2-RFP-RC-2025-022 Workers Comp Final .pdf

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 1

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

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

RFP NUMBER:

RFP-RC-2025-022

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Bonfire Portal.

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

Closing date for the Request for Proposal is 3:00 pm, local time, on September 4, 2025.

PRE-PROPOSAL MEETING

A virtual pre-proposal meeting will be held via Microsoft Teams as detailed below. Attendance may or may not be mandatory. A transcript of the questions and answers will be distributed, to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

To attend the virtual pre-proposal meeting please select the link below on the date and time scheduled.

LINK:

Date: August 14 , 2025 Time: 10:00am Location: MS TEAM

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970 Telephone: 845-364-3820

Deadline for submission of questions is August 27, 2025, at 3:00pm. Answers will be given via addenda issued in response to the questions received https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjdmNWRjMTctNzU2My00NTllLWFiZjctM2E2ZTU0ZTUzMTVl%40thread.v2/0?context=%7b%22Tid%22%3a%2223b7091d-d4a1-4811-acff-f31110db3743%22%2c%22Oid%22%3a%22fe377cd2-b696-4160-8a1a-22110403413b%22%7d lozanoj Typewriter

CLICK HERE FOR PRE-PROPOSAL MEETING

lozanoj Typewriter Meeting ID: 241 062 277 978 2 Passcode: HN92nP3s

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 2

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

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 (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 3

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

Required forms to be completed and uploaded with the proposal

• Statement of Required Disclosures, Representations and Certifications (see separate attachment)

• Past & Present Performance (see separate attachment)

• Federal Contract Clauses

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 4

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 5

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified firm to provide third party administration services for the Rockland County Worker’s Compensation and NYSGML207C. It is anticipated that this RFP may result in a contract award to a single contractor.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data.

Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

BACKGROUND

The County of Rockland previously issued a Request for Proposal in 2020 (RFP-RC-2020-018) which resulted in the current five-year contract that goes through to November 30,2025 with PMA Management Corp.

REFERENCES

Unless otherwise stated, proposal must include a minimum of three (3) current projects and two (2) past projects.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of the Department of Insurance and Risk Management. The reference number for the transaction is Solicitation # RFP-RC-2025-022. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of five (5) years.

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 6

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

STATEMENT OF OBJECTIVES

The County of Rockland is soliciting proposals on behalf of the Committee of the Rockland County Workers' Compensation Plan (the "Committee") from qualified firms with the intent of engaging a firm to provide third-party claims administration and loss control services for its self-funded workers' compensation and NYSGML 207c program.

This contract will not require the TPA to represent the County of Rockland at Arbitration Hearings for 207C, the County is currently contracted with another provider to handle all 207 cases.

The Rockland County Workers' Compensation Plan represents the following municipalities:

County of Rockland (County of Rockland, Rockland Community College, Rockland County Sewer District No.1, collectively as the County of Rockland.)

The self-audited gross payrolls excluding premium pay for overtime for the following periods were:

County All Other RCC Total 2020 $142,746,171 $31,760,320 $174,506,491 2021 $151,270,442 $30,327,843 $181,598,258 2022 $159,122,618 $28,226,995 $187,349,613 2023 $164,990,957 $28,873,914 $193,864,871 2024 $173,949,852 $25,796,178 $199,746,030

SCOPE OF SERVICE

The Third Party Administrator hereinafter referred to as the “Contractor” shall be assigned claims by the County of Rockland. It will be the responsibility of the Contractor to provide, at a minimum, the following services:

General

1. Provide training for supervisory personnel and insurance specialist(s) of the Program's participants who are responsible for the coordination of workers' compensation and NYSGML 207c activities.

2. Provide supervisory, administrative and adjustment services on claims as defined in this RFP, including advising the County with regard to actions, procedures, etc. that could result in controlling claims.

3. Shall provide dedicated claims and/service team for both Workers’ Compensation and NYSGML 207c claims.

4. Shall provide a Special Investigate Unit (SIU) dedicated to the investigation and pursuit of fraudulent claims.

5. Have the capability to successfully develop and administer an effective ‘modified duty’/ return to work program.

6. Shall have a medical cost containment program and access to proven PPOs, PBM and Pharmacy networks

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 7

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

7. URAC certification for case management services preferred but not required

8. Place all appropriate carriers on notice of loss and conduct necessary investigations as requested by the carrier. The third party administrator must comply with the excess carrier’s conditions with regarding to reporting claims.

9. Must have a fully imaged claim system with client access to view all log notes, documents and claim activity.

10. Maintain all files and records necessary for defense of claims and/or other litigation or proceeding (such as actions for subrogation). Aggressively pursue all possibilities of subrogation, and/or recovery on behalf of the County.

11. Have the ability to provide regular data feeds to the self insured's excess insurer that includes encounter data (physician billing coding, prescription information etc.) as a critical piece of predictive analytic models.

12. Maintain status reports on all pending claims and provide summary reports for loss, in an accurate and timely manner that will be approved by the County.

13. Develop procedures and reports as required by the County on hard copy and database.

14. Provide a toll free number for plan members and claimants to use.

15. Have the ability to produce and mail checks, and submit a check register on a weekly basis that will be sent to the County for an electronic fund transfer.

16. Processing of medical bills and processing of payments to employees who are out of work.

PLAN DEVELOPMENT

Work in cooperation with the County to develop policies, programs and procedures to efficiently and economically process and settle Workers’ Compensation and NYDGML 207c claims. Provide such assistance as the County may require to implement its NYSGML 207c procedures including but not limited to those services described for Workers’ Compensation cases.

CLAIMS SERVICES

1. Accept reports of claims through email, Internet or regular mail, as directed by the Committee.

2. Initiate 3-point contact with claimant, claimant’s supervisor and treating physician(s) within 24 hours of receipt of claim notice.

3. Examine all claims submitted and create and maintain a complete file on each, including the setting of reserves or total estimated cost of the claim by expense area.

4. Conduct routine investigation and take appropriate measures to assure claim validity.

5. Review all claims to determine if additional investigations, such as surveillances, are necessary, assign and supervise that investigation and/or surveillance.

6. Conduct ‘special investigation’ as indicated by suspicious or potentially fraudulent claims. Assist and cooperate with external agencies on the reporting and pursuit of remedy as appropriate.

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 8

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

7. Monitor the treatment programs recommended for claimants by the treating physicians, specialists and health care providers for appropriateness and compliance by reviewing all reports prepared by them and maintaining such contact with these providers as may be appropriate.

8. Take all steps necessary for the control of claims, including assignment of, coordination with and review of the efforts of medical / disability case management services.

9. Recommend and facilitate the availability of managed care partners, including but not limited to, MRI facilities committed to examining claimants within 72 hours of authorization.

10. Schedule independent medical exams as necessary.

11. Prepare and submit in a timely manner all forms, reports, filings and payments mandated by the State of New York or other governmental agencies to which the Plan may be subject.

12. Maintain electronic OSHA/PESH reporting logs and assist with reporting requirements.

13. Segment and maintain electronic records of WC claims that develop into workplace violence cases, and assist with electronic reporting requirements.

14. Recommend benefits if any that should be paid to claimant.

15. Properly review, audit and prepare checks for payment in a timely manner for medical, indemnity, loss use awards and miscellaneous expenses related to claims.

16. Make available to the Committee's representative's copies of all pertinent medical, legal and investigative reports, as requested.

17. Provide for appropriate notification to excess insurers as required by excess insurance policies.

18. Prepare and submit appropriate Section III Medicare reporting required.

19. Pursue all subrogation and other recovery opportunities.

20. Prepare files in a timely manner for hearings and legal defense, and arrange for representation at all Workers' Compensation Board hearings.

21. Utilize best practices and judgment in settling and denying claims and in setting claim reserves.

22. Advise the Committee concerning opportunities to reduce the frequency and severity of work-related injuries.

23. Assist the Committee with budgetary projections of the cost of the Program.

24. Comply with all applicable laws and regulations regarding the administration of Workers' Compensation benefits.

25. Participate in the coordination, control and global settlement process of 207C cases.

26. Take over the management of all open claims from the current contractor.

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 9

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

ROCKLAND COUNTY CLAIM COUNTS STATUS BY FISCAL CLAIM

ACCIDENT DATES 01/01/19 TO 03/01/24

CALENDAR

YEAR

LT OPEN LT

CLOSED

TOTAL LT INCURRED MED ONLY RECORD ONLY TOTALS

2019 5 21 $4,1174,666 72 43 141 2020 10 39 $2,543,758 78 39 166 2021 8 19 $1,669,427 56 32 115 2022 13 16 $1,126,475 75 28 132 2023 19 10 $1,086,039 72 24 125

TOTALS 55 105 $10,603,365 1,011 130 1,528

207C ONLY - CLAIM COUNTS AND STATUS BY FISCAL CLAIM YEAR ACCIDENT DATES

01/01/19 TO 05/01/24

LT OPEN LT

CLOSED

TOTAL LT INCURRED MED ONLY RECORD ONLY TOTALS

2019 3 3 $3,654,231 15 1 22 2020 3 28 $2,436,817 41 1 73 2021 2 12 $1,773,124 16 0 30 2022 3 10 $579,807 23 3 39 2023 5 8 $755,412 16 1 30 2024 14 2 $985,937 33 0 49

TOTALS 22 32 $6,019,440 118 6 178

Permanent Partial Disability (PPD) ONLY - CLAIM COUNTS AND STATUS BY FISCAL CLAIM

ACCIDENT DATES 01/01/19TO 05/01/24

TOTAL LT INCURRED TOTALS

2019 $514,616 8 2020 $869,276 11 2021 $757,988 10 2022 $245,259 5 2023 $94,635 4 2024 0 0

TOTALS $2,481,777 38

COUNTY OF ROCKLAND - DGS-PURCHASING PAGE: 10

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

TITLE: Worker's Compensation and NYSGML 207C Claims Administration

CLAIM COUNTS AND STATUS BY FISCAL CLAIM YEAR –

ACCIDENT DATES 01/01/81 TO 03/01/20

Calendar Year LT Open LT Closed Med Only Record Only Total 1981 0 56 393 0 449 1982 2 62 329 0 393 1983 1 84 357 0 442 1984 0 78 258 0 336 1985 2 76 399 0 477 1986 0 73 379 0 452 1987 0 93 386 0 479 1988 1 96 429 0 526 1989 0 116 508 0 624 1990 3 118 573 0 694 1991 0 131 565 0 696 1992 2 103 614 0 719 1993 1 104 589 0 694 1994 1 97 645 0 743 1995 1 82 514 0 597 1996 0 74 535 0 609 1997 1 73 489 0 563 1998 1 94 442 0 537 1999 0 86 493 0 579 2000 0 85 455 0 540 2001 3 105 443 0 551 2002 3 73 425 0 501 2003 1 80 367 0 448 2004 0 59 337 0 396 2005 4 75 280 35 394 2006 0 74 273 23 370 2007 1 87 275 37 400 2008 0 80 261 24 366 2009 3 70 251 24 348 2010 1 85 214 24 324 2011 1 66 214 33 314 2012 7 71 176 23 277 2013 3 64 179 12 258 2014 7 66 157 27 257 2015 9 59 144 23 235 2016 1 36 92 16 145 2017 5 26 108 22 161 2018 3 35 85 27 150 2019 6 20 72 43 141 2020 7 42 78 39 166 2021 3 24 56 32 115 2022 9 21 75 28 133 2023 10 19 72 25 126 2024 24 5 92 31 152

TOTALS 127 3,123 14,079 548 17,877

Edwin J. Day, County Executive

TITLE: RFP NUMBER:

Department of General Services – Purchasing Division RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

REPORTING REQUIREMENTS

The Contractor shall provide monthly loss statements by plan participant which contain the following data elements:

claimant’s name, claim number, claim type (WC or NYSGML 207c), date of incident, claim status (open, closed), amount paid by type of expense (medical, indemnity, other) and estimated total cost of claim by expense type. In addition, a monthly report detailing and summarizing all new claims received during the prior month. Have the ability to provide regular data feeds to the self-insured’s excess insurer that includes encounter data (physician billing coding, prescription information etc.) as a critical piece of predictive analytic models.

The Contractor shall provide an annual stewardship report with statistical analysis of results. The stewardship report should include information such as:

• Executive Summary

• Financials – Claims closure rates; subrogation / recovery results; reserve levels

• Pending Analysis – Number of open claims, reserves by policy year

• Risk Management Analysis – Valuable summary of information by department relative to frequency, loss trends, and severity

MINIMUM QUALIFICATIONS

In order to be considered, Contractor must meet the following requirements:

• Licensed in the State of New York by the Workers Compensation Board as a Third-Party Administrator. Proof of License must be submitted with Proposal.

• SAS 70 Level II certification required, this requirement will not be waived.

• Audited Company financial required

• Ten years in business as a Third-Party Administrator with significant experience in WC / NYSGML 207c plan management for municipal government or public entities.

• Proven ability to provide support services (e.g. a risk management information system and reports) demonstrated by references, exhibits, firm composition or other similar evaluation criteria

• Submission of at least five (5) references from current accounts (Relevant and Past Performance Forms), preferably with one comparable in size and nature to this project.

RISK CONTROL MANAGEMENT INFORMATION SYSTEM REQUIRED. RISK CONTROL SERVICES (INCLUDING CONSULTING HOURS, RISK ASSESSMENT AND ACCESS TO RISK CONTROL RESOURCES) REQUIRED.

Awarded firm shall have the ability to provide in-depth consulting and analysis for Risk Control Services above and beyond the annual stewardship report on an as needed basis. The RFP response shall include hourly rates to be used for this purpose. Individual Scope of Objectives will be requested at time of service.

RESPONSE SHALL ALSO INCLUDE:

• Samples of reports that can be generated by the administrator;

• description of Cost containment strategies;

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

• Subcontractor arrangements that will be utilized to review medical bills appropriate fees and utilization;

• results of client surveys

• Availability and cost of on-line computer capabilities.

PROJECT RISK

Proposal shall address Proposal Risk by identifying those aspects of the proposal you consider involving cost and/or project capability risk. Provide rationale for each risk, including quantitative estimates of the impact on cost, schedule and performance. Describe the impact of each identified risk in terms of its potential to interfere with or prevent the successful accomplishment of the project goals and Statement of Objectives. Suggest a realistic "work-around" or risk mitigation for identified risks that will eliminate or reduce risk to an acceptable level.

Identify any new risks introduced by such risk mitigation

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROPOSAL EVALUATION CRITERIA

An Evaluation Committee will evaluate proposals against the following weighted criteria.

WEIGHT EVALUATION CRITERIA

200 Points Proposals will be evaluated considering the extent of the offeror’s understanding of the needs of the County. Offerors knowledge of the technical and regulatory issues and the proposed approach of contractors and the ability to meet the objectives.

200 Points Demonstrated technical capability to provide full claims administration with demonstrated access to PPO’s, PBMs, and pharmacy networks. Demonstrated capability of a fully imaged claim system with client access.

200 Points Proposals will be evaluated considering the managerial experience, qualifications and availability of personnel proposed to work on this project. A minimum of 10 years as a TPA with relevant experience with municipal/public entities workers Compensation and NYSGML 207c plans. Proof of licensure as a TPA in New York as well as SAS 70 Level II certification.

150 Points Assessment of the offeror’s past and present performance will be evaluated.

250 Points Annual cost with consideration to optional cost

All proposals in response to this RFP will be evaluated in a manner consistent with the Rockland County Procurement Policy, rules, policies and the evaluation criteria established in the RFP.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COST PROPOSAL TEMPLATE

Offer Name:________________________________________________________________________________________

Price Description Year 1 Year 2 Year 3 Year 4 Year 5 Total Annual Cost – Based Upon claim history provided in the statement of objectives.

Provide a total annual contract cost for the required services for each year.

Cost for Run-Off Claims-provide a separate price for taking over existing open claims based on the total number of open claims provided.

Risk Management Consulting – Hourly rate

Total Cost Per year

Optional Pricing- Proposers may offer optional unit pricing for each of the services detailed in the Statement of Objectives. Include unit prices for the initial year and each subsequent year. It is not mandatory to submit optional pricing. All proposals will consider total pricing based upon the above pricing.

Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non-responsive.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Proposal Submittal Procedures

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Does your proposal include exceptions to the

County's Appendix B, Terms & Conditions?

Data Type: Yes/No N/A Required

Cost Proposal File Type: PDF (.pdf) 1 Required

Redacted Technical Proposal if Applicable File Type: PDF (.pdf) 1 Optional

Federal Contract Clauses File Type: PDF (.pdf) Multiple Required

Licensure and Certifiacations File Type: PDF (.pdf) Multiple Required

Exceptions to Appendix B, Terms & Conditions File Type: PDF (.pdf) 1 Optional

Technical Proposal File Type: PDF (.pdf) 1 Required

Past and Present Performance File Type: PDF (.pdf) 1 Required

Statement of Required Disclosures, Representations and Certifications 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 (see sample certificate for coverage and limits required as well as sample language to name the County of

Rockland as additionally insured)

File Type: PDF (.pdf) 1 Optional

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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 Data:

Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Bonfire Help Center.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/197063

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Sep 04, 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 https://vendorsupport.gobonfire.com/hc/en-us/articles/6833306433943-What-s-a-Data-Field-or-Slot-https://rocklandgov.bonfirehub.com/opportunities/197063 mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SUBMITTING YOUR PROPOSAL

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed

to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

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

Proposals must be submitted electronically through the County’s Bonfire Request for Proposal Portal. Please refer to the instructions titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

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

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

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

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

• Upload Exceptions as a separate attachment

• The County of Rockland Appendix B – Standard Terms and Conditions for Service Contracts must be downloaded and reviewed prior to submitting your proposal

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

• Required Forms: Uploaded Separately on BonFire.

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

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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

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

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

C. A Statement of Objectives (SOO) is provided in the RFP. This Statement of Objectives represents the

County’s minimum objectives for this project. The Offeror shall use the Statement of Objectives to propose a Statement of Work, which expands upon these minimum objectives to the extent necessary to conduct this acquisition. The proposed Statement of Work shall define the tasks required for the successful completion of the County's goals and objectives ensuring all minimum requirements are met as detailed in the County's SOO.

The proposed SOW shall consist of tasking statements. Each tasking statement shall reference the deliverables, which will be provided by that task. The proposed SOW shall not contain informational notes, as the Technical Response subsection provides ample opportunity for discussion and description of the offeror’s approach. The tasking statements in the SOW shall use a common numbering system. The proposed SOW, when accepted by the County, will be included in the final contract.

D. Work Breakdown Structure (WBS) – The Offeror shall develop a Work Breakdown Structure, which reflects their view of the proposed contract effort. The WBS shall serve as a framework for organizing the proposed effort to include in-house, inter-divisional, subcontractor, and associate contractor activities. The WBS shall be developed to a depth (level) and breadth sufficient to accurately describe each participant's role and responsibilities in the project. The Offeror's proposed WBS shall be included with their Statement of Work and will be incorporated as part of the final contract.

E. Master Schedule (MS) – The intent of this section is to obtain a functionally integrated understanding of the proposal in a way that provides the County confidence that the proposal is structured to be executable for the resources indicated. The Master Schedule is a detailed task and timing of the work effort in the SOW and is used as the primary tracking tool for technical and schedule status. The MS identifies all SOW events, accomplishments, criteria and the expected dates of each. These dates are based on a calendar date of December 1, 2025 as the starting point and the logical flow of dates provided by calculating the duration of all tasks using typical schedule networking tools. The MS tasks will be directly traceable to the SOW and the WBS.

The Offeror shall provide a top level Master Schedule as part of the proposal submittal. The more detailed levels of the MS, as well as updates, will be submitted after contract award. The MS is intended as a tool for day-to-day tracking of the program/project. All tasks/activities in the MS should be logically linked together showing predecessor/successor relationships. The activities and tasks will be sufficient to account for the total proposed solution.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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

4. Protected Information. All protected information must be included in this section of proposal response.

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

If applicable, a redacted version of your proposal eliminating trade secrets/confidential information is to be uploaded with your submission. The redacted response will be the one given for any Freedom of Information requests. If you do not provide a redacted response, the response you provided will be sent for any FOIL requests.

5. Cost Proposal. Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form. Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non- responsive.

6. Exceptions to Terms and Conditions. Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts (Appendix B) must be submitted with the proposal response.

Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

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

a. Affidavit of Non Collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

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

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

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

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

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

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

AWARD OF CONTRACT

Award shall be made to the offeror whose proposal is the most advantageous to the County taking into consideration price and the other evaluation factors set forth in this request for proposals.

The County reserves the right to award the contract(s) to a higher technically qualified offeror(s) in the event the total scoring (technical + Cost) offer is determined to not be the best value offered to the County, based on a cost benefit analysis.

The County reserves the right to award a contract in part or in full, or not at all, on the basis of responses received.

If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose offer conforming to the Request for Proposal will be most advantageous to the County as set forth in the Evaluation Criteria.

When award Occurs: Award of contract occurs when a formal contract has been finalized or other evidence of acceptance by the County is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

CONTRACT TERM – RENEWAL

In addition to any stated renewal periods in the Contract, any contract or unit portion thereof let by the Director of Purchasing may be extended by the Director of Purchasing for an additional period(s) of up to one year (cumulatively) with the written concurrence of the Contractor.

PRICE GUARANTEE PERIOD

The proposed price and/or hourly rates must remain firm through the first contract period with no adjustments allowed.

If the County exercises any of the option years of the contract, the Offeror may submit a request for adjustment on the yearly anniversary date of the contract. Any request for price adjustment(s) must be submitted thirty (30) days in advance of the anniversary date; in writing to the Director of Purchasing. Any and all price adjustments will be limited to the percentage increase in applicable CPI Index for the preceding 12 months. The County reserves the right to reject any request for price increase deemed excessive.

STANDARD TERMS AND CONDITIONS OF THIS RFP

Any contract resulting from this RFP will include the County’s Standard Terms and Conditions for Professional Service Contracts included in the RFP and Appendix B. Exceptions and or additions to the County’s Standard Terms and Conditions are strongly discouraged.

Exceptions to the RFP Standard Terms and Conditions, of this RFP and/or the Standard Terms and Conditions for Professional Service Contracts as provided Appendix B must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

The County retains the right to refuse to negotiate on exceptions should the exceptions be excessive and not in the best interest of the County. Offeror must provide all documents in Microsoft WORD format for redline editing. Offeror must provide the name, contact information, and access of the person(s) that will be directly involved in legal negotiations.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROTEST PROCEDURES

Protests Prior to RFP Opening: Protests regarding any aspect of the RFP document, attached materials and COUNTY award procedures must be submitted in writing prior to the RFP opening date and time (via e-mail, mail, or FAX) to:

Hon. Edwin J. Day County Executive 11 New Hempstead Road New City, NY 10956

The County Executive or his designee will respond to these protests within ten (10) business days.

Protests After Bid Opening/Notice of Intent to Award: Protests regarding the County’s proposed selection of a Offeror after RFP opening and notice of intent to award announcement must be submitted in writing (via mail, FAX) to the Hon.

Edwin J. Day, County Executive, 11 New Hempstead Road, New City, NY, 10956 (FAX: 845-638-5856). The protest must be submitted within three calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. The County Executive or his designee will respond to these protests within ten (10) business days.

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the County. However, the County may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense. The County is not required to provide the opportunity for oral presentations to all offerors that submitted a proposal.

CONFIDENTIAL / TRADE SECRET INFORMATION

Offerors should be aware that pertinent facts relating to their proposals, excluding trade secrets or proprietary information, could potentially be released as soon as sixty (60) days after the selection of the successful supplier.

The County of Rockland is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must insure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Marked information will be treated as Confidential Third Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

Unpublished information pertaining to the County or its customers obtained by the proposer as a result of participation in this project is confidential and must not be disclosed without written authorization from the County.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

STANDARD TERMS AND CONDITIONS OF THIS RFP

The term “County” shall mean the County of Rockland.

The term “Offeror” shall mean a person or entity who makes a specific proposal to another (the County) to enter into a contract.

ACCEPTANCE OF PROPOSALS

This RFP is not and should not be construed as a contract to purchase goods or services. The County is not bound to accept the lowest price or any proposal of those submitted.

ACCEPTANCE OF TERMS

All the terms and conditions of this RFP are deemed to be accepted by the Offeror and incorporated in its proposal except those conditions and provisions that are expressly excluded by the Offeror’s proposal.

AMENDMENTS TO REQUEST FOR PROPOSAL

Any verbal information obtained from or statements made by the Director of Purchasing or his designee at the time of pre-proposal meetings or site visits shall not be construed as, in any way, amending the RFP documents. Only such corrections or addenda as are issued by the Director of Purchasing in writing shall become a part of the Contract. Any addendum issued during the RFP process shall be included in proposals and become a part of the Contract Agreement.

BUSINESS CORPORATION LAW

The Offeror shall be licensed to do business in the State of New York and is fully qualified under the Business Corporation Law, Article 13 - Section 1304.

CHANGES TO PROPOSAL WORDING

No changes to wording of the proposal will be accepted after submission unless requested by the County.

CONTRACT ADMINISTRATOR

A County contract administrator will be assigned to oversee the contract awarded to the successful Offeror. In addition, the successful Offeror will be expected to name a counterpart contract administrator. The Offeror’s contract administrator will be responsible for providing scheduled status reports to the County’s contract administrator or his designee.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COMPLIANCE WITH LAWS

The Offeror shall comply with all the provisions of laws in the County of Rockland, the State of New York and of the United States of America which affect municipalities and municipal contracts, and provide at his expense, any and all permits, licenses and registrations required for the fulfillment of this agreement, and more particularly the Labor Law, the Immigration and Naturalization Laws and Regulation, the General Municipal Law, the Workers’ Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Laws, Rules and Regulation, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein.

FINANCIAL STABILITY

The successful Offeror shall demonstrate financial stability and the County reserves the right to conduct independent background checks to determine the financial strength of any and all organizations or individuals submitting proposals.

FIRM PRICING

Prices quoted in the proposals shall be firm for a period of at least 120 days after the submission deadline.

HIPAA

Offeror agrees and acknowledges that the nature of the services pursuant to this RFP may require the Offeror comply with the provisions of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), as amended, and any regulations adopted there under. A Business Associate Agreement may be made a part the resulting Agreement.

Offeror warrants and represents that its practices, policies and procedures for patient/medical record confidentiality are in full compliance with the “Standards for Privacy of Individually Identifiable Health Information” set forth in 45 CFR 160 et seq. as amended, if applicable.

INDEPENDENT CONSULTANT

Offeror, as an independent contractor, covenants and agrees that it, its agents, servants and/or employees will neither hold itself/themselves out as, nor claim to be an agent, servant or employee of County, and that it, its agents, servants and/or employees will not make a claim, demand or application to or for any right or privilege applicable to an officer or employee of County including, but not limited to, Workers’ Compensation coverage, unemployment insurance benefits, Social Security coverage or retirement membership or credit.

LABOR DISRUPTIONS

Any contract resulting from this Request for Proposal process is subject to the right of the County to postpone acceptance of delivery and payment by the County in the event of any form of labor disruption.

LIABILITY OF ERRORS

While the County has used considerable efforts to ensure an accurate representation of information in this RFP, all prospective offerors are urged to conduct their own investigations into the material facts and the County shall not be held liable or accountable for any error or omission in any part of this RFP.

LOCAL LAWS AND RESOLUTIONS

Offeror shall comply with all local laws and resolutions of the Legislature of Rockland County, including, but not limited to, the filing of Disclosure Statements and Affirmative Action Plans, if required by law or resolution.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

NEGOTIATION DELAY

If any contract cannot be negotiated within thirty (30) days of notification to the designated offeror, the County may terminate negotiations with that offeror and negotiate a contract agreement with another offeror of its choice.

QUOTES FROM THE MARKETPLACE

The County reserves the right to consider quotes from the marketplace from suppliers other than those invited to respond to this solicitation.

REQUEST FOR PROPOSAL DATES

All dates referenced in the specifications relative to the solicitation timeline are tentative and can be changed in the best interest of the County. The County reserves the right to modify the timeline of the RFP at any time in its sole discretion.

SHORTLIST

Unless there is a successful offeror based on the responses, the evaluation procedure will be to develop a shortlist based on the stated criteria. The shortlist of offerors may be asked to prepare a presentation and/or provide additional information prior to the final selection.

SOCIAL SECURITY TAXES

The Offeror for the agreed consideration promises and agrees to pay the taxes measured by the wages of their employees required by the Federal Social Security Act and all amendments thereto, and to accept the exclusive liability for said taxes. The Offeror further promises and agrees to indemnify and hold the owner harmless on account of any tax measured by the wages aforesaid of employees of the contractor assessed against the owner under authority of said law.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

INSURANCE REQUIREMENTS: THE RFP NUMBER IS TO APPEAR ON ALL INSURANCE CERTIFICATES

COUNTY 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.