Project Information

Bid Title

P2026-21 PRINTING SERVICES 26-27

Issuing Agency

White Plains Public Schools

Location

New York

Published Date

Mar 19, 2026

Closing Date

Apr 9, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

P2026-21 PRINTING SERVICES 26-27

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WHITE PLAINS CITY SCHOOL DISTRICT

5 HOMESIDE LANE

WHITE PLAINS, NEW YORK 10605

BID #P2026-21 PRINTING SERVICES 26-27

PRICING REQUEST

Notice to Bidders...................................................................................................................... Page 2

Instructions to Bidders........................................................................................................ Pages 3-4

Bidding Procedures and Requirements...........................................................................Pages 4-10

Qualifications of Bidders ..................................................................................................... Pages 11

Interpretation of Bidding Documents ................................................................................... Page 12

Contract Award ..................................................................................................................... Pages 12

Equal Employment ................................................................................................................. Page 13

Specifications ................................................................................................................. Pages 16-21

Appendix “A” – Insurance.................................................................................................... Pages 22

Bidders Checklist ................................................................................................................... Page 24

Company Information Sheet..................................................................................................Page 25

Bid Form/Proposal ......................................................................................................... Pages 26-41

Form of Disclosure ................................................................................................................. Page 42

Non-Collusive Form .............................................................................................................. Pages 43

Hold Harmless Agreement ....................................................................................................Page 45

Iran Divestment Act Certification ..........................................................................................Page 46

Sexual Harassment Policy & Training Certification ……………………………………………………. Page 47

Bidder Not on U.S. Government’s SAM’s Exclusion List Certification Form ......................Page 48

References ............................................................................................................................. Page 49

Non-Bidders Response ..........................................................................................................Page 50

School Locations and Map .................................................................................................. Pages 51

1

BOARD OF EDUCATION

WHITE PLAINS CITY SCHOOL DISTRICT

5 HOMESIDE LANE, WHITE PLAINS, NEW YORK 10605

WESTCHESTER COUNTY

NOTICE TO BIDDERS

The Board of Education of the White Plains City School District, White Plains, New York, popularly known as

White Plains School District, in accordance with Section 103 of Article 5-A of the General Municipal Law,

hereby invites the submission of sealed bids from reputable and qualified suppliers/vendors of Printing

Services for the following contract to be awarded by the White Plains School District ("School District”):

Bid #P2026-21 PRINTING SERVICES 26-27

April 9, 2026 – 1:00 PM

Bids for Bid #P2026-21 PRINTING SERVICES 2026-2027 for the term of July 1, 2026, through and including

June 30, 2027, will be received until the above stated hour of prevailing time and date at the Business Office,

5 Homeside Lane, White Plains, New York, at which time and place all bids will be publicly opened. The Board

of Education reserves the right to change the date and time of the bid submissions and opening by Addendum.

If the Business Office is closed due to inclement weather or other emergency on the date and at the time

designated for opening of bids in this Notice or in an Addendum, bids will be opened at the same designated

time on the next business day on which the Business Office is open.

The Bid Documents, including but not limited to Instructions to Bidders, Bidding Procedures and Requirements,

Qualifications of Bidders, Specifications and bid forms may be obtained by going online at

https://www.whiteplainspublicschools.org/Page/19996 or http://www.bidnetdirect.com.

Only those vendors who obtain bidding documents from https://whiteplainspublicschools.org/Page/19996 or

http://www.bidnetdirect.com are guaranteed to receive accurate bid documents and addendum information, if

any addendum is issued.

If you obtained documents from a source other than

https://whiteplainspublicschools.org/Page/19996 or http://www.bidnetdirect.com, the School District will not

guarantee the integrity of the documents.

Bids must be presented on the forms provided in the Bid Documents in the manner designated therein and as

required by the Instructions to Bidders, Bidding Procedures and Requirements, Qualifications of Bidders, and

Specifications. All bids must be enclosed in sealed, opaque envelopes, which are clearly marked on the

outside: Bid #P2026-21 PRINTING SERVICES 2026-2027. Bids shall remain firm for a period of forty-five (45)

days following the date of the bid opening.

The Board of Education reserves the right to waive what it deems to be informalities relating to a specific bid,

to waive what it deems to be informalities relating to the bidding process, to waive what it deems to be

technical defects, irregularities and omissions relating to a specific bid, to request additional information from

any bidder, to re-advertise and invite new bids, to reject any or all bids, to accept the whole or part of any bid or

to accept parts of bids from more than one bidder which, in the Board of Education’s judgment, is in the best

interest of the School District.

The Board of Education reserves the right to consider experience, service, and reputation in supplying the

products and/or services sought as well as the financial responsibility and specific qualifications, as set out in

the Bid Documents, of the bidders when evaluating the bids received and determining whether to award the

contract(s).

BOARD OF EDUCATION

WHITE PLAINS CITY SCHOOL DISTRICT

District Office 5 Homeside Lane, White Plains, New York 10605

By: Toni Russo, Purchasing Agent

2

INSTRUCTIONS TO BIDDERS

1. Carefully inspect all general and special provisions of the Bid Documents.

2. Complete all forms. Be sure to sign in all required places. It is the bidder’s responsibility

to copy all documents that are to be returned with the bid (see Bidder’s Checklist – page

24).

3. All materials submitted to the School District pursuant to this bid shall become the

property of the School District and will not be returned to the bidder. The bidder is

responsible for making its own copies of any or all parts of the Bid Documents for its

files. After a contract is awarded or one or more bids are rejected, bids may be made

available upon request pursuant to the Freedom of Information Law (“FOIL”) for public

inspection, except to the extent that certain personally identifiable information may be

redacted as an invasion of personal privacy or certain other information may be redacted

if the bidder has designated it and the School District concurs that such information

constitutes a trade secret or other proprietary information or data. If a bidder believes

that a portion of its bid contains trade secrets or other proprietary data that should

remain confidential and not be disclosed, a statement advising the School District of this

fact shall accompany the bid and the information is to be identified wherever it appears.

Identifying an entire bid as proprietary is unacceptable and will result in no part of the bid

being treated as containing a trade secret or other proprietary information or data.

4. Bids must be presented in a sealed, opaque envelope(s) addressed as follows:

Board of Education

White Plains City School District

5 Homeside Lane

White Plains, New York 10605

Attn: Toni Russo, Purchasing Agent

Bid #P2026-21 PRINTING SERVICES 2026-2027

5. Bids shall remain open for a period of forty-five (45) days following the date of the bid

opening.

6. Bids will be received until 1:00 p.m. on Thursday, April 9, 2026, by the Purchasing Agent

of the White Plains City School District, 5 Homeside Lane, White Plains, New York, unless

such date and/or time is modified by an Addendum. All bids will be publicly opened at

the above-stated time, or the latest time and date stated in an Addendum to the Bid

Documents at the School District’s Business Office located at 5 Homeside Lane, White

Plains, New York. If the Business Office is closed due to inclement weather or other

emergency on the date and at the time last designated for opening of bids in the Notice

to Bidders or in an Addendum to the Bid Documents, the bids will be opened at the same

time on the next business day on which the Business Office is open.

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7. This bid solicitation does not commit the School District to award a contract, pay any cost

incurred in the preparation of a bid, or to contract for the products and/or services

sought. The White Plains City School District will not reimburse bidders for any expenses

incurred in preparing or clarifying submitted bids.

8. The bidder to whom a contract is awarded must comply with all New York State Labor

Laws.

BIDDING PROCEDURE AND REQUIREMENTS

1. The date and time of bid opening will be given in the Notice to Bidders, which may be

modified in an Addendum to the Bid Documents.

2. All bids must be submitted on and in accordance with the forms included in the Bid

Documents. See Checklist on page 24.

3. Where so indicated by the makeup of the Bid Form(s), sums shall be expressed in both

words and figures, and in case of discrepancy between the two, the amount written in

words will govern.

4. A bidder shall not make any stipulations on the Bid Form(s) or qualify its Bid in any

manner. No bid will be considered which purports to qualify, limit, amend or omit any

requirement of the Bidding Documents.

5. A bid shall include the legal name of the bidder(s) and a statement indicating whether the

bidder(s) is a sole proprietor, a partnership, a corporation, or any other legal entity, and

shall be signed by the person or persons legally authorized to bind the bidder(s) to a

contract. A bid by a corporation shall also give the State of Incorporation and have the

corporate seal affixed on the signature pages of each Bid Form. A bid submitted by an

agent shall have a current Power of Attorney attached certifying the agent’s authority to

bind the bidder.

6. Bidders will provide, along with the completed Bid Form(s), evidence demonstrating an

ability to provide the requested products and/or services, including, if applicable, a list of

any and all school districts of a similar size which the bidder(s) has supplied or served

during the past five (5) years and a summary of their experience over at least five (5)

years of successful completion of the provision of products and/or services requested in

compliance with the applicable laws, rules and regulations of the State of New York.

7. Bidders must include a reference list, setting out the names of all school districts supplied

or served by it with comparable products and/or services, and shall further set out the

name and telephone number of each business official or other school district

liaison/individual with knowledge of the comparable products and/or services provided by

the bidder(s).

8. All information required in the Notice to Bidders, Instructions to Bidders, Bidding

Procedures and Requirements, Qualifications of Bidders, Specifications and Bid Form(s),

4

in connection with each item against which a bid is submitted, must be provided to

constitute a regular bid.

9. No alteration, erasure, or addition is to be made to the typewritten or printed matter. Any

deviations from the Instructions to Bidders, Bidding Procedures and Requirements,

Qualifications of Bidders, or Specifications will constitute sufficient grounds for rejection

of a bid.

10. Prices and information required, except signature of bidder, should be typewritten for

legibility. Illegible or vague bids may be rejected. All signatures must be written by hand

in ink and the full name of the person who provided the signature shall be legibly printed

below the signature. Facsimile, printed, or typewritten signatures are not acceptable.

Initials, stamps, photocopies or other copies, or company names may not be used in lieu

of any required signature.

11. No charge will be allowed for federal, state, or municipal sales and excise taxes since the

School District is exempt from such tax.

12. All bids received after the time stated in the Notice to Bidders, as modified if at all in an

Addendum to the Bid Documents, will not be considered and will be returned to the

bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail

by employees of the School District. 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.

13. THE BOARD OF EDUCATION RESERVES THE RIGHT TO WAIVE WHAT IT DEEMS TO BE

BIDDING OR SPECIFICATION INFORMALITIES RELATING TO A SPECIFIC BID, TO WAIVE

WHAT IT DEEMS TO BE INFORMALITIES RELATING TO THE BIDDING PROCESS, TO WAIVE

WHAT IT DEEMS TO BE TECHNICAL DEFECTS, IRREGULARITIES AND OMISSIONS

RELATING TO A SPECIFIC BID, TO REQUEST ADDITIONAL INFORMATION FROM ANY

BIDDER, TO REJECT ANY AND ALL BIDS, TO RE-ADVERTISE AND INVITE NEW BIDS, OR TO

ACCEPT THE WHOLE OR A PART OF A BID, OR TO ACCEPT PARTS OF BIDS FROM MORE

THAN ONE BIDDER AS IN THE BOARD’S JUDGMENT, IS IN THE BEST INTEREST OF THE

SCHOOL DISTRICT.

14. The submission of a bid will be construed to mean that the bidder is fully informed as to

the extent and character of the services, products, supplies, materials, or equipment

required and a representation that the bidder can furnish the services, products, supplies,

materials, or equipment satisfactorily in complete compliance with these Bid Documents,

including but not limited to the Bid Form(s) and Specifications.

15. All bids must be sealed. They must be submitted either in plain opaque envelopes or

other packaging. All bids must be addressed to the Board of Education, White Plains City

School District, Attention: Toni Russo, Purchasing Agent. Bid envelopes must be clearly

marked Bid #P2026-21 PRINTING SERVICES 2026-2027. Also, the date and time of the

bid opening must appear on the envelope. Telephone quotations or amendments will not

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Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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