• Editor’s Note: The following is a news release from Kane County’s Purchasing Department posts bids, posted here so that local businesses have an opportunity to take part in the bidding process. Click this link to learn more about Purchasing Department bids and proposals.

Are you in the office supply or toner business? Or do you know someone who is?

The Kane County Purchasing Department is accepting competitive, sealed bids from qualified and authorized vendors or firms for the purchase and delivery of office supplies and toner cartridges.

The vendor(s) shall furnish all labor, equipment, and transportation necessary to provide the county with the office supplies and toner cartridges as specified within the bid documents websites similar to officemonster.co.uk can provide supplies if there is a deficit. All such office supplies and toner cartridge shall be supplied in strict accordance with the current catalog approved in advance of contract award.

All bidders must submit two current copies of their catalog with current list prices. Bidders must also submit their discount price list with their bid. Samples of items may be requested for evaluation purposes and shall be provided, if requested, at no charge.

The bid quantities are estimated needs based in part upon previous year’s purchases and projections of year 2017 needs. Estimated quantities are not a guarantee of future sales.

Pricing shall be for quantities listed. If the bidder’s packaged quantities differ from those listed, it shall be the bidder’s responsibility to convert their pricing to reflect the listed packaged quantities, unit of measure, and quantities requested on the county’s core-group office supply listing.

All shipping labels and invoicing will identify the purchase order number, the department name and the name of person placing the order. Vendors shall provide adequate delivery/sale tickets and other documentation at the time of delivery as required. All delivery/sale tickets must be signed by an authorized receiving person.

Bidders shall understand that performance under this agreement is of the essence and must certify that they will maintain sufficient inventory on hand to cover the general needs of the county with a minimum of a 95 percent fill rate on stock catalog items.

All orders placed before 5 p.m. shall be delivered the following day. Goods ordered or delivered in error (vendor’s or county’s), are to be credited 100 percent upon their return within a specified time frame. All damaged goods received by Kane County are to be credited 100 percent upon their return and a credit memo must be issued upon pickup.

A qualified account representative shall be assigned to Kane County to assist in ordering, handling service problems and providing timely information upon request.

For evaluation purposes, the list of core-group office supplies and toner cartridges will be used to help determine the successful bidder. However, the pricing on the same core-group list and toner cartridge list shall remain firm for the entire contract term. In addition to the office supplies and the toner cartridges, Kane County has a need for a large variety of office supplies throughout the county.

To assist the purchasing staff in meeting employee needs, vendors are asked to provide an across the catalog discount percentage from listed catalog pricing. This discount shall remain firm for the duration of the contract.

Vendors are required to list any exceptions to the provided across the catalog discount amount. This may include the omission of a discount or a variation in discount for a particular brand name, a specific product type or a specific item. This may be written down in the area provided on the Offer to Contract Form.

This bid will cover all office supply items in the offer’s current catalog and subsequent catalogs for the following term periods: The contract term shall be for one year starting approximately March of 2017, through February of 2018, with four, one-year mutually agreed upon extension options.

Deliveries shall be between the business hours of 8:30 a.m. to 4 p.m., Monday through Friday, excluding holidays unless other arrangements are made. Prices are to be quoted FOB destination, for inside desktop delivery to all Kane County departments and facilities. This includes approximately 20 locations in Geneva, Aurora, St. Charles, Elgin and Batavia.

It is the intention of Kane County to make a single award to the most responsive and responsible bidder providing the lowest bid pricing. Kane County reserves the right to make multiple awards if it is in the best interest of the county to do so.

This is a one-year contract commencing after contract execution date, with an option to extend for four additional one-year renewal periods, if mutually agreed upon by both parties.

Bid responses are due in the Purchasing Department by 2 p.m. Wednesday, Feb. 1, 2017. Vendors interested in receiving the bid documents need to contact the Purchasing Department at purchasing@co.kane.il.us.

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