COPIERS-PURCHASE AND RENTAL Negotiated Contract Bid

Location:	Mississippi
Posted:	Jan 5, 2026
Due:	Feb 17, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	W - Lease or Rental of Equipment
Solicitation No:	1130-26-R-NBID-00008
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

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

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.

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-00008	Advertised Date	01/05/2026 12:00 AM
RFx #	3130002260	Submission Date	02/17/2026 3:00 PM
RFx Status	Open	Major Procurement Category	COMMODITIES
RFx Opening Date	N/A	Sub Procurement Category	EQUIPMENT - NON-TECHNOLOGY
RFx Type	Negotiated Bid
Agency
RFx Description	COPIERS-PURCHASE AND RENTAL Negotiated Contract Bid

Name	Easter Haimur	Email	EASTER.HAIMUR@DFA.MS.GOV
Phone	6013592030	Fax

PRODUCT CATEGORY	PRODUCT DESCRIPTION
20482	CPU Micro-Micro Not
60038	Copy Machines, Bond
60039	Copy Machines Analog
60040	Copy Machines Coated
60041	Copy Machines Engine
60042	Copy Machines
60043	Copy Mach, Digit-Net
60045	Copy Mach, Thermal
60046	Copy Machine Digital
60047	Copy Machine Add-On
98527	Serv RentOffCpyMacDi

Attachments Attachment A - Dealer List-Copiers 2026
Attachments Attachment B - Price List-Copiers 2026
Attachments Attachment C - Internal Catalog Spreadsheet-Copiers 2026
Attachments Attachment D - Purchase Summary Copiers 2026
Attachments Attachment E - Purchase Summary Attestation
Attachments Attachment F - SOMS Terms and Conditions 2025
Attachments Attachment G - Sample Contract
Attachments Format and Guidelines for Proposals-Copiers 2026

COPIERS-PURCHASE AND RENTAL Negotiated Contract Bid

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