reglab/statecodes huggingface dataset:
Mississippi Administrative Code › Title 12 - Finance and Administration › Part 2 - Public Records Request Procedures › Chapter 2 - Rules for accessing Outstanding, Unpaid Warrants › Rule 12-2-2.2 - Availability of Records

Current through June 25, 2024
Any records created by or provided to the State containing
				  information about outstanding, unpaid warrants issued by the State are
				  confidential and not available for public inspection to the extent that the
				  Treasurer of the State and State Fiscal Officer determine that confidentiality
				  is necessary to protect the interests of the payee, the State and the public
				  welfare.
To this end, all records created by the State containing
				  information about outstanding, unpaid warrants issued by the State are deemed
				  confidential and shall not be made available for public inspection until
				  published by the State Treasurer as unclaimed property pursuant to Mississippi
				  Code Ann. §
									89-12-23
				  and §
									89-12-27.
Mississippi Code Ann.
				  § 7-7-1et seq., Mississippi Code Ann. §
										89-12-23
				  and §89-12.27.
Mississippi Administrative Code › Title 12 - Finance and Administration › Part 3 - Bureau of Building, Grounds and Real Property Management › Chapter 1 - Policies and Procedures for the Bureau of Building, Grounds and Real Property Management › Rule 12-3-1.1 - Authority

Current through June 25, 2024
The duties and responsibilities of the Bureau of Building,
				  Grounds and Real Property Management are defined within the law. [Mississippi
				  Code 1972, Annotated, Sections
				  31-11-1
				  through
				  31-11-31]
				  The Bureau serves the State of Mississippi as a building authority at the state
				  level not covered by the Mississippi Department of Transportation, or other
				  authority. The Bureau is not a regulatory agency of the State, but a service
				  arm assisting State Institutions/Agencies and Departments with construction
				  projects.
Miss. Code Ann §
										31-11-1
				  through
				  31-11-31
Mississippi Administrative Code › Title 12 - Finance and Administration › Part 3 - Bureau of Building, Grounds and Real Property Management › Chapter 1 - Policies and Procedures for the Bureau of Building, Grounds and Real Property Management › Rule 12-3-1.2 - General Agency Description

Current through June 25, 2024
The primary function of the Bureau is to properly administer
				  funds appropriated to it by the Legislature in accordance with state laws,
				  regulations and established procedures in a business-like manner. The Bureau
				  also has the power to acquire, hold and dispose of real and personal property
				  for the State of Mississippi. [
Mississippi Code 1972, Annotated
,
				  Section
				  31-11-3(2)(m)]
Some of the responsibilities administered by the Bureau
				  include contracting with Architects, Engineers, Contractors, Suppliers and
				  others; approving plans, specifications, studies and sites for buildings;
				  expending appropriated funds within the legal intent; serving as liaison with
				  the federal government in various building programs; inspecting incarceration
				  facilities at the Mississippi State Penitentiary (Parchman) and court approved
				  county jails; providing a staff of professionals to plan, manage, inspect and
				  approve services for which the Bureau has contracted; setting policies and
				  procedures to guide those concerned with the orderly and lawful pursuit of
				  providing physical facilities for state government operations; handling
				  furniture and equipment needs funded by the Legislature which involves
				  specifying, bidding, awarding, preparing contract documents, confirming
				  delivery and authorizing payment; reviewing and submitting to the Legislative
				  Budget Office the repair and renovation, capital improvement and preplanning
				  needs for state Institutions, Agencies and Departments; reviewing repair and
				  renovation requests and making allocations based on the priority of requests
				  and inspections of the sites; reviewing State Agencies Professional contracts;
				  accomplishing any special tasks mandated by the Legislature.
[§
										27-104-7,
				  27-104-103,
				  31-7-3,
				  31-7-7,
				  31-7-13,
				  31-11-1
				  through
				  31-11-31]
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.1 - PLANNING & CONSTRUCTION MANUAL

Current through June 25, 2024
This Manual has been assembled as an informative guide
						for the lay person as well as the Professional who from time to time works with
						the Bureau of Building, Grounds and Real Property Management of the Department
						of Finance and Administration's Division of General Services in initiating,
						programming, designing, constructing and inspecting projects for the State of
						Mississippi.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.2 - INFORMATIONAL DATA

Current through June 25, 2024
The Data assembled herein is for informational purposes.
						Any deviation will require prior approval from the Bureau of Building, Grounds
						and Real Property Management. Careful adherence to these procedures will
						expedite all phases of a Project and permit an orderly approach to providing
						physical facilities necessary for furthering the programs of Using Agencies
						which serve the people of the State of Mississippi.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.3 - DURATION

Current through June 25, 2024
This Procedure Manual, when approved by the Public
						Procurement Review Board, shall be in effect as written until amended or
						repealed by the Board.
First Edition - April 1, 1979
SBC PROCEDURE MANUAL
Second Edition - January 1, 1981 SBC
PROCEDURE MANUAL
Third Edition - July 2, 1984
GS PLANNING AND CONSTRUCTION MANUAL
Fourth Edition - March 4, 1985
GS PLANNING AND CONSTRUCTION MANUAL
Fifth Edition - January 1995/Revised 1996 BOB
MANUAL
Sixth Edition - June 2011
BOB MANUAL (part of DFA Manual per SoS September 2010
						Procedure)
Current Edition
Available in Digital Version on the Bureau of Building,
						Grounds and Real Property Management web page
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.5 - BUREAU CREATION

Current through June 25, 2024
In 1944, the State Building Commission was created
						(Chapter 328, Laws of 1944). Forty years later, in 1984 through Senate Bill
						3050, the State Building Commission was abolished. It became the Bureau of
						Building, Grounds and Real Property Management under the Governor's Office of
						General Services.
In 1989 through House Bill 659, the Bureau of Building,
						Grounds and Real Property Management became a part of the Office of General
						Services which was placed under the Department of Finance and Administration.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.7 - BUREAU MEETINGS

Current through June 25, 2024
It is the Bureau's policy that all its public business be
						performed in an open and public manner. However, there is no regularly
						scheduled meeting of the Division of General Services' Bureau of Building,
						Grounds and Real Property Management. Details regarding the Bureau's official
						actions are detailed in the following section.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.8 - BUREAU RECORD OF ACTIONS

Current through June 25, 2024
In past years, the Bureau was required by law to maintain
						a set of official Minutes recording its actions which resulted from regularly
						scheduled meetings. Due to reorganization, this is no longer required; however,
						the Bureau still maintains detailed records of all its official actions. These
						are available in the Bureau's office for public inspection as per the
Mississippi Public Records Act of 1983.
[Mississippi Code
						1972, Annotated, Section
						25-61-1
						through
						25-61-17
						and Section
						31-1-27]
Official Bureau actions are prepared regularly on
Standard Approval Form - Record of Action
documents which are
						initiated by the Bureau Staff and approved by the Bureau Director. In no
						instance will an item be official without the written approval of the Bureau's
						Director. In absence of the Director, the Assistant Director or authorized
						designee, will approve Bureau actions. The following inexhaustible list
						indicates actions taken by the Bureau and recorded on these documents:
1. Initiation of Projects
2. Definition of Project Scope
3. Allocation and Transfer of Funds to
					 Projects
4. Acceptance of Outside
					 Funds
5. Increase of Project
					 Budget
6. Assignment of
					 Professionals and Consultants
7.
					 Approval of Schematic Documents
8.
					 Approval of Design Development Documents
9. Approval of Construction Documents and Bid
					 Date
10. Authorization of Payments
					 to Professional
11. Authorization
					 of Professional Reimbursements
12.
					 Declaration of Emergencies
13.
					 Authorization to Advertise for Bids
14. Rejection of Bids and Readvertisement
15. Bid Protests
16. Award of Contract(s)
16. Approval of Change Orders
17. Authorization of Substantial Completion
18. Authorization of Final
					 Acceptance and Final Payment
19.
					 Declaration of Contractor's Default
20. Assessment of Liquidated Damages
21. Close Project
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.9 - BUREAU NOTIFICATION

Current through June 25, 2024
All Institutions, Agencies, Departments and Professionals
						are notified in writing of the Bureau's official actions.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.10 - PUBLIC PROCUREMENT REVIEW BOARD

Current through June 25, 2024
The Bureau of Building, Grounds and Real Property
						Management is required by law to have specific actions approved by the Public
						Procurement Review Board [PPRB]. [Mississippi Code 1972, Annotated, Section
						27-104-7]
						Such actions requiring PPRB approval are, but not limited to, the
						following:
1. Construction contracts
2. Furniture and equipment
					 contracts
3. Leases (land and/or
					 office space) for Institutions, Agencies and Departments
4. Grants
5. Land Acquisitions
6. Legal Actions
7. Specialties
PPRB was created within the Department of Finance and
						Administration [DFA] and is composed of three (3) members: the Executive
						Director of DFA, the Director of the Division of Budget and Policy Development,
						and an employee of the Office of General Services who is familiar with State
						purchasing laws. Two (2) members make a quorum.
Regarding the Bureau, PPRB has the power and
						responsibility to:
1. Adopt regulations
					 governing the approval of contracts let for construction and maintenance of
					 state buildings and facilities;
2.
					 Adopt regulations governing any lease or rental agreement by any state agency
					 or department, including any state agency financed entirely by federal funds,
					 for space outside the buildings under the jurisdiction of the Office of General
					 Services.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.11 - PPRB MEETINGS

Current through June 25, 2024
PPRB meets regularly once a month. Upon special request,
						or an emergency, PPRB will convene for an unannounced meeting. Otherwise, the
						next month's meeting date and time are announced at each regularly scheduled
						meeting. Individuals or Agency Representatives who wish to be heard concerning
						actions being presented by the Bureau may be present at these public meetings.
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.12 - PPRB MINUTES

Current through June 25, 2024
PPRB maintains a set of Minutes recording its official
						actions. Copies of these Minutes are sent to the Legislative Budget Office
						[LBO] and the Performance Evaluation and Expenditure Review [PEER].
No action is valid unless approved by a quorum of two
						(2): the Chairman who is the Executive Director of the Department of Finance
						and Administration, and one (1) other member present and voting. Minutes are
						available in DFA's office for public inspection as per the
Mississippi
						Public Records Act of 1983.
[Mississippi Code 1972, Annotated, Section
						25-61-1
						through
						25-61-17
						and Section
						31-1-27]
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 12-3-2.1-100 - GENERAL › Section 12-3-2.1-100.13 - COPYING PUBLIC DOCUMENTS

Current through June 25, 2024
Any person or firm requesting copies of documents, may
						obtain these by complying with the
Public Records Act.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.1 - CAPITAL NEEDS REPORT

Current through June 25, 2024
The Bureau of Building, Grounds and Real Property
						Management is required by statute to determine and submit to the Legislative
						Budget Office [LBO] on, or before, September 1st of each year a report
						detailing
immediate
and
long range
repair
						& renovation, capital improvement and preplanning needs of each Using
						Agency.
[Mississippi Code 1972, Annotated,
Sections
						31-11-27
						and 31 -11 -29] LBO prepares and submits a report to the Legislature based on
						the information received from the Bureau.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.2 - USING AGENCY'S REQUESTS

Current through June 25, 2024
(Modified Dec 2013 SoS to agree with 2010/2012 forms to
						inc impact per Code)
In March, all State Institutions, Agencies, and
						Departments receive a notification letter indicating it is time to prepare the
						report of
immediate
and
long range
repair
						& renovation, capital improvement and preplanning needs. All requests will
						be reviewed and considered for possible inclusion in the Bureau's LBO report.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.3 - DEFINITION OF NEEDS

Current through June 25, 2024
Immediate Needs
may be defined as
						buildings, major improvements, and other facilities required for the proper
						functioning of the institution for the next year.
Long Range
						Needs
may be determined as buildings, major improvements, and other
						facilities of a similar nature which may be needed at some indefinite future
						date.
Both of these needs are based on a five-year projection
						basis.
Immediate Needs
should be funded the first fiscal year
						and
Long Range Needs
should be funded in the next four (4)
						fiscal years. [
Mississippi Code 1972, Annotated,
Section 31-11
						-29]
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.4 - CLASSIFICATION OF NEEDS

Current through June 25, 2024
Whether
immediate
or
long
						range,
needs may be evaluated and classified under three (3) major
						headings discussed as follows.
* Repair and Renovation
* Preplanning
* Capital Improvement
A.
REPAIR AND RENOVATION
* Repair
* Renovation
1.
Repair:
To restore by replacing a part or putting together
					 that which is broken and restoring to a sound state
is the process of
					 repairing and returning a facility component to a condition effectively as it
					 was originally designed.
2.
Renovation:
To restore a facility to its former state and
					 not alter its original design standards or function
is one component
					 of renovation. Another aspect includes
extensive changes which
					 completely alter the use and function of the facility
. Renovations
					 include all improvements necessary to bring a facility into compliance with
					 current codes. Major renovations may be line-item appropriations; smaller
					 renovation projects may be funded from discretionary appropriations, if
					 available.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.5 - REQUEST FORMS

Current through June 25, 2024
(Modified Dec 2013 SoS to agree with 2010/2012 forms to
						inc impact per Code)
All Project information will be submitted on Bureau
						Project Request Database Form which accompanies the notification letter. [See
Appendix 200
.]
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.6 - DEADLINE

Current through June 25, 2024
All request forms must be in the Bureau's office by the
						date specified in the notification letter.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.7 - SITE VISITS

Current through June 25, 2024
The Bureau Staff conducts on-site visits to each
						Institution, Agency and Department submitting requests. These visits permit the
						Bureau Staff to review the Using Agency's
immediate
and
long range
plans. Members of the Legislature and various
						Governing Boards may also be invited to attend these meetings.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.8 - SUBMISSION TO LBO

Current through June 25, 2024
After reviewing all the requests, the Bureau forwards its
						recommendations to LBO who in turn forwards its recommendations to the
						Legislature. The Senate and House Appropriation Committees review the requests
						and determine whether or not a Project should be funded.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.9 - LEGISLATIVE ACTION

Current through June 25, 2024
The Legislature evaluates the Using Agencies' requests
						and funds them according to categories - Preplanning, Line Item, or
						Discretionary.
Request Categories
* Preplanning
* Line Item
* Discretionary
1.
Preplanning:
A Project may be designated for preplanning by the
					 Legislature either by a Concurrent Resolution, or inclusion in a legislative
					 bill. If a Concurrent Resolution is passed, the Bureau will use the ongoing
					 revolving General Fund
Preplanning Fund
to defray the cost of
					 preplanning. Use of this Fund is limited to two percent (2%) of the estimated
					 cost of a project and once funded for construction, the
Preplanning
					 Fund
must be replenished. [
Senate Bill 2407, Laws of
					 1994
] If a Project is designated for Preplanning by inclusion in a
					 legislative bill, the bill will usually state the limitations, if any.
					 Generally, these methods include a report on the preplanning process to the
					 Legislature the following year at which time the Legislature may or may not
					 consider funding.
2.
Line
					 Item:
The Legislature may appropriate funds to be used for specific
					 needs, or purposes. These funds may not be expended for any other purpose or
					 project but will be limited to that purpose described in the appropriation
					 measures. Planning and construction may begin immediately. If all the line-item
					 funds are not expended, the Bureau has no authorization to establish new
					 projects in order to expend the remaining funds. Once the specific need or
					 purpose has been met, the Project is closed and remaining funds are disposed of
					 according to the legislative authorization.
3.
Discretionary:
Funds may be
					 given to the Bureau in a lump sum for purposes described in the appropriation
					 bill without reference to any specific project. Repair and renovation projects
					 are then funded at the discretion of the Bureau. It is the Bureau's policy to
					 allocate funds for specific projects and not to distribute funds to
					 Institutions, Agencies or Departments. Consequently, any funds remaining after
					 the Scope and intent of the original Project has been accomplished will be
					 returned to the Discretionary Fund. These funds are then available for
					 redistribution to other Institutions, Agencies and Departments projects.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.10 - EMERGENCY REQUESTS

Current through June 25, 2024
From time to time, an emergency situation may arise where
						a Using Agency does not have sufficient funds available to restore the
						facilities, or equipment, to a state of usefulness. The Bureau may be contacted
						and requested to fund the emergency repairs, if funds are available. However,
						the Using Agency is expected to have exhausted every other option available,
						including the revamping of existing projects, before requesting emergency
						funds.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.11 - DEFINITION OF AN EMERGENCY

Current through June 25, 2024
By definition an
emergency
is caused by:
						[
Mississippi Code 1972, Annotated
, Section
						31-7-1(i)]
1. fire
2. flood
3. explosion
4. storm
5. earthquake
6. epidemic
7. riot
8. insurrection
9. any inherent defect due to defective
					 construction
An
emergency
is also when:
10. the immediate
					 preservation of order or of public health is necessary by reason of unforeseen
					 emergency.
11. the immediate
					 restoration of a condition of usefulness of any public building or equipment
					 appears advisable.
12. there is a
					 failure of any machine or other thing used and useful in the generation,
					 production or distribution of electricity, water or natural gas, or in the
					 transportation or treatment of sewage.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.12 - AGENCY'S RESPONSE TO EMERGENCY

Current through June 25, 2024
In the case of an emergency, the Using Agency should make
						temporary repairs until more permanent measures can be taken. If the Using
						Agency has no funds available for emergency repairs, the Bureau may be
						contacted for assistance. The following guidelines have been established and
						are to be followed: [
Mississippi Code 1972, Annotated
, Section
						31-7-13(j)
						and (k)]
1. Executive head of the Using Agency
					 determines an emergency exists based on the criteria noted in the law.
2. Executive head of the Using
					 Agency contacts the Bureau and requests assistance.
3. Executive head of the Using Agency
					 forwards a statement, or
Declaration of an Emergency
, under oath
					 certifying the conditions and circumstances of the emergency and a certified
					 copy of the appropriate Minutes of the Board of such Using Agency, if
					 applicable, stating such emergency occurred and approving the actions of the
					 Executive head. [See
Appendix 200
.]
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.13 - BUREAU'S RESPONSE TO EMERGENCY REQUESTS

Current through June 25, 2024
If after reporting to the Bureau's Director, it is
						determined funds are available and an emergency exists, the Bureau Staff will
						make an on-site inspection and determine what action should be taken. There are
						two (2) options. If the repairs can be made using routine bidding practices,
						this is preferable. If, however, repairs are needed immediately, the following
						procedures will be followed:
1. If an
					 emergency exists and delay incident to giving opportunity for competitive
					 bidding would be detrimental to the interest of the Using Agency, competitive
					 bidding will not apply and such emergency purchases and repairs will take place
					 as deemed appropriate by the Bureau.
2. The Director of the Bureau will ask the
					 Bureau Staff to obtain at least two (2) written quotes for the repairs. The low
					 bid will be authorized to commence work.
3. At the next PPRB meeting, the Director of
					 the Bureau will present the emergency award for their confirmation and approval
					 by certifying to the emergency. [See
Appendix 200
.]
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.14 - APPROPRIATION BILLS

Current through June 25, 2024
In past Legislative sessions, at least one (1) omnibus
						bill has passed which funds Preplanning, Capital Improvements, and Repair and
						Renovations needs for state Institutions, Agencies and Departments. This
						funding may have been line item or discretionary. An excellent example of this
						type of bill may be found in
Mississippi Code 1972, Annotated
,
						Section 29-17-1 and 29-17-2.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.16 - BOND BILLS

Current through June 25, 2024
In recent years, the Legislature has favored funding long
						term capital improvements through the sale of General Obligation [GO] Bonds
						backed by the full faith and credit of the State of Mississippi. Any
						expenditure financed by GO bonds should have a life expectancy of twenty (20)
						years.
The entire amount of bonds authorized in a Bond Bill may
						not be sold all at one time. GO Bonds may be sold at various times during the
						year. Therefore, the sale and depositing of bond funds must be considered in
						awarding contracts.
Once bonds have been sold and deposited into the State
						Treasury, funds must be expended within three (3) years in order to avoid
						arbitrage and damage the State's bond rating.
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 12-3-2.1-200 - PROJECT REQUESTS › Section 12-3-2.1-200.17 - RECEIPT OF OUTSIDE FUNDING SOURCES

Current through June 25, 2024
The Bureau may accept grants and outside funding sources
						from an Institution, Agency or Department. These sources may come in the form
						of:
A.
GRANTS:
1. The Using Agency may have applied for and
					 received grants (i.e., federal, energy, etc.) which are to be used for various
					 kinds of construction projects.
Special Note:
The Bureau will not
					 respond or allocate funds as matching money for grants unless it has been
					 informed prior to the filing of an application for such grant. The Using Agency
					 must inform the Bureau, prior to the time an application for grant funds is
					 made, that it will request funds from the Bureau as matching money if the
					 application is approved. A written statement of Scope, Budget and Grant
					 information must be included with the request. In addition, if the Bureau is to
					 request the Grant Funds or if the Using Agency is to request the funds, this
					 should be indicated when the Bureau is first notified.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.1 - PROJECT INITIATION

Current through June 25, 2024
After requests have been submitted by the Institutions,
						Agencies and Departments and have been reviewed by the Bureau Staff, Projects
						receiving funding must be officially documented on a
Standard Approval
						Form - Record of Action
as shown in the sample below:
INSTITUTIONS OF HIGHER LEARNING
MISSISSIPPI STATE UNIVERSITY
'99 Roofing Program 105-999
The Bureau of Building, Grounds and Real Property
						Management approved the following:
(a)
					 Initiating the following new repair and renovation project:
Project # 105-999 Title:
'99 Roofing
						Program
(b)
					 Total Project Budget: $200,000.00
Scope
: Reroof Buildings X, Y and
						Z located on the Mississippi State University campus.
(c) Transferring $100,000.00 to subject
					 project from the 1999 General Fund Account.
(d) Executing a contract with the following
					 Professional firm:
Professional Assignment:
John Smith & Associates, P.A.
Jackson, Mississippi (AW-PP001)
Contract Type: C
(e) Appointing the following Consultant for
					 the Professional - John Smith & Associates, P.A.:
Asbestos Consultant:
Irving Levin Asbestos Consultant
Jackson, Mississippi
(f) Establishing a Receivable in the amount
					 of $100,000 to be received from the University.
ESTIMATED PROJECT BUDGET: (C -
								  Roofing)
ESTIMATED CONTRACT
$ 180,000.00
FEES: JOHN SMITH
15,000.00
OT001: Advertisements
50.00
Contingency
4,950.00
TOTAL PROJECT BUDGET
$ 200,000.00
FUNDS AVAILABLE:
1999 General Funds
$ 100,000.00
MSU Receivable (Funds To Be Received:
								  $100,000)
_____.00
TOTAL FUNDS AVAILABLE
$ 100,000.00
When a Project is initiated, certain pertinent
						information is assigned to that Project on the
Standard Approval Form -
						Record of Action
and cannot be changed without the written permission
						of the Bureau.
1.
Project
					 Classification
: Projects are classified as Capital Improvement, Repair
					 and Renovation, Furniture and Equipment, or Land Acquisition. [See
Section 200
.]
a.
Project
					 Number
: This Number should appear on all subsequent documents and
					 correspondence. Project numbers have six (6) digits. The first three (3) digits
					 identify the Institution, Agency, or Department. The last three (3) identify a
					 specific project
b.
Project
					 Title
: Project's Title should appear on all subsequent documents and
					 correspondence. This Title is as important as the Project Number for
					 identification and legal purposes.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.3 - PROFESSIONAL SELECTION PROCESS

Current through June 25, 2024
The primary objective of the Professional Selection
						process is to choose individuals, or firms, to provide professional services to
						the State of Mississippi which result in the best building for the Using
						Agency. In addition, the intent of the process is to disseminate work among
						qualified firms who can deliver quality-designed projects on time and within
						the funds available.
It is the policy of the Bureau to employ Architects,
						Engineers and Consultants who are not only licensed to work in Mississippi, but
						who are, in fact, Mississippi residents. [
Mississippi Code 1972,
						Annotated
, Section
						73-1-1 and
						Section
						73-13-1]
						When the expertise needed in particular instances is not available in
						Mississippi, the Bureau will consider professionals who are not Mississippi
						residents.
The Professional Selection policy is outlined in
Section 400
.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.4 - CONSULTANTS

Current through June 25, 2024
(modified Dec 2013 SoS)
If the Basic Services Consultants are not selected during
						the Professional Selection Process, the principal professional architect
						selected will immediately submit to the Bureau the names of structural,
						mechanical and electrical consulting engineers in the order of preference. If
						an Engineer has been named the principal Professional of the Project and the
						Project will require additional engineering and architectural assistance, the
						Engineer will submit the names of consulting engineers and architects in the
						order of preference for consideration by the Bureau.
If other Basic Services Consultants are needed, such as
						hazardous or civil, the principal Professional submits names in order of
						preference for consideration. Approval of
in house
preparation
						of asbestos, mechanical, electrical or structural portions of the Contract
						Documents without the use of an outside consultant must also be obtained prior
						to beginning the Work.
Basic Services Consultants selected by the Professional
						should have an
M54 Architect-Engineer and Related Services
						Questionnaire Form
[See
Appendix 400
.] on file with the
						Bureau prior to approval. To verify if a prospective Consultant has this
						information on file, the primary Professional may contact the Bureau office
						during regular working hours. If the proposed Consultant does not have an
M54
on file, one will be forwarded to the Consultant to
						complete and return and can be found on the web.
The contractual agreement between the Professional and
						the Consultant will include inspection services.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.5 - IN HOUSE PROJECTS

Current through June 25, 2024
(modified Dec 2013 SoS)
The Bureau may grant approval to a Using Agency to
						accomplish a Project
in house
. If a Using Agency submits a
						request for an
in house
Project, it may agree to act as the
						Professional. Or, in some cases, the Using Agency may request to act as the
						Contractor. In either case, the Using Agency agrees to follow all procedures
						and requirements set forth in this Manual.
More specifically, when the Using Agency serves as the
						Professional, it agrees to the Bureau's approval process which includes, but is
						not limited to:
1. The Using Agency
					 will submit all design documentation to the Bureau for approval prior to
					 bidding, or solicitation of quotes.
2. All Documents prepared for an
in
					 house
Project will bear the seal of the responsible Architect or
					 Engineer.
3. The Using Agency may
					 publish the
Advertisement for Bids
and receive the bids. Or,
					 the Bureau may be requested by the Using Agency to perform this task.
4. If the Project is over
					 $5,000.00 and under $50,000.00 and will not be bid, state purchasing laws must
					 be followed which requires the solicitation of two (2) written quotes by the
					 Using Agency and component breakdown. The Bureau, et al, encourages competitive
					 quotes for even under $5,000.00.
5. All bids received by the Using Agency, or
					 solicited quotes, must be submitted to the monthly PPRB by the Bureau for
					 approval prior to issuance of a Contract.
6. After PPRB approval, the Using Agency will
					 prepare the Contract for the Bureau's signatures and approval. Or, the Bureau
					 may be requested to prepare the Contract by the Using Agency.
7. No fees for Professional services will be
					 paid to the Using Agency.
8. Code
					 73-13-45 will be followed for requirement of a Professional.
More specifically, when the Using Agency serves as the
						Contractor, it agrees to the Bureau's approval process which includes, but is
						not limited to:
1. Bidding documents
					 will be prepared for materials required and the documentation must be approved
					 prior to bidding.
2. Personnel
					 regularly employed by the Using Agency will not be paid.
3. If the Using Agency's personnel performs
					 the work, reimbursement will be made for materials only. [See
Section
					 400
entitled
Codes and Policies
for details regarding
Reimbursements
.]
(Note: See also Bureau, et al, web which includes a
						document entitled "Quote Checklist" which includes some details and Codes
						regarding bids OR quotes for planning through construction.)
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.6 - OWNER/PROFESSIONAL RELATIONSHIP

Current through June 25, 2024
All Contracts for Professional services exist between the
						Bureau and the Professional. Any
Standard Form of Agreement Between the
						Owner and the Professional
(Percentage, Roofing, Asbestos, Etc.)
						details the obligations and responsibilities of each party. [See
Contracts
.] From the beginning of a Project, the Professional will
						be directly responsible to the Bureau who is the Owner.
Copies of all Drawings, Project Manuals, reports and
						other materials relating to the Project prepared by the Professional will be
						transmitted directly to the Bureau and copies simultaneously submitted to the
						Using Agency. Any comments the Using Agency may have regarding the documents
						should be forwarded to the Bureau in writing as soon as the Documents have been
						reviewed by the Using Agency staff.
The Bureau will communicate all approvals, rejections,
						change requirements and other similar information to the Professional in
						writing. Necessary information will be coordinated by the Bureau with the Using
						Agency and other related parties.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.8 - BUREAU'S ACCOUNTABILITY

Current through June 25, 2024
Since appropriation of funds is made directly to the
						Bureau of Building, Grounds and Real Property Management, the Bureau is solely
						accountable for the management of these funds and will do so to the best of its
						ability without error. Therefore, the Bureau assumes the responsibility of
						Owner in all contractual matters regarding the hiring and administration of
						Professional services using these appropriated funds.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.9 - PROFESSIONAL'S RESPONSIBILITY

Current through June 25, 2024
The Professional is responsible for development of the
						preliminary Construction Documents within the funds available and working with
						the Bureau to adjust the Project if the program requirements cannot be met. The
						Professional will communicate directly with the Bureau in all matters of scope,
						budget, testing and time.
The Bureau will not assume financial responsibility for
						any modifications or compensations to the Professional or Using Agency for
						delays, costs, or damages incurred as a result of actions taken by the
						Professional at the request of the Using Agency without the Bureau's approval.
						All Documents prepared by the Professional will bear the seal of the
						responsible Architect or Engineer.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.10 - USING AGENCY'S RESPONSIBILITY

Current through June 25, 2024
The Using Agency must provide information regarding
						programming, surveys, drawings of existing facilities, asbestos data, furniture
						and equipment requirements, and any other pertinent documents necessary to
						successfully and expeditiously plan the Project.
The Using Agency may not authorize, or request, any work
						to be performed by the Professional which would expand, reduce, divide, or
						otherwise modify the scope, budget, or time schedule. If such changes are
						desired, these should be addressed in writing to the Bureau Staff. After
						investigation, the Bureau Staff will convey the modification decisions to the
						Professional and so notify the Using Agency.
When the Using Agency has been approved by the Bureau for
in house
design, the relationship of the designer to the
						Bureau is the same as outlined above for a Professional with whom the Bureau
						has contracted directly.
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 12-3-2.1-300 - PROJECT INITIATION › Section 12-3-2.1-300.11 - CHANGES

Current through June 25, 2024
No changes in the Project's approved scope, budget, or
						program will be permitted unless written justification by the Using Agency, or
						the Professional, has been submitted to the Bureau. The Using Agency and
						Professional will be notified by the Bureau in writing if the proposed changes
						are approved. No action should be taken by the Professional until the Bureau's
						approval has been received.
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 12-3-2.1-400.2 - PERMITS & LOCAL AUTHORITIES

Current through June 25, 2024
Local building permits are not required. Local
						authorities have no jurisdiction over state-owned projects except where they
						have been specifically authorized to act on behalf of the State (i.e., local
						fire marshals and health officials). [
Mississippi Supreme Court
opinion,
City of Jackson v. Mississippi State Building Commission
						et al
, 350 So.2d 63 (1977)]