Project Information

Bid Title

Printed Calendars, B26-5000A

Issuing Agency

Oswego Boces

Location

New York

Published Date

Mar 23, 2026

Closing Date

Apr 21, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title	Response Date	Contract Period	Bid Packet	Addendum
Printed Calendars, B26-5000A	Tuesday, April 21, 2026 at 2:30 p.m.	7/1/2026-12/31/2026	B26-5000A Bid Packet B26-5000A Vendor Response Sheet	Addendum #1 Printed Calendars B26-5000A

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

Printed Calendars

Bid Number: B26-5000A

Bid Contract Dates: July 1, 2026 - December 31, 2026

Date of Bid Opening: April 21, 2026 @ 2:30 pm

Bid Participant:

Center for Instruction, Technology & Innovation

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.

ervicesSeSSerServices

Scope of the Bid

This bid is for the Center for Instruction, Technology &

Innovation (CiTi).

CiTi is soliciting bids from qualified vendors that are able to

provide commercial printing services for PRINTED

SCHOOL DISTRICT CALENDARS.

For the purposes of this bid, CALENDARS is defined as:

Cover, maybe self-covered, saddle-stitched, multi-page,

drilled hole for hanging, bundled by 20 counts unless

otherwise specified.

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 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 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 10 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 2:30 p.m. April 21, 2026. Sealed bid

envelopes can also be hand-delivered to CiTi’s Receiving

Department (Green Steel Building across the road from the

main CiTi Campus in Mexico). CiTi’s Receiving Department is

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

B26-5000A Printed Calendars

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

7. ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 2:30 p.m. April 21, 2026. 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 2:30 p.m.

10. A public bid opening will take place on April 21, 2026, at

2:30 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.

Instructions and Special Conditions - Printed Calendars Bid, B26-5000A

ervicesSeSSerServices

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. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall

be considered as added to each specification, except in

instances where “ONLY” or “NO SUB” is stated. CiTi reserves

the right to request samples of items where an equivalent is bid.

It is the responsibility of the bidder to notify CiTi when

such substitutions are incorporated. Please note any

substitutions on the bid form.

23. The bidder shall state the amount of the discount that will be

allowed CiTi for payment terms less than 30 days. In the

absence of such a stated discount, payment will be made

approximately thirty (30) days after receipt of materials and

invoice.

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

received.

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

advertise.

26. 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

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

28. 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.

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

Excise Tax.

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

and provided as per the purchase order.

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

outside of the package, unless otherwise directed by the CiTi

Purchasing Agent.

B26-5000A Printed Calendars

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

32. 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

CiTi (see STANDARD PRODUCTION/DELIVERY TIMES

for more details).

33. 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.

34. 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

35. 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.

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

Experience (see attached form).

37. 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.

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

with a list of specific software and procedures (see attached

form).

39. 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).

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

they are awarded any portion of this bid.

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

changes from an authorized CiTi representative or CiTi

designee (see attached form).

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

corrections and file conversions.

43. Bidders must provide a soft proof (digital) electronically.

Instructions and Special Conditions - Printed Calendars Bid, B26-5000A

ervicesSeSSerServices

Standard Production/Delivery Times

44. For the purposes of this bid, the delivery time on the following

chart will be considered “Standard Delivery Time”. 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

Item

Calendars

Standard Delivery Time

At the most, 12 days from proof

45. It is expected that 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.

46. 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

47. 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.

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

print project. Per unit pricing will be held for orders with a

deviation quantity of +/- 20%.

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

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

up fees, and any other cost.

50. 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.

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

quantity stated on the purchase order.

52. CiTi will not approve payment for overruns.

B26-5000A Printed Calendars

Oswego County Board of Cooperative Educational Services

Holly Cheeley, Bid Specialist

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.

Award

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

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

aggregate to the lowest responsive/responsible bidder with best

standard production time. The awarded bidder will be the

vendor for any additional calendar jobs for the term of the bid

award.

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

The formal award of the bid will take place at the June 17,

2026, CiTi Board of Education Meeting.

Term

56. The contract date runs from July 1, 2026, until December 31,

2026.

Force Majeure

57. 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.

58. 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.

Instructions and Special Conditions - Printed Calendars Bid, B26-5000A

Center for Instruction,

Technology & Innovation

A Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

GENERAL CONDITIONS

(For the Purchase of Materials, Supplies,

Equipment, and Services)

All invitations to bid issued by the above

named Board of Cooperative Educational

Services will bind bidders and successful

bidders to the conditions and requirements

set forth in these general conditions, and

such conditions shall form an integral part

of each purchase contract awarded by the

Center for Instruction, Technology &

Innovation (CiTi).

DEFINITIONS

“CiTi” Shall be the legal designation of the

Oswego County Board of Cooperative

Educational Services/ Center for Instruction,

Technology & Innovation.

“School District” Shall be the legal

designation of the district.

“Notice to Bidders” A formal statement,

which, when issued by CiTi, constitutes an

invitation to bid on the materials, supplies

and equipment described by the

specifications

“Board” The Board of Cooperative

Education Services Board of Education.

“Bid” An offer to furnish materials,

supplies, and/or equipment in accordance

with the invitation to bid, the general

conditions, special instructions, and the

specifications.

“Bid Offer” The form on which the

vendor/bidder submits his bid.

“Bidder” A company, corporation or

individual submitting a bid.

“Contract” A notice to the successful

bidder by the issuance of a purchase order,

all documents relating to the transaction,

including but not limited to, the bid offer of

the successful bidder, notice to bidders,

general information, general conditions,

specifications, notice of award, bid proposal

certifications; a formal document signed by

the successful bidder and CiTi

representative.

“Successful Bidder” Any bidder to whom

an award is made by CiTi.

“Contractor” Any bidder to whom a

contract award is made by the Board of

Cooperative Education Services.

“Specifications” defined as the description

of materials, supplies, equipment, and/or

services, including the conditions for its

purchase.

BIDS

1. The date, time, and place of bid opening

will be given in the Notice to Bidders.

2. All bids must be submitted on bid forms,

if provided, and in accordance with

instructions provided.

3. All bids received after the time stated in

the Notice to Bidders may not be considered

and will be returned unopened to the bidder.

The bidder assumes the risk of any delay in

the mail or in the handling of the mail by

employees of CiTi. Whether sent by mail or

by means of personal delivery, the bidder

assumes responsibility for having his/her

bid deposited on time at the place specified.

4. All information required by Notice to

Bidders, General Conditions, Specifications,

and Bid Offer, in connection with each item

against which a bid is submitted, must be

given to constitute a regular bid.

5. The Non-Collusive Bidding Certification

must be included with each bid as required

by General Municipal Law, Section 103-d.

6. The submission of a bid will be construed

to mean that the bidder is fully informed as

to the extent and character of the supplies,

materials, or equipment required and a

representation that the bidder can furnish

the supplies, materials, or equipment

satisfactorily in complete compliance with

the specifications.

7. No alteration, erasure, or addition is to be

made in the typewritten, printed, or

electronic matter. Deviations from the

specifications must be set forth in space

provided in bid for this purpose.

8. Prices and information required should be

typewritten for legibility. Illegible or vague

bids may be rejected. All signatures must be

written. Facsimile, printed, or typewritten

signatures are not acceptable.

9. Sales to school districts are not affected

by any fair-trade agreements. (General

Business Law, Sec. 369-a, Sub. 3)

10. No charge will be allowed for Federal,

State or municipal sales and excise taxes

since the school districts and CiTi are

exempt from such taxes. The price bid shall

be net and shall not include the amount of

any such tax.

11. In all specifications, the words “or

equal” are understood after each article

giving manufacturer’s name or catalog

reference, or on any patented article. The

decision of the school district as to whether

an alternate or substitution is in fact “equal”

shall be final. If bidding on items other than

those specified, bidder must provide in

every instance the trade designation of the

article, manufacturer’s name, and detailed

specifications of item he proposes to

furnish. Otherwise, bid will be construed as

submitted on the identical item as specified.

12. Bids on equipment must be on standard

new equipment, of latest model, and in

current production, unless otherwise

specified.

13. All regularly manufactured stock

electrical items must bear the label of the

Underwriters’ Laboratories, Inc.

14. When bids are requested on a lump sum

basis, bidder must bid on each item in the

lump sum group. A bidder desiring to bid

“no charge” on an item in a group must so

indicate; otherwise, bid for the group may

be rejected.

15. All prices quoted must be “per unit” as

specified; e.g., do not quote “per case”

when “per dozen” is requested; otherwise

bid may be rejected.

16. Bidder must insert the price per unit and

the extensions against each item in his 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. In the case of

electronic filing via CD, diskette or travel

drive of a bid response form, the electronic

data will take precedence over any written

or printed material submitted with the bid

packet.

17. Prices shall be net; including

transportation and delivery charges fully

prepaid by the successful bidder to

destination indicated in the instructions to

bidders. If award is made on any other

basis, transportation charges must be

prepaid by the successful bidder and added

to the invoice as a separate item. In any

case, title shall not pass until items have

been delivered and accepted.

General Conditions - Page 1 of 5

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.