Albany Police Department Print and Mail Services

CITY OF ALBANY
REQUEST FOR BIDS:
ALBANY POLICE DEPARTMENT
PRINT & MAIL SERVICES
HON. DR. DORCEY L. APPLYRS, MAYOR
BRENDAN COX, CHIEF OF POLICE
City Hall Room 202
24 Eagle Street
Albany, NY 12207

NOTICE TO PROSPECTIVE BIDDERS
This sheet is to be filled out in connection with the bid specification for Print & Mail Services.
The specification is comprised of 6 sections.
1. Notice to Bidders
2. Bid Proposal and Bid Form
3. Non-Collusion Affidavit
4. Standard Conditions
5. Technical Specifications
6. Minority Participation | Living Wage
I, , have received a complete specification
(Company or Firm)
according to the above information.
Signature
Official Title
Address
City, State, Zip Code
This sheet must be submitted with your bid.

NOTICE TO PROSPECTIVE BIDDERS
The City of Albany, NY is soliciting sealed bids for the goods and services described in these
specifications.
GENERAL DESCRIPTION: Print & Mail Services
ADVERTISEMENT DATE: July 7, 2026
BID SUBMISSION DEADLINE: July 21, 2026; 12:00 Noon
BID OPENING: July 21, 2026; 1:30 pm
SUBMIT SEALED BIDS TO: Board of Contract and Supply
Room 202, City Hall
Albany, New York 12207
The face of the envelope must contain the name of the bidder
with return address and the contract title.
BID DOCUMENTS: May be examined at Room 202, City Hall, 8:30 - 5 pm.
BID DEPOSIT: A Bid Deposit IS NOT required.
MINORITY PARTICIPATION: A Minority Participation plan or Minority Participation Waiver
must be a part of each submission.
BOND REQUIREMENT: A performance bond is NOT required.
PREVAILING WAGE RATE The successful bidder must comply with Sections 220-
AND LIVING WAGE RATE: 223 of the New York State Labor Law and/or section 42-161 of
the Code of the City of Albany pertaining to the Albany Living
Wage Ordinance.
FOR MORE INFORMATION: Shaniqua Jackson, Secretary
Board of Contract and Supply
Phone: (518) 434-5090

Pursuant to the provisions of Section 103 of General Municipal Law, sealed proposals will be
received by the City of Albany at the aforesaid address for furnishing the Item(s) listed in this
proposal. When submitting a bid, you must:
1. Prepare your bid on this form using black ink or typewriter. Write the name of your
company on each page of the bid, in the space provided.
2. If your bid deviates from the specifications, please explain such deviations or
qualifications in full. Attach a separate sheet setting forth such explanation if necessary.
The City reserves the right to determine if a bid is unresponsive. The city will not make
any determinations of item equivalency prior to the bid submission date.
3. Sign the bid. By signing, you indicate full knowledge and acceptance of the General
Specification and other requirements of the Bid Proposal. The bid must be completed in
the name of the bidder, corporate or other, and must be fully and properly executed by an
authorized person. Bids shall remain valid for 45 days from the date of the bid opening.
4. Record the required information on the envelope containing the sealed bid.
5. Mail the bid promptly in order for it to be received before the time of the
bid opening. Late bids will be rejected. If you wish to remain on the
City's bidder's list, it is important that you answer this proposal. Failure to
respond to three successive proposals may result in your name being
removed from the mailing list for this commodity group. It is also
requested that you indicate your reason for not bidding.
SEALED BIDS WILL BE RECEIVED BY THE CITY OF ALBANY UNTIL 90
MINUTES PRIOR TO THE TIME DESIGNATED FOR THE OPENING OF BIDS.
PLEASE ATTACH PROPER POSTAGE.
6. Each Bidder should visit the site of the proposed work and fully acquaint himself with the
existing conditions, there relating to construction and labor, and should fully inform
himself as to the facilities involved, the difficulties and restrictions attending the
performance of the Contract. Bidder should thoroughly examine and familiarize himself
with the equipment, Technical Specifications, and Contract Documents. Contractor, by
execution of Contract, shall in no way be relieved of any obligation under it, due to
failure to receive or examine any form or legal instrument or to visit Site and acquaint
himself with conditions there existing. City of Albany will be justified in rejecting any
claim based on facts regarding which Contractor should have been on notice as a result
thereof.
7. Award to contract will be made only to the lowest responsible bidder, whose proposal
shall comply with all the provisions required to make it normal.

8. The City of Albany reserves the right to reject any or all proposals, and may advertise for
new proposals, if in its opinion the best interests of the City of Albany will thereby be
promoted. The bidder must be prepared if requested by the City of Albany to present
evidence of experience, ability and financial standing, as well as a statement as to plant
and machinery.
9. For materials and supplies separately sold to the City of Albany for incorporation into
work under this Contract, the City of Albany is exempt from all sales tax and
compensating use tax of the State of New York. The purchase by the Contractor or by
subcontractors of materials for incorporation into the work under this Contract will be a
purchase or procurement for resale to the City of Albany and therefore not subject to the
aforementioned sales compensating use tax. All bids prices by the Contractor as well as
all subcontract agreements made by the Contractor shall separate the costs of materials
from all other costs involved in the incorporation of such materials into the work under
this Contract.
10. The Contractor shall, upon request by the City of Albany, furnish a bill of sale or other
instrument indicating the quantities and types of materials purchased directly by the
Contractor or subcontractors for incorporation into the work under this Contract. Upon
delivery of all materials to the site, the Contractor shall mark or otherwise identify all
materials to be incorporated into the work under this Contract. Only those materials so
identified will be under this Contract. Only those materials so identified will be exempt
from sales or compensating use tax under this specification.
11. This exemption does not apply to machinery, equipment, tools or other items purchased,
leased, rented or otherwise acquired for use of the Contractor, even though said
equipment is used either entirely or in part on this Contract. This exemption shall apply
only to materials fully incorporated into the work under this Contract as accepted and
approved by the City.

LEGAL NOTICE
CITY OF ALBANY
BOARD OF CONTRACT AND SUPPLY
DATED: July 7, 2026
GENERAL DESCRIPTION: Print & Mail Services
CONTRACT PERIOD: August 4, 2026, through December 31, 2026
BID OPENING DATE: July 21, 2026
LOCATION: City Hall, Room 103
TIME: 1:30 pm
INQUIRE WITH: City Clerk's Office
City Hall - Room 202
Albany, New York 12207
BIDDERS NAME:____________________________________________________
EMPLOYER'S FEDERAL IDENTIFICATION NUMBER:
ADDRESS:
Street
City
County
State
Zip Code
% Cash Discount for payment within 15 days of delivery or receipt of voucher.
% Cash Discount for payment within 30 days of delivery or receipt of voucher.
Cash Discounts will not be considered in determining the low bidder but will be considered in awarding
the bids. Cash Discounts of less than 1% will not be considered.
Does any state officer or any officer or employee of the City of Albany or County of Albany have any
affiliation or interest in this bid proposal? If so, set forth the name, address, nature and extent of the
affiliation or interest of an officer/employee.
We are not submitting a bid .
We request removal of our name from the mailing list for this commodity group .
Bidders Signature
Official Title
Printed or Typed Copy of Signature
Telephone Number

BID SHEET
The undersigned Bidder, having familiarized himself/herself with the specification and the Bid
documents as prepared by the City of Albany Police Department, and on file in the Office of the Board of
Contract and Supply of the City of Albany, New York, hereby proposes to provide the services and
materials in accordance with the Bid Documents, and Technical specifications
VENDOR NAME: ____________________________________________________
List price next to each item for amount indicated:
Flyer Printing (8.5x11): B&W ______________ Full Color (PER 1,000)
Flyer Printing (8.5x14): B&W ______________ Full Color (PER 1,000)
Flyer Printing (11x17): B&W ______________ Full Color (PER 1,000)
Tri-Fold Brochures (8.5x11): B&W ______________ Full Color (PER 500)
Tri-Fold Brochures (8.5x14): B&W ______________ Full Color (PER 500)
Tri-Fold Brochures (11x17): B&W ______________ Full Color (PER 500)
100 page padded forms (8.5x11): B&W ______________ Full Color (PER PAD)
100 page padded forms (8.5x14): B&W ______________ Full Color (PER PAD)
100 page padded forms (11x17): B&W ______________ Full Color (PER PAD)
2 part NCR forms (8.5x11): B&W ______________ Full Color (PER 500)
3 part NCR Forms (8.5x11): B&W ______________ Full Color (PER 500)
4 part NCR Forms (8.5x11): B&W ______________ Full Color (PER 500)
Two sided post cards (4x6): B&W ______________ Full Color (PER 1000)
Two sided post cards (5x7): B&W ______________ Full Color (PER 1000)
Two sided post cards (8.5): B&W ______________ Full Color (PER 1000)
Two sided post cards (5.5): B&W ______________ Full Color (PER 1000)
Envelopes #10 (without window): (PER 500)

BID SHEET (CONTINUED page 1)
Envelopes #10 (with window): (PER 500)
Envelope (file) (9x12): (PER 500)
Envelopes A2, A6, & A7: (PER 500)
Posters (11x17): B&W ______________ Full Color (EACH)
Posters (18x24): B&W ______________ Full Color (EACH)
Posters (16x20): B&W ______________ Full Color (EACH)
Posters (24x36): B&W ______________ Full Color (EACH)
Posters (custom by inches): (EACH)
Banners (4.5' x 10'): B&W ______________ Full Color (EACH)
Banners (4.5' x 15'): B&W ______________ Full Color (EACH)
Banners (custom by feet): (EACH)
Mail Services: (PER PIECE)
Folding: (PER PIECE)
Perforating: (PER PIECE
Scoring: (PER PIECE)
Binding: (PER PIECE)

BID SHEET (CONTINUED page 2)
DESCRIPTION PRICE Quantity
PER 500 PADS
Rights of Victims:
Description: (2 Originals)
Flat Size: 8.5 x 11
Finished Size: 8.5 x 11
Stock: **Accent Opaque 60# Text White
Color: 4/4
Bleed: No
Finishing: Pads of 100
PER 500 PER BOX
Case Management File Side Booklet
Envelope Flat Size:
Description: (1 Original)
9.5 x 12.625
Finished Size: 9.5 x 12.625
Stock: ENV #10 Booklet - - 28# Kraft
Color: 1/0
Bleed: No
PER 500 PER BOX
Warrant Control Sticker Description: (1
Original)
Warrant Control Sticker
Flat Size: 7.5 x 10
Finished Size: 7.5 x 10
Stock: 1-up white labels standard Color: 1/0
Bleed: No
Finishing: Cutting
PER 500 BOOKLETS
Field Interview Card:
6.5 x 4.75, 2 Part NCR (w card stock, y
carbon text), Black ink, numbered in red 50
sets per book
PER 500 BOOKLETS
Juvenile Contact Cards
Description: (2 Originals)
Flat Size: 3.625 x 5
Finished Size: 3.625 x 5
Stock: **Accent Opaque Cover 65# White
Color: 1/1
Bleed: Yes
Finishing: Cutting, Wrap Around Cover-
Short Edge Stapled, Perforating
PER 5000 TICKETS
Appearance Tickets:
3 Part NCR (W,Y,P) Black ink with
numbering and marginal words 8.5 x 4.25 +
stub PKG BY 100

BID SHEET (CONTINUED page 3)
DESCRIPTION PRICE Quantity
PER 5000 TICKETS
GCO Appearance Ticket:
4 Part NCR (W,Y,P, tag), Black ink with tab on
top. Red Numbered 25 Tickets per book (wrap
around cover for each book) PKG BY 100
PER 5000 TICKETS
Juvenile Appearance Ticket:
Size: Overall = 7.625 (w) x 4.25 (h) Detached = 7
(w)x 4.25 (h) Stock: 5-part NCR
(white/canary/pink/blue/green)
Ink: Black (front all plies) - Red Marginal
Wording
Numbering: Red
Bindery: 5/8" stub left side - horizontal layout -
PKG BY 100
PER 500 NOTEBOOKS
Investigator Notebook:
Outside cover & inside front covers digitally
printed in Full color. 10 pt. C-1-S cover stock.
Inside 100 sheets of 16lb. white paper stock,
3/8" ruled on both sides.
Back cover is a blank 10 ply white board. Spiral
bound at top with nylon coated wire.
Property Reports: PER 1000
4 Part NCR (W,Y,P,G) 8.5 x 11 with tab on top
Black ink with red marginal words. PKG BY 100
PER 1000
ACO seizure and disposition Form 8.5 x 11 NCR
(w,y,p) Black ink, glued on top
PER 1000
Tow Slips
8.5 x 11, 3 Part NCR (W,Y,P), Black ink with stub
on top 100 Forms per book PKG BY 100
PER 5000
Second Hand Dealer Report
3 Part NCR (white/blue/manila tag), Black ink
with red numbering Tab on left hand side
PER 100 CT PER BOX
Prisoner Envelope
Description: (1 Original)
Flat Size: 7.5 x 10.5
Finished Size: 7.5 x 10.5
Stock: ENV #6 Kraft Catalog 28# 7.5x10.5 Color:
1/0
Bleed: no
PER 100 CT
Civil Disturbance Booklets
UV Coat, coil bind on left side, 4.25 X 5.5