ESBD_515553_1778767332436_RFP-26-223-2026-05-14-08-46-03.pdf

www.bvcog.org

REQUEST FOR PROPOSALS

26-223

“OFFICE SUPPLIES AND RELATED SERVICES”

RELEASE DATE: May 14, 2026 DEADLINE FOR QUESTIONS: May 22, 2026

RESPONSE DEADLINE: June 11, 2026, 3:00 pm CT

PAPER RESPONSES MAY BE DELIVERED TO:

Purchasing Solutions Alliance

Center of Regional Services Building 3991 E. 29th Street Bryan, Texas 77802

Proposals must be delivered during regular business hours, M-F 8:00am-5:00pm http://www.bvcog.org/

Purchasing Solutions Alliance

Request for Proposals Office Supplies and Related Services

Table of Contents

1. Introduction

2. Technical Specifications and Scope of Work

3. Pricing

4. Proposal Evaluation

5. Instructions for Preparing Proposal

6. RFP Administration

7. Contract Administration

8. Vendor Performance Under Cooperative Contract

9. PSA Terms and Conditions

10. Insurance Requirements for PSA Vendors

11. Definitions, Abbreviations, and Acronyms

12. Vendor Response

Attachments:

A - RFP 26-223 Cost Proposal B - Offeror_Acknowledgement_&_Certification

C - CIQ

D - Proposer Certifications 26-223 E - Sample Contract 26-223

RFP 26-223

1 Introduction

1.1 Summary

Purchasing Solutions Alliance (PSA), a nationwide non-profit cooperative purchasing program of the Brazos Valley Council of Governments (BVCOG), is soliciting proposals from experienced and qualified vendors to provide office supplies and related services to PSA Members. The resulting contract will result in a cooperative contract to be used by PSA Members on an as-needed basis.

There is considerable potential sales value in being awarded a competitively bid public sector cooperative contract. PSA contractors have the advantage of promoting sales to governmental/educational entities without the need for the buyer to issue an RFP. This saves the buyer time and money from duplicating the competitive bidding process and managing the resulting contract. Many of our existing PSA contractors have been able to gain new customers because of the cooperative contracts.

The resulting contract from this RFP will be able to be used by local government agencies, certain state agencies, school districts, higher education, and non-profit 501(c)(3) organizations nation-wide.

We believe a PSA contract would enhance your competitive position in the government marketplace, and are eager to work with you to promote the best interests of our participating local governments and qualifying non-profit organizations.

1.2 Background

PSA is a “Government-to-Government” procurement service for Local Governments, Districts, Political Subdivisions, Authorities, Schools, Universities, and qualifying Not-for-Profit Corporations.

These agencies become Members of Purchasing Solutions Alliance by executing an Interlocal Purchasing Agreement, which is free of cost and imposes no minimum spending requirements.

PSA, acting on behalf of Members, solicits competitive offerings for the furnishing of products and/or services, resulting in a cooperative contract.

With a cooperative contract, all the hard work of the competitive RFP process is done in advance, and the vendors can then use the contract to make immediate sales to government agencies, schools, and non-profit organizations. In return, the vendors pay an administrative fee based on the amount billed to customers. The customers save time from writing their own RFP, and they reap the benefits of the competitive bid. Even the smallest of customers receive larger discounts than they could get on their own, because the contract is based on a much larger sales volume. It's a win-win situation for all parties.

PSA members include school districts, higher education, non-profit 501(c)(3) organizations, local government agencies and certain state agencies. PSA members may use any combination of PSA contracts. All purchases are optional and no sales are guaranteed. Visit www.psabuy.org and click on the Membership tab in the main menu to view and/or download a list of PSA member agencies that have currently entered into Cooperative Interlocal Purchasing Agreements with PSA, eligible to participate in any subsequent contract.

1.3 Contact Information

The sole Point of Contact (POC) for purposes of this RFP prior to the award of any contract is:

Susan Lightfoot, Program Administrator.

Contact with any other PSA employee or official is prohibited without prior written consent from the POC of this RFP. Failure to observe this requirement may be grounds for rejection of the proposal.

Susan Lightfoot Program Manager 3991 East 29th St Bryan, TX 77802 Email: psabuy@bvcog.org Phone: (979) 595-2801 Ext: 2035 Department:

Procurement

Department Head:

Susan Lightfoot Program Administrator

1.4 Timeline

PSA reserves the right to change the dates in the schedule of events below.

Release Project Date May 14, 2026

Question Submission Deadline May 22, 2026, 5:00pm

Question Response Deadline May 25, 2026, 5:00pm

Proposal Submission Deadline June 11, 2026, 3:00pm

2 Technical Specifications and Scope of Work

Purchasing Solutions Alliance (PSA), a non-profit cooperative purchasing program of the Brazos Valley Council of Governments (BVCOG) is soliciting proposals from experienced and qualified vendors to provide office supplies and related services to PSA Members.

This contract will enable the agencies to purchase on an “as needed” basis from a competitively awarded contract with high-performance vendors. PSA seeks to award contract(s) to vendors mailto:psabuy@bvcog.org tel:(979)595-2801;ext=2035 capable of delivering high-quality products, competitive pricing, reliable service, and value-added solutions to governmental and public sector entities.

It is the intent of this solicitation that other governmental organizations and agencies throughout the continental United States may purchase identical items at the same unit pricing and the same general terms and conditions, subject to the applicable state and federal laws. PSA reserves the right to award multiple contracts.

2.1 Scope and Quality of Products

PSA intends for this RFP to result in a contract to provide comprehensive office supplies and related services to current and future PSA members. PSA members will be able to utilize the services awarded in a contract either individually or in any combination thereof through the execution of a Supplemental Agreement.

Offerors are to propose the broadest possible selection of office supplies and related services and Solutions they offer. A contract resulting from this RFP may include, but not be limited to, the following types of service categories:

• General office supplies

• Cleaning and janitorial supplies

• Breakroom and kitchen supplies

• Ink and toner cartridges

• Copy and printer paper

• Office furniture and accessories

• Environmentally preferred or “green” products

• Related ancillary products and services customarily provided by office supply vendors

Offerors may propose any combination of the categories listed above; however, proposals must include general office supplies in order to be considered responsive.

2.2 Service and Operational Capability

Offerors must demonstrate the operational capacity and service capabilities necessary to effectively support PSA participating entities of varying sizes and geographic locations.

While PSA does not prescribe specific operational methods, Offerors will be evaluated on their demonstrated ability to provide the following:

• Accurate and timely order fulfillment

• Reliable delivery services and geographic coverage

• Effective backorder management processes

• Efficient returns and exchanges procedures, including any applicable fees and turnaround times

• Dedicated account management and customer support structure

• Responsive customer service and issue resolution processes

• Order tracking and shipment visibility

• Disaster recovery and business continuity capabilities

Offerors should clearly describe service levels, delivery schedules, minimum order requirements, freight policies, and any service limitations.

2.3 Technology and Reporting Capabilities

Offerors must provide an online ordering platform and punchout catalog capability compatible with commonly used eProcurement systems.

PSA also desires vendors with advanced technology and reporting capabilities, including but not limited to:

• Detailed spend analytics and usage reporting

• Custom reporting capabilities for participating entities

• User account administration and role-based permissions

• Approval workflow functionality

• Controls for authorized shipping locations and delivery addresses

• Integration capabilities with financial or procurement systems

• Mobile ordering capabilities

• Electronic invoicing and payment options

Offerors should describe all available technology tools, integrations, cybersecurity measures, and implementation support services.

2.4 Additional Value Added Services

Offerors are encouraged to identify and describe any additional products, programs, or services that may provide added value to PSA participating entities. Such services are not mandatory but may be considered during the evaluation process.

Examples of value-added services may include:

• Volume rebates or incentive programs

• Early payment discounts

• Sustainability or recycling programs

• Document shredding services

• Document storage services

• Inventory management solutions

• On-site customer support or training

• Emergency or expedited delivery services

PSA reserves the right to accept or reject any proposed additional products or services based on the best interests of PSA and its participating entities.

2.5 No Guaranteed Quantities or Usage

This solicitation is for a cooperative purchasing contract intended for use by current and future participating entities of Purchasing Solutions Alliance (“PSA”). PSA is an optional-use cooperative purchasing program, and participation by eligible entities is strictly voluntary.

No minimum purchase volume, usage level, or revenue is guaranteed under any resulting contract.

Because purchases are made on an as-needed basis, actual usage will vary depending on the individual requirements, budgets, funding availability, and purchasing decisions of participating entities.

Any estimates, projections, or historical purchasing information provided by PSA are for informational purposes only and shall not be construed as a guarantee of future purchases.

The awarded Contractor is expected to actively market and promote the resulting contract to eligible participating entities. Eligible users may include, but are not limited to:

• Cities and municipalities

• Counties

• School districts

• Colleges and universities

• Special districts and other political subdivisions

• State and local governmental agencies

• Qualified nonprofit organizations, including 501(c)(3) entities, where permitted by law

PSA membership is available at no cost to eligible entities and generally requires execution of an Interlocal Purchasing Agreement or other participation agreement acceptable to PSA.

2.6 Expectations for Equipment/Products and Services Being Proposed Industry Standards: Unless otherwise specified herein, all products and services proposed in response to this RFP shall conform to generally accepted industry standards and practices applicable to the office supply industry. Any deviation from standard industry practices, specifications, or performance requirements must be clearly identified and fully explained within the proposal.

Offerors shall demonstrate how any alternative approach provides equivalent or superior functionality, quality, and performance. Failure to disclose deviations may be grounds for rejection of the proposal.

Compliance with Laws and Regulations: All products and services furnished under the resulting contract shall comply with all applicable federal, state, and local laws, regulations, codes, and safety standards.

Delivered and Ready for Use: Unless otherwise disclosed in the proposal, all products shall be delivered to the participating entity’s designated location in fully operational and ready-for-use condition.

2.7 Offered Product Item Variances

Any variance in the specifications or performance of Products offered shall be acceptable to PSA and the End User only insofar as it MEETS or EXCEEDS the specifications and requirements of this RFP.

2.8 Product Notices

PSA is NOT the owner of Products sold pursuant to this RFP, but acts only in the capacity of purchasing agent. In that regard, Contractor accepts sole responsibility for ensuring that notices and mailings, such as Safety Alerts, Safety Recall Notices and Customer Surveys, are sent directly to the End User of record.

2.9 Manuals

If applicable, all products delivered under the resulting contract shall include appropriate operating instructions, safety information, warranty documentation, and user manuals at no additional cost to the participating entity.

Electronic documentation is acceptable unless otherwise requested.

2.10 Warranty

Unless otherwise stated in this RFP, the following warranty requirements shall apply:

A. The Offeror shall be the manufacturer or an authorized distributor, reseller, or dealer for all products proposed.

B. All products shall include, at a minimum, the manufacturer’s standard warranty.

C. Any additional warranties provided by the Offeror shall supplement, and not replace, the manufacturer’s warranty.

D. The Contractor shall be solely responsible for administering and honoring all warranty obligations and coordinating resolution of warranty claims.

E. The Offeror warrants that all products and services furnished under the resulting contract:

o Shall be free from defects in material and workmanship;

o Shall conform to the specifications and requirements of this RFP;

o Shall be fit for their intended purpose; and o Shall be free of liens and encumbrances.

F. Warranty terms, exclusions, and claim procedures shall be clearly identified in the proposal response.

3 Pricing

It is the intent of PSA to always provide the best price and value to its members. The successful vendor must be able to provide a pricing methodology for its products and services that will ensure that PSA is always getting the best and most competitive price available.

3.1 Cost Proposal

All pricing should be clearly described in the Cost Proposal spreadsheet provided as an attachment to this RFP. The workbook is designed to ensure uniform pricing submissions that allow PSA to evaluate responses consistently and fairly across all Offerors.

All pricing must be fully completed, accurate, and clearly presented. Offerors are responsible for ensuring that all formulas, discounts, fees, and pricing structures are correctly represented and consistent across all applicable tabs. All pricing submitted shall include all costs necessary to provide the products and services described in this RFP unless otherwise specifically disclosed.

Full instructions for completing the Cost Proposal are included in Instructions for Preparing Proposal.

3.2 Indefinite Quantity, Indefinite Delivery (IDIQ)

This RFP requests pricing for an indefinite quantity of products or related services, which may be ordered at any time during the contract period. While this RFP represents significant sales potential, PSA makes no guarantees about the quantity of products or services that members will purchase.

3.3 PSA Administrative Fee

All pricing submitted to PSA shall be inclusive of the administrative fee to be remitted to PSA by the successful vendor. Customers shall not be charged a separate line item or the PSA administrative fee. See the section Vendor Performance Under Cooperative Contract for more information about the PSA administrative fee.

3.4 Auditable Pricing

All pricing must be verifiable and auditable. To that end, customers should be able to verify contract pricing for ANY past invoice received under this contract. For example, suppose a customer receives an invoice in December 2026. In March 2030, the customer should be able to compare that invoice to the contract and any published price lists from December 2026 to verify that the correct pricing was invoiced per this contract.

https://procurement.opengov.com/portal/psa/projects/253735/document?section=2427856 https://procurement.opengov.com/portal/psa/projects/253735/document?section=2427856 https://procurement.opengov.com/portal/psa/projects/253735/document?section=2427857

3.5 Annual Price Audits

PSA shall perform a price audits to verify that prices charged to customers reflect the contract pricing. Price audits shall be performed in the following manner. At PSA’s request, vendor shall provide PSA actual customer invoices from a single month in the preceding year. The month of the invoices shall be specified by PSA. Invoices shall indicate the product number, quantity, price, and any other fees that were charged. PSA will compare the invoice pricing to the contract pricing. If PSA finds any pricing higher than the contract pricing, Contractor shall refund the difference to the end user. PSA may ask for additional invoices at its own discretion.

3.6 Negotiated Prices for Individual Customers

The prices shall be considered “Not to Exceed” pricing. Contractor is allowed to negotiate lower pricing for individual PSA members. Individual pricing negotiations shall be equal to or lower than the PSA contract pricing on all items.

3.7 Sales Tax

The Vendor is expected to charge any applicable state and/or local taxes on items for which a valid tax exemption certification has not been provided. Each PSA member is responsible for providing verification of tax-exempt status to the Vendor. When ordering, PSA members must indicate that they are tax-exempt entities. Except set forth herein, no party is responsible for taxes imposed on another party as a result of or arising from the transactions under a Contract resulting from this

RFP.

3.8 Shipping

All shipping and restocking fees must be identified in the price proposal. Proposals will be evaluated not only on the actual cost of shipping, but on the relative flexibility extended to PSA members regarding any restocking fees, shipping errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and similar subjects that impact overall value of the Contract.

Delivered products must be properly packaged. Damaged products may be rejected. If the damage is not readily apparent at the time of delivery, the Vendor must permit the products be returned within a reasonable time at no cost to the PSA member. PSA reserves the right for End Users to inspect the products at a reasonable time subsequent to delivery where circumstances or conditions prevent effective inspection of the products at the time of delivery.

The Vendor must deliver Contract-conforming products in each shipment and may not substitute products without the express approval of the PSA member.

Throughout the term of the Contract, Vendor agrees to pay for the return shipment on products that arrive in a defective or inoperable condition. The Vendor must arrange for the return shipment of the damaged products.

3.9 Complete Pricing

Offeror's response should disclose all potential pricing and fees for the life of the contract.

3.10 Product and Price Changes

Awarded Vendors may submit requests for product additions, deletions, substitutions, or price adjustments at the conclusion of the initial contract term and at each subsequent contract renewal period. All requested changes shall be subject to review and written approval by PSA prior to implementation.

PSA will evaluate each request to determine whether the proposed changes:

• Remain within the scope of the original solicitation;

• Continue to provide competitive pricing and overall value to PSA members; and

• Are in the best interests of PSA and participating entities.

No changes shall become effective unless approved in writing by PSA. Approved changes will be documented through a formal Contract Amendment.

PSA reserves the right to reject any proposed change that, in its sole judgment, materially alters the scope of the contract or negatively impacts participating entities.

4 Proposal Evaluation

The PSA proposal evaluation committee will evaluate proposals received based on the criteria and point system detailed below. The following conditions apply:

A. It is understood that PSA, through its management, may use all means at their collective disposal to evaluate the proposals received based on the stated criteria, and the final decision as to the best overall value, both as to price and to suitability of the products and/or services offered to fit the needs of PSA and its members, will rest solely with the Executive Director of the BVCOG or his designee.

B. PSA has the right to award to multiple companies supplying comparable products or items, also known as a multiple award schedule, but reserves the right to make a single award to the highest ranked Offeror.

C. By submission of a Response, Offeror indicates acceptance of the evaluation technique, and recognizes and accepts that PSA may at its sole discretion make subjective judgments during the evaluation process.

D. In evaluating RFP responses, PSA has no obligation to consider information that is not provided in the Offeror's response. PSA may, however, consider additional information outside of the Offeror's response. This research may include such sources as the Offeror's website, industry publications, listed references and user interviews.

E. PSA reserves the right to request and test equipment/products and related services and to seek clarification from the Offerors. Offerors must make reasonable efforts to supply test products promptly. All Offeror products remain property of the Offeror, and PSA will return such products after the evaluation process.

F. An Offeror's past performance under previously awarded contracts to schools, governmental agencies, and not-for-profit entities is relevant in evaluating an Offeror's current response.

Past performance includes the Offeror's record of conforming to published specifications and to standard good workmanship, as well as the Offeror's history for reasonable and cooperative behavior and for commitment to member satisfaction. Incumbency as an awarded Vendor does not, by itself, merit positive consideration for a future Contract award.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Vendor Qualifications and Experience Offeror must have extensive experience in supplying products to government agencies, schools, and/or universities to score all available points. The Offeror must be financially sound, to provide reasonable certainty the company will have the ability to provide excellent service throughout the life of the contract. Number of years in business and annual sales will be considered.

0-100 Points 10 (10% of Total)

2. Scope and Quality of Products Proposals will be evaluated on the range, quality, and availability of products offered, including:

• Breadth of catalog (office supplies, janitorial, breakroom, etc.)

• Availability of commonly used items

• Ability to offer multiple brands or equivalents

• Availability of environmentally preferable products

0-100 Points 10 (10% of Total)

3. Service and Operational Capability Offeror’s ability to effectively service participating entities will be evaluated, including:

• Order fulfillment accuracy

• Delivery timelines and geographic coverage

• Backorder management

• Returns process, fees, and turnaround time

• Account management structure

• Customer support availability

0-100 Points 15 (15% of Total)

4. Technology and Reporting Capabilities Proposals will be evaluated on the Offeror’s technology solutions and reporting capabilities, including:

• Online ordering platform functionality

• Punchout catalog and/or EDI capabilities

• Ability to provide detailed spend and usage reporting

• Tools for participating entities to approve and manage purchases

• User account management and role-based access controls

• Controls over authorized shipping addresses and delivery locations

• Approval workflows

0-100 Points 12 (12% of Total)

5. Value Added Services Offerors are encouraged to list and provide detailed descriptions of any additional products and/or services that will enhance and add value to this Contract for PSA participating member entities. These offerings will be considered and evaluated. PSA reserves the right to accept any or reject additionally proposed products or services in the best interest of PSA and its participating member entities. Typical value added services include customer rebates based on spend, early payment discounts, and common office services such as shredding and document storage.

0-100 Points 5 (5% of Total)

6. Cost Proposal The Cost Proposal shall be evaluated based on the amount of discount provided and the overal low cost of products. If discounts vary by product category, the high-volume categories should have deeper discounts. Price escalations will be considered.

0-100 Points 35 (35% of Total)

7. Cooperative Contract Capability and Value to

PSA

Points are awarded based on the expected value of the resulting contract to PSA. The following areas may be taken into consideration:

• Offeror can show how this resulting contract will be significantly better in some area than Offeror's existing cooperative contracts, or Offeror has no other contracts with purchasing cooperatives.

• Effectiveness of the Marketing Proposal.

• Likelihood of Offeror to generate additional sales through the use of the resulting contract.

0-100 Points 8 (8% of Total)

8. Compliance of Response to RFP Requirements All proposals shall be evaluated to determine the extent to which they comply with the RFP requirements provided herein. All sections must be included with required signatures where needed.

0-100 Points 5 (5% of Total)

5 Instructions for Preparing Proposal

This section contains instructions for compiling and submitting a proposal response to this RFP. All Offerors must examine the entire RFP package to seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal.

5.1 Electronic or Paper Response

Unless otherwise addressed within the RFP, the following requirements shall apply:

A. Electronic Submission of Response (Preferred method): Offerors may upload one final and complete electronic proposal on the on-line bidding system that PSA utilizes for its bid and proposal solicitations at www.procurement.opengov.com. There is NO COST to the Offeror in submitting their proposal in response to this RFP via the on-line electronic bidding system.

B. Paper Submission of Response: In lieu of electronic submission, responses may be submitted in four complete printed sets including one Original and three Copies in separate “hard side” three-ring binders. The outer spine of each binder shall be labeled showing this RFP No., Offeror Name, and either “Original” or “Copy”, as applicable. The Original printed response will be considered to be the binding Response in case of any conflicts between printed copies submitted with the Offeror’s (paper response) proposal package.

Paper submissions must include a flash drive with the electronic version of the proposal, specifically an excel file for the cost proposal.

Paper Submission of Responses shall be enclosed in a SEALED package(s) addressed to PSA. The following information shall be clearly stated on the exterior of the package(s):

1. Name and Address of Offeror

2. Date and hour of proposal submission deadline (due date)

3. Bid/Proposal RFP number

4. The statement, "SEALED PROPOSAL - DO NOT OPEN IN MAIL ROOM." This label shall be of sufficient size to be quickly and easily noticed and affixed to opposing sides of the package(s).

5.2 Technical Response

Due to the complexity of responses and to aid in evaluation, the Response should contain ALL required information in clearly outlined sections as detailed below. Vendors must provide the sections listed below or the response may be rejected. Omission of any required form or information will be sufficient grounds for PSA to consider your response to be non-compliant.

Title Page: The proposal should begin with a title page bearing the name and address of the vendor and the name and number of this RFP.

Section 1 - Executive Summary: Vendors must condense and highlight the contents of the proposal in a separate section titled “Executive Summary.” Indicate why your products and services are superior to others in the market.

Section 2 - Vendor Qualifications and Experience: Provide a brief overview of your company, including company history, years in business, annual sales, and experience within the office supply industry. Describe your company's experience providing products and services to public sector entities, including government agencies, schools, colleges, and universities.

Include a description of your company's core values, business philosophy, and customer service approach. Identify key factors that differentiate the company from its competitors, particularly as they relate to service, pricing, technology, product availability, and support for cooperative purchasing programs.

Specifically, disclose the following: a) Bankruptcies filed; b) Litigation, mediation, and arbitration history over the last five (5) years; c) Any material (in excess of $50,000) claims, judgements, arbitrations, investigations, or lawsuits pending; d) Any criminal actions, suits, proceedings, arbitrations investigations against or involving the Offeror or its employees (in their capacities as employees) occurring during the past five years.

Section 3 - Scope and Quality of Products: Fully describe the products and services offered in your proposal, including:

• Breadth of catalog (office supplies, janitorial, breakroom, etc.)

• Availability of commonly used items,

• Ability to offer multiple brands or equivalents

• Availability of environmentally preferable products

Section 4 - Service and Operational Capability: Discuss your company's ability to effectively service participating entities will be evaluated, including:

• Order fulfillment accuracy

• Delivery timelines and geographic coverage

• Backorder management

• Returns process, fees, and turnaround time

• Account management structure

• Customer support availability

Section 5 - Technology and Reporting Capabilities: Describe your technology solutions and reporting capabilities, including:

• Online ordering platform functionality

• Punchout catalog and/or EDI capabilities

• Ability to provide detailed spend and usage reporting

• Tools for participating entities to approve and manage purchases

• User account management and role-based access controls

• Controls over authorized shipping addresses and delivery locations

• Approval workflows

Section 6 - Value Added Services: List and describe any value added services. These services are not required, but will be considered and evaluated. Examples of value added services include customer rebates based on spend, early payment discounts, and common office services such as shredding and document storage.

Section 7 - Marketing Strategy: Describe in detail how you will effectively market any potential PSA contract nationally and meet the requirements outlined in the RFP. If you have other cooperative contracts, state whether this proposal includes same or better pricing.

Address each element of your marketing strategy by describing timelines, methods, and/or presenting reference marketing materials PSA can expect to be produced and maintained by your organization throughout the life of any potential contract.

Section 8 - PSA Administrative Fee: Confirm the percentage amount and calculation of the PSA Administrative Fee. Offerors are encouraged to propose alternative methods of assessing and calculating administrative fees to PSA based on industry standards and company policy.

Section 9 - Exceptions to RFP: Identify any exceptions the vendor has taken to the requirements of this RFP, the contract or any other attachments.

5.3 Cost Proposal

This Cost Proposal must be completed using the attached Excel workbook provided as part of this RFP. The workbook is designed to ensure uniform pricing submissions that allow PSA to evaluate responses consistently and fairly across all Offerors.

All pricing must be fully completed, accurate, and clearly presented. Offerors are responsible for ensuring that all formulas, discounts, fees, and pricing structures are correctly represented and consistent across all applicable tabs. All pricing submitted shall include all costs necessary to provide the products and services described in this RFP unless otherwise specifically disclosed.

Tab A - Discount Specifications: Provide the Offeror’s proposed pricing structure for products and services offered under this contract. Clearly identify the basis of each price, such as MSRP, manufacturer catalog price, published list price, web price, or other pricing methodology). Discounts may be given by category, or as one flat discount for all products.

Offerors should provide sufficient detail to allow PSA to evaluate the competitiveness, transparency, and overall value of the proposed pricing structure.

Tab B - Fees: Provide a complete listing of any fees, surcharges, or additional charges that may apply under the resulting contract. Examples may include, but are not limited to:

• Delivery or freight charges

• Minimum order fees

• Fuel surcharges

• Expedited shipping fees

• Restocking fees

• Installation or assembly charges

• Environmental or recycling fees

• Service or handling charges

Offerors shall clearly describe the circumstances under which each fee may be charged and identify any minimum thresholds, geographic limitations, or exclusions that apply.

Any tariffs, import surcharges, or similar charges that may be passed through to PSA participating entities must be separately identified.

PSA prefers straightforward pricing structures with minimal additional fees. Any fee not specifically identified in this tab may be considered disallowed under the resulting contract unless subsequently approved by PSA through a written contract amendment.

Tab C - Core List (Optional): Offerors may provide a “Core List” of commonly purchased or high-volume office supply items with fixed pricing. The Core List is not required.

The Core List should include products that are representative of the Offeror’s overall pricing competitiveness and product availability. Offerors should provide complete product information, including manufacturer name, manufacturer part number, product description, unit of measure, and proposed pricing. Any number of items may be included in the Core List.

If not providing a Core List, leave this tab blank.

5.4 Other Required Attachments

In addition to the Technical Response and Cost Proposal, the following attachments are required with your proposal submission:

1. References: Offeror shall list the names of at least three (3) public/government agencies which have purchased from Offeror products or services similar to those covered by this RFP, within the last two (2) years. PSA reserves the right to determine if such products or services are appropriately similar. Other information, including criticism however learned, may be used by PSA in evaluation of responses. Each reference shall be a public, government or education agency and include the following:

A. Agency Name

B. Contact Person's Name and Title

C. Address

D. Phone

E. Email

2. Offeror Acknowledgement & Certification: Complete and sign the Offeror Acknowledgement & Certification form that was provided as an attachment to this proposal.

3. Conflict of Interest Questionnaire: Chapter 176 of the Texas Local Government Code requires vendors and consultants contracting with PSA to file a Conflict of Interest Questionnaire (CIQ) if they have an employment or other business relationship with an officer or an officer’s close family member of the Brazos Valley Council of Governments Board of Directors or the Board of Directors of the Brazos Valley Workforce Solutions Board. The respective board members can be found at these two websites:

• https://www.bvcog.org/about/board-of-directors

• https://bvjobs.org/about-us/board-members/

4. Form 1295 Certificate of Interested Parties: Pursuant to the Texas Legislature House Bill 1295, Offeror must complete a Form 1295 through the Texas Ethics Commission website www.ethics.state.tx.us and submit a signed copy of the form to PSA with the RFP response. Publicly traded companies are not required to submit this form.

For the purposes of this form, an "interested party" with a controlling interest is any one of the following:

• An individual who who owns more than 10% of the company

• A member of the Board of Directors, if there are 10 or fewer board members

• An officer of the company, such as the President or CEO, if there are 4 or fewer officers according to the bylaws of the organization

An "interested party" with an intermediary interest is any third party that was hired to complete the proposal response or the Form 1295 on behalf of your organization.

https://www.bvcog.org/about/board-of-directors https://bvjobs.org/about-us/board-members/

See ethics.state.tx.us/resources/FAQs for more information about Form 1295.

5. Proposer Certification: Complete and sign the Proposer Certification form that was provided as an attachment to this proposal.

6. Ethics Policy: Offeror shall include their employee ethics policy.

7. All Addenda: For paper responses only, Offerors must list all addenda for this RFP that were issued for this RFP through OpenGov. The list must be signed to acknowledge receipt. If no addenda were issued for the RFP, this section may be omitted. Responses that are submitted electronically through OpenGov acknowledge addenda as part of the submission process.

5.5 Additional Response Requirements

Offeror’s Response may be deemed non-responsive if all required PSA forms and documents are not properly completed. Offeror may not modify the format of any PSA form in any way, but may only fill in information and add lines if needed. In certain cases, the cost proposal form may be modified in accordance with instructions provided for the form. Offeror may photocopy or print blank forms as needed.

There is no limit on the physical size of the proposal but a complete yet succinct, and unambiguous presentation of the services offered and the fees required are expected. Proposals should provide a clear and straightforward description of products and services and the firm’s ability to meet requirements.

All proposal forms must be submitted in English and must be legible. All appropriate forms must be executed by an authorized signatory of the Offeror. Blue ink is preferred for signatures.

No oral, telegraphic, telephonic, or facsimile bids will be considered or accepted.

5.6 Signature Authority

By submitting the Response, Offeror represents and warrants that the individual submitting this document and the documents made part of this Response is authorized to sign such documents on behalf of the Offeror and to bind the Offeror under any contract that may result from the submission of this Response.

5.7 Withdrawal or Modification of Responses

Once received by PSA, responses may be modified or withdrawn prior to the submission deadline only if the request to do so is in writing and on Offeror’s formal letterhead. Responses and requests for modification received after the submission deadline will not be accepted.

5.8 Confidential/Proprietary Materials

PSA uses its best efforts to follow the intent of Chapter 552 of the Texas Government Code, the Public Information Act (the “Act”) in regards to information, documentation, and other material in connection with this solicitation. If Offeror's proposal contains material noted or marked as “confidential” and/or “proprietary”, and that material in PSA’s sole opinion meets the disclosure exemption requirements of the Act, then that information will not be disclosed pursuant to a request for public documents. If PSA does not consider such material to be exempt from disclosure under the Act, the material may be made available to the public regardless of the notation or markings. If an Offeror is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the Act, then it shall not include such information in the proposal.

5.9 Terms and Conditions Attached to Response

Any terms and conditions attached to a Response will not be considered unless specifically referred to in the Response.

6 RFP Administration

This solicitation is being performed as a Request for Proposals (RFP), whereby Offerors submit competitive sealed proposals. The following paragraphs provide information about the RFP process.

6.1 Questions and Answers about this RFP

Vendors may ask questions regarding this RFP until the Question Deadline, Friday, May 22, 2026.

Submit all questions about this RFP through the OpenGov portal associated with this RFP. All questions will be answered in OpenGov throughout the RFP process, and no later than Monday, May 25, 2026.

Upon examination of this RFP document, Offerors should promptly notify PSA of any ambiguity, inconsistency, or error they discover in writing. Interpretations, corrections, and changes to this RFP will be considered by PSA through a written addendum. Interpretations, corrections, or changes that are made in any other manner are not binding, and Offerors must not rely on them.

6.2 Revisions to the RFP

In the event of a needed change in the published RFP documents, Offerors should understand that all the foregoing terms and conditions and all performance requirements will apply to any published addendum.

Addenda are written instruments issued by PSA that modify or interpret the RFP. All addenda issued by PSA become part of the RFP. Addenda will be posted through the OpenGov portal associated with this RFP. PSA accepts no liability in connection with the delivery of any addenda. It is the sole responsibility of the Offeror to check for any addenda pertaining to this RFP during the proposal submission period. All Offerors must acknowledge their receipt of all addenda in their proposal response.

6.3 RFP Change Requests

Requests for changes to the requirements or specifications herein must be in writing and must be received by PSA no later than the deadline established in the RFP Schedule. PSA will review such requests, but may or may not accept changes. Responses which are qualified with conditional clauses, or alterations of or exceptions to any of the terms and conditions in this RFP may be deemed non-compliant at the sole discretion of PSA. Changes to the RFP, if any, are made only by written Addendum and posted to Opengov. In any event, it is the Offeror's sole responsibility to ensure that any and all Addendums, which may have been issued, have been received and addressed.

6.4 Vendor Point of Contact

During the evaluation process, PSA reserves the right to request additional information or clarifications from proposers. Each proposal must designate the person who will be responsible for answering technical and contractual questions. The person should be indicated in the Offeror Acknowledgement & Certification form, provided as an attachment to this RFP. Preliminary negotiations may be conducted with responsible Offeror(s). At the discretion of PSA, all responsible Offerors may be given an opportunity to interview with the Evaluation Committee.

6.5 Offeror's Responsibility

By submission of a response, Offeror expressly understands and agrees that all terms and conditions herein will be part of any subsequent contract that is executed pursuant to this RFP.

It is Offeror’s sole responsibility to thoroughly examine and review all documentation associated with this RFP, including any Addendums, and to ensure that any response submitted complies in every respect with all requirements.

Offeror shall make all investigations necessary to become thoroughly informed regarding any plan and/or infrastructure that may be required to support delivery of any Product or Service covered by this RFP. No plea of ignorance by Offeror stemming from failure to investigate conditions that may now or hereafter exist, shall be accepted as a basis for varying PSA requirements, or Offeror's/Contractor's obligations or entitlements.

PSA shall not be liable for Offeror's incomplete documentation. Additionally, all components of any Response become the property of PSA.

There is no expressed or implied obligation for BVCOG or PSA to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposal. Neither BVCOG nor PSA will reimburse responding firms for these expenses, nor will they pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

6.6 Ownership of Documents

All proposals, plans, specifications, schematics, content, maps, design, workflow or any other documents, and any work product prepared, created or obtained under this RFP including electronic media, hard copy documents, web-based systems, solutions and files shall be delivered to, and shall become the property of the PSA. This paragraph applies to all Offerors, whether successful or not.

6.7 Best Value Standard

The intent of this RFP is to award to the Offeror whose proposal offers the Best Value to PSA members. In determining the best value, the following may be considered:

• purchase price, including payment discount terms

• reputation of the Offeror and of the Offeror's goods or services

• quality and reliability of the Offeror's goods or services

• Offeror's past relationship with PSA

• impact on the ability of PSA members to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities

• life cycle costs, including installation costs and availability of repair and maintenance parts

• conformity to specifications

• financial condition

• delivery terms

• any relevant criteria specifically listed in the Request for Proposals

• indicators of probable vendor performance under the contract such as past vendor performance, the vendor’s financial resources and ability to perform, the vendor’s experience or demonstrated capability and responsibility, and the vendor’s ability to provide reliable maintenance agreements and support

• the cost of any employee training associated with a purchase

6.8 PSA Rights Reserved

PSA reserves the following rights with regard to the RFP:

A. PSA may disqualify any Offeror whose conduct or proposal fails to conform to the requirements of this RFP, or misstates or conceals any material facts. Non-material deviations for the requirements and procedures of this RFP may be waived at the sole discretion of PSA.

B. PSA reserves the right to waive any or all irregularities, formalities, or other technicalities, to be the sole and independent judge of quality and suitability of any products/services offered, and may accept or reject any proposal in its entirety, or may reject any part of any proposal without affecting the remainder of that proposal, and may award the individual items on this proposal in any combination or in any way to best serve the interests of PSA as it perceives those interests to be in its sole discretion.

C. PSA may duplicate without limitation all materials submitted for purposes of RFP evaluation, and duplicate all public information in response to data requests regarding the proposal.

D. PSA may cancel the Request for Proposal at any time and for any reason with no cost or penalty to PSA.

E. PSA may correct or amend the RFP at any time before the submission deadline with no cost or penalty to PSA. PSA will not be liable for any errors in the RFP or other responses related to the RFP.

F. PSA may extend proposal due dates and contract award dates.

6.9 Open Competition

This RFP is not meant to restrict competition, but rather is intended to facilitate open, fair and unrestricted competition.

6.10 Specific Descriptive References

PSA is committed to obtaining its products and services at the lowest price possible without compromising quality. Therefore, in order to accomplish this objective/goal, it is the intention of PSA neither to exclude particular vendors or manufacturers nor to create restrictive situations in this

RFP.

Any vendor’s/manufacturer's names, trade names, brand names, price list numbers, technical data, products, services, etc. used in the RFP and any relevant documents are there for the sole purpose of establishing and describing general performance, quality levels, type and dimensions and such references are not intended to be restrictive.

Alternate bids on similar or comparable products and/or services of any manufacturer or vendor equal or equivalent to the products and/or services described in the RFP are invited and will be given careful consideration provided the alternate can accomplish the same task.

7 Contract Administration

This section describes the administration of the awarded contract resulting from this RFP solicitation.

7.1 Contract Term

This contract shall become effective from date of acceptance and approval by the BVCOG Board of Directors or designee. It shall remain in full force and effect for a period of three (3) years. The contract shall be in effect throughout this period and thereafter until such time as any outstanding orders against the contract have been fulfilled.

The contract may be extended if deemed by PSA to be in the best interests of PSA, its members, and the Vendor. The contract may be extended for two (2) one-year terms. This action does not require specific BVCOG Board of Directors’ approval. Contracts are extended upon mutual agreement of both the Vendor(s) and PSA.

In the event a new contract cannot be executed at the anniversary date of the original term or any renewal term, the contract may be renewed month-to-month until a new contract is executed. Non-appropriations for renewal of contract will also be in accordance with the Local Government Code

271.005 (b) concerning non-appropriation clauses for multi-year contracts.

7.2…