REQUEST FOR QUOTE FORMAL
REVERSE AUCTION
RFQ Number: 3140003022
To Provide: RIBBONS AND LABELS
Issue Date: 04/08/2022
Closing Location
Mississippi Department of Revenue
500 Clinton Center Drive
Clinton, MS 39056
BID Coordinator
Erica Green, SR. Contract Analyst
Telephone: (601) 923-7860
Fax: (601) 923-7681
E-Mail: [email protected]
Closing Date and Time:
Bids must be received by May 10, 2022, 12:00 p.m. (CST)
RFQF _ ABC RIBBONS and LABELS Page 2
Table of Contents
Section I General Conditions .................................................................................... 5
1.0 Definitions.............................................................................................................. 5
2.0 Preparation of Bids ................................................................................................ 5
3.0 Bid Submission ...................................................................................................... 6
4.0 Acceptance of Bids ................................................................................................ 6
5.0 Error in Bids ........................................................................................................... 6
6.0 Special Discount Period ......................................................................................... 6
7.0 Award ..................................................................................................................... 7
8.0 Inspection ............................................................................................................... 7
9.0 Taxes ...................................................................................................................... 7
10.0 Gifts, Rebates, Gratuities ..................................................................................... 7
11.0 Bid Information .................................................................................................... 8
12.0 Precedence ........................................................................................................... 8
13.0 Competition.......................................................................................................... 8
14.0 Waiver .................................................................................................................. 8
15.0 Cancellation ......................................................................................................... 8
16.0 Application ........................................................................................................... 9
17.0 Addenda ............................................................................................................... 9
18.0 Non-Responsive Bids........................................................................................... 9
19.0 Specification Clarification ................................................................................... 9
20.0 Pre – Qualification Process .................................................................................. 9
21.0 Firm Bid Price .................................................................................................... 10
22.0 Suspension and Debarment ................................................................................ 10
23.0 Assignment ........................................................................................................ 10
24.0 Indemnification .................................................................................................. 10
25.0 Live Auction ...................................................................................................... 11
26.0 Force Majeure .................................................................................................... 11
RFQF _ ABC RIBBONS and LABELS Page 3
Section II Instructions and Special Conditions ..................................................... 12
1.0 Purpose ................................................................................................................. 12
2.0 Scope of Service .................................................................................................. 12
3.0 General Term of Contract .................................................................................... 12
4.0 Procurement Timeline .......................................................................................... 12
5.0 Minimum Bidder Qualifications to be Deemed Responsible .............................. 13
6.0 Registration with Mississippi Secretary of State ................................................. 13
7.0 Procurement Methodology................................................................................... 14
7.1 Restrictions on Communication with MDOR Staff ........................................ 14
7.2 Cost of Preparing Bid ..................................................................................... 14
7.3 Independent Price Determination ................................................................... 14
7.4 Rejection of Bids............................................................................................. 14
7.5 Procedure for Answering Questions ............................................................... 14
7.6 Amendments to the Invitation for Bid ........................................................... 15
7.7 Withdrawal of Bid........................................................................................... 15
7.8 Pre-qualification of Suppliers ......................................................................... 16
7.9 Bid Evaluation ................................................................................................ 16
7.10 Award Notice ................................................................................................ 16
7.11 Right to Protest ............................................................................................. 16
7.12 Opening Procedures ...................................................................................... 16
7.13 Bid Ownership .............................................................................................. 17
7.14 Partial Bids Prohibited .................................................................................. 17
7.15 Exceptions and Deviations ............................................................................ 17
7.16 Conflict of Interest ........................................................................................ 17
8.0 Submission Procedures ........................................................................................ 17
8.1 Submission Format ......................................................................................... 17
8.2 Submission Requirements ............................................................................... 18
9.0 Late Submissions ................................................................................................. 20
10.0 Reverse Auction ................................................................................................. 20
Section III How to Create an RFX Response ........................................................ 21
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Section IV Special Instructions ............................................................................... 34
Section V Bid Package ............................................................................................. 49
Attachment A Specifications for Ribbons and Labels ............................................. 50
Attachment B EEV Certification and Agreement .................................................... 51
Attachment C Bid Cover Sheet ................................................................................ 52
Attachment D Certification ...................................................................................... 53
Attachment E Bid Form – RIBBONS and LABELS .............................................. 54
Attachment F References ......................................................................................... 55
Attachment G Reference Score Sheet # 1 ................................................................ 57
Attachment H Acknowledgement of Amendments ................................................. 58
Attachment I Secretary of State Acknowledgement ................................................ 59
Attachment J Conflict of Interest Disclosure Statement .......................................... 61
Attachment K Live Reverse Auction Participation .................................................. 63
RFQF _ ABC RIBBONS and LABELS Page 5
MISSISSIPPI DEPARTMENT OF REVENUE
Invitation for Bid
RIBBONS and LABELS
Section I
GENERAL CONDITIONS – REVERSE AUCTIONS
ALL BIDS SUBMITTED SHALL BE IN COMPLIANCE WITH ALL CONDITIONS SET
FORTH HEREIN. THE BID PROCEDURES FOLLOWED BY THIS OFFICE WILL BE
IN ACCORDANCE WITH THESE CONDITIONS. THEREFORE, ALL BIDDERS ARE
URGED TO READ AND UNDERSTAND THESE CONDITIONS PRIOR TO
SUBMITTING A BID.
1.0 Definitions
The use of the word “agency” in any Bid Invitation solicitation or specification shall be intended
to mean state agencies only. The words “governing authority” when used shall be intended as
meaning city, county or other local entities.
2.0 Preparation of Bids
2.1 Bids and/or Quotes may be submitted through the State of Mississippi’s e-procurement
system (MAGIC) or in person to the Mississippi Department of Revenue (“DOR” or “the
Department”). Paper bids are allowed. All prices and notations must be printed in ink or
typewritten. No erasures permitted. Errors may be crossed out and corrections printed in
ink or typewritten adjacent and must be initialed, in ink, by the person signing bid.
2.2 To submit bids electronically, bidders must ensure they are registered in the MAGIC
system and have received a login, password, and supplier number and that all technical
requirements have been met.
2.3 If a bidder is unwilling or unable to participate through MAGIC, a DOR representative can
enter the Vendor’s bid(s) manually (i.e., Surrogate bidding).
2.4 Bidders participating in person by surrogate bidding must so indicate in their response to
the initial Request for Quote-Formal (RFQF).
2.5 Failure to examine any drawings, specifications, and instructions will be at bidder's risk.
2.6 Price each item separately. Unit prices shall be shown. Bid prices must be net.
2.7 It is understood that reference to available specifications shall be sufficient to make the
terms of such specifications binding on the bidder.
2.8 Bidders must furnish all information requested in the bid specifications. Further, when
required, each bidder must submit for bid evaluation cuts, sketches, descriptive literature
RFQF _ ABC RIBBONS and LABELS Page 6
and technical specifications covering the product offered. Reference to literature submitted
with a previous bid or on file with DOR will not satisfy this provision.
2.9 Samples of items, when requested, must be furnished free of expense, and if not destroyed
in testing will, upon request, be returned at the bidder's expense. Request for the return of
samples must be made within ten (10) days following opening bids. Each individual sample
must be labeled with bidder's name, manufacturer's brand name and number, State of
Mississippi commodity number, bid number and item reference.
2.10 Time of performance. The number of calendar days in which delivery will be made after
receipt of order shall be indicated in the bid specifications.
3.0 Bid Submission
3.1 When submitting a bid electronically, the authorized signature may be typed or be an
electronic signature.
3.2 Bids and modifications or corrections received after the closing time specified will not be
considered.
3.3 When submitting the response to the RFQF in MAGIC, bidder must ensure all questions
have been answered within the RFQF and all proposed items in bid have a response.
3.4 Bidders submitting paper responses should submit responses to the DOR by the response
deadline.
4.0 Acceptance of Bids
DOR reserves the right to reject any and all bids, to waive any informality in bids and unless
otherwise specified by the bidders, to accept any items on the bid. The State reserves the right to
modify or cancel in whole or in part its Invitation for Bids.
If a bidder fails to state the time within which a submitted will expire, it is understood and agreed
that DOR shall have 60 days to accept.
5.0 Error in Bid
If a vendor is participating in a Live Auction, the vendor can notify DOR in the event of an
erroneous bid via the chat message feature. Erroneous bids, where the mistake is apparent to DOR,
may be deleted during the live auction.
6.0 Special Discount Period
Time in connection with a special discount offered will be computed from date of delivery at
destination or from the date correct invoices are received, if the latter date is later than the date of
delivery. Cash discounts will not be considered in the award process.
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7.0 Award
7.1 Contracts and purchases will be made or entered into with the lowest responsible bidder
meeting specifications, except as otherwise specified in the bid specifications. Where more
than one item is specified in the specifications, the State reserves the right to determine the
low bidder either on the basis of the individual item(s) or on the basis of all items included
in its Invitation for Bids, or as expressly provided in the State's Invitation for Bids.
7.2 A written purchase order or contract award furnished to the successful bidder within the
time of acceptance specified in the Invitation for Bid results in a binding contract without
further action by either party. The contract shall consist solely of these General Conditions,
the Instructions and Special Conditions, the successful bidder’s bid, and the written
purchase order or contract award. The contract shall not be assignable in whole or in part
without the written consent of the State.
8.0 Inspection
Final inspection and acceptance or rejection may be made at delivery destination, but all materials
and workmanship shall be subject to inspection and test at all times and places, and when
practicable. During manufacture, the right is reserved to reject articles which contain defective
material and workmanship. Rejected material shall be removed by and at the expense of the
contractor promptly after notification or rejection. Final inspection and acceptance or rejection of
the materials or supplies shall be made as promptly as practicable, but failure to inspect and accept
or reject materials or supplies shall not impose liability on the State or any subdivision thereof for
such materials or supplies as are not in accordance with the specification. In the event necessity
requires the use of materials or supplies not conforming to the specification, payment therefore
may be made at a proper reduction in price.
9.0 Taxes
The State is exempt from federal excise taxes and state and local sales or use taxes and bidders
must quote prices which do not include such taxes. Exemption certificates will be furnished upon
request. Contractors making improvements to, additions to or repair work on real property on
behalf of the State are liable for any applicable sales or use tax on purchase of tangible personal
property for use in connection with the contracts. Contractors are likewise liable for any applicable
use tax on tangible personal property furnished to them by the State for use in connection with
their contracts.
10.0 Gifts, Rebate, Gratuities
10.1 Acceptance of gifts from bidders is prohibited. No officer or employee of DOR, nor any
head of any state department, institution or agency, nor any employee of any state
department, institution or agency charged with responsibility of initiating requisitions, shall
accept or receive, directly or indirectly, from any person, firm or corporation to whom any
contract for the purchase of materials, supplies, or equipment for the State of Mississippi
may be awarded, by rebate, gifts, or otherwise, any money or anything of value whatsoever,
or any promise, obligation or contract for future rewards or compensation.
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10.2 Bidding by state employees is prohibited. It is unlawful for any state official or employee
to bid on, or sell, or offer for sale, any merchandise equipment or material, or similar
commodity to the State during the tenure of his or her office or employment, or for the
period prescribed by law thereafter, or to have any interest in the selling of the same to the
State.
11.0 Bid Information
Bid information and documents may be examined pursuant to the Mississippi Public Records Act
of 1983, MS Code 25-61-1 et seq.
12.0 Precedence
Bids shall be made and the contract shall be entered into in accordance with the General Conditions
as hereinafter amended and modified. Should a conflict exist between the General Conditions and
the Instructions and Special Conditions, the Instructions and Special Conditions shall take
precedence.
13.0 Competition
There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or
bid given to the U.S. Government. Bidders may bid lower than U.S. Government contract price
without any liability as the State is exempt from the provisions of the Robinson-Patman Act and
other related laws. In addition, the U.S. Government has no provisions in any of its purchasing
arrangements with bidders whereby a lower price to the State must automatically be given to the
U.S. Government.
14.0 Waiver
DOR reserves the right to waive any General Condition, Special Condition, or minor specification
deviation when considered to be in the best interest of the State.
15.0 Cancellation
Any contract or item award may be canceled with or without cause by the State with the giving of
30 days written notice of intent to cancel. Cause for the State to cancel may include, but is not
limited to, cost exceeding current market prices for comparable purchases; request for increase in
prices during the period of the contract; or failure to perform to contract conditions. The Contractor
will be required to honor all purchase orders that were prepared and dated prior to the date of
expiration or cancellation if received by the Contractor within a period of 30 days following the
date of expiration or cancellation. Cancellation by the State does not relieve the Contractor of any
liability arising out of a default or nonperformance. If a contract is canceled by the State due to a
contractor’s request for increase in prices or failure to perform, that Contractor will be disqualified
from bidding for a period of 24 months. The Contractor may cancel a contract for cause with the
giving of 30 days written notice of intent to cancel. Cause for the Contractor to cancel may include
but is not limited to the item(s) being discontinued and/or unavailable from the manufacturer.
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16.0 Application
It is understood and agreed by the bidder that any contract entered into as a result of this Invitation
for Bids is established for use by state agencies and all purchases made by these agencies for
products included under the provisions of the contract shall be purchased from the bidder receiving
the award unless exempt by special authorization from the DOR. Under the provisions of Section
31-7-7 Mississippi Code of 1972, Annotated, the prices offered herein shall be extended to the
governing authorities. However, the governing authorities, by provisions of Section 31-7-12
Mississippi Code, may purchase products covered by state contracts from any source offering an
identical product at a price that does not exceed the state contract price. Employees of DOR have
acted exclusively as agents of the State for the award, consummation, and administration of the
contract and are not liable for any performance or nonperformance by the state agencies that utilize
the contract.
17.0 Addenda
Addenda modifying plans and/or specifications may be issued if time permits. No addendum will
be issued within a period of two (2) working days prior to the time and date set for the bid opening.
Should it become necessary to issue an addendum within the two (2) day period prior to the bid
opening, the bid date will be reset to a date not less than five (5) working days after the date of the
addendum, giving bidders ample time to comply with the addendum. When replying to a bid
request on which an addendum has been issued, and the specifications require acknowledgement,
the bid shall indicate that provisions of the addendum have been noted and that the bid is being
offered in compliance therewith. Failure to make this statement may result in the bid being rejected
as not being in accordance with the revised specifications or plans.
18.0 Non-Responsive Bids
Nonresponsive bids will not be considered. A non-responsive bid is a bid that does not comply
with the minimum provisions of the specification. Any bidder found to repeatedly offer alternated
products that are not compliant with specifications in an attempt to obtain a contract on the basis
of pricing only will be disqualified from bidding for a period of 24 months.
19.0 Specification Clarification
It shall be incumbent upon all bidders to understand the provisions of the specifications and to
obtain clarification prior to the time and date set for the live auction or bid opening. Such
clarification will be answered only in response to a written request submitted in the specified
amount of time set by DOR. DOR reserves the right to specify a time frame in which clarification
request shall be made.
20.0 Pre-qualification Process
20.1 The purpose of the RFQF is to advertise the competitive procurement for solicitation of
formal quotes from potential bidders to participate in the Reverse Auction. DOR will be
responsible for defining product categories, adding bidders, and publishing all bid related
documents to the procurement portal. Once the responses have been received and the
Opening Date has been reached, DOR will review the submissions to qualify bidders and
determine a starting price for reverse auction items.
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20.2 The Invitation for Bids/RFQF shall be advertised in accordance with Section 3.106.05.4 of
the Mississippi Procurement Manual. The OPTFM shall advertise for 14 consecutive days
in accordance with Section 31-7-13(c)(i)(1) of the Miss. Code Ann. Responses to the RFQF
will be due on the 8th working day after the last day of advertisement.
20.3 Responses to the RFQF will be reviewed by the DOR for responsiveness to specifications.
Price quotes received will be evaluated in conjunction with other market research to
determine the starting price for the Auction.
20.4 DOR will accept bidder responses in MAGIC who have qualified meeting RFx
specifications. Bidders not meeting specifications will not be allowed to participate in the
Auction.
20.5 Once qualified, DOR will notify the vendor of Qualification and the date of the Live
Auction via email. After receiving the confirmation email, bidders should review/ensure
technical requirements for MAGIC have been met or confirm participation in person.
20.6 It is requested that bids be submitted on the basis of statewide distribution. Contractors
must maintain adequate distribution capabilities and adequate stock of all items to insure
prompt delivery.
21.0 Firm Bid Price
Prices accepted from bidder submissions shall be firm for the term of the contract except that the
State shall receive the benefit of any price decrease in excess of five (5) percent. The contractor
must provide written price reduction information within ten (10) days of its effective date.
22.0 Suspension and Debarment
By submitting a bid, the bidder is certifying that neither the bidder nor any potential subcontractors
are debarred or suspended or are otherwise excluded from or ineligible for participation in federal
assistance programs.
23.0 Assignment
The Contractor shall not assign or subcontract in whole or in part, its right or obligations under
this agreement without prior written consent of DOR.
24.0 Indemnification
Contractor shall indemnify, defend, save and hold harmless, protect, and exonerate the State of
Mississippi, its Commissioners, Board Members, officers, employees, agents, and representatives
from and against all claims, demands, liabilities, suits, actions, damages, losses, and costs of every
kind and nature whatsoever, including, without limitation, court costs, investigative fees and
expenses, and attorneys’ fees, arising out of or caused by Contractor’s and/or its partners,
principals, agents, employees, and/or subcontractors in the performance of or failure to perform
RFQF _ ABC RIBBONS and LABELS Page 11
this Agreement. In the State’s sole discretion, Contractor may be allowed to control the defense of
any such claim,
suit, etc. In the event Contractor defends said claim, suit, etc., Contractor shall use legal counsel
acceptable to the State; Contractor shall be solely liable for all reasonable costs and/or expenses
associated with such defense and the State shall be entitled to participate in said defense.
Contractor shall not settle any claim, suit, etc., without the State’s concurrence, which the State
shall not unreasonably withhold.
25.0 Live Auction
25.1 Notification of Auction Start date and time will be sent via email to qualifying bidders. If
a bidder is unwilling or unable to participate through MAGIC, a representative from DOR
can enter the Vendor’s bid(s) manually (i.e., Surrogate Bidding). If a bidder elects to
participate via Surrogate Bidding, the bidder must be physically present at the public
bidding location, with the means to submit written bids for each offer made and signed by
an authorized agent of the Vendor. A Bid Form will be provided to the Vendor at the start
of the auction. This form will not be returned to the bidder but will become a part of the
Bid Documentation for Evaluation by DOR.
25.2 The Auction time may be extended at the discretion of the DOR. Examples of reasons to
extend an auction include, but are not limited to, technical difficulties experienced by DOR
or bidder, the need to pause the Auction, or bids placed within the last few moments of
bidding.
25.3 Communication with bidders participating electronically during the Auction may be done
via the Live Chat Feature. DOR has the ability to send messages to particular bidders or
broadcast to all bidders. Bidders can ONLY communicate with DOR, not other bidders.
25.4 Bidders may be removed from a Live Auction for improper conduct, including but not
limited to profanity, threats, consistently entering erroneous or extremely low bids, or other
disruptive behavior.
26.0 Force Majeure
If DOR is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots,
acts of war, epidemics, governmental regulations superimposed after the fact, fire, earthquakes,
floods, or other natural disasters (the “Force Majeure Events”), which closure prevents the opening
of bids at the advertised date and time, all bids received shall be publicly opened and read aloud
on the next business day that the agency shall be open and at the previously advertised time. The
new date and time of the bid opening, as determined in accordance with this paragraph, shall not
be advertised, and all bidders, upon submission of a bid proposal, shall be deemed to have
knowledge of and shall have agreed to the provisions of this paragraph. Bids shall be received by
the agency until the new date and time of the bid opening as set forth herein. DOR shall not be
held responsible for the receipt of any bids for which the delivery was attempted and failed due to
the closure of DOR as a result of a Force Majeure Event. Each bidder shall be required to ensure
the delivery and receipt of its bid by DOR prior to the new date and time of the live auction or bid
opening.
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Section II
Instructions and Special Conditions
1.0 Purpose
The Mississippi Department of Revenue (referred to as “DOR” or “Department”) is seeking to
obtain ribbons and labels for the shipment of alcoholic beverages by using the Reverse Auction
Process for the Alcoholic Beverage Control Distribution Center (“Department” “State” or “ABC”)
located at 1286 Gluckstadt Road, Madison County, Mississippi. The Request for Quotes Formal
(RFQF) is the first step in the Reverse Auction Process. The purpose of the RFQF is to solicit
quotes from interested parties meeting bid requirements and specifications, in order to determine
the qualified vendors, which will participate in the Live Reverse Auction.
It is the responsibility of the prospective bidder to review all information contained within this
RFQF and accompanying attachments. Notifications must be sent to the Department of Revenue
if a vendor believes the information contained in this RFQF is devised in such a manner that would
restrict competition. The Administrative Services Division may be reached at telephone number
(601) 923-7860 or facsimile number (601) 923-7681.
2.0 Scope of Service
The specifications set forth herein as “Attachment A” represent a minimum of required material
and operational needs of DOR. The bidder may propose options above and beyond these
specifications that best suit DOR’s interest as determined by the agency. The bidder agrees to
begin delivery within 30 days of award. Failure to do so may result in cancellation of award. If
cancellation of award occurs, a new award will be made to the next lowest bidder meeting required
specifications. Please respond “Yes” or “No” to indicate compliance to the specifications for each
listed criterion and add comments as needed.
3.0 General Terms of Contract
The term of the contract shall be for the period of twelve (12) months to begin August 1, 2022
through July 31, 2022. The contract will have an option to renew under the same price terms and
conditions as in the original contract. The total number of renewals are not to exceed two (2).
4.0 Procurement Timeline
It is our intent to follow the schedule below in the execution of this request for quote; however,
DOR reserves the right to amend and/or change the below schedule of events, as it deems
necessary.
A. Request for Quote Issue Date: April 8, 2022; 9:00 a.m.
B. First Publication : April 8, 2022
C. Second Publication: April 15, 2022
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D. Deadline for Submission of Questions: April 20, 2022; 5:00 pm (CST)
E. Last Day Answers Posted to Website: April 27, 2022; 5:00 pm (CST)
F. Bid Packet Submission Deadline: May 10, 2022; 12:00 noon (CST)
G. Evaluation: May 11, 2022
H. Qualify Bids: May 13, 2022
I. Email Qualified Bidders: May 17, 2022
J. Protest Deadline: May 24, 2022, 10:00 am (CST)
K. Reverse Auction Start Date: June 2, 2022, 2:00 pm (CST)
L. Bid Evaluations: June 3, 2022
M. Projected Award: June 15, 2022
5.0 Minimum Bidder Qualifications to be Deemed Responsible
5.1 Each bidder must have been in business a minimum of four (4) years prior to submission
of its bid.
5.2 Each bidder must be able to provide quality ribbons and labels.
5.3 The bidder must have the ability, capacity, skill and financial resources to perform the
work or provide the service required.
5.4 These minimum qualifications are in addition to a minimum score of six (6) on the
Reference Score Sheet (Attachment G) from reference interviews by MDOR with two
bidder references (for a total minimum score of twelve (12), as well as other requirements
of this IFB.
6.0 Registration with Mississippi Secretary of State
By submitting a bid, the bidder certifies it is registered to do business with the State of
Mississippi through Secretary of State or, if not already registered, that it will do so within seven
(7) business days of being notified by DOR that it has been awarded the contract. Please
complete the Secretary of State Acknowledgement form included in Attachment I.
7.0 Procurement Methodology
7.1 Restrictions on Communication with MDOR Staff
At no time shall any bidder or its personnel contact, or attempt to contact, any MDOR staff
regarding this IFB except the contact person as set forth in the manner described in Section
7.5.
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7.2 Cost of Preparing Bid
MDOR accepts no responsibility for any expense incurred by any bidder in the preparation
and presentation of a bid. Such expenses shall be borne exclusively by the bidder.
7.3 Independent Price Determination
By submitting a bid, the bidder certifies that the prices submitted in response to the
solicitation have been arrived at independently and without, for the purpose of restricting
competition, any consultation, communication, or agreement with any other bidder or
competitor relating to those prices, the intention to submit a bid, or the methods or factors
used to calculate the bid. The prices quoted shall be inclusive of, but not limited to the
following: all required equipment/material; all required insurance; all required overhead;
all required profit; and, all required licenses, certifications, fees or permits.
7.4 Rejection of Bids
A bid response that includes terms and conditions that do not conform to the terms and
conditions in the IFB document is subject to rejection as non-responsive. Further,
submission of a bid form that is not complete and/or signed is subject to rejection as non-
responsive. MDOR staff reserves the right to permit the bidder to withdraw nonconforming
terms and conditions from its bid response prior to a determination by MDOR staff of non-
responsiveness based on the submission of non-conforming terms and conditions.
Furthermore, if a bidder’s price is substantially higher than those of other bidders, meaning
those in excess of a twenty-five percent (25%) differential, the bidder’s price will be
deemed non-responsive.
7.5 Procedure for Answering Questions
7.5.1 All questions concerning this Request for Quote Formal or the bid process must
be submitted by 5:00 p.m., on 04/20/2022 to:
7.5.2 Questions and requests for clarification must be submitted via email during
normal business hours by the deadline reflected in Section II, 4.0, Procurement Timeline.
Questions received after this time will not be considered.
7.5.3 All questions and answers shall be treated as amendments to the RFQF. See
Section II, 7.6 below. Therefore, all questions received by DOR in a timely manner will
be answered and issued in the form of amendments to each vendor that received the
RFQF. Additionally, the questions and answers will be published on the DOR website
(www.dor.ms.gov) in a manner that all bidders will be able to view by the date and time
reflected in Section II, 4.0, Procurement Time Line.
7.5.4 It shall be incumbent upon all Bidders to understand the provisions of the scope of
services and to obtain clarification by the time reflected in Section II, 4.0,
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Procurement Timeline. Bidders are responsible for following up to see that any
correspondence or communications are properly received.
7.5.5 DOR will not be bound by any verbal or written information that is not contained
within this RFQF unless formally noticed and issued by:
Erica Green, Procurement Officer II
Email: [email protected]
7.6 Amendments to the Invitation for Bid
7.6.1 The Administrative Services Division of the Department of Revenue will prepare a
written response to all inquiries and post this information on the Department of
Revenue website www.dor.ms.gov in a manner all bidders will be able to view.
Respondents shall rely only on this bid and any communication from the
Administrative Services Division of the Department of Revenue in submitting bids.
The Department of Revenue’s Purchasing Division shall not be bound by any oral
communications; bidders who rely upon any oral communications regarding the
Bid do so at their own risk.
7.6.2 Additionally, each bidder shall complete Attachment H, Acknowledgement
of Amendments and include this form as parts of its bid packet.
7.7 Withdrawal of Bid
7.7.1 If a bid is substantially lower than those of other bidders, a mistake may have been
made.
7.7.2 A bidder may withdraw its bid from consideration if certain conditions are met:
(1) The bid is submitted in good faith;
(2) The price bid is substantially lower than those of other bidders because of a
mistake;
(3) The mistake is a clerical error, not an error of judgment; and
(4) Objective evidence drawn from original work papers, documents, and other
materials used in the preparation of the bid demonstrates clearly that the mistake
was an unintentional error in arithmetic or an unintentional omission of a
quantity of labor or material.
7.7.3 To withdraw a bid after bid opening, the bidder must show either (a) a mistake that
is clearly evident on the bid document, but the intended correct bid is not similarly
evident; or (b) proof of evidentiary value which clearly and convincingly
demonstrates that a mistake was made.
7.8 Prequalification of Suppliers
Supplier should include specifications, literature, samples, etc. with their quotes. Upon completion
of the quote evaluation, the Department of Revenue will email the vendor or vendors who have
RFQF _ ABC RIBBONS and LABELS Page 16
submitted and meet all requirements outlined in the RFQF to participate in the Reverse Auction
process.
7.9 Bid Evaluation
Contracts and purchases will be made or entered into with the lowest, responsible and responsive
bidder meeting specifications. Factors to be considered in determining the lowest, responsible
bidder include:
• Price
• Conformity
• Responsibility of Bidder
• Bidder’s ability to deliver as per specifications
• Reference response
• Qualified to contract with the State of Mississippi
7.10 Award Notice
Suppliers should be advised no award will automatically result from a reverse auction. DOR will
review the results of the auction and make a determination. After the Department of Revenue
makes the award, official notification will be sent to all participating vendors. This information
will be released in written form via email and/or letter. The Department of Revenue will not
respond to telephone calls requesting the information. Actions taken by a bidder before the receipt
of the official notification will be at the bidder’s own risk, and the Department of Revenue will
not be responsible for such actions. If the purchase is for an amount greater than $50,000, such
award shall be subject to approval of the purchase by the Office of Purchasing, Travel and Fleet
Management (OPTFM).
7.11 Right to Protest
Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the
solicitation or award of a contract may protest to the Bid Coordinator or the Commissioner of the
Mississippi Department of Revenue. The protest shall be submitted in writing within seven (7)
days after notification is received. The written protest letter shall contain an explanation of the
basis of the protest. A protest is considered submitted when received by the Bid Coordinator or
Commissioner of the Mississippi Department of Revenue. To expedite handling the protest, the
envelope should be labeled “Protest”. Protest filed after normal business hours on the seventh day
will not be considered.
7.12 Opening Procedures
Bids will not be opened publicly. Bids will be made available for inspection only after award of
contract.
7.13 Bid Ownership
All bids become DOR property. Bids will be made available for inspection only after award of
contract. For this reason, proprietary material should be clearly labeled as such. The classification
of an entire Bid as proprietary or trade secret is not acceptable and may result in rejection of the
Bid. Request to review proprietary information will be handled in accordance with state law and
RFQF _ ABC RIBBONS and LABELS Page 17
applicable procedures. All disclosures of Bid information to interested parties will be made in
compliance with DOR policies and procedures established in accordance with the Mississippi
Public Records Act of 1983 defined in Section 26-61-1 et seq., of the Mississippi Code and
exceptions found in Section 25-61-9 and 79-23-1.
7.14 Partial Bids Prohibited
Bids submitted must be all or none. Bids will not be accepted for any part of the total.
7.15 Exceptions and Deviations
Bidders taking exception to any part or section of the solicitation shall indicate such exceptions
on the Bid form and shall fully describe said exception. Failure to indicate any exception will be
interpreted as the proposer’s intent to comply fully with the requirements as written. Conditional
or qualified bidders, unless specifically allowed, shall be subject to rejection in whole or in part.
7.16 Conflict of Interest
All bids must be accompanied by a statement disclosing (1) any involvement, financial or
otherwise, that an employee, officer, or agent of DOR may have in the proposing organization,
and (2) any involvement, financial or otherwise, that any employee, officer of any other
governmental agency may have in the proposing organization. Disclosure statement form included
in Attachment J.
8.0 Bid Submission Requirements
8.1 Submission Format
The bid package must be sealed and must contain the following:
8.1.1 Specifications for Ribbons and Labels (Attachment A)
8.1.2 EEV Certification and Agreement (Attachment B)
8.1.3 Bid Cover Sheet (Attachment C)
8.1.4 Certification (Attachment D)
8.1.5 Bid Form (Attachment E)- all pricing must be submitted on the bid form.
8.1.6 References (Attachment F) - each bidder must furnish contact information of at
least four current references. The reference information should include the contact
person, address and phone number for each contract. Failure to list a qualifying
client may result in rejection of prospective bidder’s bid. DOR will contact these
clients as references to evaluate the quality of the bidder’s past work and
management capabilities. Reference information must be provided as part of the
packet submitted for consideration.
MDOR staff must be able to reach two (2) reference contact persons, within two
(2) business days of bid opening or receive a response from the reference contact
RFQF _ ABC RIBBONS and LABELS Page 18
person within three (3) business days of reference score sheet being mailed to be
considered responsive. Further, the bidder must score a minimum of six (6) points
on each Reference Score Sheet which will be used by the MDOR staff when
interviewing the two (2) references (for a total minimum scoring requirement of
twelve (12) points to be considered responsive and/or responsible. Only bidders
who are found responsive and responsible will have their bids considered. Bidder
may submit as many references as desired. MDOR will begin contacting references
at the top of the list and will continue down the list until they have completed
Reference Score Sheets for two (2) references. After two (2) score sheets are
completed, the reference check process will end.
8.1.7 Reference Score Sheet (Attachment G)
8.1.8 Acknowledgement of Amendments (Attachment H)
8.1.8 Secretary of State Acknowledgement (Attachment I)
8.1.10 Conflict of Interest (Attachment J)
8.1.11 Live Reverse Auction Participation (Attachment K)
8.2 Submission Requirements
8.2.1 The original bid packet and two copies of Attachment E shall be signed and
submitted in a sealed envelope or package to 500 Clinton Center Drive, Clinton,
Mississippi 39056 on or before 12:00 p.m. CST on May 10. 2022.
8.2.2 Timely submission of the bid package is the responsibility of the bidder. Bids
received after the specified time will be rejected, will not be evaluated and shall
remain the procurement file.
8.2.3 The envelope or package shall be marked with the bid opening date, time, and the
number of the IFB.
8.2.4. The time and date of receipt will be indicated on the envelope or package by
MDOR.
8.2.5 Each page of the bid form and all attachments shall be identified with the name of
the bidder.
8.2.6 Failure to submit a bid on the bid form provided will be considered cause for
rejection of the bid. Modifications or additions to any portion of the bid
document may be cause for rejection of the bid.
8.2.7 Unless submitted in the Mississippi Accountability System for Government
Information and Collaboration (MAGIC) system, a packet must be delivered by
12:00 p.m., on May 10, 2022. If submitted in MAGIC documents must be signed
and scanned in as an attachment.
RFQF _ ABC RIBBONS and LABELS Page 19
8.2.8. MDOR reserves the right to decide, on a case-by-case basis, whether to reject a bid
with modifications or additions as non-responsive.
8.2.9 As a precondition to bid acceptance, MDOR may request the bidder to withdraw or
modify those portions of the bid deemed non-responsive that do not affect quality,
quantity, price, or delivery of the service.
8.2.10 Any bidder claiming that its response contains information exempt from the
Mississippi Public Records Act (Mississippi Code Annotated Section 25-61-1, et
seq., and 79-23-1), shall segregate and mark the information as confidential and
provide the specific statutory authority for the exemption.
8.2.11 All bid packages must be received by MDOR on or before 12:00 p.m. CST on May
10, 2022. Bids submitted via facsimile (faxes) will not be accepted. It is suggested
that if a bid is mailed to MDOR, it should be posted in certified mail with a return
receipt requested. The only acceptable evidence to establish the date of mailing is
the U.S. Postal Service postmark on the wrapper or on the original receipt from the
U.S. Postal Service. If the postmark does not show a legible date, the contents of
the envelope or package shall be processed as if mailed late. “Postmark” means a
printed, stamped, or otherwise placed impression, exclusive of postage meter
impression, that is readily identifiable without further action as having been
supplied and affixed by the U.S. Postal Service on the date of mailing. Bidders
should request postal clerks to place a hand cancellation postmark (often called a
bull’s eye) on both the receipt and the envelope or wrapper, MDOR will not be
responsible for mail delays or lost mail.
8.2.12 Sealed bids should be mailed or hand-delivered to and labeled as follows:
Mississippi Department of Revenue
Attention: Bid Coordinator
Bid # 3140003022
500 Clinton Center Dr.
Clinton MS 39056
SEALED BID – DO NOT OPEN
9.0 Late Submission
No late bids, modifications or withdrawals will be considered unless receipt would have been
timely but for the action or inaction of MDOR personnel directly involved with the procurement
activity. Late bids or responses shall remain sealed and be maintained as part of the procurement
file.
10.0 Reverse Auction
All qualified bidders are required to participate in the reverse auction process. Bidders must ensure
technical requirements are met.
RFQF _ ABC RIBBONS and LABELS Page 20
Acceptable Internet Browser(s)
• Microsoft Internet Explorer (IE) version 11
• Firefox versions 51 or lower
• Google Chrome versions 49 and above (will need to download and install a Chrome
Extension called “IE Tab Extension”)
Unsupported Internet Browser(s)
• Microsoft Internet Explorer (IE) version 10 or below
• Microsoft Edge
• Google Chrome
• Safari
• Firefox version 52 and above
Note: Pop-up blocker must be turned off
Java
• Reverse Auction requires Java version 6.30 or higher. Java can be downloaded from
following Web site.
https://www.java.com/en/download/
Login Procedure
Vendors must be registered in MAGIC to receive a User ID and password to log in. Vendors who
are new to MAGIC may visit the Vendor Information page on DFA’s website, or register online,
Vendor Registration. To log into MAGIC, open the URL: https://portal.magic.ms.gov/irj/portal.
Enter User ID and password. The password is case sensitive.
RFQF _ ABC RIBBONS and LABELS Page 21
Section III
How to Create an RFx Response
Create an RFx Response
Work
Instruction
Transaction Code(s):
Use this procedure to submit an RFx Response.
Trigger
Perform this procedure when your company would like to respond to a RFx invitation.
Menu Path
N/A
Transaction Code
Helpful Hints
Attachments should include blueprint, Statement of work, Material list, or other
informational documents needed to help select an RFx response.
RFx Response is a bid to complete work or provide products to the State of Mississippi.
Purpose
RFQF _ ABC RIBBONS and LABELS Page 22
1. Start the transaction.
Work Center Overview - State of Mississippi - MAGIC Portal - Windows Internet Explorer
2. Click RFx and Auctions Icon.
Active Queries
Procedure
Procedure
RFQF _ ABC RIBBONS and LABELS Page 23
3.
As required, complete/review the following fields:
Field R/O/C Description
RFx Number:
Required
Example:
3160000291
Active Queries
4. Click Apply to apply the search criteria.
RFQF _ ABC RIBBONS and LABELS Page 24
Active Queries
5. Click Hide Quick Criteria Maintenance .
Active Queries
RFQF _ ABC RIBBONS and LABELS Page 25
6. Click 3160000291 .
Display RFx 3160000291
7. Click Participate . This step is required and notifies the SoMs your
intent to create a RFx response.
8. Click Create Response .
Create RFx Response
9. Click Questions to view the required buyer questions.
RFQF _ ABC RIBBONS and LABELS Page 26
10. As required, complete/review the following fields:
Field
R/O/C
Description
How long has your
Required
company been in
business (Specify in
Example:
years):
7
11. Click Yes .
Create RFx Response
12. Click Notes and Attachments .
RFQF _ ABC RIBBONS and LABELS Page 27
13. Click Items .
Create RFx Response
14. Click Details button .
Create RFx Response
RFQF _ ABC RIBBONS and LABELS Page 28
15.
As required, complete/review the following fields:
Field R/O/C Description
Price:
Required
Example:
2500
Delivery Days:
Required
Example:
10
Supplier Product
Number:
Required
Example:
123_abc_9
Create RFx Response
RFQF _ ABC RIBBONS and LABELS Page 29
16. Click Notes and Attachments tab
Create RFx Response
17. Click Bidder's Remarks .
Add Bidder's Remarks
18.
As required, complete/review the following fields:
Field R/O/C Description
Bidder's Remarks:
Required
Example:
We can deliver products within 10 days
RFQF _ ABC RIBBONS and LABELS Page 30
Add Bidder's Remarks
19. Click OK .
Create RFx Response
20. Click Add Attachment .
Add Attachment
RFQF _ ABC RIBBONS and LABELS Page 31
21. Click .
Choose File to Upload
22. Click Page down .
23. Click
24. Click Open .
Add Attachment
RFQF _ ABC RIBBONS and LABELS Page 32
25. As required, complete/review the following fields:
Field R/O/C Description
Description:
Required
Example:
Product List
26. Click OK .
Create RFx Response
27. Click Check .
28. Click Submit .
RFQF _ ABC RIBBONS and LABELS Page 33
End of simulation.
29. End of simulation.
You have successfully submitted an RFx response to the State of Mississippi.
Result
RFQF _ ABC RIBBONS and LABELS Page 34
Section IV
Special Instructions
The following section provides a DFA MAGIC Reverse Auction Bidder’s Training Guide.
It includes detailed instructions on how to access the reverse auction event, including how
to gain access to the system utilized and what technical requirements may be involved.
However, no supplier may be prohibited from participating in person by paper through
surrogate bidding.
MAGIC Reverse Auction
Bidders Training Guide
The MAGIC Reverse Auction Bidders Training Guide provides instructions for vendors to
participate in Reverse Auctions. Vendors have the ability to submit bids electronically and
view real time bid ranking. The identity of participating bidders will not be displayed to other
bidders throughout the online auction process. However, bidders will be able to see the
current best bid.
Contents
Technical Requirements
Login Procedure
View Available Reverse Auctions
Search for Auction(s)
Display Auction Details
Display Line Items
Display Notes and Attachments
Participating in a Live Auction
Live Auction Cockpit
Chat and System Messages
Pausing and/or Resuming an Auction
MAGIC Reverse Auction Bidders Guide
Technical Requirements
RFQF _ ABC RIBBONS and LABELS Page 35
Bidders are responsible for ensuring technical requirements are met. Acceptable Internet
Browser(s)
Microsoft Internet Explorer (IE) version 11
Google Chrome versions 49 and above (will need to download and install a
Chrome Extension called “IE Tab Extension”)
Unsupported Internet Browser(s)
Microsoft Internet Explorer (IE) version 10 or below
Microsoft Edge
Google Chrome
Safari
Firefox
Note: Pop-up blocker must be turned off.
Java
Reverse Auction requires Java version 6.30 or higher. Java can be
downloaded from following Web site.
https://www.java.com/en/download/
RFQF _ ABC RIBBONS and LABELS Page 36
Login Procedure
Vendors must be registered in MAGIC to receive a User ID and password to log in. Vendors
who are new to MAGIC may visit the Vendor Information page on DFA’s Web Site, or register
online, Vendor Registration.
To Log into MAGIC, open the following URL: https://portal.magic.ms.gov/irj/portal. Enter User
ID and Password. The password is case sensitive.
MAGIC Reverse Auction Bidders Guide
View Available Reverse Auctions
Search for Auction(s)
Listed below are the steps to search for a bid response.
1.) Bidders must first respond to the RFx (RFQF) to be able to participate in the
Reverse Auction. Instructions for creating a response to an RFx are available here,
RFx Response -Supplier Self Service.
•
The RFx (RFQF)– Bid Specifications will provide details for qualifying criteria.
Only bidders qualified through the RFx (RFOF) will be invited to participate in
Reverse Auctions.
RFQF _ ABC RIBBONS and LABELS Page 37
2.) To search for auctions, click on the Suppliers Self-Service tab.
3.) Select RFx and Auctions in the navigation menu on the left of the screen.
4.) Select the Published link on the eAuctions line of the Active Queries section.
Note: If the search fields are not visible, click the button to
expand the search criteria.
MAGIC Reverse Auction Bidders Guide
5.) Enter the search criteria. To find all available bid opportunities, skip to step (f).
A.
Select All or Published to search for available Events (eAuctions).
B.
Enter the appropriate Quick Criteria Maintenance fields: Event Number (Auction
number) or complete any optional relevant search criteria.
C.
Click on Apply to view all Auctions based on your search criteria.
RFQF _ ABC RIBBONS and LABELS Page 38
D.
To generate an updated search using the same selection criteria, click Refresh
or skip to step (7).
6.) Click Apply to find available bid opportunities.
7.) In the results list, click on the Event Number to open the Auction details in a separate
window. (Pop-up blocker must be turned off.)
MAGIC Reverse Auction Bidders Guide
Display Auction Details
Listed below are the steps view the auction details and information regarding the auction.
1.) The Auction Details screen will be displayed. It is important to review the details prior
to the Auction begin time. Bidding will not be available prior to the Auction Start Date /
Time.
RFQF _ ABC RIBBONS and LABELS Page 39
The table below list the fields and a brief description of the information available on the Auction
Parameters sub-tab of the Auction Information tab.
Section
Field Name
Description
Identification
Name
Smart Number with details related to the RFx
Type
English Auction is the standard for State of Mississippi
Product Category
The 5-digit NIGP code (optional)
Currency
US Dollar (USD)
Dates
Start Date
Begin Date and Time for the Live Auction
End Date
Date and Time of Live Auction completion
Time Zone
Central Standard Time (CST)
Event
Parameters
Bid Decrement
The amount/percentage by which the next bid must decrease
relevant to the current lowest bid.
Bid Validation
Logic used to determine if the bid is valid.
Follow On Document
Contract or Purchase Order
Sequential Line Items
Enables sequential line-item functionality to stagger end
times.
Sequential Initial Duration
The amount of time in between each line-item end time.
Sequential End-Time Gap
The time between item end times.
Automatic
Remaining Time Trigger
The time before the end of the auction where an
RFQF _ ABC RIBBONS and LABELS Page 40
MAGIC Reverse Auction Bidders Guide
Extensions
extension can be triggered due to bid activity.
Extension Period
Number of minutes, for which the auction will be extended if a
bidder submits an offer within the Remaining Time Trigger
period.
Number of Extensions
The number of times an auction can be extended by bid
activity within the Remaining Time Trigger.
Status and
Statistics
Creation Date
The date and time the auction was created.
Created By
The UserID of the Agency Buyer who created the auction.
Display Line Items
Listed below is information regarding the line items associated with the auction.
1.) Click the Items tab to view the line items.
If the items are in Lots, the main items will be listed with individual lot items below.
2.) To view additional details for a line item, select the desired line and click the
button.
RFQF _ ABC RIBBONS and LABELS Page 41
3.) The details for the line item will be displayed.
The table below list the fields and a brief description of the information available for each line
item
Section
Field Name
Description
Identification
Item Name
Type of item (Material)
Product ID
11-digit material number
Description
Detailed description of the item
Product Category
The 5-digit NIGP code
Currency,
Values, and
Pricing
Quantity /Unit
The number of items / the Unit of Measure (i.e., EA
for each)
Price Per Unit
The individual price based on the Unit of Measure
indicated.
Start Price
Starting bid price of the item (Bids higher than the start
price will not be accepted.)
Ceiling Price
Ceiling Price is not used.
Bid Decrement Percent
Bid decrement amount if percentage option is selected.
Bid Decrement
Bid decrement amount if dollar amount option is
selected.
MAGIC Reverse Auction Bidders Guide
RFQF _ ABC RIBBONS and LABELS Page 42
MAGIC Reverse Auction Bidders Guide
Display Notes and Attachments
Click the Notes and Attachments tab to view supporting documents and/or notes
associated with the auction.
Participating in a Live Auction
After completing the steps above to find a desired auction, the steps below can be used to
participate in the Live Auction process.
1.) With the Auction displayed, click the Live Auction button.
2.) A pop-up window will appear containing Terms and Conditions to participate in the Live
Auction. Review all terms and conditions. If you agree, click Accept. If you click Decline
you will not be allowed to participate in the Live Auction.
RFQF _ ABC RIBBONS and LABELS Page 43
If the agency did not establish Terms and Conditions this screen will not be displayed.
MAGIC Reverse Auction Bidders Guide
3.) If any pop-ups appear asking for a confirmation to run the JAVA application, click Run.
4.) The Live Auction bidding screen will be displayed. If you receive any error messages,
please ask your company’s system administrator to verify your computer’s technical
requirements.
Live Auction Cockpit
The Live Auction Cockpit will be displayed when the JAVA application has run.
Listed below is information regarding key items for the Live Auction Cockpit. The steps for
submitting a response are located on the next page.
RFQF _ ABC RIBBONS and LABELS Page 44
MAGIC Reverse Auction Bidders Guide
Field Name
Description
Start Date
Date and Time the Live Auction starts
End Date
Date and Time the Live Auction ends
Time Remaining
The time remaining for the Live Auction
Description
Line-item description
Quantity
Line-item quantity
Unit
Line-item unit
Price Unit
Line-item price per unit
Start Price
The initial price for the line item.
Best Bid
The lowest bid that has been submitted, to date, for that line item.
This field will be blank until the first bid has been submitted.
Next Valid Bid
The next price that is allowed to be bid for that line item. It is
determined by subtracting the decrement amount from the best bid
amount.
Bid Price
Your bid for the item. Your bid should be equal or less than the next
valid bid field.
For instructions on how to enter your bid price, see the next page.
RFQF _ ABC RIBBONS and LABELS Page 45
Submitting a Bid Response
The steps below must be completed for each separate line item you wish to bid on.
1.
Click desired line item.
2.
Enter the price in the Bid Price field(s) for the items you wish to bid on.
MAGIC Reverse Auction Bidders Guide
3.
Click the Submit button. The submit button may be submitted after each line-item price
is entered or after you enter the price for all line items you wish to bid on.
4.
A confirmation pop-up window will be displayed. The bid value (by line item) will
display the total of the Unit Price times the Quantity for that item. If the bid amount(s)
are correct, click Yes. If the bid amount(s) are incorrect, click No and repeat the steps
above to enter the correct bid amounts.
RFQF _ ABC RIBBONS and LABELS Page 46
5.) A confirmation of a successful bid submission will be displayed in the Chat Window.
Note: Erroneous bids may be deleted by the agency during the live auction.
6.) Repeat steps 1 – 5 for each desired line item.
RFQF _ ABC RIBBONS and LABELS Page 47
MAGIC Reverse Auction Bidders Guide
Chat and System Messages
The Chat and System Messages area is used for viewing chat messages from an agency
buyer and information messages automatically generated by MAGIC.
Below are helpful hints in using the chat feature:
A bidder CAN:
Send a message to an agency buyer.
Type the message in the message box and click Send.
See broadcast messages from the agency buyer to ALL bidders.
See messages regarding the status of the auction (e.g.,
paused, resumed, or extended)
A bidder CANNOT:
Send a message to other bidders of the auction.
See messages sent to an agency by other bidders.
See messages sent to other bidders from the agency buyer.
RFQF _ ABC RIBBONS and LABELS Page 48
MAGIC Reverse Auction Bidders Guide
Pausing and/or Resuming an Auction
If necessary, the agency buyer can pause the Live Auction bidding. In such cases, the auction status will
be changed from “Active” to “Paused”. A system alert will appear on the screen.
The countdown clock will not stop running while the auction is paused. The time remaining and
end date / time are not affected or extended automatically.
When the agency buyer resumes the auction the auction status will be changed from “Paused” to “Active”. A
system alert will appear on the screen.
Once the auction has ended, a notification will display.
RFQF _ ABC RIBBONS and LABELS Page 49
Section V
Bid Package
RIBBONS AND LABELS
Be sure to answer and complete each section as requested. All responses must follow the instructions provided.
RFQF _ ABC RIBBONS and LABELS Page 50
ATTACHMENT A
RIBBONS AND LABELS
Please respond “Yes” or “No” to indicate compliance to the specifications for each listed criterion.
Labels
• Quantity (960,000 per order) estimate
• Size 4” x 3”
• Thermal transfer label
• Fan folded 3 labels per fold (system is currently setup for three-fold)
• Horizontal perforation between each label
• Premium face sheet
• To be used on SATO model #CL 412E-2 & Zebra model # ZT411 Label Printer
Ink Ribbons
• Quantity (240 per order) estimate
• Size – 110mm x 410m TR4085
• Black Ink
• Premium Wax
• Resin enhanced ribbon
• To be used on SATO model #CL 412E-2 Label Printer
Ink Ribbons
• Quantity (240 per order) estimate
• Size – 106mm x 450m TR4085
• Black Ink/Ink Out Only
• Premium Wax
• Resin enhanced ribbon
• To be used on Zebra model # ZT411 Label Printer
Packaging
• Labels should be packed in cartons of at least 8,000 (Two Packs of 4,000 each)
• Each pack of labels should be dust free and individually bagged in plastic before
placement in cartons
• Ribbons should be packed 24 rolls per case
Delivery
• Delivery is FOB destination point to the following address:
Alcoholic Beverage Control Distribution Center
1286 Gluckstadt Rd
Madison, MS 39110
Samples
• Winning vendor must provide the following for test purposes on ABC equipment
100 labels and One (1) ribbon for each Label Printer
RFQF _ ABC RIBBONS and LABELS Page 51
ATTACHMENT B
EEV CERTIFICATION AND AGREEMENT
By executing this Certification and Agreement, the undersigned verifies its compliance
with the Mississippi Employment Protection Act, Section 71-11-3 of the Mississippi Code
of 1972, as amended, and any rules or regulations promulgated by Mississippi
Transportation Commission, Department of Employment Security, Department of
Revenue [DOR], Secretary of State, Department of Human Services in accordance with
the Mississippi Administrative Procedures Law (Section 25-43-1 et seq., Mississippi Code
of 1972, as amended), stating affirmatively that the individual, firm, or corporation which
is contracting with DOR has registered with and is participating in a federal work
authorization program* operated by the United States Department of Homeland Security
to electronically verify information of newly hired employees pursuant to the Immigration
Reform and Control Act of 1986, Pub.L. 99-603, 100 Stat 3359, as amended. The
undersigned agrees to inform the DOR if the undersigned is no longer registered or
participating in the program.
The undersigned agrees that, should it employ or contract with any subconsultant(s) and/or
subcontractor(s) in connection with the performance of this Contract, the undersigned will
secure from such subconsultant(s) and/or subcontractor(s) verification of compliance with
the Mississippi Employment Protection Act. The undersigned further agrees to maintain
records of such compliance and provide a copy of each such verification to DOR, if
requested, for the benefit of the DOR or this Contract.
_____________________________________
EEV* Company Identification Number [Required]
The undersigned certifies that the above information is complete, true and correct to
the best of my knowledge and belief. The undersigned acknowledges that any
violation may be subject to the cancellation of the contract, ineligibility for any state
or public contract for up to three (3) years, the loss of any license, permit, certificate
or other document granted by any agency, department or government entity for the
right to do business in Mississippi for up to one (1) year, or both, any and all
additional costs incurred because of the contract cancellation or the loss of any license
or permit, and may be subject to additional felony prosecution for knowingly or
recklessly accepting employment for compensation from an unauthorized alien as
defined by 8 U.S.C §1324a(h)(3), said action punishable by imprisonment for not less
than one (1) year nor more than five (5) years, a fine of not less than One Thousand
Dollars ($1,000.00) nor more than Ten Thousand Dollars ($10,000.00), or both, in
addition to such prosecution and penalties as provided by Federal law.
BY: ____________________________________ ____________________________
Authorized Officer or Agent Date
________________________________________ _____________________________
RFQF _ ABC RIBBONS and LABELS Page 52
Printed Name of Authorized Officer or Agent Title of Authorized Officer or Agent
of Contractor / Consultant
SWORN TO AND SUBSCRIBED before me on this the _____ day of
______________________, 20_____.
___________________________________
NOTARY PUBLIC
My Commission Expires:
__________________
* As of the effective date of the Mississippi Employment Protection Act, the applicable
federal work authorization program is E-Verify™ operated by the U. S. Citizenship and
Immigration Services of the U.S. Department of Homeland Security, in conjunction with
the Social Security Administration.
RFQF _ ABC RIBBONS and LABELS Page 53
ATTACHMENT C
BID COVER SHEET
The Mississippi Department of Revenue (referred to as “DOR” or “Department”) is
seeking to obtain ribbons and labels for the shipment of alcoholic beverages by using
the Reverse Auction Process for the Alcoholic Beverage Control Distribution Center
(“Department” “State” or “ABC”) located at 1286 Gluckstadt Road, Madison County,
Mississippi.
Bids are to be submitted as listed below, on or before 12:00 noon CST on May 10, 2022.
PLEASE MARK YOUR ENVELOPE:
Mississippi Department of Revenue
Attention: Bid Coordinator
BID #: 3140003022
500 Clinton Center Drive
Clinton, MS 39056
SEALED BID – DO NOT OPEN
NAME OF COMPANY __________________________________________________
QUOTED BY ________________________ SIGNATURE_______________________
ADDRESS______________________________________________________________
CITY/STATE/ZIP________________________________________________________
PHONE NUMBER ____________________ EMAIL____________________________
FEIN # or SS #: __________________________________________________________
NAME AND PHONE NUMBER OF COMPANY REPRESENTATIVE IF DIFFERENT FROM ABOVE
NAME: ________________________ PHONE NUMBER: ___________________
In addition to providing the above contact information, please answer the following
questions regarding your company:
What year was your company started? ________________________________________
Are you able to provide quality ribbons and labels?
Yes
No
Does your company have the ability, capacity, skill and financial resources to perform the
work as well as provide the service required?
Yes
No
RFQF _ ABC RIBBONS and LABELS Page 54
ATTACHMENT D
CERTIFICATION
By signing below, the company representative certifies that he/she has authority to bind
the company, and further acknowledges and certifies on behalf of the company:
1. That he/she has thoroughly read and understands the instructions and specifications
for the Request for Quote, RFQ # 3140003022 and Attachments.
2. The company meets all requirements and acknowledges all certifications contained
in the Request for Quote, RFQ # 3140003022 and Attachments.
3. The company agrees to all provisions of the Request for Quote, RFQ # 3140003022
and Attachments.
4. The company will perform the services required at the prices quoted on the bid form.
5. The company represents that it has not retained a person to solicit or secure a State
contract upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, except as disclosed in the contractor’s bid or proposal.
6. That, to the best of its knowledge and belief, the cost or pricing data submitted is
accurate, complete and current as of the submission date.
7. That the company has, or will secure, at its own expense, applicable personnel who
shall be qualified to perform the duties required to be performed under this
Invitation for Bid.
[Please execute and return with Bid Materials.]
Company: __________________________ Signature: ________________________
Date: ______________________________ Title: _____________________________
Printed Name: _______________________________________________
RFQF _ ABC RIBBONS and LABELS Page 55
ATTACHMENT E
BID FORM
RIBBONS AND LABELS
Pursuant to the RFQF to be received, I/We ____________________________________
____________________________located at __________________________________
do submit our bid form for RFQ # 3140003022. This bid is made without
collusion on the part of any person, firm or corporation.
Quote:
The quote for the Ribbons and Labels will not be used to award the contract. The quote
will be used to help determine the starting price for the Reverse Auction.
Item Qty Price per Unit Monthly Yearly
Labels (per order)
960,000
Ribbons (per order)
SATO - Model #CL 412E-2
110mm x 410m TR4085
240
Ribbons (per order)
Zebra - Model # ZT411
106mm x 450m TR4085
240
• Quantities are approximate and for reference only.
Exceptions and/or Deviations? Yes___ No___
If “Yes”, please list on an accompanying document.
RFQ number: 3140003022
………………………………………………………………………………………………
Company: __________________________ Signature: _____________________
Address: ___________________________ Printed name: __________________
____________________________ Title: _________________________
Phone: ____________________________ Date: _________________________
E-mail Address_______________________
RFQF _ ABC RIBBONS and LABELS Page 56
ATTACHMENT F
REFERENCES
REFERENCE #1
Name of Company: ____________________________________
Dates of Service: _______________________________________
Contact Person: _______________________________________
Address: _____________________________________________
City/State/Zip: ________________________________________
Telephone Number: ____________________________________
Cell Number: _________________________________________
E-mail: ______________________________________________
Alternative Contact Person (optional): _____________________
Telephone Number: ___________________________________
Cell Number: ________________________________________
E-mail: _____________________________________________
REFERENCE #2
Name of Company: ____________________________________
Dates of Service: _______________________________________
Contact Person: _______________________________________
Address: _____________________________________________
City/State/Zip: ________________________________________
Telephone Number: ____________________________________
Cell Number: _________________________________________
E-mail: ______________________________________________
Alternative Contact Person (optional): _____________________
Telephone Number: ___________________________________
Cell Number: ________________________________________
E-mail: _____________________________________________
RFQF _ ABC RIBBONS and LABELS Page 57
REFERENCE #3
Name of Company: ____________________________________
Dates of Service: _______________________________________
Contact Person: _______________________________________
Address: _____________________________________________
City/State/Zip: ________________________________________
Telephone Number: ____________________________________
Cell Number: _________________________________________
E-mail: ______________________________________________
Alternative Contact Person (optional): _____________________
Telephone Number: ___________________________________
Cell Number: ________________________________________
E-mail: _____________________________________________
REFERENCE #4
Name of Company: ____________________________________
Dates of Service: _______________________________________
Contact Person: _______________________________________
Address: _____________________________________________
City/State/Zip: ________________________________________
Telephone Number: ____________________________________
Cell Number: _________________________________________
E-mail: ______________________________________________
Alternative Contact Person (optional): _____________________
Telephone Number: ___________________________________
Cell Number: ________________________________________
E-mail: _____________________________________________
RFQF _ ABC RIBBONS and LABELS Page 58
ATTACHMENT G
RIBBONS AND LABELS
Procurement Reference Score Sheet
(Return with packet unsigned)
TO BE COMPLETED BY AGENCY STAFF ONLY
Company Name: _____________________ Reference Name: ___________________
Person Contacted, Title/Position: ___________________________________________
Date/Time Contacted: ______________ Service From/To Dates: ________________
Was the vendor able to meet expectations of providing quality ribbons
and labels?
Yes
No
Did the vendor generally ship orders in a timely manner?
Yes
No
To the best of the vendor’s ability, was the vendor easy to work with?
Yes
No
Did the vendor listen when you had an issue and readily offered a
solution?
Yes
No
Were you satisfied with the services provided? If no, please explain.
Yes
No
Would you recommend the vendor?
Yes
No
Offeror must have a minimum of 6 “yes” answers on the questions above from two
references (total of 12 “yes” answers) to be considered responsive and for its proposal to
be considered.
Score: Pass/Fail
Do you have any business, professional or personal interest in the
vendor’s organization? If yes, please explain.
Yes
No
A “yes” to the above question may result in an automatic disqualification of the provided
reference; therefore, resulting in a score of zero as responses to previous questions become
null and void.
Notes:
________________________________________________________________________
______________________________________.
Called by: _______________________ _______________________ __________
Signature Title Date
RFQF _ ABC RIBBONS and LABELS Page 59
ATTACHMENT H
Acknowledgement of Amendments
Please sign and print at the appropriate statement.
I acknowledge receipt of all amendments associated with RFQ # 3140003022.
They are as follows:
1. _____________________________________________
2.______________________________________________
3.______________________________________________
_________________________________ _________________________
Printed Name Company Name
__________________________________
Signature
There were no amendments associated with RFQ # 3140003022.
_________________________________ _________________________
Printed Name Company Name
__________________________________
Signature
RFQF _ ABC RIBBONS and LABELS Page 60
ATTACHMENT I
Secretary of State Acknowledgement
______________________________________, acknowledges that we
(Vendor Name)
________ are registered with the Secretary of State’s Office.
(Attach proof)
________ are not registered with the Secretary of State’s Office.
We, ______________________________________________
(Vendor Name)
_______ will register before the start of the contract and provide proof.
_______ will not register.
__________________________________________ _________
Signature Date
__________________________________________
Printed Name
RFQF _ ABC RIBBONS and LABELS Page 61
ATTACHMENT J
Conflict of Interest
Disclosure Statement
Conflict of Interest – Involvement, financial or otherwise, that an employee, officer, or
agent of DOR may have in the proposing organization; and any involvement, financial or
otherwise, that any employee, officer of any other governmental agency may have in the
proposing organization.
___________________________________________, acknowledges that we
(Vendor Name)
________ do not have a conflicting interest to report.
________ do have a conflicting interest (please disclose below).
Describe the Nature of the Conflicting Interest:
__________________________________________ ________________
Signature Date
___________________________________________
Printed Name
RFQF _ ABC RIBBONS and LABELS Page 62
ATTACHMENT K
Live Reverse Auction Participation
Depending on Applicability, Initial Items 1 or 2
__________I/we certify that we request to participate in the Live Reverse Auction, via
Surrogate Bidding. I/We understand that we must be physically present at the public
bidding location, with the means to submit written bids for each offer made and signed by
an authorized agent of the Vendor.
__________I/we certify that we will participate in the Live Auction via MAGIC.
Company: __________________________ Signature: ____________________
Address: ___________________________ Printed name: __________________
____________________________ Title: _________________________
Phone: ____________________________ Date: _________________________
E-mail Address_______________________
