4-05. 2027 OFFICE SUPPLY BID SPECS.pdf
PDF 207 KB Posted
- Attached to
- 2027 Office Supply Contract
- Solicitation number
- Not on record
- Issued by
- Dauphin County, Harveys Lake Borough, Pennsylvania
About this file
This is a bid specifications document for Dauphin County, Pennsylvania's 2027 Office Supply Contract. The County seeks to procure office supplies for a one-year contract period from January 1, 2027, through December 31, 2027. The bid includes 88 line items covering a wide range of supplies such as file folders, legal pads, notebooks, binders, tape, staplers, paper clips, pens, markers, envelopes, batteries, and specialized items including Hewlett Packard laser toner cartridges. Estimated quantities range from 5 units for certain items to 3,000 rolls of transparent tape. Sealed bids must be submitted electronically via PennBid by November 24, 2026, at 2:00 pm, with opening scheduled for the same date at the Dauphin County Administration Building in Harrisburg, Pennsylvania. A certified check or bid bond equal to 10 percent of the total contract value is required prior to bid closure. Vendors must bid on all items for their bid to be considered valid.
All quoted prices must remain firm throughout the entire contract period. Orders will be placed weekly on an as-needed basis, with expected delivery within 48 hours and a maximum delivery time of two weeks from order placement. Delivery terms are F.O.B. Destination to the Dauphin County Purchasing Department in Harrisburg, Pennsylvania. If items are not delivered within the two-week maximum timeframe, Dauphin County reserves the right to purchase from alternative sources, and the successful bidder will absorb any cost differential between the bid price and the actual procurement cost, with the difference deducted from the bidder's next invoice. Where brand equivalencies are specified using "equal to" language, bidders may propose alternative brands but must note them in the proposal, with final determination of acceptability made by the County. Dauphin County reserves the right to accept or reject any or all bids and to order quantities greater or less than estimated amounts as operationally necessary.
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SPECIFICATIONS
The following is a list of office supplies with estimated yearly usage. The intent of this Bid is to enter into a contract for the purchase of these office supplies for a period of one (1) year. Please note that the quantities listed are estimates; actual usage may be greater or less than these quantities. Prices quoted on this Bid must remain firm for the entire contract period. Contract period will be January 1, 2027, to December 31, 2027. Orders will be placed on an as needed basis, and will be placed in accordance with the units listed on
Bid. The County reserves the right to order in any quantity necessary. Delivery of all items will be F.O.B.
Destination, (Dauphin County Purchasing Department) Harrisburg, Pennsylvania.
Orders will be placed on a weekly basis. It is expected that the majority of the order placed will be received within 48 hours. Maximum delivery time for items contained in this Bid will be Two (2) weeks from the date of placement of an order. Dauphin County reserves the right to purchase any items listed in this contract, that are not delivered within the two (2) week time period stated above, from the best available source. The
Successful Bidder will absorb the difference in cost (if any) from the Bid Contract price and the actual cost of obtaining the supplies needed. This difference will be deducted from the successful Bidder’s next invoice.
VENDOR MUST BID ON ALL ITEMS FOR THEIR BID TO BE CONSIDERED.
ITEM
EST
QTY
UNIT
DESCRIPTION
BRAND
SUB#
UNIT
PRICE
TOTAL
PRICE
1. 1000 Box File Folders, letter size, 1/3 cut, 100/box (equal to Smead #153L).
2. 500 Box File Folders, legal size, 1/3 cut, 100/box (equal to Smead #153C).
3. 300 Box Accordion File Pockets, letter size, 5 ¼” capacity, 10/box
(equal to Smead #73390).
4. 200 Box Accordion File Pockets, legal size, 5 ¼” capacity, 10/box
(equal to Smead #74390).
SUB#
UNIT
PRICE
TOTAL
PRICE
5.
Box
Hanging File Folders, letter size, 1/3 cut, 25/box
(equal to Smead #C13H).
6. 150 Box Hanging File Folders, legal size, 1/3 cut, 25/box
(equal to Smead #C23H).
7. 10 Each Hanging File Folder Frames, letter
Size (equal to OIC #98620).
8. 10 Each Hanging File Folder Frames, legal size (equal to OIC #98621).
9.
Pack
Legal Pads, 8 ½” x 14”, 50 sheets per pad, canary, 12/pk
(equal to Ampad #20-263).
10. 150 Pack Legal Pads, 8 ½” x 11”, 50 sheets per pad, canary, 12/pk
(equal to Ampad #20-260).
11. 100 Pack Legal Pads, 5” x 8”, 50 sheets per pad, canary, 12/pk
(equal to Ampad #20-264).
12. 50 Pack Steno Notebooks, wirebound, 6” x 9”, 60 sheets per book, 12/pk., Gregg rule
(equal to Ampad #25-270).
13. 200 Each Notebooks, wirebound, ruled, non-perforated, 3-holes, 11” x 8 ½”, 80 sheets per book
(equal to Ampad #25-206).
14. 100 Each 3-Ring Binders, 1” capacity, black, with label holder (equal to Wilson Jones
#368-14NHB).
15. 50 Each 3-Ring Binders, 2” capacity, black, #368-44NHB).
16. 25 Each 3-Ring Binders, 3” capacity, black, #368-49NHB).
17. 25 Pack Loose-Leaf Filler Paper, 11” x 8 ½”, college ruling, standard grade, 200/pk.
(equal to Ampad #26-023).
ITEM EST BRAND UNIT TOTAL
# QTY UNIT DESCRIPTION SUB# PRICE PRICE
18. 150 Set Insertable Ring Book Indexes, 11” x 8 ½”, 8-tab set, mylar reinforced, clear tabs, individually wrapped sets
(equal to Avery #11468).
19. 25 Set Insertable Ring Book Indexes, 11” x 8 ½”, alphabetical A-Z, mylar reinforced, individually wrapped sets
(equal to Avery #11483).
20. 75 Each Tape Dispenser, desk size
(equal to Scotch #C-38).
21. 3000 Roll Transparent Tape, ¾” x 1296” roll
(equal to Highland #6200).
22. 100 Each Staplers, full strip, anti-jam, (equal to Bostitch #B515BK).
23. 500 Box Staples, standard ¼”, 5000/box
(equal to Swingline #35108).
24. 50 Each Staple Remover
(equal to OIC #95691)
25. 20 Roll Masking Tape, 1” x 60 yd. roll
(equal to Universal #51301).
26. 20 Roll Masking Tape, 2” x 60 yd. roll
(equal to Universal #51302).
27. 400 Box Paper Clips, jumbo, 100/box
(equal to Acco #72580).
28. 400 Box Paper Clips, #1 small, 100/box
(equal to Acco #72380).
29. 100 Box Binder Clips, large, 12/box
(equal to Acco #72100).
30. 300 Box Binder Clips, medium, 12/box
(equal to Acco #72050).
31. 300 Box Binder Clips, small, 12/box
(equal to Acco #72020).
32.
Mini Correction Tape Dispensers, 1/6” x 315”, non-refillable, white, 10/pack
(equal to Tombow #68722).
33. 25 Pack Index Cards, 3” x 5”, ruled, white, 100/pk.
(equal to Ampad #23300).
34. 5 Pack Index Cards, 4” x 6”, ruled, white, 100/pk (equal to Ampad #23302).
35.
Index Cards, 5” x 8”, ruled, white, 100/pk (equal to Ampad #23304).
36. 1000 Box Pens, ball point, 12/box
(equal to “Bic-Biro” medium point
#GSM11 & fine point #GSF11, blue, black & red)
37.
Pack Pencils, #2 writing, 12/pack
(equal to FaberCastell #12132).
38.
Pens, porous tip, 12/box
(equal to Universal, black, blue & red, #50502, #50501, #50503).
39. 100 Box Markers, jumbo, broad tip permanent, 12/box, black, blue & red
(equal to Eberhard Faber #64291, #64293, #64292)
40. 150 Box Highlighters, yellow, broad tip, 12/box
(equal to Sanford #25005).
41. 5 Box Erasers, pink pearl, 24/box
(equal to Paper Mate #70520).
42. 5 Box Eraser Tips, 144/box
(equal to Paper Mate #73015).
43. 25 Each Rulers, clear plastic, 12” long
(equal to Universal #59022).
44. 20 Pack Push-pins, plastic, assorted colors, 100/pack
(equal to Universal #31310).
45. 1000 Each Glue Stick .26oz., clear
(equal to Avery #00166).
46. 25 Each “Elmer’s Glue-All”, 4 oz. plastic squeeze bottle (equal to Elmers # 372).
47. 200 Pack Removable self-stick note pads, 3” x 5”, 12 pads per pack
(equal to Scotch post-it #655 YW).
48. 250 Pack Removable self-stick note pads, 3” x 3”, (equal to Scotch post-it #654 YW).
49.
Removable self-stick note pads, 1 ½” x 2”, (equal to Scotch post-it #653 YW).
50. 100 Pack File Folder Labels, self-adhesive, 3 ½” x 19/32”, white, 252/pk.
(equal to Avery #05202).
51.
Labels, self-adhesive, 1 ½” x 3”, white, 150/pk. (equal to Avery #05440).
52.
Labels, self-adhesive, 5” x 3”, white
40/pk (equal to Avery #05450).
53.
Laser/Ink jet Labels, self-adhesive, 1” x 2 5/8”, 3000/box.
(equal to Avery #30600).
54. 5 Case Adding Machine Rolls, white, bond, 2 ¼” x 150’ roll, 100 rolls per case
(equal to PM Company #08677).
55. 5 Case NCR Adding Machine Rolls, 2 ¼”x
90’ roll, 50 rolls per case
(equal to PM Company #08801).
56. 150 Pack Rubber Bands, ¼ lb. Pack, #19, #33, & #64 (equal to Universal #00419, #00433, & #00464).
57. 100 Box Envelopes, 6” x 9”, open end, catalog, gummed flap, 28 lb., 100/bx.
(equal to Quality Park #40767).
58. 250 Box Envelopes, 9” x 12”, open end, catalog, gummed flap, 28 lb., 100/bx.
(equal to Quality Park #41467).
59. 20 Box Envelopes, 10” x 15”, open end, catalog, gummed flap, 28 lb., 250/bx.
(equal to Quality Park #41765).
60. 5 Box Envelopes, 12” x 15 ½”, open end, catalog, gummed flap, 28 lb., 250/bx.
(equal to Quality Park #41965).
61. 25 Box Interoffice Envelopes, 10” x 13”, 28 lb., Brown, print on both sides, 100/bx.
(equal to Quality Park #63561).
62. 40 Box Executive Style Envelopes, #10, 4 1/8” x 9 ½”, 24 lb., white wove, 500/bx.
(equal to Quality Park #90020).
63.
Each
Desk Trays, legal size, black, side loading
(equal to Rogers Stak-ette #53306).
64. 40 Each Squeeze Bottle Envelope Moistener
(equal to Sparco #01487).
65.
Hand Letter Opener, with serrated edge, 8 ¼” long, 4 ½” blade
(equal to Sparco #01449).
66. 100 Each Scissors, 7” (equal to Acme #40617).
67. 60 Box Notorial Seals, gold, 2” diameter, 35/bx.
(equal to Avery #05868).
68. 25 Pack Reinforcements, self-adhesive, for loose leaf pages, 200/pk.
(equal to Avery #30553).
69. 150 Box Sheet Protectors, 11” x 8 ½”, 50/box
(equal to Joshua Meier #06050).
70. 300 Box Twin Pocket Portfolio, 11” x 8 ½”, 25/bx
(equal to Oxford #57538).
71. 25 Box Report Covers with 3 built in fasteners, 11” x 8 ½”, 25/box
(equal to Oxford #52538).
72. 600 Card Batteries, size AA, 1.5V alkaline, 4 per card (equal to Rayovac #815-4).
73. 600 Card Batteries, size AAA, 1.5V alkaline, 4 per card (equal to Rayovac #824-4).
74. 25 Card Batteries, size C, 1.5V alkaline, 2 per card
(equal to Rayovac #814-2).
75. 25 Card Batteries, size D, 1.5V alkaline, 2 per card
(equal to Rayovac #813-2).
76. 50 Card Batteries, 9V alkaline, 2 per card
(equal to Rayovac #A1604-2).
SUB#
UNIT
PRICE
TOTAL
PRICE
77.
Wastebasket, black, 28 qt. (equal to
Rubbermaid #2956).
78. 50 Each Clipboards, letter size (equal to
OIC-83100).
79. 50 Each Clipboards, legal size (equal to
OIC-83101).
80.
Felt Stamp Pads, size 2, black & red, 3 ¼” x 6 ¼” (equal to Avery #21-082
& #21-072).
81. 25 Each Roll-on Stamp Pad Inker, 2 oz. bottle, black & red (equal to Sanford #58701 &
#58702).
82. 600 Rolls Premium Box Sealing Tape with disposable dispenser, 2” x 800”, clear
(equal to 3M #142)
83. 10 Boxes Rubber Finger Tips, Gripeez, 12/box, (equal to Swingline #54019)
84. 10 Packs Tabs for Hanging Folders, clear, 25/pk (equal to Smead #64615)
85. 50 Sets Dry Erase markers for whiteboards, 4-color
Set, (green, red, black, blue), bullet style tip, (equal to Universal #43680)
86. 50 Box Dry Erase markers for whiteboards, black, bullet style tip, 12/box
(equal to Universal #43681)
87. 50 Each Dry Eraser for whiteboards
(equal to Quartet #920335)
88. 300 Each Hewlett Packard Laser Toner Cartridge
Black, #CF289X, 1 Each, 10,000-page yield
(No Substitution – OEM Brand Only)
TOTAL CONTRACT PRICE *
* BASIS FOR COMPUTING 10% BOND/CERTIFIED CHECK.
IMPORTANT INFORMATION!
VENDOR PLEASE READ!
NOTE: PLEASE READ THE DESCRIPTIONS, PACK SIZE AND UNIT OF MEASURE
CAREFULLY. BIDDERS WILL BE RESPONSIBLE FOR SUBMITTING THE
PACK-SIZE LISTED AT THE UNIT PRICE QUOTED UNLESS OTHERWISE
NOTED. IF ANY MATH ERRORS ARE DETECTED IN PRICE EXTENSIONS,
UNIT PRICE WILL BE VIEWED AS THE CORRECT PRICE. IF, WHERE
“EQUAL TO” IS SPECIFIED, AND BIDDER IS QUOTING A BRAND OTHER THAN
THE ONE LISTED, PLEASE NOTE THE BRAND NAME AND NUMBER WITH THE BID
PROPOSAL IN THE COLUMN PROVIDED.
THE FINAL DETERMINATION OF “OR EQUAL” WILL BE MADE
BY DAUPHIN COUNTY. IF AN AGREEMENT CANNOT BE REACHED, BIDDER
WILL BE RESPONSIBLE FOR PROVIDING THE BRAND SPECIFIED ON THIS BID
AT THE QUOTED BID PRICE.
PLEASE NOTE THAT “EQUAL TO” IS FOR COMPARING BRAND NAMES AND NOT
FOR DIFFERENT QUALITIES OF THE SAME MANUFACTURER.
| SPECIFICATIONS |
| VENDOR MUST BID ON ALL ITEMS FOR THEIR BID TO BE CONSIDERED. |
| individually wrapped sets |
| THE FINAL DETERMINATION OF “OR EQUAL” WILL BE MADE |
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