FAQS

Contact Sarah Kessler (skessler@e1b.org) to set up any contractual professional development. 

Check out this 👆 INFORMATIONAL SHEET  to learn about our train-the-trainer structure and process, as well as FAQs related specifically to training needs.

You can also review the 👆 PRESENTATION from our Vendor Webinar.

No, shipping charges cannot be included.

No, the agreement is based on the original award and is an extension of the award for another three years.  You can terminate your agreement, according to the contract terms, and then submit for a new RFP.  If you are awarded, you would then negotiate the new agreement, but the vendor would need to inform districts their renewal cycle may be interrupted. 

No, the awards take place with no minimum and no maximum. 

There are terms in the Master Agreement to allow for extension of the contract. If you plan to add a new product an RFP response is required.  If you are adding a module to an existing product please contact Michelle. 

All BOCES quotes are sent to the BOCES requesting the quote.  Reminder, do not send a BOCES quote to a school district.  You may send a school district your list price quote. 

All pricing for the next school year is required by November 1st of the current year. However, we encourage you to submit your new pricing as soon as possible after July 1. 

We receive and review hundreds of price lists each year, and the sooner you're able to submit, the sooner your list can be approved and posted. 

The contract reads:  Michelle Okal-Frink will work with the Vendor to evaluate and accept pricing to be applicable during each succeeding fiscal year; however, in no event shall pricing increase by more than 2% annually.   

You cannot add products without written consent from Michelle Okal-Frink.  In order to receive such consent you will need to discuss the products with Michelle prior to Oct 15th of any given year. There are 5 days set aside for pricing discussions for the 25/26 school year.  

Renewal quotes should be sent to each BOCES prior to November 15th of the current year. Reminder, these quotes should expire after July 1st.

No, the only signature required is the Master Agreement signature. Districts and BOCES should not be signing any other documents. This includes end user agreements or quotes. 

Yes, proration was a requirement in the RFP you responded to and every vendor must prorate any quotes provided to the BOCES throughout the year. 

Refer to the consortium contact list. You may only work with the BOCES listed on the contact list.

 If the BOCES is not listed identify which RIC they belong to and contact the RIC.

https://www.boces.org/about-boces/ 

https://www.boces.org/about-rics/ 

RFP’s go out throughout the year and can be found at e1b.org under purchasing or bidnetdirect.com   Typically RFPs are released in November, February, and June, but may also be released throughout the year.

It is sent to the main contact, the last 4 digits change to identify the end of the fiscal school year.  ie: school year 25-26 contract number ends in 2026. 

Work with a BOCES contact to set up lunch and learns for individual BOCES. You can also work with these contacts to determine any conference/tech fest availability for demos or presentations. Please refer to 👆this informational sheet to set up a statewide lunch-and-learn.

Please review the contract negotiated pricing with members of your team that are involved in sales, pricing, quotes and invoices. 

Do not expect the BOCES/RIC to send to you the contracted pricing.

Quotes are sent quickly to districts when the information from your company comes to us accurately. When your company does not accurately quote us this takes more time away from a sale. 

When sending quotes make sure the description of the software purchase description matches the contract and that you include quantity, unit cost and total when applicable.

 Finally, vendors can not send quotes directly to any school district using our negotiated pricing from any of the contracts. All quotes referencing our contracted pricing MUST be sent and made out to the BOCES/RIC.

We want to pay you for your services but when invoices are sent inaccurately to a BOCES/RIC this delays payment.

 Make sure the invoice references the PO#, and the “bill to” includes the BOCES/RIC and NOT the district, that information can be included in the “ship to” field. 

Make sure the invoice includes accurate information of what was purchased. Include product description, quantity and district name.

Built into all of our contracts is state-wide professional development for the BOCES/RIC staff developers and leaders. The better access to your trainers and solutions, the better our staff can speak not only of the product but our true partnership.

Vendors are required to keep track of any license usage over the amount purchased.  Many vendors track this monthly and send reports to the BOCES for transparency. 

 When a district is getting close to having used all purchased licenses the BOCES can reach out to the district and have a discussion about how to proceed.  

BOCES must have all overage amounts identified and communicated, in writing, prior to May 1st of the current year.  BOCES can then cut a PO to the vendor for any overages on or around June 1 (when purchasing for the year closes).  BOCES cannot pay for any overages in the next fiscal year. 

Each quote should have the following:

• Made out (or Bill To) the BOCES requesting the quote

• Name of the school in the notes or ship to section

• Dates for the service – ex: July 1, 2025 – June 30, 2026 or March 1, 2025 – June 30, 2026

• Contract Number (starts with RIC, ITCC or DL)

• Name of the person creating the quote & email

• Expiration date of the quote (renewals must be after July 1)

• Email address where the PO should be sent

• Net term is always 45 days per the contract