Specially Equipped Vans with Wheelchair Lifts (4)

Elfisville State School

Dr. Rinsey McSwain 1101 Highway 11 South Phone: (601) 477-9384
Director Ellisville, Mississippi 39437-4444 Fax; (601) 477-5700

RFQF's will be received in the Purchasing Office of Ellisville State School, or by electronic means
via MAGIC until 2:00 p.m., April 28, 2026, for the purchase of Four (4) new, 2025, gasoline
powered, specially equipped vans with wheelchair lifts.

Preparation of Bids

Bids and/quotes may be submitted through the State of Mississippi's e-procurement system
(MAGIC), via e-mail, or in person to Ellisville State School. 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 the bid.

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.

If a bidder is unwilling or unable to participate through MAGIC, an Ellisville State School
representative can enter the Vendor's bid(s) manually (i.e. surrogate bidding).

Bidders participating in person by surrogate bidding must so indicate in their response to the initial
Request for Quote-Formal (RFQF).

Failure to examine any drawings, specifications, and instructions will be at bidder's risk.
Price each item separately. Unit prices shall be shown.

It is understood that reference to available specifications shall be sufficient to make the terms of
such specifications binding on the bidder

Bidders must furnish all information requested in the bid specifications. Further, when required,
each bidder must submit for bid evaluation cuts, sketches, descriptive literature and technical
specifications covering products offered. Reference to literature submitted with a previous bid or
on file with Ellisville State School will not satisfy the provision.

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.

A Mississippi Department of Mental Health Facility
for Persons with Intellectual and Developmental Disabilities

Specially Equipped Vans Bid

Delivery

Bid pricing shall include delivery, f.0.b., to Ellisville State School. Bid pricing shall remain firm
until the delivery of the vehicles is complete.

Time and performance

The number of calendar days in which delivery will be made after receipt of order shall be
indicated in the bid specifications.

Bid Submission

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

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

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 the bid have a response.

Bidders submitting paper responses should submit responses to Ellisville State School by the
response deadline.

Acceptance of Bids

Ellisville State School 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. Ellisville State
School reserves the right to modify or cancel in whole or in part its Invitation for Bids. It is the
intent of Ellisville State School to award this bid to the lowest and best bidder meeting the
specifications, provided the bid is reasonable and it is in the best interest of the agency to accept
it.

If a bidder fails to state the time within which a submitted will expire, it is understood and agreed
that Ellisville State School shall have 60 days to accept.

Error In Bid

If a vendor is participating in a LIVE Auction, the vendor can notify Ellisville State School in the
event of an erroneous bid via the chat message feature. Erroneous bids, where the mistake is
apparent to Ellisville State School, may be deleted during the live auction.

Submittals

Bidders shall include with bid, the manufacturer(s) name(s), and brochures to include pictures,
layout/drawings and other pertinent information. The van bid must fully comply with all
specifications included herein. Failure to comply with this requirement will cause your bid to be
rejected. Any vehicle delivered to the facility which does not fully meet the bid specifications will
not be accepted.

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Vendors must be licensed to sell these vehicles in the State of Mississippi in accordance with
MS Code Section 63-17-73 and any other applicable laws and regulations. A copy of the
valid license shall accompany bid. The agency purchase order will be issued to the vendor
that is licensed in accordance with the above requirement.

Award

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 time
is specified in the specifications, Ellisville State School 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 Ellisville State School's Invitation for Bids.

Unless the bidder specified otherwise in the bid, Ellisville State School may accept any item or
group of items of any kind.

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 Ellisville
State School.

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 Ellisville State School 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.

Taxes

Ellisville State School 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.

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Specially Equipped Vans Bid

Gifts, Rebate, Gratuities

Acceptance of gifts from bidders is prohibited. No officer or employee of Ellisville State School,
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.

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.

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.

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.

Competition

There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or
bid given to the US Government. Bidders may bid lower that US 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 US Government has no provisions in any of its purchasing
agreements with bidders whereby a lower price to the State must automatically be given to the US
Government.

Waiver

Ellisville State School 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.

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 the expiration or cancellation if received by the Contractor within a period of 30 days

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Specially Equipped Vans Bid

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 an 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 a 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.

Substitutions During Contract

During the term of a contract, if adequate documentation is provided that supports the claim that
the contract item(s) are not available, items which meet the minimum specifications may be
substituted if approved by Ellisville State School and the substitutions are deed to be in the best
interest of the State.

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 the 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 acknowledgment,
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.

Non-responsive Bids

Non-responsive bids will not be considered. A non-responsive bid is considered to be 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 on the
basis of pricing only will be disqualified from bidding for a period of 24 months.

Pre-Qualification Process

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. Ellisville State School 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, Ellisville State School will review the submissions to qualify bidders and
determine a starting price for reverse auction items.

The invitation for bids/RFQF shall be advertises in accordance with Section 3.106.05.4 of the MS
Procurement Manual. Ellisville State School 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
8'" working day after the last day of advertisement.

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Specially Equipped Vans Bid

Responses to the RFQF will be reviewed by Ellisville State School for responsiveness to
specifications. Price quotes received will be evaluated in conjunction with other market research
to determine the starting price for the Auction. ,

Ellisville State School 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.

Once qualified, Ellisville State School will notify the vendor of Qualifications and the date of the
Live Auction via e-mail. After receiving the confirmation e-mail, bidders should review/ensure
technical requirements for MAGIC have been met or confirm Participation in person.

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.

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.

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 Ellisville State School.

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 limitations, court costs, investigative fees and
expenses, and attorney's 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
this Agreement. In the State's sole discretion, 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.

Live Auction

Notification of Auction Start date and time will be sent via e-mail to qualifying bidders. Ifa bidder
is unwilling or unable to participate through MAGIC, a representative from Ellisville State School
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

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Specially Equipped Vans Bid

be returned to the bidder but will become a part of the Bid Documentation for Evaluation by
Ellisville State School.

The Auction time may be extended at the discretion of Ellisville State School. Examples of reasons
to extend an auction include, but are not limited to, technical difficulties experienced by Ellisville
State School or bidder, the need to pause the Auction, or bids placed within the last few moments
of bidding.

Bidders may be removed from a live Auction from improper conduct, including but not limited to
profanity, threats, consistently entering erroneous or extremely low bids, or other disruptive
behavior.

Force Majeure

If Ellisville State School 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,
Ellisville State School shall not be held responsible for the receipt of a Force Majeure Event.

Each bidder shall be required to ensure the delivery and receipt of its bid by Ellisville State School
prior to the new date and time of the live auction or bid opening.

If you have questions or need additional information, contact Ivy East in the Purchasing
Department, (601) 477-5631.

Ellisville State School is an equal opportunity employer MF/HV.

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Specially Equipped Vans Bid

Specially Equipped Vans Specifications

General:

Delivery:

Manuals:

Warranty:

Service:

The vehicles shall be year model 2025 or newer Ford Transit 350 LWB
Medium Roof Wagon, Chevy Express G30 Van or approved equal. Each
vehicle shall offer seating for a minimum of 9 passengers or 5 passengers and
two wheelchair tie downs, or 9 passengers and no wheelchair tie downs,
excluding driver and attendant; it shall be specially equipped as specified.
The vehicle offered by bidders shall meet or exceed the requirements listed
herein, the minimum standards required by Federal Motor Vehicles
Safety Standards.

To be accomplished within a maximum time of 60 - 90 days ARO. The
successful contractor shall notify Ivy East, Accountant I, to
schedule/coordinate equipment delivery. Vendor shall deliver vehicles to the
main campus of Ellisville State School. Vans may be thoroughly inspected
by receiving staff prior to acceptance by the facility.

The successful contractor shall furnish all relevant materials and literature
such as maintenance manuals, parts lists, wiring diagrams, warranty
information etc. The warranty information shall specify all components
under warranty and the length of warranty for each component.

The successful bidder shall warranty the vehicle against defects in all areas
for a minimum period of 3 years/36,000 miles bumper to bumper. The
successful bidder will place without charge any and/or all items that become
defective within the warranty period unless the defect is clearly proved to
have resulted from abuse of the vehicle.

No bid will be considered without the bidder offering an authorized
service/repair location within a maximum distance of 75 miles from the
facility. The successful bidder shall be responsible for any repairs that
become necessary within the warranty period to include towing if
necessary. Designate service center name, location, contact person, and
phone number if different from vendor. Attach a letter of acceptance.

Specifications - Specially Equipped Vans

The vans offered by bidders shall meet or exceed the requirements listed herein, and Federal
Motor Vehicles Safety Standards. Enclosed is the preferred seating/layout floor plan. Bidders
shall submit a seating layout/floor plan with bid for review by the agency. The Agency, at its
discretion, may either accept or reject a revised or modified plan.

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Specially Equipped Vans Bid

Minimum Requirements - Chassis:

2025 or newer Ford Transit 350 LWB Medium Roof Wagon, Chevy Express G30 Van or
approved equal.

Light & convenience Group OEM Power Door Locks

Wheelbase: 148 220 Amp Heavy-duty alternator

OEM Window Package Front Air Conditioning (CFC Free)

4 Wheel Anti-lock brakes Electronic O/D transmission w/ aux oil
25-40-gallon fuel tank cooler

Roll Stability Control

Suspension: Independent front with stabilizer bar, rear leaf springs with heavy duty gas shock
absorbers.

Steering: The vehicle shall be equipped with power steering fixed column with tilt.
Braking System: The brake system shall be anti-lock (ABS) power disc brakes.

Wheels & Tires: The wheel and tires shall be front and rear interchangeable, tubeless type,
235/65R16 all season BSW tires. Wheels shall be steel, 16".

Fuel System: The fuel tank capacity shall be within the 25-40 gallon capacity range. Fuel tank
opening shall be located on the exterior left side.

Specify Tank Capacity:

Engine: Vehicle shall be equipped with a 3.7 L Ti-VCT V6 FFV/3.5L Ecoboost V6 gasoline
powered engine.

Specify:

Transmission: 6 speed automatic transmission with select shift capability.

Alternator: The alternator shall be 220 amp or better - OEM or equal

Specify:

Privacy Tinted Glass: Van window includes fixed rear door glass. Glass shall be OEM deep
tinted glass in body sides and rear doors.

Electrical System: Wiring harness shall originate from one central distribution point under the
driver's seat. All wires shall be color coded and bear identifying legends/numbers every four
inches. Cross-linked polyethylene wire coating of GXL grade shall be used. Polyvinyl chloride
(PVC) coated wiring will not be acceptable.

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Specially Equipped Vans Bid

All wires shall be one continuous length with no splices, forks, or junction points anywhere
between the distribution point and the component to be powered. There shall be no exceptions.
Wire shall be protected using nylon looms to prevent abrasion or degradation of the wire.

Insulation: Vehicle shall be insulated to provide sound deadening and to retain desired internal
temperatures when external temperatures are extreme.

Battery: The vans shall be equipped with a maintenance-free, 12-volt battery. Batteries shall
provide a minimum of 650 CCA's.

Service Access: Vehicle shall provide engine and other compartments clear and easy access for
repairs/service.

Instrumentation: Gauges and other instrumentation shall be provided as standard to ensure safe
and clear viewing of vehicle operations. i.e. fuel, engine temp. etc.

Driver and Attendant Seat: Vehicle shall be equipped with two high-backed seats complete with
a seat belt with retractor and shoulder harness; driver with right adjustable/ movable arm rest;
attendant with left adjustable/moveable arm rest.

Openings:
Driver /Attendance Entrance: Standard van door supplied by chassis manufacturer.
Entry System: Steps/running boards shall be steel side door entry; shall be permanent. Steps

shall be covered with the Altro no-slip flooring and yellow safety nosing and be a minimum of 10"
deep. Other integrated step entry systems will be considered if diagrams and drawings are
submitted, and the agency deems these systems to be equal or better than the above system. The
system offered shall be appropriate for use by handicapped individuals, and aesthetically pleasing
and complementary to the OEM body style. Stanchion poles must be provided at each side
entry. Steps must be fixed on both sides of the vehicle. Steps must cover the area from the
driver and front passenger door to the side sliding door.

Special Service Entrance: Vans shall be equipped with a special service entrance located in the
rear of the vehicle; they should include raised rear doors as specified by ADA requirements on
specially equipped vehicles. Raised door treatment shall be integral to raised roof and roof support
structure. Door shall be 38" bus doors with dash controls. Doors shall be treated with a rust
inhibitor and primed prior to painting. Paint shall be OEM quality paint and shall match the
original OEM color of the vehicle. The doors shall be raised in such a manner as to be aesthetically
pleasing and complementary to OEM body style. Weatherstripping shall be securely attached to
the door to replace the OEM weatherstrip that has been removed. Weatherstrip shall be appropriate
to prevent water intrusion into the vehicle.

Keys/Fobs: 3sets of Keys/Fobs per vehicle.
Door Locks: Vehicle shall be equipped with electric OEM door locks.
Specify if OEM:

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