ATTACHMENT G - SAMPLE CONTRACT.pdf

STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

NEGOTIATED CONTRACT

Copiers- Purchase and Rental

Contract Number: 820000000

State of Mississippi

Negotiated Contract

Copiers- Purchase and Rental

Contract Number: 820000000

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

Vendor Name is made effective as of May 1, 2026, (“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, THERFORE, 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 May 1, 2026 and shall terminate on April 30, 2027, 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

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 July 1st through July 15th, during which vendors may submit additions or deletions for changes to become effective September

1st. Price changes 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.

All rentals will be covered by the terms and conditions in the Generic Rental Agreement as outlined in Attachment B, for use by Mississippi Departments and Vendors.

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: Easter Haimur 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: Easter Haimur

Telephone: 601-359-2030

Email: easter.haimur@dfa.ms.gov

Address for Notices:

Vendor Name

ATTN:

Telephone:

Email: