2026 Office Suppply Bid Revised.doc

Office Supplies Bid

STATEMENT OF NEED

Capital District Regional Off-Track Betting Corporation (“CDROTBC”) with Administrative Offices located at 1629 State Street, Schenectady, New York 12304, pursuant to Section 507 of the Racing, Pari-Mutuel Wagering and Breeding Law of New York, hereby invites the submission of sealed bid proposal for the purchase of OFFICE SUPPLIES.

Vendors must submit a complete proposal by 11:00 A.M. on the 15thday of October 2026. Proposals that are incomplete or received after this date will not be considered. Updates to the proposals will not be accepted at any time.

Bids will be opened and awarded on October 19, 2026.

Any bid may be withdrawn without prejudice prior to official bid opening time or publicized postponement thereof.

All proposals are to be sealed, marked "CONFIDENTIAL OFFICE SUPPLIES BID ENCLOSED" and sent to:

Capital District Regional Off-Track Betting Corporation

1629 State Street

Schenectady, New York 12304

ATTENTION: John Parker

Purchasing Department If the vendor chooses to mail their bid proposal, it must be done by Certified or Registered Mail. Email submission is acceptable.

CDROTBC reserves the right to reject any and all bids without liability.

COMPETITIVE BIDDING POINT OF CONTACT

All questions regarding this document should be directed to the CDROTBC Purchasing Department to the attention of John Parker at 518-344-5284. The Purchasing Department is available Monday - Friday, 8:00 am - 4:00 pm (except holidays).

SPECIFICATIONS

Inside delivery to 17 locations. See Exhibit II for address locations. The vendor must agree to supply to any additional branch CDROTBC may open or any established CDROTBC branch that may move its location within the 12-month period that this bid covers. These same specifications would apply to any future CDROTBC branch location.

Vendors are required to specify the discount percentage which they offer to CDROTBC on all other vendor catalog items not specified in this bid. This discount percentage must remain firm for the yearly term of this bid.

Vendors may be required to supply sample items of any supplies listed in their bid proposals prior to the award of this bid.

SUPPLIES

Quality of supplies must be competitive compared to standard branch materials. Proposals are based on the supplies listed on Exhibit I. All prices must include shipping charges and manufacturers’ name where not listed.

DELIVERY

Vendor must include in their bid prices all charges for inside delivery to the 13 locations listed on Exhibit II.

Vendor must supply quantity as ordered by the individual locations.

A packing slip with the quantity of supplies ordered/delivered must accompany each delivery. All orders must be signed for by a manager, and no deliveries are to be left outside the building.

SALE SERVICE OF SUPPLY

A vendor representative must be available to the CDROTBC Purchasing Department. Internet ordering from vendors website must be available to assure that all orders are processed promptly. CDROTBC requires delivery of all stocked items next day.

Vendor must be capable of bulk delivery into our warehouse.

Vendor must always have stock (bid items) on hand.

Vendor must supply per order billing.

All pricing quoted in the bid proposal must not change for a 12-month period from the time the bid is awarded.

DEVIATIONS

CDROTBC will consider alternate and equivalent proposals to these specifications so long as any deviations are duly noted. If a vendor submitting a proposal deviates from CDROTBC's specifications, the same due dates must be adhered to and all deviations must include their function and installation cost etc.

CDROTBC reserves the right to reject any and all deviations without liability.

TERM OF CONTRACT

The term of this contract is for one (1) year (November 1st, 2026 through October 31, 2027) and may be extended for two (2) successive time periods (November 1st, 2027 through October 31, 2028, and November 1st, 2028 through October 31, 2029) upon mutual agreement of the successful bidder and the CDROTBC Purchasing Agent. The price must remain firm for the entire contract period plus any extension period. CDROTBC retains the right to cancel this contract in whole or in part at any time, without reason provided the vendor is given ten (10) days’ notice.

EXTENSION OF PRICE PROTECTION

Any contract entered into pursuant to this bid to supply CDROTBC’s requirements of products and services for a definite period of time as stated in these specifications may be extended for not more than two (2) successive time periods of equal length, not to exceed one (1) year at the same bid price upon mutual agreement of the successful bidder and the CDROTBC’s Purchasing Agent.

CORPORATE STATUS OF AWARDED VENDOR

The awarded vendor must notify CDROTBC within ten (10) days upon any change of corporate ownership/partnership, corporate takeover, corporate merger, and corporate name change or upon any change in the corporate status of the bidder.

TAX EXEMPT STATUS

Whereas CDROTBC is a public benefit corporation organized pursuant to the Laws of the State of New York and as such said corporation is tax-exempt. This status should reflect a lower bid price.

BILLING

All billing must be directed to Capital District Regional Off-Track Betting Corporation, 1629 State Street, Schenectady, New York 12304. Attention: Accounts Payable

ATTACHMENTS

Exhibit I: Supply list, submit prices on this list, material bid requirement.

Exhibit II: Distribution locations.

PLEASE NOTE

All requirements for delivery, representative service, item availability, warehouse storage, individual location service and specific invoice requirements are material elements of this bid offering. Failure to meet these requirements as outlined herein shall result in bid rejection. In addition, such failure subsequent to the award of this bid shall be just cause for CDROTBC to cancel further vendor service and assessed damages according to the law of the State of New York.

THE FOLLOWING ITEMS MUST BE SUBMITTED WITH BID SUBMISSIONS

All items listed below must be submitted with bid even if you have previous bids with CDROTBC on file. Failure to submit any of the following with a bid offering may be the basis to reject any bid. Please use this list as a check list before submitting your bid

1. Reference lists. Bidders are required to submit a list of 3 references with their bid submission. If you have been a vendor for CDROTBC and wish to use your previous performance as a reference, please indicate this in writing. This reference list should include a list of current customers.

2. Any and all exceptions to the specifications contained herein.

3. Signed non‑collusive bidding certification

4. General conditions specifications form

5. Bid Pricing Sheet (Exhibit I) – bidder should submit prices on this list.

FAILURE TO SUBMIT ALL OF THE ABOVE MAY REJECT YOUR BID PROPOSAL.

CAPITAL DISTRICT REGIONAL OFF-TRACK BETTING CORPORATION RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS WITHOUT LIABILITY.

REFERENCE LIST

(must provide at minimum three (3) references)

1. Name:________________________________________________________________________

Address: ______________________________________________________________________

City, State: ____________________________________________________________________

Contact Person: _________________________________________________________________

Phone: ________________________________________________________________________

2. Name:________________________________________________________________________

Address: ______________________________________________________________________

City, State: ____________________________________________________________________

Contact Person: _________________________________________________________________

Phone: ________________________________________________________________________

3. Name:________________________________________________________________________

Address: ______________________________________________________________________

City, State: ____________________________________________________________________

Contact Person: _________________________________________________________________

Phone: ________________________________________________________________________

4. Name:________________________________________________________________________

Address: ______________________________________________________________________

City, State: ____________________________________________________________________

Contact Person: _________________________________________________________________

Phone: ________________________________________________________________________

Please provide additional sheets if necessary.

EXEMPTION LIST

COMPANY NAME: __________________________________________________________

ADDRESS: _________________________________________________________________

CITY, STATE: ______________________________________________________________

ZIP: ______________________

PHONE: ___________________________________

CONTACT PERSON: _________________________________________________________

FEDERAL ID #: _____________________________________________________________

LIST ANY AND ALL EXCEPTIONS TO THE SPECIFICATION:

Please provide additional sheets if necessary.

NON-COLLUSIVE RFP CERTIFICATION

By submission of this RFP each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid submitted involving multiples parties, each party hereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

1. The prices in this RFP have been arrived at independently without collusion, consultation, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor.

2. Unless otherwise required by law, the prices which have been quoted in this RFP have been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening directly or indirectly, to any other bidder or to any competitor; and

3. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a RFP for the purpose of restricting competition.

BUSINESS: ______________________________________________________

SIGNED: ________________________________________________________

TITLE: __________________________________________________________

DATE: __________________________________________________________

(Signed copy must be returned with RFP)

GENERAL CONDITIONS SPECIFICATION FORM

I hereby certify that I have read the Notice to Bidders, Statement of Need, General Conditions, Specifications, Addendum (if any attached), RFP Sheet and any other information pertinent to this RFP. Failing to comply with the above shall cause the RFP to be rejected as informal and the Capital District Regional Off-Track Betting Corporation (“CDROTBC”) will not give consideration.

BUSINESS: ______________________________________________________

SIGNED: ________________________________________________________

TITLE: __________________________________________________________

DATE: __________________________________________________________

(Signed copy must be returned with RFP)