RFP 2026- 505 Office Supplies and Furniture

Taylor County
Purchasing Agent
Scott Henderson
600 Pecan Street
Abilene, Texas 79602
Phone - 325-738-8602
FAX - 325-674-1375
E-Mail -scott.henderson@taylorcounty.texas.gov
REQUEST FOR PROPOSALS (RFP)
RFP TITLE: OFFICE SUPPLIES & FURNITURE
RFP NUMBER: R.F.P. 2026-505
SUBMISSION DEADLINE: June 5, 2026 at 2:00 P.M.
Purchasing Agent: Scott Henderson
Address: 600 Pecan Street, Abilene, Texas 79602
Phone: 325-738-8602 | Fax: 325-674-1375
Email: scott.henderson@taylorcounty.texas.gov
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ENTITIES WHICH MAY ELECT TO PARTICIPATE IN THIS CONTRACT
COUNTY OF TAYLOR
CITY OF ABILENE
CENTRAL APPRAISAL DISTRICT OF TAYLOR COUNTY
COMMUNITY CORRECTIONS AND SUPERVISION DEPARTMENTS
FOR TAYLOR COUNTY, COLEMAN, AND CALLAHAN COUNTIES
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TERMS AND CONDITIONS
The Taylor County Commissioners' Court is soliciting bids for furnishing the merchandise,
supplies, services, and/or equipment set forth in this Invitation to Bid. All bids must be
received in the Taylor County Purchasing Office, 600 Pecan Street, Abilene, Texas,
79602, no later than 2:00 p.m. on Thursday, June 5, 2026. Public opening of the bids will
be held in the Taylor County Purchasing Conference Room. All bids which are mailed,
shipped, etc. should be addressed as follows:
Taylor County Purchasing Department
600 Pecan Street
Abilene, Texas, 79602
Attn: Scott Henderson
All bids must be in sealed envelopes clearly marked with Bid Number and Bid Title.
Completed Bids must contain one (1) original and one (1) copy. Original bid must
be clearly marked "ORIGINAL" and contain all original signatures.
The Taylor County Commissioners' Court reserves the right to reject in whole or in part
any or all bids, waive minor technicalities, and award the bid which best serves the interest
of Taylor County.
Late bids will be returned to the Bidder unopened. Taylor County will not be
responsible for unmarked, or improperly marked bids or bids delivered to the
wrong location.
Bids may be withdrawn at any time prior to the official opening. Alterations made before
opening time must be initialed by the Bidder to guarantee authenticity. After the official
opening, bids may not be amended, altered, or withdrawn without the recommendation
of the Purchasing Agent and the approval of the Taylor County Commissioners' Court.
All bids become the property of Taylor County and will not be returned to the Bidder.
Taylor County is exempt from Federal excise and sales tax; therefore, tax must not be
included in this bid.
The undersigned agrees, if this bid is accepted, to furnish any and all items upon which
prices are offered, at the price(s) and upon the terms and conditions contained in the
Invitation to Bid. The period of acceptance of this bid will be thirty (30) calendar days
minimum unless the Bidder notes a different period.
Bids must be submitted on the attached Bid Worksheet. By returning the signed Bid
Worksheet, bidders certify that:
1. A packing list or other suitable shipping documents shall accompany each shipment
and shall show (a) name and address of vendor, (b) name and address of the receiving
department, (c) Taylor County Purchase Order Number (if applicable), and (d) the
description of the material shipped, including item number, quantity, etc.
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2. Delivery terms and transportation charges are to be FOB Destination Freight
Prepaid. All charges for delivery and transportation are to be included in the bid
price.
3. Payment shall not constitute an acceptance of the item(s) bid nor impair the County's
right to inspect or any of its remedies.
4. Goods, supplies, equipment pertaining to this contract shall be F. O. B. inside delivery
to the Department specified on the order.
5. Hours of delivery/service shall be between 8:00 a.m. and 4:30 p.m., Monday through
Friday, unless otherwise stipulated.
6. Invoices shall be sent directly to Taylor County, Purchasing Department, 600 Pecan
Street, Abilene, Texas, 79602. Payments will be processed within 30 days after receipt
of the invoice or items, whichever is later. Invoices must be itemized and must
reference the Taylor County Department Number in order to be processed. Each
entity participating in this contract will have its own procedures for invoicing.
7. Prices bid are to be firm for one year from date of bid opening, unless stated differently
in the specifications section.
8. Bids should be unit prices using the Bid Worksheet form included with this bid.
Purchases will be made on a cash basis. In case the unit price of an item differs from the
extended price for the quantity bid, the unit price shall govern. Taylor County reserves
the right to award this bid to more than one vendor.
9. The price to be paid by the County shall be that contained in the Bid Worksheet, which
the Bidder warrants to be no higher than Bidder's current prices on orders by others for
products of the kind and specification covered by this agreement for similar quantities
under similar or like conditions and methods of purchase.
10. A list of references of current users is to be furnished in the bid worksheet. Failure
to do so may render the bid unresponsive. Current Taylor County vendors may omit this
requirement.
11. The bidder shall attach to the Bid Worksheet, and it shall be made a part of this bid,
regularly printed literature as published buy the manufacturer, which sets out and
describes the goods, equipment, or supplies to be furnished by the bidder.
12. Any bids not conforming to the specifications shall be rejected. It will be the
responsibility of the bidder to conform to the specifications unless deviations have been
specifically cited by the vendor and acceptance made on the basis of the exception.
13. The Commissioners' Court will award the bid, which will be followed by the issuing of
a Purchase Order or a letter noting the award. The purchase order or letter of award,
together with the signed Bid Worksheet will be construed as the contractual agreement.
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14. Special Notation: A comparative performance evaluation may be required to assist
in the determination of overall efficiency of similar units. This may include, but is not
limited to, samples of supplies or field test of equipment.
15. Item(s) bid are subject to the County inspection and approval within a reasonable
amount of time. If specifications are not met, material may be returned at bidder's
expense and risk for all damages incidental to the rejection.
16. Evaluation Criteria: Bids will be evaluated based on the following weighted
criteria, totaling 100%. Taylor County reserves the right to select evaluation methods
deemed most appropriate and will evaluate each bid on a case-by-case basis.
* Pricing (40%): The largest percentage off the manufacturer's list price from the
standard catalogue.
* Vendor's Ability & Experience (25%): Taylor County's evaluation of the
vendor's ability to perform and experience with the product(s) bid.
* Delivery Capabilities (15%): Speed, reliability, and adherence to the delivery
requirements specified in this bid.
* Past Performance & References (10%): Vendor's past performance record with
Taylor County and/or feedback from provided references.
* Special Needs (10%): Ability to meet the special needs and requirements of
Taylor County and the results of any performance evaluations (if requested).
17. Insurance Requirements: All insurance requirements as outlined in the Texas State
Statutes shall be met prior to any delivery and shall remain in effect during the life of this
contract. The successful bidder shall provide Taylor County with a Certificate of Insurance
demonstrating the following minimum coverages:
* Workers' Compensation: Statutory limits in accordance with Texas law, including
Employers' Liability.
* Commercial General Liability: Minimum of $1,000,000 per occurrence and
$2,000,000 general aggregate, covering bodily injury, property damage, and
personal injury.
* Commercial Automobile Liability: Minimum of $1,000,000 combined single limit
per accident for bodily injury and property damage, covering owned, hired, and
non-owned vehicles used in the performance of this contract.
* Additional Insured: Taylor County must be named as an Additional Insured on both
the Commercial General Liability and Automobile Liability policies. A waiver of
subrogation in favor of Taylor County is required for all policies, including Workers'
Compensation.
18. Whenever an article or material is defined by describing a proprietary product or by
using the name of a manufacturer, the term "or equal" if not inserted shall be implied. The
specific article or material shall be understood as descriptive, not restrictive.
19. Quantities indicated on the Bid Worksheet are estimates based upon the best
available information. The County reserves the right to increase or decrease the
quantities to meet its actual need without any adjustments in the bid price.
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20. Title and Risk of Loss of goods, supplies, equipment, or services shall not pass to
Taylor County until Taylor County actually receives and takes possession of the goods,
supplies, equipment, or services at the point(s) of delivery.
21. Continuing non-performance of the vendor in the terms of this Contract shall be a
basis for the termination of the contract by the County. Taylor County shall not pay for
work, equipment, or supplies, which are unsatisfactory. Vendors will be given a
reasonable opportunity before termination to correct deficiencies. This, however, shall in
no way be construed as negating the basis for termination for non-performance.
22. Either party upon sixty - (60) days written notice may terminate or the cancel the
Contract.
23. The Bidder warrants that the product sold to the County shall conform to the
standards promulgated by the U. S. Department of Labor under the Occupational Safety
and Health Act of 1970.
24. The Bidder agrees that the goods, equipment, supplies, or services furnished under
this contract shall be covered by the most favorable commercial warranties offered by the
Bidder to any customer for such goods, equipment, supplies, or services.
25. Contractor shall provide the defense for and indemnify and hold harmless Taylor
County from all claims, suits, causes or action, and liability arising out of the execution of
this contract or in connection with Contractor's use of the premises there under.
26. The Bidder shall not limit or exclude any express, written, or implied warranties and
any attempt to do so shall render this contract voidable at the option of Taylor County.
27. Certificate of Interested Parties
In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908
of the Government Code and applies to all contracts entered into on or after January 1,
2016. The law states that a governmental entity may not enter into certain contracts with
a business entity unless the business entity submits a disclosure of interested parties to
the governmental entity at the time the business entity submits the signed contract to the
governmental entity. The law applies to all contracts/purchases of a governmental entity
that require an action or vote by the governing body of the entity.
With regards to Taylor County purchases, a vendor that is awarded a contract or purchase
that requires approval from Commissioner's Court is required to electronically create a
Form 1295 through the Texas Ethics Commission website
(https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm) and submit a signed
copy of the form to the County. A contract, including County-issued purchase order, will
not be enforceable or legally binding until the County receives and acknowledges receipt
of the properly completed Form 1295 from the awarded vendor.
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SPECIFICATIONS & REQUIREMENTS
Purpose: It is the intent of these specifications to obtain bids from qualified vendors to
provide office supplies and furniture to participating entities. The nature of this contract
will be a discount off (percentage) manufacturer's suggested list price. The Purchasing
Department reserves the right to award to more than one vendor.
Contract Groups:
* Group #1: Office supplies (Consumables & Non-Consumables)
* Group #2: Furniture
Term of Contract: The Term of this contract will begin on August 1, 2026, and will end
on July 31, 2027. Each entity has the option of extending the contract for an additional
four (4) years in one-year increments.
BID PRICING & CATEGORIES
Group #1 - Office Supplies (Consumables) Vendors will bid a percentage off the
manufacturer's suggested list price as published in the bidder's standard catalogue.
One (1) catalogue, from which orders will be placed, must be submitted with the Bid
Worksheet for evaluation. If your company uses a gross profit floor percentage, it will
not be considered responsive to this bid.
Group #1 - Office Supplies (Non-Consumables) Bidders will be expected to give
their percentage off for specific non-consumable items.
* Electrical and Electronic equipment (calculators, computers, fans, shredders,
etc.)
* Desk sets & accessories, business card files, picture frames, partition organizers
* Printer Accessories (Inkjet, laser toner, developer cartridges)
Group #2 - Office Furniture Furniture includes free-standing case goods, all types of
office seating, modular office systems, office and decorative accessories, and building
facility products.
* Requirement: Discount price to include delivery, assembly, installation, removal
and disposal of all packing materials.
* Assembly: Vendor will be required to assemble and install all furniture either
before or at the time of delivery. Taylor County requires these assemblers to be
available the day of delivery.
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ORDERING, DELIVERY, AND BILLING
* Ordering: Vendor will supply each entity with an adequate number of standard
catalogues from which orders will be placed. Entities may cancel catalog orders
within 12 hours after the order was placed. Vendors will not charge any
restocking charges for standard catalog items. Restocking charges may only
apply to specialty items not available through the standard catalogue and will not
exceed 10% of the purchasing price.
* Purchasing Flexibility & Co-ops: Taylor County or any other entities
associated with this contract will be exempt from having to purchase all (total)
items off this contract. Each entity may also buy from Purchasing Co-op
Contracts that have met competitive bidding standards. As a saving to the
purchasing entity, each entity will be able to bid out items bought in larger
quantities.
* Delivery Timeframes: Delivery of items that Vendor has in its inventory will be
made within twenty-four (24) hours. Items that are not carried in vendor's
inventory must be delivered within three (3) business days. Any deviations must
be communicated to the purchasing entity within the same day the order was
placed or within three (3) business hours.
* Billing: Each entity will have a separate account and will be invoiced separately.
Vendor pledges to work with each entity to implement the billing format as
requested by each entity.
* Freight: Freight will be included in pricing. Taylor County or any other entity
associated with this contract will not pay for separate charges for freight.
* Award Allocation: The award may be made to more than one vendor and any
entity participating will have the choice of whom they want to purchase their
items from.
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BID WORKSHEET
RFP 2026- 505 Office Supplies and Furniture
Bidder agrees to furnish and deliver all items specific to this contract in accordance with
the terms, conditions, and specifications of RFP 2026-505.
Group 1: Consumables
Percentage off Manufacturer's suggested list price in standard %
catalog, One (1) copy of the catalogue in which orders will
be placed must be submitted with this bid
Percentage off Manufacturer's suggested list price for the following:
Not considered consumables in the vendor's standard catalog
1. Electrical and Electronic equipment %
2. Desk sets & accessories, business card files, picture frames,
partition organizers. %
3. Printer: Inkjet, laser toner & developer (drum) cartridges, new. %
Group 2: Furniture
Office Furniture: MFG. %
MFG. %
MFG. %
References:
List two (2) references for which bidder have supplied similar equipment and/or supplies.
Please include phone number and name of contact person. Other governmental units
are preferred.
Business Contact Person Phone Number
The undersigned affirms that they are duly authorized to execute this bid, that this bid has
not been communicated to any other bidder prior to the official opening of this bid.
Name and Address of Bidder All unsigned bids will be disqualified
Signature:
Name:
Title:
Phone No:
9

WORKERS' COMPENSATION
AFFIDAVIT
STATE OF TEXAS
COUNTY OF TAYLOR
BEFORE ME, the undersigned authority, on this day personally appeared
_____________________________, known to me to be the person whose name is subscribed
to the foregoing instrument and, being by me first duly sworn, upon oath declared that the
statements and capacity acted in are true and correct.
I, am a duly authorized officer of
,
and hereby certify that all "persons providing services on the project" will be covered by workers'
compensation coverage for the duration of the project, that the coverage will be based on proper
reporting of classification codes and payroll amounts, and that all coverage agreements will be
filed with the appropriate insurance carrier or, in the case of a self-insured, with the
commissioners' Division of Self-Insurance Regulation. Providing false or misleading information
may subject the company to administrative penalties, criminal penalties, civil penalties or other
civil actions.
I furthermore certify that the company will provide, to Taylor County, certificates of coverage
showing statutory workers' compensation insurance coverage for all "persons providing services
on the project", including all entities.
I hereby acknowledge that "persons providing services on the project" includes all persons or
entities performing all or part of the services the company has undertaken to perform on the
project, regardless of whether that person contracted directly with the company and regardless of
whether that person has employees. This includes, without limitation, independent companies,
contractors, subcontractors, leasing companies, motor carriers, owner-operators, and employees
of any such entity that furnishes persons to provide services on the project. "Services" include,
without limitation, providing, hauling, or delivering equipment or materials, or providing labor
transportation, or other service related to the project. "Services" do not include activities unrelated
to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable
toilets.
I furthermore acknowledge that failure to comply with any of these provisions is a breach of
contract by the company which entitles Taylor County to declare the contract void if the company
does not remedy the breach within ten days after receipt of notice of breach from Taylor County.
By: Title:
Signature:___________________ Company:
Subscribed and sworn to before me, this _______ day of __________, to
certify which witness my hand and seal of office:
_________________________
Notary Public - Signature
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