Fire protection inspection, testing and maintenance services.

STATE OF MISSISSIPPI
DEPARTMENT OF CORRECTIONS
BURL CAIN
COMMISSIONER
REQUEST FOR QUOTES
RFx NO. 3140004533
FIRE PROTECTION INSPECTION, TESTING AND MAINTENANCE
AT MARSHALL COUNTY CORRECTIONAL FACILITY
Mississippi Department of Corrections (MDOC) is requesting vendors to submit quotes for fire
protection inspections, testing, and maintenance services for the Marshall County Corrections
Facility (MCCF) for an approximate one-year term beginning on or about April 1, 2026, unless
either party provides advance written notice of termination.
Interested and qualified vendors having resources to perform the scope of services outlined in
Section 2 should submit a signed quote on vendor letterhead in response to this request no later
than March 27th by 2 p.m. It is recommended that vendors be registered with the State of
Mississippi. If not registered, please go to https://www.dfa.ms.gov/vendors to register your
company and receive a supplier number.
Submit quotes to Eric Williams, procurement@mdoc.state.ms.us.
Subject Line: Fire Protection Services Quote, or
Mail quotes to the following address:
Mississippi Department of Corrections
ATTN: Eric Williams - Fire Protection Services Quote
301 N. Lamar Street
Jackson, MS 39201
Upon evaluation of submitted information, MDOC will enter into an agreement with the selected
vendor. The agreement shall include clauses detailed in Attachment A and Attachment B.
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1 SERVICE LOCATION
Marshall County Correctional Facility
833 West Street
Holly Springs, MS 38635
2 SCOPE OF SERVICE
2.1 - Wet Sprinkler System
a. Perform the water supply test in accordance with the rules under which the
Installation is installed, to verify that the system valves are not closed, by
performing the main drain test and record the results.
b. Operate the alarm valve by opening the inspectors test or by other appropriate
means.
c. Operate local alarms to ensure proper operation.
d. Restore systems to original operation after fully testing and re-commission system
by attaching the appropriate test tag.
e. Operate and check to ensure that Y-PIV, OS&Y, W-PIV, and roadway type
isolating valves are fully open or closed as required.
f. Visually check exterior condition of exposed piping, drain valves, check valves,
pressure gauges and strainers.
g. Perform hydrostatic testing in three (3) and/or five (5)-year intervals and re-rack
hand hoses after annual inspections, if it exists.
h. Forward copies of all final inspections to the approving authority having
jurisdiction as required by state law. Provide one copy of the final inspection to the
owner for future reference and maintain one copy of the final inspection for renewal
scheduling.
2.2 - Private Hydrants
a. Flush each private fire hydrant for sixty (60) seconds or until water stream clears.
b. Perform volume tests for each private hydrant if required by the local authority
having jurisdiction.
c. Perform annual underground flow test as required by the local authority having
jurisdiction.
d. Lubricate hydrants as needed to ensure that all caps, plugs, and threads are in proper
operating condition.
2.3 - Fire Alarm Inspections
a. Test and document all fire alarm devices per manufacturer's approved methods.
b. Provide quarterly testing for tampers, flow switches, and fire pump signals.
c. Perform full load test on all emergency back-up batteries associated with the fire
alarm system annually.
d. Test duct detectors, heat detectors, smoke detectors and manual pull stations
annually.
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e. Test and inspect audio/visuals (horns). It is understood that these tests require
sounding.
f. Conduct sensitivity inspection and testing every other year on smoke detectors.
g. Properly recommission and tag the fire alarm control panel upon completion of
annual testing.
2.4 - Annual and Semi-Annual Kitchen Head Inspections
a. Perform service of existing bottle and verify verification dates are current.
b. Perform function test of cable and gas valves to verify proper operation.
c. Provide and install new fusible links as part of each inspection.
d. Verify that existing K-Class extinguished and hood have been maintained properly.
e. Visually verify proper coverage of existing suppression nozzles.
f. Perform visual inspection of all associated kitchen hood components for damage or
defect.
g. Provide report of inspections and all identified discrepancies after completed
inspections.
2.5 - Annual Maintenance for Portable Fire Extinguishers
a. Perform visual examination to detect obvious physical damage, corrosion or nozzle
blockage to verify that the operating instructions are present, legible, and facing
forward, and that all manufacturer data information is present and legible.
b. Identify if six (6) year maintenance and hydrostatic testing is current and record
due dates.
c. Remove seal or tamper by operating the pull pin or locking device to ensure proper
operation and install new listed seal or tamper upon completing the procedure.
d. Perform all cylinder examination by removing all removable extinguisher boots,
foot rings, and attachment.
e. Recommission each extinguisher using an approved maintenance tag.
It is understood that all inspections and testing described in this scope will be performed during
normal business hours.
Services not included in the above scope of work include the following:
1. Anti-freeze, weekly fire pump, pump alignment, internal, standpipe, sprinkler head testing,
dry system air testing, foam, water storage tank, diesel engine service, fuel delivery,
emergency lighting, domestic back flow, fire door, fire damper and special hazard/clean
agent system inspection, testing and/or maintenance.
2. Fire alarm central station monitoring/take-over services.
For questions regarding this RFQ, please contact Eric Williams, procurement@mdoc.ms.state.us
or (601) 359-5304.
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ATTACHMENT A:
REQUIRED CLAUSES FOR SERVICE CONTRACTS
RESULTING FROM THIS REQUEST FOR QUOTES
1. ACKNOWLDGMENT OF AMENDMENTS. Offeror shall acknowledge receipt of any
amendment to the RFQ in writing. The acknowledgment shall be submitted to MDOC by
signing and returning the provided signature form via email to the email address listed on
the form. Each offeror shall submit a written acknowledgment of every amendment to the
MDOC on or before the submission deadline.
2. APPLICABLE LAW. The contract shall be governed by and construed in accordance with
the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any
litigation with respect thereto shall be brought in the courts of Mississippi.
3. APPROVAL. It is understood that if this contract requires approval by the Public
Procurement Review Board ("PPRB") and/or the Department of Finance and
Administration Office of Personal Service Contract Review ("OPSCR"), and if this
contract is not approved by the PPRB and/or OPSCR, it is void and no payment shall be
made hereunder.
4. AVAILABILITY OF FUNDS. It is expressly understood and agreed that the obligation
of MDOC to proceed under this agreement is conditioned upon the appropriation of funds
by the Mississippi State Legislature and the receipt of the appropriated funds. If the funds
anticipated for the continuing time fulfillment of the agreement are, at any time, not
forthcoming or insufficient, regardless of the source of funding, MDOC shall have the right
upon 10 business days written notice to Contractor, to terminate this agreement without
damage, penalty, cost or expenses to the MDOC of any kind whatsoever. The effective
date of termination shall be as specified in the notice of termination.
5. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION. By submitting
a proposal, the offeror certifies that the prices submitted in response to the solicitation have
been arrived at independently and without any consultation, communication, or agreement
with any other offeror or competitor for the purpose of restricting competition.
6. COMPLIANCE WITH EQUAL OPPORTUNITY IN EMPLOYMENT POLICY.
Contractor understands that the MDOC is an equal opportunity employer and therefore,
maintains a policy which prohibits unlawful discrimination based on race, color, creed,
sex, age, national origin, physical handicap, disability, genetic information, or any other
consideration made unlawful by federal, state, or local laws. All such discrimination is
unlawful, and Contractor agrees during the term of the agreement that Contractor will
strictly adhere to this policy in its employment practices and provision of services.
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7. COMPLIANCE WITH LAWS. Contractor shall comply with, and all activities under
this agreement shall be subject to, all applicable federal, state, and local laws and
regulations, as now existing and as may be amended or modified.
8. CONFIDENTIALITY. MDOC is a public agency of the State of Mississippi and is
subject to the Mississippi Public Records Act of 1983. Mississippi Code Annotated 25-
61-1, et seq. If a public records request is made for any information provided to MDOC
by Contractor, MDOC shall follow the provisions of Mississippi Code Annotated 25-
61-9 and 79-23-1 before disclosing such information - unless Contractor has previously
indicated the information is not a trade secret or confidential commercial and financial
information. The MDOC shall not be liable to the Contractor for disclosure of information
required by court order or required by law.
9. CONTRACT ASSIGNMENT AND SUBCONTRACTING. Contractor acknowledges
that it was selected by MDOC to perform the services required hereunder based, in part,
upon Contractor's special skills and expertise. Contractor shall not assign, subcontract, or
otherwise transfer this agreement, in whole or in part, without the prior written consent of
MDOC, which may, in its sole discretion, approve or deny without reason. Any attempted
assignment or transfer of Contractor's obligations hereunder without consent of the MDOC
shall be null and void. Approval of a subcontract by the MDOC shall not be deemed to be
approval of the incurrence of any additional obligation of the MDOC. Subcontracts shall
be subject to the terms and conditions of this agreement and to any conditions of approval
that MDOC may deem necessary. Subject to the foregoing, this agreement shall be binding
upon the respective successors and assigns of the parties.
10. CONTRACT RIGHTS. Contract rights do not vest in any party until a contract is legally
executed. The MDOC is under no obligation to award a contract following issuance of this
solicitation.
11. E-PAYMENT. Contractor agrees to accept all payments in United States currency via the
State of Mississippi's electronic payment and remittance vehicle. The Agency agrees to
make payment in accordance with Mississippi law on "Timely Payments for Purchases by
Public Bodies" laws which generally provides for payment of undisputed amounts by the
Agency within 45 calendar days of receipt of invoice. Mississippi Code Annotated 31-7-
301 et seq.
12. E-VERIFICATION. If applicable, Contractor represents and warrants that it will ensure its
compliance with the Mississippi Employment Protection Act and will register and
participate in the status verification system for all newly hired employees. Mississippi Code
Annotated 71-11-1 and 71-11-3. Contractor agrees to provide a copy of each verification
upon request of the MDOC subject to approval by any agencies of the United State Government.
Contractor further represents and warrants that any person assigned to perform services hereafter
meets employment eligibility requirements of all immigration laws.
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The breach of this clause may subject Contractor to the following:(1) termination of this
contract and exclusion pursuant to Chapter 15 of the Public Procurement Review Board
Office of Personal Service Contract Review Rules and Regulations; (2) the loss of any
license, permit, certification or other document granted to Contractor by an agency,
department, or governmental entity for the right to do business in Mississippi; or (3) both.
In the event of such termination, Contractor would also be liable for any additional costs
incurred by the Agency due to Contract cancellation or loss of license or permit to do
business in the state.
13. EXPENSES INCURRED IN THE PROCUREMENT PROCESS. All parties
participating in the procurement process with regard to this solicitation shall bear their own
costs of participation, pursuant to Section 1.4.4 of the Public Procurement Review Board
Office of Personal Service Contract Review Rules and Regulations.
14. MINOR INFORMALITIES AND IRREGULARITIES. The MDOC has the right to
waive minor defects or variations of a proposal from the exact requirements of the
specifications that do not affect the price, quality, quantity, delivery, or performance of the
services being procured and if doing so does not create an unfair advantage for any offeror.
If insufficient information is submitted by a offeror for the MDOC to properly evaluate the
offer, the MDOC has the right to require such additional information as it may deem
necessary after the submission deadline, provided that the information requested does not
change the price, quality, quantity, delivery, or performance time of the services being
procured and such a request does not create an unfair advantage for any offeror.
(Information requested may include, for example, a copy of business or professional
licenses, or a work schedule.)
15. OFFEROR'S REPRESENTATION REGARDING CONTINGENT FEES. By
responding to the solicitation, the offeror represents that it has not retained any person or
agency on a percentage, commission, or other contingent arrangement to secure this
contract. If the offeror cannot make such a representation, a full and complete explanation
shall be submitted in writing with the offeror's response.
16. PAYMODE. Payments by MDOC using the State's accounting system shall be made and
remittance information provided electronically as directed by the state and deposited into
the bank account of Contractor's choice. The MDOC may, at its sole discretion, require
Contractor to electronically submit invoices and supporting documentation at any time
during the term of this Agreement. Contractor understands and agrees that the Agency is
exempt from the payment of Mississippi taxes. All payments shall be in United States
currency.
17. PROCUREMENT REGULATIONS. This contract shall be governed by the applicable
provisions of the Public Procurement Review Board Office of Personal Service Contract
Review Rules and Regulations, a copy of which is available on the Mississippi Department
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of Finance and Administration's website (www.dfa.ms.gov). Any offeror responding to a
solicitation for personal and professional services and any contractor doing business with
a state Agency is deemed to be on notice of all requirements therein.
18. PROPERTY RIGHTS. Property rights do not inure to Contractor until such time as
services have been provided under a legally executed contract. Contractor has no legitimate
claim of entitlement to the provision of work hereunder and acknowledges that the MDOC
may terminate this contract at any time for its own convenience.
19. REPRESENTATION REGARDING GRATUITIES. Contractor represents that it has
not, is not, and will not offer, give, or agree to give any employee or former employee of
MDOC a gratuity or offer of employment in connection with any approval, disapproval,
recommendation, development, or any other action or decision related to the solicitation
and resulting contract. Contractor further represents that no employee or former employee
of MDOC has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or
offer of employement for the reasons previously stated; any such action by an employee or
former employee in the future, if any, will be rejected by contractor. Contractor further
represents that it is in compliance with the Mississippi Ethics in Government laws, codified
at Mississippi Code Annotated 25-4-101 and 25-4-121, and has not solicited any
employee or former employee to act in violation of said law.
20. REQUIRED PUBLIC RECORDS AND TRANSPARENCY. Upon execution of a
contract, the provisions of the contract which contain the personal or professional services
provided, the unit prices, the overall price to be paid, and the term of the contract shall not
be deemed to be a trade secret or confidential commercial or financial information pursuant
to Mississippi Code Annotated 25-61-9(7). The contract shall be posted publicly on
www.transparency.ms.gov and shall be available for at the Agency for examination,
inspection, or reproduction by the public. The contractor acknowledges and agrees that the
MDOC and this contract are subject to the Mississippi Public Records Act of 1983 codified
at Mississippi Code Annotated 25-61-1, et seq. and its exceptions, Mississippi Code
Annotated 79-23-1, and the Mississippi Accountability and Transparency Act of 2008,
codified at Mississippi Code Annotated 27-104-151, et seq.
21. STOP WORK ORDER. The MDOC may, by written order to Contractor at any time,
require Contractor to stop all or any part of the work called for by this contract. This order
shall be for a period of time specified by the MDOC. Upon receipt of such an order,
Contractor shall forthwith comply with its terms and take all reasonable steps to minimize
any further cost to the MDOC. Upon expiration of the stop work order, Contractor shall
resume providing the services which were subject to the stop work order, unless the MDOC
has terminated that part of the agreement or terminated the agreement in its entirety. The
MDOC is not liable for payment for services which were not rendered due to the stop order.
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22. TERMINATION. Termination for Convenience. The MDOC may, when the interests of
the Agency so require, terminate this contract in whole or in part, for the convenience of
the Agency. The MDOC shall give written notice of the termination to Contactor
specifying the part of the contract terminated and when termination becomes effective.
Contractor shall incur no further obligations in connection with terminated work and on
the date set in the notice of termination Contractor will stop work to the extent specified.
Contractor shall complete the work not terminated by the notice of termination and may
incur obligations as are necessary to do so.
Termination for Default. If the MDOC gives the Contractor a notice that the personal or
professional services are being provided in a manner that is deficient, the Contractor shall
have 30 days to cure the deficiency. If the Contractor fails to cure the deficiency, the
MDOC may terminate the contract for default and the Contractor will be liable for the
additional cost to the MDOC to procure the personal and professional services from another
source. Termination under this paragraph could result in Contractor being excluded from
future contract awards pursuant to Chapter 15 of the Public Procurement Review Board
Office of Personal Service Contract Review Rules and Regulations. Any termination
wrongly labelled termination for default shall be deemed a termination for convenience.
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ATTACHMENT B:
OPTIONAL CLAUSES FOR SERVICE CONTRACTS
RESULTING FROM THIS REQUEST FOR QUOTES
1. ATTORNEYS' FEES AND EXPENSES. In the event Contractor defaults on any
obligations under this Agreement, Contractor shall pay to MDOC all costs and expenses,
without limitation, incurred by MDOC in enforcing this Agreement or reasonably related
to enforcing this Agreement. This includes but is not limited to investigative fees, court
costs, and attorneys' fees. Under no circumstances shall MDOC be obligated to pay
attorneys' fees or legal costs to Contractor.
2. AUTHORITY TO CONTRACT. Contractor warrants: (1) that it is a validly organized
business with valid authority to enter into this agreement; (2) that it is qualified to do
business and in good standing in the State of Mississippi; (3) that entry into and
performance under this agreement is not restricted or prohibited by any loan, security,
financing, contractual, or other agreement of any kind; and, (4) notwithstanding any other
provision of this agreement to the contrary, that there are no existing legal proceedings or
prospective legal proceedings, either voluntary or otherwise, which may adversely affect
its ability to perform its obligations under this agreement.
3. CONTRACTOR PERSONNEL. The MDOC shall, throughout the life of the contract,
have the right of reasonable rejection and approval of staff or subcontractors assigned to
the work by Contractor. If the MDOC reasonably rejects staff or subcontractors,
Contractor must provide replacement staff or subcontractors satisfactory to the MDOC in
a timely manner and at no additional cost to the MDOC. The day-to-day supervision and
control of Contractor's employees and subcontractors is the sole responsibility of
Contractor.
4. CONTRACTOR'S REPRESENTATION REGARDING CONTINGENT FEES. By
executing the contract, the contractor represents that it has not retained any person or
agency on a percentage, commission, or other contingent arrangement to secure this
contract. If the contractor cannot make such a representation, a full and complete
explanation shall be submitted in writing to the MDOC prior to contract execution.
5. DISCLOSURE OF CONFIDENTIAL INFORMATION REQUIRED BY LAW. In
the event that either party to this Agreement receives notice that a third-party has served
upon it a subpoena or other validly issued administrative or judicial process ordering
divulgence of the other party's data or other information, the party subject to the subpoena
or other legal process shall promptly inform the other party at the earliest reasonable
opportunity, unless prohibited by law from doing so. Thereafter, the party subject to the
legal process shall respond to the extent mandated by law. This section shall survive the
termination or completion of this agreement. The parties agree that this section is subject
to and superseded by Mississippi Code Annotated 25-61-1, et seq.
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6. ENTIRE AGREEMENT. This agreement, including all contract documents, represents
the entire and integrated agreement between the parties hereto and supersedes all prior
negotiations, representations or agreements, irrespective of whether written or oral. This
agreement may be altered, amended, or modified only by a written document executed by
the MDOC and Contractor. Contractor acknowledges that it has thoroughly read all
contract documents and has had the opportunity to receive competent advice and counsel
necessary for it to form a full and complete understanding of all rights and obligations
herein. Accordingly, this agreement shall not be construed or interpreted in favor of or
against the MDOC or Contractor on the basis of draftsmanship or preparation hereof.
7. FAILURE TO DELIVER. In the event of failure of Contractor to deliver services in
accordance with the contract terms and conditions, the MDOC, after due oral or written
notice, may procure the services from other sources and hold Contractor responsible for
any resulting additional purchase and administrative costs. This remedy shall be in
addition to any other remedies that the MDOC may have.
8. FAILURE TO ENFORCE DOES NOT CONSTITUTE WAIVER. Failure by the
MDOC at any time to enforce the provisions of the contract shall not be construed as a
waiver of any such provisions. Such failure to enforce shall not affect the validity of the
contracts or any part thereof or the right of the MDOC to enforce any provision at any time
in accordance with its terms.
9. FORCE MAJEURE. Each party shall be temporarily excused from performance for any
period and to the extent that it is prevented from performing any obligation or service, in
whole or in part, as a result of causes beyond the reasonable control and without the fault
or negligence of such party and/or its subcontractors. Such acts shall include without
limitation acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental
regulations superimposed after the fact, fire, earthquakes, floods, or other natural disasters
("force majeure events"). When such a cause arises, Contractor shall notify the Agency in
writing at its earliest reasonable opportunity of the cause of its inability to perform, how it
affects its performance, and the anticipated duration of the inability to perform. All parties
shall make reasonable efforts to minimize the impact of the force majeure event on contract
performance. The MDOC may exercise any rights it has under the contract which are
available when neither party is in default.
10. INDEMNIFICATION. To the fullest extent allowed by law, Contractor shall indemnify,
defend, save and hold harmless, protect, and exonerate the MDOC, its commissioners,
board members, officers, employees, agents, and representatives, and the State of
Mississippi 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 and/or its partners, principals, agents, employees and/or subcontractors in the
performance of or failure to perform this agreement.
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