reglab/statecodes huggingface dataset:
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 6 - Procurement Instruments › Rule 36-2-6-206.3 - 011-050 Procurement Instruments: General RFPs and Letters of Configuration

Current through June 25, 2024
ITS uses general RFPs for multiple routine acquisitions by
				  agencies of such items as LAN/UNIX hardware and software, cabling, telephone
				  equipment, mainframe/midrange components, and IT consulting services. To avoid
				  the time and expense involved in soliciting individual proposals for each such
				  acquisition, ITS advertises periodically to receive proposals on these
				  high-volume categories of information technology.
Proposals received in response to a General RFP are used for
				  a specified period of time, usually one year, to establish a pool of vendors
				  that can provide a certain scope of product categories and expertise. There is
				  no sole winning vendor. Product and pricing are not included in a vendor's
				  response to a General RFP. Therefore, ITS validates the proposal but does not
				  perform an evaluation or selection at the time proposals are submitted.
ITS uses General RFPs in conjunction with Competitive
				  Procurement Requests received from customer agencies and institutions. ITS
				  works with the customer to define the specifications. Once the specifications
				  are defined, an abbreviated solicitation, called a Letter of Configuration
				  (LOC), is sent to the vendor pool, and each vendor has the opportunity to
				  submit a proposal with pricing and other requested information. Selection of
				  the lowest and best alternative submitted in response to the LOC is based upon
				  the requestor's unique project requirements detailed in the LOC.
General RFPs are for use by the ITS staff on behalf of
				  the procuring agency or institution. General RFPs are NOT for use by agencies,
				  institutions, and governing authorities without ITS involvement.
Refer to 009-001 ITS Procurement Process Flows for
				  additional information, specifically the flow labeled Competitive Procurements:
				  LOCs.
25-53-3
				  (g)
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 6 - Procurement Instruments › Rule 36-2-6-206.4 - 011-060 Procurement Instruments: Special RFPs and Requests for Information (RFIs)

Current through June 25, 2024
ITS issues RFPs on request of a customer or customers to
				  establish a multi-use award for a single agency or group of agencies or
				  institutions. The terms and intended users and uses of special RFPs are spelled
				  out in the specifications within the RFP. Special RFPs are administered by ITS
				  or by the requesting agency. A list of current Special RFPs is contained in the
				  Multi-Use RFP index on the ITS website.
ITS issues Requests for Information (RFIs) upon request from
				  customers when the customer believes less formal marketplace research will not
				  provide the information necessary to collect quality information prior to a
				  competitive procurement process. When a customer desires a more formal approach
				  to marketplace research, an RFI process may be used. Customers that desire ITS
				  assistance with the RFI process should submit a Competitive Procurement Request
				  form to ITS. Customers that wish to conduct the RFI process without ITS
				  involvement should submit an Exemption Request form to ITS. An RFI is for
				  information gathering purposes only and cannot be used as a procurement award
				  for the purchase of IT hardware, software or services.
25-53 -3
				  (g)
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 7 - Procurement Types › Rule 36-2-7-207.5 - 013-055 Acquisition of Telecommunications Services by IHLs

Current through June 25, 2024
ITS statute, Mississippi Code Section
				  25-53-111,
				  requires that ITS:
*
Establish and coordinate through either state
				  ownership or commercial leasing, all telecommunications systems and services
				  affecting the management and operations of the state
*
Act as the sole centralized customer for the
				  acquisition, billing and record keeping of all telecommunications systems or
				  services provided to state institutions whether obtained through lease or
				  purchase
*
Charge the respective user institutions for
				  their proportional cost of the installation, maintenance and operation of the
				  telecommunications systems and services
*
Approve or provide state telephone services
				  on a reimbursable basis to full-time students at state institutions of higher
				  learning, including where such services are provided by the state or the
				  institution
To fulfill this statutory mandate, ITS issues Requests for
				  Proposals to obtain the lowest and best provider of local and long distance
				  voice access services and of data communications services. The resulting
				  contracts are for the use of ITS in furnishing these services to all state
				  agencies and institutions of higher learning. The contracts aggregate all
				  telecommunications traffic into one account with ITS as the sole customer on
				  behalf of the state, as required in the above statute. This aggregation allows
				  ITS to get the best possible pricing for the state as a whole; to better manage
				  telecommunications facilities within the state; and to have an accurate
				  inventory of all telecommunications services within state government. See ITS
				  Telecommunications Contracts and Services for IHLs for a list of products and
				  services within the scope of this policy.
As an ITS telecommunications customer, an IHL receives the
				  following "value-add" services:
*
Contractual terms and conditions negotiated
				  and enforced by ITS on behalf of the state
*
Renegotiation for lower pricing at set
				  intervals throughout the life of each contract
*
Uniform service and cost to all areas of the
				  state
*
Statewide authorization codes for long
				  distance
*
Capacity planning
*
Telecommunications Express Products Lists
				  (2-way radios, E-911)
*
Master Cellular Contract
To request additional information or to order services,
				  contact TelecomRequest@its.ms.gov. 25-53-111
25-53-111
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › Principles and Standards

Current through June 25, 2024
Perceived Impropriety
: Prevent
					 the intent and appearance of unethical or compromising conduct in
					 relationships, actions, and communications. Interactions among ITS, customers,
					 and vendors must be honest and fair-minded. Avoid actions that appear to, or
					 actually, diminish ethical conduct. Consequences of a perceived impropriety can
					 be the same as consequences of an actual impropriety.
Conflicts of Interest
: Ensure
					 that any personal, business, or other activity does not conflict with the
					 interests of the State or your role in technology procurement. Persons
					 responsible for technology procurements must not use their positions to induce
					 another person to provide inappropriate benefits to themselves or others. This
					 standard applies to family, business, personal, or financial relationships.
					 Even the appearance of a conflict must be avoided.
Issues of Influence
: Avoid
					 behaviors or actions that may negatively influence, or appear to influence,
					 procurement decisions. Avoid any activity that reduces the objectivity of the
					 decision-making process.
Responsibilities to the State
:
					 Uphold your responsibilities using reasonable care and granted authority to
					 deliver value to the State. As employees of the State and public servants,
					 technology procurement professionals serve the interests of the State of
					 Mississippi to the exclusion of personal gain.
Vendor and Customer
					 Relationships
: Promote positive vendor and customer relationships.
					 ITS procurement staff members are responsible for developing and maintaining
					 effective business relationships with vendors and ITS customers. Impartiality
					 across all business interactions enhances the reputation of ITS and of the
					 public procurement process.
Confidential and Proprietary
					 Information
: Protect confidential and proprietary information and
					 share it with others only when needed. ITS procurement staff members should
					 ensure that recipients of confidential and proprietary information know that
					 they have an obligation to protect it.
Applicable Laws and Procedures
:
					 Know and follow the letter and spirit of Mississippi public procurement
					 statutes, as well as the processes, procedures, rules, and guidelines
					 applicable to technology procurement. ITS procurement staff members should
					 develop and maintain an understanding of the statutory requirements for
					 technology procurement for the State of Mississippi. Customers and vendors
					 should seek to understand the basic guidelines and legal constraints inherent
					 to public procurement in Mississippi.
Principles and
					 Standards of Ethical Supply Management Conduct with Guidelines, Institute for
					 Supply Management, Inc. T, ©2008. Used by
					 permission.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Ethics › Section 36-2-10-210.1-1 - Background and Purpose

Current through June 25, 2024
1.1 Section
					 25-4-101,
					 Mississippi Code of 1972, as amended states, "The legislature declares that
					 elective and public office and employment is a public trust and any effort to
					 realize personal gain through official conduct, other than as provided by law,
					 or as a natural consequence of the employment or position, is a violation of
					 that trust. Therefore, public servants shall endeavor to pursue a course of
					 conduct which will not raise suspicion among the public that they are likely to
					 be engaged in acts that are in violation of this trust and which will not
					 reflect unfavorably upon the state and local governments."
1.2 ITS expects and promotes full compliance
					 with the statutory directives in Mississippi Code Sections
					 25-4-101
					 through
					 25-4-119,
					 by all ITS staff members, ITS customers, and members of the vendor community
					 who do business with ITS. This Code of Ethics and associated Code of Conduct
					 are provided as a reminder to each of these groups of the high ethical
					 standards to which they and their actions are held by the members of the
					 public; the legislative, executive, and judicial branches of Mississippi
					 government; and the executive management and board of ITS. This policy is
					 intended to be applied in conjunction with and shall not be considered as
					 superseding any laws or regulations administered and enforced by the
					 Mississippi Ethics Commission.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Ethics › Section 36-2-10-210.1-2 - Expectations of ITS Procurement Staff

Current through June 25, 2024
2.1 ITS considers
					 public employment to be a public trust and expects each ITS employee, including
					 but not limited to those involved in the procurement process, to exhibit the
					 highest standards of honesty, integrity, impartiality, courtesy and ethical
					 conduct in all actions and decisions.
2.2 ITS procurement staff will work
					 professionally, cooperatively, and respectfully with ITS customers and with
					 prospective and incumbent vendors.
2.3 ITS procurement staff will manage
					 procurements fairly and in a transparent manner, adhering to all statutes,
					 policies, and rules.
2.4 ITS
					 management will promote and foster the highest standards of professional
					 competence and knowledge for all personnel involved in the procurement process.
2.5 ITS procurement staff will
					 seek to work as efficiently as possible while producing a quality product that
					 meets the objectives of the State of Mississippi, minimizing delays and costs
					 for both vendors and customers.
2.6 ITS procurement staff will work with the
					 customer and, if applicable, the vendor community, to develop responsible and
					 realistic project schedules and then to ensure commitments are fulfilled in a
					 timely manner to meet published procurement schedules.
2.7 ITS procurement staff will protect
					 confidential and proprietary information throughout the procurement process.
2.8 ITS procurement staff will not
					 solicit or accept gifts, gratuities, loans, offers of employment, or anything
					 else of monetary value from a vendor.
2.9 ITS procurement staff will identify any
					 procurement situation which creates a potential conflict of interest or
					 appearance of such conflict for the staff member. ITS management will take
					 measures to appropriately mitigate the conflict. Conflict of interest is
					 defined as any personal interest, directly or indirectly, through business,
					 family, friend, or other associations, that may influence or may reasonably
					 appear to others to influence a person's judgment and impartiality, in any
					 matter relevant to that person's duties.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Ethics › Section 36-2-10-210.1-3 - Expectations of ITS Customers

Current through June 25, 2024
3.1 ITS expects
					 customers, as public servants, to exhibit the highest standards of integrity
					 and ethical conduct in all aspects of the procurement process.
3.2 ITS expects customer staff to work
					 professionally, cooperatively, and respectfully with ITS and with vendors.
3.3 ITS expects customers to be
					 fully open and forthcoming with all information related to an acquisition,
					 including but not limited to customer executive's objectives, direction and
					 support; budget and funding; business and technical issues and objectives;
					 vendor contacts; and all other influences, drivers, expectations, schedules,
					 and other potential influences on the procurement process or outcome.
3.4 ITS expects customer entities
					 to provide requested information in a complete and accurate form and in a
					 timely manner.
3.5 ITS expects
					 customers to maintain the confidentiality of information acquired during the
					 procurement process as appropriate.
3.6 ITS expects customers to accurately
					 represent their true business requirements and to work with ITS to ensure
					 specifications are open and competitive.
3.7 ITS expects customers to uphold the
					 public trust by procuring solutions that meet their business needs without
					 paying for features that exceed the procuring entity's true requirements.
3.8 ITS expects customers to
					 initiate only procurements the customer has a clear intent to award.
3.9 ITS expects customers to responsibly and
					 proactively manage vendors and project contracts to ensure all provisions are
					 upheld and to protect the interests of the State.
3.10 ITS expects customers to identify any
					 situation with a potential conflict of interest or appearance of such conflict
					 related to the procurement process. Conflict of interest is defined as any
					 personal interest, directly or indirectly, through business, family, friend, or
					 other associations, that may influence or may reasonably appear to others to
					 influence a person's judgment and impartiality, in any matter relevant to that
					 person's duties.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Ethics › Section 36-2-10-210.1-4 - Expectations of Prospective and Incumbent Vendors

Current through June 25, 2024
4.1
					 Vendors are expected to promote the highest standards of ethical behavior in
					 all business dealings and in every phase and aspect of the procurement process.
4.2 Vendors are expected to fully
					 respect the need for public sector procurement to be conducted in a structured,
					 consistent, fair, open, and transparent manner.
4.3 Vendor representatives are expected to
					 work professionally, cooperatively, and respectfully with ITS and ITS'
					 customers, providing information in the form requested and in a timely manner.
4.4 Vendors are expected to raise
					 valid issues or concerns regarding a procurement vehicle or process as soon as
					 they become aware of the issue and to work with the State's representatives to
					 resolve issues in a constructive manner.
4.5 Vendors are expected to present complete
					 and accurate information concerning their experience, products, and
					 capabilities and to propose only solutions they can successfully deliver for
					 the cost and within the timeframe proposed.
4.6 Vendors are expected to read, understand,
					 and comply with ITS' procurement policies and procedures, as well as all
					 instructions and requirements in the specific procurement vehicle to which the
					 vendor is responding.
4.7 Vendors
					 are expected to negotiate project contracts in good faith and to uphold all
					 commitments made in a project proposal, including but not limited to project
					 timeframes, costs, and staffing, and to ensure projects are resourced and
					 supported to a successful outcome.
4.8 Vendors must not attempt to unduly
					 influence any part of the procurement process or content in a manner that
					 violates generally accepted business ethics.
4.9 Vendors must not work in concert with any
					 competing vendor when preparing a bid or proposal.
4.10 Vendors must not distribute marketing or
					 sales-related information related to an ITS procurement instrument, contract,
					 project, or award without the prior review and written permission of ITS.
					 Vendors who violate this provision, especially if the information distributed
					 is fraudulent or misleading, are subject to disqualification or other
					 penalties.
4.11 Vendors must not
					 offer, give or agree to give a gratuity, gift, or anything of monetary value,
					 including any offer of employment, to anyone involved in the procurement
					 process within one year of the conclusion of the procurement process. ITS will
					 consider any such offer a breach of process, and the offering vendor will be
					 subject to disqualification and other penalties.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Ethics › Section 36-2-10-210.1-5 - Expectations for the Procurement Process

Current through June 25, 2024
5.1 Every
					 procurement overseen by ITS will be conducted in accordance with all applicable
					 statutes and with the policies and procedures of ITS.
5.2 Procurements will be conducted using a
					 competitive process. Exceptions will require substantial and compelling
					 documentation.
5.3 Specifications
					 developed for technology procurements will be open and competitive and will
					 represent the actual business requirements of the customer entity. The process
					 will not favor or exclude qualified vendors other than by criteria that are
					 true requirements of or value to the State.
5.4 The procurement process will be
					 transparent, with appropriate information shared with stakeholders in a timely
					 manner.
5.5 The selection in a
					 procurement process will be based on the best combination of cost and value to
					 the State and will be determined based on the criteria defined in the
					 underlying procurement vehicle.
5.6 All potential vendors will be treated
					 fairly and equitably and will have equal access to information throughout the
					 procurement process.
5.7
					 Contractual terms will be clear and fair, taking into account the interests of
					 the vendor while protecting the substantial interests of the State.
5.8 The procurement process will offer and
					 encourage opportunities for both successful and unsuccessful candidate vendors
					 to receive feedback that is specific and relevant to the vendor's offering and
					 the procurement process, with the objective of improving future offerings by
					 that vendor and of incorporating applicable vendor feedback into the
					 procurement process.
Sections
						25-4-101
						through
						25-4-119
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Conduct › Section 36-2-10-210.1-1 - ITS Statutory Responsibilities and Charge

Current through June 25, 2024
1.1 ITS
					 is dedicated to providing the best possible service to government customers.
					 ITS strives to balance the following aspects of our role in government:
*
The need to develop strong partnerships
						with vendors who provide IT hardware, software, and services to government
*
The need to deliver quality IT hardware,
						software, and services for the lowest possible cost to the State as a whole
*
The requirement to manage open and
						competitive procurement efforts for IT hardware, software, and services.
1.2 ITS employees conduct
					 themselves in a manner to instill public confidence in the integrity of state
					 government employees. It is impossible to anticipate every example of ethics
					 decisions that may be presented to ITS employees. It is the responsibility of
					 the employee to exercise good judgment and to be sensitive to any possible
					 appearance of impropriety when conducting business with customers and vendors.
1.3 ITS employees are encouraged
					 to err on the side of excess diligence regarding any business situation to
					 avoid even the appearance of a violation of the public trust.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Conduct › Section 36-2-10-210.1-3 - Confidential Information

Current through June 25, 2024
3.1 The assigned
					 ITS project manager is responsible for ensuring that all ITS and customer
					 employees involved in the procurement process execute the appropriate
					 confidentiality agreements in a timely manner and that these agreements are
					 maintained in the project file.
3.2 The assigned ITS project manager is
					 responsible for protecting and controlling the distribution of all proprietary
					 or confidential materials throughout the procurement process, including
					 physical security of printed documents, security of electronic documents, and
					 accounting for all copies of the same.
3.3 The assigned ITS project manager is
					 responsible for instructing each team member regarding the need to protect and
					 secure proprietary and confidential information.
3.4 The assigned ITS project manager is
					 responsible for ensuring any external requests for project information are
					 directed to and processed by the ITS Public Records Officer in accordance with
					 the ITS Public Records Policy.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.1 - 019-001 ITS Procurement Ethics › ITS Procurement Code of Conduct › Section 36-2-10-210.1-4 - Conflict of Interest

Current through June 25, 2024
4.1 ITS procurement
					 staff members strive to collectively and individually maintain an open and
					 competitive environment for awarding and conducting government business. An ITS
					 procurement staff member with a perceived or actual conflict of interest in a
					 certain procurement effort will make a formal declaration of disqualification
					 and promptly withdraw from further participation in the procurement.
4.2 ITS procurement staff members avoid
					 engaging in personal business with a vendor who provides IT hardware, software,
					 or services to government in Mississippi.
4.3 ITS procurement staff members do not lend
					 money to or borrow money from any vendor.
4.4 ITS procurement staff members avoid
					 outside employment or other activities that might create demands incompatible
					 with their procurement assignments, cast doubt on their ability to perform
					 these assignments objectively, or otherwise create a conflict of interest.
4.5 Conflicts of interest for
					 members of the procurement staff include but are not limited to:
*
The ITS procurement staff member or any
						member of that person's immediate family has a financial interest pertaining to
						the procurement and/or an association with any potential vendors
*
A business or organization with which the
						ITS procurement staff member or any member of that person's immediate family is
						associated has a financial interest pertaining to the procurement and/or is a
						potential vendor
*
Any other person, business, or
						organization with whom the ITS procurement staff member or any member of that
						person's immediate family is negotiating or has an arrangement concerning
						prospective employment is involved in the procurement
Sections
						25-4-101
						through
						25-4-119
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.6 - 019-070 Timely Receipt of Bids and Proposals

Current through June 25, 2024
All responses to ITS Requests for Proposals (RFPs) and
				  Letters of Configuration (LOCs) are due at 3:00 p.m. Central Time on the date
				  published in the RFP or LOC. The proposal must be time stamped by the ITS
				  receptionist by the specified date and time. (Note: For LOCs only, proposals
				  may be submitted electronically IF SO SPECIFIED IN THE INDIVIDUAL LOC. The
				  email or fax receipt date and time become the official "time stamp" for
				  electronic proposals.)
Any proposal received after the time of the proposal due
				  date will be returned unopened. ITS is not responsible for any delays in
				  delivery or expenses for the development or delivery of proposals. It is solely
				  the responsibility of the proposing vendor to ensure proposals reach ITS by the
				  required time and to confirm the arrival of the submitted proposal as needed.
25-53-5
				  (o)
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 11 - ITS Board › Rule 36-2-11-211.2 - 020-010 Board Meeting Schedule, Called Meetings, and Notice

Current through June 25, 2024
At its October 19, 2006 meeting, the ITS Board
				  approved the following policies and procedures related to scheduling and
				  providing notice of ITS Board Meetings:
Regular Meetings
*
The ITS Board will hold its regularly
				  scheduled monthly meetings on the third Thursday of each month, beginning at
				  11:00 a.m., in the ITS Board Room, 3771 Eastwood Drive, Jackson, Mississippi
				  39211.
*
The Board may cancel its regular meeting in
				  any month in which there is no official business to come before the Board, a
				  quorum of members cannot be present, or the Board Chairman determines there are
				  other compelling reasons for doing so.
*
The Board may reschedule its regular meeting
				  to an alternate date, time, and/or location as needed, provided notice is given
				  as outlined below.
Special or Called Meetings
*
Upon call of the ITS Board Chairman or a
				  majority of the members of the Board, the ITS Board may additionally meet at
				  other such times and locations as may be set, provided notice is given as
				  outlined below.
Notice
*
Notice of the date, time, and location of all
				  meetings of the ITS Board will be posted in the ITS administrative building at
				  3771 Eastwood Drive, Jackson, Mississippi and on the ITS website, ITS Board
				  Meetings.
*
Notice of changes to the date, time, or
				  location of any regular meeting, and notice of the date, time, and location of
				  any special or called meeting will be posted in the ITS administrative building
				  at 3771 Eastwood Drive, Jackson, Mississippi and on the ITS website one hour
				  after the change to the date, time, or location of the regular meeting or
				  within one hour after such special or called meeting is set.
25-53-11
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 11 - ITS Board › Rule 36-2-11-211.3 - 020-015 Rules and Regulations Governing the Conduct of Persons at ITS Board Meetings

Current through June 25, 2024
(Adopted by ITS Board July 1989)
1.
General Conduct
A.
Public Attendance
:
Any person desiring to attend meetings of the ITS Board may
				  do so to the extent that space is available.
B.
Demeanor
:
During the course of all meetings attendees should limit
				  their exits and entrances and other movements or private conversations within
				  the meeting room.
C.
Interruptions
:
No unsolicited interjections by attendees will be allowed
				  unless the Chairman grants approval.
D.
Disruptions:
Disruptive conduct of any kind-is not allowed and will
				  result in exclusion from the meeting,
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 12 - Information for Vendors › Rule 36-2-12-212.3 - 021-030 Suggestions for Responding to ITS RFPs

Current through June 25, 2024
*
Read and follow all instructions in the
				  Request for Proposal (RFP). The proposal becomes part of the contract with the
				  awarded vendor and a non-responsive proposal will be removed from further
				  consideration.
*
Work from the Microsoft Word version of the
				  RFP, inserting direct, clear answers below each item in the Technical
				  Requirements section, as instructed in Item 1 of that section, with a clear
				  delineation (through color/font/vertical bars in the margins, e.g.) to show
				  vendor's response versus original RFP text.
*
If you take exception to an item, it's best
				  to clearly outline an alternative, what you CAN do or offer, because the option
				  might be acceptable to the State or at least allow the State to identify the
				  level of risk.
*
Tab the response and insert a table of
				  contents, showing where the signed cover sheet, proposal bond, exception
				  summary, response to technical specifications, cost proposal, response to
				  exhibits, etc. are found.
*
Don't include "brochure" type language --
				  vendors sometimes make the mistake of marketing themselves rather than just
				  responding to the requirements directly.
*
Another issue for some proposals is providing
				  the right level of information in response to technical requirements--enough
				  information versus not enough or too much. For most items, the evaluators want
				  to see
how
the vendor will meet the requirement, not
				  just "will comply." But too much information, especially when it doesn't
				  directly respond to the requirement, is also negative, because the answer gets
				  lost in all the excess verbiage.
*
When the RFP requires an Experience
				  Information & Reference Workbook, follow all instructions carefully in
				  completing the Microsoft Excel spreadsheet. Experience must be quantified in
months
. Do not submit candidates without the required
				  amount of experience in each area--they cannot be considered.
Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 13 - State Holidays › Rule 36-2-13-213.1 - 023-010 State Holidays

Current through June 25, 2024
Link for Official State Holidays in Mississippi: Secretary
				  of State: State Holidays
State Offices are typically closed for:
*
New Year's Day
*
National Memorial Day
*
Independence Day
*
Labor Day
*
Thanksgiving Day and the following Friday
*
Christmas Day and the day before or after
ITS offices are usually open, with a reduced staff, on
				  the following holidays:
*
Martin Luther King's and Robert E. Lee's
				  Birthdays
*
George Washington's Birthday
*
Confederate Memorial Day
*
Veteran's Day
3-3-7
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.1 - Purpose

Current through June 25, 2024
This document formally promulgates the State of Mississippi
				  Enterprise Cloud and Offsite Hosting Security Policy. The goal of this policy
				  is to improve the security posture of the State by establishing minimum
				  security requirements that all agencies will adhere to, for the utilization of
				  offsite hosting facilities including cloud computing.
Miss. Code Ann. §
										25-53-201.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.2 - Authority

Current through June 25, 2024
To fulfill the statutory requirements for cybersecurity, the
				  State of Mississippi will have a comprehensive cybersecurity program (the
				  Enterprise Security Program) to provide coordinated oversight of the
				  cybersecurity efforts across all state agencies, including cybersecurity
				  systems, services and development of policies, standards and guidelines.
The Mississippi Department of Information Technology
				  Services (ITS) administers the Enterprise Security Program to execute the
				  duties and responsibilities of the cybersecurity program.
Miss. Code Ann. §
										25-53-201.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.3 - Scope

Current through June 25, 2024
This policy applies to all state agencies; State of
				  Mississippi employees; trusted partners; or any entity, as provided by law,
				  authorized to operate, manage, or use State of Mississippi information and
				  information technology (IT) systems (hereafter referred to collectively as "SOM
				  Assets"). Agency is defined as and includes all the various state agencies,
				  officers, departments, boards, commissions, offices, and institutions of the
				  state (§
									25-53-3(2)(e)).
A. This policy includes a subset of technical
				requirements that are only applicable to agencies participating in the
				Enterprise State Network. Agencies that do not participate in the Enterprise
				State Network, and thus do not have the benefit of the technical controls in
				place, must develop agency-specific security policies that are:
1. Appropriate to their respective
				environments, and
2. Consistent
				with the intent of this policy.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.4 - Cloud and Offsite Hosting Contracts and Amendments

Current through June 25, 2024
Each agency must ensure that new contracts and amendments
				  include the terms and conditions approved by ITS.
A. Contracts already in force will be
				expected to include the terms and conditions approved by ITS at the time of
				next renewal, modification, or renegotiation.
B. The terms and conditions clauses are
				mandatory for every engagement and exceptions will be considered non-compliant.
				Agencies can view the mandatory terms and conditions on the ITS website.
Miss. Code Ann. §
										25-53-201.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.5 - Cloud and Offsite Hosting Security

Current through June 25, 2024
Each agency must ensure the implementation of reasonable
				  measures to preserve the confidentiality, integrity, and availability of State
				  of Mississippi information and information technology (IT) systems (hereafter
				  referred to collectively as "SOM Assets") from unauthorized use, access,
				  disclosure, modification, or destruction. For any measure that the agency
				  cannot directly implement due to the SOM Asset being managed by another
				  organization, contractor, or other source, the agency must implement periodic
				  verification/audit to ensure that the measure is properly implemented.
A. Each agency must ensure adherence to all
				applicable security requirements established by the State of Mississippi
				Enterprise Security Policy.
1. Each agency
				must ensure adherence to the baseline security controls for Cloud and Offsite
				Hosting implementations. The baseline security controls can be found on the ITS
				website.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.6 - Policy Application

Current through June 25, 2024
Each agency must adhere to all requirements in this
				  policy.
A. Each agency shall adhere to
				the more restrictive policy when conflicts exist between this policy and agency
				policies.
B. Each agency shall
				determine the level of compliance with this policy and confirm in writing their
				compliance level in accordance with compliance reporting requirements of the
				State of Mississippi Enterprise Security Policy.
1. Documentation must include details of
				where compliance with the requirements of this policy is not met and plans for
				mitigating the deficiencies.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.7 - Maintenance of the State of Mississippi Cloud and Offsite Hosting Security Policy

Current through June 25, 2024
The revision date for this policy is July 1, 2018.
A. ITS is responsible for routine maintenance
				and review of this policy. Routine maintenance and review is required to ensure
				that this policy is up-to-date with respect to the technological advances and
				changes in the business requirements of state agencies, potential threats,
				applicable legislation and other changes that impact information security
				policies, standards, guidelines and recommendations. A detailed description of
				the policy and standards review process is included in the Enterprise Security
				Program document. The Program document is available on the ITS
				website.
Miss. Code Ann. §
										25-53-201.
Mississippi Administrative Code › Title 36 - Technology › Part 3 - Enterprise Cloud and Offsite Hosting Security Policy › Chapter 1 - General Policy › Rule 36-3-1.8 - Exceptions to the State of Mississippi Cloud and Offsite Hosting Security Policy, Standards, Guidelines and Recommendations

Current through June 25, 2024
A. The
				only permitted exceptions to the State of Mississippi Cloud and Offsite Hosting
				Security Policy are those that are approved in writing by ITS for an agency's
				specific purpose and are only applicable to that agency's operations for the
				duration of time defined by the exception. A detailed description of the policy
				and standards exception process is included in the Enterprise Security Program
				document. The Program document is available on the ITS website.
B. Each agency must inquire with the vendor
				and appropriate agency staff to ascertain if design alternatives, configuration
				changes, or additional products or services are available to attain compliance
				prior to submitting a request for an exception.
C. Prior to selecting and procuring
				information technology products and services, each agency must consider all
				enterprise policies and standards when specifying, scoping, and evaluating
				solutions to meet current and planned requirements.
Miss. Code Ann. §
										25-53-201.
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 1 - PURCHASING GUIDELINES AND PROCEDURES › Rule 36-101-1.1 - WCC Purview

Current through June 25, 2024
The following products and services fall within the purview
				  of the WCC and the scope of these purchasing guidelines and procedures:
Technology
Examples
Radio Frequency
Voice: 2-way radio products and services Data: Public
						  safety and emergency services data
Cellular
Voice: Standard cell phone products and services Data:
						  Blackberry and other PDA devices, including GIS applications (AVL); high speed
						  EVDO
Satellite
Voice: Primary voice system for MEMA, Wildlife;
						  emergency voice for DEQ, Health, Transportation, Public Safety Data: Mobile
						  units' use of satellites for Internet connectivity.
Traditional point-to-point high-speed data communication
						  across physical locations using wireless access points
Data: Wireless communication among physical locations;
						  multi-campus wireless point-to-point; Wi-Fi NOTE: Wireless networks within a
						  building or contained to a single campus are NOT included in WCC purview.
IP/RF Dispatch and other hybrid systems
Mississippi Code Ann.
				  25-53-171(4)
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 1 - PURCHASING GUIDELINES AND PROCEDURES › Rule 36-101-1.2 - Statewide Wireless Contracts

Current through June 25, 2024
In June 2007, the Commission executed a turnkey agreement
				  with Motorola for the implementation of a statewide digital trunked land mobile
				  radio system to be known as the Mississippi Wireless Information Network
				  (MSWIN). The Commission also sponsored and facilitated the establishment of a
				  Master Cellular Agreement with Cellular South, executed in June 2007, for the
				  procurement of cellular products and services.
These statewide contracts may be used by any state or local
				  governmental entity, agency or department within the State of Mississippi for
				  the purchase of wireless products and services as outlined below:
1.
Use of the MSWIN
				Agreement
The MSWIN Agreement may be used as a purchase instrument by
				  governmental entities as follows:
a.
				Any public entity may purchase subscriber and console equipment from the
Mobile, Portable, and Dispatch Console Units
list under the
				same rules and regulations as those outlined for the ITS 2-Way Radio EPL.
b.
Public entities desiring
				to join MSWIN:
To join MSWIN, the public entity must, in conjunction
				with the Wireless Communication Commission Governance Committee, develop and
				submit a Wireless Communication Plan (See Attachment A) to the Commission and
				receive the Commission's approval for that plan. The WCC will negotiate any
				necessary change orders required to the MSWIN contract to bring additional
				entities onto the system.
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 1 - PURCHASING GUIDELINES AND PROCEDURES › Rule 36-101-1.3 - Purchases Outside the MSWIN and Master Cellular Agreements

Current through June 25, 2024
To help achieve its legislated goal of effective wireless
				  communication interoperability throughout the state, the Commission has set
				  price thresholds for the review of wireless initiatives
outside
these statewide contracts
prior to any procurement commitment by the
				  purchasing entity.
The Commission encourages all entities to look for
				  opportunities for interoperability with the MSWIN system when considering
				  wireless communication procurements. The MSWIN system is designed to allow the
				  use of any vendor's P25-compatible radio equipment. The Commission will work
				  with any government body in the state considering radio system purchases to
				  help ensure an appropriate level of interoperability, whether the entity
				  chooses to purchase equipment from the MSWIN Agreement or to purchase P-25
				  compliant equipment from other vendors and manufacturers.
Purchasing thresholds for WCC review and approval of
				  wireless communication purchases are outlined below.
Mississippi Code Ann.
				  25-53-171(4)
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 1 - PURCHASING GUIDELINES AND PROCEDURES › Rule 36-101-1.5 - Submission of Information for Approval

Current through June 25, 2024
For wireless purchases requiring review and approval by the
				  Committee or the full Commission, agencies and institutions under ITS purview
				  should complete the applicable ITS Procurement Request Form. Local governments
				  and other governing authorities not under ITS purview should complete the
				  attached form for wireless purchases requiring Committee or Commission action.
Submit the appropriate form to: Wireless Communication
				  Request, c/o ITS, 3771 Eastwood Drive, Jackson, MS 39211. Requests must be
				  received no later than thirty (30) days prior to the date of the regularly
				  scheduled WCC meeting, the first Thursday of each month, to be considered by
				  the Commission and/or the Committee at that month's meeting. Requests for
				  subsequent radio purchases for projects that have previously been approved by
				  the Committee or Commission may be submitted to the Commission at any time
				  during the month.
The WCC will return the form to the requesting entity after
				  review, with the Commission's action noted. Where applicable, approved requests
				  will be forwarded to ITS after Committee and/or Commission action.
Mississippi Code Ann.
				  25-53-171(4)
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 1 - PURCHASING GUIDELINES AND PROCEDURES › Rule 36-101-1.7 - For Assistance

Current through June 25, 2024
For assistance with a wireless procurement, contact the ITS
				  Procurement Help Desk at 601-576-HELP (576-4357).
Mississippi Code Ann.
				  25-53-171(4)
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 2 - PUBLIC RECORDS › Rule 36-101-2.1 - Public Records

Current through June 25, 2024
Proposals, books, records, papers, or other documentary
				  materials, regardless of physical form or characteristics, in use, prepared,
				  possessed or retained by the WCC for use in the conduct of its business are
				  public records under Mississippi law and are subject to disclosure to any
				  person making a request thereof, according to the procedures documented
				  below.
Mississippi Code Ann.
				  25-53-171(4)
Mississippi Administrative Code › Title 36 - Technology › Part 101 - Wireless Communication Commission (WCC) › Chapter 2 - PUBLIC RECORDS › Rule 36-101-2.2 - Submission of Requests

Current through June 25, 2024
All requests for information under the Public Records Act
				  and other submissions must be submitted in writing to:
Executive Officer
Mississippi Wireless Communication Commission
412 East Woodrow Wilson Avenue, Mail Stop 6601 Jackson, MS
				  39216-1405
RE: PUBLIC RECORDS REQUEST
Please Note: No verbal or telephone requests can be
				  accepted. Because payment must be submitted with the request, email requests
				  cannot be accepted.
Requests for Standard Documents, as identified on the
				  Schedule of Fees in Section 5, must be accompanied by payment in the amount
				  specified on the Schedule of Fees.
For any Special Request (i.e. any request for information
				  not included in the list of Standard Documents), the request must be
				  accompanied by payment in the amount of $60 to cover the first hour of staff
				  time involved in evaluation and research of the request. This payment is
				  non-refundable and is applied toward the total actual cost of filling the
				  public records request.
Mississippi Code Ann.
				  25-53-171(4)