6-SPECS-Paper and Envelope Supplies.pdf

SPECIFICATIONS FOR BID 4030

PURCHASE OF PAPER AND ENVELOPE SUPPLIES

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking an experienced and qualified vendor to provide paper and envelope supplies.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000.

SECTION C – PROJECT SCOPE

Hudson Valley Community College is seeking bids for paper and envelope supplies based on the following information and specifications:

XEROGRAPHIC PAPER – 8 ½ X 11

• Must be multi-purpose

• 20 lb. weight

• 5,000 sheets per carton

• 10 wrapped reams per carton

• 500 sheets/ream

To be delivered as needed after March 30, 2026.

The vendor must assume F.O.B. Destination.

The college reserves the right to increase the number of cartons ordered at the same price.

Delivery information: Hudson Valley Community College Central Receiving Department 80 Vandenburgh Avenue Troy, NY 12180

SHEETS/ENVELOPES UNIT PRICE

ITEM DESCRIPTION PER CARTON PER CARTON

1. TEXT

Paper 8 ½ x 11 __________ $__________ Mfgr Weight 20#

2. Paper 8 ½ x 11

Mfgr. 100% PCW Weight 20# - Recycled

3. Paper 8 ½ x 14 __________ $__________

Weight 20#

4. Paper 8 ½ x 14

Mfgr Weight 20# - Recycled

100% PCW

5. Paper 11 x 17 __________ $__________ Mfgr.

Weight 20#

6. Paper 11 x 17

Mfgr.

Weight 20# - Recycled, 100% PCW

7. 3 Hole White 8 1/2 x 11 __________ $__________

Weight 20#

8. 3 Hole Colored 8 ½ x 11

20#

9. Colored Paper: 20lb. ( 8 1/2 x 11 ) __________ $__________

Manufacturer

10. Offset Opaque 70 lb.

8 ½ x 11, Brite White

(Continued, next page)

ITEM

DESCRIPTION

SHEETS/ENVELOPES

PER CARTON

UNIT PRICE

PER CARTON

11. Offset Opaque 70lb.

(11 x 17) Brite white, manufacturer

12. Offset Opaque 70 lb.

11 x 17, Brite White Pre-perforated in center back

13. Offset Opaque 70 lb.

8 ½ x 11, Brite White MicroPerf 2 1/2" up from bottom

14. Offset Opaque 70#

8.5 x 11, Brite White MicroPerf, 3 1/2" up from bottom

15. Offset Opaque 70#

8.5 x 14, Brite White MicroPerf 3 1/2" up from bottom

16. Offset Opaque 70 lb.

12 x 18 Brite White

17. Offset Opaque 70lb.

(11 x 17), Colored

18. 17 x 11 Short Grain

Colored, 65# Cover

19. Brite Hue 60lb ( 8 1/2 x 11)

20. 60lb (11 x 17)

60# TEXT, COLORED

21. Parchment, 60 lb. (8 ½ x 11), __________ $__________ colored

22. Parchment, 60 lb. (11x17), colored

Short grain

PER CARTON

23. 11 x 17, White, 70# Text __________ $__________

24. 8 ½ x 11 white, Crack and Peel __________ $__________

25. Cougar

70# white

8.5 x 11 Text

26. Cougar

70# white

8.5 x 14 Text

27. Cougar

11 x 17 Text

28. Cougar

12 x 18 Text

29. Chorus Art Burgo coated text

100# white 12 x 18 Text

COVER

30. Hammermill Accent Opaque

80#, 11 x 17, White

31. Offset Opaque Vellum 60 lb.

8 ½ x 11 Colored

32. Cover 65 lb. (8 ½ x 11) __________ $__________

Cream White

33. Smooth 65 lb. 8 ½ x 11

Brite white cover – short grain Manufacturer

PER CARTON

34. 17 x 11 Short Grain

Brite white #65

35. Vellum Bristol Cover 67lb

White

36. Vellum Bristol Cover 67 lb.

Colored

37. Satin Cover, 65#

(8 ½ x 11)

38. Satin Cover, 65#

(11 x 8 ½)

39. Satin Cover, 65#

40. Satin Cover 65#

(17 x 11)

41. Index: s/b 110lb. (8 1/2 x 11)

White, Manufacturer

42. Index: s/b 110lb. (8 1/2 x 11)

Colored

43. 11 X 17 Index Spring Hill 110# __________ $__________

44. Brite White

80# Cover

PER CARTON

45. Britewhite

80# Cover 11 x 81/2 Short grain Short grain

46. Offset Opaque Vellum 60 lb.

(8 ½ x 14) White

47. Offset Opaque Vellum 60 lb.

(8 ½ x 14) Colored

48. Vellum Bristol Cover: 67lb.

White

49. Vellum Bristol Cover: 67lb.

Colored

50. Smooth 65lb. (8 1/2 x 14)

Britewhite cover

51. Parchment, 65 lb. Cover

8 1/2 x 11, Colored

52. Parchment, 65 lb. Cover

(17 x 11) Colored, short grain

53. Parchment, 80 lb. Cover

11 x 8 1/2, Colored

54. 11 x 8 ½, 65# Cover __________ $__________

Short Grain

55. Hammermill Accent Opaque 80#

17x11, short grain

PER CARTON

UNIT PRICE

PER CARTON

56. Smooth 65#, 14 x 8 ½, brite white

Cover

57. 5-bank Tabs, Cover

65#

8.5 x 11, white

58. Accent Opaque Cover

80# 12x18, white

59. Rolland HiTech50

80 # smooth white 11 x 8.5 Cover

60. Rolland HiTech50

80# smooth white 11 x 17 Cover

61. Rolland HiTech50

17 x 11 Cover

62. Rolland HiTech50

18 x 12 Cover

63. Rolland HiTech50

100# smooth white

64. Rolland HiTech50

12 x 18 Cover

65. Rolland HiTech50

100# smooth white

66. Cougar __________ $__________

80# white, cream 11 x 8.5 Cover

67. Cougar

11 x 17 Cover

PER CARTON

UNIT PRICE

PER CARTON

68. Cougar

80# white, cream 17 x 11 Cover

69. Cougar

70. Cougar

71. Cougar

65# white, cream

72. Cougar

65# white, cream

73. Chorus Art Burgo coated cover

80# white

74. Chorus Art Burgo coated cover

75. Chorus Art Burgo coated cover

80# white

76. Chorus Art Burgo coated cover

COLOR COPY

77. Hammermill Color Copy Paper

28# Text, 11 x 17

78. Hammermill Color Copy Paper

28# Text, 12x18

79. Hammermill Color Copy Cover

60# Cover 18 x 12, short grain

PER CARTON

80. Hammermill 60# Color Copy Cover

12 x18, long grain

81. 18 x 12, 60# Color Copy Cover __________ $__________

82. 18 x 12, 60# Mohawk Color Copy 98

12-213 Cover

83. 17 x 11, 60# Mohawk Color Copy 98

12-212 Cover

PLOTTER PAPER (Please state length of roll)

84. 24" x ___' roll uncoated bright white paper for HP plotters

85. 24" x ___' roll coated bright white

86. 24" x ___' roll glossy photo paper for

HP plotters

87. 42" x ___' roll uncoated bright white

88. 42" x ___' roll coated bright white

89. 42" x ___' roll glossy photo paper for

HP plotters

POCKET FOLDERS FOR COLOR

COPIERS

90. 9" x 12" 10 pt Kromekote pocket folder kit

91. 4" x 9" 10 pt Kromekote peel n stick, set of two

92. 4" x 9" 10 pt Kromekote peel n stick pocket, one side only

PER CARTON

NCR

93. NCR: 2 part RS (8 1/2 x 11) __________ $__________

94. NCR: 3 part RS (8 1/2 x 11) __________ $__________

95. NCR: 4 part RS (8 1/2 x 11) __________ $__________

96. NCR: 5 part RS (8 1/2 x 11) __________ $__________

97. NCR: 6 part RS (8 1/2 x 11) __________ $__________

98. CF Tag Cover (8 1/2 x 11) 105lb. __________ $__________ White Manufacturer

99. CF Tag Cover ( 8 1/2 x 11) 105lb. __________ $__________ Manila Manufacturer

100. CF Colored Paper __________ $__________

101. CB Blue Paper __________ $__________

102. CF 19 (8 1/2 x 11) __________ $__________ White – 20# Manufacturer

103. CB-15 (8 1/2 x 11) Grain Long __________ $__________ White - 20# Manufacturer

104. CFB-17 (8 /12 x 11) Grain Long __________ $__________ Colored - #20

105. NCR: 2 part RS (8 1/2 x 14) __________ $__________

106. NCR: 3 part RS (8 1/2 x 14) __________ $__________

107. NCR: 4 part (8 1/2 x 14) __________ $__________

PER CARTON

108. NCR: 5 part (8 1/2 x14) __________ $__________

109. XerO Forms NCR for Copiers

2 part, 8 ½ x 11

110. XerO Forms NCR for Copiers

3 part, 8 ½ x 11

111. XerO Forms NCR for Copiers

4 part, 8 ½ x 11

112. NCR, 11 x 17, 2 part __________ $__________

113. NCR, 11 x 17, 3 part __________ $__________

114. NCR, 11 x 17, 4 part __________ $__________

115. NCR, 11 x 17, 5 part __________ $__________

116. NCR, 11 x 17, 6 part __________ $__________

ENVELOPES

117. #10 economy, white diagonal, V-shaped flap, plain, 24 lb. sub.

White woven, gummed flap, executive cut machine-able envelope,

118. #10 white diagonal, V-shaped flap, plain, 24 lb. sub. White woven, gummed flap, executive cut machine-able envelope Mfgr.

100% PCW recycled

119. #10 white diagonal, V-shaped __________ $__________ flap, plain, 24 lb. sub. White woven, gummed flap, executive cut machine-able envelope Mfgr., 30% PCW recycled

PER CARTON

120 Printmaster #04048

#10 window, white, 24 lb.

Window is 1 1/8"H x 4 ½" L Window is 7/8" from left and ½" from bottom- No Substitutions

121 Explorer Brand 24

#10 Window, with side seam 2,500 per case

122 #9 economy, white, diagonal seam, __________ $__________ v-shaped, gummed flap, 24 lb., executive cut, machine-able env.

123 a) 4 3/8 X 5 3/4 cream white or white

VIA Vellumn

b) 8 ½ x 11 card stock short grain to match "a"

c) 11 x 8 1/2 card stock long grain to match "a"

d) 5 BAR – 4 1/8 x 5 5/8

Cream white or white a)

b) 4 5/8 x 6 ¼ announcement panel card white

c) 4 ¾ x 6 ½ announcement envelopes white to match "a"

125 9 x 6 Envelopes, 24# White __________ $__________

126 9 x 6

Standard window env, 24# white

Via Vellumn

a) 5 1/4 x 7 1/4 Lee announcement envelope, white or cream white

b) 11 x 8 1/2 card stock short grain to match "a"

c) 8 ½ x 11 card stock long grain to match "a"

PER CARTON

128 #9 window envelope (security blue tint "A"), special window 1"x3.75" standard, Mfgr.

129 #9 window envelope (security blue tint "A"), special window, 1”x2” for transcript

130 6 ¾ economy v-flap 24 sub

White, Mfgr.

131 6 ¾ Economy- window 24 sub. __________ $__________

132. Interoffice (10 x 13) with string tie, drilled holes, reusable 28 lb., Mfgr.

133. #9 Envelope 24# standard window __________ $__________

134. Catalog Envelope-white

24lb. – 9 ½ x 12 ½

135. Catalog Envelope-white with window, 24 lb., 9 x 11 ¼, Gummed flap

136.

A7, A6, A2 Envelopes Smooth white

8 ½ x 11 White Opaque Vellum cover to match "a"

137. Self-Sealing Peel n’ Seal

Gumming, 28 lb., size 10" x 13" Pk. 500 in box, Mfgr.

138. Brown Kraft Envelopes

Size 7 ½ x 10 ½ - 28 lb., Mfgr.

139. Brown Kraft Envelopes __________ $__________

Size 12 x 15.75 Flap with brad on short edge

PER CARTON

140. Brite Hue, A7 envelope, colored __________ $__________

141. Brite Hue, A6 envelope, colored __________ $__________

142. Brite Hue, A2 envelope, colored __________ $__________

143. Brite Hue, #10 envelope, colored __________ $__________

144. Brite Hue, 9 x 12 catalog envelope,

145. Catalog Envelope

White with special window "A" 24#, 9x11.5 Gummed 1.25"x4" for Admin

146. Catalog Envelope

White with special window "B" 24#, 9x11.25 Gummed 1"x3" for Cashier

147. Remittance Envelope

No. 6 ¾ 6 ½ x 3 5/8 24# white

Will Shipping Be Charged? Yes_____ No_____ $__________

SECTION D- SPECIAL REQUIREMENTS

PRICE MUST REMAIN FIRM FOR THE DURATION OF THE CONTRACT FROM MARCH

30 2026 THROUGH SEPTEMBER 30, 2026

IF PRICING CANNOT BE HELD FOR 6 MONTHS, THEN PLEASE INDICATE THE

LENGTH OF TIME THAT PRICING CAN BE HELD.

ANY PAYMENT DISCOUNTS SHOULD BE STATED BY VENDOR.

ANY SHIPPING, DELIVERY, OR SERVICE CHARGES THAT MIGHT BE ADDED TO

INVOICES, SHOULD BE STATED BY VENDOR IN THIS BID.

IF NOT STATED IN BID, CHARGES WILL NOT BE PAID BY THE COLLEGE.

SECTION E - TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

SECTION F - TERM OF CONTRACT

This contract will run for 6 months from March 30, 2026 until September 30, 2026.

SECTION G-SCORING (LOWEST PRICE OR WEIGHTED SCORING)

This is a line-item bid. Each item will be awarded to the lowest responsible vendor.

All pricing should be submitted on the provided excel price sheet.

SECTION H – SUBMISSION INFORMATION

Vendors must submit bids using our online application system, Euna Solutions (Bonfire), located at: https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date.

HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800- 354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com

Bids can also be mailed or hand delivered must be sealed and have the Bid name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

Late submissions will not be considered.

SECTION I – CONTACTS

Issuing Office Graphics and Photography j.heiser@hvcc.edu