IFB RFX3160007833 WHEELCHAIRS 2026.docx

INVITATION FOR BIDS

IFB No. 2026-01 RFx: 3160007833

Wheelchairs, Parts, Accessories and Repairs

Ellisville State School Administration Building I 1101 Highway 11 South Ellisville, Mississippi 39437-4444

Issue Date:

January 7, 2026

Closing Date:

February 20, 2026, at 4:30 pm CST

Contact:

Beverly Rogers beverly.rogers@ess.ms.gov

(601) 477-5615

Section 1 – Authority, Purpose and Background

Ellisville State School (hereinafter “Agency”) has issued this solicitation for the purpose of soliciting sealed bids from qualified providers to provide Wheelchairs, custom seating, seating systems, replacement parts, accessories, and repair services, where indicated.

Section 1.1 Background: Ellisville State School is a state operated regional program providing comprehensive services to Persons Served with intellectual and developmental disabilities. The program is under the jurisdiction of the Mississippi Board of Mental Health. Administratively, it is in the Bureau of Intellectual and Developmental Disabilities division of the Mississippi Department of Mental Health. “Agency” offers services to people in a residential setting and provides an array of programs and services in the community through the Community Services System. “Agency” serves approximately 240 people on the main campus and additional Persons Served in the community. It is the goal of “Agency” to provide each person with the appropriate services so that each will develop to the maximum of his or her potential. The program desires through treatment and training to place each person in his or her least restrictive environment. This goal is consistent with state and national policy regarding service programs for Persons Served with intellectual and developmental disabilities.

It is the intent of the “Agency” to award one contract to the lowest and best bid.

However, the “Agency” reserves the right to award in the best interest of the Agency.

Section 2 – Timeline

Request for Reconsideration of the Intent to Award March 03, 2026

Section 3 – Questions/Clarifications and Response

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 questions via email no later than January 16, 2026. Vendors must email all questions to Beverly Rogers, Bid Coordinator at beverly.rogers@ess.ms.gov

3.2 It is the vendor’s responsibility to make sure questions are submitted on time. The Agency may not answer questions submitted after the deadline. The identity of the organization submitting the question(s) will not be revealed.

3.3 “Agency” will publish all questions and answers on the ESS website and the procurement portal so that all vendors have the same information.

3.4 The agency will not be bound by any verbal or written information that is not contained within this IFB unless formally noticed and issued by the contact person as an IFB amendment. Bidders are cautioned that any statements made by agency personnel that materially change any portion of the bid document shall not be relied upon unless subsequently ratified by a formal written amendment to the bid document.

3.5 All vendor communications regarding this IFB must be directed to the 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.

3.6 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 Cancellation of Solicitation or Rejection of Individual Bids At ESS’s sole discretion, an IFB may be canceled or any or all responses to the solicitation may be rejected, in whole or in part, when ESS determines that it is in the Agency’s best interest to do so.

3.8 Contract Rights

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

Section 4 – Scope of Work

4.1 Vendor shall perform and complete in a timely and satisfactory manner the services described in Attachment I: Scope of Work, which is attached hereto and made a part hereof by reference.

4.1.1 Location of Work: The work is to be performed, completed, and managed at the following location(s): “Agency”, Main Campus, located at 1101 Highway 11 South, Ellisville, MS 39437 and Community Homes, as needed (see Attachment K – ESS Community Homes), as well as South Mississippi Regional Center, 1170 West Railroad St, Long Beach, MS 39560 as well as affiliated Community Homes as needed. (see Attachment J – SMRC Community Homes)

4.2 Compliance with Contracting Agency Policies:

4.2.1 Assign a Vendor Account Representative to work directly with the Contracting Agency Representative.

4.2.2 Ensure all Vendor personnel are well-groomed and in uniform or have visible identification at all times. Uniforms and/or dress code shall be inclusive of, but not limited to, neat and clean company uniforms with visible company logo appropriately and easily identifiable. Vendor identification badges as well as personal identification of the individual employee shall be worn and clearly visible while on state property. Vendor personnel may be required to provide photographic identification for inspection upon entering state facilities.

4.2.3 State facilities are non-smoking. The use of tobacco products is prohibited, except within designated smoking areas.

4.2.4 The Vendor and its personnel shall not possess illegal drug or alcohol on State property. The Vendor and its personnel shall not consume any unlawful or illegally obtained drug or alcoholic beverage while on duty.

4.2.5 The Vendor’s employees must avoid using foul, abusive, or profane language on state property.

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

4.2.7 Vendor personnel may be required to show photo identification to enter facilities or wear visible, Agency-approved ID badges at all times while on State property. Some facilities require sign-in and sign-out at certain facilities/buildings.

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

4.2.9 Exercise precautions at all times for the protection of people (including employees) and property. The Vendor 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 always be properly supervised and adequately manned by an experienced crew of an 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 Vendor shall be responsible for the supervision and direction of the work performed by its personnel. The Vendor shall be responsible for instructing its personnel in all safety measures. All equipment used by the Vendor 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.

4.2.10 All firearms and weapons must be signed-in and out, at guard shack, until end of workday/work shift.

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

4.2.12 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 Vendor 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.

4.3 Vendors should:

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

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

4.3.3 Perform a background check and/or drug screening prior to placement at the Agency, verify and/or provide the results; and,

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

Section 5 - Basis for Award

5.1 According to PPRB OPSCR Rules and Regulations Effective September 6, 2024-3.4.1 Invitation for Bids An Invitation for Bids (“IFB”) is the statutorily preferred method of procurement. The Agency provides a detailed scope of services and the minimally acceptable vendor qualifications. The Agency is required to contract with the responsive and responsible vendor(s) who submitted the lowest bid price(s). An IFB requires that the Agency use objective factors to determine whether the vendor is responsive, responsible, and submitted the lowest bid.

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 The agency intends to award one (1) contract to provide the services described in this IFB to the lowest responsible and responsive bidder. The number of awards is at the sole discretion of the Agency.

Section 6 – Minimum Bidder Qualifications

The vendor must have:

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

6.2 Required Certification, Accreditation, and/or Licenses: Vendor shall provide copies of all valid licenses and certificates required for performance of the work. The copies shall be delivered to the agency no later than ten days after Vendor receives the Notice of Intent to Award from the agency. Current copies of licenses and certificates shall be provided to the agency within twenty-four hours of demand at any time during the contract term. The Vendor must possess and maintain the minimum vendor certifications, accreditations, and/or licensures described in this IFB, by way of illustration and no limitation, the following:

1. A business license valid in the State of Mississippi - https://www.ms.gov/sos/onestopshop

2. A professional license or certificate in the industry field, if required for this bid.

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

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

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

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

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

Section 7 – Duration

Pending Public Procurement Review Board approval, the estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about July 01, 2026, and to end on June 30, 2027. Upon written agreement of both parties at least thirty (30) days prior to each contract anniversary date, the contract may be renewed by the Agency for a period of four (4) successive one-year period(s) under the same prices, terms, and conditions as in the original contract. The total number of renewal years permitted shall not exceed four (4).

Section 8 – Bid Submission Requirements

8.1 Submission Format

Vendors must submit all the documents listed below with their bid. Only the information on the Bid Form and the required attachments will be used to evaluate bids. Incomplete bids may be rejected.

The bid package must include:

· Bid Cover Sheet (Attachment A)

· Bid Form (Attachment B) All pricing must be entered on the form. The Bid Form must be signed by someone authorized to sign contracts for the company.

· References (Attachment C)

· References Score Sheet (Attachment D)

· Acknowledgement of all IFB Amendments that may be issued before the closing date.

See Section 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. (in addition: Bid Coordinator will email all bidders of any amendments issued)

· Certifications & Assurances (Attachment E)

· Release of Bid as Public Record (Attachment F)

8.1.3 References (Attachment C) - each bidder must furnish a listing of at least three (3) trade references along with the contact person, address, and phone number for each. These references must be familiar with the bidder’s abilities in the areas involved with this solicitation. Agency staff will use these references to determine the bidder’s ability to perform the services. It is the responsibility of the bidder to ensure that the reference contact information is correct and current. Agency staff will not track down references. Bidders should verify before submitting their bid that the contact person and phone number are correct for each reference. Agency staff must be able to reach two (2) references for a bidder within two (2) business days of bid opening to be considered responsive.

8.2 Submission Requirements

8.2.1 All bids must be received by February 20, 2026, by 4:30 pm CST. Late bids will be rejected and remain unopened in the procurement file. ESS will not be responsible for delivery delays, lost packages, misdirected emails, or other errors

A Vendor may submit a bid in one of two ways:

Mail or deliver one (1) complete, signed bid package in a sealed envelope to:

Ellisville State School Attn: Beverly Rogers Admin I Building 1101 HWY 11 South Ellisville, MS 39437-4444 Label the envelope clearly:

SEALED BID – DO NOT OPEN

Wheelchairs Bid Opening 02.23.26 Email one (1) complete, signed bid package to BOTH of the following addresses:

beverly.rogers@ess.ms.gov ess.contracts@ess.ms.gov

Use this subject line:

SEALED BID

Wheelchairs Bid Opening 02.23.26

Email Bids will not be opened until the official bid opening date and time. Email timestamp will serve as the official receipt time.

8.2.2 All bid packages must be received by the agency no later than Friday, February 20, 2026, at 4:30 pm CST. Bids submitted via facsimile (fax) machine will not be accepted. It is suggested that if a bid is mailed to the agency, it should be posted in certified mail with a return receipt requested. The agency will not be responsible for mail delays or lost mail. All risk of late arrival due to unanticipated delay – whether delivered by hand, U.S. Postal Service, courier or other delivery service or method – is entirely on the vendor. 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 On hand delivered Bids: The time and date of receipt will be indicated on the sealed bid envelope or package by agency staff.

8.2.5 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.

8.2.6 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 G and H of this IFB.

8.2.7 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.

8.2.8 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.

Section 9 – Bidder Certification

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

Section 10 – Debarment

By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

Section 11 – Registration with Mississippi Secretary of State

By submitting a bid, the bidder certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being notified by the agency that it has been selected for contract award.

https://www.ms.gov/sos/onestopshop

Section 12 – Insurance, Bonds, or Other Sureties

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

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

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

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

12.2 Additionally:

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

12.2.2 All insurances policies shall list Ellisville State School as an additional insured.

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

12.2.4 Vendor shall submit to Agency within thirty (30) days of a signed contract, a certificate of insurance and/or bond which outlines the coverage and limits defined in the procurement and contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within a thirty (30) day period may be cause of cancellation of contract.

12.2.5 Vendor shall obtain at Vendor’s expense the insurance and/or bond requirements specified in the procurement and contract prior to performing under this Contract, and Vendor shall maintain the required insurance and/or bond coverage throughout the duration of this Contract and all warranty periods. There are no provisions for exceptions to this requirement.

12.2.6 Vendor shall not commence work under this contract until it obtains all insurance and/or bond required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. After work commences, the Vendor will keep in force all required insurance and/or bond until the contract is terminated or expires.

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

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

12.2.9 Vendor shall ensure that any of the above-described policies should be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance and/or bond coverage(s), that written notice will be delivered to the Agency Procurement Officer.

12.2.10 There shall be no cancellation, material change, potential exhaustion of aggregate limits or non-renewal of insurance and/or bond coverage(s) to the Agency. Any failure to comply with the reporting provisions of this clause shall constitute a material breach of Contract and shall be grounds for immediate termination of this Contract by Agency.

Section 13 – Bid Opening

The bid will be opened privately by the agency in accordance with the PPRB Rules and Regulations. The name of each bidder and such other information as is deemed appropriate by the Agency shall be recorded. This information shall be available to the public via the Mississippi Public Records Act of 1983.

Section 14 – Award Notification

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

Section 15 – Procurement Methodology

15.1 Restrictions on Communications with Agency and Agency Staff

At no time shall any bidder or its personnel contact, or attempt to contact, any agency staff regarding this IFB except the contact person as set forth and, in the manner, prescribed in Section 3.

15.2 Bidder Investigations

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

15.3 Expenses Incurred in the Procurement Process

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

15.4 Independent Price Determination

By submitting a bid, the bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the prices bid. The prices quoted shall be inclusive of, but not limited to the following: [all required labor; all required equipment/material; all required insurance, bond, or other surety; all required overhead; all required profit; all required vehicles; all required fuel and mileage; all required labor and supervision; all required training; all required business and professional licenses, certifications, fees, or permits; and, any and all other costs]. All pricing should include all associated costs with no additional or hidden fees.

15.6 Rejection of Bids

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

15.7 Withdrawal of Bids

A bidder may withdraw a bid at any time by written notice to the Agency official designated in the IFB. If any such withdrawal occurs by the successful bidder(s) after the bid opening and/or issuance of the Notice of the Intent to Award, the Agency may cancel the solicitation or proceed with award of a contract as if the withdrawn bid had not been submitted.

15.8 MINOR INFORMALITIES AND IRREGULARITIES

“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 of the services being procured and if doing so does not create an unfair advantage for any bidder. If insufficient information is submitted by a bidder for “Agency” to properly evaluate the offer, “Agency” has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured and such a request does not create an unfair advantage for any bidder. (Information requested may include, for example, a copy of business or professional licenses, or a work schedule.)

15.9 Reconsideration of the Intent to Award

A bidder who responded to an IFB has an opportunity to request that the procuring Agency reconsider its intent to award the contract to a specific bidder or bidders. Any such request shall be filed with the Agency official primarily responsible for the procurement and the Director of OPSCR within three business days following issuance of the Notice of Intent to Award and posting of the Agency Procurement File in compliance with Sections 5.6.1, 5.6.1.1, and 5.6.1.2. It shall be the sole responsibility of the requesting bidder to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this Section results in waiver of any claim a bidder may have as to the Agency’s decision to award the contract.

The request must include:

• Vendor’s name

• A single contact person and their contact information

• RFx number of this solicitation (RFx# 3160007833)

• Date the IFB was issued

• A clear statement identifying which rule(s) from the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations the Vendor believes the solicitation violates

Exhibits shall not be included with the request. Rather, the requesting vendor shall clearly identify the portion(s) of the Agency Procurement File and/or the IFB at issue in the request. Reference to documents outside of or facts not supported by the Agency Procurement File or the IFB shall not be considered by the Agency when responding to the request.

15.9 Property Rights

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

Section 16 – Required Contract Terms and Conditions

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

Section 17 – Optional Contract Terms and Conditions

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

Section 18 – Agency Website(s)

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

Section 19 – Attachments

The attachments to this IFB are made a part of this IFB as if copied herein in words and figures.

Attachment A

BID COVER SHEET

Bids are to be submitted as listed below, on or before 4:30 PM CST, February 20, 2026.

PLEASE MARK YOUR ENVELOPE:

SEALED BID – DO NOT OPEN

Wheelchairs Bid Opening 02.23.26

Name of Company: _____________________________________________________________

Quoted By: ____________________________________________________________________

Signature: _____________________________________________________________________

Address: ______________________________________________________________________

City/State/Zip: _________________________________________________________________

Telephone: ____________________________________________________________________

E-Mail Address: ________________________________________________________________

Name and phone number of Company Representative to be contacted by Agencies seeking to contract for services pursuant to this IFB: ____________________________________________

In addition to providing the above contact information, please answer the following questions regarding your company:

What year was this company established? _______________________________________________

How many years has the firm been in business of performing the services called for in this IFB? ______________________________________________________________________________

Please provide the physical location and mailing address of your company’s home office, principal place of business, and place of incorporation. _________________________________________ ______________________________________________________________________________

If your company is not physically located within the vicinity, how will you supply Wheelchair service and repairs Services to the agency? __________________________________________________________________

Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please discuss the impact both in organizational and directional terms. _______________________________________________________________

Is your company licensed and/or certified to provide Wheelchair service and repairs Services as required by any and all applicable Federal and State law(s)? ________________________________________________

List all licenses or permits your company possesses that are applicable to perform the services required in this IFB. _____________________________________________________________

For how many customers has your company provided Wheelchair service and repairs Services in the past two years? ______________________________________________________________________________

What is the largest customer your company has provided Wheelchair service and repairs Services for in the past two years? ________________________________________________________________________

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

Attachment B

BID FORM

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

1. All required equipment/material;

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

3. All required overhead;

4. All required profit;

5. All required vehicles;

6. All required fuel and mileage;

7. All required labor and supervision;

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

9. Any and all other costs.

The award of the contract will be made based on the highest percentage discounted of the overall manufacturer’s suggested retail price. Proposals must include all charges for delivering the equipment or repair parts, setting up the equipment, on-site fitting for the user, and on-site training in chair operation and maintenance.

Indicate percentage discount from manufacturer’s suggested retail price in the appropriate block provided below. Write “N/A” in the blocks below for items not included in your bid.

Please note - preference will be given to companies providing all requested info below.

WHEELCHAIRS: MANUAL, SPORTS, ELECTRIC, GERI, INCLUDING

DELIVERY, ASSEMBLY AND

ACCESSORIES

SEATING SYSTEM MANUFACTURERS

Hourly Rate for on-site Repairs $____________________ (plus parts) (not including warranty or recall repairs) Signature_________________________________________________________________________________ Attachment C

REFERENCES

REFERENCE 1

Name of Company: _____________________________________________________________ Dates of Service: _______________________________________________________________ Contact Person: ________________________________________________________________ Address: ______________________________________________________________________ City/State/Zip: _________________________________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________ Alternative Contact Person (optional): ______________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________

REFERENCE 2

Dates of Service: _______________________________________________________________ Contact Person: ________________________________________________________________ Address: ______________________________________________________________________ City/State/Zip: _________________________________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________ Alternative Contact Person (optional): ______________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________

REFERENCE 3

Dates of Service: _______________________________________________________________ Contact Person: ________________________________________________________________ Address: ______________________________________________________________________ City/State/Zip: _________________________________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________ Alternative Contact Person (optional): ______________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________

Attachment D References Score Sheet RFx 3160007833 IFB for Wheelchairs, Parts, Accessories and Repairs

TO BE COMPLETED BY AGENCY STAFF ONLY

Company Name: ______________________________________________________________________

Reference Name: ______________________________________________________________________

Person Contacted, Title/Position: _________________________________________________________

Date/Time Contacted: __________________________________________________________________

Service From/To Dates: _________________________________________________________________

Vendor listened when you had an issue and readily offered a solution.

(If never had an issue, please check here ___.)

Bidder must have a minimum of 6 “yes” answers on the questions above from two references (total of 12 “yes” answers) to be considered responsible and for its bid to be considered.

Score: Pass/Fail

A “yes” to the above question may result in an automatic disqualification of the provided reference; therefore, resulting in a score of zero as responses to previous questions become null and void.

Notes: _______________________________________________________________________________

Called by: __________________________________________________ _________________ Signature Title Date

Attachment E Certifications & Assurances

By signing below, the company Representative certifies they have authority to bind the company, and further acknowledges and certifies on behalf of the company:

1. That they have thoroughly read and understand the Invitation for Bids and Attachments thereto;

2. That the company meets all requirements and acknowledges all certifications contained in the Invitation for Bids and Attachments thereto;

3. That the company agrees to all provisions of the Invitation for Bids and Attachments thereto including, but not limited to, the Required and Optional Clauses to be included in any contract resulting from this IFB (Attachments G and H);

4. That the company will perform the services required at the prices quoted above.

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

6. The Vendor represents that its workers are licensed, certified and possess the requisite credentials to do service and,

7. NON-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.

8. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

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

9. OFFEROR’S REPRESENTATION REGARDING CONTINGENT FEES: By responding to the solicitation the Vendor represents that it has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract. If the Vendor cannot make such a representation, a full and complete explanation shall be submitted in writing to the Agency prior to contract execution.

10. REPRESENTATION REGARDING CONTINGENT FEES: Vendor represents that it has not retained a person to solicit or secure a State contract upon an agreement or understanding for a commission, percentage, brokerage, or other contingent fee, except as disclosed in the Vendor’s bid.

11. REPRESENTATION REGARDING GRATUITIES: Vendor represents that it has not, is not, and will not offer, give, or agree to give any employee or former employee of “Agency” a gratuity or offer of employment in connection with any approval, disapproval, recommendation, development, or any other action or decision related to the solicitation and resulting contract. Vendor further represents that no employee or former employee of “Agency” has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or offer of employment for the reasons previously stated; any such action by an employee or former employee in the future, if any, will be rejected by Vendor. Vendor further represents that it is in compliance with the Mississippi Ethics in Government laws, codified at Mississippi Code Annotated §§ 25-4-101 through 25-4-121, and has not solicited any employee or former employee to act in violation of said law.

Printed Name of Representative: __________________________________________________

Date: _________________________________________________________________________

Signature: _____________________________________________________________________

Note: Failure to sign may result in the bid being rejected as non-responsive. Modifications or additions to any portion of this bid document may be cause for rejection of the bid.

*Please include in Bid Package when submitting*

Attachment F

RELEASE OF BID AS PUBLIC RECORD

Notice to the bidder that the redacted version of the bid – or if a bidder does not produce a redacted version, the full bid document – will be released at the Agency’s sole discretion, without notice to the bidder and will be produced as a public record exactly as submitted.

Bidders shall acknowledge one of the following statements as applicable regarding release of its bid document as a public record. A bidder may be deemed non-responsive if the bidder fails to comply with the requirements of the statement acknowledged.

Choose one:

____ Along with a complete copy of its bid, bidder has submitted a second copy of the bid document in which all information bidder deems to be confidential commercial and financial information and/or trade secrets are redacted in black. Bidder 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 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 the Agency 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 hereby certifies that the complete unredacted copy of its bid may be released as a public record by the Agency 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 non-responsive.

Name: ________________________________________________________________________ Signature:…