IFB 26-016

988 Promo Items

ADDENDUM # 3

Questions and Answers

Date: September 18, 2026

Bid Due Date: Thursday, September 24, 2026, at 3:00 p.m. ET.

To Prospective Bidders: This addendum is being issued to provide official answers to submitted questions in the Q&A document, make revision to the Bid Quote Sheet, and offer Clarification.

# Question Answer

Per the RFP #1- Scope of Work—"OMH is looking to enter into a Purchase Authorization (PA) contract with a qualified Vendor to allow our Central Office personnel to purchase items on an as-needed basis from the awarded vendor up to the awarded amount."

At what quantity will these items be ordered? Are you wishing to order items as one-offs or will these items be ordered in bulk at factory minimums?

OMH will not be ordering in one-offs. We will be ordering in bulk at factory minimums, or in most cases, more than factory minimums.

For the die cut magnets and stickers-- "can print several different versions of magnets and stickers, die cut, in various size range. " Approximately, how many different variations are there of each?

In the past, prices have varied based on volume and sticker size/shape. OMH has approximately 20 sticker designs in circulation. We would prefer individual prices for each sticker design. Sticker shapes consist of Circle, Square, and Rectangle but Die-Cut is most preferred. Please see A24 and A68 for more details. The Bid Quote Form is hereby revised, please see IFB 26- 016, Addendum 3, Attachment 1 - Revised Bid Quote Sheet.

Are the beanie caps and baseball caps embroidered in both locations or is that imprint screen printed?

The beanie caps are to be embroidered in both locations. Imprint Screen is not acceptable.

T-Shirts- please confirm that the imprint request is 1 color imprint, 3 locations (right sleeve, left sleeve and left chest, front/back)

Correct.

Qty for bids - should quantity prices only reflect the 75,000.

Price breaks can be different if

75,000 is an annual estimate. OMH will order items in smaller quantities throughout the year. Please see answer to question #1.

only ordering smaller quantities, i.e. 100, 500, 1000.

Will Vector artwork be provided?

Vector artwork will be provided to the awarded vendor.

Contract Quantities: Please confirm whether the quantities listed in Attachment D – Bid Quote Sheet are the estimated total quantities for the entire contract term (10/1/2026– 3/31/2031), or estimated quantities per contract year.

The quantities listed are per the contract year.

Minimum Purchase Commitment: Are any minimum purchase quantities or minimum dollar amounts guaranteed during the contract term, or will all purchases be made strictly on an as-needed basis?

Please see A1 and A5.

Pricing Basis / Order Size:

Should the unit prices entered in Attachment D be based on the full quantities listed, or must those same unit prices apply regardless of the quantity ordered on each individual purchase order?

The same unit prices must apply regardless of quantity as OMH will be ordering different quantities of items throughout the lifetime of the contract. Please see questions 5 and 1 for more details.

Order Quantities: Will orders generally be placed for the full quantities shown in Attachment D, or should the awarded vendor anticipate multiple smaller orders/releases throughout the contract term?

Delivery Timeframe: After issuance of a purchase order or order request, what is the required delivery timeframe for the promotional items?

All deliveries must be made within 2-3 weeks after orders are placed and 1 week after order orders are placed for rush orders.

MWBE Participation: If the prime contractor is itself a NYS-certified MWBE, can the portion of the contract performed directly by the MWBE prime contractor count toward the 30% MWBE participation goal, or must the 30% goal be achieved through other NYS-

If the prime is MBE or WBE certified they can claim that certification towards the goals. Either a waiver with good faith efforts, or additional subcontractors would be required to meet the other participation goals.

certified MWBE subcontractors and/or suppliers?

Payment Terms: Appendix C states that payments to the contractor will be due thirty (30) days after submission of a proper invoice. Please confirm when the 30-day payment period begins, including whether it begins upon receipt of a complete and accurate invoice following delivery and acceptance of the goods.

The 30-day payment period begins when OMH receives a proper invoice and confirmation from the facility that goods have been received.

Shipping/Freight: Please confirm whether all shipping, freight, handling, and delivery charges must be included in the unit prices submitted in Attachment D, or whether these charges may be invoiced separately based on each purchase order.

Yes, shipping, freight, handling, and delivery charges must be included in the unit prices submitted in Attachment D.

Delivery Locations: Will orders be delivered to one central OMH location, or may the awarded vendor be required to ship to multiple locations throughout New York State? If multiple locations are anticipated, please provide the anticipated delivery locations or geographic areas.

All items must be delivered to “Attention: Gregory Eves at 44 Holland Ave Albany NY, 12229”.

Product Availability/Substitutions:

Given the anticipated contract term through March 31, 2031, if a quoted product is discontinued or becomes unavailable during the contract term, will OMH permit an equivalent or better substitute product, subject to OMH approval?

Yes. OMH’s expectation is that vendors are able to supply required items for the term of the contract. If an item were to be discontinued, OMH may consider a substitute product at equal or greater value.

Push Pop - imprint on 1 side?

Yes.

Ballpoint pens - ink color?

Blue or Black.

Beanies - What is the imprint method? Screen transfer, embroidery, or patch?

Please see A3.

6 - T-Shirts - Will a 100% cotton t-shirt be acceptable? The 1% poly will not make a difference Vs. 100% cotton.

Yes, 1% poly is acceptable.

7. Baseball Hats -What is the imprint method? Screen transfer, embroidery, or patch?

Embroidery.

Die-Cut Stickers - how many different versions of stickers?

Can you provide quantity breakouts for each version?

Please see A2.

Die-Cut Magnets - how many different versions of magnets?

Can you provide quantity breakouts for each version?

What is the thickness of the magnet? (020; 030, etc.)

We have approx. 8 versions of magnets. 020 or 030 is acceptable for the size.

Notebooks - print center to the book or off center due to strap?

No real preference, but if a choice is required – print center.

Canvas Bags - Gusset size?

4-5 inches.

Hand Sanitizer - printed on the bottle or on a sticker label?

Printed on bottle.

White Ceramic Mugs - How many imprint sides? How many colors for the imprint?

One imprint side, one color for imprint.

White Plastic Bag - How many imprint sides? How many colors for the imprint?

OMH has removed Plastic bags from this solicitation.

Is there a minimum per item you would potentially order when placing your order?

Once an order is placed, how much time will be given to complete and deliver the order.

Please see A12

Will you take substitutions if an item is out of stock/backorder?

B

Please see A17.

Three-year experience requirement (Section 8.C.2).

The IFB requires "proof of having been in business performing the required type of service for at least 3 years."

Please confirm:

The date the three years is measured to — bid due date, or another date;

What documentation OMH accepts as proof (formation documents, tax filings, supplier or customer references, or something else);

Whether time in business under a predecessor or affiliated entity under common ownership counts toward the three years.

A vendor must have been in business for at least 3 years prior to bid due date. OMH accepts formation documents as proof. Time in business as a predecessor or affiliated entity under common ownership cannot be accepted.

Minimum Order Quantity (MOQ): Is there a minimum order quantity required per item or per order?

Substitutions: Will equivalent or comparable substitute products be acceptable? If so, please provide the requirements for approval.

Please see A17.

Quantity / Contract Term: Are the stated quantities intended for one year or the full five-year contract term? Please clarify whether the quantities are annual estimates or the total anticipated quantities for the entire contract period.

Please see A8.

Business License / CLC: Are vendors required to have a business license, CLC, or any other specific business registration or certification to submit a bid and perform the contract? If required, when must it be obtained?

In order to submit a responsive bid, bidder must prove three years of experience supplying promotional items. OMH will only award to responsible vendors.

Previous Bid Tabulation:

Could you please provide the

No previous bid tabulation is available.

previous bid tabulation, if available?

Expected ARO: What is the expected ARO (After Receipt of Order) timeline? Specifically, how many calendar days are vendors expected to complete delivery after receipt of the PO and final artwork approval?

Please see A12.

Item #6, T-Shirts — fabric content. The specification states a "99/1 cotton/polyester blend."

Common blended t-shirts in the promotional market are 50/50 cotton/polyester, 65/35, or 90/10, while 100% cotton and tri-blends are also widely available. Could OMH confirm the required fabric composition, or state whether a range of blends is acceptable? Bidders pricing different fabric contents against one another would not produce comparable bids.

50/50 cotton/polyester will work and is the only blend needed for pricing.

Decoration method for headwear. For the beanies (item #5) and baseball hats (item #7), the specification calls for two imprint locations. Could OMH confirm whether embroidery, screen print, or heat transfer is required or preferred, and whether the same requirement applies to the t-shirts? Decoration method is a significant cost driver at these quantities.

Embroidery is required for beanies, hats, and t-shirts.

I see the contract runs from 10/1/2026–3/31/2031. Would the quantities listed be ordered all at once, or are those estimated quantities that would be ordered throughout the contract?

Please see A8.

If they are ordered throughout the contract, is there a typical or

Please see A8. Quantities vary – minimum order can be 2k and 50k at other times but there is not set min and max order in place.

Order is based on need.

minimum quantity that would be ordered at one time?

Would orders ship to one location or multiple locations throughout New York State?

All items must be delivered to “Attention: Gregory Eves at 44 Holland Ave Albany NY, 12229”.

Are similar/comparable products okay as long as they meet the specifications listed?

Yes, please see A17.

For items showing more than one imprint location, should our pricing include all imprint locations shown?

Yes, please.

For the T-shirts, is there a size breakdown we should use for pricing, or should we provide one price for all sizes?

One price for all sizes.

We are a NYS-certified WBE, but we do not produce the products in-house. We use suppliers who produce and decorate the products for us.

Would this still count toward the 30% MWBE goal, or would our suppliers also need to be MWBE certified?

A NYS-certified WBE can claim that certification towards the goals.

Either a waiver with good faith efforts, or additional subcontractors would be required to meet the MBE participation. It is preferable for the prime to use NYS certified subcontractors to the best of their ability.

We are not an SDVOB. Are we still able to bid, or would we need to use an SDVOB supplier to meet the 6% goal?

Yes, you can still place a bid. It is required that you attempt to meet the goals by either subcontracting through an SDVOB-certified business or submitting a waiver with documented good faith efforts.

Attachment F (Business References): For a business established in 2023, are supplier/trade references and banking references acceptable, or must all three references be customers for whom similar work was performed?

A Business that was established in 2023 may or may not meet the three-year experience requirement. Bidder should submit evidence that the business was operational three years from issuance of IFB 26-016.

Solicitation Cover Sheet: Our firm has an active SAM.gov registration (UEI and CAGE code) and a DUNS number

Yes, this would be acceptable.

currently in process with Dun & Bradstreet. May the UEI be provided in the DUNS field, with the DUNS number furnished upon issuance?

Ordering and delivery: Are the quantities listed on Attachment D estimates for bid-evaluation purposes over the full contract term? What is the anticipated size of a typical purchase-order release, and are deliveries to a single OMH Central Office location in Albany or to multiple sites?

Please reference section #7 of IFB document titled “Determination/Method of Award”. OMH is Requiring vendors to bid on all items listed in Section 1, Scope of Work, for items #1 -14.

Partial bids will not be accepted. Please see A1 and A5.

Artwork: Please confirm the number of imprint colors and imprint locations assumed for pricing each item (e.g., single-color imprint, one location, per the example images), and whether the same artwork applies to all items.

Single-color imprint, one location, per the example images with the exception of the apparel (shirts, hats, beanies).

MWBE participation: Our firm's NYS MWBE certification application is pending. Is our own participation excluded from the 30% MWBE goal calculation unless certification is issued before award, and is a partial waiver with documented good-faith efforts an acceptable path for a new small business?

We would require documented proof that the certification is in process to count it as participation towards the goals. Either a waiver with good faith efforts, or additional subcontractors would be required to meet the participation goals you would not be fulfilling.

Is there an incumbent vendor or prior contract for these items, and if so, is prior pricing publicly available?

No previous contract/vendor/ or pricing is available to share.

Duration of price firmness.

The IFB requires that bid prices remain firm and irrevocable for 120 days from the bid opening date, while the resulting contract has a five-year term. Please confirm which of the following is correct:

(a) Bid prices are firm for 120 days for award purposes only, after which annual price adjustment is available under the contract's escalation provision; or

(b) Bid prices as submitted are firm for the entire five-year contract term with no adjustment mechanism.

Please see Escalation language on page 27 of IFB document, Attachment D.

Price adjustment mechanism and timing. If (a) above is correct, please confirm the mechanism: the index used (e.g., CPI-U, All Items), the annual cap, the anniversary date on which an adjustment may be requested, the notice period required, and to whom the request is submitted. Please also confirm whether an adjustment request may be denied at the State's discretion and, if so, whether the contractor may decline to renew for the following year without penalty.

Please refence response to question # 56.

Status of Attachment D quantities. Please confirm whether the quantities shown in Attachment D are (a) guaranteed minimum purchase quantities over the contract term, (b) estimated annual volumes provided for bid-evaluation purposes only with no purchase commitment, or (c) something else. If they are estimates, please state whether OMH will commit to any minimum purchase quantity, by item or in aggregate, over the term.

Please reference A56.

Minimum order quantity per release. Please confirm whether bidders may state a minimum order quantity per item per purchase order, and whether the contractor may decline a release that falls below the manufacturer's minimum production run without that refusal being treated as non-performance.

Please reference A58.

Decorated-goods cost basis.

Several items are decorated apparel and hard goods whose blank cost is set by the manufacturer and revised annually. If prices are firm for the full term under (b) above, please confirm whether OMH will accept a pass-through of documented manufacturer price increases, or whether bidders are expected to absorb all raw-goods inflation over five years.

Bid prices are firm. Annual escalation is possible (please see page 27 of IFB document) OMH will not accept pass-through costs.

1. Item 1 – Taco Stress Reliever o How many imprint colors are required?

Just one imprint color required

2. Item 2 – Push Pop o What color should the push pop be?

o Is a one-color, one-side imprint required?

o If not, please specify the number of imprint colors and locations.

OMH has no preference on color of the “Push Pop”.

Yes, one-color, one-side imprint is required

3. Item 3 – Ballpoint Pen with Fidget Spinner Top o What is the required size of the pen?

A standard ballpoint pen. Please see page 3 of IFB document for information on imprinting.

o Is a one-color, one-side imprint required?

4. Item 4 – Pens o Is a one-color imprint required?

Variation of colors needed upon request.

5. Item 5 – Acrylic Beanie o How many colors are required for the logo?

o Please specify the preferred logo decoration method:

embroidery, imprint, or heat transfer.

o What is the required or preferred logo size?

One color is required.

Logo decoration should be embroidery The size of the logo would be 2” H x 4” W.

6. Item 6 – T-Shirts o Is a one-color, on all 3 sides required? Same color on all sides?

o What color(s) should the T-shirts be?

o Will the same imprint color be used on all shirt colors?

o Is there a preferred T-shirt brand, style, or material/weight?

Not required We’re open to a variety of colors to choose from.

No Comfort Colors have always been good, but we don’t have a specific brand in mind. The size of the logo would be 3” H x 4” H

7. Item 7 – Caps o What is the required logo size on both sides?

o Should the logo be embroidered or imprinted?

o Please specify the number of

The size of the logo would be 2” H x 4” W Embroidered Just one color.

colors for the logo

8. Item 8 – Stickers o What is the exact required size of the stickers?

o Please specify the number of imprint colors.

9. Item 9 – Magnets o What is the exact required size of the magnets?

o Please specify the number of imprint colors.

Please see A24.

10. Item 10 – Notebooks o How many colors are required for the logo imprint?

The logo will be white.

11. Item 11 – Canvas Bag o What is the exact required size of the bag?

o What is the required fabric/material weight (e.g., oz.)?

15"W x 14"H x 7"D (ranges between 13–15" wide and 6–8" deep with a flat gusset).

The material should be 80gsm non-woven polypropylene, with dual 20-inch length handles.

White will be the color of the imprint There will be one imprint location.

o What color should the bags be?

o Please specify the number of imprint colors and imprint locations.

12. Item 12 – Hand Sanitizer / Wipes o Should bidders quote the hand sanitizer bottles or packs of wipes, or both?

o For the hand sanitizer, is a hand-shaped container required, or is a standard one-ounce bottle acceptable?

o For the wipes, how many wipes should be included in each pack?

o What is the required size of each wipe or package?

o Please specify the required imprint/label colors and imprint location.

13. Item 13 – Ceramic Mugs o How many imprint colors are required?

o Is the imprint required on one side or both sides?

Both No, hand-shaped is not required.

At least 10 wipes per pack Size not required Only one color on the center location.

Only one color on the mugs

One side imprint on the mugs.

14. Item 14 – Plastic Shopping Bags o What is the exact required size of the bags?

o What color should the bags be?

Item 14 Plastic Shopping Bags are no longer required via addendum. Please see the revised Bid Quote Sheet for an update.

o How many imprint colors are required?

o Is the imprint required on one side or both sides?

o If available, please provide a photo or sample/specificat ion of the desired plastic shopping bag.

15. Please confirm whether all items will be delivered to one location or if deliveries may be required to multiple locations during the contract term

Yes- all items will be delivered to one location. Please reference A16.

16. Is this a solicitation to promotional products distributors? How many have you sent this to?

Do MWBE’s get any special treatment?

Or, is this just for MWBE’s?

This solicitation is publicly available on the New York State Contract Reporter and has been distributed to approximately 36 promotional product distributors. This solicitation is open for all Vendors meeting the Mandatory Bid Submission Requirements with no special considerations for MWBE status.

ADDENDUM # 3, Attachment 1 Revised Bid Quote Sheet

Revised BID QUOTE SHEET FOR Bid #: Error! Reference source not found.

Error! Reference source not found.

Note: Bidders are not to change, delete, or make any additions to this form, and are to supply only the bid information that is required. If any changes, deletions, or additions are made by the Bidder, or if all of the required bid information is not provided, then at OMH’s discretion, the bid may be disqualified.

Item Description

Annual Quantity

Price per item

Total Annual Cost (quantity x price per item)

Taco Stress Reliever 75,000 Push Pop (cube or fidget) 75,000 Fidget Spinner Pens 75,000 Pens -Standard 50,000 Beanies 4,000 T-Shirts 1,000 Baseball hats 4,000 Die-Cut Sticker- 988 You Matter Camo

5,000

Die-Cut Sticker- Badge 5,000 Die-Cut Sticker-Bee 5,000 Square Sticker- Box 5,000 Circle Sticker- Brain 5,000 Die-Cut Sticker- Cow 5,000 Die-Cut Sticker- Dog Fire Hydrant

Die-Cut Sticker- Dog USA 5,000 Die-Cut Sticker- Dog 5,000 Die-Cut Sticker- Eagle 5,000 Die-Cut Sticker- Heart 5,000 Square Sticker- Not Linear 5,000 Die-Cut Sticker- Pink Butterfly

Rectangle Sticker- Plate

Die-Cut Sticker- Police Dog

Die-Cut Sticker- Rainbow 5,000 Die-Cut Sticker- Red Helmet

Die-Cut Sticker- Taco

Die-Cut Sticker- Taco 5,000 Die-Cut Sticker- Tractor 5,000 Die-Cut Magnet- Bee 3125 Circle Magnet- Brain 3125 Die-Cut Magnet- Dog 3125

Square Magnet- Not Linear

Die-Cut Magnet- Pink Butterfly

Rectangle Magnet- Plate 3125 Die-Cut Magnet- Rainbow 3125 Die-Cut Magnet- Taco

Notebooks 4,000 Canvas bags 4,000 Hand Sanitizer/Wipes 40,000 Mugs 1500

Total Annual Cost: $________________________

Estimated Total Contract Value (Total Annual Cost * 5): $________________________

Subcontractors Costing: The prices/rates quoted include all direct and indirect costs of any subcontractors, including those used to meet any stated M/WBE and SDVOB participation goals.

Travel: There is no reimbursement for travel.

Escalation: The rates for the first year of the agreement are fixed. For each subsequent year during the agreed-upon term, the Contractor may request an escalation adjustment utilizing the Consumer Price Index All Urban Consumers/All Items Index in effect 90 days prior to the anniversary date, calculated for the prior 12-month period. The adjustment shall not exceed 3% annually or current CPI, whichever is less.

When applicable, A. The bidder’s signature below attests to the receipt and understanding of the questions & answers associated with this solicitation.

B. The bidder’s signature below attests that they will inform the OMH in writing of the name(s) of any individual(s) who will provide any service under the resulting contract who has not been off the New York State payroll for at a minimum of two years from the start date of the resulting contract. The bidder must notify the OMH such individual(s) prior to the start of the contract or prior to that individual(s) providing any service in accordance with resulting contract.

C. The bidder’s signature below attests they have reviewed and understand the requirements stated in the IFB (section 15) and Appendix C regarding the necessity to accept Electronic Payments for all invoices if awarded this contract, and certifies that it has already applied to participate in the State Comptroller’s Electronic Payment system, or will do so within 10 days of receiving notification of contract selection.

D. The bidder’s signature below attests that the submission of a bid constitutes a binding offer to perform said services in accordance with the mandatory requirements outlined in this IFB.

E. If award is to an individual:

The signature below attests that I have not been on the New York State payroll during the last two years

OR

The signature below attests that I have been on the New York State payroll during the last two years and the N.Y. State Ethics Commission Approval Letter is attached

Name of Firm_______________________________________________________ Printed Name: ______________________________________________________ Authorized Signature_________________________________________________ Date _______

ADDENDUM # 3, Attachment 2 988 Sticker Images