Welding Supplies (1 Yr.) & Materials (1 st Q), B26-6001

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 #: 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
Welding Supplies and Materials
Bid Number: B26-6001
Bid Contract Dates:
August 1, 2026 to July 31, 2027
For Industrial Gases, Hard Goods, Filler Metal, and Safety Materials
August 1, 2026 to October 31, 2026
For Materials ONLY
Date of Bid Opening:
May 14, 2026 @1:30 p.m.
To be purchased by:
CiTi (Center for Instruction, Technology & Innovation)
APW Central School District
Central Square Central School District
Mexico Academy & Central School District
Sandy Creek Central School District
Cooperative CiTi Bid Do not separate these sheets
Please submit all questions on the Question Form found in the bid packet and email to the attention of:
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.

B26-6001 Welding Supplies & Materials
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
This is a Cooperative Bid involving the Center for Instruction, 9. In the event that the CiTi Business Office is closed due to unforeseen
Technology & Innovation (CiTi) and the following School Districts: APW circumstances, the bid deadline will be extended to the next business
Central School District, Central Square Central School, Mexico Academy day when CiTi is open for business. The time of day will remain 1:30
and Central School, and Sandy Creek Central School. p.m.
This bid for Welding Supplies and Materials serves to furnish 10. A public bid opening will take place on May 14, 2026, at 1:30 p.m.
participating School Districts with welding gases, hard goods, filler metal,
safety materials and materials. 11. All public bid openings hosted by CiTi are made available virtually via
the Zoom platform. Bidders and members of the public can join the
Bidding Instructions and Special Conditions for the live bid opening virtually by sending an email request in advance of
Submission of Vendor Responses 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
1. Sealed bids or electronic bids for furnishing and delivery of items as
CiTi property.
required and as set forth in these specifications prepared by CiTi are
sought at this time.
12. For Sealed Bid Submissions: Bidders must supply signed hard copies
of their completed bids in a sealed envelope marked with the name of
2. Copies of the specifications may be obtained by contacting Holly
the bidder and the bid number on the front of the envelope to the
Cheeley, Bid Specialist at the Business Office of the CiTi, 179 County
address listed in the manner specified within the Bid Documents. CiTi
Route 64, Mexico, New York 13114, by calling (315) 963-4414 or
also strongly encourages the submission of the bid pricing (in excel
emailing CooperativeBids@CiTiboces.org
format) on either a CD or flash drive along with the signed hard
Bid opportunities and current bids are available electronically at
copies of all the required bid documents. Please refer to the "Vendor
www.CiTiboces.org/cooperativepurchasing Bid specifications can also be
Response Sheet Instructions" for information on how to properly
found online at BidNet Direct:
fill out the forms.
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 "Vendor
Response Sheet Instructions" for information on how to properly
fill out the forms.
3. ALL questions with regard to this bid MUST be submitted in writing.
A form is included in this packet for this purpose. Responses will be
14. All express envelopes must be clearly marked with the words "Sealed
provided to all bidders in the form of an addendum.
Bid Enclosed" on the front of the outside envelope. This is important
in assuring that the bid is delivered properly. The sealed bid envelope
4. Please email the bid questionnaire form that is attached as part of this must be included in the express envelope.
bid proposal to the attention of the Bid Specialist at:
CooperativeBids@CiTiBOCES.org. 15. The proposal as presented shall remain valid for a minimum period of
sixty days (60) from the date of bid opening.
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 16. Bidder must insert the price per unit as specified and the price
opening. Questions received after this time may not be addressed. e x t e n s i o n a c c o r d i n g l y a g a i n s t e a c h i t e m b i d . In the event of a
discrepancy between the unit price and the extension, the unit price
Accepting Sealed OR Electronic Bid will govern. Prices shall be extended in decimals, not fractions. Please
Submissions: indicate the annual rental fee per cylinder on line item #60-025-110 of
the Bid Response Form.
6. SEALED BIDS must be received via mail, postal or shipping carrier
17. In order to ascertain that bid items conform to the specifications,
at: CiTi, 179 County Route 64, Mexico, NY 13114 until, but not later
vendors should provide CiTi with stock numbers for reference during
than 1:30 p.m. May 14, 2026. Sealed bid envelopes can also be hand-
the analysis process. If CiTi is unable to verify that the item bid
delivered to CiTi's Receiving Department (Green Steel Building across
conforms to the specifications through a catalog, website or cut sheets,
the road from main CiTi campus in Mexico). CiTi's Receiving
CiTi reserves the right to reject that item bid.
Department is open Monday - Friday 7:00 a.m. to 3:00 p.m.
7. ELECTRONIC BIDS must be submitted via BidNet Direct no later
than 1:30 p.m. May 14, 2026. This is the ONLY manner in which
electronic submissions will be accepted.
8. Emailed or faxed bid responses are not acceptable.
Bid Information, Instructions and Special Conditions, Page 1 of 3

B26-6001 Welding Supplies & Materials
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
18. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall be 25. The bidder shall state the discount that will be allowed in the School
considered as added to each specification, except in instances where Districts for prompt payment. In the absence of such a discount,
"ONLY" or "NO SUB" is stated. The CiTi reserves the right to request payment will be made approximately thirty days (30) after receipt of
samples of items where an equivalent is bid. It is the responsibility of materials and invoice.
the bidder to notify the CiTi when such substitutions are
incorporated. Please note any substitutions on the bid form. Please 26. All bids are to be on the basis of delivery prepaid to destination.
indicate your Catalog/Vendor Item Number in the space provided on
the electronic bid form. Vendors may be required to send catalogs to 27. CiTi reserves the right to waive any informality on bids received.
the School Districts if requested.
28. CiTi reserves the right to reject any or all bids and to re-advertise.
19. 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 Orders and Delivery
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
29. Each participating School District will prepare its own individual
does not provide or link to the item's information as bid.
Purchase Order for its respective share of the bid. Quantities listed on
the bid are from the school districts listed as active participants.
20. If the vendor is offering a product in which the manufacturer's
packaging is not the same as the packaging requested in the bid
30. The participating School Districts intend to place a single bulk order
specifications, the bidder is required to adjust the number of packages
within ninety days (90) from the start of the Contract with the
needed of their product to equal the actual total individual units
exception for Industrial Gases, which will be ordered throughout the
requested in the specifications.
year.
21. It is the intent of the participating School Districts to purchase quality
31. Delivery, except for Industrial Gases, is to be made to one location in
supplies and equipment. Where a specified brand has been indicated
each School District. The Purchase Order shall designate the place of
for any item, it is to mean "or equal to." Where substitutes for specific
delivery.
items are offered, which are claimed to be equivalent, the bidder must
furnish samples and information as to manufacturer, brand, and catalog
32. Pick-up and delivery are required weekly to CiTi (locations TBD on
number. Failure to provide such information will indicate to the School
Purchase Order).
Districts that the EXACT specified item is being bid. Proposals to
furnish an item of manufacture other than that specified must be
33. During the time of construction, delivery location will be coordinated
accompanied by the name of the manufacturer, brand name, samples,
with requester. Vendors must obey all site delivery instructions. If the
catalog number, cuts, prints, illustrations, and/or photographs showing
vendor is uncertain of delivery location, path of travel or has safety
full details, supplemented with complete information as to how the
concerns, vendor must stop and ask for assistance and clarification.
items differ from that specified. Items of similar performance which
may not meet each of the specifications stated herein may be
34. Invoices shall be presented to each School District for the quantities
considered for the award.
ordered as per the Purchase Order.
22. If the vendor is offering a substitute item with the same packaging as
35. Any applicable costs associated with orders, for example but not
the items specified, the vendor shall provide the substitute information
limited to special handling fees or hazardous material charges, must be
as well as the packaging information. The bid software will not
indicated in bid submissions. Details as to the type of charge,
recognize the vendor's substitute offer if the packaging information
frequency of charge, and fixed rate of charge must be provided. If rate
is not provided and will not evaluate the bidders pricing for that
is variable, detail must be given on what variable rate is based on. Any
item. Failure to provide packaging information with a substituted
fees or charges are considered in the analysis of the total cost of the
item will result in the rejection of the bid item.
items bid.
23. The bidder shall not change or provide the bid sheets in a different
36. Purchases made by the School Districts, because they are governmental
format than the one provided. Any change in the electronic format will
agencies, are not subject to any sales tax.
prevent the CD or travel drive from being read by the bid evaluation
software and therefore will result in the rejection of the bidders'
37. Delivery is to be made within 30 days ARO. Partial shipments will be
submittal.
expected if the full shipment cannot be made within 30 days of a
purchase order being received. Payment for a partial shipment will be
24. The following three (3) forms are included herein and form a part of
made upon receipt of the invoice for the items delivered.
this bid proposal: 1. Bid Proposal Certifications (Non-Collusion
Bidding Certification and Conflict of Interest Certification). 2.
38. It is expected that any items bid with expiration dates will not expire
Exceptions or Limitations/Acknowledgement of Terms and
until after the conclusion of the bid contract. Any items received by the
Conditions. 3. Iran Divestment Act Certificate of Compliance. Failure
districts that expire before the conclusion of the bid contract will be
to fully execute these three (3) statements will constitute grounds for
returned to the vendor at the vendor's expense and will be credited or
rejection of a bid submission.
replaced at no additional cost to the school.
Bid Information, Instructions and Special Conditions, Page 2 of 3

B26-6001 Welding Supplies & Materials
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
39. A MATERIAL SAFETY DATA SHEET must accompany each bid Award
item delivered containing a Chemical Substance. Failure to include
these requisite data sheets will prohibit the processing of payment.
48. Notice of Award shall be made to the successful bidder within sixty
days (60) from the date of bid opening. The award for this bid will take
place at the July 8, 2026, CiTi Board Meeting.
40. 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
49. The bid will be awarded in the following manner.
purchase order. If a district is forced to purchase out of stock items or
items not meeting specifications from another vendor, the difference
50. SUBCATEGORY: Industrial Gases Industrial Gases will be
must be paid by the original vendor.
awarded on an aggregate basis by category. Bidders must bid at least
95% of the industrial gas items to be considered for the award. Please
41. During the scheduled delivery times, the vendor agrees to remove all
note the Industrial Gases category also asks bidders to identify any
damaged cases that are visible and all products that are found damaged
cylinder charges and/or rental fees. Bidders will not be disqualified if
upon opening, or products which do not meet specifications.
their bid threshold is not 95% because they did not submit pricing for these
charges or fees.
42. Pertinent information:
Damaged goods not removed by the vendor, as stated, will be regarded
SUBCATEGORY: Hard Goods
as abandoned and the district shall have the right to dispose of them as
Hard Goods will be awarded on an aggregate basis by category. Bidder
its own property. This condition addresses the following concerns:
must bid at least 95% of the items to be considered for the award.
a. Damaged cases discovered during and after delivery
SUBCATEGORY: Filler Metal
b. Products that do not meet specifications
Filler Metal will be awarded on an aggregate basis by category. Bidder
c. Storage of such items
must bid at least 95% of the items to be considered for the award.
d. Ownership of such items
SUBCATEGORY: Safety Materials
43. In any of the situations mentioned, the vendor is required to pick up
Safety Materials will be awarded on a line-by-line basis.
damaged goods at the time of delivery and immediately issue credit.
Additionally, if the discrepancies are not noted until after receipt of the
SUBCATEGORY: Materials
goods, the vendor agrees to pick up the items on the next delivery. In
Materials will be awarded on an aggregate basis by category. Bidder
either event, if the vendor does not adhere to these terms, the district
must bid at least 95% of the items to be considered for the award.
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.
51. 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
Cylinder Specifications
any incident. The CiTi Cooperative Bidding Office will maintain a file
of all complaints that are submitted from both the CiTi/School District
44. To maintain inventory control on the school district campus, cylinders and the vendor.
must be traceable. This will allow the School District to properly
maintain physical control of the cylinders and track annual usage for 52. This will be an annual bid. The bid period will be from 08-01-2026 to
budgetary purposes. The cylinder tracing method should allow each 07-31-2027 for Industrial Gases, Hard Goods, Filler Metal and
individual cylinder to be identified as well as tracked through the Safety Materials AND 08-01-2026 to 10-31-2026 for Materials.
delivery and return process. Bidding vendors must submit certification
that they maintain a computerized cylinder management program. Term of Contract
45. The bidding vendor must be able to generate reports including a
53. Any contract resulting from the award of this bid shall be for a term of
'cylinders on site' listing and monthly usage. Bidders must submit a
twelve (12) months from the date of the award. CiTi reserves the right
sample of each form with their bid packet.
to renew all or any part of this contract for up to a maximum of one
additional, (12) twelve-month periods but not less than (1) one-month
Force Majeure
if agreeable by awardee(s) and by resolution of the CiTi Board of
Directors.
46. The successful bidder shall not be held responsible for any losses
resulting if the fulfillment of the terms of the contract shall be delayed 54. Failure to adhere to these instructions will constitute grounds for
or prevented by wars, acts of public enemies, strikes, fires, acts of God, rejection of the bid.
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.
47. 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 3 of 3

Center for Instruction,
Technology & Innovation 11. In all specifications, the words "or equal"
A Board of Cooperative Educational Services "Specifications" defined as the description of are understood after each article giving
179 County Route 64 materials, supplies, equipment, and/or manufacturer's name or catalog reference, or
Mexico, NY 13114 services, including the conditions for its on any patented article. The decision of the
purchase. school district as to whether an alternate or
substitution is in fact "equal" shall be final. If
GENERAL CONDITIONS
BIDS bidding on items other than those specified,
(For the Purchase of Materials, Supplies, Equipment,
the bidder must provide in every instance the
and Services)
1. The date, time, and place of bid opening trade designation of the article, manufacturer's
will be given in the Notice to Bidders. name, and detailed specifications of the item
All invitations to bid issued by the above
he proposes to furnish. Otherwise, the bid will
named Board of Cooperative Educational
2. All bids must be submitted on bid forms, if be construed as submitted on the identical item
Services will bind bidders and successful
provided, and in accordance with the as specified.
bidders to the conditions and requirements set
instructions provided.
forth in these general conditions, and such
12. Bids for equipment must be on standard
conditions shall form an integral part of each
3. All bids received after the time stated in the new equipment, of the latest model, and in
purchase contract awarded by the Center for
Notice to Bidders may not be considered and current production, unless otherwise specified.
Instruction, Technology & Innovation (CiTi).
will be returned unopened to the bidder. The
bidder assumes the risk of any delay in the 13. All regularly manufactured stock electrical
DEFINITIONS
mail or in the handling of the mail by items must bear the label of the Underwriters'
employees of CiTi. Whether sent by mail or by Laboratories, Inc.
"CiTi" Shall be the legal designation of the
means of personal delivery, the bidder assumes
Oswego County Board of Cooperative
responsibility for having his/her bid deposited 14. When bids are requested on a lump sum
Educational Services/ Center for Instruction,
on time at the place specified. basis, the bidder must bid on each item in the
Technology & Innovation.
lump sum group. A bidder desiring to bid "no
4. All information required by Notice to charge" on an item in a group must so indicate;
"School District" Shall be the legal
Bidders, General Conditions, Specifications, otherwise, bid for the group may be rejected.
designation of the district.
and Bid Offer, in connection with each item
against which a bid is submitted, must be 15. All prices quoted must be "per unit" as
"Notice to Bidders" A formal statement,
given to constitute a regular bid. specified, e.g., do not quote "per case" when
which, when issued by CiTi, constitutes an
"per dozen" is requested; otherwise bid may be
invitation to bid on the materials, supplies and
5. The Non-Collusive Bidding Certification rejected.
equipment described by the specifications
must be included with each bid as required by
General Municipal Law, Section 103-d. 16. Bidder must insert the price per unit and
"Board" The Board of Cooperative Education
the extensions against each item in his bid. In
Services Board of Education.
6. The submission of a bid will be construed to the event of a discrepancy between the unit
mean that the bidder is fully informed as to the price and the extension, the unit price will
"Bid" An offer to furnish materials, supplies,
extent and character of the supplies, materials, govern. Prices shall be extended in decimals,
and/or equipment in accordance with the
or equipment required and a representation not fractions. In the case of electronic filing
invitation to bid, the general conditions,
that the bidder can furnish the supplies, via CD, diskette or travel drive of a bid
special instructions, and the specifications.
materials, or equipment satisfactorily in response form, the electronic data will take
complete compliance with the specifications. precedence over any written or printed
"Bid Offer" The form on which the
material submitted with the bid packet.
vendor/bidder submits his bid.
7. No alteration, erasure, or addition is to be
made in the typewritten, printed, or electronic 17. Prices shall be net; including transportation
"Bidder" A company, corporation or
matter. Deviations from the specifications and delivery charges fully prepaid by the
individual submitting a bid.
must be set forth in space provided in bid for successful bidder to destination indicated in
this purpose. the instructions to bidders. If the prize is made
"Contract" A notice to the successful bidder
on any other basis, transportation charges must
by the issuance of a purchase order, all
8. Prices and the information required should be prepaid by the successful bidder and added
documents relating to the transaction,
be typewritten for legibility. Illegible or vague to the invoice as a separate item. In any case,
including but not limited to, the bid offer of
bids may be rejected. All signatures must be title shall not pass until items have been
the successful bidder, notice to bidders,
written. Facsimile, printed, or typewritten delivered and accepted.
general information, general conditions,
signatures are not acceptable.
specifications, notice of award, bid proposal
certifications; a formal document signed by the
9. Sales to school districts are not affected by
successful bidder and CiTi representative.
any fair-trade agreements. (General Business 18. All sealed bid submissions must be in
Law, Sec. 369-a, Sub. 3) sealed, plain, opaque envelopes may be used,
"Successful Bidder" Any bidder to whom an
clearly marked "BID." Also, the date and time
award is made by CiTi.
of the bid opening as indicated on the Notice
to Bidders must appear on the envelope. Bids
"Contractor" Any bidder to whom a contract
10. No charge will be allowed for the Federal, must not be attached to or enclosed in
award is made by the Board of Cooperative
State or municipal sales and excise taxes since packages containing bid samples. All
Education Services.
the school districts and CiTi are exempt from electronic bid submissions must be submitted
such taxes. The price bid shall be net and shall via BidNet Direct. Emailed, faxed or
not include the amount of any such tax. telephoned quotations or amendments will not
be accepted at any time.
General Conditions - Page 1 of 5

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

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

56. Each item on the Bid containing a
49. CiTi or the school district will not accept Chemical Substance must be accompanied by
any deliveries on Saturdays, Sundays or legal a MATERIAL SAFETY DATA SHEET when 63. CiTi shall have the option, in its sole
holidays, except commodities required for delivered. Failure to include these requisite discretion, to terminate an award agreement, at
daily consumption or where the delivery is for data sheets will prohibit the processing of any time during the term hereof, for
an emergency. payment. convenience and without cause. CiTi shall
exercise this option by giving Contractor
50. Items shall be packaged securely and PAYMENTS and/or Awarded Vendor written notice of
properly for shipment, storage and stocking in termination. The notice shall specify the date
shipping containers and according to accepted 57. Payment for the used portion of an inferior on which termination shall become effective.
commercial practice, without extra charge for delivery will be made by CiTi or school
packing cases, bailing or sacks. district on an adjusted price basis. LABOR LAW/PREVAILING WAGES
51. The successful bidder shall be responsible 58. Payment will be made only after the 64. By bidding on this contract, the contractor
for delivery of items in good condition at the correct presentation of claim forms or invoices is agreeing to comply with all applicable
point of destination. He shall file with the as may be required. requirements of NYS Labor Law. The
carrier all claims for breakage, imperfections, contractor shall conform to the schedule of
and other losses, which will be deducted from 59. Payments of any claim shall not preclude wages applicable to the performance of the
invoices. The receiving school district will CiTi or the school district from making a claim said contract and the statutory requirements
note for the benefit of successful bidder when for adjustment on any item found not to have and rules of the State of New York.
packages are not received in good condition been in accordance with the contract
specifications. * Where delivery and installation of
52. Unless otherwise stated in the material is required, the contractor agrees
specifications, all items must be delivered into 60. The bidder shall state the amount of the to comply with Article 8-Public Work, of
and placed at a point within the building as discount that will be allowed for payment the NYS Labor Law and its current
directed by the shipping instructions or the terms of less than 30 days. In the absence of prevailing wage schedule.
agent for the school district. The successful such a stated discount, payment will be made
bidder will be required to furnish proof of approximately thirty days (30) after receipt of * Where delivery in place is required, the
delivery in every instance. materials and invoice. contractor agrees to comply with Article
9, Prevailing Wages for Building Service
53. Unloading and placing of the equipment SAVING CLAUSE Employees, of the NYS Labor Law and
and furniture is the responsibility of the its current prevailing wage schedule.
successful bidder, and the school district 61. The successful bidder shall not be held
accepts no responsibility for unloading and responsible for any losses resulting if the Each contractor who works on a public work
placing of equipment. Any costs incurred due fulfillment of the terms of the contract shall be project must maintain certified payrolls and
to the failure of the successful bidder to delayed or prevented by wars, acts of public provide such payrolls, with original
comply with this requirement will be charged enemies, strikes, fires, floods, acts of God or certifications, to the contracting agency at least
to him. No help for unloading will be provided for any other acts not within the control of the once every 30 days. The filing of these
by CiTi or school district, and suppliers should successful bidder and which by the exercise of certified payrolls shall be a condition of
notify their truckers accordingly. reasonable diligence he is unable to prevent. payment.
54. All deliveries shall be accompanied by
delivery tickets or packing slips. The ticket CONTRACT TERMINATION
shall contain the following information for
each item delivered: 62. CiTi and/or the School Districts shall have
the right to terminate or reduce individual
a. Contract number and/or purchase order orders without further obligation as of the end
number of the then current fiscal year in the event that
b. Name of article CiTi or the School District is on a contingent
c. Item number (if applicable) budget, fails to get a budgetary appropriation
d. Quantity or experiences approval of funding at a
e. Name of the successful bidder reduced amount for the continuation of
f. Carton shall be labeled with purchase individual orders for any subsequent fiscal
order and contract number, successful year. CiTi or the School District shall give
bidder's name and general statement of bidder written notice of termination or the
contents. Failure to comply with this reduction of orders within thirty days (30) of
condition shall be considered sufficient the failure to appropriate the necessary
reason for refusal to accept the goods. funding. This contract shall be deemed
executory only to the extent of the monies
55. The successful bidder shall supply all appropriated and available for the purpose of
guarantees, service warranties, and manuals the contract, and no liability on account
where applicable. thereof shall be incurred by the purchaser
beyond the amount of such monies. It is
understood that neither this contract nor any
representation by any public employee or
officer creates any legal or moral obligation to
request, appropriate or make available monies
for the purpose of the contract.
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
VENDOR RESPONSE SHEET INSTRUCTIONS
For sealed bid submissions AND electronic bid submissions via BidNet Direct
The Center for Instruction, Technology & Innovation (CiTi) utilizes electronic bid sheets (Vendor Response Sheets) as part of the
bidding process. The Vendor Response Sheet is an Excel document that a bidder completes to notate unit cost, catalog/vendor item
ID numbers and substitutes or alternates, if applicable. The Vendor Response Sheet shall be filled out electronically (in Excel) and
submitted on a CD or travel drive (for sealed bid submissions) or uploaded as an Excel document to BidNet Direct (for electronic bid
submissions). For sealed bid submissions, please also include a printed version of the Vendor Response Sheet in the sealed envelope.
Additionally, for sealed bid submissions, the CD or Travel Drive must be clearly labeled with the name of the bid, the bid number,
and the bidder's name. CDs or Travel Drives not clearly labeled may be rejected.
Vendor Response Sheet Description
Vendor Response Sheets will be pre-populated with some information and data. The following is an excerpt of a Vendor Response
Sheet and a description of each field. Please do not use any columns or fields in the Excel document other than those indicated
below and on the next page. These areas are for CiTi use only.
Unit Unit Vendor Catalog Substitute Subs Subs Unit Subs
Item ID Item Description Quantity
Measure Cost Number Desc UM Cost Qty
MISC., - Tudor Soprano Recorder
Standard with Storage Bag, Fingering
SB-26-046 Chart and Cleaning Rod. EA 1500.00 0.0000 0.0000 0.00
Item ID: This number is assigned by CiTi. Do not adjust or edit the information in this field.
Item Description: This is a description of the item being solicited. Do not adjust or edit the information in this field.
Unit of Measure: This is how the item being solicited is sold. EA = Each; PK = Pack; ST = Set; CS = Case; DZ = Dozen. Do not adjust or
edit the information in this field.
Quantity: This is how many of the item, at the unit of measure identified, that CiTi anticipates purchasing. Do not adjust or edit the
data in this field.
Unit Cost: This is a field for the bidder to enter their bid price. See information on next page for additional details.
Vendor Catalog Number: This is a field for the bidder to identify their part number for the item solicited.
Substitute Desc = Substitute Description: This is a field for the bidder to enter a description of their item, if applicable. See
information on next page for additional details.
Substitute UM = Substitute Unit of Measure: This is a field for the bidder to enter their unit of measure, if applicable. See
information on next page for additional details.
Subs Unit Cost = Substitute Unit Cost: This is a field for the bidder, if applicable. See information on next page for additional details.
Subs Qty = Substitute Quanty: This is a field for the bidder, if applicable. See information on next page for additional details.
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 bid response from being read by the bid evaluation software and, therefore, will result in the rejection of a
bidder's submittal.