Notice is hereby given that sealed or electronic bids will be received by the Board of Supervisors of Stone County, Mississippi until 10:00 AM on Friday, May 26, 2023.  The Stone County Board of Supervisors is a TAX EXEMPT Government Entity.
 
BID FILE #2023-012 / Electronic Poll Books & Ballot Printers
DESCRIPTION:
 
Electronic Poll Book: Software designed utilizing Swift programming language and built for the Apple iPad platform using the current iPadOS operating system.  Poll book application shall interface with the Hart Verity voting system.
 
Ballot Printing: Printed ballot shall be scannable by the Hart Verity voting system. The cart should feature security locks at every access point. Be self-contained with all hardware and supplies needed to operate the ballot station on site. Cart shall be ruggedly built to protect the equipment. Offer locked storage for other poll site supplies. Simplify power distribution at a poll site allowing for check-in equipment to be plugged into the back of the cart.
  
In 2017 Mississippi passed legislation requiring government bidding to allow any bid to be submitted by electronic means.  The Stone County Board of Supervisors is required to follow these laws.  Electronic bidding provides a way for bidders to submit their proposals without the need for printing, mailing or hand delivery of bid packets to the County.  There is no fee to our bidders for this service provided the bid packet is obtained from the County.  The Purchasing Department will have packets available for pickup or will email by request.
 
All Electronic Bid Specifications and Procedures may be obtained and submitted electronically at www.centralbidding.com.  For questions relating to electronic downloads and submittals and/or the bidding process, please call Central Bidding at 225-810-4814.
 
INSTRUCTIONS:  Bids may be submitted by mail or hand delivered to the Clerk of the Board or Purchasing Department in the Stone County Courthouse at 323 E. Cavers Avenue, P. O. Drawer 7, Wiggins, MS 39577  or by Electronic Submittal at www.centralbidding.com.   If the Courthouse is closed for business at the time of the deadline, proposals will be accepted and opened on the next business day at the originally scheduled hour.
 
All written bid submissions must include one (1) original set of proposal documents along with one (1) copy.  Proposals must be sealed and clearly marked on the outside of the envelope as indicated/described above:
 Bid File #,  Description, Bid Date & Time.  Submissions not so marked are submitted at the risk of the bidder and the County assumes no responsibility for the premature opening of same by any County employee.   The County is NOT responsible for submissions that are delivered in person or arrive in the mail after the designated opening time.
 
 
 
 
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SEALED BIDS OR ELECTRONIC BIDS MUST BE RECEIVED BEFORE 10:00 AM,  Friday, May 26, 2023.
 
ELECTRONIC BIDS may be submitted at www.centralbidding.com.  For any questions related to the electronic bidding process, please call Central Bidding at 225-810-4814.  
SEALED BIDS may be submitted to the Purchasing Department at the Stone County Courthouse, Wiggins, MS before 10:00 AM, Friday, May 26, 2023  at the address stated above. 
 
Vendors shall be responsible for ensuring they have received any and all addenda. Receipt of addenda must be acknowledged by initialing the space provided on the vendor checklist.  No oral explanations of the bidding process by any member of the Stone County staff will be binding. 
 
An “OFFICIAL PROPOSAL AND SIGNATURE FORM” is attached for this bid.  You must use only the form provided to submit proposals.  Additional information or explanation may be attached for consideration.
 
BID AWARD:  Award of contract shall be made to the most responsible, responsive bidder, whose offer is determined to be the best value, taking into consideration the relative importance of price.  Past experience with the county will be considered prior to award. The Stone County Board of Supervisors reserves the right to accept or reject in part or in whole any bid submitted, and to waive any technicalities or informalities for the best interest of the County.  Stone County reserves the right to award based upon prior usage, individual line items, sections or total bid.  Bidders are encouraged to bid every item.   The County will review all bid results prior to making a decision.  After careful consideration the Stone County Board of Supervisors will officially award or reject all bids at the next scheduled Board meeting on Monday, June 5, 2023.