attachment-12-trade-in-itemization-form.xlsx
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This document is Attachment 12 of Invitation for Bids #23392, a statewide contract vehicle for Firearms, Ammunition, and Less Lethal Products administered by the State of New York. The attachment serves as an instructional guide and form for trade-in itemization procedures between contractors and authorized users, including state agencies and non-state entities participating in the contract.
The Trade-In Itemization Form establishes the procedure for crediting trade-in items submitted by authorized users to contractors within 30 days of invoice. Contractors must verify submitted trade-in information and issue credits or payments according to user type: state agencies receive credits through the State Financial System (SFS) linked to applicable purchase orders for new products, while non-state authorized users receive checks or credits with supporting documentation. The form requires detailed trade-in information including purchase order numbers, trade-in dates, item descriptions with magazine quantities for firearms, serial numbers (mandatory for firearms), quantities, unit prices, and credit totals. All trade-in credits must reference the purchase order for the new product being purchased.
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Instructions Invitation for Bids #23392 - Firearms, Ammunition, and Less Lethal Products (Statewide)
Attachment 12 - Trade-In Itemization Form Instructions
The Authorized User Shall submit trade-in items along with the Attachment 12 TRADE-IN ITEMIZATION FORM to the Contractor within 30 days of invoice. Contractor Must verify the accuracy of all information submitted by the Authorized User in the applicable Attachment 12 TRADE-IN ITEMIZATION FORM.
The following are the procedures the Contractor Must follow to credit trade-ins.
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Comment:
Is it our intention to NOT provide a link directly to the spot in the GFO that houses this information?
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii9d-refunds-owed-state Once the Contractor has verified the Attachment 12 TRADE-IN ITEMIZATION FORM, the Contractor will submit credit memos or checks referencing the Purchase Order (PO) for the new Product purchased as follows:
- State Agencies: The Contractor will access the SFS and use the appropriate SFS codes to link the credit to the Purchase Order (PO) for the new Product purchased. Please refer to Sec. XII.9.D of the New York State Guide to Financial Operations (“GFO”): https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii9d-refunds-owed-state
- Non-State Authorized Users: The Contractor will transmit to the Authorized User a credit or check along with supporting information required by the Authorized User.
Is it our intention to NOT provide a link directly to the spot in the GFO that houses this information?
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii9d-refunds-owed-state
GROUP 35200, INVITATION FOR BIDS 23392
FIREARMS, AMMUNITION, AND LESS LETHAL PRODUCTS (STATEWIDE)
&F &A &P
Form
| ATTACHMENT 12 - TRADE-IN ITEMIZATION FORM | |
| CONTRACTOR INFORMATION | AGENCY INFORMATION |
| Name: | Name: |
| Address: | Address: |
| City, State, Zip Code: | City, State, Zip Code: |
| Federal ID# | CONTACT PERSON: |
| NYS Vendor ID# | Name: |
| NYS Contract Number: | Phone: |
| Email: |
| TRADE-IN INFORMATION | |||
| Purchase Order No. of new Product purchased: | Date of Trade-in | ||
| (Product sent to Contractor) | Description of Item (include # of magazines, if applicable) | Serial Number | |
| (Must be provided for Firearms) | Quantity | Unit Price for Trade-in Item |
Credit Total
GROUP 35200, INVITATION FOR BIDS 23392
FIREARMS, AMMUNITION, AND LESS LETHAL PRODUCTS (STATEWIDE)
&F &A &P
File details come from the government source that posted it. Updated .