Mississippi Administrative Code › Title 7 - Education K-12 › Part 11 - Textbook and Instructional Materials Administration Handbook Rules and Regulations for the Adoption, Distribution, Care and Use of Textbooks instructional Materials in Mississippi › Section 7-11-One - Non-Public Schools › Section 7-11-One-2 - ACQUISITION/REQUISITION

Current through June 25, 2024
Mississippi Code Ann. §
									37-43-1 ensures that state-adopted
				  textbooks shall be distributed and loaned free of cost to the children of the
				  free public schools of the state and of all other schools located in the state
				  which maintain educational standards equivalent to the standards established by
				  the MDE for the state schools as outlined in the
Mississippi Non-Public
				  School Accountability
.
Requirements For Participation:
When a non-public school is in compliance with all applicable
				  non-public school standards, the Office of Accreditation submits a request to
				  the SBE to award an accredited status to the school.
Once the school receives approved accreditation status, a
				  letter requesting to receive textbooks should be submitted. The MDE Office of
				  Instructional Materials and Library Media will provide the appropriate forms to
				  document that the school operates in a non-discriminatory manner in its
				  admission and enrollment practices. The SBE will review this data and determine
				  if the school should be approved to receive textbooks.
Textbooks may be procured with state or local funds in a
				  variety of ways. Listed below are the approved methods and procedures:
A. STATE-ADOPTED TEXTBOOKS
Textbooks and instructional materials that are on the
				  state-adopted list may be procured through the MDE from the regional
				  depository. The MDE Office of Instructional Materials and Library Media
shall
approve all requisitions.
Non-public schools wishing to use this procurement provision
				  shall complete and submit a
TEXTBOOK ORDER FORM
to the MDE Office
				  of Instructional Materials and Library Media for processing. The form may be
				  obtained at MDE Textbook Website. Textbook law requires that a school not pay
				  more for a textbook procured from the publisher than the price stated in the
				  current state-adopted catalog.
B. NON-ADOPTED TEXTBOOKS
Textbooks that are not on the state-adopted textbook and
				  instructional material list may be purchased by the non-public schools through
				  the MDE directly from the regional textbook depository. Schools desiring to
				  utilize this provision should submit any such request on the
TEXTBOOK
				  ORDER FORM
, which can be downloaded at MDE Textbook Website.
State accredited, non-public schools must document the
				  selection process for non-adopted textbooks and comply with state procurement
				  policies and procedures when procuring non-adopted textbooks with EEF funds.
				  According to state procurement policies and regulations, multiple vendors shall
				  be considered along with the costs of products and services offered by those
				  vendors.
C. PURCHASING
				PROCEDURES
To ensure that internal controls are in place to document the
				  most efficient use of taxpayer dollars, non-public schools are required to
				  follow the state bid requirements established by Miss. Code Ann. §
										31-7-13. Textbooks that are
adopted and approved
by the SBE are placed under state contract
				  and are exempt from the bidding process DFA 31-7-13(m)(xxv).
Request for Quotes: Adopted Textbooks
1. Complete a Request for Quotes for the
				Adopted Vendor
2. Include a quote
				from the vendor
3. Complete the
				Educational Enhancement Fund order form
Request for Quotes: Non-Adopted Textbooks
1. Complete a Request for Quotes for each
				vendor (at least 2)
2. Include a
				quote from each vendor
a. The regional
				depository can provide 2 competitive quotes
3. Complete Textbook Selection Form
				(justification of selection)
4.
				Complete the Educational Enhancement Fund order form for the textbooks that are
				being purchased
Bidding Requirements: Non-Adopted Textbooks
a. 0 - $5,000: Purchase from any vendor with
				no bidding.
b. $5,000 - 1 $75,000:
				Obtain two (2) or more written quotes. Emails with PDF quotes are
				acceptable.
c. Over $75,000: Must
				allow 31/2 to 4 weeks for bid to be awarded and must be advertised.
* Schools that purchase non-adopted textbooks more than
				  $75,000 are required to maintain sealed bid documentation for three (3) years
				  after the audit report is released. If a purchase is in litigation, the files
				  shall be maintained until resolved.
* The documentation is required to support award decisions,
				  assure approvals, compliance with regulation, and sustain any reviews or
				  litigation. Documentation should include but is not limited to the following:
				  bid list, bid opening sign-in sheet, bidders' spreadsheets, witness signature,
				  requisition, notice to Contract Procurement Center, public notice to newspaper,
				  bid specifications, original bids, bid envelopes, bid addendum, proof of
				  advertisement, bid evaluation, award by the school, or letter from the MDE
				  Office of Instructional Materials and Library Media.
NOTE:
The bid dollar limit does not include
				  shipping or freight costs.