B24-0014 Custodial Supplies (Supplemental)
| Agency: | Oswego Boces |
|---|---|
| State: | New York |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17520017707306271 |
| Posted Date: | Mar 13, 2024 |
| Due Date: | Apr 17, 2024 |
| Source: | Members Only |
| Bid Title | Bid Response Date | Bid Contract Period | Bid Packet | Addendum |
| B24-0014 Custodial Supplies (Supplemental) | Wednesday, April 17, 2024 at 1:00 p.m. | 6/1/2024 - 5/31/2025 | B24-0014 Custodial Supplies Bid Packet & Vendor Response Sheet |
Attachment Preview
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 Number:
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
NOTICE TO BIDDERS
Specification and Instructions for the Supply of:
Custodial Supplies (Supplemental)
Bid Number: B24-0014
Bid Contract Dates: June 1, 2024 - May 31, 2025
Date of Bid Opening: April 17, 2024 @ 1:00 p.m.
To be purchased by:
Oswego City School District
Please refer 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
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.
The Center for Instruction, Technology & Innovation (CiTi)
is conducting a one-time bid on behalf of Oswego City
School District to purchase hand cleaners and dispensers.
This is a product only bid. The bid is not soliciting for
installation services. The Bid (B24-0014) is titled Custodial
Supplies and is a supplemental bid to the cooperative bid of
the same name. B24-0014 is for items erroneously left off the
cooperative bid and only for the Oswego City School District
to purchase.
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
3. Bid opportunities and current bids are available electronically
at www.CiTiboces.org/cooperativepurchasing Bid specifications
can also be found online at BidNet Direct:
4. ALL questions with regard to this bid MUST be submitted in
writing. Please email the bid questionnaire form that is
attached as part of this bid proposal to the attention of
Cooperative Purchasing Officer at: purchasing@CiTiboces.org
5. 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.
Sealed bids OR electronic bid
submissions will be accepted.
6. 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. April 17, 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.
7. ELECTRONIC BIDS must be submitted via BidNet Direct no
later than 1:00 p.m. April 17, 2024. This is the ONLY manner
in which electronic submissions will be accepted. Emailed or
faxed bid responses are not acceptable.
B24-0014 Custodial Supplies (Supplemental)
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
8. 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.
9. A public bid opening will take place on April 17, 2024 at
1:00 p.m.
10. 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.
11. For Sealed Bid Submissions: Bidders must supply signed hard
copies of their completed bid documents and vendor response
sheet 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.
12. All express envelopes must be clearly marked with the words
“Sealed Bid Enclosed” on the front of the outside envelope.
This is important in assuring that the bid is delivered properly.
The sealed bid envelope must be included in the express
envelope.
13. For Electronic Bid Submissions: Bidders must supply a
signed photocopy of the bid forms and a completed vendor
response sheet via BidNet Direct.
14. The proposal as presented shall remain valid for a minimum
period of sixty (60) days from the date of bid opening.
15. Bidder must insert the price per unit as specified and the price
extension accordingly against each item bid. In the event of a
discrepancy between the unit price and the extension, the unit
price will govern. Prices shall be extended in decimals, not
fractions.
16. In order to ascertain that bid items 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.
17. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall
be considered as added to each specification, except in
instances where “ONLY” or “NO SUB” is stated. 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.
Bid Information, Instructions and Special Conditions, Page 1 of 2
B24-0014 Custodial Supplies (Supplemental)
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
18. The following three (3) forms are included herein and form a
part of this bid proposal:
• Bid Proposal Certifications (Non-Collusion Bidding
Certification and Conflict of Interest Certification).
• Exceptions or Limitations/Acknowledgement of Terms
and Conditions.
• Iran Divestment Act Certificate of Compliance.
Failure to fully execute these three (3) statements will
constitute grounds for rejection of a bid submission.
19. The bidder shall state the discount that will be allowed for
prompt payment. In the absence of such stated discount
payment will be made approximately thirty (30) days after
receipt of materials and invoice.
20. CiTi reserves the right to waive any informality on bids
received.
21. CiTi reserves the right to reject any or all bids and to re-advertise.
Orders and Delivery
22. The Oswego City School District will prepare a Purchase Order
when ready to place an order. Do not ship any items without
receipt of a Purchase Order.
23. The Purchase Order shall designate the place of delivery.
24. Invoices shall be presented to the Oswego City School District
for the quantities ordered as per the Purchase Order.
25. The Oswego City School District is a governmental agency that
is not subject to any sales tax.
26. 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.
27. 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.
28. 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.
29. 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.
30. 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
31. 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.
Force Majeure
32. 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.
33. Products and quantities listed on the bid are CiTi’s best
estimate based on the projected instructional plan. If CiTi’s
instructional plans change due to unforeseen and/or a force
majeure event, the actual quantities purchased might also
change.
Award
34. Notice of Award shall be made to the successful bidder within
sixty (60) days from the date of bid opening. The award for this
bid will take place at the May 8, 2024 CiTi Board Meeting.
35. The bid award will be in an aggregate to the lowest responsive,
responsible bidder.
36. This will be a one-time bid. The bid contract period will be
from June 1, 2024 to May 31, 2025. The awarded bidder will
be required to hold their awarded price for the term of the
bid contract period.
37. Failure to adhere to these instructions will constitute
grounds for rejection of the bid.
Bid Information, Instructions and Special Conditions, Page 2 of 2
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 the 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 4
envelope. Bids must not be attached to or
enclosed in packages containing bid
samples. All electronic bid submissions
must be submitted via BidNet Direct.
Emailed, faxed or telephoned quotations or
amendments will not be accepted at any
time.
19. No interpretation of the meaning of the
specifications or other contract document
will be made to any bidder orally. Every
request for such interpretation should be in
writing, addressed to the CiTi, no later than
ten days (10) prior to the date fixed for the
opening of bids. Notice of any and all such
interpretations and any supplemental
instructions will be sent to all bidders of
record by the CiTi in the form of addenda so
issued shall become a part of the contract
documents.
20. If the supplies, materials, or equipment
are to be delivered over an extended period
of time, or if the specifications so state, then
the successful bidder may be required to
execute an agreement in relation to the
performance of his contract, such agreement
to be executed by the bidder within 15 days
after notification to execute such contract. If
the specifications so state, the successful
bidder also may be required to furnish a
performance bond equal to the full amount
of the contract to guarantee the faithful
performance of such contract. Such
performance bond shall be maintained in
full force and effect until the contract shall
have been fully performed. The surety
company furnishing such performance bond
shall be authorized to do business in the
State of New York and must be satisfactory
to the school district. The successful bidder
shall execute the performance bond at the
time of the execution of the contract by the
successful bidder and the Board.
21. The proposal as presented shall remain
valid for a period of sixty days (60) from the
date of bid opening.
SAMPLES
22. All specifications are minimum
standards; and accepted bid samples do not
supersede specification for quality unless
bid sample is superior, in which case
deliveries must be the same identity and
quality as accepted bid sample.
23. CiTi reserves the right to request a
representative sample of the item quoted
upon either prior to the award or before
shipments are made. If circumstances do not
allow for samples, please include
information where the items can be viewed
in an industrial or retail setting. If the
sample is not in accordance with the
requirements of the specifications, The CiTi
may reject the bid; or, if award has been
made, cancel the contract at the expense of
the successful bidder.
24. Samples, when required, must be
submitted strictly in accordance with
instructions; otherwise, bid may not be
considered. If samples are requested
subsequent to bid opening, they shall be
delivered as directed for bid to have
consideration. Samples must be furnished
free of charge and must be accompanied by
descriptive memorandum invoices
indicating if the bidder desired their return
and specifying the address to which they are
to be returned provided they have not been
used or made useless by tests. Award
samples may be held for comparison with
deliveries. The CiTi will not be responsible
for any samples destroyed or mutilated by
examination or testing. The bidder at his
expense shall remove samples. Samples not
removed within fifteen (15) days after
written notice to the bidder will be regarded
as abandoned and the CiTi shall have the
right to dispose of them as its own property.
25. When a specification indicates that an
item to be purchased is to be equal to a
sample, such sample will be on display at a
designated location in the CiTi. Failure on
the part of the bidder to examine sample
shall not entitle him to any relief from the
conditions imposed in the proposal,
specification, etc.
AWARD
26. Awards will be made to the lowest
responsible bidder, as will best promote the
public interest, taking into consideration the
reliability of the bidder, the quality of the
materials, equipment, or supplies to be
furnished, their conformity with the
specifications, the purposes for which
required, and the terms of delivery.
27. CiTi reserves the right to reject all bids.
Also reserved is the right to reject, for
cause, any bid in whole or in part; to waive
technical defects; qualifications;
irregularities; and omissions if in its
judgment the best interests of the district
will be served. Also reserved is the right to
reject bids and to purchase items on State or
County contracts if such items can be
obtained on the same terms, conditions,
specifications, and at a lower price.
28. The CiTi reserves the right to make
awards within sixty (60) days after the date
of the bid opening during which period bids
may not be withdrawn unless the bidder
distinctly states in his bid that acceptance
thereof must be made within a shorter
specified time.
General Conditions - Page 2 of 4
29. Where a bidder is requested to submit a
bid on a total sum or sums, the right is
reserved to award contracts on total sum or
sums, whichever is in the best interest of the
CiTi.
30. If two or more bidders submit identical
bids as to price, the decision of the board to
award a contract to one of such identical
bidders shall be final. (General Municipal
Law, Sec. 103, Sub. 1)
CONTRACT
31. Each bid will be received with the
understanding that the acceptance thereof in
writing by the board, to furnish any or all of
the items described therein shall constitute a
contract between the successful bidder and
the school district. The contract shall bind
the successful bidder on his part to furnish
and deliver at the prices and in accordance
with the conditions of this bid.
32. The placing in the mail of a notice of
award or purchase order to a successful
bidder, to the address given in his bid, will
be considered sufficient notice of
acceptance of contract.
33. If the successful bidder fails to deliver
as ordered, or within the time specified, or
within reasonable time as interpreted by the
CiTi, or fails to make replacement of
rejected articles, when so requested
immediately or as directed by the school
district, the CiTi or school district may
purchase from other sources to take the
place of the item rejected or not delivered.
The CiTi or school district reserves the right
to authorize immediate purchase from other
sources against rejections on any contract
when necessary. On all such purchases, the
successful bidder agrees to reimburse the
CiTi or school district promptly for excess
costs occasioned by such purchases. Should
the cost be less, the successful bidder shall
have no claim to the difference. Such
purchases will be deducted from contract
quantity.
34. A contract may be canceled at the
successful bidder’s expense upon
nonperformance of contract.
35. Cancellation of contract for any reason
may result in removal of the successful
bidder’s name from mailing list for future
proposals for an indeterminate period.
36. Damaged Products – 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.
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