Invitation for Bid for Food Products for Self-Operated Food Services.

Agency:	State Government of Mississippi
State:	Mississippi
Type of Government:	State & Local
NAICS Category:	722310 - Food Service Contractors
Posted Date:	Oct 31, 2025
Due Date:	Dec 4, 2025
Solicitation No:	1551-26-R-IFBD-00005
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Procurement Details

Smart Number	1551-26-R-IFBD-00005	Advertised Date	10/31/2025 2:30 PM
RFx #	3160007716	Submission Date	12/04/2025 10:00 AM
RFx Status	Open	Major Procurement Category	COMMODITIES
RFx Opening Date	12/04/2025 11:00 AM	Sub Procurement Category	SUPPLIES - NON-TECHNOLOGY
RFx Type	Invitation for Bid
Agency	MS DEPT OF CORRECTIONS
RFx Description	Invitation for Bid for Food Products for Self-Operated Food Services. This bid will provide food products for all MDOC facilities.

Contact Information

Name	Crystal Henry	Email	CRYSTAL.HENRY@MDOC.STATE.MS.US
Phone		Fax

RFx Items

PRODUCT CATEGORY	PRODUCT DESCRIPTION
39397	Foods:Staple-Food Pr

Awarded

VENDOR NAME

VENDOR NUMBER

AWARD DATE

AWARD AMOUNT

FUNDING SOURCE

Bid Attachments

Attachments
RFx3160007716 - Food Products for Self Operated Food Services

Attachment Preview

MISSISSIPPI DEPARTMENT OF CORRECTIONS

Invitation for Bids (IFB) for Food Products for Self-Operated Food

Services

RFx #3160007716

Issue Date: October 31, 2025

Bid Submission Deadline:

10:00 AM CDT

December 4, 2025

Bid Submission Location:

Mississippi Department of Corrections

301 North Lamar Street

Jackson, Mississippi 39201

Bid Opening:

December 4, 2025

(To Be Opened at the Location Above)

Bid Coordinator:

Crystal T. Henry, Ph.D.

(601) 359-5565

procurement@mdoc.state.ms.us

Page 1 of 56

Section 1: General Conditions

ALL BIDS SUBMITTED SHALL BE IN COMPLIANCE WITH ALL CONDITIONS SET FORTH HEREIN.

THE BID PROCEDURE 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.

1.1 Definitions

Agency- for the purposes of this IFB, “Agency” shall be defined as the Mississippi Department of

Corrections (MDOC).

Time of performance. The number of calendar days in which delivery will be made after receipt of order

shall be indicated in the bid specification.

Bid Sample – A sample to be furnished by a bidder to show the characteristics of the item offered in the

bid.

Descriptive Literature – Information available in the ordinary course of business which shows the

characteristics of an item which enables the purchasing entity to consider whether the items meets its

needs.

1.2 Preparation of Bids

1.2.1 Bids may be submitted through the State of Mississippi’s e-procurement system-MAGIC -

https://www.dfa.ms.gov/dfa-offices/mmrs/mississ, United States Postal Service, delivery service

or hand-delivered to the Mississippi Department of Corrections at the address listed above.

1.2.2 Paper bids are allowed. Bid must be typed or printed in ink. All prices and notations must be

printed in ink or typed. 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.

1.2.3 Deliveries of bids via United State Postal Services, delivery service or hand-delivered must

indicate on the face of the envelope, in addition to the above address, the date and time of the bid

opening and the bid number.

1.2.4

To submit bids electronically, bidders must ensure they are registered in the MAGIC system

(MAGIC Vendor Information,

https://merlin.state.ms.us/merlin/predef.nsf/MAGICVendorInfo?OpenForm ) and have been

received a login, password, and supplier number and that all technical requirements have been

met.

1.2.5 If a bidder is unwilling or unable to participate through MAGIC, an MDOC representative can

enter the Vendor’s bid(s) manually (i.e. Surrogate Bidding).

1.2.6 Failure to examine any specifications and instructions will be at bidder’s risk.

1.2.7 Price should be stated as “Per Inmate Per Day” (PIPD).

Page 2 of 56

1.2.8 It is understood that reference to available specifications shall be sufficient to make the terms of

such specifications binding on the bidder.

1.2.9

Bidders must furnish all information requested in the bid specifications. Further, when required,

each bidder must submit for bid evaluation descriptive literature and specifications covering the

product offered. Reference to literature submitted with a previous bid or on file with MDOC will

not satisfy this provision.

1.2.10 Samples of items, when requested, must be furnished free of expense to MDOC. Any sample

submitted will be returned only at bidder’s expense.

1.3 Bid Submission

1.3.1 When submitting a bid electronically, the authorized signature may be typed or be an electronic

signature. When submitting a bid via mail, delivery service or hand-deliver, the authorized

signature must be a wet signature.

1.3.2 Bids and modifications or corrections received after the closing time specified will not be

considered.

1.3.3 When submitting the response to the IFB in MAGIC, bidder must ensure all questions have been

answered within the IFB and all proposed items in bid have a response.

1.3.4 Bidders submitting paper responses should submit responses to the MDOC by the response

deadline.

1.4 Acceptance of Bids

MDOC 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 MDOC reserves the right to

modify or cancel in whole or in part its Invitation for Bids (IFB). If a bidder fails to state the time within

which a submitted bid will expire, it is understood and agreed that the MDOC shall have 60 days to

accept.

1.5 Error in Bids

1.5.1 Bidders are expected to examine the specifications, delivery schedule, bid process, extensions

and all instructions pertaining to food products and deliveries. Failure to do so will be at the

bidder’s risk.

1.6 Bid Opening

The bid opening shall be public, on the date and time specified in the Timeline herein. It is the bidder’s

responsibility to assure that the bid is delivered at the proper time and place of the bids.

1.7 Award

1.7.1 As the best interest of the State may require, the right is reserved to make award(s) based on the

Price Per Inmate Per Day (PIPD). When it is determined there is competition to the lowest

responsible bidder, evaluation of other bids is not required. Bidders are cautioned to make no

Page 3 of 56

assumptions unless their bid has been valuated as being responsive. All awards made as a result

of this bid shall conform to applicable MS Statutes.

1.7.2 Contracts and purchases will be made or entered into with the lowest responsive and responsible

bidder meeting specifications, except as otherwise specified in the bid specifications.

1.7.3

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 written consent of the State.

1.8 Fixed Price Contract with Price Adjustment

1.8.1 Bid price shall include all packaging, handling, shipping charges and delivery to the destinations

shown hereto.

1.8.2Price 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 percent (5%). The

contractor must provide written price reduction information within ten (10) days of its effective

date.

1.8.3

MDOC may consider an increase in Food Product payment per day, if vendor can provide

substantive evidence and documentation to grant and increase (PPI or CPI) in price per day. If

granted, food increase in price per day, shall not exceed five percent (5%) of current year’s price

per day. It shall be the responsibility of the bidder to thoroughly familiarize themselves with the

provisions of the specifications. No consideration will be given to any claim of misunderstanding

after contract execution.

1.8.4 PPD shall be based on delivered to MDOC facility. No additional surcharges or fees will be

allowed.

1.9 Discounts

Cash discounts for prompt payment shall not be considered in determining the lowest net cost for bid

evaluation purposes.

1.10 Taxes

The MDOC is exempt from federal excise taxes, state and local taxes or use taxes. Bidders must quote

prices which do not include such taxes. Exemption certificates will be furnished upon request. MDOC’s

tax exemption number is 64-74-0123-K.

1.11 Inspection

Inspection and acceptance will be destination unless otherwise provided. Title and risk of loss damage to

all items shall be the responsibility of the supplier until accepted by the ordering agency, unless loss or

damage results from negligence by the ordering agency. The contract supplier shall be responsible for

filing, processing and collecting al damage claims. However, to assist the supplier in the expeditious

handling of damage claims, the ordering agency will:

Page 4 of 56

(a) Report any evidence of visible damage on all copies of the delivering carrier’s Bill of Lading.

(b) Report damage, visible and concealed, to the carrier and contract supplier, confirming such

reports, in writing within 5 days of delivery, requesting that the carrier inspect the damaged

merchandise.

performed by the carrier, and disposition given by the contract supplier.

(d) Provide contract supplier with a copy of the carrier’s Bill of Lading and damage inspection

report.

1.12 Conditions and Packaging

It is understood and agreed that any item(s) offered or shipped as a result of this bid shall meet all

applicable federal, state and local regulations. All containers shall be suitable for storage and shipment,

and all prices shall include standard commercial packaging.

1.13 Safety Standards

Unless otherwise stipulated in the bid, all food products must be handled and shipped in accordance with

all applicable health and safety standards.

1.14 Invoicing and Payment

The contractor shall be paid upon submission of properly certified invoices to the purchaser at the prices

stipulated in the contract at the time the order is placed, after delivery and acceptance of goods, less

deductions if any as provided. Invoices shall contain the contract number and purchase order number.

An original and one (1) copy of the invoice shall be submitted. Failure to follow these instructions may

result in delay in processing invoice for payment.

1.15 Annual Appropriations

It shall be understood that any contracts entered into as a result of this bid that shall be in effect

subsequent to June 30th of any calendar year is subject to the terms of the non-appropriation clause. This

clause provides that any contract which extends past June 30th of any calendar year may be canceled for

lack of funds. If this should become necessary, MDOC is not obligated to pay for any items which is not

covered by a purchase order dated prior to June 30th.

1.16 Delivery

Unless actual date is specified (or specified delivery cannot be met), bidder must specify the number of

days required to make delivery after receipt of purchase order. Delivery time may become a basis for

making an award (see Special Conditions). Delivery shall be within the normal working hours of the

facility, Monday through Friday unless otherwise specified.

1.17 Additional Terms and Conditions

No additional terms and conditions included with the bid response shall be evaluated or considered and

any and all such additional terms and conditions shall have no force and effect and are inapplicable to

this bid. If submitted either purposely through intent or design or inadvertently appearing separately in

transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed the

general and special conditions in this bid solicitation are the only conditions applicable to this bid and

the bidder’s authorized signature affixed to the Bidder Acknowledgment form attests to this.

Page 5 of 56

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

Invitation for Bid for Food Products for Self-Operated Food Services.

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also