Mailing Services Government Bids & RFPs

The At Your Service brochure mailer must be delivered to the Henrietta, NY post office for mailing no later than Friday, October 2, 2026. This date is firm.

Prompt payment discounts allowing less than thirty (30) days for discount to apply shall not be considered as a cost factor in the evaluation of bids. In connection with any prompt payment discount offered, time will be computed from the date of receipt of correct invoice or receipt and acceptance of shipment, whichever is later.

The contractor shall unconditionally guarantee the materials and workmanship of all products furnished and/or services provided for a period of at least one (1) year from date of acceptance of the products delivered, installed and accepted by the City.

The City intends to award a contract to the responsive and responsible bidder whose bid is the lowest best value offer to the City on the basis of the total bid price. MWBE bidders shall receive a five percent (5%) price advantage.

The City reserves the right to reject any bidder who fails to demonstrate sufficient facilities, equipment on site and experience to perform the services as specified herein. Bidders must meet with the graphic designer prior to contract award.

Failure of the contractor to deliver within the time stipulated in the bid and on the proposal, unless extended in writing by the Director of Purchasing, shall be deemed to be a default of contract. The defaulting contractor or the surety shall be liable to the City for costs to the City in excess of the defaulted contract prices.

Prior to contract award, the low bidder must meet with the graphic designer at City Hall. The meeting will determine if the contractor is capable of carrying out the functions, requirements and terms specified to produce a quality job on the time line agreed upon. Onsite press approvals may be requested.

Samples requirement: upon request. In addition to delivery locations, 50 samples of each brochure must be delivered to the graphic designer at City Hall Communications, Room 202A, Rochester, NY ****.

The City reserves the right to reject any bid of a bidder who has previously failed to perform properly or complete on time contracts of a similar nature, or a bid of a bidder where investigation shows the bidder is not in a position to perform the contract.

Bids must be received no later than 2:00 PM on August 18, 2026. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. Delay in mail delivery is not an exception to the receipt of a bid.

Payment shall be processed upon submission of a written invoice in a form satisfactory to the county of Dutchess. Payment shall be processed upon submission of a written invoice in a form satisfactory to the county of Dutchess.

The award of the contract will be made to the lowest priced responsible bidder which has complied with the specifications. The award of the contract will be made to the lowest priced responsible bidder which has complied with the specifications.

Bidders must have a minimum of three years of experience providing services of similar size and scope and provide documentation verifying this. If bidding on Lot 1, demonstrate capability for all printing and finishing categories. If bidding on Lot 2, possess an active USPS mailing permit and be registered as a mail service provider.

Samples may be requested by the county for the purpose of product evaluation. Samples may be requested by the county for the purpose of product evaluation.

Any protest to the division of central services consideration of any bid must be submitted in writing and received by the director of central services no later than five calendar days after the bid award. Any protest to the division of central services consideration of any bid must be submitted in writing and received by the director of central services no later than five 5 calendar days after the bid award.

Failure to indicate required information on the outside of the sealed bid and mailing envelope may result in rejection. Bids submitted in pencil will be rejected. Bids with corrections not initialed and dated will be rejected. Failure to provide all required documentation may deem the bidder nonresponsive.