RFB-25-0009 Office Supplies-2026.pdf

CITY OF TROY, NEW YORK

NOTICE TO BIDDERS

BID REQUEST AND SPECIFICATIONS

OFFICE SUPPLIES

BID #25-0009

DUE DATE: November 13, 2025 at 11:00 AM

OFFICE OF THE CITY COMPTROLLER

BUREAU OF CONTRACTS & PROCUREMENT

CITY HALL – 433 RIVER STREET, SUITE 5001

TROY, NEW YORK 12180

(518) 279-7104

(518) 268-1682 FAX

nancy.piskutz@troyny.gov

BID NAME: Office Supplies -2026

BID OPEN DATE: November 13, 2025 TIME: 11:00 AM Prevailing Time

BID NUMBER: 25-0009

ADDENDA:

NOTICE

LEGAL PUBLICATIONS FOR BIDS – 2025

PLEASE BE ADVISED THAT FOR THE YEAR 2025 THE CITY OF TROY, NEW YORK,

BUREAU OF CONTRACTS & PROCUREMENT WILL PUBLISH ALL PUBLIC BIDS IN THE

FOLLOWING:

THE RECORD

EMPIRE STATE PURCHASING GROUP (www.bidnetdirect.com/new-york)

IT IS THE RESPONSIBILITY OF THE PROSPECTIVE BIDDERS TO READ THESE

PUBLICATIONS AND CONTACT THE CITY OF TROY, NEW YORK, BUREAU OF CONTRACTS

& PROCUREMENT IF THEY WISH TO RECEIVE A BID.

OFFICE OF THE CITY COMPTROLLER

BUREAU OF CONTRACTS & PROCUREMENT

CITY HALL

433 RIVER STREET, SUITE 5001

TROY, NEW YORK 12180

(518) 279-7104

(518) 268-1682 FAX

http://www.bidnetdirect.com/

INVITATION TO BID AND NOTICE TO BIDDERS

DATE: 10/16/25

FROM: Michael McNeff, City Comptroller

NOTICE IS HEREBY GIVEN THAT SEALED BIDS ARE SOUGHT FOR THE FOLLOWING:

BID NAME: Office Supplies-2026

DATE OF OPENING: November 13, 2025 TIME OF OPENING: 11:00 AM (EDT)

CONTACT PERSONS:

Nancy Piskutz, Bureau of Contracts & Procurement, (518) 279-7104

Laurie Palmer, Office of the City Comptroller, (518) 279-7106

PLACE OF OPENING: Troy City Hall

433 River Street, 5th Floor

Main Conference Room

Troy, New York 12180

VENDORS MUST SUBMIT BID IN A SEALED ENVELOPE. Vendor shall submit One (1)

Original and Two (2) copies in sealed envelope.

PLEASE PRINT ON THE ENVELOPE: 1) NAME & ADDRESS OF BIDDER

2) BID NAME & NUMBER

It is the bidder’s responsibility to read the attached BID SPECIFICATIONS and GENERAL

CONDITIONS which outlines bidding rules of the City of Troy.

A certified check, payable to the City of Troy, for five (5%) percent of the amount of the bid, or a bid bond in the same amount must accompany each bid.

Facsimile or electronic submissions WILL NOT be accepted.

The City of Troy shall maintain the right to reject any and all bids.

GENERAL CONDITIONS

NAME OF BID: Office Supplies-2026

1.0 SCOPE

The purpose of this bid is to establish a price for the purchase of: Office Supplies, for procurement by the Bureau of Contracts and Procurement.

2.0 BID OPENING TIME

Bid will be opened on November 13, 2025 at 11:00 AM (EDT) at City Hall, 433 River Street, 5th

Floor ,Main Conference Room, Troy, New York 12180.

You are urged to mail your bid in early. Late bids will not be accepted and will be returned unopened to the vendor. Do not rely on overnight delivery services since they may not make your delivery in time.

3.0 METHOD OF AWARD

Items may be awarded individually, or in whole, based on the lowest responsible bid. The bidder must state individual prices for all unit bids.

When there is a discrepancy between unit price and total price, unit price shall prevail.

4.0 UNBALANCED BIDS

The Purchasing Agent reserves the right to reject any and all bids not deemed in the best interest of the City of Troy and to reject as informal such bids, as in her opinion, are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced bids. By an unbalanced bid, it is meant that the amount bid for one or more separate items is substantially out of line with current market prices for the materials and/or work covered thereby.

5.0 MULTIPLE AWARD BIDS

Any and all awards resulting from this bid shall be final and shall be for the complete term of the contract. The City is intending to purchase all items from one vendor, but is not obligated to do so, and may engage more than one vendor if it is in the best interest of the City.

6.0 CONTRACT PERIOD

The selected vendor will be required to execute a contract with the City of Troy, NY. The City intends to enter into an initial contract for one (1) year. Contract may be extended up to three (3) additional one (1) year periods under identical prices and conditions, at the mutual agreement of the City and the Vendor.

Per item price shall be guaranteed for twelve (12) months from the date of the bid award.

7.0 BID RESERVATIONS

Bids submitted shall remain in effect for Forty-Five (45) days past the date of bid opening.

8.0 CANCELLATION CLAUSE

The City reserves the right to cancel the contract at any time during the contract term by written thirty (30) day notice mailed to the address of the vendor.

9.0 ISSUANCE OF ADDENDA

The City of Troy reserves the right to amend this solicitation by an addendum. If, in the City’s opinion, revisions are of such a magnitude, the deadline may be extended in an addendum.

10.0 ADDITION TO THE SIGNATURE PAGE

The submission of this bid certifies that the bidder has read, is familiar with, and will comply with any and all segments of these specifications, to include but not limited to: Cover Letter, General Conditions, Insurance Requirements, Product Specifications and Conditions, Delivery and Backorder Requirements (as applicable).

Each bidder is hereby advised, and by submission of its bid, certifies and agrees that, if successful, the bidder shall enter into a written Agreement with the City of Troy as drafted and approved by the City of Troy Corporation Counsel. Acceptance of the bid by the City of Troy and execution of the written Agreement drafted and approved by the City of Troy Corporation

Counsel are conditions to the formation of a contract between the City of Troy and the successful bidder.

11.0 NON COLLUSIVE STATEMENT

The submission of this statement certifies that the prices in this bid have been arrived at independently without collusion, consultation, communication, or arrangement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder with any competitor.

12.0 PAYMENT

Payments cannot be processed by the City until contract items have been delivered in satisfactory condition with an invoice referring to the Purchase Order Number and mailed to “bill to” address located on the Purchase Order.

13.0 RETURNS

Vendor shall include in their bid submission a description of Customer Return Policy. Please note that no restocking fee will be allowed for returns.

14.0 INSURANCE

Contractor shall procure and maintain insurance for protection from all claims arising out of

Contractor’s services, work, operations, and activities. Contractor must have adequate insurance coverage for all claims arising out of or in consequence of the acts and omissions of the

Contractor, or any subcontractor of the Contractor, including but not limited to claims for damages for death, bodily injury, or property damage, of any kind or nature. The City of Troy

(including its officers, agents, and employees) shall be named Additional Insured on Contractor’s policies of insurance. There shall be no material undisclosed policy exclusions or exceptions on the required insurance coverages. Contractor will procure and maintain at its own expense.

1. Commercial general liability and contractual liability on an occurrence basis for all personal and bodily injuries and property damage, with minimum coverage limits of

One Million Dollars ($1,000,000) for each occurrence/Two Million Dollars

($2,000,000) general aggregate per project/location.

a. Liability insurance policies will not be accepted that:

i. Remove or restrict blanket contractual liability located in the “insured contract” definition (as stated in Section V, Number 9, Item f in the ISO

CGL policy or equivalent) so as to limit coverage against claims that arise out of work; or

ii. Remove or modify the “insured contract” exception to the employers liability exclusion; or

iii. Do not cover the Additional Insured for claims involving injury to employees of the named insured or its subcontractors or their employees.

b. Contractor shall require that its subcontractors carry insurance with the same limits and provisions as provided herein. Contractor will maintain certificates of insurance for all subcontractors as part of the Contractor’s records.

2. Professional Liability/Errors & Omissions coverage of at least One Million Dollars

($1,000,000) for each occurrence/Two Million Dollars ($2,000,000) aggregate per project/location or claim. (If applicable)

3. Workers compensation insurance as required by law, employer's liability insurance, and statutory disability benefits insurance as required by law.

4. Comprehensive motor vehicle liability coverage on owned, hired, leased, or non-owned motor vehicles with coverage limits of not less than One Million Dollars

($1,000,000) combined for each accident, for bodily injury, sickness, or disease sustained by any person, caused by accident, and arising out of the ownership, maintenance, or use of any motor vehicle, as well as for damage because of injury to or destruction of property, including the loss of use thereof, caused by accident and arising out of the ownership, maintenance, or use of any motor vehicle.

5. Commercial umbrella insurance coverage at maximum policy limits with minimum coverage of Five Million Dollars ($5,000,000).

6. All Risk Property Coverage – Contractor shall secure, pay for at its sole cost and maintain whatever All Risk Property Coverage Insurance Contractor may deem necessary to protect Contractor against loss of owned or rental capital equipment and tools. The requirement to secure and maintain such insurance is solely for the benefit of the Contractor. Contractor’s failure to secure such insurance and/or to maintain adequate levels of coverage shall not obligate the City of Troy, its agents or employees, for any losses. Any such insurance policy shall include a waiver of subrogation clause as follows: “It is agreed that in no event shall this insurance company have any right to recover against the City of Troy and the City of

Troy is to be held harmless by the Insured and this Insurance carrier.

7. Pollution/Environmental Coverages as required by Corporation Counsel. (If

Applicable)

Each and every policy of insurance required by this Agreement shall be in form and content satisfactory to the City of Troy Corporation Counsel, and shall provide:

1. Additional Insured. The City of Troy (including its officers, agents, and employees) shall be named Additional Insured including premises operations and completed operations on a primary and non-contributing basis for all policies and coverages, including but not limited to the umbrella insurance coverage. The Additional Insured shall be held harmless and indemnified from any and all claims arising out of or in consequence of the

Contractor’s services, work, operations, or activities under this Agreement or in any way arising out of or in consequence of the Contractor’s acts or omissions.

2. Per Project Aggregate. The insurance policies shall cover premises operations and completed operations on a per project basis.

3. Waiver of Subrogation. As to every type and form of insurance coverage required from the Contractor, there shall be no right of subrogation against the City of Troy, its officers, agents, or employees. If any of Contractor’s policies of insurance prohibit such a waiver of subrogation, Contractor shall secure the necessary authorization from its insurance carrier to make this waiver effective.

4. Waiver of Indemnities. The Contractor waives any right of action it and/or its insurance carrier might have against the City of Troy (including its officers, agents, or employees) to be indemnified for any type of loss that is required by this Agreement to be covered by a policy of insurance, whether or not such loss is insured.

5. The Certificate of Insurance shall be in form and content satisfactory to the City of Troy

Corporation Counsel. All referenced forms shall be provided with the Certificate.

Additional information, including without limitation complete policies, shall be provided to the Corporation Counsel upon request.

6. The insurance policies shall not be changed or cancelled until the expiration of thirty (30) days after written notice to the City of Troy Corporation Counsel’s Office.

7. The insurance policies shall be renewed upon expiration and continued in force unless the

City of Troy Corporation Counsel's Office is given thirty (30) days written notice to the contrary.

No services, work, operations, or activities shall be commenced under this Agreement until the

Contractor has delivered to the City proof of issuance of all policies of insurance required by the

Agreement to be procured. If at any time, any of the insurance policies shall be or become unsatisfactory to the City, Contractor shall promptly obtain a satisfactory policy and submit proof of the same to the City for approval. Upon failure of Contractor to furnish, deliver, and maintain satisfactory insurance as provided above, this Agreement may, at the election of the City, be suspended, discontinued, or terminated. Failure of Contractor to procure and maintain any required insurance shall not relieve the Contractor from any liability under the Agreement, nor shall the insurance requirements be construed to conflict with the obligations of the Contractor concerning defense and indemnification.

In the event that any part of the services, work, operations, or activities described in this

Agreement is performed by an approved subcontractor of the Contractor, all of the insurance requirements of this Agreement shall be incorporated into the subcontract agreement with no additional exclusions or exceptions from coverage whatsoever. Subcontractor insurance requirements shall include but not be limited to the requirements for Workers’ Compensation, Commercial General Liability, Umbrella Liability, and as applicable, Commercial Auto and/or

Professional Liability. Contractor shall require that each and every subcontractor shall produce a

Certificate of Insurance meeting all of the requirements of the City and documenting the required insurance coverages. A subcontractor’s Certificate of Insurance in form acceptable to the City shall be provided to the City before that subcontractor may commence performance.

The carrying of insurance as required by this Agreement shall in no way relieve the Contractor, or its subcontractors, of any other responsibility or liability under this Agreement.

The City of Troy Corporation Counsel, in his or her sole discretion, may approve in writing a variance from the insurance requirements herein for good and sufficient reason.

The City of Troy reserves the right to reject any bid/proposal from any bidder/proposer if their

General Liability and/or Auto Liability Insurance has a deductible or Self-Insured retention greater than $10,000.00.

15.0 EXTENSION OF PRICES

It is the intent of this Request for Bid thatall political subdivisions and districts located in the

State of New York be entitled to make purchases of materials, equipment, or supplies from the resulting bid award.

No officer, board or agency of a county, town, village, or school district shall make any purchase through the City of Troy when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

All purchases shall be subject to audit and inspection by the other political subdivisions for which the purchase was made.

All orders will be placed by the participating entities. Each participating entity shall be billed by and make payment directly to the Awarded Vendor.

Upon request, participating entities must furnish the Awarded Vendor with the proper tax exemption certificates or documentation of tax exempt status.

The sole responsibility in regard to performance of the bid, or any obligation, covenant, condition or term thereunder by the Awarded Vendor and the participating entities will be borne and is expressly assumed by the Awarded Vendor and the participating entities and not by the City of

Troy. In the event of a failure or breach in performance of any such bid by a participating entity or the Awarded Vendor, the City of Troy, specifically and expressly disclaims any and all liability for such defective performance or breach, or failure of either party to perform in accordance with its obligations, covenants and the terms and conditions of this City of Troy bid.

16.0 REGULATIONS

All products must meet all applicable Local, State and Federal regulations.

17.0 INFORMATION TO BE FURNISHED WITH BID

It is the responsibility of the bidder to offer a product that meets the specifications of the manufacturer model as listed.

The bidder must submit with their bid, detailed specifications, circulars and all necessary data on the commodity to be furnished. If the commodity differs from the provisions listed, such differences must be explained in detail. Failure to submit any of the above data may result in rejection of the bid. The City, however, reserves the right to request any additional information deemed necessary for the proper evaluation of bids.

18.0 SAMPLES

In the event the City questions the equality of a substitution, bidder shall be prepared to furnish a sample. Samples will not be returned as they will be tested to determine their equality and appropriateness.

19.0 WARRANTY

Standard limited warranty will be required of the manufacturer that shall: (1) be not less than ninety (90) days from the date of acceptance; (2) all defective parts and labor are the obligation of the vendor during this period.

20.0 GUARANTEE

The bidder guarantees that the item offered is new. All items shall be guaranteed for a minimum period of one (1) year against defective parts and workmanship. If defects occur during this time, the defective products shall be replaced or corrected by the vendor without cost to the City except where it shall be clearly shown that the defect is due to misuse and not to faulty manufacture.

21.0 QUANTITIES

The quantities are estimated and may be decreased or increased according to the City’s needs.

The contract, however, shall be for the quantities actually ordered during the contract period.

22.0 EXCEPTIONS

When a vendor submits their bid stating that the City must purchase a specific amount of product, or in any other way quantifies the bid, it may be rejected by the City.

23.0 COMPLETION OF REQUIRED INFORMATION

Bidder must fill in all spaces on the bid form. All lines must have an indication of the bidder’s response whether it be “0”, “NA”, “-“ or a dollar figure. All lines must be filled in to indicate bidder’s acknowledgement.

Bids that do not have all applicable lines filled in on bid sheet may be disqualified as a non-responsive bid. We cannot assume that there is “no charge” when lines are left blank.

24.0 ALTERNATE BIDS

In the event that satisfactory bids are not received, the City reserves the right to consider alternative proposals containing deviations from the City specifications. Bidders shall explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

25.0 PREVAILING WAGE RATES

The successful bidder is required to pay the Prevailing Wage Rates and the Prevailing Hourly

Supplements pursuant to Section 220-A of the NYS Labor Law. ( If applicabe)

26.0 RIGHT TO REJECT

The Bureau reserves the right to reject any and all proposals, to waive any informalities and technical irregularities in the proposals received, or to accept any bid deemed to be for the best interest of the City of Troy. The City will select the lowest responsive bidder.

27.0 RIGHT TO SUSPEND OR TERMINATE

The Bureau reserves the right to suspend or terminate the contract should there be a change.

28.0 RIGHT TO EXTEND

The Bureau reserves the right to extend the contract under the same terms and conditions for three

(3) additional one (1) year periods from the date of expiration provided such an extension is mutually agreeable to both the Bureau and the Contractor.

29.0 RIGHT OF ADDITIONAL PURCHASE

The Bureau reserves the right to purchase additional materials if required. In that event the unit prices will prevail.

30.0 CONFLICT OF INTEREST

No director, officer, employee, agent, contractor, or subcontractor of the contractor shall be an agent, servant and/or employee of the City. The contractor shall not employ as a director, officer, employee, agent, contractor, or subcontractor, directly or indirectly in any capacity, any elected or appointed official of the City, and the two school districts, or any member of their immediate family.

The contractor agrees that it will require all its directors, officers, employees, agents, contractors, or subcontractors, to be bound and adhere to the Code of Ethics of the City (if interested, copies of the Code of Ethics may be obtained from the City’s Corporation’s Office). The contractor further agrees that it will require all of its employees to comply with all applicable laws relating to this agreement, or the performance thereof, and that the refusal to supply such evidence and/or testimony shall be the cause for immediate termination of this agreement by the City.

31.0 DELIVERY

Office supplies are done on a week by week basis, and the chosen vendor must be able to deliver supplies within a 24-48 hour window after the order is placed. If UPS and/or FedEx are used, a shipment confirmation and tracking number should be provided to the City.

32. 0 RESCIND OF AWARD

If the successful vendor exhibits a history of backorders or delayed deliveries the City of Troy, New York reserves the right to rescind their award and to disqualify them from future bidding.

33.0 IRAN DIVESTMENT ACT

By submitting a bid in response to this solicitation or by assuming the responsibility of a

Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the

"Entities Determined To Be Non-Responsive Bidders/Offerors Pursuant to The New York State

Iran Divestment Act of 2013" list ("Prohibited Entities List") posted on the OGS website at:

http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List.

Additionally, Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the

Contract is renewed or extended.

During the term of the Contract, should the City of Troy receive information that a person (as defined in State Finance Law § 165-a) is in violation of the above-referenced certifications, the

City of Troy will review such information and offer the person an opportunity to respond. If the violation of the Act within 90 days after the determination of such violation, then the City of Troy shall take such action as may be appropriate and provided for by law, vile, or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the

Contractor in default.

The City of Troy reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited Entities list after contract award.

34. 0 TERMINATION FOR CAUSE

The City of Troy reserves the right to terminate this contract at any time for cause. The violation of any provision or condition contained in this contract, or the refusal, failure, or inability to carry out any provisions of this contract shall constitute sufficient grounds to terminate this contract for cause. Should The City of Troy elect to terminate this contract for cause, The City of Troy will notify the Contractor ten (10) days prior to the termination date and shall specify the cause for termination as well as the date the termination shall be effective. This termination notice will be issued via a written letter sent by certified U.S. mail. Immediate dismissals may be executed if deemed necessary by The City of Troy.

35.0 TERMINATION WITHOUT CAUSE:

The City of Troy may terminate this contract without cause. Written notice of termination must be sent via certified U.S. mail no later than thirty (30) days prior to the termination date.

36.0 INDEMNIFICATION:

The promises in this section are separate from the insurance requirements of this contract and shall apply whether or not the insurance requirements are fulfilled.

Each and every Contractor (as used in this paragraph the term “Contractor” shall include any and all subcontractors) who shall agree to perform the Work, or any part of it, shall defend, indemnify, and save harmless the City of Troy, its agents and employees, from and against any and all http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf liability, loss, or other claim for damages for death, bodily injury, or property damage, or of any other kind or nature, arising out of or in consequence of the performance of the Work by the

Contractor or any agent, servant, employee, subcontractor, or supplier of the Contractor, or of any failure to perform the Work or this contract, or arising in any way as a result of the

Contractor’s activities or omissions, all to the fullest extent allowed by law. Every Contractor shall defend, indemnify, and save harmless the City of Troy, its agents and employees, from and against, without limitation, all losses, litigations, claims, actions, causes of action, proceedings, demands, damages, indemnities, suits, judgments, orders, rulings, appeals, costs, expenses, and all other elements of litigation (including without limitation reasonable attorney’s fees and other costs of defense), arising out of or in consequence of the Contractor’s Work under this contract, or failure to perform the Work or this contract, or arising in any way as a result of the

Contractor’s activities or omissions, all to the fullest extent allowed by law. Every Contractor shall defend, indemnify, and save harmless the City of Troy, its agents and employees, from and against any and all claims for injuries to the Contractor’s employees or the employees of any agent, servant, or subcontractor, and any and all claims made by any person or entity (including without limitation all officers, employees, agents, contractors, subcontractors, suppliers, guests, invitees, uninvited persons, survivors, and distributees), arising out of or in connection with

Contractor’s operations and activities, or omissions, on property owned by the City of Troy, all to the fullest extent allowed by law.

The parties intend that the promises in this section shall be consistent with New York General

Obligations Law Section 5-322.1, and therefore the promises shall not be construed as purporting to indemnify or hold harmless the City of Troy against liability for damage arising out of bodily injury to persons or damage to property contributed to, caused by or resulting from the negligence of the City of Troy, its agents or employees, whether such negligence be in whole or in part.

37.0 NYS CONTRACTS

The City reserves the right to purchase items included in this bid from New York State Contracts when available.

38.0 APPRENTICESHIP

Resolution #72 dated October 3, 2019 requires any Contractor or Sub-Contractor entering into a construction contract with a total dollar amount of $100,000 or more to have a NYS

Commissioner of Labor approved Apprenticeship Program in place. This resolution shall apply to construction contracts advertised for bid on or after November 1, 2019.( Not applicable)

39.0 MWBE PROMOTION

It is the policy of the City of Troy that Minority-Owned Business Enterprises (MBE) and

Women-Owned Business Enterprises (WBE) are afforded the maximum opportunity to participate in the performance of contracts. It is also the City’s goal to award Procurement

Contracts to those procurement contractors who have evidenced compliance with the laws of the State of New York prohibiting discrimination in employment.

40.0 NON-DISCRIMINATION POLICY

In accordance with Article 15 of N.Y. Executive Law (also known as the Human Rights

Law) and all other State and Federal statutory and constitutional non-discrimination provisions, the Contractor agrees that neither it nor any of its subcontractors shall, by reason of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics or marital status refuse to hire or employ or to bar or to discharge from employment such individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment.

41. PUBLIC WORK CONTRACTOR AND SUBCONTRACTOR REGISTRY

Starting December 30, 2024, all contractors and subcontractors submitting bids or performing construction work on public work 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.

Include copy of certificate with bid documents- (If applicable)

42.0 QUESTIONS

Inquiries or questions regarding this request shall be forwarded to the Purchasing Agent via e-mail. All questions will be received no later than 2:00 PM on Thursday, October 30, 2025. All questions will be compiled and answered in the form of an Addendum. All agencies on record with the Purchasing Office will receive a copy of the Addendum. Questions received after this date will not be answered. Only questions answered by formal written Addenda will be binding.

Oral or other interpretations or clarifications will be without legal effect.

E-mail questions to:

Nancy Piskutz purchasing@troyny.gov

43.0 SUBMISSION

All bids to be considered must be received in a sealed envelope up until but no later than 11:00

AM on November 13, 2025, and shall be directed to the City of Troy, Office of the City

Comptroller, Bureau of Contracts & Procurement. Bids received after the above noted time will not be accepted. All sealed envelopes should be clearly marked “OFFICE SUPPLIES”.

Vendor shall submit One (1) Original and Two (2) copies of their bid to:

Nancy Piskutz

City of Troy, New York

Office of the City Comptroller

Bureau of Contracts & Procurement

433 River Street, Suite 5001

Troy, NY 12180

Facsimile or electronic submissions WILL NOT be accepted.

mailto:purchasing@troyny.gov

NON- COLLUSIVE CERTIFICATION

Pursuant to Section 103-D of the General Municipal Law of the State of New York.

1) Every bid or proposal herein made to the City of Troy, or official thereof, where competitive bidding is required by statute, rule or regulation, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury: Non-Collusive Certification.

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

i) The prices in this bid or proposal 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 proposer or with any competitor;

ii) Unless otherwise required by law, the prices which have been quoted in this bid or proposal have not been knowingly disclosed by the bidder or proposer and will not knowingly be disclosed by the bidder or proposer prior to opening directly or indirectly to any other bidder or proposer or to any competitor;

and

iii) No attempt has been made or will be made by the bidder or proposer to induce any other person, partnership or corporation to submit or not submit a bid or proposal for the purpose of restricting competition.

b) A bid or proposal shall not be considered for award, nor shall any award be made, where 1.a. (ii) and

1.a.(iii) above have not been complied with; provided however, that if in any case the bidder cannot make the foregoing certification, the bidder or proposer shall state and furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where 1.a.(i), 1.a.(ii), and 1.a.(iii) above have not been met, no award shall be made unless the head of the purchasing unit of the City of Troy, to which the bid or proposal is made, or their designee, determines that such disclosures were not made for the purpose of restricting competition.

c) The fact that a bidder or proposer (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers or proposed or pending publication of new or revised price lists of such items, or (c) has sold the same items to other customers at the same prices being bid does not constitute, without more, a disclosure within the meaning of subparagraph 1(a).

2) Any bid or proposal hereafter made to the City of Troy, or official thereof, by a corporate bidder or proposer for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule or regulation, and where such bid contains the certification referred to herein shall be deemed to have been authorized by the board of directors of the bidder and such authorization shall be deemed to include the signing and submission of the bid or proposal and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

(Signature)

(Title)

SEALED BID

To The

City of Troy, NY

Bureau of Contracts & Procurement for

Office Supplies-2026

RFB # 25-0009

for the

Bureau of Contracts & Procurement

By submission of this bid or proposal, the bidder certifies that; (a) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor; (b) This bid or proposal has not been knowingly disclosed and will not be willingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certificate, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of the certificate by the signator of this bid or proposal in behalf of the corporate bidder.

Resolved that ______________________________________________be

Name of Corporation authorized to sign and submit the bid or proposal of this corporation for the following project

(Describe Project) and to include in such bid or proposal the certificates as to non-collusion required by section one hundred three-d of the general municipal law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury.

The foregoing is a true and correct copy of the resolution adopted by

Corporation at a meeting of its board of directors held on the

__________________day of ____________________in the year_______.

(SEAL OF CORPORATION)

(The above form must be completed if the bidder a corporation)

DETAILED SPECIFICATIONS

For Office Supplies

The specifications listed serve to provide the City of Troy with Office Supplies that will meet the needs of the Bureau of Contracts and Procurement:

Official Bid Form:

• Items listed in the Official Bid Request Form are the most commonly and frequently ordered items by the Purchasing Department. The quantities are an average of previous years, and in no way represent the exact quantity that will be ordered.

• Please complete the Official Bid Request From in pen ink only. No bids should be made in pencil. Any bids with erasures or changes shall be initialed by the bidder in ink.

• Failure to sign the Official Bid Request Form and give all information requested may result in the bid being rejected.

Basis of Award:

• The Basis of Award for the Office Supplies will be based on the Lowest Total Bid price for the thirty-five (35) Core Items in Group A and the Highest Percentage Discount off the

Manufacturer’s List Price in Group B, proposed by a responsive and responsible bidder that has met the terms and conditions set forth in the specifications. The formula is as follows:

The list of Group A items is to be considered 60% of the City’s usage and all remaining usage from Group B are to be considered 40% of the City’s usage.

Group A (High Usage)

Total of Group A will be determined by taking the price each and multiplied by the yearly estimated usage which is published in the bid. This grand total will be multiplied by 60% which represents the total for Group A.

Group B (Low Usage)

The City will pick several items that have been purchased in the past and will be priced by using the vendor’s percentage discount. The total will be multiplied by

40% which represents the total for Group B.

Group A Total + Group B Total = Low Vendor

60% 40%

Core and Non-Core Items (Groups A & B):

• Core Items are categorized under Group A

• Core Items are the City’s thirty-five (35) most frequently requested and ordered office supplies, such as pens, paper clips, and binders. The use of a manufacturer’s name does not restrict bidders from using other manufacturers, provided the items are of equal or greater quality, and the items are not specified as “no substitutes” by the City on the Official Bid Request Form.

• Non-Core Items are categorized under Group B

• Non-Core items are the remainder of the Office Supplies that are not included in the thirty-five

(35) core items. These items are not ordered as frequently as those on the Core item List.

• A representation of Ink and Toner Cartridges is given as an example of the quantity ordered in previous years. Ink and Toner Cartridges would be classified under Group B (Non-Core

Items). Please note that no substitutes will be allowed for ink and toner cartridges unless written consent is given by the City of Troy, NY Bureau of Information Services.

• Non-Core Items may also include, but will not be limited to, such items as markers, labels, batteries, notary seals, and record books, flash drives.

Ordering:

• The City’s preferred method of office supply ordering is via the Internet. City personnel will have the capability to research all items listed in the Bidder’s Office Supply Catalog and have access to the prices with the Bidder’s discount already in place. The City will not be responsible for calculating the Bidder’s discount. It shall be made readily available to the City.

• If online ordering is not available, the City shall have access to a price list (either paper or CD) with Office Supply Catalog Items listed with their discounted price. The City will prepare a

Purchase Order using the information provided in the price list. The City shall not be responsible for calculating discounts.

• The City shall have access to a dedicated customer service representative or agent for questions, concerns, and problems that may arise when researching, placing, receiving, and processing payment for orders. Direct phone numbers, fax numbers, and e-mail addresses shall be given for that agent, and will be kept on file with the City’s Purchasing Agent. The Purchasing Agent will be notified when the Bidder’s agent is expected to be unavailable for a period of forty-eight

(48) hours or more, and a secondary contact shall be named. If unable to contact the Bidder’s agent for a period of more than 3 business days, the City shall have the right to use another vendor.

• The Bidder will inform the City of a Minimum Order Requirement. Bidder will fill this information in on the Official Bid Request Form.

Substitutes and Alternates:

• The attached shall be considered minimum specifications for the above-identified items.

However, the City of Troy will accept for review, and give due consideration on certain items, specifications for alternate items that are equal or greater than the minimums outlined in this bid. Following review, the decision of the City to accept or reject equal or greater specification shall be final.

• The phrase “no substitutes” will follow the item number example in cases where the City of

Troy will accept only the item number specified.

• Please specify the manufacturer and model number of all items quoted. As a reminder, substitutions will be allowed, as long as the phrase “no substitutes” is not following the item on the Official Bid Request Form.

Mis-Shipments/Discontinued Items:

• The City will not be responsible for any incorrect shipments. City personnel will contact the

Bidder within 24 hours to arrange for pick-up. The Bidder shall replace the incorrect/defective item within five (5) business days of the return, or a credit should be placed on the order. If the

City does not receive the credit form within five (5) business days of the return, the City will deduct the amount of the return from the invoice at the time of payment.

• The Bidder must notify the City within five (5) business days of order placement of any item(s) that are discontinued. The Bidder may suggest a replacement if that item is comparable to the original item ordered. The City reserves the right to inspect the alternate, and return for credit if the item is deemed inadequate.

Restricted Items List:

• The following items are restricted from purchase from the Office Supply Contract:

o 1. Multi-Use White Copy Paper, 20 lb, 92 Bright (8 ½” x 11” regular, perforated, and 3

Hole-Punched; 8 ½” x 14”, 11” x 17”) o 2. Multi-Use Colored Copy Paper (8 ½” x 11” and 8 ½” x 14, all colors) o 3. Office Equipment – Adding Machines, Typewriters, Copiers, Printers, Telephones o 4. Office Furniture – Desks, File Cabinets, Office Chairs o 5. Computer Equipment – Hardware, Software, Keyboards, Monitors, etc.

o 6. Electronic Equipment – Televisions, Radios, Projectors o 7. Postage Machines, Scales

• Bidder shall not ship items from the Restricted items List under this contract to any City

Personnel or Department. Bidder doing so will risk non-payment. If Bidder is not sure if an item falls under the Restricted Items category, he or she shall contact the Purchasing Agent prior to shipping and verify. The Purchasing Agent reserves the right to lift and change restrictions when it is deemed to be in the best interest of the City. Any changes shall be sent in writing to the Bidder.

Bureau of Contracts and Procurement

City of Troy, NY

Official Bid Request Form

OFFICE SUPPLIES – GROUP A (CORE ITEMS)

Item # Category Product Code Description Qty Unit Unit Price Total Price

1 Binder Accessories CLI62067 PROTECTOR,SHT,TOP,RED,GLR 10 Pack

2 Binder Accessories AVE74171 SHEET PROTECTOR,NONSTIK,CLR 10 Pack

3 Binder Accessories UNV21127 SHEET PROTECTOR,NONGLARE,CLR 6 Pack

4 Binder Accessories AVE74401

SHEET

PROTECTOR,HEAVYWEIGHT,CLR 6 Pack

5 Binder Clip ACC72100 CLIP,BND #100 (Large) 20 Doz

6 Binder Clip ACC72020 CLIP,BND #20 (Small) 60 Doz

7 Binder Clip ACC72050 CLIP,BND #50 (Medium) 60 Doz

8 Calculator Ribbons DPSR2087 RIBN,CALC,NYL,BK/RD 17 Ea

9 Calculator Tapes TST3267 ROLL,CALC,F/TI5050,3RL/PK 48 Pack

10 Calculator Tapes TST3305 ROLL,CALC, STANDARD, 100/BOX 3 Box

11 Envelopes QUA90120 ENV,#10 WNDW WHT 500BX 35 Box

12 Envelopes QUA37890 ENVELOPE,CLSP9X12,KFT,28# 12 Box

13 Envelopes QUA37897 ENVELOPE,CLSP10X13,KFT,28# 10 Box

14 Envelopes QUA37793 ENVELOPE, CLSP 9 ½ X 12 1/2 6 Box

15 Flags MMM684SH FLAG,LGL,50DP,SGN,HER,AST 10 Pack

16 Folders UNV12113 FOLDER,MLA,1/3 CT,LTR,100BX(3003) 65 Box

17 Folders PFX85343 POCKET,FILE,LTR,EXP,3.5" 16 Box

18 Folders UNV15213 FOLDER, MLA 1/3 CT. LEGAL 100 BX 6 Box

19 Memo Book RED23L119 BOOK,MONEY RCPT 120ST,WE 34 Each

20 Paper Clips UNV72210 STANDARD PAPER CLIPS 350 Box

21 Paper Clips UNV72220 JUMBO PAPER CLIPS 200 Box

22 Pads / Notebooks UNV46300 PAD,LGL RULD,PERF,5X8,WHITE 10 Doz

23 Pads / Notebooks UNV46200 PAD,LGL RULD,PERF,5X8,CANARY 10 Doz

24 Pads / Notebooks UNV40000

PAD,LGL RULD,PERF,LGL,8 1/2 X

14,CANARY 9 Doz

25 Pads / Notebooks UNV45000

PAD,LGL RULD,PERF,LGL,8 1/2 X 14,

WHITE 9 Doz

26 Pads / Notebooks UNV20630

PAD,LGL RULD,PERF,LTR,8 1/2 X 11,

WHITE 13 Doz

27 Pads / Notebooks UNV10630

PAD,LGL RULD,PERF,LTR,8 1/2 X 11,

CANARY 9 Doz

28 Rubber Bands UNV00419 RUBBER BANDS, #19 10 Pack

29 Rubber Bands UNV04117 RUBBER BANDS, #117 10 Pack

30 Rubber Bands UNV00432 RUBBER BANDS, #432 10 Pack

31 Staples SWI35108 STAPLE,STD SZ 5M/BX<66000> 100 Box

Sticky Notes

UNV35672

3 x 5 YELLOW POST-IT NOTES

Pack

33 Sticky Notes MMM6549YW NOTE,HLND,3X3,YW 100/PD 12PD/PK 25 Doz

34 Tape MMM6200341296 TAPE, INVISIBLE,3/4X1296 115 Roll

35 White Out PAP662415 TAPE,DRYLNE CRCTN 2PK,WE 100 Each

Office Supplies in Group A (Core Items):

Total: $_______________. _____ (numbers)

Total: _________________________________________ dollars and

_______________cents (words)

OFFICE SUPPLIES – GROUP B (NON-CORE ITEMS)

Non-Core Items (for Illustrative Purposes Only)

Printer Ink

Hewlett Packard Laser:

05A HEW-CE505A

38A HEW-Q1338A

49A HEW-Q5949A

64A IVR364AMICR

78A HEW-CE278A

Miscellaneous Supplies:

Desk Pad Calendars 17 x 22 AAG-SK24-00

Desk Pad Calendars 17 x 22 AAG-SK24-00

Batteries

AA (8-10 packs) EVE-E91BP-8

AAA (8-10 packs) EVE-E92BP-8

Labels

1 x 2 5/8, white, 750/pack AVE-5260

1 3/4 x 4, white, 350 / pack AVE-5262

2 x 4, white, 1000/pack AVE-5163

1 1/3 x 4, white, 350/pack AVE-8162

2 x 4, white, 250/pack AVE-8163

1 x 2 5/8, white, 3000/pack AVE-8460

1 x 2 5/8, white, 750/pack AVE-8160

Markers

Sharpie - Dozen:

Xtra Fine Point Black SAN-35001

Ultra Fine Point Black SAN-37001

Bold Point Black SAN-33001

Fine Point RedSAN-38012 or 30002

Red Flair PAP-8420152

Green Flair PAP-8440152

Black Flair PAP-8430152

4 pack Dry Erase Asst'd SAN-84074

Flash drives

Verbatim Store-N-Go USB Flash drives – 16gb, 4/pak VER99123

Verbatim Store-N-Go USB Flash drives – 64gb, Each VER97005

Office Supplies in Group B (Non-Core Items):

Total Discount: _______________________ Percent (numbers)

Total Discount: _______________________ Percent (words)

Minimum Order Requirement: $_________________________ Dollars

Bidder / Customer Return Policy: _______________________________

Bidder / Customer Signature: ___________________________________

Bidder / Customer Print: _______________________________________

Official Bid Request Form – Signature Page

(Please Note: Bid Form must be completed and signed to be considered for award)

Name and Address of Company Submitting Bid

Authorized Representative Submitting Bid (name printed)

Authorized Representative Submitting Bid (signature)

Authorized Representative Submitting Bid – Title

Contact Numbers:

Telephone: _________________________

Cell Phone: _________________________

Fax: _______________________________

E-Mail: ____________________________

Date: ______________________________