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How do I schedule professional development for my products?
How do I schedule professional development for my products?
Contact Sarah Kessler (skessler@e1b.org) to set up any contractual professional development.
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.
Can we include shipping charges
Can we include shipping charges
No, shipping charges cannot be included.
No, shipping charges cannot be included.
Can we increase our pricing by more than 2% when we renew our agreement every three years?
Can we increase our pricing by more than 2% when we renew our agreement every three years?
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 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.
Can we have a minimum purchase required?
Can we have a minimum purchase required?
No, the awards take place with no minimum and no maximum.
No, the awards take place with no minimum and no maximum.
If we already have a contract, do we need to respond to an RFP to keep our contract?
If we already have a contract, do we need to respond to an RFP to keep our contract?
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.
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.
Who do I send the quotes to?
Who do I send the quotes to?
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 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.
When are pricing changes due?
When are pricing changes due?
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.
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.
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.
Can I increase my pricing by more than 2%?
Can I increase my pricing by more than 2%?
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.
Can I add a new product when I'm sending in my next year pricing?
Can I add a new product when I'm sending in my next year pricing?
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.
When are renewal quotes due?
When are renewal quotes due?
Renewal quotes should be sent to each BOCES prior to November 15th of the current year. Reminder, these quotes should expire after July 1st.
Renewal quotes should be sent to each BOCES prior to November 15th of the current year. Reminder, these quotes should expire after July 1st.
Can I have the district or BOCES sign my quotes for purchase?
Can I have the district or BOCES sign my quotes for purchase?
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.
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.
Am I required to prorate?
Am I required to prorate?
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.
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.
Can we get a BOCES purchase orders before July 1?
Can we get a BOCES purchase orders before July 1?
No. BOCES fiscal years begin on July 1, and most BOCES cannot issue purchase orders prior to that date. Vendors should plan accordingly to avoid any disruption in district service; districts canceling service must notify BOCES by June 1 as outlined in the contract, otherwise BOCES will move forward using the vendor quote provided.
How do I know what BOCES are in the Consortium?
How do I know what BOCES are in the Consortium?
Refer to the consortium contact list. You may only work with the BOCES listed on the contact list.
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.
If the BOCES is not listed identify which RIC they belong to and contact the RIC.
What is a BOCES? How many are there?
What is a BOCES? How many are there?
Which BOCES belong to what RIC?
Which BOCES belong to what RIC?
When do RFP’s go out?
When do RFP’s go out?
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.
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.
Where do I find my contract number?
Where do I find my contract number?
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.
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.
How do I set up a lunch and learn?
How do I set up a lunch and learn?
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.
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.
Where can I find the contract pricing?
Where can I find the contract pricing?
Please review the contract negotiated pricing with members of your team that are involved in sales, pricing, quotes and invoices.
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.
Do not expect the BOCES/RIC to send to you the contracted pricing.
How do I make sure my software quotes are sent to the district in a timely manner?
How do I make sure my software quotes are sent to the district in a timely manner?
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.
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.
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.
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.
What could delay being paid?
What could delay being paid?
We want to pay you for your services but when invoices are sent inaccurately to a BOCES/RIC this delays payment.
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 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.
Make sure the invoice includes accurate information of what was purchased. Include product description, quantity and district name.
How do I ensure my product is marketed appropriately to NYS districts?
How do I ensure my product is marketed appropriately to NYS districts?
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.
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.
Can we charge for overages?
Can we charge for overages?
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.
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.
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.
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.
What should our quote contain?
What should our quote contain?
Each quote should have the following:
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
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