Section 12-6-10.104.01.3 - Rental, Not on ContractRental, by state agencies, of copiers not covered by the contracts and/or longer term rentals may be considered on the basis of competitive bids. The correct procedure for this type of acquisition will be as follows:
(1)The agency should determine their needs in the area of copies per minute, copies per month, duplexing, finishing, collating, reduction/enlargement, electrical capabilities, space allocation, length of commitment, etc. The agency should then contact at least two vendors and ask them to submit a bid which will meet the agency's needs. If the base commitment (monthly rental x number of months) exceeds, $50,000 the agency must advertise as per Section 31-7-13(c) of the Mississippi Code of 1972, Annotated. (2)The bids should be in writing so that all vendors are submitting an offer based on the same requirements. The agencies must assure that all costs are included and that all vendors are making uniform bids.(3)Upon receipt of the, bids, the agency should evaluate the bids to determine which is in the best interest of the agency. Upon completion of the evaluation, the agency should submit a P-1 t o the Office of Purchasing, Travel and Fleet Management with copies of all bids and a letter of justification explaining the agency's preference. If the agency is not accepting the lowest bid, they will be expected to submit a justification explaining why the low bid is not acceptable.12 Miss. Code. R. 6-10.104.01.3