Mailing List 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.

The deadline to submit responses is August 13, 2026, at 2:00 PM. Mail drop dates are approximate, with January and March mailings planned.

Payment for all work excluding postage will be made upon project completion. Vendors must bill the county for actual items used, with itemized reporting required.

Vendors must provide a proposed printing and mailing schedule, meet USPS full-service mailing requirements, and have a USPS certified mail design professional on staff. Insurance requirements include workers compensation, general liability, and automobile liability.

Any errors in QR code functionality or printing, or in the content, delivery, formatting, or functionality of email/SMS reminders, shall require reprinting or correction at no additional cost to the county.

Sample data will be received by the vendor in November, and sample proofs are due to the county no later than November 16, 2026.

Falsestatements made in the affidavit of work authorization are subject to penalties. Failure to comply with all mandatory requirements may result in disqualification.

Vendor shall print and deliver to the United States post office all mailers within seven 7 business days of receipt of the county's written approval of the screen proof.

Payment shall be made in accordance with the payment compensation provisions of the contract template. The county offers Electronic Funds Transfer (EFT) via ACH or check. Standard county contracts are typically 30 days for public improvement projects and 60 days for all other contracts.

A contract award, if any, will be made to the lowest responsive and responsible bidder, which will be determined by the lump sum unit price per mailer provided on the bid form plus the lump sum unit price for postage per mailer provided on the bid form.

Bidders must be properly registered to do business in the state of New York and furnish applicable certificates of authority/incorporation/partnership/dba, etc. with their bid.

If a mailer is not printed as approved by the county, vendor shall reprint the mailer at its own cost and expense.

A pre-bid conference and site visit will be held. Attendance is strongly recommended.

Failure to submit insurance documents may result in disqualification of the bidder as nonresponsible and/or the county's retention of bid security. Failure to reach agreement on contract terms and conditions may result in rejection of a bid, rescission of an award and/or retention of bid security by the county.