RFX 3140003933 FOR FORD T-350 VANS OR EQUIVALENT.pdf.crdownload

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MISSISSIPPI VETERANS AFFAIRS BOARD

OFFICE OF THE EXECUTIVE OIRECTOR

120 NORTH STATE STREET

JACKSON, MtSStSStPPT 39201-2810

SOLICITATION: Request for Quote Formal (RFQF)

Reverse Auction

SOLICITATION: RFX 3140003933

DESCRIPTION: Two (2) Ford T-350 Vans, or equivalent

ISSUE DATE: August 07,2024

RFQF CLOSING LOCATION: Mississippi Veteran Affairs 120 North State Street Jackson, MS 39201

RFQF COORDINATOR: Edward Williams Telephone : 607-57 6- 4862 Email:

contractpu rchasingl @ msya.ms.gov

CLOSING DATE AND TIME: September 09,2024 4:00 PM CT

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GENERAL CONDITIONS - REVERSE AUCTIONS

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

Preparation of Bids

2.1 Bids and/or Quotes may be submitted through the State of Mississippi's e- procurement system (MAGIC), via email, or in person to the Mississippi Veteran Affairs, Purchasing Department ("MSVA"). Paper bids are allowed. AII 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 lf a bidder is unwilling or unable to participate through MAGIC, an MSVA representative can enter the Vendor's bid(s) manually (i.e. Surrogate bidding).

2.4 Bidders participating in person by surrogate bidding must so indicate in their response to the initial Request for Quote-Formal (RFQF).

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

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

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

2.8 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 MSVA will not satisfy this provision.

2.9 Samples of items, when requested, must be furnished free of expense, and if not destroyed in testing will, upon request, be returned at the bidder's expense. Request for the return of samples must be made within ten (10) days following opening bids.

Each individual sample must be labeled with bidder's name, manufacturer's brand name and number, State of Mississippi commodity number, bid number and item reference.

2.1,O 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.

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Att BIDS SUBMITTED SHAtt BE IN COMPLIANCE WITH ATT CONDITIONS SET FORTH HEREIN.

THE BID PROCEDURES EOLLOWED BY THIS OFFICE WILT BE IN ACCORDANCE WITH THESE

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

CONDITIONS PRIOR TO SUBMITTING A BID.

3 Bid Submission

3.1 When submitting a bid electronically, the authorized signature may be typed or be an electron ic 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 RFQF in MAGIC, bidder must ensure all questions have been answered within the RFQF and all proposed items in the bid have a response.

3.4 Bidders submitting paper responses should submit responses to the MSVA by the response deadline. The bid package must be sealed and must contain the following:

. Bid Cover Sheet (Attachment A) o Bid Form (Attachment B)

. Execution of Bid (Attachment C)

. Completed specifications checklist

Acceptance of Bids

MSVA 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 MSVA reserves the right to modify or cancel in whole or in part its lnvitation for Bids.

lf a bidder fails to state the time within which a submitted bid will expire, it is understood and agreed that the MSVA shall have 60 days to accept.

Error in Bid lf a vendor is participating in a Live Auction, the vendor can notify MSVA in the event of an erroneous bid via the chat message feature. Erroneous bids, where the mistake is apparent to MSVA, may be deleted during the live auction.

Special Discount Period Time in connection with a special discount offered will be computed from date of delivery at destination or from the date correct invoices are received, if the latter date is later than the date of delivery. Cash discounts will not be considered in the award process.

Award 7,L 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, MSVA 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 lnvitation for Bids, or as expressly provided in MSVA'S lnvitation for Bids.

Unless the bidder specified otherwise in the bid, MSVA may accept any item or group of items of any kind.

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

RFX f3140003933 Ford T-350 Van, or equivalent Page 3 of 38 not be assignable in whole or in part without the written consent of MSVA.

7.4 Suppliers should be advised that no award will automatically result from a reverse auction, and that the purchasing entity will review the results of the auction and make a determination in a timely manner.

lnspection 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 sh all not impose liability on the MSVA or any subd ivision thereof for such materials or supplies as are not in accordance with the specification. ln 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.

Taxes The MSVA 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 MSVA 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 MSVA for use in connection with their contracts.

10. Gifts, Rebate, Gratuities

10.1 Acceptance of gifts from bidders is prohibited. No officer or employee of the

MSVA, nor any head of any state department, institution or agency, nor any employee of any state department, institution or agency charged with responsibility of initiating requisitions, shall accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract for the purchase of materials, supplies, or equipment for the State of Mississippi may be awarded, by rebate, gifts, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future rewards or compensation.

LO.2 Bidding by state employees is prohibited. lt is unlawful for any state official or employee to bid on, or sell, or offer for sale, any merchandise equipment or material, or similar commodity to the State during the tenure of his or her office or employment, or for the period prescribed by law thereafter, or to have any interest in the selling of the same to the State.

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11 Bid lnformation Bid information and documents may be examined pursuant to the Mississippi Public Records Act of 1983, MS Code 25-61-1 et seq.

12. Precedence Bids shall be made and the contract shall be entered into in accordance with the General Conditions as hereinafter amended and modified. Should a conflict exist between the GeneralConditions and the lnstructions and Special Conditions, the lnstructions and Special Conditions shall take precedence-

14. Waiver MSVA reserves the right to waive any General Condition, Special Condition, or minor specification deviation when considered to be in the best interest of the State.

15. Cancellation Any contract or item award may be canceled with or without cause by the MSVA with the giving of 30 days written notice of intent to cancel. Cause for the MSVAto cancel may include, but is not limited to, cost exceeding current market prices for comparable purchases; request for increase in prices during the period of the contract; or failure to perform to contract conditions. The Contractor will be required to honor all purchase orders that were prepared and dated prior to the date of expiration or cancellation if received by the Contractor within a period of 30 days following the date of expiration or cancellation. Cancellation by the MSVA does not relieve the Contractor of any liability arising out of a default or nonperformance. lf a contract is canceled by the MSVA due to a

Contractor's request for increase in prices or failure to perform, that Contractor will be disqualified from bidding for a period of 24 months. The Contractor may cancel a contract for cause with the giving of a 30-day written notice of intent to cancel. Cause for the Contractor to cancel may include, but is not limited to the item(s) being discontinued and/or unavailable from the manufacturer.

16. Substitutions during Contract During the term of a contract, if adequate documentation is provided that supports the claim that the contract item(s) are not available, items which meet the minimum specifications may be substituted if approved by MSVA and the substitutions are deemed to be in the best interest of the State.

L7. Application It is understood and agreed by the bidder that any contract entered into as a result of this lnvltation for Bids is established for use by state agencies and all purchases made by these agencies for products included u nder the provisions of the contract shall be purchased from

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13. Competition There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or bid given to the U.S. Government. Bidders may bid lower than U.S. Government contract price without any liability as the State is exempt from the provisions of the Robinson-Patman Act and other related laws. ln addition, the U.S. Government has no provisions in any of its purchasing arrangements with bidders whereby a lower price to the State must automatically be given to the U.S. Government.

the bidder receiving the award unless exempt by special authorization from the

MSVA,

Employees of the MSVA have acted exclusively as agents of the State for the award, consummation, and administration of the contract and are not liable for any performance or nonperformance by the state agencies that utilize the contract.

18. Addenda Addenda modifying plans and/or specifications may be issued if time permits. No addendum will be issued within a period of two (2) working days prior to the time and date set for the bid opening. Should it become necessary to issue an addendum within the two

(2) day period prior to the bid opening, the bid date will be reset to a date not less than five

(5) working days after the date of the addendum, giving bidders ample time to comply with the addendum. When replying to a bid request on which an addendum has been issued, and the specifications require acknowledgement, the bid shall indicate that provisions of the addendum have been noted and that the bid is being offered in compliance therewith.

Failure to make this statement may result in the bid being rejected as not being in accordance with the revised specifications or plans.

19. Nonresponsive Bids

Nonresponsive bids will not be considered. A non-responsive bid is considered to be a bid that does not comply with the minimum provisions of the specification. Any bidder found to repeatedly offer alternated products that are not compliant with specifications in an attempt to obtain a contract on the basis of pricing only will be disqualified from bidding for a period of 24 months.

20. SpecificationClarification It shall be incumbent upon all bidders to understand the provisions of the specifications and to obtain clarification prior to the time and date set for the live auction or bid opening.

Such clarification will be answered only in response to a written request submitted in the specified amount of time set by the MSVA. The MSVA reserves the right to specify a time frame in which clarification request shall be made.

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Under the provisions of Section 31-7-7 Mississippi Code of 1972, Annotated, the prices offered herein shall be extended to the governing authorities. However, the governing authorities, by provisions of Section 31-7-12 Mississippi Code, may purchase products covered by state contracts from any source offering an identical product at a price that does not exceed the state contract price.

27. Pre-QualificationProcess 27.1, The purpose of the RFQF is to advertise the competitive procurement for solicitation of formal quotes from potential bidders to participate in the Reverse Auction. The MSVA will be responsible for defining product categories, adding bidders, and publishing all bid related documents to the procurement portal. Once the responses have been received and the Opening Date has been reached, the MSVA will review the submissions to qualify bidders and determine a starting price for reverse auction items.