B23-6002C Welding Materials

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
Posted Date:	Feb 5, 2024
Due Date:	Mar 5, 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:

Ordering Contact:

Address:

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

Welding Materials

Bid Number: B23-6002C

Bid Contract Dates:

May 1, 2024 to July 31, 2024

Date of Bid Opening:

March 5, 2024 @1:00 p.m.

To be purchased by:

CiTi (Center for Instruction, Technology & Innovation)

APW Central School District

Central Square Central School District

Mexico 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 found in the bid packet and email to the attention of:

Amy Rhinehart, School Purchasing Officer

purchasing@CiTiboces.org

179 County Route 64

Mexico, NY 13114

(315) 963-4253 phone

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.

This is a Cooperative Bid involving CiTi and the following school

districts: Altmar-Parish-Williamstown, Central Square Central School

District, Mexico Academy & Central School District, and Sandy Creek

Central School District.

This bid for Welding Materials serves to furnish participating School

Districts with welding materials.

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:

Accepting Sealed OR Electronic

Submissions:

3. 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 1:00 p.m. March 5, 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 opening Monday – Friday 7:30

a.m. to 3:00 p.m. immediately thereafter, the bids will be publicly

opened and read.

4. ELETRONIC BIDS must be submitted via BidNet Direct no later

than 1:00 p.m. March 5, 2024. This is the ONLY manner in which

electronic submissions will be accepted. Emailed or faxed bid

responses are not acceptable.

5. 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 1:00 p.m.

6. A public bid opening will take place on March 5, 2024 at 1:00

p.m.

7. 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.

B23-6002C Welding Materials

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

8. 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.

9. 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.

10. Emailed or faxed responses are not acceptable.

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

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

13. 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.

14. 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.

15. 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 the CiTi when such

substitutions are incorporated. Please note any substitutions on

the bid form. Please indicate your Catalog/Vendor Item Number in

the space provided on the electronic bid form.

16. If the vendor is offering a product in which the manufacturer’s

packaging is not the same as the packaging requested in the bid

specifications, the bidder is required to adjust the number of

packages needed of their product to equal the actual total individual

units requested in the specifications.

17. It is the intent of the participating School Districts to purchase

quality supplies and equipment. Where a specified brand has been

indicated for any item, it is to mean “or equal to.” Where

substitutes for specific items are offered, which are claimed to be

equivalent, the bidder must furnish samples and information as to

manufacturer, brand, and catalog number. Failure to provide such

information will indicate to the School Districts that the EXACT

specified item is being bid. Proposals to furnish an item of

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

manufacture other than that specified must be accompanied by the

name of the manufacturer, brand name, samples, catalog number,

cuts, prints, illustrations, and/or photographs showing full details,

supplemented with complete information as to how the items

differs from that specified. Items of similar performance which may

not meet each of the specifications stated herein may be considered

for award.

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

as the items specified, the vendor shall provide the substitute

information as well as the packaging information. The bid

software will not recognize the vendor substitute offer if the

packaging information is not provided and will not evaluate the

bidders pricing for that item. Failure to provide packaging

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. 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.

21. The bidder shall state the discount that will be allowed the School

Districts for prompt payment. In the absence of such discount,

payment will be made approximately thirty days (30) after receipt

of materials and invoice.

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

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

received.

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

advertise.

25. All questions regarding the bid, line items, special instructions,

and/or conditions must be made in writing, forwarded by facsimile,

email, or sent by U.S. Post. A form is included in this packet for

this purpose. Responses will be provided to all bidders in the form

of addendum.

Orders and Delivery

26. Each participating School District will prepare its own individual

Purchase Order for its respective share of the bid.

27. Products and quantities listed on the bid are from the school

districts listed as active participants and are the materials identified

as being needed for the entire 2023-2024 school year. Actual

purchase quantities for the 3-month bid term will be based on

instructional schedule needs during the bid term.

B23-6002C Welding Materials

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

28. Pick-up and delivery is required weekly to CiTi (locations TBD on

Purchase Order).

29. During times of construction, delivery location will be coordinated

with requestor. Vendors must obey all site delivery instructions. If

vendor is uncertain of delivery location, path of travel or has safety

concerns, vendor must stop and ask for assistance and clarification.

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

quantities ordered as per the Purchase Order.

31. Any applicable costs associated with orders, for example but not

limited to special handling fees or hazardous material charges must

be indicated in bid submissions. Detail as to the type of charge,

frequency of charge, fixed rate of charge must be provided. If rate

is variable, detail must be given on what variable rate is based on.

Any fees or charges are considered in the analysis of the total cost

of the items bid.

32. Purchases made by the School Districts because they are

governmental agencies are not subject to any sales tax.

33. 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.

34. A MATERIAL SAFETY DATA SHEET must accompany each bid

item delivered containing a Chemical Substance. Failure to include

these requisite data sheets will prohibit the processing of payment.

35. 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. 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.

36. 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.

37. 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

38. 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 item codes to be

entitled to credit.

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

39. 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.

Force Majeure

40. 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.

41. 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

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

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

take place at the April 3, 2024 CiTi Board Meeting.

43. The bid will be awarded in an aggregate manner to one vendor.

Bidder must bid at least 95% of the items to be considered for the

award.

44. This will be a three-month bid term. The bid period will be from 5-

1-2024 to 07-31-2024.

45. Failure to adhere to these instructions will constitute grounds

for rejection of the bid.

B23-6002C Welding Materials

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
B23-6002C Welding Materials	Tuesday, March 5, 2024 at 1:00 p.m.	5/1/2024 - 7/31/2024	B23-6002C Bid Packet B23-6002C Vendor Response Sheet

B23-6002C Welding Materials

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