FORMAT AND GUIDELINES FOR PROPOSALS JANITORIAL 2027.pdf

STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

FORMAT AND GUIDELINES FOR PROPOSALS

Janitorial Products RFx: 3130002390

State of Mississippi Format and Guidelines for Proposals

Janitorial Products RFx: 3130002390

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 LaShun Smith at lashun.smith@dfa.ms.gov or 601-359-1310. 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 janitorial products and related supplies, including but not limited to dishwashing products, disinfectants, deodorizers, soaps, floor care products, etc. in the form of liquids, solids, powders or aerosols. Products should be suitable for commercial, institutional, and governmental use. Janitorial equipment, laundry products and water treatment chemicals are expressly excluded from this solicitation.

2.1.1. 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 and formulated for safe handling and use and shall provide products that are compatible with standard commercial and institutional equipment where applicable.

2.1.2. Product Labels and Safety Data Sheets (SDS)

The Proposer shall provide product labels, technical 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; dilution or mixing rates, where applicable; and any applicable handling, storage, or safety precautions.

The manufacturer shall provide current Safety Data Sheets (SDS) for all proposed chemical products in accordance with applicable Occupational Safety and Health Administration (OSHA) Hazard Communication Standards in a zip file. SDS documentation shall be provided to any participating entity upon request and shall include all information necessary for the safe handling, storage, use, and disposal of the products.

2.2. Service Requirements

Once awarded, the contractor shall provide ongoing technical support and services for all using agencies throughout the term of the contract. The contractor shall provide service by qualified and properly trained personnel familiar with the products and dispensing equipment provided under the contract.

Minimum service requirements shall include:

• Routine Service Visits The contractor should provide routine on-site service visits to agencies utilizing contractor products or dispensing systems. Service frequency shall be based on agency usage and operational needs but shall occur no less than once per month unless otherwise approved by the agency.

• Emergency Service Response The contractor shall respond to emergency service requests within twenty-four (24) hours of notification, excluding weekends and State holidays unless otherwise agreed upon by the agency.

• Service Coordination The contractor shall coordinate all routine service visits directly with the agency contact or designated facility representative. Except for regularly scheduled recurring visits, the contractor shall provide at least two (2) business days’ advance notice prior to on-site service visits.

2.2.1 Service Personnel

At a minimum, the contractor service personnel shall:

• Inspect dispensing systems and related equipment for proper operation and performance.

• Check and adjust product concentrations, dispensing levels, temperatures, and calibration settings as necessary to ensure proper functionality and product effectiveness.

• Identify observable equipment issues affecting product performance and notify the agency of recommended corrective actions.

• Provide operational guidance and basic maintenance instruction to agency personnel regarding the proper use and care of dispensing systems and related equipment.

• Provide any additional routine technical support customarily offered to commercial customers for similar products and services.

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 February 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 February 1st 2027. Therefore, proposals for contracts must be received by 3:00pm CST November 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 January 31, 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

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 Proposers to make limited additions or deletions necessary to align with initial contract implementation. A second addendum period will be held June 1st through June 15th during which Manufacturers may submit additions or deletions for changes to become effective August 1st. Price changes 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.

LaShun Smith, Contract Analyst Office of Purchasing, Travel, and Fleet Management

701 Woolfolk Building, Suite A 501 North West Street

Jackson, MS 39201

Email- lashun.smith@dfa.ms.gov Phone- 601-359-1310

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