RFX 3160006529- ATTENUATOR PARTS.pdf

Table of Contents

Descriptions Page Number

1.0 Notice and Instructions...... I

2.0 Bid Submittal.

2.1 Submittal Deadline.......... I

2.2 Response to RFX (Bid)....... I

2.3 Electronic Bid Submittal. 1

2.4 Electronic Competitive Sealed Bid Submittal Assistance......... I

2.5 Sealed Paper Competitive Bid Submittal. 2

2.6 Sealed Paper Competitive Bid Submittal Instructions

3.0 RFX Specifications

3.1 Required Literature

4.0 Protest Procedure 2

4.lProtest Information

5.0 General Instructions

5.1 Instructions for Bidders... 3

5.2 Office Closure... 3

6.0 Award Instructions

6.l Award Criteria... 4

6.2 Awarded Bidder Instructions

6.3 Agency Contract Term

6.4 Cancellation of Agency Contract.. 4

7.0 Submittal Instructions for a Sealed Paper Competitive Bid

8.0 Competitive Sealed Bid Electronic Submittal Instructions

9.0 Proposal

10.0 Cooperative Purchase. 9

Table of Contents

Descriptions Pase Npmber

11.0 Contract Terms and Conditions

12.0 Invoicing and Payment....................................................................... 1l

13.0 Checklist Information.............o............................r

Attachments:

Attachment A: RFX Response in MAGIC

Attachment B: MAGIC Supplier Self-Service Guide

Attachment C: EEV Certilication and Agreement

Attachment D: Pricing Pages

Attachment E: Mississippi Department of Transportation Contract Terms and Conditions

NOTICE AND INSTRUCTIONS

RFXNo. 3160006529

1.0 GENERAL

The Mississippi Transportation Commission (MTC) intends to utilize the Sealed Bid Process to award an agency contract for the purchase of Attenuator Parts for the Mississippi Department of Transportation (MDOT). The contract period shall be Commission Apnroval through April30.2025.

2.0 BID SUBMITTAL

2.I SUBMITTAL DEADLINE

Sealed competitive bids will be received until Wednesdav. Mav 1. 2024 at 10:30 AM CST at the William J. "Billy" McCoy Building, (Department of Transportation Building), Procurement Division, 5th Floor,401 N. West, Jackson, Mississippi,3920l or electronically into the MAGIC Procurement Portal as described herein and shortly thereafter publicly opened.

2.2 RESPONSE TO RFX (BrD)

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

2.3 ELECTRONIC BID SUBMITTAL

Sealed Competitive Bids may be submitted electronicallv through the State of Mississiopi's MAGIC svstem at the followins websites:

https ://portal.magic.ms. gov or https ://www.ms. gov/dfa/contract bid search/Contract.

Please use the websites above to search for RFX No. 3160006529

Attachments C and D must be submitted with bid

2.4 ELECTRONIC COMPETITIVE SEALED BID SUBMITTAL ASSISTANCE

You must have the Bid number listed in the advertisement. Please refer to Attachment A for instructions for RFX responses in MAGIC. If you need assistance, please call the Mississippi Management and Reporting System (MMRS) help desk at 601-359-1343, select Option 2 for MAGIC functionality. Please allow a day or two for assistance with your issue.

Bidders must be registered in MAGIC when submitting an electronic bid nronosal.

If the bidder is not registered as a bidder for the State of Mississippi, please go to the following website:

http://www.dfa.ms.gov/dfa-offices/mm{s/mississippi-supoliers-vendors/ and click on Mississippi Suppliers (Vendors) on left side of the webpage. Arrow to bottom of page and select Supplier Self Service and click the link "MAGIC Supplier Self-Service Reference Guide" (Attachment B). This website has information to help you register as a vendor for the State of Mississippi. Should you need assistance, please contact the MMRS help desk at 601-359-1343.

2.5 SEALED PAPER COMPETITIVE BID SUBMITTAL

If the bidder cannot submit an electronic bid proposal, a sealed paper competitive bid will be received by the MTC at its offices in the William J. "Billy" McCoy Building, (Department of Transportation Building), Procurement Division,5th Floor,401 N. West, Jackson, Mississippi,3g2}l until Wednesday, Mav 1.2024 at 10:30 AM CST

2.6 SEALED PAPER COMPETITIVE BID SUBMITTAL INSTRUCTIONS

Proposals must be made on forms furnished by the Mississippi Department of Transportation or they will not be considered. Letters will NOT be considered a part of your proposal and e4y alteration of the bid forms in any manner shall be considered non-conformins and bid shall be reiected.

If you are submitting an ALTERNATE BID, YOU MUST MAKE COPIES OF ORIGINAL FORMS

AND SUBMIT AS SEPARATE BID.

Facsimile transmissions or email submissions will not be accepted for Bid Submittals.

Conditional or qualified bids will not be considered.

3.0 RFX (BID) SPECIFICATIONS

All materials must conform to the Mississippi_Standard Specifications for Road and Bridge Construction of 2017 and any amendments thereto, where 6pplicable.

3.1 REQUIRED LITERATURE

*,I* APPROPRIATE LITERATURE MUST BE SUPPLIED WITH THE BID TO

SUBSTAIITIATE COMPLICE WITH PARTS PROVIDED SUBMITTED IN THE BID.'f*'f

4.0 PROTEST PROCEDURE

4.I PROTESTINFORMATION

It is the intent of the Specifications to obtain a product that will adequately meet the needs of the user while promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective bidder to review the entire Notice and Instructions and proposal packet and to notiff MDOT Procurement Division if the Specifications or Instructions are formulated in a manner which would unnecessarily restrict competition. Any protest or question concerning the specifications or bidding procedures must be received in writing by the Mississippi Department of Transportation Procurement Division by Wednesdav. April

24. ?024 at 10:00 AM CST. The Mississippi Department of Transportation Procurement Division may be reached at telephone number 601-359-7300, facsimile number 601-359-7302, or hvanbuskirk@mdot. ms. gov.

Protest of the award of this bid shall be done in accordance with Chapter VI of the Procurement Manual of the Office of Purchasing, Travel and Fleet Management of the Mlssissippi Department of Finance and Administration.

5.1

5.0 GENERAL INSTRUCTIONS

INSTRUCTIONS T'OR BIDDERS

Detailed information may be obtained from the PROCUREMENT DIVISION by calling (601) 359-7300.

The MTC reserves the right to reject any or all bids and to accept all or only certain units of any bid. The MTC reserves the right to award one or more of the items in the various proposals to one or more companies.

It is understood that all proposals are submitted on the basis of complying with the provisions, terms and specifications set out herein, and in the proposal forms PROVIDED THAT YOU CAN DO SO UNDER

THE VARIOUS GOVERNMENT RULINGS AND DIRECTIVES NOW IN EFFECT OR WHICH MAY

BE ISSUED DURING THE PEzuOD OF CONTRACT. In the event you bid on furnishing any materials which are prohibited from being manufactured by a Government ruling or directive and are awarded such materials, you will not be required to make such shipment of said prohibited materials so long as Government directive is in effect. However, any change in specifications or provisions of the quotation should be discussed with MDOT promptly upon your being advised of the Government ruling or directive necessitating a change.

The MTC reserves the right to waive minor technicalities on bid proposals and specifications when it is in the best interest of the Mississippi Department of Transportation. The MTC reserves the right to waive minor technicalities when it is in the best interest of the State.

Unless otherwise specified, all formal bids shall be binding for a minimum of sixty (60) days after opening.

If a bid is withdrawn after opening, bidder will be removed from the list of eligible bidders for a period of

(6) six months.

Failure to respond on three contract advertisements will result in removal from the prospective bidders list.

Bidder must be duly qualified to do business and in good standing in the State of Mississippi and remain duly qualified and in lood standing throughout the tirm of the cintract and for as long tt.i.ut.r as any obligations may remain outstanding under the contract.

To register or check your status with the State https ://corp. sos. ms. gov/corp/portal/c/page/lo gin/portal.aspx of Mississippi, visit

5.2 OFFICE CLOSURE

If the location of the bid opening to the public is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, govemmental regulations superimposed after the fact, !re, earthquakgq, floods, or other natural disasters, (the "Force Majeure Events'), whictr closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next business daythat the location shall be open to the public and at the pr6viously advertised time. The new date and time of the bid opening, as determined in accordance with thi-s paragraph, shall not be advertised, and all bidders, upon submission of a bid proposal, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Bids shall be received by the agency until the new date and time of the bid opening as set forth herein. The agency shall not be held responsible for the receipt qf any lidq fo1 which the delivery was attempted and failed due to closure as a result of a Force Majeuie Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the agency prior t-o the new date and time of the bid opening.

AWARD INSTRUCTIONS

6,I AWARD CRITERIA

Award will be made. based on the lowest best bid PER LINE ITEM FOR PARTS. meeting the Mississippi Department of Transportation specifications and bid requirements. The bidder with the lowest price that meets Mississippi Department of Transportation specifications and bid requirements for each line item will be awarded the agency contract for that item by COMPETATIVE SEALED BID. SEE ATTACHMENT D. Final award approval will be made by the Mississippi Transportation Commission.

6,2 AWARDED BIDDER INSTRUCTIONS

If award is made by the MTC, a contract will be forwarded to the successful bidder(s). Purchase Orders will be issued on as needed basis by MDOT. A Purchase Order will only be issued by MDOT when there is an executed contract between the agency and bidder. Any action by a bidder prior to the receipt of a Purchase Order will be at the bidder's "OWN RISK" and the Mississippi Department of Transportation will not be held liable for such action.

6.3 AGENCY CONTRACT TERM

The contract shall begin on Commission Approval through April 30r 2025. If an agency contract is awarded and executed in connection with this proposal, the MTC reserves the right to extend the agency contract for this proposal for up to twelve (12) months at one time, upon written acceptance of both parties.

Each contract extension will be twelve (12) months. The total amount of extensions will be one 111. fhe contract shall not exceed twenty-four (24) months. The contract extension shall begin on the original termination date or the extension termination date.

6.4 CANCELLATION OF AGENCY CONTRACT

Any contract or item award may be canceled with or without cause by the MTC upon 30 days written notice of intent to cancel. Cause for the MTC to 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 bidder will be required to honor all purchase orders prepared and dated prior to the date of expiration or cancellation if received by the bidder within a period of 30 days following the date of expiration or cancellation. Cancellation by the MTC does not relieve the bidder of any liability arising out of a default or nonperfornance. If a contract is canceled by the MTC due to the request for increase in prices or failure to perform, bidder may be removed from the bidders list for a period of twelve (12) months. Protests of said removal from the bidders list shall be in accordance with Chapter VI of the Procurement Manual of the Office of Purchasing and Travel of the Mississippi Department of Finance and Administration.

6.0

7.0 SUBMITTAL INSTRUCTIONS FOR A SEALED PAPER COMPETITIVE BID

The bidder has chosen not to submit the Sealed Competitive Bid electronically into the MAGIC Svstem.

Bids must be submitted in sealed envelope(s).

** RFX IDENTIFICATION INFORMATION ON THE OUTSIDE OF THE ENWLOPE

MUST BE AS SHOWN BELOW.**

STREET DELIVERY:

RFX NO. 3160006529 .rrr

PROCUREMENT DIVISION (5 . - FLOOR)

WILLIAM J. "BILLY'' MCCOY BUILDING

MS DEPT. OF TRANSPORTATION

4OI NORTH WEST STREET

JACKSON MS 39201

l. VWe certiff that we have read and understand the "NOTICE AIYD INSTRUCTIONS" which is a part of this RFX.

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

EMAIL:

Sign your bid and return it, as shown above.

The "NOTICE AND INSTRUCTIONSTT are a part of your bid, sign and return with your bid.

BRAD WHITE

EXECUTIVE DIRECTOR

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

8.0 COMPETITIVE SEALED BID ELECTRONIC SUBMITTAL INSTRUCTIONS

The instructions in Section 8.0 are for the electronic submittal of the bids by the bidder in-tlhs MAGIC Svstem.

Please refer to sections 2.3 and 2.4 on oas.e I of the bid packet for further information on the electronic submittal of the bid in the MAGIC System.

Theisapartofyourbid,andbysubmittinganelectronicbid,thebidder acknowledges and certifies that it has read and understands the "NOTICE AND INSTRUCTIONS'i which is apartof this bid.

BRAD WHITE

EXECUTIVEDIRECTOR

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

9.0 PROPOSAL

FOR FURNISHING ATTENUATOR PARTS

RFX NO. 3160006529

Mississippi Transportation Commission Mississippi Department of Transportation Building Jackson, MS. 39201

Pursuant to your advertisement to be received until Wednesday. Mav 1,2024 at 10:30 AM CST

VWe iding at do submit our bid fumishing the following in accordance with the "Standard Specifications for Road and Bridge Construction" adopted 2017, and any amendmentmade thereto where applicable, your Specifications and the "NOTICE AND INSTRUCTIONS". This proposal is made without collusion on the part of any person, firm or corporation.

Our prices quoted in S-I@BESNLY for furnishing a Attenuator Parts delivered statewide F.O.B.

Mississippi Department of Transportation.

NOTE: IF NO BIDS RECETVED CAN MEET THE DELIVERY REQUIREMENT, AWARD MAY BE

MADE TO THE LOWEST BIDDER MEETING SPECIFICATION. THE COMMISSION RESERVES

THE RIGHT TO CANCEL AND/OR READVERTISE THIS PROCUREMENT.

Award will be made. based on the lowest best bid PER LINE ITEM FOR PARTS. meeting the Mississippi Department of Transportation specifications and bid requirements. The bidder with the lowest price that meets Mississiopi Department of Transportation specifications and bid requirements for each line item will be awarded the agenc), contract for that item by COMPETATIVE SEALED BID. SEE ATTACHMENT D. Final award approval will be made by the Mississippi Transportation Commission.

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

EMAIL:

TO: Attenuator Parts Vendors

FROM: Procurernent Division

DATE: Apil2024 lVe agree to extend the prices quoted for the Mississippi Department of Transportation Procurement Division in RFX No. 3160006529 for the period of Commission Anproval throueh April30.2025, to the govemmental entities indicated below.

1O.O COOPERATIVE PURCHASE

Please indicate by checking the appropriate blank for the following:

Governing Authorities

Other State Agencies

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

11.0 MISSISSIPPI TRANSPORTATION COMMISION

CONTRACT TERMS AND CONDITIONS

VWe certify that we have read and understand the "MISSISSPPI

TRANSPORTATION COMMMISION CONTRACT TERMS AND CONDITIONS''

(ATTACHMENT E) and if awarded the proposed bid the (TERMS and CONDITIONS" will be followed accordingly. I/we understand that the "NOTICE AND INSTRUCTIONS" and any attachments, as well as my/our responses to this solicitation will be fully incorporated by reference in the "TERMS and CONDITIIONS" of any contract that may be executed as a result of this solicitation.

ATTACHMENT E does not need to be completed. The bidder shall acknowledge by initialing the blank in the paragraph above that the terms and conditions have read and understood. A contract will be sent to the bidder after the contract is awarded.

Please complete the following:

COMPANY:

ADDRESS:

NAME:

SIGNATURE:

TITLE:

DATE:

(Print or type)

PHONE:

FAX:

I2.O INOVICING AND PAYMENT

Please complete the section below.

This section pertains to invoicing and payment. The bidder name and address below is what will appear on the invoice submitted by the bidder to MDOT for the purchase of Attenuator Parts if a contract is awarded to the bidder.

BIDDER

NAME:

ADDRESS:

LL

13.0 CHECKLIST II\'FORMATION

ALL ITEMS MARKED (X) MUST BE SUMITTED WITH THE BID

(X) "NOTICE AND INSTRUCTIONS" - signed and enclosed (Section 7.0, Sealed Bid Submittal)

(X) Correct RFX number is used in address - (final portion of Section 7.0)

(X) "PROPOSAL" - completed and enclosed (Section 9.0)

(X) Cooperative Purchase (if applicable)- (Section 10.0)

(X) Acknowledgement of MTC "CONTRACT TERMS AND CONDITIONS" - (Section 1 1.0)

(X) Invoicing and Payment- (Section 12.0)

(X) Detailed literature to prove compliance with the parts submitted in the bid.

(X) "EEV CERTIFICATION AND AGREEMENT" - Employment Eligibility Verification, signed and enclosed (Attachment C)

(X) Attachment D- Pricing Page