32 Miss. Code. R. 22-3.2.3
It is necessary to follow the Mississippi Public Purchasing Law when purchasing items not covered by contract, medical exemption, or comparable benefits. All items covered by any State contract must be authorized according to the State contract price (quotes/bids are not required).
For additional criteria for customized services, please see specific sections relating to:
* Computer Purchases - refer to Section 3.2.5.1
* Vehicle Accommodations - refer to Section 3.2.5.5
* Durable Medical Equipment (DME) - refer to Section 3.2.6
Purchases of $5,000 or under:
Purchases of $5,000 or under (exclusive of freight and/or shipping charges) do not require quotes or additional supervisory approval. These items should be purchased from a vendor chosen by the client. To be an eligible DME vendor, the vendor must give MDRS a minimum discount of 20[CENT] off manufacturer's suggested retail price (MSRP). (For Computer purchases, refer to Section 3.2.5)
Purchases over $5,000 but not over $25,000:
Purchases over $5,000 but not in excess of $25,000 (exclusive of freight and/or shipping charges) require at least two written quotes or certification that the vendor is a single source. (Single source means that no comparative or competitive quotations can be obtained and no other item would be suitable or acceptable to meet the need; consequently, very rarely will there ever be a single source.)
Once the counselor receives the AT recommendation, (except for items covered by contract, medical exemption, or comparable benefits) the client should be given the choice of eligible vendors from which to receive the AT services/device(s). The counselor will solicit quotes from at least two of these chosen vendors. Each quote must discount the MSRP by a minimum of 20% to be considered. The lowest and best competitive quote shall be selected. If the lowest quote is not selected, a justification must be written stating why the lowest quote was not chosen. NOTE: This does not include DME exemptions, home modifications, computers, or vehicle modifications.
Quotes (or if the vendor is certified as a single source, the single source certification) must be sent to the district manager for approval if the amount is over $15,000. After approval by the district manager, an authorization may be issued.
Purchases Over $25,000:
For purchases over $25,000 (exclusive of freight and/or shipping charges) the counselor must send the specifications for the items to the district manager for approval. Once approved, the district manager will then forward the material to the finance office. The finance office will arrange for advertising in the newspaper, and provide guidance in obtaining bids. Purchases over $25,000 require approval by the district manager. Furthermore, purchases over $45,000 require approval by the district manager and the director of client/field services. If the lowest bid price is not selected, a justification must be written stating why the lowest bid price was not chosen.
When purchasing AT equipment (including computers, telecommunication equipment, computer software, etc.), the appropriate AT professional should be contacted for any required assistance.
NOTE: For computer based equipment refer to Section 3.2.5.1
For vehicle accommodations, you must refer to Section 3.2.5.5
Third Party Responsibility
In the event the client has Medicare, Medicaid, or private insurance, the counselor should verify the benefits available to the client before authorizing to the client-chosen vendor. If the client has Medicare, the vendor chosen by the client must be willing to accept assignment of the Medicare benefits/payment. The vendor shall not require the client to sign any forms obligating the client or MDRS for amounts over and above the Medicare approved rate.
32 Miss. Code. R. 22-3.2.3