TOWN OF RAMAPO ROCKLAND COUNTY, NEW YORK

* * * BID DOCUMENTS

FOR

PRINTING OF YEAR 2027 SUMMER ACTIVITIES AND FACILITIES BROCHURE

MICHAEL SPECHT SUPERVISOR

TOWN BOARD

MICHELLE ANTOSCA, DIRECTOR OF PARKS AND RECREATION MONA MONTAL, DIRECTOR OF PURCHASING

RFB TOR 35-26 BROCHURES

RFB TOR 35-26 BROCHURES

TABLE OF CONTENTS

RFB TOR 35-2026 BROCHURES

PART I

NOTICE TO BIDDERS

1. ADVERTISEMENT

2. RECEIPT OF BIDS

3. PREPARATION OF PROPOSAL

4. DIVISION OF PURCHASE

5. QUALIFICATIONS OF BIDDER

6. ADDENDA AND INTERPRETATIONS

7. FEDERAL AND STATE LAWS AND REGULATIONS

8. AWARD OF CONTRACT

9. OBLIGATION OF BIDDER

10. CONVICTION OF CRIME

PART II SPECIFICATIONS

PART III

BIDDER’S PROPOSAL

SECTION I - PRICE SCHEDULE

PART I NOTICE TO BIDDERS

FOR

PRINTING OF YEAR 2027 SUMMER ACTIVITIES AND FACILITIES BROCHURE

1. ADVERTISEMENT

NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Town Clerk of the Town of Ramapo, at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until NOVEMBER 12TH,2026 at 11:00 A.M., at which time and place they will be opened. The proposals shall be for PRINTING OF YEAR 2027 SUMMER ACTIVITIES AND FACILITIES BROCHURE, in accordance with specifications as contained in the proposal designated BID FOR PRINTING OF YEAR 2027 SUMMER ACTIVITIES AND FACILITIES BROCHURE.

Specifications and bid forms may be obtained by visiting “Bidding Opportunities” on the Town of Ramapo web site www.ramapo-ny.gov The Town of Ramapo officially distributes bidding documents from the Purchasing Department or through the Hudson Valley Municipal Purchasing Group’s regional bid notification system. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Purchasing Department or the regional bid notification system are guaranteed to receive addendum information if such information is issued.

The Town reserves the right to waive any informalities or reject any or all proposals should the best interest of the Town thereby be promoted.

Consistent with federal mandates, bids are solicited from any and all parties including but not limited to minority businesses and enterprises operated and conducted by women.

No bidder may withdraw his/her/its proposal within forty-five

(45) days after the date set for the opening therefor, but may withdraw his/her/its proposal at any time prior to the scheduled date for the opening of proposals.

BY ORDER OF THE TOWN BOARD OF THE TOWN OF RAMAPO, ROCKLAND COUNTY, NEW YORK.

Mona Montal Director of Purchasing OCTOBER 2026

2. RECEIPT OF BIDS

(a) The Town of Ramapo, Rockland County, New York, herein called the "Owner", invites proposals on the forms attached hereto. All blanks must be filled in appropriately. Proposals shall be received by the Owner at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until NOVEMBER 12TH,2026 at 11:00 A.M., at which time and place they will be opened. The envelopes containing the proposals must be sealed, addressed to the Town Clerk, Town of Ramapo, 237 Route 59, Suffern, New York 10901, and be designated as "BID FOR PRINTING OF YEAR 2027 SUMMER ACTIVITIES AND FACILITIES BROCHURE".

(b) The Owner may consider informal any proposal not prepared and submitted in accordance with the provisions hereof. Owner reserves the right to waive any minor informalities in and/or reject any, and all proposals. Any proposal may be withdrawn prior to the above scheduled time for the opening of proposals or authorized postponement thereof. Any proposal received after the time and date specified will not be considered. No bidder may withdraw a proposal within forty-five days (45) after the actual date of the opening thereof.

3. PREPARATION OF PROPOSAL

(a) Proposals must be submitted on the prescribed form. All blank spaces for bid prices must be filled in, typewritten or in ink, in both words and figures, with the unit price for the item or the lump sum for which the proposal is made. No bid will be accepted which contains any changes, additions, omissions or erasures.

(b) All proposals must be submitted in sealed envelopes bearing on the outside the name of the bidder, his/her/its address, and the name of the project for which the proposal is submitted. If forwarded by mail, the sealed envelope containing the proposal and marked as directed above must be enclosed in another envelope addressed as specified in Part III hereof, entitled “Bidder’s Proposal”, preferably by Certified Mail).

4. DIVISION OF PURCHASE

5. QUALIFICATIONS OF BIDDER

a) Only qualified bidders who have adequate experience, The contract will be awarded to one vendor.

finances, equipment and personnel will be considered in making awards, based upon qualifying data submitted with the bid proposal.

b) The Owner may make such investigations as he deems necessary to determine the ability of the bidder to deliver the products. The bidder shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal if the evidence submitted by, or investigation of, such bidder fails to satisfy the Owner that such bidder is properly qualified to carry out the obligations of the Contract and to complete the work completed therein. Conditional bid proposals will not be accepted.

6. ADDENDA AND INTERPRETATIONS

No interpretation of the meaning of the Specifications will be made to any bidder orally. Each, and every request for such interpretations shall be in writing, addressed to the Director of Parks and Recreation. All such requests shall be submitted at least five (5) days prior to the date fixed for the opening of proposals. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the Proposal, which, if issued, will be mailed to all prospective bidders (at the respective addresses furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of proposals. Failure of any bidder to receive any such addendum or interpretation shall not relieve any bidder from any obligation under his/her/its proposal submitted. All addenda so issued shall become part of the Contract Documents.

7. FEDERAL AND STATE LAWS AND REGULATIONS

The Bidder's attention is directed to the fact that all applicable federal, state and municipal laws and rules and regulations shall apply to the Contract throughout, and they are deemed to be included herein the same as though herein written in full.

8. AWARD OF CONTRACT

(a) An award will be made to the lowest responsible and responsive bidder. However, the Owner reserves the right to waive any minor informalities in and reject any or all bid proposals, or to make an award to other than the low bidder or to advertise for new proposals, if, in the opinion of the Town Board, the best interest of the Owner will thereby be promoted.

(b) The amount, of items to be purchased as indicated in the Proposal is not guaranteed. The Owner reserves the right to delete any items it deems unnecessary.

(c) Any conditions set forth in the bid proposal will be deemed a counter-offer and will render the bid proposal non-responsive.

(d) Acceptance by the Owner of a bid shall constitute a Contract between the Owner and the successful bidder.

9. OBLIGATION OF BIDDER

(a) At the time of the opening of bid proposals, each bidder will be presumed to have read and to be thoroughly familiar with the Specifications (including all Addenda). The failure or omission of any bidder to receive or examine any form, instrument or document, shall in no way relieve any bidder from any obligation with respect to his/her/its proposal.

10. CONVICTION OF A CRIME

If the Contractor, any officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares), is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement, or if a related or affiliated company, partnership or corporation is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement, after this Agreement is fully executed, the Town shall have the right to terminate this Agreement without penalty. An “affiliated company” as used herein means any affiliate which is a partnership, corporation, proprietorship, association or similar entity, an “affiliate” means any individual partnership, corporation, proprietorship, association or other entity (i) in which a fifty (50%) percent or greater ownership interest (as defined below) is directly or indirectly held by the proposer or any of its management personnel (as defined below) or directors,

(ii) which directly or indirectly holds fifty (50%) percent or more of the ownership interest in the proposer, (iii) in which an aggregate twenty (20%) percent or greater ownership interest is directly or indirectly held by one or more shareholders (or partners or proprietors, in the case of a partnership or proprietorship) which or who in the aggregate hold a twenty (20%) percent or greater ownership interest in the proposer, or (iv) which, whether by contract or otherwise, directly or indirectly, controls, is controlled by, or is under common control with the proposer. An “ownership interest” means the ownership, whether legally or beneficially, of the stock of or assets employed by a corporation, of a partnership interest in or assets employed by a partnership, or of a similar interest in or assets employed by any other entity. “Management personnel” means executive officers and all other persons, whether, or not officers or employees, who perform policy-making functions similar, to those of executive officers.

General Specifications:

6. The period of this contract will be one year from date of acceptance.

Design/Delivery Specifications:

5. Price to include new overall design, graphics and photos (no limits) at no additional fee (some provided by Town and some by winning bidder), design, layout, typesetting, folding, folding, stapling and delivery.

6. New full color photos on front color and throughout, including all enlargements finishing work and seperations required for photo processing.

7. Quantity of Camp Books- 35,000

8. Quantity of Camp Mailer Cards 23,000

9. Booklet trim size to be trim size is 8.375x10.875 to print on 80# recycled gloss text #3 grade 10 . Pages are to be four color ink throughout

11. Price to include graphic designer working with a representative of the Town at the Parks and Recreation office planning out a user friendly, professional, easy flow of information.

12. Winning bidder shall provide a minimum of four proofs prior to the final blueprint copy.

13. The Town will provide all copy/changes for typesetting beginning as soon as bid is awarded and no later than December 11, 2026 .14. A final copy must be prsented to the Town of Ramapo for final approval.

15. Printing of Summer Camsps begins on Jamuary 4th, 2027

16. Delivery of Camp Mailer must be no later than January 15th, 2027

17. Delivery of Facility Brochures must be no later than February 12th 2027 or fees may be Assessed.

Delivery of BROCHURE ONLY will in part go to the mail house-Mailways, 8 Melnick Drive, Monsey, Ny 10952 and part going to our Recreation Office located at 3 Phil Tisi Way, Pomona, Ny 10970. POST CARD will only go to the mail house.

PART III TOWN OF RAMAPO

BIDDER’S PROPOSAL

Town Hall 237 Route 59 Suffern, New York 10901 NOTICE: Bids must be made on this form. In order to avoid "non-responsiveness" there must remain annexed hereto upon submis-sion of the bid, all the Contract Documents together with any, and all items required pursuant to the Specifications herein. In addition, one copy of each addendum received by bidder must be annexed hereto upon the submission of this bid.

TO THE TOWN OF RAMAPO:

C. The undersigned hereby designates the following office as the office for the purpose of receiving any written notice permit-ted or required to be served upon the contractor by any provision of the Contract Documents, including, without limitation, Notice of Award of the Contract:

* Strike the two inapplicable capacities. If the bidder is a foreign corporation, it must agree to accept service of process as provided herein (see paragraph E).

** This information must be supplied by bidders, corporate and otherwise and shall include the bidder's telephone number.

D. (Paragraphs "D" and “E” shall bind only those corporate bidders that are not organized and existing under the laws of the State of New York). If bidder is a foreign corporation, bidder must submit a certificate that it is authorized to do business in the State of New York and in the County of Rockland.

E. The undersigned, a foreign corporation, agrees as follows: That personal service of process in any action, suit or proceeding instituted by the Town against the undersigned on or in connection with this Bid or the Contract may be made by Certified Mail, Return Receipt Requested, addressed to the undersigned at the address hereinabove referred to in paragraph C of this Bid, unless a different address within the State of New York be specified below, in which event service as aforesaid may be made only at the address specified below or at such other mailing address within the State of New York as is substituted therefor by the undersigned by notice in writing to the Town.

F. By submission of this bid, the undersigned and each person signing on behalf of the undersigned certify, under perjury, that:

(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 undersigned and will not knowingly be disclosed by the undersigned prior to opening, directly or indirectly, to any other bidder or to any competitor;

(3) No attempt has been or will be made by the undersigned to induce any other person, part-nership or corporation to submit or not submit a bid for the purpose of restricting competition.

(4) That no officer, agent, or employee of the Owner is personally interested directly or indirectly in the Contract or the compensation to be paid thereunder, and

(5) That no representation, statement or statements, oral or in writing, has induced him to enter, into the Contract excepting only those contained in the Contract Documents or make part hereof by its terms.

G. I hereby acknowledge receipt of the following addenda set forth below Addendum No. Date of Receipt

H. It is understood by the undersigned that the quantities set forth in paragraph “I” (Price Schedule) are solely for the purpose of facilitating the comparison of bidder proposals and that the Contractor's compensation will be computed on the basis of actual quantities in the completed work, whether such actual quantities be more or less than the quantities shown in the schedules.

SECTION I - PRICE SCHEDULE

Bidder must quote a price on every item listed in the Bidder's proposal sheet which it proposes to furnish. ALL PRICES BID MUST BE FIRM i.e., no price adjustments are permitted.

Bid prices are to be filled out both in words and figures. In case of any discrepancy, the price in words will generally be taken as the Bid price.

AS PER SPECIFICATIONS $ FOR 35,000 FACILITY BOOKS

(IN WORDS)

25,000 CAMP BOOKS $

(IN WORDS)

J. Bidder agrees to submit the following attachment(s) with this proposal. Such attachment(s) shall become a part of the con-tract.

(1) Sworn statement as ability to deliver, including experience, technical ability and organization, consisting of sheet(s);

Bidder's failure to submit the attachment(s) required under Paragraph J and the Specifications may render the bid proposal non-responsive.

K. The offer made by the foregoing shall be irrevocable for forty-five (45) days or such greater period after the date on which the Town opens the same as set forth in paragraph 1 of the Invitation to Bid.

L. Vendor does hereby certify that no officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares) has been convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law).

IN WITNESS WHEREOF, the undersigned has caused this Bid to be signed and delivered as of the date first herein set forth and agrees to perform the work in accordance with the terms and conditions of the Contract and award the same.

FEDERAL I.D. #

DATE:

ATTEST:

(Print Legal Name of Corporation, Individual or Firm and any d/b/a name)

By: (Name and Title)

Secretary

(Address)