B24-9001A Computer Parts

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
Posted Date:	Mar 7, 2024
Due Date:	Mar 12, 2024
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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When submitting a sealed bid, please be sure to put the bid title and bid number on the outside envelope being mailed.

Please attach a completed W9 to your bid response.

Vendor:

Bid Contact:

Address:

Ordering Contact:

Ordering Address:

Phone #:

Fax #:

E-Mail:

Tax ID #:

Ordering Phone #:

Ordering Fax #:

Ordering E-Mail:

Web-Site:

Center for Instruction, Technology & Innovation (CiTi)

Oswego County Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

(315) 963-4253 phone

www.CiTiboces.org

www.CiTiboces.org/cooperativepurchasing

Specification and Instructions for the supply of

Chromebook & Laptop Parts

Bid Number: B24-9001A

Bid Contract Dates: June 1, 2024 to November 30, 2024

Date of Bid Opening: March 12, 2024 @ 2:00 p.m.*

*This complete Bid Packet must be filed with the Bid Response CD

or travel/flash drive.

To be purchased by:

APW Central School District

Center for Instruction, Technology & Innovation (CiTi)

Central Square Central School District

Fulton City Schools

Hannibal Central School District

Mexico Academy & Central School District

Oswego City School District,

Phoenix Central School District

Pulaski Academy & Central School District

Sandy Creek Central School District

Cooperative CiTi Bid

Do not separate these sheets

Please submit all questions on the Question Form of the bid packet and email to the attention of:

Amy Rhinehart, School Purchasing Officer

purchasing@CiTiboces.org

179 County Route 64

Mexico, NY 13114

Phone: (315) 963-4253

All public bid openings hosted by The Center for Instruction, Technology & Innovation (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.

B24-9001A Chromebook &Laptop Parts

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

This is a Cooperative Bid involving the: APW Central School

District, Center for Instruction, Technology & Innovation (CiTi),

Central Square Central School District, Fulton City School District,

Hannibal Central School District, Mexico Academy & Central

School District, Oswego City School District, Phoenix Central

School District, Pulaski Academy & Central School District, and

Sandy Creek Central School District.

Due to the nature of Instructional Technology, it is problematic to

forecast the demand for commodities and supplies. Vendors are

therefore asked to bid on an as needed basis.

Bidding Instructions and Special Conditions for

the Submission of Vendor Responses

1. Sealed bids for furnishing and delivery of items as required and

as set forth in these specifications prepared by the 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

Bid opportunities and current bids are available electronically

at www.CiTiboces.org/cooperativepurchasing Bid specifications

can also be found online at BidNet Direct:

3. ALL questions with regard to this bid MUST be submitted in

writing. Please email the bid questionnaire form that is attached

as part of this bid proposal to the attention of Cooperative

Purchasing Officer at: purchasing@CiTiboces.org

4. No questions will be entertained by any other means. All

questions must be submitted at least 10 business days prior to

the official bid opening. Questions received after this time may

not be addressed.

Accepting Sealed OR Electronic Bid

Submissions:

5. SEALED BIDS 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. March 12, 2024. 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 2:00 p.m.

6. ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 2:00 p.m. March 12, 2024. This is the ONLY

manner in which electronic submissions will be accepted.

Emailed or faxed bid responses are not acceptable.

7. In the event that the CiTi Business Office is closed due to

unforeseen circumstances, the bid deadline will be extended to

the next business day that CiTi is open for business. The time

of day will remain 2:00 p.m.

8. A public bid opening will take place on March 12, 2024 at

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.

10. For Sealed Bid Submissions: Bidders must supply signed hard

copies of their completed bids 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. CiTi also strongly encourages the

submission of the bid pricing (in excel format) on either a CD

or flash drive along with the signed hard copies of all the

required bid documents. Please refer to the “Instructions for

the Submission of the Vendor Response Sheet” for

information on how to properly fill out the forms.

11. The CD or Flash Drive must be clearly labeled with the name

of the bid, the bid number, and the bidder’s name.

12. 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.

13. For Electronic Bid Submissions: Bidders must supply a

signed photocopy of the bid forms and a completed vendor

response sheet (in excel format) via BidNet Direct. Please

refer to the “Instructions for the Submission of the Vendor

Response Sheet” for information on how to properly fill out

the forms.

14. The proposal as presented shall remain valid for a minimum

period of sixty (60) days from the date of bid opening.

15. Bidder must insert the price per unit as specified and the price

extension accordingly against each item bid. In the event of a

discrepancy between the unit price and the extension, the unit

price will govern. Prices shall be extended in decimals, not

fractions.

16. In order to ascertain that bid items conforms to the

specifications, vendors should provide the CiTi with stock

numbers for reference during the analysis process. If the CiTi

is unable to verify that the item bid conforms to the

specifications through a catalog, website or cut sheets, the CiTi

reserves the right to reject that item bid.

Bid Information, Instructions and Special Conditions, Page 1 of 3

17. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall

be considered as added to each specification, except in

instances where “ONLY” or “NO SUB” is stated. The CiTi

reserves the right to request samples of items where an

equivalent is bid. It is the responsibility of the bidder to notify

CiTi when such substitutions are incorporated. Please note any

substitutions on the bid form. Please indicate your

Catalog/Vendor Number in the space provided on the

electronic bid form.

18. If the vendor is offering a substitute item with the same

package size as the items specified, the vendor shall provide the

substitute information as well as the pack size information (UM

- unit of measurement). The bid software will not recognize

the vendor substitute offer if the package size (UM - unit of

measurement) is not provided and will not evaluate the

bidders pricing for that item. Failure to provide pack size

information with a substituted item will result in the

rejection of the bid item.

19. The bidder shall not change or provide the bid sheets in a

different format than the one provided. Any change in the

electronic format will prevent the CD or travel drive from

being read by the bid evaluation software and therefore will

result in the rejection of the bidders’ submittal.

20. All toner cartridges, ribbons, ink, fax and laser jet

cartridges, tanks, or other computer related printer items

should be bid as OEM (Original Equipment Manufacturer)

products.

21. Recycled, recharged or generic items are not acceptable for

products listed on this bid.

22. The following three (3) forms are included herein and form a

part of this bid proposal: 1. Bid Proposal Certifications (Non-

Collusion Bidding Certification and Conflict of Interest

Certification). 2. Exceptions or Limitations/Acknowledgement

of Terms and Conditions. 3. Iran Divestment Act Certificate of

Compliance. Failure to fully execute these three (3) statements

will constitute grounds for rejection of a bid submission.

23. The bidder shall state the discount that will be allowed to

CiTi/School Districts for prompt payment. In the absence of

such stated discount payment will be made approximately

thirty (30) days after receipt of materials and invoice.

24. All bids are to be on the basis of delivery prepaid to

destination.

25. The CiTi reserves the right to waive any informality on bids

received.

26. The CiTi reserves the right to reject any or all bids and to re-

advertise.

Orders and Delivery

27. Each participating School District will prepare its own

individual Purchase Order for its respective share of the bid.

B24-9001A Chromebook &Laptop Parts

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

28. Delivery is to be made to multiple locations in each School

District. The Purchase Order shall designate the place of

delivery.

29. Invoices shall be presented to each School District for the

quantities ordered as per the Purchase Order.

30. Purchases made by the School Districts, because they are

governmental agencies, are not subject to any sales tax.

31. Delivery is to be made within 30 days ARO. Partial shipments

will be expected if the full shipment cannot be made within

30 days of a purchase order being received. Payment for a

partial shipment will be made upon receipt of the invoice for

the items delivered.

32. It is expected that any items bid with expiration dates will not

expire until after the conclusion of the bid contract. Any items

received by the districts that expire before the conclusion of the

bid contract will be returned to the vendor at the vendor’s

expense and will be credited or replaced at no additional cost to

the school.

33. A MATERIAL SAFETY DATA SHEET must accompany

each bid item delivered containing a Chemical Substance. If

Material Safety Data Sheets are available on-line, please

include a statement stating such and the on-line address. Failure

to include these requisite data sheets or source for data sheets

will prohibit the processing of payment.

34. After receipt of an order, the vendor agrees to call the district

within three working days, concerning any out of stock items,

or defect in the purchase order. Vendor may not cancel orders

without express written consent from the CiTi. If a district is

forced to purchase out of stock items or items not meeting

specifications from another vendor, the difference must be paid

by the original vendor.

35. During the scheduled delivery times, the vendor agrees to

remove all damaged cases that are visible and all products that

are found damaged upon opening, or products which do not

meet specifications.

36. Pertinent information: Damaged goods not removed by the

vendor, as stated, will be regarded as abandoned and the district

shall have the right to dispose of them as its own property. This

condition addresses the following concerns:

a. Damaged cases discovered during and after delivery

b. Products that do not meet specifications

c. Storage of such items

d. Ownership of such items

37. In any of the situations mentioned, the vendor is required to

pick up damaged goods at the time of delivery, and

immediately issue credit. Additionally, if the discrepancies are

not noted until after receipt of the goods, the vendor agrees to

pick up the items on the next delivery. In either event, if the

vendor does not adhere to these terms, the district gains title to

the property and needs only to maintain a record of the delivery

date and the can/item codes to be entitles to credit.

Bid Information, Instructions and Special Conditions, Page 2 of 3

Force Majeure

38. The successful bidder shall not be held responsible for any

losses resulting if the fulfillment of the terms of the contract

shall be delayed or prevented by wars, acts of public enemies,

strikes, fires, acts of God, or for any other acts not within

control of the successful bidder and which by the exercise of

reasonable diligence he/she is unable to prevent.

39. Products and quantities listed on the bid are CiTi’s best

estimate based on the projected instructional plan for CiTi and

participating school districts. If CiTi or the participating

school districts’ instructional plans change due to unforeseen

and/or a force majeure event, the actual quantities purchased

might also change.

Award

40. Notice of Award shall be made to the successful bidder within

sixty (60) days from the date of bid opening. The award for

this bid will take place at the May 8, 2024, CiTi Board

Meeting.

41. The bid award will be in a line-by-line manner or by

subcategory method.

42. Vendors may not be considered for an award if there are not a

substantial amount of items or value of items to be awarded to

the vendor and/or where an award of these items would result

in the ordering member(s) processing purchase orders

amounting to $25.00 or less, or where the minimum ordering

amount cannot be met.

43. The CiTi/School District and the vendor will submit all

complaints in writing to the appropriate party(s) within four (4)

days of occurrence of any incident. The Bid Coordinator will

maintain a file of all complaints that are submitted from both

the CiTi/School District and the vendor.

Term of Contract

44. This will be a quarterly bid. The bid period will be from 6-01-

2024 to 11-30-2024.

45. Failure to adhere to these instructions will constitute

grounds for rejection of the bid.

B24-9001A Chromebook &Laptop Parts

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

Bid Information, Instructions and Special Conditions, Page 3 of 3

Center for Instruction,

Technology & Innovation

A Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

GENERAL CONDITIONS

(For the Purchase of Materials, Supplies,

Equipment, and Services)

All invitations to bid issued by the above

named Board of Cooperative Educational

Services will bind bidders and successful

bidders to the conditions and requirements

set forth in these general conditions, and

such conditions shall form an integral part

of each purchase contract awarded by the

Center for Instruction, Technology &

Innovation (CiTi).

DEFINITIONS

“CiTi” Shall be the legal designation of the

Oswego County Board of Cooperative

Educational Services/ Center for Instruction,

Technology & Innovation.

“School District” Shall be the legal

designation of the district.

“Notice to Bidders” A formal statement,

which, when issued by the CiTi, constitutes

an invitation to bid on the materials,

supplies and equipment described by the

specifications

“Board” The Board of Cooperative

Education Services Board of Education.

“Bid” An offer to furnish materials,

supplies, and/or equipment in accordance

with the invitation to bid, the general

conditions, special instructions, and the

specifications.

“Bid Offer” The form on which the

vendor/bidder submits his bid.

“Bidder” A company, corporation or

individual submitting a bid.

“Contract” A notice to the successful

bidder by the issuance of a purchase order,

all documents relating to the transaction,

including but not limited to, the bid offer of

the successful bidder, notice to bidders,

general information, general conditions,

specifications, notice of award, bid proposal

certifications; a formal document signed by

the successful bidder and the CiTi

representative.

“Successful Bidder” Any bidder to whom

an award is made by the CiTi.

“Contractor” Any bidder to whom a

contract award is made by the Board of

Cooperative Education Services.

“Specifications” defined as the description

of materials, supplies, equipment, and/or

services, including the conditions for its

purchase.

BIDS

1. The date, time, and place of bid opening

will be given in the Notice to Bidders.

2. All bids must be submitted on bid forms,

if provided, and in accordance with

instructions provided.

3. All bids received after the time stated in

the Notice to Bidders may not be considered

and will be returned unopened to the bidder.

The bidder assumes the risk of any delay in

the mail or in the handling of the mail by

employees of the CiTi. Whether sent by

mail or by means of personal delivery, the

bidder assumes responsibility for having

his/her bid deposited on time at the place

specified.

4. All information required by Notice to

Bidders, General Conditions, Specifications,

and Bid Offer, in connection with each item

against which a bid is submitted, must be

given to constitute a regular bid.

5. The Non-Collusive Bidding Certification

must be included with each bid as required

by General Municipal Law, Section 103-d.

6. The submission of a bid will be construed

to mean that the bidder is fully informed as

to the extent and character of the supplies,

materials, or equipment required and a

representation that the bidder can furnish

the supplies, materials, or equipment

satisfactorily in complete compliance with

the specifications.

7. No alteration, erasure, or addition is to be

made in the typewritten, printed, or

electronic matter. Deviations from the

specifications must be set forth in space

provided in bid for this purpose.

8. Prices and information required should be

typewritten for legibility. Illegible or vague

bids may be rejected. All signatures must be

written. Facsimile, printed, or typewritten

signatures are not acceptable.

9. Sales to school districts are not affected

by any fair trade agreements. (General

Business Law, Sec. 369-a, Sub. 3)

10. No charge will be allowed for Federal,

State or municipal sales and excise taxes

since the school districts and the CiTi are

exempt from such taxes. The price bid shall

be net and shall not include the amount of

any such tax.

11. In all specifications, the words “or

equal” are understood after each article

giving manufacturer’s name or catalog

reference, or on any patented article. The

decision of the school district as to whether

an alternate or substitution is in fact “equal”

shall be final. If bidding on items other than

those specified, bidder must provide in

every instance the trade designation of the

article, manufacturer’s name, and detailed

specifications of item he proposes to

furnish. Otherwise, bid will be construed as

submitted on the identical item as specified.

12. Bids on equipment must be on standard

new equipment, of latest model, and in

current production, unless otherwise

specified.

13. All regularly manufactured stock

electrical items must bear the label of the

Underwriters’ Laboratories, Inc.

14. When bids are requested on a lump sum

basis, bidder must bid on each item in the

lump sum group. A bidder desiring to bid

“no charge” on an item in a group must so

indicate; otherwise, bid for the group may

be rejected.

15. All prices quoted must be “per unit” as

specified; e.g., do not quote “per case”

when “per dozen” is requested; otherwise

bid may be rejected.

16. Bidder must insert the price per unit and

the extensions against each item in his bid.

In the event of a discrepancy between the

unit price and the extension, the unit price

will govern. Prices shall be extended in

decimals, not fractions. In the case of

electronic filing via CD, diskette or travel

drive of a bid response form, the electronic

data will take precedence over any written

or printed material submitted with the bid

packet.

17. Prices shall be net; including

transportation and delivery charges fully

prepaid by the successful bidder to

destination indicated in the instructions to

bidders. If award is made on any other

basis, transportation charges must be

prepaid by the successful bidder and added

to the invoice as a separate item. In any

case, title shall not pass until items have

been delivered and accepted.

18. All sealed bid submissions must be in

sealed, plain, opaque envelopes may be

used, clearly marked “BID.” Also, the date

and time of the bid opening as indicated on

the Notice to Bidders must appear on the

General Conditions - Page 1 of 5

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

Bid Title	Bid Response Date	Bid Contract Period	Bid Packet	Addendum
B24-9001A Computer Parts	Tuesday, March 12, 2024 at 2:00 p.m.	6/1/2024 - 11/30/2024	B24-9001A Bid Packet B24-9001A Vendor Response Sheet

B24-9001A Computer Parts

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