DCMO BOCES BID ART Supply Bid #2021-101 DCMO BOCES INFORMATION Address: 6678 County Road 32 Norwich, NY 13815 Contact Person: Beth Heinlein Phone # 607-335-1262 [email protected] Bid Prices Expire on March 31, 2022 To: Participating Districts From: Beth Heinlein CPA Date: April 29, 2021 Re: Cooperative Purchasing Art Supply Bid Awards #2021-101 Results & Awards: The bid resulted in the receipt of eight bids. We received a bid from Cascade and Metco Supply Inc., but the documents were not received in time and were disqualified. Quill also submitted a bid, however, their bid indicated the pricing was not fixed for even a 30-day period and was rejected. The Bid Committee met with members from school districts on April 22, 2021 to make recommendations for the award. The committee discussed awarding the bid by different methods, some ways was to look at the top 2, 3 and 4 vendors providing the lowest bid with a majority of the items being bid. A total award to one vendor would leave too many items with no bid prices at increased prices. The consensus from the committee while also taking into consideration the thoughts and concerns that were voiced to us from the districts was to award to the top three vendors. On April 28, 2021, it is expected that the BOCES Board of Education will review the bid award recommendations, and will have approved and awarded the bids as recommended by the Bid Committee. Please see the attached “Art Supply Bids Awards” in a PDF format. These are the results of the bid award recommendations. Any district in the service may take advantage of this award, even if the district did not participate in the initial requisitioning of items. The vendor award contact sheet will give you additional information regarding the awarded bidder, such as the address, phone number, contact person, etc. Discounts: Several of the vendors offered discounts off their website or catalog. These discounts are listed on the vendor summary sheet. Not all vendors offering a discount are listed, only the vendors that offer specialty items are listed. It is highly suggested that if the item is not found in this bid that you search for the item utilizing the discounts from several vendors to ensure that you are getting the best possible price. Sometimes a 15% discount from one vendor is better than a 20% discount from another vendor. Please review the discount analysis for further information. Reports & Export / Import Files: You should receive the following reports shortly. These reports will be sent to you prior to producing the PO Attachments or exports for WinCap, NVision or FM. Please review these reports and make any changes necessary as soon as possible. These reports will be produced for each bid type. 1. District Summary – this report shows the purchase detail of every requestor at your district. Similar to the PO Attachment in information except that the vendor is not listed. 2. Initial PO Attachments. This is sent to show the detail of each order for amendment, if needed. 3. No Bid Items. This PO Attachment sheet shows the items that were submitted by a district requestor through the requisition Portal which did not receive a bid. These items are listed on the sheet with a cost of $.01 (to produce the information we need to apply a cost), these items should be reviewed. If you do not receive any sheets it means everything that was added to the bid database received a bid will appear on the PO Attachments. TDB Items, these items will appear on PO Attachments with Prefix letters which will identify what the items are. You may need to quote, order, or hold these items. Prices on these PO Attachments are not accurate. In our review of some items we have found that the prices submitted by the teachers were not correct. This may be due to using an out of date catalog or by mistake. If you see any price that shows as $0.00 or no Vendor on any reports or online this means the item in question did NOT RECEIVE A BID. The item was either discontinued or not available from the vendors. The No Bid items may have a suitable substitution within the bid awards. Purchase Order Attachment Information: The final “PO Attachments” and the district ordering summary will be sent to you in a PDF file once we have your final approval that all changes have been made and the information is good. The PO Attachments will show the items that are to be purchased from each award bidder, by each district requisitioner. The P.O. Attachments are like a Purchase Order Request, they list the items awarded; bid price, and are printed by Vendor for each requisitioner (teacher). The PO Attachment header information includes: ● The Vendor name, address and code; ● The Requisitioners’ name; School and Address [ship to and bill to addresses, in some cases, may be different]. The body of the report lists all the items that the district’s requisitioner requested that were awarded to the vendor listed at the top of the page. Each line item lists the quantity originally ordered or adjusted, item number, vendor product number, description, unit of measure, unit price and extended price. Alternate brand or unit of measure has been written into the original specification. It should be noted that in some cases the original amount ordered will be adjusted to reflect the updated alternate unit of measure. For example, if the original unit of measure was “each” and the item award has a unit of measure of 12, a teacher originally ordering 12 will see an order on their PO Attachment for 1, which reflects the awarded alternate unit of measure. The PO Attachment frequently becomes an attachment to a Purchase Order, making separate typing of POs unnecessary. Some districts simply type one purchase order for each awarded vendor with the total dollars being the aggregate of all the PO Attachments for that awarded vendor. A request to “see attached PO Attachments” is added to the PO. Vendors are aware that they are to pack and mark per teacher and invoice separately if requested, at no extra charge. There are no fuel surcharges, handling fees or shipping costs allowed on any invoice. It should be noted that this year we bid all the items, including the add-on items. This means that 98% of the items captured during the requisition process should be either exported or on a PO Attachment with a bid price. However, if you should see any items with a $.0 or. $01 price, it means the item did NOT RECEIVE A BID. No bid items will be sent back to you for further processing. TDB items will be provided on a PO Attachment. Some of these PO attachments will reference a vendor. This is the vendor that the teacher indicated was where they pulled the information from. Therefore, the item number (less the prefix) and the pricing, is from that vendor’s website or catalog. Any PO Attachment with TDB – No Vendor means that the teacher did not provide a vendor for purchase. WinCap: We have developed a few export/import files for use with WinCap that will facilitate the purchase order function. WinCap has the capacity to import our bid award catalog, along with the requisitions collected from our website. WinCap has a Universal Import for Purchase Orders, which we have been able to utilize with the help of WinCap to import the data extracted from the PO Attachments produced by our software package. This file is then imported into WinCap along with the bid awards, U/M and vendor imports. If you would like to utilize this import function, please call or email me. DO NOT CALL WINCAP. The exports will be available, after the online requisition is closed down and final changes are made, that date is to be announced. If you need the exports sooner, please let us know. Otherwise, these exports are available immediately. Finance Manager – Nvision We have a workable download for Finance Manager and NVision with the capability of importing the same information as above into their financial package. However, in order to make this work properly we need to have the building code and budget code for each end user built into our system before exporting the file. Please call if you want to receive the export files. Please note that if you are using NVision files can be imported into your program, however, you will need to send the file to the Finance Manager first in order to have them configure the file into a format that can be imported into the program. This function will take approximately 2 weeks, so please factor this time into your schedule. Files will need to be sent to Ralph Scorza [email protected] Substituted Items: The vendor must supply the products to our original specification unless the vendor otherwise offered an alternate brand which was accepted and awarded. The alternate brands awarded are listed on the award sheets within the descriptions. Alternate units of measures were also updated within the item’s specification. Shipping Notes: In the past, we have seen PO Attachments generated for as low as $0.40, which causes not only a problem for the vendors, but a problem for school districts as well, since districts may create a purchase order for each PO Attachment. Please try and maintain this ordering amount by combining small orders. For example, if all your first grade teacher orders are under $25.00, these orders should be combined to meet the minimum order.