Printing of letterhead, envelopes, memo pads, business cards, and folders

This Invitation for Bid ("IFB") is issued by the State University of New York at Stony Brook (hereinafter referred to as "SUNY") to solicit bids for printing of letterhead, envelopes, memo pads, business cards, and two pocket folders, for the State University of New York at Stony Brook, NY 11794 services, as herein described delivered NET FOB Destination in accordance with SUNY at Stony Brook IFB 25/26-047MC and exhibits and attachments attached hereto and made part of this proposal. Background: The State University of New York (“SUNY”) is the largest comprehensive university system in the United States, educating more than 467,000 students in more than 7,500 degree and certificate programs on 64 campuses with nearly 3 million alumni around the globe. SUNY is committed to reduce administrative costs, maximize efficiencies and move resources toward academics and student services. SUNY Stony Brook is Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to almost 26,000 undergraduate, graduate, and doctoral students and more than 14,500 faculty and staff. Stony Brook University is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU). It consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. Stony Brook University offers more than 200 undergraduate programs, more than 100 master’s programs and more than 40 doctoral programs. Additional information and notable facts about Stony Brook University and its students can be found at the following website: http://www.stonybrook.edu/ Scope of Work: Typeset and print small orders of letterhead, envelopes, memo pads and business cards for Stony Brook University and Stony Brook Medicine departments Bidder to provide a digital requisition for departments to submit details for orders: quantity, content, delivery location, account # to be charged, approved signature and point of contact. Bidder to supply proof to the client. Once approved, items can proceed to print and delivery. Bidder to supply a monthly invoice for central payment. Delivery: Cost for delivery to Central Receiving Departments in Stony Brook, NY 11794 must be included in price Paper Specifications: Letterhead stock : Mohawk (or equivalent) 100% PCW (post consumer waste) Envelope stock 24 lb Mohawk (or equivalent) loop 100% PCW #9 24 lb Mohawk (or equivalent) loop 100% PCW #10 24 lb Mohawk (or equivalent) loop 100% PCW #10 window Memo pad stock 24lb Mohawk (or equivalent) loop 100% PCW 100 page pad, small 4.25 X 5.5 24lb Mohawk (or equivalent) loop 100% PCW 100 page pad, large 5.5 X 8.5 Business card stock: 100lb Accent Opaque (or equivalent), 271 Gsm coverstock, 30% PCW 9x12 Custom Folders: 130lb, 2 pocket, Satin Aqueous Coating, 30% PCW Printing and Color Specifications: Stony Brook University: Business Cards 4/4; Letterhead 4/0; memo pads 4/0; #10 envelopes 2c front 1c flap Stony Brook Medicine: Business Cards 2/2, everything else 2/0, PMS187 and black Stony Brook Children's Hospital: uses SBM B/C. (PMS187, PMS284, and PMS341) Finishing/ binder: trim to size Overruns not to exceed 3% Google drive link to view templates: https://drive.google.com/drive/folders/1UdjdzQRB7I_y2b4fVhRUYlMsefROih60?usp=sharing Ink Composition: The sum or incidental concentration levels of lead, cadmium, mercury or hexavalent chromium in ink shall not exceed 100 parts per million (ppm) by weight. In accordance with Article 2, Section 7 of the New York State Printing and Public Documents law, unless it is determined that the cost of printing with vegetable-based ink is significantly greater than the cost of printing with petroleum-based ink, all lithographic inks used in the production of New York State printing requirements shall contain the following minimum percentages of vegetable oil: News Inks - 40%; Sheet Fed Inks - 20%; Forms Inks - 20%; Heat Set Inks - 10%. Notices from the Office of Marketing & Communications: Notice 1. Names and indicia for Stony Brook University, Stony Brook Medicine, and Stony Brook University Hospital cannot be used without prior written consent of the Office of Marketing and Communications or designee. All communications and messaging is required to follow consistent University branding guidelines and no additional logos can be created. Branding guidelines, including approved logos, are maintained by the Office of the Vice President for Marketing and Communications. Standards and guidelines for Stony Brook University and Stony Brook Medicine, the medical enterprise of the University, can be found at www.stonybrook.edu/brand and www.stonybrookmedicine.edu/communications/communications-tool-kit/home. In addition, Stony Brook participates in a trademark licensing program that manages use of all logos and word marks on products and merchandise. Additional information on our licensing program can also be found on www.stonybrook.edu/brand. The program is currently managed by the Collegiate Licensing Company. Provide all labor, material, equipment and services necessary to provide printing of letterhead, envelopes, memo pads, business cards, and folders for the State University of New York (SUNY) at Stony Brook, Stony Brook, NY 11794 (including Stony Brook University Hospital and various satellite locations and other agencies located on campus) to _______________________________________________________________________. Key Events: Bidder Questions Due Date and Time October 29, 2025 2:00PM EST Proposal due date and time (any proposals received after the deadline will not be considered) November 13, 2025 2:00PM EST Anticipated Contract start date On or about February 2026 SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified via email of any changes in a timely manner. Acceptance of Bid Content: The contents of the Bid and the Bidder’s response to this Bid shall become contractual obligations if a contract ensues. Failure of the Bidder to accept these obligations may result in the rejection of the Bidder’s response. Any additional vendor terms which are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only. RESTRICTED PERIOD: In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the RESTRICTED PERIOD for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through Stony Brook University’s “Designated Contacts” ONLY. See Exhibit L for additional information. Please see below for the DESIGNATED CONTACT. DESIGNATED CONTACT: Jessica Ridge Contract Officer Email: contact@example.gov PH: +1 (555) 000-0000 Bidder Questions: Questions regarding the electronic bidding process should be directed to designated contact. All questions should be submitted on the Q&A Board within the Jaggaer platform citing the particular event section where applicable. Bidders should make efforts to ensure all questions are submitted no later than the date listed in the Key Events section as questions received after the closing date for questions may not be responded to prior to the proposal due date. Bidder identifying information will not be included in the response. Only answers posted on the Q&A Board are official. Responses to inquiries that substantially change or clarify the event in a substantial manner will be posted as an addendum. It is the responsibility of the Bidder to inquire about any requirement of this event that is not understood. SUNY will not be bound by oral responses to inquiries or written responses other than addenda. Pre-Bid Conference: No Pre-Bid Conference will be held. Bid Opening: SUNY reserves the right to not hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified. Method of Award (IFB): The process is designed to serve the best interests of SUNY and the People of the State of New York. It is also designed to provide all bidders with a fair and even opportunity to have their products and services considered. SUNY will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this IFB. The award will be by grand total to the lowest responsible, qualified bidder who meets all qualifications and specifications. The bidder must respond as requested. Administrative Review: Each proposal received by the due date and time will be screened for completeness and conformance with the requirements for proposal submission as set forth in this IFB. Bidder’s References – The information provided in the proposal will be used to validate the Bidder’s prior experience. SUNY reserves the right to contact client references directly to verify past performance and confirm the qualifications described in the proposal. If review of the responses and reference check determines that the Bidder does not meet the requirements/qualifications described in the proposal, the proposal will be deemed inadequate and will not be further considered. Information Security and Accessibility Requirements - The bidder's completed HECVAT's and VPATs will be reviewed to assess compliance with SUNY's information security and accessibility standards. Any digital forms or websites created by the selected vendor must meet federal accessibility guidelines for public-facing websites effective April 24, 2026. These guidelines can be found here: https://www.ada.gov/resources/2024-03-08-web-rule/ If, in the sole discrestion of SUNY, the bidder's references, HECVATs, or VPATs demonstrate that the bidder does not meet the required qualifications or standards, the proposal will be deemed non-responsive and will not receive further consideration. Finalist Review: In accordance with Section 163(9) f of the NYS Finance Law, prior to making a contract award each contracting agency shall make a determination of the responsibility of the proposed Contractor as discussed in Vendor Responsibility Section. SUNY will conduct a review of vendor responsibility for the Bidder earning the highest final composite score, and any proposed subcontractors. SUNY will consider any information that raises issues concerning the vendor’s responsibility, with consideration given to its relevance to the scope of work. The review will include factors such as financial and organizational capacity, legal authority, integrity, and previous contract performance. Pricing Page Submission Instructions: The bidder must respond to all items within the Jaggaer platform as requested with a numerical value, otherwise, the University reserves the right to consider the bid submission as non-responsive. The quantities/amounts are estimated full the full five (5) year term and will be used for evaluation purposes in determining the grand total lowest responsible qualified bidder. No modifications may be made to the Pricing Page. Bidders are encouraged to seek clarification during the question period. Items: Price shall be in accordance with the items listed on the Cost Proposal Submission Form if provided. No other charges, other than those listed in the items or on the Financial Proposal Submission Form shall be allowable under the agreement. Travel: All travel and per diem expenses (if any) are responsibility of awarded Bidder and SUNY will not reimburse separately for these charges Cost Adjustments: There will be no price escalation allowed for the life of the contract. FOB: Price shall be FOB (Free on Board) Destination, Freight Prepaid. Preparation Costs: Bidder is responsible for all costs, direct or indirect, that it incurs related to the preparation and submission of a proposal in response to this event. Pricing: All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected. Quote Hold: The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of ninety (90) days from the event close date. Subsequent to such ninety (90) days, the proposal is subject to withdrawal communicated in writing and signed by the Bidder. Tax Exempt: SUNY is exempt from sales tax. All prices should be quoted without the sales tax. Award Protest: Upon notification of the selection and award of the contract, the bidder or offeror whose bid or proposal was not selected as the successful bid or proposal is entitled to submit a Bid Protest in accordance with SUNY’s Contracts Award Procedure (Document #7561). The SUNY’s Protest Procedure is available at http://www.suny.edu/sunypp/documents.cfm?doc_id=699. The University's Protest Officer is Assistant Vice President Procurement Services, RSS Bldg., Stony Brook, NY, 11794-6000. The Appeals Officer is Vice President for Finance & Administration, Administration Bldg., Rm 221, Stony Brook NY, 11794-1002. Contract Period: The University anticipates that any contract awarded under this IFB shall be effective upon the date approved by the New York State Attorney General and Office of the State Comptroller, as applicable. The University shall have the right to terminate this contract early for: (i) cause; or (ii) convenience. Contract Term: The anticipated term for any Resulting Agreement is five (5) years subject to any termination options provided for in the resulting Agreement. The terms and conditions of this IFB specification shall be incorporated into an agreement developed by the SUNY as well as the successful Bidder’s response, and shall become part of any agreement award. Failure of Bidder to accept these obligations shall result in the rejection of Bidder’s response. Legislature Changes: In the event any governmental restrictions are imposed which would necessitate alteration of the material, quality, workmanship or performance of the items and/or services offered in this proposal whatsoever, prior to their delivery or thereafter, it shall be the responsibility of the successful bidder to immediately notify the University in writing of the specific regulation which requires alteration. Upon acceptance of such alteration by the University, it shall be the responsibility of the successful bidder to give effect to such alterations in accordance with the terms and conditions of the agreement entered into hereinafter. Any price adjustments occasioned due to any alterations shall be subject to the approval of the University. Parking and Other Regulations of the University: It will be the responsibility of the successful contractor to contact the Traffic Office at +1 (555) 000-0000 to make arrangements for parking passes or permits if required. Illegally parked vehicles are subject to ticketing and/or towing. Bidder will operate vehicles responsibly under campus rules and regulations and will not park vehicles in unauthorized areas. Illegally parked vehicles will be towed. The successful bidder will abide by all the applicable rules and regulations of the University, and breach whereof shall make the vendor liable under such rules and regulations. Report of Contract Purchases: Contractor shall furnish quarterly data and contract spend reports to (Jessica Ridge, Contract Officer). Reports shall be broken out to match the items contained on the pricing page of this solicitation and shall be delivered in accordance with the following schedule: 1st Quarter (April 1 – June 30) Due July 05 2nd Quarter (July 1 – Sept 30) Due Oct 05 3rd Quarter (Oct 1 – Dec 31) Due Jan 05 4th Quarter (Jan 1 – March 31) Due April 05 The report is to be submitted electronically in Microsoft Excel and shall reference the Contract Number, sales period, and contractor's, subcontractor (or other authorized agent) name. The outlined sales report is the minimum information required. Additional related sales information, such as monthly reports, and/or detailed user purchases may be required and must be supplied upon request. Reports are a deliverable of the contract. The University reserves the right to withhold payment if a vendor is delinquent in report submittal. Recycle Clause: In accordance with the provisions of Section 177 of the State Finance Law, the State University is required to purchase recycled products, if available, made with significant recycled content in accordance with standards established by the State Department of Environmental Conservation. The law provides that if the price of a recycled product is within 10% of the price of a comparable product made without significant recycled content, or within 15% of such comparable product if the recycled materials used in such products are generated in New York State, the recycled product must be purchased. If you believe any products you will provide hereunder should be considered as qualifying recycled products under this law, please attach a copy of the authorization from the Department of Environmental Conservation confirming that such product has been approved for inclusion in the State recycling program. In the absence of such written confirmation, the product(s) will not be considered qualifying for purposes of determining the selected vendor hereunder. Payment Terms: Payments under the resulting contract award shall be made to the Contractor, upon receipt of goods/services and properly approved and completed valid and proper invoice/s (Go to the attached link to ensure you are meeting New York State proper invoicing requirements: https://osc.state.ny.us/agencies/guide/MyWebHelp/Content/files/XII.4.Fatt.pdf) and State of New York Department of Labor, Bureau of Public Works, Certified Payroll submitted to the attention of Accounts Payable, SUNY at Stony Brook. Payment may be withheld if a contractor has outstanding data, sales or MWBE reports. The Contractor shall provide complete and accurate billing valid and proper invoice/s to the University in order to receive payment for its services. Billing valid and proper invoice/s submitted to the University must contain all information and supporting documentation required by the University and OSC (All valid and proper invoice/s must be submitted with the contractor’s Federal ID number). Payment for valid and proper invoice/s submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Vice President for Administration or designee, in her/his sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary New York state procedures and practices. The Contractor shall comply with the OSC procedures to authorize payments. Authorization forms are available at the OSC website at www.osc.state.ny.us/vendors/index.htm, by email at contact@example.gov by telephone at +1 (555) 000-0000. The Contractor acknowledges that it will not receive payment on any valid and proper invoice/s submitted under this contract if it does not comply with the OSC’s electronic payment procedures, except where the Vice President or designee has expressly authorized payment by paper check as set forth above. Customs Clearance: If the product is being manufactured in another country and will require customs service, the cost of such service and any applicable importation fees shall be borne by the vendor and incorporated in the price bid. Parking and Other Regulations of the University: It will be the responsibility of the successful contractor to contact the Traffic Office at +1 (555) 000-0000 to make arrangements for parking passes or permits if required. Illegally parked vehicles are subject to ticketing and/or towing. Bidder will operate vehicles responsibly under campus rules and regulations and will not park vehicles in unauthorized areas. Illegally parked vehicles will be towed. Successful bidder will abide by all the applicable rules and regulations of the University, and breach whereof shall make vendor liable under such rules and regulations. Proper Bidder Identification: The successful Bidder is required to obtain authorized identification badges or cards (“Contractor Identification”) for his/her employees issued by the University directly through the Campus Card Office at the Contractor’s expense. The contractor identification badge/card shall be worn by the employee at all times while doing work on campus. The campus cards may be renewed each year. Bidder Personnel: All Bidder personnel assigned to any requirements of a contract award must be fully qualified and cognizant of the required and applicable laws, rules and regulations pertaining to such contract award and the safety requirements which contractor must adhere to. Use of University Name/Logo: Bidders agree not to use the name/Logo of the University, or to quote any employees of the University, without obtaining prior written consent of the University. Early Pay Discount: Where the Contractor generally offers more advantageous special price promotions or special discount pricing to other customers during the Contract term for a similar quantity, and the maximum price or discount associated with such offer or promotion is better than the discount or net pricing otherwise available under this Contract, such better price or discount shall apply for similar quantity transactions under this Contract for the life of such general offer or promotion. If the Contractor offers an early payment discount, at any point in time, that is more advantageous to the State than the terms that are contractually obligated, the Contractor shall include the payment terms of the discount on the applicable valid and proper invoice/s (s). Reserved Rights: SUNY Reserves the right to: Reject any and all proposals received in response to this IFB, and make a contract award in whole or in part. Make no contract award. Reject any or all portions of any proposal, negotiate terms and conditions consistent with this IFB, and make an award for any or all remaining portions. Withdraw the IFB at any time, at SUNY's sole discretion. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the IFB. Use proposal information obtained through site visits, management interviews, and the state’s investigation of a Bidder’s qualifications, experience ability, or financial standing, and any material or information submitted by the Bidder in response to SUNY’s request for clarifying information, in the course of evaluation and/or selection under the IFB. Prior to the bid opening, amend the IFB specifications to correct errors or oversights, or to supply additional information, as it becomes available. Upon University request, Prospective Bidder shall provide certified and/or non-certified audited financial statements with a letter from a CPA firm that GAAP was followed and they are not aware of any material misstatements for the past three (3) completed fiscal years, and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports as evidence of its ability to meet the service and requirements of the SUNY Stony Brook. Request references and contact any or all references and perform other related due diligence. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY. Require clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and permit revisions from all Bidders determined to be susceptible to contract award prior to award. Miscellaneous Instructions: Delivery: Deliveries made to the University departments must be pre-established with the departments prior to orders being submitted to suppliers. Locations: Failure of the contractor to familiarize him/herself with each separate location will not relieve the contractor from responsibilities under the resulting contract award Ordering: SUNY must be able to return, change, or cancel orders at any time before shipment without penalty or up to seven (7) days of receipt of delivery for any reason including, but not limited to, contractor error, damaged goods, “decided we don’t need,” etc. The terms of goods returned after seven (7) days will be mutually agreed upon by both parties. The Contractor shall honor all manufacturers’ guarantees. Inventory: The Contractor shall stock adequate inventories to service SUNY. Material and Equipment: The security of the contractor’s material and equipment shall be the responsibility of the contractor. Payroll Documentation: SUNY and the New York State Department of Labor (NYS DOL) reserve the right to request Certified Payroll documentation for any work performed on this contract from the Contractor. SUNY does not require submittal of Certified Payroll documentation with invoicing; however, the Contractor shall provide such documentation immediately upon request. Substitutions: During the contract, substitutions will not be made without the approval of the University.