Dutchess BOCES RFB Photocopy Paper RFB 2627-08

NOTICE TO BIDDERS
RFB 2627-08
Photocopy Paper
The Dutchess County Board of Cooperative Educational Services (Dutchess BOCES) in
accordance with Section 103 of Article 5-A of the General Municipal Law, hereby invites the
submission of sealed bids to provide Photocopy Paper as required by Dutchess BOCES, as set
forth in this solicitation.
Bid forms may be obtained from the offices of the Dutchess BOCES, 5 BOCES Road,
Poughkeepsie, New York, 12601 upon request or on our website: www.dcboces.org.
This Request for Bids is being offered by Dutchess County Board of Cooperative Educational
Services (Dutchess BOCES) through Taylor Fiorito, Purchasing Agent. Sealed bids, on the forms
provided, are to be filed with the same, and will be publicly opened at the Dutchess BOCES
Conference Center at 11:00 a.m. on June 23, 2026. In the event that Dutchess County BOCES is
closed the day of the Bid opening, the bid(s) will be opened the next day that Dutchess County
BOCES is open.
All questions or requests for clarification regarding this RFB must be submitted in writing via
email to the purchasing department no later than June 10, 2026. Responses will be shared with all
known bidders.
Point of Contact for this RFB is:
Dutchess BOCES
ATTN: Taylor Fiorito, Purchasing Agent
5 BOCES Rd, Poughkeepsie, NY 12601
Email: taylor.fiorito@dcboces.org
Phone: 845.486.4800 ext. 2203
Attachments:
Attachment 1. 2627-08 - Photocopy Paper Bid Offer Sheet

(RFB) #2627-08
Photocopy Paper
RECEIPT CONFIRMATION FORM
PLEASE COMPLETE AND RETURN THIS FORM ASAP
RFB NUMBER: #2627-08 TITLE: Photocopy Paper
Vendors: Please complete and return this form as soon as possible. Doing so will ensure you
receive all future updates on this request. Email to: taylor.fiorito@dcboces.org
COMPANY NAME
ADDRESS
CITY
STATE
ZIP
POC:
TITLE:
PHONE:
FAX:
EMAIL:
______ We intend to submit a bid no later than 11:00 a.m. on June 23, 2026.
I understand that all communications related to this request will be sent to the email address I
provided, and I authorize Dutchess BOCES to do so.
______ We DO NOT intend to submit a bid in response to this request.
Dutchess BOCES is interested in the reasons why bidders fail to submit bids. Please indicate
your reason(s) by checking all appropriate item(s) below and returning this form to the address
below.
Insufficient time allowed for preparation Quantities too small
of bid.
Other :_____________________________
We do not offer these goods/services.
Insurance requirements are too ____________________________________
restrictive.
____________________________________
Bond requirements are too restricting.
Workload does not allow us to bid at this time. ____________________________________
Specifications unclear or too restrictive.
____________________________________
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1. INSTRUCTIONS TO BIDDERS
Bidders are responsible for carefully reviewing the entire contents of this RFB packet, including
all requirements, specifications, and terms. Please ensure all required documentation is included,
completed in full, and submitted according to the instructions provided.
The checklist below outlines the mandatory submission items. Each box must be checked off by
the bidder to confirm compliance. Incomplete submissions or failure to follow these instructions
may result in disqualification.
All bids become the property of Dutchess BOCES and may be subject to disclosure under the New
York State Freedom of Information Law (FOIL), Public Officers Law 84-90.
Bid Due Date: June 23, 2026 at 11 a.m.
Submission Address: Dutchess BOCES, ATTN: Purchasing Department, 5 BOCES Rd,
Poughkeepsie, NY 12601
Bid Format: All bids must be sealed and clearly labeled as:
"RFB# 2627-08 - Photocopy Paper"
This includes marking the outside of any express mail envelope that may be used.
Bids must include:
IRS Form W-9
Bidders are required to submit one completed hard copy of the Certifications Packet, pages
13-20 in this RFB, with all pages properly and legibly completed with the appropriate
signatures.
Certificate(s) of Insurance (COI), if available at the time of bid submission. Successful
bidder(s) shall provide certificates prior to contract award or execution.
Photocopy Paper Bid Offer Sheet per Attachment 1
2. INTRODUCTION & BACKGROUND
BOCES are cooperative associations of school districts established by New York State law to share
services efficiently and economically. Dutchess BOCES Purchasing manages procurement for all
programs and operations, leveraging collective buying power to achieve best value for Dutchess
BOCES and its component districts.
3. SCOPE OF SERVICES
The purpose of this Request for Bids (RFB) is to secure qualified vendors to supply and deliver
photocopy paper to Dutchess BOCES and participating districts. Deliveries shall be made on an
as-needed basis in accordance with the requirements of Dutchess BOCES and participating
school districts.
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Contract Period
The initial term of this contract shall begin on October 24, 2026, or upon Board of Education
approval, whichever is later, and shall continue for one (1) year through October 23, 2027. The
end date of the initial term is fixed and shall not be extended due to a delayed start. Four (4) one-
year extension options may be made upon mutual consent.
While Dutchess BOCES intends to execute extensions as described above, nothing herein shall be
construed as binding Dutchess BOCES to any extension. Dutchess BOCES reserves the right to
decline a contract extension for any reason permitted by law.
Estimated Quantities
The estimated number of units listed in this bid are provided for estimation purposes only and do
not constitute a guarantee of purchase. By submitting a bid, the contractor agrees to supply
photocopy paper as required by Dutchess BOCES and/or participating school districts during the
contract period, regardless of whether actual quantities are greater or lesser than the estimates
provided.
Piggybacking
This solicitation and any resulting award(s) are intended to be available for piggybacking use by
other governmental entities under GML 103. Use by another entity is subject to the awarded
vendor's consent and must be under the same terms, conditions, and pricing as this contract.
Dutchess BOCES is not a party to such transactions and assumes no responsibility for
performance, ordering, or payment by any other entity. For school districts within New York
State, see the Eligible School Districts page of this RFB.
Photocopy Paper Specifications - General Requirements
All photocopy paper shall be suitable for use in high-speed copiers, laser printers, inkjet printers,
and standard duplicating equipment.
Paper shall be packaged in standard commercial reams containing not less than 500 sheets unless
otherwise specified. Each ream shall be securely wrapped in moisture-resistant packaging and
clearly labeled with the paper size, weight, product description, and recycled content percentage,
where applicable.
All paper shall have sufficient stiffness, curl control, and tensile strength to ensure reliable
feeding and performance in high-speed copying and printing equipment, including duplex (two-
sided) applications.
Standard White Copy Paper
* Brightness: 97 (U.S.) / 110 (International)
* Weight: 20 lb. Basis Weight
* Grain: Long Grain
Recycled Copy Paper - 100% Post-Consumer Content
* Color: White
* Weight: 20 lb. Basis Weight (5%)
* Grain: Long Grain
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* Opacity: Minimum 89
* Caliper: 3.9 to 4.7 mils
* Brightness: Minimum 90
* Processed Chlorine Free (PCF)
* 100% Post-Consumer Recycled Content
Recycled Copy Paper - 30% Post-Consumer Content
* Color: White
* Weight: 20 lb. Basis Weight (5%)
* Grain: Long Grain
* Opacity: Minimum 89
* Caliper: 3.9 to 4.7 mils
* Brightness: Minimum 90
* Processed Chlorine Free (PCF)
* Minimum 30% Post-Consumer Recycled Content
4. Pricing
Pricing Submission
Pricing shall be submitted on the Bid Pricing Spreadsheet provided with this solicitation.
Vendors are not required to bid on every item listed. For each item bid, vendors shall provide the
manufacturer/brand, catalog number, and applicable pricing for the quantities offered.
All prices submitted shall remain firm for the duration of the contract.
Delivered Pricing
All prices shall be quoted F.O.B. destination and shall include all costs associated with
furnishing and delivering the products specified herein, including but not limited to
transportation, freight, fuel, handling, packaging, and any other applicable charges. No additional
surcharges shall be permitted.
Additional Discount
Vendors may offer an additional percentage discount for photocopy paper products not
specifically listed on the Bid Offer attachment. Any such discount shall be indicated on the bid
offer sheet and shall remain firm for the duration of the contract.
Price Adjustments
Bid prices shall remain firm for the initial six (6) month period of the contract. Thereafter, if the
contractor can document a manufacturer or market price increase or decrease of more than ten
percent (10%) for the affected items, the contractor may request a price adjustment for
consideration by Dutchess BOCES.
Any approved price adjustments shall take effect for the subsequent six (6) month period.
Requests for price adjustments may be submitted for each six (6) month interval during any
approved extension of the contract.
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All price adjustments are subject to review and approval by Dutchess BOCES and shall not take
effect unless formally approved.
5. QUALIFICATIONS & REQUIREMENTS
To be considered for award, vendors must meet the following minimum qualifications and provide
documentation upon request:
Vendors must hold all licenses, permits, certifications, and registrations required under
applicable federal, New York State, and local laws
Vendors should have a minimum of two years' experience providing similar services.
Dutchess BOCES reserves the right to disqualify bidders based on unsatisfactory
references, past performance, failure to meet bid requirements, or a determination of non-
responsibility.
6. CONTRACTOR RESPONSIBILITIES
The awarded contractor shall be responsible for performing all services in a professional and fully
compliant manner. Responsibilities include, but are not limited to, the following:
Timely Service Delivery
The contractor shall ensure that photocopy paper inquiries, deliveries, and related issues are
handled in a timely manner in accordance with the requirements of Dutchess BOCES and
participating school districts. Deliveries shall be made between the hours of 8:00 a.m. and 2:00
p.m., Monday through Friday, excluding days of scheduled school closings, unless otherwise
agreed by the receiving district.
All materials shall be securely packed and delivered without damage or breakage in the
quantities specified. All deliveries shall be made inside the building to the location designated by
the receiving district, unless otherwise specified on the purchase order.
The contractor shall provide proof of delivery for each shipment. Each delivery shall include a
packing slip or delivery ticket containing the purchase order number, description of items,
quantities, and contractor name.
Contractor Performance & Deductions for Non-Compliance
If the contractor fails to provide ordered photocopy paper within the required timeframes or
otherwise fails to comply with the requirements of this contract, Dutchess BOCES or a
participating school district may procure the required goods from another source.
Any reasonable and documented additional costs incurred by Dutchess BOCES or a participating
school district as a result of the contractor's failure to perform in accordance with the contract
requirements may be charged to the contractor, to the extent permitted by law.
The contractor shall remain responsible for damages resulting from the contractor's negligence
or failure to comply with the requirements of this contract.
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Warranty
The contractor warrants that all photocopy paper supplied under this contract shall be new,
unused, and shall conform to the specifications contained in this solicitation. All products shall
be free from defects in material and workmanship and shall be suitable for their intended use in
standard photocopy and printing equipment.
Any paper found to be defective or not in compliance with specifications shall be replaced
immediately by the contractor at no additional cost to Dutchess BOCES or participating school
districts.
References
Bidders shall submit a minimum of two (2) references for photocopy paper supply and delivery
services provided within the past three (3) to five (5) years. References should include the client
name, contact person, telephone number, email address, and a brief description of the services
provided.
Dutchess BOCES reserves the right to contact any references provided and to consider reference
information in determining bidder responsibility. Failure to provide requested references may
result in a determination that the bidder is non-responsible.
Usage Reports
The contractor shall provide Dutchess BOCES with semi-annual usage reports detailing the total
quantities of photocopy paper delivered under this contract to Dutchess BOCES and each
participating school district. Reports shall be submitted electronically to the Purchasing Agent
within fourteen (14) days following the end of each six-month reporting period.
At a minimum, each report shall identify:
* The participating district;
* Total quantities delivered during the reporting period (reams, cartons, pallets, as applicable);
* Total quantities delivered contract-to-date.
Failure to provide required usage reports may be considered in the evaluation of the contractor's
performance and responsibility for future contract awards.
7. CONTRACT RETENTION & TERMINATION CONDITIONS
The following conditions govern the continued retention of any contract awarded under this RFB.
Dutchess BOCES reserves the right to terminate the contract, in whole or in part, under the
following:
Contract Retention
Dutchess BOCES reserves the right to retain the selected contractor for the full duration of the
agreement, including any extensions, provided the contractor complies with all terms and
conditions of the contract and performs in a satisfactory manner.
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Termination for Cause
Dutchess BOCES reserves the right to terminate this contract, in whole or in part, for cause upon
written notice to the contractor. Cause shall include, but not be limited to:
Failure to perform services in accordance with contract requirements
Repeated delays or failure to meet scheduled service timelines
Failure to comply with applicable laws, regulations, or safety standards
Any other material breach of contract, including failures described under Contractor
Performance and Non-Compliance
Prior to termination for cause, Dutchess BOCES will provide written notice of the deficiency and
may allow the contractor a reasonable period to cure the issue, as reasonably determined by the
District. In the event of termination for cause, Dutchess BOCES shall not be liable for any costs
incurred by the contractor after the effective date of termination. Payment will be made only for
work satisfactorily performed and accepted by the District prior to termination.
Termination for Convenience
Dutchess BOCES may terminate this contract at any time, for any reason, with at least thirty (30)
days' written notice to the contractor. In such case, the contractor shall be compensated for services
satisfactorily performed and accepted up to the effective date of termination. No compensation
shall be due for anticipated profit, loss of future business, or work not yet performed unless
otherwise required by law.
Effect of Termination
Upon termination, the contractor shall promptly return all Dutchess BOCES property, data, and
documentation. Dutchess BOCES shall not be liable for any further obligations, penalties, or
damages beyond payment for services accepted and rendered.
8. INSURANCE & COMPLIANCE REQUIREMENTS
The successful bidder shall maintain, at its own expense, the following insurance coverage
throughout the contract term, including any extensions. All policies must be issued by insurers
authorized to do business in New York State.
Required Coverage and Minimum Limits:
Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate:
Includes premises & operations, products/completed ops, contractual liability, and
independent contractors.
Business Automobile Liability: $1,000,000 per accident: Covers owned, leased, hired, and
non-owned vehicles.
Workers' Compensation and Disability Insurance: As required by NYS Law.
Umbrella/Excess Liability: $1,000,000 per occurrence and aggregate
Must apply over General and Auto policies.
Certificates of Insurance (COI):
Must list Dutchess BOCES, 5 BOCES Rd, Poughkeepsie, NY 12601 as Certificate Holder.
Must name Dutchess BOCES, its officers, agents, and employees as Additional Insureds
on a primary and noncontributory basis for General Liability.
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Certificates must provide 30 days' prior written notice to Dutchess BOCES of cancellation,
non-renewal, or material change.
Subcontractors:
If subcontractors are authorized, they must carry the same coverage and limits. The contractor is
responsible for verifying and maintaining their compliance.
Continuous Coverage:
All required insurance policies must remain in full force and effect for the duration of the
contract, including any authorized extension periods, without lapse or interruption.
Indemnification:
The contractor shall indemnify and hold harmless Dutchess BOCES, its officers, employees, and
agents from any claims, damages, or causes of action arising from the contractor's acts or
omissions.
9. DISPUTE RESOLUTION
Dutchess BOCES and the contractor agree to make a good faith effort to resolve any disputes
arising under this contract through informal discussion. If a resolution cannot be reached within
120 days, the dispute shall be submitted to binding arbitration in accordance with the rules of the
American Arbitration Association. The arbitration will take place in New York State, and the
decision of the arbitrator will be final and binding. Each party shall bear its own legal costs, and
arbitration fees will be shared equally, unless otherwise directed by the arbitrator.
10. AWARD AND RESERVATION OF RIGHTS
The award of this contract shall be made to the lowest responsive and responsible bidder,
optimizing quality, cost, and efficiency, in accordance with GML 103. In determining
responsibility, Dutchess BOCES may consider factors including, but not limited to:
Reputation and demonstrated ability to meet contract requirements
Financial stability and legal standing
Compliance history
References
Dutchess BOCES reserves the right to request additional documentation or clarification from
bidders as necessary to evaluate logistical capacity, responsiveness, and service feasibility. Failure
to demonstrate the ability to respond to District requests in a timely and professional manner may
result in a determination of non-responsibility.
Dutchess BOCES reserves the right to increase or decrease estimated quantities, and to add or
remove delivery locations within Dutchess BOCES and participating school districts, as needed.
Estimated quantities are provided for bidding purposes only and do not represent a guarantee of
purchase.
Dutchess BOCES reserves the right to reject any or all bids, to waive minor irregularities, and to
award a contract deemed to be in the best interest of the District, in accordance with New York
State General Municipal Law 103.
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Conflicting Terms
In the event of a conflict between the General Terms and Conditions and the detailed Bid
Specifications, the provisions of the Bid Specifications shall prevail.
Dutchess BOCES also reserves the right to resolve any ambiguity or conflict in the bid documents
in the manner deemed most favorable to the agency as determined by the purchasing agent.
Timing
Dutchess BOCES reserves the right to make awards at any time within ninety (90) days following
the bid opening. Bids may not be withdrawn during this period.
Multiple Awards
Dutchess BOCES reserves the right to award this contract to one or more responsive and
responsible bidders, by category, individual items, delivery region, specialty, or scope of
services, in part or in bulk, when it is determined to be in the best interest of the District. Award
determinations may be made to ensure adequate coverage, specialized capabilities, pricing
advantages, or service efficiency. The District is not obligated to assign all work to any single
awarded contractor and may issue purchase orders among multiple awarded vendors based on
scope, specialty, availability, delivery location, or other operational considerations.
Participating districts may procure photocopy paper under this contract from any awarded vendor
based on their individual needs, including but not limited to location, service requirements, and
vendor availability. Dutchess BOCES does not guarantee any minimum purchase volume to any
awarded vendor.
Dutchess BOCES reserves the right to obtain photocopy paper through other legally available
procurement methods when determined to be in the best interest of the District.
11. PAYMENTS
The successful contractor shall bill each participating school district directly. Billing procedures
may vary by district, and it is the responsibility of the contractor to obtain billing requirements in
writing from each participating district.
No payment shall be made without an itemized invoice referencing a properly issued purchase
order. The contractor acknowledges that no orders shall be processed of fulfilled until and unless
a valid purchase order has been received.
Each invoice shall clearly indicate:
* Date of delivery * Unit pricing and extended pricing as
* Delivery location applicable
* Quantity and description of items * Total invoice amount
delivered
The contractor shall furnish proof of delivery for each transaction, signed by authorized district
personnel or their designee.
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