Map Printing Fact Sheet2.pdf

New York State Department of Agriculture & Markets Division of State Fair

Fact Sheet

Contract Title: Printing of Maps

Dates of service for this quote: 8/2/24 – 9/2/24 Contract Reporter Posting Dates: 6/27/24 – 7/11/24

Proposal Due Date: 7/12/24 – 3:00PM

Contact & Submittal Information:

Barbara Godfrey, NYS Fair Division NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4425 Email: barbara.godfrey@agriculture.ny.gov

Description:

The NYS Department of Agriculture & Markets, NYS Fair Division is seeking quotes for the printing of its Fairtime map to be used during the 2024 NYS Fair. This procurement opportunity is limited to New York State Certified Minority and Women-owned Business Enterprises & Small businesses pursuant to Article 15-A of the NYS Executive Law and, if applicable, businesses selling commodities or technology that are recycled or remanufactured.

The map specs are as follows:

30” x 19” map (1 map) 70# paper Minimum 94% post recycled content.

Matte finish Folded into eights, accordion style Folds to 3.75” x 9.5” 4 color process 2 sided (front and back full color) Image bleeds on front panel only of map – all other have a white border.

Quantity – 125,000

Delivery Schedule -

• Final documents to be delivered to selected contractor by 8/2/24

• Items to be received at the Fair no later than 8/16/24

Quotes:

Your response must include:

• A fully completed quote sheet. Costs must include shipping.

• List of two references where a print job of this size has been requested in the last 2 years.

Reservation:

The Department reserves the right to:

• reject any or all responses with respect to this request for quotes;

• decline to award from this request for quotes;

mailto:barbara.godfrey@agmkt.state.ny.us

• require clarification from any Responder to assure a full understanding of the responsiveness to the requirements for this request for quotes;

• waive or modify minor irregularities in quotes received;

• request from Responder additional information deemed necessary to more fully evaluate its quote. Responders will have (3) business days to respond to the request or may be disqualified;

• amend this request for quotes after its release, with appropriate notice;

• negotiate with any or all Responder within the request for quote requirements, in the best interests of New York State.

The Department reserves the right to inspect the supplied systems at any time during the period of the contract.

Insurance:

Contractor shall, prior to execution of the contract, obtain insurance coverage, from a company licensed to do business in New York State, of at least ONE MILLION DOLLARS ($1,000,000) per occurrence combine single limit bodily injury and property damage.

Contractor shall furnish a certificate of insurance naming the New York State Department of Agriculture & Markets as additional insured.

The contractor shall also provide a certificate of workers’ compensation and disability insurance as required.

Summary of Department’s Policy Regarding State Finance Law Sections 139-J & 139-K:

Pursuant to State Finance Law Sections 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the Department of Agriculture and Markets and an offeror/bidder during the procurement process. An offeror/bidder is restricted from making contacts from the earliest notice of intent to solicit bids/proposals through final award and approval of the Procurement Contract by the Department, and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law Section 139-j(3)(a). Designated staffs, as of the date hereof, are identified in this solicitation. Department employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the offeror/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the offeror/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found in the Department’s Guidelines and on the Office of General Services Website at http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

The Department has designated the following staff members to receive contacts pertaining to this quote:

Barbara Godfrey, Division of State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4425 Email: barbara.godfrey@agriculture.ny.gov

Payments Vendor shall provide complete and accurate billing invoices to the NYS Department of Agriculture & Markets, a division of the New York State Fair, in order to receive payments. Billing invoices submitted must contain all information and supporting documentation.

Payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller’s website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032. Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html mailto:barbara.godfrey@agmkt.state.ny.us http://www.osc.state.ny.us/epay/index.htm mailto:epunit@osc.state.ny.us