QUOTE REQUEST.DOCX.pdf

Robert G. Anderson

Executive Director

QUOTE REQUEST (QR)

QR No. 20240610YBS

RFx 3140003895

YOUTH BARBER SERVICES FOR

MDHS OAKLEY YOUTH DEVELOPMENT CENTER (OYDC)

Issue Date: June 10, 2024

MDHS WELCOMES PARTICIPATION OF MINORITY BUSINESSES

Contact Person:

Kimbley Hendrix

Procurement.Services@mdhs.ms.gov

200 South Lamar Street

Jackson, MS 39201

(601) 359-4500

INVITATION: Subject to the attached and referenced terms and conditions, quotes for the acquisition of the products/services described in this QR will be received at this office until

Wednesday, June 26, 2024, by 2:00 p.m., CT.

DocuSign Envelope ID: F179D9E8-C98F-4C05-A160-3B1FADB8E785 mailto:Procurement.Services@mdhs.ms.gov

QR No. 20240610YBS Page 2 of 11

PURPOSE

The Mississippi Department of Human Services (MDHS) is requesting quotes from qualified respondents to provide barber services to the youth housed at MDHS’ Oakley Youth Development

Center. It is understood that any contract resulting from this solicitation may require approval by the

Public Procurement Review Board (PPRB). If any contract resulting from this solicitation is not approved by the MDHS and/or PPRB (if required), it is void and no payment shall be made. MDHS will award one (1) contract for services mentioned. MDHS has the right to reject any and all quotes during any step of the procurement or awarding process (even after negotiations have begun).

TERM

The anticipated date for services to begin is July 1, 2024, or after both parties have signed, whichever is later, with an ending date of June 30, 2025. Upon Notification by MDHS, at least thirty (30) days prior to each contract anniversary date, the contract may be renewed by MDHS for a period of two (2) successive one-year period(s) under the same prices, terms and conditions as in the original contract.

Compensation for services will be in the form of a firm fixed-rate agreement. A Unit Price shall be given, and that unit price shall be the same throughout the period of the Contract.

SCOPE OF SERVICES

The Independent Contractor shall perform and render the following services:

Contractor shall provide barbering services for male and female students (youth) housed at the

Mississippi Department of Human Services (MDHS), Division of Youth Services’ (DYS)

Oakley Youth Development Center (OYDC).

Students’ hair must be trimmed/cut monthly with no exceptions.

Barbering schedule shall be submitted to MDHS/OYDC for approval prior to services being provided. In the event, the schedule needs to be adjusted, Contractor shall notify the OYDC

Facility Director/Director of Institutions’ designee from the OYDC staff.

Notify OYDC Facility Director/Director of Institutions’ designee from the OYDC staff within two (2) hours of knowledge it will not be able to fulfill a scheduled service appointment. If scheduled service is cancelled, contractor must reschedule with OYDC within two (2) business days, unless otherwise specified and agreed upon in writing by OYDC.

All male haircuts shall be one (1) inch or shorter on top and tapered and all female haircuts shall be trimmed in a style similar to their current styling. The Barber may use clippers to shave when performing haircuts. No specialty haircuts shall be allowed.

Contractor shall be responsible for providing barber equipment (clippers, scissors, combs, drapes, etc.), sterilization of all equipment before use, and clean-up and sterilize the area in which the Barbering Services shall take place.

The OYDC shall supply the area for which the Barbering Services are to take place, as well as the barber chairs. In addition, OYDC will supply the clean-up supplies such as brooms, mops, disinfectant solutions and any other agreed upon items.

Payment shall be based on a per haircut rate.

Contractor shall leave a receipt with OYDC to compare with the invoices for payment.

Contractor personnel may be required to sign-in and sign-out at OYDC. Security provisions for all state facilities must be strictly observed. All contractor personnel must be uniformed or have visible identification at all times. Contractor personnel may be required to provide photographic identification for inspection upon entering OYDC. The contractor is advised that

QR No. 20240610YBS Page 3 of 11 for OYDC, contractor personnel shall strictly abide by all state policies and procedures at all times.

Abide by all state and/or MDHS/OYDC policies and procedures at all times. Deviations from these policies by the contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

Abide by all ordinances and laws pertaining to the OYDC’s operation and obtain and pay for all necessary permits, licenses, and fees for work performed and give all notices and comply with all laws, ordinances, rules, and regulations.

Perform a background check and/or drug screening if requested by OYDC and verify and/or provide the results.

Perform all services provided in the scope of services between the contractor and OYDC 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. No statement within this scope of services shall negate compliance with any applicable governing regulation.

Be responsible for all damages and shall be held responsible for replacing or repairing any damage due to negligence on the part of the contractor or contractor personnel to any person(s) and/or property. OYDC may withhold payment or make such deductions as deemed necessary to insure reimbursement or replacement for loss or damage to property.

OYDC shall assign an OYDC employee to inspect all services provided by contractor.

Independent Contractor is required to also follow the regulations, orders, and guidance from the Mississippi State Department of Health and CDC to help prevent the spread of

COVID-19.

The Youth Barber Services will be monitored by the Facility Director/ Director of Institutions’ designee from the OYDC staff.

Note: Contractor must have and provide a current license from the Mississippi Board of Barber

Examiners. Oakley’s Youth Development Center’s usual maximum occupancy rate of seventy-five

(75) youth and an average daily rate of sixty-seven (67) youth on campus.

QUOTE SUBMISSION

Your response to this solicitation must be marked as “QR No. 20240610YBS” and may be submitted by mail, email or hand delivery. Responses submitted via email should be sent to the following:

Kimbley Hendrix Procurement.Services@mdhs.ms.gov

Hand delivered or mailed responses should be delivered to the following: Kimbley Hendrix, 200 South

Lamar Street, Jackson, MS 39201. Hand delivered responses should be delivered in an envelope that includes the respondent’s name, physical address, Quote Request Number, and phone number.

Responses are due no later than Wednesday, June 26, 2024, by 2:00 p.m., CT. Quotes via facsimile will not be accepted. Any quotes received after this deadline shall be considered LATE and will be recorded as such and included in the procurement file. Late quotes are deemed non-responsive and not considered for further evaluation. Respondent will be notified if response is deemed non-responsive due to missed deadline. There are no exceptions to the deadline date and time or method of submission.

mailto:Procurement.Services@mdhs.ms.gov

QR No. 20240610YBS Page 4 of 11

A completed quote packet shall include:

completed and signed Quote Form (Attachment A);

completed and signed Certifications and Assurances (Attachment B);

completed and signed Debarment Verification Form (Attachment C);

completed and signed Proprietary Information Form (Attachment D);

completed and signed Quote Exception Summary (Attachment E); and provide proof of current license from the Mississippi Board of Barber Examiners

The following may be submitted with quote packet, but will be required before contract start date:

completed and signed Minority Vendor Self Certification Form (Attachment F);

E-Verify documentation, if applicable (https://www.uscis.gov/e-verify);

Taxpayer Identification Number and certification (Completed W-9);

Proof of registration with the Mississippi Secretary of State (if applicable);

current certificate of liability insurance; and

Insurance. The successful respondent shall maintain at least the minimum level of workers’ compensation insurance as prescribed by law which shall inure to the benefit of all contractor's personnel performing services under the resulting contract, comprehensive general liability or professional liability insurance, with minimum limits of $1,000,000.00 per occurrence. All worker’ compensation, comprehensive general liability, and professional liability will list MDHS as an additional insured. MDHS reserves the right to request from carriers, certificates of insurance regarding the required coverage. Insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance. The vendor shall be prepared to provide evidence of required insurance upon request by MDHS at any point during the contract period.

Registration with Mississippi’s Accountability System for Governmental Information and

Collaboration (MAGIC), if not already registered, visit: http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/

An award may be made to the respondent whose quote is determined, in writing, to be the most responsive and lowest bid. MDHS will provide the opportunity for post-award vendor debriefing following the notice of contract award in an effort to exchange information with vendors, strengthen business relationships, and improve the procurement process between vendors and the State. Please see “Debriefing and Protest Information” (Attachment G) for more information.

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

MDHS reserves the right to reject any and all quotes where the Respondent takes exception to the terms and conditions of the QR and/or fails to meet the terms and conditions and/or in any way attempts to limit the rights of MDHS and/or the State of Mississippi, including but not limited to, the required contractual terms and provisions set forth in this QR.

https://www.uscis.gov/e-verify http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/ http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/

QR No. 20240610YBS Page 5 of 11

ATTACHMENT A

Quote Form

Date Submitted: Deadline Date: June 26, 2024, by 2:00 p.m., CT

Respondent’s Organization Information:

Name of Organization: __________________________________________________________

Mailing Address: ______________________________________________________________

Authorized Official: ____________________________________________________________

Title: ________________________________________________________________________

Phone: ( )_________________________________________________________________

Email: _______________________________________________________________________

Tax I.D.#: _____________________________________________________________________

DUNS #: ______________________________________________________________________

BUSINESS ID# (Issued from Mississippi Secretary of State’s Office (Out-of-state corporations ONLY)): ______________________

Certificate of Liability Insurance Period of Coverage: ________________________________

Contact Person for Respondent:

Name: __________________________________________ Title: ________________________

Mailing Address:_______________________________________________________________

Phone: ( )_________________________________________________________________

Email: _______________________________________________________________________

Description of Services: As stated in “Scope of Services” of this QR No. 20240610YBS.

Terms of Agreement: July 1, 2024, or after both parties have signed, whichever is later, ending

June 30, 2025, with the option of two (2) successive one-year periods.

QR No. 20240610YBS Page 6 of 11

ATTACHMENT A

(Continued)

Requirement: Respondent must provide pricing in the below requested format. All pricing should be based on description of services to be offered and include all associated costs with no additional or hidden fees.

Specific Category of Service Rate Per Haircut

Hair cut per student (Male/Female)

Respondents shall not include any additional charges in this bid form. Any additional charges included on a Respondent’s bid form may result in the Respondent’s bid being deemed non-responsive and Respondents will thereby be rejected.

By signing below, I certify that the above mentioned information is true and complete, and I have the legal authority to bind the company. I do not have any questioned costs, audit, monetary and/or unresolved findings with MDHS, Division of Program Integrity. I understand that as a condition of award, I may be required to present documentation which verifies the accuracy of the information on this Quote Form, as well as, the required documents listed in this solicitation. Any incorrect and/or missing information is considered non-responsive and is subject to rejection. Modifications or additions to any portion of this Quote Request may be cause for rejection of the quote.

Signature of Authorized Official Date (No stamped signature)

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

QR No. 20240610YBS Page 7 of 11

ATTACHEMENT B

CERTIFICATIONS AND ASSURANCES

I/We make the following certifications and assurances as a required element of the quote to which it is attached, of the understanding that the truthfulness of the facts affirmed here and the continued compliance with these requirements are conditions precedent to the award or continuation of the related contract(s) by circling the applicable word or words in each paragraph below:

1. REPRESENTATION REGARDING CONTINGENT FEES

Contractor represents that it HAS/HAS NOT (please circle applicable word or words) retained a person to solicit or secure a state contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except as disclosed in

Contractor’s quote.

2. REPRESENTATION REGARDING GRATUITIES

The respondent or Contractor represents that it HAS/HAS NOT (please circle applicable word or words) violated, is not violating, and promises that it will not violate the prohibition against gratuities set forth in Section 6-204 (Gratuities) of the Mississippi

Public Procurement Review Board Office of Personal Service Contract Review Rules and

Regulations.

3. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

The respondent certifies that the prices submitted in response to the solicitation

HAVE/HAVE NOT (please circle applicable word or words) been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other respondent or competitor relating to those prices, the intention to submit a quote, or the methods or factors used to calculate price.

4. PROSPECTIVE CONTRACTOR’S REPRESENTATION REGARDING

CONTINGENT FEES

The prospective Contractor represents as a part of such Contractor’s quote that such

Contractor HAS/HAS NOT (please circle applicable word or words) retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract.

Name/Title: __________________________________________

Signature/Date: _______________________________________

Note: Please be sure to CIRCLE THE APPLICABLE WORD OR WORDS provided above.

Failure to circle the applicable word or words and/or to sign the bid form may result in the bid being rejected as nonresponsive. Modifications or additions to any portion of this bid document may be cause for rejection of the bid.

QR No. 20240610YBS Page 8 of 11

ATTACHEMENT C

DEBARMENT VERIFICATION FORM

Please Print/Type Clearly in Blue Ink

Subgrantee’s/Contractor’s Name

Authorized Official’s Name

DUNS Number

Address

Phone Number

Are you currently registered with www.sam.gov (Respond Yes or No)

Registration Status (Type Active or Inactive)

Active Exclusions (Type Yes or No)

Federal Debarment Certification:

By signing below, I hereby certify that ______________________________ is not on the list for Subgrantee’s Name/Contractor’s Name federal debarment on www.sam.gov –System for Award Management (SAM).

State of Mississippi Debarment Certification:

By signing below, I hereby certify that ______________________________is not on the list for Subgrantee’s Name/Contractor’s Name debarment for doing business within the State of Mississippi or with any Mississippi State

Agencies.

Partnership Debarment Certification:

By signing below, I hereby certify that all entities who are in partnership through this contract with

MDHS (subcontractors, subrecipients, et al.) are not on the federal debarment list on www.sam.gov – System for Award Management or the State of Mississippi debarment list. Proof of documentation of partnership verification with SAM shall be kept on file and the debarment status shall be checked prior to submission of every contract/subgrant and modification to MDHS.

http://www.sam.gov/

QR No. 20240610YBS Page 9 of 11

ATTACHMENT D

Proprietary Information Form

The Respondent should mark any and all pages of this response considered to contain proprietary information. Such pages may remain confidential in accordance with Mississippi Code Annotated

§§25-61-9 and 79-23-1 (1972, as amended). Each page of this response considered, by the

Respondent, to contain trade secrets or other confidential commercial/financial information should be marked in the upper right hand corner with the word “CONFIDENTIAL.” Any pages not marked accordingly will be subject to review by the general public after the award of the contract.

Requests to review the proprietary information will be handled in accordance with applicable legal procedures. Failure to clearly identify trade secrets or other confidential commercial/financial information may result in that information being released in a public records request.

For all procurement contracts awarded by state agencies, the provisions of the contract which contain the personal or professional services provided, the price to be paid, and the term of the contract shall not be deemed to be a trade secret, or confidential commercial or financial information, and shall be available for examination, copying, or reproduction.

If applicable, please indicate which parts/pages below that the contractor wishes to designate as proprietary. In addition, provide the specific statutory authority for the exemption. If this is not applicable, please indicate with “N/A” below.

1.

2.

3.

4.

5.

By signing below, I understand failure to clearly mark proprietary information as identified above may result in disclosure of such information as it will be subject to review by the general public after the award of the contract.

Name of Organization

QR No. 20240610YBS Page 10 of 11

ATTACHMENT E

QUOTE EXCEPTION SUMMARY

Respondents taking exception to any part or section of the solicitation, including contract clauses listed in Appendix C and Appendix E of the PPRB OPSCR Rules and Regulations

(http://www.dfa.ms.gov/dfa-offices/personal-service-contract-review/pscrb-rules-regulations/), shall indicate such exceptions on the Quote Exception Summary. Failure to indicate any exception will be interpreted as the Respondent’s intent to comply fully with the requirements as written.

Conditional or qualified quotes, unless specifically allowed, shall be subject to rejection in whole or in part.

List and clearly explain any exceptions, for all Sections and Attachments, in the table below. Indicate “N/A”, if there are no exceptions.

Reference Respondent’s Reference

Brief Explanation of Exception

MDHS Acceptance (sign here only if accepted) Reference specific outline point to which exception is taken

Page, section, items in Respondent’s quote where exception is explained

Short description of exception being made

MDHS reserves the right to reject any and all quotes where the Respondent takes exception to the terms and conditions of the

QR and/or fails to meet the terms and conditions and/or in any way attempts to limit the rights of MDHS and/or the State of

Mississippi, including but not limited to, the required contractual terms and provisions set forth in this QR.

Name of Organization http://www.dfa.ms.gov/dfa-offices/personal-service-contract-review/pscrb-rules-regulations/

QR No. 20240610YBS Page 11 of 11

ATTACHMENT F

STATE OF MISSISSIPPI

MINORITY VENDOR SELF CERTIFICATION FORM

Please complete the following information on this form and return immediately to the Mississippi Department of Finance and Administration, Attention: Vendor File Maintenance, P.O. Box 1060, Jackson, Mississippi

39215. Forms may also be faxed to (601) 359-5525.

Name of Business: _____________________________________________

Address: ________________________ Post Office Box: _______________

City: ___________________ State: ________________ Zip: ____________

Telephone: _____________ Tax I.D.: ______________________________

SAAS Vendor #s (if known): _____________________________________

MINORITY STATUS

As used in this provision, means a business concern that (1) is at least 51% minority-owned by one or more individuals, or minority business enterprises that are both socially and economically disadvantaged and (2) have its management and daily business controlled by one or more such individuals as ascribed under the

Minority Business Enterprise Act 57-69 and the Small Business Act 15 USCS, Section 637 (a). See back of form for more information. Should you require additional information regarding your Minority Status, or need assistance in completing this form please call the Mississippi Development Authority, Minority Business

Enterprise Division at 601-359-3448.

___Applicable ____Not Applicable

IF MINORITY STATUS IS APPLICABLE, PLEASE CHECK APPROPRIATE CODE BELOW:

Minority Business Enterprise Women Business Enterprise

____A (Asian Indian) ____M (Asian Indian)

____B (Asian Pacific) ____N (Asian Pacific)

____C (Black American) ____O (Black American)

____D (Hispanic American ____P (Hispanic American)

____E (Native American) ____Q (Native American)

____R (Other) Non Ethnic Women

The undersigned certifies under the penalties (administrative suspension and/or ineligibility for participation) set forth in the Minority Business Enterprise Act 57-69, and the Small Business Act 15 USCS, Section 637 (a), that the company classification and selected information above is true and correct. The undersigned will advise of any change in such classification at once.

Business: ______________________________________ Certified by: ___________________________________

Date: ________________ Title: ____________________ Name Printed: _________________________________

Issue Date March 31, 2002

QR No. 20240610YBS Page 12 of 11

ATTACHMENT G

DEBRIEFING AND PROTEST INFORMATION

In compliance with Mississippi Public Procurement Review Board Office of Personal Service

Contract Review Rules and Regulations, Agencies are encouraged to exchange information with vendors in an effort to build and strengthen business relationships and improve the procurement process between vendors and the State.

7-113 POST-AWARD VENDOR DEBRIEFING

7-113.01 Debriefing Request

A vendor, successful or unsuccessful, may request a post-award vendor debriefing, in writing, by U.S. mail or electronic submission, to be received by the agency within three (3) business days of notification of the contract award. A vendor debriefing is a meeting and not a hearing; therefore, legal representation is not required. If a vendor prefers to have legal representation present, the vendor must notify the agency and identify its attorney. The agency shall be allowed to schedule and/or suspend and reschedule the meeting at a time when a representative of the Office of the Mississippi Attorney General can be present.

7-113.02 When Debriefing Should Be Conducted

Unless good cause exists for delay, the debriefing should occur within three (3) business days after receipt of the vendor request and may be conducted during a face-to-face meeting, by telephonic or video conference, or by any other method acceptable to the agency. The Procurement Officer or designee should chair the meeting, and where practicable, include other staff with direct knowledge of the procurement.

7-113.03 Information To Be Provided

At a minimum, the debriefing information shall include the following:

(1) The agency’s evaluation of significant weaknesses or deficiencies in the vendor’s bid, proposal, or statement of qualifications, if applicable;

(2) The overall evaluated cost or price, and technical rating, if applicable, of the successful vendor(s) and the debriefed vendor;

(3) The overall ranking of all vendors, when any ranking was developed by the agency during the selection process;

(4) A summary of the rationale for award; and,

(5) Reasonable responses to relevant questions about selection procedures contained in the solicitation, applicable regulations, and other applicable authorities that were followed.

7-113.04 Information Not To Be Provided

The debriefing shall not include point-by-point comparisons of the debriefed vendor’s bid, proposal, or qualification with those of other offering vendors. Any written request by a vendor for nondisclosure of trade secrets and other proprietary data is subject to the provisions of Mississippi Code Annotated §§ 25-

61-9 and 79-23-1 and §§ 75-26-1 through 75-26-19.

PROTEST

Any actual or prospective bidder or offeror who is aggrieved in connection with the solicitation or award of a contract may protest to the Chief Procurement Officer and copy the Department of Finance and

Administration Director of the Office of Personal and Professional Service Contract Review. The protest shall be submitted in writing within seven (7) calendar days of the award or within seven (7) calendar days of the solicitation posting if the protest is based on the solicitation. A protest is considered filed when received by the Chief Procurement Officer. Protests filed after the seven (7) day period shall not be considered. Please refer to Section 7-113 of the Public Procurement Review Board, Office of Personal

Service Contract Review Rules and Regulations for more information.