reglab/statecodes huggingface dataset:
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.29 - SECURITIES IN LIEU OF RETAINAGE

Current through June 25, 2024
Mississippi Code 1972, Annotated
, Section
						31-5-15,
						provides that in all public contracts the Contractor may withdraw the whole or
						any portion of the amount retained from payments due the Contractor by
						depositing an acceptable security with the State Treasurer in an amount equal
						to the amount of retainage to be withdrawn. Securities may be in the form of:
1. U.S. Treasury Bonds
2. U.S. Treasury Notes
3. U.S. Treasury Certificates of Indebtedness
4. U.S. Treasury Bills
5. State of Mississippi Bond or Notes
6. Bonds of any political
					 subdivision of the State of Mississippi
7. Certificates of deposit issued by
					 commercial banks located in Mississippi and meeting additional criteria
8. Certificates of deposit issued
					 by savings and loan associations located in the State of Mississippi and
					 meeting additional criteria
The State Treasurer can advise Contractors of procedures
						for depositing securities. A letter of release from the Contractor's surety and
						a copy or copies of the State Treasurer's securities receipt covering the
						deposit of securities must be on file with the Bureau before retainage will be
						released. Substitution of securities may be necessary from time to time because
						of maturities and increased withdrawal of retainage. Evidence of these
						transactions must be on file with the Bureau. The Bureau will notify the State
						Treasurer of the amount of securities required. The Treasurer will accept
						additional securities for a Project and accept the substitution for securities
						already on deposit, but will not release securities without written
						notification to do so by the Bureau's Director.
Professionals approving applications for payment should
						be advised by the Contractor of these deposits of securities and a copy of the
						Treasurer's receipt should be provided for his files.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.30 - RELEASE OF RETAINAGE

Current through June 25, 2024
on progress payments as perscribed in Section 00800
						Supplementary Conditions, Article 9, Paragraph 9.3.1.3. The balance of
						retainage, except that amount withheld for incomplete items, will be released
						at any of the following occurrences: [
Mississippi Code 1972,
						Annotated
, Section
						31-5-25(b):
1. Occupancy by the Using Agency.
2. Substantially complete as recommended by
					 the Project Professional and approved by the Owner.
3. Final Acceptance.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.31 - REQUEST FOR ASSIGNMENTS

Current through June 25, 2024
At times, the Department of the Treasury's Internal
						Revenue Service has served a
Notice of Levy
to the Bureau
						against the Professional and/or the Contractor for delinquent federal taxes.
						According to the
Notice
:
Chapter 64 of the Internal Revenue Code provides a lien
						for taxes and statutory additions. Notice and demand, as required by the
						Internal Revenue Code, has been made, and the taxpayer has neglected or refused
						to pay. The amount is still due, owed and unpaid. All property, rights to
						property, money, credits, and bank deposits currently in the [Professional's
						and/or Contractor's] possession and belonging to this taxpayer (or for which
						the Bureau is obligated) and all money or other obligations the Bureau owes
						this taxpayer, are levied upon for payment of the tax, plus all additions
						provided by law. Demand is made on the Bureau either to pay this tax liability
						or pay any smaller amount that the Bureau owes the taxpayer.
The Bureau will pay directly to the Internal Revenue
						Service the amount indicated on the
Notice of Levy
, but in no
						case any more than what is earned and due to the Professional and/or
						Contractor. This action will be recorded on the Bureau's
Standard
						Approval Form
s.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.32 - DEFAULT OF CONTRACT

Current through June 25, 2024
If the Contractor defaults on the
Standard Form
						of Agreement Between the Owner and the Contractor
for any of the
						reasons listed in the
General Conditions
, Article 14,
						Paragraph 14.2, the Bureau will cease payment to the Contractor and notify the
						Contractor's Bonding Company and seek satisfaction.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.33 - LIQUIDATED DAMAGES

Current through June 25, 2024
(modified Dec 2013 SoS)
All Projects will require liquidated damages unless the
						Bureau records the deletion of said liquidated damages and gives written notice
						to the Professional.
The Professional should contact the Bureau's staff to
						determine if liquidated damages are required and agree on the amount stated in
						the
Standard Form of Agreement Between the Owner and the
						Contractor.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.34 - ASSESSMENT OF LIQUIDATED DAMAGES

Current through June 25, 2024
A recommendation will be made by the Professional
						covering the assessment of damages on any Project running past the completion
						date and accumulating liquidated damages. The Bureau will, at final closing,
						assess and enforce liquidated damages on any Project running past the
						completion date and does not have a Change Order approving an extension of
						Time.
The Bureau will record the amount of the liquidated
						damages on the Bureau's
Standard Approval Form
and deduct this
						amount from the Contractor's final payment. The Bureau will notify the
						Contractor of the assessment of liquidated damages.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.35 - FINAL INSPECTION

Current through June 25, 2024
Upon completion of the Project, the Contractor will
						notify the Professional who will make an inspection and compile a list of
						deficiencies. If, in the Professional's judgement the Project is not ready for
						final inspection, another inspection will be scheduled.
The Owner's inspection will follow after all known
						deficiencies have been corrected and the Professional determines the Project is
						ready. The Professional will call for a group inspection of the Project with
						the Bureau, the Using Agency, and its governing board for the express purpose
						of determining the Contractor's compliance with the Contract Documents.
It is the responsibility of the Professional to
						determine, arrange and notify those needing to be present of the date, place
						and time of the final inspection including all applicable federal governmental
						agency representatives. The date and time of the final inspection will be set
						for the convenience of the Bureau, the Using Agency and its Governing Board.
One (1) week prior to the final inspection, written
						notice will be furnished to all parties listed above. The Professional will
						conduct the final inspection in the presence of those listed above and will
						tabulate a complete list of defects or discrepancies, if any, to be correction
						by the responsible parties.
Copies of the
punch list
will be
						furnished to all parties concerned. Once the corrections are made, the
						Professional will schedule a second inspection at the convenience of the
						Bureau. Final inspection will not be scheduled until all Work is completed or
						unless otherwise approved by the Bureau in writing. Upon completion of all
						punch list items, the Professional will provide a letter recommending
						acceptance to the Bureau with a copy to the Using Agency and its Governing
						Board.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.36 - SUBSTANTIAL COMPLETION

Current through June 25, 2024
A
Certificate of Substantial Completion
will not be issued unless the Using Agency occupies the facility prior to final
						completion. The date recorded on the
Certificate
will begin
						the Warranty period.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.37 - DATE OF ACCEPTANCE

Current through June 25, 2024
If a
Certificate of Substantial
						Completion
is not issued, then the date of final acceptance recorded
						by the Bureau on its
Standard Approval Form
will be the date
						beginning the Warranty period.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.38 - OCCUPANCY

Current through June 25, 2024
The Using Agency will not occupy any portion of the
						Project without prior approval of 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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.39 - INSURANCE

Current through June 25, 2024
Builder's Risk Insurance may not be canceled by the
						Contractor until final written acceptance by the Bureau, or occupancy by the
						Using Agency.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.40 - CLOSEOUT DOCUMENTS

Current through June 25, 2024
(amended Dec 2013 SoS) (see also 600.57 and Div 1 01720
						for electronic As-Built Documents)
1.
					 Application for Payment (AIA Form G702)
2. Consent of Surety Company to Final Payment
					 (AIA Form G707) . [
Mississippi Code 1972, Annotated
, Section
					 87-7-3]
3. Power of Attorney
4. Contractor's Affidavit of Release of Liens
					 (AIA Form G706A)
5. Contractor's
					 Affidavit of Payment of Debts and Claims (AIA Form G706) [
Mississippi
					 Code 1972, Annotated
, Section
					 87-7-5]
6. Contractor's Guarantee of Work
					 (Company Letterhead)
7. Roof
					 Bonds, Warranty
8. Product Manuals
9. The Contractor shall, unless
					 waived by the Owner, also submit one electronic format copy of the updated
					 As-Built Construction Documents in coordination with the project Close-Out
					 Documents. (Sept-Dec 2013 SoS electronic format replaced by Bricks uploads)
					 (see 600.57 and Div 1 01720)
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.41 - CONTRACTOR'S FINAL PAY REQUEST

Current through June 25, 2024
When submitting request for final payment, the Contractor
						will include with the application all the above mentioned closeout
						documents.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.42 - GENERAL

Current through June 25, 2024
A
Notice of Publication of Final
						Settlement
will be published by the Bureau after a Project has been
						accepted by the Bureau and the final payment has been made. The
Notice
is published one (1) time in a newspaper having a
						general circulation in the county where the Project is located. If the Project
						is $10,000 or less, a
Notice
is not published.
						[
Mississippi Code 1972, Annotated
, Section
						31-5-53]
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.43 - FORM

Current through June 25, 2024
A sample of the
Notice of Publication of Final
						Settlement
is as follows:
Click
						Here To View Image
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.44 - WARRANTY PERIOD

Current through June 25, 2024
If, within the period of one (1) year after the Bureau's
						date of substantial completion or final acceptance of the Work, any of the Work
						is found to be defective or not in accordance with the Contract Documents, the
						Using Agency will inform the Bureau who will instruct the Contractor, through
						the Professional by written notice, to promptly correct faulty workmanship and
						materials.
The Bureau will be notified in writing by the Using
						Agency if the Contractor fails to respond promptly. The Contractor is not
						responsible for maintenance during the one-year Warranty period. It is the
						responsibility of the Using Agency to determine if corrective action is
						required because of faulty maintenance or faulty construction workmanship and
						materials.
The Using Agency is to request action on the part of the
						Contractor only in those areas where responsibility lies with the
						Contractor.
The Contractor is not responsible for any actions taken
						by the Using Agency if a Warranty is voided by inappropriate actions. The Using
						Agency should take care in its routine maintenance not to void any Warranties.
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 12-3-2.1-700 - CONSTRUCTION PROCEDURES › Section 12-3-2.1-700.45 - YEAR-END INSPECTION

Current through June 25, 2024
Thirty (30) days prior to the end of the one-year
						Warranty period, the Professional will notify the Bureau, the Using Agency, its
						Governing Board, Consultants and all prime Contractors of the date and time of
						the year-end inspection.
At this inspection, those items of Work which are the
						Contractor's responsibility needing attention will be listed. This list will be
						distributed by the Professional to each of the parties in attendance at the
						inspection. The Professional is responsible for notifying the Bureau when all
						items listed have been corrected. If the Contractor fails to take corrective
						action, the Using Agency should so inform the Bureau in writing.
If the Contractor does not take action in correcting the
						items listed after the inspection, the Contractor's Bonding Company will be
						contacted for satisfaction. No further Contracts will be issued to the
						Contractor until the problems have been solved.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.1 - LEGISLATION

Current through June 25, 2024
The purchase of furniture and equipment will be directly
						addressed through legislation; therefore, the following procedures have been
						developed by the Bureau as guidelines for the acquisition of furniture and
						equipment.
Every attempt will be made by the Bureau to adhere and
						abide by the Procurement Manual issued by the Department of Finance and
						Administration's Office of Purchasing and Travel, which is an exhaustive
						presentation of procedures relative to purchasing by all state entities.
						However, the Bureau is a contracting agency rather than a regulatory agency and
						some deviations will be made.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.2 - BUREAU'S RESPONSIBILITIES

Current through June 25, 2024
The Bureau Staff assigned to work with the Using Agency
						will be responsible for coordinating all aspects of the purchase of furniture
						and equipment, including liaison between the Using Agency, Professional (if one
						is hired) and the Vendor. In addition, the Bureau Staff will verify deliveries
						and authorize payments.
Responsibilities
* Bureau's
* Using Agency's
* Professional's
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.3 - USING AGENCY'S RESPONSIBILITIES

Current through June 25, 2024
The Using Agency personnel assigned to work with the
						Bureau Staff will be responsible for compiling the list of furniture and
						equipment needs for the proposed purchase(s) as outlined in Section 800. In
						addition, the Using Agency may be asked to prepare specifications and compile
						the actual Bid Documents and eventual Contract(s). Responsibilities will be
						determined and agreed upon during the initial planning stage.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.4 - PROFESSIONAL'S RESPONSIBILITIES

Current through June 25, 2024
If a Professional is hired by the Bureau to prepare
						Specifications, Bid Documents and Contracts, the Professional will work under
						the supervision of the Bureau Staff In addition, the Professional will be
						responsible for coordinating delivery and verifying acceptability of delivered
						goods.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.5 - EMERGENCY PROCUREMENT

Current through June 25, 2024
Emergency procurement of furniture and equipment will
						follow the same guidelines outlined for construction in Section 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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.6 - DOCUMENT PREPARATION

Current through June 25, 2024
Bid Documents may be prepared by one of the following:
1. Bureau Staff may be responsible for
					 preparing the specifications for the furniture and equipment needs of a Using
					 Agency. In this case, the Bureau Staff will prepare the Bid Documents for
					 printing and distribution.
2.
					 Using Agency: may be responsible for preparing the specifications for the
					 furniture and equipment needs. In this case, the Using Agency will prepare the
					 Bid Documents for printing and distribution.
3. Professional: may be hired by the Bureau
					 to prepare the specifications for the furniture and equipment needs of a Using
					 Agency. In this case, the Professional will prepare the Bid Documents for
					 printing and distribution.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.8 - NON-PURCHASABLE ITEMS

Current through June 25, 2024
The Using Agency's Preliminary List may include anything
						and everything regarding the complete furnishing and equipping of a facility.
						However, certain items fall into administrative budgetary categories, such as
						commodities, which have a short life expectancy. Items purchased with general
						funds or bond funds fall into the capital outlay category and must generally
						have a life expectancy of twenty (20) years. Any item not meeting the twenty
						(20) year criteria will be eliminated from the Using Agency's Preliminary List
						unless there is sufficient justification otherwise.
The Using Agency may use its own funds to procure the
						non-purchasable items; however, the Bureau will not consider using its
						restricted funds for such 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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.9 - SOLE SOURCE ITEMS

Current through June 25, 2024
The Preliminary List may include items considered as sole
						sources only after the Using Agency has exhausted every avenue of seeking
						multiple Vendors. Justification for purchasing a sole source item should be
						submitted in writing with the List in order for Bureau Staff to accurately
						assess the submission. Any undocumented sole source items submitted by the
						Using Agency may be eliminated from the Preliminary List.
The following examples taken from the Office of
						Purchasing and Travel's Procurement Manual are examples of circumstances
						necessitating sole-source purchases: [Mississippi Code 1972, Annotated, Section
						31-7-13(m)]
1. Where the compatibility of equipment,
					 accessories, or replacement parts is the paramount consideration (and
					 Manufacturer is sole supplier).
2.
					 Where a sole supplier's item is needed for trial use or testing.
3. Where a sole supplier's item is to be
					 required when no other item will serve the need of the Using Agency.
Should reasonable doubt exist regarding the item's sole
						source nature, bids will be received as usual. If ample justification by the
						Using Agency is presented, the Bureau will solicit a quote from the sole source
						Vendor and present the item(s) as award(s) at the next PPRB. The Board will
						have final detellnination.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.10 - STATE CONTRACT ITEMS

Current through June 25, 2024
The Office of Purchasing and Travel has the authority to
						establish Contracts by competitive bidding or by negotiation. The Office has
						the authority to set standards for the items being purchased, and such
						standards are based on a practical and economical efficient applications.
						Further, the items placed on these State Contracts are at the discretion of the
						Office.
State Agencies may purchase from these Contracts if it is
						in the best interest of the Using Agency and would be an economically feasible
						transaction; therefore, the Bureau will use State Contracts to procure
						furniture & equipment as often as possible. When the Using Agency begins
						preparation of the Preliminary List, great care should be given to procure as
						many items as are available from State Contracts. Copies of these Contracts are
						available upon requests at the Office of Purchasing and Travel, which is
						located at 501 North West Street, Suite 1401A, Woolfolk Building, Jackson, MS
						39201, or calling 601/359-3409.
All conditions described in the State Contracts regarding
						specifications and price will be observed by the Bureau. However, conditions
						regarding the delivery and payment of goods may differ because the Using Agency
						will receive delivery and payments will be made by the Bureau.
All State Contract items will be presented by the Bureau
						as awards at the next PPRB. The Board will have final determination.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.11 - WRITTEN QUOTE ITEMS

Current through June 25, 2024
(amended 04/09)
Procurement requirements may not be manipulated or
						artificially divided in order to circumvent competitive bidding. Written quotes
						may be received rather than competitive bidding when the following criteria are
						met: [Mississippi Code 1972, Annotated, Section
						31-7-13(b)]
1. Under $5,000: One (1) written quote may be
					 received for items, individual or grouped, which cost under $5,000.
2. Over $5,000: Two (2) written quotes will
					 be received for items, individual or grouped, which cost over $5,000 and under
					 $50,000.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.12 - BID EXEMPTIONS

Current through June 25, 2024
The Office of Purchasing's Procurement Manual lists
						certain items which are exempt from the competitive bid process. [Mississippi
						Code 1972, Annotated, Section
						31-7-13(m)]
						Written quotations will be solicited for any items exempted from bidding and
						will be presented by the Bureau as awards at the next PPRB. The Board will have
						final deteimination. The only exemptions applicable to furniture and equipment
						items procured by the Bureau are:
1.
					 Purchases made for museum and public display.
1. Purchases made from Contracts established
					 or approved by the Office of Purchasing and Travel.
2. Purchases made from state operated
					 industries, such as Industries for the Blind and the Mississippi Correctional
					 Industries.
3. Non-competitive
					 items available from only one (1) source.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.13 - BID ITEMS

Current through June 25, 2024
-- SAMPLE FORMAT --
Item #
Description
Quantity
Unit Price
Total
1
Executive Desk
15
Wood, contemporary, general purpose, double
								  pedestal, with lock and center drawer; one pedestal to have one file drawer for
								  legal or letter size filing side to side, one box drawer and one reference
								  slide; the other pedestal to have three box drawers and one
								  reference
Specifications will be developed by the Bureau, Using
						Agency or Professional for items approved for bidding. These specifications
						must be generic in nature, without bias toward a specific manufacturer or model
						and written in the Bureau's furniture and equipment format as indicated on the
						previous page.
It is peil _______________ iissible, in order to
						establish a standard, to name one (1), or more specific manufacturers and model
						numbers as examples. However, care should be taken in writing open
						specifications. Bureau Staff will review all Specifications. If any items
						specified have been written to limit competitive bidding, the Specifications
						must be revised.
After review, Specifications will be returned to the
						Using Agency or Professional for revisions and inclusion of the Bureau's
General Condition
documents. [See Appendix 800.] When the
						revisions have been made and the conditions included, the Bureau Staff will
						make a final review.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.14 - DOCUMENT APPROVAL

Current through June 25, 2024
The Using Agency or Professional will be notified in
						writing if the Bid Documents are approved. If the Documents are disapproved,
						the Using Agency or Professional will revise the Documents according to the
						Bureau Staffs comments and will resubmit the Bid Documents for approval. Final
						copies will be furnished to the Bureau prior to placing the
Advertisement for Bids
in the newspaper. The Bureau, Using
						Agency or Professional will provide complete sets of Specifications and other
						Bidding Documents, as are necessary for bidding.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.15 - ADVERTISEMENT FOR BIDS

Current through June 25, 2024
Upon approval, the Bureau will prepare and issue an
Advertisement for Bids
published in the legal section of the
						newspaper having general circulation in the State. The
Advertisement
will run once a week for two (2) consecutive
						weeks with bids being opened not less than seven (7) working days after the
						last publication by the Bureau. [Mississippi Code 1972, Annotated, Section
						31-7-13(c)]
On the same day the newspaper is notified, the
						Mississippi Contract Procurement Center will be mailed a written notice.
						[Mississippi Code 1972, Annotated, Section
						31-7-13(c)]
						In addition, the Bureau will furnish Contract Documents to appropriate trade
						organizations for use of other interested 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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.16 - OBTAINING BID DOCUMENTS

Current through June 25, 2024
All interested Bidders may contact the appropriate party
						indicated in the
Advertisement for Bids
in order to receive a
						copy of the Bid Documents. Any charge or deposit for obtaining these Documents
						will also be indicated in the
Advertisement.
The Documents
						will include all necessary instructions regarding the submission of a bid
Proposal.
[See Appendix 800.]
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.17 - BIDDER'S RESPONSIBILITY

Current through June 25, 2024
Bidders will fully inform themselves of the conditions
						regarding the Project and the related site. Failure to do so will not relieve
						the successful Bidder of obligations to fulfill material and labor
						requirements, or performing any work required without additional cost to 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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.18 - INTERPRETATIONS

Current through June 25, 2024
Should a Bidder find discrepancies, the Bureau Staff,
						Using Agency or Professional who prepared the Bid Documents should be contacted
						immediately for interpretation and clarification. Neither the Bureau Staff,
						Using Agency nor the Professional will be responsible for any oral instructions
						or interpretations. A response regarding the discrepancy will be submitted in
						writing to all Bid Document holders.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.19 - ADDENDA

Current through June 25, 2024
Should Addendum be necessary, all known holders of Bid
						Documents will be notified as expeditiously as possible prior to the time of
						receiving bids. However, no addendum should be issued within twelve (12) hours
						of the receipt of bids. Bidders will be required to acknowledge all addendum
						received on the
Proposal Form.
All Addenda will be
						incorporated into the Bid Documents and become a part of the Contract.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.20 - BIDDER'S LIST

Current through June 25, 2024
A Bidder's List may be compiled to provide the Bureau
						with the names of businesses for the purpose of securing competition. Any
						Vendor interested in obtaining Bid Documents may contact the responsible party
						indicated in the
Advertisement.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.21 - PREQUALIFICATION OF VENDORS

Current through June 25, 2024
Prospective Vendors may be prequalified for particular
						types of furniture & equipment. Solicitation mailing lists of potential
						Vendors may include but shall not be limited to such prequalified Vendors.
Prospective Vendors may be prequalified for Bidder Lists,
						but distribution of the solicitation may not be limited to prequalified
						Vendors, nor will a prospective Vendor be denied award of a Contract simply
						because such Vendor was not prequalified. The fact that a prospective Vendor
						has been prequalified does not necessarily represent a finding of
						responsibility.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.22 - PRE-BID CONFERENCE

Current through June 25, 2024
Pre-bid conferences may be conducted to explain the bid
						requirements. This conference will be announced to all prospective Bidders
						known to have received Bid Documents. The Conference will be held after the
						Contract Documents have been issued to allow Bidders ample time to become
						familiar with the contents, but sufficiently prior to bid opening to allow
						consideration of the Conference results in preparing the bid.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.23 - BID PREPARATION

Current through June 25, 2024
Click
						Here To View Image
The Bidder should submit his bid in DUPLICATE in a sealed
						envelope. If the Bidder desires a copy of the bid, a third copy should be made
						and retained by the Bidder. An example of the outside of the bid envelope is
						shown here.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.24 - RECEIPT OF BIDS

Current through June 25, 2024
Upon the receipt of each bid and/or modification, the
						date and time will be recorded on the face of the envelope. The
Proposal
will be stored in a secure place until the time and
						date set for bid opening. It is the responsibility of the Bidder to deliver the
						sealed bid to the appointed place prior to the announced time for the opening
						of bids. Late delivery of a bid for any reason, including late delivery by the
						U.S. Mail, Federal Express, UPS, etc. will disqualify the bid.
Bids will be opened publicly in the presence of one (1)
						or more witnesses at the time and place designated in the
Advertisement.
The name of each Bidder will be recorded, the
						amount of each bid and such relevant information as specified.
Bids will be unconditionally accepted without alteration
						or correction and will be evaluated based on the Specifications. After bid
						opening, no changes in bid prices or other provisions of bids prejudicial to
						the interest of the State of fair competition will be permitted.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.25 - MODIFICATIONS TO BIDS

Current through June 25, 2024
Bids may be modified or withdrawn by written notice
						received in the Bureau's office prior to the time and date set for bid opening
						by writing on the envelope or a facsimile; however, continuation of the
						facsimile must be received within forty-eight (48) hours, excluding state
						holidays and weekends, from the closing time, or the facsimile modification
						will be given no consideration. Confirmations will be limited to Modifications
						on letterhead signed by the person who signed the
Proposal
						Form.
All documents relating to the modification or withdrawal
						of bids will be made a part of the appropriate procurement file.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.26 - OPENING BIDS

Current through June 25, 2024
Tabulation sheets will be provided for the recording of
						bids by the appropriate party (Bureau, Using Agency, or Professional). At the
						appropriate hour, the Bureau Staff will declare the bidding closed. All
proposals
meeting the law will be opened and read.
Special Note: If only one (1)
Proposal
is received, the Bureau Staff may open the
Proposal.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.27 - WITHDRAWAL OF BID

Current through June 25, 2024
Any
Proposal
may be withdrawn prior to
						the time specified for receiving bids. If, however, when all
Proposals
have been read and recorded, should a Bidder realize
						a mistake has been made in the
Proposal
and desires to
						withdraw the
Proposal,
the Bidder should rise and announce to
						all present of the intention of withdrawing the
Proposal.
All
						withdrawal requests, after being verbally made, must be made in writing to the
						Bureau no later than twenty-four (24) hours following the bid opening.
						[Mississippi Supreme Court decision,
Mississippi State Building
						Commission et al v. Becknell Construction, Inc. et al,
329 So. 2nd
						57 (1976)]
The letter of withdrawal should be addressed to the
						Bureau of Building, Grounds and Real Property Management's Director. It should
						identify the Project, include the original bid, take-off sheets, and any other
						supporting documentation to provide proof of error. Failure to include
						sufficient documentation will be grounds for rejection of the withdrawal
						request.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.28 - IRREGULARITIES

Current through June 25, 2024
Minor irregularities are matters of form rather than
						substance evident from the Bid Document, or insignificant mistakes, which may
						be waived or corrected without prejudice to other Bidders; that is, the effect
						on price, quantity, quality, delivery, or contractual conditions is negligible.
						The Bureau will be the sole judge in determining irregularities, or
						informalities and render a decision as expeditiously as possible.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.29 - BID PROTEST

Current through June 25, 2024
When all
Proposals
have been read and
						recorded, should a Bidder wish to protest, the Bidder should rise and announce
						to all present the protest. All protest, after being made verbally, must be
						made in writing to the Bureau no later than twenty-four (24) hours following
						the bid opening.
The letter of protest should be addressed to the Bureau
						of Building, Grounds and Real Property Management's Director. It should
						identify the Project, include what is being protested, why it is being
						protested, and be signed by the individual who is protesting.
Protestors may be required to appear at the next PPRB
						meeting and personally present their protest. The Bureau is under no obligation
						to consider any protest received after twenty-four (24) hours. This includes a
						protest made by anyone regardless of whether they attended the bid opening.
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 12-3-2.1-800 - FURNITURE & EQUIPMENT › Section 12-3-2.1-800.30 - NEGOTIATIONS

Current through June 25, 2024
Neither the Bureau, nor the Using Agency or Professional,
						will negotiate with any Bidder after the opening of the bids.