IFB RFX 3160008187 PROFESSIONAL NURSING SERVICES PVL 2026 FINAL.pdf

INVITATION FOR BIDS

IFB No. 2026-01 RFx: 3160008187

Preapproved List of Vendors for Professional Nursing Services

Mississippi Department of Finance and Administration Office of Statewide Strategic Sourcing

501 North West Street, Suite 1300 Jackson, Mississippi 39201

Issue Date:

August 4, 2026

Closing Date:

September 10, 2026, at 5:00 pm CDT

Contact:

Laura Furdge April Burns

PVLs@dfa.ms.gov

Invitation for Bids for Professional Nursing Services PVL Table of Contents

Section 1. Solicitation Information

1.1. Authority

1.2. Purpose

1.3. Timeline

1.4. Questions or Requests for Clarification

1.5. General References Throughout the IFB

1.6. Acknowledgment of Amendments

1.7. Attachments to the IFB

1.8. Restrictions on Communication with PPRB and DFA Staff

1.9. Cancellation of Solicitation or Rejection of Individual Bids

Section 2. Scope of Services and Requirements

2.1. Scope of Services

2.2. Contract Deliverables

2.3. Detailed Scope to be Provided by Contracting Agency

2.4. Geographic Regions

2.5. Duration of Services to be Provided

2.6. Bid Prices

2.7. Insurance Requirements

2.8. Contract Terms and Conditions

2.9. Removal from PVL

Section 3. Bid Submission and Bid Opening

3.1. Bid Submission Format

3.2 Bid Submission Requirements

3.3. Expenses Incurred in the Procurement Process

3.4. Independent Price Determination

3.5. Withdrawal of a Bid

3.6. Debarment

3.7. Registration with the Mississippi Secretary of State

3.8. Note to Agencies and Vendors

3.9. Minor Informalities and Irregularities

3.10. Contract Rights

3.11. Property Rights

Section 4. Bid Evaluation and Award

4.1 Minimum Vendor Qualifications to be Deemed Responsible

4.2 Basis for Award

4.3. Award Notification

4.4. Reconsideration of the Solicitation

4.5. Rolling Awards

ATTACHMENT A: Regional Map ATTACHMENT B: Bid Cover Sheet ATTACHMENT C: Bid Form ATTACHMENT D: Certifications & Assurances ATTACHMENT E: Release of Bid as Public Record ATTACHMENT F: Sample Contract

Section 1. Solicitation Information

Section 1. Solicitation Information

1.1. Authority

The Public Procurement Review Board (PPRB) may establish a preapproved list of providers of various personal and professional services at set prices, under which State Agencies may contract without bidding or prior board approval. Miss. Code Ann. § 27-104-7(2)(i).

1.2. Purpose

The Office of Statewide Strategic Sourcing (OSSS), a division of the Mississippi Department of Finance and Administration (DFA), on behalf of the PPRB, seeks to establish a Preapproved Vendor List (PVL) for Professional Nursing Services. This list will be available to State Agencies under the PPRB’s purview (Contracting Agencies). OSSS invites bids from qualified agencies providing Professional Nursing Services (Vendors) for placement on the PVL. Once established, Contracting Agencies may select and contract with Vendors from the list without individual procurement.

Attachment A divides the State into eight geographic regions for which Vendors may submit bids.

Vendors will be recommended for placement on the PVL as described in Section 4 of this IFB.

Vendors placed on the PVL must agree to provide services as needed to all authorized Contracting Agencies within the geographic limits of the Region(s) for which it is placed on the PVL under the prices, terms, conditions, and specifications as described in this Invitation for Bids (IFB) for a five-year term. Multiple Vendors may be listed per Region. Placement on the PVL does not guarantee contract awards.

Contracting Agencies may select any Vendor from the PVL in the relevant region at their discretion. Agencies are not required to contact Vendors in any specific order, although they are encouraged to consider price and qualifications. Agencies may choose a Vendor based on factors such as availability, experience, price, or previous performance. Individual contracting opportunities will be communicated directly by Agencies to the selected Vendor(s) in accordance with the Agency’s needs and procurement requirements.

1.3. Timeline

IFB Issue Date: August 4, 2026

Questions and Requests for Clarification Due: August 18, 2026, at 5:00 pm CDT

Anticipated Posting of Answers to Questions: August 24, 2026

Bid Package Submission Deadline: September 10, 2026, at 5:00 pm CDT

Bid Opening: September 11, 2026

Anticipated Date of the Notice of Intent to Award: October 29, 2026

OSSS may post Answers to Questions and issue the Notice of Intent to Award on dates different from those stated above without amending this IFB. All other date changes require a written amendment.

1.4. Questions or Requests for Clarification

Section 1. Solicitation Information

1.4.1. All questions and requests for clarification must be directed by email to Laura Furdge at PVLs@dfa.ms.gov.

1.4.2. Vendors must submit all questions and requests for clarification, including any potential follow-up or contingent questions, by email no later than August 18, 2026, at 5:00 pm CDT. Vendors are responsible for timely delivery. OSSS may not respond to questions received after this deadline.

1.4.3. OSSS is committed to transparency. All questions, requests for clarification, and answers will be published on the DFA website and procurement portal to ensure equal access for all Vendors.

1.4.4. OSSS, DFA, and PPRB will not be bound by any verbal or written information not contained within this IFB unless a written amendment to the IFB is issued.

1.5. General References Throughout the IFB

1.5.1. Any reference to “OSSS,” “DFA,” or the “PPRB” throughout this IFB includes all three entities to the extent relevant.

1.5.2. Unless expressly indicated otherwise, any reference to the “DFA website” refers to the website found at: https://www.dfa.ms.gov/current-solicitations.

1.5.3. Any reference to the “procurement portal” throughout this IFB refers to the website at: https://www.ms.gov/dfa/contract_bid_search/Home/Buy.

1.6. Acknowledgment of Amendments

If an amendment to the IFB is issued, OSSS will post it on the DFA website and procurement portal for all Vendors to view. Vendors must acknowledge receipt of any amendment by signing and returning it with the bid package, identifying the amendment number and date on the bid form, or by email or letter. OSSS must receive the acknowledgment by the bid submission deadline.

Vendors are responsible for monitoring the DFA website for amendments.

1.7. Attachments to the IFB

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

1.8. Restrictions on Communication with PPRB and DFA Staff

Vendors and their personnel may not contact any PPRB member or DFA staff regarding this IFB except for the contact person listed on the cover page.

1.9. Cancellation of Solicitation or Rejection of Individual Bids OSSS may, at its sole discretion, cancel an IFB or reject any or all responses, in whole or in part, if it determines this action is in the State’s best interest.

https://www.dfa.ms.gov/current-solicitations https://www.ms.gov/dfa/contract_bid_search/Home/Buy

Section 2. Scope of Services and Requirements

2.1. Scope of Services

OSSS invites bids for five categories of services, collectively referred to as “professional nursing services.” Bids must be submitted as hourly rates as discussed in Section 2.6. Vendors may bid on one, multiple, or all categories in any region for which they submit a bid.

2.1.1. Nurse Practitioners (NP)

Staff assigned as Nurse Practitioners must meet the following minimum requirements:

2.1.1.1. Master’s Degree in nursing or a Doctor of Nursing Practice doctoral degree;

2.1.1.2. License or certification as a Nurse Practitioner from the State of Mississippi, which is valid, current, and in good standing;

2.1.1.3. Certification as a nurse practitioner by a recognized national certifying body that has established standards for nurse practitioners;

2.1.1.4. Collaboration with one or more physicians to deliver healthcare services with medical direction and appropriate supervision as required by the State of Mississippi (the collaborating physician does not have to be present when services are furnished by the NP);

2.1.1.5. Provides all services in the scope of practice for Nurse Practitioners in the State of Mississippi, as requested by the Contracting Agency or required by the population served by the Contracting Agency;

2.1.1.6. Two years of experience as a practicing Nurse Practitioner;

2.1.1.7. Ability to maintain effective communication with patients, families, and members of the healthcare staff;

2.1.1.8. Ability to provide documentation, prepare reports, and maintain patient records, including computer skills necessary for the same;

2.1.1.9. Ability to participate in defining, interpreting, and implementing standards, policies, and procedures that affect the delivery of nursing care services;

2.1.1.10. Ability to participate in regular in-service;

2.1.1.11. Other Nurse Practitioner skills, as required by the Contracting Agency.

2.1.2. Registered Nurses (RN)

Staff assigned as Registered Nurses must meet the following minimum requirements:

2.1.2.1. High school diploma or GED;

2.1.2.2. Graduation from an accredited nursing program and/or college or university;

2.1.2.3. License or certification as a Registered Nurse from the State of Mississippi, which is valid, current, and in good standing;

2.1.2.4. Two years of experience as a practicing Registered Nurse;

2.1.2.5. Ability to administer prescribed medication and medical treatments following standard nursing procedures;

2.1.2.6. Ability to assess and monitor physical and/or mental conditions of patients;

2.1.2.7. Ability to maintain effective communication with patients, families, and members of the health care staff;

2.1.2.8. Ability to provide documentation, prepare reports, and maintain patient records, including computer skills necessary for the same;

2.1.2.9. Ability to participate in defining, interpreting, and implementing standards,

2.1.2.10. Ability to participate in regular in-service;

2.1.2.11. Other Registered Nurse skills, as required by the Contracting Agency.

2.1.3. Licensed Practical Nurses (LPN)

Staff assigned as Licensed Practical Nurses must meet the following minimum requirements:

2.1.3.1. High school diploma or GED;

2.1.3.2. Completion of an accredited practical nursing program;

2.1.3.3. License or certification as a Practical Nurse from the State of Mississippi, which is valid, current, and in good standing;

2.1.3.4. One year of experience as a practicing Licensed Practical Nurse;

2.1.3.5. Ability to administer prescribed medication and medical treatments following standard nursing procedures;

2.1.3.6. Ability to monitor physical and/or mental conditions of patients;

2.1.3.7. Ability to maintain effective communication with patients, families, and members of the health care staff;

2.1.3.8. Ability to provide documentation, prepare reports, and maintain patient records, including computer skills for the same;

2.1.3.9. Other Licensed Practical Nurse skills, as required by the Contracting Agency.

2.1.4. Certified Nursing Assistants (CNA)

Staff assigned as Certified Nursing Assistants must meet the following minimum

2.1.4.1. High school diploma or GED;

2.1.4.2. License or Certification as a Certified Nursing Assistant from the State of Mississippi, which is valid, current, and in good standing;

2.1.4.3. Six months of experience as a Certified Nursing Assistant in a healthcare setting;

2.1.4.4. Ability to participate in activities with patients;

2.1.4.5. Ability to assist residents in all areas of physical care and hygiene;

2.1.4.6. Ability to perform housekeeping duties;

2.1.4.7. Ability to write non-technical reports and participate in training sessions, including computer skills for the same;

2.1.4.8. Ability to stand for long periods and perform physically demanding tasks, including lifting or repositioning patients;

2.1.4.9. Other Certified Nursing Assistant skills, as required by the Contracting

2.1.5. Personal Care Attendant (PCA)

Staff assigned as Personal Care Attendants must meet the following minimum

2.1.5.1. Eighteen years of age or older;

2.1.5.2. High school diploma or GED;

2.1.5.3. Possess a valid state-issued identification and have access to reliable transportation;

2.1.5.4. Successfully complete any training course required by the Contracting Agency, including passing a scored examination if required;

2.1.5.5. Satisfactorily complete any skills assessment conducted by the Contracting Agency to ensure the attendant’s ability to provide the necessary care safely and appropriately;

2.1.5.6. Demonstrate the maturity, responsibility, and general ability to work well with the specific population the Contracting Agency is seeking Personal Care Attendants to serve;

2.1.5.7. Six months of experience as a Personal Care Attendant;

2.1.5.8. Ability to function independently without constant supervision;

2.1.5.9. Physically and mentally able to perform the job tasks required, including lifting, transferring, and assisting residents in all areas of physical care and hygiene;

2.1.5.10. Have communication and interpersonal skills with the ability to deal effectively, assertively, and cooperatively with a variety of people;

2.1.5.11. Maintain current and active first aid and CPR certification;

2.1.5.12. Be able to carry out and follow verbal and written instructions;

2.1.5.13. Ability to write non-technical reports and participate in training sessions, including computer skills for the same;

2.1.5.14. Other Personal Care Attendant skills, as required by the Contracting

2.2. Contract Deliverables

Once a contract for Professional Nursing Services is executed, the Vendor must:

2.2.1. Provide the required number of qualified, competent, well-trained, drug-free, and appropriately dressed nurses to perform the required duties during the required shifts, seven days a week, including weekends and holidays, as needed;

2.2.2. Accurately describe the required job duties to all professional nursing employees;

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

2.2.4. Designate a contact person for communication with the Contracting Agency who is available 24 hours per day, seven days per week, 365 days per year; at the discretion of the Contracting Agency, the Vendor may designate more than one person to meet this requirement;

2.2.5. Provide a copy of the current license or certification, as applicable, for each contract professional nursing employee assigned to the Contracting Agency. The license or certification shall be provided at the time designated by the Contracting Agency, but no later than when the employee clocks in for his or her first shift at the Contracting Agency;

2.2.6. Ensure that each contract professional nursing employee has annual tuberculosis test results on file and evidence of current cardiopulmonary resuscitation (CPR) certification prior to assigning that employee to any Contracting Agency;

2.2.7. Provide orientation for all contract professional nursing employees before the first assignment to any Contracting Agency, including a competency checklist in oxygen administration, glucose monitoring, medication administration, HIPAA compliance, patient safety, and any information about the facility required by the Contracting Agency;

2.2.8. If requested by the Contracting Agency, arrange for contract professional nursing employees to complete an orientation specific to the Contracting Agency at the time required by the Contracting Agency;

2.2.9. Ensure that contract professional nursing employees fully comply with the Contracting Agency’s policies and procedures, the applicable standards of care, Joint Commission standards, and all applicable regulations as now existing or as may be modified;

2.2.10. 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. It is the sole responsibility of the Vendor to be in compliance with laws or regulations requiring an employer to withhold and/or pay employment-related taxes or other withholdings required by law;

2.2.11. Abide by all ordinances and laws pertaining to the Contracting Agency’s operation and secure all required licenses and permits;

2.2.12. Make all unemployment compensation contributions required by federal and state law and process claims as required;

2.2.13. Ensure that the contract professional nursing employee understands work commitments and reports to work at the time and place specified by the Contracting Agency;

2.2.14. Replace any contract worker(s) or employee(s) not performing to the satisfaction of the Contracting Agency within two hours of a request to do so by the Contracting Agency and at no additional expense to the Contracting Agency;

2.2.15. Perform all services provided in the contract with the Contracting Agency per customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods, and procedures of all government boards, bureaus, offices, and other agencies;

2.2.16. Provide the Contracting Agency with a valid Health Care Staffing Services (HCSS) Certification;

2.2.17. Provide the information required for a Contracting Agency to perform a criminal background check or drug screening of a contract employee, if requested; or alternatively, perform the criminal background check or drug screening and verify the results to the Contracting Agency.

2.2.17.1. If the Contracting Agency requests that the Vendor conduct the criminal background check or drug screening, the Contracting Agency and the Vendor may negotiate a fee for that service. The negotiated fee may not exceed the direct costs to the Vendor to perform the criminal background check or drug screening, including the cost of employee time required to schedule and process the check or screening. The Vendor must provide documentation to the satisfaction of the Contracting Agency regarding the direct costs, and the Contracting Agency and the Vendor must agree to a fixed price for the performance of the criminal background check or drug screening prior to the performance of any such check or screening.

2.2.18. Provide an Abuse Registry Check for all professional nursing staff placed at the Contracting Agency, if requested;

2.2.19. At the request of the Contracting Agency, arrange for a Contracting Agency to interview any professional nursing staff who may be placed at the Contracting Agency for up to one hour, at the Vendor’s expense; and

2.2.20. Certify that all nurse personnel have no adverse finding of abuse or negligent appropriation of abuse.

2.2.21. Vendors must abide by all policies, procedures, and laws pertaining to the Contracting Agency’s operation at all times, including but not limited to:

2.2.21.1. All state facilities are non-smoking; personnel must adhere to this requirement. The use of tobacco products is prohibited except within designated smoking areas.

2.2.21.2. Having any illegal drug or alcoholic beverage in one’s possession while on state property is prohibited. Personnel shall not consume any unlawful or illegally obtained drug or alcoholic beverage while on duty.

2.2.21.3. Personnel should refrain from using foul, abusive, or profane language on state property.

2.2.21.4. Personnel shall not flirt or fraternize with Agency personnel or any visitor at the Agency.

2.2.21.5. Personnel shall not solicit or otherwise interfere with the work of Agency employees.

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

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

2.2.21.8. Personnel are required to sign in and sign out at most state facilities.

Personnel must strictly observe security provisions for all state facilities.

2.2.21.9. Personnel may be required to provide photographic identification for inspection upon entering state facilities or grounds. Employees must wear clearly visible personnel identification badges, visitor badges, or personal identification.

2.2.21.10. Deviations from any of the policies in Section 2.2.21. may be considered grounds for contract termination.

2.2.22. Ensure all personnel providing professional nursing services at the Contracting Agency are up to date on any vaccines required by the Contracting Agency, including, but not limited to, COVID-19 and influenza. Appropriate documentation of the vaccination status of any personnel assigned to the Contracting Agency shall be provided at the request of the Contracting Agency.

2.2.23. At the request of the Contracting agency, execute and comply with a Business Associate Agreement regarding requirements related to the Health Insurance Portability and Accountability Act of 1996.

2.3. Detailed Scope to be Provided by Contracting Agency

When a Contracting Agency selects a Vendor from the PVL for a specific project or need, it will provide a detailed scope and specific work requirements. These will include a description of work activities, deliverables, time frames, and the Contracting Agency’s budget parameters.

2.3.1. The Vendor must maintain a sufficient pool of qualified staff to meet the Agency’s needs within two hours. Vendors must also provide the average number of staff available in each professional nursing service category for which they bid.

2.4. Geographic Regions

Vendors may provide services in any of the eight regions of the State: North Delta, Northeast, South Delta, East Central, Central, Pinebelt, Southwest, and Coastal. Each region will have its own list of Vendors.

2.4.1. A map of the eight regions and a list of the counties in each region are contained in Attachment A.

2.4.2. Bidders may bid to provide services in one or more regions or in all regions.

2.4.3. Bidders may bid on one or more categories of professional nursing staff or on all categories of professional nursing staff in each of the regions for which they intend to submit a bid.

2.4.4. Bidders are not required to bid the same prices or on the same categories of professional nursing services in each region.

2.4.5. By bidding on a region, the bidder certifies it can provide all solicited services throughout the entire geographic region.

2.5. Duration of Services to be Provided

Pending PPRB approval, the PVL is anticipated to take effect on December 2, 2026. Vendors added to the PVL will remain on the PVL until November 30, 2031, unless they are removed pursuant to Section 2.9. Vendors may enter new contracts with Contracting Agencies between December 2, 2026, and November 30, 2029. New contracts may not be entered after November 30, 2029. Any contracts entered into prior to November 30, 2029, may be extended for a period ending no later than November 30, 2031.

OSSS may request PPRB approval for an earlier or later PVL effective date. If approved, all related dates will be adjusted accordingly.

2.6. Bid Prices

Contracts resulting from this Invitation for Bids shall be fixed price. Bid prices shall remain firm, valid, and renewable for five years from the PVL effective date, unless otherwise specified in Section 2.6.2.

2.6.1. Vendors must submit the following hourly rates for each service category they are bidding on.

2.6.1.1. Standard Hourly Rate

The Standard Hourly Rate shall be billed for hours worked between 12:00 am Monday through 11:59 pm the following Friday, which do not qualify for holiday pay, and in which the required work does not qualify for hazard pay.

2.6.1.2. Weekend Hourly Rate

The Weekend Hourly Rate shall be billed for hours worked between 12:00 am Saturday through 11:59 pm the following Sunday, which do not qualify for holiday pay, and in which the required work does not qualify for hazard pay. Any work to be paid at this rate shall be requested and/or approved by the Contracting Agency prior to the hours being worked.

2.6.1.3. Holiday Hourly Rate

The Holiday Hourly Rate shall be billed for hours worked between 12:00 am and 11:59 pm on the following holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. The Contracting Agency shall have the sole discretion to recognize more, but not fewer, holidays than those listed here to be paid at the Holiday Hourly Rate. Any work to be paid at this rate shall be requested and/or approved by the Contracting Agency prior to the hours being worked.

2.6.1.4. Hazard Pay Hourly Rate

The Hazard Pay Hourly Rate shall be billed where the work required by the Contracting Agency involves exposure to hazardous conditions. The Contracting Agency has the sole discretion and authority to define the conditions that will qualify for hazard pay and determine what work, if any, qualifies to be billed at the hazard rate. Any work to be paid at this rate shall be requested and/or approved by the Contracting Agency prior to the hours being worked. Should the Vendor fail to obtain approval for the hazard pay hourly rate prior to the hours being worked, the standard, weekend, or holiday hourly rate applicable to the day and time worked shall be paid.

2.6.1.5. Travel Nurse Hourly Rate

If the Bidder has the ability to provide travel nurses in any of the categories of service, Bidders may bid a separate hourly rate for travel nurses. If no rate is bid for travel nurses, the Bidder will not be eligible to place any staff under a travel nurse rate. The rate for travel nurses will not be considered in determining the bidder’s average bid price, as discussed in Section 4.2.3.

The Bidder is responsible for discussing the available assignment length with the Contracting Agency to determine whether using a travel nurse is a feasible option.

Any hours to be paid at the travel nurse rate must be requested and/or approved by the Contracting Agency prior to the hours being worked.

Contracting Agencies cannot pay for hours not actually worked and therefore cannot guarantee a minimum number of hours. The Vendor bears the risk that the Contracting Agency’s needs regarding the use of travel nurses may change.

2.6.1.6. Standard Rate Applies Unless Bid Otherwise

The standard rate will apply when a Vendor bids on a service category, but does not bid on any specific hourly rate.

2.6.1.6.1. As an example, if a Vendor bids $50.00 for the standard hourly rate and does not bid on the weekend hourly rate, any hours that would have been billed under the weekend hourly rate will be billed at $50.00.

2.6.1.6.2. Section 2.6.1.6 does not apply to the rate for Travel Nurses. Any Vendor placed on the PVL who does not bid a rate for the Travel Nurse Hourly Rate will not be eligible to assign Travel Nurses to any Contracting Agencies.

2.6.1.7. Overtime

Overtime shall be defined as hours in excess of 40 worked by a single individual at the Contracting Agency’s facility in a one-week period. The Contracting Agency shall pay the applicable hourly rate plus a direct reimbursement of costs incurred by the Vendor for the individual NP, RN, LPN, CNA, or PCA due to overtime hours worked.

2.6.1.7.1. As an example, a Vendor bid $50.00 per hour for the standard hourly rate and compensates the nurse $40.00 per hour for standard business hours. Assuming the nurse is paid time-and-a-half by the Vendor for overtime hours worked during standard business hours, or $60.00 per hour, the additional cost to the Vendor is $20.00 per hour. Therefore, the Contracting Agency would pay the Vendor $70.00 per overtime hour worked during standard business hours ($50.00 for the standard hourly rate, plus a $20.00 direct reimbursement to the nurse for the additional overtime).

2.6.1.7.2. To be compensated for additional costs due to overtime work, the Vendor must provide documentation of its direct costs paid to the individual NP, RN, LPN, CNA, or PCA to the reasonable satisfaction of the Contracting Agency.

2.6.1.7.3. For purposes of calculating overtime, the week shall begin at 12:00 am Sunday and end at 11:59 pm the following Saturday, unless the Contracting Agency states otherwise. The Contracting Agency has the sole discretion to determine when the week shall begin for overtime purposes.

2.6.1.7.4. Any work to be paid at an overtime rate shall be requested and/or approved by the Contracting Agency prior to the hours being worked.

Should the Vendor fail to obtain approval for the overtime rate prior to the hours being worked, no overtime compensation shall be paid.

2.6.1.7.5. Hours worked for other employers or at facilities other than the Contracting Agency’s facilities shall not be considered in the determination as to whether overtime compensation is due.

2.6.2. Price Adjustment

At the time of contracting with a PVL Vendor, Contracting Agencies may choose to include the price adjustment clause stated in Section 2.6.2.1. It is not mandatory that Contracting Agencies include this clause in a contract under this PVL. No price adjustment will be allowed in contracts other than by inclusion of the price adjustment clause in Section

2.6.2.1. When preparing bids in response to this IFB, Vendors should assume that no such price adjustment will be allowed.

2.6.2.1. A price adjustment may be allowed in the event of unanticipated market disruptions that render the hourly rates bid by the Contractor in response to Invitation for Bids 2026-01, Preapproved List of Vendors for Professional Nursing Services, no longer viable for the provision of services required by the Contracting Agency. Market disruptions that could precipitate a price adjustment include, but are not limited to, regulatory/licensing changes, public health emergencies, labor shortages, and changes to minimum wage or overtime rules. The Vendor must provide a market analysis of the viability of the originally bid rates and of the rates the Vendor contends would be viable under the current market conditions. The Vendor shall provide any other documentation or information the Contracting Agency requires to support the request for a price adjustment. The Contracting Agency has the sole discretion to determine whether a price adjustment will be allowed, the amount of the price adjustment, and the duration of the price adjustment. Any price adjustment made under this provision should be limited to that required to accommodate the precipitating market disruption. Under no circumstances shall a price adjustment result in the adjusted hourly rate exceeding 110% of the original bid hourly rate. (For example, an originally bid hourly rate of $50.00 could increase to, but not exceed, $55.00 under this clause.)

2.6.3. A Contracting Agency is encouraged, but not required, to contact the lowest-priced Vendor for the professional nursing services needed.

2.7. Insurance Requirements

2.7.1. Each successful bidder shall maintain insurance which, at a minimum, shall include the following types of insurance and coverage limits:

2.7.1.1. Workers’ Compensation as required by the laws of the State of Mississippi;

and,

2.7.1.2. Comprehensive General Liability or Professional General Liability with minimum limits of $1,000,000.00 per occurrence; and,

2.7.1.3. Employee Dishonesty Insurance or Fidelity Bond Insurance with third-party liability coverage and with minimum limits of $100,000.00.

2.7.1.4. Professional Nursing Insurance if required by the Contracting Agency.

2.7.2. All insurance policies will list the State of Mississippi as an additional insured, and upon request, the Vendor will provide copies of any insurance documentation to the Contracting Agency and/or the Mississippi Department of Finance and Administration.

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

2.7.4. The Contracting Agency reserves the right to request certificates of insurance directly from the Vendor’s insurance carrier regarding the required coverage.

2.7.5. Agencies may require greater limits and will negotiate with Vendors regarding the same.

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

2.8. Contract Terms and Conditions

Following the establishment of a list of preapproved vendors for professional nursing services, Contracting Agencies will primarily use a contract substantially similar, if not identical, to the sample contract in Attachment F of this IFB. By submitting a bid, Vendors acknowledge their willingness to enter into such contracts without substantial revision.

2.8.1. The scope requirements in this IFB, the hourly rate bid in response to this IFB, and the contract clauses required to be included in contracts for personal and professional services pursuant to Appendix C of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations are fixed and non-negotiable.

2.8.2. Any contract resulting from this IFB will be for an indefinite quantity of hours to be furnished as requested by the Contracting Agency for fixed hourly rates. Contracting Agencies cannot guarantee any Vendor a minimum number of hours. Contracting Agencies will pay only for hours worked at the Contracting Agency's request.

2.8.3. At the sole discretion of the Contracting Agency, the following requirements may be included in contracts under this PVL, if the Contracting Agency determines that including such requirements is in the best interest of the State:

2.8.3.1. Vendors contracting under this PVL are prohibited from recruiting any professional nursing staff at the Contracting Agency’s facility for employment with the Vendor. The prohibition on recruiting applies whether the professional nursing staff are employees of the Contracting Agency, contract workers, independent contractors, or employees assigned by another staffing agency providing professional nursing staff at the Contracting Agency’s facility.

2.8.3.2. A person assigned to a Contracting Agency’s facility under this PVL may only be assigned to that facility by the Vendor who initially placed the person with the Contracting Agency. That person may not be assigned to the particular facility by another Vendor providing professional nursing services to the Contracting Agency. The Contracting Agency has the sole discretion to waive this requirement when the Contracting Agency determines that doing so is in the best interest of the State.

2.8.3.3. Vendors must require all professional nursing staff assigned to the Contracting Agency to sign in and sign out of their shift using a standard timesheet provided by the Contracting Agency. It is the responsibility of the Vendor to ensure the time sheet is appropriately completed and approved by the shift supervisor at the Contracting Agency. Contracting Agencies may refuse to pay for hours in which the Vendor failed to ensure that the time sheet was properly completed by the professional nursing staff and approved by the appropriate supervisor during the shift.

2.8.3.4. Vendors must agree to cooperate with the Contracting Agency in any reasonable efforts to prevent fraud, waste, or abuse; in any investigations regarding alleged negligence or intentional misconduct by professional nursing staff assigned to the Contracting Agency by the Vendor; or in any other endeavor the Contracting Agency may undertake to protect the integrity of the services requested, provided, and to be paid for under this contract.

2.8.3.5. The Contracting Agency has the right to refuse any individual professional nursing staff assigned by the Vendor to the Contracting Agency. This right of refusal is in the sole discretion of the Contracting Agency and does not require that the Contracting Agency provide cause or justification for such refusal.

2.8.3.6. The Vendor must provide all reasonable information requested by the Contracting Agency on its invoices, including but not limited to the professional nursing staff’s name, position, dates worked, hours worked, and applicable rate of pay.

2.8.3.7. Throughout the life of the contract, the Vendor’s Account Representative, as appointed under Section 2.2.3, or any person the Account Representative has appointed in writing to be their designee, is the only person authorized to approve or accept shifts requested by the Contracting Agency. Individual professional nursing staff assigned to the Contracting Agency cannot accept shifts. Acceptance of any shifts by the Vendor shall be done in writing prior to the shift.

2.8.4. Under no circumstances shall any professional nursing staff assigned to a Contracting Agency under a contract resulting from this IFB be considered an employee of the Contracting Agency or the State of Mississippi. The Vendor shall be responsible for complying with all applicable employment and labor laws and regulations, workplace safety requirements, taxation laws, and any other relevant laws, regulations, or legal requirements.

2.8.5. Contracting Agencies may have additional minimum requirements prior to Contracting, including specific certifications, licenses, designations, and/or trainings pertinent to the Contracting Agency’s operations. Examples include, but are not limited to, passing a drug test or completing specialized training. If required, the Vendor must provide copies of certifications, licenses, designations, and similar documents to the Contracting Agency. All certifications and licenses should be current and maintained in accordance with the contract.

2.9. Removal from PVL

Vendors added to the PVL may be removed from the list for cause by the PPRB or added to the debarment list pursuant to Chapter 15, Exclusion of Vendor from Future Contract Awards, of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations, as updated and replaced by the PPRB. A Vendor’s failure to honor submitted hourly rates for five years following the effective date of the PVL may result in removal from the PVL and/or debarment.

Section 3. Bid Submission and Bid Opening

Section 3. Bid Submission and Bid Opening

3.1. Bid Submission Format

All bids must be submitted in writing and include all documentation requested in the Invitation for Bids. Bids lacking required documentation may not be considered. Only information provided in the Bid Form and required attachments will be evaluated.

The bid package must contain the following:

3.1.1. Bid Cover Sheet (Attachment B)

3.1.2. Bid Form (Attachment C)

The Vendor must submit a separate bid form for each Region in which it intends to bid. A Vendor bidding on all eight (8) Regions with identical pricing across all Regions may submit a single Bid Form indicating all Regions, in lieu of a separate Bid Form for each Region. All pricing must be included on the bid form. Each Bid Form must be completed and signed by an authorized representative of the Vendor.

3.1.3. Signed Certifications and Assurances (Attachment D)

3.1.4. Release of Bid as Public Record (Attachment E)

3.1.5. Letters of Recommendation

Each Vendor must provide two letters of recommendation from clients for whom similar services were provided within the past three years. Each letter must be on the client’s letterhead and include the recommender’s name, title, email address, and phone number.

The Vendor is responsible for ensuring the letters are genuine, current, and from clients familiar with the Vendor’s relevant capabilities. OSSS reserves the right to contact the reference and verify the letter’s authenticity. If OSSS later determines a letter of recommendation was not genuine or was materially misrepresented, the Vendor is subject to removal from the PVL pursuant to Section 2.9.

3.1.6. Acknowledgment of all IFB Amendments that may be issued before the closing date.

See Section 1.6.

3.2 Bid Submission Requirements

Bids must be submitted by September 10, 2026, at 5:00 pm CDT. Vendors may submit bids using either of the methods described below, but only one submission is required. The Vendor is solely responsible for ensuring timely delivery. Late bids will be rejected and remain unopened.

OSSS, DFA, and PPRB are not responsible for delivery delays, lost packages, misdirected emails, or other errors.

3.2.1. General Page and File Size Requirements

Submissions that exceed the stated page limit or file size may be deemed non-responsive and rejected. The bid response, including all supporting documentation, must not exceed ten (10) pages. One side of a single sheet counts as one page. Attachments, cover pages, or appendices not explicitly requested in the IFB count toward the page limit. Font size must be at least 10 pt, and margins at least 0.5 inches. All electronic submissions must be in PDF format and no larger than five (5) megabytes. The Vendor is responsible for ensuring compliance with these requirements.

The following sections do not count toward the 10-page limit:

• Cover letter

• Table of contents

• Required forms provided in this IFB

• Copies of certifications or licenses

3.2.1.1. Submission of a Physical Bid

The Vendor may submit physical copies of the original signed bid package in a sealed envelope or package addressed to:

Mississippi Department of Finance and Administration Office of Statewide Strategic Sourcing Attn: Laura Furdge 501 North West Street, Suite 1300 Jackson, MS 39201

The Vendor must clearly label the sealed envelope or package with the following information:

SEALED BID – DO NOT OPEN

Preapproved Vendor List RFx # 3160008187

OSSS will record the date and time of receipt on the envelope or package. The Vendor is responsible for submitting the bid package early enough to account for possible delivery delays. Vendors are encouraged to use a delivery service that provides tracking and delivery confirmation. OSSS’s recorded date and time of receipt will determine timeliness.

3.2.1.2. Submission of Bid via Electronic Mail

The Vendor shall submit an electronic copy of the original signed bid package in a single email to PVLs@dfa.ms.gov.

The subject line of the email must read:

SEALED BID Professional Nursing PVL RFx # 3160008187

The date and time stamp on the email, as received by OSSS, will serve as the official receipt time. The Vendor is solely responsible for ensuring OSSS receives the email with the bid package before the submission deadline.

3.2.2. Failure to submit a bid using the provided bid form will result in rejection.

Modifications or additions to any part of the bid document may also lead to rejection. OSSS reserves the right to reject bids with modifications or additions as non-responsive. As a precondition to bid acceptance, OSSS may request the Vendor to withdraw or modify non-responsive portions that do not affect service quality, quantity, price, or delivery.

3.2.3. Any Vendor claiming its response contains information exempt from the Mississippi Public Records Act (Mississippi Code Annotated §§ 25-61-1, et. seq., and 79-23-1) shall provide an additional copy of the bid package that has the relevant information redacted and cites the specific statutory authority for contention that each redaction is exempt.

3.2.4. Bids submitted via facsimile will not be accepted.

3.3. Expenses Incurred in the Procurement Process

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

3.4. Independent Price Determination

By submitting a bid, the Vendor 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 Vendor or competitor for the purpose of restricting competition. The quoted prices shall include, but are not limited to, all required equipment and/or materials, all required insurance, all required overhead, all required profit, and all required licenses, certifications, fees, or permits.

3.5. Withdrawal of a Bid

A Vendor may withdraw a bid before the bid opening by providing written notice to OSSS. No explanation is required.

3.6. Debarment

By submitting a bid, the Vendor certifies that it is not currently debarred from submitting bids 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 bids for contracts issued by any political subdivision or agency of the State of Mississippi or Federal government.

3.7. Registration with the Mississippi Secretary of State

By submitting a bid, the Vendor 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 OSSS that it has been placed on the PVL.

3.8. Note to Agencies and Vendors

Agencies are cautioned that this procurement may not comply with guidelines from outside funding sources, such as the Federal government or various grants. It is the Contracting Agency’s responsibility, when using such funding sources, to verify that this IFB meets all State and Federal procurement requirements. This procurement does not replace currently active service contracts, and Agencies will not be asked to terminate their current contracts. Agencies do not have to contract with the Vendors on the PVL; however, Agencies that choose to contract using the PVL will not be required to conduct a procurement.

3.9. Minor Informalities and Irregularities

OSSS has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance of the services being procured and if doing so does not create an unfair advantage for any Vendor. If insufficient information is submitted by a Vendor for OSSS to properly evaluate the offer, OSSS has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured and such a request does not create an unfair advantage for any Vendor. (Information requested may include, for example, a copy of business or professional licenses, or a work schedule.)

3.10. Contract Rights

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

3.11. Property Rights

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

Section 4. Bid Evaluation and Award

Section 4. Bid Evaluation and Award

4.1 Minimum Vendor Qualifications to be Deemed Responsible

To be deemed responsible, a bidder must meet all of the following minimum qualifications:

4.1.1. Bidder must have been in business and providing services similar to those being solicited in this IFB for a minimum of two (2) years.

4.1.2. Bidder must have placed at least 40 nursing within the past two (2) years.

4.1.3. Bidder must maintain an office in each region for which it submits a bid and provide all required information for verification. If the bidder does not have an office in a region, it must explain on the Bid Form (Attachment C) how it will service that region.

4.1.4. Bidder must submit two letters of recommendation as described in Section 3.1.5.

4.1.5. Bidder must provide documentation showing current registration to do business in the State and good standing with the Mississippi Secretary of State. If not currently registered, the bidder must certify that, if selected for the PVL, it will register within seven days of receiving the Notice of Intent to Award from OSSS.

4.2 Basis for Award

4.2.1. OSSS will evaluate bids solely on the requirements specified in this IFB. No additional criteria will be considered.

4.2.2. Only Vendors determined to be responsive and responsible will have their bids considered.

4.2.2.1. Responsive Vendor: Vendor must submit its bid, including the Bid Form and all required Attachments and other documents, in a manner that conforms in all material respects to this Invitation for Bids as determined by OSSS.

4.2.2.2. Nonconforming Terms and Conditions: 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. OSSS reserves the right to permit the Vendor to withdraw nonconforming terms and conditions from its bid response prior to OSSS's determination of non-responsiveness based on the submission of nonconforming terms and conditions.

4.2.2.3. Conditioning Bid Upon Other Awards: Any bid that is conditioned upon receiving an award of both the particular contract being solicited and another Mississippi contract shall be deemed non-responsive and not acceptable.

4.2.3. Bid Evaluation Process

For each responsive and responsible bidder, OSSS will calculate the…