FORMAT AND GUIDELINES FOR PROPOSALS-COPIERS 2026.pdf

STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

FORMAT AND GUIDELINES FOR PROPOSALS

COPIERS- PURCHASE AND RENTAL

RFx: 3130002260

State of Mississippi

Format and Guidelines for Proposals

Copiers-Purchase and Rental

RFx: 3130002260

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 Ashley Smith at easter.haimur@dfa.ms.gov or 601-359-2030. 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 https://www.dfa.ms.gov/vendors https://www.dfa.ms.gov/vendors required specifications may result in product rejection, contract suspension, or contract termination at the discretion of the State of Mississippi.

Procurement authority for stand-alone and networked printers resides with the Mississippi

Department of Information Technology Services; therefore, stand-alone and networked printers are expressly excluded from any state contracts resulting from this Request for

Proposals.

2.1. Item Requirements

The items covered under this solicitation include a full range of multifunction copiers available for purchase or rental, capable of supporting the diverse operational needs of State agencies, universities, and local governmental entities. Copiers offered shall be commercial-grade units designed to provide reliable, high-volume document production and must include, at a minimum, the ability to copy, print, scan, or fax (where applicable). Units may vary in speed, capacity, and configuration; however, all proposed models must meet or exceed the specifications and performance requirements outlined in this document. Manufacturers may provide multiple models within various speed segments and feature categories.

Agencies must be able to obtain the equipment as standalone units or as part of a lease/rental package, which may include maintenance, supplies (excluding paper), and service agreements as applicable. All equipment must be new, current-production models and shall not include refurbished, remanufactured, or previously leased units unless explicitly permitted within the solicitation.

2.1.1. Performance

All copier rental services must be performed at the Contracting Agency’s convenience so as not to interrupt its normal operations. Services may be provided at a large range of facilities. Each agency may have more than one location in different regions of the

State. Most agencies operate on a Monday-Friday, 8:00 AM to 5:00 PM business hours schedule. Contractor personnel may be required to sign-in and sign-out at state facilities. Security provisions for all state facilities must be strictly observed. All

Contractor personnel must be uniformed or have visible identification at all times and personnel may be required to provide photographic identification for inspection upon entering state facilities. The Contractor is advised that for all state facilities, Contractor personnel shall strictly abide by all state policies and procedures at all times. Deviations from these policies by the Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

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.

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 requires 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.

If you are submitting a price list with copiers for purchase, the following information must be submitted on the price list:

• Brand- The brand name of the product.

• Model Number- The model number of the product.

• Copies/per minute- The number of copies per minute that the copier will produce. This number must be supported by the product literature. If the copies per minute is different when used with a document feed, indicate both speeds, showing the speed without accessories first

• Purchase Price- As a negotiated contract, your price is the maximum price to be paid by state agencies and governing authorities during the term of the contract. This price shall include delivery and installation.

• ADF Model/Price- The model number and price for the appropriate Automatic Document

Feed to go with the model being proposed, if applicable.

• Sorter Model/Price- The model number and price for the appropriate Sorter to go with the model being proposed, if applicable.

• Stand Model/Price- The model number and price for the appropriate Stand to go with the model being proposed, if applicable.

• Accessories Description/Model/Price- The description, model number and price for any other appropriate accessories to go with the model being proposed. Additional accessories and supplies may be submitted on an additional sheet if necessary.

• Toner order number/price/qty - The order number, price per case and quantity per case of the appropriate toner to go with the model being proposed.

• Developer Order Number/Price/Quantity- The order number, price per case and quantity per case of the appropriate developer to go with the model being proposed.

• Maintenance Cost/Copies/Overage- The monthly cost for a maintenance contract for the model being proposed. Indicate the number of copies covered by the maintenance contract as well as any overage charge per copy over the limit.

Toner items included on a price list must correspond exclusively to copiers listed on that same price list; standalone or unrelated toner items are not permitted.

If you are submitting a price list with copiers for rental, the following information must be submitted on the price list:

• Brand - The brand name of product being proposed.

• Model Number- The model number of products being proposed.

• Copies/per minute- The number of copies per minute that the copier will produce.

This number must be supported by the product literature. If the copies per minute is different when used with a document feed, please indicate both speeds, showing the speed without accessories first.

• Copies/month- The number of copies per month that the copier can produce given normal maintenance. The quantity should not cause uncommon stress upon the machine.

• Price/Month- The maximum rental price to be paid per month by state agencies and governing authorities during the term of the contract. Prices are requested for 12 months, 24 months, 36 months, 48 months and 60 months rentals if available.

• Copies included- The number of copies included in the base monthly rental.

• Overage/ per copy- The cost per copy if the base monthly usage is exceeded.

• ADF model/price- The model number and price/month for the appropriate Automatic

Document Feed to go with the model being proposed, if applicable.

• Sorter model/price- The model number and price/month for the appropriate Sorter to go with the model being proposed, if applicable.

• Stand model/price- The model number and price/month for the appropriate Base to go with the model being proposed, if applicable.

• Accessories description/model/price- The description, model number and price for any other appropriate accessories to go with the model being proposed. Additional accessories and supplies may be submitted on an additional sheet if necessary.

• Toner order number/price- The order number and price per case of the appropriate toner to go with the model being proposed. If supplies are included in the rental plan, put "included."

• Developer order number /price- The order number and price per case of the appropriate developer to go with the model being proposed. If supplies are included in the rental plan, put "included."

• Additional Fees- Any additional, allowable charges (if any) for the model being proposed.

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 copier 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 May 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 May 1st through April 30th; therefore, proposals for contracts must be received by 3pm CDT February 17th. Any proposal received after February 17th 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 April 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 July 1st through July 15th, during which Manufacturers may submit additions or deletions for changes to become effective September 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. Specific Requirements and Conditions

Detailed scope and specific requirements will be provided by the Contracting Agency prior to entering into the purchase or rental agreement with respect to a specific project or need.

Such scope and requirements will include, but are not limited to, description of work activities, definition of particular deliverables, time frames, and budget parameters. All copier purchases or rental agreements must equal or exceed the specifications listed. The absence of detailed specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail and that only quality equipment and workmanship are to be used.

4.8. 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.

4.9. 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.

Easter Haimur, Contract Analyst

Office of Purchasing, Travel, and Fleet Management

701 Woolfolk Building, Suite A

501 North West Street

Jackson, MS 39201

Email- easter.haimur@dfa.ms.gov

Phone- 601-359-2030

If you need assistance navigating MAGIC or experience technical issues, please contact the

MMRS Help Desk:

Email: mash@dfa.ms.gov

Phone: 601-359-1343 mailto:mash@dfa.ms.gov