2-RCO-RC-2025-008 Catering services for breakfast and lunch hot and cold food.pdf

PAGE: 1

COUNTY OF ROCKLAND - DGS-PURCHASING

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Catering services-breakfast, Lunch hot and cold options

RCO #: RCO-RC-2025-008

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies available to the County of Rockland.

REQUEST FOR COMPETITIVE OFFERS – BEST VALUE AWARD

ELECTRONIC BID SUBMISSION ENCOURAGED

Competitive Offers may be submitted electronically through the County’s BONFIRE Solicitation Submission

Portal. Please refer to the instructions titled: Electronic Bid Submission Instructions for Suppliers

BIDDER’S NAME: __________________________________________________________________________________________

PHYSICAL ADDRESS: _______________________________________________________________________________________ Bidders must list a physical address

MAILING ADDRESS : _______________________________________________________________________________________

(P.O. BOX NUMBER, IF APPLICABLE)

Competitive Offers for the above-mentioned solicitation number and title will be received until 3:00 PM on August 14, 2025 via electronic solicitation submission through the BONFIRE Portal or at the Rockland County Purchasing Department, at the above address and at that time all offers will be publicly opened and read. Specifications and offer forms may be downloaded at:

https://rocklandgov.bonfirehub.com/portal and/or www.bidnetdirect.com. Please make note that the United States Postal Service does not deliver directly to this facility, however, other overnight couriers DO deliver directly to our facility. It is recommended that offers be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE OFFERS will

NOT be considered

TERMS: 3 Year firm pricing with 2 additional one-year options to renew. See Price adjustment clause

DELIVERY: To Various office buildings for County of Rockland agencies and departments, occasionally outside

County of Rockland offices within Rockland County.

Prices are to be quoted F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED with deliveries to be made to: as specified on Purchase order.

IMPORTANT NOTICE – Solicitation Distribution:

The County of Rockland officially distributes solicitation documents from the Bonfire Portal or through the Empire State Purchasing

Group's Regional Bid Notification System. Copies of solicitation documents obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from either the Bonfire Portal or the Regional Bid Notification System are guaranteed to receive addendum information, if such information is issued. Appendix A (Revised 08/2010) – General Terms and

Conditions for all Purchasing Division Contracts is a separate attachment. Bidders must download, read, and acknowledge acceptance of Appendix A on the proposal page. If you have obtained this document from a source other than the Bonfire Portal or the

Empire State Regional Bid Notification System, it is recommended that you obtain an official copy.

NOTE: The Competitive Offer of each bidder must contain the certification to non-collusive bidding as set forth in section

103-d of the General Municipal Law included in the specifications. This requirement must be strictly complied with. Filing of Affidavit of Disclosure is mandatory when submitting your bid for this project.

The undersigned reserves the right to reject any and all offers and to accept any offer or offers as submitted, or as modified, which in the opinion of the undersigned will be in the best interests of the County of Rockland.

DATED: 7/14/25 COUNTY OF ROCKLAND

POMONA, NY

BY: PAUL J. BRENNAN, FNIGP,NIGP-CPP CPPO, DIRECTOR OF

PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

https://rocklandgov.bonfirehub.com/portal/?tab=openOpportunities http://www.bidnetdirect.com/

PAGE: 2

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

OFFEROR’S CHECK LIST

Your response to the above referenced solicitation may be considered unresponsive and may be rejected if the following forms are not included at the time of the solicitation opening. If submitting your pricing via electronic solicitation submission please see Electronic Solicitation Submission Instructions for Suppliers.

FORMS

STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

Experience / References form

3 references with email and telephone numbers

Signed Solicitation Acknowledgment Form

SOLICITATION DEPOSIT

SOLICITATION SECURITY

If required, each bid must be accompanied by a certified check made payable to the County of Rockland in the amount indicated below. In lieu of such check, the bidder may furnish a bid bond in the same amount, and having as surety thereon a surety company licensed to do business in the State of New York and approved by the County Attorney. Checks or bid bonds of all formal bidders will be returned after an award has been made.

The amount of the bid deposit required for this bid is:

$500.00 5% of Total Bid Waived Other: _____________

INSURANCE INFORMATION

The County of Rockland requires a current insurance certificate, with the County of

Rockland listed as additional insured, to be on file in the Purchasing Department. You will be given five (5) business days from notice of award to supply this form or the award will be rescinded.

OTHER INFORMATION/REQUIREMENTS

Questionnaire response

License/permits issued by NYS Department of health.

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BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

FORMS:

• STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

• CERTIFICATION OF EXPERIENCE

• QUESTIONNAIRE

• FEDERAL CONTRACT CLAUSE

• LICENSE/PERMIT

BIDDER MUST DOWNLOAD THESE FORMS AND COMPLETE.

THESE FORMS ARE UPLOADED AS SEPARATE ATTACHMENTS.

BIDDERS HAVE AN OPTION TO SEND BID RESPONSE BY MAIL OR DROP OFF

AT PURCHASING DEPARTMENT ADDRESS:

50 SANATORIUM ROAD, BLDG A, 6TH FLOOR, POMONA, NY 10970

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BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM

WITHIN 5 WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, FNIGP, NIGP-CPP, CPPO

Director of Purchasing, Department of General Services County of Rockland Sanatorium Road, Bldg. A, Pomona, NY 10970 Tele. (845) 364-3820 Fax: (845) 364-3809 Email: Purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this Bid.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted BID.

We will be submitting a Bid

We will NOT be submitting a Bid – (please indicate reason)

Signature: __________________________________________________________________

Title: __________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No

PAGE: 5

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement Instructions

RCO-RC-2025-008

CATERING SERVICE (BT-

14NW)

BidTable: Excel

(.xlsx) 1 Required

You will need to fill out the provided Response Template for this BidTable. The

Response Template can be downloaded from the project listing on the Bonfire portal.

Statement of Disclosures File Type: PDF

(.pdf) 1 Required

Valid NYS Wkm's

Compensation and NYS

Disability Certificates or

Attestation of Exemption

File Type: PDF

(.pdf) 1 Optional

Valid Certificate of Liability

Insurance (see sample certificate which identifies the coverage and limits required as well as sample language to name the County of Rockland as additionally insured)

File Type: PDF

(.pdf) 1 Optional

Certificate of Experience File Type: PDF

(.pdf) 1 Required

Federal Clauses File Type: PDF

(.pdf) Multiple Required

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BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

Name Type # Files Requirement Instructions

Questionnaire File Type: PDF

(.pdf) Multiple Required

License/permits NYS File Type: PDF

(.pdf) Multiple Optional

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested BidTables:

The BidTable Response Templates can be obtained at https://rocklandgov.bonfirehub.com/opportunities/191563.

Please note that BidTables may take a significant amount of time to prepare.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/191563

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Aug 14, 2025 3:00

PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before

Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

PAGE: 7

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

Need Help?

Rockland County uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us

PAGE: 8

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

REQUEST FOR COMPETITIVE OFFERS – BEST VALUE AWARD PROCEDURES

All purchase contracts of the County of Rockland to be awarded by Best Value shall be awarded by a Request for Competitive Offers. For this purpose, the term "purchase contract" includes contracts for commodities, materials, supplies, equipment and service work, but excludes contracts necessary for the completion of a public works contract covered by the prevailing wage provisions of article 8 of the Labor Law, such as for building construction.

If Minority and Women-owned Business Enterprise ("MWBE"), Small Business or Non-Profit status requirements are of a concern to the County regarding procurement; or if the funding source (Federal or State) prefers the Best

Value Award methodology; the Best Value award methodology may be used.

Where the basis for award is the best-value offer, the Purchasing Division and Department Head shall document, in the procurement record and in advance of initial receipt of offers, the determination of the evaluation criteria, which, shall be objective and quantifiable, and the process to be used in the determination of best-value· and the manner in which the evaluation process and selection shall be conducted. This shall include identifying the relative importance or weighting of price and non-price factors.

EVALUATION CRITERIA FOR THIS SOLICITATION

Criteria Points

Pricing and cost effectiveness 400

Past and present experience with references 100

Menu samples and food Quality 100

Customization and flexibility, Dietary restriction orders 100

Delivery and set up 100

Responsiveness and customer service 100

Questionnaire response 100

Total available points 1000

COST BENEFIT ANALYSIS REQUIRED

The decision to award a contract on the basis of best value must be based on objective and quantifiable analysis.

such as a cost-benefit analysis, whenever possible. In evaluating and determining whether to accept a higher priced offer, the Purchasing Division and County Department shall use a cost-benefit analysis to show quantifiable value or savings from non-price factors that offset the price differential of the lower price offers.

PAGE: 9

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

AWARD

The submission of a Bid implies the Bidder’s acceptance of the evaluation criteria and Bidder’s acknowledgment that subjective judgments must be made by the evaluation committee. Award of any contract shall be made to the responsible Bidder, whose Bid is determined to provide the Best Value to the County.

Award(s) may be made to the highest scoring Bidder(s) resulting from the evaluation procedure described above.

The County reserves the right to: accept other than the lowest priced offer, waive any informality, or reject any or all bids, with or without advertising for new bids, if in the best interest of the County.

PAGE: 10

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

SPECIFICATIONS

1. SCOPE

o The scope of this request for competitive offer is to provide catering services including the preparation, delivery, and setup of breakfast and lunch hot and cold meals to agencies and departments for the

County of Rockland, for various meetings, seminars, or other authorized functions within the County of

Rockland government sites or outside locations and to provide prepared food to the Rockland County

Emergency Operators Center when activated due to natural disasters and other emergencies.

o Vendor should be able to accommodate dietary restrictions such as Kosher, Halal, Vegan or Gluten free

2. CURRENT USAGE:

2.1. Rockland County has an average of $20,000.00 of usage with current contractor annually.

Orders ranging from 150.00 to 5000.00 and up depending on the number of people are expected to be catered.

3. QUANTITIES

o Quantities listed are based on quantity breaks per purchase order. Vendor to submit pricing by quantity breaks of 10–25, 26–50, 51–100 people).

o Orders will be placed on an as needed basis depending on the size of the event.

o There is no maximum # of people per event.

4. PERFORMANCE STANDARDS

4.1. Food quality must meet or exceed industry health and safety standards.

4.2. Contractor must furnish a current license from the proper Governing entity of the establishment location within 3 working days upon request of the County agency.

4.3. Contractor must obtain all necessary licenses and permits to provide the specified services in accordance with all Federal, State and Local requirements.

http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/http://rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/

4.4. Contractor to supply necessary equipment (i.e., coffee makers, carafes, serving utensils, chafing dish, etc.).

4.5. Hot food must be delivered and held at a safe temperature (≥140°F).

4.6. Cold food must be held at or below 40°F during transport and service.

4.7. Provide all necessary serving utensils, napkins, plates, cups, etc

4.8. This bid may be cancelled by the County of Rockland with 30 days’ notice due to poor service, not delivering on time, refusing to deliver, poor quality, stale foods, or other reasons as may occur.

http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/http:/rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/ http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/http:/rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/ http://rocklandgov.com/departments/health/environmental-health/food-and-recreation/http:/rocklandgov.com/departments/health/environmental-health/restaurant-inspections/inspection-process/

PAGE: 11

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

5. PRICING

o Pricing to be submitted per person.

o Group pricing tiers based on 10 to 25, 26-50, and 51-100 people.

o Vendors may offer additional discount if order exceeds a certain dollar amount or number of people.

Use questionnaire form to offer a % discount provided in attachments.

o All prices to include delivery unless pick up is agreed to by the ordering department.

5.5. All prices to include use of catering equipment (i.e.: urns, platters, chafing dishes, etc.). All prices to include delivery, set up and pick up of reusable equipment. Pick up of reusable equipment to be made within 4 hours of pick-up request or a time otherwise approved by an authorized representative of the

County of Rockland.

6. PRICE ADJUSTMENT

o The County recognizes food and catering has a price component that may have a commodity with changing costs. The Contractor/Supplier may request a Price Adjustment request based upon food CPI index increase at renewal of contract after the initial 3 year term once per year.

A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (ie, commodity increases), the current pricing, and the requested revised pricing.

The County will review the Price Adjustment request. If the Price Adjustment is deemed reasonable the

Price Adjustment request will be accepted by written acknowledgement. If the request is not accepted the County may entirely reject the request or may counter with revised pricing. In either case the

County will provide a written explanation in support of the decision.

The Director of Purchasing may use available indexes (e.g. CPI or PPI) to determine if the requested

Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 5% will not be approved unless very unusual and significant changes have occurred in the industry.

In the event industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The County will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

7. MENU AND OPTIONS

• CONTINENTAL BREAKFAST : (to be priced by quantity break per person.) see bid table.

o Assorted bagels, croissants, mini muffins, Danishes o Cream cheese, butter, fruit preserves o Fresh sliced fruit tray o Coffee, decaf, hot tea, orange juice, bottled water

PAGE: 12

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

• LUNCH DELI SANDWICH BUFFET OR BOXED (to be priced by quantity break per person.)

see bid table.

o Assorted sandwiches: turkey, roast beef, ham, tuna salad, grilled veggie o Assorted breads and wraps o Lettuce, tomato, cheese, condiments on the side o Pasta salad or mixed greens salad o Chips or pretzels o Cookie or brownie o Bottled water

• LUNCH HOT ENTRÉE BUFFET STYLE (to be priced by quantity break per person.) see bid table.

o Choice of 2 entrees (e.g., baked chicken, vegetable lasagna, baked ziti, Eggplant Parmesan or

Rollatini or meatballs ) o Choice of 2 sides (e.g., rice, steamed vegetables, roasted potatoes) o Garden or Caesar salad o Rolls with butter on the side o Bottled water.

• OTHER ADD ON ( to be ordered separately) o FRESH FRUIT PLATTER o CHEESE PLATTER o ASSORTED BUTTER COOKIES to be priced per pound.

o DIET RESTRICTED FOOD OPTIONS- A quote will be requested for Dietary restricted orders like Vegan, Gluten Free, Kosher or halal food. Vendor can submit NO BID or enter 1 ONLY FOR

EVALUATION PURPOSE.

o Water bottles 16 24/Case

8. OTHER REQUIREMENTS

8.1 A purchase order number is required for all purchases. The ordering department will place an order at least seven (7) business days prior to required delivery date. However, on certain occasions, this may not be possible. Successful bidder must honor these orders.

8.2 Bidder must bid on all items within a Group listed on the bid proposal pages.

8.3 Bidder must submit Surcharges as specified. If submission is blank, no Surcharges will be allowed.

8.4 % Discount off Contractors published menu listed prices was added to this contract to allow for alternate items not specified in this Bid.

8.5 Sample meal or package may be requested by the Purchasing Department for evaluation of quality and quantity. This must be delivered within three working days.

8.6 Each department is responsible for disposing of any unused food or beverage.

8.7 Returnable catering equipment must be emptied and cleaned by using department.

PAGE: 13

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

8.8 A 24-hour emergency contact number will be required for emergency services.

8.9 Should services be required by a County agency or authorized user during a declared state of emergency – e.g. countywide power outage or activation of the Emergency Operating Center, the contractor must be able to provide catering to staff at the Emergency Operating Center during the emergency. The Contractor may be required to have access to a generator at their facility to ensure continuity of service during an event

8.10 All meals prepared, delivered and /or stored shall meet New York State Health code requirements for food handling, preparation, and delivery. Rockland County Department of Health follows Subpart 14-1, NYS Sanitary Code for regulations.

9. DELIVERY

9.1. Delivery and set-up will be as specified on the purchase order.

9.2.Hot buffet to be delivered hot with chafing dish and serving utensils

9.3.All deliveries must be accompanied by a delivery ticket or packing slips. Ticket must contain the following information:

• Supplier Name

• Purchase Order Number

• Items and Quantity delivered

• Date of Delivery

10. INVOICES

10.1. All invoices must include:

• Supplier Name

• Quantity per Item Delivered

• Cost per item delivered

• Total Cost

10.2. Copies of invoices may be provided at time of delivery.

10.3. All invoices must be emailed to AP_Invoices@co.rockland.ny.us

11. EXPERIENCE

11.1 The bidder must demonstrate a minimum of 2 years of relevant experience in providing catering services similar in scope and scale to those described in this solicitation. The experience must include:

o Preparation and delivery of hot and cold meals for events, meetings, or large groups (e.g., 10 to 25, 26-

50, and 51-100 people attendees).

o Compliance with local health and food safety regulations.

o Timely setup, breakdown, and cleanup of service areas.

mailto:AP_Invoices@co.rockland.ny.us

PAGE: 14

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies o Management of food allergies and dietary accommodation (e.g., vegetarian, halal, gluten-free).

o Three (3) references from current or former clients within the past [3–5] years.

QUESTIONNAIRE (Mandatory to be submitted with bid submission.

Vendor to provide a narrative response for the criterion thar are described below in a separate attachment for best offer evaluation purpose.

1. Pricing and Cost Effectiveness (400 Points) o Provide your best per person offer for the items in bid proposal for a 3 Year contract with 2 additional one-year options to renew.

2. Past and Present Experience with References.(100 Points) o Provide past experience and contracts with public sector.

o Provide catering events information that you have provided for more than 100 people.

o Submit social media reviews for your services via weblink or snapshots.

o Provide Certificate of experience provided in bid documents.

3. Menu Samples and Food Quality (100 points) o Vendor may offer their own sample menu options for Breakfast, Lunch hot and cold other than described in bid proposal sheet. The sample menu must have pricing per person. County of Rockland may choose the best menu offer that is cost effective and attractive to replace items in bid proposal.

4. Customization and flexibility, Dietary Restriction orders (100 points) o Vendor should provide the capability to provide dietary restricted food upon request as specified in scope of service.

o Vendor to demonstrate flexibility to accept a substitute product in a single meal order to accommodate a personal preference from an attendee if requested. For example, one sandwich without any dairy item or one meal with no salt.

5. Delivery and Set up ( 100 points) o Vendor to provide delivery plan, describe orders to be received before # of days of events, Rush orders acceptance, confirm receipt of order by contacting using agency, Delivery time availability, Set up strategy , staffing, clean up and provide detail of expected responsibilities from County of Rockland after the event.

6. Responsiveness and Customer Service.(100 points) o Describe your company’s Customer Service , hours of operation, how you resolve issues o Provide at least 2 representative or managers with contact information who will be responsible for customer service for County of Rockland account.

7. Questionnaire Response (100 points) o This mandatory document provided in attachment will be used for evaluation for most responsive responsible vendor to be awarded. Failure to provide or upload this mandatory questionnaire will result vendors deem nonresponsive.

PAGE: 15

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

INSURANCE: THE BID NUMBER IS TO APPEAR ON ALL INSURANCE CERTIFICATES

INDEPENDENT CONTRACTOR: The CORPORATION / CONTRACTOR/ AGENCY / CONSULTANT, is an independent contractor and covenants and agrees that it, its agents, servants and/or employees, will neither hold itself/themselves out as, nor claim to be an employee, servant or agent of the COUNTY, and that it, its agents and employees will not make claim, demand or application to or for any right or privilege applicable to an officer or employee of the COUNTY including, but not limited to, Worker’s Compensation coverage, unemployment insurance benefits, Social Security Coverage or retirement membership or credit.

ROCKLAND COUNTY’S INSURANCE REQUIREMENTS:

GENERAL LIABILITY: Prior to commencing work, the CONTRACTOR or CONSULTANT must, at its/his/her own cost and expense, procure and maintain insurance to cover his/her/its work, services, employees, agents and servants under the terms of the contract or purchase order which must include, but not be limited to the coverage that is selected on the attached matrix. Insurance must be obtained from insurance companies licensed in the State of New York, carrying a Best’s financial rating of A or better. Upon failure to furnish, deliver and maintain such insurance, the agreement, contract award or purchase order may be declared suspended, discontinued or terminated or canceled. If at any time any of the policies required herein must be or become unsatisfactory to the County, as to form or substance, or if a company issuing any such policy must be or become unsatisfactory to the County, the CONTRACTOR OR CONSULTANT must upon notice to that effect from the County, promptly obtain a new policy and submit same with a certificate for approval by the County.

Forced Placed Insurance. If CONTRACTOR OR CONSULTANT does NOT provide the County of Rockland with evidence of the insurance coverage required by this Agreement, the County may purchase insurance (at Contractor’s or Consultant’s sole expense) to protect the County’s interests. This insurance may, but need not, protect Contractor’s or Consultant’s interest. If the County purchases insurance under this Section, Contractor or Consultant will be responsible for the cost of that insurance, including interest and any other charges the County may impose in connection with the placement of the insurance, until the effective date of the cancellation or expiration of the insurance. The cost of insurance under this Section may be more than the cost of insurance that Contractor or Consultant may be able to obtain on its own.

In relation to purchases that are not a result of a County Bid, RFP or Contract; Vendors who cannot provide the coverage limits on the attached matrix may provide the County with an ACORD Certificate detailing the coverage limits they currently have in place and the County will review such certificates on a case-by-case basis to determine if sufficient coverage is in place in relation to the perceived risks associated with the proposed purchase.

COVERAGES – (SEE ATTACHED MATRIX)

An ACORD Certificate of Insurance will confirm that the required policies have been issued to the named insured; for the policy period indicated. The ACORD Certificate is to be provided to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order. Please NOTE: the Certificate of Insurance must be updated to give the County of Rockland immediate notice of the following:

1. Dilution of the limits of insurance shown on the Certificate of Insurance by more than 20% as a result of the payment of claims or expenses;

2. The downgrading of any insurer listed on the Certificate of Insurance by AM Best to less than an “A” rating;

3. The receipt, from any listed insurer, of a notice of cancellation before the expiration date thereof or non-renewal will be delivered in accordance with the policy provisions;

4. The receipt, from any listed insurer, of any failure of the named insured to comply with an insurance policy term or condition.

All Certificates of Insurance must be updated at least annually to remain valid.

PAGE: 16

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

The ACORD Certificate of Insurance must contain a Description of Operations and include any exclusions or special provisions added by endorsement that in any way restrict coverage. The Contract Number and/or Purchase Order Number and the name of the department requiring the insurance should be stated under the description. The description must also contain a statement to the effect that “The following are named as Additional Insured’s under General Liability and (if required) Automobile Liability, Excess Umbrella Liability, and Professional Liability (if applicable) on a primary basis, and on the broadest form available through the listed insurers with respect to this Contract or Purchase Order: The County of Rockland, its employees, elected officials and affiliated municipal entities. The signing authorized representative warrants that the insurance carrier(s) have been informed of and accepted the County of Rockland as an additional insured.

WORKERS COMPENSATION REQUIREMENTS UNDER WORKERS’ COMPENSATION LAW §57: The Vendor must procure, pay for, and maintain during the entire term of the contract such insurance as will protect both the owner and the vendor from claims under worker’s compensation acts and amendments thereto and from any other claims for property damage and for personal injury including death, which may arise from operations under this contract, whether such operations by the Vendor or by any other party directly or indirectly employed by the Vendor. Vendors must provide copies of the required certificate to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order.

To comply with coverage provisions of the Workers’ Compensation Law (“WCL”), businesses must:

A. Be legally exempt from obtaining workers’ compensation insurance coverage; or B. Obtain such coverage from insurance carriers; or C. Be a Board-approved self-insured employer or participate in an authorized group self-insurance plan.

The Contractor must prove that they are in compliance with §57of the Workers Compensation Law (WCL) by providing ONE of the following forms indicating that they are:

• Insured Form C-105.2 or U-26.3 – (All private insurance carriers and their licensed insurance agents are authorized to use the Form C-105.2 as their Certificate of NYS Worker’s Comp Insurance. The State Insurance Fund uses the U-26.3 form as its Certificate of Workers Compensation Insurance). Upon obtaining a permit, license or contract from a government agency Employers must obtain this form from their private insurance carrier. Carriers and their licensed agents may contact the Board's Bureau of Compliance to obtain this form.

• Self-Insured Form SI-12 – Certificate of Worker’s Compensation Self-Insurance or Form GSI-105.2 Certificate of Participation in Worker’s Compensation Group Self-Insurance). Upon obtaining a permit, license or contract from a government agency. Board-approved self-insurers must obtain this form from Board's Self-Insurance Office.

• Exempt Form CE-200 – Certificate of Attestation of Exemption from NYS Worker’s Compensation Insurance) (Effective 12/1/08) Applicants for permits, licenses or contracts from State, county or municipal agencies in New York State that are not required to carry NYS workers' compensation and/or disability benefits insurance coverage.

These exemption forms can ONLY be used to attest to a government entity that an applicant requesting a permit, license or contract from that government entity is not required to carry NYS workers' compensation and/or disability benefits insurance.

The Vendor will send the appropriate forms to the Purchasing Division within five (5) business days of notification of contract award. All correspondence must contain the Solicitation Number and Title.

mailto:Certificates@wcb.ny.gov?subject=Obtaining%20a%20C-105.2%20Certificate

PAGE: 17

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

DISABILITY BENEFITS REQUIREMENTS UNDER WORKERS’ COMPENSATION LAW §220(8):

To comply with coverage provisions of the WCL regarding disability benefits, businesses may:

A. Be legally exempt from obtaining disability benefits insurance coverage; or B. Obtain such coverage from insurance carriers; or C. Be a Board-approved self-insured employer.

The Vendor must prove that they are in compliance with Section 220(8) of the Workers Compensation Law (WCL) by providing ONE of the following forms indicating that they are:

• Insured Form DB-120.1 – Certificate of Disability Benefits Insurance (the businesses insurance carrier will send this form to the County upon request.

• Self-Insured Form DB-155 – Certificate of Disability Benefits Self-Insurance (the business calls the Board’s Self- Insurance Office at 518-402-0247).

• Exempt Form CE-200 – Certificate of Attestation of Exemption from NYS Worker’s Compensation and/or Disability Benefits Coverage.

The Vendor will send the appropriate forms to the Purchasing Division within five (5) business days of notification of contract award. All correspondence must contain the Solicitation Number and Title.

Please note that ACORD forms are NOT acceptable proof of New York State Workers Compensation or Disability benefits insurance coverage.

NY State Department of Labor requirements for Workmen’s Compensation and Disability forms. Online address:

http://www.wcb.ny.gov

EMPLOYERS LIABILITY with minimum statutory requirements

All policies of the Contractor or Consultant must be endorsed to contain the following clauses:

(a) Insurers must have no right to recovery or subrogation against the County of Rockland (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected must protect both parties and be primary coverage for any and all losses covered by the above-described insurance.

(b) The clause "other insurance provisions" in a policy in which the County of Rockland is named as an insured, must not apply to the County of Rockland.

All contractual insurance requirements in any contract between the Contractor or Consultant and the

County must contain the following clauses:

(a) The insurance companies issuing the policy or policies must have no recourse against the County of Rockland (including its agents and agencies as aforesaid) for payment of any premiums or for assessments under any form of policy.

(b) Any and all deductibles in the above described insurance policies must be assumed by and be for the account of, and at the sole risk of, the Contractor or Consultant.

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

http://www.wcb.ny.gov/content/main/forms/AllForms.jsp

PAGE: 18

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

Janitorial Services

Contracted

Consultant

Licensed Professional Consultant Services - Legal, Accounting, Architect & Engineers, Medical, Forensics, Environmental, Etc.

Public and School

Transport

Capital Construction Projects –Buildings, Roads, Water Treatment

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

General Liability $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Personal & Adv Injury $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Med. Expense Any One Person

$5,000 $5,000 $5,000 $5,000 $5,000 $5,000

Damage to Rented Premises $50,000 $50,000 $50,000 $50,000 $50,000 $50,000

General Aggregate $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

Products-Comp / Op Aggregate

$2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

B Auto Liability – Incl Bl and

PD (AL)

(2) (2) (2) (2) (2) (2)

Combined Single Limit per accident

Any Auto $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Or

All Owned $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

All Hired $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

All Non-Owned $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

C Excess / Umbrella Liability

Each Occurrence $5,000,000 XXXXX XXXXX $1,000,000 $10,000,000 $10,000,000

Aggregate $5,000,000 XXXXX XXXXX $1,000,000 $10,000,000 $10,000,000

D Workers Compensation and Employers Liability

(3) (3) (3) (3) (3) (3)

E.L. Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

E.L. Each Disease-EA Employee

Statutory Statutory Statutory Statutory Statutory Statutory

E.L. Disease-Policy Limit

E Disability Benefits (3) (3) (3) (3) (3) (3)

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

(4) (4) (4)

Per Claim $1,000,000 $1,000,000 $1,000,000 (Sexual Abuse) School

Transportation only

Opt Owners and Contractors Protection

Each Occurrence $1,000,000

Aggregate $2,000,000

* All Other Insurance as Required by Law

Rockland County to be named as Additional Insured on these coverage’s

GL-AL-

EXCESS

GL-AL-

EXCESS

GL-AL GL-AL-PROFESSIONAL GL-AL-

EXCESS-

PROFESSIONAL

GL-AL-

EXCESS-OPT

PAGE: 19

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

(1) The per occurrence and Aggregate limits for specified coverage should apply on a per location or per project basis.

(2) Automobile Liability Coverage is required IF an automobile is used in the execution of their contract. A vendor using a third party for shipment or transport does not require Automobile Liability Insurance.

(3) An ACORD form is NOT acceptable proof of NYS Workers Compensation (WC) or Disability Benefits (DBL) Insurance coverage. For WC, secure form C-105.2 or U-26.3. For DBL, secure form DB.120.

Workers Compensation/Employers Liability, and NYS Disability are not required of: a) a business that is owned by one individual, is not a corporation, and does not have any other employees, b) a self-employed individual, c) an out of state employer with no NYS employees. IN EACH CASE, the employer must file Form CE-200, Certificate of Attestation of Exemption, with the NYS Workers Compensation Board certifying that they are not required to obtain NYS specific Workers Compensation Insurance or NYS statutory Disability Benefits.

(4) A consultant is someone who gives expert or professional advice. Consultants are ordinarily hired on an independent contractor basis. Therefore, the County is not liable to others for the acts or omissions of the consultant. A consultant is an individual who possesses special knowledge or skills and provides that expertise the County for a fee. Consultants help find and implement solutions to a wide variety of problems, including those related to business, marketing, manufacturing, strategy, organization structure, environmental compliance, health and safety, technology, and communications. Some consultants are self-employed, independent contractors who offer specialized skills in a certain field; other consultants work for large consulting firms, that offer expertise in a wide range of business areas; and still other consultants hail from academia. Specialists in various professional fields that work with the general public and have greater than average expertise in particular areas, for example lawyers, doctors, pharmacists and insurance agents, require additional coverage for someone who is injured as a result of their negligent acts or omissions. Therefore, Professional Liability Insurance is required if commercially available for your profession.

SAMPLE ACORD CERTIFICATES: Sample ACORD Certificates detailing the required insurance coverage are included in each Invitation to Bid or Request for Proposal. These are provided as for informational purposes only to County Vendors and their Insurance Brokers to assist you in obtaining the correct insurance required for County contracts. Please note that the attached certificates reflect the standard types and limits of insurance the County requires most often. The requirements of each proposal may differ in which case the proposal’s specific requirements must prevail. Please review the insurance requirements of your proposal carefully with your broker.

Exceptions: The limits shown in the matrix and samples will generally be required for service providers involved in low-risk activities. Higher limits may be required for service providers performing potentially high-risk activities.

PAGE: 20

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

INFORMATION TO BIDDERS

OBLIGATION OF BIDDERS

A Contractor must not plead misunderstanding or deception because of estimates of quantities, character, location, or other conditions surrounding the same. Permission will not be given to withdraw, or modify, or explain any proposal or bid after it has been opened.

The proposal must specify the costs, in the manner hereafter described for which the items will be supplied according to the specifications, together with a unit price for each of the separate items as called for. Any proposal must be deemed informal which does not contain prices set opposite to each of the several items for which there is a quantity exhibited in the itemized proposal.

AWARD OF CONTRACT

Award of contract will be made to the responsible qualified bidder whose proposal complies with all of the provisions required to render it formal and provides the Best Value to the County based on the evaluation criteria included in the solicitation.

The County or the Director of Purchasing reserves the right to waive any informality or to reject any or all proposals and may advertise for new proposals, if the best interest of the county will be served. The County or the Director of Purchasing may require any or all bidders to present evidence of experience, ability and financial standing as well as a statement as to the equipment which the bidder will have available for the executing of this contract. The county reserves the right to award this contract either on an item-by -item basis or as a total award of all items in combination.

The Director of Purchasing reserves the right to reject a materially or mathematically unbalanced bid or to make "NO AWARD" on individual listings or sub-items if individual bid prices are deemed to be unbalanced or excessive or if an error in the solicitation becomes evident. In such case, ranking and evaluation of bids may be made on remaining items.

Award may be made on the remaining items. The acceptance or rejection of an unbalanced bid must be at the sole discretion of the County.

INSURANCE & BONDS

The bidder whose proposal is accepted will be required to furnish bonds and evidence of insurance within five days from date of Notice of Award. In case of failure or refusal on the part of the bidder to furnish bonds, if required, within the set period, the amount of deposit may be forfeited to the county and the contract may be awarded to the next lowest responsible bidder. Upon the notification of award and approval of the bond, the deposit will be returned to the proposer. The deposit of persons other than the one to whom and award is made will be returned to the person or persons making the proposal immediately after the contract and bonds have been executed.

NONRESTRICTIVE USE OF BRAND NAME OR EQUAL SPECIFICATIONS

The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition.

FORM OF PROPOSAL

All proposals must be made upon forms furnished by the Director of Purchasing of the County of Rockland and must be contained in sealed envelopes addressed to PAUL J. BRENNAN, CPPO, Director of Purchasing, County of Rockland, DGS

- Purchasing, Bldg. A, 6th Floor, 50 Sanatorium Road, Pomona, NY 10970. Form of proposal as issued by the county must be completely filled in, in ink or typing. No bid will be accepted which contains any changes, additions, omissions or erasures.

EXPERIENCE

Bidder must submit with the proposal a Certificate of Experience for the past three (3) years. Certificate of Experience is included in these documents, if applicable.

PAGE: 21

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

INFORMATION TO BIDDERS cont’d

EXCULPATORY CLAUSE

The Contractor agrees to make no claim for damages for delay in the performance of this contract occasioned by any act or omission to act of the County or any of its representatives, and agrees that any such claim must be fully compensated for by an extension of time to complete performance of the work as provided herein.

AMERICANS WITH DISABILITIES

“The…