Section 12-6-10.106.03 - Procedures for Items Where Multiple Bids can be Obtained(1)When multiple bids can be obtained, the agency should develop specifications, advertise, and solicit bids as per Section 31-7-13(c), Mississippi Code of 1972, Annotated. I f the agency intends to award on an "all or none" basis, they must indicate estimated usage for each item on the bid form.(2) After receipt of bids and evaluation, the agency should prepare an electronic Request for Authority to Purchase, P-1. (3) The agency should also submit: (a) Two (2) copies of the proposed prices, (not required if using electronic process;(b) A copy of the advertisement;(c) A bid tabulation sheet; and(d) Copies of the bids. If preparing copies of the bids appears to be too cumbersome, agencies may request approval to send only the tabulation sheet. The Office of Purchasing, Travel and Fleet Management will reserve the right to require copies of any and all bids at any time.
(4) The agency should also submit any letters of justification or information which relate to the proposed contract(s).(5) If there are multiple vendors being awarded items, a separate P-1 shall be done for each awarded vendor.(6) The Office of Purchasing, Travel and Fleet Management will approve the contract at which time the agency will receive an e-mail notification of the approval and may then begin issuing purchase orders against the contract.(7) All purchase orders issued by the agency during the term of the contract for the commodities covered shall indicate the P-1 number in the space provided.12 Miss. Code. R. 6-10.106.03