Toner & INK cartridges

Westchester County is seeking bids for a comprehensive toner and ink cartridge procurement through Request for Bid (RFB) number RFB-WC-25236, due on September 23, 2025. The contract aims to establish fixed pricing for approximately 200 different HP printer cartridge models with varying annual usage quantities. Bidders must be approved HP distributors with a minimum of three years of experience providing at least 200 cartridges monthly, and must submit three professional references for verification. The initial contract term is one year, with potential renewal options for four additional one-year periods contingent upon mutual agreement. Deliverables include new OEM products with a full manufacturer's warranty of at least one year, with a mandatory five-day maximum turnaround after order receipt and delivery capabilities to over 100 county locations. Evaluation criteria will focus on the lowest gross total for asterisk-marked items, with potential disqualification of unbalanced bids. Pricing must remain firm for the first twelve months, with subsequent renewal period price adjustments limited to 7% over the prior year's pricing.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Historically, the county's annual purchase value for toners has been approximately $50,000, though no minimum or maximum purchase commitment is guaranteed. The county reserves the right to add items to the awarded bid as needed, providing flexibility in future procurement. No incumbent vendor information is provided in the available documentation. The procurement process emphasizes competitive pricing, vendor experience, and reliable product delivery across Westchester County's diverse operational landscape. Potential vendors should carefully review all bid specifications, particularly the requirements for being an approved HP distributor, maintaining consistent inventory levels, and providing comprehensive warranty coverage. The county's approach suggests a strategic focus on establishing a reliable, cost-effective supply chain for essential printing consumables.