Procurement Guidelines

Installment Purchase Agreements (IPA)

An Installment Purchase Agreement is an agreement between the district and a financial institution that the LHRIC facilitates. Southern Westchester BOCES has secured extremely competitive lending rates. The IPA may be used to finance the purchase of equipment within the Network Support service – either Managed IT or Collaborative.

Based on Co-Ser regulations, for an IPA, as well as any hardware/software purchase, a technology plan is required that shows how the equipment is to be used.  The plan must show that staff development associated with the technology is to be purchased.  This is shown by allocating a percentage of the total dollar amount of the IPA to Staff development.  The staff development costs cannot be included in the IPA and therefore must be paid for by general funds. 

The process for an IPA includes submitting paperwork to your board, the SWBOCES board, and to the state.  Once the paperwork is approved, the procurement process can begin, in alignment with the approved paperwork.  LHRIC MIT Lead and a representative from procurement is responsible for reviewing the “Bill of Materials” with the client prior to the release of the Purchase Orders.  Once all the equipment has been received, the IPA will be executed and the district will receive its first bill payment.

The LHRIC charges a processing/administrative fee is 4%, and then an additional 3.5% for each year after.

Materials Qualifying for Installment Purchase Agreement

IPA - Eligible items

  • New hardware purchases

IPA - Ineligible items

  • System Integration – LHRIC or vendor labor
  • Consumables - supplies and materials (i.e. tapes, printing cartridges, etc.)
  • Physical Security equipment (IP camera, door access controls, etc…)
  • Furniture
  • Legal Fees
  • Project Management
  • Staff Development
  • Annual Charges (Subscriptions / annual support / annual maintenance)

Returns

Materials purchased through an IPA may not be returned unless they are defective

Change Orders For IPA purchases:

  • The LHRIC will accept requests for changes or re-quotes up to two weeks prior to PO release.  The PO release date will be conveyed to the district by the MITs Lead.  Changes at a late date may also impact the installation schedule, due to a late release of purchase orders
  • If the change order is significant, it may require additional paperwork to be submitted to the Board and NYSED.

 

Non-IPA Ordering Guidelines

  • Districts belonging to MITs and Collaborative services procurement fees are now included within the service.  The only additional fees would be the deductible for the processing of insurance claims.
  • All orders must come to the LHRIC via two methods: NPPR or through project work with an assigned LHRIC MITs Lead.
  • Instructional purchases that are to be BOCES aidable require that the District provide staff development to back the purchase.
  • A change order in the procurement of equipment must be requested prior to when the POs are released, which is generally two days after receipt of the approval from the District.  Once the POs have been released the District may incur a vendor imposed restocking fee if any equipment is to be returned or exchanged.
  • Upon receipt of the equipment the District is responsible to update NPPR to initiate installation.  The District is also responsible for forwarding all packing slips to LHRICProcurement@lhric.org. Packing slips are required by the LHRIC for vendor payment.
  • Should a District choose to order equipment/software that is not considered a LHRIC standard, the District will be responsible for the maintenance of the equipment/software ordered.  Such orders may not be eligible for BOCES aid.

ALL Purchases

Should a District choose to order equipment/software that is not considered a LHRIC standard, the District will be responsible for the maintenance of the equipment/software ordered, and such purchases may not be eligible for BOCES aid.

Change Order Guidelines

Project purchases:

  • The LHRIC will accept requests for changes or re-quotes up to two weeks prior to PO release.  The PO release date will be conveyed to the district by the MITs Lead.   
  •  LHRIC MITs Lead and a representative from procurement is responsible for reviewing the “Bill of Materials” with the client prior to the release of the Purchase Orders
  •  Should a requested change dramatically impact the scope of the project, the project may then be considered a ‘new’ project which would create the need to revise the original schedule and budget.

NPPR purchases and Non-IPA Projects:

  • For Non-IPA purchases, a change order in the procurement of equipment must be requested prior to when the POs are released, which is generally two days after receipt of the approval from the District.  Once the POs have been released the District may incur a vendor imposed restocking fee if any equipment is to be returned or exchanged.
  • Upon receipt of the equipment the District is responsible to update NPPR to initiate installation. The District is also responsible for forwarding all packing slips to LHRICProcurement@lhric.org.   Packing slips are required by the LHRIC for vendor payment.

ALL Purchases:

  • Should a District choose to order equipment/software that is not considered a LHRIC standard, the District will be responsible for the maintenance of the equipment/software ordered, and such purchases may not be eligible for BOCES aid.  

Return Guidelines

NOTE: Districts must contact the LHRIC to initiate ALL returns. When the districts bypass LHRIC and go directly to the vendor, the LHRIC cannot be responsible for proper processing of credits and adjustments. 


Procurement Requirements for Return Processing

The requirements below will ensure proper and efficient processing of returns and credits for both the LHRIC and our component Districts.

Please read and become familiar with these requirements.  We will no longer be able to verbally authorize a return.  All requests for returns MUST be made via email.    

If it becomes necessary for you to request a return, please email LHRICProcurement@lhric.org and your MITs Lead to start the process.

Mis-shipments (Double shipments or Incorrect Product)
If the District receives a double shipment or incorrect item, it may be returned at no charge and the vendor will send a carrier or send airbills for the pickup.  In most cases replacement orders will not ship to the District until the return products have been received.

Defective Products (DOA)
If the District receives a defective product (DOA), they should contact LHRICProcurement@lhric.org and your MITs Lead immediately so that we may request an RMA from the vendor.  Defective product returns must be complete and in the manufacturer’s original packaging to receive credit or to be replaced.  Upon the return, credit will be issued and the replacement will be shipped.

Discontinued Products
Discontinued products are defined as products that the manufacturer no longer produces.  Products that are discontinued are NON-RETURNABLE.  If a product is discontinued and found to be defective the return or repair will be based upon manufacturer’s policies & warranties.

Special/Configured Orders
Special orders are defined as orders that are out of our normal channel of operations.  All special order products are NON-RETURNABLE.  Products engraved and/or personalized with district logo are not returnable.

Configured products consist of any items that have had any hardware or software specifically installed for the customer’s order.  All configured products are NON-RETURNABLE.

District Based Returns
District based returns are defined as products that a District wants to return for their own purposes. (Eg. ordered product in error or determines they do not require a specific item on an order).  Those items will be subject to the vendors return policy.  The products must be sealed and in resalable condition.  If the vendor approves the return it may be subject to restocking fees and return shipping costs.  Each request will be handled on a case by case basis working with the vendor of purchase. 

Substitution Guidelines

Substitutions to equipment may be made at the discretion of the LHRIC, after discussion with the District for District input, when one of the following conditions exist.

  • Item discontinued
  • Item on backorder

Substitutions will be based on equivalent specifications and like value.

Receipt of Equipment Guidelines

District Responsibility

  • The District is responsible for coordinating the receipt and storage of equipment until the time of installation.
  •  The District will notify the LHRIC MITs Lead of receipt of equipment within two business days (i.e. in writing via email, fax, etc.)
  •  The District is responsible for securing all packing slips and providing them to the LHRIC MITs Lead.  Packing slips are required for payment to vendors.

LHRIC Responsibility

  • LHRIC is responsible for balancing the receipt of equipment with the Bill of Materials
  • LHRIC is responsible for coordinating the tracking and return of equipment ordered