Technology Supplies & Equipment B24-7801

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
NAICS Category:	423450 - Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers 541519 - Other Computer Related Services
Posted Date:	Jan 16, 2024
Due Date:	Jan 24, 2024
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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 our 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

(315) 963-4447 fax

www.CiTiboces.org

www.CiTiboces.org/cooperativepurchasing

Specification and Instructions for the supply of

Technology Supplies and Equipment

Bid Number: B24-7801

Bid Contract Dates: April 1, 2024 to March 31, 2025

Date of Bid Opening: January 24, 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 in writing, on the Bid Question Form to:

Amy Rhinehart, School Purchasing Officer

purchasing@CiTiboces.org

179 County Route 64

Mexico, NY 13114

(315) 963-4253 phone (315) 963-4447 fax

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 the: APW Central School

District, Central Square Central School District, Center for

Instruction, Technology & Innovation (CiTi), 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 fax the bid questionnaire form that is attached

as part of this bid proposal to the attention of Cooperative

Purchasing Officer at (315) 963-4447 or email to:

purchasing@CiTiboces.org

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:

4. 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. January 24, 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.

5. ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 2:00 p.m. January 24, 2024. This is the ONLY

manner in which electronic submissions will be accepted.

Emailed or faxed bid responses are not acceptable.

B24-7801 Technology Supplies & Equipment

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

6. 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.

7. A public bid opening will take place on January 24, 2024 at

2:00 p.m.

8. 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..

9. 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.

10. The CD or Travel/Flash Drive must be clearly labeled with the

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

CDs or Travel/Flash Drives not clearly labeled may be rejected.

11. All express envelopes must be clearly marked with the words

“Sealed Bid Enclosed” on the front of the outside envelope to

assure that the bid is delivered properly. The sealed bid

envelope must be included in the express envelope.

12. 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.

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

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

14. 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.

15. In order to ascertain that bid items conform 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 Information, Instructions and Special Conditions, Page 1 of 3

16. 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.

17. 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.

18. 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.

19. 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.

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

products listed on this bid.

21. 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.

22. 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.

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

destination.

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

received.

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

advertise.

Orders and Delivery

26. Each participating School District will prepare its own

individual Purchase Order for its respective share of the bid.

B24-7801 Technology Supplies & Equipment

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

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

District. The Purchase Order shall designate the place of

delivery.

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

quantities ordered as per the Purchase Order.

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

governmental agencies, are not subject to any sales tax.

30. 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.

31. 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.

32. 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.

33. 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.

34. 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.

35. 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

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

36. 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.

37. 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

38. 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 March 20, 2024 CiTi Board

Meeting.

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

subcategory method.

40. 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.

41. 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

42. This will be an annual bid. The bid period will be from 04-01-

2024 to 03-31-2025.

43. Failure to adhere to these instructions will constitute

grounds for rejection of the bid.

B24-7801 Technology Supplies & Equipment

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. 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 location and time of day for

the bid opening will remain the same.

5. 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.

6. The Non-Collusive Bidding Certification

must be included with each bid as required

by General Municipal Law, Section 103-d.

7. 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.

8. 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.

9. 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.

10. Sales to school districts are not affected by

any fair trade agreements. (General

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

11. 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.

12. 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.

13. Bids on equipment must be on standard

new equipment, of latest model, and in

current production, unless otherwise

specified.

14. All regularly manufactured stock electrical

items must bear the label of the

Underwriters’ Laboratories, Inc.

15. 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.

16. 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.

17. 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

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
Technology Supplies & Equipment B24-7801	Wednesday, January 24, 2024 at 2:00 p.m.	4/1/2024 - 3/31/2025	B24-7801 Bid Packet B24-7801 Vendor Response Sheet	Addendum 1 Addendum 2 Addendum 3

Technology Supplies & Equipment B24-7801

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