2-RFB-RC-2026-011- Medical Laboratory Testing .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: Medical Laboratory Testing Services

RFB #: RFB-RC-2026-011

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 ENCOURAGED

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 February 19, 2026 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/portaland/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: One (1) year with four (4) one (1) year options

DELIVERY: As Specified

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 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 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 Empire State Regional

Bid Notification System or 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: 1/22/26 COUNTY OF ROCKLAND

POMONA, NY

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

PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

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

PAGE: 2

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

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

License/Laboratory Certification

Laboratory Test list with pricing

New York State Department of Health Clinical Laboratory Permit

PAGE: 3

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

Statement of

Required Disclosures

File Type: PDF

(.pdf) Multiple Required

Federal Contract

Clauses

File Type: PDF

(.pdf) Multiple Required

License/Laboratory

Certification

File Type: PDF

(.pdf) Multiple Required

NYS DOH Clinical

Laboratory Permit

File Type: PDF

(.pdf) Multiple Required

Laboratory Test Fee

Schedule

File Type: PDF

(.pdf) Multiple Required

Experience

Certificate

File Type: PDF

(.pdf) Multiple Required

Insurance

Documents

File Type: PDF

(.pdf) Multiple Optional

Medical Laboratory

Testing (BT-26JO)

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.

PAGE: 4

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/218047.

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/218047

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Feb 19, 2026 3:00

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

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

Important Notes:

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

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

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

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

Need Help?

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

PAGE: 5

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

PAGE: 6

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.

PAGE: 7

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. This bid is for the purpose of obtaining Laboratory Testing Services for various Departments within the

County of Rockland which include, but not limited to, Rockland County Correctional Facility/Jail, Department of Health, Department of Mental Health and the Medical Examiner's Office.

1.2. Testing categories may include:

1.2.1. Routine Chemistry & Hematology

1.2.2. Microbiology

1.2.3. Toxicology

1.2.4. STI/Public Health Panels

1.2.5. Forensic/ Medical Examiner Testing

1.2.6. Correctional Health Panels

1.2.7. Molecular / PCR (including emerging pathogens)

1.3. Testing services shall include, but not be limited to, the categories listed above. The County reserves the right to request tests withing these categories.

2. REQUIREMENTS

2.1. Bidder must provide medical laboratory testing as required by the County of Rockland requesting departments.

2.2. Bidder must perform work in conformance with all Federal, State and Local Laws.

2.2.1. Bidder must perform all work in conformance with all New York State Department of Health and HIPAA regulations.

2.3. Bidder must provide evidence of current license, certifications and/or permits through the contracted service period.

2.4. Reference laboratories may be used by the awarded vendor.

2.4.1. The awarded vendor must provide evidence of current license, certifications and/or permits of all reference labs used.

3. QUANTITIES AND EXPENDITURES

3.1. The quantities provided on the proposal pages are estimated usage of all tests ordered during a one (1) year contract period.

PAGE: 8

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

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

3.1.1. The total expenditures for orders placed by all participating Rockland County Departments commencing on 4/1/2020 through 3/31/2025 $276,735.47

3.1.1.4.Total expenditures increased in 2020 and 2021 with an increase of COVID-19 testing performed.

3.1.2. Expenditures are estimated at an average of $60,500 annually.

4. REFERENCE STANDARDS OF PRACTICE

4.1. The Laboratory is required to comply with the following recognized standards:

4.1.1. CLIA

4.1.2. CAP best practices

4.1.3. CDC guidance for public health testing

4.1.4. NYSDOH testing protocols

4.2. Deviation from the above testing standards or unrecognized standards may be reason to deem the laboratory non-responsive

5. TURN AROUND TIME (TAT)

5.1. It is required that the laboratory meet the following required turnaround times. Failure to meet turnaround times in more than 5% of cases in a calendar month will result in corrective action and/or contract review

5.1.1. 95% of routine tests meeting TAT

5.1.2. 98% of STAT tests meeting TAT

6. SUPPLIES

6.1. Specimen collection supplies must be provided at no additional cost.

6.1.1. The number of supplies will be agreed upon by the County of Rockland using department and the laboratory to determine what is reasonable and appropriate.

6.2. Bidder must supply all necessary request forms for the County of Rockland to complete with sample collection.

6.3. Bidder must supply a small centrifuge to any County Department location requesting testing services at no additional cost.

7. eClinicalWorks REQUIREMENTS

7.1. Bidder must be able to provide an interface to eClinicalWorks.

PAGE: 9

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

7.2. Bidder must be able to support a bi-directional HL7 interface to eClinicalWorks. Receiving orders in

HL7 format and sending results to eClinicalWorks in the HL7 format (See Attachment A for HL7 interface requirements which include HL7 Rad Orders Specifications and HL7 Rad Results

Specifications provided by eClinicalWorks (some fields identified in these documents are "required fields", "optional fields" and "not supported fields).

7.3. Bidder must be able to support communication via a Virtual Private Network (VPN).

7.4. Awarded Bidder must work with the County of Rockland Information Technology System (ITS)

Department with the implementation of interface.

8. QUALIFICATIONS

8.1. The Bidder must be licensed by the New York State Department of Health and provide a copy of the license with their bid.

8.2. Bidder must provide evidence of current license, certifications and/or permits through the contracted service period. License, certifications and or permits include but not limited to:

8.2.1. The College of American Pathologist (CAP)

8.2.2. New York State Department of Health Clinical Laboratory Permit

8.3. The Bidder must also submit the following with their bid:

8.3.1. List of five references providing similar services, a minimum of two (2) references in which services are provided to Health Departments and Correctional Facilities.

8.3.2. List of reference labs used.

8.3.2.4.If reference labs are used, the bidder must provide a certificate of experience for each reference lab used, and New York State Department of Health License.

8.3.3. Provide information on any State or Federal litigation in the last two years (provide with bid on a separate page.

8.4. Successful Bidder will be subject to a three-month evaluation period (performance and medical results, and result turnaround time).

8.5. If required, bidder must provide tour of their facility to an authorized County of Rockland representative. This tour must be scheduled within five working days of request and must be conducted during peak business hours.

PAGE: 10

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

9. BUSINESS ASSOCIATE AGREEMENT

9.1. Bidder must agree to all terms and conditions as listed in the Business Associates Agreement included in this solicitation. Awarded Bidder must be required to execute the Business Associate Agreement. In addition, each contract year a newly signed Business Associates Agreement must be required.

10. PICK UP LOCATIONS

10.1. Location: Dr R L Yeager Health Center, Department of Health, 50 Sanatorium Rd, Building A, Second Floor, Rotunda Offices, Pomona, NY 10970

10.1.1. Health Department accounts would include but not limited to the following:

10.1.1.4. Women's Health/Family Planning

10.1.1.5. TB Clinic

10.1.1.6. STI

10.1.2. Pickup Days: Monday through Friday

10.1.3. Pickup of samples must be once a day as follows:

10.1.3.4. First pickup must be between 1PM and 2:30PM

10.1.3.4.1. Routine results must be available by 7:00 AM the following morning

10.1.3.5. Second pickup must be between 8:00 PM and 9:30 PM

10.1.3.5.1. Routine results must be available by 7:00 AM the following morning

10.2. Location: Dr R L Yeager Health Center, Department of Health, 50 Sanatorium Rd, Building H, Pomona, NY 10970

10.2.1. Medical Examiner’s Office

10.2.2. Pickup Days: Upon Request

10.2.3. Pickup of samples must be at an agreed upon time by the Contractor and the Rockland County

Medical Examiners Office.

10.2.3.4.1. Routine results must be available by 7:00 AM the following morning

PAGE: 11

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

10.3. Location: Rockland County Correctional Facility/Jail, 53 New Hempstead Road, New City, NY 10956

10.3.1. Pickup Days: Monday- Saturday

10.3.2. Pick up of samples must be twice a day as follows:

10.3.2.4. First pickup must be between 9:30 AM and 11:00 AM

10.3.2.4.1. Routine results must be available by 7:00 AM the following morning

10.3.2.5. Second pickup must be between 3:30 PM and 5:00 PM

10.3.2.5.1. Routine results must be available by 7:00 AM the following morning

10.4. Location: Rockland County Family Planning Clinic, 14 South Main Street, Spring Valley, NY 10977

10.4.1. Pickup Days: Tuesday and Wednesday

10.4.2. Pick up of samples must be as follows:

10.4.2.4. Pickup must be between 9:30 AM and 12:00 PM

10.4.2.4.1. Routine results must be available by 7:00 AM the following morning

10.5. All non-routine results must be delivered in a timely manner.

10.6. Any changes in pickup schedules must be mutually agreed upon by the provider and the County of Rockland Department requesting these services.

10.7. Locations and pickup schedules may be changed, added or deleted at any time by the County of

Rockland. Pickup schedules must be mutually agreed upon.

10.8. Bidder must accommodate STAT pickups as requested by an authorized representative of the using department.

10.9. STAT results must be provided to the requesting departments authorized representative within five (5) hours of notification of a pickup.

11. BILL PAYMENT

PAGE: 12

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

11.1. The supplier will be paid for all authorized testing by the County of Rockland upon submission of properly executed invoices. All invoices must be in duplicate and list the following information:

11.1.1. Collection Date

11.1.2. Patient name and accession number

11.1.3. Test name

11.1.4. Test number

11.1.5. Itemized fees

11.2. Bidder must submit a sample invoice with their bid. Bidder must state whether the sample invoice may be modified to conform to the above requirements.

12. THIRD PARTY BILLING

12.1. Contractor shall seek when requested, first- or third-party reimbursement for the services provided based upon information received from the Department requesting the services. The County of

Rockland constitutes the payer of last resort when the patient or client has no insurance coverage.

12.2. Contractor shall provide required documentation that they were denied by first or third party for reimbursement. The Contractor shall accept current second or third-party rates where applicable.

12.2.1. The County shall not pay invoices that do not provide the required insurance denial documentation.

12.2.2. Contractor shall accept third party payments as payment in full. County of Rockland shall not be billed for any approved third-party payments.

13. PRICING

13.1. Bidder must submit a single, firm percentage discount off their current standard laboratory fee schedule for all laboratory tests available and offered by the bidder.

13.2.The submitted discount percentage must apply uniformly to all tests, including but not limited to those that are performed in a reference laboratory for any test requested during the contract term.

13.3.The bidders standard fee schedule, in effect at the time of the bid submission must be included with the bid and shall serve as the baseline pricing document for evaluation and contract award.

13.3.1. Failure to submit a standard fee schedule will result in the bid being deemed non-responsive.

13.4.The discount percentage must remain firm for the initial contract term and any renewal periods. The bidder has the right to provide an updated price list upon renewal on each annual renewal term.

PAGE: 13

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

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

13.5.The County reserves the right to audit the bidders standard fee schedule, applied discounts and invoiced amounts at any time during the contract period.

13.6.Any new test introduced by the contractor during the contract term will be priced using the same awarded discount percentage off the contractors then-current standard fee schedule.

13.7.The bidder must provide a price for eClinical implementation if the County is not already integrated with the laboratory using eClincals.

13.7.1. If the bidder and the County are already integrated cost must be entered as zero dollars.

14. AWARD

14.1. It is the intent of the County of Rockland to award this contract to the lowest responsible, responsive sole provider, offering the highest percentage discount.

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

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

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

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

ROCKLAND COUNTY’S INSURANCE REQUIREMENTS:

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

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

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

COVERAGES – (SEE ATTACHED MATRIX)

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

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

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

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

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

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

PAGE: 16

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

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

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

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

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

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

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

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

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

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

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

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

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

PAGE: 17

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

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

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

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

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

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

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

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

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

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

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

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

http://www.wcb.ny.gov

EMPLOYERS LIABILITY with minimum statutory requirements

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

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

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

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

County must contain the following clauses:

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

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

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

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

PAGE: 18

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

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

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

Janitorial Services

Contracted

Consultant

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

Public and School

Transport

Capital Construction Projects –Buildings, Roads, Water Treatment

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

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

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

Med. Expense Any One Person

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

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

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

Products-Comp / Op Aggregate

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

B Auto Liability – Incl Bl and

PD (AL)

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

Combined Single Limit per accident

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

Or

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

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

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

C Excess / Umbrella Liability

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

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

D Workers Compensation and Employers Liability

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

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

E.L. Each Disease-EA Employee

Statutory Statutory Statutory Statutory Statutory Statutory

E.L. Disease-Policy Limit

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

(4) (4) (4)

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

Transportation only

Opt Owners and Contractors Protection

Each Occurrence $1,000,000

Aggregate $2,000,000

* All Other Insurance as Required by Law

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

GL-AL-

EXCESS

GL-AL-

EXCESS

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

EXCESS-

PROFESSIONAL

GL-AL-

EXCESS-OPT

PAGE: 19

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

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: 20

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

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

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: 21

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

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

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 to this solicitation, is hereby expressly made a part of this Bid Document as fully as if set forth at length herein. Please retain this document for future reference.

Bidders must download, read, and acknowledge acceptance of Appendix A on the proposal page.

PAGE: 22

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

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

VENDORS NAME: _______________________________________________________________________

NON-BIDDER’S RESPONSE

For the purpose of facilitating your firm’s response to our invitation to bid, the County of Rockland is interested in ascertaining reasons for prospective bidder’s failure to respond to “Invitations to Bid”. If your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate item(s) below and return this form to the above address.

We are not responding to this “Invitation to Bid” for the following reason(s):

_____ Items or materials requested not manufactured by us or not available to our company.

_____ Our items and/or materials do not meet specifications.

_____ Specifications not clearly understood or applicable (too vague, too rigid, etc.).

_____ Quantities too Small.

_____ Insufficient time allowed for preparation of bid.

_____ Incorrect address used. Our correct mailing address is: _____________________________

_____ Our branch / division handles this type of bid. We have forwarded this bid on to them but for the future the correct name and mailing address is: _______________________________________

_____ OTHER: _____________________________________________________________________

Thank you for your participation in this bid.

PAGE: 23

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…