Project Information

Bid Title

Asset Inventory and Appraisal Services, RFP26-0011

Issuing Agency

Oswego Boces

Location

New York

Published Date

Mar 31, 2026

Closing Date

Apr 28, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Title	Response Date	Contract Period	Bid Packet	Addendum
Asset Inventory and Appraisal Services, RFP26-0011	Tuesday, April 28, 2026 at 2:00 p.m.	For a contract term to begin on/after 6/18/2026	RFP26-0011 Bid Packet

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A Board of Cooperative Educational Services

179 County Route 64, Mexico, NY 13114

Phone: (315) 963-4253

www.CiTiboces.org

www.CiTiboces.org/CooperativePurchasing

NOTICE TO BIDDERS

REQUEST FOR PROPOSALS

Specifications and Instructions for:

ASSET INVENTORY AND APPRAISAL SERVICES

RFP26-0011

Bid Response Date: Tuesday, April 28, 2026 at 2:00 p.m.

Business Name:

Contact Person’s Name:

Address:

City/State/Zip:

Phone:

Email:

Tax ID Number:

Amy Rhinehart, School Purchasing Officer/Contract Developer

CiTi Business Office

179 County Route 64

Mexico, NY 13114

Phone: (315) 963-4253

Email: purchasing@CiTiboces.org

Center for Instruction, Technology & Innovation (CiTi)

Asset Inventory and Appraisal Services RFP26-0011

Page 1

INTRODUCTION

The Center for Instruction, Technology & Innovation (CiTi) is seeking proposals for asset inventory and

appraisal services.

Instructions and Special Conditions for the Submission of Responses

1. Bid proposals as set forth in these specifications, prepared by CiTi, are sought at this time.

2. Copies of the specifications may be obtained by contacting Amy Rhinehart, School Purchasing Officer at

the Business Office of the CiTi, 179 County Route 64, Mexico, New York 13114, by calling (315) 963-4253

or emailing: purchasing@CiTiboces.org

3. Bid opportunities are available electronically at www.CiTiboces.org/cooperativepurchasing. Specifications

can also be found online at BidNet Direct: https://shorturl.at/zNcLe

4. ALL questions with regard to this RFP must be submitted in writing. Please email the questionnaire form

that is attached as part of this solicitation document (EXHIBIT A) to the attention of Cooperative

Purchasing Officer at: purchasing@CiTiboces.org

 No questions will be entertained by any other means.

 All questions must be submitted by 2:00p.m. on Tuesday, April 14, 2026. Questions received

after this date and time may not be addressed.

Sealed proposals AND electronic proposal submissions will be accepted

5. SEALED SUBSMISSIONS must be received via mail, postal or shipping carrier at: CiTi, 179 County Route

64, Mexico, NY 13114 until, but not later than 2:00 p.m. on April 28, 2026. Sealed bid envelopes can also

be hand-delivered to CiTi’s Receiving Department (Green Steel Building at the end of the CiTi Campus

Driveway in Mexico). CiTi’s Receiving Department is open Monday – Friday 8:00 a.m. to 3:00 p.m.

It is the bidder’s responsibility to ensure that their proposal is received by CiTi before the

deadline, whether sent by mail or by means of personal delivery. All proposals received after the

deadline stated in the RFP will not be considered and will be returned unopened to the firm. The

firm assumes the risk of any delay in the mail or in the handling of the mail.

6. ELECTRONIC SUBMISSIONS must be submitted via BidNet Direct no later than 2:00 p.m. on April 28, 2026.

This is the ONLY manner in which electronic submissions will be accepted. Emailed or faxed responses are

not acceptable.

7. A public bid opening will take place on April 28, 2026 at 2:01 p.m.

8. In the event that the CiTi Business Office is closed due to unforeseen circumstances, the bid response

date will be extended to the next business day that CiTi is open for business. The time will remain 2:00

p.m.

9. All public bid openings hosted by CiTi are made available virtually via the Zoom platform. Bidders and

members of the public can join the live bid opening virtually by sending an email request in advance of

the opening date and time to: purchasing@citiboces.org. Bidders and members of the public who wish to

join the bid opening in-person must follow all visitor policy guidelines when present on CiTi property.

Center for Instruction, Technology & Innovation (CiTi)

Asset Inventory and Appraisal Services RFP26-0011

Page 2

10. For Sealed Submissions: Bidders must supply signed hard copies of their completed bid forms and one

(1) copy their proposal in a sealed envelope marked with the name of the bidder and the bid number on

the front of the envelope to the address listed in the manner specified within the bid documents.

11. All express envelopes must be clearly marked with the words “Sealed Bid Enclosed” on the front of the

outside envelope. This is important in assuring that the bid is delivered properly. The sealed bid envelope

must be included in the express envelope.

12. For Electronic Submissions: Bidders must supply and upload a signed photocopy of the completed bid

forms and their proposal via BidNet Direct.

13. A bid proposal as presented shall remain valid for a minimum period of sixty (60) days from the date of

bid opening.

14. The following forms are included herein and form a part of this request for proposals:

 Cover Sheet (first page of this bid packet)

 Bid Proposal Certifications (Non-Collusion Bidding Certification and Conflict of Interest Certification)*

 Iran Divestment Act Certificate of Compliance*

 General Acknowledgement*

 W9

*Failure to fully execute these three (3) statements will constitute grounds for rejection of a bid

submission.

15. CiTi reserves the right to waive any informality or irregularities on bids received.

16. During the evaluation process, CiTi reserves the right, where it may serve CiTi’s best interest, to

request additional information or clarifications from proposers, or to allow corrections of errors or

omissions. Any such information given, either orally or in writing, is not given in confidence and may be

used, or disclosed to others, for any purpose at any time without obligation or compensation and

without liability of any kind whatsoever

17. At CiTi’s discretion, companies submitting proposals may be requested to make oral presentations (in-

person or virtual) as part of the evaluation process at a time determined by CiTi.

18. CiTi reserves the right to retain all bid proposals submitted and to use any ideas in a proposal regardless

of whether that proposal is selected. Submission of a proposal indicates acceptance by the company of

the conditions contained in this solicitation, unless any and all such exceptions are clearly and specifically

noted in the bid proposal submitted and confirmed in the contract between CiTi and awarded company.

19. CiTi reserves the right to reject any or all proposals and to re-advertise.

20. There is no expressed or implied obligation for CiTi to reimburse responding companies or individuals for

any expenses incurred in preparing bid proposals in response to this request.

Failure to adhere to these instructions and special conditions will constitute grounds for rejection of the bid.

Center for Instruction, Technology & Innovation (CiTi)

Asset Inventory and Appraisal Services RFP26-0011

Page 3

RFP SCHEDULE

The anticipated schedule with respect to this RFP is as follows:

RFP Issued

March 31, 2026

Questions Submitted*

April 14, 2026 by 2:00 p.m.

Response to Questions**

April 15, 2026 by 2:00 p.m.

Responses Due

Tuesday, April 28, 2026 at 2:00 p.m.

Bidder Interviews

May 20 to May 29, 2026

As part of the evaluation process CiTi may request that a bidder’s representative or team

be available for an in-person, phone or virtual interview during this time period.

Anticipated Board of Education Award June 17, 2026

Anticipated Contract Term

June 18, 2026 to May 31, 2027

Optional Contact Renewal Terms

June 1, 2027 – May 31, 2028

June 1, 2028 – May 31, 2029

June 1, 2029 – May 31, 2030

June 1, 2030 – May 31, 2031

*ALL questions with regard to this RFP must be submitted in writing. Please email the questionnaire form

that is attached as part of this solicitation document (EXHIBIT A) to the attention of Cooperative Purchasing

Officer at: purchasing@CiTiboces.org

**Responses to questions will be answered in the form of an addendum.

Center for Instruction, Technology & Innovation (CiTi)

Asset Inventory and Appraisal Services RFP26-0011

Page 4

SCOPE

The objective of this asset inventory and appraisal services RFP is to select a firm or individual to

perform the following services:

1. Perform a full physical inventory inspection of all of CiTi’s current assets.

2. Provide values appropriate for insurance and property control purposes.

3. Provide values and depreciation amounts required for financial reporting purposes in

compliance with Governmental Accounting Standards Board' s (GASB) Statement # 34.

Pre-project planning

A comprehensive project-planning meeting will be held with the CiTi representatives prior to the

kickoff of the contract and annually throughout the term of the contract. Topics of discussion

include confirmation of project scope and time frames*, clarification of assets to be verified, the

physical inventory schedule, accessibility to buildings, contact person at each building or location,

and availability and use of purchasing records and CiTi’s inventory management system (RAMI).

This meeting lays the foundation for the methods and procedures used in perpetuating records

upon completion of the inventory and delivery of the reports.

*Contract term begins June 18, 2026. CiTi foresees scheduling a meeting on/around this

date and is seeking for the awarded company to begin the full physical inventory inspection

shortly thereafter.

Schedule of Premises

Included as Exhibit C of this RFP is a Schedule of Premises for CiTi. CiTi will provide the most

updated information to the awarded firm at the project-planning meeting.

Assets to be appraised

Assets to be appraised include, but are not limited to equipment, district vehicles, buildings,

building improvements, site improvements, land, land improvements and infrastructure. Purchase

dates and the original costs, if available, will be provided. The threshold for including assets will be

$500, based on the per unit original cost of the asset. Most assets valued under this threshold will

not be appraised and therefore will not be included in the final appraisal report. Exceptions to this

threshold are as follows: computers/monitors, laptops, computer peripherals such as scanners and

printers, musical instruments, televisions, cameras, audiovisual equipment, video recorders, and

small maintenance equipment. Asset counts that appear on the chart on the following page include

assets at or over the $500 threshold AND also the exception items previously noted.

Fixed Asset Software Utilized by CiTi: RAMI

CiTi purchased RAMI software in December of 2014 and completed the data

import/implementation process by June of 2015. CiTi has continued to maintain records in

this system since that time. The last full physical inventory inspection took place in 2021.

Center for Instruction, Technology & Innovation (CiTi)

Asset Inventory and Appraisal Services RFP26-0011

Page 5

Commodity Codes

• NAICS 531320Offices of Real Estate Appraisers

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