RFX 3160007360 ISSUE FOR BID-PLUMBING.pdf

IFB # 3160007360 – Plumbing Services

INVITATION FOR BIDS

IFB RFx Number: 3160007360

Plumbing Services Issue Date: April 25, 2025

CLOSING TIME AND DATE

Bids must be received by:

9:00 AM CST, May 27, 2025

CLOSING LOCATION

Ellisville State School

Administration Building 1 1101 Highway 11 South

Ellisville, Mississippi 39437 Main Phone: 601-477-9384

Fax: 601-477-5700

PROFESSIONAL SERVICES CONTACT

Dr Rinsey McSwain, Agency Director E-mail: Rinsey.McSwain@ess.ms.gov

BID COORDINATOR

Beverly Rogers, Procurement Officer Telephone: (601) 477-5615

E-mail: Beverly.Rogers@ess.ms.gov mailto:Rinsey.McSwain@ess.ms.gov mailto:Beverly.Rogers@ess.ms.gov

GENERAL INSTRUCTIONS

Section 1 – Background, Authority, and Purpose

Ellisville State School (hereinafter “Agency”) has issued this invitation for the purpose of soliciting sealed bids from qualified providers to provide Plumbing Services. The Agency would like assistance in providing qualified and experienced Plumbing Services for the Main Campus, located at 1101 Highway 11 South, Ellisville, MS 39437, and its adjoining employee housing (across HWY 11).

Section 2 – Timeline

IFB Issue Date April 25, 2025

Optional Pre-Bid Conference, Tour or Site Visit NONE

Anticipated Posting of Summary of the Pre-Bid Conference

N/A

Bid Package Submission Deadline May 27, 2025, 9:00 AM, CST

Bid Opening May 28, 2025, 10:00 AM, CST

Anticipated Date of the Notice of Intent to Award May 28, 2025, 11:00 AM, CST

Anticipated Reconsideration of the Intent to Award June 4, 2025, 9:00 AM, CST Anticipated Contract Start July 3, 2025

Section 3 – Contact and Questions/Requests for Clarification

3.1 Bidders must carefully review this solicitation, the contract, risk management provisions, and all attachments for defects, questionable, or objectionable material. Following review, vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the questions and requests for clarifications, vendors shall submit any such question via email by the deadline reflected in Section 2. All questions and requests for clarification must be directed to:

Beverly Rogers, Procurement Officer Telephone: (601) 477-5615 E-mail: Beverly.Rogers@ess.ms.gov

3.2 Vendors should enter “IFB RFx Number 3160007360- Questions” as the subject for the email. Question submittals should include a reference to the applicable IFB section and be submitted in the format shown below:

IFB Section, Page Number Vendor Question/Request for Clarification

1.

3.3 Official responses will be provided only for questions submitted as described above and only to clarify information already included in the IFB. The identity of the organization submitting the question(s) will not be revealed. All questions and answers will be published on the Mississippi Contract/Procurement Opportunity Search Portal website (www.ms.gov/dfa/contract_bid_search/Bid?autoloadGrid=False) and the agency's website (www.ess.ms.gov/request-proposals-projects-and-services) as an amendment to the IFB by the date and time reflected in Section 2.

3.4 The agency will not be bound by any verbal or written information that is not contained within this IFB unless formally noticed and issued by the contact person as an IFB amendment. Bidders are cautioned that any statements made by agency personnel that materially change any portion of the bid document shall not be relied upon unless subsequently ratified by a formal written amendment to the bid document.

3.5 All vendor communications regarding this IFB must be directed to the Bid Coordinator/Procurement Officer.

Unauthorized contact regarding the IFB with other employees of the agency may result in the vendor being disqualified, and the vendor may also be suspended or disbarred from doing business in the State.

3.6 Optional Pre-Bid Conference, Tour, or Site Visit: An optional pre-bid conference will be held at Ellisville

State School Maintenance Building Conference Room. All interested parties are required to attend. The purpose of the pre-bid conference is to allow potential bidders an opportunity to present questions to staff and obtain clarification of the requirements of the bid documents. Because the agency considers the conference to be critical to understanding the bid requirements, attendance is mandatory to qualify as a bidder. Late arrivals will not be allowed to sign in nor shall their bid be considered. All risk of late arrival due to unanticipated delay is entirely on the vendor. All vendors are urged to take the possibility of delay into account. Late arrivals may be excluded from the meeting room until all on-time attendees have completed sign-in and the sign-in sheet is secured. Once the sign-in process is complete, all other people wishing to attend may do so to the extent that space and circumstances allow. On-time attendance will be strictly enforced. Vendors must stay for the duration of the conference, tour, or site visit. A Summary of Pre-Bid Conference, Tour, or Site Visit will be published on the Mississippi Contract/Procurement Opportunity Search Portal website (See Section 3.3) and the agency's website (See Section 3.3) as an amendment to the IFB by the date and time reflected in Section 2.

3.7 Acknowledgement of Amendments: Should an amendment to the IFB be issued, it will be posted on the

Mississippi Contract/Procurement Opportunity Search Portal website and the agency's website in a manner that all bidders will be able to view. Further, bidders must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the bid package, by identifying the amendment number and date in the space provided for this purpose on the bid form, or by letter. The acknowledgment should be received by the agency by the time, date, and at the place specified for receipt of bids. It is the bidder’s sole responsibility to monitor the websites for any updates or amendments to the IFB.

3.8 Bidder must provide a signed Acknowledgements of IFB Amendment(s), Questions and Answer document(s), and/or Summary of Pre-Bid Conference, Tour, or Site Visit, if any were issued/posted on the Mississippi Contract/Procurement Opportunity Search Portal website (see Section 3.3) and the agency's website (see Section 3.3).

3.9 The IFB is comprised of the base IFB document, any attachments, any amendments issued prior to the submission deadline, and any other documents released before contract award.

Section 4 – Scope of Work

Contractor shall perform and complete in a timely and satisfactory manner the services described in Attachment “H”, captioned “Scope of Work”, which is attached hereto and made a part hereof by reference. The scope of work is from the procurement Invitation for Bids 3160007360 which was issued by the Agency and incorporated herein by reference.

4.1.1 State Furnished Property/Services: The Agency shall provide use of large equipment when necessary, such as use of a Bucket Truck, Scaffolding, and Table Saws.

4.1.2 Contractor-Furnished Property: The Contractor shall furnish its workers with a suitable vehicle equipped with tools necessary to perform tasks as indicated in “Scope of Work”, and all Personal Protective Equipment (PPE). The vehicle must be clearly marked with the name and phone number of the Contractor.

4.1.3 Location of Work: The work is to be performed, completed, and managed at the following location(s): Ellisville State School, Main Campus, located at 1101 Highway 11 South, Ellisville, MS 39437 and its adjoining Employee Housing.

4.2 The Contractor shall:

4.2.1 Assign a Contractor Account Representative to work directly with the Contracting Agency

Representative.

4.2.2 Ensure all Contractor personnel are well-groomed and in uniform or have visible identification at all times. Uniforms and/or dress code shall be inclusive of, but not limited to, neat and clean company uniforms with visible company logo appropriately and easily identifiable. Contractor identification badges as well as personal identification of the individual employee shall be worn and clearly visible while on state property. Contractor personnel may be required to provide photographic identification for inspection upon entering state facilities.

4.2.3 All state facilities are non-smoking; the Contractor and its personnel must adhere to this requirement. The use of tobacco products is prohibited, except within designated smoking areas.

4.2.4 It is illegal to have in one’s possession any illegal drug or alcoholic beverage while on state property.

4.2.5 The Contractor’s employees should refrain from using foul, abusive, or profane language on state property.

4.2.6 The Contracting Agency reserves the right to inspect and search for all Contractor personnel and/or vehicles anytime while on facility grounds.

4.2.7 Contractors are required to sign-in and sign-out at most state facilities. Security provisions for all state facilities must be strictly observed.

4.2.8 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. The Contractor shall replace and repair any damage to any building or property, including but not limited to the replacement of any cracked or broken concrete (sidewalks, curbs, etc.) caused by on-site activities. The contracting Agency may withhold payment or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or damage to property.

4.2.9 Exercise precautions at all times for the protection of people (including employees) and property.

The Contractor shall make such investigations to enable them to fully understand the facilities, difficulties, and restrictions attending the execution of the work on-site. The project shall always be properly supervised and adequately manned by an experienced crew of an appropriate size. All work shall be accomplished by skilled workers familiar with and trained to do this type of work. Workers shall be qualified to operate and/or use the equipment necessary to accomplish this work. The Contractor shall be responsible for the supervision and direction of the work performed by its personnel. The Contractor shall be responsible for instructing its personnel in all safety measures. All equipment used by the Contractor shall be maintained in safe operating condition at all times and be free from defects or wear that may in any way constitute a hazard to any person or persons on state property. All incidents involving agency property or personnel shall be reported to the designated agency contact immediately upon occurrence.

4.2.10 Abide by all State and/or agency policies, procedures, ordinances, and/or laws pertaining to the Contracting Agency’s operation at all times, including but not limited to the items listed above.

Deviations from these policies by the Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

4.2.11 Perform all services provided in the contract between the bidder/Vendor and the Contracting Agency 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. The Contractor shall be responsible for the complete performance of all work; for the methods, means, and equipment used; and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail, and that only first quality materials and workmanship are to be used.

4.3 Contractors shall also:

4.3.1 Administer and maintain all employment and payroll records, payroll processing, and payment of payroll checks and taxes, including the deductions required by state, federal, and local laws such as social security and withholding taxes for their business and employees;

4.3.2 Make all unemployment compensation contributions as required by federal and state law(s) and process claims as required for their business and employees;

4.3.3 Perform a background check and/or drug screening prior to placement at the Agency, verify and/or provide the results; and,

4.3.4 Replace immediately, at no additional expense to the Contracting Agency, any employee performing unsatisfactorily.

Section 5 - Basis for Award

5.1 All bids will be reviewed first to determine whether a vendor is responsive, responsible, and/or acceptable.

Requirements are not assigned a point percentage and/or score but are instead simply recorded as PASS or FAIL. Bids with errors that do not alter the substance of the bid can be accepted, and the Agency Chief Procurement Officer may allow the bidder to correct the problem prior to review as long as the irregularities are insignificant mistakes that can be waived or corrected without prejudice to other bidders.

5.2 The agency has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of the services being procured. If insufficient information is submitted by a bidder with the bid for the agency to properly evaluate the bid, the agency has the right to require such additional information as it may deem necessary after the time set for receipt of bids, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured.

5.3 All bids which are determined to be responsive, responsible, and/or acceptable will continue on to the price bid or cost evaluation. The lowest cost bid will receive the maximum 100 points allocated to cost. The point allocations for cost on the other bids will be evaluated according to the following formula: Price of the lowest responsive and responsible bid divided by the price of the responsive and responsible bid being rated times the maximum 100 points allocated for cost equal the awarded points.

5.4 The agency intends to award one (1) contract to provide the services described in this IFB to the lowest responsible and responsive bidder.

Section 6 – Minimum Bidder Qualifications

The vendor must have:

6.1 Prior Experience: Contractor must have been in business and provided services similar in requirements and scale to those described in this IFB for a minimum of five (5) years.

6.2 Required Certification, Accreditation, and/or Licenses: Contractor shall provide copies of all valid licenses and certificates required for performance of the work. The copies shall be delivered to the agency no later than ten days after Contractor receives the Notice of Intent to Award from the agency. Current copies of licenses and certificates shall be provided to the agency within twenty-four hours of demand at any time during the contract term. The contractor must possess and maintain the minimum vendor certifications, accreditations, and/or licensures described in this IFB, by way of illustration and not limitation, the following:

1. A business license valid in the State of Mississippi

2. A professional license or certificate in the field of Plumbing Services.

6.3 A minimum score of six (6) on the Reference Score Sheet (Attachment D) from reference interviews by agency staff with two (2) bidder references (for a total minimum scoring requirement of twelve (12) points), as well as all other requirements of this IFB.

6.4 The bidder may be required before the award of any contract to show to the complete satisfaction of the agency that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The bidder may also be required to give a past history and references in order to satisfy the agency in regard to the bidder’s qualifications. The agency may make reasonable investigations deemed necessary and proper to determine the ability of the bidder to perform the work, and the bidder shall furnish to the agency all information for this purpose that may be requested. The agency reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the agency that the bidder is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the bidder’s qualifications shall include:

1. the ability, capacity, skill, and financial resources to perform the work or provide the service required;

2. the ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference;

3. the character, integrity, reputation, judgment, experience, and efficiency of the bidder; and,

4. the quality of performance of previous contracts or services.

Section 7 – Duration

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about July 3 2025, and to end on June 30, 2026. Upon written agreement of both parties at least ninety (90) days prior to each contract anniversary date, the contract may be renewed by the Agency for a period of four (4) successive one-year period(s) under the same prices, terms, and conditions as in the original contract. The total number of renewal years permitted shall not exceed four (4).

Section 8 – Bid Submission Requirements

8.1 Submission Format

8.1.1 Bid Cover Sheet (Attachment A)

8.1.2 Bid Form (Attachment B) - all pricing must be submitted on the bid form. Failure to complete and/or sign the bid form may result in bidder being determined nonresponsive.

8.1.3 References (Attachment C) - each bidder must furnish a listing of at least three (3) trade references along with the contact person, address, and phone number for each. These references must be familiar with the bidder’s abilities in the areas involved with this solicitation. Agency staff will use these references to determine the bidder’s ability to perform the services. It is the responsibility of the bidder to ensure that the reference contact information is correct and current. Agency staff will not track down references. Bidders should verify before submitting their bid that the contact person and phone number are correct for each reference. Agency staff must be able to reach two

(2) references for a bidder within two (2) business days of bid opening to be considered responsive. Further, the bidder must score a minimum of six (6) points on each Reference Score Sheet which will be used by the agency staff when interviewing the two (2) references (for a total minimum scoring requirement of twelve (12) points) to be considered responsive and/or responsible. (See Section 6.5 and Attachments C and D.) Only bidders who are found responsive and/or responsible will have their bids considered. Bidder may submit as many references as desired. Agency staff will begin contacting references at the top of the list and will continue down the list until they have completed Reference Score Sheets for two (2) references. After two (2) score sheets are completed, the reference check process will end.

8.2 Submission Requirements

8.2.1 The signed original bid package, one copy of the signed original bid package.

8.2.2 The sealed envelope or package shall be marked with the bid opening date and time, and the number of the invitation for bids (10:00 AM CST, May 28, 2025; IFB Number 3160007360). Bids are subject to rejection unless submitted with the information included on the outside the sealed bid envelope or package.

8.2.3 Sealed bids should be mailed or hand-delivered to and labeled as follows:

IFB for Plumbing Services IFB RFx Number 3160007360 Opening Date: 10:00 AM CST, May 28, 2025 Ellisville State School Attention: Beverly Rogers, Procurement Officer 1101 Highway 11 S Ellisville, Mississippi 39437

SEALED BID – DO NOT OPEN

8.2.4 All bid packages must be received by the agency no later than 9:00 AM CST, May 27, 2025. Bids submitted via facsimile (fax) machine will not be accepted. It is suggested that if a bid is mailed to the agency, it should be posted in certified mail with a return receipt requested. The agency will not be responsible for mail delays or lost mail. All risk of late arrival due to unanticipated delay – whether delivered by hand, U.S. Postal Service, courier or other delivery service or method – is entirely on the vendor. All vendors are urged to take the possibility of delay into account when submitting a bid.

8.2.5 Timely submission of the bid package is the responsibility of the bidder. Bids received after the specified time will be rejected and maintained unopened in the procurement file. A bid received at the place designated in the solicitation for receipt of bids after the exact time specified for receipt will not be considered unless it has been determined by the agency that the late receipt was due solely to mishandling by the agency after receipt at the specified address.

8.2.6 The time and date of receipt will be indicated on the sealed bid envelope or package by agency staff. The only acceptable evidence to establish the time of receipt at the office identified for bid opening is the time and date stamp of that office on the bid wrapper or other documentary evidence of receipt used by that office.

8.2.7 Each page of the bid form and all attachments shall be identified with the name of the bidder.

8.2.8 Failure to submit a bid on the bid form provided will be considered cause for rejection of the bid.

Modifications or additions to any portion of the bid document may be cause for rejection of the bid. The agency reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive.

8.2.9 Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the IFB Exception(s) form, Attachment G. Failure to indicate any exception will be interpreted as the bidder’s intent to comply fully with the requirements as written. Conditional or qualified bids, unless specifically allowed, shall be subject to rejection in whole or in part. The bid must contain a high degree of acceptance of contract terms and conditions listed in Attachment E and F of this IFB.

8.2.10 A bid response that includes terms and conditions that do not conform to the terms and conditions in the bid document is subject to rejection as non-responsive. The agency reserves the right to permit the bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by the agency of non-responsiveness based on the submission of nonconforming terms and conditions.

8.2.11 As a precondition to bid acceptance, the agency may request the bidder to withdraw or modify those portions of the bid deemed non-responsive that do not affect quality, quantity, price, or delivery of the service.

8.2.12 Any bidder claiming that its response contains information exempt from the Mississippi Public

Records Act (Miss. Code Ann. §§ 25-61-1 et seq. and 79-23-1), shall segregate and mark the information as confidential and provide the specific statutory authority for the exemption.

Section 9 – Bidder Certification

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

Section 10 – Debarment

By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

Section 11 – Registration with Mississippi Secretary of State

By submitting a bid, the Contractor certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being notified by the agency that it has been selected for contract award.

Section 12 – Insurance, Bonds, or Other Sureties

12.1 Each successful Vendor shall maintain insurance which, at a minimum, shall include the following types of insurance and coverage limits:

12.1.1 Workers Compensation as required by the laws of the State of Mississippi, and

12.1.2 Comprehensive General Liability or Professional Liability with minimum limits of $1,000,000.00 per occurrence for bodily injury, personal injury, accidental death, property damage, employee dishonesty, and identity theft; and

12.1.3 Employee Dishonesty Insurance or Fidelity Bond insurance with third party liability coverage and minimum limits of $1,000,000.00

12.1.4 In addition to the mandatory insurance requirements in Section 12.1.1, Contracting Agencies may require successful Vendors to maintain the following types of insurance. Each Contracting Agency will determine the specific coverage limits based on the nature and scope of work:

12.1.4.1.1 Automobile Liability Insurance covering all vehicles, owned or otherwise, used in the contract work with limits of $1,000,000.00 for injuries, including accidental death to any person and subject to the same limit for each person for any one accident involving two or more persons;

and,

12.1.4.1.2 Automobile Property Damage Insurance covering all property damage by automobile with limits of $1,000,000.00 for all property damage by automobile.

12.1.4.1.3 Pollution Liability Insurance with limits of $1,000,000.00 per occurrence for bodily injury, property damage, and environmental damage caused by accidental discharges of chemicals or pollutants.

12.2 Additionally:

12.2.1 In no event shall the requirement for an insurance, bond, or other surety be waived.

12.2.2 All insurances policies shall list Ellisville State School as an additional insured.

12.2.3 All insurance policies shall be issued by companies authorized to do business under the laws of the State of Mississippi, meaning insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance.

12.2.4 Contractor shall submit to Agency within fourteen (14) days of notification of intent to award, a certificate of insurance and/or bond which outlines the coverage and limits defined in the procurement and contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within a fourteen (14) day period may be cause for your bid to be declared non-responsive or for your contract to be cancelled.

12.2.5 Contractor shall obtain at Contractor’s expense the insurance and/or bond requirements specified in the procurement and contract prior to performing under this Contract, and Contractor shall maintain the required insurance and/or bond coverage throughout the duration of this Contract and all warranty periods. There are no provisions for exceptions to this requirement.

12.2.6 Contractor shall not commence work under this contract until it obtains all insurance and/or bond required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. After work commences, the Contractor will keep in force all required insurance and/or bond until the contract is terminated or expires.

12.2.7 Contractor shall submit renewal certificates as appropriate during the term of the contract.

12.2.8 Contractor shall instruct the insurers to provide the Agency with thirty (30) days advance notice of any insurance cancellation.

12.2.9 Contractor shall ensure that any of the above-described policies should be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance and/or bond coverage(s), that written notice will be delivered to the Agency Procurement Officer.

12.2.10 There shall be no cancellation, material change, potential exhaustion of aggregate limits or non-renewal of insurance and/or bond coverage(s) to the Agency. Any failure to comply with the reporting provisions of this clause shall constitute a material breach of Contract and shall be grounds for immediate termination of this Contract by Agency.

Section 13 – Bid Opening

Bid opening will be open to the public; however, this will include opening, reading, and listing the name of each bidder and the bid price of each bid only. No discussions will be entered into with any bidder as to the quality or provisions of the specifications and no award will be made either stated or implied at the bid opening.

Section 14 – Award Notification

Awards for this procurement will be posted on the Mississippi Contract/Procurement Opportunity Search Portal website and the agency website at http://www.ess.ms.gov. Bidders will be notified via e-mail of the awards.

Additionally, a letter will be sent to all bidders.

Section 15 – Procurement Methodology

15.1 Restrictions on Communications with Agency and Agency Staff

At no time shall any bidder or its personnel contact, or attempt to contact, any agency staff regarding this IFB except the contact person as set forth and, in the manner, prescribed in Section 3.

15.2 Bidder Investigations

Before submitting a bid, each bidder shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the contract and to verify any representations made by the agency upon which the bidder will rely. If the bidder receives an award as a result of its bid submission, failure to have made such investigations and examinations will in no way relieve the bidder from its obligation to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever for additional compensation.

15.3 Expenses Incurred in Preparing Bid

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

15.4 Independent Price Determination

By submitting a bid, the bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the prices bid. The prices quoted shall be inclusive of, but not limited to the following: [all required labor; all required equipment/material; all required insurance, bond, or other surety; all required overhead; all required profit; all required vehicles; all required fuel and mileage; all required labor and supervision; all required training; all required business and professional licenses, certifications, fees, or permits; and, any and all other costs]. All pricing should include all associated costs with no additional or hidden fees.

15.5 Rejection of Bids

A bid response that includes terms and conditions that do not conform to the terms and conditions in the IFB document is subject to rejection as non-responsive. Further, submission of a bid form that is not complete and/or signed is subject to rejection as non-responsive. The agency reserves the right to permit the bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by the agency staff of non-responsiveness based on the submission of nonconforming terms and conditions.

Furthermore, if a bidder’s price is substantially higher than those of other bidders, meaning those in excess of a twenty-five percent (25%) differential, the bidder’s price will be deemed non-responsive.

15.6 Withdrawal of Bids

If the price bid is substantially lower than those of other bidders, a mistake may have been made. A bidder may withdraw its bid from consideration if certain conditions are met:

(1) The bid is submitted in good faith;

(2) The price bid is substantially lower than those of other bidders because of a mistake;

(3) The mistake is a clerical error, not an error of judgment; and,

(4) Objective evidence drawn from original work papers, documents, and other materials used in the preparation of the bid demonstrates clearly that the mistake was an unintentional error in arithmetic or an unintentional omission of a quantity of labor or material.

To withdraw a bid that includes a clerical error after bid opening, the bidder must give notice in writing to the agency of claim of right to withdraw a bid. Within two (2) business days after the bid opening, the bidder requesting withdrawal must provide to the agency all original work papers, documents, and other materials used in the preparation of the bid.

A bidder may also withdraw a bid, prior to the time set for the opening of bids, by simply making a request in writing to the agency. No explanation is required.

No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor to or perform any subcontract or other work for the person to whom the contract is awarded, or otherwise benefit from the contract.

No partial withdrawals of a bid are permitted after the time and date set for the bid opening; only complete withdrawals are permitted.

15.7 Post-Award Vendor Debriefing

A bidder, successful or unsuccessful, may request a post-award vendor debriefing, in writing, by U.S. mail or electronic submission. The written request must be received by the Bid Coordinator, within three (3) business days of notification of the contract award. A post-award vendor debriefing is a meeting and not a hearing; therefore, legal representation is not required. A debriefing typically occurs within three (3) business days of receipt of the request. If a bidder prefers to have legal representation present, the bidder must notify the Bid Coordinator in writing and identify its attorney by name, address, and telephone number.

The agency will 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.

For additional information regarding Post-Award Vendor Debriefing, as well as the information that may be provided and excluded, please see Section 7-113 through 7-113.07, Post-Award Vendor Debriefing, of the PPRB OPSCR Rules and Regulations as updated and replaced by PPRB.

15.8 Protests

Any actual or prospective bidder who is aggrieved in connection with this solicitation or the outcome of this IFB may file a protest with the Bid Coordinator, Beverly Rogers. The protest shall be submitted within seven

(7) calendar days of notification of the contract award or on or before 11:00 AM CST, June 04, 2025, in writing after such an aggrieved person or entity knows or should have known of the facts giving rise thereto.

The written protest letter shall contain an explanation of the specific basis for the protest. All protests must be in writing, dated, signed by the bidder or an individual authorized to sign contracts on behalf of the protesting bidder, and contain a statement of the reason(s) for protest, citing the law(s), rule(s) and regulation(s) or procedure(s) on which the protest is based. The protesting bidder must provide facts and evidence to support the protest. A protest is considered filed when received by Beverly Rogers, Procurement Officer via either U.S. mail, postage prepaid, or by personal delivery. Protests filed after 11:00 AM CST, June 04, 2025, will not be considered.

Section 16 – Required Contract Terms and Conditions

Any contract entered into with the Contracting Agency pursuant to this IFB shall have the required clauses found in Attachment E and those required by the PPRB OPSCR Rules and Regulations as updated and replaced by PPRB.

The agency discourages exceptions from these required clauses. Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State accepting other terms and conditions not found in the IFB, or which take exception to the State’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

Section 17 – Optional Contract Terms and Conditions

Any contract entered into with the Contracting Agency pursuant this IFB may have at the discretion of the Contracting Agency, the optional clauses found in Attachment F and those within the PPRB OPSCR Rules and Regulations as updated and replaced by PPRB. The agency discourages exceptions from these optional clauses.

Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State accepting other terms and conditions not found in the IFB, or which take exception to the State’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

Section 18 – Agency Website(s)

This IFB, questions and answers concerning this IFB, and the Notice of Intent to Award will be posted on the agency website at (www.ess.ms.gov/request-proposals-projects-and-services) and on the Mississippi Contract/Procurement Opportunity Search Portal website(www.ms.gov/dfa/contract_bid_search).

Section 19 – Attachments

The attachments to this IFB are made a part of this IFB as if copied herein in words and figures.

Attachment A

BID COVER SHEET

Bids are to be submitted as listed below, on or before 9:00 AM CST, May 27, 2025.

PLEASE MARK YOUR ENVELOPE:

IFB RFx Number 3160007360 Opening Date: 10:00 AM CST, May 28, 2025 Ellisville State School Attention: Beverly Rogers, Procurement Officer 1101 Highway 11 South Ellisville, Mississippi 39437

SEALED BID – DO NOT OPEN

Name of Company: ______

Quoted By: _______________

Signature: _____________________________________________________________________

Address: __ _____________________________

City/State/Zip: _________________________

Telephone: ____________________________________________

Fax Number: _________________________________________________

E-Mail Address: ______________

Name and phone number of Company Representative to be contacted by Agencies seeking to contract for services pursuant to this IFB: _________________

In addition to providing the above contact information, please answer the following questions regarding your company:

What year did your company start? _______________________________________________

How many years has the firm been in business of performing the services called for in this IFB?

Please provide the physical location and mailing address of your company’s home office, principal place of business, and place of incorporation. _______

If your company is not physically located within the vicinity, how will you supply Plumbing Services to the agency?

Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please discuss the impact both in organizational and directional terms. ____

Is your company licensed and/or certified to provide Plumbing Services as required by any and all applicable Federal and State law(s)? ________________________________________________

List all licenses or permits your company possesses that are applicable to performing the services required in this IFB. _____________________________________________________________

For how many customers has your company provided Plumbing Services in the past two years?

What is the largest customer your company has provided Plumbing Services for in the past two years?

Describe any specific services which your company offers along with any specialized experience, certification, and/or education of your current staff. ___________________________________

Attachment B

BID FORM

Company Contact Person Telephone Number

The pricing quoted shall be inclusive of, but not limited to the following:

1. All required equipment/material;

2. All required insurance, bond, or other surety;

3. All required overhead;

4. All required profit;

5. All required vehicles;

6. All required fuel and mileage;

7. All required labor and supervision;

8. All required business and professional certifications, licenses, permits, or fees; and,

9. Any and all other costs.

All pricing to provide General Maintenance Workers to perform Plumbing Services should include all associated costs for the items with no additional or hidden fees.

Unit Description Hourly Rate Per Worker Standard Hourly Rate Per Plumber

After Hours / Overtime Rate Per Plumber

On-Call Hourly Rate per Plumber $ Weekend / Overtime Rate Per Plumber $ Holiday Rate Per Plumber $

By signing below, the company Representative certifies that he/she has authority to bind the company, and further acknowledges and certifies on behalf of the company:

1. That they have thoroughly read and understand the Invitation for Bids and Attachments thereto;

2. That the company meets all requirements and acknowledges all certifications contained in the Invitation for

Bids and Attachments thereto;

3. That the company agrees to all provisions of the Invitation for Bids and Attachments thereto including, but not limited to, the Required and Optional Clauses to be included in any contract resulting from this IFB (Attachments E and F);

4. That the company will perform the services required at the prices quoted above.

5. That, to the best of knowledge and belief, the cost or pricing data submitted is accurate, complete, and current as of the submission date;

6. The Contractor represents that its workers are licensed, certified and possess the requisite credentials to

Plumbing Services and,

7. NON-DEBARMENT: By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

8. INDEPENDENT PRICE DETERMINATION: The bidder certifies that the prices submitted in response to the solicitation have been arrived independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the prices bid/offered.

9. PROSPECTIVE CONTRACTOR’S REPRESENTATION REGARDING CONTINGENT FEES: The prospective contractor represents as a part of such Contractor’s bid that such Contractor has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract.

10. REPRESENTATION REGARDING CONTINGENT FEES: Contractor represents that it has not retained a person to solicit or secure a State contract upon an agreement or understanding for a commission, percentage, brokerage, or other contingent fee, except as disclosed in the Contractor’s bid.

11. REPRESENTATION REGARDING GRATUITIES: Contractor represents that it has not violated, is not violated, and promises that it will not violate the prohibition against gratuities set forth in Section 6-204 (Gratuities) of the PPRB OPSCR Rules and Regulations.

Company Name: ___________________

Printed Name of Representative: _____________________

Date: _________________________________________________________________________

Signature: _____________________________________________________________________

Note: Failure to sign the bid form may result in the bid being rejected as non-responsive. Modifications or additions to any portion of this bid document may be cause for rejection of the bid.

Attachment C

REFERENCES

Bidder may submit as many references as desired by submitting as many additional copies of Attachment C, References, as deemed necessary. References will be contacted in order listed until two references have been interviewed and Reference Score Sheets completed for each of the two references. No further references will be contacted; however, bidders are encouraged to submit additional references to ensure that at least two references are available for interview. Agency staff must be able to contact two references within two (2) business days of bid opening to be considered responsive or no later than May 30, 2025, 4:00 PM CST.

REFERENCE 1

Name of Company: _____________________________________________________________ Dates of Service: _______________________________________________________________ Contact Person: ________________________________________________________________ Address: ______________________________________________________________________ City/State/Zip: _________________________________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________ Alternative Contact Person (optional): ______________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________

REFERENCE 2

Dates of Service: _______________________________________________________________ Contact Person: ________________________________________________________________ Address: ______________________________________________________________________ City/State/Zip: _________________________________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________ Alternative Contact Person (optional): ______________________________________________ Telephone Number: _____________________________________________________________

REFERENCE 3

Dates of Service: _______________________________________________________________ Contact Person: ________________________________________________________________

Address: ______________________________________________________________________ City/State/Zip: _________________________________________________________________ Telephone Number: _____________________________________________________________ Cell Number: __________________________________________________________________ E-mail: ________________________________________________________________________ Alternative Contact Person (optional): ______________________________________________ Telephone Number: _____________________________________________________________

Attachment D

References Score Sheet

IFB 3160007360

TO BE COMPLETED BY AGENCY STAFF ONLY

Company Name: ___________

Reference Name: ______________________________________________________________________

Person Contacted, Title/Position: _________________________________________________________

Date/Time Contacted: __________________________________________________________________

Service From/To Dates: _________________________________________________________________

Able to provide plumbing services when you called? Yes No Satisfied with the plumbing services provided? If no, please explain. Yes No Vendor easy to work with in scheduling plumbing services? Yes No Was the plumbing services completed on time and within budget? Yes No Vendor listened when you had an issue and readily offered a solution?

(If never had an issue, please check here ___.)

Yes No

Would you enter into a contract with them again? Yes No Would you recommend them? Yes No

Bidder must have a minimum of 6 “yes” answers on the questions above from two references (total of 12 “yes” answers) to be considered responsible and for its bid to be considered.

Score: Pass/Fail

Do you have any business, professional or personal interest in the vendor’s organization? If yes, please explain.

Yes No

A “yes” to the above question may result in an automatic disqualification of the provided reference; therefore, resulting in a score of zero as responses to previous questions become null and void.

Notes: _______________________________________________________________________________

Called by: _______________________ ___________________________ _____________

Signature Title Date

Attachment E

REQUIRED CLAUSES FOR SERVICE CONTRACTS RESULTING FROM THIS IFB

1. Applicable Law: The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of law’s provisions, and any litigation with respect thereto shall be brought in the courts of Mississippi.

2. Approval: It is understood that if this contract requires approval by the Public Procurement Review Board (PPRB) and/or the Department of Finance and Administration Office of Personal Service Contract Review (OPSCR) and/or Department of Mental Health, and this contract is not approved by the PPRB and/or OPSCR and/or DMH, it is void and no payment shall be made hereunder.

3. Attorney’s Fees and Expenses: In the event Contractor defaults on any obligations under this Agreement, contractor shall pay to Ellisville State School all costs and expenses, without limitation, incurred by Ellisville State School in enforcing this Agreement or reasonably related to enforcing this Agreement. This includes but is not limited to investigative fees, court costs, and attorney’s fees. Under no circumstance shall Ellisville State School be obligated to pay attorneys’ fees or legal costs to Contractor.

4. Authority To Contract:…