Printed Calendars, B26-5000A

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 #: Ordering Phone #:
Fax #: Ordering Fax #:
E-Mail: Ordering E-Mail:
Tax ID Number: Web-Site:
Center for Instruction, Technology & Innovation (CiTi)
Oswego County Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
(315) 963-4414 phone
www.CiTiboces.org
www.CiTiboces.org/cooperativepurchasing
Specification and Instructions for the Supply of
Printed Calendars
Bid Number: B26-5000A
Bid Contract Dates: July 1, 2026 - December 31, 2026
Date of Bid Opening: April 21, 2026 @ 2:30 pm
Bid Participant:
Center for Instruction, Technology & Innovation
Do not separate these sheets
Please refer all questions, in writing on the Bid Question Form to:
Holly Cheeley, Bid Specialist
CooperativeBids@CiTiboces.org
179 County Route 64
Mexico, NY 13114
(315) 963-4414 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: CooperativeBids@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.

B26-5000A Printed Calendars
ervicesSeSSerServices
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
Scope of the Bid 7. ELECTRONIC BIDS must be submitted via BidNet Direct no
later than 2:30 p.m. April 21, 2026. This is the ONLY manner
in which electronic submissions will be accepted.
This bid is for the Center for Instruction, Technology &
Innovation (CiTi).
8. Emailed or faxed bid responses are not acceptable.
CiTi is soliciting bids from qualified vendors that are able to 9. In the event that the CiTi Business Office is closed due to
provide commercial printing services for PRINTED unforeseen circumstances, the bid deadline will be extended to
SCHOOL DISTRICT CALENDARS. the next business day when CiTi is open for business. The time
For the purposes of this bid, CALENDARS is defined as: of day will remain 2:30 p.m.
Cover, maybe self-covered, saddle-stitched, multi-page,
10. A public bid opening will take place on April 21, 2026, at
drilled hole for hanging, bundled by 20 counts unless
2:30 p.m.
otherwise specified.
11. All public bid openings hosted by CiTi are made available
Bidding Instructions and Special Conditions for
virtually via the Zoom platform. Bidders and members of the
the Submission of Vendor Responses public can join the live bid opening virtually by sending an
email request in advance of the opening date and time to:
CooperativeBids@CiTiboces.org Bidders and members of the
1. Sealed bids for furnishing and delivery of items and services as
public who wish to join the bid opening in-person must follow
required are set forth in these specifications prepared by CiTi
all visitor policy guidelines when present on CiTi property.
are sought at this time.
12. For Sealed Bid Submissions: Bidders must supply signed hard
2. Copies of the specifications may be obtained by contacting
copies of their completed bids in a sealed envelope marked
Holly Cheeley, Bid Specialist at the Business Office of CiTi,
with the name of the bidder and the bid number on the front of
179 County Route 64, Mexico, New York 13114, by calling
the envelope to the address listed in the manner specified
(315) 963-4414 or emailing CooperativeBids@CiTiboces.org
within the Bid Documents. CiTi also strongly encourages the
Bid opportunities and current bids are available electronically
submission of the bid pricing (in excel format) on either a CD
at www.CiTiboces.org/cooperativepurchasing Bid specifications
or flash drive along with the signed hard copies of all the
can also be found online at BidNet Direct:
required bid documents.
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.
14. Each proposal shall state a certain sum for each item bid upon
3. ALL questions with regard to this bid MUST be submitted in
and for the total of all items bid upon. The proposal as
writing. A form is included in this packet for this purpose.
presented shall remain valid for a period of sixty (60) days
Responses will be provided to all bidders in the form of an
from the date of bid opening.
addendum.
15. Express Mailings: All express envelopes must be clearly
4. Please email the bid questionnaire form that is attached as part
marked with the words "Sealed Bids Enclosed" on the front
of this bid proposal to the attention of the Bid Specialist at:
of the outside envelope. This is important in assuring that the
Cooperativebids@CiTiboces.org
bid is delivered properly. The sealed bid envelope must be
included in the express envelope.
5. No questions will be entertained by any other means. All
questions must be submitted at least 10 business days prior to 16. All Bidders are responsible for ensuring the timely delivery of
the official bid opening. Questions received after this time may their bids. Bids submitted after the posted due date and time
not be addressed. will be returned unopened to the bidder.
Accepting Sealed OR Electronic 17. The following three (3) forms are included herein and form a
part of this bid proposal: 1. Bid Proposal Certifications (Non-
Bid Submissions
Collusion Bidding Certification and Conflict of Interest
Certification). 2. Exceptions or Limitations/Acknowledgement
6. SEALED BIDS must be received via mail, postal or shipping
of Terms and Conditions. 3. Iran Divestment Act Certificate of
carrier at: CiTi, 179 County Route 64, Mexico, NY 13114
Compliance. Failure to fully execute these three (3) statements
until, but not later than 2:30 p.m. April 21, 2026. Sealed bid
will constitute grounds for rejection of a bid submission.
envelopes can also be hand-delivered to CiTi's Receiving
Department (Green Steel Building across the road from the
18. Each Proposal is to be made on the Bid Forms attached. Bid
main CiTi Campus in Mexico). CiTi's Receiving Department is
Forms, along with the Bid Packet, must be enclosed and sealed
open Monday - Friday 7:00 a.m. to 3:00 p.m.
in an envelope and marked with the name of the bidder and the
bid number on the front of the envelope.
Instructions and Special Conditions - Printed Calendars Bid, B26-5000A

B26-5000A Printed Calendars
ervicesSeSSerServices
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
19. The bidder shall not change or provide the bid sheets in a 32. Failure to abide by the delivery schedule on the attached
different format than the one provided. Any change in the specification form, or repeated poor workmanship will be
electronic format will result in the rejection of the bidder's grounds for penalties and/or immediate cancelation of this
submittal. agreement and any pending orders against it, with no liability to
CiTi (see STANDARD PRODUCTION/DELIVERY TIMES
20. All vendor literature must be clearly marked to reference the for more details).
specifications defined in this bid.
33. Types of printing products requested, and quantities are based
21. Bid all items as indicated. Specifications are for the purpose of on past orders and estimated quantities. The number of printing
establishing and describing style, general performance and projects, or the quantities per printing project ordered may
quality levels. Such references are not intended to be fluctuate, and therefore are not guaranteed.
restrictive, and bids are invited on these and comparable brands
or products of any manufacturer. 34. The hours for the CiTi Receiving Department are 7:30 am to
3:00 pm. If rush orders necessitate delivery outside of these
22. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall times, please contact the Printing Department at 315-963-4365
be considered as added to each specification, except in or 315-963-4235 to arrange a mutually agreeable delivery
instances where "ONLY" or "NO SUB" is stated. CiTi reserves schedule.
the right to request samples of items where an equivalent is bid.
It is the responsibility of the bidder to notify CiTi when Special Instructions
such substitutions are incorporated. Please note any
substitutions on the bid form.
35. Site Tour - a tour of the printing site may be made to determine
if the bidding print shop has adequate facilities and equipment
23. The bidder shall state the amount of the discount that will be
to perform the requested services.
allowed CiTi for payment terms less than 30 days. In the
absence of such a stated discount, payment will be made
36. Bidders will be required to complete and submit a Certificate of
approximately thirty (30) days after receipt of materials and
Experience (see attached form).
invoice.
37. Bidders will be required to complete and submit a list of
24. CiTi reserves the right to waive any formalities on bids
company owned and/or leased equipment (see attached form).
received.
Please note: Vendors submitting a response to this bid must
be able to perform the work in-house. Outsourcing of work to
25. CiTi reserves the right to reject any or all bids and to re-
a third party will not be allowed or considered.
advertise.
38. Bidders will be required to certify that they are able to work
26. CiTi reserves the right to reject any and all bids not deemed for
with a list of specific software and procedures (see attached
the best interests of CiTi and to reject as informal such bids, as
form).
in their opinion, are incomplete, conditional, obscure, or which
contain irregularities of any kind including unbalanced bids. By
39. Bidders will be required to provide an employee contact for
an unbalanced bid, it is meant one in which the amount bid for
CiTi to work with that will be expected to promptly return e-
one or more separate items is substantially out of line with
mails, voicemails and messages. Any contact from CiTi to the
current market prices for the materials and/or work covered
vendor should be returned within the business day (defined as 8
thereby.
a.m. to 4:30 p.m.). It is expected that e-mail messages will be
processed at least once daily (see attached form).
Orders and Delivery
40. Bidders will be required to provide their shutdown schedule if
27. CiTi will prepare individual Purchase Orders for any orders. they are awarded any portion of this bid.
28. Delivery is to be made to multiple locations: CiTi, a School 41. Bidders agree to only accept files, corrections, edits and/or
District, or to third party locations, such as the U.S. Postal changes from an authorized CiTi representative or CiTi
Service. The Purchase Order shall designate the place of designee (see attached form).
delivery.
42. File Handling Fees shall include all author-alterations, color-
29. Purchases made by CiTi are not subject to any Sales or Federal corrections and file conversions.
Excise Tax.
43. Bidders must provide a soft proof (digital) electronically.
30. Invoices shall be presented to CiTi for the quantities ordered
and provided as per the purchase order.
31. Each delivery must show a purchase order number on the
outside of the package, unless otherwise directed by the CiTi
Purchasing Agent.
Instructions and Special Conditions - Printed Calendars Bid, B26-5000A

B26-5000A Printed Calendars
ervicesSeSSerServices
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
Standard Production/Delivery Times 53. File manipulation fee refers to the bidder's graphic design fee
to alter, edit or change a portion of the original/native file, if
requested.
44. For the purposes of this bid, the delivery time on the following
chart will be considered "Standard Delivery Time". Any less
lead time will be considered a "rush order". For the purpose of Award
this bid, "Standard Delivery Time" is defined as the time
when the project is to be delivered and accepted at the address 54. Notice of Award shall be made to the successful bidder within
specified ON THE PURCHASE ORDER. For the purpose of sixty (60) days from the date of bid opening. The award will be
this bid, "Days" = Business Days aggregate to the lowest responsive/responsible bidder with best
standard production time. The awarded bidder will be the
vendor for any additional calendar jobs for the term of the bid
Item Standard Delivery Time
award.
Calendars At the most, 12 days from proof
55. All awards are subject to approval by the Board of Education.
45. It is expected that preliminary digital proof will be available The formal award of the bid will take place at the June 17,
from the vendor within 24 hours of file delivery to the vendor. 2026, CiTi Board of Education Meeting.
If a second (corrected) proof is required, another 24 hours will
be allowed. If subsequent proofs are necessary, the turnaround
Term
should be within the same day, defined as 8 am to 4:30 p.m.
46. Force Majeure events/circumstances excluded, vendors failing 56. The contract date runs from July 1, 2026, until December 31,
to abide by the STANDARD DELIVERY TIMES on the 2026.
preceding chart and will be subject to the following penalties:
* Delivery one (1) day late = 5% off total net charge of the Force Majeure
purchase order.
* Delivery two (2) days late = 8% off total net charge of the 57. The successful bidder shall not be held responsible for any
purchase order. losses resulting if the fulfillment of the terms of the contract
* Delivery three (3) days late = 11% off total net charge of shall be delayed or prevented by wars, acts of public enemies,
the purchase order. strikes, fires, acts of God, or for any other acts not within
* Delivery four (4) days late = 14% off total net charge of control of the successful bidder and which by the exercise of
the purchase order. reasonable diligence he/she is unable to prevent.
* Delivery five (5) or more days late = 17% off total net
charge of the purchase order. 58. CiTi shall not be held responsible for any losses resulting if the
(see attached form). 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 CiTi and which
Pricing
by the exercise of reasonable diligence he/she is unable to
prevent.
47. Pricing is to be submitted for the bid materials in accordance
with the specifications and proposal pages. The 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.
48. An approximate order size (quantity) is provided for each
print project. Per unit pricing will be held for orders with a
deviation quantity of +/- 20%.
49. Pricing will reflect all costs, including but not limited to
preparation, file handling, plating, printing, inside delivery, set
up fees, and any other cost.
50. Pricing is FOB Destination, inside delivery, to the ordering
school district or designated post office if requested. In the
event that CiTi requests direct mailing, the additional charge
will be quoted on a case-by-case basis.
51. The deviation in delivery shall not exceed 5% (+/-) of the
quantity stated on the purchase order.
52. CiTi will not approve payment for overruns.
Instructions and Special Conditions - Printed Calendars Bid, B26-5000A

Center for Instruction, "Contractor" Any bidder to whom a 10. No charge will be allowed for Federal,
Technology & Innovation contract award is made by the Board of State or municipal sales and excise taxes
A Board of Cooperative Educational Services Cooperative Education Services. since the school districts and CiTi are
179 County Route 64 exempt from such taxes. The price bid shall
Mexico, NY 13114 "Specifications" defined as the description be net and shall not include the amount of
of materials, supplies, equipment, and/or any such tax.
services, including the conditions for its
GENERAL CONDITIONS
purchase. 11. In all specifications, the words "or
(For the Purchase of Materials, Supplies,
equal" are understood after each article
Equipment, and Services)
BIDS giving manufacturer's name or catalog
reference, or on any patented article. The
All invitations to bid issued by the above
1. The date, time, and place of bid opening decision of the school district as to whether
named Board of Cooperative Educational
will be given in the Notice to Bidders. an alternate or substitution is in fact "equal"
Services will bind bidders and successful
shall be final. If bidding on items other than
bidders to the conditions and requirements
2. All bids must be submitted on bid forms, those specified, bidder must provide in
set forth in these general conditions, and
if provided, and in accordance with every instance the trade designation of the
such conditions shall form an integral part
instructions provided. article, manufacturer's name, and detailed
of each purchase contract awarded by the
specifications of item he proposes to
Center for Instruction, Technology &
3. All bids received after the time stated in furnish. Otherwise, bid will be construed as
Innovation (CiTi).
the Notice to Bidders may not be considered submitted on the identical item as specified.
and will be returned unopened to the bidder.
DEFINITIONS
The bidder assumes the risk of any delay in 12. Bids on equipment must be on standard
the mail or in the handling of the mail by new equipment, of latest model, and in
"CiTi" Shall be the legal designation of the
employees of CiTi. Whether sent by mail or current production, unless otherwise
Oswego County Board of Cooperative
by means of personal delivery, the bidder specified.
Educational Services/ Center for Instruction,
assumes responsibility for having his/her
Technology & Innovation.
bid deposited on time at the place specified. 13. All regularly manufactured stock
electrical items must bear the label of the
"School District" Shall be the legal
4. All information required by Notice to Underwriters' Laboratories, Inc.
designation of the district.
Bidders, General Conditions, Specifications,
and Bid Offer, in connection with each item 14. When bids are requested on a lump sum
"Notice to Bidders" A formal statement,
against which a bid is submitted, must be basis, bidder must bid on each item in the
which, when issued by CiTi, constitutes an
given to constitute a regular bid. lump sum group. A bidder desiring to bid
invitation to bid on the materials, supplies
"no charge" on an item in a group must so
and equipment described by the
5. The Non-Collusive Bidding Certification indicate; otherwise, bid for the group may
specifications
must be included with each bid as required be rejected.
by General Municipal Law, Section 103-d.
"Board" The Board of Cooperative
15. All prices quoted must be "per unit" as
Education Services Board of Education.
6. The submission of a bid will be construed specified; e.g., do not quote "per case"
to mean that the bidder is fully informed as when "per dozen" is requested; otherwise
"Bid" An offer to furnish materials,
to the extent and character of the supplies, bid may be rejected.
supplies, and/or equipment in accordance
materials, or equipment required and a
with the invitation to bid, the general
representation that the bidder can furnish 16. Bidder must insert the price per unit and
conditions, special instructions, and the
the supplies, materials, or equipment the extensions against each item in his bid.
specifications.
satisfactorily in complete compliance with In the event of a discrepancy between the
the specifications. unit price and the extension, the unit price
"Bid Offer" The form on which the
will govern. Prices shall be extended in
vendor/bidder submits his bid.
7. No alteration, erasure, or addition is to be decimals, not fractions. In the case of
made in the typewritten, printed, or electronic filing via CD, diskette or travel
"Bidder" A company, corporation or
electronic matter. Deviations from the drive of a bid response form, the electronic
individual submitting a bid.
specifications must be set forth in space data will take precedence over any written
provided in bid for this purpose. or printed material submitted with the bid
"Contract" A notice to the successful
packet.
bidder by the issuance of a purchase order,
8. Prices and information required should be
all documents relating to the transaction,
typewritten for legibility. Illegible or vague 17. Prices shall be net; including
including but not limited to, the bid offer of
bids may be rejected. All signatures must be transportation and delivery charges fully
the successful bidder, notice to bidders,
written. Facsimile, printed, or typewritten prepaid by the successful bidder to
general information, general conditions,
signatures are not acceptable. destination indicated in the instructions to
specifications, notice of award, bid proposal
bidders. If award is made on any other
certifications; a formal document signed by
9. Sales to school districts are not affected basis, transportation charges must be
the successful bidder and CiTi
by any fair-trade agreements. (General prepaid by the successful bidder and added
representative.
Business Law, Sec. 369-a, Sub. 3) to the invoice as a separate item. In any
case, title shall not pass until items have
"Successful Bidder" Any bidder to whom
been delivered and accepted.
an award is made by CiTi.
General Conditions - Page 1 of 5

upon either prior to the award or before 28. CiTi reserves the right to make awards
shipments are made. If circumstances do not within sixty (60) days after the date of the
18. All sealed bid submissions must be in allow for samples, please include bid opening during which period bids may
sealed, plain, opaque envelopes may be information where the items can be viewed not be withdrawn unless the bidder
used, clearly marked "BID." Also, the date in an industrial or retail setting. If the distinctly states in his bid that acceptance
and time of the bid opening as indicated on sample is not in accordance with the thereof must be made within a shorter
the Notice to Bidders must appear on the requirements of the specifications, CiTi may specified time.
envelope. Bids must not be attached to or reject the bid; or, if award has been made,
enclosed in packages containing bid cancel the contract at the expense of the 29. Where a bidder is requested to submit a
samples. All electronic bid submissions successful bidder. bid on a total sum or sums, the right is
must be submitted via BidNet Direct. reserved to award contracts on total sum or
Emailed, faxed or telephoned quotations or 24. Samples, when required, must be sums, whichever is in the best interest of
amendments will not be accepted at any submitted strictly in accordance with CiTi.
time. instructions; otherwise, bid may not be
considered. If samples are requested 30. If two or more bidders submit identical
19. No interpretation of the meaning of the subsequent to bid opening, they shall be bids as to price, the decision of the board to
specifications or other contract document delivered as directed for bid to have award a contract to one of such identical
will be made to any bidder orally. Every consideration. Samples must be furnished bidders shall be final. (General Municipal
request for such interpretation should be in free of charge and must be accompanied by Law, Sec. 103, Sub. 1)
writing, addressed to CiTi, no later than ten descriptive memorandum invoices
days (10) prior to the date fixed for the indicating if the bidder desired their return CONTRACT
opening of bids. Notice of any and all such and specifying the address to which they are
interpretations and any supplemental to be returned provided they have not been 31. Each bid will be received with the
instructions will be sent to all bidders of used or made useless by tests. Award understanding that the acceptance thereof in
record by CiTi in the form of addenda so samples may be held for comparison with writing by the board, to furnish any or all of
issued shall become a part of the contract deliveries. CiTi will not be responsible for the items described therein shall constitute a
documents. any samples being destroyed or mutilated contract between the successful bidder and
by examination or testing. The bidder at his the school district. Contract shall bind the
20. If the supplies, materials, or equipment expense shall remove samples. Samples not successful bidder on his part to furnish and
are to be delivered over an extended period removed within fifteen (15) days after deliver at the prices and in accordance with
of time, or if the specifications so state, then written notice to the bidder will be regarded the conditions of this bid.
the successful bidder may be required to as abandoned and CiTi shall have the right
execute an agreement in relation to the to dispose of them as its own property. 32. The placing in the mail of a notice of
performance of his contract, such agreement award or purchase order to a successful
to be executed by the bidder within 15 days 25. When a specification indicates that an bidder, to the address given in his bid, will
after notification to execute such contract. If item to be purchased is to be equal to a be considered sufficient notice of
the specifications so state, the successful sample, such sample will be on display at a acceptance of contract.
bidder also may be required to furnish a designated location in CiTi. Failure on the
performance bond equal to the full amount part of the bidder to examine sample shall 33. If the successful bidder fails to deliver
of the contract to guarantee the faithful not entitle him to any relief from the as ordered, or within the time specified, or
performance of such contract. Such conditions imposed in the proposal, within reasonable time as interpreted by
performance bond shall be maintained in specification, etc. CiTi, or fails to make replacement of
full force and effect until the contract shall rejected articles, when so requested
have been fully performed. The surety AWARD immediately or as directed by the school
company furnishing such performance bond district, CiTi or school district may purchase
shall be authorized to do business in the 26. Awards will be made to the lowest from other sources to take the place of the
State of New York and must be satisfactory responsible bidder, as will best promote the item rejected or not delivered. CiTi or
to the school district. The successful bidder public interest, taking into consideration the school district reserves the right to authorize
shall execute the performance bond at the reliability of the bidder, the quality of the immediate purchase from other sources
time of the execution of the contract by the materials, equipment, or supplies to be against rejections on any contract when
successful bidder and the Board. furnished, their conformity with the necessary. On all such purchases, the
specifications, the purposes for which successful bidder agrees to reimburse CiTi
21. The proposal as presented shall remain required, and the terms of delivery. or school district promptly for excess costs
valid for a period of sixty days (60) from the occasioned by such purchases. Should the
date of bid opening. 27. CiTi reserves the right to reject all bids. cost be less, the successful bidder shall have
Also reserved is the right to reject, for no claim to the difference. Such purchases
SAMPLES cause, any bid in whole or in part; to waive will be deducted from contract quantity.
technical defects; qualifications;
22. All specifications are minimum irregularities; and omissions if in its 34. A contract may be canceled at the
standards; and accepted bid samples do not judgment the best interests of the district successful bidder's expense upon
supersede specification for quality unless will be served. Also reserved is the right to nonperformance of contract.
bid sample is superior, in which case reject bids and to purchase items on State or
deliveries must be the same identity and County contracts if such items can be 35. Cancellation of contract for any reason
quality as accepted bid sample. obtained on the same terms, conditions, may result in removal of the successful
specifications, and at a lower price. bidder's name from mailing list for future
23. CiTi reserves the right to request a proposals for an indeterminate period.
representative sample of the item quoted
General Conditions - Page 2 of 5

the school district. However, CiTi or the GUARANTEES BY THE SUCCESSFUL
36. Damaged Products - During the School District(s) shall be under no BIDDER
scheduled delivery times, the vendor agrees obligation to purchase items until such time
to remove all damaged cases that are visible that a properly executed Purchase Order has 47. The successful bidder guarantees:
and all products that are found damaged been issued (see also item #62).
upon opening, or products, which do not a. The product against defective material
meet specifications. 41. Contract shall bind the successful bidder or workmanship and to repair or
on his part to furnish and deliver at the replace any damages or marring
When materials, equipment, or supplies are prices and in accordance with the conditions occasioned in transit.
rejected, they must be removed by the of his bid. Contract shall bind the school
successful bidder from the premises of the district on its part to order from such b. To furnish adequate protection from
school district within ten (10) days of successful bidder and to pay for at the damage for all work and to repair
notification. Rejected items left longer than contract prices, all items ordered and damages of any kind for which he or
ten (10) days will be regarded as delivered, within twenty (20) percent over his workers are responsible, to the
abandoned, and the school district shall or under the award quantity, unless building or equipment, to his own
have the right to dispose of them as its own otherwise specified, or impacted by funding work, or to the work of other
property. conditions (see also item #40 and #62)." successful bidders.
Pertinent information: Damaged goods not INSTALLATION OF EQUIPMENT c. Carry adequate insurance to protect the
removed by the vendor, as stated, will be school district from loss in case of
regarded as abandoned and CiTi shall have 42. The successful bidder shall clean up and accident, fire, theft, etc.
the right to dispose of them as its own remove all debris and rubbish resulting from
property. This condition addresses the his work from time to time as required or d. That all deliveries will be equal to the
following concerns: directed. Upon completion of the work, the accepted bid sample.
premises shall be left in a neat, unobstructed
a. Damaged cases discovered during and condition, and the buildings broom cleaned, e. That the equipment delivered is
after delivery and everything in perfect repair and order. standard, new, latest model of regular
b. Products that do not meet Old materials are the property of the stock product or as required by the
specifications successful bidder unless otherwise specifications; also, that no attachment
c. Storage of such items specified. or part has been substituted or applied
d. Ownership of such items contrary to manufacturer's
43. Equipment, supplies and materials shall recommendations and standard
37. In any of the situations mentioned, the be stored at the site only on the approval of practice. Every unit delivered must be
vendor is required to pick up damaged CiTi or school district and at the successful guaranteed against faulty material and
goods at the time of delivery and bidder's risk. In general, such onsite storage workmanship for a period of at least
immediately issue credit. Additionally, if should be avoided to prevent possible one year from the date of delivery. If
the discrepancies are not noted until after damage or loss of the material. during this period such faults develop,
receipt of the goods, the vendor agrees to the successful bidder agrees to replace
pick up the items on the next delivery. In 44. Work shall progress to cause the least the unit or the part affected without
either event, if the vendor does not adhere to inconvenience to CiTi or school district and cost to CiTi or school district.
these terms, CiTi gains title to the property with proper consideration for the rights of
and needs only to maintain a record of the other successful bidders and their workers. Any merchandise provided under the
delivery date and the item codes to be The successful bidder shall keep in touch contract, which is or becomes defective
entitled to credit. with the entire operation and install his during the guarantee period, shall be
work promptly. replaced by the successful bidder free of
38. No items are to be shipped or delivered charge with the specific understanding that
until receipt of an official purchase order 45. Bidders shall acquaint themselves with all replacements shall carry the same
from the school district. Each delivery must conditions to be found at the site and shall guarantee as the original equipment. The
show a purchase order number on the assume all responsibility for placing and successful bidder shall make any such
outside of the package, unless otherwise installing the equipment in the locations replacement immediately upon receiving
directed by the Purchasing Agent. required. notice from CiTi or school district.
39. It is mutually understood and agreed 46. Equipment for trade-in shall be DELIVERY
that the successful bidder shall not assign, dismantled by the successful bidder and
transfer, convey, sublet, or otherwise removed at his expense. The condition of 48. Delivery must be made in accordance
dispose of the contract or his right, title, or the trade-in equipment at the time it is with the instructions to bidders and
interest therein, or his power to execute turned over to the successful bidder shall be specifications. If delivery instructions do
such contract, to any other person, the same as covered in the specifications, not appear on order, it will be interpreted to
company, or corporation, without the except as affected by normal wear and tear mean prompt delivery. The decision of CiTi
previous written consent of the school from use up to the time of trade-in. All or the school district as to reasonable
district. equipment is represented simply "as is." compliance with delivery terms shall be
Equipment is available for inspection only final. If a vendor is bidding a special-order
40. Each bid will be received with the at the delivery point listed for new item that will extend the delivery time
understanding that the acceptance thereof in equipment, unless otherwise specified. outside of the specified time frame, this
writing by the board, to furnish any or all of must be noted in the bid for consideration
the items described therein shall constitute a during the award process.
contract between the successful bidder and
General Conditions - Page 3 of 5

56. Each item on the Bid containing a contract nor any representation by any
Chemical Substance must be accompanied public employee or officer creates any legal
49. CiTi or the school district will not by a MATERIAL SAFETY DATA SHEET or moral obligation to request, appropriate
accept any deliveries on Saturdays, Sundays when delivered. Failure to include these or make available monies for the purpose of
or legal holidays, except commodities requisite data sheets will prohibit the the contract.
required for daily consumption or where the processing of payment.
delivery is for an emergency. 63. CiTi shall have the option, in its sole
discretion, to terminate an award agreement,
50. Items shall be packaged securely and at any time during the term hereof, for
properly for shipment, storage and stocking convenience and without cause. CiTi shall
in shipping containers and according to PAYMENTS exercise this option by giving Contractor
accepted commercial practice, without extra and/or Awarded Vendor written notice of
charge for packing cases, bailing or sacks. 57. Payment for the used portion of an termination. The notice shall specify the
inferior delivery will be made by CiTi or date on which termination shall become
51. The successful bidder shall be school district on an adjusted price basis. effective.
responsible for delivery of items in good
condition at point of destination. He shall 58. Payment will be made only after correct LABOR LAW/PREVAILING WAGES
file with the carrier all claims for breakage, presentation of claim forms or invoices as
imperfections, and other losses, which will may be required. 64. By bidding on this contract, the
be deducted from invoices. The receiving contractor is agreeing to comply with all
school district will note for the benefit of 59. Payments of any claim shall not applicable requirements of NYS Labor Law.
successful bidder when packages are not preclude CiTi or school district from The contractor shall conform to the
received in good condition making claim for adjustment on any item schedule of wages applicable to the
found not to have been in accordance with performance of the said contract and the
52. Unless otherwise stated in the the contract specifications. statutory requirements and rules of the State
specifications, all items must be delivered of New York.
into and placed at a point within the 60. The bidder shall state the amount of the
building as directed by the shipping discount that will be allowed for payment * Where delivery and installation of
instructions or the agent for the school terms less than 30 days. In the absence of material is required, the contractor
district. The successful bidder will be such stated discount, payment will be made agrees to comply with Article 8-Public
required to furnish proof of delivery in approximately thirty days (30) after receipt Work, of the NYS Labor Law and its
every instance. of materials and invoice. current prevailing wage schedule.
53. Unloading and placing of the equipment SAVING CLAUSE * Where delivery in place is required,
and furniture is the responsibility of the the contractor agrees to comply with
successful bidder, and the school district 61. The successful bidder shall not be held Article 9, Prevailing Wages for
accepts no responsibility for unloading and responsible for any losses resulting if the Building Service Employees, of the
placing of equipment. Any costs incurred fulfillment of the terms of the contract shall NYS Labor Law and its current
due to the failure of the successful bidder to be delayed or prevented by wars, acts of prevailing wage schedule.
comply with this requirement will be public enemies, strikes, fires, floods, acts of
charged to him. No help for unloading will God or for any other acts not within the Each contractor who works on a public
be provided by CiTi or school district, and control of the successful bidder and which work project must maintain certified
suppliers should notify their truckers by the exercise of reasonable diligence he is payrolls and provide such payrolls, with
accordingly. unable to prevent. original certifications, to the contracting
agency at least once every 30 days. The
54. All deliveries shall be accompanied by CONTRACT TERMINATION filing of these certified payrolls shall be a
delivery tickets or packing slips. Ticket condition of payment.
shall contain the following information for 62. CiTi and/or the School Districts shall
each item delivered: have the right to terminate or reduce
individual orders without further obligation
a. Contract number and/or purchase order as of the end of the then current fiscal year
number in the event that CiTi or the School District
b. Name of article is on a contingent budget, fails to get a
c. Item number (if applicable) budgetary appropriation or experiences
d. Quantity approval of funding at a reduced amount for
e. Name of the successful bidder the continuation of individual orders for any
f. Carton shall be labeled with purchase subsequent fiscal year. CiTi or the School
order and contract number, successful District shall give bidder written notice of
bidder's name and general statement of termination or the reduction of orders within
contents. Failure to comply with this thirty days (30) of the failure to appropriate
condition shall be considered sufficient the necessary funding. This contract shall be
reason for refusal to accept the goods. deemed executory only to the extent of the
monies appropriated and available for the
55. The successful bidder shall supply all purpose of the contract, and no liability on
guarantees, service warranties, and manuals account thereof shall be incurred by the
where applicable. purchaser beyond the amount of such
monies. It is understood that neither this
General Conditions - Page 4 of 5

NEW YORK STATE SEXUAL
HARASSMENT LAWS:
65. By submission of this Bid, each bidder
and each person signing on behalf of any
bidder certifies, and in the case of a joint bid
each party thereto certifies as to its own
organization, under penalty of perjury, that
the bidder has and has implemented a
written policy addressing sexual harassment
prevention in the workplace and provides
annual sexual harassment prevention
training to all of its employees. Such policy
shall, at a minimum, meet the requirements
of section two hundred one-g of the NYS
labor law. A model policy and training has
been created by the NYS Department of
Labor and can be found here:
https://www.ny.gov/programs/combating-
sexual-harassment-workplace
NON-DISCRIMINATION
REQUIREMENTS
66. In accordance with Article 5 of the
Executive Law (also known as the Human
Rights Law) and all other State and Federal
statutory and constitutional,
nondiscrimination provisions, the bidder
agrees that neither it nor its subcontractors
shall be reason of race, creed, color,
national origin, age, sex or disability: (a)
discriminate in hiring against any person
who is qualified and available to perform
the work; or (b) discriminate against or
intimidate any employee hired for the
performance of work under the Agreement.
CiTi does not discriminate on the basis of
sex in the educational program or activities
which it operates, and it is required by Title
IX of the Educational Amendments of 1972
not to discriminate in such a manner. This
policy of nondiscrimination includes the
following areas: recruitment and
appointment of employees; employment pay
and benefits; counseling services for
students; access by students to educational
program; course offering and student
activities.
General Conditions - Page 5 of 5

Center for Instruction, Technology & Innovation
179 County Route 64
Mexico, NY 13114
BID PROPOSAL CERTIFICATIONS
I. General Bid or Proposal Certification
The proposer certifies that it will furnish the prices herein quoted, the materials, equipment and/or services as proposed on this
bid.
II. Non-Collusive Proposal Certification
By submission of this proposal, the proposer certifies that it is complying with Section 103-d of the General Municipal Law as
follows:
Every bid or proposal hereafter made to a political subdivision of the State or any public department, agency or official
thereof where competitive bidding is required by statute, rule regulation or local law, for work or services performed or to be
performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such
bidder as true under the penalties of perjury:
Non-Collusion Bidding Certification
A. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid
each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his knowledge and belief:
(1) The prices in this bid have been arrived at independently without collusion, consultation, communication or
agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or
with any competitor.
(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed
by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other
bidder or to any competitor; and
(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to
submit or not to submit a bid for the purpose of restricting competition.
B. A bid shall not be considered for award nor shall any award be made where (A), (1), (2) and (3) above have not been complied
with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall
furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where (A), (1), (2) and (3) above have not
been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit
of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines
that such disclosure was not made for the purpose of restricting competition.
The fact that a bidder (a) has published price lists, rates or tariffs covering items being procured, (b) has informed prospective
customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other
customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning subparagraph A(1).
C. Any bid hereafter made to any political subdivision of the State or any public department, agency or official thereof by a
corporate bidder for work or services performed or to be performed or good sold or to be sold, where competitive bidding is
required by stature, rule, regulation or local law, and where such bid contains the certification referred to in subdivision A of the
section, shall be deemed to have been authorized by the Board of Directors of the bidder, and such authorization shall be deemed
to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed
of the corporation.
III. Conflict of Interest Certification
A. Each bidder must state, by signing below, that no officer of any participating school district, or any member of any related
Board of Education, including CiTi, or the specific governing body, is, as defined within the General Municipal Law
provisions relating to conflicts of interest, directly or indirectly financially involved in this bid proposal.
Authorized Signature: ________________________________________________ Ple ase sign h ere
Company: __________________________________________________________
Title: ____________________________________ Date: ___________________
Printed Calendars Bid B26-5000A Page 1 of 4