Purchasing Department

Welcome to the Purchasing Department, the center for procurements in the City School District of New Rochelle. The department oversees all purchases of goods, services and public works in the District. It is the Purchasing Department's responsibility to see that all procurements in the District are conducted efficiently and effectively to ensure the most prudent use of District resources.

The Purchasing Department is responsible for ensuring that procedures and practices comply with District policies and safeguards as well as New York State laws and regulations. The department is committed to operating with the highest levels of integrity and transparency as it welcomes responsible vendors and contractors seeking to do business with the District. The department's practices foster competition to the extent practicable as it engages a diversity of vendors.

The purpose of this page is to offer information on how to conduct procurements with the District, and also to present the ways in which the department assists District employees in obtaining the goods and services required to carry out the district's mission.

 

 

Vendors

The purchasing department welcomes responsible suppliers and vendors seeking to do business with the District. The department is committed to following fair, transparent business practices to foster free, open competition among vendors to the extent practicable. The City School District of New Rochelle follows green practices. Beginning September 1, 2018, all purchase orders will be sent electronically rather than mailed. Please complete the  Vendor Registration Form and W9   to ensure that you will receive your Purchase Order in timely manner.

 

 

 

Bid Request and Threshold

All orders should have proper documentation to demonstrate how prices were determined (i.e. current catalog, fax, internet, etc.)

  • $1-$4,999 Discretion of the Purchasing Agent with written quotes

  • $5,000 ‐ $19,999 Documented written quotes from at least 3 vendors

  • >$20,000 Commodities – Competitive Bidding Required

  • >$35,000 Public Works  – Competitive Bidding Required

NYS Preferred Source Vendors

Pursuant to State Finance Law 162, selecting a procurement method and supplier must be conducted in the following order:

  • Corcraft www.corcraft.org. New York State Department of Correctional Services. (furniture, landscape modular systems, desks, chairs and file cabinets.) Tel. 800-436-6321

  • Industries for the Blind of New York State, Inc. www.ibnys.org (file folders, post it notes, transparencies, examination gloves and CD-R products). Tel. 518-456-867

  • New York State Industries for the Disabled, Inc. www.nysid.org (blue exam books, janitorial supplies, field marking paint, printed apparel, and office supplies, etc.) Tel. 518-463-9706

  • New York State Office of Mental Health, Buy OMH www.omh.state.ny.us/omhweb/buyomh (desktop publishing, electronic repair, furniture, janitorial services, etc.) Tel. 518-474-0121

Professional Services

Professional Services, under General Municipal Law 104, are exempt from the bidding process. However, the district strives to use RFP's (Request for Proposal) for these services whenever practical to ensure competitive pricing and the highest quality of service.

Piggybacking Law

Effective August 1, 2012, a new subdivision 16 was added to General Municipal Law (GML) § 103 to authorize political subdivisions and districts therein to purchase apparatus, materials, equipment and supplies, and to contract for services related to the installation, maintenance or repair of those items, through the use of contracts let by the United States or any agency thereof, any state or any other political subdivision or district therein. The contract must be made available for use by other governmental entities. The commodity/service being purchased must match the contract you are trying to "piggyback." The Purchasing Department must analyze the bid documents and seek approval of the agency and vendor, where applicable, before making such a purchase. This includes National Cooperatives, BOCES, counties, and other school districts. Below are some examples of National Cooperative and BOCES contracts available for our use.

Southern Westchester BOCES Cooperative Bids

Rockland County

Westchester County

National IPA

Sourcewell/NJPA

US Communities

 

 

Bidding Requirement and Opportunities

For purchases and contracts that require bidding (generally, contracts of $20,000 or greater), it is important to contact the Purchasing Department at the start of the procurement process to ensure that all transactions are conducted properly, effectively and in compliance with bid requirements, District policies and New York State law.

Bidding opportunities are available through Empire Bid System or Bidnetdirect.com. The Empire State Purchasing Group is a government procurement system. Vendors may register at the site and research or download our bids as well as bids from other  government agencies. Vendors can also sign up for automatic bid notification to receive e-mail notifications each time a bid is posted that matches their business. 

Bid documents are also available at the Purchasing Department.

 

 

NYS Textbook Loan Program

The loan of textbooks from the New Rochelle City School District to New Rochelle residents attending non-public schools is governed by the regulations of the New York State Textbook Loan Program (NYSTL), Education Law Section 701.  The administrative guidelines for the NYSTL program are contained, and incorporated by reference, in the Handbook on Services to Pupils Attending Nonpublic Schools published by the NYS Education Department.

ELIGIBLE MATERIALS - include textbooks and textbook substitutes, which may be hard covered or paperback books, newspapers or student manuals, which a pupil is required to use as a primary source of study material in a structured instructional environment (classroom).  Materials must be used for secular classroom instructional and educational purposes only.  Publications published by any religious denominations, religious organization or group that promote religious or ideological beliefs, even on a general level are disallowed.

MATERIALS NOT ALLOWED - include general supplies, equipment, furniture, toys and games, ancillary materials, reference materials such as encyclopedias, almanacs, atlases and general or special dictionaries, teacher’s editions, review books, duplicating masters and materials in kit form, supplementary textbooks, novels, fiction, magazines, newspapers, except as provided above, and audiovisual materials normally housed in the school library or instructional materials for short-term use by pupils;  tests and testing materials; internet online services.

SCHOOL DISTRICT PROPERTY - Materials loaned to resident non-public school pupils remain the property of the New Rochelle City School District.  Textbooks shall be returned at the end of the nonpublic schools academic year, but no later than June 30.  Textbooks and literature books must not be written in.  If lost, defaced, damaged or destroyed, the textbooks shall be paid for in the same fashion as the students attending New Rochelle City School District.  Parents will be responsible for reimbursing the District for the cost of the replacement material.

RESIDENCY AND REGISTRATION - Students attending nonpublic schools must maintain residency in the New Rochelle City School District in order to be eligible for the textbook loan program.  The Department of Pupil Services should be contacted for registration requirements and documentation of residency. Please call 576-4274 for information.

REQUESTING MATERIALS -  For Non Public School that participates in the Textbook Services via Erie1 BOCES, materials can be requested via secure web-based application. For other Non Public Schools, parent requests should be made by July 1 of the year preceding the new school year.  The request can be directed to:

Meilisa Arlt

Purchasing Agent

New Rochelle City School District

515 North Ave 2nd Floor

New Rochelle, NY 10801

 

QUESTIONS? - Should you have any questions regarding the loan of instructional material, please feel free to contact the Purchasing Department at 914-576-4250

Contact us

Questions and comments about the Purchasing Department may be directed to:

                                  

 Meilisa Arlt                                             Sheila (Lola) Governale

Purchasing Agent                                 Principal Clerk

(914) 576-4250                                      (914) 576-4250

marlt@nredlearn.org                          sgovernale@nredlearn.org