IFB_SMOKE_ALARMS_2026.pdf

Mississippi Insurance Department Invitation for Bid - Smoke Alarms

Instructions and General Conditions

Purpose:

The purpose of this Invitation for Bid is the purchase of smoke alarms, funded through the FEMA Assistance to Firefighters Grant (AFG) Program, EMW-2024-FP-00536.

Bid Opening:

Bids will be opened publicly Tuesday, September 1, 2026 at 11:30 AM., Central Standard Time, in the 10th Floor South Conference Room, 501 North West Street, Jackson, MS 39201.

Instructions to Bidders:

The purpose of this Invitation for Bid is the purchase of smoke alarms.

All vendors must be registered with the State of Mississippi at http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/. To register your company and receive a supplier number, click the "State of Mississippi Supplier Registration" link near the middle of the page and complete the form. If you need further assistance, please use the Supplier Training link at the bottom of the above listed website, select the LOG820 Supplier Self-Service Course, and click Launch Course.

Suppliers who have completed the registration process must attach a W-9 to their supplier account in the Mississippi's Accountability System for Government Information and Collaboration (MAGIC) at https://portal.magic.ms.gov/irj/portal. Suppliers may also submit a valid W-9 to:

MS Department of Finance and Administration P. O. Box 1060 Jackson, MS 39215-1060

OR

MS Department of Finance and Administration 501 North West Street, Suite 701-B Jackson, MS 39201 Phone: 601-359-3538 Fax: 601-359-5525 Email: OFMMagic@dfa.ms.gov

BUDGET CONSTRAINT: This procurement is funded by a fixed federal grant award of $500,000.

Bids must be structured as a unit price (including all freight, shipping, handling, and delivery costs).

The State will calculate the quantity to be purchased by dividing $500,000 by the unit price submitted. Bidders should understand that a lower unit price will result in a higher quantity of alarms being delivered to Mississippi fire departments.

mailto:OFMMagic@dfa.ms.gov

Bids must be submitted and received on or before Monday, August 31, 2026, no later than 5:00 PM., Central Standard Time. Regardless of the reason, bid(s) received after this date and time will not be accepted. One original copy of the bid(s) must be submitted in an envelope or package clearly marked with the following:

MS Insurance Department Administrative Services Division Bid # 3160008166 501 North West Street, Suite 1001 Jackson, MS 39201

Vendors using a commercial delivery company, which requires you to use their shipping package, must seal the bid separately and labeled as stated above inside the shipper's package to prevent premature opening. Parties submitting a bid assume all risks of delivery.

Bids not received in compliance with this requirement will be rejected. Facsimile or email bid(s) will not be accepted.

Vendors are encouraged, but not required, to submit one electronic copy through MAGIC which shall include all information requested in this Invitation for Bid. No costs or expenses associated with providing this information in the required format shall be charged to the MS Insurance Department. All required documents should be submitted, and the vendor shall be responsible for verifying all requirements for submitting the bid have been fulfilled.

The MS Insurance Department reserves the right to reject any and/or all bids and to waive all informalities.

Questions:

Questions regarding this Invitation for Bid should be directed to Reed Abraham at reed.abraham@mid.ms.gov or Jan Francis at jan.francis@mid.ms.gov.

Bidder Responsibility:

Bidders must, upon request of the MS Insurance Department, provide satisfactory evidence of ability to provide products or services in accordance with the terms and conditions of the specifications. The MS Insurance Department reserves the right to make the final determination as to the bidder's ability.

Invitation for Bid:

Quantity:

All information requested on the Invitation Bid Form must be completed. The MS Insurance Department has a total budget of $500,000 for this procurement. Bidders shall submit a unit price for smoke alarms meeting the specifications contained herein. The unit price must include all costs associated with the product, including but not limited to freight, shipping, handling, and delivery to the specified delivery location.

Upon award, the successful bidder will be required to deliver the maximum quantity of smoke alarms obtainable within the $500,000 budget at the submitted unit price. For example, if the successful bid is $12.50 per unit, the State will purchase 40,000 units ($500,000 ÷ $12.50 = 40,000 units). If the successful bid is $18.75 per unit, the State will purchase 26,666 units ($500,000 ÷ $18.75 = 26,666 units, rounded down).

Firm Bid Price:

Prices must be valid for 12 months beginning the date of bid award.

Confidential Information:

Confidential information shall mean all materials, documents, and data provided to the successful bidder. The successful bidder shall provide the MS Insurance Department a letter that the successful bidder agrees to protect all confidential information. Any liability resulting from the wrongful disclosure of confidential information on the part of the successful bidder shall rest with the successful bidder.

Award Criteria:

The award shall be made to the lowest unit price bidder meeting all specifications and demonstrating responsibility as a bidder. Since the total budget is fixed at $500,000, the lowest unit price will result in the maximum quantity of smoke alarms being delivered to the State. Evaluation will proceed as follows:

1. Conformity with Specifications: Verify that the proposed smoke alarm meets all technical specifications (UL217, NFPA 72, etc.)

2. Responsibility of the Bidder: Verify that the bidder is not debarred, suspended, or otherwise ineligible; has capacity to deliver the quantity; and has satisfactory past performance

3. Lowest Unit Price: Among compliant, responsible bidders, award to the bidder with the lowest unit price

The State will calculate the quantity to be delivered by dividing $500,000 by the lowest unit price.

The successful bidder agrees to deliver that quantity at the submitted unit price.

Award:

An award will be made to the lowest unit price bidder. Bidder must bid on all items.

Notice of Award:

Upon completion of the bid evaluation process, the MS Insurance Department will notify the successful bidder by letter through the US Postal Service.

Delivery:

Items are to be delivered F.O.B. destination freight prepaid by the successful bidder.

Smoke alarms are to be delivered to the MS Insurance Department, C/O Hinds County, 6005 North McRaven Road East, Jackson, MS 39209 during normal business days between the hours of 8:00 a.m. and 5:00 p.m., Central Standard Time, except all observed State holidays. If delivery date falls on a holiday or weekend, delivery will be made the following business day. Notice of delivery must be received at least twenty-four (24) hours prior to delivery.

Specifications:

The smoke alarms shall be powered by a sealed, non-replaceable, long-life battery. The battery shall prevent removal and/or tampering. The unit shall incorporate an ionization sensor with a minimum nominal sensitivity of .88%/ft. with a temperature operating range between 40°F and 100°F (4°C and 38°C) and the humidity operating range shall be a minimum of 5% - 85% relative humidity.

The smoke alarm can be installed on the surface of any wall or ceiling following the UL/Manufacturer's approved placement guidelines. The alarm shall provide optional tamper resistance that locks the unit to the mounting bracket and deters removal of the unit from the wall or ceiling.

The alarm shall include a test button that will simulate a fire condition and cause the unit to go into alarm. This sequence tests the unit's electronics to ensure proper operation. The unit shall include a piezoelectric horn that is rated at 85 decibels at 10 feet.

The unit shall include a feature that briefly silences the unit if nuisance conditions occur and will automatically reset itself. If the alarm is in the silence mode and the condition that triggered the alarm persists, the alarm shall sound again to signal potential danger despite its presence in silence mode.

The unit shall include an End of Life Alert which indicates the alarm needs to be replaced. The unit shall have a deactivation switch to disable it and make it safe for disposal. The unit shall at a minimum meet the requirements of UL217, NFPA 72, (chapter 11 2002 edition) The State of California Fire Marshal, NFPA 101 (One and two family dwellings) Federal Housing Authority (FHA), Housing and Urban Development (HUD).

Units shall be in individually packaged in a manner that is easily opened without the use of tools.

Notes:

All bids submitted shall be in compliance with all conditions set forth herein. The bid procedures followed by this department will be in accordance with these conditions. Therefore, all vendors are urged to read and understand these conditions prior to submitting a bid.

It is the intent of the specifications to obtain a product that will adequately meet the needs of the agency while promoting the greatest extent of completion that is practicable. It is the responsibility of the prospective bidder to review the entire Invitation for Bids packet and to notify the Administrative Services Division of the MS Insurance Department if the Specifications, Instructions and Special Conditions, or the General Conditions are formulated in a manner which would unnecessarily restrict completion.

Any protest or questions concerning the Specifications or bidding procedures must be received in writing to the Administration Services Division of the MS Insurance Department not less than 72 hours prior to the time and date set for the bid opening.

Bid Form Bid File No. 3160008166 Bid Opening Time: 11:30 AM Bid Opening Date: Tuesday, September 1, 2026

Section I Bid Form Bidders must utilize this Bid Form when bidding on the item(s). Bidder must complete all sections.

Price Per Unit Number of Units Total Cost

Smoke Alarm $ $

Section II Bidder Information Company Name:

Company Address:

Telephone Number:

Email:

Authorized Company Representative Name (Print):

Authorized Company Representative Signature: Signature Date:

General Conditions: Competitive Sealed Bids

ALL BIDS SUBMITTED SHALL BE IN COMPLIANCE WITH ALL CONDITIONS SET FORTH

HEREIN. THE BID PROCEDURES FOLLOWED BY THIS OFFICE WILL BE IN ACCORDANCE WITH

THESE CONDITIONS. THEREFORE, ALL BIDDERS ARE URGED TO READ AND UNDERSTAND

THESE CONDITIONS PRIOR TO SUBMITTING A BID.

1. DEFINITIONS

The use of the word "agency" in any Bid Invitation solicitation or specification shall be intended to mean state agencies only. The words "governing authority" when used shall be intended as meaning city, county or other local entities.

2. PREPARATION OF BIDS

2.1 Bids may be submitted through the State of Mississippi's e-procurement system (MAGIC) or in person to the Mississippi Insurance Department. Paper bids are allowed. All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed, in ink, by the person signing bid.

2.2 To submit bids electronically, bidders must ensure they are registered in the MAGIC system and have received a login, password, and supplier number and that all technical requirements have been met.

2.3 Failure to examine any drawings, specifications, and instructions will be at bidder's risk.

2.4 Price each item separately. Unit prices shall be shown. Bid prices must be net.

2.5 It is understood that reference to available specifications shall be sufficient to make the terms of such specifications binding on the bidder.

2.6 Bidders must furnish all information requested in the bid specifications. Further, when required, each bidder must submit for bid evaluation cuts, sketches, descriptive literature and technical specifications covering the product offered. Reference to literature submitted with a previous bid or on file with the Mississippi Insurance Department will not satisfy this provision.

2.7 Time of performance. The number of calendar days in which delivery will be made after receipt of order shall be indicated in the bid specifications.

3. BID SUBMISSION

3.1 When submitting a bid electronically, the authorized signature may be typed or be an electronic signature.

3.2 Bids and modifications or corrections received after the closing time specified will not be considered.

3.3 When submitting the response to the IFB in MAGIC, bidder must ensure all questions have been answered within the IFB and all proposed items in bid have a response.

3.4 Bidders submitting paper responses should submit responses to the Mississippi Insurance Department by the response deadline.

4. ACCEPTANCE OF BIDS

Mississippi Insurance Department reserves the right to reject any and all bids, to waive any informality in bids and unless otherwise specified by the bidders, to accept any items on the bid.

The Mississippi Insurance Department reserves the right to modify or cancel in whole or in part its Invitation for Bids. If a bidder fails to state the time within which a submitted will expire, it is understood and agreed that the Mississippi Insurance Department shall have 60 days to accept.

5. AWARD

5.1 Contracts and purchases will be made or entered into with the lowest responsible bidder meeting specifications, except as otherwise specified in the bid specifications. Where more than one item is specified in the specifications, the Mississippi Insurance Department reserves the right to determine the low bidder either on the basis of the individual item(s) or on the basis of all items included in its Invitation for Bids, or as expressly provided in the Mississippi Insurance Department Invitation for Bids.

5.2 Unless the bidder specified otherwise in the bid, the Mississippi Insurance Department may accept any item or group of items of any kind.

5.3 A written purchase order or contract award furnished to the successful bidder within the time of acceptance specified in the Invitation for Bids results in a binding contract without further action by either party. The contract shall consist solely of these General Conditions, the Instructions and Special Conditions, the successful bidder's bid, and the written purchase order or contract award.

The contract shall not be assignable in whole or in part without the written consent of the Mississippi Insurance Department.

6. INSPECTION

Final inspection and acceptance or rejection may be made at delivery destination, but all materials and workmanship shall be subject to inspection and test at all times and places, and when practicable. During manufacture, the right is reserved to reject articles which contain defective material and workmanship. Rejected material shall be removed by and at the expense of the contractor promptly after notification or rejection. Final inspection and acceptance or rejection of the materials or supplies shall be made as promptly as practicable, but failure to inspect and accept or reject materials or supplies shall not impose liability on the Mississippi Insurance Department or any subdivision thereof for such materials or supplies as are not in accordance with the specification. In the event necessity requires the use of materials or supplies not conforming to the specification, payment therefore may be made at a proper reduction in price.

7. TAXES

The State is exempt from federal excise taxes and state and local sales or use taxes and bidders must quote prices which do not include such taxes. Exemption certificates will be furnished upon request. Contractors making improvements to, additions to or repair work on real property on behalf of the State are liable for any applicable sales or use tax on purchase of tangible personal property for use in connection with the contracts. Contractors are likewise liable for any applicable use tax on tangible personal property furnished to them by the State for use in connection with their contracts.

General Conditions: Competitive Sealed Bids