IFB-3160007702-2025.pdf

INVITATION FOR BIDS

IFB RFx Number: 3160007702

Laboratory Service for Drinking Water Analysis (Radiological, SOC, Asbestos)

Issue Date: October 27, 2025

CLOSING TIME AND DATE

Bids must be received before:

4:00 pm CST, November 26, 2025

BID COORDINATOR

MSDH Procurement

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

GENERAL INSTRUCTIONS

Section 1 - Background, Authority, and Purpose

The Mississippi State Department of Health (hereinafter "Agency") has issued this solicitation for the purpose of soliciting sealed bids from qualified laboratories to provide analytical services from a private laboratory for the analysis of the Radionuclides (Gross Alpha, Radium-226, Radium-228, and Uranium), the Synthetic Organic Contaminants (SOC) group including dioxin and PCB Method 508A, and the inorganic analyte Asbestos in accordance with the Safe Drinking Water Act primary drinking water standards. The Agency wants assistance to do this regulatory required analyses for the public water systems within the state as the Mississippi Public Health Laboratory is not certified to perform these analyses under the EPA approved methods. The Contractor will do this analysis on a sampling schedule set by the agency for the water systems within the state. The goal of this project is to have these analyses performed in a timely matter to ensure continued compliance for all the state's public water system that these SDWA provisions apply to.

The purpose beyond this analysis is that MS Code statute mandate that MSDH provide all necessary water quality analysis for PWSs to comply with the SDWA. Per Code of Federal Regulations, all community public water systems under the National Primary Drinking Water Regulations must routinely monitor for Radionuclides. This contract will allow for this required activity to occur as necessary.

Section 2 - Timeline

Invitation for Bid Issue Date: October 27, 2025

Request for Reconsideration: November 3, 2025, 4:00pm

Questions and Requests for Clarification to Agency Deadline:

November 4, 2025, 4:00pm

Anticipated Posting of Written Answers to Questions:

November 7, 2025, 5:00pm

Bid Package Submission Deadline: November 26, 2025, 4:00pm

Anticipated Bid Opening: 12/01/2025 at 4:00 pm

Anticipated Date of Notice of Intent to Award:

December 2, 2025

Anticipated Contract(s) Effective Date/Services Begin:

January 7, 2026, 10:00am

Section 3 - Contact and Questions/Requests for Clarification

3.1 Bidders must carefully review this solicitation, the contract, risk management provisions, and all attachments for defects, questionable, or objectionable material. Following review, vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the questions and requests for clarifications, vendors shall submit any such question through the Question & Answer section of this IFB on the Agency's OpenGov Procurement portal by the deadline reflected in Section 2. All questions and requests for clarifications must be directed through the Agency's portal.

3.2 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 Agency's OpenGov Procurement portal and released as an addendum to the IFB by the date and time reflected in Section 2.

3.3 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 addendum. 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 addendum to the bid document.

3.4 All vendor communications regarding this IFB must be directed through the Agency portal or to the designated Bid Coordinator. 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 the State.

3.5 No Pre-Bid Conference, Tour, or Site Visit will be held for this IFB.

3.6 Acknowledgement of Amendments: Should an amendment to the IFB be issued, it 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 any 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 Bidder must provide a signed Acknowledgements of IFB Amendment(s), Questions and Answer document(s), and/or Summary of Pre-Bid Conference, Tour, or Site Visit, if any were issued/posted on the Mississippi Contract/Procurement Opportunity Search Portal website and the agency's website.

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

Section 4 - Scope of Work

4.1 Scope of Services To Be Performed:

Overall

The private laboratory will provide analytical services to specified community public water systems in the state of Mississippi. This service includes the analysis of the groups of analytes classified a synthetic organic chemicals (SOC), Radionuclides (Gross Alpha, Radium-226, Radium-228, and Uranium), including dioxin and PCB Method 508A, and the inorganic analyte Asbestos utilizing EPA approved drinking water methods. It is anticipated that approximately 400 samples will require SOC analysis, 815 samples will require Radionuclide Analysis (Gross Alpha, Radium-226, Radium-228, and Uranium), and 40 samples requiring analysis for Asbestos This list of entry points for analysis will be provided via electronic spreadsheet to the contract awardee. The private laboratory must show that all proficiency tests have been passed, provide demonstration of capability (DOC) for each method, provide last two NELAC or other EPA recognized certifying entity audit reports (to include certification status), documentation of the most recent method detection limit study for each method, the most recent version of the Laboratory's Quality Manual and provide one representative data package for each method and for all methods proposed by the private laboratory or any subcontractor used by the private laboratory: As results of PT Studies are reported, the PT Provider(s) will provide copies of the reports to MSDH. These and any documents required for certification must be provided on an annual basis or immediately upon a status change in certification. The private laboratory will provide results to MSDH for all analyses within forty-five days of receipt. MSDH must be notified of receipt of specific samples within three days of receipt so that MSDH staff can contact water systems that have not monitored according to schedule. The private laboratory will provide all analytical data to the Bureau of Public Water Supply in electronic and hard copy format.

Electronic reports must be in a .CSV spreadsheet that, at a minimum, contains Water System Name, System ID Number, and Treatment Facility ID with descriptions, method number, collection data, results, and unit of measure. Electronic delivery of sample results must be eDWR format, which is XML based, and Scheme validated. Results must also be digitally signed with a modern Digital Signature Algorithm (DSA) and public key verified by the MSDH in advance. This format will be suitable for import directly into the SDWIS/STATE (Release 3.33) database tables. Final reports should at a minimum contain: report title, lab contact information, report number, client contact information, sample identification, sample collection date and time, sample receipt date and time, sample prep/analysis date and time, analyst initials, test method and notation identifying any method deviations, test result, test reporting units, calculated sample uncertainty if applicable, minimum detectable limit documentation for each analyte, signature and title of person(s) authorized to release final results, notation of results that did not meet NELAC or other EPA recognized certifying entity acceptance requirements, notation of results whose values are reported outside of quantitation limits, and indicator of results that are less than detection limits.

The private laboratory will provide all sampling materials needed and will ship sampling kits to the individual water systems and provide return shipping labels for kits to be returned to the private laboratory. MSDH expects to receive scanned, completed copies of chain of custody forms within one week of receipt of samples at contract laboratory.

Reporting

All unreportable/rejected samples (due to contractor, collector/submitter, or commercial shipper negligence, actions, or inactions), and then the contractor must ship a replacement kit to the PWS. Immediately, email MSDH, water.soc@msdh.ms.gov of all replacement sample kit shipments caused by the PWS collector/submitter. Subject line of email message must include "SOC resample caused by PWS" along with the 7-digit PWS ID number (MS0123456).

Report all results to MSDH within 45 business days of sample receipts. Results provided shall be in the database or spreadsheet format to allow for review and sorting capabilities. Alternatively, the contractor may grant the department access to its sample portal, where water quality analysis results can be exported for data analysis needs.

Email each invoice to water.invoices@msdh.ms.gov with attached reported batches of associated sample results.

Email all sample results regarding the SOC samples to water.soc@msdh.ms.gov with the subject line "SOC Results"

Shipping

Provide written collection and shipping instruction that clearly specify the scheduled sample collection week to the systems. Sample monitoring will be based on the population and current monitoring schedules assign by the agency for the individual water system.

Pay for all shipping costs for sampling kits sent to the individual PWSs, and kits will include prepaid shipping labels for return shipping to the contractor.

Package the MSDH cover letter, pre-filled COC document (with key information), sample instructions, custody seals, sample labels, sample vials/bottles, bag for ice, ice chest/shipping container, and prepaid return shipping label.

4.2 Contractor Responsibilities:

The Contractor shall:

• Assign a Contractor Account Representative to work directly with the Contracting Agency Representative and/or Program Representative.

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

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

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

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

mailto:water.rad@msdh.ms.gov mailto:water.invoices@msdh.ms.gov mailto:water.rad@msdh.ms.gov

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

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

• Abide by all State and/or agency policies, procedures, ordinances, and/or laws pertaining to the Contracting Agency’s operation at all times, including but not limited to the items listed above.

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

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

Contractors shall also:

• Administer and maintain all employment and payroll records, payroll processing, and payment of payroll checks and taxes, including the deductions required by state, federal, and local laws such as social security and withholding taxes for their business and employees;

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

• Perform a background check and/or drug screening prior to placement if requested by the Contracting Agency and verify and/or provide the results; and,

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

Drinking Water Analysis for Radionuclides, SOC, and Asbestos:

A private laboratory is needed to provide analytical service to specified community and non-transient, non-community public water systems in the state of Mississippi. The services include the analysis of two major analyte groups including Radionuclides (Gross Alpha, Radium-226, Radium-228, and Uranium), Synthetic Organic Chemicals (SOC) including dioxin and PCB Method 508A, and the inorganic analyte Asbestos utilizing EPA approved drinking water methods. There are approximately 2,200 entry points subject to monitoring with the following breakdown for the contract period on an annual basis of 700 Radionuclides samples, 250 SOC samples, and 40 Asbestos sample. The private laboratory must show that all proficiency tests have been passed, provide demonstration of capacity (DOC) for each method, provide last two NELAC or other EPA recognized certifying entity reports (to included certification status). We require samples results to submitted using both of the following - Electronic format is a .CSV spreadsheet that, at a minimum, contains Water System Name, System ID number, and Treatment Facility ID with descriptions, method number, collection date, results, and unit of measure. - Electronic delivery of samples results must be eDWR format, which is XML based, and Scheme validated. Results must also be digitally signed with a modern Digital Signature Algorithm (DSA) and public key verified by the MSDH in advance.

NOTE: DSA keys can be generated and files uploaded at https://filesign.mswater.us/

The purpose of this contract is to establish laboratory services with an Environmental Protection Agency approved laboratory for Safe Drinking Water Act water quality analysis for the state's public water systems. The analysis requested involves national primary drinking water standards for two major groups of analytes and one non-organic analyte. The groups include Radionuclides (Gross Alpha, Radium-226, Radium-228, and Uranium), the Synthetic Organic Contaminants (SOC) group including dioxin and PCB Method 508A, and the inorganic analyte Asbestos. The analysis for these particular contaminants cannot be performed by the Mississippi Public Health Laboratory as it is not certified to perform this analysis. These analyses are required for public water systems under the Safe Drinking Water Act.

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.

https://filesign.mswater.us/

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 All bids which are determined to be responsive, responsible, and/or acceptable will continue on to the price bid or cost evaluation. The lowest cost bid will receive the maximum 100 points allocated to cost. The point allocations for cost on the other bids will be evaluated according to the following formula: Price of the lowest responsive and responsible bid divided by the price of the responsive and responsible bid being rated times the maximum 100 points allocated for cost equal the awarded points.

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

Section 6 - Minimum Bidder Qualifications

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 5 years.

6.2 Required Certification, Accreditation, and/or Licenses:

Contractor shall provide notarized copies of all valid licenses and certificates required for performance of the work. The notarized copies shall be delivered to the agency no later than ten days after Contractor receives the Notice of Intent to Award from the agency. Current notarized copies of licenses and certificates shall be provided to the agency within twenty-four hours of demand at any time during the contract term. Contractor must possess and maintain the minimum vendor certifications, accreditations, and/or licensures described in this IFB, by way of illustration and not limitation, the following:

A. Potential Laboratory must be an EPA approved Laboratory

B. Laboratory must be certified in EPA approved methods for synthetic organic chemical analysis for analytes in that group.

6.3 Financial Stability or Solvency:

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

Agency to access the financial stability or solvency of the vendor, such as financial statements, credit ratings, a line of credit, or other financial arrangements sufficient to enable the vendor to be capable of meeting the requirements of this IFB.

6.4 Budget:

No estimated budget is stated for this IFB.

6.6 Ability to Perform:

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

Evaluation of the bidder’s qualifications shall include:

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

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

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

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

Section 7 - Duration

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about 12/1/2025 and to end on 11/30/2030. The agency reserves the right to renew the contract for up to 1 additional year periods at the sole discretion of the Agency.

Section 8 - Bid Submission Requirements

8.1 Submission Format:

Bid Cover Sheet - Attachment A* Please download the below documents, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/137708/955becf7-248c-4871-8246-8b6aaa380698_Attachment_A.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OVLRJZF5%2F20251024%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251024T191046Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEKr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCFzPFGphVlxpv7kV0FMryy249N9XmJQzTO5t8Mol5CowIhAL%2B7cXpeuwO3dNGGyz0NaPJfw16%2BRwZMCe8aJ0KK%2FBsaKoUFCGMQAhoMODkyMzY0Njg3NjcyIgzxBJxTZn23w0AiTfMq4gR611WrybeL73nrF64vP0EplzFqRL3NWlmSVd3Kic9ZK6ZjCBKf5T2vUFrjEIbhKfl%2Fp%2Fqh13zvHd8ap50ca45cFopPjIubESP4NvhP5iECujG0C5%2Bm7qVRr%2F8cbRBa%2FO18OJ%2F0LfdaCNwoJd2c8IJuiD%2FnzAoSzzhcY7F6OoeQoXmytBvW3XaaYyHFl8%2BhXyYQKd%2FcJDaYr30Yoqr%2BUohb1B9kE9yuhc%2Bn0N3o9ZDe%2B3EFiQE6YMmEBTd4YjoCWlobyHP%2Fls0Tr3567Ns5CvObxbE%2FZW6x8WiV7B2A7u5JUzYxVoajH%2BDuWCU6FvuYl3w7vVVWPEAhH4aQ53i2CCjpjXz6W9r5FBLxQAzQf%2BS3V5DceILwV%2BaJNqfWlMbqZIqm6I%2Fy%2F4iNNDt5FY6ulRg0qyl%2F0X8wuvzeWxAScwK%2F9iPqDb7BZuGOdGV%2Fb1HMfnWRqE1igYn1puFpPXJ3HrwODc6SiPNVCaMocwPxNlEcjVBzIsKX5XgN%2BV%2FXOYezKJJSxnkxax3NkfLYgROPA99%2FY6lqJsUW9wKhJ91UfdOIFDQjRpFm65lgDtu2xkz7Xw5mx78U8Y0XOhlydeI6bD7Fe5D%2B06wM91bi3CwzU1X00dRx3QJX1oDIhVQVChx1EHrBIQIAW0J%2BmanACyzbQxDKb0NsvkUjzsv%2Fs%2FZKegDmJVVFzvKUZ1kpmbxGpmXtt2vtikwSe%2BDBMlnbN9UMa%2FaP0b3b2uDh%2F%2FN4sFbCF9VEjuCXG5Z54qC7RPJX2isXJieqy%2BMGV8LDHTfJd%2F4YaxHzystbOKvu77imCCFxVgZTWeAWMOb37scGOpgBhcobZ3C4XN21kQSR0PvJcVtdGw8SnbvzR1vvvQEZA9IGZTpZn87pq2pvYiMoy84e2ojV76ld8hF8xYD%2FmCA26cAlKq4q2o8d4fHek4Q6XhVaXgbDIBrnjB6OspaG3s7rTDg6%2FkCbVoZmpltUDmNySyxUlFB9L1SBPx0Dd4yPSp8V9eI6652Y%2FRjjwmER5G4vCVoCpB2t9Ts%3D&X-Amz-Signature=bc7d66ea55e9e2099746736ff257c825172c04740fa22dd7b92643871bd20dd4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_A.docx%22&x-id=GetObject

☐ Yes ☐ No

*Response required

When equals "Yes"

IFB Exceptions - Attachment F* Please download the below documents, complete, and upload.

• Attachment_F.docx

*Response required

Conflicts of Interest:

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

Please provide each entry in the following format:

MSDH Program or Agreement/Contract Name #1

• Dollar Amount

• Contract Beginning Date

• Contract Ending Date

*Response required

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

*Response required

Governing Body or Project Staff Affiliations* Are any members of the governing body or project staff also MSDH employees, MSDH Board Members, or spouses, parents, or children of MSDH employees?

☐ Yes ☐ No

*Response required

When equals "Yes" https://government-project.s3.us-west-2.amazonaws.com/137708/e63c5793-84a3-43d8-bea9-367b37b07d58_Attachment_F.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OVLRJZF5%2F20251024%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251024T191046Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEKr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCFzPFGphVlxpv7kV0FMryy249N9XmJQzTO5t8Mol5CowIhAL%2B7cXpeuwO3dNGGyz0NaPJfw16%2BRwZMCe8aJ0KK%2FBsaKoUFCGMQAhoMODkyMzY0Njg3NjcyIgzxBJxTZn23w0AiTfMq4gR611WrybeL73nrF64vP0EplzFqRL3NWlmSVd3Kic9ZK6ZjCBKf5T2vUFrjEIbhKfl%2Fp%2Fqh13zvHd8ap50ca45cFopPjIubESP4NvhP5iECujG0C5%2Bm7qVRr%2F8cbRBa%2FO18OJ%2F0LfdaCNwoJd2c8IJuiD%2FnzAoSzzhcY7F6OoeQoXmytBvW3XaaYyHFl8%2BhXyYQKd%2FcJDaYr30Yoqr%2BUohb1B9kE9yuhc%2Bn0N3o9ZDe%2B3EFiQE6YMmEBTd4YjoCWlobyHP%2Fls0Tr3567Ns5CvObxbE%2FZW6x8WiV7B2A7u5JUzYxVoajH%2BDuWCU6FvuYl3w7vVVWPEAhH4aQ53i2CCjpjXz6W9r5FBLxQAzQf%2BS3V5DceILwV%2BaJNqfWlMbqZIqm6I%2Fy%2F4iNNDt5FY6ulRg0qyl%2F0X8wuvzeWxAScwK%2F9iPqDb7BZuGOdGV%2Fb1HMfnWRqE1igYn1puFpPXJ3HrwODc6SiPNVCaMocwPxNlEcjVBzIsKX5XgN%2BV%2FXOYezKJJSxnkxax3NkfLYgROPA99%2FY6lqJsUW9wKhJ91UfdOIFDQjRpFm65lgDtu2xkz7Xw5mx78U8Y0XOhlydeI6bD7Fe5D%2B06wM91bi3CwzU1X00dRx3QJX1oDIhVQVChx1EHrBIQIAW0J%2BmanACyzbQxDKb0NsvkUjzsv%2Fs%2FZKegDmJVVFzvKUZ1kpmbxGpmXtt2vtikwSe%2BDBMlnbN9UMa%2FaP0b3b2uDh%2F%2FN4sFbCF9VEjuCXG5Z54qC7RPJX2isXJieqy%2BMGV8LDHTfJd%2F4YaxHzystbOKvu77imCCFxVgZTWeAWMOb37scGOpgBhcobZ3C4XN21kQSR0PvJcVtdGw8SnbvzR1vvvQEZA9IGZTpZn87pq2pvYiMoy84e2ojV76ld8hF8xYD%2FmCA26cAlKq4q2o8d4fHek4Q6XhVaXgbDIBrnjB6OspaG3s7rTDg6%2FkCbVoZmpltUDmNySyxUlFB9L1SBPx0Dd4yPSp8V9eI6652Y%2FRjjwmER5G4vCVoCpB2t9Ts%3D&X-Amz-Signature=03140120ac455ba7fd9358470eaf302b19747c4ae80d919846e6614f7554b0c5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_F.docx%22&x-id=GetObject

Governing Body or Staff Affiliations - Explanation* You have indicated that one or more members of your governing body or project staff are also MSDH employees, MSDH Board Members, or spouses, parents, or children of MSDH employees.

Please provide the following for all such individuals:

• Name of Individual

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

• Applicable position held with MSDH

*Response required

When equals "Yes"

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

☐ Yes ☐ No

When equals "Yes"

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

☐ Yes ☐ No

*Response required

When equals "Yes"

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

☐ Yes ☐ No

*Response required

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

☐ Yes ☐ No

*Response required

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

☐ Please confirm

*Response required

Additional Information:

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

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

☐ are ☐ are not *Response required

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

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

☐ are ☐ are not *Response required

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

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

☐ have ☐ have not *Response required

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

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

☐ have ☐ have not *Response required

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

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

☐ have ☐ have not *Response required

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

☐ Yes ☐ No

*Response required

Audit Status / Fiscal Responsibility* Does the applicant receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133)?

☐ Yes ☐ No

Most Recent Audit* What is the most recent fiscal year for which this audit was completed?

*Response required

When equals "Yes"

Report Findings* Were there any audit findings in the most recent report?

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

☐ Yes ☐ No

*Response required

When equals "Yes"

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

*Response required

When equals "Yes"

Explanation or Other Information (yes)* Please provide any additional information around your Audit Status that you feel is necessary here. This includes an explanation regarding any audit findings in your most recent audit.

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

*Response required

When equals "No"

No Annual Audit* You have stated that the applicant does not receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133).

Please select the option which best fits the reason why.

☐ Non-Profit Entity (under Federal Funding Threshold) ☐ For Profit Entity ☐ Other

When equals "No"

No Annual Audit - Other* If you selected "Other" in the previous question regarding why you do not receive an annual audit in accordance with Uniform Guidance §200.514 (formerly A-133) please specify here.

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

*Response required

W9* Upload a copy of your current W9 here.

*Response required

8.2 Submission Requirements:

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

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

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

8.2.4 The time and date of receipt will be indicated on the electronic bid when submitted through the Agency's OpenGov Procurement portal.

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

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

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

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

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

8.2.10 Any bidder claiming that its response contains information exempt from the Mississippi Public Records Act (Miss. Code Ann. §§ 25-61-1 et seq. and 79-23-1), shall segregate and mark the information as confidential and provide the specific statutory authority for the exemption.

RELEASE OF BID, PROPOSAL or QUALIFICATION AS PUBLIC RECORD* RELEASE OF BID, PROPOSAL or QUALIFICATION AS PUBLIC RECORD

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

OPTION ONE:

____ Along with a complete copy of its bid, proposal or qualification, bidder or offeror has submitted a second copy of the bid, proposal or qualification in which all information bidder or offeror deems to be confidential commercial and financial information and/or trade secrets is redacted in black. Bidder or Offeror acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the PPRB OPSCR Rules and Regulations if the Agency or the Public Procurement Review Board determine redactions were made in bad faith in order to prohibit public access to portions of the bid, proposal or qualification which are not subject to Mississippi Code Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1. Bidder or Offeror acknowledges and agrees that MSDH may release the redacted copy of the bid, proposal or qualification at any time as a public record without further notice to bidder or offeror. A bidder or offeror who selects this option but fails to submit a redacted copy of its bid, proposal or qualification may be deemed non-responsive.

OPTION TWO:

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

In addition to the complete unredacted version of the bid, if applicable the bidder shall also submit a copy of the bid with information the bidder deems confidential commercial and financial information and/or trade secrets in accordance with Mississippi Code Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1 redacted in black ink.

By submission bidder acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the PPRB OPSCR Rules and Regulations if the MSDH or the Public Procurement Review Board determine redactions were made in bad faith in order to prohibit public access to portions of the bid which are not subject to Mississippi Code Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1.

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

☐ Option One (1) ☐ Option Two (2) *Response required

Agreement to Contract Terms and Conditions* Bidder or Offeror has read and agrees to all terms and conditions as listed in Attachment G, Example Contract.

Failure to agree the terms and conditions of the attachment will result in disqualification of bid.

☐ Agree ☐ Disagree *Response required

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.

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

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.

Section 12 - Insurance

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

12.1.1 Liability

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

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

12.1.2 Workers’ Compensation

The Contractor shall take out and maintain, during the life of the Contract, workers’ compensation insurance for all employees employed under the Contract in Mississippi. Such insurance shall fully comply with Mississippi Workers’ Compensation Law. In case any class of employees engaged in hazardous work under the Contract at the site of the project is not protected under the Workers’ Compensation Statute, the Contractor shall provide adequate insurance satisfactory for protection of his or her employees not otherwise protected.

On or before beginning performance under the Contract and on an annual basis thereafter, the Contractor shall furnish to DOM certificates evidencing such insurance is in effect.

Section 13 - Bid Opening

Bid opening will be open to the public; however, this will include opening, reading, and listing the name of each bidder and the bid price of each bid only. No discussions will be entered into with any bidder as to the quality or provisions of the specifications and no award will be made either stated or implied at the bid opening.

Section 14 - Award Notification

Award(s) for this procurement will be posted on the Agency's OpenGov Procurement portal. Bidders will be notified via e-mail of the awards. Additionally, a letter will be sent to all bidders.

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 Preparing Bid:

The agency accepts no responsibility for any expense incurred by any bidder in the preparation and presentation of a bid. Such expenses shall be borne exclusively by the bidder.

15.4 Independent Price Determination:

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

https://procurement.opengov.com/portal/msdh

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 Preparing Bid

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

15.4. Certification of Independent Price Determination

By submitting a bid, proposal or qualification, the bidder or offeror certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other bidder or offeror or competitor for the purpose of restricting competition.

15.5. 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.

15.6. 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.