2-RCO-RC-2025-17 Car Wash Detailing.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:

CAR WASH AND VEHICLE DETAILING

BID NUMBER:

RCO-RC-2025-017

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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, 2025via 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: 1 (one) year contract with the option to renew for 2 (two)- 1 (one) year terms

DELIVERY: As specified

IMPORTANT NOTICE – Solicitation Distribution:

The County of Rockland officially distributes solicitation documents from the Bonfire Portal or through Bidnet Direct. 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 Bidnet Direct 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 Bidnet Direct, 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: 12/3/25 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 http://www.bidnetdirect.com/

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

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

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

Samples and/or Specifications as required

Offeors must send materials, marked with Company Name, Solicitation No. and Item No.

on solicitation when bidding on or equal items. These must be received prior to solicitation opening.

OTHER: _____________________________________________________________________________

PAGE: 3

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

• STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

• CERTIFICATION OF EXPERIENCE

THESE FORMS ARE UPLOADED AS SEPARATE ATTACHMENTS

BIDDER MUST DOWNLOADED THESE FORMS AND COMPLETE.

FORMS ARE TO BE INITIALED, SIGNED, NOTARIZED AND UPLOADED WITH

YOUR BID SUBISSION

FAILURE TO COMPLY WILL 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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

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

Car Washing and Vehicle

Detailing (BT-59CU)

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

PAGE: 5

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

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/211855.

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/211855

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

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: 7

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

PURCHASES BY OTHER

LOCAL GOVERNMENTS, SCHOOL DISTRICTS, AND NON PROFIT AGENCIES

As per the New York State General Municipal Law, all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy, 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 our website: www.rcpurchasing.com

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.

PAGE: 8

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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 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

Cost 350

Experience and Qualifications 150

Facility, Quality, Adequacy & Reliability 200

Vendor Responsiveness & Administrative Capability 100

Flexibility & Contingency Support 100

Operational Capacity & Availability 100

Total available points 1000

• Cost Proposal o Competitive and fair pricing consistent with the requirements of the bid.

o Transparent pricing for services.

▪ Verification that pricing includes all required materials, chemicals, and environmental compliance costs.

o Completeness of bid table and cost structure for all required services.

• Experience and Qualifications o To include but not be limited to:

▪ Demonstrated 3+ years of experience

▪ Experience with fleet vehicles, especially government fleet vehicles

▪ Past performance with similar contracts (e.g., municipal agencies).

▪ Verification of regulatory compliance history

• Including DEC, OSHA, and local environmental rules regarding wastewater capture and disposal.

PAGE: 9

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

▪ Capacity to service mixed vehicle types (sedans, pickups, SUVs, vans, emergency vehicles).

• Facility, Quality, Adequacy & Reliability o To include but not be limited to:

▪ Age of equipment

▪ Downtime history or maintenance logs for wash equipment.

▪ Condition and layout of wash and detailing equipment

▪ Safety and cleanliness standards

▪ Reliability demonstrated through past performance

▪ Water reclamation systems and eco-friendly practices

▪ Ability to maintain service during equipment failure, e.g., secondary line, backup site, or expedited repair plan.

• Vendor Responsiveness & Administrative Capability o To include but not be limited to:

▪ Demonstrated ability to manage separate authorization forms per department

▪ Demonstrated ability to manage separate purchase orders per department

▪ Demonstrated accuracy and reliability of monthly invoicing

▪ Ability to produce usage reporting by department, vehicle, and date

▪ Ability to restrict services by vehicle class or department authorization

• Flexibility & Contingency Support o To include but not be limited to:

▪ Vendor’s demonstrated ability to provide consistent service

▪ Capacity to handle unexpected surges or priority needs

▪ Reliability in fulfilling on-demand detailing requests

▪ Proximity to County operations, particularly for emergency vehicles or highway units.

▪ Procedures for priority/expedited turnaround for snow operations, emergency services, and special cleanings.

• Operational Capacity & Availability o To include but not be limited to:

▪ Adequacy of operating hours to service the County fleet

▪ Holiday closures and coverage gaps

▪ Ability to handle County volume fluctuations (estimates may be higher or lower)

▪ Throughput capability

▪ Capacity during winter and salt-season peaks, including throughput and extended hours as needed.

▪ Ability to handle after-hours or weekend needs for departments such as Sheriff, Highway, and Public Works.

PAGE: 10

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

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.

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: 11

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

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

TITLE:

CAR WASH AND VEHICLE DETAILING

This Invitation to Bid is prepared in Microsoft Word (Office for Windows 2003) format. 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.

SPECIFICATIONS

1. SCOPE

1.1. The scope of this bid is to provide exterior car washes and detailing for County vehicles and equipment on an as needed basis. Proposal Pages are broken into three zones with identical services to be provided.

2. GENERAL INFORMATION/REQUIREMENTS

2.1. A basic exterior car wash consists of a car wash with sealer wax and towel dry

2.2. DESCRIPTION OF VEHICLE CAR WASH WITH SEALER WAX

2.2.1. Prep and hot wash complete vehicle and sealer wax

2.2.2. Vacuum

2.2.3. Wipe down dash

2.2.4. Rinse vehicle

2.2.5. Wash undercarriage

2.2.6. Fan dry vehicle

2.2.7. Wipe and clean windows

2.3. In addition to the items listed in section 2.1, a car wash with detail will include:

2.3.1. Bug and tar removal where needed

2.3.2. Clean and detail wheels and tires

2.3.3. Wipe down interior

2.3.4. Hand wax

2.4. Rockland County departments using the car wash services in their bid will be responsible for coordinating, setting up separate billing accounts and issuing purchase orders for estimated usage.

2.5. The County of Rockland reserves the right to contract services from a non-contract provider when the bidder is unable to provide the required services.

2.6. The County of Rockland reserves the right to inspect the bidder’s facility to determine adequacy of their facilities and services.

2.7. Vendors will be given an authorization form (Attachment 2) that must be signed by County of

Rockland employees when using this bid.

2.8. There must be a separate authorization form and purchase order for each department.

2.9. The County of Rockland shall ensure all dump bodies and spreaders are free of debris before arriving at the car wash.

2.10. This bid is for automotive detailing services. The County will not pay for any extra services not specifically addressed. Personnel who request additional services not detailed in this bid must pay for them themselves.

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

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

TITLE: Car Wash & Detailing RFCO #: RCO-RC-2025-017

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.

3. FULL- SERVICE VEHICLE WASHING OPERATIONAL HOURS

3.1. Monday – Friday __________AM to __________PM

3.2. Saturday __________AM to __________PM

3.3. Sunday __________AM to __________PM

3.4. Holidays __________AM to __________PM

3.5. List holidays that facility will not be open:

4. PAYMENT

4.1. The vendor shall receive a purchase order from each department using the bid.

4.2. In order to receive payment, the vendor shall submit a monthly invoice indicating the department purchase order number along with the authorization form attached. The invoice and back up authorization form must be submitted to the commissioner of Finance, 50 Sanatorium Road, Pomona, NY 10970.

5. PRICING

5.1. The pricing will be structured by class as described in the TRAA Vehicle Identification Guide

(Attachment 3).

6. QUANTITIES

6.1. All quantities on the proposal pages are estimates and may be more or less during the term of the bid.

The estimates are based on annual quantities for the County of Rockland and do not include the usage from other additional authorized users.

7. INCREASES

7.1. In the second and third year of this agreement, at the County of Rockland’s option, the Contractor may receive a Unit Daily Cost increase not to exceed the prevailing CPI. The decision of the County of

Rockland is Final and Binding. At the option of the County of Rockland, this contract(s) may be extended for two additional one-year terms with the prevailing CPI increase.

7.2. CPI-U means the Consumer Price Index for U.S. City Average-Consumer Price Index for All Urban

Consumers as published by the Bureau of Labor Statistics of the United States Department of Labor or a successor or substitute index, appropriately adjusted. The Final and Binding decision to extend or not extend this agreement shall rest with the County of Rockland.

7.3. Vendors shall submit a letter to the Director of Purchasing addressing any unscheduled price increases from the manufacturers. This letter must also include, on the manufacturer’s letterhead, all information to support any unscheduled increase. Any increase authorized is at the sole discretion of the

Director of Purchasing and shall be made in writing.

PAGE: 13

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

8. AWARD

8.1. Award will be generated from best value and will be awarded by zone or as a whole. A secondary award may be made to have additional car wash and detailing services available to service County vehicles.

8.2. Travel time and distance will be a consideration in the overall evaluation of this bid.

8.2.1. Attachment -1 will be utilized along with time and mileage calculations to make awards.

8.3. The County reserves the right to make a sole award to the lowest responsive bidder in all zones combined.

PAGE: 14

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

MILEAGE TIME AND TOLLS

MILEAGE

Est. Amt. of Trips x Miles from location x 2 x .50/Mile = Mileage Cost

1. 100 x Miles from Pomona x 2 x .50/Mile = ____________

2. 50 x Miles from New City x 2 x .50/Mile = ____________

3. 50 x Miles from Orangeburg x 2 x .50/Mile = ____________

4. 50 x Miles from Chestnut Ridge x 2 x .50/Mile = ____________

5. 50 x Miles from Montebello/Suffern x 2 x .50/Mile = ____________

Total Mileage Costs ____________

TIME

Mechanics

Est. Amt. of Trips x Time from location x 2 x Wage/Hour = Time Cost

1. 100 x Time from Pomona x 2 x $30/hour = ____________

2. 50 x Time from New City x 2 x $30/hour = ____________

3. 50 x Time from Orangeburg x 2 x $30/hour = ____________

4. 50 x Time from Chestnut Ridge x 2 x $30/hour = ____________

5. 50 x Time from Montebello/Suffern x 2 x $30/hour = ____________

Total Time Costs ____________

TOLL

Est. Amt. of Trips x Toll x ____ 2 = Toll Cost

1. 200 x $ _________ x 2 = ____________

TOTAL MILEAGE, TIME & TOLL COSTS ____________

PAGE: 15

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 Requirements

SUBMITTING YOUR OFFER

NOTICE: By submitting an Offer in response to this Request for Competitive Offer, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFO are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFO must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Offers must be received by the posted due date and time. Offers received after the deadline will be late and ineligible for consideration.

Offers are encouraged to be submitted electronically through the County’s Bonfire Portal. Please refer to the instructions titled: Proposal Submittal Procedures for instructions on submitting your Offer electronically.

When submitting (uploading) a Offer electronically through the County’s Bonfire Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFO. If you are in the middle of uploading your Offer at the closing time, the system will stop the process and your Offer will not be received by the system.

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

• Section V: Cost Proposal (Upload as separate attachment)

• Section VI: Exceptions to the RFP or Terms and Conditions

• Upload Exceptions as a separate attachment

• The County of Rockland Appendix A – Standard Terms and

Conditions must be downloaded and reviewed prior to submitting your proposal

• Section VII: Redacted Proposal if applicable (Upload as a separate attachment)

• Required Forms: Uploaded Separately on BonFire.

1. Executive Summary. The one or two-page executive summary is to briefly describe the bidder’s

Offer. This summary should highlight the major features of the Offer. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the Offer by reading the executive summary.

2. Detailed Response. This section should constitute the major portion of the Offer and must contain at least the following information:

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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

A. A complete narrative of the offeror's assessment of the work to be performed, the offerors ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations.

Clearly indicate any options or alternatives proposed.

B. A specific point-by-point response, in the order listed to each requirement below:

• Number of years in business and specifically in providing car washing and detailing service as well as dealing with fleet vehicles.

• A minimum of two case studies demonstrating successful similar projects. This should include the vendor’s reliability demonstrated through past performance.

• Relevant industry certifications or awards that validate expertise and quality

• Verification of regulatory compliance history, including DEC, OSHA, and local environmental rules regarding wastewater capture and disposal

• Capacity to service mixed vehicle types (sedans, pickups, SUVs, vans, emergency vehicles).

• Breadth and depth of the equipment, including downtime history or maintenance logs for wash equipment; condition and layout of wash and detailing equipment; safety and cleanliness standards; water reclamation systems (eco-friendly practices); ability to maintain service during equipment failure (e.g., secondary line, backup site, or expedited repair plan).

• Demonstrated ability to: manage separate authorization forms per department, manage separate purchase orders per department and provide accurate and reliable monthly invoicing. Also the ability to produce usage reporting by department, vehicle, and date and the ability to restrict services by vehicle lass or department authorization.

• Identify: the vendor’s demonstrated ability to provide consistent service, capacity to handle unexpected surges or priority needs, reliability in fulfilling on-demand detailing requests, proximity to County operations and procedures for priority/expedited turnaround for snow operations, emergency services, and special cleanings.

• Indicate the operating hours to service the County fleet which must include Holiday closures, coverage gaps and the ability to handle after-hours or weekend needs for departments such as Sheriff, Highway, and Public Works. Indicate the ability to handle County volume fluctuations (estimates may be higher or lower), throughput capability, capacity during winter and salt-season peaks, including throughput and extended hours as needed. Be sure to fill out and return #3 under “Specifications” as

PAGE: 17

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 well as the “Mileage Time and Tolls” table.

3. 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 bidder’s Offer.

4. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected

Information section.

If applicable, a redacted version of your proposal eliminating trade secrets/confidential information is to be uploaded with your submission. The redacted response will be the one given for any

Freedom of Information requests. If you do not provide a redacted response, the response you provided will be sent for any FOIL requests.

5. Cost Proposal. Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form and Market Basket Form. Cost Proposals are to be uploaded as a separate attachment to your RFO response. Please refer to the separate attachment 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.

6. Exceptions to Terms and Conditions. Exceptions to the RFO Terms and Conditions, and/or the

Appendix A Standard Terms and Conditions for Purchase Contracts must be submitted with the RFO response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of Offers will not be considered.

7. Required Forms. 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 Responsible Offeror: Award will be made only to “responsible” offerors possessing the ability, experience, willingness, and integrity to perform successfully under the terms and conditions of the contract.

Responsibility is a procurement issue that is determined by the recipient after receiving bids or offers and before making contract award in ascertaining whether or not a bidder is responsible. Information may be requested from bidder to discuss and assist in determining responsibility.

PAGE: 18

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.

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.

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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

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.

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

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

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

Transport…