Mississippi Administrative Code › Title 12 - Finance and Administration › Part 3 - Bureau of Building, Grounds and Real Property Management › Chapter 2 - Rules for the Bureau of Building, Grounds and Real Property Management › Rule 12-3-2.1 - Policies and Procedures › Section 12-3-2.1-400 - CODES AND POLICIES › Section 12-3-2.1-400.12 - CONTRACTOR PREQUALIFICATION POLICY

Current through June 25, 2024
(added June 2013)
THE POLICY
A.
MISSISSIPPI LANDMARKS
Contractors for projects
. . .that involves
						renovation, restoration, or both, of the State Capitol Building or any other
						historical building designated for at least five (5) years as a Mississippi
						Landmark by the Board of Trustees of the Department of Archives and History . .
						. may be made from the lowest and best prequalified bidder . . . .,
as
						follows:
[Mississippi Code 1972, Annotated,
Section
						31-7-13(d)(iii)
]
:
1.
Advertisement for
					 Prequalifications:
Once the Construction Documents have been approved,
					 the Bureau will prepare and issue an
Advertisement for
					 Prequalifications
published in the legal section of a newspaper
					 published in the county or municipality in which such agency or governing
					 authority is located. The Advertisement will run once each week for two (2)
					 consecutive weeks with responses being opened not less than fifteen (15)
					 working days after the last notice is published. The Mississippi Contract
					 Procurement Center, Inc., will also be notified.
[Mississippi Code 1972,
					 Annotated,
Section
					 31-7-13-c
]
2.
Request for
					 Prequalifications:
The Request for Prequalifications document, which
					 will identify required documentation to be submitted and criteria for scoring,
					 minimum score required, along with Construction Documents for the Project, will
					 be made available to all interested Contractors. Contact and deposit
					 information will be as identified in the
Advertisement for
					 Prequalifications
.
3.
Response:
Any Contractor desiring to respond to the publication
					 and become prequalified for a Project must give the Bureau written notification
					 of interest. This response must be received at the Bureau's office on, or
					 before, the date established in the public notice. Additional required
					 documentation to establish Contractor's knowledge and experience in historical
					 restoration, preservation and renovation, other than the letter indicating
					 project interest, will be listed in the
Request for
					 Prequalifications
document. Such documentation shall include, but not
					 be limited to, qualifications of the Contractor's key personnel to be assigned
					 to project and those of key entities proposed by Contractor for performance of
					 required preservation trades.
4.
Short List:
A Preselection Committee will review all letters of
					 interest and related data or information submitted. The Committee selects from
					 all the submissions a
short list
for consideration. The
short list
shall consist of all responsive Contractors meeting
					 the minimum score established in the Request for Prequalifications document.
					 The Preselection Committee is composed of the following representatives:
a. Two (2) staff members of the Mississippi
					 Department of Archives and History
b. Deputy Executive Director of the
					 Department of Finance and Administration who is responsible for the Bureau of
					 Building, Grounds and Real Property Management
c. Director of the Bureau of Building,
					 Grounds and Real Property Management
d. Assistant Director of the Bureau of
					 Building, Grounds and Real Property Management
5.
Attendance:
A minimum of four
					 (4) Committee members must be present for the Preselection process. The Bureau
					 of Building, Grounds and Real Property staff members are responsible for
					 eliminating all submissions not meeting the project qualifications prior to the
					 Preselection Committee's meeting. This process may be handled by committee
					 meeting, conference call, or telephone poll.
6.
Notification:
After a
short list
has been established by the Preselection Committee,
					 those selected for interviews will be notified by the Bureau.
7.
Selection:
The
					 Prequalification Committee composed of the following voting members, may choose
					 to prequalify Contractors directly from the
short list
without
					 benefit of interviews, or they may hold separate interview with each Contractor
					 on the
short list
.
a. Two
					 (2) staff members of the Mississippi Department of Archives and History
b. Deputy Executive Director of
					 the Department of Finance and Administration who is responsible for the Bureau
					 of Building, Grounds and Real Property Management
c. Director of the Bureau of Building,
					 Grounds and Real Property Management
d. Assistant Director of the Bureau of
					 Building, Grounds and Real Property Management
8.
Scoring:
Following
					 interviews, if held, Contractors shall be re-scored. No less than two (2) and
					 no more than five (5) Contractors receiving the highest scores shall be
					 prequalified for bidding of the project.
9.
Interviews:
Interviews, if
					 held, are open to other representatives of the Institution, Agency, or
					 Department for which the project is being administered; however, they will not
					 participate in the scoring.
10.
Delegation of Scoring:
Any scoring member of the Prequalification
					 Committee previously noted in 7a, 7b, or 7c may designate another party to
					 submit their scores. This Designee may be a representative of a local or
					 non-traditional public entity or a party having a special expertise regarding
					 the scope of the project. The Prequalification Committee Member will request
					 that the records of the proceedings state that their scoring has been
					 designated and indicate the Designee.
11.
Omitting Interviews:
If the
					 formal interview process is omitted, one or more of the following should take
					 place prior to selection:
a. Each short list
					 Contractor will be interviewed over the phone
b. Each scoring member of the
					 Prequalification Committee will be consulted in person, or by phone, to
					 ascertain their preference
c. The
					 Bureau Director will waive interviews based on the information at hand plus the
					 performance of the Contractors under consideration.
12.
Motion to Reconsider:
The
					 Director of the Bureau of Building may, at his discretion, rule that the
					 Prequalification Committee's decision will be held on a
motion to
					 reconsider
and reconvene the Prequalification Committee normally
					 within five (5) working days after the Prequalification Committee's decision.
					 At this reconvened meeting, the Prequalification Committee may allow the first
					 vote to
stand
, or the Committee may throw it out and re-score.
13.
Advertisement for
					 Bids:
Once Contractors have been prequalified in accordance with this
					 policy, project will be advertised for bids, from said Prequalified
					 Contractors, in accordance with Code 31-7-13(d)(iii) no earlier than fifteen
					 (15) working days after bidders have been prequalified; and, in accordance with
					 Section 600.37 and Code 31-7-13(c).