Office Supplies Annual Contract

Solicitation No.

1091

Type / RFx

RFP

Status

Open

Level

county

Published Date

April 22, 2026

Due Date

May 7, 2026

NAICS Code

424120AI guide

Jurisdiction

Hall County

State

Georgia

Agency

Hall County

INVITATION FOR BID IFB # 004-47 For the provision of: Office Supplies Annual Contract Hall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors to provide office supplies to multiple Hall County divisions and departments (herein “Services”) with a guaranteed price for a 12-month period. The County seeks to award multiple vendors to perform all the Services. Schedule of Events: Bid Post Date: April 22, 2026 Bidders’ Questions Due: April 30, 2026, at 5 PM Bid Due Date: May 7, 2026, at 2 PM Bidding Process: Hall County is now accepting sealed bids from qualified vendors for the provision of the Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504 until 2:00 p.m. EST on Thursday, May 2, 2026. All bid packets must be sealed and time and date stamped by the Hall County receptionist located on the 4th floor to be considered. General Qualifications: Bidders must be in the regular business of providing similar Services. Bidders must be licensed, insured, and bonded in the State of Georgia. Questions: All communications must be directed solely to Julie Dorough, Issuing Officer, at jdorough@hallcounty.org for questions or clarifications of the IFB requirements. Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet. Proposal Documents: Bidders may obtain all submittal documents at no cost via the County’s website at https://www.hallcounty.org/Bids.aspx,then scroll down and click the link for Office Supplies Annual Contract and download all required documents under “Related Documents”. Any addenda will also be posted at the bottom of the webpage as needed. Bidders are responsible for checking for addenda. Addenda must be signed and returned along with the bid packet. Bid Response: Each Bidders must submit two (2) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents. Each Bidder must provide one (1) hard paper copy of Exhibit C – Cost Proposal Worksheet. Prices quoted on Exhibit C – Cost Proposal Worksheet shall be fixed and firm for the duration of the contract. Electronic signatures on bid documents are acceptable; however, hard copies of the bid response are required, as stated above. Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to attend but may do so. The Issuing Officer named herein, or another Purchasing team member, will open and publicly read all Bidder’s company names, their locations, and proposed costs on the date, time, and at the address above. Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. Award Process: The County reserves the right to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County intends to award the contract to one (1 vendor that it deems to be the lowest cost, responsible and responsive Bidder to perform all the work described herein. Lead times and length of time to complete the work may also be a factor in award. Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. All forms, documents, and exhibits attached hereto must be completed and returned with the bid. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. Bidders must sign Exhibit B – Contract for Services. Bidders may submit redlines and exceptions to Exhibit B – Contract for Services to the Issuing Officer prior to submitting their bids. Redlines and exceptions to the contract must be submitted by the Bidders’ Questions Due Date listed above. Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal agreement; substantially in the form of the attached Exhibit B – Contract for Services. Contracts are only valid if they are signed by the County’s Chairman of the Board of Commissioners, or his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B – Contract for Services and submit it with their bid responses. All questions regarding the contract, redlines, and exceptions must be submitted in writing to the Issuing Officer prior to the Bidders’ Questions Due Date listed above. If there are no written objections or exceptions, then the County will understand this as an affirmative acceptance of the Scope of Work as it is presented. Non-Collusion Clause: Bidders must have no contact of any nature with any other Bidders, County staff members (except the Issuing Officer named herein), its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award. By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from. Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder understands and acknowledges that it is responsible for any sales and use taxes it may incur. The Bidder will not charge or invoice the County any sales and use tax as a separate line item. The Vendor may request a copy of the County’s Georgia Sales and Use Tax Exemption Certificate. Table of Contents 1.0 INTRODUCTION 2.0 GENERAL TERMS AND CONDITIONS 3.0 SCOPE OF WORK 4.0 SUBMISSION OF PROPOSALS 5.0 IFB RESPONSE PREPARATION 6.0 SELECTION PROCESS 7.0 STEPS TO AWARD INTRODUCTION The County desires to award more than one (1) vendor for the Services described herein and is soliciting sealed bids for this Invitation for Bid (herein “IFB”) for the Services. Bidders must be in the regular business of providing office supplies. 2.0 GENERAL TERMS AND CONDITIONS The County reserves the right to conduct any review it may deem advisable to assure services conform to the specifications. Prospective firms, including all officers, must not be, or have been, barred by any Federal, State, or Local authority. A Bidder must not be, or have been, in any legal suit for negligence, willful misconduct, fraud, or otherwise malpractice charges. A Bidder must be legally able to conduct business in the State of Georgia. A Bidder must not have abandoned a project or an engagement or otherwise been terminated for non-performance or subpar performance A Bidder must not be under an enforcement action for related investigation pending by a professional or regulatory group. 3.0 SCOPE OF WORK Hall County is seeking a contract to provide office supplies to multiple Hall County divisions and departments with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2027. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions. Bidder Information: The products offered shall be comparable with the detailed requirements listed within EXHIBIT C – Mandatory Cost Proposal. The cost proposal form is used to verify compliance to item specifications and/or requirements. Any deviations from specifications or requirements must be noted by bidder otherwise bid is as specified. All bids are to include shipping where applicable. If any line item has a zero or is blank, that line item will be considered a “No Bid”. B. Basic Requirements / Specifications: The following minimum specifications shall apply to the requested services: All material purchased will be new and unused. All material will ship FOB Destination, Freight Prepaid and Allowed, to a facility within Hall County. Master Catalog: Successful bidder must provide, with proposal response, a “master catalog” of all available office supply items. Prices listed in your “master catalog” less your stated percentage discount must remain firm for the contract period beginning July 1, 2026, through June 30, 2027. All associated costs of producing and delivery “master catalog” will be the responsibility of the successful vendor for the life of the contract and all renewals thereof. The successful bidder may be allowed four (4) renewals of this contract for one (1) year each, all under the same terms and conditions. Purchases made by the County are tax exempt per Exemption Certificate #58-6000836. Order Placement: The majority of orders will be placed by individual departments utilizing a Visa procurement card. The successful bidder’s web site must be able to accept and process payments via Visa procurement cards or County Purchase Orders to be invoiced monthly. Computer on-line ordering: The successful bidder must provide access to a secure, internet-based ordering web site that reflects the County’s discounted pricing; “Master Catalog” price less stated percentage NOTE: Separate log-on ID’s and passwords will be established for each requesting department or individual that allows for the creation of a user-specific ship-to address and billing/purchasing method. Delivery: All orders must be shipped within 24 hours of date received. Failure to comply could result in cancellation of contract. Delivery will be made to various County departments. Addresses will appear on order forms. Itemized delivery ticket must be furnished when delivery is made. All problems with orders or deliveries are to be handled directly with receiving departments and successful vendor. Customer Service Representative: Successful vendor must dedicate a Customer Service Representative to service this contract. Late deliveries, order replacements issues, etc., are to be resolved by CSR. Bidders shall submit their customer service approach for this contract with proposal response. 9. Reporting: A quarterly usage report must be supplied electronically to the Purchasing department by no later than the 10th of the month following end of quarter. Reports must be in spreadsheet format and list ordering department, product(s) ordered, product description, quantity ordered, unit price, extended price. C. Bid Exclusions: This bid excludes the following: Audio visual and related equipment (televisions, projectors) Computers (Desktop, Monitors, Laptop, Note Pads) Copy Machines Furniture All appliances (microwave ovens, refrigerators) Office Equipment (shredder, file cabinets) Personalized/customized printing 4.0 SUBMISSION OF PROPOSALS The County requests that Bidders submit proposals addressing all items listed below. Failure to include any of these documents may result in disqualification. All responses must be in hard copy format. Bidders should submit a total of two (2) hard paper copies of the technical proposal: one (1) copy of marked “Original” and one (1) marked “Copy”. Each Bidder must also provide one (1) hard paper copy of Exhibit C – Cost Proposal Worksheet. Bidders must also provide their responses on one (1) USB drive. Bidders must submit their response in a sealed envelope clearly marked with “IFB # 004-47, Office Supplies Annual Contract,” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted. It is mandatory that the following documents be completed and included in the bid response. Exhibit A – Bid Response Form Exhibit B – Contract for Services Exhibit C – Cost Proposal Worksheet Exhibit D – W-9 Form Exhibit E – E-Verify Affidavit Exhibit F – Ethics Affidavit Any Addenda Copy of Business License Certificate of Insurance Copies of professional licenses or certifications Bidders are responsible to review and comply with any addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response. All bids must be sealed. If a Bid Bond is required then it must be included in the bid response. N/A for this bid. Any alternate options of additional services or deductions thereof may be included in the response; however, Bidders must complete the EXHIBIT C – Mandatory Cost Proposal Worksheet as provided and enclose in the bid response. Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be date and time stamped. The County is not responsible for late bids due to mailing delays. Hall County Government Center Julie Dorough, Issuing Officer Purchasing Division – 4th Floor 2875 Browns Bridge Road Gainesville, Georgia 30504 5.0 IFB RESPONSE PREPARATION The Bidder bears all responsibility for all expenses incurred in responding to this IFB. The County will not accept joint proposals unless otherwise noted herein. Of the services listed in the Scope of Work, indicate which one(s), if any, your firm would be unable to provide. If there is another service that your firm could provide instead, please elaborate. 6.0 SELECTION PROCESS The County’s Project Manager will review each proposal with regard to demonstrated breadth of service, experience, financial stability, personnel, rates, references, lead times, and other related criteria. The successful Bidders will be required to submit acceptable evidence of compliance with professional liability insurance coverage requirements as outlined in Exhibit B – Contract for Services. Bidders are encouraged to submit clear and concise responses. Excessive length or extraneous information is discouraged. Bidders must complete all exhibits to this IFB and submit with their bids. Bidders failing to do so may result in their bid to be deemed non-responsive and thus not evaluated. Bidders are also encouraged to check Hall County’s website for addenda, attachments, and other supplemental documents for this IFB during the bidding period. 7.0 STEPS TO AWARD The County’s Project Manager will recommend award of the contract to the lowest Bidders. In the unlikely event of a tie, the County may enter into negotiations of terms and conditions. Upon approval of the Board of County Commissioners, the County will issue to the awarded Bidder a Notice of Award, a Purchase Order, and a Notice to Proceed. The County reserves the right to request clarification or additional information provided by any Bidder. The Purchasing Division will rank the Bidders on a bid tabulation summary. The County’s Project Manager may schedule interviews with any Bidder at his/her discretion. Any costs associated with an interview will be at the expense of the proposing Bidder. Based upon the results of the proposals, references, and the interviews, the Purchasing Division along with the County’s Project Manager may negotiate with the lowest Bidder in an attempt to reach an agreement. If negotiations with the lowest Bidder are unsuccessful, the County may negotiate with the next lowest Bidder, and so on until reaching a satisfactory agreement. Links: https://www.hallcounty.org/Bids.aspx (https://www.hallcounty.org/Bids.aspx)

1. April 22, 2026Published
2. May 7, 2026Responses Due