Vendor Response Instruction Sheet.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- 225-55
- Issued by
- Onondaga County, New York
About this file
The document is a Vendor Response Instruction Sheet for OCM BOCES (Onondaga-Cortland-Madison Board of Cooperative Educational Services) in New York, providing detailed guidance for vendors submitting bids for Interscholastic Athletic & Physical Education Supplies and Equipment. The instruction sheet comprehensively outlines the precise method for completing bid response sheets, emphasizing that vendors must follow specific formatting requirements or risk bid rejection. Vendors are required to enter information only in designated areas to the right of a solid line, including pricing, quantity, manufacturer details, model numbers, and item specifications for each line item.
The instruction sheet provides multiple detailed examples demonstrating correct and incorrect bid submission techniques, with particular emphasis on accurately representing unit pricing, package/case quantities, and item sizes. Key instructions include: entering the legal company name, not editing areas to the left of the solid line, completing all categories for each bid item (using "N/A" if information is unavailable), and ensuring that quantities and sizes are correctly represented. Vendors are warned they will be held responsible for bid amounts regardless of accuracy, and are advised to contact the agency if uncertain about submission requirements. The document serves as a comprehensive guide to prevent common bidding errors and ensure clear, standardized vendor responses.
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| File | Type | Posted |
|---|---|---|
| RFB-225-55.docx | DOCX document | |
| RFB 225-55.xlsx | XLSX spreadsheet |
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quviewbiditems_ny OCM BOCES VENDOR RESPONSE SHEET COMPLETION INSTRUCTIONS Bidder's Response Sheet
| Please see the following instructions for completing the Bidder's Response Sheet for our OCM BOCES bids. Vendors who do not follow these instructions risk having their bid rejected. Vendors will be held responsible for the amounts they bid, whether these amounts are correct or not. | |
| Vendors MUST list the quantity they are bidding for the indicated price.* |
| 1. | Enter the legal name of your company next to "Vendor:" | |||||
| 2. | Do not write in or edit the area to the left of the solid line (Item #, Category, Item Description, Unit of Measure or Annual Estimated Quantities). | |||||
| 3. | Enter information ONLY in the boxes to the right of the solid line (Price per Unit of Measure, *Quantity You are Bidding for this Price, Manufacturer, Model Number, Vendor's Item #, Specify Item Size and Exceptions, etc.). | |||||
| 4. | Vendors MUST list the quantity they are bidding for the indicated price.* Examples: | Vendor: | ||||
| For item # 1 - We spec'd 'Each', you are bidding a price of $0.10 each however the item is sold only in a case of 12. The size of the item is 4oz. You would enter: | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments
| 0001 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $0.10 | Box / Case of: | 1 | ABC | 1234 | A1234 | 4 oz | Sold in case of 12 only |
| THIS IS INCORRECT | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments 0001 Adhesives Glue, Elmer's, School, 4 oz Each 700 $0.10 Box / Case of: 12 ABC 1234 A1234 4 oz
| For item # 1 - We spec'd 'Each', you are bidding a price of $0.10 each and they can be purchased singly. The size of the item is 4oz. You would enter: | |||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments
| 0001 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $0.10 | Box / Case of: | 1 | ABC | 1234 | A1234 | 4 oz |
| THIS IS INCORRECT | |||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments 0001 Adhesives Glue, Elmer's, School, 4 oz Each 700 $0.10 Box / Case of: 4 oz ABC 1234 A1234 1
| For item # 1 - We spec'd 'Each', you are bidding a case price of $12.00 because the item is sold only in a case of 12. The size of the item is 4oz. You would enter: | |||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments
| 0001 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $12.00 | Box / Case of: | 12 | ABC | 1234 | A1234 | 4 oz | Sold in case of 12 only |
| THIS IS INCORRECT | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments
| 0001 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $12.00 | Box / Case of: | Box | ABC | 1234 | A1234 | 48 oz |
| For item # 2 - We spec'd a Box as the unit of measure and the description indicates 24 per box is preferred. You are bidding $1.00 for a box of 10 and the candles are 3" high. | |||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments
| 0002 | Candles | Candle, Birthday, 24/Box | Box | 40 | $1.00 | Box / Case of: | 10 | ABC | 5647 | B5647 | 3" |
| THIS IS INCORRECT | |||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments 0002 Candles Candle, Birthday, 24/Box Box 40 $1.00 Box / Case of: Box ABC 5647 B5647 10
| For item # 2 - We spec'd a Box as the unit of measure and the description indicates 24 per box is preferred. You are bidding $2.00 for a box of 24 as spec'd and the candles are 2" high. | |||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments 0002 Candles Candle, Birthday, 24/Box Box 40 $2.00 Box / Case of: 24 ABC 5647 B5647 2"
| THIS IS INCORRECT | |||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments 0002 Candles Candle, Birthday, 24/Box Box 40 $2.00 Box / Case of: 1 ABC 5647 B5647
| For item # 3 - We spec'd measurements for the box. You are bidding $5.00 per box but your box has slightly different measurements. | |||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size | Exceptions/ |
Alternates/ Comments
| 0003 | Containers-Misc | Container, Plastic, Clear, W/Lid, 7"X3-1/4"X1-5/8" | Each | 200 | $5.00 | Box / Case of: | 1 | XYZ | X899 | XYZ899 | Measurements are: 7' x 4" x 2" |
| 5. | If in doubt, please contact us for instructions, prior to submitting your bid. |
&"-,Italic"Page &P of &N
Sheet1 OCM BOCES VENDOR RESPONSE SHEET COMPLETION INSTRUCTIONS Bidder's Response Sheet
Please see the following instructions for completing the Bidder's Response Sheet for our OCM BOCES bids. Vendors who do not follow these instructions risk having their bid rejected. Vendors will be held responsible for the amounts they bid, whether these amounts are correct or not.
| 1. | Enter the legal name of your company next to "Vendor:" | Vendors MUST list the quantity they are bidding for the indicated price.* |
| 2. | Do not write in or edit the area to the LEFT of the solid line (Item #, Category, Item Description, Unit of Measure or Annual Estimated Quantities). | |
| 3. | Enter information ONLY in the boxes to the right of the solid line (Price per Unit of Measure, *Quantity You are Bidding for this Price, Manufacturer, Model Number, Vendor's Item #, Specify Item Size and Exceptions, etc.). | Vendors MUST list the size they are bidding for the indicated price.* See Vendor Response Instruction Sheet |
| 4. | Vendors MUST complete each category for each item (except Exceptions column) bid. If information if not available or unknown, enter "N/A". | |
| 5. | Vendors MUST list the quantity and size they are bidding for the indicated price.* Examples: | Vendor: |
| 6. | If in doubt, please contact us for instructions, prior to submitting your bid. |
| For item # 239 - We spec'd 'Each', you are bidding a price of $0.10 each however the item is sold only in a case of 12. The size of the item you are bidding is 4oz. You would enter: | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $0.10 | Box / Case of: | 1 | Elmers | 1234 | A1234 | 4 oz | Sold in case of 12 only | |
| THIS IS ALSO CORRECT: | |||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | ||||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | |||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $1.20 | Box / Case of: | 12 | Elmers | 1234 | A1234 | 4 oz | Sold in case of 12 only | |
| THIS IS ACCEPTABLE: | |||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | ||||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | |||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $1.20 | Box / Case of: | 12 | As spec'd | As spec'd | As spec'd | As spec'd | Sold in case of 12 only | |
| THIS IS INCORRECT: Your price is per each not $0.10 per box of 12 or $0.0083 each | |||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | ||||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | |||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $0.10 | Box / Case of: | 12 | Elmers | 1234 | A1234 | 4 oz | |
| THIS IS INCORRECT: Missing Information | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 0001 Adhesives Glue, Elmer's, School, 4 oz Each 700 $0.10 Box / Case of: 1 Sold in case of 12 only
| For item # 239 - We spec'd 'Each', you are bidding a price of $0.10 each and they can be purchased singly. The size of the item you are bidding is 4oz. You would enter: | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $0.10 | Box / Case of: | 1 | Elmers | 1234 | A1234 | 4 oz | |
| THIS IS INCORRECT: 4 oz is not a quanatity, it is a size. One is not a size, it is a quantity. | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | $0.10 | Box / Case of: | 4 oz | Elmers | 1234 | A1234 | 1 | |
| THIS IS INCORRECT: A box is a unit, not a quantity | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 239 Adhesives Glue, Elmer's, School, 4 oz Each 700 $12.00 Box / Case of: Box Elmers 1234 A1234 48 oz
| For item # 239 - We spec'd 'Each', and a size of 4 oz. You are bidding a price of $0.10 each however the size of the item is 5 oz. You would enter: | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 239 Adhesives Glue, Elmer's, School, 4 oz Each 700 $0.10 Box / Case of: 1 Elmers 1234 A1234 5 oz
| For item # 239 - You are not bidding this item You would enter: | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | Box / Case of: | No Bid | ||
| THIS IS INCORRECT: Do not enter N/A in price column - it is not a price. | ||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |||
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 239 | Adhesives | Glue, Elmer's, School, 4 oz | Each | 700 | N/A | Box / Case of: | |
| THIS IS INCORRECT: YOU HAVE THE ITEM AND ARE BIDDING $0.00 - ITEM IS FREE | |||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | ||
| ($) | *Quantity You are Bidding for this Price | Indicate | |||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 239 Adhesives Glue, Elmer's, School, 4 oz Each 700 $0.00 Box / Case of:
| For item # 70 - We spec'd a Box as the unit of measure and the description indicates 24 per box is preferred. You are bidding $1.00 for a box of 10 and the candles are 3" high. | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 70 | Candles | Candle, Birthday, 24/Box | Box | 40 | $1.00 | Box / Case of: | 10 | ABC | 5647 | B5647 | 3" |
| THIS IS INCORRECT: Box is not a quantity. | |||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price Per |
Unit of Measure
| ($) | *Quantity You are Bidding for this Price | Indicate | |
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | |
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 70 Candles Candle, Birthday, 24/Box Box 40 $1.00 Box / Case of: Box ABC 5647 B5647 10
| For item # 70 - We spec'd a Box as the unit of measure and the description indicates 24 per box is preferred. You are bidding $2.00 for a box of 24 as spec'd and the candles are 2" high. You would enter: | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 70 | Candles | Candle, Birthday, 24/Box | Box | 40 | $2.00 | Box / Case of: | 24 | ABC | 5647 | B5647 | 2" | |
| THIS IS INCORRECT: You are not bidding $2.00 per candle or $48 per box of 24. | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 70 Candles Candle, Birthday, 24/Box Box 40 $2.00 Box / Case of: 1 ABC 5647 B5647 24
| For item # 124 - We spec'd measurements for the box. You are bidding $5.00 per box but your box has slightly different measurements. | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments
| 124 | Containers-Misc | Container, Plastic, Clear, W/Lid, 7"X3-1/4"X1-5/8" | Each | 200 | $5.00 | Box / Case of: | 1 | XYZ | X899 | XYZ899 | Measurements are: 7" x 4" x 2" | |
| THIS IS INCORRECT: DO NOT ALTER AREA TO LEFT OF SOLID LINE | ||||||||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |||||||
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||||||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||||||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 124 Containers-Misc Container, Plastic, Clear, W/Lid, 7" x 4" x 2" Each 200 $5.00 Box / Case of: 1 XYZ X899 XYZ899 1
| SEEDS | For item # 456 - Each Seed as the unit of measure. You are bidding $0.0023 per seed. The seeds come in packages of 200. You would enter: | |||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 456 Seeds Kidney Bean, MUST Be Untreated Each 80,000 $0.0023 Box / Case of: 1 ABC Seed-KID 200 200 seeds per packet. Sold in packets only
| THIS IS INCORRECT: Your price is per each not per packet of 200. | ||||||
| Item # | Category | Item Description | Unit of Measure | Annual Estimated Quantities | Price | |
| ($) | *Quantity You are Bidding for this Price | Indicate | ||||
| Manufacturer You are Bidding | Indicate Model Number you are Bidding | Vendor's | ||||
| Item # | Specify Item Size - Weight, Length | Exceptions/ |
Alternates/ Comments 456 Seeds Kidney Bean, MUST Be Untreated Each 80,000 $0.0023 Box / Case of: 200 ABC Seed-KID 1 200 seeds per packet. Sold in packets only
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