APPENDIX B - CA BOCES Excel Bid Form Instructions.pdf
PDF 275 KB Posted
- Attached to
- Copy Paper
- Solicitation number
- 27010
- Issued by
- Chautauqua County, New York
About this file
This document is an Appendix B instruction set for an electronic bid submission by Cattaraugus-Allegany BOCES for Bid #27010 covering Copy Paper. The bid is part of an electronic procurement process using BidNetDirect, where vendors must submit bids through an Excel spreadsheet with specific instructions for pricing, substitutions, and product specifications. Vendors are required to submit both a printed Excel spreadsheet and a CD or travel drive containing the electronic bid, with detailed guidelines on how to complete the bid form, including specific instructions for bidding items exactly as specified or offering substitute products.
The bid instructions provide comprehensive guidance on completing the electronic bid form, with specific column-by-column instructions for entering pricing, vendor catalog numbers, substitute product descriptions, and quantity adjustments. Any blank fields or "$0.00" entries will be interpreted as a "No Bid," and vendors are explicitly warned not to alter the spreadsheet format, as this could result in bid rejection. The document includes example scenarios demonstrating how to complete the bid form for identical products, substitute products, and products with different packaging sizes, emphasizing the importance of accurately filling out all required fields to ensure proper evaluation of the bid.
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Other files
| File | Type | Posted |
|---|---|---|
| Bid_Documents_27010_Copy_Paper.pdf | ||
| APPENDIX A - Submission of Proposal.pdf | ||
| APPENDIX C - BID RESPONSE FORM.xls | XLS spreadsheet |
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1825 WINDFALL ROAD • OLEAN NY 14760 • 716-376-8200 • www.caboces.org
APPENDIX B - Bid # 27010 – Copy Paper
APPENDIX B – Excel Form Instructions.
Electronic/Excel submission – Please see the separate instructions for electronic bid submission at the end of Appendix C. Electronic/Excel submission you will enter your bid on an Excel spreadsheet. Be sure to print a copy and save a copy on Jump Drive. Both the printed Excel spreadsheet and jump drive are required to be sent in the sealed envelope as described throughout. (NOTE: If uploading to BidNetDirect, then you do not need to physically send a copy of the paper bid or a jump drive.)
Notes for electronic/Excel spreadsheet, submission:
Column G – Use column G for the bid price when bidding the same product and the same size as the item specified.
Column H – Use column H for the vendor part number ONLY. Use this column for all bidding instances.
Column I – Use column I to describe any alternates or substitutes that are bid.
Column J – Use column J when the Unit of Measure for the item bid is different than the Unit of Measure of the item specified.
Column K – Use column K for the bid price in all instances when the item bid is NOT the same as the item specified.
Column L – Use column L for any quantity adjustments in instances when the UOM of the item bid results in a different order quantity than the item specified.
Printing:
The spreadsheet is formatted to print on 8-1/2 x 14 legal paper.
Any blank field or “$0.00” entries will be understood as a “No Bid.” You may also enter “No Bid” on the form line.
INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION
1. Cattaraugus-Allegany BOCES uses electronic bid sheets as part of our bid process. These bid forms with the corresponding bid packets are available on the website:
www.bidnetdirect.com/new-york/cattaraugus-allegany-boces. Free vendor registration is required to view the bid documents.
2. Electronic/Excel bid spreadsheet shall be filled out electronically and saved on a CD or travel drive to be submitted with a printed version of the electronic/Excel spreadsheet along with the signed hard copies of the additional required bid documents in a sealed envelope marked with the name of the bidder and the bid number on the front of the envelope. (Please see paragraph 2 in the instructions to bidders for more complete information on preparation.) Please print a copy of your completed spreadsheet to submit
(mail) with the bid. If you complete the bid electronically (Excel spreadsheet) you do NOT have to complete the other printed vendor response bid form. Bid packets and forms must be submitted by the date and time previously outlined in the bid documents. Electronic or faxed responses are not acceptable.
3. The CD or Travel Drive must be clearly labeled with the name of the bid, the bid number, and the bidder’s name. Bid CDs or Travel Drives not clearly labeled may be rejected.
4. The bidder must insert the price per unit as specified. Please do NOT enter anything but the price in the unit price columns (no letters, part numbers, etc.) Each bidder is requested to pay attention to the units of measure that are specified. Bids made according to different pack size or case quantity should be specified on the bid forms in the substitute description column.
5. A sample bid sheet is attached. Please refer to this sample sheet when filling out the bid forms.
BIDDING AS SPECIFIED
6. If the bidder is bidding the item as specified (including manufacturer, color, and package size), the bidder should fill in ONLY the Unit Cost and the Vendor Catalog Number fields.
Unit Cost
Vendor Catalog
Number
N12.4
C35
BIDDING OTHER THAN AS SPECIFIED
7. 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. 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 may result in the rejection of the bid item.
http://www.bidnetdirect.com/new-york/cattaraugus-allegany-boces
Vendor
Catalog
Substitute
Desc
Subs
UM
Unit
Cost
Qty
M
C4
N11.2
8. If the vendor is offering a substitute item with the same packaging as the items specified, the bidder is still required to fill in all substitute fields including the packaging.
The bid software will not recognize the vendor’s 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 may result in the rejection of the bid item.
Vendor
Catalog
Substitute
Desc
UM
Unit
Cost
Qty
M
C4
N11.2
9. 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 may result in the rejection of the bidder’s submittal.
Failure to adhere to these instructions may constitute grounds for rejection of the bid.
PLEASE DO NOT ALTER OUR SPREADSHEET IN ANY MANNER,
IT IS SET UP TO BE IMPORTED INTO OUR COMPUTER SYSTEM.
Bid # 27010 – Copy Paper
1. In the example below, the bidder is bidding the “same product” as specified in the “same size” specified. The bidder will only fill in the Unit Cost and the Vendor Catalog Number.
Item ID Sub-Category Item Description UM Quantity Unit Cost
Vendor
Catalog
Number Substitute Desc Subs UM
Subs Unit
Cost Subs Qty
0500 0997
COPY PAPER, 8 1/2 X 11, WHITE,
HIGH SPEED, SUB 20, ACID
FREE, SOME RECYCLED MAT,
500 SHEETS/REAM, 10
REAMS/CASE CS 1000 25.0000 36250 0.0000 0.00
2. In the example below, the bidder is bidding a “substitute product” in the “same size” as specified. The bidder must fill in the All Five Highlighted Columns for the bid to be properly read by the bid software.
Item ID Sub-Category Item Description UM Quantity Unit Cost
Vendor
Catalog
Number Substitute Desc Subs UM
Subs Unit
Cost Subs Qty
0630 0060
CAPE, NYLON, COMBOUT
CAPE, 28" X 28", BLACK,
VELCRO CLOSURE,
SCALPMASTER
BURMAX 3020 OR EQUAL EA 15 0.0000 2226
CAPE, NYLON, COMBOUT CAPE,
30 X 30, BLACK, VELCRO
CLOSURE, CAMEO LG
EA 2.0000 15.00
3. In the example below, the bidder is bidding the “same product” as specified in a different size than specified. The bidder must fill in All Five Highlighted Columns for the bid to be properly read by the bid software.
Item ID Sub-Category Item Description UM Quantity Unit Cost
Vendor
Catalog
Number Substitute Desc Subs UM
Subs Unit
Cost Subs Qty
0020 01
ENVELOPES, TYVEX, WHITE,
12" X 16", 2" EXPANSION, 14#,
OPEN END, 100/BX BX 20 0.0000 2323
ENVELOPES, TYVEX, WHITE, 12"
X 16", 2" EXPANSION, 14#, OPEN
END, 250/BX BX 25.0000 8.00
(Please note - Column widths on actual spreadsheet will be different than they appear on these exams.
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