902730 ORIGINAL EQUIPMENT MANUFACTURER (OEM) AND REMANUFACTURED TONER AND INK CARTRIDGES

It is the intent of these specifications, terms, and conditions to describe the various types of Original Equipment Manufacturer (OEM) and remanufactured toner and ink cartridges being requested by the County.

The County intends to award a three (3)-year contract (with the option to renew for two [2] years) to a pool of up to three (3) Bidders selected as the lowest responsive and responsible Bidders whose responses meet the County's requirements.

These specifications, terms, and conditions are to procure the most environmentally preferable products with equivalent or higher performance and at an equal or lower cost than traditional products.  Specific requirements from the County's Sustainability Program related to this RFQ are included in the appropriate sections.

Background

The County has multiple offices and facilities throughout its 821 square mile area, the majority of which are in Oakland, Hayward, and Dublin. All County agencies and departments will be asked to purchase toner and ink cartridges from the vendors awarded a contract as a result of this competitive bidding process.

In calendar year 2025, toner and ink procurements were processed for approximately 120 County agencies and/or departments who collectively purchased over 2,500 toner cartridges of various make and models. In calendar year 2025, the County purchased approximately 65 remanufactured toner and ink cartridges. Toner and ink cartridges for multi-function devices and small, low segment (desktop) multi-function copiers were excluded from this competitive bid.

By contracting with multiple qualified vendors, the County seeks to create a cost-effective and competitive pool of up to three bidders that will supply the specific toner and ink cartridges required by each County agency and/or department on an “as needed” basis.

At the conclusion of the bid process, the County will provide its agencies and departments with a list of contractors for OEM and remanufactured toner and ink cartridges. Alameda County agencies and/or departments will place orders through the County’s Financial system for their individual cartridge needs based on the pricing submitted in response to this RFQ, the individual contractor’s reliability, product quality, availability, and professionalism.

Project Details

• Reference ID: 902730
• Department: General Services Agency-Procurement
• Department Head: Detra Dillon (Purchasing Administrator)

Important Dates

• Questions Due: 2026-06-26T00:00:00.000Z
• Pre-Proposal Meeting: 2026-06-24T17:00:00.000Z — https://teams.microsoft.com/meet/214080981131715?p=imHKRFOIngSWJbfksI

Evaluation Criteria

• Important Instructions for Electronic Submittals —

  The County of Alameda, CA is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.

  CALENDAR OF EVENTS

  EVENT	DATE/LOCATION
  Request Issued	June 12, 2026
  Networking/Bidders Conference	June 24, 2026 10:00 AM (PST)   TO ATTEND ONLINE:    Microsoft Teams meeting Join: Join here Meeting ID: 214 080 981 131 715 Passcode: 4iv3FB9w Need help? | System reference Dial in by phone +1 415-915-3950,,986370623# United States, San Francisco (888) 715-8170,,986370623# United States (Toll-free) Find a local number Phone conference ID: 986 370 623# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 113 164 301 6 More info
  Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal	June 25, 2026 by 5:00 p.m.
  List of Attendees	June 26, 2026
  Questions & Answers Issued	July 14, 2026
  Addendum Issued [only if necessary to amend RFQ]	July 14, 2026
  Response Due and Submitted through County of Alameda Procurement Portal	July 28, 2026 by 2:00 p.m. Followed immediately by online Public Bid Opening which can be joined here: Microsoft Teams meeting Join: Join here Meeting ID: 283 934 844 189 734 Passcode: XL7RQ9GZ Need help? | System reference Dial in by phone +1 415-915-3950,,52536258# United States, San Francisco (888) 715-8170,,52536258# United States (Toll-free) Find a local number Phone conference ID: 525 362 58# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 115 038 946 3 More info
  Evaluation Period	July 28, 2026 – August 25, 2026
  Notice of Intent to Award Issued	August 25, 2026
  General Services Agency Consideration Award Date	September 22, 2026
  Contract Start Date	January 1, 2027

• Intent —

  It is the intent of these specifications, terms, and conditions to describe the various types of Original Equipment Manufacturer (OEM) and remanufactured toner and ink cartridges being requested by the County.

  The County intends to award a three (3)-year contract (with the option to renew for two [2] years) to a pool of up to three (3) Bidders selected as the lowest responsive and responsible Bidders whose responses meet the County's requirements.

  These specifications, terms, and conditions are to procure the most environmentally preferable products with equivalent or higher performance and at an equal or lower cost than traditional products.  Specific requirements from the County's Sustainability Program related to this RFQ are included in the appropriate sections.

• Scope of Work or Project Details —

  Please see the Attachments section for specifications and attachments.

• Important Dates —

  Project Release Date:	June 12, 2026
  Alameda County Vendor Outreach:	June 17, 2026, 10:30am
  Bidders Conference (Non-Mandatory):	June 24, 2026, 10:00am https://teams.microsoft.com/meet/214080981131715?p=imHKRFOIngSWJbfksI
  Questions Due:	June 25, 2026, 5:00pm
  Proposal Submission Deadline:	July 28, 2026, 2:00pm
  Contract Start Date:	January 1, 2027

• Project Contact —

  Kevin Huynh

  Specailist

  1401 Lakeside Dr

  Oakland, CA 94612

  Email: kevin.huynh2@acgov.org

  Phone: (510) 208-9624

• Procurement & Contracts Specialist —

  Kevin Huynh

  Specailist

  1401 Lakeside Dr

  Oakland, CA 94612

  Email: kevin.huynh2@acgov.org

  Phone: (510) 208-9624

Submission Requirements

• Submit Bid Response and Bid Form (required) —

  Please confirm that both your response and the Bid Form have been uploaded here.

• Submit Response Documents (required) —

  Please confirm that your response has been uploaded here.

• Has your response addressed all the requirements identified within the solicitation and all related documents, including any addenda? Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of your bid. (required)
• Your company, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM. (required)
• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items. 
• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?

• Procurement and/or Project Contact (required) —

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