RFP STUDENT HEALTH CENTER (26-A2).pdf

Billy D. Scott Purchasing Agent bscott@mvsu.edu CTWILIAMS@MVSU.EDU

NOTE: If you cannot quote on the exact material shown, please indicate any exceptions, giving brand names and complete specifications on any alternate. Mississippi Valley State University reserves the rights to accept any alternate of equal or greater quality or performance. We also reserve the rights to waiver any irregularities that may appear in the Bids/Proposals specifications.

If checked, Mississippi Valley State University reserves the rights for an additional 60 days to purchase and additional 20% of this bid/proposal at the same cost.

We quote you as above F.O.B – Mississippi Valley State University. Shipment can be made within days from receipt of the order.

Request for Proposals Mississippi Valley State University

THIS IS

NOT AN

ORDER

MVSU #7244 / 14000 Hwy 82-W Itta Bena MS 38941-1400

Web Address: www.mvsu.edu/purchasing/ Phone No: (662) 254-3319 Fax (662) 254-3314 Proposal Title: Date: 03/31/2026

Student Health Center Services Proposals No. VSRP# 1001053 Requesting Department: Number of Pages 38

Auguster Wallace Chief of Staff/Chief Operating Officer Change Order:

Term – End of Month Mississippi Valley State University is considering the purchase of the following item (s). We ask that you submit your Bids/Proposals in three copies. Rights are reserved to accept, or reject any and all parts of your bid/proposals. Your bid/proposals will be given consideration if received in this Office on or before the date and time below.

Bids/Proposals – Do not include State or Federal Taxes in your bids/proposals. The University is exempted from these taxes. All order will be placed with successful bidder by Official Purchase Order.

This bid/proposal will be awarded on a line by line basis

This bid/proposal will be awarded on a all or none basis

However, the University reserves the rights to award any and all bids/proposals in the best interest of the University.

Email: bscott@mvsu.edu

ITEM QUANTITY DESCRIPTIONS UNIT PRICE TOTAL NET PRICE

Student Health Center Services

Please show Bid/Proposals No. on outside of Envelope

Company Quoting Terms:

Date:

Phone/Fax:

Official Signature:

Reset Form

Bid/Proposal opening {Date and Time}

April 21th, 2026 @2:00pm Mississippi Valley State University

By: Billy Scott/Director of Purchasing mailto:bscott@mvsu.edu mailto:CTWILIAMS@MVSU.EDU http://www.mvsu.edu/purchasing/ mailto:bscott@mvsu.edu

Request for Proposals

RFP #VSRP-1001053

Issue Date |March 31st, 2026 Closing Date |April 21st, 2026

Closing Time |2:00 p.m.

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Table of Contents Table of Contents

SECTION I- INSTRUCTIONS TO PROPOSERS

SCOPE OF PROGRAM

PROPOSAL SUBMISSION

PROPOSAL COPIES

MAJOR ANTICIPATED SCHEDULE OF EVENTS

TERM OF AGREEMENT

INQUIRES AND INTERPRETATIONS

ELIGIBEL PROPOSERS

MODIFICATION OR WITHDRAWAL OF PROPOSALS

ERASURES AND INTERLINATIONS

NON-FUNDING

PAYMENTS AND INTEREST ON LATE PAYMENTS

RESIDENT VENDOR PREFERENCE

TAX EXEMPTION

REJECTION OF PROPOSALS

PRICE/FINANCIAL PROPOSAL

AWARD OF CONTRACT

TRADE SECRETS

CONFLICT OF INTEREST/ETHICS

INVOICING

INSURANCE REQUIREMENTS

MINIMUM SCOPE AND LIMITS OF INSURANCE

ADDITIONAL INSURANCE REQUIREMENTS

NOTICE OF CANCELLATION

VERIFICATION OF COVERAGE

SECTION II- LEGAL AND STANDARD REQUIREMENTS OF REQUEST FOR PROPOSAL

APPLICABLE LAWS

FORCE MAJEURE

ANTI-KICKBACK

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GRATUITIES

ASSIGNMENT-DELEGATION

EQUAL OPPORTUNITY CLAUSE

ADVERTISING

INDEMNIFICATION

TERMINATION FOR DEFAULT

NO WAIVER

UNIVERSITY WEAPONS POLICY

PAYMENT CARD INDUSTRY DATA SECURITY STANDARD

BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C. 1352

DEBARMENT AND SUSPENSION

NOTICE OF INTEREST

POST-SELECTION REVIEW AND PROTEST OF AWARD

ACCEPTANCE OF CONTRACTUAL REQUIREMENTS

PUBLIC RECORDS

AUDITS

NON-DISCRIMINATION

INVESTIGATION OF REFERENCES

RFP PROPOSAL PREPARATION COSTS AND OTHER COSTS

CLARIFICATION

RIGHT TO REJECT PROPOSALS

CANCELLATION

PROPOSAL TERMS

ORAL PRESENTATIONS AND INTERVIEWS

USAGE

REVIEW OF RESPONSIVENESS

RFP INCORPORATED INTO CONTRACT

COMMUNICATION BLACKOUT PERIOD

PROHIBITION ON COMMISSIONS

OWNERSHIP OF PROPOSALS

CLERICAL ERRORS IN AWARDS

COLLUSION

EVALUATION COMMITTEE

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COMMENCEMENT OF WORK

TERM OF CONTRACT

CONTRACT OF TERMINATION

DELIVERY OF PROPOSALS

SECTION III: STUDENT HEALTH CENTER BACKGROUND

STUDENT HEALTH CENTER BACKGROUND

SECTION IV: SCOPE OF WORK

SCOPE OF WORK

SECTION V: PROPOSAL REQUIREMENTS AND EVALUATION

PROPOSAL FORM AND CONTENT

SUBMISSION FORMAT

REQUIRED PROPOSAL CONTENT

EVALUATION CRITERIA

SECTION VI: QUESTIONNAIRE

QUESTIONNAIRE FOR PROPOSERS

SECTION VII: FINANCE

1. FINANCIAL PERFORMANCE MEASURES

2. ADDITIONAL INFORMATION

SECTION VIII: NOTICE OF INTEREST

Notice of Interest

SECTION IX: INQUIRE FORM

Proposer Inquiry Form

SECTION X: EXHIBITS

Exhibit I: School Health Center Floor Plan

Exhibit II: Profile of SHC Services

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State of Mississippi

REQUEST FOR PROPOSALS

University Student Health Center

SECTION I- INSTRUCTIONS TO PROPOSERS

SCOPE OF PROGRAM

A. Purpose: Mississippi Valley State University (MVSU) seeks to contract, through proposal process, with a private sector health services provider to provide on-site health services and support for MVSU’s student body, faculty, and staff. The purpose of this RFP is to solicit a contract for a health care organization that will provide a comprehensive health care program on the main campus. The successful contractor must be willing to collaborate and develop a partnership with the University to create and mold its Student Health Center (SHC) into a successful health care program. MVSU is seeking a health care organization that will establish a satellite clinic on campus and provide the appropriate management, equipment, supplies, and staff needed to operate an accredited health care facility. MVSU expect the overall impact of this facility will enhance the level of health care (preventive and medical) and improve the level of financial effectiveness, services, and satisfaction. Furthermore, it is essential that the University Student Health Center operates with maximum sensitivity to the University’s mission and the needs and concerns of students, faculty, and staff. Goals of the partnership include:

• Provide a level of service substantially comparable to or exceeding services currently provided by the University to students, funded on a contractual basis by the University.

• Provide opportunities for students to obtain additional health services (i.e., mental health, socials services, etc.) billed to student’s health insurance provider.

• Provide additional opportunity for health services for University employees, and/or other private patient from the adjacent community.

B. Background: Healthcare for Students at Mississippi Valley State University and the MVSU Community.

MVSU currently operates a Health Center that provides educational and preventative health care to the student body of Mississippi Valley State University. Medical services are provided by a contracted licensed physician. Student patients are referred to outside entities as required by individual cases.

C. About Mississippi Valley State University

Mississippi Valley State University was opened in 1950, although the legislation authorizing the establishment of the institution under the name Mississippi Vocational College which was

5 | P a g e enacted by the Mississippi Legislature in 1946. The express purpose for the new college was to train teachers for rural and elementary schools and to provide vocational training.

The name of the institution was changed to Mississippi Valley State College in 1964. The college was authorized to offer the liberal arts degree as well as the science and education degrees. In 1974, name was changed to Mississippi Valley State University. The name changes reflect the expanding mission and program offerings of the University.

The rural campus is on a 450-acre (180 ha) tract of land adjacent to U.S. Highway 82 in unincorporated Leflore County, in the Mississippi Delta region, 1 mile (1.6 km) northwest of Itta Bena. The university is about 5 miles (8.0 km) from Greenwood, about 50 miles (80 km) from Greenville, about 100-mile (160 km) north of Jackson, and about 120-mile (190 km) south of Memphis, Tennessee.

MVSU has a total enrollment of 2032 in fall 2020, its setting is rural and campus size is 450 acres. The annual pre-pandemic average on-campus residential census is 900 students. The university is on a semester calendar system. The student-faculty ratio at Mississippi Valley State University is 15:1, and the school has 64.5% of its classes with fewer than 20 students. The most popular majors at Mississippi Valley State University include: Public Administration and Social Service Professions; Business, Management, Marketing, and Related Support Services;

Biological and Biomedical Sciences; Parks, Recreation, Leisure, and Fitness Studies; and Homeland Security, Law Enforcement, Firefighting and Related Protective Services.

PROPOSAL SUBMISSION

For the appropriate packet containing complete information visit the MAGIC BID Portal at https://www.ms.gov/dfa/contractbidsearch/. All applicant/vendors must register as a supplier if you wish to do business with the State of Mississippi at https://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/. If you attempt to complete the registration process and you are already a converted vendor in MAGIC, you will receive a duplicate error message. Please call the MMRS Call Center at 601- 359-1343. Option 2 for assistance in locating your vendor information. Proposers can submit their application electronically ONLY in the MAGIC system.

Sealed proposals and other required documents shall be enclosed in a sealed opaque envelope and shall be identified as a "Request for Proposals" including the RFP number, and the RFP opening time and date.

The proposer, by making a proposal, represents that: (a) the proposer has read and understands the RFP documents, terms and conditions, and the proposal is made in accordance therewith; and (b) the proposal is based upon the materials, equipment, systems, printing and/or services specified.

The envelope shall be addressed to Mississippi Valley State University to the attention of Billy Scott, 14000 Hwy 82 West, Box 7244, Itta Bena, MS 38941-1400 and must be submitted on or before April 21st, 2026 by 2:00 p.m.

https://www.ms.gov/dfa/contractbidsearch/ https://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/

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Proposals received after the time and date for the proposal opening will be returned unopened. The proposer shall assume full responsibility for timely delivery at the location designated for receipt of bids.

Oral, telephonic, facsimile, or telegraphic proposals are invalid and will not receive consideration.

The proposal must be signed by such individual or individuals who have full authority from the proposer to enter into a binding contract on behalf of the proposer so that a contract may be established as a result of acceptance of the proposal submitted. By reference, the terms and conditions set forth in the Request for Proposal shall serve as additional contract terms and conditions. Proposed terms and conditions of a contract should be submitted as a part of the proposal response.

By submitting a proposal, the program provider submitting a proposal represents and warrants:

A. That it is currently licensed to do business, or shall be within 30 days of Notice of Intent to Award, as the case may be, in the State of Mississippi and that it will take such action as, from time-to-time hereafter, may be necessary to remain so qualified;

B. That it is not in arrears with respect to payment of any monies due and owing the State of Mississippi, or any department or agency thereof, including, but not limited to, the payment of taxes and employee benefits, and that it shall not fall into arrears during the term of the agreement; that it shall comply with all federal, State, and local laws, ordinances, and legally enforceable rules and regulations applicable to its activities and obligations under the contract;

C. That it shall procure, at its expense, all licenses permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations with respect to the requested financing;

D. That it will be responsible for any expenses incurred in the preparation and/or presentation of the proposals and oral interviews, if conducted, or for the disclosure of any information or material received in connection with this solicitation, whether by negligence or otherwise;

E. That the facts and matters set forth in this proposal are true and correct.

PROPOSAL COPIES INQUIRE FORM Proposer Inquiry Form

One original signed and completed, and five (5) copies of the proposal shall be submitted to the University. Four of the copies must be anonymous. No company name, address, phone number, signature, or any other identifying information may appear.

MAJOR ANTICIPATED SCHEDULE OF EVENTS

RFP Issue Date March 31th, 2026 Notice of Interest Due: April 9th, 2026 Proposal Inquiry Form Due April 14th, 2026 Proposals Due April 21st 2026 Submission to IHL for Approval of Contract Award To be determined Notification of Award Approval to Contractor To be determined Initiation of Implementation of Student Health Services Project To be determined

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TERM OF AGREEMENT

The successful proposer shall sign a contract that incorporates the requirements and terms of this RFP, the response to the RFP, and the negotiated and agreed upon terms between the proposer and Mississippi Valley State University. The preferred initial term of the proposed agreement for health services and support shall be for five years; proposers may propose alternative terms. The University recognizes that if a proposal includes the provision of services on campus and includes a capital investment in facilities by the proposer, a significantly longer term, subject to contingencies which a State Agency is required to include in any such contract, would be implicated, along with an amortization period if an early termination should occur.

The University will reserve a right to early termination of the contract under terms to be negotiated, including but not limited to a Funding Out clause.

All applicable Federal laws, State laws, County, Local and municipal ordinances, by-laws, and the orders, rules and regulations of all authorities having jurisdiction over this work shall apply to the Contract throughout, and they will be deemed to be included in the Contract the same as though written out in full.

INQUIRES AND INTERPRETATIONS

Communications with employees of Mississippi Valley State University concerning this RFP by the proposer or on the proposer’s behalf, except as is specified below would not be appropriate during the submission and selection process. Failure to comply with this requirement may disqualify a proposer.

The University has 7 days to reply to all inquiries submitted. All questions and/or inquiries concerning this request shall be submitted in writing to:

Mississippi Valley State University Attention: Mrs. Auguster Wallace

Chief of Staff/Chief Operating Officer 14000 Hwy 82 W

President’s Office Itta Bena, MS 38941-1400 akeys@mvsu.edu

Inquiries submitted after deadline on April 21st, 2026 by 2:00 p.m., may be disregarded by the University at its discretion due to proximity to the closing date. Proposers shall consider the Department of Procurement Services as the first and prime point of contact on all matters related to the procedures associated with this RFP. If additional information is needed from any source, Procurement Services will work with the Proposer and the various offices of the University to gather that information. Should any prospective proposer find discrepancies in or omissions from this RFP or be in doubt of the meaning, the proposer should at once request in writing an interpretation from the University as described above. All necessary interpretations will be made available to all recipients of this RFP in the form of addenda to the RFP and such addenda shall become part of this RFP. Failure of any recipient of this RFP to receive any such addendum or interpretation shall not relieve such recipient from any obligation under their proposal mailto:akeys@mvsu.edu

8 | P a g e as submitted; copies of such addenda shall be available on the Procurement Office website at www.mvsu.edu/purchasing. Once there, proposer should select “Current Bids” from the menu to the right. The University will assume no responsibility for oral instructions or suggestions. ORAL ANSWERS SHALL NOT BE BINDING ON Mississippi Valley State University, regardless of who made the statement. Every official and binding interpretation made by the University will be made in the form of an addendum that, if issued, will be added to the website as an addendum under “Current Bids”.

Procurement Services can also be reached by:

Telephone: 662-254-3320 Facsimile: 662-254-3314 Email: mvsu.edu/purchasing

No substantive information will be provided to Proposers verbally or on an individualized basis.

ELIGIBLE PROPOSERS

Proposals will be accepted only from entities who:

A. Are free from all obligation, interest and regulatory problems which might conflict with the interests of Mississippi Valley State University, the Board of Trustees of State Institutions Higher Learning, and the State of Mississippi.

B. Are experienced in the provision of health services; and

C. Are able to demonstrate the availability of relevant resources, including capital, personnel, and other professional services necessary for the delivery of broad health services as described herein.

MODIFICATION OR WITHDRAWAL OF PROPOSALS

At any time prior to the specified time and date designated for receipt of proposals, a proposal submitted may be withdrawn by notice to the party receiving proposals at the place designated for receipt of proposals. Such notice shall be in writing over the signature of the proposer with authority as set forth under paragraph “Proposal Submission,” above and shall be received prior to the designated time and date for receipt of proposals. Once proposal is received by University NO Modifications will be allowed, after April 21st, 2026 at 2:00 p.m., unless requested by the University.

ERASURES AND INTERLINATIONS

Erasures, interlineations, or other changes in the proposal must be initialed by the person(s) signing the proposal.

http://www.mvsu.edu/purchasing

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NON-FUNDING

All services performed or goods delivered under this contract are to be continued for the term of the Purchase Order/Contract, contingent upon funds being appropriated by the Legislature or otherwise being made available. In the event funds are not appropriated or otherwise available for these services or goods, University will provide as much notice to the vendor as is reasonably viable, and then this Purchase Order/Contract becomes void and of no effect after June 30.

PAYMENTS AND INTEREST ON LATE PAYMENTS

Where applicable, payment by University to a vendor may only be made after the delivery and acceptance of services or goods. Payment of services or goods cannot be prepaid and must be processed in arrears.

Interest may be paid for late payment in accordance with Mississippi Code § 31-7-307.

RESIDENT VENDOR PREFERENCE

If you are not a registered supplier and you wish to do business with the State of Mississippi, click here to register: State of Mississippi Supplier Registration. If you attempt to complete the registration process and you are already a converted vendor in MAGIC, you will receive a duplicate error message.

Please call MMRS Call Center at 601-359-1343, Option 2 for assistance in locating your vendor information.

TAX EXEMPTION

The State of Mississippi, the Board of Trustees of State Institutions Higher Learning, and Mississippi Valley State University are exempt from federal and state taxes and will not pay or reimburse such taxes.

Vendors may be subject to local as well as State and federal taxes and must exercise due diligence in incorporating all applicable taxes into any financial components of the response to the RFP.

REJECTION OF PROPOSALS

The University shall have the right to reject any and all proposals, in whole or part; to reissue a new or revised RFP at its sole discretion; to reject a proposal not accompanied by a required security or other data required by the RFP documents; to reject a proposal, which is in any way incomplete or irregular; or to waive any minor irregularities and discrepancies which in the judgment of the University did not create a material and unfair competitive advantage. Offers may be rejected for any of the following reasons:

A. Failure to meet the mandatory specifications and requirements;

B. Failure to respond in a timely fashion to a request for additional information or data;

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C. Failure to supply appropriate and favorable client references;

D. Financial instability of proposer submitting the proposal;

E. Failure of the proposer to successfully negotiate a contract, if applicable;

F. Submitting an incomplete Financial Proposal information that is requested;

G. Submitting a proposal that is not signed; or

H. Failure to demonstrate that the proposer is qualified to carry out the obligations of the contract and to implement and support the work specified herein.

PRICE/FINANCIAL PROPOSAL

Proposers may utilize multiple, alternate financial models in their submission. Regardless of the model, though, the financial details and expectations must be described in enough depth to allow for a thorough cost evaluation.

If more than one financial model is submitted in the proposal, each shall be clearly linked to specific service alternatives and terms and shall include everything necessary for the prosecution and completion of the agreement within that model, including, but not limited to, furnishing all materials and all management, supervision, labor and service relating to provision of health services to University students.

Price/financial proposals must solely address the delivery of healthcare services to University students, not employees or the broader community, who would obtain care solely on a private basis.

However, in addressing potential healthcare services to employees the proposer should clearly indicate whether proposer would be committed to being a full participant in whatever employee health insurance plan/network is offered, from time to time, by the University to its employees.

The University will evaluate the total price for the basic requirements (the Student Health Center (SHC), as defined below) with any option(s) exercised at the time of award. Evaluation of options will not obligate the University to exercise the option(s).

The University may reject an offer if it is materially unbalanced as to process for the basic requirements and the option quantities. An offer is unbalanced when it is based on prices significantly less than cost for some work and prices, which are significantly overstated for other work.

The offer for the scope of student healthcare services to be direct-billed to the University (the SHC operation) must identify the total cost, including specialized fees or separate reimbursements, for the complete provision of the SHC services to the student body, whose services provided cannot be reimbursed through their insurance or other means. The University is the payer of last resort. No allowance will be made at a later date for additional charges due to the proposer’s omission.

AWARD OF CONTRACT

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The award shall be made by the University to the responsible proposer whose proposal will be most advantageous to the University with respect to maximizing delivery of quality healthcare services in a financially viable manner and at a location(s) viable to provide effective service to the student body.

Location of services is an essential component of this RFP. Establishing accessibility for students by locating on the campus is a necessary component of meeting the technical specifications and multiple components of the evaluative criteria.

The University may award a contract on the basis of initial offers received, without discussion; therefore, each initial offer should contain the proposer’s best terms from a cost and technical standpoint.

TRADE SECRETS

If the response contains any trade secrets that should not be disclosed to the public or used by the University for any purpose other than evaluation of your proposal, the top of each sheet of such information must be marked with the following legend:

“CONFIDENTIAL INFORMATION”

All information submitted as part of the proposal must be open to public inspection (except items marked as trade secrets and considered trade secrets pursuant to the State of Mississippi laws after the award has been made). Should a request be made of the University for information that has been designated as confidential by the Vendor and, on the basis of that designation the University denies the request for information, the Vendor may be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law.

CONFLICT OF INTEREST/ETHICS

A proposal may be subject to rejection if its acceptance would constitute an unethical conflict of interest for a University administrator or employee.

By submitting a proposal, proposers certify that their proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other proposer or prospective proposer, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

INVOICING

Upon award of the contract, the successful proposer will be responsible for invoicing the University for any applicable fees. It is the responsibility of the vendor to provide invoices to the University to ensure

12 | P a g e payment is made for any fees agreed upon. The fee-for-service for uninsured or underinsured students to the university will be outlined in the final contractual agreement between the selected Proposer and the University.

INSURANCE REQUIREMENTS

Without limiting any liabilities or any other obligation of the Proposer, the Proposer shall purchase and maintain (and cause its subcontractors to purchase and maintain), in a company or companies lawfully authorized to do business in the State of Mississippi and rated at least A/VII in the current A.M. Best's, the minimum insurance coverage below. Minimum requirements are subject to change based on scope of work and contract awarded.

Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract, are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The University in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this contract by the Contractor, its agents, representatives, employees or subcontractors, and Contractor is free to purchase additional insurance.

MINIMUM SCOPE AND LIMITS OF INSURANCE

Contractor shall provide coverage with limits of liability not less than those stated below:

Commercial General Liability - Occurrence Form Policy shall include bodily injury, property damage, personal injury and broad form contractual liability coverage.

General Aggregate $2,000,000 Products Completed Operations Aggregate $1,000,000 Personal and Advertising Injury $1,000,000 Blanket Contractual Liability - Written and Oral $1,000,000 Fire Legal Liability $ 50,000 Each Occurrence $1,000,000 Officers and Directors Liability $2,000,000 Combined Single Limit per Occurrence Medical Malpractice $1,000,000/$3,000,000 Per Occurrence

The policy shall be endorsed to include the following additional insured language: "The State of Mississippi, its departments, agencies, boards, commissions, universities and its officers, officials, agents, employees, and the Board of Trustees of State Institutions of Higher Learning and its

13 | P a g e board members shall be named as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor".

Policy shall contain a waiver of subrogation against the State of Mississippi, its departments, agencies, boards, commissions, universities and its officers, officials, agents, employees, and the Board of Trustees of State Institutions of Higher Learning and its board members for losses arising from work performed by or on behalf of the Contractor.

Worker's Compensation and Employers' Liability

Workers' Compensation Statutory

Employers' Liability Each Accident $ 500,000 Disease - Each Employee $ 500,000 Disease - Policy Limit $1,000,000

Policy shall contain a waiver of subrogation against the State of Mississippi, its departments, agencies, boards, commissions, universities and its officers, officials, agents, employees, and the Board of Trustees of State Institutions of Higher Learning and its board members for losses arising from work performed by or on behalf of the Contractor.

Professional Liability (Errors and Omissions Liability)

Each Claim $1,000,000 Annual Aggregate $2,000,000

In the event that the professional liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Work of this contract.

ADDITIONAL INSURANCE REQUIREMENTS

The policies shall include, or be endorsed to include, the following provisions:

• The Contractor's insurance coverage shall be primary insurance with respect to all other available sources.

• Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract.

NOTICE OF CANCELLATION

Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided, canceled, or reduced in coverage or in limits except after

14 | P a g e thirty (30) days prior written notice has been given to the State of Mississippi. Such notice shall be sent directly to Mississippi Valley State University, Attn: Billy D. Scott, Interim Purchasing Director, 14000 Hwy 82 West, Box 7244, Itta Bena, MS 38941-1400 and shall be sent by certified mail, return receipt requested.

VERIFICATION OF COVERAGE

Contractor shall furnish the University with certificates of insurance (ACORD form or equivalent approved by the State of Mississippi) as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and endorsements are to be received and approved by the University before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the duration of the project. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal, is a material breach of contract.

All certificates required by this Contract shall be sent directly to Mississippi Valley State University, Attn: Billy D. Scott, Interim Purchasing Director, 14000 Hwy 82 West, Box 7244, Itta Bena, MS 38941- 1400. The University project/contract number and project description shall be noted on the certificate of insurance. The University reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time.

SECTION II- LEGAL AND STANDARD REQUIREMENTS OF REQUEST

FOR PROPOSAL

APPLICABLE LAWS

This contract shall be governed and interpreted by the laws of the State of Mississippi.

FORCE MAJEURE

Neither party shall be held responsible for any losses resulting from the fulfillment of any terms or provisions of this Agreement are delayed or prevented by any cause not within the control of the party whose performance is interfered with, and which by the exercise of reasonable diligence, said party is unable to prevent.

ANTI-KICKBACK

In compliance with FAR 52.203-7, the University has in place and follows procedures designed to prevent and detect violations of the Anti-Kickback Act of 1986 in its operations and direct business relationships.

GRATUITIES

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The University may, by written notice to the Proposer, cancel this Agreement if it is found by the University that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Proposer, or any agent or representative of the Proposer, to any officer or employee of the State of Mississippi with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such contract. In the event this Agreement is canceled by University pursuant to this provision, the University shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Proposer in providing such gratuities.

ASSIGNMENT-DELEGATION

No right or interest in this Agreement shall be assigned, or any obligation delegated, by Proposer without the written permission of the University. Any attempted assignment or delegation by Proposer shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

EQUAL OPPORTUNITY CLAUSE

The Provisions of Section 202 of Executive Order 11246.41, C.F.R. §60-1.4.41, C.F.R. §60-250.4 and 41, and C.F.R. §60-741.4 are incorporated herein by reference and shall be applicable to this Agreement unless this Agreement is exempted under the rules, regulations or orders of the Secretary of Labor.

ADVERTISING

Proposer agrees that it will not use Mississippi Valley State University or any of its names or trademarks in any Proposer advertising without the Universities consent in writing from an authorizing official.

INDEMNIFICATION

Contractor shall indemnify, defend, save and hold harmless Mississippi Valley State University, its officers, officials, agents, employees, and the State of Mississippi (hereinafter referred to as "Indemnitee") from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys' fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as "Claims") for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees subcontractors. This indemnity includes any claim or amount arising out of or recovered under the Workers' Compensation Law or arising out of the failure of such contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. In the University’s sole discretion, the Contractor may be allowed to control the defense of any such claim, suit, etc. In the event the Contractor defends such claims, suit, etc., 16 | P a g e the Contractor shall use legal counsel acceptable to the University, and the University shall be entitled to participate in said defense. The Contractor shall not settle any claim, suit, etc. without the University’s concurrence.

The Contractor shall also indemnify and hold Mississippi Valley State University harmless from and against all actions, suits, damages, and claims brought or made by reason of non-observance or non-performance of any of the terms, covenants and conditions of the Contract or the rules, regulations, ordinances and laws of the State of Mississippi and Federal if applicable.

TERMINATION FOR DEFAULT

In the event that the Proposer shall fail to maintain or keep in force any of the terms and conditions of this Agreement, the University may notify the Proposer in writing of such failure and demand that the same be remedied within 30 days. Should the Proposer fail to remedy the same within said period, the University shall then have the right to terminate this Agreement.

NO WAIVER

No waiver by University of any breach of the provisions of this Agreement by the Proposer shall in any way be construed to be a waiver of any future breach or bar the University's right to insist on strict performance of the provisions of the Agreement.

UNIVERSITY WEAPONS POLICY

The University prohibits the use, possession, display, or storage of any weapon, explosive device, or fireworks on all land and buildings owned, leased, or under the control of the University or its affiliated or related entities, in all University residential facilities (whether managed by the University or another entity), in all University vehicles, and at all University or University-affiliate sponsored events and activities, written permission is given by the MVSU Police Department (MVSU PD). Notification by Contractor to all persons or entities who are employees, officers, subcontractors, consultants, agents, guests, invitees, or licensees of Contractor (Contractor Parties) of this policy is a condition and requirement of the contract. Contractor further agrees to enforce this contractual requirement against all Contractor Parties.

PAYMENT CARD INDUSTRY DATA SECURITY STANDARD

For e-commerce business and/or credit card transactions, Proposer agrees to be bound by the requirements and terms of the Rules of all applicable Card Associations, as amended from time to time, and be solely responsible for security and maintaining confidentiality of Card transactions processed by means of electronic commerce up to the point of receipt of such transactions by Bank.

Proposer is required to be in compliance with the requisites of the SAS 70 and/or Payment Card Industry Data Security Standard and provide written attestation of compliance annually.

BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C. 1352)

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Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. 1352.

Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining and Federal award. Such disclosures are forwarded from tier to tier up to the recipient.

DEBARMENT AND SUSPENSION

Recipients shall fully comply with the requirements stipulated in Subpart C of 45 CFR 620, entitled "Responsibilities of Participants Regarding Transactions". The recipient is responsible for ensuring that any lower tier covered transaction, as described in Subpart B of 45 CFR 620, entitled "Covered Transactions", includes a term or condition requiring compliance with Subpart C. The recipient also is responsible for further requiring the inclusion of a similar term or condition in any subsequent lower tier covered transaction. The recipient acknowledges that failing to disclose the information required under 45 CFR 620.335 may result in the termination of the award, or pursuance of other available remedies, including suspension and debarment. Recipients may access the Excluded Parties List System at http://epls.arnet.gov.

NOTICE OF INTEREST

The Notice of Interest form (Section VIII, page 32) should be submitted to the Issuing Officer via email, fax or hardcopy. In the notice, the Proposer must provide the name of the primary contact person, plus that person’s telephone number and email address for communication of information about the RFP, answers to questions submitted by Proposers, and other matters about the selection process. All prospective Proposers completing Notice of Interest will receive the same supplementary information.

POST-SELECTION REVIEW AND PROTEST OF AWARD

MVSU will name the apparent successful Proposer in a “Notice of Intent to Award” letter. Identification of the apparent successful Proposer is procedural only and creates no right in the named Proposer to award of the contract. Competing Proposers will be notified in writing of the selection of the apparent successful Proposer and shall be given seven (7) calendar days from the date on the “Notice of Intent to Award” letter to review the file and evaluation report and file a written protest of award, pursuant to Mississippi public procurement law. Protests may not be faxed. Any award protest must be in writing and must be hand delivered (including UPS, FEDEX), mailed to the attention of:

Billy D. Scott

Purchasing Director 14000 Hwy 82 West Box 7244 Itta Bena, MS 38941-1400

MVSU will consider any protests received and:

http://epls.arnet.gov/

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a. reject all protests and proceed with final evaluation of contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with named Proposer; OR

b. reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Mississippi public procurement law; thereafter, MVSU may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

The University will timely respond to the protest after receipt. This decision shall be final. Protest should be sent the Department of Finance and Administration within 7 days of the closing of the RFP.

ACCEPTANCE OF CONTRACTUAL REQUIREMENTS

Failure of the selected Proposer to execute a contract and deliver required insurance certificates within five (5) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of MVSU.

PUBLIC RECORDS

Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued. This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made part of a file or record which will be open to public inspection.

AUDITS

The financial records, documents and accounting procedures and practices of the contractor relevant to this contract shall be subject to examination by the University’s Auditor and shall meet the GAAP standards.

NON-DISCRIMINATION

The successful contractor or supplier shall comply with all applicable state and federal statutes and regulations governing Equal Employment Opportunity, Non - Discrimination, and Immigration.

INVESTIGATION OF REFERENCES

Proposers must provide the names of three references and accrediting organizations. MVSU reserves the right to investigate all references in addition to accrediting organizations, its lawful payments to medical supply vendors, subcontractors, and workers and any other factor relevant to this RFP. MVSU may

19 | P a g e postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

RFP PROPOSAL PREPARATION COSTS AND OTHER COSTS

Proposer’s costs of developing the Proposal, cost of attendance at an interview or any other costs are entirely the responsibility of the Proposer and will not reimbursed in any manner by MVSU.

CLARIFICATION

MVSU reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear and favorable manner possible.

RIGHT TO REJECT PROPOSALS

MVSU reserves the right to reject any or all Proposals.

CANCELLATION

MVSU reserves the right to cancel or postpone this RFP at any time or to award no contract.

PROPOSAL TERMS

All Proposals, including any price quotation, will be valid through a period of sixty (60) calendar days following the Closing date. MVSU may require an extension of this offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

ORAL PRESENTATIONS AND INTERVIEWS

Proposer, who have cleared the screening process, and identified as the apparent successful Proposer maybe give an oral presentation of their Proposal and be interviewed by the evaluating committee. This process will provide an opportunity of the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. The Issuing Officer will schedule the time and location for the oral presentation and interview. Any costs of participating in the oral presentation and interview process will be borne solely by Proposer and will not be reimbursed by MVSU.

USAGE

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It is the intention of MVSU to utilize the services of the successful Proposer to provide services as outlined, Section IV-Scope of Work.

REVIEW OF RESPONSIVENESS

Upon receipt of all Proposals, the Issuing Office or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. MVSU reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

RFP INCORPORATED INTO CONTRACT

This RFP will become part of the Contract between MVSU and the selected contractor. The contractor will be bound to perform according to the terms of this RFP and their Proposal.

COMMUNICATION BLACKOUT PERIOD

Except as called for in this RFP, Proposers may not communicate with members of the evaluation committee about the RFP until apparent successful Proposer is selected, and all protests, if any, have been resolved.

PROHIBITION ON COMMISSIONS

MVSU will contract directly with persons/entities capable of performing the requirements of this RFP, Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the proposal process.

OWNERSHIP OF PROPOSALS

All proposals in response to this RFP are the sole property of MVSU, and subject to the provision of the Mississippi Public Records Act of 1983, Codified as Section 26-61-1 et seq.

CLERICAL ERRORS IN AWARDS

MVSU reserves the right to correct inaccurate awards resulting from its clerical errors.

COLLUSION

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By responding, the Proposer states that the proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects and without collusion or fraud.

Proposer also certifies that no officer, agent, or employee of MVSU has a pecuniary interest in this proposal.

EVALUATION COMMITTEE

Proposals will be evaluated by a committee consisting of representatives from MVSU and contractual consulting team. MVSU reserves the right to modify the evaluation committee make-up in its sole discretion. The committee’s recommendations will be forwarded to the Dr. Thomas Calhoun, Jr. Vice President for Enrollment Management and Student Affairs, for final approval.

COMMENCEMENT OF WORK

The contractor shall commence no work until all insurance requirements have been met, any protest(s) have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by

MVSU.

TERM OF CONTRACT

The initial term of the contract will be for a five (5) year period. Notwithstanding the foregoing, MVSU intends to reserve the right upon ninety (90) days’ notice to the Contractor to terminate the Contract for its convenience upon mutual consent.

CONTRACT OF TERMINATION

The University may terminate with or without cause by giving not less than ninety (90) days written notice of the intention to terminate as of the specified time. The Contractor may also terminate with cause by giving a ninety (90) days written notice of the intention to terminate as of the specified time.

DELIVERY OF PROPOSALS

Completed proposals (including all attachments) may be submitted electronically ONLY in the MAGIC system by April 21st, 2026 by 2:00 p.m. . Proposal NOT submitted by deadline will be accepted

Proposals delayed or lost by email system filtering or failures may be considered…