Negotiated bid for Automotive Parts & Equipment

Location:	Mississippi
Posted:	Aug 3, 2026
Due:	Sep 18, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	25 - Vehicular Equipment Components J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	1130-27-R-NBID-00025
Publication URL:	To access bid details, please log in.

Procurement Details

Smart Number	1130-27-R-NBID-00025	Advertised Date	08/03/2026 12:00 AM
RFx #	3130002370	Submission Date	09/18/2026 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	Negotiated bid for Automotive Parts & Equipment

Contact Information

Name	Arnitra Douglas	Email	ARNITRA.DOUGLAS@DFA.MS.GOV
Phone		Fax

RFx Items

PRODUCT CATEGORY	PRODUCT DESCRIPTION
06000	Auto & Trailer Eqp

Awarded

VENDOR NAME

VENDOR NUMBER

AWARD DATE

AWARD AMOUNT

FUNDING SOURCE

Bid Attachments

Attachments Attachment A - Dealer List
Attachments Attachment B - Auto Parts & Equip Disc Sheet 2026
Attachments Attachment C- Purchase Summary
Attachments Attachment D - Purchase Summary Attestation - Copy
Attachments Attachment E-SOMS Terms and Conditions 2026 FINAL
Attachments Attachment F - Sample Contract
Attachments Format and Guidelines for Proposals-Automotive Parts 2026

Attachment Preview

STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

FORMAT AND GUIDELINES FOR PROPOSALS

Automotive Parts and Equipment

RFx: 3130002370

State of Mississippi

Format and Guidelines for Proposals

Automotive Parts and Equipment

RFx: 3130002370

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 Arnitra Douglas at

Arnitra.Douglas@dfa.ms.gov or 601-359-3471. 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.

1.1. 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.

1.2. 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.

1.2.1. 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).

1.3. Price List and Product Information

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 10%

discount from the manufacturer’s suggested retail price (MSRP) to be eligible for

consideration under the State contract.

If your company has a dedicated website for the State of Mississippi or a website that can

provide pricing using a login and password, you must provide information on registration and

usage of the website for agencies to obtain the discounted pricing.

If your company does not have a dedicated website, vendors are required to provide an

electronic version of the proposed price list or current catalog(s) to be used for the entire 12-

month period.

To ensure that agencies receive the appropriate discount on purchases made at the retail

locations, the agency must provide their account number prior to the sale being completed. If

the agency does not have an established account number, the retail location must provide the

required information and assistance to establish an account number.

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.

Exclusions – All items currently on any State of Mississippi Contracts are specifically

excluded from any contract resulting from this Proposal Format and Guidelines. The list of

items that are specifically excluded shall include but not be limited to the following: Tires and

Tubes, Maintenance, Repair and Operations (MRO), and Janitorial Chemicals.

Entities making purchases over $75,000 may consider obtaining two competitive quotes from

the authorized dealers’ list on a Vendor’s contract. When requested, those Vendors that do not

have dealers’ list should be prepared to submit a quote.

1.4. Purchase Summary

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

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

contract period starting November 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.

1.5. Purchase Summary Attestation

Each Manufacturer that submits a purchase summary must also complete and sign the

Purchase Summary Attestation Form, provided in Attachment D, 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.

1.6. Proposal Deadline

This contract is effective November 1st through October 31st; therefore, proposals for

contracts must be received by 3pm CDT September 18. Any proposal received after

September 18th will not be considered.

General Conditions

1.7. Term

The term of this agreement shall commence on the contract effective date and shall terminate

on October 31, 2027, or one year from the contract effective date with no additional renewal

periods.

1.8. 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.

1.9. Transportation Terms

All freight and shipping costs are the responsibility of the Manufacturer and are not

reimbursable. All items must be transported F.O.B Destination.

1.10. 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 Manufacturer 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 Manufacturer

understands and agrees that the State is exempt from the payment of taxes. All payments shall

be in United States currency.

1.11. Addendum Period: Additions/Deletions

1.11.1. 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 Manufacturers

to make limited additions or deletions necessary to align with initial contract

implementation. A second addendum period will be held March 1st through March

15th, during which Manufacturers may submit additions or deletions for changes to

become effective May 1st. Price changes are not allowed during the addendum

periods.

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

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Negotiated bid for Automotive Parts & Equipment

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See also