Request For Qualifications for media buying agency services

Petition for Relief
Instructions for Submission to OPSCR
Public Procurement Review Board Approval Required
"Competitive sealed bidding is the preferred method of procurement; however, if it is not
practicable and advantageous, a request for proposals or request for qualifications may be used."
Miss. Code Ann. 31-7-403(1). If an agency "determines, in writing, that the use of competitive
sealed bidding is either not practicable or not advantageous to the state," the Agency must
submit that determination to the Public Procurement Review Board (PPRB). If the PPRB
determines competitive sealed bidding is either not practicable or not advantageous to the state,
then a contract may be entered into for the procurement of ... personal and professional services
... by a request for proposals or request for qualifications." Miss. Code Ann. 31-7-403(4). This
submission to the PPRB "shall include ... the evaluation factors that will be used in reviewing the
submitted proposals or qualifications. The evaluation factors shall be approved by the [PPRB] ..."
Miss. Code Ann. 31-7-413(1).
Description of Services or Scope of Work to be Solicited
Provide enough information to describe the umbrella of services the Agency intends to procure,
the reason the Agency needs an Independent Contractor to provide those services, and any
unique information about the scope of services that is relevant to the need to use the requested
procurement method. Include all services the Agency intends to solicit using the requested
procurement method. The Agency will not be able to include services in the solicitation which
are not included in the Petition for Relief. Services which may be solicited using an Invitation for
Bids may not be combined with services requiring use of a Request for Proposals or Request for
Qualifications.
Competitive Sealed Bidding is not Practicable or Advantageous OPSCR Rules Section 6.3.1
Describe why it is not practicable and/or advantageous for the Agency to use an Invitation for
Bids. The term "practicable" denotes what may be accomplished or put into practical application.
"Advantageous" denotes a judgmental assessment of what is in the state's best interest. The
Agency shall consider the factors as required by Miss. Code Ann. 31-7-403. After consideration
of these factors and any other relevant factors, OPSCR recommends that the Agency describe its
reasoning in its own words and in plain language.
Evaluation Factors OSPCR Rules Section 6.8.4
List the Evaluation Factors the Agency wishes to use, and their corresponding percentage of
points. The PPRB must approve the Evaluation Factors used in the solicitation. Only the
Evaluation Factors are required - individual subfactors under each category of Evaluation Factors
are not required except as discussed herein.
Price, as an individual subfactor under Cost, is required and must be weighted 35% or more and
must be the highest weighted individual subfactor. No other individual subfactors are required
unless necessary to demonstrate that Price is the highest weighted individual subfactor.
Please see the examples below:
Mississippi Department of Finance and Administration
Office of Personal Service Contract Review
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Petition for Relief
Instructions for Submission to OPSCR
Example 1 Example 2
Technical: 25 Technical: 40
Management: 30 * Describe Individual Subfactor 1 10
Cost (Price only): 35 * Describe Individual Subfactor 2 10
Interview: 10 * Describe Individual Subfactor 3 10
* Describe Individual Subfactor 4
10
Management:
20
Cost:
40
* Price
35
* Describe Individual Subfactor 1
5
The Agency may use any Evaluation Factors it deems appropriate for its procurement. Agencies
are not limited to Management, Technical, and Cost factors, and they are not all-inclusive.
Agencies may also adapt or supplement these factors to meet the Agency's individual needs.
OPSCR recommends that the Agency consider what factors, under the Agency's particular
circumstances, will assist the Agency in determining which Offeror will provide the highest quality
services at the best price. The Agency should choose, adapt, or supplement any evaluation factors
needed to meet the Agency's needs and obtain the best value for the State.
The Agency is Bound by the Scope of PPRB's Approval
The Agency will be bound by what it states on the Petition for Relief regarding:
* the Procurement Method requested;
* the umbrella of services described;
* the Evaluation Factors and their assigned weights; and
* whether the Agency sets the price.
The Following Requested Information is for Informational Purposes Only
Agencies should provide the best information available to them at the time they submit the
petition for relief, but will not be bound by what is stated on the Petition for Relief regarding:
* The intended initial contract term and renewal terms; the Agency should put the amount
of time anticipated for the initial contract term and renewal terms, rather than specific
dates. For example, "four years" for initial term and "one optional one-year renewal" for
renewal terms.
* The anticipated contract amount; provide the Agency's best estimate of all funds that will
be expended on all contracts the Agency intends to award, assuming all contract renewal
periods are exercised.
* The number of contracts intended to be Awarded; if the Agency is unsure, a firm number
is not required (i.e., "at least two" or "no more than five").
Mississippi Department of Finance and Administration
Office of Personal Service Contract Review
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Petition for Relief from Competitive Sealed Bidding Requirements
Miss. Code Ann. 31-7-403 and 31-7-413
PPRB OPSCR Rules and Regulations Sections 6.3 and 6.8.4
Agency: ______________________________________________________________________
Requested Date for PPRB Approval: ___________________________________________
Procurement Method Requested: _____________________________________________
Intended Initial Contract Term:________________________________________________
Intended Renewal Terms Available: ___________________________________________
Number of Contracts Intended to be Awarded:_________________________________
Anticipated Contract Amount:_________________________________________________
___________________________________________________________________
The Agency intends to solicit the following service(s) and/or scope of work:
_____________________________________________________________________________________________
Mississippi Department of Finance and Administration
Office of Personal Service Contract Review
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Petition for Relief from
Competitive Sealed Bidding Requirements
_____________________________________________________________________________________________
As explained below, use of an Invitation for Bids is: not practicable
not advantageous
both
The Agency intends to use the following Evaluation Factors:
_____________________________________________________________________________________________
Mississippi Department of Finance and Administration
Office of Personal Service Contract Review
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Petition for Relief from
Competitive Sealed Bidding Requirements
_____________________________________________________________________________________________
Is the Agency setting the price? Yes No
If yes, please provide an explanation:
__________________________________________________________________
Are these services currently being provided to the Agency? Yes No
If yes, who is currently providing the services?
Agency Representative for PPRB Meeting: _______________________________
The Agency Representative will attend: In Person Remote
*The option to attend remotely is not available to Agencies located in Hinds, Rankin, or Madison counties.
By signing below, I certify that all information provided herein is true, correct, and
complete to the best of my knowledge.
___________________________________________________ _______________________
Chief Procurement Officer Date
Chief Procurement Officer Name: _____________________________________________
Telephone Number: ________________ Email Address:___________________________
The PPRB may modify or revoke its approval of the Petition for Relief at any time. The Board's
approval must be "reviewed for current applicability from time to time." Miss. Code Ann. 31-7-
403(4). Therefore, a solicitation cannot be issued from this Petition for Relief if the Board's
approval occurred more than one year prior to the date the solicitation will be issued.
_____________________________________________________________________________________________
Mississippi Department of Finance and Administration
Office of Personal Service Contract Review
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