2-RFB-RC-2025-099 Security Management Tool and Data Retention.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: Security Management Tool and Data Retention

RFB #: RFB-RC-2025-099

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 BID SUBMISSION MANDATORY

Proposals may be submitted electronically through the County’s BONFIRE BID 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)

Bids for the above referenced bid number and title will be received until 3:00 PM on August 5, 2025 via electronic bid submission through the BONFIRE Portal or at the Rockland County Purchasing Department, at the above address and at that time all bids will be publicly opened and read. Specifications and bid 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 proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE BIDS will NOT be considered

TERMS: Thirty-six (36) months with two (2) one (1) year extensions

DELIVERY:

Rockland County District Attorney Office

1 S Main Street #500

New City, NY 10956

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

IMPORTANT NOTICE – Bid Distribution:

The County of Rockland officially distributes bidding documents from the Purchasing Division Office or through the Empire State

Purchasing Group's Regional Bid Notification System. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding 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 proposal 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 proposals and to accept any proposal or proposals as submitted, or as modified, which in the opinion of the undersigned will be in the best interests of the County of Rockland.

DATED: 7/15/25 COUNTY OF ROCKLAND

POMONA, NY

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

PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

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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

BIDDER’S CHECK LIST

Your response to the above referenced bid may be considered unresponsive and may be rejected if the following forms are not included at the time of the bid opening. If submitting your pricing via electronic bid submission please see Electronic Bid 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 Bid Acknowledgment Form

Federal Contract Clauses

BID DEPOSIT

BID 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

Specifications as 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

Electronic Bid 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

BIDS

AWARDED

AS A WHOLE

(BT-02EM)

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

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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

Name Type # Files Requirement Instructions

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

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 96872

Snow and Ice

Removal Services

Requested Documents:

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

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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

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/194009.

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/194009

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Aug 05, 2025 3:00

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

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

Important Notes:

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

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

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

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

Need Help?

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

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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)

Is your firm:

NYS Certified MWBE or

Service-Disabled Veteran Own Business

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 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.

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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

SPECIFICATIONS

1. SCOPE

1.1. The scope of work is to provide Total Data Assurance, Business Continuity and Disaster Recovery

Solutions for unlimited servers and network attached data repositories located at the Rockland County

District Attorney’s Office and at the Regional Investigative Resource center. The provider will provide both on-site and Datto Cloud Backup solutions, on-site and cloud-based recovery/restoration services as well as on-site and cloud-based virtualization services (keep operating even if servers go down) in which the Cloud Backup data centers are in the U.S. with 24/7/365 U.S.-based technical support. The provider will provide Datto Siris5-36 with an Infinite Retention Plan solution or approved equal as specified. The Datto Siris5-36 will be an upgrade from the current DATTO Siris 4 E-12. The current attached data repositories are physical hard drives attached to the servers. WD Elements hard drives, Seagate One Touch Hard drives, 3.5in Hot Plug Hard Drives.

2. REQUIREMENTS

2.1. Minimum Specifications Sheet must be filled out and returned with bid submission

2.2. The bid will present the cost of the required Datto Total Data Protection Maintenance and Services in terms of a fee per month over a span of time not less than thirty-six (36) months.

2.3. All items must be as specified or approved equal or equivalent with final approval provided by

Rockland County.

2.4. Cloud Backup data centers must be in the U.S.

2.5. Must have 24/7/365 U.S.-based technical support

2.6. Important Note: The County of Rockland will require a Facilities Clearance (FCL), which is an administrative determination that a Contractor is eligible for access to confidential information. Anyone that will work on this network and related equipment will require special authentication and will be required to adhere to a higher level of trust. The following investigative measures will be used so that proper government clearance of any personnel to perform work on this network can be completed by

Rockland County. Resumes of the recommended personnel intended for this project must be included and clearly identified in the response as the personnel that will be considered. The following investigations will be conducted prior to award:

2.3.1.1. Single Scope Background Investigation (SSBI)

2.3.1.2. National Agency Check with Local Agency Check and Credit Check (NACLC)

2.7. Backup Storage and Capacity

2.7.1. Datto Siris5-36 storage device or equivalent

2.7.2. 36TB of total onsite backup capacity of which 18TB will be usable. The remaining 18TB of the total capacity is required and will be reserved for virtualization services as needed.

2.8. Installation

2.8.1. The Provider will physically install the new device and will copy existing backup from current

Datto device to the new Datto device and remove existing back up software and VSS writers from machines to be backed up. Install Shadowsnap agent on machines to be backed up

2.8.2. The provider will physically configure the new device for onsite backup and Datto Cloud

Backup.

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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

2.9. Virtualization Services: In the event that the systems and applications identified by the Rockland

County DA Office for backup are compromised or otherwise unavailable to operate, the provider will initiate and deploy virtualization services for such software and applications. These virtualization services will be provided via the onsite backup device installed, managed and supported by the provider, as well as via the provider’s cloud-based virtual server environment; whichever is deemed most appropriate to initiate at the time of the outage.

2.10. Retention Threshold: The provider will provide an infinite retention threshold for the data, systems and applications identified by the Rockland County DA Office to be stored in the provider’s offsite, cloud-based environment. The provider will also provide a retention threshold for data on the onsite back device compromised of no less than one (1) year’s worth of retroactive data backup.

2.11. Technical Support which will include:

2.11.1. Backup Monitoring: The provider will use software to remotely and passively monitor the

Rockland County DA Office’s backup devices; be alerted if any backup job fails or completes with errors; contact the Rockland County DA Office by telephone or e-mail using the contact information on file, inform the Rockland County DA Office of the issue and provide the DA Office with the opportunity to open a service ticket to investigate and/or resolve the issue.

2.11.2. Backup Maintenance: The provider will track and assure that the manufacturer support agreements for the backup device(s) and backup software are valid and active; upgrade the firmware on each device up to one (1) time per calendar quarter, as necessary to resolve any existing functionality or performance issues; and upgrade the backup software up to one (1) time per calendar quarter to keep the software within two (2) revisions of the most current, generally-available software release.

2.11.3. Backup Support: The provider will make changes to the backup hardware or software and/or reconfigure backup jobs, as necessary, to support the Rockland County DA Office’s backup requirements, and automatically respond to critical incidents/alerts.

2.12. Restoration and Recovery Services: The provider will provide restore and recovery services in the event data is accidentally deleted, lost, or corrupted. Restore and recovery services are dependent on the general health of hardware and software used to backup data and is therefore completed using best efforts and not guaranteed. Restore and recovery services are limited to the data repositories included in the scope of the agreement between the provider and Rockland County DA Office and the granularity, recovery point and recovery time are subject to the functionality of backup technologies used. This will include:

2.12.1. Image-based recovery/restoration

2.12.2. Cloud-based recovery/restoration

2.12.3. Appliance-based virtual server spin-up

2.12.4. Cloud-based virtual server spin-up

2.13. Data Backup Services which will include:

2.13.1. Onsite Backup: For the systems, data and applications identified by the Rockland County DA

Office, the provider will provision a software agent on all physical and virtual -based servers that will provide monitoring information to the provider; provision external hard drives; configure data backups. By default, full data backups will be completed once a week and incremental or differential data backups will be completed each night. Data backups will be completed during off hours, if at all possible, retain data backups according to specifications.

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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

2.13.2. Offsite Backup: For the systems, data and applications identified by the Rockland County DA

Office, the provider will provision a software agent on all physical and virtual based servers that will provide monitoring information to the provider; provision a backup appliance with offsite cloud storage; configure data backups. By default, full data backups will be completed once a week and incremental or differential data backups will be completed each night. Data backups will be completed during off hours, if at all possible, retain data backups according to specifications. These offsite backups shall be immutable and inaccessible to any and all individuals until a given time period wherein restoration and recovery services are specifically requested by the Rockland County

DA Office. Once restoration and recovery services have been completed and concluded by the provider, the offsite backup data shall once again be maintained as immutable and inaccessible to any and all parties.

2.14. Alerting, Notification and Reporting which will include:

2.14.1. Online Provider Portal Access: The provider will provide access to an online ticketing system that the Rockland County DA Office can use to report trouble tickets and track associated resolutions.

2.14.2. Automatic Backup Alerts and Notifications: The provider will configure alerting and notification mechanisms, according to the Rockland County DA Office’s desire that will provide automatic messaging about failed backups, successful backups, backup errors.

2.14.3. Data Backup Audit Report: The provider will provide a quarterly report to the Rockland

County DA Office’s that summarizes the existing data backup strategy and provided evidence of successful backups.

3. NONRESTRICTIVE USE OF BRAND NAME OR EQUAL SPECIFICATIONS

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

4. APPROVED EQUAL OR EQUIVALENT ITEMS

4.1. Bidder must submit specification, cut sheets, and brochure data with the bid submission if bidding on an equal or equivalent item. Bidders must also include a company name, address, contact and contact telephone number of where the product is currently being utilized.

4.2. If the bidder is bidding an approved equal, he must first provide references showing locations the

County of Rockland can visit of the exact make and model intended to be supplied. If bidding an alternate or approved equal, two copies of brochures, specifications, and any other pertinent information must be sent with quote.

4.3. In the event that an alternate is bid, the County of Rockland reserves the right to request a demonstration of the specific model bid. Failure to furnish the demonstration will render the bid, for that item, as non-responsive.

4.4. Any units not conforming to these specifications may be rejected, and it will be the responsibility of the manufacturer to conform to the requirements unless exceptions have been specifically cited by the bidder and acceptance made on the basis of the exceptions. Each bidder is required to respond to every requirement in this specification with the appropriate explanation of equipment when specified and supply all requested information with bids.

4.5. The County of Rockland will make the final determination on whether the equipment is considered an approved equal.

4.6. for equivalent or as specified equipment) in the space provided on the Proposal Pages.

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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. AWARD

5.1. Bid will be awarded in its entirety to the lowest responsive responsible Bidder based on overall bid total and who meets the stated requirements.

6. CONTRACT PRICE ADJUSTMENTS

6.1. Vendors shall submit a letter to the Director of Purchasing, during the term of this bid, addressing any unscheduled price increases from the manufacturers. This letter must 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 in writing.

7. F.O.B. Destination

7.1. Ownership passes to the County when the carrier delivers the product to the delivery point specified by the Purchase Order. (Vendor owns product in transit) The County is not billed. Vendor pays freight charges.

8. SERVER INFORMATION – all servers and computers are physical

Server 1: Dell Power Edge R760

Windows Server 2022 Standard

Hard Drives Size:

5.88 TB

Used: 42.7 GB

Server 2: Dell Power Edge R760

Windows Server 2022 Standard

Hard Drives Size:

5.88 TB

Used: 203.2 GB

Server 3: Dell Power Edge R540

Windows Server 2022 Standard

Hard Drives Size:

7.71 TB

Used: 36.3 GB

Server 4: Synology RS1221 RPT

Synology DSM

Hard Drives Size:

83.7 TB

Used: 5.84 TB

Server 5: Dell OptiPlex 7080

Windows 11

Hard Drives Size:

2.94 TB

Used: 2.67 TB

Server 6: Dell Power Edge R320, Windows Server 2012 R2 Standard

Hard Drives Size:

5.8 TB

Used: 1.12 TB

Server 7: HP ProLiant DL360P Gen

8, Windows Server 2012 R2

Standard

Hard Drives Size:

1.95 TB

Used: 193.9 GB

Server 8: HP ProLiant DL360P

Gen8, Windows Server 2012 R2

Standard

Hard Drives Size:

1.95 TB

Used: 158.74 GB

Server 9: HP ProLiant DL360 G77, Windows Server 2008 R2 Standard

Hard Drives Size:

5.04 TB

Used: 1.07 TB

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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

MINIMUM SPECIFICATIONS SHEET

COMPONENT: MONTHLY TECHNICAL SUPPORT, RESTORATION AND RECOVERY SERVICES,

DATA BACKUP SERVICES, ALERTING, NOTIFICATION AND REPORTING FOR ABOVE OR

APPROVED EQUAL

MINIMUM SPECIFICATIONS ITEM #1

BIDDER MUST NOTE COMPLY OR LIST

ALTERNATE SPECIFICATIONS

Local and Datto Cloud Backup service required to include the following:

*Backup Monitoring

*Backup Maintenance

*Backup Support

*Image-based recovery/restoration

*Cloud-based recovery/restoration

*Appliance-based recovery/restoration

*Cloud-based virtual server spin-up

*Onsite Backup

*Offsite Backup

*Online Provider Portal Access

*Automatic Backup Alerts and Notifications

*Data Backup Audit Report (Quarterly)

*24/7/365 U.S.-based technical support

* Cloud Backup data centers must be in the U.S.

*AICPA certified

COMPONENT: INSTALLATION FOR ABOVE OR APPROVED EQUAL

MINIMUM SPECIFICATIONS ITEM #2

BIDDER MUST NOTE COMPLY OR LIST

ALTERNATE SPECIFICATIONS

Install the new device. Copy existing backup from current Datto device to the new Datto device.

Remove existing Back up software and VSS writers from machines to be backed up. Install Shadowsnap agent on machines to be backed up. Configure new hardware on LAN. Configure alerting on hardware and back up jobs. Configure new hardware for onsite backup and cloud backup.

COMPONENT: DATTO SIRIS5-36 STORAGE DEVICE OR APPROVED EQUAL

MINIMUM SPECIFICATIONS ITEM #3 BIDDER MUST NOTE COMPLY OR LIST

ALTERNATE SPECIFICATIONS

*TOTAL CAPACITY 36TB

*USABLE CAPACITY 18TB

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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.

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: 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

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

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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

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

Cont’d on next page

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

(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.

(3A) For vendors of commodities that have no locations or employees in the State of New York, and the commodities are going to be shipped from out of State to our location via common carrier evidence of Workers Compensation and Disability or the New York Attestation are not required. If the vendor does have locations in New York State and the particular product is manufactured or shipped from out of State, we should still get evidence of New York State Workers Compensation and Statutory Disability.

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

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

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

PAGE: 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

INFORMATION TO BIDDERS

OBLIGATION OF BIDDERS

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

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

AWARD OF CONTRACT

Award of contract will be made to the lowest responsible qualified bidder whose proposal must comply with all of the provisions required to render it formal. The County or the Director of Purchasing reserves the right to waive any informality or to reject any or all proposals and may advertise for new proposals, if the best interest of the county will be served. The County or the Director of Purchasing may require any or all bidders to present evidence of experience, ability and financial standing as well as a statement as to the equipment which the bidder will have available for the executing of this contract.

The county reserves the right to award this contract either on an item-by -item basis or as a total award of all items in combination.

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

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

INSURANCE & BONDS

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

NONRESTRICTIVE USE OF BRAND NAME OR EQUAL SPECIFICATIONS

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

FORM OF PROPOSAL

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

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

EXPERIENCE

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

PAGE: 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

INFORMATION TO BIDDERS cont’d

EXCULPATORY CLAUSE

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

AMERICANS WITH DISABILITIES

“The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call Ann Marie Curley at (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.”

NOTICE TO BIDDER

APPENDIX A

Appendix A, General Terms and Conditions for Department of General Services Purchasing Division Contracts, a separate attachment…