Laundry Products

STATE OF MISSISSIPPI
DEPARTMENT OF FINANCE AND
ADMINISTRATION
FORMAT AND GUIDELINES FOR PROPOSALS
Laundry Products
RFx: 3130002340

State of Mississippi
Format and Guidelines for Proposals
Laundry Products
RFx: 3130002340
Manufacturers interested in entering into a nonexclusive, negotiated contract for the
commodity listed above with the State of Mississippi, Department of Finance and
Administration, Office of Purchasing, Travel and Fleet Management may submit a proposal
electronically through the State of Mississippi e-procurement system which must include all
information requested in this document. No costs or expenses associated with providing this
information in the required format shall be charged to the State of Mississippi. All required
documents must be attached as separate documents. It is the responsibility of the Manufacturer
to verify that all the requirements for submitting the proposal have been fulfilled.
1. Registration with the State of Mississippi E-Procurement System
Mississippi's Accountability System for Government Information and Collaboration (MAGIC)
is the state's e-procurement system. Please note: It shall be the responsibility of each
Manufacturer to ensure that your profile is current in our e-procurement system. The
website to register as a vendor with the State of Mississippi is:
https://www.dfa.ms.gov/vendors. If you currently have a State Contract for the commodity
listed above and you are unsure of your vendor number, please contact LaShun Smith at
lashun.smith@dfa.ms.gov or 601-359-1310. All Manufacturers must verify their registration
and ensure that a current W9 is submitted to OFMMAGIC@dfa.ms.gov.
State contract Manufacturers that do not have a MAGIC User ID and password, an email should
be sent to mash@dfa.ms.gov. Enter "Vendor ID Request" as the email Subject, and include the
following information in your email:
* MAGIC Vendor Number
* Vendor Name
* Contact Name
* Contact Email Address
* Contact Phone Number
For online learning instructions on submitting your proposal electronically, select
"Training/Documentation" from the following link: https://www.dfa.ms.gov/vendors.
2. Specifications
The Manufacturer shall provide all products and services in strict accordance with the
specifications outlined below. These specifications represent the minimum acceptable
standards of quality, construction, performance, and serviceability. By submitting a proposal,
the Manufacturer acknowledges and agrees that all items furnished under the resulting contract
must meet or exceed these specifications. Failure to supply products that conform to the

required specifications may result in product rejection, contract suspension, or contract
termination at the discretion of the State of Mississippi.
2.1. Item Requirements
The Vendor should provide a comprehensive line of laundry products and related supplies,
including but not limited to detergents, fabric softeners, stain removers, bleach, disinfectants,
laundry additives, spot treatment products, and related dispensing or application products.
Products should be suitable for commercial, institutional, and governmental use.
2.1.1. Manufacturing and Compliance
All products proposed in this solicitation should be manufactured and supplied in
accordance with reasonable industry practices and shall meet or exceed all applicable
federal, state, and local regulations and safety standards. Products shall be suitable for their
intended use in commercial, institutional, and governmental laundry operations. The
Vendor shall ensure that all products are properly labeled and formulated for safe handling
and use and shall provide products that are compatible with standard commercial and
institutional laundry equipment where applicable.
2.1.2. Product Labels and Safety Data Sheets (SDS)
The manufacturer shall provide product labels, technical literature, or manufacturer
documentation for all proposed products. Documentation shall include, at a minimum:
Product identification and intended application; recommended usage instructions; dilution
or mixing rates, where applicable; and any applicable handling, storage, or safety
precautions.
The manufacturer shall provide current Safety Data Sheets (SDS) for all proposed chemical
products in accordance with applicable Occupational Safety and Health Administration
(OSHA) Hazard Communication Standards. SDS documentation shall be provided to any
participating entity upon request and shall include all information necessary for the safe
handling, storage, use, and disposal of the products.
2.2. Service Requirements
The contractor shall provide ongoing technical support and services for all using agencies
throughout the term of the contract. The contractor shall provide service by qualified and
properly trained personnel familiar with the products and dispensing equipment provided under
the contract.

2.2.1. Minimum Service Requirements
The contractor shall provide ongoing technical support and services for all using agencies
throughout the term of the contract. The contractor shall provide service by qualified and
properly trained personnel familiar with the products and dispensing equipment provided
under the contract.
Minimum service requirements shall include:
* Routine Service Visits
The contractor should provide routine on-site service visits to agencies utilizing
contractor products or dispensing systems. Service frequency shall be based on
agency usage and operational needs but shall occur no less than once per month
unless otherwise approved by the agency.
* Emergency Service Response
The contractor shall respond to emergency service requests within twenty-four (24)
hours of notification, excluding weekends and State holidays unless otherwise
agreed upon by the agency.
* Service Coordination
The contractor shall coordinate all routine service visits directly with the agency
contact or designated facility representative. Except for regularly scheduled
recurring visits, the contractor shall provide at least two (2) business days' advance
notice prior to on-site service visits.
2.2.1.1. Service Personnel
At a minimum, contractor service personnel shall:
* Inspect dispensing systems and related equipment for proper operation and
performance.
* Check and adjust product concentrations, dispensing levels, temperatures, and
calibration settings as necessary to ensure proper functionality and product
effectiveness.
* Identify observable equipment issues affecting product performance and notify the
agency of recommended corrective actions.
* Provide operational guidance and basic maintenance instruction to agency
personnel regarding the proper use and care of dispensing systems and related
equipment.

* Provide any additional routine technical support customarily offered to commercial
customers for similar products and services.
3. Proposal Requirements
3.1. Proposal Letter
Manufacturers should submit a signed letter with the proposal from an authorized
representative indicating the Manufacturer's interest in entering a State Contract for the items
being proposed. This letter must include:
* Manufacturer's name
* Location Address
* Mailing Address
* Telephone Number
* Email Address
* Website Address, (if applicable)
* Name of authorized representative submitting proposal.
By signing this letter, the Manufacturer is certifying that they are authorized to do business in
the State of Mississippi, that neither the Manufacturer nor any potential subcontractors are
debarred or suspended from submitting bids for contracts issued by any political subdivision
or agency of the State of Mississippi, and that it is not an agent of a person or entity that is
currently debarred from submitting bids for contracts issued by any political subdivision or
agency of the State of Mississippi.
3.2. Dealers' List
The Office of Purchasing, Travel and Fleet Management prefers that these contracts are
established with the Manufacturer with all authorized distributors being listed. This dealers'
list and associated requirements are included as Attachment A. Please provide a dealers list
using the Excel spreadsheet. The file size cannot exceed 100 MB. It is the Manufacturer's
responsibility to keep this list updated during the contract period. Dealers/Distributors must be
registered in the State's e-procurement system.
3.2.1. Minority Vendor Status
Vendors should indicate if they or any of the distributors they list are considered Minority
Vendors by placing "MV," for Minority Vendor, in the appropriate column on the
spreadsheet. Minority Vendor means a business concern that (1) is at least 51% minority-
owned by one or more individuals, or minority business enterprises that are both socially
and economically disadvantaged, and (2) have their management and daily business
controlled by one or more such individuals as ascribed under the Minority Business
Enterprise Act and the Small Business Act 15 USCS, Section 637(a).

3.3. Price List
Vendors are required to provide a Price List Spreadsheet with pricing in an Excel format. A
price list and associated requirements are included as Attachment B. This format is not
required but is highly recommended. All items included on the Price List must reflect a
discount from the manufacturer's suggested retail price (MSRP) to be eligible for
consideration under the State contract. The Price List shall clearly identify the MSRP, the
State's discounted price, and the corresponding percentage discount for each item offered.
If the Manufacturer is listed on a GSA contract, a copy of the current price list must be
submitted. Discounts shall be competitive when compared to prices and discounts received by
the GSA, other state governments, and large volume commercial customers.
3.4. Internal Catalog Pricing Spreadsheet and Product Information
Manufacturers are required to complete the attached internal catalog spreadsheet(s) in their
entirety. This internal catalog spreadsheet, included as Attachment C, must include the
requirements specified herein and shall conform to only the best commercial standards and
quality materials. All items listed on the Internal Catalog Spreadsheet (ICS) are required to
have a discount on the Manufacturer's suggested retail price (MSRP) to be considered for
a State Contract.
3.5. Purchase Summary
If the Manufacturer currently has a contract with the State of Mississippi, a purchase summary
is required. Please complete the purchase summary included as Attachment D, for the current
contract period starting October 1, 2025. This purchase summary must be attached with the
proposal. The file size cannot exceed 100 MB. The purchase summary should only include sales
to state agencies and governing authorities. Please do not include sales to non-governmental
entities.
3.6. Purchase Summary Attestation
Each Manufacturer that submits a purchase summary must also complete and sign the
Purchase Summary Attestation Form, provided in Attachment E, certifying that the
reported sales information is true, accurate, and complete to the best of their knowledge.
Failure to submit the required Purchase Summary and signed Attestation Form will result in
disqualification from consideration or non-renewal of the contract.
3.7. Proposal Deadline
This contract is effective October 1st through September 30th; therefore, proposals for
contracts must be received by 3pm CDT July 15th. Any proposal received after this deadline
will not be considered.

4. General Conditions
4.1. Term
The term of this agreement shall commence on the contract effective date and shall terminate
on September 30, 2027, or one year from the contract effective date with no additional
renewal periods.
4.2. Length of Price Guarantee
Pricing shall be firm for a twelve (12) month period. Price increases are not allowed during
the term of the contract.
4.3. Transportation Terms
All freight and shipping costs are the responsibility of the Manufacturer and are not
reimbursable. All items must be transported F.O.B Destination.
4.4. Payment Terms and Invoices
MS Code Section 31-7-305(3) allows a state entity to pay invoices within forty-five (45) days
without penalty.
The State requires the Manufacturer to submit invoices electronically throughout the term of
the agreement. Manufacturer invoices shall be submitted to the state agency using the
processes and procedures identified by the State. Payments by state agencies shall be made and
remittance information provided electronically as directed by the State. The Manufacturer
understands and agrees that the State is exempt from the payment of taxes. All payments shall
be in United States currency.
4.5. Addendum Period: Additions/Deletions
4.5.1. Addendum Periods
Additions or deletions will be permitted only during designated addendum periods. A
first addendum period will be allowed during the first five (5) business days of the
contract, beginning on the contract start date. This initial period allows Manufacturers
to make limited additions or deletions necessary to align with initial contract
implementation. A second addendum period will be held February 1st through
February 15th, during which Manufacturers may submit additions or deletions for
changes to become effective April 1st. Price changes are not allowed during the
addendum periods.

4.5.2. Addendum Submission Requirements
When requesting additions or deletions, the Manufacturer shall submit a formal written
request electronically (via email to the analyst listed in this proposal). The request must
include:
* A cover letter identifying the requested additions or deletions.
* A list of all items proposed for addition or deletion.
* All required documentation as outlined in the Proposal Requirements for any
new items.
* Product literature supporting the request.
When adding a distributor to the original distributor's list, the new distributor's
information shall be submitted electronically (via email) using the attached Excel
spreadsheet with read/write capabilities. The submission must include the distributor's
full name, address, contact person, telephone number, fax number, and email address.
The distributor must be registered in the State of Mississippi's e-procurement system
prior to submitting a request for addition. See Section 1.
4.6. State of Mississippi Terms and Conditions
By submitting a proposal in response to this solicitation, the Manufacturer acknowledges,
accepts, and agrees to comply with the State of Mississippi's Standard Terms and
Conditions, as outlined in Attachment F. Submission of a proposal shall constitute an
acknowledgment that the Manufacturer has read, understands, and agrees to be bound by all
applicable provisions contained therein. Failure to comply with these terms and conditions may
result in rejection of the proposal or termination of any resulting contract.
4.7. Sample contract
Manufacturers are strongly encouraged to carefully review the Sample Contract provided in
Attachment G prior to submitting a proposal. The Sample Contract outlines the general terms,
conditions, and requirements that will govern any contract awarded as a result of this
solicitation.
Submission of a proposal shall constitute acknowledgment by the Manufacturer that they have
reviewed the Sample Contract and are prepared to accept its provisions, subject to any
negotiated modifications approved by the State of Mississippi. The final executed contract will
be substantially similar in form and content to the Sample Contract included in Attachment G.
4.8. Award of Contract
New contracts will be awarded to all Manufacturers that submit proposals and are in
compliance with this format and are proposing competitive prices. Any requested information
not submitted may be cause for the contract proposal to be denied. If a Manufacturer
currently has a contract with the State of Mississippi and the submission is not received

by the required submission date, the contract will expire, and you will be denied a new
contract.
If you have any questions concerning this document, please contact the contract analyst listed
below.
LaShun Smith, Contract Analyst
Office of Purchasing, Travel, and Fleet Management
701 Woolfolk Building, Suite A
501 North West Street
Jackson, MS 39201
Email- lashun.smith@dfa.ms.gov
Phone- 601-359-1310
If you need assistance navigating MAGIC or experience technical issues, please contact the
MMRS Help Desk:
Phone: 601-359-1343 Email: mash@dfa.ms.gov