FY26 SFSP MEDIA CAMPAIGN RFP FINAL.pdf

Effective Date: September 9, 2025

By submitting a PROPOSAL, the Offeror certifies that it is registered to do business in the State of Mississippi as prescribed by the Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being offered an award. Sole proprietors are not required to register with the Mississippi Secretary of State.

REQUEST FOR PROPOSAL

Summer Food Service Program Media Campaign Office of Child Nutrition

RFx # 3120003260

Submission Deadline Date:

Friday, January 9, 2026

This institution is an equal opportunity provider.

https://www.mdek12.org/

RFx # 3120003260 Summer Food Service Program Media Campaign RFP

Table of Contents

SECTION 1. INTRODUCTION AND OVERVIEW

1.1 Purpose and Goals

SECTION 2. PLAN TO ACHIEVE THE SCOPE OF SERVICES

2.1 Scope of Services

2.2 Contractor Prerequisites

2.3 Deliverables………………………………………………………………………………………………………5

2.4 Price

SECTION 3. REQUEST FOR RECONSIDERATION

3.1 Agency Decision on Request for Reconsideration

SECTION 4. REFERENCES

SECTION 5. MINIMUM QUALIFICATIONS

SECTION 6. ACKNOWLEDGEMENTS

6.1 Questions and Answers

6.2 Acknowledgment of Amendments

6.3 Cost of Proposal Preparation

6.4 Right to Reject, Cancel and/or Issue Another Solicitation

6.5 Contract and Property Rights

6.6 Registration with Mississippi Secretary of State

6.7 Debarment

6.8 State Approval

6.9 Interchangeable Designations

6.10 Mississippi PERS Retirees

SECTION 7. PROCUREMENT OF CONTRACTS

7.1 Restrictions on Communications with the MDE Staff

7.2 Submission Requirements

7.3 Confidential or Trade Secret

7.4 Proposal Submission Period

7.5 Proposal Exclusion

7.6 Important Tentative Dates

7.7 Acceptance of Proposals

7.8 Disposition of Proposal

7.9 Modification or Withdrawal of a Proposal

7.10 Minor Irregularities…………………………………………………………………………………………..14

7.11 Rejection of Proposals

7.12 Corrections and Clarifications

7.13 Proposal Evaluation

SECTION 8. PUBLIC RECORDS

8.1 Deadlines for Production of Public Records Tolled

8.2 Delay of Procurement Process Not Required

8.3 Efficient Administration of Agency Obligations

SECTION 9. CONTRACT AWARD

9.1 Right of Negotiation

9.2 The Mississippi Department of Education

9.3 Management Responsibilities of Personnel and Administration

9.4 Memorandum of Understanding

9.5 Ethics

9.6 Termination in Event of Employment

Appendix A – Proposal Cover Sheet Appendix B – Standard Terms and Conditions Appendix C – Exception to the Standard Terms and Conditions Appendix D - References Appendix E – Reference Score Sheet Appendix F – Acknowledgement of Amendment

Appendix G - Assurances and Certifications……………………..….………………………37 Appendix H -Release of Proposal As Public Record Appendix I – MDE Contracts Appendix J – Map of Daily Participation and Approval for Free Lunch……….….40

Appendix K - Data of Average Daily Participation and Approval for Free Lunch.41 Appendix L - Cost Data/Budget ………………………………………………………………….43

SECTION 1. INTRODUCTION AND OVERVIEW

This solicitation is to provide information required to submit a response to this Request for Proposal (RFP). Please be aware that changes to previous versions may have been made.

1.1 Purpose and Goals

The Mississippi Department of Education (MDE), Office of Child Nutrition, issues this Request for Proposal to solicit offers from qualified, experienced, responsible and financially sound Offerors to provide media strategy planning and execution of the Summer Food Service Program (SFSP) for Mississippi which will be publicized throughout the state to increase parents’ awareness of summer feeding sites. Proposing vendors must have the proven ability to perform all core services requested in this solicitation. A more detailed listing of services is contained in the Scope of Services (2.1).

The SFSP is a United States Department of Agriculture (USDA) Summer Nutrition Program that was established to ensure that children continue to receive nutritious meals when school is not in session. SFSP connects children with the nutrition they need to help them be healthy and ready to learn when they return to school. Meals offered through the SFSP are free to children in low-income areas through eligible organizations. For more information regarding the SFSP, visit https://www.fns.usda.gov/sfsp/summer-food-service-program.

All contract awards are at the discretion of the State Board of Education (SBE). The contract will be awarded for a project period of five (5) consecutive years. Each year of the contract will be reviewed to ensure services will be continued annually and shall be contingent upon successful completion of the services in the preceding year’s contract, availability of funding and a performance-based evaluation. This solicitation and any resulting contract(s) shall be governed by the applicable provisions of the State Board of Education Contract Policies and if required, the Mississippi Public Procurement Review Board (PPRB), Office of Personal Service Contract Review (OPSCR) Rules and Regulations, a copy of which is available at 501 N. West Street, Jackson, Mississippi 39201 for inspection or visit PPRB/OPSCR Rules and Regulations. The contract Standard Terms and Conditions (STC) has been included as Appendix B for your review and acceptance. If the Vendor objects to any of the Standard Terms and Conditions, the objection may be considered as an adequate cause for rejection without further negotiations.

A copy of this solicitation, including all appendices and any subsequent amendments, including the Question and Answer amendment, if issued, will be posted on the MDE website under “Public Notice” RFP/RFQ/RFA/Invitation to Bid section. It is the sole responsibility of all interested vendors to monitor the website for updates regarding this procurement.

SECTION 2. PLAN TO ACHIEVE THE SCOPE OF SERVICES

This section contains information on services and requirements the Offeror must provide. The descriptions are not all-inclusive but are provided to inform you of services or requirements that may require additional planning or programming on your part. A detailed plan is required to respond to this solicitation to describe how the Offeror will implement and achieve the services required.

The Vendor is expected to provide the following:

2.1 Scope of Services

A. Provide media coverage of the SFSP offered through the USDA Food and Nutrition Services.

https://www.fns.usda.gov/sfsp/summer-food-service-program https://www.dfa.ms.gov/dfa-offices/personal-service-contract-review/opscr/ https://www.mdek12.org/PN/RFP

B. Assign the Contract Account Representative to work directly with the MDE Representative.

C. Utilize the free United States Department of Agriculture (USDA) SFSP marketing resources when practicable.

2.2 Contractor Prerequisites

A. Technology-related experience.

B. Relative experience to the functional expertise marketing to a large population providing awareness.

C. Experience in traditional communication and outreach methods with digital systems.

D. Managing experience of social media channels with using tone and messaging; and E. Knowledgeable of design programs and languages to create appealing visuals from brand identity.

2.3 Deliverables

A. Provide media planning strategies and execution for increasing the public awareness of the SFSP for Mississippi, no later than May 15.

B. Publicize the SFSP throughout the state to bring awareness of more than 750 feeding sites available for all children (multicultural) through age 18 when schools are out for summer, between May 25 and June 30.

C. Provide a preliminary plan and strategy for the media coverage proposal to the MDE to include a minimum of two types of coverage (e.g., radio/television spots, mobile advertising, social media, and digital billboards), no later than May 15.

D. Review program information and data targeting areas of the state with a high percentage of children eligible for free lunch during the school year and low participation in SFSP and the 2024 National School Lunch Program (NSLP) and the 2025 SFSP Data Sheet to review target areas (Appendix J and K), no later than May 15;

E. Determine the planning and creative development for media coverage locations and saturation for the anticipated date range of May 25 through June 30, no later than May 15.

F. Secure media coverage as agreed upon by the MDE, no later than May 15.

G. Report performance measures (e.g., impression clicks, geofences, ads) for media coverage utilized no later than September 1.

H. Provide details for the ratio of staff services expense versus media buy expense no later than May 15.

2.4 Price

Because of the scope of this project, we believe it should be possible for different Offerors to arrive at vastly differing estimates of resources required. It is anticipated that this shall allow the Offeror to explain exactly what the State shall receive for this amount of funds and shall allow evaluators to determine the best proposals based upon the plan of action and the description of what the State shall receive in exchange for this amount. Whereas MDE sets the price in this RFP; all Offerors shall be awarded the maximum amount of points available for Price.

Advertisement costs will be billed to the contractor. The offeror will charge a fixed fee for staff services related to planning and executing the media strategy. The total budget for the advertisement costs and staff services shall not exceed $48,000.00 per year.

SECTION 3. REQUEST FOR RECONSIDERATION

Any potential Offeror has an opportunity to request that the MDE reconsider the terms of the solicitation. Any such request shall be filed with the MDE’s Office of Procurement, attention Director and the Office of Personal Service Contract Review, attention Director within three business days following the date of the first public notice. It shall be the sole responsibility of the requesting vendor to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this Section results in waiver of any claim regarding the terms of the solicitation.

The request shall contain the following:

• requesting vendor’s name, a single contact person and all contact information for the contact person

• the RFx number of the solicitation, and the date the RFP was issued

• the request shall identify which of these rules and regulations the requesting vendor believes to have been violated by the solicitation, as written

• the request may not be based on anything other than the solicitation document and the

PPRB OPSCR’s rules and regulations

• exhibits shall not be included with the request. Rather, the requesting vendor shall clearly identify the section(s) of the solicitation document at issue in its request

• the request shall not be supplemented

MDE Email Address: ProcurementQnR@mdek12.org Subject Line: Reconsideration Letter; Solicitation RFX 3120003260

PPRB Email Address: Teselyn Funches teselyn.funches@dfa.ms.gov Subject Line: Reconsideration Letter; Solicitation RFX 3120003260

3.1 Agency Decision on Request for Reconsideration

The MDE shall consider whether the solicitation document, as written, contains the violation alleged by the requesting potential Offeror and issue a written response to the request. The Agency’s discretion to make subjective decisions in response to a request for reconsideration is limited only by the requirement that such discretion be supported by a legitimate business reason and exercised in a manner that is fair to all potential Offerors.

The MDE’s decision shall be issued in a sufficient amount of time for the requesting Offeror to consider the MDE response in preparation of its proposal, even if this requires the proposal submission deadline to be amended. If the MDE decision is issued less than 14 days prior to the proposal submission deadline, the MDE shall make a written determination that the amount of time allotted between the issuance of the MDE decision and the proposal submission deadline is reasonable under the circumstances.

SECTION 4. REFERENCES

The Office of Procurement must be able to contact two (2) trade references, if required, within five

(5) business days of proposal opening to ensure the Offeror is responsible, if the MDE requires additional information. (See Appendix D)

1. List up to a minimum of three (3) clients, including government clients, for whom your company has performed services similar to those requested in this solicitation.

mailto:ProcurementQnR@mdek12.org mailto:teselyn.funches@dfa.ms.gov

The Offeror must provide sufficient client detail to demonstrate it has significant experience in working with programs similar to scope of this solicitation.

For each client, the list must specify:

a. Client name, include contact person, title (director or administrator etc.), location address, e-mail address, and phone number;

b. The type of work your company provided to the client; and

c. Contract dates (beginning and end dates) your company provided services to the client.

SECTION 5. MINIMUM QUALIFICATIONS

1. The following minimum qualifications are mandatory. If, in the opinion of the MDE, the Offeror fails to prove that the proposing company meets any of these minimum qualifications, the proposal will be disqualified from further evaluation. It is the responsibility of the Offeror to submit a complete proposal on or before the submission deadline.

2. The Offeror must provide:

a. Evidence and proof that the vendor is in good standing with Mississippi Code Annotated § 79-4-15.01 regarding authorization to transact business in Mississippi.

b. The age of the Offeror’s business and average number of employees for the past two

(2) years,

c. Offerors must list their principals, parent organizations, and subsidiary organizations in their proposal or qualification. Principals shall include founder, investors, owner, co-owners, CEO, Chief, and all executive level employees.

d. The abilities, qualifications, and experiences of all persons who would be assigned to provide required services,

e. The required references as noted in Section 4 – References, and

f. The Offeror must provide a detailed plan describing how the scope of services will be planned, implemented, achieved, and the reports provided that will give the MDE the support and results required to verify services were accomplished and complete.

3. The Vendor shall provide all services directly related to this contract from an office(s) located within the United States. Please indicate all locations in or outside the State of Mississippi in which you propose to provide the services described in this solicitation.

4. Include in your responses the total number of years in business and the company’s experience related to the scope of work.

5. If federal funds are allocated for payment, Offeror must verify its business is not debarred.

6. Awarded vendor must agree to secure a performance bond for 100% of the awarded annual contract amount. The original performance bond is due within ten (10) days of execution of the contract and prior to commencement of services. For multi-year awards, a performance bond is due to the program office contact each year prior to the commencement of services. The performance bond shall not be waived or negotiated.

https://secretaryofstate.com/mississippi

SECTION 6. ACKNOWLEDGEMENTS

6.1 Questions and Answers

Questions must be submitted to ProcurementQnR@mdek12.org and must be received no later than Friday, December 19, 2025 by 5:00 PM CST, to ensure a response by the MDE.

Responses to questions will be posted to the MDE website at https://mdek12.org/procurement/rfp/ under “Public Notice” RFP/RFQ/RFA/Invitation to Bid section as an amendment to the solicitation on Tuesday, December 23, 2025. Questions received after the deadline shall not be considered. It is the Offeror’s sole responsibility to regularly monitor the website for amendments and/or announcements concerning this solicitation.

6.2 Acknowledgment of Amendments

The MDE reserves the right to amend this solicitation at any time. Should an amendment to the solicitation be issued, it will be posted to the MDE website at https://mdek12.org/procurement/rfp/ under “Public Notice” RFP/RFQ/RFA/Invitation to Bid section. Offerors must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment acknowledgment form. Please monitor the website for amendments to the solicitation. The MDE responses to questions will be treated as amendments to the solicitation and will require acknowledgment. It is the Offeror’s sole responsibility to monitor MDE website or emails for amendments to this solicitation.

6.3 Cost of Proposal Preparation

All costs incurred by the Offeror in preparing and delivering its proposal, making presentations, and any subsequent time and travel to meet with the MDE regarding its proposal shall be borne exclusively at the Offeror’s expense.

6.4 Right to Reject, Cancel and/or Issue Another Solicitation

The MDE specifically reserves the right to reject in whole or in part for proposals received in response to the solicitation, cancel the solicitation in its entirety, or issue another solicitation when in the best interest of the MDE.

6.5 Contract and Property Rights

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

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

6.6 Registration with Mississippi Secretary of State

By submitting a proposal, the Offeror must provide the MS Secretary of State’s Certificate of Good Standing as evidence and proof to certify that the offeror is registered to do business in the State of Mississippi as prescribed by Mississippi law. The name under which the proposal is submitted must exactly match the legal business name or registered fictitious name (DBA) as listed with the mailto:ProcurementQnR@mdek12.org https://mdek12.org/procurement/rfp/ https://mdek12.org/procurement/rfp/

Mississippi Secretary of State’s Office, including associated business details such as address and status.

6.7 Debarment

By submitting a proposal, the Offeror certifies that it is not currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi or Federal Government and that it is not an agent of a person or entity that is currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi.

6.8 State Approval

It is understood that this contract may require approval by the SBE/PPRB. If required and if this contract is not approved, it is void and no payment shall be made hereunder. Every effort shall be made by the MDE to facilitate rapid approval and a start date consistent with the proposed schedule; however please note the schedule is tentative.

6.9 Interchangeable Designations

The terms “Offeror” and “Contractor” are referenced throughout this RFP. References to the “Offeror” are used in conjunction with the proposing organization and procurement process leading up to the final RFP selection and award. The term “Contractor” denotes the role assumed, post-award, by the winning Offeror. Additionally, the terms “State of Mississippi,” “State” or “the MDE” may be used interchangeably throughout this RFP to denote the entity issuing the RFP and requesting responses from Offerors throughout these specifications.

6.10 Mississippi PERS Retirees

Mississippi state retirees are required to complete a PERS Form as mandatory by Mississippi Code Annotated § 25-11-127. Upon notifying Offeror of an award, the MDE will submit a completed PERS Form to the PERS Office for processing.

SECTION 7. PROCUREMENT OF CONTRACTS

7.1 Restrictions on Communications with the MDE Staff

At no time shall any Offeror or its personnel contact or attempt to contact any MDE staff regarding this solicitation except the contact specified in the Questions and Answers Section. Should it be determined that any Offeror has attempted to communicate or has communicated with any MDE employee outside of the Office of Procurement regarding this solicitation, the MDE, at its discretion, may disqualify the Offeror from submitting a proposal in response to this

SOLICITATION.

7.2 Submission Requirements

For proposals that are shipped/mailed, the proposal shall be submitted in one original notebook binder using the Required Format in the section below. For proposals that are submitted in the Mississippi Accountability Governmental Information Collaboration System (MAGIC), the proposal shall be submitted using the Required Format in the section below.

Each page of the proposal must be numbered. Multiple page attachments and samples should be numbered internally within each document and not necessarily numbered in the overall page number sequence of the entire proposal. The intent of this requirement is for the Offeror to submit all information in a manner that is clearly referenced and easy to locate.

The Offeror shall provide the required format for shipping/mailing responses as follows:

a. An original hard copy of the proposal shall include all components and attachments required below. A USB drive shall include the original copy of the proposal. The searchable Microsoft Office® format, preferably in Word® or Portable Document Format (PDF®) shall be included in the side pocket of the original notebook in the format as indicated below.

Required Format:

The Offeror shall provide the following:

a. one (1) original signed copy of the complete qualification including all attachments.

Section components must be clearly distinguished as follow:

1. COVER PAGE - Qualification Cover Sheet (Appendix A)

2. COMPONENT 1 – MINIMUM QUALIFICATIONS

a. Tab 1 – Letter of Philosophy shall encompass the potential vendor’s minimum qualifications as provided on page 7 and the business’ history and success for implementing these types of services. Any required information that is omitted and not addressed in the minimum qualifications section will disqualify submission and will not be considered for an award.

3. COMPONENT 2 – PLAN OF ACTION

a. Tab 1 – Production/Detailed Service Plan shall provide clear and concise plan of action to encompass the implementation, deliverables, and expected outcomes/results to achieve the scope of work.

4. COMPONENT 2 – ADMINISTRATION/REFERENCES

a. Tab 1 – Resume(s) for Key Personnel must include qualifications and experiences for all key personnel assigned to this project.

b. Tab 2 – References must meet the requirements as set forth in the References section. (See Section 4)

5. COMPONENT 3 – OTHER

a. Tab 1 – Any additional relevant information pertaining to the services (not to exceed five (5) pages).

b. Tab 2 – Signed Contingent Fee/MS Secretary of State Registration Verification/Acknowledgement of Amendments, if applicable, etc.

If you have additional information you would like to provide, include it as the Component Section of your proposal. Failure to provide all requested information and in the required format may result in disqualification of the Proposal. All requested information is considered important. The MDE has no obligation to locate or acknowledge any information in the proposal that is not presented under the appropriate outline and in the proper location according to the instructions herein.

Unsolicited modifications or additions to any portion of the procurement document may be a cause for rejection of the Proposal. The MDE reserves the right to decide, on a case-by-case basis, whether to reject a proposal with unsolicited modifications or additions as non-responsive. As a precondition to proposal acceptance, the MDE may request the Offeror to withdraw or modify those portions of the proposal deemed non-responsive that do not affect quality, quantity, price, or delivery of the service. The solicitation issued by the MDE is the official version and will supersede any conflicting solicitation language subsequently submitted in proposals.

7.3 Confidential or Trade Secret

In addition to the original proposal, if the proposal contains confidential or trade secret, commercial, and financial information, one (1) additional confidential or trade electronic copy of the complete proposal including all attachments shall be submitted in a searchable Microsoft Office® format, preferably in Word® or Portable Document Format (PDF).

The one (1) additional electronic copy shall be labeled “Redacted” CONFIDENTIAL Proposal and must be submitted with the response by the deadline date for submission. The Offeror shall identify and redact trade secret, commercial, and financial information which shall remain confidential throughout the original proposal or the MDE shall consider the entire Proposal to be public record. Per Mississippi Code Annotated §25-61- 9(7), the type of service to be provided, the price to be paid and the term of the contract cannot be deemed confidential.

The “Redacted” CONFIDENTIAL Proposal shall be considered public record and immediately released, without notification to Offeror, pursuant to any request under the Mississippi Public Records Act, Miss. Code Ann. §25-61-1 et seq. and Miss. Code Ann. §79-23-1. If a “Redacted” CONFIDENTIAL Proposal is not received, the original copy shall be used and released for any reason deemed necessary by the MDE, including but not limited to, submission to the PPRB, posting to the Transparency Mississippi website, releasing due to a Public Records Request, etc.

The Offeror may be subject to exclusion if the MDE or the PPRB determines that redactions made by the Offeror were made in bad faith in order to prohibit public access to the portions of the proposal which are not subject to Mississippi Code Annotated §§ 25-61-9, 75-26-1 through 75-26- 19, and/or 79-23-1.

All documentation submitted in response to this solicitation and any subsequent requests for information pertaining to this solicitation shall become the property of the MDE and will not be returned to the Offeror.

7.4 Proposal Submission Period

A signed proposal packet shall be submitted electronically via the Mississippi Accountability Governmental Information Collaboration System (MAGIC) no later than Friday, January 9, 2026, by 2:00 PM Central Standard Time (CST). Proposals shall be submitted electronically in the Mississippi Accountability Governmental Information Collaboration System (MAGIC). Please visit and register at DFA: Mississippi Suppliers (Vendors) (ms.gov). If assistance is required, contact MASH help desk at 601-359-1343 at least 72 hours in advance of the due date for submission.

Proposals received after the time designated in the solicitation shall be considered late and shall not be considered for award.

OR

https://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/ https://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/

Shipping instructions are provided below:

An original signed proposal packet with one (1) copy shall be shipped/mailed and received in a sealed envelope at the MDE no later than Friday, January 9, 2026, by 2:00 PM Central Standard Time (CST).

The return address label must be visible on the outside of the sealed shipping envelope and shall include the name of the individual/entity submitting the response. Any deviation from these instructions may result in disqualification of the response proposal and shall not be considered for an award.

Ship To:

MONIQUE CORLEY

Office of Procurement The Mississippi Department of Education (Summer Food Service Program Media Campaign) RFx # 3120003260 359 North West Street Jackson, Mississippi 39201

Timely submission of the proposal package is the sole responsibility of the Offeror. It is suggested that if the proposal is shipped to the MDE, it should be tracked to require an MDE mailroom staff signature and request a return receipt/notice with signature. Any proposal shipped or mailed MUST be verified, date and time stamped and recorded by an MDE mailroom staff. The time and date of the receipt will be indicated on the sealed proposal envelope or package by the MDE mailroom staff. The only acceptable evidence to establish the time of receipt at the MDE will be identified by the time and date stamp of the MDE mailroom staff on the proposal wrapper or other documentary evidence of receipt used by the mailroom.

Packages that are delivered in person by the Offeror or a representative will NOT be opened. Packages received by shipping/mail without the appropriate acceptance by the MDE mailroom staff or is received and recorded AFTER the submission deadline will NOT be considered for an award.

The MDE will not be responsible for delivery delays or lost packets. All risk of late arrival due to unanticipated delays – whether delivered by shipping or electronic method – is entirely on the Offeror. All Offerors are urged to take the possibility of delay into account when submitting the proposal and submit the packet electronically via MAGIC. The Offeror shall be notified as soon as practicable if their proposal was rejected and the reason for such rejection.

7.5 Proposal Exclusion

Any Offeror submitting a proposal in which has contracted with the MDE failed to satisfactorily perform services required under any contract shall exclude the vendor from this and future contract award. The MDE shall use written documentation and/or the annual performance evaluation to support disqualifying the vendor as non-responsible.

7.6 Important Tentative Dates

Friday, December 8, 2025 Friday, December 15, 2025 Request for Proposal advertise dates

Friday, December 19, 2025 Deadline to submit questions and request for clarification

Tuesday, December 23, 2025 Responses to questions and request for clarification posted

Friday, January 9, 2026 Proposal submission deadline by 2:00 PM CST Friday, January 23, 2026 Anticipated Date of the Notice of Intent to Award Thursday, February 19, 2026 Requested State Board of Education (SBE) Meeting Wednesday, March 4, 2026 Requested PPRB Meeting Friday, March 6, 2026, or later Contract effective date

NOTE: Adjustments to the schedule may be made as deemed necessary by the MDE.

7.7 Acceptance of Proposals

After receipt of the proposals, the MDE reserves the right to award the contract based on the terms, conditions, premises of the solicitation, and the proposal of the selected company without negotiation.

All properly submitted proposals shall be accepted by the MDE. After the compliance review or evaluating of proposals, the MDE may request necessary amendments from all Offerors, reject any or all proposals received, or cancel this solicitation, according to the best interest of the MDE and the State of Mississippi.

The MDE also reserves the right to waive minor irregularities in proposals providing such action is in the best interest of the MDE and the State of Mississippi. A minor irregularity is defined as a variation of the solicitation which does not affect the price of the proposal or give one party an advantage or benefit not enjoyed by other parties, or adversely impacts the interest of the MDE.

Where the MDE may waive minor irregularities as determined by the MDE, such waiver shall in no way modify the solicitation requirements or excuse the Offeror from full compliance with the solicitation specifications and other contract requirements should the Offeror be awarded the contract.

The MDE reserves the right to exclude any and all non-responsive proposals from any consideration for contract award. The MDE shall award a contract to the Offeror whose proposal is responsive to the solicitation and is most advantageous to the MDE, the SBE, and the State of Mississippi in price, quality, and other factors considered.

7.8 Disposition of Proposal

The proposal submitted by the successful Offeror shall be incorporated into and become part of the resulting contract. All proposals received by the MDE shall upon receipt become and remain the property of the MDE. The MDE shall have the right to use all concepts contained in any proposal and this right shall not affect the solicitation or rejection of the proposal.

7.9 Modification or Withdrawal of a Proposal

Prior to the proposal submission deadline, a submitted proposal may be withdrawn by submitting a written request for its withdrawal to the MDE, signed by the Offeror.

An Offeror may submit an amended proposal before the proposal submission deadline. Such amended proposals shall be a complete replacement for a previously submitted proposal and shall be clearly identified as such. The MDE shall not merge, collate, or assemble proposal materials.

Unless requested by the MDE, no other amendments, revisions, or alterations to proposals shall be accepted after the proposal submission deadline. Any submitted proposal shall remain a valid proposal for one hundred eighty (180) calendar days from the proposal submission deadline.

7.10 Minor Irregularities

The MDE has the right to waive minor defects or variations of a proposal from the exact requirements of the specifications that do not affect the price, quantity, quality, delivery, or performance of the services being procured and if doing so does not create an unfair advantage for any offeror. If insufficient information is submitted by an offeror for the MDE to properly evaluate the offer, the MDE had 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, quantity, quality, delivery, or performance time of the services being procured and such a request does not create an unfair advantage for any offeror.

7.11 Rejection of Proposals

An Offeror’s proposal response that includes terms and conditions that do not conform to the terms and conditions specified within this solicitation is subject to rejection as non-responsive. Further, submission of a proposal that is not complete and/or unsigned is subject to rejection as non-responsive. The MDE reserves the right to permit the Offeror to withdraw nonconforming terms and conditions from its proposal response prior to a determination by the MDE of non-responsiveness based on the submission of nonconforming terms and conditions. Additional reasons for rejecting a proposal include:

1. The proposal contains unauthorized amendments to the requirements of the solicitation;

2. The proposal is conditional;

3. The proposal is incomplete or contains irregularities, which make the proposal indefinite or ambiguous;

4. The proposal did not follow submission requirement;

5. The proposal cover sheet does not have an original or electronic authentication signature by the authorized representative;

6. The proposal contains false or misleading statements or references;

7. The Offeror is determined to be non-responsive;

8. The products or service item offered in the proposal is unacceptable by reason of its failure to meet the requirements of the specifications or permissible alternates or other acceptable criteria set forth in the solicitation;

9. The proposal is received late. Late proposals shall be maintained unopen in the procurement file;

10. The Offeror or representative emails the proposal response packet to an MDE staff;

11. The Offeror has filed business bankruptcy, been implicated in fraud and/or been debarred within the past seven (7) years;

12. The Offeror did not perform prior MDE services in an honorable and/or proper like manner;

13. The Offeror currently indebted to the State;

14. Objection with the Standard Terms and Conditions; or

15. In person delivery of proposal.

7.12 Corrections and Clarifications

The MDE reserves the right to request clarifications or corrections to proposals after the response has met the submission requirements and the response is deemed responsible for an award. Any proposal received which does not meet the requirements of this solicitation will be considered non-responsive and eliminated from further consideration.

7.13 Proposal Evaluation

All proposals received in response to this solicitation by the stated deadline will receive a comprehensive, fair, and impartial evaluation. An evaluation committee will evaluate the proposals using a two-phase process, consisting of Compliance, and Analysis phases. A 100-point scoring scale will be used in the evaluation process for proposals determined to be in compliance and responsive to the solicitation. The evaluation of any proposal may be suspended and/or terminated at the MDE’s discretion at any point during the evaluation process at which the MDE determines that said proposal and/or Offeror fails to meet any of the mandatory requirements as stated in this solicitation, the proposal is determined to contain fatal deficiencies to the extent that the likelihood of selection for contract negotiations is minimal, or the MDE and/or the SBE receives reliable information that would make contracting with the Offeror impractical or otherwise not in the best interests of the SBE and/or the State of Mississippi.

The evaluation process, including evaluation factors and weights are described below:

Compliance Phase - In this pass or fail phase of the evaluation process, all proposals received will be reviewed by the procurement officer and/or designee to determine if the following mandatory requirements of this solicitation have been satisfied:

1. Proposal received by submission deadline;

2. Required proposal submission format followed;

3. Minimum Qualifications met;

4. Proposal Cover Sheet (Appendix A);

5. Production/Detailed Service Plan;

6. Resumes for Key Personnel;

7. References;

8. Cost Data; and

9. All Required Signed Forms (if applicable).

Failure to comply with these requirements may result in the proposal being eliminated from further consideration. Offerors passing the Compliance Phase will be evaluated further.

Weight –The Compliance Phase is a pass or fail phase of the evaluation.

Analysis Phase – In this phase of the evaluation process, the evaluation committee will score proposals to determine a numerical score for each qualified Offeror. Numerical scores will be calculated based on the following criteria. Evaluation factors are listed below in order of their relative importance and weight:

1. Price (Weight/Value – 40 %) – Whereas MDE sets the price in this RFP; all Offerors shall be awarded the maximum amount of points available for Price.

2. Plan of Action (Weight/Value – 35 %) – The quality and completeness of the Offeror’s solutions and action plans for providing the core services identified in the solicitation’s scope of services, demonstrating responsiveness, understanding, effectiveness, efficiency, and value to the SBE in a proposed approach; provide a documented record of past performance of providing similar services.

A. Must provide the MDE a summary of the Offeror’s philosophy for providing the specified services [20 points].

B. The Offeror must provide sufficient client detail to demonstrate it has significant experience in working with programs similar to the scope of this solicitation. For each client, please specify [15 points].

3. Management (Weight/Value – 25 %) – Possess personnel, equipment, and facilities to provide timely services; the ability to technically implement all services listed in this solicitation with qualified and experienced staff; references align with the services required.

A. Resumes for Key Personnel must include qualifications and experiences for all key personnel assigned to this project [15 points].

B. References must meet the requirements as outlined in the References section [10 points].

List a minimum of three (3) clients, including government clients, for whom your company has performed services similar to those requested in this solicitation’s scope of services.

Upon completion of the Analysis Phase, the evaluation committee’s average score will determine if a finalist will move to the Finalist Phase (presentations). If presentations are not included within this solicitation, the finalist with the highest or highest to lowest ranking average score will be the Awarded Vendor(s) after completion of the Analysis Phase.

Upon completion of the evaluation of proposals, the evaluation committee’s average score will determine the top scoring proposal(s) and the Program Office will make a recommendation to the SBE as to the proposal deemed most advantageous to the State and to authorize the issuance of an Intent to Award contract notification to the selected vendor and authorize contract negotiations with the selected vendor, if applicable. Subsequent to authorization by the SBE, all participating vendors will be notified in writing of the contract award.

SECTION 8. PUBLIC RECORDS

8.1 Deadlines for Production of Public Records Tolled

When the MDE is preparing or conducting a competitive procurement, the time limitations for producing public records regarding the procurement shall be tolled until the MDE determines it will not issue the procurement, cancels the procurement, or issues a notice naming its intended awardee. Mississippi Code Annotated § 25-61-5(4).

8.2 Delay of Procurement Process Not Required

There is no requirement the MDE must delay any aspect of the procurement process due to an outstanding request for public records.

8.3 Efficient Administration of Agency Obligations

The MDE has the discretion under the PPRB rules and regulations to require vendors responding to an MDE solicitation to take any action necessary for the efficient and effective administration of the MDE’s procurement and obligations under the Mississippi Public Records Act, unless such action directly violates the Mississippi Public Records Act.

SECTION 9. CONTRACT AWARD

Funds and awards are subject to appropriations by the state/federal government. This is a contract that will be awarded in the amount of $48,000.00 per year for five (5) consecutive years, contingent on availability of funds.

All contracts will be awarded contingent upon appropriations, proper implementation of the proposed project implementation, completion, and submission of all required documentation.

Funding to eligible vendors is subject to the SBE and PPRB approvals, if applicable. The Mississippi Department of Education reserves the right to negotiate award amounts with all potential Offerors.

The RFP, its amendments, and the offeror’s proposal, shall be incorporated into the successful offeror(s)’ contract.

9.1 Right of Negotiation

Discussions and negotiations regarding price and other matters may be conducted with a proposer who submits a proposal determined to have reasonable likelihood of being selected for award, but a proposal may be accepted without such discussions. The SBE reserves the right to further clarify and/or negotiate with the proposer evaluated best following completion of the evaluation of proposals but prior to contract execution, if deemed necessary by the SBE. The SBE also reserves the right to move to the next best proposer if negotiations do not lead to an executed contract with the best proposer. The SBE reserves the right to further clarify and/or negotiate with the proposer on any matter submitted.

9.2 The Mississippi Department of Education

The specific responsibilities of the MDE are stated below.

• Provide a contact person to work with the contractor to ensure quality control

• Review and approve timeframes and work plans

• Provide available information to assist the contractor

9.3 Management Responsibilities of Personnel and Administration

Except where expressly provided otherwise herein, each party shall bear its own cost incurred in performing its responsibilities hereunder. The contractor shall provide one person who shall be responsible for all activities required to fulfill said contract. This individual shall be invested with the authority to make decisions and commitments on behalf of the contracted party during the performance of the solicitation.

The MDE shall also designate one representative who shall act as the primary contact for this office.

This representative shall be responsible for conferring all parties necessary to resolve unanticipated issues or requirements that might occur during the course of the solicitation.

9.4 Memorandum of Understanding

The execution of a Memorandum of Understanding (MOU) shall be required prior to the release of any student level data by the Mississippi Department of Education. Failure to adhere to the provisions of the MOU may result in termination of the contract and/or may result in denial of subsequent renewal requests.

9.5 Ethics

In compliance with State law, a Contractor who is employed by a public entity agrees to make arrangements with his/her employer to take the appropriate leave (annual, professional, compensatory, etc.) during the period of service covered by this contract. Contractor also agrees not to utilize resources of the public employer to perform the services pursuant to this contract.

Prior to execution of this contract, Contractor must submit to the MDE a Certification (on the MDE form) executed from his/her employer whereby the public employer acknowledges that it is aware of its employee working for the MDE.

9.6 Termination in Event of Employment

Contract shall be terminated immediately if Contractor becomes an employee of the MDE and is only subject to payment of services prior to effective date of employment at the MDE.

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Appendix A – Proposal Cover Sheet

Company/Name: ____________________________________________________ Proposals must be submitted as directed in the Proposal Submission Requirements on or before the submission deadline specified in the solicitation.

Company Representative and Title Mailing Address

City, State, Zip Telephone:

E-Mail Address:

Please identify the Office/Branch which will provide services for the MDE if different from above:

1. Are you currently registered as a Supplier in MAGIC? ____YES ____ NO

2. If known, what is your supplier number? ______________

3. Are you currently registered with PayMode? ____YES ____ NO

4. Are you a minority owned company? ____YES ____NO

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

• That the Offeror will perform the services required at the prices stated in their proposal.

• That the pricing submitted will remain firm for the contract term.

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

• That the company is licensed or authorized to provide the proposed services in the State of

Mississippi.

• The Offeror indicates and is in agreement with the Standard Terms and Conditions as set forth above. If the Offeror objects to any of the Standard Terms and Conditions, the objection may be considered as an adequate cause for rejection without further negotiations.

• The State of Mississippi utilizes the Mississippi Accountability System for Government Information and Collaboration (MAGIC) system to manage contracts. Additionally, electronic payments are issued through an electronic portal called PayMode. In order to do business with the State of Mississippi, all Suppliers must be registered with both systems. By submitting a proposal, the Offeror certifies it is registered with both systems and if not already registered, will do so within seven (7) business days of being notified by the MDE that it has been awarded a contract.

Authorized Signature: _________________________________ Date: ___________

Contact Person and Title Telephone Number Email Address Physical Address City, State, Zip Mailing Address City, State, Zip http://www.paymode.com/mississippi

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Appendix B – Standard Terms and Conditions

Certain terms and conditions are required for contracting. Therefore, the Offeror shall assure agreement and compliance with the following standard terms and conditions. If the Offeror has an exemption with any clause below, please provide an explanation on Appendix C.

1. ACKNOWLEDGMENT OF AMENDMENTS

Offerors shall acknowledge receipt of any amendment to the RFP in writing. The acknowledgement shall be signed and submitted as an attachment to the proposal. Each Offeror shall submit a written acknowledgement of every amendment to the MDE on or before the submission deadline.

2. ACCEPTANCE PERIOD

The electronic copy of the response proposal shall be signed and submitted as required in the instructions provided in the solicitation no later than the time and date specified for receipt of responses. Timely submission of the response is the responsibility of the Offeror.

3. ACCESS TO RECORDS

Contractor agrees that the MDE, or any of its duly authorized representatives, at any time during the term of this agreement, shall have access to, and the right to audit and examine any pertinent books, documents, papers, and records of Contractor related to Contractor’s charges and performance under this agreement. Such records shall be kept by Contractor for a period of three (3) years after final payment under this agreement, unless the MDE authorizes their earlier disposition. Contractor agrees to refund to the MDE any overpayment disclosed by any such audit. However, if any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of 3-year period, the records shall be retained until completion of the action and resolution of all issues which arise from it.

4. ANTI-ASSIGNMENT/SUBCONTRACTING

Contractor acknowledges that it was selected by the State to perform the services required hereunder based, in part, upon Contractor’s special skills and expertise.