1130-26-R-NBID-00016

The State of Mississippi Department of Finance and Administration, Office of Purchasing, Travel and Fleet Management (OPTFM), is soliciting proposals for a nonexclusive, negotiated contract to supply laser toner cartridges for state agencies, universities, and local governmental entities across Hinds County and Jackson City. The procurement seeks vendors capable of supplying OEM and compatible toner cartridges from manufacturers including HP, Brother, Canon, Lexmark, Dell, Xerox, Kyocera, Ricoh, and Sharp to support diverse operational needs. All toner cartridges must be delivered within 30 days of purchase order issuance at the contracting agency's convenience during standard business hours, with all freight, shipping, and installation costs the vendor's responsibility on an F.O.B. Destination basis. Vendors must propose pricing at a minimum 25% discount from the manufacturer's suggested retail price (MSRP) to be eligible for consideration, with pricing remaining firm for the entire twelve-month contract period from June 1, 2026, through May 31, 2027, with no renewal options and no price increases permitted. Proposals must be submitted electronically through Mississippi's MAGIC e-procurement system by 3:00 PM CDT on May 15, 2026, and must include a proposal letter, dealers' list identifying any minority vendors, a price list spreadsheet in Excel format, an internal catalog pricing spreadsheet, and a purchase summary attestation if currently contracted with the State. Vendors may request product additions or deletions during designated addendum periods—the first five business days following contract commencement and October 1st through October 15th for changes effective December 1st—though price changes are not permitted during these periods.

The solicitation does not specify set-aside designations or restrictions limiting responses to particular organization types; however, vendors must identify any authorized dealers and distributors that qualify as minority vendors on their dealers' list. No incumbent vendors or current contractors are identified in the solicitation materials, and vendors must maintain their own MAGIC Vendor Numbers or obtain one by contacting OPTFM at 601-359-3409 prior to submission. The contract incorporates the State of Mississippi's Standard Terms and Conditions by reference, requiring contractors to accept electronic payment with invoices remitted within 45 days without penalty and to maintain financial and operational records for three years after final payment. No specific budget allocation or award value is stated in the solicitation; however, the open-ended nature of the nonexclusive, negotiated contract structure indicates that awards will be made to all compliant vendors proposing competitive pricing meeting the 25% minimum discount requirement. Failure to submit all required documentation by the May 15, 2026, deadline will result in proposal denial, and current vendors' contracts will expire if they do not resubmit. The point of contact for the contract is LaShun Smith, Statewide Procurement Analyst II, at the Department of Finance and Administration, Office of Purchasing, Travel and Fleet Management, located at 501 North West Street, Suite 701-A, Jackson, Mississippi 39201.