Office Supplies RFP

The Teacher Retirement System of Texas (TRS) issued Request for Proposals (RFP) solicitation number TRS000651 on February 25, 2026, to procure comprehensive office supplies and related services for delivery to multiple TRS locations currently in Austin and El Paso, with a planned expansion to South Texas. The procurement seeks a qualified vendor to provide a full range of office supplies including writing instruments, paper products, filing and storage materials, adhesives and fasteners, cleaning and sanitizing products, ergonomic accessories, and miscellaneous office equipment through a secure, 24/7 accessible online ordering system with integrated delivery tracking and invoice management capabilities. The selected contractor must demonstrate a minimum of five years of experience providing office supplies to organizations of similar size (approximately 1,200 employees), five years of experience utilizing online office supplies ordering systems, and five years of knowledge of all forms of office supplies. Required service levels include standard delivery within five business days of order placement by 5:00 PM Central Time, next-business-day delivery for orders placed by 3:00 PM Central Time, and same-day delivery for orders placed by 10:00 AM Central Time, with a mandated 95% monthly on-time delivery rate and toll-free technical support available Monday through Friday from 8:00 AM to 5:00 PM Central Time. The evaluation will be based on best overall value with scoring weights as follows: Respondent's Experience and Client References (10%), Respondent's Online Ordering System Capabilities (20%), Technical Approach (20%), and Proposed Pricing (50%). Critical deadlines include a non-mandatory pre-proposal conference held on March 4, 2026, a question submission deadline of March 9, 2026, at 3:00 PM Central Time, and a proposal submission deadline of March 27, 2026, at 3:00 PM Central Time through TRS' Procurement and Vendor E-System (PAVES).

This solicitation includes a Veteran Heroes United in Business (VetHUB) Subcontracting Plan requirement, as probable subcontracting opportunities have been identified and the expected contract value exceeds $100,000 over the life of the contract; all vendors must complete the HSP form regardless of subcontracting intentions, and submission of the completed HSP is mandatory with the proposal. Vendors planning to subcontract exclusively with Texas-certified VetHUBs must complete Attachment A with VetHUB percentages and CMBL profile documentation, while those using non-VetHUB subcontractors must complete Attachment B with solicitation documentation showing contact with at least three VetHUB vendors and two trade organizations per scope of work, including seven-day response periods and award justifications. The initial contract term is one year from the effective date of September 1, 2026, through August 31, 2027, with four optional one-year renewals available at TRS' discretion; pricing must be submitted as fully loaded, firm, fixed prices inclusive of all costs of performance with no price escalation permitted for optional renewal terms. The contract does not specify a minimum merchandise charge or minimum order quantities, and TRS does not guarantee a minimum contract amount, with the contractor bearing all risk of loss or damage to goods until delivery. The contractor must maintain workers' compensation insurance, employer's liability insurance of $500,000 per accident, commercial automobile liability insurance of $500,000 per person/$1,000,000 per occurrence, and commercial general liability insurance of $500,000 per occurrence with $1,000,000 in aggregate, and must comply with E-Verify requirements and submit monthly Progress Assessment Reports. TRS reserves the right to make no award, a single award, or multiple awards based on its best interests and fiduciary duties.