The City of Rochester is seeking bids for the printing and mailing of At Your Service brochures, including residential and commercial versions. The contract is a one-time purchase. Bids are due August 12, 2026. A mandatory meeting with the graphic designer is required prior to award. Samples may be requested. Delivery to the Henrietta, NY post office is required by October 2, 2026. The award will be based on the lowest best value offer, with a 5% price advantage for MWBE businesses.
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.