Copy Paper & Unprinted Envelopes B27-2201

When submitting a sealed bid, please be sure to put the bid title and bid number on the outside envelope being mailed.
Please attach a completed W9 to your bid response.
Vendor:
Bid Contact: Ordering Contact:
Address: Ordering Address:
Phone #: Ordering Phone #:
Fax #: Ordering Fax #:
E-Mail: Ordering E-Mail:
Tax ID Number: Web-Site:
Center for Instruction, Technology & Innovation (CiTi)
Oswego County Board of Cooperative Educational Services
179 County Route 64
Mexico, NY 13114
315-963-4414
www.CiTiboces.org
www.CiTiboces.org/cooperativepurchasing
Specification and Instructions for the Supply of
Copy Paper & Envelopes
Bid Number: B27-2201
Bid Contract Dates: December 1, 2026 to May 31, 2027
Date of Bid Opening: October 20, 2026 @ 12:30 p.m.
To be purchased by:
APW Central School District
Center for Instruction, Technology & Innovation (CiTi)
Central Square Central School District
Fulton City School District
Hannibal Central School District
Mexico Academy & Central School District
Oswego City School District
Phoenix Central School District
Pulaski Academy & Central School District
Cooperative CiTi Bid Do not separate these sheets
Please refer all questions, in writing on the Bid Question Form to:
Holly Cheeley, Bid Specialist
Bids@CiTiBOCES.org
179 County Route 64
Mexico, NY 13114
315-963-4414
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: Bids@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.

B27-2201 Copy Paper & Envelopes
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
This is a Cooperative Bid involving the School Districts of: Altmar
Parish Williamstown Central School District, Center for 9. In the event that the CiTi Business Office is closed due to
Instruction, Technology & Innovation (CiTi), Central Square unforeseen circumstances, the bid deadline will be extended to
Central School District, Fulton City School District, Hannibal the next business day when CiTi is open for business. The
Central School District, Mexico Academy and Central School time of day will remain 12:30 p.m.
District, Oswego City School District, Phoenix Central School
District, and Pulaski Academy and Central School District. 10. A public bid opening will take place on October 20, 2026,
at 12:30 p.m.
Bidding Instructions and Special Conditions for
11. All public bid openings hosted by CiTi are made available
the Submission of Vendor Responses
virtually via the Zoom platform. Bidders and members of the
public can join the live bid opening virtually by sending an
1. Sealed bids for furnishing and delivery of items as required
email request in advance of the opening date and time to:
and as set forth in these specifications prepared by the CiTi are
Bids@CiTiBOCES.org. Bidders and members of the public
sought at this time.
who wish to join the bid opening in-person must follow all
visitor policy guidelines when present on CiTi property.
2. Copies of the specifications may be obtained by contacting
Holly Cheeley, Bid Specialist at the Business Office of the 12. For Sealed Bid Submissions: Bidders must supply signed
CiTi, 179 County Route 64, Mexico, New York 13114, by hard copies of their completed bids in a sealed envelope
calling (315) 963-4414 or emailing Bids@CiTiBOCES.org marked with the name of the bidder and the bid number on the
Bid opportunities and current bids are available electronically front of the envelope to the address listed in the manner
at www.CiTiboces.org/cooperativepurchasing Bid specifications specified within the Bid Documents. CiTi also strongly
can also be found online at BidNet Direct: 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.
3. ALL questions with regard to this bid MUST be submitted in 13. The CD or Flash Drive must be clearly labeled with the name
writing. A form is included in this packet for this purpose. of the bid, the bid number, and the bidder's name.
Responses will be provided to all bidders in the form of an
addendum. 14. All express envelopes must be clearly marked with the
words "Sealed Bid Enclosed" on the front of the outside
4. Please email the bid questionnaire form that is attached as part envelope. This is important in assuring that the bid is
of this bid proposal to the attention of the Bid Specialist at: delivered properly. The sealed bid envelope must be included
Bids@CiTiBOCES.org in the express envelope.
15. For Electronic Bid Submissions: Bidders must supply a
5. No questions will be entertained by any other means. All
signed photocopy of the bid forms and a completed vendor
questions must be submitted at least 7 business days prior to
response sheet (in excel format) via BidNet Direct. Please
the official bid opening. Questions received after this time
refer to the "Instructions for the Submission of the Vendor
may not be addressed.
Response Sheet" for information on how to properly fill
out the forms.
Accepting Sealed OR Electronic Bid
Submissions: 16. The proposal as presented shall remain valid for a minimum
period of sixty (60) days from the date of bid opening.
6. SEALED BIDS must be received via mail, postal or shipping
carrier at: CiTi, 179 County Route 64, Mexico, NY 13114 17. Bidder must insert the price per unit as specified and the price
until, but not later than 12:30 p.m. October 20, 2026. Sealed extension accordingly against each item bid. In the event of a
bid envelopes can also be hand-delivered to CiTi's Receiving discrepancy between the unit price and the extension, the unit
Department (Green Steel Building across road from main price will govern. Prices shall be extended in decimals, not
campus in Mexico). CiTi's Receiving Department is open fractions.
Monday - Friday 7:00 a.m. to 3:00 p.m.
18. In order to ascertain that bid items conform to the
7. ELECTRONIC BIDS must be submitted via BidNet Direct specifications, vendors should provide the CiTi with stock
no later than 12:30 p.m. October 20, 2026. This is the ONLY numbers for reference during the analysis process. If the CiTi
manner in which electronic submissions will be accepted. is unable to verify that the item bid conforms to the
specifications through a catalog, website or cut sheets, the
8. Emailed or faxed bid responses are not acceptable. CiTi reserves the right to reject that item bid.
Bid Information, Instructions and Special Conditions, Page 1 of 3

B27-2201 Copy Paper & Envelopes
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
Orders and Delivery
19. BIDDERS PLEASE NOTE: The words "Or Equivalent"
shall be considered as added to each specification, except in
29. Each participating School District will prepare its own
instances where "ONLY" or "NO SUB" is stated. CiTi
individual Purchase Order for its respective share of the bid.
reserves the right to request samples of items where an
Quantities listed on the bid are from the school districts listed
equivalent is bid. It is the responsibility of the bidder to
as active participants.
notify the CiTi when such substitutions are incorporated.
Please note any substitutions on the bid form. Please
30. Delivery is to be made to multiple locations in each School
indicate your Catalog/Vendor Item Number in the space
District. The Purchase Order shall designate the place of
provided on the electronic bid form. Vendors may be required
delivery.
to send catalogs to the School Districts if requested.
31. Invoices shall be presented to each School District for the
20. Standard colors for colored paper are blue, canary, cherry,
quantities ordered as per the Purchase Order.
goldenrod, green, ivory, lavender, lilac, pink and salmon. Any
paper that is packaged in cellophane MUST have a pull tab or
32. Purchases made by the School Districts, because they are
other mechanism for easy opening.
governmental agencies, are not subject to any sales tax.
21. A vendor's website link to the vendor's 'up to date' online
33. Delivery is to be made per the included Delivery Schedule.
catalog may be accepted. The vendor's catalog/item number
Partial shipments will be expected if the full shipment
must correlate to the item being bid to verify conformity to
cannot be made within the Delivery Schedule. Payment for
the item specification. A bid item will not be accepted if the
a partial shipment will be made upon receipt of the invoice for
vendor's catalog/item number does not provide or link to the
the items delivered. The vendor must make notes on the
item's information as bid.
Exception Sheet included if they cannot deliver per the
Delivery Schedule. If no timeline is noted, delivery should be
22. If the vendor is offering a substitute item with the same
made within 30 days ARO.
packaging as the items specified, the vendor shall provide the
substitute information as well as the packaging information.
34. It is expected that any items bid with expiration dates will not
The bid software will not recognize the vendor's substitute
expire until after the conclusion of the bid contract. Any items
offer if the packaging information is not provided and will
received by the districts that expire before the conclusion of
not evaluate the bidders pricing for that item. Failure to
the bid contract will be returned to the vendor at the vendor's
provide packaging information with a substituted item will
expense and will be credited or replaced at no additional cost
result in the rejection of the bid item.
to the school.
23. The bidder shall not change or provide the bid sheets in a
35. A MATERIAL SAFETY DATA SHEET must accompany
different format than the one provided. Any change in the
each bid item delivered containing a Chemical Substance.
electronic format will prevent the CD or travel drive from
Failure to include these requisite data sheets will prohibit the
being read by the bid evaluation software and therefore will
processing of payment.
result in the rejection of the bidders' submittal.
36. After receipt of an order, the vendor agrees to call the district
24. The following three (3) forms are included herein and form a
within three working days, concerning any out-of-stock items,
part of this bid proposal: 1. Bid Proposal Certifications (Non-
or defect in the purchase order. If a district is forced to
Collusion Bidding Certification and Conflict of Interest
purchase out of stock items or items not meeting specifications
Certification). 2. Exceptions or Limitations/Acknowledgement
from another vendor, the difference must be paid by the
of Terms and Conditions. 3. Iran Divestment Act Certificate of
original vendor.
Compliance. Failure to fully execute these three (3)
statements will constitute grounds for rejection of a bid
37. During the scheduled delivery times, the vendor agrees to
submission.
remove all damaged cases that are visible and all products that
are found damaged upon opening, or products which do not
25. The bidder shall state the discount that will be allowed in the
meet specifications.
School Districts for prompt payment. In the absence of such a
stated discount payment will be made approximately thirty
38. Pertinent information: Damaged goods not removed by the
(30) days after receipt of materials and invoice.
vendor, as stated, will be regarded as abandoned and the
district shall have the right to dispose of them as its own
26. All bids are to be on the basis of delivery prepaid to
property. This condition addresses the following concerns:
destination.
a. Damage cases discovered during and after delivery
27. The CiTi reserves the right to waive any informality on bids
b. Products that do not meet specifications
received.
c. Storage of such items
d. Ownership of such items
28. The CiTi reserves the right to reject any or all bids and to re-
advertise.
Bid Information, Instructions and Special Conditions, Page 2 of 3

B27-2201 Copy Paper & Envelopes
Oswego County Board of Cooperative Educational Services
Holly Cheeley, Bid Specialist
39. 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
40. 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.
41. Products and quantities listed on the bid are CiTi's best
estimate based on the projected instructional plan for CiTi
and participating school districts. If CiTi or the participating
school districts' instructional plans change due to unforeseen
and/or a force majeure event, the actual quantities purchased
might also change.
Award
42. 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 November 18, 2026, CiTi Board
Meeting.
43. The bid award will be in a line-by-line manner or by
subcategory method.
44. 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.
45. 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 Cooperative
Bidding Office will maintain a file of all complaints that are
submitted from both the CiTi/School District and the vendor.
46. This will be an annual bid. The bid period will be from 12-1-
26 to 5-31-27.
47. Failure to adhere to these instructions will constitute
grounds for rejection of the bid.
Bid Information, Instructions and Special Conditions, Page 3 of 3

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

23. CiTi reserves the right to request a
representative sample of the item quoted 28. CiTi reserves the right to make awards
18. All sealed bid submissions must be in upon either prior to the award or before within sixty (60) days after the date of the
sealed, plain, opaque envelopes may be shipments are made. If circumstances do not bid opening during which period bids may
used, clearly marked "BID." Also, the date allow for samples, please include not be withdrawn unless the bidder
and time of the bid opening as indicated on information where the items can be viewed distinctly states in his bid that acceptance
the Notice to Bidders must appear on the in an industrial or retail setting. If the thereof must be made within a shorter
envelope. Bids must not be attached to or sample is not in accordance with the specified time.
enclosed in packages containing bid requirements of the specifications, CiTi may
samples. All electronic bid submissions reject the bid; or, if award has been made, 29. Where a bidder is requested to submit a
must be submitted via BidNet Direct. cancel the contract at the expense of the bid on a total sum or sums, the right is
Emailed, faxed or telephoned quotations or successful bidder. reserved to award contracts on total sum or
amendments will not be accepted at any sums, whichever is in the best interest of
time. 24. Samples, when required, must be CiTi.
submitted strictly in accordance with
19. No interpretation of the meaning of the instructions; otherwise, bid may not be 30. If two or more bidders submit identical
specifications or other contract document considered. If samples are requested bids as to price, the decision of the board to
will be made to any bidder orally. Every subsequent to bid opening, they shall be award a contract to one of such identical
request for such interpretation should be in delivered as directed for bid to have bidders shall be final. (General Municipal
writing, addressed to CiTi, no later than consideration. Samples must be furnished Law, Sec. 103, Sub. 1)
seven (7) days prior to the date fixed for free of charge and must be accompanied by
the opening of bids. Notice of any and all descriptive memorandum invoices CONTRACT
such interpretations and any supplemental indicating if the bidder desired their return
instructions will be sent to all bidders of and specifying the address to which they are 31. Each bid will be received with the
record by CiTi in the form of addenda so to be returned provided they have not been understanding that the acceptance thereof in
issued shall become a part of the contract used or made useless by tests. Award writing by the board, to furnish any or all of
documents. samples may be held in comparison with the items described therein shall constitute a
deliveries. CiTi will not be responsible for contract between the successful bidder and
20. If the supplies, materials, or equipment any samples being destroyed or mutilated the school district. Contract shall bind the
are to be delivered over an extended period by examination or testing. The bidder at his successful bidder on his part to furnish and
of time, or if the specifications so state, then expense shall remove samples. Samples not deliver at the prices and in accordance with
the successful bidder may be required to removed within fifteen (15) days after the conditions of this bid.
execute an agreement in relation to the written notice to the bidder will be regarded
performance of his contract, such agreement as abandoned and CiTi shall have the right 32. The placing in the mail of a notice of
to be executed by the bidder within 15 days to dispose of them as its own property. award or purchase order to a successful
after notification to execute such contract. If bidder, to the address given in his bid, will
the specifications so state, the successful 25. When a specification indicates that an be considered sufficient notice of
bidder also may be required to furnish a item to be purchased is to be equal to a acceptance of contract.
performance bond equal to the full amount sample, such sample will be on display at a
of the contract to guarantee the faithful designated location in CiTi. Failure on the 33. If the successful bidder fails to deliver
performance of such contract. Such part of the bidder to examine sample shall as ordered, or within the time specified, or
performance bond shall be maintained in not entitle him to any relief from the within reasonable time as interpreted by
full force and effect until the contract shall conditions imposed in the proposal, CiTi, or fails to make replacement of
have been fully fulfilled. The surety specification, etc. rejected articles, when so requested
company furnishing such performance bond immediately or as directed by the school
shall be authorized to do business in the AWARD district, CiTi or school district may purchase
State of New York and must be satisfactory from other sources to take the place of the
to the school district. The successful bidder 26. Awards will be made to the lowest item rejected or not delivered. CiTi or
shall execute the performance bond at the responsible bidder, as will best promote school district reserves the right to authorize
time of the execution of the contract by the public interest, taking into consideration the immediate purchase from other sources
successful bidder and the Board. reliability of the bidder, the quality of the against rejections on any contract when
materials, equipment, or supplies to be necessary. On all such purchases, the
21. The proposal as presented shall remain furnished, their conformity with the successful bidder agrees to reimburse CiTi
valid for a period of sixty days (60) from the specifications, the purposes for which or school district promptly for excess costs
date of bid opening. required, and the terms of delivery. occasioned by such purchases. Should the
cost be less, the successful bidder shall have
SAMPLES 27. CiTi reserves the right to reject all bids. no claim to the difference. Such purchases
Also reserved is the right to reject, for will be deducted from contract quantity.
22. All specifications are minimum cause, any bid in whole or in part; to waive
standards; and accepted bid samples do not technical defects; qualifications; 34. A contract may be canceled at the
supersede specification for quality unless irregularities; and omissions if in its successful bidder's expense upon
bid sample is superior, in which case judgment the best interests of the district nonperformance of contract.
deliveries must be the same identity and will be served. Also reserved is the right to
quality as accepted bid sample. reject bids and to purchase items on State or 35. Cancellation of contract for any reason
County contracts if such items can be may result in removal of the successful
obtained on the same terms, conditions, bidder's name from mailing list for future
specifications, and at a lower price. proposals for an indeterminate period.
General Conditions - Page 2 of 5

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

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