Laser Toner Cartridges

Location:	Mississippi
Posted:	Apr 1, 2026
Due:	May 15, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). 75 - Office Supplies and Devices
Solicitation No:	1130-26-R-NBID-00016
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

Laser Toner Cartridges

RFx: 3130002331

State of Mississippi

Format and Guidelines for Proposals

Laser Toner Cartridges

RFx: 3130002331

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

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 LaShun Smith at

lashun.smith@dfa.ms.gov or 601-359-1310. 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 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.

2.1. Item Requirements

The items covered under this solicitation include a full range of laser toner cartridges available

for purchase, capable of supporting the diverse operational needs of State agencies,

universities, and local governmental entities.

The vendor shall provide OEM and compatible toner cartridges for laser printers and

multifunction devices manufactured by, but not limited to, the following manufacturers: HP,

Brother, Canon, Lexmark, Dell, Xerox, Kyocera, Ricoh, and Sharp. This list is representative

and not exhaustive. Vendors shall be capable of supplying toner cartridges for any commonly

used printer models utilized by State of Mississippi agencies and governing authorities.

Agencies must be able to obtain toner cartridges as new, brand name units. The vendor can

offer, at no additional cost, a manufacturer-supported toner cartridge recycling or return

program (e.g., prepaid shipping labels, collection boxes, or pickup services). Participation by

authorized users is optional.

2.1.1. Performance

All laser toner cartridges must be delivered at the Contracting Agency’s convenience

so as not to interrupt its normal operations and no more than 30 days from PO

issuance. Toner 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.

All toner cartridges provided under this contract shall perform in a manner consistent

with the performance standards of the original equipment manufacturer. Cartridges

shall produce clear, legible prints free from streaking, smearing, fading, toner leakage,

background shading, or other print quality defects. If a toner cartridge fails to perform

as required or produces unacceptable print quality, the contractor shall replace the

defective cartridge at no additional cost to the purchasing entity. Replacement

cartridges shall be provided promptly upon notification by the agency. The contractor

shall also be responsible for any damage caused to the printer as a result of a defective

cartridge.

Vendors that are awarded contracts from this solicitation will accept procurement card

payments from the authorized users on the contract, pursuant to the state’s

procurement card policy.

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

Vendors 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 prefers that these contracts are

established with the vendor with all authorized distributors being listed. The 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 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 B. This format is not

required but is highly recommended. All items included on the Price List must reflect a 25%

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.

Price lists should include:

• Brand- The brand name of the product.

• Model Number- The model number of the product.

• Description- A brief description of the product.

• Purchase Price- As a negotiated contract, your price is the maximum price to be paid by

state agencies and governing authorities and can be negotiated during the term of the

contract by the authorized user.

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 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 25% discount on the Manufacturer's suggested retail price (MSRP) to be considered for

a State 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-00016	Advertised Date	04/01/2026 12:00 AM
RFx #	3130002331	Submission Date	05/15/2026 3:00 PM
RFx Status	Open	Major Procurement Category	INFORMATION TECHNOLOGY (IT)
RFx Opening Date	N/A	Sub Procurement Category	SUPPLIES - NON-TECHNOLOGY
RFx Type	Negotiated Bid
Agency
RFx Description	Laser Toner Cartridges

Name	Lashun Smith	Email	LASHUN.SMITH@DFA.MS.GOV
Phone	6013591310	Fax

PRODUCT CATEGORY	PRODUCT DESCRIPTION
20772	CPU Access- Inks

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

Laser Toner Cartridges

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See also