2-RCO-RC-2025-016-Cybersecurity Monitoring and Detection.pdf

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COUNTY OF ROCKLAND - DGS-PURCHASING

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

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

TITLE: Cybersecurity Monitoring and Detection RCO-RC-2025-016

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 referenced solicitation number and title will be received until 3:00 PM on December 18, 2025 via electronic solicitation submission through the Bonfire Portal 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: One Year w/ 3-1 year options

DELIVERY: Prices are to be quoted F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED with deliveries to be made to: Throughout New York State or Regionally as defined in the Scope of Work.

IMPORTANT NOTICE – Solicitation Distribution:

The County of Rockland officially distributes solicitation documents from the Purchasing Division Office or through the BidNet Direct 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 Purchasing Division Office 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 Rockland County Purchasing Division 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 County of Rockland 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.

OFFEROR’S CHECK LIST

Your response to the above-mentioned solicitation may be considered unresponsive and may be rejected if the following forms are not included at the time of the solicitation opening please see Electronic Solicitation Submission Instructions for Suppliers.

https://rocklandgov/bonfirehub.com/portal http://www.bidnetdirect.com/

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

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

Experience / References form Valid NYS Worker’s Compensation and Disability Certificates or Attestation of

Exemption 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

List of Authorized Resellers if resellers are being offered as part of the bid submission.

Price Lists: Price lists to be utilized in calculating net prices based on the discounts offered, must be submitted with the bid response.

Narrative Response Questionnaire Cost Proposal Bid Tables Federal Contract Clauses

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

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

THESE FORMS ARE UPLOADED AS SEPARATE ATTACHMENTS

BIDDER MUST DOWNLOADED THESE FORMS AND SUBMIT COMPLETED FORMS.

FORMS ARE TO BE INITIALED, SIGNED, NOTARIZED WHERE REQUIRED AND UPLOADED WITH YOUR

BID SUBISSION

FAILURE TO COMPLY MAY RESULT IN YOUR BID BEING DEEMED NON-RESPONSIVE AND REMOVED

FROM CONSIDERATION FOR AWARD

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

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

ALL QUESTIONS PERTAINING TO THIS SOLICITATION

MUST BE SUBMITTED IN WRITING.

Questions are to be submitted via email to purchasing@co.rockland.ny.us. The solicitation number must appear in the subject line of the email communication.

Unless specified, all questions must be received no later than seven (7) days from the specified date and time of the closing date.

mailto:purchasing@co.rockland.ny.us

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

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

SCOPE OF WORK AND SPECIFICATIONS

1. Purpose

1.1. The purpose of this Best Value Bid Specification is to solicit proposals from qualified cybersecurity service providers capable of delivering comprehensive Adlumin Managed Detection and Response (MDR) services or approved equal. The selected vendor will provide 24x7x365 threat monitoring, analysis, escalation, and response capabilities aligned to the service expectations, roles, deliverables, and limitations.

2. Scope of Work

2.1. Vendors shall provide MDR services that deliver full-spectrum cybersecurity monitoring, detection, analysis, and incident containment support. The MDR service must integrate seamlessly with the organization’s IT infrastructure and provide enterprise-grade visibility, threat intelligence, user behavior analytics, and reporting capabilities.

The awarded vendor must deliver services consistent with or exceeding the following:

2.2. Continuous Monitoring & Threat Detection

2.2.1. 24/7/365 monitoring and threat detection operations using dedicated MDR security analysts

2.2.2. Multi-layered detection leveraging threat research, data science, and custom detection engineering teams.

2.2.3. Real-time alerting with automated and analyst-driven triage workflows.

2.3. Threat Hunting

2.3.1. Continuous proactive threat hunting to identify risks, weaknesses, and emerging threats across the customer environment before they escalate.

2.4. Incident Investigation & Response

2.4.1. Detailed investigation notes, including timeline, analyst actions, and remediation recommendations.

2.4.2. Containment response actions using automated and analyst-initiated Security Orchestration, Automation and Response (SOAR) capabilities for clients opting into FULL Mode

2.4.3. Support for customer war rooms, including senior analyst engagement for up to three hours per incident where applicable.

2.5. Client Collaboration & Communication

2.5.1. Support through Jira ticketing, Microsoft Teams, Cisco Webex, and Security Operations

Center (SOC) email channels

2.5.2. Clear escalation logic for emergency and non-emergency incidents.

2.5.3. Optional scheduled engagements with senior MDR analysts for security posture review and recommendations.

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

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

3. Deliverables The vendor shall provide the following deliverables at minimum:

3.1. Security Operations

3.1.1. 24/7/365 SOC monitoring by qualified MDR analysts.

3.1.2. Actionable alerts with detailed analyst investigation summaries and recommendations.

3.1.3. Continuous tuning and refinement of detection logic by dedicated detection engineers

3.2. Automation & Response

3.2.1. Automated alert acknowledgement, triage, containment, and escalation workflows.

3.2.2. Optional automated SOAR playbook execution based on FULL or WATCH Mode engagement models

3.3. Reporting & Review

3.3.1. Post-incident investigation summaries within the ticketing system.

3.3.2. Detailed incident timeline and activity analysis.

3.3.3. Optional strategic MDR analyst meetings for incident review and environment posture assessment.

3.4. Alert Noise Reduction

3.4.1. Collaborative filtering of low-value or risk-accepted detections to reduce operational noise

4. Service Level Objectives (SLOs)

4.1. Vendors must meet or exceed the following SLOs:

4.2. 24/7/365 availability of MDR services

4.3. Timely response according to severity, with immediate contact for threats impacting business operations.

4.4. Adherence to escalation protocols (ticketing + telephone contact based on urgency).

5. Client Requirements

5.1. Vendor proposals must support the following environmental requirements:

5.2. Deployment of required agents, syslog collectors, and API integrations for EDR, IAM, and other critical data sources

5.3. Customers retain responsibility for configuration of devices and log ingestion.

5.4. MDR team must not directly modify customer systems such as EDR, firewall, VPN, IAM, IDS/IPS, DNS, or others

6. Rules of Engagement The vendor shall support two engagement models:

6.1. FULL Mode

6.1.1. Vendor may execute automated and analyst-initiated SOAR actions (e.g., host isolation, account disablement) .

6.1.2. Clients may set exclusions for SOAR actions (user or detection-based suppression).

6.2. WATCH Mode

6.2.1. No automated or analyst-initiated SOAR actions performed.

6.2.2. Vendor provides monitoring, triage, and notification only.

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

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

6.2.3. Clients may execute SOAR playbooks independently, outside MDR visibility.

7. Required Team Capabilities

7.1. Vendor must demonstrate MDR team structure that includes competencies substantially similar to the following roles:

7.1.1. Blue Team: Alert triage and containment actions

7.1.2. Orange Team: Customer response and communication

7.1.3. Yellow Team: Detection engineering for tuning and new detection development

7.1.4. Black Team: Senior analyst support for critical incidents (limited engagement hours)

7.1.5. Green Team: Quality assurance and training

7.1.6. Grey Team: Threat hunting, automated containment, and IOA/IOC validation

8. NIST Cybersecurity Framework Alignment

8.1. Vendor MDR service must align with NIST CSF 2.0 functional areas (Identify, Protect, Detect, Respond, Recover) consistent with the Adlumin MDR mapping or approved equal.

9. Retention

9.1. One year of log retention.

10. Award

10.1. Award will be made to the vendor whose proposal offers the best overall value, considering price, performance, capability, and conformance to the MDR specifications outlined above.

Price Adjustments: A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (i.e., 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.

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

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

Discounts: The discounts offered are considered minimum discounts that must be offered under the resulting contract. Authorized Users/Participating Entities may negotiate additional discounts on a per order basis.

Volume Discounts: Volume discounts may be negotiated by the Authorized User/Participating Entity and applied per Purchase Order. Volume discounts shall be defined and applied as follows:

A. Purchase Order volume discounts shall be additional discounts applied to individual Purchase Orders over a specified dollar amount.

B. Cumulative agency volume discounts shall be additional discounts applied to all future orders made by an individual ordering entity once an established volume has been met by that entity.

RESELLER UTILIZATION: A Manufacturer may respond to this solicitation directly or allow authorized resellers to respond to the solicitation by region. A Manufacturer that responds directly may utilize Resellers to sell Equipment, and, if applicable, provide Services. A listing of the authorized Resellers must be submitted with the bid response and Resellers must be eligible to quote regionally or statewide, independently and lower than Manufacturer (Contract) pricing for procurements under resulting Contracts. Resellers must also be able to accept orders, invoice and receive payment.

USE OF FEDERAL FUNDS: Purchases made under this contract may be funded in whole or in part with federal funds. Therefore, the following provisions will apply as required by the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, also known as the Uniform Guidance (2 CFR Part 200). The contractor must comply with all federal laws, regulations, and the specific terms and conditions related to the use of federal funds. This includes but is not limited to the following:

1. Equal Employment Opportunity: The contractor must comply with Executive Order 11246, as amended by Executive Order 11375, and all regulations issued by the Secretary of Labor (41 CFR Part 60), prohibiting employment discrimination.

2. Davis-Bacon Act: For contracts subject to the Davis-Bacon Act, the contractor agrees to pay prevailing wages to laborers and mechanics as determined by the U.S. Department of Labor.

3. Contract Work Hours and Safety Standards Act: The contractor must comply with this Act, which governs the hours and safety standards for labor on federally funded contracts over $100,000.

4. Rights to Inventions Made Under a Contract or Agreement: If the contract involves experimental, developmental, or research work funded by federal dollars, the contractor must comply with the provisions of 37 CFR Part 401.

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

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. Clean Air Act and Federal Water Pollution Control Act: For contracts exceeding $150,000, the contractor must comply with all applicable standards, orders, or regulations issued under these Acts.

6. Debarment and Suspension: Contractors are prohibited from awarding contracts to any party listed on the General Services Administration's (GSA) System for Award Management (SAM) as debarred, suspended, or otherwise excluded from participation in federal programs.

7. Byrd Anti-Lobbying Amendment: Contractors who apply or bid for an award exceeding $100,000 must file the required certification that they will not use federal funds to influence or attempt to influence any government official or employee in connection with obtaining any federal contract or award.

8. Procurement of Recovered Materials: The contractor must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, which requires that items designated by the Environmental Protection Agency (EPA) be made from recovered materials.

The contractor is responsible for completing and submitting the Federal Contract Clauses included in this solicitation with their Offer and ensuring that these and any other applicable federal contract clauses are included in any subcontracts and are adhered to throughout the performance of the contract. Failure to comply with these federal requirements may result in termination of the contract and other penalties as prescribed by law.

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

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

OFFER RESPONSE FORMAT

All Offers must include:

• Executive Summary - The one or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

• Cost Proposal Offer/Bid Tables- (Upload as separate attachment) Please enumerate all costs on the attached Bid Tables. Bid Tables are to be uploaded as a separate attachment to your RCO response. Bid Tables must be downloaded from the Bonfire Portal. Please refer to the separate instructions titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non-responsive.

• Detailed Response - Detailed Response. This section must constitute the major portion of the proposal and must contain at least the following information:

▪ Narrative Response Questions provided as part of this solicitation must be answered in the order provided as part of the Detailed Response.

▪ Specifically accept the Empire Procure Connect Terms and Conditions and the Supplier Convenience Fee

▪ Past and Present Performance Information Form for a minimum of three references.

• Value-Added Considerations - Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.

• Required Forms - Uploaded Separately on BonFire. The Statement of Required Disclosures, Representations and Certifications shall be completed and uploaded as separate pdf. file on the Bonfire Portal and includes:

a. Affidavit of non-collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

e. Past and Present Performance Information Form for a minimum of three references

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

h. Certification Regarding Boycott, Divest and Sanctions (BDS) activities

i. Federal Contract Clauses

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

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

Narrative Response Questions

1. Technical Capability & Service Coverage

• Provide a detailed description of the 24/7/365 SOC monitoring and threat detection

• Provide details on the real time alerting, triage, correlation and threat validation.

• Provide availability of automation-driven detection response

2. Incident Response & Containment Capabilities

• Provide triage and investigation workflows.

• Provide TimeLine, analyst notes and detailed investigation documentation.

• Details of the quality and clarity of ticket updates and customer communications.

3. Organizational Structure & Expertise

• Provide qualifications and certifications of SOC personnel

• Provide details on how the organization aligns with the MDR Team model o Blue Team o Orange Team, etc.

4. Support and Maintenance

• What is your approach to providing ongoing technical support, service, and warranty services?

• Do you offer 24/7 support?

• Please describe your support model.

5. Implementation and Training

• What is your proposed timeline for delivery, installation, and testing of the products and/or services?

• Can you provide details on the training program you offer for the products or services offered, including user and technical support staff training?

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

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.

EVALUATION CRITERIA FOR THIS SOLICITATION

Criteria Points Cost Offer Total cost for one (1) year of service 350 Technical Capability and Service Coverage 150 Incident Response and Containment Capabilities 100 Organizational Structure and Expertise 100 Support and Maintenance 100 Implementation and Training 100 MWBE Participation 50 Value-Added Considerations – Offer provides extra value beyond the core requirements of the solicitation.

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 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.

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

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

Award(s) may be made to the highest scoring Offeror(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.

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

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

Electronic Offer 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-2025-016- Cybersecurity

Monitoring and Detection (BT-

37CU)

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

Manufacturers Suggested Parts

Price List

File Type: PDF

(.pdf) Multiple Required

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

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

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/211649.

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/211649

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Dec 18, 2025 3:00

PM EST. 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.

Need Help?

Rockland County uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support

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

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

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

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

PURCHASES BY UNITED STATES AGENCIES, OTHER STATES AND POLITICAL

SUBDIVSIONS THEREIN, LOCAL GOVERNMENTS, SCHOOL DISTRICTS,

AND NON-PROFIT AGENCIES

As per the New York State General Municipal Law, § 103(3) all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy § 140-13, the United States of America or any agency thereof, any state, or any other political subdivision or district therein and certain Non-Profit Agencies approved to participate in New York State’s Contract Extension Program are authorized to make purchases through the resulting contract(s).

1. The County of Rockland shall make all contract award information available to other political subdivisions and non-profit agencies through the Empire Procure Connect Marketplace.

2. Any other political subdivision or Rockland County non-profit agency will issue purchase orders directly to vendors within the specified contract period referencing the County’s contract and shall be liable for any payments due on such purchase orders; and shall accept sole responsibility for any payment due.

3. All purchases shall be subject to audit and inspection by the other political subdivisions and Rockland County non-profit agencies for which the purchase was made.

4. No officer, board or agency of a county, town, village, or school district shall make any purchase through the County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

5. All Bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any other political subdivision in New York State and Rockland County non-profit agencies authorized to use New York State’s contracts, if called upon to do so. A listing of approved Rockland County non-profit agencies is available on the Purchasing Division’s website at www.rcpurchasing.com. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

6. Necessary deviations from the County’s specifications in the award of a participant contract, whether such deviations relate to quantities or delivery points shall be resolved between the successful bidder and the other political subdivisions and Rockland County non-profit agencies.

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

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.

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: 19

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

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: 20

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

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.

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

PAGE: 21

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

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

Garage

Operations

Technology Computer

Consultants

Cloud Based Data Storage and Software

Programs

Children Services no transport or housing

Children Services with transport or housing

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

Personal & Adv Injury $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

Damage to Rented Premises $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

Products-Comp / Op Aggregate $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)

Combined Single Limit per accident

Any Auto $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

All Hired $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

C Excess / Umbrella Liability

Each Occurrence $1,000,000 $1,000,000 $1,000,000 $5,000,000 On site services $1,000,000 community based

$10,000,000

Aggregate $1,000,000 $1,000,000 $1,000,000 $5,000,000 On site services $1,000,000 community based

$10,000,000

D Workers Compensation and Employers Liability

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

E.L. Each Accident Statutory Statutory Statutory Statutory Statutory

E.L. Each Disease-EA Employee Statutory Statutory Statutory Statutory Statutory

E.L. Disease-Policy Limit

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

Each Employee 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) $1,000,000 (Sexual Abuse)

Garage Keepers Comprehensive and Collision

Primary & Direct

Per Vehicle Based Specific Contract

Aggregate Based Specific Contract

Data Breach and Privacy/Cyber Liability Higher Limits are recommended when Personal Identifing Information is part of the contract

$ 2,000,000

$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

PAGE: 22

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

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.