Project Information

Bid Title

Printing Services, B26-5000

Issuing Agency

Oswego Boces

Location

New York

Published Date

Nov 18, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title	Bid Response Date	Bid Contract Period	Bid Packet	Addendum
Printing Services, B26-5000	Tuesday, December 16, 2025 at 1:30 PM	2/1/2026-1/31/2027	B26-5000 Bid Packet B26-5000 Vendor Response Sheet

Attachment Preview

When submitting a sealed bid, please be sure to put the bid title and bid number on the outside envelope being mailed.

Please attach a completed W9 to your bid response.

Vendor:

Bid Contact:

Address:

Ordering Contact:

Ordering Address:

Phone #:

Fax #:

E-Mail:

Tax ID Number:

Ordering Phone #:

Ordering Fax #:

Ordering E-Mail:

Web-Site:

Center for Instruction, Technology & Innovation (CiTi)

Oswego County Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

(315) 963-4414 phone

www.CiTiboces.org

www.CiTiboces.org/cooperativepurchasing

Specification and Instructions for the Supply of

Printing Services

Bid Number: B26-5000

Bid Contract Dates: February 1, 2026 - January 31, 2027

Date of Bid Opening: December 16, 2025 @ 1:30 p.m.

APW Central School District

Central Square Central School District

Center for Instruction, Technology & Innovation (CiTi)

Fulton City School District

Hannibal Central School District

Mexico Academy and Central School

Oswego City School District

Phoenix Central School District

Pulaski Academy and Central School

Sandy Creek Central School District

Cooperative CiTi Bid

Do not separate these sheets

Please refer all questions, in writing on the Bid Question Form to:

Holly Cheeley, Bid Specialist

CooperativeBids@CiTiboces.org

179 County Route 64

Mexico, NY 13114

(315) 963-4414 phone

All public bid openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom

platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening date

and time to: CooperativeBids@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow all

visitor policy guidelines when present on CiTi property.

eSSerServices

Scope of the Bid

This is a Cooperative Bid involving the Center for Instruction,

Technology & Innovation (CiTi) and the following school districts:

Altmar-Parish-Williamstown CSD, Central Square School District,

Fulton City School District, Hannibal School District, Mexico

Academy & Central School District, Oswego City School District,

Phoenix School District, Pulaski Academy & Central School District

and Sandy Creek Central School District.

CiTi is soliciting bids from qualified vendors for commercial

printing services.

The printing services will be on an as-needed basis.

Bidding Instructions and Special Conditions for

the Submission of Vendor Responses

1. Sealed bids for furnishing and delivery of items and services as

required are set forth in these specifications prepared by the

CiTi are sought at this time.

2. Copies of the specifications may be obtained by contacting

Holly Cheeley, Bid Specialist at the Business Office of the

CiTi, 179 County Route 64, Mexico, New York 13114, by

calling (315) 963-4414 or emailing

CooperativeBids@CiTiboces.org

Bid opportunities and current bids are available electronically

at www.CiTiboces.org/cooperativepurchasing Bid specifications

can also be found online at BidNet Direct:

3. ALL questions with regard to this bid MUST be submitted in

writing. A form is included in this packet for this purpose.

Responses will be provided to all bidders in the form of an

addendum.

4. Please email the bid questionnaire form that is attached as part

of this bid proposal to the attention of the Bid Specialist at:

CooperativeBids@CiTiboces.org

5. No questions will be entertained by any other means. All

questions must be submitted at least 7 business days prior to the

official bid opening. Questions received after this time may not

be addressed.

Accepting Sealed OR Electronic Bid

Submissions:

6. SEALED BIDS must be received via mail, postal or shipping

carrier at: CiTi, 179 County Route 64, Mexico, NY 13114

until, but not later than 1:30 p.m. on December 16, 2025.

Sealed bid envelopes can also be hand-delivered to CiTi’s

Receiving Department (Green Steel Building across the road

from CiTi main campus in Mexico). CiTi’s Receiving

Department is open Monday – Friday 7:00 a.m. to 3:00 p.m.

B26-5000 Printing Services

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

7. ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 1:30 p.m. on December 16, 2025. This is the ONLY

manner in which electronic submissions will be accepted.

8. Emailed or faxed bid responses are not acceptable.

9. In the event that the CiTi Business Office is closed due to

unforeseen circumstances, the bid deadline will be extended to

the next business day when CiTi is open for business. The time

of day will remain 1:30 p.m.

10. A public bid opening will take place on December 16, 2025,

at 1:30 p.m.

11. All public bid openings hosted by CiTi are made available

virtually via the Zoom platform. Bidders and members of the

public can join the live bid opening virtually by sending an

email request in advance of the opening date and time to:

CooperativeBids@CiTiboces.org. Bidders and members of the

public who wish to join the bid opening in-person must follow

all visitor policy guidelines when present on CiTi property.

12. For Sealed Bid Submissions: Bidders must supply signed hard

copies of their completed bids in a sealed envelope marked

with the name of the bidder and the bid number on the front of

the envelope to the address listed in the manner specified

within the Bid Documents. CiTi also strongly encourages the

submission of the bid pricing (in excel format) on either a CD

or flash drive along with the signed hard copies of all the

required bid documents.

13. For Electronic Bid Submissions: Bidders must supply a

signed photocopy of the bid forms and a completed vendor

response sheet (in excel format) via BidNet Direct

14. Each proposal shall state a certain sum for each item bid upon

and for the total of all items bid upon. The proposal as

presented shall remain valid for a period of sixty (60) days

from the date of bid opening.

15. Express Mailings: All express envelopes must be clearly

marked with the words “Sealed Bids Enclosed” on the front

of the outside envelope. This is important in assuring that the

bid is delivered properly. The sealed bid envelope must be

included in the express envelope.

16. All Bidders are responsible for ensuring the timely delivery of

their bids. Bids submitted after the posted due date and time

will be returned unopened to the bidder.

17. The following three (3) forms are included herein and form a

part of this bid proposal: 1. Bid Proposal Certifications (Non-

Collusion Bidding Certification and Conflict of Interest

Certification). 2. Exceptions or Limitations/Acknowledgement

of Terms and Conditions. 3. Iran Divestment Act Certificate of

Compliance. Failure to fully execute these three (3) statements

will constitute grounds for rejection of a bid submission.

18. Each Proposal is to be made on the Bid Forms attached. Bid

Forms, along with the Bid Packet, must be enclosed and sealed

in an envelope and marked with the name of the bidder and the

bid number on the front of the envelope.

Information, Instructions and Special Conditions, Page 1 of 4

eSSerServices

19. The bidder shall not change or provide the bid sheets in a

different format than the one provided. Any change in the

electronic format will result in the rejection of the bidder’s

submittal.

20. All vendor literature must be clearly marked to reference the

specifications defined in this bid.

21. Bid all items as indicated. Specifications are for the purpose of

establishing and describing style, general performance and

quality levels. Such references are not intended to be

restrictive, and bids are invited on these and comparable brands

or products of any manufacturer.

22. CiTi reserves the right to waive any formalities on bids

received.

23. CiTi reserves the right to reject any or all bids and to re-

advertise.

24. CiTi reserves the right to reject any and all bids not deemed for

the best interests of CiTi and to reject as informal such bids, as

in their opinion, are incomplete, conditional, obscure, or which

contain irregularities of any kind including unbalanced bids. By

an unbalanced bid, it is meant one in which 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.

Orders and Delivery

25. CiTi will prepare individual Purchase Orders for any orders.

26. Delivery is to be made to multiple locations: CiTi, a School

District, or to third party locations, such as the U.S. Postal

Service. The Purchase Order shall designate the place of

delivery.

27. Purchases made by CiTi are not subject to any Sales or Federal

Excise Tax.

28. Invoices shall be presented to CiTi for the quantities ordered

and provided as per the purchase order.

29. Each delivery must show a purchase order number on the

outside of the package, unless otherwise directed by the CiTi

Purchasing Agent.

30. Failure to abide by the delivery schedule on the attached

specification form or repeated poor workmanship will be

grounds for penalties and/or immediate cancelation of this

agreement and any pending orders against it, with no liability to

the CiTi (see STANDARD DELIVERY TIMES for more

details).

31. Types of printing products requested, and quantities are based

on past orders and estimated quantities. The number of printing

projects, or the quantities per printing project ordered may

fluctuate, and therefore are not guaranteed.

B26-5000 Printing Services

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

32. The hours for the CiTi Receiving Department are 7:30 am to

3:00 pm. If rush orders necessitate delivery outside of these

times, please contact the Printing Department at 315-963-4365

or 315-963-4235 to arrange a mutually agreeable delivery

schedule.

Special Instructions

33. Site Tour – a tour of the printing site may be made to determine

if the bidding print shop has adequate facilities and equipment

to perform the requested services.

34. Bidders will be required to complete and submit a Certificate of

Experience (see attached form).

35. Bidders will be required to complete and submit a list of

company owned and/or leased equipment (see attached form).

Please note: Vendors submitting a response to this bid must

be able to perform the work in-house. Outsourcing of work to

a third party will not be allowed or considered.

36. Bidders will be required to certify that they are able to work

with a list of specific software and procedures (see attached

form).

37. Bidders will be required to provide an employee contact for

CiTi to work with that will be expected to promptly return e-

mails, voicemails and messages. Any contact from CiTi to the

vendor should be returned within the business day (defined as 8

a.m. to 4:30 p.m.). It is expected that e-mail messages will be

processed at least once daily (see attached form).

38. Bidders will be required to provide their shutdown schedule if

they are awarded any portion of this bid.

39. Bidders agree to only accept files, corrections, edits and/or

changes from an authorized CiTi representative or CiTi

designee (see attached form).

40. File Handling Fees shall include all author-alterations, color-

corrections and file conversions.

41. Bidders must provide a soft-proof (digital) electronically.

Information, Instructions and Special Conditions, Page 2 of 4

eSSerServices

Standard Production/Delivery Times

42. For the purposes of this bid, the delivery times on the following

chart will be considered “Standard Delivery Time” (see

attached form). Any less lead time will be considered a “rush

order”. For the purpose of this bid, “Standard Delivery

Time” is defined as the time when the project is to be delivered

and accepted at the address specified ON THE PURCHASE

ORDER. For the purpose of this bid, “Days” = Business Days

(see ‘Business Day’ under the DEFINITIONS section on

page 1 of General Terms and Conditions).

Item

Envelopes

Letterhead

Newsletter

Catalog

Standard Delivery Time

At the most, 10 days from proof

At the most, 7 days from proof

At the most, 7 days from proof

For this category, bidders

are being asked to define their

Standard Delivery Time

(see vendor response sheet for details)

43. It is expected that a preliminary digital proof will be available

from the vendor within 24 hours of file delivery to the vendor.

If a second (corrected) proof is required, another 24 hours will

be allowed. If subsequent proofs are necessary, the turnaround

should be within the same day, defined as 8 am to 4:30 p.m.

44. Force Majeure events/circumstances excluded, vendors failing

to abide by the STANDARD DELIVERY TIMES on the

preceding chart and will be subject to the following penalties:

• Delivery one (1) day late = 5% off total net charge of the

purchase order;

• Delivery two (2) days late = 8% off total net charge of the

purchase order;

• Delivery three (3) days late = 11% off total net charge of

the purchase order;

• Delivery four (4) days late = 14% off total net charge of

the purchase order;

• Delivery five (5) or more days late = 17% off total net

charge of the purchase order;

(see attached form).

Pricing

45. Pricing is to be submitted for the bid materials in accordance

with the specifications and proposal pages. The bidder must

insert the price per unit as specified and the price extension

accordingly against each item bid. In the event of a discrepancy

between the unit price and the extension, the unit price will

govern. Prices shall be extended in decimals, not fractions.

46. An approximate order size (quantity) is provided for each

print project. The awarded vendor must honor the per unit

pricing for orders with a deviation quantity of +/- 20%.

(For example: Lot A Newsletters, Line 1 – The cost per

thousand for 15,500 newsletters must be held for quantities

12,400 to 18,600.) (For example: Lot C1 Envelopes, Line 1 –

The cost per thousand for 1,000 envelopes must be held for

quantities 800 to 1,200.)

B26-5000 Printing Services

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

47. Additional signature cost refers to the total cost per thousand of

the order with an additional signature added to the order.

(Figures presented should represent the total or combined cost,

not just the amount of the signature page.)

48. Pricing will reflect all costs, including but not limited to

preparation, file handling, plating, printing, inside delivery, set

up fees, and any other cost.

49. Pricing is FOB Destination, inside delivery, to the ordering

school district or designated post office if requested. In the

event that CiTi requests direct mailing, the additional charge

will be quoted on a case-by-case basis.

50. The deviation in delivery shall not exceed 5% (+/-) of the

quantity stated on the purchase order.

51. CiTi will not approve payment for overruns.

Definitions

52. CiTi will be bidding several types of print projects. When an

item is ordered, the description on the purchase order will

define the project type and the standard delivery time will

follow that project type. For the purpose of this bid the

following definitions will apply:

Item

Envelopes

Letterhead

Newsletter

Catalog

Mail

Preparation/

Processing

Definition

A flat paper container usually

having a gummed flap.

Packaged and Sold by 500 Count

One (1) page, One-Color or Full-

Color

No cover, multi-page, may be

saddle-stitched, finished size 8-

1/2” x 11”

Bundled and Sold by 50 Count

A multi-page booklet that is self-

covered and saddle-stitched

Ink jet printing of bar-coded

addresses on product (newsletter,

calendar or specialty

booklet/catalog). Finished product

to be bundled into trays for

delivery to designated location in

Oswego County. Vendor will fill

out postal forms and provide CiTi

with final postal bill. CiTi will be

responsible for paying postage

fees.

53. File manipulation fee refers to the bidder’s graphic design fee

to alter, edit or change a portion of the original/native file, if

requested.

54. Bundling: Envelopes will be purchased and should be packaged

by a count of 500. Newsletters will be purchased and should be

bundled by a count of 50.

Information, Instructions and Special Conditions, Page 3 of 4

eSSerServices

B26-5000 Printing Services

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

Award

55. Notice of Award shall be made to the successful bidder within

sixty (60) days from the date of bid opening. The award will be

made in a lot-by-lot manner as follows:

Lot A: Newsletters

Lot A will be awarded based on best value to one (1)

vendor. The awarded vendor will be the vendor for other

newsletter jobs for the term of the bid award. The

following criteria will be used as the basis for award:

Price = 50 points max.

50 Points = Lowest bidder for all line items

in the lot

48 Points = Second lowest bidder for all

line items in the lot

46 Points = Third lowest bidder

44 Points = Fourth lowest bidder

42 Points = All other bidders

Standard Delivery Time = 25 points max.

25 Points = Bidders that can meet or

exceed the standard delivery time for this

project type.

21 Points = Bidders that respond with a

standard delivery time of 8 to 10 days.

17 Points = Bidders that respond with a

standard delivery time of 11 or more days.

Delivery Method = 25 points max.

25 Points = Bidders that will deliver the

newsletters via company truck or personal

delivery.

18 Points = Bidders that will deliver the

newsletters via FedEx, UPS or other

similar commercial carrier.

Lot B: Letterhead

Lot B will be awarded to the lowest responsive,

responsible bidder (one [1] vendor) that can meet the

terms, delivery time, and specifications outlined for this

project type. The awarded vendor will be the vendor for

other letterhead jobs for the term of the bid award.

Lot C1: #10 & #9 Envelopes

Lot C1 (line items C1-#1 through C1-#10) will be

awarded to the lowest responsive, responsible bidder (one

[1] vendor) that can meet the terms, delivery time, and

specifications outlined for this project type. The awarded

vendor will be the vendor for other #10 and #9 printed

envelopes for term of the bid award.

Lot C2: Printed Envelopes

Lot C2 (line items C2-#1 to C2-#11) will be awarded to

the lowest responsive, responsible bidder (one [1] vendor)

that can meet the terms, delivery time, and specifications

outlined for this project type. The awarded vendor will be

the vendor for other printed envelopes for term of the bid

award.

Lot D: Catalog

Lot D will be awarded to the lowest responsive,

responsible bidder (one [1] vendor) that can meet the

terms, delivery time, and specifications outlined for this

project type.

56. All awards are subject to approval by the Board of Education.

The formal award of the bid will take place at the January 21,

2026, CiTi Board of Education Meeting.

Term

57. The contract date runs from February 1, 2026, until January

31, 2027. The CiTi reserves the right to extend the terms and

conditions of this proposal for a period no greater than one year

(1), not to exceed two years (2) from the original date of award,

upon mutual consent of the CiTi and the awarded vendor(s).

Force Majeure

58. The successful bidder shall not be held responsible for any

losses resulting if the fulfillment of the terms of the contract

shall be delayed or prevented by wars, acts of public enemies,

strikes, fires, acts of God, or for any other acts not within

control of the successful bidder and which by the exercise of

reasonable diligence he/she is unable to prevent.

59. CiTi shall not be held responsible for any losses resulting if the

fulfillment of the terms of the contract shall be delayed or

prevented by wars, acts of public enemies, strikes, fires, acts of

God, or for any other acts not within control of CiTi and which

by the exercise of reasonable diligence he/she is unable to

prevent.

60. Products and quantities listed on the bid are CiTi’s best

estimate based on the projected instructional plan for CiTi and

participating school districts. If CiTi or the participating

school districts’ instructional plans change due to unforeseen

and/or a force majeure event, the actual quantities purchased

might also change.

Information, Instructions and Special Conditions, Page 4 of 4

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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