RFB-225-48.docx

NOTICE TO BIDDERS

The Board of Education of Onondaga-Cortland-Madison Board of Cooperative Educational Services (BOCES), in accordance with Section 103 of Article 5-A of the General Municipal Law and Article 119-O of the General Municipal Law, will receive bids on:

COPY PAPER, SPECIALTY PAPER, ENVELOPES & SUPPLIES

RFB-225-48

for possible use by: Onondaga-Cortland-Madison BOCES; Cayuga-Onondaga BOCES, TST BOCES and/or their participating component school districts including, but not limited to: Auburn Enlarged City SD, Baldwinsville CSD, Cato-Meridian CSD, Cazenovia CSD, Chittenango CSD, East Syracuse-Minoa CSD, Fabius Pompey CSD, Fayetteville-Manlius CSD, Jamesville DeWitt CSD, Lafayette CSD, Lansing CSD, Liverpool CSD, Lyncourt Union Free SD, Marathon CSD, Marcellus CSD, McGraw CSD, North Syracuse CSD, Onondaga Central CSD, Skaneateles CSD, Southern Cayuga CSD, Tully CSD, Weedsport CSD, and Westhill CSD.

Bids will be received until 1:30 P.M. on the 2nd day of April, 2025. On that date and time, bids will be publicly opened at Onondaga-Cortland-Madison BOCES, 110 Elwood Davis Road, Liverpool, NY 13088. The Board of Education reserves the right to reject any or all bids in whole or in part at the May 15, 2025 BOE meeting. Any bid accepted will be binding for a period of six (6) months from June 1, 2025 to November 30, 2025. Bid forms and specifications can be obtained directly from the Onondaga-Cortland-Madison BOCES Business Office from 8:00 a.m. to 4:00 p.m., Monday through Friday

Board of Cooperative Educational Services Onondaga, Cortland, and Madison Counties P.O. Box 4754 Syracuse, NY 13221

Lynda Russell Phone: 315.431.8584 Email: lrussell@OCMBOCES.org

Terri Hewitt Phone: 315.433.2620 Email: thewitt@OCMBOCES.org

Date: March 5, 2025 By: Suzanne Slack, Assistant Superintendent for Administration

GENERAL CONDITIONS

(For the Purchase of Materials, Supplies, Equipment and Services)

All invitations to bid issued by the above-named Bid Participants 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 Bid Participants.

It is the Vendor’s responsibility to read the following General Conditions, Detailed Instructions, Specifications and Bid which outline the bidding rules of the Bid Participants.

Where the terms “bid” or “bids” are used in these documents, the bidder understands that the terms “proposal” or “proposals: could be used to replace “bid” or “bids” and can be used interchangeably depending on the scope and nature of the solicitation.

DEFINITIONS

“Participating Bidder” Shall be the legal designation of the participating BOCES, School District, City, County or other participating municipality.

“Notice to Bidders” A formal statement, which, when issued by the Participating Bidders, constitutes an invitation to bid on the materials, supplies and equipment described by the specifications

“Board” The Board of Cooperative Education Services, School Board, City Council, County Legislature or other municipal governing board.

“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” Any individual, company or corporation submitting a bid.

“Contract” A notice to the successful bidder by the issuance of a purchase order, also 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; also a formal document signed by the successful bidder and the Participating Bidders representative.

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

“Contractor” Any bidder to whom a contract award is made by the Participating Bidders.

“Specifications” Description of materials, supplies, equipment and/or services, and 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 Bid Coordinator/Lead Agent. 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 and other municipalities 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 Participating Bidders 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 Participating Bidders as to whether an alternate or substitution is in fact “equal” shall be final. If bidding on items other than those specified, bidder must in every instance give 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. Bids on equipment must be on standard new equipment, of latest model, and in current production, unless otherwise specified.

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

14. When bids are requested on a lump sum basis, bidder must bid on each item in the lump sum group. A bidder desiring to bid “no charge” on an item in a group must so indicate; otherwise bid for the group may be rejected.

15. All prices quoted must be “per unit” as specified; e.g., do not quote “per case” when “per dozen” is requested; otherwise bid may be rejected.

16. 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 bid response form submission via CD, diskette or travel drive, the electronic data will take precedence over any written or printed material submitted with the bid packet.

17. 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.

18. All bids must be sealed. They must be submitted in enveloped furnished by the Bid Coordinator/Lead Agent, if one is provided. Otherwise, plain, opaque envelopes may be used, clearly marked “BID” with the corresponding Bid number and date and time of the bid opening as indicated on the Notice to Bidders. Bids must not be attached to or enclosed in packages containing bid samples. Faxed or electronically submitted bids will not be accepted at any time. Submissions via BidNet Direct are accepted.

19. 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 Bid Coordinator/Lead Agent, not later than five (5) days 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 Bid Coordinator/Lead Agent in the form of addenda so issued shall become a part of the contract documents.

20. 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 BOCES, School District, City, County or other participating municipality. The successful bidder shall execute the performance bond at the time of the execution of the contract by the successful bidder and the corresponding Boards or other municipal governing entity.

21.Piggybacking: OCM BOCES, Cayuga BOCES, TST BOCES and/or their component school districts ONLY may piggyback on this bid. OCM BOCES, Cayuga BOCES, TST BOCES and/or their component school district locations not listed in the “Notice to Bidders” or referred to in any sections of bidding documents, may participate in this bid, but only upon mutual consent by both OCM BOCES and the awarded vendor(s). Interested component school districts must first contact the OCM BOCES business office before making arrangements with the awarded vendor to be serviced under the terms and conditions of this bid.

22.Extension: OCM BOCES reserves the right to extend the terms and conditions of this proposal for up to four (4) years, in one-year increments, from the contract termination date, upon mutual consent of OCM BOCES and the awarded vendor(s).

23.Termination of the contract can be made on the anniversary date of the bid award by either the vendor or OCM BOCES upon 30-day prior written notice to the other party. OCM BOCES reserves the right to terminate portions of the bid awarded to vendors due to non-performance at any time during the bid period without 30 day written notification.

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

25. Vendors should ensure accuracy in figures prior to submission. The Successful Vendor is responsible for reviewing the Notice of Award or Purchase Order for errors. Any clerical error in the Award must be forwarded, in writing, to the Bid Coordinator/Lead Agent contact noted in the “Notice to Bidders” within 5 (five) working days of the Notification of Award. No corrections will be made beyond that date. If clerical errors are discovered past the (5) five days, a “no award” will be issued on those affected products and/or services. The products and/or services may be rebid or quoted at a later date, in whichever manner is in the best interest of the bid participants.

26. Any and all Awards resulting from this Bid shall be final and shall be for the complete term of the Contract. No rescinding of Awards will be made because of Vendor error or inability to supply a product or service.

27. In addition to the General Conditions, the following Special Conditions and Specifications listed below and on the “Bidders Response Form” must also be met. Where applicable, the Special Conditions may supersede the General Conditions.

SAMPLES

28. All specifications are minimum standards; and accepted bid samples do not supersede specification for quality unless bid sample is superior, in which case deliveries must be the same identity and quality as accepted bid sample.

29. Bid Coordinator/Lead Agent reserves the right to request a representative sample of the item quoted upon either prior to the award or before shipment is made. If circumstances do not allow for samples, please include information where the items can be viewed in an industrial or retail setting. If the sample is not in accordance with the requirements of the specifications, the Bid Coordinator/Lead Agent may reject the bid; or, if award has been made, cancel the contract at the expense of the successful bidder.

30. Samples, when required, must be submitted strictly in accordance with instructions; otherwise, bid may not be considered. If samples are requested subsequent to bid opening, they shall be delivered as directed for bid to have consideration. Samples must be furnished free of charge and must be accompanied by written information indicating if the bidder desired their return and specifying the address to which they are to be returned provided they have not been used or made useless by tests. Award samples may be held for comparison with deliveries. The Bid Coordinator/Lead Agent will not be responsible for any samples destroyed or mutilated by examination or testing. The bidder at his expense shall remove samples. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned and the Bid Coordinator/Lead Agent shall have the right to dispose of them as its own property.

31. When a specification indicates that an item to be purchased is to be equal to a sample, such sample may be on display at a designated location as arranged by the Bid Coordinator/Lead Agent. Failure on the part of the bidder to examine sample shall not entitle him to any relief from the conditions imposed in the proposal, specification, etc.

AWARD

32. 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.

33. The Bid Coordinator/Lead Agent 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 BOCES/school 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.

34.The Bid Coordinator/Lead Agent reserves the right to reject any and all Bids not deemed for the best interest of the Bid Participants and to reject as informal such Bids, as in the opinion are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced Bids. An unbalanced Bid is defined as a bid in which the amount submitted for one or more separate items is substantially out of line with current market prices for the products, services, materials and/or work covered thereby.

35. The Bid Coordinator/Lead Agent 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.

36. 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 Bid Participants.

37. If two or more bidders submit identical bids as to price, the decision of the Bid Coordinator/Lead Agent to award a contract to one of such identical bidders shall be final. (General Municipal Law, Sec. 103, Sub. 1)

CONTRACT

38. 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 Participating Bidders. The 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.

39. The placing in the mail or electronic 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.

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

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

42. 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.

43. 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.

When materials, equipment or supplies are rejected, they must be removed by the successful bidder from the premises of the Bid Participant district within ten (10) business days of notification. Rejected items left longer than ten (10) business days will be regarded as abandoned, and the Bid Participant shall have the right without penalty to dispose of them as its own property.

Pertinent information: Damaged goods not removed by the vendor, as stated, will be regarded as abandoned and the Bid Participant 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

e. Racks, containers or other equipment used to carry and/or transport bid items

44. 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 Bid Participant 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.

45. No items are to be shipped or delivered until receipt of an official purchase order from the Bid Participant. Each delivery must show a purchase order number on the outside of the package, unless otherwise directed by the Purchasing Agent.

46. 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 Bid Participant.

47. Each bid will be received with the understanding that the acceptance thereof in writing by the Bid Coordinator/Lead Agent, to furnish any or all of the items described therein shall constitute a contract between the successful bidder and the Bid Participant district. However, the Bid Participants shall be under no obligation to purchase items until such time that a properly executed Purchase Order has been issued (see General Conditions, item #67).

48. 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. The quantities given for each Bid are estimates that reflect anticipated requirements. The Contract, however, shall be for the quantities ordered during the contract period. The Contractor must furnish all the quantities actually ordered. (See General Conditions, items #44 and #67).

49. The Bid Participants reserve the right to request reports from the awarded vendor(s) of quantities purchased for specific items under this bid or if need be previous bids. The preferred method of reporting, although not mandatory, is electronic format (MS Word, Excel, etc.).

INSTALLATION OF EQUIPMENT

50. The successful bidder shall clean up and remove all debris and rubbish resulting from his work from time to time as required or directed. Upon completion of the work, the premises shall be left in a neat, unobstructed condition, and the buildings broom cleaned, and everything in perfect repair and order. Old materials are the property of the successful bidder unless otherwise specified.

51. Equipment, supplies and materials shall be stored at the site only on the approval of the Bid Participants and at the successful bidder’s risk. In general, such onsite storage should be avoided to prevent possible damage or loss of the material.

52. Work shall be progressed so as to cause the least inconvenience to the Bid Participants and with proper consideration for the rights of other successful bidders or workmen. The successful bidder shall keep in touch with the entire operation and install his work promptly.

53. Bidders shall acquaint themselves with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required.

54. Equipment for trade-in shall be dismantled by the successful bidder and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the successful bidder shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply “as is”. Equipment is available for inspection only at the delivery point listed for new equipment, unless otherwise specified.

Note: A Non-Collusive Bidding Certification must be submitted with each bid.

The enclosed form, “Bid Proposal Certifications,” meets this requirement.

GUARANTEES BY THE SUCCESSFUL BIDDER

55. 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. To furnish adequate protection from damage for all work and to repair damages of any kind for which he or his workmen are responsible, to the building or equipment, to his own work, or to the work of other successful bidders.

c. To carry adequate insurance to protect the Bid Participant district from loss in case of accident, fire, theft, etc.

d. That all deliveries will be equal to the accepted bid sample.

e. That the equipment delivered is standard, new, latest model of regular stock product or as required by the specifications; also that no attachment or part has been substituted or applied contrary to manufacturer’s recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from the date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the Bid Participants.

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 Bid Participants.

DELIVERY

56. 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 within 30 calendar days after receipt of order (ARO), unless otherwise defined within the Special Conditions and Instructions. The decision of the Bid Participants 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.

57. The Bid Participants 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.

58. Items shall be securely and properly packed for shipment, storage and stocking in shipping containers and according to accepted commercial practice, without extra charge for packing cases, bailing or sacks.

59. The successful bidder shall be responsible for delivery of items in good condition at point of destination. Vendor shall file with the carrier all claims for breakage, imperfections and other losses, which will be deducted from invoices. The receiving bid participant will notify the vendor when delivered product(s) is not received in good condition.

60. 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 Purchasing Agent for the Bid Participants. The successful bidder will be required to furnish proof of delivery in every instance.

61. Unloading and placing of the equipment and furniture is the responsibility of the successful bidder, and the bid participant accepts no responsibility for unloading and placing of equipment. Any costs incurred due to the failure of the successful bidder to comply with this requirement will be charged to him. No help for unloading will be provided by the Bid Participants, and suppliers should notify their truckers accordingly.

62. 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 or 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.

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

64. Each item on the Bid containing a Chemical Substance must be accompanied by a SAFETY DATA SHEET (SDS) when delivered. Failure to include these requisite data sheets will prohibit the processing of payment

PAYMENTS

65. Payment for the used portion of an inferior delivery will be made by the participant on an adjusted price basis.

66. Payment will be made only after correct presentation of claim forms or invoices as may be required.

67. Payments of any claim shall not preclude the bid participant from making claim for adjustment on any item found not to have been in accordance with the contract specifications.

68. The bidder shall state the amount of the discount that will be allowed the bid participant for payment terms less than 30 days. In the absence of such stated discount, payment will be made approximately thirty (30) days after receipt of materials and invoice.

SAVING CLAUSE

69. 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.

NON-FUNDING/REDUCED FUNDING TERMINATION

70. The Bid Participants 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 Bid Participant 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 Bid Participants shall give bidder written notice of termination or the reduction of orders within thirty (30) days 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.

LABOR LAW/PREVAILING WAGES

71. By bidding on this contract, the contractor is agreeing to comply with all applicable requirements of NYS Labor Law. The contractor shall conform to the schedule of wages applicable to the performance of the said contract and the statutory requirements and rules of the State of New York.

• Where delivery and installation of material is required, the contractor agrees to comply with Article 8-Public Work, of the NYS Labor Law and its current prevailing wage schedule.

• Where delivery in place is required, the contractor agrees to comply with Article 9, Prevailing Wages for Building Service Employees, of the NYS Labor Law and its current prevailing wage schedule.

Each contractor who works on a public work project must maintain certified payrolls and provide such payrolls, with original certifications, to the contracting agency at least once every 30 days. The filing of these certified payrolls shall be a condition of payment.

SPECIAL CONDITIONS

The OCM BOCES will receive bids for:

COPY, SPECIALTY PAPER, ENVELOPES & SUPPLIES RFB 225-48

in the Conference Room at Onondaga-Cortland-Madison BOCES, 110 Elwood Davis Road, Liverpool, NY 13088 at the date and time stated in the Notice to Bidders.

For this particular bid, OCM BOCES will act as lead agent for this bid solicitation. Any reference in the bid specifications of the term “lead agent” will refer specifically to this BOCES.

2. Vendors are invited to bid as outlined herein. Bids are advertised and bid sheets are made available to prospective bidders either by mail or directly from the lead agent BOCES Business Office. They are returnable as outlined herein. The bidders shall also submit, with each bid, a signed non-collusive statement. Any questions should be directed to the lead agent BOCES – Lynda Russell, 315-431-8584, email address – lrussell@ocmboces.org.

3. This bid period will be for six (6) months from June 1, 2025 – November 30, 2025.

4. Exceptions to any bid specifications should be clearly noted ONLY on the “Bidder’s Exclusion Page”. Exclusions noted on any other form or in any other location, may not be considered.

5. Complaints:

Both BOCES/school districts and vendors will submit all complaints in writing to the offices of the lead agent BOCES within four (4) days of any occurrence. The OCM BOCES Purchasing Office, acting as lead agent for this bid, will maintain a file of all complaints that are submitted from both participants and the vendor.

6. “Or Equal”:

In all specifications, the words “or equal” are understood after each item. The decision of the BOCES/school districts as to whether an alternate or substitution is, in fact, “equal” shall be final. If bidding on items other than those specified, the bidder must, in every instance, give the trade designation of the item and detailed specification of the item he or she proposes to furnish. The bid will otherwise be construed as being submitted on the identical item as specified.

7. No charge will be allowed for federal, state or municipal sales and excise taxes from which the Board is exempt. All prices shall be net and shall not include any such tax. Exemption certificates will be furnished directly by the BOCES/school districts.

8. The submission of a bid will be construed as an indication that the bidder is fully informed as to the extent and character of the supplies required and can furnish the supplies satisfactorily to the extent of the specifications.

9. 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 mail by employees of the School District/BOCES. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified.

10. Descriptive Literature:

Proposals to furnish an item of manufacture other than that specified must be accompanied by the name of the manufacturer, brand name, catalog number, cuts, prints, illustrations or photographs showing full details and supplemented with complete information as to how the items differ from that specified.

All literature must be clearly marked to reference the item, as found in the bid sheet.

NOTE: Bids that do not contain clearly marked literature and complete information detailing how the items differ from that specified may not be considered for award.

11. All Materials included in this bid are to be purchased, as needed during the period from June 1, 2025 – November 3, 2025.

12. Bid pricing must include all delivery fees and industry related charges (i.e. hazardous material handling, maintenance, re-qualification, etc.). Refer to General Conditions, #17.

13. Bid pricing must include freight charges and inside delivery to the BOCES/school district specified and any installation costs, if applicable, except as otherwise stated in this invitation to bid.

14. Quantities listed are estimates only. Actual quantities purchased may be less or greater than the estimated quantities listed in these bidding documents.

15. The lead agent Board of Cooperative Educational Services (BOCES) reserves the right to reject any or all bids, to make an award or to waive such informalities or to accept equivalent bids where it is determined to be in the best interests of BOCES and school district participants.

16. All bid proposals (quotations) shall be binding from June 1, 2025 – November 30, 2025 except where it is specifically excluded in writing by the bidder.

17. The Board of Cooperative Educational Services reserves the right to request reports from the awarded vendor of quantities purchased for specific items at any time during the contract period.

18. Bid tabulation information will be computer processed after the opening. Bid results and award notification information will be emailed/mailed to participating vendors from the offices of the lead agent BOCES.

19. Delivery Times:

Vendors will reference Appendix C, Bid Participant Information Sheet. Appendix C contains delivery information specific to each participant’s needs.

Vendors are expected to make delivery to a participant in accordance with the information provided in Appendix C, under the column heading, “# of Days After Receipt of Purchase Order Vendor to Deliver within”.

If information is not provided for a participant, then delivery must be made not later than thirty (30) consecutive days after receipt of order by the vendor at their place of business.

White, color and specialty paper will be delivered within thirty (30) consecutive days, or as otherwise indicated in Appendix C.

Printed and unprinted envelopes will be delivered within thirty (30) consecutive days, or as otherwise indicated in Appendix C.

The vendor will coordinate directly with individual bid participants to establish delivery timeframes and schedules that best meet the needs of the individual BOCES/school district.

No unattended deliveries will be made without the prior consent of the individual BOCES/school district personnel!

20. Participating BOCES/school district personnel are responsible for the removal of paper/envelopes from the back-end or tail gate of delivery vehicle to inside location. It is the responsibility of the vendor or vendor’s contracted transportation firm to move paper/envelopes from the interior of the delivery vehicle to the back-end or lift gate area of the vehicle for easy access by the participant. Bid participants have the ability to work with awarded vendor(s) to make alternate arrangements for the removal of items should they desire to do so.

21. Should the BOCES/school district not have the appropriate material handling equipment (i.e. fork lifts, pallet jack, tow motor, etc.) to remove paper/envelopes from the delivery vehicle, it is the responsibility of the BOCES/school district to contact the awarded vendor prior to delivery to discuss unloading options.

22. Individual BOCES/school districts have the ability to coordinate with the awarded vendor in establishing multiple delivery points.

23. Paper/Envelopes Samples: The OCM BOCES requires the bidder to provide the following with their bid submission upon request:

· One (1) ream of white copy paper wrapped in moisture proof packaging.

· One (1) sheet of colored paper for each of the colors specified below.

· If bidding envelopes, one (1) of each kind of envelope that you are bidding on.

Samples must represent exactly the type and style of copier paper that bid participants would receive from the vendor during the contract period. Failure on the part of the bidder to provide a sample for each of the required items listed above may result in bid rejection.

24. Letters of Supply:

Vendors must provide with their bid submission a letter from 1 or more of their current suppliers indicating the vendor’s ability to service and supply at any point in time during the contract period the potential estimated volumes and time frames indicated these bidding documents.

Letters of Supply must be on the supplier’s letterhead. Copies of an email from the vendor’s supplier will be considered, however, it must be clearly marked and referenced that the document originated with the supplier.

Failure on the part of the bidder to provide a letter from their supplier may result in bid rejection.

25. Method of Bid Award:

The award of this bid will be determined by multiple factors including: price, the vendor’s ability to meet bid specifications, providing letters of supply as referenced above, prior performance/experience, and an analysis of samples provided by the vendor.

It is the intent of the OCM BOCES at this time to award this bid by individual lot as indicated on the “Bidder’s Response Sheet” to the lowest responsible bidder.

Copy Paper, White – Individual awards will be made to vendor(s) for:

· Full Truck Load pricing.

· Less-Than-Full Truck Load Pallet pricing.

· Broken Pallets, Deliveries of 1-39 Cartons

Copy Paper, Colored and Specialty – Individual awards will be made to vendor(s) for:

· Less-Than-Full Truck Load Pallet pricing – Assorted Cartons.

· Broken Pallets, Deliveries of 1-39 Cartons – Assorted Cartons.

· Specialty Paper – Anticipate line item award to individual vendors.

NCR/ Xero-Form, Laminate, Binding Supplies – Individual award of each lot to a single vendor.

Envelope, Unprinted and Printed– Individual award of each lot to a single vendor.

The OCM BOCES, acting in the best interests of bid participants, reserves the right to award this bid in total to a vendor, by a group of items, or line-by-line basis to multiple vendor(s).

26. Paper and Envelope Bid Pricing:

Bid pricing is firm for the entire contract period.

Bid Pricing – Vendors are able to submit bid pricing for certain bid items on either a Less-Than-Full Truck Load Pallet pricing; Full Truck Load pricing; Broken Pallets, Deliveries of 1-39 Cartons basis.

Vendors responding to a particular bid item on a Less-Than-Full Truck Load Pallet pricing; Full Truck Load pricing; Broken Pallets, Deliveries of 1-39 Cartons pricing basis must submit a single price amount in each instance. No Exceptions!

Vendors responding with multiple prices per bid item and delivery basis, or a pricing structure which differs than a single price for a particular bid item and delivery basis, will have their bid for that item rejected.

Billing – If it is determined that the vendor made an error in processing and/or shipment of an order to a bid participant, the vendor will not charge the participant a return, processing, or restocking charge.

Buy Against Clause: – BOCES/school districts may immediately purchase products in the open market if the awarded bidder fails to deliver within the time specified, or fails to make replacements of items deemed unacceptable by the participating district. BOCES/school districts reserves the right to authorize immediate purchase from other sources against late deliveries and rejections on any contract when necessary. On all such purchases the successful bidder(s) agrees to reimburse BOCES/school districts promptly, or deduct from the school district’s current balance owed, if applicable, for excess cost occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference.

Price Escalation/De-escalation - In the event a contract extension is pursued with the awarded vendor, or should market conditions for particular item(s) dramatically change since the original bid award, vendors have the ability to provide OCM BOCES written documentation which supports the fact that there was an increase/decrease for an item, should the vendor receive a price increase/decrease from their manufacturer/supplier. The bidder’s potential price change to OCM BOCES must be in line with the manufacturer’s increase/decrease. Bid participants will not be responsible for paying an adjusted bid price amount on a vendor’s invoice if it is discovered that the vendor did not provide adjustment documentation to OCM BOCES to support their claim, and obtain OCM BOCES approval to initiate the price change. Prior to initiating any pricing escalation/de-escalation, the vendor is required to provide a minimum of thirty (30) days advance written notice to OCM BOCES. OCM BOCES will make the final determination whether to accept a price change as requested by the vendor. OCM BOCES will notify participants of any pricing changes.

The awarded vendor, when asked to do so, will work with participants to allow them the ability to mix & match types and colors of paper to meet minimums for pallet or full truck load pricing. In these situations, the vendor will charge the participant the applicable pallet or full truck load price for each product.

Minimum delivery amount for white copy paper is twenty (20) cartons Minimum delivery amount for colored or specialty paper is ten (10) assorted cartons.

DETAILED PAPER SPECIFICATIONS

Vendors shall reference specifications for sizes, weights and colors as listed on the Bidder’s Response Sheet.

1. Copy paper shall be of Mill First (1st) quality, wrapped in moisture-proof reams.

2. Copy paper shall be packed in standard reusable corrugated cartons.

3. Bidders that propose an alternate to the specification must submit a ream of each item bid. This sample shall conform in all respects to industry standards.

4. Each participating BOCES/school district shall issue a purchase order for its requirements and shall be billed individually.

5. Delivery of the paper is included in bid price. BOCES/school districts will designate the location for delivery on purchase orders.

6. Vendor shall give each BOCES/school district twenty-four (24) hours notice of date and time of delivery. Purchase orders will include the name and phone number of a contact person.

COPY PAPER SPECIFICATIONS

ITEM:

This paper is for use on all xerographic type dry toner copiers including the regular speed and high-speed models.

WEIGHT:

Refer to product specifications on Bidder’s Response Sheet. Never below 20#

GRAIN:

Long, unless otherwise specified

OPACITY:

92 Minimum (Photo volt Reflection Meter)

MOISTURE % by Weight:

Average of 4.5 ± 0.08

CALIPER:

Minimum of 3.6 mils to maximum of 4.3 mils.

BRIGHTNESS:

Minimum of 92

SMOOTHNESS –Sheffield Units:

100 Minimum

CURL:

Paper shall lie flat before and after processing through a xerographic type dry toner copier with either no tendency to curl or with a curl, which can be overcome under reasonable working conditions

TESTS:

Bid Participants reserve the right to conduct tests as may be deemed necessary to determine the quality, uniformity and workmanship of the products offered and/or delivered and also as to the quality and economy of the work performed by such product.

ODORS

Paper shall be free of all chemical and other odors i.e.: musty smell.

COLORED COPY PAPER

Vendor will note the standard colors for colored copy paper are as follows:

· All sizes, 20#: Blue, Pink, Canary, Green, Ivory, Lilac, Lavender, Salmon, Cherry and Goldenrod.

· 8 ½ x 11, 67#: Blue, Canary, Cream, Goldenrod, Gray, Green, Ivory, Orchid, Peach, Pink, Tan, White

· 11 x 17, 67#: Blue, Canary, Cream, Goldenrod, Lavender, Salmon, Gray, Green, Ivory, Pink, White

· 8 ½ x 11, 90#: Blue, Buff, Canary, Cherry, Green, Ivory, Salmon, White

· 11 x 17, 90#: White

· 8 ½ x 11, 110#: Blue, Buff, Canary, Cherry, Gray, Green, Ivory, Salmon, White

· 11 x 17, 110#: Blue, Canary, Green, Ivory, White

· 8 ½ x 11, 65#, Cover: Blue, Canary, Cream, Green, Ivory

· 11 x 17, 65#, Cover: Ivory

If uncertain, the vendor’s is responsible to clarify color selections with participants prior to delivery to ensure the participant receives the correct color and/or shade of colored paper they desire.

DETAILED NCR/XERO-FORM SPECIFICATIONS

Vendors shall reference specifications for sizes, weights and colors as listed on the Bidder’s Response Sheet.

1. Reversed sequence NCR forms. Some machines require NCR reverse ordered. NCR is always handwritten on or a typewriter can be used as well to fill out the forms.

2. Forms are edge glued, with no perforated stub unless specified.

3. Black ink only. Only print on the face of the form.

DETAILED ENVELOPE SPECIFICATIONS

Vendors shall reference specifications for sizes, weights and colors as listed on the Bidder’s Response Sheet.

4. Envelopes shall be 24 lb., white wove, commercial classifications, die cut with standard Window placements, unless otherwise specified

5. Flaps shall have diagonal or side seam suitable for automatic inserter, unless otherwise specified. It is expected that flaps will have a moisture activated strip or adhesive.

6. Bidder shall send a functional, unsealed sample of each envelope with glued flap for each item bid.

7. Envelopes shall be packed in standard cardboard boxes according to normal industry practices. Boxes of envelopes shall be shipped in standard corrugated cardboard cartons according to normal industry practices.

Bidder’s Information Sheet

Bidder’s Name:

Address:

City/State/Zip:

Phone: Fax:

Contact Person: eMail:

Is your company an MWBE (response does not impact bid award)?

NON-BIDDERS RESPONSE

BID NAME:__________________________________________________

BID NUMBER: _______________________________________________

The Onondaga-Cortland-Madison BOCES is interested in the reasons why prospective bidders choose not to submit bids. If you are NOT submitting a bid in this proposal, please indicate the reason(s) by checking off one or more of the items below and return this form to us.

10. You may remove our name from the bid list for:

_____ This commodity group

_____ This item or material

_____ All bids

Company: _____________________________________________________________

Address: _____________________________________________________________

Authorized Signature: ___________________________________________________

Date: __________________

BID PROPOSAL CERTIFICATIONS

Firm Name

Business Address

Telephone Number Date of Bid

I. General Bid Certification

The bidder certifies that he 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 bid proposal, the bidder certifies that he is complying with Section 103-d of the General Municipal Law as follows:

1. Statement of non-collusion in bids and proposals…