ATTACHMENT G- SAMPLE CONTRACT.pdf

STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

NEGOTIATED CONTRACT

Grounds Maintenance Equipment Contract Number: 820000000

State of Mississippi Negotiated Contract

Grounds Maintenance Equipment Contract Number: 820000000

This negotiated contract by and between the State of Mississippi (hereinafter “Mississippi”) and

Vendor Name is made effective as of March 1, 2027, (“the Contract Effective Date”) and is attached to and governed by the Office of Purchasing, Travel and Fleet Management (“OPTFM”). Mississippi and Vendor Name are collectively referred to herein as the “Parties.”

NOW, THEREFORE, in consideration of the foregoing mutual promises and covenants contained herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows:

1. General Conditions

1.1. Term

The term of this agreement shall commence on March 1, 2027, and shall terminate on February 29, 2028, or one year from the contract effective date with no additional renewal periods.

1.2. Length of Price Guarantee

Pricing shall be firm for a twelve (12) month period. Price increases are not allowed during the term of this contract.

1.3. Transportation Terms

All freight and shipping costs are the responsibility of Vendor Name and are not reimbursable.

All items must be transported F.O.B Destination.

1.4. 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.

1.5. Addendum Period: Additions/Deletions

1.5.1. Addendum Periods

Each contract holder shall be permitted to submit one (1) consolidated request for product changes during each contract period. The request may be submitted at a time selected by the contract holder to coincide with its annual product or model updates. The request may include multiple discontinued products and their proposed replacements along with new product launches. All proposed changes must remain within the originally awarded product groups, meet the requirements of this solicitation, and comply with the contract's firm pricing provisions. All proposed changes must be submitted to the OPTFM contract analyst for review and written approval prior to implementation. Approval is not automatic, and OPTFM reserves the right to reject any proposed changes that do not meet the contract requirements. Only one consolidated product-change request shall be permitted per contract holder during each contract period. Subsequent requests will not be considered until the next contract period. Additionally, during the first five (5) business days of the contract, beginning on the contract effective date, proposers will be allowed to make limited additions or deletions necessary to align with initial contract implementation. Price changes to existing products are not allowed during the addendum periods.

1.5.2. Addendum Submission Requirements

When requesting additions or deletions, Vendor Name 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.

1.6. State of Mississippi Terms and Conditions

Vendor Name acknowledges, accepts, and agrees to comply with the State of Mississippi’s Standard Terms and Conditions, as outlined in Attachment A. Failure to comply with these terms and conditions may result in the termination of this contract.

1.7. Format and Guidelines for Proposals

The Contractor shall comply with all requirements, specifications, terms, and conditions set forth in the Format and Guidelines for Proposals, including any addenda thereto. All such provisions are hereby incorporated by reference and shall remain in full force and effect throughout the duration of this Contract unless otherwise modified in writing and approved by the Office of Purchasing, Travel and Fleet Management.

1.8. Termination

Either Party may terminate this contract for any reason upon at least thirty (30) calendar days’ prior written notice to the other Party.

IN WITNESS WHEREOF, the Parties have executed this contract under seal as of the Contract Effective Date.

STATE OF MISSISSIPPI VENDOR NAME

By its authorized agent:

(Signature)

By its authorized agent:

(Signature)

Name: Name:

Title: Statewide Procurement Analyst II Title:

Date: Date:

Address for Notices:

State of Mississippi Department of Finance and Administration Office of Purchasing, Travel and Fleet Management

501 North West Street Suite 701-A Jackson, Mississippi 39201

ATTN:

Telephone:

Email:

Address for Notices:

Vendor Name

ATTN:

Telephone:

Email: