RFX 3160007413 PAVILLION KIT IFB.pdf

MISSISSIPPI DEPARTMENT of WILDLIFE, FISHERIES, AND PARKS Lynn Posey, Executive Director 1505 Eastover Drive Jackson, Mississippi 39211

(601) 432-2400

MINORITY AND WOMEN OWNED BUSINESSES ARE ENCOURAGED TO APPLY

SOLICITATION: Invitation for Bid (IFB)

SOLICITATION NUMBER: RFX #3160007413

DESCRIPTION: The purchase of a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits.

ISSUE DATE: May 26, 2025

BID CLOSING LOCATION: Mississippi Department of Wildlife, Fisheries, and Parks

1505 Eastover Drive Jackson, Mississippi 39211

BID COORDINATOR: John Lee Telephone:

601.432.2154 Email: John Lee

OPENING DATE AND TIME: June 18, 2025, 2:00 PM CT

GENERAL INSTRUCTIONS

Section 1 – Background, Authority, and Objective

The mission of the Mississippi Department of Wildlife, Fisheries, and Parks is to conserve and enhance Mississippi’s wildlife, fisheries, and parks, provide quality outdoor recreation, and engage the public in natural resource conservation.

The Mississippi Department of Wildlife, Fisheries, and Parks (hereinafter “Agency”) has issued this solicitation for the purpose of soliciting sealed bids from qualified vendors to provide a minimum of Four

(4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40

Section 2 – Timeline

Invitation for Bid Issue Date May 26, 2025 Questions and Requests for Clarification Deadline June 4, 2025 Anticipated Posting of Written Answers to Questions June 5, 2025 Bid Submission Deadline June 18, 2025, 2:00 p.m.

Bid Opening June 18, 2025, 2:00 p.m.

Anticipated Date of the Notice of Award June 19, 2025 Post-Award Debriefing Request Deadline June 20, 2025 Anticipated Post-Award Debriefing Held By June 23, 2025 Protest Deadline June 23, 2025 PPRB Board Meeting, if applicable August 6, 2025 Anticipated Period of Performance August 7, 2025 – August 6, 2026

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 clarifications must be directed by email to:

John Lee, Procurement Officer I Telephone: 601-432-2154 E-mail: procurement@wfp.ms.gov

3.2 Vendors should enter “IFB RFx Number #3160007413 - 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:

mailto:procurement@wfp.ms.gov

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 and the Agency's website 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. 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 the State.

3.6 No Pre-Bid Conference, Tour, or Site Visit will be held for this IFB.

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 and the Agency's website.

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 – Specifications

The Agency is seeking to establish a term contract for a maximum of two (2) new A minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits. depending on availability of funds. The full specifications are herein described in Attachment “G”, captioned “Specifications”, which is attached hereto and made a part hereof by reference.

The specifications are from procurement RFx#3160007413 which was issued by the Agency and incorporated herein by reference.

4.1.1 Quality Assurance: All equipment received as a result of this procurement shall be evaluated for quality assurance prior to the acceptance of responsible for each commodity.

Commodities must be new and not in used condition.

4.1.2 Location of Work: Equipment is to be delivered to the following location:

4.1.3 The State will not be responsible for equipment delivered to any other location except for the location listed above. The bidder agrees to begin delivery 30 days after the execution of the subsequent contract resulting from this bid.

4.1.4 Maintenance: The Manufacturer, or dealer, must guarantee parts and service availability according to the following general guidelines: 1) Parts for normal maintenance and/or minor repairs, must be available same day or within 24 hours; 2) Major components such as engines, transmissions, hydraulic pumps and motor, etc., must be available within 72 hours; and 3) Large components such as cabs, ROPS, main frames, roller frames, etc., must be available within 2-3 weeks; 4) Service centers able to fully support product must be available within 100 miles of the machines’ assigned location; 5) Field technician must be available and onsite within 24 hours.

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 The contract will be awarded by written notice to the lowest and best responsive bidder in accordance with federal and state laws whose bid meets the requirements and criteria set forth in this Invitation for Bids within 30 days. A draft of the proposed contract is included in this IFB as Attachment “F”.

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

Section 6 – Duration

The estimated period of performance of any contract resulting from this IFB is tentatively scheduled to begin on or about and end on August 7, 2025 - August 6, 2026. This is a single year contract and there will be no renewals.

Section 7 – Bid Submission Requirements

7.1 Submission Format

7.1.2 Bid Cover Sheet (Attachment A)

7.1.3 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.

7.1.4 IFB Exception(s) Form (Attachment C) - Bidder taking exception to any part or section of the solicitation shall indicate such exceptions on the table below. If no exceptions are taken, then the Bidder shall state in this section “No Exceptions Taken.”

7.1.5 Certifications and Assurances (Attachment D)

7.1.6 Bid Submission Checklist (Attachment E)

7.2 Submission Requirements

7.2.1 The original and two (2) copies of the bid form, three (3) copies total, shall be signed and submitted in a sealed envelope or package to 1505 Eastover Drive, Jackson, MS 39211, no later than the time and date specified for receipt of bids. Timely submission of the bid form is the responsibility of the bidder. Bids received after the specified time shall be rejected and unopened. The envelope or package shall be marked with the bid opening date and time, and the number of the invitation for bid. The time and date of receipt shall be indicated on the envelope or package by the Agency. Each page of the Bid Form (Attachment B) and all attachments shall be identified with the name of the bidder.

Failure to submit a bid on the bid form provided shall be considered just cause for rejection of the bid. Modifications or additions to any portion of the procurement 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. 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. Sealed bids will be considered if they are delivered electronically through the MAGIC system by the time and date set for receipt of bids.

7.2.2 Sealed Competitive Bids may be submitted electronically through the State of Mississippi’s MAGIC system at the following websites:

https://portal.magic.ms.gov https://www.ms.gov/dfa/contract_bid_search/Contract

Please use the websites above and search for RFx No. 3160007413

Vendors must be registered in MAGIC to be able to submit bids electronically. A guide has been included with this IFB for assistance.

7.2.3 The sealed envelope or package shall be marked with the bid opening date and time, and the number of the invitation for bids 2:00 PM CST, June 18, 2025; Rfx No. 3160007413.

Bids are subject to rejection unless submitted with the information included on the outside the sealed bid envelope or package.

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

IFB for a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits.

Rfx No. 3160007413 Opening Date: 02:00 PM CST, June 18, 2025 Mississippi Department of Wildlife, Fisheries, and Parks Attention: John Lee, Procurement Officer I 1505 Eastover Drive Jackson, MS 39211

SEALED BID – DO NOT OPEN

7.2.4 All bid packages must be received by the Agency no later than 2:00 PM CST, June 18, 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.

7.2.5 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.

7.2.6 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 http://www.ms.gov/dfa/contract_bid_search/Contract

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.

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

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.

7.2.7 Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the IFB Exception(s) form, Attachment C. 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 D of this IFB.

7.2.8 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.

7.2.9 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.

7.2.10 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 8 – 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 9 – 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 10 – Registration with Mississippi Secretary of State

By submitting a bid, the bidder 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 11 – 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 12 – Award Notification

All participating vendors will be notified of the agency’s intent to award a contract. In addition, the AGENCY will identify the selected vendor. Notice of award is also made available to the public.

Section 13 – Procurement Methodology

13.1 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.

13.2 Bidder Investigations

Before submitting a bid, each bidder shall make all investigations and examinations necessary to ascertain all 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.

13.3 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.

13.4 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.

13.5 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.

13.6 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 Candice Webster, Procurement Team Lead 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 Candice Webster, Procurement Team Lead 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.

13.7 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 Candice Webster, Procurement Team Lead. The protest shall be submitted within seven (7) calendar days of notification of the contract award or on or before 05:00 PM CST, June 26, 2025 in writing after such 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 Candice Webster, Procurement Team Lead via either U.S. mail, postage prepaid, or by personal delivery. Protests filed after 5:00 PM CST, June 26, 2025 will not be considered.

Section 14 – Agency Website

This IFB, questions and answers concerning this IFB, and the Notice of Intent To Award will be posted on the Agency website at https://www.Agency.com/administration/bid-opportunities-20/ and on the Mississippi Contract/Procurement Opportunity Search Portal website.

Section 15 – Attachments

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

http://www.agency.com/administration/bid-opportunities-20/

MS Department of Wildlife, Fisheries, and Parks 1505 Eastover Drive, Jackson, MS 39211-6374

RFX #3160007413 – The purchase of a minimum of Four

(4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40

BID COVER SHEET

Attachment A

The AGENCY is seeking to establish a contract for the purchase of a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits.

Bids are to be submitted online in MAGIC or by paper submission, on or before June 18, 2025, at 2:00 PM

CT.

PLEASE MARK YOUR ENVELOPE:

RFX #3160007413

The purchase of a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six

(6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits. Opening Date:

June 18, 2025, 2:00 PM Mississippi Department of Wildlife, Fisheries, and Parks ATTN: Candice Webster, Procurement Team Lead 1505 Eastover Drive Jackson, MS 39211

SEALED BID – DO NOT OPEN

Company Name:

Minority Status Applicable Not Applicable If Applicable, check at least one (1): Minority Enterprise Women Business

Quoted by:

Signature:

Address:

(Street/P.O. Box)

(City) (State) (Zip Code)

Company Representative:

Telephone Number: Fax Number:

Email Address:

Acknowledgement of Amendments: (of applicable) Signature:

FEI/FIN # (if company, corporation, or partnership):

SS# (if individual):

Supplier Number (If known)

Company Company Representative Telephone

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

• All required equipment and materials

• All required insurance

• All required overhead

• All required profit

• All required transportation

• All required labor

• All required business and professional licenses, permits, fees, etc. (if any)

• All management fees (if any)

• Any and all other costs associated not mentioned

The total compensation for One (1) 16x16 pavilion assembly kit:

The total compensation for One (1) 30x40 pavilion assembly kit $ .

Installation and assembly should NOT be included in bid price

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

1. That he/she has thoroughly read and understands this Invitation for Bids, RFX #3160007413, and the attachments herein;

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

Invitation for Bids, RFX #3160007413, and the attachments herein;

3. That the company agrees to all provisions of this Invitation for Bids, RFX #3160007413 and the attachments herein;

4. That the company will perform, without delay, the services required at the prices quoted in this

Attachment B; and

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

MS Department of Wildlife, Fisheries, and Parks 1505 Eastover Drive, Jackson, MS 39211-6374

BID FORM

ATTACHMENT B

RFX #3160007413 The purchase of a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40 Pavillion Assembly Kits.

6. That the company has, or will secure, at its own expense, applicable personnel who shall be qualified to perform the duties required to be performed under this Invitation for Bids.

Printed Name/Title:

Signature/Date:

Rfx No. 3160007413 Invitation for Bid for the purchase of a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six

(6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits. IFB Exception(s)

Bidder taking exception to any part or section of the solicitation shall indicate such exceptions on the table below. If no exceptions are taken, then the Bidder shall state in this section “No Exceptions Taken.”

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.

Procurement

Section and Page Number

Original Language Requested Change/Exception

Agency Decision

1.

2.

3.

4.

5.

Signature Date

MS Department of Wildlife, Fisheries, and Parks IFB Exception Form

ATTACHMENT C

No Exception Taken

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

1. REPRESENTATION REGARDING CONTINGENT FEES

Contractor represents that it has/has not retained a person to solicit or secure a state contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except as disclosed in Contractor’s bid.

2. REPRESENTATION REGARDING GRATUITIES

The bidder or Contractor represents that it has/has not violated, is not violating, and promises that it will not violate the prohibition against gratuities set forth in Section 9.105 (Gratuities) of the Mississippi Procurement Manual.

3. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

The bidder certifies that the prices submitted in response to the solicitation have/have not 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 price.

4. PROSPECTIVE CONTRACTOR’S REPRESENTATION REGARDING

CONTINGENT FEES

The prospective Contractor represents as a part of such Contractor’s bid that such Contractor has/has not retained any person or Agency on a percentage, commission, or other contingent arrangement to secure this contract.

Name/Title:

Signature/Date:

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

MS Department of Wildlife, Fisheries, and Parks 1505 Eastover Drive, Jackson, MS 39211-6374

CERTIFICATIONS AND ASSURANCES

ATTACHMENT D

BID SUBMISSION CHECKLIST

(Please check all completed items) Completed and signed Bid Cover Sheet (Attachment A ) Completed Bid Form Attachment B) IFB Exception Form (Attachment C) Completed and signed Certifications and Assurances (Attachment D) Signed Acknowledgement of Amendment(s), if applicable Bid Submission Checklist (Attachment E)

This list is not all inclusive. Make sure to read and follow instructions in this solicitation. It is the responsibility of the bidder to submit all requested documents with bid. An incomplete Bid will be subject to rejection.

MS Department of Wildlife, Fisheries, and Parks 1505 Eastover Drive, Jackson, MS 39211-6374

BID SUBMISSION CHECKLIST

ATTACHMENT E

Attachment F

CONTRACT RESULTING FROM THIS IFB

CONTRACT BETWEEN MISSISSIPPI DEPARTMENT WILDLIFE, FISHERIES and PARKS

AND

(AWARDED VENDOR)

This CONTRACTOR is entered into by and between the Mississippi Department of Wildlife, Fisheries & Parks, herein referred to as “AGENCY” and (AWARDED VENDOR).

This CONTRACT is made for the procurement of a minimum of Four (4) 16x16 and One (1) 30x40 Pavilion Assembly Kits and or a maximum of Six (6) 16x16 and Two (2) 30x40 Pavilion Assembly Kits (description will be updated after award) for the period DATE- DATE. The total contract amount not to be exceeded is .

BOTH PARTIES AGREE THAT:

(AWARDED VENDOR) shall not assign or otherwise transfer the obligations incurred on its part pursuant to the terms of this Contract without the prior written consent of the AGENCY. Any attempted assignment or transfer of its obligations without such consent shall wholly void and shall not relieve (AWARDED VENDOR) of its obligation to AGENCY under this Contract.

(AWARDED VENDOR) shall comply with all applicable laws, rules, regulations, policies and procedures of the State of Mississippi or any Agency thereof and any local governments or political subdivisions that may affect the procurement of commodities under this Contact.

(AWARDED VENDOR) understands that AGENCY is an equal opportunity employer and therefore maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, disability or any other unlawful by federal or state laws. All such discrimination is unlawful and (AWARDED VENDOR) agrees during the term of this Contract that (AWARDED VENDOR) will strictly adhere to this policy.

(AWARDED VENDOR) agrees to begin delivering within 30 days of the execution of this Contract.

Failure to do so may result in the cancellation of award. If cancellation of award occurs, a new award will be made to the next lowest bidder meeting the required specifications.

If any clause or provision of this Contract is held to be illegal or void by a court of law the validity of the remaining portions of the Contract shall not be affected, and the rights and obligations of the parties shall be enforced as if the Contract did not contain such illegal or void clauses.

Either party may cancel this Contract at any time with 30 days written notice. Should this occur, payment for equipment satisfactorily received will be adjusted accordingly.

The covenants and conditions herein contained shall apply to and bind the successors and legal representatives of the parties hereto.

IN WITNESS WHEREOF, this contract has been entered into and executed by the parties hereto in duplicate originals.

This day of , 2025.

Mississippi Department of Wildlife, Fisheries, and Parks

By:

Lynn Posey, Executive Director

(AWARDED VENDOR)

By:

(AWARDED VENDOR)

“16x16 Pavilion Assembly Kit SPECIFICATIONS”

Dimensions:

Y__ N__ Frame Dimensions shall be at least 16’-0”x15’-8”

Y__ N__ Column Dimensions (center to center) shall be at least 15’-0”x15’-4”

Y__ N__ Minimum Clearance at Beam shall be at least 8’-0”

Y__ N__ Roof Height at Peak shall be at least ±11’-8 1/8”

Y__ N__ Gable of Roof shall have at least a 4:12 pitch

Y__ N__ Square Feet Under Roof shall have at least an approximate amount of ±241 sq ft

Y__ N__ Columns and end frames shall be 12”x 4” steel tube, .120” minimum wall thickness. All beams shall be structural steel tube sized according to engineering.

Y__ N__ Lattice shall be 1”x 1” tube steel.

Y__ N__ All bolts shall be A-307 or A-325 and hidden at all connections.

Y__ N__ Roofing shall be 24-gauge Mega-Rib steel pre-cut and pre-finished with ribs running with the slope of the roof.

Y__ N__ Fascia shall be tube steel.

Y__ N__ Trim shall be 24 gauge pre-finished to match roofing.

Y__ N__ Open or welded “C” channel, “I” beams. “S” or “Z” purlins or angle iron shall not be allowed.

Y__ N__ Custom cut animal figure sign one end of structure.

MS Department of Wildlife, Fisheries, and Parks 1505 Eastover Drive, Jackson, MS 39211-6374

Specifications

ATTACHMENT G

“30x40 Pavilion Assembly Kit SPECIFICATIONS”

Dimensions:

Y__ N__ Roof Dimensions

Y__ N__ Minimum Clearance at Beam

Y__ N__ Roof Height at Peak shall be at least

Y__ N__ Gable of Roof shall have at least

Y__ N__ Square Feet Under Roof shall have at least an approximate amount

Y__ N__ Columns and end frames shall be 12”x 4” steel tube, .188 minimum wall thickness.

Y__ N__ All beams shall be structural steel tube sized according to engineering.

Y__ N__ Lattice shall be 1”x 1” tube steel.

Y__ N__ All bolts shall be A-307 or A-325 and hidden at all connections.

Y__ N__ Roofing shall be 24-gauge Mega-Rib steel pre-cut and pre-finished with ribs running with the slope of the roof.

Y__ N__ Trim shall be 24 gauge pre-finished to match roofing.

Y__ N__ Open or welded “C” channel, “I” beams. “S” or “Z” purlins or angle iron shall not be allowed.

Y__ N__ Custom cut animal figure sign one end of structure.

STANDARD SPECIFICATIONS

w/ TRUZINC RICH PRIMER & SUPER DURABLE POWDER COAT PAINT

GENERAL:

Y__ N__ All structures shall be designed and fabricated to the IBC (Latest Edition) or current local building code with standard load designs of the greater value of 20# per S.F. minimum live load and 115 mph sustained wind load or site specific conditions and the applicable zone for seismic loads.

Y__ N__ All members shall be designed according to the “American Institute of Steel Construction (AISC) specifications and the American Iron and Steel Institute (AISI) specifications for cold-formed members.

Y__ N__ All fabrication welds shall be in strict accordance with the structural welding code of the American Welding Society (AWS) specifications. All structural welds shall be in compliance with the requirements of “Pre-qualified” welded joints. All welding shall conform to ASTM A-233 series E-70XX electrodes - low hydrogen.

Field welding shall not be required.

Y__ N__ When required, after award of bid, the shade structure manufacturer shall submit structural calculations, sealed by a registered engineer in the state in which the structure is to be erected for review and approval by the approving agency.

Y__ N__ Manufacturer qualifications: All manufacturers shall have a minimum of

(15) Fifteen years of experience in the fabrication of tubular steel shade structures.

Shade structure and kiosk fabrication shall be the manufacturer’s primary business.

Manufacturer shall have fabricated similar structures to that which is specified. All non-specified manufacturers shall submit complete shop drawings indicating type, size & gauge of material used, with detailed connections to the specifying agency or design firm at least 10 days prior to bid opening for review and written pre-approval.

All bids submitted without prior approval will be rejected.

FOOTINGS & COLUMNS:

Y__ N__ Footings shall be structurally engineered by the structure manufacturer to meet local codes and site conditions. (Sample footing drawings shall be made available to the contractor or owner from the manufacturer). When required for structure installation, anchor bolts shall be supplied by the owner / contractor.

Columns shall be ASTM 500 grade B. Concrete footing rebar (if required) shall be ASTM A-615 grade 40 #4 bars & smaller, grade 60 #5 bars & larger. Concrete shall be 5 sack mix “Portland” cement. Maximum slump shall not exceed 4”. Concrete compressive strength shall be a minimum of 2500 psi @ 28 days.

FRAME MEMBERS AND COMPRESSION RING:

Y__ N__ 90% of all steel shall be American (domestic) made. Mill certification shall be made available upon request. All frame members shall be one piece structural steel tube with a minimum .120 (1/8”) wall thickness, sized according to engineering.

All frame members shall be bolted together with bolts totally concealed. All tubing for frame members shall be ASTM 500 grade B. Beam end plates shall be ASTM A36 fy=36,000 psi UNO. Bolts shall be A 307’s, or 325’s unless noted otherwise.

“I” beams, Angle iron, “C”, “Z” or “S” purlins or beams, open or closed, shall not be allowed.

ROOFING:

Y__ N__ All roofing shall be 24 gauge Zincalume / Galvalume coated steel panels, ICBO #ER- 2757. “Mega-Rib” panels shall be 36” wide with 1½” high ribs @ 7.2”. All roofing shall be pre-finished with PVF2 (Polyvinylidene Fluoride) Kynar 500 on the top side. All roof panels shall be pre-cut with ribs running with the slope of the roof.

Roof fascia trim shall be 1 ½” “J” channel trim 24-gauge Zincalume / Galvalume coated pre-finished matching the roof color. Screws & rivets shall match roof color. No exceptions taken for roof type or trim.

POWDER COATING:

Y__ N__ All frame members shall be media blasted to a white finish removing all rust, scale, oil and grease. Powder coating for all frame members shall be provisionally warranted for(10) ten years with TRUZINC 7520-70138 primer with a Dry Film Thickness of (2.0 - 6.0 mils) & hardness of 2H-3H with a Salt Spray Resistance of 6000 hours and Super Durable Gloss Polyester 9000 series finish paint (2.5-3.5 mils) with a hardness of H-H2 & has 1000 hour salt spray resistance. Total of primer & finish paint shall be 4.5-

9.5 mils of paint. Finish shall be a smooth uniform surface with no pits, runs or sags.

ERECTION:

Y__ N__ Manufacturer shall supply complete layout and detailed plans with installation instructions for the structure. The structure shall be erected in a work-man-like manner with framing, roofing and trim installed according to the manufacturer’s installation instructions. Care shall be taken to avoid damaging the structure during installation. Touch up powder coat paint with paint provided to prevent rusting.

Components of the structure shall be covered and kept dry prior to erection.

WARRANTEE:

Y__ N__ Manufacturer shall warranty the structure to be free from defects in material and work- man-ship for a period of (10) ten years from date of acceptance by owner. Warranty does not include damage from theft, fire, vandalism or acts of God.

Manufacturer shall repair or replace structure components of like kind at his option, to match existing material and workmanship. Steel roof finish shall be warranted for (30) thirty years under a separate roof manufacturer’s warranty. Powder coat paint shall be warranted for (10) ten years after acceptance from owner against peeling, flaking and rusting. Warranty does not cover damage caused from shipping, erection of structure, lack of touchup and maintenance, overspray from lawn sprinklers or vandalism. Bolt threads are not powder coated and therefore are not covered under the powder coat warranty.

Note* Installation and Assembly will be conducted by MDWFP

END OF DOCUMENT