Bureau of Building, Grounds and Real Property Management
Frequently Used Forms for Using Agencies and for Professionals on Quotes and other Public Entities

Please do not make modifications to these forms – altered forms are subject to rejection.  Check back often for additional forms.

YOU MUST Contact the Project Professional
to obtain copies of the following construction administration documents, as they are AIA Official Documents

G704 Certificate of Substantial Completion
G706 Contractor’s Affidavit of Payment of Debts and Claims
G706A Contractor’s Affidavit of Release of Liens
G707 Consent of Surety to Final Payment

G707A Consent of Surety to Reduction in or Partial Release of Retainage)

you may find other forms helpful to your application one step back

under Forms for A/E's (Professionals) regarding

Construction Contracts

Using Agency - Request for Proposals     and     Request for Qualifications

     please go back to the Bureau of Building, Grounds and Real Property Management

     home page and look under Request for Proposals or Requests for Qualifications for

     RFQ's for BoB     AND     on behalf of Using Agencies. 

 

Quotes or Bids - Institution / Agency Information, Quotes by Professionals (and other Public Entities)

Institution / Agency Information: 

(and information for Professionals for quotes under $50,000.00 or emergencies)

(and information for other Public Entities)

QUOTES:  (includes most laws for bid/quotes)

Bid/Quote Proposal Checklist 12/15/2020 (see editable links below)  THIS INCLUDES ALL LAWS PERTAINING TO "PUBLIC" BIDS or QUOTES.  This Checklist would affect "other" Public Entities - however, some may not apply if you are not a State Institution/Agency.  (i.e. #2 - A City will not need to get the professional contract approved by BoB)  

      •               NOTE:  *  The forms in the above Checklist Document are not editable – the entire document is meant to be an interoffice          
      •                                  tickler to help with your project.
  •                            
  •                             *  Please see the “links” listed below for the editable Request for Quote (similar to Advertisement for Bids), editable
  •                                Quote form (similar to a bid proposal form), etc.

Request for Quote Fillable 12/15/2020 - editable for "emergency declared project quotes at any estimated cost     or     quotes $50,000.00 and under".  PLEASE GET THE CHECKLIST TO FOLLOW FOR QUOTES. 

Notice that the Request for Quote form has a paragraph about "no" electronic bidding.  (either it is being used because it is under $50,000.00 and does not advertise     OR     it is being used because it is an Emergency and rules change

Using Agency forms for the entire project are herein.  If the Project has a Prime Professional, then the Request for Quote will be used from this link and BoB will help walk through the type of Contract depending on amount of project or award.

Modified Instruction to Bidders for Quotes 12/15/2020 (Professional - remove red lettering in the form)

Quote - fillable     AND     Bidders Checklist (Attachment to Quote)    for $50,000.00 and under (refer, also, to checklist) (Sealed quote) If the anticipated bid is expected to be over $50,000.00 AND IS AN EMERGENCY, please use the regular bid proposal form.  Your contract will ONLY be different for over $50,000.00 and an emergency regarding the "Request for Quotes".  (instead of an Advertisement for Bids)

Inst/Agency Construction Proposal/Quote Contract Draft  (Institutions and Agencies can use THIS CONTRACT when it is a quote UNDER $50,000.00 and NOT a BoB project.  All references to BoB have been removed(see 1.2 whereby you can choose whether it is an emergency or a non-emergency)

A/E's or BoB Construction Proposal/Quote Contract Draft  (Architects and Engineers can use THIS CONTRACT when it is a quote under $50,000.00.  References to the BoB are still in this contract.  If you are doing a Quote Contract FOR THE USING AGENCY, please see the link immediately above.)  (see 1.2 whereby you can choose whether it is an emergency or a non-emergency)

Contract Bond and Insurance Certificate for Contracts and Editable does not change from Bids for "Quotes".  [so not to have to update here] please get from other links herein.

This gets confusing and Contract Analyst will be available for assistance to Prime Professionals.

Bid Tab

 

UA's Professional Contract Review Form - Institution / Agency Information

UA's PROFESSIONAL CONTRACT REVIEW FORM (Code 31-11-3(7) )

Form (only)

Entire backup package

           31-11-3 2019 Update

     Code 31-11-3 gives DFA full power and authority over construction, architect and engineer services, etc., subject to the regulations adopted by the Public Procurement Review Board, which is through the Bureau of Building, Grounds and Real Property Management.  (paraphrasing) 

     Therefore, please be advised, that construction awards over $5 million and Professional fees over $250,000.00 will have to be submitted to PPRB before proceeding with Contracts for signatures and Magic. Submit your Contracts to BoB and we will start review AND submit the necessary ones to PPRB.

     (These procedures may be altered in some manner on January 1, 2018, to comply with PSCRB and PPRB merger per Law; however, Codes will still be followed. 

(At this writing, that procedure is not known.  Please contact the BoB if you have a question)

 

 

Professional Contracts

 

Using Agency Percentage Contract (not the BoB form) (adjust pages as needed for your use) (this link may not get updated when and if changes are made to the BoB's version - however, changes [manual or otherwise] can be found on the Bureau's web page under "Changes to Manual")

Using Agency Roofing Contract (not the BoB form) (adjust pages as needed for your use) (this link may not get updated when and if changes are made to the BoB's version - however, changes [manual or otherwise] can be found on the Bureau's web page under "Changes to Manual")

Using Agency Commissioning Contract (not the BoB form) (adjust pages as needed for your use) (this link may not get updated when and if changes are made to the BoB's version - however, changes [manual or otherwise] can be found on the Bureau's web page under "Changes to Manual")

Using Agency Special Professional Proposal Contract (not the BoB form) (adjust pages as needed for your use) (this link may not get updated when and if changes are made to the BoB's version - however, changes [manual or otherwise] can be found on the Bureau's web page under "Changes to Manual")

 

Construction Contract - - Institution / Agency Information

CONSTRUCTION CONTRACT (with BoB and DFA removed) FOR USING AGENCY USE

    Note that DFA/BoB takes no responsibility for Using Agency use of these documents when BoB is not a party to the Contract nor the Project.

          Division 0 Index Draft for Using Agency 12/15/2020 (add the rest of the Index after Division 1)

Division 0 for Using Agency 12/15/2020 (not the BoB form) (adjust pages as needed for your use) (this link may not get updated when and if changes are made to the BoB's version - however, changes [manual or otherwise] can be found on the Bureau's web page under "Changes to Manual") (current to December 2020)

        UA Addendum 1 (n/a as of December 2013)

                   Affidavit Certifying Payment to Subcontractors      12/15/2020

                  Minority Tracking or Participation Form    12/15/2020

                   

          Division 1 Index Draft  for Using Agency 12/15/2020 (add the rest of the Index after Division 1)

Division 1 for Using Agency 12/15/2020 (not the BoB form) (adjust pages as needed for your use) (this link may not get updated when and if changes are made to the BoB's version - however, changes [manual or otherwise] can be found on the Bureau's web page under "Changes to Manual") (current to December 2020)

            W9 (and compare with Secretary of State site)

            Add appropriate Codes  (when quote or emergency)

            Add cover letter, cover to Contract

            Change Order Form

Delete from Inventory / Demolish - Institution / Agency Information

DELETE FROM INVENTORY / DEMOLISH - revised policy effective June 1, 2015

Based on the new EIS / Web-based Inventory System in 2015, the BoB is handling their delegation of Deletion of Buildings from Inventory with a revised policy effective June 1, 2015, as follows:


Log into the respective EIS / Web-based Inventory System and add or delete building.   http://eis.dfa.ms.gov

More detailed instructions at this link.
     

Institution/Agencies should keep in mind the Department of Archives Antiquities Code and the EPS / Department of Environmental Quality rules/regulations regarding building deletions and demolitions.  (forms are still accessible below)
     

Attach these documents AND their respective approval letters to the EIS / Web-based Inventory System, along with any other pertinent documents

If this is a BoB "demolition" resulting in a Deletion from Inventory, the forms and procedures will also be submitted for inclusion in the Bricks Project, as well as, your EIS system.

Previous Delete from Inventory BOB Notes (no longer required) (for assistance:  Tricia.Weir@dfa.ms.gov)

BoB Standard Approval Form authorizing the June 1, 2015, Delete from Inventory Policy revision

Form:

DAH Historical Form - Notice of Intent:  (required for attachment to your GIS Inventory of Building page) (can be filled in on-line) Code 39-7-22  (this form is filliable; however, you must right-click on the link and select "Save Links As .. ." [on your PC] - THEN it is fillable) and for Construction demolition projects

DEQ Hazardous Form:  (required for attachment to your GIS Inventory of Building page)) (can be filled in on-line) EPS Rules/Regulations 61.145

Codes:  Be sure to get the MOST RECENT version from the Mississippi Code.  The ones in this link are not necessarily the most recent!

LBO Project Request Database Forms (31-11-27)

LBO PROJECT REQUEST DATABASE FORMS (31-11-27)

Prior to 2012, for the last few previous years, Institutions/Agencies have received a Project Request Database Spreadsheet with information pertinent to the R&R Tours due around May 1. 

Followed by that spreadsheet being returned with additional columns making up the Project Impact pertinent to the Bureau's Legislative Budget Office submittal required by Law with said Impact Form due around July 15. 

Beginning May 1, 2012, the two forms were combined. The new spreadsheet will still be used for both purposes; however, it will omit one Report coming due during end of the fiscal year time !

Therefore, please note the:

    *  Database and Impact combined form (aka Capital Needs Study) (shown below)

    *  Inventory of Building (aka Capital Facilities Study through the EIS system) (a different link under Forms for Institutions/Agencies)

 

Project Request Database Forms (CI-PP-RR for Institution Agencies project requests): 

Deadline: Friday, May 14, 2021.  FY2023-FY2027.   

April 10, 2021, Mass email

2021 Memo from BoB Director for FY2023-FY2027

2021 Instructions for Spreadsheet for FY2023-FY2027

2021 Project Request Database Spreadsheet for FY2023-FY2027 (modified blank form from 2014)        

           

                    Do Not Use the Spreadsheet from 2014.

                         Project Data Form - DELETED in 2012

                         Project Data Summary Form - DELETED in 2012 because compiled by BoB

                         Project Impact Form - OPENED UP IN THE  Project Request Database Spreadsheet Above     

LBO EIS / Inventory of Building (31-11-27) AND Add/Delete Form (29-1-149)

  EIS /LBO Inventory of Building (31-11-27)    AND    Add/Delete Form (29-1-149)

          *  EIS Procedure Manual

          • 2020 EIS / Inventory of Building 05/18/2020 email (for LBO) per Code 31-11-27:  Deadline Friday, August 14, 2020

          • 2020 Memo from BoB Director (emailed 05/18/2020) (for EIS / Inventory of Building AND Add/Delete Form)

 

 

(let our Office know if you need further information)