B24-2501 Musical Instruments & Supplies
| Agency: | Oswego Boces |
|---|---|
| State: | New York |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17520605298126436 |
| Posted Date: | Mar 7, 2024 |
| Due Date: | Mar 12, 2024 |
| Source: | Members Only |
| Bid Title | Bid Response Date | Bid Contract Period | Bid Packet | Addendum |
| B24-2501 Musical Instruments & Supplies | Tuesday, March 12, 2024 at 1:00 p.m. | 6/1/2024 - 5/31/2025 | B24-2501 Bid Packet B24-2501 Vendor Response Sheet | B24-2501 Addendum 1 |
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 #:
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.CiTtiboces.org/cooperativepurchasing
Specification and Instructions for the Supply of
Musical Instruments and Supplies
Bid Number: B24-2501
Bid Contract Dates: June 1, 2024 to May 31, 2025
Date of Bid Opening: March 12, 2024 @ 1:00 p.m.
*This complete Bid Packet must be filed with a Bid Response CD
or travel/flash drive.
To be purchased by:
Altmar Parish Williamstown 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,
Pulaski Academy & Central School District
Sandy Creek Central School District
Cooperative CiTi Bid
Do not separate these sheets
Please submit all questions on the Question Form of the bid packet and email to the attention of:
Amy Rhinehart, School Purchasing Officer
purchasing@CiTiboces.org
179 County Route 64
Mexico, NY 13114
Phone: (315) 963-4253
All public bid openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom
platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening date
and time to: purchasing@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow all visitor
policy guidelines when present on CiTi property.
B24-2501 Musical Instruments & Supplies
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
This is a Cooperative Bid involving the School Districts of:
Altmar Parish Williamstown School District, Center for
Instruction, Technology & Innovation (CiTi), Central Square
Central School District, Fulton City School District, Hannibal
Central School District, Mexico Central School District, Oswego
City School District, Pulaski Academy and Central School
District, and Sandy Creek Central School District.
Bidding Instructions and Special Conditions for
the Submission of Vendor Responses
1. Sealed bids for furnishing and delivery of items as required and
as set forth in these specifications prepared by the CiTi are
sought at this time.
2. Copies of the specifications may be obtained by contacting Amy
Rhinehart, School Purchasing Officer at the Business Office of
the CiTi, 179 County Route 64, Mexico, New York 13114, by
calling (315) 963-4253 or emailing purchasing@CiTiboces.org
Bid opportunities and current bids are available electronically at
www.CiTiboces.org/cooperativepurchasing Bid specifications can
also be found online at BidNet Direct:
3. ALL questions with regard to this bid MUST be submitted in
writing. Please email the bid questionnaire form that is attached
as part of this bid proposal to the attention of the Cooperative
Purchasing Officer at: purchasing@CiTiboces.org
4. No questions will be entertained by any other means. All
questions must be submitted at least 10 business days prior to the
official bid opening. Questions received after this time may not
be addressed.
Accepting Sealed OR Electronic Bid
Submissions:
5. SEALED BIDS must be received via mail, postal or shipping
carrier at: CiTi, 179 County Route 64, Mexico, NY 13114 until,
but not later than 1:00 p.m. March 12, 2024. Sealed bid
envelopes can also be hand-delivered to CiTi’s Receiving
Department (Green Steel Building at the end of the CiTi Campus
Driveway in Mexico). CiTi’s Receiving Department is open
Monday – Friday 8:00 a.m. to 2:00 p.m.
6. ELECTRONIC BIDS must be submitted via BidNet Direct no
later than 1:00 p.m. March 12, 2024. This is the ONLY manner
in which electronic submissions will be accepted. Emailed or
faxed bid responses are not acceptable.
7. In the event that the CiTi Business Office is closed due to
unforeseen circumstances, the bid deadline will be extended to
the next business day that CiTi is open for business. The time of
day will remain 1:00 p.m.
8. A public bid opening will take place on March 12, 2024 at
1:00 p.m.
9. All public bid openings hosted by CiTi are made available
virtually via the Zoom platform. Bidders and members of the
public can join the live bid opening virtually by sending an email
request in advance of the opening date and time to:
purchasing@citiboces.org. Bidders and members of the public
who wish to join the bid opening in-person must follow all visitor
policy guidelines when present on CiTi property.
10. For Sealed Bid Submissions: Bidders must supply signed hard
copies of their completed bids in a sealed envelope marked with
the name of the bidder and the bid number on the front of the
envelope to the address listed in the manner specified within the
Bid Documents. CiTi also strongly encourages the submission
of the bid pricing (in excel format) on either a CD or flash drive
along with the signed hard copies of all the required bid
documents. Please refer to the “Instructions for the
Submission of the Vendor Response Sheet” for information
on how to properly fill out the forms.
11. The CD or Flash Drive must be clearly labeled with the name of
the bid, the bid number, and the bidder’s name.
12. All express envelopes must be clearly marked with the words
“Sealed Bid Enclosed” on the front of the outside envelope. This
is important in assuring that the bid is delivered properly. The
sealed bid envelope must be included in the express envelope.
13. For Electronic Bid Submissions: Bidders must supply a signed
photocopy of the bid forms and a completed vendor response
sheet (in excel format) via BidNet Direct. Please refer to the
“Instructions for the Submission of the Vendor Response
Sheet” for information on how to properly fill out the forms.
14. The proposal as presented shall remain valid for a minimum
period of sixty (60) days from the date of bid opening.
15. Bidder must insert the price per unit as specified and the price
extension accordingly against each item bid. In the event of a
discrepancy between the unit price and the extension, the unit
price will govern. Prices shall be extended in decimals, not
fractions.
16. In order to ascertain that bid items conforms to the specifications,
vendors should provide the CiTi with stock numbers for
reference during the analysis process. If the CiTi is unable to
verify that the item bid conforms to the specifications through a
catalog, website or cut sheets, the CiTi reserves the right to reject
that item bid.
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.
Vendors may be required to send catalogs to the School
Districts if requested.
Bid Information, Instructions and Special Conditions, Page 1 of 3
B24-2501 Musical Instruments & Supplies
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
A vendor’s website link to the vendor’s ‘up to date’ online
catalog may be accepted. The vendor’s catalog/item number
must correlate to the item being bid to verify conformity to the
item specification. A bid item will not be accepted if the
vendor’s catalog/item number does not provide or link to the
item’s information as bid.
18. If the vendor is offering a substitute item with the same
packaging as the items specified, the vendor shall provide the
substitute information as well as the packaging information. The
bid software will not recognize the vendor substitute offer if
the packaging information is not provided and will not
evaluate the bidders pricing for that item. Failure to provide
packaging information with a substituted item will result in
the rejection of the bid item.
19. The bidder shall not change or provide the bid sheets in a
different format than the one provided. Any change in the
electronic format will prevent the CD or travel drive from being
read by the bid evaluation software and therefore will result in
the rejection of the bidders’ submittal.
20. The following three (3) forms are included herein and form a part
of this bid proposal: 1. Bid Proposal Certifications (Non-
Collusion Bidding Certification and Conflict of Interest
Certification). 2. Exceptions or Limitations/Acknowledgement of
Terms and Conditions. 3. Iran Divestment Act Certificate of
Compliance. Failure to fully execute these three (3) statements
will constitute grounds for rejection of a bid submission.
21. The bidder shall state the discount that will be allowed the School
Districts for prompt payment. In the absence of such stated
discount payment will be made approximately thirty (30) days
after receipt of materials and invoice.
22. All bids are to be on the basis of delivery prepaid to destination.
23. CiTi reserves the right to waive any informality on bids received.
24. CiTi reserves the right to reject any or all bids and to re-advertise.
Orders and Delivery
25. Each participating School District will prepare its own individual
Purchase Order for its respective share of the bid. Quantities
listed on the bid are from the school districts listed as active
participants.
26. Delivery is to be made to multiple locations in each School
District. The Purchase Order shall designate the place of
delivery.
27. Invoices shall be presented to each School District for the
quantities ordered as per the Purchase Order.
28. Purchases made by the School Districts because they are
governmental agencies are not subject to any sales tax.
29. 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.
30. 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.
31. 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.
32. 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.
33. 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.
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 item codes to be
entitled to credit.
Force Majeure
34. 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.
35. 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.
Bid Information, Instructions and Special Conditions, Page 2 of 3
Award
36. 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.
37. The bid award will be in a line-by-line manner or by subcategory
method.
38. 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 members processing purchase orders amounting to
$25.00 or less, or where the minimum ordering amount cannot be
met.
39. The CiTi/School District and the vendor will submit all
complaints in writing to the appropriate party(s) within four (4)
days of occurrence of any incident. The Bid Coordinator will
maintain a file of all complaints that are submitted from both the
CiTi/School District and the vendor.
40. This will be an annual bid. The bid period will be from 06-01-
2024 to 05-31-2025.
Term of Contract
41. Any contract resulting from the award of this bid shall be for a
term of twelve (12) months from the date of award. The CiTi
reserves the right to renew all or any part of this contract for up to
a maximum of two additional, (12) twelve-month periods but not
less than (1) one-month if agreeable by awardee(s) and by
resolution by the CiTi Board of Directors.
42. Failure to adhere to these instructions will constitute grounds
for rejection of the bid.
B24-2501 Musical Instruments & Supplies
Oswego County Board of Cooperative Educational Services
Amy Rhinehart, School Purchasing Officer
Bid Information, Instructions and Special Conditions, Page 3 of 3
Center for Instruction,
Technology & Innovation
A Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
GENERAL CONDITIONS
(For the Purchase of Materials, Supplies,
Equipment, and Services)
All invitations to bid issued by the above
named Board of Cooperative Educational
Services will bind bidders and successful
bidders to the conditions and requirements
set forth in these general conditions, and
such conditions shall form an integral part
of each purchase contract awarded by the
Center for Instruction, Technology &
Innovation (CiTi).
DEFINITIONS
“CiTi” Shall be the legal designation of the
Oswego County Board of Cooperative
Educational Services/ Center for Instruction,
Technology & Innovation.
“School District” Shall be the legal
designation of the district.
“Notice to Bidders” A formal statement,
which, when issued by the CiTi, constitutes
an invitation to bid on the materials,
supplies and equipment described by the
specifications
“Board” The Board of Cooperative
Education Services Board of Education.
“Bid” An offer to furnish materials,
supplies, and/or equipment in accordance
with the invitation to bid, the general
conditions, special instructions, and the
specifications.
“Bid Offer” The form on which the
vendor/bidder submits his bid.
“Bidder” A company, corporation or
individual submitting a bid.
“Contract” A notice to the successful
bidder by the issuance of a purchase order,
all documents relating to the transaction,
including but not limited to, the bid offer of
the successful bidder, notice to bidders,
general information, general conditions,
specifications, notice of award, bid proposal
certifications; a formal document signed by
the successful bidder and the CiTi
representative.
“Successful Bidder” Any bidder to whom
an award is made by the CiTi.
“Contractor” Any bidder to whom a
contract award is made by the Board of
Cooperative Education Services.
“Specifications” defined as the description
of materials, supplies, equipment, and/or
services, including the conditions for its
purchase.
BIDS
1. The date, time, and place of bid opening
will be given in the Notice to Bidders.
2. All bids must be submitted on bid forms,
if provided, and in accordance with
instructions provided.
3. All bids received after the time stated in
the Notice to Bidders may not be considered
and will be returned unopened to the bidder.
The bidder assumes the risk of any delay in
the mail or in the handling of the mail by
employees of the CiTi. Whether sent by
mail or by means of personal delivery, the
bidder assumes responsibility for having
his/her bid deposited on time at the place
specified.
4. All information required by Notice to
Bidders, General Conditions, Specifications,
and Bid Offer, in connection with each item
against which a bid is submitted, must be
given to constitute a regular bid.
5. The Non-Collusive Bidding Certification
must be included with each bid as required
by General Municipal Law, Section 103-d.
6. The submission of a bid will be construed
to mean that the bidder is fully informed as
to the extent and character of the supplies,
materials, or equipment required and a
representation that the bidder can furnish
the supplies, materials, or equipment
satisfactorily in complete compliance with
the specifications.
7. No alteration, erasure, or addition is to be
made in the typewritten, printed, or
electronic matter. Deviations from the
specifications must be set forth in space
provided in bid for this purpose.
8. Prices and information required should be
typewritten for legibility. Illegible or vague
bids may be rejected. All signatures must be
written. Facsimile, printed, or typewritten
signatures are not acceptable.
9. Sales to school districts are not affected
by any fair trade agreements. (General
Business Law, Sec. 369-a, Sub. 3)
10. No charge will be allowed for Federal,
State or municipal sales and excise taxes
since the school districts and the CiTi are
exempt from such taxes. The price bid shall
be net and shall not include the amount of
any such tax.
11. In all specifications, the words “or
equal” are understood after each article
giving manufacturer’s name or catalog
reference, or on any patented article. The
decision of the school district as to whether
an alternate or substitution is in fact “equal”
shall be final. If bidding on items other than
those specified, bidder must provide in
every instance the trade designation of the
article, manufacturer’s name, and detailed
specifications of item he proposes to
furnish. Otherwise, bid will be construed as
submitted on the identical item as specified.
12. Bids on equipment must be on standard
new equipment, of latest model, and in
current production, unless otherwise
specified.
13. All regularly manufactured stock
electrical items must bear the label of the
Underwriters’ Laboratories, Inc.
14. When bids are requested on a lump sum
basis, bidder must bid on each item in the
lump sum group. A bidder desiring to bid
“no charge” on an item in a group must so
indicate; otherwise, bid for the group may
be rejected.
15. All prices quoted must be “per unit” as
specified; e.g., do not quote “per case”
when “per dozen” is requested; otherwise
bid may be rejected.
16. Bidder must insert the price per unit and
the extensions against each item in his bid.
In the event of a discrepancy between the
unit price and the extension, the unit price
will govern. Prices shall be extended in
decimals, not fractions. In the case of
electronic filing via CD, diskette or travel
drive of a bid response form, the electronic
data will take precedence over any written
or printed material submitted with the bid
packet.
17. Prices shall be net; including
transportation and delivery charges fully
prepaid by the successful bidder to
destination indicated in the instructions to
bidders. If award is made on any other
basis, transportation charges must be
prepaid by the successful bidder and added
to the invoice as a separate item. In any
case, title shall not pass until items have
been delivered and accepted.
18. All sealed bid submissions must be in
sealed, plain, opaque envelopes may be
used, clearly marked “BID.” Also, the date
and time of the bid opening as indicated on
the Notice to Bidders must appear on the
General Conditions - Page 1 of 5
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