FORMAT AND GUIDELINES FOR PROPOSALS GROUNDS MAINTENANCE 2027.pdf

STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

FORMAT AND GUIDELINES FOR PROPOSALS

Grounds Maintenance Equipment RFx: 3130002400

State of Mississippi Format and Guidelines for Proposals

Grounds Maintenance Equipment RFx: 3130002400

Manufacturers interested in entering into a nonexclusive, negotiated contract 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. An authorized dealer or distributor may submit a proposal on behalf of the Manufacturer; however, the Manufacturer shall remain responsible for the proposal and, if awarded, the resulting State Contract. The proposal must include all information requested in this document.

Unless otherwise specified, references to the Proposer throughout this document shall apply to either the Manufacturer or an authorized dealer or distributor submitting a proposal on the Manufacturer’s behalf.

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 Proposer to verify that all 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 its 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 James Brabston at james.brabston@dfa.ms.gov or 601-359-2007. All Manufacturers must verify their registration and ensure that a current W9 is submitted to OFMMAGIC@dfa.ms.gov.

Manufacturers that do not have a MAGIC User ID and password should send an email 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.

https://www.dfa.ms.gov/vendors https://www.dfa.ms.gov/vendors

2. Specifications

The Proposer 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 Proposer 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 Proposer should provide a comprehensive line of grounds maintenance equipment, limited to tractors, landscape maintenance equipment, golf maintenance equipment, golf carts, utility transport vehicles and related attachments, accessories, and options. Products should be suitable for commercial, institutional, and governmental use. Heavy equipment and street legal vehicles are expressly excluded from this solicitation. The resulting contracts shall be limited to the equipment and products specifically identified within the categories and product groups listed below. All equipment shall be new, unused, and of current manufacture, unless otherwise expressly authorized by the State. Equipment may be powered by gasoline, diesel, electricity, battery, hybrid technology, or other commercially available power sources, as applicable to the listed product groups.

2.1.1. Product Groups

2.1.1.1 Tractors and Applicable Attachments, Accessories, and Options

This category includes agricultural, utility, compact, and subcompact tractors. Eligible attachments, accessories, and options are limited to equipment designed for agricultural, landscaping, mowing, and grounds maintenance applications, including mower decks, tillers, landscape rakes, and rotary cutters.

2.1.1.2 Landscaping Equipment and Applicable Attachments, Accessories, and Options

This category includes commercial zero-turn, walk-behind, stand-on, push, rotary, boom, flail, and front-mount mowers, including self-propelled, tractor-mounted, pull-behind, robotic, autonomous, and remote-controlled models; turf renovation equipment, including aerators, seeders, overseeders, dethatchers, sod cutters, sprayers, and spreaders; handheld and portable grounds maintenance equipment, including trimmers, brush cutters, hedge trimmers, edgers, blowers, chainsaws, pole saws, and vacuums;

specialty vegetation management equipment, including slope mowers, stump grinders, and wood chippers; and lawn sweepers and debris collection equipment.

2.1.1.3 Golf Course and Specialty Turf Maintenance Equipment and Applicable Attachments, Accessories, and Options

This category includes equipment specifically designed for golf course maintenance, athletic turf maintenance, and specialized turf care, including greens, fairway, and specialty reel mowers; bunker rakes and sand maintenance equipment; blowers, sweepers, and vacuums; aerators, core collectors, and turf renovation equipment;

topdressers and turf material application equipment; greens rollers, turf groomers, and conditioning equipment; sprayers and spreaders; and specialty equipment for turf cultivation, grooming, and surface maintenance. Applicable attachments, accessories, and options include cutting units, grooming attachments, collection systems, turf maintenance implements, batteries, and chargers designed for use with eligible equipment. Golf carts and utility transport vehicles are excluded from this group and shall be offered under their own group.

2.1.1.4 Golf Carts and Utility Transport Vehicles and Applicable Attachments, Accessories, and Options

This category includes electric and gasoline-powered golf carts, including extended-seating models accommodating four or more passengers; two-wheel-drive, four-wheel-drive, and electric utility transport vehicles; utility vehicles equipped with cargo beds or other manufacturer-approved cargo configurations; and specialty utility vehicles designed for golf course operations, grounds maintenance, and campus transportation.

Applicable attachments, accessories, and options include cargo beds, windshields, roofs, protective enclosures, lighting, seating configurations, batteries, chargers, and towing attachments designed for use with eligible vehicles.

2.1.2. 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 operations. The Proposer shall ensure that all products are properly labeled for safe use and shall provide products that are compatible with standard commercial and institutional equipment where applicable.

2.1.3. Product Literature

The Proposer shall provide product literature, or manufacturer documentation for all proposed products in a zip file. Documentation shall include, at a minimum: Product identification and intended application; recommended usage instructions; and any applicable handling, storage, or safety precautions.

3. Proposal Requirements

3.1. Proposal Letter

Proposers 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 Proposer 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 dealers and 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

Proposer 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

Proposers 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. The format provided in

Attachment B 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. The file size cannot exceed 100 MB.

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

Proposers 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 there is a current established 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 March 1, 2026 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 Proposer 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 March 1, 2027. Therefore, proposals for contracts must be received by 3:00pm CST December 16, 2026. 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 February 29, 2028, 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 Contractor 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 Contractor 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 Contractor 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

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.

4.5.2. Addendum Submission Requirements

When requesting additions or deletions, the Proposer 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 Proposer 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

Proposers 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, either directly or through an authorized dealer or distributor, and that 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 Proposer 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.

James Brabston, Contract Analyst Office of Purchasing, Travel, and Fleet Management

701 Woolfolk Building, Suite A 501 North West Street

Jackson, MS 39201

Email- james.brabston@dfa.ms.gov Phone- 601-359-2007

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