2-RFB-RC-2025-104 Communication Boards.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: Communication Boards

RFB #: RFB-RC-2025-104

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 must 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 September 2, 2025 via electronic bid submission through the BONFIRE Portal and at that time all bids will be publicly opened and read. Specifications and bid forms may be downloaded at: https://rocklandgov.bonfirehub.com/portaland/or www.bidnetdirect.com. 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: One time purchase

DELIVERY: See Appendix B

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

IMPORTANT NOTICE – Bid Distribution:

The County of Rockland officially distributes bidding documents through the Empire State Purchasing Group's Regional Bid

Notification System or the Bonfire Portal. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Regional Bid Notification System or the Bonfire Portal 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 the Empire State

Regional Bid Notification System or the Bonfire Portal, 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: 8/14/25 COUNTY OF ROCKLAND

POMONA, NY

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

PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

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

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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

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

Samples and/or Specifications as required

Bidders must send materials, marked with Company Name, Bid No. and Item No. on bid when bidding on or equal items. These must be received prior to bid opening.

Pre-Bid Meeting – See detailed Instructions under the Specification Section.

OTHER: If bidding an alternative size or alternate materials, include specifications to include these details.

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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

Communication Boards (BT-

24GK)

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

Specifications File Type: PDF

(.pdf) Multiple 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

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/198409.

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/198409

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Sep 02, 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 11(eleven) completed/customized communication boards broken down as 2 (two) for libraries, 1 (one) for village hall and 8 (eight) for elementary schools located throughout

Rockland County. These boards should be designed to promote inclusive and accessible communication across various public spaces. Each board should be crafted with durable materials suitable for outdoor and indoor settings and feature universal symbols and multilingual options to cater to diverse communities. These boards will enhance public interactions and ensure that every member of the community, regardless of their communication abilities, can navigate and enjoy public spaces safely and effectively while fostering engagement and inclusivity in any public environment.

2. REQUIREMENTS

2.1. City Playground Communication Board for Village of West Haverstraw’s Village Hall

2.1.1. The board must be at least 49 x 32 inches.

2.1.2. The board must be made out of aluminum with a solid polyethylene core.

2.1.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.1.3. The board must contain a frame that fits around the board

2.1.3.1. The frame should be 4”

2.1.3.2. The frame must be aluminum.

2.1.4. The board will be customized with the Village color and logos.

2.1.4.1. The background on the board must match the logo color.

2.1.4.2. Vendor will be supplied with 2 (two) high-resolution logos to be integrated on the board design.

2.1.5. The board must contain printing on both sides of the board (double sided).

2.1.6. The board must include at least 72 essential words and symbols to cover a wide array of needs in public spaces. These words and symbols should include but not be limited to social interactions, safety and navigation.

2.1.7. The board must be ADA compliant.

2.1.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.1.9. The board must be fully bilingual, English and Spanish.

2.1.10. The board must use the Fitzgerald Key color-coding system.

2.1.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.1.11.1. The board should have an estimated lifespan of 5+ years when properly cared for

2.2. Library Communication Board for Haverstraw King’s Daughter Public Library – Ramapo Road

Branch

2.2.1. The board must be an “A-Frame” type of board and foldable with a molded handle for easy transport and storage.

2.2.1.1. The board should slip in and out of the A-Frame effortlessly

2.2.2. The board must be at least 24 x 36 inches.

2.2.3. The board must be made out of 4mm corrugated plastic.

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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

2.2.3.1. This will be an insert.

2.2.4. The board must contain a durable, weather resistant frame that fits around the board

2.2.4.1. The frame must be made out of high quality plastic

2.2.4.2. The frame must be the color black.

2.2.5. Logo customization is needed on the board. Vendor will be supplied with 3 (three) high-resolution logos to be integrated on the board design.

2.2.6. The board must contain printing on both sides of the board (double sided).

2.2.7. The board must contain at least 77 words and symbols that will provide children with the vocabulary they need to communicate effectively in a library setting, combining literacy and social skills. This should contain but not be limited to words and symbols that ask about specific book genres and interacting with librarians.

2.2.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.2.9. The board must be fully bilingual, English and Spanish.

2.2.10. The board must use the Fitzgerald Key color-coding system.

2.2.11. The board should have the capability to add 10 pounds of sand or water for additional stability.

2.2.12. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV resistant ink.

2.3. Library Communication Board for Haverstraw King’s Daughter Public Library – Main Street

Branch

2.3.1. The board must be an “A-Frame” type of board and foldable with a molded handle for easy transport and storage.

2.3.1.1. The board should slip in and out of the A-Frame effortlessly

2.3.2. The board must be at least 24 x 36 inches.

2.3.3. The board must be made out of at 4mm corrugated plastic.

2.3.3.1. This will be an insert.

2.3.4. The board must contain a durable, weather resistant frame that fits around the board

2.3.4.1. The frame must be made out of high quality plastic

2.3.4.2. The frame must be the color black.

2.3.5. Logo customization is needed on the board. Vendor will be supplied with 3 (three) high-resolution logos to be integrated on the board design.

2.3.6. The board must contain printing on both sides of the board (double sided).

2.3.7. The board must contain 77 words and symbols that will provide children with the vocabulary they need to communicate effectively in a library setting, combining literacy and social skills. This should contain but not be limited to words and symbols that ask about specific book genres and interacting with librarians.

2.3.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.3.9. The board must be fully bilingual, English and Spanish.

2.3.10. The board must use the Fitzgerald Key color-coding system.

2.3.11. The board should have the capability to add 10 pounds of sand or water for additional stability.

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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

2.3.12. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV resistant ink.

2.4. School Playground Communication Board for R.P. Connor Elementary School

2.4.1. The board must be at least 39 x 26 inches.

2.4.2. The board must be made out of aluminum with a solid polyethylene core.

2.4.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.4.3. The board must contain a frame that fits around the board.

2.4.3.1. The frame should be 4”

2.4.3.2. The frame must be aluminum.

2.4.3.3. The frame must be the color white.

2.4.4. The board will be customized to with the school name and school colors.

2.4.4.1. The lettering on the board must be navy blue on a light blue background.

2.4.4.2. The board must be customized with the text “R.P. Connor Elementary School”.

2.4.5. The board must contain printing on both sides of the board (double sided)

2.4.6. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.4.7. The board must be ADA compliant.

2.4.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.4.9. The board must be fully bilingual, English and Spanish.

2.4.10. The board must use the Fitzgerald Key color-coding system.

2.4.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.4.11.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.5. School Playground Communication Board for Sloatsburg Elementary School

2.5.1. The board must be at least 39 x 26 inches.

2.5.2. The board must be made out of aluminum with a solid polyethylene core.

2.5.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.5.3. The board must contain a frame that fits around the board.

2.5.3.1. The frame should be 4”

2.5.3.2. The frame must be aluminum.

2.5.3.3. The frame must be the color white.

2.5.4. The board will be customized with the school name, school color and logo.

2.5.4.1. The background color on the board must be blue.

2.5.4.2. The board must be customized with the text “Sloatsburg Elementary School”.

2.5.4.3. A high-resolution logo will be provided by the customer to be integrated on the board design

2.5.5. The board must contain printing on both sides of the board (double sided)

2.5.6. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.5.7. The board must be ADA compliant.

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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

2.5.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.5.9. The board must be fully bilingual, English and Spanish.

2.5.10. The board must use the Fitzgerald Key color-coding system.

2.5.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.5.11.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.6. School Playground Communication Board for Montebello Elementary School

2.6.1. The board must be at least 39 x 26 inches.

2.6.2. The board must be made out of aluminum with a solid polyethylene core.

2.6.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.6.3. The board must contain a frame that fits around the board.

2.6.3.1. The frame should be 4”

2.6.3.2. The frame must be aluminum.

2.6.3.3. The frame must be the color white.

2.6.4. The board will be customized with the school name and school color

2.6.4.1. The background color on the board must be blue.

2.6.4.2. The board must be customized with the text “Montebello Elementary School”.

2.6.5. The board must contain printing on both sides of the board (double sided)

2.6.6. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.6.7. The board must be ADA compliant.

2.6.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.6.9. The board must be fully bilingual, English and Spanish.

2.6.10. The board must use the Fitzgerald Key color-coding system.

2.6.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.6.11.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.7. School Playground Communication Board for Cherry Lane Elementary School

2.7.1. The board must be at least 39 x 26 inches.

2.7.2. The board must be made out of aluminum with a solid polyethylene core.

2.7.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.7.3. The board must contain a frame that fits around the board.

2.7.3.1. The frame should be 4”

2.7.3.2. The frame must be aluminum.

2.7.3.3. The frame must be the color black.

2.7.4. The board will be customized with the school name, school color and logo.

2.7.4.1. The background color on the board must match the logo color.

2.7.4.2. The board must be customized with the text “Cherry Lane Elementary School”.

2.7.4.3. A high-resolution logo will be provided by the customer to be integrated on the board design

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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

2.7.5. The board must contain printing on both sides of the board (double sided)

2.7.6. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.7.7. The board must be ADA compliant.

2.7.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.7.9. The board must be fully bilingual, English and Spanish.

2.7.10. The board must use the Fitzgerald Key color-coding system.

2.7.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.7.11.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.8. School Playground Communication Board for Evans Park Elementary School

2.8.1. The board must be at least 39 x 26 inches.

2.8.2. The board must be made out of aluminum with a solid polyethylene core.

2.8.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.8.3. The board must contain a frame that fits around the board.

2.8.3.1. The frame should be 4”

2.8.3.2. The frame must be vinyl.

2.8.3.3. The frame must be the color white.

2.8.4. The board will be customized with the school name, school color and logo.

2.8.4.1. The background color on the board must be blue.

2.8.4.2. The board must be customized with the text “Evans Park Elementary School”.

2.8.4.3. A high-resolution logo will be provided by the customer to be integrated on the board design

2.8.5. The board must contain printing on both sides of the board (double sided)

2.8.6. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.8.7. The board must be ADA compliant.

2.8.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.8.9. The board must be fully bilingual, English and Spanish.

2.8.10. The board must use the Fitzgerald Key color-coding system.

2.8.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.8.11.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.9. School Playground Communication Board for Lincoln Avenue Elementary School

2.9.1. The board must be at least 39 x 26 inches.

2.9.2. The board must be made out of aluminum with a solid polyethylene core.

2.9.2.1. At least 3mm aluminum with two .008" aluminum sheets.

2.9.3. The board must contain a frame that fits around the board.

2.9.3.1. The frame should be 4”

2.9.3.2. The frame must be vinyl.

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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

2.9.3.3. The frame must be the color khaki.

2.9.4. The board will be customized with the school name, school color and logo.

2.9.4.1. The background color on the board must be blue.

2.9.4.2. The board must be customized with the text “Lincoln Avenue Elementary School”.

2.9.4.3. A high-resolution logo will be provided by the customer to be integrated on the board design

2.9.5. The board must contain printing on both sides of the board (double sided)

2.9.6. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.9.7. The board must be ADA compliant.

2.9.8. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.9.9. The board must be fully bilingual, English and Spanish.

2.9.10. The board must use the Fitzgerald Key color-coding system.

2.9.11. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.9.11.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.10. School Playground Communication Board for Franklin Avenue Elementary School

2.10.1. The board must be at least 39 x 26 inches.

2.10.2. The board must contain a frame that fits around the board.

2.10.2.1. The frame should be 4”

2.10.2.2. The frame must be vinyl.

2.10.2.3. The frame must be the color white.

2.10.3. The board will be customized with the school name, school color and logo.

2.10.3.1. The background color on the board must be blue.

2.10.3.2. The board must be customized with the text “Franklin Avenue Elementary School”.

2.10.3.3. A high-resolution logo will be provided by the customer to be integrated on the board design

2.10.4. The board must contain printing on both sides of the board (double sided)

2.10.5. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.10.6. The board must be ADA compliant.

2.10.7. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.10.8. The board must be fully bilingual, English and Spanish.

2.10.9. The board must use the Fitzgerald Key color-coding system.

2.10.10. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.10.10.1. The board should have an estimated lifespan of 5+ years when properly cared for.

2.11. School Playground Communication Board for South Orangetown School District

2.11.1. The board must be at least 39 x 26 inches.

2.11.2. The board must contain a frame that fits around the board.

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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

2.11.2.1. The frame should be 4”

2.11.2.2. The frame must be aluminum.

2.11.2.3. The frame must be the color white.

2.11.3. The board will be customized with the District name and logo.

2.11.3.1. The background color on the board is white.

2.11.3.2. The board must be customized with the text “South Orangetown School District”.

2.11.3.3. A high-resolution logo will be provided by the customer to be integrated on the board design

2.11.4. The board must contain printing on both sides of the board (double sided)

2.11.5. The board must include at least 78 words and symbols designed specifically for playground settings in addition to (but not limited to) feelings, alphabet and numbers.

2.11.6. The board must be ADA compliant.

2.11.7. The board must contain a QR code on the board which allows people to download a free speech-generating app. This mobile app mirrors the images and symbols on the board, enabling users to communicate directly from their mobile devices.

2.11.8. The board must be fully bilingual, English and Spanish.

2.11.9. The board must use the Fitzgerald Key color-coding system.

2.11.10. The board must be designed to withstand outdoor conditions and the graphics should be printed with UV abrasion-resistant, fade proof ink.

2.11.10.1. The board should have an estimated lifespan of 5+ years when properly cared for.

3. APPROVAL

3.1. All board customizations must be discussed and approved by an authorized County of Rockland representative prior to the boards being created.

3.1.1. Once awarded, the winning vendor will be engaged in this process.

3.1.1.1. This will include providing the customization details.

3.1.1.1.1. Logos, exact colors, text, etc.

4. SHIPPING/DELIVERY

4.1. Each board must be received at each location by September 29, 2025.

4.2. Each board will ship to a different location.

4.2.1. See Appendix B for the complete list of shipping locations.

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.

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

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: 16

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: 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

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

(cont’d on next page)

Commodities Delivered by

Vendor

Commodities Delivered by

Common Carrier

Purchase or Lease of Equipment and/or Maintenance and repair of equipment

Lease / Use of

Facilities or Ground / Prop to

Others W/out Liquor

Lease / Use of Facilities or Ground for Filming

Maintenance & Repair of Buildings & Property

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

(1)

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)

Combined Single Limit per accident

Any Auto $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

All Hired $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

C Excess / Umbrella Liability

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

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

D Workers Compensation and Employers Liability

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

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

Per Claim

Opt Owners and Contractors Protection

Each Occurrence

Aggregate

3rd Party Property Damage $1,000,000

* All Other Insurance as Required by Law

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

GL-AL GL-AL GL-AL-

EXCESS

GL-AL-

EXCESS

GL-AL-

EXCESS

Cont’d on next page

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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

(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.