Printer Supplies for Election Supply Carriers (ESC’s)

Denton County, Texas is soliciting competitive bids through Invitation to Bid #26-2903 to establish a one-year supply contract for printer supplies specifically designed for OKI Data B432 and C931E Series printers used by the county's Elections Administration. The procurement covers supplies for approximately 235 Mobile Election Supply Carriers (ESCs) that contain roughly 800 OKI Data B432 Series printers deployed at polling locations throughout the county, with each ESC storing four cartridges, plus additional C931E Series printers requiring ongoing supply support. All supplies must be original equipment manufacturer (OEM) products, and vendors must be authorized dealers capable of providing certificates of authorization upon request. The contract term runs from May 1, 2026, through April 30, 2027, with two optional one-year renewal periods at the discretion of the Denton County Commissioners Court. Deliveries must be completed within 10 business days of order receipt, with all delivery charges included in the bid price and FOB delivery to any location within Denton County. Vendors must maintain warranty support, including defective cartridge returns at vendor expense for one year from the date of sale, and provide 24-hour response confirmation upon notification of issues. The question period runs from March 13, 2026, at 5:00 PM CDT through March 25, 2026, at 5:00 PM CDT, with bids due by April 2, 2026, at 2:00 PM CDT through the Denton County Bonfire procurement portal or in sealed paper format to the Purchasing Department.

No set-aside designations restrict participation in this procurement; however, Historically Underutilized Business (HUB) vendors are encouraged to participate. Denton County reserves the right to award both primary and secondary contracts to secure backup vendor support for emergency situations, and prices must remain firm throughout the contract period, though price redetermination may be considered at the annual anniversary date limited to increases in the Producer Price Index for Series PCU325992325992. Vendors must provide evidence of public liability insurance with minimum combined coverage of $500,000 per occurrence before commencing work. The solicitation documents indicate that items will be ordered on an as-needed basis with no minimum order requirements, and compensation will be based on actual quantities purchased; however, specific budget values or award amounts are not disclosed in the procurement materials. Submission requires completion of a Bid Table (BT-04MQ) to be filled online through the Bonfire portal and a Mandatory Requirements Questionnaire (Q-57AF) in Excel format, along with three references and a Vendor Acknowledgment Form for paper submissions.