42-25 Specs - FINAL2 (with Bid Proposal Form).pdf

RFB-DCP-42-25 Page 1 of 15

ATTENTION VENDORS

If you find that you are not interested in bidding/quoting this particular project, please fill in this sheet and return it to:

County of Dutchess Office of Central and Information Services Division of Central Services 378 Violet Avenue, Suite 2 Poughkeepsie, NY 12601

We are very interested in learning why you do not bid.

BID #: RFB-DCP-42-25

BID TITLE: SPECIALTY PAPER

VENDOR NAME ___________________________________________________________

CONTACT ___________________________________________________________

ADDRESS ___________________________________________________________

PHONE _______________________________ FAX _______________________

For purposes of facilitating your firm’s response to our bid the County of Dutchess is interested in hearing reasons for failure to respond. If your firm is not responding, please indicate the reason by checking all appropriate items below and returning this form to the address above.

WE ARE NOT RESPONDING BECAUSE:

_____ Items and/or materials requested are not manufactured by us or are not available to our company.

_____ Our items and/or materials do not meet your specifications

_____ Specifications are not clearly understood or applicable _____ too vague _____ too rigid

_____ Quantities too small

_____ Other _______________________________________________________

RFB-DCP-42-25 Page 2 of 15

SPECIALTY PAPER

BID #

RFB-DCP-42-25

Bid Due

SEPTERMBER 15, 2025

2:00 pm

SUBMIT BIDS TO:

COUNTY OF DUTCHESS

OFFICE OF CENTRAL AND INFORMATION SERVICES

DIVISION OF CENTRAL SERVICES

378 VIOLET AVENUE, SUITE 2

POUGHKEEPSIE, NY 12601

PHONE (845) 486-3670 FAX (845) 486-3659

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INSTRUCTIONS AND INFORMATION

Read all documents contained in the bid specifications.

Sealed bids for SPECIALTY PAPER will be received in the Division of Central Services, 378 Violet Avenue, Suite 2, Poughkeepsie, New York 12601, on or before 2:00 p.m. on SEPTEMBER 15, 2025, and at that time and place bids will be opened and read aloud. In addition to an on-site bid opening, this solicitation will be conducted through Microsoft Teams Audio Conferencing, access information is as follows:

Microsoft Teams Join the meeting now

Meeting ID: 216 530 497 526 9 Passcode: 48Yk95zw Dial in by phone +1 516-268-4602,,673403794# Phone conference ID: 673 403 794#

The County of Dutchess official bid documents are obtained from the Empire State Purchasing Group’s Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or, if applicable, the Department of Public Works. Copies of bidding documents obtained from any other source are not considered official copies. In addition to obtaining the official bid documents, any and all addendum pertaining to a particular bid or RFP are posted on the same website that the official bid documents are obtained: www.bidnetdirect.com/new-york/county-of-dutchessIt is incumbent upon all potential bidders to view all posted addenda prior to the bid close date. If you have obtained this document from a source other than the County of Dutchess Purchasing Office, Department of Public Works or the Empire State Regional Bid Notification System, it is recommended that you obtain an official copy.

You may obtain an official copy by registering on the Empire State Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or by using the link provided at www.dutchessny.gov , selecting “Government”, then selecting “Bidding and RFP Opportunities”.

Bidders are responsible for submitting their bids to the appropriate location at or prior to the time and date as stated in the bid documents. No bids will be accepted after the designated time or date indicated. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. Delay in mail delivery is not an exception to the receipt of a bid.

Bidders must indicate, on the outside of their sealed bid and mailing envelope, the following information:

1. SPECIALTY PAPER

2. RFB-DCP-42-25

3. SEPTEMBER 15, 2025, 2:00 PM

4. <COMPANY NAME>

Failure to do so may result in rejection of the bid as being unresponsive.

The following forms are necessary to be submitted as a bid, as well as any additional forms requested in the detailed specifications:

1. CS-1 - Bid proposal form/price page(s) Note: some bids may include a separate Bid Proposal Form.

Such exceptions will be noted in the bid specification.

2. CS-2 – Non-Collusion Affidavit, completed, signed and dated.

It is not necessary to submit your copy of the technical specifications with the bid. They should be retained by the bidder for their records.

Bidders must submit one (1) original, plus one (1) digital copy (on CD or USB drive, as single pdf document) of their bids, unless otherwise stated in the specifications. The original must be clearly marked. All bids must be filled out in ink or be typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have been corrected by white out or cross out and have not been initialed and/or dated will be rejected as unresponsive.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRkYjhlZWYtYTA4NS00OTU1LThiYjYtYTQ3MjI1Yjg4OWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22a6989191-6584-4219-b8ea-dad9692538d5%22%2c%22Oid%22%3a%22222effc2-7592-4475-9be8-cf0c2058d73c%22%7d

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INSTRUCTIONS AND INFORMATION (Cont’d)

The original submitted bid is the official bid document and is retained by Central Services. It is incumbent upon the bidder to ensure that the bid copy/s match the original document in its entirety.

No bidder may withdraw a bid within forty-five (45) days after the actual date of the bid opening.

Should the bidder find discrepancies or omissions in the specifications, he/she will notify the Purchasing Agent, at once. The Purchasing Agent will not assume responsibility for any oral instructions, or interpretations of meaning of the specifications or other contract documents to any bidder by any person or persons.

The Purchasing Agent, and/or his/her designee, will be the only one authorized to make changes or alterations to anything contained in these specifications. Such changes will be posted as an addendum on the following website:

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

Written questions and inquiries concerning this bid must be submitted to Michael Menton mmenton@dutchessny.gov with a copy to Sarah Andrews at sandrews@dutchessny.gov on or before the date and time stated in the bid documents. Verbal questions will not be entertained.

References in the specifications to a particular trade name, manufacturer’s catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type and quality of materials or supplies or nature of work desired. Such descriptions should not be construed as excluding bids on other types of materials and supplies or for performing the work in a manner other than specified, providing that the materials and supplies and manner of performing the work offered are of equal quality to that specified and equally acceptable to the County of Dutchess for its purposes. Exceptions must be clearly stated. The Purchasing Agent will determine equal products or services.

Samples may be requested by the County for the purpose of product evaluation. It is understood that samples will be provided at no charge to the County and will be returned, when requested, within 30 days after the evaluation is completed, at the expense of the vendor. All samples left longer than 30 days after the evaluation period will be discarded.

Any bidder, contractor, or manufacturer who, in the course of his work, uses or supplies products which may be toxic or harmful, must provide an MSDS to the Division of Central Services and the Office of Risk Management prior to the use of those products by the County or the contractor.

The County of Dutchess guarantees no minimum or maximum purchase.

Bidders who are required to adhere to the prevailing wage schedule must obtain and maintain a current schedule from the New York State Department of Labor for the entire term of the contract. The County may audit adherence to this schedule at any time during or after the contract period.

All contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-i.

The Purchasing Agent reserves the right to reject all bids, parts of all bids, or all bids for any one or more items or contractual services included in the proposed contract, when such rejection is in the best interest of the County.

The County of Dutchess reserves the right to award to single or multiple vendors, in whole or in part, by item, by class, by category, or to establish primary/secondary contracts, whichever the County deems to be in the best interest of the County of Dutchess.

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The award of the contract will be made to the lowest priced responsible bidder which has complied with the specifications. A responsible bidder is a manufacturer, producer, dealer, vendor, or bona fide manufacturer's agent who has demonstrated judgment and integrity, is of good reputation, experienced in his work, whose record of past performance in the trade is established as satisfactory, and whose financial status is such to provide no risk to the County of Dutchess in its contractual relations.

The County reserves the right to require supplementary financial or other information from all bidders to assist in determining the qualifications of bidders.

Upon acceptance of any bid, the successful bidder will execute a contract, if applicable, in accordance with the specifications, with the County of Dutchess, State of New York.

A contract will not be assignable by the contractor in whole or in part without the written consent of the County of Dutchess.

All or any Dutchess County department may participate in the resulting contract(s). Each ordering agency will be invoiced directly for their orders and will receive shipments at their designated locations.

The County of Dutchess reserves the right to allow other governmental entities authorized under the General Municipal Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the County of Dutchess and the vendor.

Dutchess County will have no responsibility in the dealings between the vendor and any other governmental entity other than Dutchess County.

The County reserves the right to purchase items pursuant to General Municipal Law 103 from New York State Contracts, other County, political subdivision or district contracts, or New York State Preferred Sources within its discretion.

Prior to any vendor receiving payment for goods and/or services rendered, the County of Dutchess requires that all vendors have a current completed IRS form W-9 on file with the County of Dutchess finance department.

A contract will be deemed in force only to the extent of appropriations available to each department for the purchase of such articles or services. The County’s extended obligations on those contracts that envision extended funding through successive fiscal periods will be contingent upon actual appropriations for the following years.

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law

Dutchess County encourages submission of bids by certified Minority and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

The County is encouraging the use of electronic payment (via ACH) to entities that it does business with. Any awarded vendor will be requested to receive payments through an ACH.

CONFIDENTIAL/TRADE SECRET INFORMATION

The County of Dutchess is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFB, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must ensure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

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GRIEVANCE AND PROTEST PROCEDURES:

1. Any protest to the Division of Central Services’ consideration of any bid must be submitted in writing and received by the Director of Central Services no later than five (5) calendar days after the bid award. A written reply to the protest will be sent to the protesting bidder by the Director of Central Services.

2. The protest must contain:

Identification of the statute or procedure that is alleged to have been violated;

A precise statement of the relevant facts;

Identification of the issues to be resolved;

Aggrieved party’s argument and support documentation.

Any notice of protest received after the deadline will not be considered.

NOTE: VARIATIONS AS STATED IN THE BID SPECIFICATIONS TAKE PRECEDENCE OVER

THIS INSTRUCTIONS AND INFORMATION SECTION.

Date: September 4, 2025

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RFB-DCP-42-25

1.0 GENERAL TERMS

Dutchess County is soliciting sealed bids for the purchase of specialty paper.

Term:

Awarded pricing to remain firm for six (6) months from date of award.

Delivery required no more than 3 days from placement of order. Delivery must be made during normal business hours (8:30am – 4pm EST) to Dutchess County Central Services, 378 Violet Avenue, Suite 2, Poughkeepsie, NY 12601. Bidders must indicate the time required for delivery of the specified items as a part of the bid.

Dutchess County reserves the right to purchase more or less than the quantities listed, if deemed in the best interest.

Bidders must provide unit pricing where applicable.

All bid pricing must be the delivered price FOB Destination Pre-paid with any and all delivery charges included

In the event an item(s) is received and it is later determined there is concealed damage when the item(s) is unpacked, the item(s) must be replaced by the vendor at no cost to the County. Any item(s) that do not meet or exceed specifications will be returned at the vendor’s expense.

Dutchess County is a government entity and is exempt from federal, state, and local sales tax. No sales tax shall be charged on any portion of the services or materials provided under this contract. A copy of our tax exemption certificate can be provided upon request.

2.0 ITEMIZED SPECIFICATIONS

2.1 LOT 1 ITEM 1: GLOSS COVER PAPER

2.1.1 Quantity: 70,000 sheets

2.1.2 Size: 12” x 18”

2.1.3 Type: Gloss Cover, 80# White

2.1.4 Brand/Item: Sterling Premium Digital #389551 or equal

2.2 LOT 1 ITEM 2: GLOSS TEXT PAPER

2.2.1 Quantity: 70,000 sheets

2.2.2 Size: 12” x 18”

2.2.3 Type: Gloss Text, 100# White, 90 brightness, grain long

2.2.4 Brand/Item: Blazer digital #279653 or equal

RFB-DCP-42-25 Page 8 of 15

2.3 LOT 2 ITEM 3: A2 ENVELOPES

2.3.1 Quantity: 2,000 each

2.3.2 Size: 4 3/8” x 5 ¾”

2.3.3 Type: A2, 60# White Cougar Smooth Envelopes, 4 3/8” x 5 ¾”

2.4 LOT 2 ITEM 4: 5 ½ BARONIAL PREMIUM PANEL CARDS

2.4.1 Quantity: 2,000 each

2.4.2 Size: 5 ½” x 4 ¼”

2.4.3 Type: 5 ½ Baronial White Premium Panel Cards, 100#

2.4.4 Brand/Item: Cougar or equal

2.5 LOT 3 ITEM 5: W2 FORMS

2.5.1 Quantity: 2,000 each

2.5.2 Size: 8 ½”x14”

2.5.3 Type: W2 Pressure Seal Form EZ-Fold, (blank face/pre-printed instructions on back)

2.5.4 Brand/Item: Item# TXF-W2-ARB or equal.

2.6 LOT 3 ITEM 6: 1099 FORMS

2.6.1 Quantity: 2,000 cards each

2.6.2 Size: 8 ½” x 11”

2.6.3 Type: 1099 Pressure Seal Form (blank face/blank back) EZ-Fold, Pop Open

2.6.4 Brand/Item: Item # TXEZ-BLANK-POP or equal.

2.7 LOT 3 ITEM 7: 1095C-B FORMS

2.7.1 Quantity: 2,000 cards

2.7.2 Size: 8 ½” x 14” Pressure Seal Form

2.7.3 Type: 1095 Pressure Seal Form EZ-Fold, (blank on face/pre-printed instructions on back)

2.7.4 Brand/Item: Item #TXF-1095C-B or equal.

3.0 QUANTITIES

The estimated quantities contained in the Bid Proposal Form (CS-1) will be used solely for bid comparison purposes to determine the lowest responsive and responsible bidders. No guarantee is expressed or implied as to the total quantity of items to be purchased from awarded vendor.

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4.0 APPROVED EQUAL VERBIAGE

The use of a brand name is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition. For an item to be considered an approved equal, the offered product must match the specifications and meet/exceed the performance standards as specified in Section 2.0 of this RFB. The final decision by which it is determined that any particular product is or is not an approved equal product shall rest with the County of Dutchess.

In submitting an approved equal, bidder shall submit a copy of the offered manufacturer’s product description and specifications.

5.0 AWARD

The award of this bid will be made to the lowest bid price, responsible and responsive bidder who has complied with the specifications, however, the County reserves the right to award this bid by Lot or aggregate pricing, whichever is in the best interest of the County. To be considered for award for any given Lot, Bidder must provide a price for all items listed that Lot. The bidder must show the total price in their bid to be considered for award by aggregate. When there is a discrepancy between unit price and total price, unit price shall prevail.

The County reserves the right to require the Bidder to supply any additional information it deems necessary to determine the successful responsive/responsible vendor and further to waive any minor informalities it deems to be in the County’s best interest. Dutchess County reserves the right to reject any and all bids not considered to be in the best interest of Dutchess County.

6.0 PAYMENTS

Invoices shall be submitted for payment processing to Office of Central and Information Services Division of Central Services, 378 Violet Avenue, Suite 2, Poughkeepsie, NY 12601.

Invoices shall include detailed item description, quantity ordered/delivered, list price, County’s unit price with discount applied, extended price and invoice total.

Payment shall be processed upon submission of a written invoice in a form satisfactory to the County of Dutchess.

Payments shall not be subject to any late or interest charges. Sales tax shall not be collected from Dutchess County, which is tax exempt, for any product or service provided hereunder. Dutchess County will provide a tax-exempt certificate upon request.

6.0 QUESTIONS

Submit questions pertaining to this BID by email to Michael Menton at mmenton@dutchessny.gov with a copy to Sarah Andrews at sandrews@dutchessny.gov no later than 5:00 PM (EST) Friday, September 5, 2025. All answers to the submitted questions will be posted as an addendum on the following website: https://www.bidnetdirect.com/new-york/county-of-dutchess.

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7.0 SUBMISSION REQUIREMENTS

7.1 See BID SUBMISSION CHECKLIST for additional bid submission requirements.

7.2 One (1) original, plus one (1) digital copy (on CD or USB drive, as single pdf document) of your entire bid must be sent to:

Sarah Andrews, Director County of Dutchess

Office of Central and Information Services Division of Central Services 378 Violet Avenue, Suite 2 Poughkeepsie, NY 12601

Bids must be received no later than 2:00 pm on SEPTEMBER 15, 2025.

Label OUTERMOST SEALED mailing envelope with company name and RFB-DCP-42-25.

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BID SUBMISSION CHECKLIST

Bid #RFB-DCP-42-25

Company Name:

This bid submission checklist MUST be completed and submitted with bid response, to assure compliance with all required documentation.

Bidders who fail to provide all of the following items, may be deemed as non-responsive:

Check if included Bidder’s Submission Includes the following:

� Completed Bid Submission Checklist (this document).

� Completed and signed Bid Proposal Form CS-1 (all pages).

� Completed and signed Non-Collusion Affidavit Form (CS-2).

� Addenda Acknowledgment Form (Attachment A)– if applicable.

One (1) original and one (1) digital copy (on CD or USB drive, as single pdf document of the entire bid submittal must be sent in a sealed envelope clearly marked with Bidder name and Bid # RFB- DCP-42-25 as instructed in these specifications.

THIS FORM MUST BE INCLUDED IN BID SUBMITTAL. IF NOT INCLUDED, BIDDER MAY BE

DEEMED NON-RESPONSIVE

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COUNTY OF DUTCHESS

Division of Central Services CS-1 (Page 1 of 2)

BID PROPOSAL FORM

The undersigned, having carefully examined the appropriate specifications, RFB-DCP-42-25, dated SEPTEMBER 15, 2025, does hereby agree to furnish and deliver to the County of Dutchess, Poughkeepsie, New York, the items listed 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 Bid:

(Please Print or Type)

Signature of Authorized Official Submitting Bid:

Date: ________________

NOTE: By signing and submitting this proposal 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 specifications as presented without reservation or alteration.

RFB-DCP-42-25

Bid Proposal Form, CS-2 (Page 2 of 2)

LINE # DESCRIPTION

EST.

QUANTITY

UNIT PRICE

(per sheet)

EXTENDED PRICE

(Qty x Unit Price)

1 Item 1: 12"x18" Gloss Cover 80# White Paper 70000 Sheets $

2 Item 2: 12"x18" Gloss Text 100# White Paper 70000 Sheets $ $

3 $0.00

4 days

LINE # DESCRIPTION

EST.

QUANTITY

UNIT PRICE

(per sheet)

EXTENDED PRICE

(Qty x Unit Price)

5 Item 3: A2 60# White Smooth Envelopes 2000 each $ $

6 Item 4: 5 1/2 White Panel Cards, 100# 2000 each $ $

7 $0.00

8 days

LINE # DESCRIPTION

EST.

QUANTITY

UNIT PRICE

(each)

EXTENDED PRICE

(Qty x Unit Price)

9 Item 5: W2 Form 8 1/2" x 14" Pressure Seal 2000 each $ $

10 Item 6: 1099 Form 8 1/2"x11" Pressure Seal 2000 each $ $

11 Item 7: 1095C-B Form 8 1/2"x14" Pressure Seal 2000 each $ $

12 $0.00

13 days

14 $0.00

NAME OF COMPANY (BIDDER):

LOT 1 - Specialty Paper

LOT 2 - Panel Cards and Envelopes

LOT 1 TOTAL

LOT 2 TOTAL

To be considered for award for any given Lot, you must provide a price for all items listed that Lot.

*The estimated quantities contained in this Bid Proposal Form (CS-1) will be used solely for bid comparison purposes to determine the lowest responsive and responsible bidders. No guarantee is expressed or implied as to the total quantity items to be purchased from awarded bidder.

Delivery Days from placement of order

Delivery Days from placement of order

LOT 3 - Financial Tax Forms

LOT 3 TOTAL

Delivery Days from placement of order

BID TOTAL (Lot 1, 2 & 3):

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RFB-DCP-42-25 Page 14 of 15

Non-Collusion Affidavit

Bid #RFB-DCP-42-25

As required by Section 103-d of the New York State General Municipal Law, the bidder certifies under the penalties of perjury that:

(a) “By submission of this, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, 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 bid have not 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 bid for the purpose of restricting competition.”

Signed

By (President or Authorized Representative)

Dated ___________________

Bid submitted by: Name:

Address:

Phone:

Fax #:

Email:

CS-2

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ATTACHMENT A

ADDENDA ACKNOWLEDGMENT FORM

Bidder acknowledges receipt of the following addenda to RFB-DCP-42-25:

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Failure to acknowledge receipt of all addenda may deem the bidder as non-responsive.

Full Legal Name of Company Submitting Bid:

Authorized Signature:

Title:

Date: