Maintenance, Repair, Operation (MRO) Negotiated Contract

Location:	Mississippi
Posted:	May 1, 2026
Due:	Jun 15, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	1130-26-R-NBID-00017
Publication URL:	To access bid details, please log in.

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STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

FORMAT AND GUIDELINES FOR PROPOSALS

Maintenance, Repairs, and Operations

RFx: 310002321

State of Mississippi

Format and Guidelines for Proposals

Maintenance, Repairs, and Operations

RFx: 3130002321

Vendors 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 Vendor 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 Vendor

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 Kizzie Shorter at kizzie.shoter@dfa.ms.gov or 601-359-5222. All Vendors must

verify their registration and ensure that a current W9 is submitted to

OFMMAGIC@dfa.ms.gov.

State contract Vendors 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 Vendor 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 Vendor

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

These specifications establish the requirements for Maintenance, Repairs, and Operations

(MRO). A list of items is included with this document, as Attachment A. Vendors are not

required to offer all items listed in this solicitation to receive a contract award. However, the

Office strongly encourages Vendors to propose as many eligible products as possible, as

broader product availability enhances statewide usability and may increase purchasing

opportunities for the Vendor. The products on this list are the only products that will be

available for sale.

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.

Any commodities or products currently covered under an existing State of Mississippi

statewide contract are expressly excluded from any contract resulting from this Proposal

Format and Guidelines. Offerors shall not propose items that are already available through

another active State contract. The excluded commodities include, but are not limited to, the

following: Automotive Parts and Equipment, Automotive Batteries, Janitorial Chemicals,

Toner Cartridges, Office Supplies, Paper Towels, and Toilet Tissue.

3. Proposal Requirements

3.1. Proposal Letter

Vendors should submit a signed letter with the proposal from an authorized representative

indicating the Vendor's interest in entering a State Contract for the items being proposed. This

letter must include:

• Vendor’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 Vendor is certifying that they are authorized to do business in the

State of Mississippi, that neither the Vendor 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 Vendor with all authorized distributors being listed. This dealers’ list and

associated requirements are included as Attachment B. Please provide a dealers list using the

Excel spreadsheet. The file size cannot exceed 100 MB. It is the Vendor’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 C. This format is not

required but is highly recommended. To be eligible for consideration under the state contract,

all items included on the Price List must reflect a minimum discount of 10% off the

manufacturer’s suggested retail price (MSRP). The Price List shall clearly identify the MSRP,

the State’s discounted price, and the corresponding percentage discount for each item offered.

If the Vendor 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

Vendors are required to complete the attached internal catalog spreadsheet(s) in their entirety.

This internal catalog spreadsheet, included as Attachment D, must include the signage

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 minimum discount of 10% off the manufacturer's suggested retail price (MSRP) to

be considered for a State Contract.

3.5. Purchase Summary

If the Vendor currently has a contract with the State of Mississippi, a purchase summary is

required. Please complete the purchase summary, included as Attachment E, for the current

contract period starting September 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 Vendor that submits a purchase summary must also complete and sign the Purchase

Summary Attestation Form, provided in Attachment F, 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 September 1st through August 31st; therefore, proposals for contracts

must be received by 3pm CDT June 15th. Any proposal received after June 15th 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 August 31, 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.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Smart Number	1130-26-R-NBID-00017	Advertised Date	05/01/2026 12:00 AM
RFx #	3130002321	Submission Date	06/15/2026 3:00 PM
RFx Status	Open	Major Procurement Category	COMMODITIES
RFx Opening Date	N/A	Sub Procurement Category	SUPPLIES - NON-TECHNOLOGY
RFx Type	Negotiated Bid
Agency
RFx Description	Maintenance, Repair, Operation (MRO) Negotiated Contract

PRODUCT CATEGORY	PRODUCT DESCRIPTION
44500	Hand Tools Acc&Supp

Attachments Attachment A-Items
Attachments Attachment B- Dealers List MRO 2026
Attachments Attachment C- Price List MRO 2026
Attachments Attachment D- Internal Catalog Spreadsheet MRO 2026
Attachments Attachment E- Purchase Summary MRO 2026
Attachments Attachment F- Purchase Summary Attestation
Attachments Attachment G- SOMS Terms and Conditions
Attachments Attachment H- Sample Contract
Attachments Format and Guidelines for Proposals- MRO 2026

Name	Kizzie Shorter	Email	KIZZIE.SHORTER@DFA.MS.GOV
Phone	6013595222	Fax

Maintenance, Repair, Operation (MRO) Negotiated Contract

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See also