Dutchess BOCES RFB Photocopy Paper RFB 2627-08

Agency:	Dutchess County Board of Cooperative Educational Services
State:	New York
Type of Government:	State & Local
Posted Date:	Jun 3, 2026
Due Date:	Jun 23, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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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

of bid.

● We do not offer these goods/services.

● Quantities too small

● Other :_____________________________

● 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.

____________________________________

RFB #2627-08 – Issued June 3, 2026

Page 2 of 20

(RFB) #2627-08

Photocopy Paper

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.

RFB #2627-08 – Issued June 3, 2026

Page 3 of 20

(RFB) #2627-08

Photocopy Paper

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

RFB #2627-08 – Issued June 3, 2026

Page 4 of 20

• 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

(RFB) #2627-08

Photocopy Paper

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.

RFB #2627-08 – Issued June 3, 2026

Page 5 of 20

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Dutchess BOCES RFB Photocopy Paper RFB 2627-08

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