2027 Office Supply Contract

Dauphin County, Pennsylvania, through its County Controller, is soliciting sealed bids for a 2027 Office Supply Contract and a companion janitorial services bid for county facilities, with bids due November 24, 2026, at 2:00 p.m. via PennBid. A pre-proposal meeting and site visits for the cleaning scope are set for November 5, 2026, at 10:00 a.m. at the Magisterial District Judge Mikaela Sloan Building, 1520 Walnut Street, Harrisburg.

The office supply scope covers 88 line items, including file folders, legal pads, binders, tape, staplers, pens, envelopes, batteries, and Hewlett Packard laser toner cartridges, for a one-year term running January 1 through December 31, 2027. Orders are placed weekly as needed, with expected delivery within 48 hours and a two-week maximum, F.O.B. destination to the Dauphin County Purchasing Department in Harrisburg. Bidders must price all items for the bid to be valid and hold prices firm for the contract period. Brand alternatives are permitted where "equal to" language appears, with final acceptability determined by the County. The County may order quantities greater or less than estimates and may buy elsewhere for late deliveries, charging cost differences to the awardee's next invoice.

The janitorial scope covers daily Monday through Friday service, excluding County holidays, at ten Magisterial District Judge offices (approximately 2,392 to 6,085 square feet each) and the Dauphin County Adult Probation building at 917 Gibson Blvd (11,286 square feet). The initial term runs January 1, 2027 through December 31, 2028, with a one-year renewal option, and either party may terminate on 30 days' written notice. Bidders must have a minimum of five years' experience providing janitorial, cleaning, sanitizing, and disinfection services for multiple sites, preferably commercial buildings. The County furnishes cleaning products, paper products, vacuums, and mop buckets; the contractor supplies all other materials. All assigned employees must undergo Pennsylvania State Police background checks and FBI fingerprinting. Required insurance includes statutory workers' compensation, $1 million employer's liability per accident, $2 million general aggregate and $1 million per occurrence commercial general liability, $2 million per occurrence excess or umbrella liability, and $100,000 minimum per occurrence employee dishonesty coverage. Bidders must provide three commercial cleaning references, and the County may contact others. The County is not obligated to accept the lowest price.

Each bid requires a certified check or bid bond equal to 10 percent of the contract value, received by the County Controller before closing. A bid bond must identify the bid and its date, and its power of attorney must carry the same date and be signed by the principal bidder and surety. The successful bidder may be required to furnish a performance surety bond equal to 100 percent of the contract price. Submissions also require a Proposal Form-Signature Page, a Vendor Identification form (Appendix C), evidence of financial standing, a list of similar completed work, and a Non-Collusion Affidavit executed by the person responsible for pricing decisions. Questions must be submitted through PennBid's "Public Q & A" tab and are answered by addenda. Payment is made within 30 days of invoice receipt following inspection and approval. Harveys Lake Borough is also listed as a jurisdiction.