P2026-21 PRINTING SERVICES 26-27

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
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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
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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),
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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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be accepted at any time. All materials submitted with the Bids will become the property of
the School District and will not be returned.
16. The contract to be awarded as a result of this solicitation of bids shall have a term of July
1, 2026, through and including June 30, 2027.
17. Bidders shall submit their bids on the provided Bid Form(s). Bidder's prices shall include
all costs associated with supplying the product(s) and/or service(s) sought including
transportation.
18. Each bidder awarded a contract shall be responsible for complying with the current
edition of all federal, state, and local laws, rules, regulations, codes and/or ordinances
that apply to the services to be rendered and/or the product(s) to be supplied.
19. The White Plains City School District shall have the unilateral option of extending or
renewing the Contract(s) awarded as a result of this solicitation of bids for two (2)
consecutive additional periods of twelve (12) months, each upon the same terms and
conditions as are contained in these Bid Documents. The School District each year will
consider, upon request, an inflationary increase not to exceed the Consumer Price Index
for December from the New York, Northeastern New Jersey area based upon index for all
urban consumers (C.P.1-U). Said options shall be deemed to have been exercised upon
formal written notification prior to the expiration of any Contract awarded as a result of
this solicitation for bids. If the White Plains City School District exercises the option for the
first additional twelve (12) month period, the Contract as renewed shall be deemed to
include the option provision for the second additional twelve (12) month period. However,
the total duration of the awarded Contract, including any option(s) under this clause, shall
not exceed thirty-six (36) months.
20. Each bid will be received with the understanding that its acceptance, in writing, by the
School District, approved by the Board of Education, to furnish any or all of the items
described shall constitute a Contract between each accepted bidder and the School
District that incorporates all the terms and requirements of the Bid Documents (including
but not limited to the Instructions to Bidders, Bidding Procedures and Requirements,
Qualifications of Bidders and Specifications) and the accepted portion of the bidder's bid.
The Contract shall bind the accepted bidder to furnish the product(s) and/or service(s) at
the prices set forth in the accepted portion of its bid.
21. The placing in the mail of a notice of award to an accepted bidder, to the address given in
the bid, will be considered sufficient notice of award of a Contract.
22. It is mutually understood and agreed that any bidder awarded a Contract shall not assign,
transfer, convey, sublet, or otherwise dispose of the Contract or its right, title, or interest
therein, or its power to execute such Contract, or any part thereof to any person,
company, or corporation, without the prior written consent of the School District.
23. These Bid Documents (including but not limited to the Instructions to Bidders, Bidding
Procedures and Requirements, Qualifications of Bidders, and Specifications) any Addenda
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issued by the School District, and the accepted portion of the submitted bid shall form a
part of the awarded Contract(s) and the provisions thereof shall be binding upon the
School District and the accepted bidder(s). The term "Contract Documents" shall include
all of the aforesaid together with the Contract itself.
24. Each and every provision of law and clause required by law to be inserted in the Contract
shall be deemed to be inserted in it and the Contract shall be read and enforced as
though it were included herein, and if through a mistake or otherwise, any such provision
is not inserted or is not correctly inserted, then upon the application of either party, the
Contract shall forthwith be physically amended to make such insertion.
25. It is understood that the Contract in no way excludes the School District from using its
own forces, or services provided by other school districts or BOCES, or in any way limits
the School District from using other vendors in performing the same, similar, or other
services or to obtain the same, similar, or other products.
26. The bidder(s) awarded a contract through this solicitation may not engage subcontractors,
hire others to perform all or part of the resulting contract, nor otherwise delegate the
obligations of the bidder(s) awarded a contract to perform under the contract without the
express written consent of the School District.
27. To the extent the School District consents to the bidder(s) awarded a contract through this
solicitation contracting with suppliers and/or other subcontractors to fulfill its obligations
under the awarded contract, the bidder(s) awarded a contract will make commercially
reasonable good faith efforts to utilize suppliers and/or subcontractors that are certified
minority and women-owned business enterprises ("MWBEs"). The bidder(s) awarded a
contract shall retain documentation of these good faith efforts to be provided upon
request to the School District, New York State, and/or an agency or department of the
United States government. Such commercially reasonable good faith efforts shall include
but not be limited to (1) placing qualified small businesses and MWBEs on solicitations
lists and assuring they are solicited whenever they are potential suppliers or
subcontractors; (2) dividing total requirements when economically feasible into smaller
tasks or quantities to permit maximum participation by small businesses and MWBEs;
and (3) using the services and assistance of such organizations as the Small Business
Administration and the Minority Business Development agency of the U.S. Department of
Commerce when seeking suppliers or subcontractors. Documentation of good faith efforts
shall include, but not be limited to, the following: (a) copies of solicitations sent to MWBEs
and any responses thereto; (b) written explanation of the specific reasons each MWBE
that responded to such solicitations was not selected; and (c) written explanation of the
specific steps undertaken for the purpose of subcontracting with or obtaining supplies
from certified MWBEs.
28. BID PROTEST PROCEDURES
Right to Protest
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Any actual or prospective bidder whose direct economic interest would be affected by the
award of a contract or by the failure to award a contract by the School District may
submit a written protest to the Assistant Superintendent for Business in accordance with
the procedures set forth herein, except no protests will be considered challenging
emergency procurements.
Submission of Protest
a. A protesting party may submit a written protest to the Assistant Superintendent of
Business, setting forth the basis on which the protesting party challenges the
solicitation of bids or the School District's award or failure to award a contract
based upon a solicitation of bids.
b. The written protest must include the following:
i. name, address, e-mail address, fax and telephone numbers of the
protesting party or its designated agent;
ii. bid, solicitation or contract number;
iii. detailed statement of the legal and factual grounds for the protest,
including a description of the resulting prejudice to the protesting party;
iv. copies of all documents relevant to the grounds for the protest;
v. statement of the relief requested;
vi. information establishing that the protesting party is an actual or
prospective bidder whose direct economic interest would be affected by
the award of a contract or by the failure to award a contract by the School
District; and
vii. information establishing that the protest is timely filed in accordance with
these procedures.
c. Bid protests must be received by the Assistant Superintendent for Business
within ten (10) business days after the issuance of a contract award, except: any
protest concerning the terms and conditions of the solicitation (or other matters
that would be apparent to a protesting party prior to the date set in the
solicitation for the receipt of bids) must be filed on or before the date set in the
solicitation for the receipt of bids or proposals. An untimely protest will not be
considered and will be returned to the protesting party.
d. During the resolution of a pending protest, if the facts presented so warrant, the
Assistant Superintendent for Business may, at his/her discretion, suspend the
procurement, until the protest is resolved.
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e. If a contract has been awarded prior to the receipt of a protest, the Assistant
Superintendent for Business will provide a copy of the protest to the successful
bidder(s).
f. The successful bidder(s) may, but is not required to, file an answer to the protest
with the School District. Any answer by the successful bidder(s) must be filed with
the Assistant Superintendent for Business no later than ten (10) business days
after the successful bidder(s)'s receipt of the protest.
Review of Protest and Determination
g. Upon receipt of the protest, the Assistant Superintendent for Business shall
review the protest, supporting documents, and any other documents from any
other source relating to the allegations in the protest, including an answer by the
successful bidder(s), if any, and issue a written determination within forty-five
(45) business days after receipt of the protest, where feasible. The Assistant
Superintendent for Business may take any action or make any requests he or she
deems necessary in order to investigate the protest, including but not limited to
convening a hearing, conducting interviews, requesting written or oral
submissions from the protesting party or successful bidder(s) (if any), request the
submission of material samples, and extending the time to issue a decision in
order to obtain all pertinent information.
h. A copy of the written determination, stating the reason(s) upon which it is based
and the right to appeal the determination to the Board of Education shall be sent
by regular mail to the protesting party or its agent and to the successful bidder(s),
if any.
Appeals of Protest Determinations
i. The written determination rendered by the Assistant Superintendent for Business
shall be the conclusive and final determination of the protest, unless, within ten
(10) business days after receipt of the written determination, the protesting party,
or the successful bidder(s), where applicable, appeals the determination to the
Board of Education. For purposes of such an appeal, the protesting party, and
the successful bidder(s), where applicable, will be deemed to have received the
determination rendered by the Assistant Superintendent of Business no later
than four (4) business days after it is sent to the protesting party and successful
bidder(s), if any. The appeal must be in writing and received by the Board of
Education within ten (10) business days after the appealing party's receipt of the
written determination rendered by the Assistant Superintendent for Business.
j. The Board of Education will consider all information relevant to the protest, and
may, at its discretion, suspend, modify, or cancel the disputed procurement
action prior to issuance of a formal decision on the appeal.
k. No evidence or information may be introduced or relied upon in the appeal that
has not been presented to the Assistant Superintendent for Business. The Board
of Education shall review the appeal and supportive documents and issue a
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written decision within fifteen (15) business days of receipt of the appeal, if
feasible. The Board of Education may take any action or make any requests he or
she deems necessary including extending the time to issue a written decision on
the appeal.
l. A copy of the written decision rendered by the Superintendent of Schools on the
appeal stating the reason(s) upon which it is based shall be sent by regular mail
to the appealing party or its designated agent and to the successful bidder(s), if
any and if not the appealing party.
m. The decision of the Board of Education shall be the School District's conclusive
and final determination of the protest.
29. IRAN DIVESTMENT ACT
By submitting a bid in response to this solicitation or by assuming the responsibility of a
Contract awarded hereunder, the bidder certifies that it is not on the "Entities
Determined To Be Non-Responsive Bidders/Offerers 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 for any awarded Contract any subcontractor that is identified on the Prohibited
Entities List. Additionally, each bidder is advised that should it seek to renew or extend a
Contract awarded in response to this solicitation, it must provide the same certification
at the time the awarded Contract is renewed or extended.
During the term of the awarded Contract, should White Plains City School District receive
information that the bidder is in violation of the above-referenced certifications, White
Plains City School District will review such information and offer the bidder an
opportunity to respond. If the bidder fails to demonstrate that it has ceased its
engagement in the investment activity which is in violation of the Act within 90 days after
the determination of such violation, then White Plains City School District shall take such
action as may be appropriate and provided for by law or contract, including, but not
limited to, seeking compliance, recovering damages, or declaring the bidder(s) awarded
a Contract in default.
White Plains City School District 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 or a renewal or
extension of a Contract and appears on the Prohibited Entities list after such award.
The attached Iran Divestment Act of 2012 Certification Form must be signed, notarized,
and returned by each bidder with its bid.
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