Uniforms & Clothing

B24-1401 Uniforms and Clothing Oswego County Board of Cooperative Educational Services Amy Rhinehart, School Purchasing Officer Bid Information, Instructions and Special Conditions, Page 1 of 3 PURPOSE: B24-1401 Uniforms and Clothing is a bid for the Center for Instruction, Technology, & Innovation (CiTi) to purchase uniforms and clothing supplies for students and staff members during the 2024-2025 school year (7/1/2024 to 6/30/2025). Vendors responding to this bid must hold their pricing for the entire bid contract term (7/1/2024 to 6/30/2025). The bid is separated into the following thirteen (13) sub-categories: AEDENAS: The Adult Ed Dental Assisting category are the clothing pieces to be purchased for adult students enrolled in the Dental Assisting program. This program is anticipated to start in the Fall of 2024 (hingent upon enrollment). Sizes and quantities TBD when the program starts. CiTi anticipates operating one (1) Dental Assisting class during the 2024- 2025 school year.

AEMEDAS: The Adult Ed Medical Assisting category are the clothing pieces to be purchased for adult students enrolled in the Medical Assisting program. CiTi anticipates offering this program twice during the 2024-2025 school year – once in the Fall of 2024 and once in the Spring of 2025. As such, it is anticipated that items in this category will be purchased twice, on two (2) separate occasions. Sizes and quantities TBD at the start of each program. AEPRAN: The Adult Ed Practical Nursing category are the clothing pieces to be purchased for adult students enrolled in the Practical Nursing program. This program is anticipated to start in the Fall of 2024 (hingent upon enrollment). Sizes and quantities TBD when the program starts. CiTi anticipates operating one (1) Practical Nursing class during the 2024- 2025 school year. CTECOS: CTE-Cosmetology CTECUL: CTE-Culinary Arts CTEDENAS: CTE – Dental Chairside Assisting CTEECE: CTE-Early Childhood ED CTEHERO: CTE-Heavy Equipment CTENA: CTE-Nursing Assistant CTENV: CTE-New Vision CTEPS: CTE-Public Safety (See Appendix A) These eight (8) categories are the clothing items for high school students enrolled in CiTi’s CTE (Career and Technical Education) programs. These classes commence in September. Sizes and quantities TBD when the program starts. CiTi may have a need to purchase additional items in each category throughout the school year to accommodate any new students transferring into a program/class. MISCLOTH: Clothing – Miscellaneous The Miscellaneous Clothing category are the shirts and jackets to be purchased for students that participate in CiTi’s competition scholastic educational league. It is anticipated that CiTi will purchase items from this lot once during the 2024-2025 school year. SUPPCU: Support Staff Clothing SUPCOAT: Support Staff Coats The Support Staff Clothing and Support Staff Coats categories are the clothing pieces to be purchased for eligible CiTi staff members of the Support Staff and Middle Managers Unions. CiTi is contractually obligated to purchase clothing for eligible members of the two unions in August of each year. Sizes and quantities TBD. CiTi may have a need to purchase additional items from these two categories throughout the contract term to accommodate any new employees that are hired. Bidding Instructions and Special Conditions for the Submission of Vendor Response 1. Sealed bids for furnishing and delivery of items as required and as set forth in these specifications prepared by the CiTi are sought at this time. 2. Copies of the specifications may be obtained by contacting Amy Rhinehart, School Purchasing Officer at the Business Office of the CiTi, 179 County Route 64, Mexico, New York 13114, by calling (315) 963-4253 or emailing: purchasing@CiTiboces.org Bid opportunities and current bids are available electronically at www.CiTiboces.org/cooperativepurchasing Bid specifications can also be found online at BidNet Direct: 3. ALL questions with regard to this bid MUST be submitted in writing. Please email the bid questionnaire form that is attached as part of this bid proposal to the attention of Cooperative Purchasing Officer at: purchasing@CiTiboces.org 4. No questions will be entertained by any other means. All questions must be submitted at least 10 business days prior to the official bid opening. Questions received after this time may not be addressed. Accepting Sealed OR Electronic Bid Submissions: 5. SEALED BIDS must be received via mail, postal or shipping carrier at: CiTi, 179 County Route 64, Mexico, NY 13114 until, but not later than 2:30 p.m. April 16, 2024. Sealed bid envelopes can also be hand-delivered to CiTi’s Receiving Department (Green Steel Building at the end of the CiTi Campus Driveway in Mexico). CiTi’s Receiving Department is open Monday – Friday 8:00 a.m. to 2:00 p.m. 6. ELECTRONIC BIDS must be submitted via BidNet Direct no later than 2:30 p.m. April 16, 2024. This is the ONLY manner in which electronic submissions will be accepted. Emailed or faxed bid responses are not acceptable. mailto:purchasing@CiTiboces.org http://www.citiboces.org/cooperativepurchasing purchasing@CiTiboces.org B24-1401 Uniforms and Clothing Oswego County Board of Cooperative Educational Services Amy Rhinehart, School Purchasing Officer Bid Information, Instructions and Special Conditions, Page 2 of 3 7. In the event that the CiTi Business Office is closed due to unforeseen circumstances, the bid deadline will be extended to the next business day that CiTi is open for business. The time of day will remain 2:30 p.m. 8. A public bid opening will take place on April 16, 2024 at 2:30 p.m. 9. All public bid openings hosted by CiTi are made available virtually via the Zoom platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening date and time to: purchasing@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow all visitor policy guidelines when present on CiTi property. 10. For Sealed Bid Submissions: Bidders must supply signed hard copies of their completed bids in a sealed envelope marked with the name of the bidder and the bid number on the front of the envelope to the address listed in the manner specified within the Bid Documents. CiTi also strongly encourages the submission of the bid pricing (in excel format) on either a CD or flash drive along with the signed hard copies of all the required bid documents. Please refer to the “Instructions for the Submission of the Vendor Response Sheet” for information on how to properly fill out the forms. 11. The CD or Travel/Flash Drive must be clearly labeled with the name of the bid, the bid number, and the bidder’s name. Bid CDs or Travel/Flash Drives not clearly labeled may be rejected. 12. All express envelopes must be clearly marked with the words “Sealed Bid Enclosed” on the front of the outside envelope. This is important in assuring that the bid is delivered properly. The sealed bid envelope must be included in the express envelope. 13. For Electronic Bid Submissions: Bidders must supply a signed photocopy of the bid forms and a completed vendor response sheet (in excel format) via BidNet Direct. Please refer to the “Instructions for the Submission of the Vendor Response Sheet” for information on how to properly fill out the forms. 14. The proposal as presented shall remain valid for a minimum period of sixty (60) days from the date of bid opening. 15. Bidder must insert the price per unit as specified and the price extension accordingly against each item bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions. 16. In order to ascertain that bid items conforms to the specifications, vendors should provide the CiTi with stock numbers for reference during the analysis process. If the CiTi is unable to verify that the item bid conforms to the specifications through a catalog, website or cut sheets, the CiTi reserves the right to reject that item bid. 17. BIDDERS PLEASE NOTE: The words "Or Equivalent" shall be considered as added to each specification, except in instances where “ONLY” or “NO SUB” is stated. The CiTi reserves the right to request samples of items where an equivalent is bid. It is the responsibility of the bidder to notify the CiTi when such substitutions are incorporated. Please note any substitutions on the bid form. Please indicate your Catalog/Vendor Item Number in the space provided on the electronic bid form. 18. The bidder shall not change or provide the bid sheets in a different format than the one provided. Any change in the electronic format will prevent the CD or travel drive from being read by the bid evaluation software and therefore will result in the rejection of the bidders’ submittal. 19. The following three (3) forms are included herein and form a part of this bid proposal: 1. Bid Proposal Certifications (Non- Collusion Bidding Certification and Conflict of Interest Certification). 2. Exceptions or Limitations/Acknowledgement of Terms and Conditions. 3. Iran Divestment Act Certificate of Compliance. Failure to fully execute these three (3) statements will constitute grounds for rejection of a bid submission. 20. The bidder shall state the discount that will be allowed for prompt payment. In the absence of such stated discount payment will be made approximately thirty (30) days after receipt of materials and invoice. 21. All bids are to be on the basis of delivery prepaid to the destination. 22. The CiTi reserves the right to waive any informality on bids received. 23. The CiTi reserves the right to reject any or all bids and to re- advertise. Orders and Delivery 24. CiTi will prepare a Purchase Order for all orders. No items are to be shipped or delivered until receipt of an official purchase order from the school district. Each delivery must show a purchase order number on the outside of the package, unless otherwise directed by the Purchasing Agent. 25. The Purchase Order shall designate the place of delivery. 26. Invoices shall be presented to CiTi for the quantities ordered as per the Purchase Order. 27. CiTi is a governmental agency and is not subject to any sales tax. Tax exemption verification will be provided up request. 28. Delivery is to be made within 30 days ARO. Partial shipments will be expected if the full shipment cannot be made within 30 days of a purchase order being received. mailto:purchasing@citiboces.org B24-1401 Uniforms and Clothing Oswego County Board of Cooperative Educational Services Amy Rhinehart, School Purchasing Officer Bid Information, Instructions and Special Conditions, Page 3 of 3 Payment for a partial shipment will be made upon receipt of the invoice for the items delivered. 29. After receipt of an order, the vendor(s) agrees to call CiTi within three working days, concerning any out of stock items, discontinued items or defect in the purchase order. Vendor(s) may not cancel orders without express written consent from the CiTi. If CiTi is forced to purchase out of stock items or items not meeting specifications from another vendor, the difference must be paid by the original vendor. Force Majeure 30. 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. 31. Products and quantities listed on the bid are CiTi’s best estimate based on the projected instructional plan for CiTi. If CiTi’s instructional plans change due to unforeseen and/or a force majeure event, the actual quantities purchased might also change. Award 32. 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 June 12, 2024 CiTi Board Meeting. 33. The bill will be awarded by subcategory in an aggregate or line by line manner. Bidders are encouraged to bid on at least 95% of the items in each category to be considered for an award. 34. 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 Vendor’s stated minimum ordering amount cannot be met.* Vendor must state in bid submission any minimum order thresholds, the monetary implications and the whether the minimums are applicable per order or per delivery stop/destination. 35. The CiTi and the vendor will submit all complaints in writing to the appropriate party(s) within four (4) days of occurrence of any incident. The Bid Coordinator will maintain a file of all complaints that are submitted from both the CiTi/School District and the vendor. 36. This will be an annual bid. The bid period will be from 07-01- 24 to 06-30-25. 37. Failure to adhere to these instructions will constitute grounds for rejection of the bid. CiTi Public Safety Uniform: RIGHT SLEEVE: Reverse Flag Patch (blue/white stars on the upper right of patch), Size: 3" x 2" RIGHT CHEST: Name Tap Creation ‐ Velcro Tab on Shirt w/Velco Tab on Name Tag ‐ Name List Attached, Above Pocket Size: 5x5" x 1" LEFT CHEST: 4‐Color Embroidered Public Safety Logo, Size: 3‐3/4" x 2‐3/4" LEFT SLEEVE: 1‐Color (White) CiTi Logo, Size: no larger than 3" wide hfrancisco Typewritten Text Appendix A General Conditions - Page 1 of 4 Center for Instruction, Technology & Innovation A Board of Cooperative Educational Services 179 County Route 64 Mexico, NY 13114 GENERAL CONDITIONS (For the Purchase of Materials, Supplies, Equipment, and Services) All invitations to bid issued by the above named Board of Cooperative Educational Services will bind bidders and successful bidders to the conditions and requirements set forth in these general conditions, and such conditions shall form an integral part of each purchase contract awarded by the Center for Instruction, Technology & Innovation (CiTi). DEFINITIONS “CiTi” Shall be the legal designation of the Oswego County Board of Cooperative Educational Services/ Center for Instruction, Technology & Innovation. “School District” Shall be the legal designation of the district. “Notice to Bidders” A formal statement, which, when issued by the CiTi, constitutes an invitation to bid on the materials, supplies and equipment described by the specifications “Board” The Board of Cooperative Education Services Board of Education. “Bid” An offer to furnish materials, supplies, and/or equipment in accordance with the invitation to bid, the general conditions, special instructions, and the specifications. “Bid Offer” The form on which the vendor/bidder submits his bid. “Bidder” A company, corporation or individual submitting a bid. “Contract” A notice to the successful bidder by the issuance of a purchase order, all documents relating to the transaction, including but not limited to, the bid offer of the successful bidder, notice to bidders, general information, general conditions, specifications, notice of award, bid proposal certifications; a formal document signed by the successful bidder and the CiTi representative. “Successful Bidder” Any bidder to whom an award is made by the CiTi. “Contractor” Any bidder to whom a contract award is made by the Board of Cooperative Education Services. “Specifications” defined as the description of materials, supplies, equipment, and/or services, including the conditions for its purchase. BIDS 1. The date, time, and place of bid opening will be given in the Notice to Bidders. 2. All bids must be submitted on bid forms, if provided, and in accordance with instructions provided. 3. All bids received after the time stated in the Notice to Bidders may not be considered and will be returned unopened to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the CiTi. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his/her bid deposited on time at the place specified. 4. All information required by Notice to Bidders, General Conditions, Specifications, and Bid Offer, in connection with each item against which a bid is submitted, must be given to constitute a regular bid. 5. The Non-Collusive Bidding Certification must be included with each bid as required by General Municipal Law, Section 103-d. 6. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, materials, or equipment required and a representation that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete compliance with the specifications. 7. No alteration, erasure, or addition is to be made in the typewritten, printed, or electronic matter. Deviations from the specifications must be set forth in space provided in bid for this purpose. 8. Prices and information required should be typewritten for legibility. Illegible or vague bids may be rejected. All signatures must be written. Facsimile, printed, or typewritten signatures are not acceptable. 9. Sales to school districts are not affected by any fair trade agreements. (General Business Law, Sec. 369-a, Sub. 3) 10. No charge will be allowed for Federal, State or municipal sales and excise taxes since the school districts and the CiTi are exempt from such taxes. The price bid shall be net and shall not include the amount of any such tax. 11. In all specifications, the words “or equal” are understood after each article giving manufacturer’s name or catalog reference, or on any patented article. The decision of the school district as to whether an alternate or substitution is in fact “equal” shall be final. If bidding on items other than those specified, bidder must provide in every instance the trade designation of the article, manufacturer’s name, and detailed specifications of item he proposes to furnish. Otherwise, bid will be construed as submitted on the identical item as specified. 12. All prices quoted must be “per unit” as specified; e.g., do not quote “per dozen” when “per each” is requested; otherwise bid may be rejected. 13. Bidder must insert the price per unit and the extensions against each item in his bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions. In the case of electronic filing via CD, diskette or travel drive of a bid response form, the electronic data will take precedence over any written or printed material submitted with the bid packet. 14. Prices shall be net; including transportation and delivery charges fully prepaid by the successful bidder to destination indicated in the instructions to bidders. If award is made on any other basis, transportation charges must be prepaid by the successful bidder and added to the invoice as a separate item. In any case, title shall not pass until items have been delivered and accepted. 15. All sealed bid submissions must be in sealed, plain, opaque envelopes may be used, clearly marked “BID.” Also, the date and time of the bid opening as indicated on the Notice to Bidders must appear on the envelope. Bids must not be attached to or enclosed in packages containing bid samples. All electronic bid submissions must be submitted via BidNet Direct. Emailed, faxed or telephoned quotations or amendments will not be accepted at any time. General Conditions - Page 2 of 4 16. No interpretation of the meaning of the specifications or other contract document will be made to any bidder orally. Every request for such interpretation should be in writing, addressed to the CiTi, no later than ten days (10) prior to the date fixed for the opening of bids. Notice of any and all such interpretations and any supplemental instructions will be sent to all bidders of record by the CiTi in the form of addenda so issued shall become a part of the contract documents. 17. If the supplies, materials, or equipment are to be delivered over an extended period of time, or if the specifications so state, then the successful bidder may be required to execute an agreement in relation to the performance of his contract, such agreement to be executed by the bidder within 15 days after notification to execute such contract. If the specifications so state, the successful bidder also may be required to furnish a performance bond equal to the full amount of the contract to guarantee the faithful performance of such contract. Such performance bond shall be maintained in full force and effect until the contract shall have been fully performed. The surety company furnishing such performance bond shall be authorized to do business in the State of New York and must be satisfactory to the school district. The successful bidder shall execute the performance bond at the time of the execution of the contract by the successful bidder and the Board. 18. The proposal as presented shall remain valid for a period of sixty days (60) from the date of bid opening. AWARD 19. Awards will be made to the lowest responsible bidder, as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, equipment, or supplies to be furnished, their conformity with the specifications, the purposes for which required, and the terms of delivery. 20. The CiTi reserves the right to reject all bids. Also reserved is the right to reject, for cause, any bid in whole or in part; to waive technical defects; qualifications; irregularities; and omissions if in its judgment the best interests of the district will be served. Also reserved is the right to reject bids and to purchase items on State or County contracts if such items can be obtained on the same terms, conditions, specifications, and at a lower price. 21. The CiTi reserves the right to make awards within sixty (60) days after the date of the bid opening during which period bids may not be withdrawn unless the bidder distinctly states in his bid that acceptance thereof must be made within a shorter specified time. 22. Where a bidder is requested to submit a bid on a total sum or sums, the right is reserved to award contracts on total sum or sums, whichever is in the best interest of the CiTi. 23. If two or more bidders submit identical bids as to price, the decision of the board to award a contract to one of such identical bidders shall be final. (General Municipal Law, Sec. 103, Sub. 1) CONTRACT 24. Each bid will be received with the understanding that the acceptance thereof in writing by the board, to furnish any or all of the items described therein shall constitute a contract between the successful bidder and the school district. Contract shall bind the successful bidder on his part to furnish and deliver at the prices and in accordance with the conditions of this bid. 25. The placing in the mail of a notice of award or purchase order to a successful bidder, to the address given in his bid, will be considered sufficient notice of acceptance of contract. 26. If the successful bidder fails to deliver as ordered, or within the time specified, or within reasonable time as interpreted by the CiTi, or fails to make replacement of rejected articles, when so requested immediately or as directed by the school district, the CiTi or school district may purchase from other sources to take the place of the item rejected or not delivered. The CiTi or school district reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases, the successful bidder agrees to reimburse the CiTi or school district promptly for excess costs occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity. 27. A contract may be canceled at the successful bidder’s expense upon nonperformance of contract. 28. Cancellation of contract for any reason may result in removal of the successful bidder’s name from mailing list for future proposals for an indeterminate period. 29. Damaged Products – During the scheduled delivery times, the vendor agrees to remove all damaged cases that are visible and all products that are found damaged upon opening, or products, which do not meet specifications. 30. When materials, equipment, or supplies are rejected, they must be removed by the successful bidder from the premises of the school district within ten (10) days of notification. Rejected items left longer than ten (10) days will be regarded as abandoned, and the school district shall have the right to dispose of them as its own property. 31. Pertinent information: Damaged goods not removed by the vendor, as stated, will be regarded as abandoned and the CiTi shall have the right to dispose of them as its own property. This condition addresses the following concerns: a. Damaged cases discovered during and after delivery b. Products that do not meet specifications c. Storage of such items d. Ownership of such items 32. 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 CiTi 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. 33. No items are to be shipped or delivered until receipt of an official purchase order from the school district. Each delivery must show a purchase order number on the outside of the package, unless otherwise directed by the Purchasing Agent. 34. It is mutually understood and agreed that the successful bidder shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute such contract, to any other person, company, or corporation, without the previous written consent of the school district. General Conditions - Page 3 of 4 35. Each bid will be received with the understanding that the acceptance thereof in writing by the board, to furnish any or all of the items described therein shall constitute a contract between the successful bidder and the school district. However, the 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. 36. Contract shall bind the successful bidder on his part to furnish and deliver at the prices and in accordance with the conditions of his bid. Contract shall bind the school district on its part to order from such successful bidder and to pay for at the contract prices, all items ordered and delivered, within twenty (20) percent over or under the award quantity, unless otherwise specified, or impacted by funding conditions. GUARANTEES BY THE SUCCESSFUL BIDDER 37. The successful bidder guarantees: a. The product against defective material or workmanship and to repair or replace any damages or marring occasioned in transit. b. That all deliveries will be equal to the accepted bid sample. 38. Any merchandise provided under the contract, which is or becomes defective during the guarantee period, shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the CiTi or school district. DELIVERY 39. Delivery must be made in accordance with the instructions to bidders and specifications. If delivery instructions do not appear on order, it will be interpreted to mean prompt delivery. The decision of the CiTi or school district as to reasonable compliance with delivery terms shall be final. If a vendor is bidding a special order item that will extend the delivery time outside of the specified time frame, this must be noted in the bid for consideration during the award process. 40. The CiTi or school district will not accept any deliveries on Saturdays, Sundays or legal holidays, except commodities required for daily consumption or where the delivery is for an emergency. 41. Items shall be packaged securely and properly for shipment, storage and stocking in shipping containers and according to accepted commercial practice, without extra charge for packing cases, bailing or sacks. 42. The successful bidder shall be responsible for delivery of items in good condition at point of destination. He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The receiving school district will note for the benefit of successful bidder when packages are not received in good condition 43. Unless otherwise stated in the specifications, all items must be delivered into and placed at a point within the building as directed by the shipping instructions or the agent for the school district. The successful bidder will be required to furnish proof of delivery in every instance. 44. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain the following information for each item delivered: a. Contract number and/or purchase order number b. Name of article c. Item number (if applicable) d. Quantity e. Name of the successful bidder f. Carton shall be labeled with purchase order and contract number, successful bidder’s name and general statement of contents. Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods. 45. The successful bidder shall supply all guarantees, service warranties, and manuals where applicable. 46. Each item on the Bid containing a Chemical Substance must be accompanied by a MATERIAL SAFETY DATA SHEET when delivered. Failure to include these requisite data sheets will prohibit the processing of payment. PAYMENTS 47. Payment for the used portion of an inferior delivery will be made by the CiTi or school district on an adjusted price basis. 48. Payment will be made only after correct presentation of claim forms or invoices as may be required. 49. Payments of any claim shall not preclude the CiTi or school district from making claim for adjustment on any item found not to have been in accordance with the contract specifications. 50. The bidder shall state the amount of the discount that will be allowed for payment terms less than 30 days. In the absence of such stated discount, payment will be made approximately thirty days (30) after receipt of materials and invoice. SAVING CLAUSE 51. 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, floods, acts of God or for any other acts not within the control of the successful bidder and which by the exercise of reasonable diligence he is unable to prevent. CONTRACT TERMINATION 52. The CiTi and/or School Districts shall have the right to terminate or reduce individual orders without further obligation as of the end of the then current fiscal year in the event that the CiTi or School District is on a contingent budget, fails to get a budgetary appropriation or experiences approval of funding at a reduced amount for the continuation of individual orders for any subsequent fiscal year. The CiTi or School District shall give bidder written notice of termination or the reduction of orders within thirty days (30) of the failure to appropriate the necessary funding. This contract shall be deemed executory only to the extent of the monies appropriated and available for the purpose of the contract, and no liability on account 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. 53. CiTi shall have the option, in its sole discretion, to terminate an award General Conditions - Page 4 of 4 agreement, at any time during the term hereof, for convenience and without cause. CiTi shall exercise this option by giving Contractor and/or Awarded Vendor written notice of termination. The notice shall specify the date on which termination shall become effective. NEW YORK STATE SEXUAL HARASSMENT LAWS: 54. 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 55. 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. https://www.ny.gov/programs/combating-sexual-harassment-workplace https://www.ny.gov/programs/combating-sexual-harassment-workplace Instructions for the Submission of the Vendor Response Sheet For sealed bid submissions AND electronic bid submissions via BidNet Direct The Center for Instruction, Technology & Innovation (CiTi) uses electronic bid sheets as part of the Cooperative Bid process. These bid forms with the corresponding bid packets are available on the website at: www.CiTiboces.org/cooperativepurchasing Copies of the specifications may be also obtained by contacting Amy Rhinehart, School Purchasing Officer at the Business Office of the CiTi, 179 County Route 64, Mexico, New York 13114, by calling (315) 963-4253 or emailing purchasing@CiTiboces.org. The vendor response sheet is an excel document that shall be filled out electronically (in Excel) and submitted on a CD or travel drive (for sealed bid submissions) or uploaded to BidNet Direct (for electronic bid submissions). In addition to the vendor response sheet, each bid submission should include signed hard copies of all the required bid documents and forms. For sealed bid submissions, please include a printed version of the vendor response sheet in a sealed envelope marked with the name of the bidder and the bid number on the front of the envelope. Bid packets and forms must be submitted or uploaded by the date and time specified. Emailed or faxed responses are not acceptable. NOTE: For sealed bid submission, 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. Completing the Vendor Response Sheet Bidder must insert the price per unit as specified and the price extension accordingly against each item bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions. An example Vendor Response Sheet is on the next page. Please refer to this sample sheet when filling out the form. Please do not use the Alternate or Notes area of the bid form to submit bid information. These areas are for BOCES use only. Bidding an Item as Specified If the bidder is bidding as specified (including manufacturer, color and package size) the bidder should fill in only the Unit Cost and the Vendor Catalog Number fields. Bidding an Item Other than as Specified If the vendor is offering a product in which the manufacturer’s packaging size is not the same as the packaging requested in the bid specifications, the bidder is required to fill in all substitute fields (subs). The bidder must also adjust the number of packages needed of their product to equal the actual total individual units requested in the specifications. Failure to provide substitute packaging will result in the rejection of the bid item. If the vendor is offering a substitute item with the same packaging as the items specified, the bidder is required to fill in all substitute fields. The bid software will not recognize the vendor substitute offer if the packaging information is not provided and will not evaluate the bidders pricing for that item. Failure to provide packaging information with a substituted item will result in the rejection of the bid item. The bidder shall not change or provide the bid sheets in a different format than the one provided. Any change in the electronic format will prevent the CD or travel drive from being read by the bid evaluation software and therefore will result in the rejection of the bidders’ submittal. Failure to adhere to these instructions will constitute grounds for rejection of the bid. Unit Cost Vendor Catalog Number N12.4 C35 Vendor Catalog Number Substitute Desc Subs UM Subs Unit Cost Subs Qty C35 M C4 N12.4 N11.2 Vendor Catalog Number Substitute Desc Subs UM Subs Unit Cost Subs Qty C35 M C4 N12.4 N11.2 Oswego County Board of Cooperative Educational Services http://www.citiboces.org/cooperativepurchasing mailto:purchasing@CiTiboces.org