Carbonless, Paper-Negotiated Contract

Location:	Mississippi
Posted:	Jun 1, 2026
Due:	Jul 15, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	75 - Office Supplies and Devices
Solicitation No:	1130-26-R-NBID-00023-V01
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

Carbonless Paper

RFx: 3130002363

State of Mississippi

Format and Guidelines for Proposals

Carbonless Paper

RFx: 3130002363

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 Kizzie Shorter at

kizzie.shorter@dfa.ms.gov or 601-359-5222. 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.

2.1. Item Requirements

The Vendor should provide a comprehensive line of carbonless paper, including but not limited

to coated back (CB), coated front and back (CFB), and coated front (CF) sheet configurations;

recycled paper; cut sheet and continuous feed products; laser-compatible and impact printable

paper; and various colors, sizes, basis weights, and multi-part configurations suitable for

governmental and commercial use.

2.1.1. Manufacturing and Compliance

All carbonless paper products furnished under this contract shall meet or exceed applicable

industry and manufacturer standards for quality and performance. Products shall be

uniform in texture, finish, brightness, and caliper and shall be free from defects such as

wrinkles, folds, tears, ragged edges, excessive dust, lint, dirt, scuff marks, slime spots, and

discoloration. Paper shall be properly coated to provide clear and consistent image transfer

between sheets and shall perform satisfactorily in standard printers, copiers, and forms-

processing equipment without excessive jamming, curling, smudging, or other operational

issues.

2.1.2. Packaging

All carbonless paper products shall be securely packaged in a manner that protects the

products from moisture, contamination, and damage during normal shipping, handling, and

storage conditions. Unless otherwise specified, paper shall be furnished in ream-wrapped

packages containing a minimum of 500 sheets per ream. Packaging and cartons shall be

clearly labeled with the applicable product information, including product description, size,

color, basis weight, grain direction where applicable, quantity, and manufacturer or brand

identification.

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 prefers 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.

3.4. Internal Catalog Pricing Spreadsheet and Product Information

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

a State Contract.

3.5. 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 D, for the current

contract period starting October 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 Manufacturer that submits a purchase summary must also complete and sign the

Purchase Summary Attestation Form, provided in Attachment E, 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 October 1st through September 30th. Therefore, proposals for

contracts must be received by 3pm CDT July 15th. Any proposal received after this deadline

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 September 30, 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.

4.3. Transportation Terms

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-00023-V01	Advertised Date	06/01/2026 3:00 PM
RFx #	3130002363	Submission Date	07/15/2026 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	Carbonless, Paper-Negotiated Contract

PRODUCT CATEGORY	PRODUCT DESCRIPTION
64530	Carbonless Paper

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

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

Carbonless, Paper-Negotiated Contract

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