. The Awarded Contractor shall make such investigations to enable them to fully understand the facilities, difficulties, and restrictions attending the execution of the work on-site. The delivered services shall always be properly supervised and adequately manned by experienced personnel. All work shall be accomplished by skilled workers familiar with and trained to do this type of work. Personnel shall be qualified to operate and/or use the equipment necessary to accomplish this work. The Awarded Contractor shall be responsible for the supervision and direction of the work performed by its personnel. The Awarded Contractor shall be responsible for instructing its personnel in all safety measures. All equipment used by the Awarded Contractor shall be maintained in safe operating condition at all times and be free from defects or wear that may in any way constitute a hazard to any person or persons on state property. All incidents involving the Contracting Agency’s property or personnel shall be reported to the designated Agency contact immediately upon occurrence.

4.2.19.11 Abide by all State and/or Agency policies, procedures, ordinances, and/or laws pertaining to the Contracting Agency’s operation at all times, including but not limited to the items listed above. Deviations from these policies by the Awarded Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

4.2.19.12 Perform all services provided in the contract between the Awarded Contractor and the

Contracting Agency in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agencies. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail.

4.3 The Awarded Contractor shall also:

4.3.1 Administer and maintain all employment and payroll records, payroll processing, and payment of payroll checks and taxes, including the deductions required by state, federal, and local laws such as social security and withholding taxes for their business and employees. It is the sole responsibility of the Awarded Contractor to be in compliance with laws or regulations requiring an employer to withhold and/or pay employment-related taxes or withholdings required by law;

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

4.3.3 Ensure that the contract professional security guard understands work commitments and reports to work at the time and place specified by the Contracting Agency;

4.3.4 Replace immediately, at no additional expense to the Contracting Agency, any employee performing unsatisfactorily;

4.3.5 Ensure that the security guard(s) are in complete uniform and are well-groomed at all times;

4.3.6 Provide all materials, serviceable firearms, ammunition, nightsticks, serviceable flashlights, rain gear, uniforms which are clean, in good repair, easily recognizable, and identify the security guard as an employee of the contractor, and any other miscellaneous equipment which may be needed;

Section 5 - Basis for Award

5.1 All bids will be reviewed first to determine whether a vendor is responsive, responsible, and/or acceptable.

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

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

5.3 Any bid which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi contract shall be deemed non-responsive and not acceptable.

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

5.5 The Agency intends to award one (1) contract to provide the services described in this IFB to the lowest responsible and responsive bidder.

5.6 Bid Evaluation Process: For each responsive and responsible bidder, Ellisville State School will calculate the average of the hourly rates for the shift/overtime/holiday prices for one guard, plus the average of the hourly rates for each additional guard. Ellisville State School will then choose the lowest bidder.

Section 6 – Minimum Bidder Qualifications The vendor must have:

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

6.2 Bidder must have placed at least 40 Security employees within the past two years.

6.3 Bidder must provide a copy of business license(s) and proof that its company is eligible to provide security guard services in the State of Mississippi.

6.4 Required Certification, Accreditation, and/or Licenses: Awarded Contractor shall provide copies of all valid licenses and certificates required for performance of the work. The copies shall be delivered to the Agency no later than ten (10) days after Awarded Contractor receives the Notice of Intent to Award from the Agency.

Current copies of licenses and certificates shall be provided to the Agency within twenty-four (24) hours of demand at any time during the contract term. The Awarded Contractor must possess and maintain the minimum certifications, accreditations, and/or licensures required for the performance of the work.

6.5 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.

6.6 The bidder may be required before the award of any contract to show to the complete satisfaction of the

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

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

2. the ability of the bidder to perform the work or provide the service promptly or within the specified time, 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 of Services to be Provided

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about July 1, 2027, and to end on June 30, 2028, Upon written agreement of both parties at least ninety (90) days prior to each contract anniversary date, the contract may be renewed by the Agency for a period of four (4) successive one-year period(s) under the same prices, terms, and conditions as in the original contract. The total number of renewal years permitted shall not exceed four (4).

Section 8 – Bid Submission Requirements

8.1 Submission Packet

8.1.1 Bid Cover Sheet (Attachment A)

8.1.2 Bid Form (Attachment B) - all pricing must be submitted on the bid form. Failure to complete and/or sign the bid form may result in bidder being determined nonresponsive.

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. Agency 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. Agency staff will not conduct a search for 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 to be considered responsive.

8.1.4 Certifications & Assurances (Attachment E) completed and signed

8.1.5 Release of Bid as Public Record (Attachment F) completed and signed

8.1.6 IFB Request for Reconsideration (Attachment J) completed

8.2 Submission Requirements

All bids must be received by January 4, 2027, 4:30 PM, CST. Late bids will be rejected and remain unopened in the procurement file. Ellisville State School will not be responsible for delivery delays, lost packages, misdirected emails, or other errors. A Vendor may submit its bid in one of two ways:

8.2.1 The sealed envelope or package shall be marked with the bid opening date and time, and the number of the Invitation For Bids (10:00 AM CST, January 5, 2027; IFB 2026-10, RFx # 3160008304).

8.2.2 Bids are subject to rejection unless submitted with the information included on the outside the sealed bid envelope or package.

8.2.3 Sealed bids should be mailed or hand-delivered and labeled as follows:

IFB 2026-10 for Professional Security Services RFx 3160008304 Opening Date: January 5, 2027 at 10:00 a.m.

Ellisville State School Attention: Armendia Pierce, Procurement Officer 1101 Highway 11 S Ellisville, Mississippi 39437

SEALED BID – DO NOT OPEN

Electronic Submissions of this IFB via email must have the above language in the body of the email and the subject line must be: SEALED BID: IFB 2026-10 for Professional Security Services The email address for bid submission will be armendia.pierce@ess.ms.gov.

The Agency shall not be responsible for non-receipt of electronic submissions due to large files or technical difficulties. The bidder must receive an email from the Procurement Officer that acknowledges date/time of receipt of the complete IFB packet.

8.2.4 All bid packages, regardless of delivery method, must be received by the Agency no later than January 4, 2027 at 4:30 pm CST. Bids submitted via facsimile (fax) machine will not be accepted. It is suggested that if a bid is mailed to the Agency, it should be posted in certified mail with a return receipt requested. The Agency will not be responsible for mail delays or lost mail. All risk of late arrival due to unanticipated delay – whether delivered by hand, U.S. Postal Service, courier or other delivery service or method – is entirely the responsibility of the vendor. All vendors are urged to take the possibility of delay into account when submitting a bid.

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

8.2.6 The time and date of receipt will be indicated on the sealed bid envelope or package by Agency staff. The only acceptable evidence to establish the time of receipt at the Agency office identified for bid opening is the time and date stamp of that office on the bid wrapper or other documentary evidence of receipt used by that office.

8.2.7 If confirmation of receipt of the bid is desired by the Vendor, the Vendor must include contact information on the outside of the sealed bid for the confirmation to be delivered.

8.2.8 Failure to submit a bid on the bid form provided will be considered cause for rejection of the bid.

Modifications or additions to any portion of the bid document may be cause for rejection of the bid. The Agency reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive.

8.2.9 Vendors should submit rates for all hourly sections on the bid form.

8.2.10 Submitting the bid will indicate a high degree of acceptance of contract terms and conditions listed in Attachment G, H, and I of this IFB.

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

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

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

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

8.2.14 IF THE BID PACKET IS PHYSICAL AND NOT ELECTRONIC, BIDDERS SHALL NOT USE BINDING, ADHESIVES, OR STAPLES ON THE BID PACKET DOCUMENTS.

Section 9 – Bidder Certification

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

Section 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 the Agency that it has been selected for contract award.

www.ms.gov/sos/onestopshop

Section 12 – Insurance, Bonds, or Other Sureties

12.1 Each successful Vendor shall maintain insurance which, at a minimum, shall include the following types of insurance and coverage limits:

12.1.1 Workers Compensation as required by the laws of the State of Mississippi, and

12.1.2 Comprehensive General Liability or Professional Liability with minimum limits of $1,000,000.00 per occurrence for bodily injury, personal injury, accidental death, property damage, employee dishonesty, and identity theft; and

12.1.3 Employee Dishonesty Insurance or Fidelity Bond insurance with third party liability coverage and minimum limits of $500,000.00

12.1.4 Any professional security guard assigned to the Contacting Agency who has or may have a claim under the workers’ compensation laws of the State of Mississippi shall make such a claim against the workers’ compensation policy of the Awarded Contractor who assigned the guard to the Contracting Agency. The Awarded Contractor agrees to defend, indemnify, and hold harmless the Contracting Agency in the event any cost, judgment, fee, or other expense is incurred by the Contracting Agency or its insurer(s) pursuant to the workers’ compensation laws of Mississippi arising out of a claim by any personnel placed at the Contracting Agency by the Awarded

12.2 Additionally:

12.2.1 In no event shall the requirement for an insurance, bond, or other surety be waived.

12.2.2 All insurances policies shall list Ellisville State School 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 Awarded Contractor shall submit to Agency within fourteen (14) 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 a fourteen (14) day period may cause the accepted bid to be declared non-responsive or for the awarded contract to be cancelled.

12.2.5 Awarded Contractor shall obtain at its expense the insurance and/or bond requirements specified in the procurement and contract prior to performing under this Contract, and Awarded 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 Awarded 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 Awarded Contractor will keep in force all required insurance and/or bond until the contract is terminated or expires.

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

12.2.8 Awarded Contractor shall instruct the insurers to provide the Agency with thirty (30) days advance notice of any insurance cancellation.

12.2.9 Awarded 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 the Agency. 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 the Contract by Agency.

12.2.11 Any security guards assigned to a Contracting Agency who has or may have a claim under the worker’s compensation laws of the State of Mississippi shall make such a claim against the worker’s compensation policy of the Awarded Contractor who assigned the security guard to the Contracting Agency. The Awarded Contractor agrees to defend, indemnify, and hold harmless the Contracting Agency in the event any cost, judgment, fee, or other expense is incurred by the Contracting Agency or its insurer(s) pursuant to the worker’s compensation laws of Mississippi arising out of a claim by any security guard placed at the Contracting Agency by the Awarded

Section 13 – Bid Opening

Bids shall be opened in the presence of one or more Agency officials on the date and time designated in the IFB.

Bids should not be opened publicly. The name of each bidder and such other information as is deemed appropriate by the Agency shall be recorded. This information shall be available to the public via the Mississippi Public Records Act of 1983.

Section 14 – Award Notification

The Notice of Intent to Award shall be: (1) distributed directly to all bidders who responded to the solicitation, (2) posted publicly on the Agency’s website, and (3) posted publicly on the procurement portal.(Procurement Opportunity and Public Notification Search - Buying and Selling to Government of Mississippi)

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 Agency staff regarding this IFB except the contact person as set forth and, in the manner, prescribed in Section 3.

15.2 Bidder Investigations

Before submitting a bid, each bidder shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the contract and to verify any representations made by the Agency upon which the bidder will rely. If the bidder receives an award as a result of its bid submission, failure to have made such investigations and examinations will in no way relieve the bidder from its obligation to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever for additional compensation.

15.3 Expenses Incurred in the Procurement Process

All parties participating in the procurement process with regard to this solicitation shall bear their own costs of participation, pursuant to Section 1.4.4 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations

PPRB OPSCR Rules and Regulations Effective September 6, 2024 Page 19 of 171 - 1.4.4 Cost of Participation in the Procurement Process

All parties shall bear their own respective costs incurred in participating in the procurement process. This includes, but is not limited to, the cost of preparation of any response to a solicitation issued pursuant to these rules and regulations, cost associated with travel to pre-submission conferences and/or site visits, and any costs related to pursuing a request for reconsideration regardless of the outcome. Nothing in Section 1.4.4 shall prevent an Agency from requiring a bond from any vendor requesting reconsideration.

15.4 Independent Price Determination

By submitting a bid, the bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the prices bid. The prices quoted shall be inclusive of, but not limited to the following: [all required labor; all required equipment/material; all required insurance, bond, or other surety; all required overhead;

all required profit; all required vehicles; all required fuel and mileage; all required labor and supervision; all required training; all required business and professional licenses, certifications, fees, or permits; and, any and all other costs].

All pricing should include all associated costs with no additional or hidden fees.

15.5 MINOR INFORMALITIES AND IRREGULARITIES

Ellisville State School 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 of the services being procured and if doing so does not create an unfair advantage for any bidder. If insufficient information is submitted by a bidder for Ellisville State School to properly evaluate the offer, Ellisville State School 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. (Information requested may include, for example, a copy of business or professional licenses, or a work schedule.)

15.6 Rejection of Bids

A bid response that includes terms and conditions that do not conform to the terms and conditions in the IFB document is subject to rejection as non-responsive. Further, submission of a bid form that is not complete and/or signed is subject to rejection as non-responsive. The Agency reserves the right to permit the bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by the Agency staff of non-responsiveness based on the submission of nonconforming terms and conditions. Furthermore, if a bidder’s price is substantially higher than those of other bidders, meaning those in excess of a twenty-five percent (25%) differential, the bidder’s price will be deemed non-responsive.

15.7 Withdrawal of Bids

If the price bid is substantially lower than those of other bidders, a mistake may have been made. A bidder may withdraw its bid from consideration if certain conditions are met:

(1) The bid is submitted in good faith;

(2) The price bid is substantially lower than those of other bidders because of a mistake;

(3) The mistake is a clerical error, not an error of judgment; and,

(4) Objective evidence drawn from original work papers, documents, and other materials used in the preparation of the bid demonstrates clearly that the mistake was an unintentional error in arithmetic or an unintentional omission of a quantity of labor or material.

To withdraw a bid that includes a clerical error after bid opening, the bidder must give notice in writing to the Agency of claim of right to withdraw a bid. Within two (2) business days after the bid opening, the bidder requesting withdrawal must provide to the Agency all original work papers, documents, and other materials used in the preparation of the bid.

A bidder may also withdraw a bid prior to the time set for the opening of bids, by simply making a request in writing to the Agency. No explanation is required.

No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor to or perform any subcontract or other work for the person to whom the contract is awarded, or otherwise benefit from the contract.

No partial withdrawals of a bid are permitted after the time and date set for the bid opening; only complete withdrawals are permitted.

Section 16 – Required Contract Terms and Conditions

Any contract entered into with the Contracting Agency pursuant to this IFB shall have the required clauses found in Attachment G and H and those required by the PPRB OPSCR Rules and Regulations as updated and replaced by PPRB. The Agency discourages exceptions from these required clauses. Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State accepting other terms and conditions not found in the IFB, or which take exception to the State’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

Section 17 – Optional Contract Terms and Conditions

Any contract entered into with the Contracting Agency pursuant this IFB may have at the discretion of the Contracting Agency, the optional clauses found in Attachment I and those within the PPRB OPSCR Rules and Regulations as updated and replaced by PPRB. The Contracting Agency discourages exceptions from these optional clauses. Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State accepting other terms and conditions not found in the IFB, or which take exception to the State’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

Section 18 – Agency Website(s)

This IFB, questions and answers concerning this IFB, and the Notice of Intent to Award will be posted on the Agency website at (www.ess.ms.gov/request-proposals-projects-and-services) and on the Mississippi Contract/Procurement Opportunity Search Portal website(www.ms.gov/dfa/contract_bid_search).

Section 19 – 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-Part 1

Bids are to be submitted as listed below, on or before January 4, 2027 at 4:30 pm CST.

PLEASE MARK YOUR BID PACKAGE:

SEALED BID – DO NOT OPEN

10:00 AM Opening 01.05.2027

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 the Agency 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 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. _________________________________________

Attachment A

BID COVER SHEET-Part 2

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 provide Professional Security Services 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 Professional Security Services in the past two years?

Please include service dates, customer size, and annual billing amounts for each.

What is the largest customer your company has provided Professional Security Services for in the past two years?

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

Attachment B

BID FORM

Part 1

Company Contact Person EMAIL Telephone Number

The pricing quoted shall be inclusive of, but not limited to the following:

1. All required equipment/material;

2. All required insurance, bond, or other surety;

3. All required overhead;

4. All required profit;

5. All required vehicles;

6. All required fuel and mileage;

7. All required labor and supervision;

8. All required business and professional certifications, licenses, permits, or fees; and,

9. Any and all other costs.

10. Price ranges are not acceptable and will be deemed non-responsive.

11. All pricing to provide Professional Security Services should include all associated costs for the items with no additional or hidden fees.

12. Holidays qualifying for Holiday Pay: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

Company Representative, Print Name and Title: ____________________________________________________________

Signature of Company Representative _____________________________________ Date: _______________________

Attachment B

BID FORM

Part 2

Category of Service: Hourly Rate for one security guard

(Unarmed Foot Patrol Services)

Hourly Rate for each additional security guard

A-Shift

B-Shift

C-Shift

Holiday New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day

Overtime (Over 40 hours per week worked at the Agency)

Company Name ______________________________________

Company Representative, Print Name and Title: ____________________________________________________________

Signature of Company Representative…