State of New York
Department of Agriculture and Markets
10B Airline Drive
Albany, NY 12235

INVITATION FOR BIDS

Printing Support Materials for New York State
Farmers’ Market Nutrition Program and
Senior Farmers’ Market Nutrition Program

IMPORTANT: SEE “BID SUBMISSION REQUIREMENTS” HEREIN.

BID OPENING:
DATE: March 8, 2005
TIME: 4:30 p.m. EST

CONTRACT PERIOD:
April 1, 2005 to March 31, 2006 with option to renew.

ADDRESS INQUIRIES TO:
Jonathan Thomson, Program Manager
New York State Farmers’ Market Nutrition Program
Telephone No. (518) 457-7076
Email: Jonathan.Thomson@agriculture.ny.gov

BIDDER’S CERTIFICATION

By signing you certify your express authority to sign on behalf of yourself, your company or other entity and full knowledge and acceptance of this INVITATION FOR BIDS and Appendix A (Standard Clauses for New York State Contracts) and that all information provided is complete, true and accurate.

Name of Company Bidding:
Bidder’s Federal Tax Identification No.:
Street
City
State
Zip

NOTE: Cash Discounts will not be considered in determining low bid, but cash discounts of any size may be considered in awarding tie bids.

__________________% Cash Discount for payment within 15 days of delivery and/or receipt of voucher

__________________% Cash Discount for payment within 30 days of delivery and/or receipt of voucher

If you are not bidding, place an “x” in the box and return this page only.

WE ARE UNABLE TO BID AT THIS TIME BECAUSE___________________________________

________________________________________________________________________________

________________________________________________________________________________

Bidder’s Signature:
Title:

Printed or Typed Name:
Date:
Phone:
Fax:
E-mail Address:

BID SUBMISSION REQUIREMENTS

Each bidder must submit a bid package consisting of the original and one (1) copy of the proposal. (NOTE: See “Proposal Format” section of this IFB for detailed instructions on how to prepare the proposal package.) Packages MUST BE RECEIVED in the Department’s Albany Office not later than 4:30 P.M. EST on March 8, 2005. Late proposals will not be accepted. Applicants, not delivery services or other intermediaries, are responsible for the timely submission of proposals. To ensure that each bid is handled correctly upon receipt, bidders shall clearly mark each package of materials submitted with the following: “ Printing IFB – Support Materials for 2005 Farmers’ Market NutritionProgram”. Proposal packages shipped or mailed shall be addressed to:

Printing IFB – Support Materials for 2005 Farmers’ Market Nutrition Program
Lucy Roberson Director
Division of Fiscal Management
NYS Department of Agriculture and Markets
10B Airline Drive
Albany, New York 12235

Packages may be hand delivered to the receptionist in the Department’s Offices at 10B Airline Drive, Albany, NY. Proposals will NOT be accepted via FAX or email .

QUESTIONS CONCERNING THE IFB

Prospective bidders with questions concerning this IFB should present those questions in writing to:

Jonathan Thomson, Program Manager
New York State Farmers’ Market Nutrition Program
New York State Department of Agriculture and Markets
10B Airline Drive
Albany, NY 12235
FAX (518) 457-2716
Email: Jonathan.Thomson@agriculture.ny.gov

All questions shall be submitted in writing (facsimile or e-mail will be accepted) to Mr. Thomson by 4:30 PM EST Tuesday, February 22, 2005. A list of questions about the IFB, answers to those questions, as well as an electronic version of this IFB and any changes, additions or deletions to the IFB will be posted on the Department’s website ( www.agriculture.ny.gov) under “Funding Opportunities”. Questions and responses will be posted on the website by Friday, February 25, 2005. Applicants are urged to check the Department’s website frequently for notices of any changes, additions or deletions to the IFB. If you are unable to access the website, please contact Mr. Thomson to arrange for alternate delivery. All questions and responses shall be incorporated into this IFB as a formal addendum. NOTE: Bidders are required to submit a signed copy of any addendums with the bid package.

BACKGROUND AND PURPOSE

The New York State Department of Agriculture and Markets administers both a Farmers’ Market Nutrition Program for clients of the Women, Infants and Children (WIC) program and a Senior Farmers’ Market Nutrition Program for income eligible seniors over age 60. Checks and support materials for these programs are printed annually and distributed to more than 375 sites statewide.

SCOPE OF WORK

The contractor will print three items:

1. A Fruit and Vegetable Guide printed in an English version and a Spanish version. (See attachment 1.1 for detailed printing specifications.)
2. A Presentation Folder printed in 4 distinct language versions. (See attachment 1.2 for detailed printing specifications.)
3. Farmers’ Market Schedules printed in 9 upstate New York versions and one New York City version. (See attachment 1.3 for detailed printing specifications.)

Samples

Samples of the Items used for the 2004 Farmers’ Market Nutrition Program may be obtained by contacting Jonathan Thomson, Program Manager, New York State Farmers’ Market Nutrition Program, 10B Airline Drive, Albany, NY 12235, Telephone: (518) 457-7076, FAX (518) 457-2716, Email: Jonathan.Thomson@agriculture.ny.gov.

Recycled Content

The minimum content requirements for post consumer material, based on fiber weight, are as follows:

• 30% for uncoated printing and writing papers, including copier paper, forms bond, carbonless bond, and white wove envelope paper;
• 20% for colored wove envelope paper; unbleached kraft envelope paper, and bristols;
• 10% for coated printing paper.

Recycled Certification

When recycled materials are used, any one of the following will be acceptable:  a Paper Manufacturer's Affidavit of Recycled Content verifying a minimum of 30%, 20% or 10% whichever is applicable, (see Recycled Content requirements in preceding paragraph) post consumer content for the proposed paper is on file with the New York State Office of General Services; or, the paper has been authorized by the New York State Department of Environmental Conservation for use of the Official New York State Recycled Emblem; or, the New York State Office of General Services is able to ascertain through readily available sources, such as trade publications and mill literature, that the proposed paper complies with New York State's recycled requirements.

If none of the preceding conditions are met, the Department will notify bidder to submit a Paper Manufacturer’s Affidavit of Recycled Content. Failure to submit a properly completed affidavit within six (6) calendar days after notification may result in disqualification of bid.

Overruns

Overruns up to 3% of the quantity specified for each item will be accepted. The Department, at its option, may either accept or reject additional quantities beyond the allowable overrun. If overruns beyond the allowable percentage are accepted, they will be at a negotiated reduction in price. No underruns are acceptable.

Packing & Shipping

All Items must be shipped in new corrugated cartons. Items 1 and 2 must be shipped in cartons not exceeding 40 pounds gross in internal increments of 100. All cartons must be marked on end with the Item name, quantity and P.O. number.

All containers must be shipped on 4-way entry pallets. During shipping, the containers must not be placed on edge and must be protected from the weather. In banding the containers to the pallets for stability, the contractor must protect the edges of the containers with additional cardboard or other devices so that the materials or containers are not mutilated. Cartons are to be packed solidly on pallets no larger than 42” x 48” x 6-1/2” high, and must be nylon or plastic banded with a maximum weight of 1 ton. Deliveries will be accepted between 9 a.m. and 3:30 p.m. Monday through Friday except NY State holidays.

Delivery

All items must be palletized as specified above. Items 1 and 2 must be delivered no later than April 22, 2005. Item 3 must be delivered no later than May 6, 2005. All items are to be delivered to the Department’s Central Office at 10B Airline Drive, Albany, NY 12235

The Contractor must notify the Department’s mailroom, (518) 457-3474, at least twenty-four (24) hours before the arrival of a shipment to the Department.

An itemized bill of lading showing item name, quantity, and weight, must be furnished by the contractor at the time of delivery.

Preparatory Materials

All mechanicals, negatives, disks and magnetic cartridges are or will become the property of the Department, and must be delivered to the Department within fifteen (15) days after completion of job.

CONTRACT TERMS

The Department is seeking bids for an initial 12-month contract beginning April 1, 2005. Any contract awarded will contain provisions authorizing a renewal or extension of the contract at the Department’s option for another 12-month period. A copy of the standard clauses that set forth the general terms and conditions required in all contracts awarded by the Department as well as any special conditions that will be required for this contract is attached hereto (see Attachment 3) and is hereby expressly made a part of this IFB as fully as if set forth at length herein. The initial contract and any subsequent renewals are contingent on the availability of funding and approval by the Department, the Attorney General’s Office and Office of the State Comptroller. Price escalation will not be allowed and is specifically excluded from the terms and conditions of the Invitation for Bid, its specifications and subsequent contract award. Subcontracting of any portion of the services required by this IFB shall not be permitted.

Appendix A (Standard Clauses for All State Contracts)

Appendix A (5/03 version),which is posted on the Department’s website at www.agriculture.ny.gov, is hereby expressly made a part of this IFB as fully as if set forth at length herein. The successful contractor will be responsible for complying with the terms and conditions contained therein.

Cancellation/Discharge of Contractor

The Department reserves the right to cancel the services under this contract at any time upon determination by the Department that the Contractor is unable or incapable of performing the service to the satisfaction of the Department, and in the event of such stoppage the Department shall have the right to arrange for completion of the service in such manner as it may deem advisable. If the costs of such completion exceed the amount of the contract, the Contractor shall be liable to the Department for all excess costs.

Contract Liaisons

The contractor will designate an employee to act as the primary contact person in all matters regarding this contract. Upon notification of award, contractor must provide the name, title, telephone and fax numbers of their contact person to the Department.

The Department’s contact for questions regarding the specifications and requirements of the contract as well as questions regarding composition related matters and final approval of copy, proofs, and end product is Jonathan Thomson, Program Manager, New York State Farmers’ Market Nutrition Program, 10B Airline Drive, Albany, NY 12235, Telephone: (518) 457-7076, FAX (518) 457-2716, Email: Jonathan.Thomson@agriculture.ny.gov

All inquiries or correspondence regarding this contract must be through the appropriate contact person or their designees.

Invoicing and Payments

Payment will be made on a reimbursement basis. Invoices for payment shall be submitted to the Department on a New York State Standard Voucher provided by the Department.

Notification of Problems by Contractor

If the contractor anticipates any delays or problems which may affect the quality, construction, manufacturing, or processing of the any of the required items, they must immediately serve written notification to the Department stating specifically the problem and/or delay and expeditiously pursue any remedies that may be necessary.

QUALIFICATIONS

Bids will be considered only from bonafide printing companies possessing printing equipment capable of producing the printing requirements described in this invitation for bids. Bidders must have completed at least two printing jobs (of similar size and scope) for two different clients. These jobs must have been completed within the past three years.

PROPOSAL FORMAT

The bidder is solely responsible for the content and completeness of the proposal. The Department may request clarification from the bidder regarding items in the proposal. However, the Department is under no obligation to solicit information missing from the proposal.

The proposal shall be organized in the following format (submit the original and (1) copy):

Section 1: Qualifications of Bidder

1.1 Completed Bidder’s Certification (See Cover Page)

1.2 Work Samples -- Provide a minimum of two samples of items with similar specifications that were printed by the bidder. Include a short narrative (no more than one page) describing the jobs in terms of printing, deadlines, and any problems encountered in carrying out the work.

1.3 References -- Provide a list of at least three references from clients for whom you have provided printing services, including references for each work sample submitted. References should demonstrate the ability of the bidder to perform jobs similar in scope to the size, nature and complexity of the outlined bid. The references shall include the:

• Name, address, contact person, telephone number, and fax number for the referenced account; and
• Volume of business performed within the past three years for each referenced account.

The Department reserves the right to contact any or all of the clients listed to verify the information provided.

1.5 Attach a signed copy of any addendums obtained from Department website.

Section 2: Financial Proposal

All bids must be submitted on the attached Request for Bid Form (Attachment 2). All bids must include the following:

• Price per 1,000 on total quantities specified; and
• Price for additional M’s for quantity adjustments to increase up to 10% of quantities specified.

Incomplete Bids will be rejected. The total quantities listed for each item are minimum ordering quantities. The actual quantity of each item could vary over the quantities shown, therefore bidders must show prices for additional M’s. No underruns will be permitted. The final quantity for Items 1 and 2 will be determined by April 1, 2005. The final quantity for Item 3 will be determined by April 22, 2005. Any subsequent adjustments, due to extenuating circumstances, will be negotiated with the contractor. Prices quoted are to be firm for the entire period of the contract.

OTHER REQUIRED DOCUMENTS

1. Contractor Responsibility Questions (Attachment 4)
   
2. MacBride Stipulation (Attachment 5) -- The bidder shall certify that it either has no business operations in Northern Ireland, or if it does have such business operations, it shall take lawful steps in good faith to conduct such operations in accordance with the MacBride Fair Employment Principles.
   
3. Signed and Notarized Non-Collusive Bidding Certification (Attachment 6)

DECISION CRITERIA

The Department will evaluate the proposals in two stages. If deemed to be in the best interest of the Department and the State, a contract will be awarded to the single qualified responsible bidder whose proposal represents the lowest total cost to the Department.

Note: The Department reserves the right to reject all proposals and to seek new proposals if it is determined that it is in the best interest of the Department and the State.

The evaluation of the proposals will be done in 2 stages as follows:

Stage 1 – Evaluation of the Bidder Qualifications

Each proposal will be screened to eliminate from contention any bidder that fails to meet the qualification requirements using the criteria below. A “No” response to any of the evaluation standards below will result in disqualification of the bidder.

Stage 2- Evaluation of Financial Proposal

Proposals that pass the qualitative screen in Stage 1 will be evaluated on the basis of the lowest total bid price. Award shall be made by Grand Total Bid for all Items based on the cumulative total of the Weighted Grand Totals for all Items.

MINORITY AND WOMEN OWNED BUSINESS ENTERPRISES

The Department of Agriculture and Markets recognizes the need to take affirmative action to insure that Minority and Women Owned business enterprises and minority and women employees are given the opportunity to participate in providing goods and services sought by the Department. This opportunity for full participation in our free enterprise system by traditionally, socially and economically disadvantaged persons is essential to obtain social and economic equality and improve the functioning of the State economy. Accordingly, it is the policy of the Department to foster and promote the full participation of such individuals and business firms in the Department’s contracting program.

The bidder, by bidding on this contract, acknowledges his or her understanding and support for the social policy herein stated and pledges to fully cooperate with the State of New York in the implementation of this policy, and further to exert a good faith effort to solicit and obtain the participation of such individuals and firms as subcontractors, suppliers and employees on this contract.

For this contract the Department has established the following goals:

Minority-Owned business enterprises 1%

Women-Owned business enterprises 1%

CERTIFICATION PURSUANT TO NEW YORK STATE TAX LAW SECTION 5-A

Pursuant to Tax law Section 5-a, contractors with New York State are required to certify whether or not the contractor, its affiliates, its subcontractors and affiliates of its subcontractors are required to register to collect state sales and compensating use tax. The successful contractor will be required to complete and sign, under penalty of perjury, the Contractor Certification Form ST-220. (See Attachment 7) Contractors must also submit a copy of the Certificate of Authority, if available for itself, any affiliates, any subcontractors and any affiliates of the subcontractors required to register to collect state sales and compensating use tax. If Certificates of Authority are unavailable, the contractor, affiliate, subcontractor or affiliate of subcontractor must represent that it is registered and that it has confirmed such status with the Department of Taxation and Finance

FREEDOM OF INFORMATION

All proposals submitted and all related contracts and reports may be subject to disclosure under the Freedom of Information Law.

NYS Department of Agriculture and Markets
Farmers’ Market Nutrition Program

SPECIFICATIONS -- ITEM #1 FRUIT & VEGETABLE GUIDE

QUANTITY:
Two lots of saddle stitched books, 16 pages plus cover,as follows:
English - Minimum of 200,000 copies
Spanish - Minimum of 50,000 copies
Both lots will be ordered at the same time.

SIZE:
3-1/2” x 8-1/2” - no bleeds.

STOCK:
Text Pages: 60 lb. white, Springhill recycled offset, or equal.

Cover:
English Edition - 65 lb. apple green Torchglow opaque cover (recycled), or equal.
Spanish Edition - 65 lb. canary Torchglow opaque cover (recycled), or equal.

COPY:
The Department will provide negatives by April 1, 2005.

PRESSWORK:
All lots print 2 colors throughout.

INK:
Black plus a PMS Color to be specified. NOTE: All lithographic inks used in the production of New York State printing requirements must contain the following minimum percentages of vegetable oil: New Inks - 40%; Sheet Fed Inks - 20%; Forms Inks - 20%; heat Set Inks - 10%.

BINDING:
Saddlestitch on 8-1/2” dimension.

PROOFS:
Two sets of proofs are required no later than 5 working days after receipt of order.

DELIVERY:
Required no later than April 22, 2005.

NYS Department of Agriculture and Markets
Farmers’ Market Nutrition Program

SPECIFICATIONS -- ITEM #2 PROGRAM POCKET FOLDERS

QUANTITY:
4 lots as follows:
Minimum of 300,000 English/Spanish bilingual
Minimum of 10,000 English/Russian bilingual
Minimum of 5,000 Creole
Minimum of 5,000 Chinese
All lots will be ordered at the same time.

SIZE:
4-1/4” x 9” folded with glued inside pockets on both sides. Full bleed.

STOCK:
8 pt. recycled coated one side cover, Cornwall or equal.

COPY:
Camera-ready copy will be furnished - all line copy. There will be an overall background tint with surprint and knockouts. The Department will provide copy by April 1, 2005.

PRESSWORK:
Prints 2 colors 1 side.

INK:
Two PMS colors to be specified. Same colors all lots. NOTE: All lithographic inks used in the production of New York State printing requirements must contain the following minimum percentages of vegetable oil: New Inks - 40%; Sheet Fed Inks - 20%; Forms Inks - 20%; heat Set Inks - 10%.

CONSTRUCTION:
Pocket folder with two inside pockets, glued along outside edges - no business card cut. English/Spanish bilingual and English/Russian bilingual folders have 7-1/2” inside pockets, Creole and Chinese folders have 4-1/2” inside pockets.

PROOFS:
Two sets of blues for each lot required no later than four working days after receipt of order.

DELIVERY:
Required no later than April 22, 2005

NYS Department of Agriculture and Markets
Farmers’ Market Nutrition Program

SPECIFICATIONS ITEM #3 FARMERS’ MARKET SCHEDULES

QUANTITY:
2 lots as follows
9 Upstate New York versions consisting of 1/3 of an 8.5 x 11 sheet printed on two sides of colored stock. Minimum 150,000 finished sets.
1 New York City version printed on 2 sides of 8.5 x 14 white stock, fan folded into quarters. Minimum 200,000 finished sets.
All lots will be ordered at the same time.

SIZE:
Upstate versions 3.66 x 8.5.
New York City version 8.5 x 14 fan folded into quarters.

STOCK:
20 lb recycled in 9 different colors for the upstate version.
20 lb recycled white for the New York City version.

COPY:
Laser originals will be supplied for the upstate version.
New York City version will be supplied on disk.
The Department will provide copy by April 22, 2005.

PRESSWORK:
1 color 2 sided for both versions.

INK:
Black

CONSTRUCTION:
Upstate version printed on 2 sides of 8.5 x 11 stock (3 copies per page) and cut into three equal portions resulting in 3 finished copies from each 8.5 x 11 sheet.
New York City version printed on both sides of 8.5 x 14 sheet consisting of text and a map. Finished sheets are folded into 4 equal panels.

PROOFS:
Two sets of proofs required no later than four working days after receipt of order.