Printing Consumables / Toner

INVITATION FOR BID
ADVERTISEMENT FOR BIDS
PRINTING CONSUMABLES/TONER
Pursuant to Section 143-129 of the General Statutes of North Carolina, sealed proposals endorsed
Printing Consumables/Toner to be furnished to Forsyth County General Services will be
received by the City/County Purchasing Department in Suite 324, City Hall Building, 101 North
Main Street, Winston-Salem, NC until 10:00 a.m., June 23, 2026 at which time they will be
publicly opened and read.
Instructions for submitting bids and complete specifications may be obtained during regular office
hours, Monday - Friday, 8:00 a.m. to 5:00 p.m. at the same location, or by contacting TaWanna
Gates via email tawannag@cityofws.org or phone 336-747-6938. The City reserves the right to
reject any or all proposals.
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NOTICE TO BIDDERS
Printing Consumables/Toner
It is the policy of the City of Winston-Salem & Forsyth County that an employee, officer, or agent
of the City/County may not participate in any manner in the bidding, awarding, or administering
of contracts in which they, or a member of their immediate family, their business partner, or any
organization in which they serve as an officer, director, trustee, or employee, have a financial
interest.
The successful bidder must comply with all provisions of the Americans with Disabilities Act
(ADA) and all rules and regulations promulgated thereunder. By submitting a proposal, the
successful bidder agrees to indemnify the City/County from and against all claims, suits, damages,
costs, losses, and expenses in any manner arising out of, or connected with, the failure of the
company, its subcontractors, agents, successors, assigns, officers, or employees to comply with
the provisions of the ADA or the rules and regulations promulgated thereunder.
All bids must be firm and not subject to increase, unless specified within the provisions of this bid
and mutually agreed upon by the City/County and the bidder. No special inducements will be
considered that are not a part of the original bidding document.
City/County Rights and Options
The City/County, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this bid at any time
* To cancel this bid with or without the substitution of another bid
* To take any action affecting this bid, this bid process, or the services subject to this bid that
would be in the best interests of the City/County
* To issue additional requests for information
* To require one or more service providers to supplement, clarify or provide additional
information in order for the City/County to evaluate the responses submitted
Public Records
Any material submitted in response to this bid will become a "public record" once the bidder's
document(s) is opened and the bidder is determined to be a participant in the solicitation process
and shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes.
Bidders must claim any applicable exemptions to disclosure provided by law in their response to
this bid. Bidders must identify materials to be protected and must state the reasons why such
exclusion from public disclosure is necessary and legal. The City reserves the right to make all
final determination(s) of the applicability of North Carolina General Statutes 132-1.2,
Confidential Information.
Familiarity with Laws and Ordinances
The submission of a bid on the items requested herein shall be considered as a representation that
the bidder is familiar with all federal, state, and local laws, ordinances, rules and regulations which
affect those engaged or employed in the provision of such services, or equipment used in the
provision of such items, or which in any way affects the conduct of the provision of such items;
and no plea of misunderstanding will be considered on account of ignorance thereof. If the bidder
discovers any provisions in the bid documents that are contrary to or inconsistent with any law,
ordinance, or regulation, it shall be reported to the City/County in writing without delay.
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Ethics Policy / Code of Conduct
The City of Winston-Salem & Forsyth County has established guidelines for ethical standards of
conduct for City/County representatives and to provide guidance in determining what conduct is
appropriate in particular cases. City/County representatives should maintain high standards of
personal integrity, truthfulness, honesty, and fairness in carrying out public duties; avoid any
improprieties in their roles as public servants including the appearance of impropriety; and never
use their position or power for improper personal gain. In establishing an ethics policy, the City of
Winston-Salem & Forsyth County desires to protect the public against decisions that are affected
by undue influence, conflicts of interest, or any other violation of these policies as well as promote
and strengthen the confidence of the public in their governing body. For a complete review of the
policy click: http://www.cityofws.org/Home/Departments/Purchasing/Articles/Bids
Iran Divestment Act; Provider hereby certifies that it is not on the North Carolina State
Treasurer's list of persons engaging in business activities in Iran, prepared pursuant to NCGS
147-86.58, nor will Provider utilize on this agreement any subcontractor on such list.
Divestment from Companies that Boycott Israel
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of companies
engaged in a boycott of Israel in violation of NCGS 147-86.80 et. seq. and that it will not utilize
on this agreement any subcontractor on said list."
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INSTRUCTIONS FOR BIDDERS
Printing Consumables/Toner
Bidders MUST have their bid delivered by the specified time and date. This bid sets forth the
minimum requirements that all submissions shall meet. Failure to submit proposals in accordance
with this request may render the bid unacceptable. Costs incurred by any bidder in the preparation
of his/her response to the bid are the responsibility of the bidder and will not be reimbursed by the
City of Winston-Salem & Forsyth County. Bidders shall not include any such expenses as part of
their proposals.
PREPARATION OF BID
It is certified that this bid is made in good faith and without collusion with any person submitting
a bid for these items or with any officer or employee of the City of Winston-Salem & Forsyth
County. The undersigned further agrees that in connection with supplying the specified items, not
to discriminate against any employee or applicant for employment because of race, religion, color,
sex, age, handicap, political affiliation, or national origin. Bids MUST be on the standard forms
as furnished in this bidding document by the City/County Purchasing Department.
Two bids shall be submitted (please mark the original copy) on the Bid Proposal Form. Forms are
to be produced from this file. Hand-written forms will not be accepted. Copy shall be properly
signed and witnessed. Bids shall be submitted on or before the time set forth for the opening of
bids, addressed and labeled as set forth in the Instructions for Bidders. Late bids will not be
considered. Neither emailed nor faxed bids are acceptable.
INTERPRETATION OF DOCUMENTS
Should any bidder find any discrepancies in, or omission from, the specifications or other contract
documents, or should the bidder be in doubt as to their meaning, he shall at once notify TaWanna
A. Gates at (336) 747-6938 tawannag@cityofws.org and obtain an interpretation or clarification
prior to submitting his bid. Any request for interpretation or clarification given in accordance with
this provision shall be in writing.
Questions relative to this bid shall be submitted by 12 noon, June 15, 2026 per email to
tawannag@cityofws.org and copy mundyea@forsyth.cc
ADDENDA
The bidder may, during the bidding period be advised by addenda of additions, deletions or
alterations in any of the documents forming a part of this bid. All such changes shall be included
in the work covered by the bid and shall become a part of the contract. The bidder shall
acknowledge receipt of each addenda.
SUBMIT BIDS TO THE FOLLOWING LOCATION:
US Postal Service address: or Hand-delivery or FedEx address:
City/County Purchasing Department City/County Purchasing Department
Post Office Box 2511 101 N. Main Street, 324 City Hall
Winston-Salem, North Carolina 27102 Winston-Salem, North Carolina
27101
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Forsyth County Invitation for Bids
Printing Consumables/Toner
1. General Information
Forsyth County is requesting bids from qualified suppliers for the purchase of various OEM laser
and inkjet toner cartridges as specified in Attachment A labeled Printing Consumables/Toner Bid
Sheet. The intent is to award multiple Purchase Orders to one or more vendors based on the
lowest price per item. Attachment A is an estimated projection of supplies for a 6-month time
period, using historical order data. This attachment is included for informational purposes only
and is not a guarantee of future order amounts. Orders will be placed incrementally, on an as-
needed basis, over the course of 6 consecutive months. Quantities are subject to change during
the proposed term; therefore, the quantities listed in Attachment A are not to be considered
guaranteed quantities during the proposed term.
Vendors must meet the following mandatory minimum qualifications:
1. Vendor must be registered to do business in North Carolina (registered with N.C. Secretary of
State.
2. Vendor must provide a single point of contact to handle requests, address needs and manage
the overall contract.
3. Vendor must be able to fulfill paper orders within 3-4 business days of receiving the order, for
items awarded.
2. Scope
Awards will be based on bidders' per item pricing as outlined in Attachment A. Bidders should
submit brand specific pricing for items noted as being brand specific items on Attachment A.
Substitutes for brand specific items will only be accepted in the event of complete
discontinuance of the brand specific item noted in the bid document. Submitted pricing should be
valid for beginning on the date of award, which is anticipated to be July 2026 through December
31, 2026. Pricing should be firm and not be subject to increase during this time.
3. Taxes
Prices provided by the vendor should not include any applicable taxes.
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4. Transportation/Freight Charges
Any applicable delivery, transportation, and/or freight charges should not be incorporated in the
per item price. Any additional freight charges should be outlined separately and included with
the vendor's proposal.
5. Placement of Orders
Orders will be placed incrementally, on an as-needed basis, for the quantity required at a given
time.
6. Delivery
The vendor will complete order deliveries within 3-4 consecutive business days upon receipt of
the order.
In the event order deliveries are not received by Forsyth County within 3-4 consecutive business
days, the vendor may be held in default, which may result in the removal from the purchasing list
and the County may procure the articles or services from other sources.
Deliveries shall be made during normal business hours of 8:00 a.m. until 5:00 p.m. Eastern
Standard Time, Monday - Friday.
All deliveries shall be made to:
Forsyth County Government Center
Print & Mail Center
201 N. Chestnut Street
Winston-Salem, NC 27101
All shipments must be FOB destination with freight and packing paid by the shipper.
Prompt delivery and efficient service are essential; failure to furnish such delivery and service
may result in the removal from the purchasing list.
7. Invoices
Invoices are to be billed to Forsyth County General Services Department and mailed to:
Forsyth County
Attn: Print & Mail Center
201 N. Chestnut St
Winston-Salem, NC 27101
OR
Emailed to: PrintManager@Forsyth.cc
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Invoices will be sent to the County on a per order basis and will be sent within five business days
of order fulfillment. The County will submit payment to vendor no later than 30 days after the
entire order has been received, onsite by the County. Failure to invoice correctly as per these bid
requirements will result in default on the part of the Provider. The County may elect to cease
business operations with Provider as a result of Provider's default.
Invoices must include the following information. Failure to include required information will
delay processing.
1. Name of the supplier
2. Address of the supplier
3. Invoice remittance address
4. Invoice Number
5. Order Date
6. Unit cost, which must match contract pricing
7. Unit quantity
8. Description of the product and/or service to be understood by a layperson
8. Item Pricing Information
The invitation for bid requires the vendor to provide a Printing Consumables/Toner Proposal
with pricing for items noted as being brand specific on Attachment A. Responses with alternate
brand pricing for items noted as being brand specific will not be accepted, except in the instance
of the brand specific item being completely discontinued. If the vendor cannot provide each item
listed in Attachment A, the vendor is encouraged to submit a price for any supplies it can
provide. Vendors are not required to bid on each item.
Any terms or conditions that cannot be fulfilled should be clearly stated. Proposal pricing shall
be irrevocable for a six-month award period. Price increases during the 6month award
period will not be accepted.
9. Warranty
All materials provided must be free from any and all defects. The vendor will replace, without
charge, any items that fails to provide acceptable quality at no charge to the County.
10. Returned Items
Any rejected and/or defective items will be returned to the vendor at vendor's expense. Vendor
shall supply pre-paid mailing labels or shall pick up defective cartridge(s) at the buyer's
location.
The vendor shall replace the defective item free of charge to the Buyer within five (5) business
days. Such replacement shall include fees inclusive of parts, freight, labor, and round-trip travel
to the user's site, all of which will be the responsibility of the vendor.
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11. Evaluation of Bids
The contract award will be made to one or more vendors based on the lowest net cost to the
County per each item listed on Attachment A.
Forsyth County is eligible to purchase directly from many North Carolina State and federal
contracts. In the event the proposals received are in excess of any existing North Carolina State
or federal, or other competitive purchasing contract pricing, which is available, Forsyth County
may, at its sole discretion, reject all proposals and purchase directly from the vendor awarded the
North Carolina State or federal government contract, or other competitive Purchasing
contract. Forsyth County reserves the right to accept or reject any or all proposals, in whole or in
part, as is deemed to be in the best interest of Forsyth County.
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Attachment A: Printing Consumables/Toner Bid Sheet
6 Month
Printing Consumables/Toner Estimated
Quantity
1
Brother DR-221 Drum Unit, 4/Pack (DR221CL)
1
Brother DR-360 Standard Drum Unit
1
BROTHER DR-420 Black DRUM
1
Brother DR-630 Black Drum
4
BROTHER TN 420 Black Toner
1
Brother TN227 Black Toner
1
Brother TN227 CYAN Toner
1
Brother TN227 MAGENTA Toner
1
Brother TN227 YELLOW Toner
4
BROTHER TN330 Black Toner
1
Brother TN-450 - High Capacity - Black - Toner
2
CANON CLI-137 Black Ink Toner
2
HP (CF510A) 204A Black LaserJet Toner Cartridge
1
HP (CF511A) 204A Cyan LaserJet Toner Cartridge
2
HP (CF512A) 204A Yellow LaserJet Toner Cartridge
2
HP (CF513A) 204A Magenta LaserJet Toner Cartridge
8
HP 134A (W1340A) Black Laser Toner Cartridge
3
HP 138A (W1380A) Black LaserJet Toner Cartridge
19
HP 148A (W1480A) Black LaserJet Toner Cartridge
14
HP 212A (W2120A) Black Original LaserJet Toner
11
HP 212A (W2121A) Cyan Original LaserJet Toner
11
HP 212A (W2122A) Yellow Original LaserJet Toner
8
HP 212A (W2123A) Magenta LaserJet Toner Cartridge
1
HP 215A (W2310A) Black Toner Cartridge
1
HP 215A (W2311A) Cyan Toner Cartridge
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1
HP 215A (W2312A) Yellow Toner Cartridge
1
HP 215A (W2313A) Magenta Toner Cartridge
12
HP 26X (CF226X) High Yield Black LaserJet Toner
4
HP 37A Black Original LaserJet Toner, CF237A
2
HP 414A / W2020A Black Original LaserJet Toner
1
HP 414A / W2021A Cyan Original LaserJet Toner
1
HP 414A / W2022A Yellow Original LaserJet Toner
1
HP 414A / W2023A Magenta Original LaserJet Toner
4
HP 87A (CF287A) Toner Cartridge
1
HP B5L35A Fuser Kit
1
HP CB436A 36A BLACK TONER CART
1
HP CB540A 125A BLACK TONER CART
1
HP CC530A 304A BLACK TONER CART
1
HP CC531A 304A CYAN TONER CART
1
HP CC532A 304A YELLOW TONER CART
1
HP CC533A 304A MAGENTA TONER CART
7
HP CE255A 55A BLACK TONER CART
1
HP CE390A 90A BLACK TONER CART
4
HP CE410A 305A BLACK TONER
2
HP CE411A 305A CYAN TONER
2
HP CE412A 305A YELLOW TONER
2
HP CE413A 305A MAGENTA TONER
1
HP CE484A FUSER MAINTENANCE KIT 110V
30
HP CE505A 05A BLACK TONER CART
1
HP CE741A 307A CYAN TONER CART
2
HP CF217A / 17A Black Original Toner Cartridge, CF
94
HP CF226A 26A BLACK TONER (M402dn)
8
HP CF230A / 30A Black Laser cartridge Toner
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