This is a public tender from the Williamsville Central School District for printing services. The tender is divided into three jobs: Job A for Community Newsletters, Job B for Summer School Newsletters, and Job C for Community Education Booklets. Bidders must adhere to detailed specifications regarding copy format, quality, schedule, paper type, ink, binding, and delivery. Mail preparation services are also required, including labeling, sorting, and delivery to the post office according to USPS third-class bulk mailing specifications. The contract term is from July 1, 2026, to June 30, 2027. Bidders are required to provide pricing for various page counts and quantities, as well as options for full-color printing. Delivery locations are varied across multiple school sites and the district office. Samples may be requested and must be provided within 5 days at no cost.
The delivery schedule for completed print jobs is five working days from the time of delivery of copy to the printer for newsletters, and approximately six working days from receipt of copy for community education booklets. Specific delivery dates for newsletters are tentatively September-October and April, with a possible third for June. For community education booklets, anticipated dates for copy pickup are August 15 for Fall 2026, December 15 for Winter/Spring 2027, and early March for Summer 2027. The school district will indicate specific delivery locations on purchase orders after awards.
The bid notice states that payment will be made only after correct presentation of claim forms obtained from the ordering school district. Payment for the used portion of an inferior delivery will be made on an adjusted price basis. The successful bidder guarantees against defective material or workmanship and will repair or replace any damages occasioned in transit. The school district will note for the benefit of the successful bidder when packages are not received in good condition.
The successful bidder guarantees their products against defective material or workmanship and to repair or replace any damages or maiming occasioned in transit. They also guarantee adequate protection from damage for all work and to prepare damages of any kind for which they or their workmen are responsible. All deliveries will be equal to the accepted bid sample.
The board of education reserves the right to award the bid to on either an item-by-item basis, grouped by like items, or in total by supplier, whichever results in the lowest overall cost to the district after factoring in the administrative costs to the district. The award will be made to the lowest responsible bidders on the specifications. The district reserves the right to not make an award on any particular item where pricing offered is not advantageous to the district.
Bidders must be aware that all goods and/or services must be fully up to the standards set up by the specifications. If discovered at any time from the date of the contract that such goods or services are not up to standard, the board of education shall have the right to have such goods and/or services replaced by others conforming to standard requirements at the sole expense of the bidder. Bidders are also required to disclose any family or other close personal relationships with district administrators or board members.
If the successful bidder fails to deliver within the time specified, or within a reasonable time as interpreted by the school district, or fails to make a replacement of rejected articles when requested, the school district may purchase from other sources to take the place of the item rejected or not purchased from other sources against rejections on any contract when necessary. The school district may purchase from other sources to take the place of the item rejected or not purchased from other sources against rejections on any contract when necessary. The school district may purchase from other sources to take the place of the item rejected or not purchased from other sources against rejections on any contract when necessary. The school district may purchase from other sources to take the place of the item rejected or not purchased from other sources against rejections on any contract when necessary.
The bid notice does not explicitly mention a mandatory site visit. However, it states that bidders shall acquaint themselves with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the location required.
The district reserves the right to request a representative sample of any product offered by any bidder. Samples must be provided at no cost to the district within five 5 days of request. For alternate supply items, samples must be submitted with the bid when practicable. Manufacturer specification sheets must be submitted for alternates on equipment.
The bid notice does not explicitly state a deadline for challenging bids. However, it mentions that no interpretation of the meaning of the specifications or other contract document will be made to any bidder orally, and every request for such interpretation should be in writing, addressed to the school district, no later than five 5 days prior to the date fixed for the opening of bids.
