Welcome Vendors – Are you a business interested in providing a bid for items used by BOCES or a bid for a BOCES project?
Competitive Bidding and Alternate Quotes
If Cattaraugus-Allegany BOCES’ wide annual purchases for an item or a like group/commodity of items exceed $20,000, or a public work/service exceeds $35,000, competitive bidding is required by New York State General Municipal Law 103. Per the law, our bids are advertised in our official newsapaper and a sealed bidding process is used. All bids are to be received and opened at the location and time indicated in the bid documents.
In accordance with General Municipal Law 104b, purchases that fall below the competitive bid limits may require alternate quotes depending on the spending level. The levels are defined in the table on page 6 of 6 in our Board Policy number 4310.
How to Submit Bids and Quotes
Bid and quote opportunities offered by Cattaraugus-Allegany BOCES are available here.
Cattaraugus-Allegany BOCES is pleased to belong to a bid notification system created exclusively for purchasing departments within New York State. The bid notification system provides vendors a single point of contact for opportunities throughout our region as well as other regions in New York State. The system allows us to post all of the information required by vendors who wish to respond to our bids and quotes. The system also allows us to post our award information.
To view our bids and awards, vendors will be required to register with iPT by Bidnet. There are several registration options available, including a free option. Please review each option to see which best suits your particular needs. If you do not have access to the internet or if you have questions regarding registration, please contact the technical support group at iPT, 1-800-835-4603, and ask for their Vendor Support Department, they will be happy to assist you. Cattaraugus-Allegany BOCES looks forward to working with your company.
We will continue to advertise all of our bids in the official newspapers as defined in General Municipal Law 103. If you need further assistance, the BOCES Purchasing Department is available to help. The Purchasing Agent is April Shelton and her office can be reached at 716-376-8226. The Cooperative Purchasing Coordinator is Amy Ginnitti and she can be reached at 716-376-8266.
Cattaraugus-Allegany BOCES is exempt from all federal and state sales taxes. A governmental purchase order is the only evidence required to substantiate an exempt sale to a governmental purchaser.
Cattaraugus-Allegany BOCES issues purchase orders for ALL purchases of goods, supplies, equipment, and services. Blanket orders are issued where the need for supplies cannot be determined at least 24 hours in advance and where continuous delivery of a supply is required throughout the year.
A purchase order is not official until it bears the signature of the Purchasing Agent.
All invoices are to be addresssed to Cattaraugus-Allegany BOCES and sent to the attention of the Accounts Payable department, 1825 Windfall Road, Olean, NY 14760. Invoices may also be sent via e-mail to AccountsPayable@caboces.org.
Cattaraugus-Allegany BOCES’ Accounts Payable department generates checks two (2) times each month. The established check run dates are the 15th and the last day of each month, unless those days fall on a weekend or holiday. If the established check run date falls on a weekend or holiday, the checks are generated on the day nearest the established date within the same month.
Once the accounts payable checks are generated, an internal claims audit is conducted. The internal claims audit requires three (3) additional working days after the day the checks are generated.
Receipt of Goods
Cattaraugus-Allegany BOCES has a central receiving department located at our C-A BOCES Center at Olean, 1825 Windfall Road, Olean, NY 14760. This location receives the majority of our goods. Our receiving hours are 8:00 a.m – 12:00 p.m, Monday through Friday, excluding holidays, or by appointment by calling 716-376-8353. (The department is shut down for lunch 12:00 – 12:30 p.m.) On occasion, for larger deliveries, the purchase orders may designate a different ship-to address.
All goods received will be verified against the purchase orders for quantities and descriptions. A packing slip must accompany the shipments. We do accept partial shipments, however, paperwork is only submitted to our Accounts Payable department once the order is complete.
All returns and replacements are handled by our receiving deparment as well.