B24-5000A Printed Calendars (Printing Services)
| Agency: | Oswego Boces |
|---|---|
| State: | New York |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17520134332902083 |
| Posted Date: | Mar 21, 2024 |
| Due Date: | May 2, 2024 |
| Source: | Members Only |
| Bid Title | Bid Response Date | Bid Contract Period | Bid Packet | Addendum |
| B24-5000A Printed Calendars (Printing Services) | Thursday, May 2, 2024 at 2:00 p.m. | 7/1/2024 - 12/31/2024 | B24-5000A Bid Packet B24-5000A Vendor Response Sheet |
Attachment Preview
When submitting a sealed bid, please be sure to put thebid title and bid number on the outside envelope being mailed.
Please attach a completed W9 to your bid response.
Vendor:
Bid Contact:
Address:
Ordering Contact:
Ordering Address:
Phone #:
Fax #:
E-Mail:
Tax ID Number:
Ordering Phone #:
Ordering Fax #:
Ordering E-Mail:
Web-Site:
Center for Instruction, Technology & Innovation (CiTi)
Oswego County Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
(315) 963-4253 phone
www.CiTiboces.org
www.CiTiboces.org/cooperativepurchasing
Specification and Instructions for the Supply of
Printed Calendars
Bid Number: B24-5000A
Bid Contract Dates: July 1, 2024 - December 31, 2024
Date of Bid Opening: May 2, 2024 @ 2:00 pm
Bid Participant:
Center for Instruction, Technology & Innovation
Do not separate these sheets
Please refer all questions, in writing on the Bid Question Form to:
Amy Rhinehart, School Purchasing Officer
purchasing@CiTiboces.org
179 County Route 64
Mexico, NY 13114
(315) 963-4253 phone
All public bid openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom
platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening date
and time to: purchasing@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow all visitor
policy guidelines when present on CiTi property.
ervicesSeSSerServices
Scope of the Bid
This bid is for the Center for Instruction, Technology &
Innovation (CiTi).
CiTi is soliciting bids from qualified vendors that are able to
provide commercial printing services for PRINTED
SCHOOL DISTRICT CALENDARS.
For the purposes of this bid, CALENDARS is
defined as: Cover, maybe self-covered, saddle-
stitched, multi-page, drilled hole for hanging,
bundled by 20 count unless otherwise specified.
Instructions for the Submission of Vendor
Responses
1. Sealed bids for furnishing and delivery of items and services as
required are set forth in these specifications prepared by CiTi
are sought at this time. Copies of the specifications may be
obtained by contacting Amy Rhinehart, School Purchasing
Officer at the Business Office of CiTi, 179 County Route 64,
Mexico, New York 13114, by calling (315) 963-4253 or
emailing purchasing@CiTiboces.org
Bid opportunities and current bids are available electronically
at www.CiTiboces.org/cooperativepurchasing Bid specifications
can also be found online at BidNet Direct:
Accepting Sealed OR Electronic
Bid Submissions
2. SEALED BIDS must be received via mail, postal or shipping
carrier at: CiTi, 179 County Route 64, Mexico, NY 13114
until, but not later than 2:00 p.m. May 2, 2024. Sealed bid
envelopes can also be hand-delivered to CiTi’s Receiving
Department (Green Steel Building at the end of the CiTi
Campus Driveway in Mexico). CiTi’s Receiving Department is
open Monday – Friday 8:00 a.m. to 2:00 p.m.
3. ELECTRONIC BIDS must be submitted via BidNet Direct no
later than 2:00 p.m. May 2, 2024. This is the ONLY manner in
which electronic submissions will be accepted. Emailed or
faxed bid responses are not acceptable.
4. In the event that the CiTi Business Office is closed due to
unforeseen circumstances, the bid deadline will be extended to
the next business day that CiTi is open for business. The time
of day will remain 2:00 p.m.
5. A public bid opening will take place on May 2, 2024 at 2:00
p.m.
B24-5000A Printed Calendars
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
6. All public bid openings hosted by CiTi are made available
virtually via the Zoom platform. Bidders and members of the
public can join the live bid opening virtually by sending an
email request in advance of the opening date and time to:
purchasing@citiboces.org. Bidders and members of the public
who wish to join the bid opening in-person must follow all
visitor policy guidelines when present on CiTi property.
7. For Sealed Bid Submissions: Bidders must supply signed hard
copies of their completed bids in a sealed envelope marked
with the name of the bidder and the bid number on the front of
the envelope to the address listed in the manner specified
within the Bid Documents. CiTi also strongly encourages the
submission of the bid pricing (in excel format) on either a CD
or flash drive along with the signed hard copies of all the
required bid documents.
8. For Electronic Bid Submissions: Bidders must supply a
signed photocopy of the bid forms and a completed vendor
response sheet (in excel format) via BidNet Direct.
9. Each proposal shall state a certain sum for each item bid upon
and for the total of all items bid upon. The proposal as
presented shall remain valid for a period of sixty (60) days
from the date of bid opening.
10. Express Mailings: All express envelopes must be clearly
marked with the words “Sealed Bids Enclosed” on the front
of the outside envelope. This is important in assuring that the
bid is delivered properly. The sealed bid envelope must be
included in the express envelope.
11. All Bidders are responsible to insure the timely delivery of
their bids. Bids submitted after the posted due date and time
will be returned unopened to the bidder.
12. The following three (3) forms are included herein and form a
part of this bid proposal: 1. Bid Proposal Certifications (Non-
Collusion Bidding Certification and Conflict of Interest
Certification). 2. Exceptions or Limitations/Acknowledgement
of Terms and Conditions. 3. Iran Divestment Act Certificate of
Compliance. Failure to fully execute these three (3) statements
will constitute grounds for rejection of a bid submission.
13. Each Proposal is to be made on the Bid Forms attached. Bid
Forms, along with the Bid Packet, must be enclosed and sealed
in an envelope and marked with the name of the bidder and the
bid number on the front of the envelope.
14. The bidder shall not change or provide the bid sheets in a
different format than the one provided. Any change in the
electronic format will result in the rejection of the bidder’s
submittal.
15. All vendor literature must be clearly marked to reference the
specifications defined in this bid.
16. Bid all items as indicated. Specifications are for the purpose of
establishing and describing style, general performance and
quality levels. Such references are not intended to be
restrictive, and bids are invited on these and comparable brands
or products of any manufacturer.
Instructions and Special Conditions - Printed Calendars Bid, B24-5000A
ervicesSeSSerServices
B24-5000A Printed Calendars
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
17. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall
be considered as added to each specification, except in
instances where “ONLY” or “NO SUB” is stated. CiTi reserves
the right to request samples of items where an equivalent is bid.
It is the responsibility of the bidder to notify CiTi when
such substitutions are incorporated. Please note any
substitutions on the bid form.
18. Any questions regarding the content of the items or instructions
must be made in writing. Answers to these questions will be
provided to all bidders in the form of a bid addendum.
19. The bidder shall state the amount of the discount that will be
allowed CiTi for payment terms less than 30 days. In the
absence of such stated discount, payment will be made
approximately thirty (30) days after receipt of materials and
invoice.
20. CiTi reserves the right to waive any formalities on bids
received.
21. CiTi reserves the right to reject any or all bids and to re-
advertise.
22. CiTi reserves the right to reject any and all bids not deemed for
the best interests of CiTi and to reject as informal such bids, as
in their opinion, are incomplete, conditional, obscure, or which
contain irregularities of any kind including unbalanced bids. By
an unbalanced bid, it is meant one in which the amount bid for
one or more separate items is substantially out of line with
current market prices for the materials and/or work covered
thereby.
Orders and Delivery
30. The hours for the CiTi Receiving Department are 7:30 am to
3:00 pm. If rush orders necessitate delivery outside of these
times, please contact the Printing Department at 315-963-4365
or 315-963-4235 to arrange a mutually agreeable delivery
schedule.
Special Instructions
31. Site Tour – a tour of the printing site may be made to determine
if the bidding print shop has adequate facilities and equipment
to perform the requested services.
32. Bidders will be required to complete and submit a Certificate of
Experience (see attached form).
33. Bidders will be required to complete and submit a list of
company owned and/or leased equipment (see attached form).
Please note: Vendors submitting a response to this bid must
be able to perform the work in-house. Outsourcing of work to
a third party will not be allowed or considered.
34. Bidders will be required to certify that they are able to work
with a list of specific software and procedures (see attached
form).
35. Bidders will be required to provide an employee contact for
CiTi to work with that will be expected to promptly return e-
mails, voicemails and messages. Any contact from CiTi to the
vendor should be returned within the business day (defined as 8
a.m. to 4:30 p.m.). It is expected that e-mail messages will be
processed at least once daily (see attached form).
36. Bidders will be required to provide their shutdown schedule if
they are awarded any portion of this bid.
23. CiTi will prepare individual Purchase Orders for any orders.
24. Delivery is to be made to multiple locations: CiTi, a School
District, or to third party locations, such as the U.S. Postal
Service. The Purchase Order shall designate the place of
delivery.
37. Bidders agree to only accept files, corrections, edits and/or
changes from an authorized CiTi representative or CiTi
designee (see attached form).
38. File Handling Fees shall include all author-alterations, color-
corrections and file conversions.
25. Purchases made by CiTi are not subject to any Sales or Federal
Excise Tax.
26. Invoices shall be presented to CiTi for the quantities ordered
and provided as per the purchase order.
27. Each delivery must show a purchase order number on the
outside of the package, unless otherwise directed by the CiTi
Purchasing Agent.
28. Failure to abide by the delivery schedule on attached
specification form, or repeated poor workmanship will be
grounds for penalties and/or immediate cancelation of this
agreement and any pending orders against it, with no liability to
CiTi (see STANDARD PRODUCTION/DELIVERY TIMES
for more details).
29. Types of printing products requested and quantities are based
on past orders and estimated quantities. The number of printing
projects, or the quantities per printing project ordered may
fluctuate, and therefore are not guaranteed.
39. Bidders must provide a soft-proof (digital) electronically.
Standard Production/Delivery Times
40. For the purposes of this bid, the delivery time on the following
chart will be considered “Standard Delivery Time”. Any less
lead time will be considered a “rush order”. For the purpose of
this bid, “Standard Delivery Time” is defined as the time
when the project is to be delivered and accepted at the address
specified ON THE PURCHASE ORDER. For the purpose of
this bid, “Days” = Business Days
Item
Calendars
Standard Delivery Time
At the most, 12 days from proof
41. It is expected that a preliminary digital proof will be available
from the vendor within 24 hours of file delivery to the vendor.
If a second (corrected) proof is required, another 24 hours will
be allowed. If subsequent proofs are necessary, the turnaround
should be within the same day, defined as 8 am to 4:30 p.m.
Instructions and Special Conditions - Printed Calendars Bid, B24-5000A
ervicesSeSSerServices
42. Force Majeure events/circumstances excluded, vendors failing
to abide by the STANDARD DELIVERY TIMES on the
preceding chart and will be subject to the following penalties:
Delivery one (1) day late = 5% off total net charge of the
purchase order;
Delivery two (2) days late = 8% off total net charge of the
purchase order;
Delivery three (3) days late = 11% off total net charge of
the purchase order;
Delivery four (4) days late = 14% off total net charge of
the purchase order;
Delivery five (5) or more days late = 17% off total net
charge of the purchase order;
(see attached form).
Pricing
43. Pricing is to be submitted for the bid materials in accordance
with the specifications and proposal pages. The bidder must
insert the price per unit as specified and the price extension
accordingly against each item bid. In the event of a discrepancy
between the unit price and the extension, the unit price will
govern. Prices shall be extended in decimals, not fractions.
44. An approximate order size (quantity) is provided for each
print project. Per unit pricing will be held for orders with a
deviation quantity of +/- 20%.
45. Pricing will reflect all costs, including but not limited to
preparation, file handling, plating, printing, inside delivery, set
up fees, and any other cost.
46. Pricing is FOB Destination, inside delivery, to the ordering
school district or designated post office if requested. In the
event that CiTi requests direct mailing, the additional charge
will be quoted on a case-by-case basis.
47. The deviation in delivery shall not exceed 5% (+/-) of quantity
stated on the purchase order.
48. CiTi will not approve payment for overruns.
49. File manipulation fee refers to the bidder’s graphic design fee
to alter, edit or change a portion of the original/native file, if
requested.
Award
50. Notice of Award shall be made to the successful bidder within
sixty (60) days from the date of bid opening. The award will be
aggregate, to the lowest responsive/responsible bidder with best
standard production time.
51. All awards are subject to approval by the Board of Education.
The formal award of the bid will take place at the June 12,
2024 the CiTi Board of Education Meeting.
B24-5000A Printed Calendars
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
Term
52. The contract date runs from July 1, 2024 until December 31,
2024. CiTi reserves the right to extend the terms and conditions
of this proposal for a period no greater than one year (1), not to
exceed two years (2) from the original date of award, upon
mutual consent of CiTi and the awarded vendor(s).
Force Majeure
53. The successful bidder shall not be held responsible for any
losses resulting if the fulfillment of the terms of the contract
shall be delayed or prevented by wars, acts of public enemies,
strikes, fires, acts of God, or for any other acts not within
control of the successful bidder and which by the exercise of
reasonable diligence he/she is unable to prevent.
54. CiTi shall not be held responsible for any losses resulting if the
fulfillment of the terms of the contract shall be delayed or
prevented by wars, acts of public enemies, strikes, fires, acts of
God, or for any other acts not within control of CiTi and which
by the exercise of reasonable diligence he/she is unable to
prevent.
Instructions and Special Conditions - Printed Calendars Bid, B24-5000A
Center for Instruction,
Technology & Innovation
A Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
GENERAL CONDITIONS
(For the Purchase of Materials, Supplies,
Equipment, and Services)
All invitations to bid issued by the above
named Board of Cooperative Educational
Services will bind bidders and successful
bidders to the conditions and requirements
set forth in these general conditions, and
such conditions shall form an integral part
of each purchase contract awarded by the
Center for Instruction, Technology &
Innovation (CiTi).
DEFINITIONS
“CiTi” Shall be the legal designation of the
Oswego County Board of Cooperative
Educational Services/ Center for Instruction,
Technology & Innovation.
“School District” Shall be the legal
designation of the district.
“Notice to Bidders” A formal statement,
which, when issued by CiTi, constitutes an
invitation to bid on the materials, supplies
and equipment described by the
specifications
“Board” The Board of Cooperative
Education Services Board of Education.
“Bid” An offer to furnish materials,
supplies, and/or equipment in accordance
with the invitation to bid, the general
conditions, special instructions, and the
specifications.
“Bid Offer” The form on which the
vendor/bidder submits his bid.
“Bidder” A company, corporation or
individual submitting a bid.
“Contract” A notice to the successful
bidder by the issuance of a purchase order,
all documents relating to the transaction,
including but not limited to, the bid offer of
the successful bidder, notice to bidders,
general information, general conditions,
specifications, notice of award, bid proposal
certifications; a formal document signed by
the successful bidder and CiTi
representative.
“Successful Bidder” Any bidder to whom
an award is made by CiTi.
“Contractor” Any bidder to whom a
contract award is made by the Board of
Cooperative Education Services.
“Specifications” defined as the description
of materials, supplies, equipment, and/or
services, including the conditions for its
purchase.
BIDS
1. The date, time, and place of bid opening
will be given in the Notice to Bidders.
2. All bids must be submitted on bid forms,
if provided, and in accordance with
instructions provided.
3. All bids received after the time stated in
the Notice to Bidders may not be considered
and will be returned unopened to the bidder.
The bidder assumes the risk of any delay in
the mail or in the handling of the mail by
employees of CiTi. Whether sent by mail or
by means of personal delivery, the bidder
assumes responsibility for having his/her
bid deposited on time at the place specified.
4. All information required by Notice to
Bidders, General Conditions, Specifications,
and Bid Offer, in connection with each item
against which a bid is submitted, must be
given to constitute a regular bid.
5. The Non-Collusive Bidding Certification
must be included with each bid as required
by General Municipal Law, Section 103-d.
6. The submission of a bid will be construed
to mean that the bidder is fully informed as
to the extent and character of the supplies,
materials, or equipment required and a
representation that the bidder can furnish
the supplies, materials, or equipment
satisfactorily in complete compliance with
the specifications.
7. No alteration, erasure, or addition is to be
made in the typewritten, printed, or
electronic matter. Deviations from the
specifications must be set forth in space
provided in bid for this purpose.
8. Prices and information required should be
typewritten for legibility. Illegible or vague
bids may be rejected. All signatures must be
written. Facsimile, printed, or typewritten
signatures are not acceptable.
9. Sales to school districts are not affected
by any fair trade agreements. (General
Business Law, Sec. 369-a, Sub. 3)
10. No charge will be allowed for Federal,
State or municipal sales and excise taxes
since the school districts and CiTi are
exempt from such taxes. The price bid shall
General Conditions - Page 1 of 5
be net and shall not include the amount of
any such tax.
11. In all specifications, the words “or
equal” are understood after each article
giving manufacturer’s name or catalog
reference, or on any patented article. The
decision of the school district as to whether
an alternate or substitution is in fact “equal”
shall be final. If bidding on items other than
those specified, bidder must provide in
every instance the trade designation of the
article, manufacturer’s name, and detailed
specifications of item he proposes to
furnish. Otherwise, bid will be construed as
submitted on the identical item as specified.
12. Bids on equipment must be on standard
new equipment, of latest model, and in
current production, unless otherwise
specified.
13. All regularly manufactured stock
electrical items must bear the label of the
Underwriters’ Laboratories, Inc.
14. When bids are requested on a lump sum
basis, bidder must bid on each item in the
lump sum group. A bidder desiring to bid
“no charge” on an item in a group must so
indicate; otherwise, bid for the group may
be rejected.
15. All prices quoted must be “per unit” as
specified; e.g., do not quote “per case”
when “per dozen” is requested; otherwise
bid may be rejected.
16. Bidder must insert the price per unit and
the extensions against each item in his bid.
In the event of a discrepancy between the
unit price and the extension, the unit price
will govern. Prices shall be extended in
decimals, not fractions. In the case of
electronic filing via CD, diskette or travel
drive of a bid response form, the electronic
data will take precedence over any written
or printed material submitted with the bid
packet.
17. Prices shall be net; including
transportation and delivery charges fully
prepaid by the successful bidder to
destination indicated in the instructions to
bidders. If award is made on any other
basis, transportation charges must be
prepaid by the successful bidder and added
to the invoice as a separate item. In any
case, title shall not pass until items have
been delivered and accepted.
18. All sealed bid submissions must be in
sealed, plain, opaque envelopes may be
used, clearly marked “BID.” Also, the date
and time of the bid opening as indicated on
the Notice to Bidders must appear on the
envelope. Bids must not be attached to or
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