Maintenance, Repair, Operation (MRO) Negotiated Contract

STATE OF MISSISSIPPI
DEPARTMENT OF FINANCE AND
ADMINISTRATION
FORMAT AND GUIDELINES FOR PROPOSALS
Maintenance, Repairs, and Operations
RFx: 310002321

State of Mississippi
Format and Guidelines for Proposals
Maintenance, Repairs, and Operations
RFx: 3130002321
Vendors 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 Vendor 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 Vendor
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 Kizzie Shorter at kizzie.shoter@dfa.ms.gov or 601-359-5222. All Vendors must
verify their registration and ensure that a current W9 is submitted to
OFMMAGIC@dfa.ms.gov.
State contract Vendors 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 Vendor 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 Vendor
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
These specifications establish the requirements for Maintenance, Repairs, and Operations
(MRO). A list of items is included with this document, as Attachment A. Vendors are not
required to offer all items listed in this solicitation to receive a contract award. However, the
Office strongly encourages Vendors to propose as many eligible products as possible, as
broader product availability enhances statewide usability and may increase purchasing
opportunities for the Vendor. The products on this list are the only products that will be
available for sale.
2.2. Applicability and Compliance
Commodities procured under these specifications shall not deviate from those originally
contracted for without written approval from the Office of Purchasing, Travel and Fleet
Management. These specifications shall, until revised or rescinded, apply to all future
purchases and contracts for the described commodities.
It is the intent of these specifications to obtain products that adequately meet user needs while
promoting fair competition. Prospective bidders must review the full Format and Guidelines
for Proposals, and notify the Office of Purchasing, Travel and Fleet Management of any issues
that may unnecessarily restrict competition.
Any commodities or products currently covered under an existing State of Mississippi
statewide contract are expressly excluded from any contract resulting from this Proposal
Format and Guidelines. Offerors shall not propose items that are already available through
another active State contract. The excluded commodities include, but are not limited to, the
following: Automotive Parts and Equipment, Automotive Batteries, Janitorial Chemicals,
Toner Cartridges, Office Supplies, Paper Towels, and Toilet Tissue.
3. Proposal Requirements
3.1. Proposal Letter
Vendors should submit a signed letter with the proposal from an authorized representative
indicating the Vendor's interest in entering a State Contract for the items being proposed. This
letter must include:
* Vendor'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 Vendor is certifying that they are authorized to do business in the
State of Mississippi, that neither the Vendor 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 requires that these contracts are
established with the Vendor with all authorized distributors being listed. This dealers' list and
associated requirements are included as Attachment B. Please provide a dealers list using the
Excel spreadsheet. The file size cannot exceed 100 MB. It is the Vendor'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 C. This format is not
required but is highly recommended. To be eligible for consideration under the state contract,
all items included on the Price List must reflect a minimum discount of 10% off the
manufacturer's suggested retail price (MSRP). The Price List shall clearly identify the MSRP,
the State's discounted price, and the corresponding percentage discount for each item offered.
If the Vendor 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
Vendors are required to complete the attached internal catalog spreadsheet(s) in their entirety.
This internal catalog spreadsheet, included as Attachment D, must include the signage
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 minimum discount of 10% off the manufacturer's suggested retail price (MSRP) to
be considered for a State Contract.
3.5. Purchase Summary
If the Vendor currently has a contract with the State of Mississippi, a purchase summary is
required. Please complete the purchase summary, included as Attachment E, for the current
contract period starting September 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 Vendor that submits a purchase summary must also complete and sign the Purchase
Summary Attestation Form, provided in Attachment F, 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 September 1st through August 31st; therefore, proposals for contracts
must be received by 3pm CDT June 15th. Any proposal received after June 15th 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 August 31, 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 Vendor 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 Vendor to submit invoices electronically throughout the term of the
agreement. Vendor 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 Vendor 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 Vendors to make
limited additions or deletions necessary to align with initial contract implementation. A
second addendum period will be held January 1st through January 15th, during
which Vendors may submit additions or deletions for changes to become effective March
1st. Price changes are not allowed during the addendum periods.
4.5.2. Addendum Submission Requirements
When requesting additions or deletions, the Vendor 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 Vendor acknowledges, accepts,
and agrees to comply with the State of Mississippi's Standard Terms and Conditions, as
outlined in Attachment G. Submission of a proposal shall constitute an acknowledgment that
the Vendor 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
Vendors are strongly encouraged to carefully review the Sample Contract provided in
Attachment H 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 Vendor 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 H.
4.8. Award of Contract
New contracts will be awarded to all Vendors 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 Vendor 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.
4.9. Proposal Submission
Submission of a proposal constitutes the vendor's acknowledgment that it has read this
document in its entirety and agrees to be bound by all instructions, requirements,
specifications, terms, and conditions contained herein.
If you have any questions concerning this document, please contact the contract analyst listed
below.
Kizzie Shorter, Contract Analyst
Office of Purchasing, Travel, and Fleet Management
701 Woolfolk Building, Suite A
501 North West Street
Jackson, MS 39201
Email-kizzie.shorter@dfa.ms.gov
Phone- 601-359-5222

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