BOCES Procurement
Overview:
Districts that participate in the appropriate base service(s) have access to increased buying power as a result of the statewide and regional contracts that are negotiated. The information below outlines how a technology-related request is processed. Please be advised that all requests need to meet BOCES CoSer guidelines to be processed.
How do I purchase something?
Submit your request with as much information as you can to ricpurchasing@btboces.org and we will work on the details! Please visit the following link to learn more about the Technology Request Process.
How do I know what is available to purchase?
There are several sources available to purchase from. Once you submit item details, we go to work for you! Our current procurement sources and products offered are listed below.
What are the procurement methods and sources BOCES is allowed to use?
BOCES is able to opt into cooperative bids and contract consortiums, utilize national purchasing consortiums, create local contracts (two or more districts purchasing), submit a local bid, pursue a single source agreement, or obtain a quote. Each of the procurement methods and sources have requirements that must be followed. More information can be found below.
Procurement Sources and Products Offered:
BT BOCES Local Contracts/Agreements (including Education Law 2-d documentation)
Provides a list of the software available for purchase and the associated Ed Law 2-d documentation (as available). Please note participation in the appropriate base service may be required.
Cooperative Bids, Contract Consortiums and National Purchasing Consortiums (does not include Education Law 2-d documentation unless otherwise noted)
Provides a list of vendors and hardware and software that is available for purchase (as available). Please note participation in the appropriate base service may be required.
To view the links below, hover over the link, right click, and pick "Open link in new tab".
What if the item is not included in one of the procurement sources?
BOCES is able to consider entering into local agreements if the following criteria is met:
The purchase is tied to a BOCES CoSer/service
There are two or more districts that wish to participate
The purchase is less than $5000
Obtain a quote
The purchase is between $5000 and less than $20,000
Obtain three quotes
OR
The purchase is $20,000 and over
The items being purchased are included on a contract consortium or bid BT BOCES participates in
OR
Invitation to Bid/Public Bid (note: this may take several months to finalize)
Will need to work with the BT BOCES Business Office – be prepared with the following details
Specifications for what you are interested in purchasing
Whether it will be a one-time purchase or if it will be left open for a year (IDIQ – indefinite delivery, indefinite quantity contract – allows for future purchases)
List of vendors the bid should be sent to
OR
Request for Proposal (RFP) or Request for Quote (RFQ) (note: this may take several months to finalize)
Will need to work with the BT BOCES Business Office – be prepared with the following details
Sample template (items highlighted in yellow need to be reviewed/updated)
Scope of services to be provided
Submittal information (what details need to be submitted)
Evaluation criteria
Schedule
Contact Information
List of vendors the RFP or RFQ should be sent to
Before finalizing local agreements and purchases, BOCES obtains all required paperwork and submits to legal for approval. Once granted approval, documentation is submitted to the Board of Education for consideration and hopeful approval. There may be instances in which BOCES is unable to mutually agree to terms and conditions with a vendor. Please be advised it may take some time to finalize local agreements - status updates will be provided to districts as information is known.
What if I am interested in purchasing something other than hardware or software (i.e., professional services)?
A Request for Proposal (RFP) is used for purchasing professional services, or other services requiring special or technical skills or expertise. Please note this is a multi-step process.
If you would like to pursue an RFP, please contact your District Budget Coordinator for more information and next steps.
What if I am interested in financing a technology purchase?
BOCES offers Installment Purchase Agreements (IPA’s) for school districts to finance IT-related purchases over multiple years. Please be advised that all requests need to meet BOCES CoSer guidelines to be processed.