Miss. Code. tit. 12, pt. 9, [Effective 9/6/2024] APPENDICES, app 12-9-D
The following documents shall be included in the Agency Procurement File, as applicable. Any documents listed in italics are documents which may or may not be applicable to a specific procurement. Pursuant to Section 1.2.2, the Director of OPSCR may require any additional documentation be submitted to OPSCR which is needed to ensure compliance with these rules and regulations.
Agencies shall include all documentation relevant to the procurement in the Agency Procurement File, even if not specifically listed here or specifically required by these rules and regulations. (For example, if an Agency provides its evaluation committee a Power Point presentation explaining the evaluation process, the slide deck from that presentation shall be included in the Agency Procurement File.)
Neither documentation regarding the development of the solicitation specifications nor internal Agency communication during the procurement process are required to be included in the Agency Procurement File. However, Agencies are encouraged to include all substantive documentation as a matter of transparency. The absence of any documentation described in this paragraph shall not be the basis for deeming the Agency Procurement File incomplete.
REQUIRED FOR ALL PROCUREMENT FILES | |
Purview Determination......................................................................................................... Communication with DFA and/or ITS regarding purview of the procurement | Section 0.1 |
PPRB Discretionary Authority................................................................................................ Any requests for exceptions to regulatory or statutory requirements | Section 1.1.8 |
Compliance Review............................................................................................................. Documentation regarding any compliance review(s) previously conducted by OPSCR | Section 1.2.3 |
Funding Source Conflict....................................................................................................... Written determination of conflict with funding source procurement rules and action taken | Section 1.3.2 |
Competition, Fairness, and Transparency................................................................................. Legitimate business reason(s) for decisions impacting competition, fairness, or transparency of procurement | Section 1.4.2 |
Preservation of Procurement................................................................................................. A memorandum explaining any decisions made to preserve procurement | Section 1.4.8 |
Authorized to do Business in the State...................................................................................... Contractor's registration with the Mississippi Secretary of State, currently in good standing | Section 1.4.9 |
Public Records Requests........................................................................................................ All public records request(s) regarding the procurement and a memorandum of the current status of those requests | Section 1.5 |
Request for Information........................................................................................................ Content of RFI, proof of publication, all responses received, and the required written determination | Chapter 4 |
Contract........................................................................................................................... Full contract document submitted to OPSCR; trade secrets redacted in version posted to Agency website | Chapter 14 |
Contract Modifications.......................................................................................................... Contract amendment document, any other documents requested by OPSCR | Section 14.8.2.1 |
Regulatory Board Approval..................................................................................................... Board minutes or letter from board chair confirming approval | Section 14.8.3 |
Agency Head Designee for Contract Execution............................................................................ Written delegation by the Agency Head of authority of a person other than the Agency Head to execute contracts | Section 14.9 |
Exception to Required Clauses................................................................................................. Letter from Agency legal counsel regarding exception needed; documentation of approval by OPSCR | Appendix E |
INVITATION FOR BIDS | |
Invitation for Bids.............................................................................................................. Full solicitation document as issued by the Agency | Section 5.1 |
Public Notice..................................................................................................................... Proof of publication in the newspaper, procurement portal, website, and direct solicitation of 3 bidders; written determination if advertising less than 30 days prior to submission deadline (if applicable) | Section 5.2 |
Request for Reconsideration of the Terms of the Solicitation............................................................. Any requests received and all related correspondence; the Agency response; proof of distribution of the Agency response directly to bidders, on website, and on procurement portal; memorandum regarding reasonable time between response to request and submission deadline (if applicable) | Section 5.2.4 |
Letters of Intent.................................................................................................................. A copy of all letters of intent received by the Agency | Section 5.3.1 |
Pre-Bid Conference............................................................................................................. Record of attendees, recording of the conference (if one is made), any documentation provided to conference attendees, amendments issued to the IFB | Section 5.3.2 |
IFB Amendments (including Q&A)........................................................................................... All amendments issued; proof of distribution directly to bidders, on website, and on procurement portal; memorandum regarding reasonable time for distribution (if applicable) | Section 5.3.4 |
Receipt and Register of Bids.................................................................................................. Register of bids; proof of date and time all bids were received; bid opening record; written determination regarding consideration of late bids (if applicable) | Section 5.4 |
All Bids Received............................................................................................................... Full copies of all bids submitted to OPSCR; redacted copies of all bids posted on Agency website; documentation regarding any bid returned to the bidder and the reason(s) therefor. | Sections 5.4 and 5.7 |
Acknowledgement of Amendments.......................................................................................... Every bidder's acknowledgement of every amendment (in writing) | Section 5.5.5 |
Evaluation of Bids.............................................................................................................. Any documentation created regarding the responsive and responsible determination and evaluation of price | Section 5.5 |
Bid Irregularities............................................................................................................... Documentation regarding the modification, withdrawal, or confirmation of bids; any minor informalities waived by the Agency; resolution of low tie bids; or where only a single bid is received | Sections 5.5.1 through 5.5.10 |
Notice of Intent to Award..................................................................................................... Notice of Intent to Award and proof of distribution directly to bidders, on website, and on procurement portal, information regarding debriefings, requests for reconsideration, and the Agency Procurement File on the website | Section 5.6.1 |
Debriefings......................................................................................................................... List of bidders requesting a debriefing and when each debriefing was conducted; any other documentation | Section 5.6.2 |
Request for Reconsideration of the Intent to Award....................................................................... Any requests received and all related correspondence; the Agency response; proof of distribution of the Agency response directly to bidders, on website, and on procurement portal | Section 5.6.3 |
PPRB Approval (for Agency benefit only - not available when submitted to OPSCR)............................... Correspondence with OPSCR, PPRB agenda, PPRB minutes with approval. Notice of Contract Award | Section 5.6.4 |
Cancellation or Rejection of Individual Bids................................................................................ Notice of cancellation and proof of distribution; required written determination; correspondence regarding rejection of individual bids; information regarding disposition of bids | Section 5.7 |
REQUEST FOR PROPOSALS OR REQUEST FOR QUALIFICATIONS | |
Petition for Relief............................................................................................................... Petition for relief as approved by PPRB, PPRB minutes showing approval | Section 6.3 |
Request for Proposals or Request for Qualifications..................................................................... Full solicitation document as issued by the Agency | Section 6.4 |
Public Notice..................................................................................................................... Proof of publication in the newspaper, procurement portal, website, and direct solicitation of 3 offerors; written determination if advertising less than 30 days prior to submission deadline (if applicable) | Section 6.5 |
Request for Reconsideration of the Terms of the Solicitation.............................................................. Any requests received and all related correspondence; the Agency response; proof of distribution of the Agency response directly to bidders, on website, and on procurement portal; memorandum regarding reasonable time between response to request and submission deadline (if applicable) | Section 6.5.4 |
Letters of Intent................................................................................................................... A copy of all letters of intent received by the Agency | Section 6.6.1 |
Pre-Submission Conference.................................................................................................... Record of attendees, transcript or audio/video recording of the conference, documents provided to conference attendees, amendments issued to the RFP/RFQ | Section 6.6.2 |
RFP or RFQ Amendments (including Q&A)................................................................................. All amendments issued; proof of distribution directly to offerors, on website, and on procurement portal; memorandum regarding reasonable time for distribution (if applicable) | Section 6.6.4 |
Receipt of Proposals or Qualifications........................................................................................ Proof of date and time all proposals or qualifications were received; written determination regarding consideration of late proposals or qualifications (if applicable) | Section 6.7 |
Proposal or Qualification Acceptance...................................................................................... Documentation regarding the modification, withdrawal, or confirmation of proposals or qualifications and/or any minor informalities waived by the Agency (if applicable) | Section 6.7.3 |
All Proposals or Qualifications Received.................................................................................. Full copies of all proposals or qualifications submitted to OPSCR; redacted copies posted on Agency website | Section 6.7 |
Acknowledgement of Amendments.......................................................................................... Every offeror's acknowledgement of every amendment (in writing) | Section 6.8.2.1 |
Conflict of Interest Certifications............................................................................................ The list of offerors, then" principals, their parent organizations, and their subsidiary organizations which was provided to those executing conflict of interest certifications; all executed certifications with the Mississippi Ethics in Government laws attached | Section 6.8.1 |
Evaluation of Proposals or Qualifications................................................................................. Any documentation created by the procurement officials, the evaluation committee, or the advisors to the evaluation committee regarding the responsive and responsible determination and points allocated to the offerors; documentation of any discussions with offerors; post evaluation affidavits (if applicable) | Sections 6.8.4 and 6.8.5 |
Best and Final Offers........................................................................................................... Documentation regarding any requests for BAFOs; all responses received; recalculation of Price points; and memorandum regarding BAFO being requested more than once (if applicable) | Section 6.8.4.6 |
Single Proposal or Qualification Received.................................................................................... Required written determination | Section 6.8.4.8 |
Notice of Intent to Award and Evaluation Committee Report.......................................................... Notice of Intent to Award and Evaluation Committee Report, including all required documents; proof of distribution directly to offerors, on website, and on procurement portal; information regarding debriefings, reconsideration, and the Agency Procurement File on the website | Section 6.9 |
Debriefings......................................................................................................................... List of offerors requesting a debriefing and when each debriefing was completed; any other documentation | Section 6.9.2 |
Request for Reconsideration of the Intent to Award....................................................................... Any requests received and all related correspondence; the Agency response; proof of distribution of the Agency response directly to bidders, on website, and on procurement portal | Section 6.9.3 |
PPRB Approval (for Agency benefit only - not available when submitted to OPSCR)............................... Correspondence with OPSCR, PPRB agenda, PPRB minutes with approval, Notice of Contract Award | Sections 6.9.4 and 6.9.5 |
Cancellation or Rejection of Individual Proposals or Qualifications.................................................... Notice of cancellation and proof of distribution; required written determination; correspondence regarding rejection of individual proposals or qualifications; information regarding disposition of proposals or qualifications | Section 6.10 |
REQUEST FOR APPLICATIONS AND CONTRACT WORKERS | |
Written Determination of Need for Contract Worker................................................................... | Section 7.1.1 |
Contract Worker Contract Not Exceeding $75,000.00 .................................................................. Agency standard operating procedure for procurement; documentation demonstrating compliance with SOP | Section 7.1.2 |
State Retiree Contract Worker................................................................................................ Completed PERS Form 4B | Section 7.1.5 |
Request for Applications...................................................................................................... Full solicitation issued by Agency | Section 7.2 |
Public Notice..................................................................................................................... Proof of publication in the newspaper and/or third party recruiting website, procurement portal, website, and direct solicitation of 3 applicants or memorandum that it was not reasonably possible to do so | Section 7.3 |
RFA Amendments................................................................................................................. All amendments issued; proof of distribution directly to applicants, on website, and on procurement portal; memorandum regarding reasonable time for distribution (if applicable) | Section 7.4 |
All Applications Received..................................................................................................... Full copy of all applications received; memorandum regarding single application received (if applicable); memorandum regarding consideration of late applications (if applicable) | Section 7.5 |
Acknowledgement of Amendments.......................................................................................... Every applicant's acknowledgement of every amendment (in writing) | Section 7.5.1 |
Evaluation of Applications.................................................................................................... All documents to determine the responsive and responsible determination, evaluation of application, interviews (if applicable), and identity of the evaluator(s) | Section 7.6 |
Notice of Intent to Award....................................................................................................... Notice of Intent to Award; proof of distribution directly to applicants, on website, and on procurement portal | Section 7.7.1 |
PPRB Approval (for Agency benefit only - not available when submitted to OPSCR}............................... Correspondence with OPSCR, PPRB agenda, PPRB minutes with approval, Notice of Contract Award | Section 7.7.2 |
Cancellation or Rejection of Individual Applications........................................................................ Notice of cancellation and proof of distribution; required written determination; correspondence regarding rejection of individual applications; information regarding disposition of applications | Section 7.8 |
OPSCR PREAPPROVED VENDOR LIST | |
Preapproved Vendor List..................................................................................................... | Section 8.2 |
Notice of Contract Award(after contracting).............................................................................. | Section 8.5 |
NATIONAL COOPERATIVE CONTRACT | |
(Initial Requestor] Portfolio of Vendors Procured by Cooperative.................................................. Information from the portfolio sponsor regarding means of procurement, scope of services, and vendors awarded; contract documents required by the portfolio sponsor; solicitation response of intended contractor | Section 8.3 |
[Subsequent Contract] Documents Specific to Intended Contractor.................................................. PPRB minutes approving the portfolio as a PVL; solicitation response of intended contractor; contract documentation required by portfolio sponsor | Section 8.3.1 |
Determination of Economic Advantage to the Agency to use a National Cooperative.................. | Section 8.3 |
Notice of Contract Award(after contracting)............................................................................... | Section 8.5 |
PIGGYBACKING CONTRACT | |
[Underlying Contract PPRB Approved] PPRB Minutes.................................................................... Minutes of PPRB meeting at which underlying contract was approved | Section 8.4 |
[Underlying Contract Not Approved by PPRB] Underlying Procurement File......................................... Entire Agency Procurement File for underlying contract (submit what is required for the procurement method) | Section 8.4 |
Notice of Contract Award(after contracting)................................................................................ | Section 8.5 |
SOLE SOURCE: SINGLE PROVIDER IN THE MARKETPLACE | |
Agency Head Determination of Sole Source................................................................................. | Section 9.1 |
Public Notice....................................................................................................................... A copy of all documents posted on the procurement portal and the Agency website | Section 9.2.1 |
Objection to Sole Source Determination...................................................................................... The instructions for filing an objection, any objections received, the Agency determination on the objection, any documentation regarding determination by PPRB (if applicable) | Sections 9.2.1.2 and 9.2.2 |
PPRB Approval (for Agency benefit only - not available when submitted to OPSCR)................................. Correspondence with OPSCR, PPRB agenda, PPRB minutes with approval, Notice of Contract Award | Section 8.5 |
SOLE SOURCE: COURT ORDERED | |
Agency Head Determination of Sole Source................................................................................ | Section 9.1 |
Court Order....................................................................................................................... | Section 9.3 |
Notice of Contract Award(after contracting)................................................................................ | Section 9.4 |
EMERGENCY CONTRACT | |
Agency Head Determination.................................................................................................. | Section 10.1.2 |
Notice of Contract Award(after contracting)................................................................................ | Section 10.1.6 |
EXIGENT CIRCUMSTANCES CONTRACT | |
Agency Head Determination.................................................................................................. | Section 10.2.2 |
PPRB Approval(for Agency benefit only - not available when submitted to OPSCR)....................................... Correspondence with OPSCR, PPRB agenda, PPRB minutes with approval, Notice of Contract Award | Sections 10.2.4 and 10.2.5 |
GOVERNMENT-TO-GOVERNMENT CONTRACT: ENTITY UNDER PPRB PURVIEW | |
Notice of Contract Award(after contracting)................................................................................ | Sections 11.1 and 11.3 |
GOVERNMENT-TO-GOVERNMENT CONTRACT: ENTITY NOT UNDER PPRB PURVIEW | |
Agency Head Determination.................................................................................................. Documentation supporting the fair market value determination must be included | Section 11.2.1 |
PPRB Approval(for Agency benefit only - not available when submitted to OPSCR)....................................... Correspondence with OPSCR, PPRB agenda, PPRB minutes with approval. Notice of Contract Award | Sections 11.2.2 and 11.3 |
STATUTORILY EXEMPT CONTRACT | |
Written Determination of Agency Head and Legal Counsel........................................................... | Section 12.1 |
Notice of Contract Award(after contracting)................................................................................ | Section 12.3 |
NO COST CONTRACT | |
Written Determination of Agency Legal Counsel and Chief Financial Officer.................. | *................ Section 12.2 |
Notice of Contract Award(after contracting)............................................................... | *................ Section 12.3 |
SMALL PURCHASE CONTRACT: NOT EXCEEDING $50,000.00 | |
Agency' Head and Chief Financial Officer Memo: Multiple Small Purchase Contracts with Same Vendor.... | *. Section 13.1.2 |
Agency Standard Operating Procedure.................................................................................. Documentation demonstrating compliance with Agency standard operating procedure | Section 13.2 |
Notice of Contract Award(after contracting).............................................................................. | *. Section 13.4 |
SMALL PURCHASE CONTRACT: EXCEEDING $50,000.00, NOT EXCEEDING $75,000.00 | |
Agency Head and Chief Financial Officer Memo: Multiple Small Purchase Contracts with Same Vendor..... | Section 13.1.2 |
Solicitation of Quotes........................................................................................................... Documentation that quotes were solicited; how and to whom those quotes were solicited | Section 13.3.1 |
Quotes Received................................................................................................................. A copy of all quotes received; documentation registering all quotes; written determination as to why three quotes were not obtained (if applicable); written determination if award not made to low price (if applicable) | Sections 13.3.1 and 13.3.2 |
Notice of Contract Award(after contracting)................................................................................ | Section 13.4 |
Miss. Code. tit. 12, pt. 9, [Effective 9/6/2024] APPENDICES, app 12-9-D