25-21 FINAL SPECIFICATIONS.pdf

RFQ-DCP-25-21

2026 Calendars Specifications

1. DESCRIPTION

a. Dutchess County (The County) intends to contract a competent and reliable source to supply a variable quantity of 2026 calendars.

2. TECHNICAL SPECIFICATIONS

a. All items will be newly manufactured for the 2026 calendar year.

b. Dutchess County departments will be ordering individually from the awarded vendor(s).

c. All orders will be placed as soon as the quote award is made.

d. Pricing must include FOB destination and freight prepaid.

e. All items and estimated quantities are for quote purposes only and do not obligate the County to purchase such items or quantities.

f. Minimum order requirements will not be accepted.

3. MATERIALS

a. On the following Quote Proposal Form, CS-2, the parts supplied are to comply with the part numbers stated unless approved by Dutchess County as an approved equal, prior to the quote award.

b. No substitutions will be accepted after the quote award.

c. The final decision to accept an item as an approved equal rests with Dutchess County.

4. AWARD

a. The award of this quote will be to the responsive, responsible vendor with the lowest total price, per line 17 of the Quote Proposal Form, CS-2 or per line item, whichever is in the best interest of the County.

b. Dutchess County reserves the right to award to single or multiple vendors. If multiple awards are made, the primary award will be made to the most responsible vendor with the lowest quote based on the guidelines stated in section 4a under the provisions of these terms and in compliance with these specifications. The next vendor (secondary) in succession will be the responsible vendor with the next lowest quote with the same criteria as the primary awarded vendor. If necessary, a tertiary awarded vendor may also be awarded following these same guidelines.

c. Dutchess County reserves the right to reject any and all quotes if in the best interest of the County.

d. Items left blank on the Quote Proposal Form, CS-2 will be considered a “no bid”.

e. When there is a discrepancy between unit price and extended price, unit price will prevail.

f. Similar or related items may be added to or deleted from the list throughout the contract term depending on the needs of the County. Any added items will be provided at a similar cost structure as other quoted items.

g. Dutchess County reserves the right to require the vendor to supply any additional information deemed necessary to determine the awarded responsive, responsible vendor and further waive any minor informalities deemed to be in the County’s best interest.

5. CONTRACT TERM

a. The contract will be for a period of one (1) year from the award date.

6. DELIVERY

a. The awarded vendor(s) is/are to furnish all materials under the terms of these specifications and contract:

i. within thirty days of order placement

ii. delivered F.O.B. destination and freight prepaid

iii. delivered to the specified County department that placed the order

iv. delivered Monday through Friday, 9AM – 4PM

b. Inside delivery is required.

c. Each order must be delivered separately; shipments cannot be combined based on same location.

7. INVOICES

a. Invoices are to be sent to the specific County department placing the order, for payment processing.

b. Invoices are to include:

i. this solicitation number; RFQ-DCP-25-21

ii. purchase order number if applicable

iii. date of order

iv. quantity of each item purchased

v. detailed item description including part number

vi. contracted unit price

DUTCHESS COUNTY

Division of Central Services

RFQ-DCP-25-21 Page 1 of 4

vii. extended price

viii. invoice total

c. Invoices will be paid by purchase order via ACH or by credit card with no additional surcharge.

d. Credit cards will not be charged until the order has been shipped to the department.

8. PRICE ADJUSTMENTS

a. Pricing will be firm for the contract term.

9. QUESTIONS

a. Questions pertaining to these specifications are to be submitted via email to Shannon Van Vliet at svanvliet@dutchessny.gov with a copy to Mike Menton at mmenton@dutchessny.gov no later than 5PM on Friday, September 12, 2025.

b. All answers to submitted questions will be posted as an addendum on Bid Net Direct.

www.bidnetdirect.com/new-york/county-of-dutchess

c. Vendors must check the website referenced in section 9b regularly for addendum, which may include significant changes to the specifications.

10. SUBMISSION REQUIREMENTS

a. Quote submissions are to be submitted electronically via Bid Net.

b. Quote submissions are due no later than 5PM on Friday, September 19, 2025.

DUTCHESS COUNTY

RFQ-DCP-25-21 Page 2 of 4

Quote Proposal Form, CS-1

The undersigned hereby agree to furnish the items listed on the following chart at the price(s) indicated:

Full Legal Name of Company Submitting Bid: ___________________________________________________________________

Street Address: ____________________________________________________________________________

Mailing Address: __________________________________________________________________________

City: _______________________________ State: ______________ Zip: _____________________________

Contact Name: ____________________________________________________________________________

Phone Number: _____________________________________ Fax Number: ___________________________

E-Mail Address: ____________________________________ Web Address: ___________________________

Federal ID Number: _________________________________ Unique Entity Identifier #(UEI): ____________

Name of Authorized Official Submitting Proposal:

(Please print or type)

Signature of Authorized Official Submitting Proposal:

Date: ________________________

By signing and submitting this quote for consideration by the Dutchess County Division of Central Services, the vendor acknowledges that they have read, understand and agree to all aspects of the quote as presented without reservation or alteration.

DUTCHESS COUNTY

RFQ-DCP-25-21 Page 3 of 4

Quote Proposal Form, CS-2

A B C D E F G H

LINE ITEM

PART NUMBER/DESCRIPTION

UNIT OF

MEASURE

ESTIMATE

D

QUANTITY

PART NUMBER DESCRIPTION

UNIT

PRICE

EXTENDED

PRICE

(DxG)

E7175026

Daily Loose-Leaf Desk Calendar Refill

3 1/2" x 6" each 100

PM2122826

Vertical/Horizontal Reversible Yearly Wall

Calendar

24" x 36" each 50

PM22826

Monthly Wall Calendar

12" x 17" each 325

PM42826

Monthly Wall Calendar

20" x 30" each 65

PM262826

Monthly Wall Calendar

36" x 24" each 75

G1000026

Daily Appointment Book Planner

5" x 8" each 135

G5600026

Daily Four Person Appointment Book

8" x 11" each 20

G2500026

Weekly Appointment Book Planner

3 1/2" x 6" each 100

G2100026

Weekly Appointment Book Planner

5" x 8" each 120

G5200026

Weekly Appointment Book Planner

8" x 11" each 110

G4000026

Monthly Planner

7" x 8 3/4" each 175

SD3871326

Diary Daily Reminder RED

5 " x 7 1/2" each 15

SD3891326

Diary Daily Reminder RED

5 3/4" x 8 1/4" each 45

SD3741326

Diary Daily Reminder RED

7 1/2" x 9 1/2" each 15

SD3761326

Diary Daily Reminder RED

7 3/4" x 12" each 15

SW2000026

Desk Pad

21 3/4" x 17" each 480

17 TOTAL:

DUTCHESS COUNTY

RFQ-DCP-25-21 Page 4 of 4