RFX 3160008201 BID PACKET FOR 20 CYD DUMP BODY REVISED.pdf

NOTICE AND INSTRUCTIONS

RFX No. 3160008201

1.0 GENERAL

The Mississippi Transportation Commission (MTC) intends to utilize the Sealed Bid Process to award an agency contract for the purchase of 20 Cubic Yard Dump Trailer 934-TAD-20/22-6005/222 for the Mississippi Department of Transportation (MDOT). The contract period shall be Commission Approval through February 28, 2027.

2.1 BID SUBMITTAL

2.2 SUBMITTAL DEADLINE

Sealed competitive bids will be received until Tuesday, August 25, 2026 at 10:30 AM CST at the William J. “Billy” McCoy Building, (Department of Transportation Building), Procurement Division, 5th Floor, 401 N. West, Jackson, Mississippi, 39201 or electronically into the MAGIC Procurement Portal as described herein and shortly thereafter publicly opened.

2.3 RESPONSE TO RFX (BID)

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

2.4 ELECTRONIC BID SUBMITTAL

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

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

Please use the websites above to search for RFX No. 3160008201

2.5 ELECTRONIC COMPETITIVE SEALED BID SUBMITTAL ASSISTANCE

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

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

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

https://portal.magic.ms.gov/ https://www.ms.gov/dfa/contract%20bid%20search/Contract http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/ and click on Mississippi Suppliers (Vendors) on left side of the webpage. Arrow to bottom of page and select Supplier Self Service and click the link “MAGIC Supplier Self-Service Reference Guide” (Attachment B). This website has information to help you register as a vendor for the State of Mississippi. Should you need assistance, please contact the MMRS help desk at 601-359-1343.

2.6 SEALED PAPER COMPETITIVE BID SUBMITTAL

If the bidder cannot submit an electronic bid proposal, a sealed paper competitive bid will be received by the MTC at its offices in t h e William J. “Billy” McCoy Building, (Department of Transportation Building), Procurement Division, 5th Floor, 401 N. West, Jackson, Mississippi, 39201 until Tuesday, August 25, 2026, at 10:30 AM CST.

2.7 SEALED PAPER COMPETITIVE BID SUBMITTAL INSTRUCTIONS

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

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

AND SUBMIT AS A SEPARATE BID.

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

Conditional or qualified bids will not be considered.

3.0 RFX (BID) SPECIFICATIONS

3.1 SPECIFICATIONS FOR 20 CUBIC YARD DUMP TRAILER

SPECIFICATIONS –20 Cubic Yard Dump Trailer (ATTACHMENT C)

*ATTACHMENT C- SPECIFICATIONS MUST BE COMPLETED AND SUBMITTED WITH BID.

All items must be NEW and of CURRENT make and model. Any and all equipment for which bids are submitted must have been produced, or replaced in earlier makes of the same model that is submitted, for a minimum of the last three (3) years.

The Mississippi Department of Transportation reserves the right to request samples of equipment for inspection and evaluation at any time in the bid process up until the time of award.

The Mississippi Department of Transportation reserves the right to reject any bid that, in the opinion of the Mississippi Department of Transportation, does not meet the intent of the RFX proposal, or does not appear to have been manufactured with materials or labor workmanship to produce an acceptable standard of quality.

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

3.2 REQUIRED LITERATURE

** APPROPRIATE LITERATURE MUST BE SUPPLIED WITH THE BID TO SUBSTANTIATE

COMPLIANCE WITH SPECIFICATIONS PROVIDED WITH THE ELECTRONIC OR PAPER RFX.

** IF LITERATURE IS NOT PROVIDED, THE BID MAY BE REJECTED. **

4.1 PROTEST PROCEDURE

4.2 PROTEST INFORMATION

It is the intent of the Specifications to obtain a product that will adequately meet the needs of the user while promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective bidder to review the entire Notice and Instructions and proposal packet and to notify MDOT Procurement Division if the Specifications or Instructions are formulated in a manner which would unnecessarily restrict competition. Any protest or question concerning the specifications or bidding procedures must be received in writing by the Mississippi Department of Transportation Procurement Division by Thursday, August 20, 2026 at 10:00 AM CST. The Mississippi Department of Transportation Procurement Division may be reached at telephone number 601-359-7300, facsimile number 601-359-7302, or aharrell@mdot.ms.gov.

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

5.1 GENERAL INSTRUCTIONS

5.2 INSTRUCTIONS FOR BIDDERS

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

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

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

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

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

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

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

If a bid is withdrawn after opening, the bidder will be removed from the list of eligible bidders for a period of (6) six months.

mailto:aharrell@mdot.ms.gov

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

bidder must be duly qualified to do business and in good standing in the State of Mississippi and remain duly qualified and in good standing throughout the term of the contract and for as long thereafter as any obligations may remain outstanding under the contract.

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

5.3 OFFICE CLOSURE

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

6.1 AWARD INSTRUCTIONS

6.2 AWARD CRITERIA

The award will be made based on the lowest bid submitted meeting the Mississippi Department of Transportation specifications and bid requirements.

6.3 AWARDED BIDDER INSTRUCTIONS

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

6.4 AGENCY CONTRACT TERM

The contract shall begin on Commission Approval through February 28, 2027. If an agency contract is awarded and executed in connection with this proposal, the MTC reserves the right to extend the agency contract for this proposal for up to six (6) months at one time, upon written acceptance of both parties. The total number of extensions will be nine(9), The contract shall not exceed sixty (60) months. The contract extension shall begin on the original termination date or the extension termination date.

https://corp.sos.ms.gov/corp/portal/c/page/login/portal.aspx

6.5 CANCELLATION OF AGENCY CONTRACT

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

7.0 SUBMITTAL INSTRUCTIONS FOR A SEALED PAPER COMPETITIVE BID

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

Bids must be submitted in sealed envelope(s).

** RFX IDENTIFICATION INFORMATION ON THE OUTSIDE OF THE ENVELOPE

MUST BE AS SHOWN BELOW. **

STREET DELIVERY:

RFX NO. 3160008201

PROCUREMENT DIVISION (5TH FLOOR)

WILLIAM J. “BILLY” MCCOY BUILDING

MS DEPT. OF TRANSPORTATION

401 NORTH WEST STREET

JACKSON MS 39201

1. I/We certify that we have read and understand the "NOTICE AND INSTRUCTIONS" which is a part of this bid.

COMPANY: NAME:

(Print or type)

ADDRESS: SIGNATURE:

TITLE:

PHONE: DATE:

Sign your bid and return it, as shown above.

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

BRAD WHITE

EXECUTIVE DIRECTOR

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

8.0 COMPETITIVE SEALED BID ELECTRONIC SUBMITTAL INSTRUCTIONS

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

Please refer to sections 2.3 and 2.4 on page 1 of the bid packet for further information on the electronic submittal of the bid in the MAGIC System.

The "NOTICE AND INSTRUCTIONS" is a part of your bid, and by submitting an electronic bid, the bidder acknowledges and certifies that it has read and understands the "NOTICE AND INSTRUCTIONS" which is a part of this bid.

BRAD WHITE

EXECUTIVE D I R E C T O R

MISSISSIPPI DEPARTMENT OF TRANSPORTATION

9.0 PROPOSAL

For 20 Cubic Yard Dump Trailer

RFX NO. 3160008201

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

Pursuant to your advertisement to be received by Tuesday, August 25, 2026, at 10:30 AM CST.

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

Our prices quoted in FIGURES ONLY for furnishing 20 Cubic Yard Dump Trailer delivered statewide F.O.B. Mississippi Department of Transportation.

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

MADE TO THE LOWEST BIDDER MEETING SPECIFICATION. THE COMMISSION RESERVES

THE RIGHT TO CANCEL AND/OR READVERTISE THIS PROCUREMENT.

All items must be NEW and of CURRENT make and model. Any and all equipment for which bids are submitted must have been produced, or replaced earlier makes of the same model that is submitted, for a minimum of the last three (3) years.

The Mississippi Department of Transportation reserves the right to request samples of equipment for inspection and evaluation at any time in the bid process up until the time of award.

The Mississippi Department of Transportation reserves the right to reject any bid that, in the opinion of the Mississippi Department of Transportation, does not meet the intent of the RFX proposal, or does not appear to have been manufactured with materials or labor workmanship to produce an acceptable standard of quality.

AGENCY CONTRACT TO PURCHASE: 20 CUBIC YARD DUMP TRAILER FOR PERIOD OF

COMMISSION APPROVAL THROUGH SEPTEMBER 30, 2027.

TERM: THE TERM OF THIS CONTRACT SHALL BE FOR A PERIOD OF SIX (6) MONTHS,

COMMISSION APPROVAL, THROUGH FEBRUARY 29, 2027. NO BID BOND WILL BE REQUIRED

FOR THIS AGENCY CONTRACT. THE BID PRICE SUBMITTED CANNOT CHANGE THROUGH THE

LENGTH OF THE CONTRACT (SIX MONTH PERIOD). EACH EXTENSION WILL BE SIX MONTHS.

EACH EXTENSION MUST HAVE MUTAL AGREEMENT BETWEEN THE VENDOR AND MDOT.

VOLUME: THE TOTAL QUANTITY OF UNITS TO BE PURCHASED BY MDOT IS NOT KNOWN. THE

MINIMUM PURCHASE SHALL BE ONE (1) UNITS AND THE MAXIMUM PURCHASE SHALL BE

FIFTEEN (15)

$ /EA. DELIVERY: DAYS ARO

MAKE: MODEL:

ADDRESS: SIGNATURE:

10.0 COOPERATIVE PURCHASE

TO: 20 Cubic Yard Dump Trailer Vendors

FROM: Procurement Division

DATE: August 2026

We agree to extend the prices quoted for the Mississippi Department of Transportation Procurement Division in RFX No. 3160008201 for the period of Commission Approval through September 30, 2027, to the governmental entities indicated below.

Please indicate by checking the appropriate blank for the following:

Governing Authorities

Other State Agencies

ADDRESS: SIGNATURE:

11.0 MISSISSIPPI TRANSPORTATION COMMISION

CONTRACT TERMS AND CONDITIONS

I/We certify that we have read and understand the "MISSISSIPPI

TRANSPORTATION COMMMISION CONTRACT TERMS AND CONDITIONS"

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

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

Please complete the following:

ADDRESS: SIGNATURE:

12.0 INVOICING AND PAYMENT

Please complete the section below.

This section pertains to invoicing and payment. The bidder’s name and address below are what will appear on the invoice submitted by the bidder to MDOT for the purchase of 20 Cubic Yard Dumb Body if a contract is awarded to the bidder.

BIDDER

NAME:

ADDRESS:

13.0 CHECKLIST INFORMATION

Failure to submit all items that are checked (X) below may cause your bid to be considered irregular and be rejected:

(X) “NOTICE AND INSTRUCTIONS” – signed and enclosed (Section 7.0, Sealed Bid Submittal)

(X) Correct RFX number is used in address – (final portion of Section 7.0,”)

(X) “PROPOSAL” – completed and enclosed (Section 9.0)

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

(X) Acknowledgement of MTC “CONTRACT TERMS AND CONDITIONS” – (Section 11.0)

(X) Invoicing and Payment- (Section 12.0)

(X) “SPECIFICATIONS” – completed and submitted (Attachment C)

(X) Detailed literature to prove compliance with “SPECIFICATIONS”

(X) “EEV CERTIFICATION AND AGREEMENT” – Employment Eligibility Verification, signed and enclosed (Attachment D)