Project Information

Bid Title

Albany High Graduation Garments & Diploma Covers

Issuing Agency

City School District of Albany

Location

New York

Published Date

Nov 15, 2025

Closing Date

Dec 8, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

BID/RFP	DEADLINE
Albany High Graduation Garments & Diploma Covers	Dec. 8, 2025 @ 2 p.m.

Attachment Preview

Request for Bid

RFB #26-122 Albany High School Graduation Garments and

Diploma Covers

City School District of Albany

Purchasing Office

1 Academy Park

Albany, NY 12207

Phone: (518) 475-6050

SUBMISSIONS DUE BY: December 8th, 2025 at 2:00PM

TABLE OF CONTENTS

SECTION I

SECTION II

SECTION III

SECTION IV

SECTION V

SECTION VI

SECTION VII

General Information/Conditions

General Requirements

Terms and Conditions

Information to Bidders

General Conditions

Bid Format & Instructions

Bid Submittal

ATTACHMENTS:

(Complete attachments where applicable and return with

proposal)

A) Insurance Requirements

B) Non-Collusion Affidavit

C) Anti-Discrimination Clause

D) Sweat Free School Statement

E) Iran Divestment Certification

F) Quote Sheet

CITY SCHOOL DISTRICT OF ALBANY

Legal Notice

RFB #26-122 Albany High School Graduation Garments and Diploma Covers

The City School District of Albany, hereinafter known as the District, will receive bids at the Central

Administration Offices, Purchasing Department, 1 Academy Park, Albany, New York, 12207 until 2:00

PM on December 8th, 2025. The envelopes containing the bids must be sealed, and addressed to:

Purchasing Agent

City School District of Albany

1 Academy Park

Albany, NY 12207

Envelopes containing the bids should be clearly marked “RFB # 26-122 Albany High School Graduation

Garments and Diploma Covers”.

The District has the right to accept or reject any and all bids or parts thereof as it deems to be in its best

interest.

Bid packet can be obtained by contacting the Purchasing Office @ (518) 475-6050, or by email

jmonroe@albany.k12.ny.us.

The City School District of Albany is an affirmative Action, Equal Opportunity Enterprise.

In accordance with the provisions of Section 103 of the General Municipal Law,

an advertisement has been published in the local newspaper.

SECTION I - GENERAL INFORMATION/CONDITIONS

Summary Statement:

The purpose of this Request for Bid (RFB) is to procure contractor(s) to provide graduation

garments and diploma covers for The City School District of Albany (District). The intent of this

RFB is to award a contract(s) to the lowest responsible and responsive bidder for each item

whose bid meets the requirements of the RFB. Bidders shall make all investigations necessary

to thoroughly inform themselves about the District. No plea of ignorance by the bidder of

conditions that exist or that may hereafter exist as a result of failure or omission on the part of

the bidder to make the necessary examinations and investigations, or failure to fulfill in every

detail the requirements of the RFB, will be accepted as a basis for varying the requirements of

the District or the compensation to the vendor.

General Information:

The City School District of Albany operates twelve elementary schools, three middle school

buildings, and one high school facility with extended programs in two additional buildings. The

student population is approximately 9,000 with a total staff of approximately 1,700. In addition to

neighborhood schools, the District includes several magnet schools and programs, as well as

other innovative academic opportunities for students.

SECTION II - GENERAL REQUIREMENTS

Instructions to Bidders:

The contract will be awarded in accordance with the Sealed Bid procurement method. The

submission of a bid will indicate that the bidder (1) has read the instructions, (2) will abide by the

terms and conditions governing this Request for Bid, and (3) understands the requirements for

delivery of the services specified.

General Instructions:

Vendor must submit all required forms with their bid. A completed bid packet must be

submitted. Minimum orders will not be accepted; you must fill orders as indicated no matter

the cost. We will not recalculate orders or adjust the ship to address. Should you indicate a

minimum order amount, then your entire bid shall be disqualified.

Each bid is considered a binding contract. Bidders cannot change prices after they have been

awarded a contract. When a bid contract is awarded, the successful bidder must provide all of

the items that they were awarded. In the event that a bidder fails to provide said awarded items

or seeks to change prices after the bid contract, the district may consider the bid null and void,

may seek damages against the bidder if a higher price is paid whereas the low bidder will pay

the difference between what they bid and what the District actually has to pay the next

responsible bidder, and/or will consider the bidder not responsible in future bid situations.

Bidders are responsible for checking all bids/bid pricing before they are submitted. Should any

item become discontinued an alternate of equal or greater value must be given. Approval must

be given prior to shipment.

SECTION III - TERMS AND CONDITIONS

1. The issuance of this RFB request constitutes only an invitation to submit a response to

the District.

2. No officer of the school district or member of the Board of Education shall have interest in

this bid.

3. This Bid request does not commit the District either to award a contract or to pay any costs

incurred in the preparation of a submission. Bidders shall bear all costs associated with

submission preparation, submission and attendance at presentation interviews, or any

other activity associated with this bid request or otherwise.

4. All bids and accompanying documentation become the property of the City School

District of Albany. The District shall not divulge any information presented to anyone

outside the District, unless required by law, without the written approval of the individual

or firm. The District reserves the right to use the information and any ideas presented in

any submission in response to this RFB request, whether or not the submission is

accepted. Submitted bids may be reviewed and evaluated by any person or outside

consultant retained by the District, other than one associated with a competing applicant,

as designated by the District. If a bidder believes that any information in its bid

constitutes a trade secret and wishes such information not be disclosed if requested by a

member of the public pursuant to the State Freedom of Information Law, Article 6 of the

Public Officers Law, the bidder shall submit with its bid a letter specifically identifying the

page number, line or other appropriate designation, that information which it deems to

constitute a trade secret and explain in detail why such information is a trade secret.

Failure by a bidder to submit such a letter with its bid identifying trade secrets shall

constitute a waiver by the applicant of any rights it may have under Section 89

(Subdivision 5) of the Public Officers Law relating to protection of trade secrets.

5. If applicable it is incumbent upon the contractor(s) to pay the prevailing rate of wages as

established by the NYS Department of Labor.

6. Prevailing Wage Rate as part of the requirements of Article 9 (sections 230-239) of the

NYS Labor Law, requires Public Work Contractors and Subcontractors to pay laborers,

workers or mechanics employed in the performance of a Public Works contract not less

than the prevailing rate of wages and to provide supplements (fringe benefits) in

accordance with prevailing practices in the locality where the work is performed. Any

Federal or State determination of a violation of any Public Works law or regulation, or

Labor Law, or any OSHA violation deemed “seniors or willful” may be grounds for a

determination of vendor non-responsibly and rejection of bid.

7. If applicable the Contractor must provide a copy of payroll records, when requested,

showing prevailing wages paid to each employee for any School District project.

8. The District neither makes nor assumes any contractual obligation by issuing this RFB

request, receiving and evaluating responses, or making preliminary bidder selections.

Providing a response as provided herein shall neither obligate nor entitle a bidder to

enter into a contract with the District.

9. The District reserves the right to determine in its sole and absolute discretion whether any

aspect of the bidder’s submission satisfactorily meets the criteria established in this RFB

request, the right to seek clarification from any Bidder(s), and the right to cancel and/or

amend, in part or entirely, the RFB request, at any time prior to a written contract.

10. It is understood that any submission received and evaluated by the City School District of

Albany will be used as the basis for the cost and terms of a contract between the District

and the particular bidder. In submitting a response, it is understood by the bidder that the

District reserves the right to accept any submission, to reject any and/or all submissions

and to waive any irregularities or informalities that the District deems is in its best interest.

11. The District is not obligated to respond to any submission nor is it legally bound in any

manner whatsoever by the submission of a response.

12. Each response shall be reviewed for completeness and for the technical and

administrative requirements of the RFB request. The District has the option of requesting

the bidder to submit missing information or provide clarification of those issues deemed

incomplete or disqualifying the bid. A bid may be disqualified for lack of response to such

a request.

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