Asset Inventory and Appraisal Services, RFP26-0011

A Board of Cooperative Educational Services
179 County Route 64, Mexico, NY 13114
Phone: (315) 963-4253
www.CiTiboces.org
www.CiTiboces.org/CooperativePurchasing
NOTICE TO BIDDERS
REQUEST FOR PROPOSALS
Specifications and Instructions for:
ASSET INVENTORY AND APPRAISAL SERVICES
RFP26-0011
Bid Response Date: Tuesday, April 28, 2026 at 2:00 p.m.
Business Name:
Contact Person's Name:
Address:
City/State/Zip:
Phone:
Email:
Tax ID Number:
Amy Rhinehart, School Purchasing Officer/Contract Developer
CiTi Business Office
179 County Route 64
Mexico, NY 13114
Phone: (315) 963-4253
Email: purchasing@CiTiboces.org
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 1

INTRODUCTION
The Center for Instruction, Technology & Innovation (CiTi) is seeking proposals for asset inventory and
appraisal services.
Instructions and Special Conditions for the Submission of Responses
1. Bid proposals as set forth in these specifications, prepared by CiTi, are sought at this time.
2. Copies of the specifications may be obtained by contacting Amy Rhinehart, School Purchasing Officer at
the Business Office of the CiTi, 179 County Route 64, Mexico, New York 13114, by calling (315) 963-4253
or emailing: purchasing@CiTiboces.org
3. Bid opportunities are available electronically at www.CiTiboces.org/cooperativepurchasing. Specifications
can also be found online at BidNet Direct: https://shorturl.at/zNcLe
4. ALL questions with regard to this RFP must be submitted in writing. Please email the questionnaire form
that is attached as part of this solicitation document (EXHIBIT A) to the attention of Cooperative
Purchasing Officer at: purchasing@CiTiboces.org
No questions will be entertained by any other means.
All questions must be submitted by 2:00p.m. on Tuesday, April 14, 2026. Questions received
after this date and time may not be addressed.
Sealed proposals AND electronic proposal submissions will be accepted
5. SEALED SUBSMISSIONS must be received via mail, postal or shipping carrier at: CiTi, 179 County Route
64, Mexico, NY 13114 until, but not later than 2:00 p.m. on April 28, 2026. Sealed bid envelopes can also
be hand-delivered to CiTi's Receiving Department (Green Steel Building at the end of the CiTi Campus
Driveway in Mexico). CiTi's Receiving Department is open Monday - Friday 8:00 a.m. to 3:00 p.m.
It is the bidder's responsibility to ensure that their proposal is received by CiTi before the
deadline, whether sent by mail or by means of personal delivery. All proposals received after the
deadline stated in the RFP will not be considered and will be returned unopened to the firm. The
firm assumes the risk of any delay in the mail or in the handling of the mail.
6. ELECTRONIC SUBMISSIONS must be submitted via BidNet Direct no later than 2:00 p.m. on April 28, 2026.
This is the ONLY manner in which electronic submissions will be accepted. Emailed or faxed responses are
not acceptable.
7. A public bid opening will take place on April 28, 2026 at 2:01 p.m.
8. In the event that the CiTi Business Office is closed due to unforeseen circumstances, the bid response
date will be extended to the next business day that CiTi is open for business. The time will remain 2:00
p.m.
9. All public bid openings hosted by CiTi are made available virtually via the Zoom platform. Bidders and
members of the public can join the live bid opening virtually by sending an email request in advance of
the opening date and time to: purchasing@citiboces.org. Bidders and members of the public who wish to
join the bid opening in-person must follow all visitor policy guidelines when present on CiTi property.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 2

10. For Sealed Submissions: Bidders must supply signed hard copies of their completed bid forms and one
(1) copy their proposal in a sealed envelope marked with the name of the bidder and the bid number on
the front of the envelope to the address listed in the manner specified within the bid documents.
11. All express envelopes must be clearly marked with the words "Sealed Bid Enclosed" on the front of the
outside envelope. This is important in assuring that the bid is delivered properly. The sealed bid envelope
must be included in the express envelope.
12. For Electronic Submissions: Bidders must supply and upload a signed photocopy of the completed bid
forms and their proposal via BidNet Direct.
13. A bid proposal as presented shall remain valid for a minimum period of sixty (60) days from the date of
bid opening.
14. The following forms are included herein and form a part of this request for proposals:
Cover Sheet (first page of this bid packet)
Bid Proposal Certifications (Non-Collusion Bidding Certification and Conflict of Interest Certification)*
Iran Divestment Act Certificate of Compliance*
General Acknowledgement*
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*Failure to fully execute these three (3) statements will constitute grounds for rejection of a bid
submission.
15. CiTi reserves the right to waive any informality or irregularities on bids received.
16. During the evaluation process, CiTi reserves the right, where it may serve CiTi's best interest, to
request additional information or clarifications from proposers, or to allow corrections of errors or
omissions. Any such information given, either orally or in writing, is not given in confidence and may be
used, or disclosed to others, for any purpose at any time without obligation or compensation and
without liability of any kind whatsoever
17. At CiTi's discretion, companies submitting proposals may be requested to make oral presentations (in-
person or virtual) as part of the evaluation process at a time determined by CiTi.
18. CiTi reserves the right to retain all bid proposals submitted and to use any ideas in a proposal regardless
of whether that proposal is selected. Submission of a proposal indicates acceptance by the company of
the conditions contained in this solicitation, unless any and all such exceptions are clearly and specifically
noted in the bid proposal submitted and confirmed in the contract between CiTi and awarded company.
19. CiTi reserves the right to reject any or all proposals and to re-advertise.
20. There is no expressed or implied obligation for CiTi to reimburse responding companies or individuals for
any expenses incurred in preparing bid proposals in response to this request.
Failure to adhere to these instructions and special conditions will constitute grounds for rejection of the bid.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 3

RFP SCHEDULE
The anticipated schedule with respect to this RFP is as follows:
RFP Issued March 31, 2026
Questions Submitted* April 14, 2026 by 2:00 p.m.
Response to Questions** April 15, 2026 by 2:00 p.m.
Responses Due Tuesday, April 28, 2026 at 2:00 p.m.
Bidder Interviews May 20 to May 29, 2026
As part of the evaluation process CiTi may request that a bidder's representative or team
be available for an in-person, phone or virtual interview during this time period.
Anticipated Board of Education Award June 17, 2026
Anticipated Contract Term June 18, 2026 to May 31, 2027
Optional Contact Renewal Terms June 1, 2027 - May 31, 2028
June 1, 2028 - May 31, 2029
June 1, 2029 - May 31, 2030
June 1, 2030 - May 31, 2031
*ALL questions with regard to this RFP must be submitted in writing. Please email the questionnaire form
that is attached as part of this solicitation document (EXHIBIT A) to the attention of Cooperative Purchasing
Officer at: purchasing@CiTiboces.org
**Responses to questions will be answered in the form of an addendum.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 4

SCOPE
The objective of this asset inventory and appraisal services RFP is to select a firm or individual to
perform the following services:
1. Perform a full physical inventory inspection of all of CiTi's current assets.
2. Provide values appropriate for insurance and property control purposes.
3. Provide values and depreciation amounts required for financial reporting purposes in
compliance with Governmental Accounting Standards Board' s (GASB) Statement # 34.
Pre-project planning
A comprehensive project-planning meeting will be held with the CiTi representatives prior to the
kickoff of the contract and annually throughout the term of the contract. Topics of discussion
include confirmation of project scope and time frames*, clarification of assets to be verified, the
physical inventory schedule, accessibility to buildings, contact person at each building or location,
and availability and use of purchasing records and CiTi's inventory management system (RAMI).
This meeting lays the foundation for the methods and procedures used in perpetuating records
upon completion of the inventory and delivery of the reports.
*Contract term begins June 18, 2026. CiTi foresees scheduling a meeting on/around this
date and is seeking for the awarded company to begin the full physical inventory inspection
shortly thereafter.
Schedule of Premises
Included as Exhibit C of this RFP is a Schedule of Premises for CiTi. CiTi will provide the most
updated information to the awarded firm at the project-planning meeting.
Assets to be appraised
Assets to be appraised include, but are not limited to equipment, district vehicles, buildings,
building improvements, site improvements, land, land improvements and infrastructure. Purchase
dates and the original costs, if available, will be provided. The threshold for including assets will be
$500, based on the per unit original cost of the asset. Most assets valued under this threshold will
not be appraised and therefore will not be included in the final appraisal report. Exceptions to this
threshold are as follows: computers/monitors, laptops, computer peripherals such as scanners and
printers, musical instruments, televisions, cameras, audiovisual equipment, video recorders, and
small maintenance equipment. Asset counts that appear on the chart on the following page include
assets at or over the $500 threshold AND also the exception items previously noted.
Fixed Asset Software Utilized by CiTi: RAMI
CiTi purchased RAMI software in December of 2014 and completed the data
import/implementation process by June of 2015. CiTi has continued to maintain records in
this system since that time. The last full physical inventory inspection took place in 2021.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
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Assets (including exception list identified on the previous page) are assigned a barcode label (see
sample image) and tagged. Exceptions to this include:
1. Items that might be too small to stick the barcode label to
(ex: hearing devices). In these instances, the assets are still
entered as an asset into the RAMI system and still assigned
a barcode label. The labels are tracked on a spreadsheet
that is managed by CiTi staff.
2. Items where the barcode labels get peeled off by the end user such as a student laptop. In
these instances, the device's serial number can be tracked and connected to a barcode
label.
3. Barcode labels that were placed on the back of items that are now permanently adhered to
a wall and unmovable. (Ex: SMARTBOARDS). In these instances, the device's serial number
can be tracked and connected to a barcode label.
Asset Location Square Anticipated Number
Footage of Assets*
CiTi Main Campus - Mexico, NY 170,000 st. ft. 11,784
CiTi at Dutch Ridge Road - Oswego, NY 10,005 sq. ft. 36
CiTi South (Phoenix Extension Site) - Phoenix, NY 2,783 sq. ft. 315
CiTi Lanes (Scenic Ave) - Mexico, NY 3,000 sq. ft. 35
CiTi on Main (Main Street) - Mexico, NY 2,100 sq. ft. See Note #1 Below
CiTi Literacy Center (Cayuga Street) - Fulton, NY 6,000 sq. ft. 11
CiTi CoCo Cafe (Cayuga Street) - Fulton, NY 1,300 sq. ft. 10
CiTi at 4th Street - Fulton, NY 10,500 sq. ft. 226
CiTi at SUNY Oswego - Oswego, NY 4,080 sq. ft. 6
CiTi at CCC - Fulton, NY 7,700 sq. ft. See Note #2 Below
CiTi at APW Central School District - Parish, NY 278,630 sq. ft. 5
CiTi at Central Square School District - Central Square, NY 726,360 sq. ft. 63
CiTi at Fulton City School District - Fulton, NY 719,992 sq. ft. 9118
CiTi at Hannibal School District - Hannibal, NY 394,892 sq. ft. 3219
CiTi at Mexico School District - Mexico, NY 562,028 sq. ft. 3211
CiTi at Oswego City School District - Oswego, NY 743,942 sq. ft. 1701
CiTi at Phoenix School District - Phoenix, NY 539,007 sq. ft 2728
CiTi at Pulaski Academy & Central School District - Pulaski, NY 300,400 sq. ft. 2746
CiTi at Sandy Creek School District - Sandy Creek, NY 2,600 sq. ft. 476
*Exported from RAMI as of March 2026. Final asset count and location list subject to change. Updated asset
information will be provided to the awarded firm prior to contract commencement.
#1: Furniture was purchased for this location in early 2026. At the time of the export from RAMI for the
above chart, the furniture had not been delivered and logged into inventory system.
#2: Assets for this location are TBD based on the completion of renovations and decisions as to what
programs will occupy the space.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
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Values to use
When CiTi provides actual costs, these amounts are to be used for the ''original cost" on the appraisal
report. In every other instance, estimated values based on the expertise and research of the
appraisal company is to be used for the "original cost". The "cost of replacement" values included
on the report are the responsibility of the appraisal company to provide. A summarized explanation
of how estimates were derived is to be included with the appraisal report.
Depreciation Values
The estimated life of assets must be included for each asset included on the appraisal report for
financial reporting purposes. CiTi's auditors will have the opportunity to review the preliminary
financial appraisal report, discuss and make recommendations on life expectancies used for the
various classifications of assets.
For financial reporting purposes, the amount of accumulated depreciation as of June 30th of each
year, for applicable assets must be included on the appraisal repo rt. Depreciation is to be
accumulated based on the methods and lives assigned to each asset beginning with the acquisition
or construction date of each asset. Estimated acquisition and construction dates will be accepted if
the actual acquisition and construction dates are not known.
Information Provided by Citi
In addition to information provided in this RFP packet, CiTi will make available any information and
personnel considered helpful to the appraisal company including but not limited to the following:
access to buildings/facilities as needed; blueprints; discussions as needed with staff and a listing of
all vehicles. CiTi will also provide one staff member to assist with the physical inventory process.
Final Appraisal Report
CiTi will be provided with one (1) hard copy and one (1) copy on a CD of the final appraisal report.
The final appraisal report will include an insurance and property control summary report as well as
related detail reports. Additionally, a property accounting summary report and related detail
reports (including accumulated depreciation and annual depreciation amounts) will be included.
The following have been included for reference purposes:
Exhibit D: Equipment Class Summary
Exhibit E: Sample Location Report (an export of a RAMI data set)
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
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INSURANCE REQUIREMENT
Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the
proposer hereby agrees to effectuate the naming of CiTi as an unrestricted additional insured on
the proposer's insurance policies, with the exception of workers' compensation and professional
liability. If the policy is written on a claims-made basis, the retroactive date must precede the date
of the contract.
The policy naming the district as an additional insured shall:
From an AM. Best rated "secured" insurer, authorized to conduct business in New York
State.
Contain a 30-day notice of cancellation.
State that the organization's coverage shall be primary coverage for CiTi, its Board,
employees and volunteers.
CiTi shall be listed as an additional insured by using endorsement CG 2026 or broader. The
certificate must state that this endorsement is being used. If another endorsement is used,
a copy shall be included with the certificate of insurance.
The proposer agrees to indemnify CiTi for any applicable deductibles.
Required Insurance:
Commercial General Liability Insurance
$1,000,000 per occurrence/ $2,000,000 aggregate.
Automobile Liability
$1,000,000 combined single limit for owned, hired and borrowed and non-owned
motor vehicles.
Workers' Compensation and N.Y.S. Disability
Statutory Workers' Compensation, Employers' Liability and N.Y.S. Disability Benefits
Insurance for all employees.
Professional Errors and Omissions Insurance
$1,000,000 per occurrence/ $2,000,000 aggregate for the professional acts of the
consultant performed under the contract for the district. If written on a "claims-
made" basis, the retroactive date must pre- date the inception of the contract or
agreement. Coverage shall remain in effect for two years following the completion
of work.
Excess Insurance
On a "Follow-Form" basis, with limits of $3,000,000 each occurrence and aggregate.
Proposer acknowledges that failure to obtain such insurance on behalf of CiTi constitutes a material
breach of contract. The contracted vendor is to provide CiTi with a certificate of insurance,
evidencing the above requirements have been met, prior to the commencement of work or use of
facilities. The failure of CiTi to object to the contents of the certificate or the absence of same shall
not be deemed a waiver of any and all rights held by CiTi.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 8

RESPONSE REQUIREMENTS
CiTi requires that all responses to this RFP be clear, concise and easy to interpret and contain the
following information.
Required Documents (one copy):
RFP Cover Page (page 1 of this bid packet): showing bid number, closing date and time,
proposer name, address, telephone number and contact person.
Required Forms (included within this bid document, see 'FORMS and SPECIFICATIONS')
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Proposal Format (one copy):
Company Profile - A brief narrative detailing the firm's history including location, size and
date of inception. A signed letter of transmittal that briefly states the proposer's
understanding of the work to be done, the commitment to perform the work, a statement
why the firm believes itself to be best qualified to perform the engagement.
Experience - A description of the firm's experience and expertise in asset inventory and
comprehensive appraisal services. Include relative school district experience, BOCES
experience and experience with RAMI system.
Method - Outline of the methods for accomplishing work outlined in the scope. Describe
what, when, where, how, and in what sequence the work will be done. Outline capacity to
perform duties for the time period noted.
Cost - A outline of the firm's fees for services outlined.
References - List three (3) references (preferably school districts) with a contact person's
name, title and phone number.
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 9

EVALUATION PROCEDURE:
Proposals are being solicited through a fair and open "best value" award process pursuant to Board
Policy #5410 and State Finance Law Section 163. The criteria and the other requirements herein are
intended to be non-restrictive for the purpose of obtaining participation of qualified professionals
and uniformity in the manner of submission of proposals. Each bid proposal will be evaluated by a
committee according to the following process:
STEP ONE: The School Purchasing Officer/Contract Developer will determine whether a proposal
conforms to the minimum specifications for consideration. This includes submitting a proposal by the
closing date and time WITH all required pages and forms. Proposals failing to submit the necessary
documentation may be rejected without further evaluation.
STEP TWO: Proposal meeting the minimum qualification will be reviewed and independently scored by
each member of an evaluation committee that was developed for this purpose. The committee
members will base their evaluation on the following weighted criteria. Note, the criteria are not
necessarily listed in the of importance but will be weighted as noted.
1. Company Profile = 20%
Highest scores will be given to proposers that are able to effectively demonstrate excellence
in the industry.
2. Experience = 30%
Highest scores will be given to proposers that have proven experience with public sector
clients, with BOCES and with RAMI.
3. Method and Capacity to Fulfill Scope = 30%
Highest scores will be given to proposers that have a clearly articulated approach and the
capacity to fulfill scope and in the time period identified.
4. Cost/Fee Structure = 10%
5. References = 10%
Center for Instruction, Technology & Innovation (CiTi)
Asset Inventory and Appraisal Services RFP26-0011
Page 10