B26-0004 Musical Instruments - BID PACKET.pdf

Oswego County Board of Cooperative Educational Services

179 County Route 64, Mexico, NY 13114 Phone: (315) 963‐4253 www.CiTiboces.org www.CiTiboces.org/CooperativePurchasing

INVITATION TO BID:

Musical Instruments Bid B26-0004

BID CONTRACT TERM: Onetime purchase on/after 11/20/2025 BID RESPONSE DATE: Friday, November 7, 2025 BID RESPONSE TIME: 11:00 a.m.

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: 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.

PROPOSAL SUBMISSION ADDRESS AND BID OPENING LOCATION:

Center for Instruction, Technology and Innovation (CiTi) Attn: Purchasing Department 179 County Route 64 Mexico, NY 13114

Vendor Name:

Bid Contact:

Address:

Phone #:

Email Address:

Tax ID #:

Amy Rhinehart, CiTi School Purchasing Officer purchasing@CiTiBOCES.org

(315) 963‐4253

Musical Instruments Bid B26-0004

BID DEFINITIONS

“CiTi” Shall be the legal designation of the Oswego County Board of Cooperative Educational Services/ Center for Instruction, Technology & Innovation.

“Notice to Bidders” A formal statement, which, when issued by 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, instructions, general conditions, 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, bid information, instructions, general conditions, specifications, notice of award, bid proposal certifications; a formal document signed by the successful bidder and/or CiTi representative.

“Successful Bidder” Any bidder to whom an award is made by 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.

NOTICE TO BIDDERS

The Board of Cooperative Educational Services of Oswego County, known as the Center for Instruction, Technology & Innovation (CiTi), in accordance with Section 103 of Article 5-A of the General Municipal Law is seeking bids on behalf of itself for Musical Instruments, Bid Number B26-0004.

Specifications, general information and bid forms may be obtained at the Center for Instruction, Technology & Innovations (CiTi) Purchasing Department, 179 County Route 64, Mexico, NY 13114 between the hours of 9:00 a.m. and 4:00 p.m. daily, except Saturdays, Sundays or Holidays, by calling 315-963-4414, by emailing: Purchasing@CiTiboces.org or at the website:

www.CiTiboces.org/cooperativepurchasing

Bids must be submitted on the bid forms provided by CiTi and in strict adherence to the bid specifications and conditions. Sealed bid submissions and electronic bid submissions via BidNet Direct will be accepted. For sealed bid submissions, the bid number and the bidder’s name and address should be indicated on the front of the envelope. Sealed bids will be received at the CiTi Business Office, 179 County Route 64, Mexico, NY 13114 until, but not later than 11:00 a.m. on Friday, November 7, 2025. Electronic bid submissions will be accepted via BidNet Direct up to, but no later than 11:00 a.m. on Friday, November 7, 2025. Immediately thereafter a bid opening will be conducted to open and publicly read all responses.

Melissa Allard, Clerk of the Board

NOTE: The above Notice to Bidders will appear in CiTi’s legally designated newspaper, The Palladium Times, on 10/17/2025

Instructions and Conditions

This is a one-time bid for the Center for Instruction, Technology and Innovation (CiTi) to purchase musical instruments on behalf of:

The Ithaca City School District (LOT 1) The East Syracuse Minoa School District (LOT 2) and The Port Byron Central School District (LOT 3)

The bid is soliciting for the cost of the instruments which must include delivery charges AND customer service. See SCOPE OF WORK for a description of the “customer service” component.

Bids for furnishing and delivery of items and as set forth in these specifications prepared by CiTi are sought at this time.

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.

Additionally, bid opportunities and current bids are available electronically at www.CiTiboces.org/cooperativepurchasing.

Bid specifications can also be found online at BidNet Direct:

All bids must be submitted on bid forms and in accordance with the instructions provided.

ALL questions with regard to this bid MUST be submitted in writing. A form is included in this packet for this purpose. No interpretation of the meaning of the specifications will be made to any bidder orally. Responses to questions will be provided to all bidders in the form of an addendum.

Please email the bid questionnaire form to the attention of the School Purchasing Officer at:

Purchasing@CiTiboces.org

All questions must be submitted at least ten (10) business days prior to the official bid opening.

Questions received after this time may not be addressed.

Response Instructions:

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 11:00 a.m. on November 7, 2025. Sealed bid envelopes can also be hand-delivered to CiTi’s Receiving Department (Green Steel Building across the road from main CiTi campus in Mexico). CiTi’s Receiving Department is open Monday – Friday 7:00 a.m. to 3:00 p.m.

ELECTRONIC BIDS must be submitted via BidNet Direct no later than 11:00 a.m. on November 7, 2025. This is the ONLY manner in which electronic submissions will be accepted.

All bids received after the response date and 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 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.

Emailed or faxed bid responses are not acceptable.

In the event that CiTi 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, 11:00 a.m.

A public bid opening will take place on November 7, 2025 at 11:01 a.m. to open and publicly read all bid responses.

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.

For Sealed Bid Submissions: Bidders must supply signed hard copies of their completed bids (required forms and vendor response form) in an opaque sealed envelope marked clearly marked with the name of the bidder, the bid title and bid number on the front of the envelope to the address listed. 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 inside the express envelope.

For Electronic Bid Submissions: Bidders must supply a signed photocopy of the bid forms and a completed vendor response form via BidNet Direct.

The proposal as presented shall remain valid for a minimum period of sixty days (60) from the date of bid opening.

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.

The following three (3) forms are included herein and form a part of this bid proposal:

Bid Proposal Certifications (Non-Collusion Bidding Certification and Conflict of Interest Certification as required by General Municipal Law, Section 103-d).

Exceptions or Limitations/Acknowledgement of Terms and Conditions.

Iran Divestment Act Certificate of Compliance.

Failure to fully execute these three (3) statements will constitute grounds for rejection of a bid submission.

Bidders are to enter responses on the provided Vendor Response Form. 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.

In order to ascertain that bid items conform to the specifications, vendors should provide CiTi with stock numbers for reference during the analysis process. If CiTi is unable to verify that the item bid conforms to the specifications through a catalog, website or cut sheets, CiTi reserves the right to reject that item bid.

The words "Or Equal" shall be considered as added to each specification, except in instances where “ONLY” or “NO SUB” is stated. 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 the item proposed to furnish. Otherwise, bid will be construed as submitted on the identical item as specified.

CiTi reserves the right to request samples of items where an equivalent is bid. It is the responsibility of the bidder to notify 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.

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.

All regularly manufactured stock electrical items must bear the label of the Underwriters’ Laboratories, Inc.

Bidders are not required to bid on each lot to be considered for an award. If a bidder does not wish to bid on a lot, they may ‘no bid’ an entire lot.

Bidders are not required to bid on all line items within a lot considered for an award. If a bidder does not sell an instrument identified on the Vendor Response Form, they may ‘no bid’ that item.

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.

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, equipment and response requirement, including Customer Service (see SCOPE OF WORK), and that the bidder can furnish the equipment and perform the service satisfactorily in complete compliance with the specifications.

Bids on equipment must be on standard new, unused equipment, of latest model, and in current production, unless otherwise specified. Bids for used equipment will not be considered.

Prices shall be net; including transportation and delivery charges fully prepaid by the successful bidder. If an 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.

In order to ascertain that bid item(s) conform to the specifications, vendors should provide CiTi with stock numbers for reference during the analysis process. If CiTi is unable to verify that the item bid conforms to the specifications through a catalog, website or cut sheets, CiTi reserves the right to reject that item bid.

All bids are to be on the basis of delivery prepaid to destination.

Bidders responding to this bid agree to the following payment terms: Payment within approximately thirty days (30) after receipt of materials and invoice. Payments of any claim shall not preclude CiTi from making claim for adjustment on any item found not to have been in accordance with the contract specifications.

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. The 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.

NOTE: CiTi shall be under no obligation to purchase items until such time that a properly executed Purchase Order has been issued.

CiTi reserves the right to waive any informality on bids received and/or right to reject any or all bids and to re-advertise.

Award:

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.

The award for this bid will take place at the November 19, 2025 CiTi Board of Education Meeting.

The bid award will be by in an aggregate or line-by-line manner by LOT to the lowest responsible bidder(s), 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, and conditions of the customer service component.

Vendors may not be considered for an award if there is 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 processing of purchase orders amounting to $25.00 or less, or where the minimum ordering amounts cannot be met.

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.

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)

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.

Term:

Any contract resulting from the award of this bid shall be for a one-time purchase, by lot, on/after November 20, 2025.

It is mutually understood and agreed that the successful bidder(s) 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 CiTi.

General Conditions:

Items are NOT to be shipped and/or deliveries should NOT be made without receipt of an original CiTi purchase order signed by the CiTi Purchasing Agent or CiTi Deputy Purchasing Agent.

The Purchase Order shall designate the place of delivery.

After receipt of an order, the vendor agrees to call CiTi within three working days, concerning any out-of-stock items, or defect in the purchase order.

Delivery is to be made within 30 days after receipt of a Purchase Order. Partial deliveries will be expected if the full shipment cannot be made within 30 days of a purchase order being received. Payment for a partial shipment will be made upon receipt of the invoice for the items delivered.

CiTi will not accept any deliveries on Saturdays, Sundays or legal holidays.

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. CiTi will note for the benefit of successful bidder when packages are not received in good condition.

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.

The successful bidder shall supply all guarantees, service warranties, and manuals where applicable.

All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain the following information for each item delivered:

Contract number and/or purchase order number Name of article Item number (if applicable) Quantity Name of the successful bidder 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.

During the scheduled delivery times, the vendor agrees to remove all damaged cases that are visible and all products that are found damaged or defective upon opening, or products which do not meet specifications. Damaged goods not removed by the vendor, as stated, will be regarded as abandoned and the district shall have the right to dispose of them as its own property. This condition addresses the following concerns:

Damaged cases discovered during and after delivery Products that do not meet specifications Storage of such items Ownership of such items

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.

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 CiTi.

Invoices shall be presented to CiTi for the quantities ordered as per the Purchase Order.

Sales to school districts are not affected by any fair trade agreements. (General Business Law, Sec. 369-a, Sub. 3)

CiTi is a governmental agency and no charge will be allowed for Federal, State or municipal sales and excise taxes. The price bid shall be net and shall not include the amount of any such tax.

Tax exemption paperwork can be provided upon request.

SAFETY DATA SHEETS (SDS): SDSs must accompany any item delivered that contains a Chemical Substance. If Material Safety Data Sheets are available on-line, please include a statement stating such and the on-line address. Failure to include these requisite data sheets or source for data sheets will prohibit the processing of payment.

FORCE MAJEURE: 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.

SAVING CLAUSE: 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: CiTi 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 CiTi and/or a 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. CiTi 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.

CiTi shall have the option, in its sole discretion, to terminate an award 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.

If the successful bidder fails to deliver as ordered, or within the time specified, or within reasonable time as interpreted by CiTi, or fails to make replacement of rejected articles, when so requested immediately or as directed by the school district, CiTi or school district may purchase from other sources to take the place of the item rejected or not delivered. CiTi 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 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.

A contract may be canceled at the successful bidder’s expense upon nonperformance of contract.

Cancellation of contract for any reason may result in removal of the successful bidder’s name from the mailing list for future proposals for an indeterminate period.

NEW YORK STATE SEXUAL HARASSMENT LAWS: 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: 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.

COMPLAINTS: Awarded vendor(s) will submit all complaints in writing to the CiTi School Purchasing Officer within four (4) days of occurrence of any incident. The CiTi Business Office will maintain a file of all complaints that are submitted.

Failure to adhere to these instructions will constitute grounds for rejection of the bid.

SCOPE OF WORK

This is a one-time bid for the Center for Instruction, Technology and Innovation (CiTi) to purchase musical instruments on behalf of the Ithaca City School District (LOT 1), the East Syracuse Minoa School District (LOT 2) and the Port Byron Central School District (LOT 3). It is anticipated that the awarded vendor(s) will ship instruments that are in new, ready-to-play condition and provide CiTi with at least one (1) hour of time with a representative to review instrument setup and care (herein called: customer service). This one (1) hour of customer service time can be virtual or in-person, whichever is most convenient for the awarded bidder.

Please note that bid pricing on the Vendor Response Form must include the cost of the instrument, shipping/delivery/freight charges AND customer service.

Why is Customer Service a requirement of the bid? Because you’re experts and we want you to share your knowledge. The one (1) hour of time will be to review the following ten (10) questions for each instrument type* purchased and will help CiTi staff facilitate the unboxing and set-up for each instrument type for the requesting school district.

*Note: Customer Service is not required for instrument accessories (example: drum sticks, bows, stands)

1. What care is needed to unpack the instrument?

2. How many parts does the instrument arrive in?

3. Are tools needed to assemble the instrument? And what are the steps to assemble?

4. What is the recommended routine cleaning procedure?

5. What is the recommended cleaning schedule?

6. Are there components that need to be replaced periodically?

7. Are there packaging materials that need to be kept for warranty validation?

8. What is the outline, terms and conditions of the warranty?

9. What storage is recommended for this instrument?

10. Are there any other unique features, functions, or information that would be important for the end-user to know prior to presenting it to a student player?

REQUIRED FORM

BID PROPOSAL CERTIFICATIONS

I. General Bid or Proposal Certification The proposer certifies that it will furnish, the prices herein quoted, the materials, equipment and/or services as proposed on this bid.

II. Non-Collusive Proposal Certification By submission of this proposal, the proposer certifies that it is complying with Section 103-d of the General Municipal Law as follows:

Every bid or proposal hereafter made to a political subdivision of the State or any public department, agency or official thereof where competitive bidding is required by statute, rule regulation or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury:

Non-Collusion Bidding Certification

A. 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 to the best of his knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

B. A bid shall not be considered for award nor shall any award be made where (A), (1), (2) and (3) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where (A), (1), (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition. The fact that a bidder (a) has published price lists, rates or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning subparagraph A(1).

C. Any bid hereafter made to any political subdivision of the State or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or good sold or to be sold, where competitive bidding is required by stature, rule, regulation or local law, and where such bid contains the certification referred to in subdivision A of the section, shall be deemed to have been authorized by the Board of Directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

III. Conflict of Interest Certification

A. Each bidder must state, by signing below, that no officer of any participating school district, or any member of any related Board of Education, including CiTi, or the specific governing body, is, as defined within the General Municipal Law provisions relating to conflicts of interest, directly or indirectly financially involved in this bid proposal.

Authorized Signature Title

Print Name Date

EXCEPTIONS OR LIMITATIONS TO

BID SPECIFICATIONS AND CONDITIONS

This page must be completed and signed by the vendor in order for your bid to be considered by the Center of Instruction, Technology & Innovation.

A. If any exceptions or limitations to the bid conditions and specifications are part of your bid, you must check box 1 (below) and indicate the limitation on this page.

1. The following limitations or qualifications are included in this bid:

a. Delivery:

b. Freight or Delivery Charges:

c. Pricing:

d. Other (please specify):

B. If no exceptions or limitations are part of your bid, you must check box 2 (below).

2. No Limitations or Exceptions Apply

BIDDERS ACKNOWLEDGEMENT OF TERMS AND CONDITIONS

CiTi reserves the right to award bids by total (aggregate), group (subcategory) or individual (line-by-line), whichever is in the best interest of the School Districts or CiTi.

By signing below and submitting this bid for consideration by CiTi, the bidder acknowledges that he/she has read, understood and agrees to all aspects of the General Conditions, Bidding Instructions and Special Conditions, and all appendices and the Bidder Response Form as presented without reservation or alteration. The Bidder, Bidder affiliates and any other agency that intercedes on the Bidder’s behalf also agrees to hold the CiTi harmless and not responsible for any hardship that can or potentially could be caused and subsequently impacts the bidder as a result of this bid.

CERTIFICATION OF COMPLIANCE

IRAN DIVESTMENT ACT OF 2012

The Bidder/Contractor named below certifies compliance with The State of New York Iran Divestment Act of 2012 (Act), Chapter 1 of 2012 Laws of NY, State Finance Law subsection 165-a including the following:

1. By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the “Entities Determined To Be Non-Responsive Bidders/Offerers Pursuant to The New York State Iran Divestment Act of 2012” list (“Prohibited Entities List”) posted on the OGS website at:

http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf.

2. Bidder/Contractor certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List.

3. Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended.

4. During the term of the Contract, should CiTi or a Component District receive information that

Bidder/Contractor (as defined in CiTi’s General Conditions) is in violation of the above-referenced certifications, CiTi will review such information and offer the Bidder/Contractor (or any assignee) an opportunity to respond. If the Bidder/Contractor (or any assignee) fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then CiTi shall take such action as may be appropriate and provided for by law, rule, or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the Contractor in default.

5. CiTi reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited Entities list after contract award.

If the Bidder/Contractor is unable to certify that his/her name and the name of the Bidder/Contractor does not appear on the list created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the State Finance Law, a signed statement setting forth in detail why it cannot be certified will be attached to this form.

Authorized Signature

Print Name

Title

Company Name

Date

Center for Instruction, Technology & Innovation

QUESTIONS

ALL questions with regard to this Bid MUST be submitted on this form and emailed to the attention of the CiTi School Purchasing Officer at: purchasing@citiboces.org

No questions will be entertained by any other means. All questions must be submitted at least ten (10) business days prior to the official bid opening. Questions received after this time may not be addressed.

Vendor Name Phone

Email Address Date

Center for Instruction, Technology & Innovation

NON-BIDDER’S RESPONSE FORM

The Center for Instruction, Technology & Innovation (CiTi) is interested in ascertaining reasons for a prospective bidder’s failure to respond to a bidding opportunity. If your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate item(s) below and email the form to: Purchasing@CiTiboces.org.

We are not responding to this bidding opportunity for the following reason(s):

We are unable to bid at this time, but please keep our name on this vendor list.

Items or materials requested are not manufactured by us or not available to our company.

The products and/or services we provide do not meet the specifications provided.

Specifications not clearly understood or applicable (too vague, too rigid, etc.).

Bid quantities are too small or too large. Please specify:

The time provided was insufficient for preparation of a bid response.

An incorrect address was used. Our correct mailing/email address is:

Another branch or division handles this type of bid. We have forwarded this bid to them but for the future the correct name and email address is:

Other:

Company Name:

Contact Person:

Email Address:

Phone Number: